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AOS User Manual - University of Wollongong

1. M 57 Understanding the summary table eeiiissssseeeeees esee eene ensures saa annes saa asit essa asas sss saa asses sana aas A 57 BOONES ON FOS fee 58 Downloading AROC benchmarking reports ccccccssesecccnsescececcsenssececsueseecessuusesecessuuneeesssaussessssauneecsssaensesessaens 58 Generating AN SNAP HCP EXUlOCtS eee onte s tenes eris Cre Fortes Eau roS ph ere o S PPER NIE tout VPN SNR Eon UtHPVO PED CH User FEPV RENE elo PoVeru URS 59 Running reports In AUS m nates 60 PIV WV CEI TOS icc c 61 Draft AOS User Manual V4 5 June 2014 ae ate i ahsri australian health services research institute WOLLONGONG C australasian rehabilitatior outcomes centre UNIVERSITY OF AROC FIM WeeFIlM fundamentals TERTII E m 61 Introducing AROC S FIM Tatil eis tsre xta E URVn ns Gr nUIUUQenUSUaS KE mU EP UE ec id aS Y d aiaa Niana Ub Ua nOD Ce n UNUM Ue FUN RUNS DIR PPS UE 61 What AROC needs from TACIIE CS P uonsenncn tensenkt qr Purto Cu tus ot UU Saa Sorte vubk E eat dE Gurt Gli ua SR OE XDM REF a NEU MUS Ul Fan ta CiU 61 Help us keep your records up to Cate ccccccccssssecccccessseccccceesecccesaasececseseeueecesseeeecessuunecesessuaasecessagaeees 61 FM WeeFIM Credentialing EE OE M 62 Gredentiallng Ey ONS o
2. M 48 Some DOO EXTOCT OOTES CET m 48 Flow for extracting data from the AROC database esses nnne nnne nennen nennen nnns 48 Accessing online data extract eseseeeseseeressesrereseseeressseereserereressseeressreresssreresssereeesssreresssreressseeeeessseeresesereessse 50 Selecting one facility or one ward to extract data FrOM ccccccccssssseccceceeeecccceeeseceesseaeceeeesaaaeeeessuaeeeeses 50 Selecting more than one facility to extract data from ccscccccssssscccceceeeecccceaueccessauseceeessuaueeeessaaeeeeees 50 Defining the Extract Parameter Selection isses essen enne nennen nn aan nns saa assess ssa asas ness a assess sanas 51 DGG G0 00 Fle goo ga PN MC 52 Data Extract Summary and Download cccsseescecsnseseeccnncneseecccnsseceessauseeseessausecsssaeusecsssauusseesesauaasessssuaasesenaas 53 Iint rpreting the extracted dala RTT 53 Datt Adk MAOS risann E E AE OE EEA E TN OO E 55 Correcting errors identified by the Facility Data Audlit eese seen nnne nani nnns 56 Facilities using the AOS Online Data Entry SyStem cscccccccssssseeccceeseceeeeesccceseeseeceessaeaeeeesaeaaeseesasages 56 Facilities using AOS Online Data Upload System ceccccccssseccccsessseccecceeeccecceeaeceesaueeseceeseueaeeeesaeaaeseseeseees 56 VIEWING etgb u t uma
3. ARO australasian rehabilitation outcomes centre ABOUT AROC AROC ONLINE SERVICES AROC m Whatis AROC australasian rehabilitation outcomes centre m AROC Membership m Loginto ADS m Guidelines for Data Submission mg ee m AROC Annual Report and Benchmarks m AOS Online Tutorials p Data Entry Pathway 3 ANNOUNCEM ENT m impairment Specific Benchmark Outcome Targets ELE AROC is very pleased to make available an Extract lata MEE VETY ent ee ene PON l m Presentations and Publications he ONLINE TRAINING VIDEO to help Figure 2 Location of AOS Log in on AROC Website Contacting AROC If you have an AOS username For any general AROC questions or queries related to functions within AOS please contact AROC using the AOS Menu HELP gt Lodge Support Ticket page 11 If your query relates to an inability to login please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au If you have a FIM ID For information related to FIM workshop organisation clinical queries or invoicing queries please email fim Quow edu au AOS User Manual V5 0 September 2014 EI E VCahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Welcome to AROC Online Services AOS Login FIM Login ican FIM ID Password Log In to FIM Log In to AOS
4. Anywhere Kiwi Hospital 26994373 K Figure 6 My Facilities Screen i A R O DATA MY DETAILS MY FACILITY HEPORTING HELP USER MANUAL LODGE SUPPORT TICKET Figure 7 Help menu Lodging a support ticket From all systems within AOS users can send AROC a message asking for support by clicking HELP LODGE SUPPORT TICKET After selecting this option a pop up screen titled Lodge a support ticket will appear Figure 8 NOTE if the support ticket window does not appear check that pop ups are enabled in your browser Some items may pre fill based on the account you are logged in as Please fill out all the other items where you can before submitting otherwise we may not be able to get back to you e Summary This is a summary of your issue think of it like a subject line in an email e Description This is the overall description of the issue you are having e Attach file If you have a file that is relevant to the issue attach it here Files that may be useful are screenshots of your issue or a data file that is causing the issue e Component s This is where you will select what area of AOS you are having an issue with e Organisation This is where you will select what facility or area you are representing with respect to this issue e Name Your name e Email Your email address AOS User Manual V5 0 September 2014 EN i ahsri australian health services research institute WOLLONGONG au
5. Displaying Patients 0 19 with errors Patients 20 to 39 9 Patient MRN 123456 Episode Start Date 01 01 2014 Pathway 3 Errors with Episode End Mode Accommodation and Carer Status R128A Mode of episode end Data Item is missing Date multidisciplinary team plan established out of expected sequence B302 FIM Start date FIM Start Date is expected to occur on or before MDT Rehab Plan Date and subsequent dates Unexpected delay between Episode Start Date and FIM Start Date B323 FIM Start date FIM Start Date is expected within 3 days of Episode Start Date Figure 53 Upload Data Audit screen Accepting the uploaded data into the AROC database 9 Once the conflicts and audit have been reviewed the Accept button will appear green and be enabled Figure 54 To finalise a facility s data from the upload file and add it to the AROC database click Accept 10 Repeat steps 7 8 and 9 for each facility s data in the upload file Upload Summary Selected Facilities Facility Conflict Resolution Anywhere Hospital Patients 33 Episodes 33 Patient Conflicts 0 Episode Conflicts 0 Audit Reviewed v Figure 54 Upload Summary screen with Accept button enabled Handling a pending upload If when a user attempts to upload a file to a facility where the previous upload file was not fully processed they will be blocked from selecting the button Choose file to upload and the warning You must first resolve any pending uploads will app
6. Figure 48 Select Facility screen Selecting more than one facility to upload data to a If the user works across multiple facilities and would like to upload data from two or more of these facilities click Select More Than One Facility Figure 48 b The user will now have a choice to either Select All facilities wards listed or manually select a subset of facilities wards they would like to upload data from Figure 49 Selected facilities wards will be added to the selection list highlighted in blue AOS User Manual V5 0 September 2014 ram ate i ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG C australasian rehabilitatior outcomes centre c To change any or all of the facilities selected for data upload the user has the option to e Select None which removes all facilities wards from the selection list e Manually select which facilities wards to remove from the selection list by clicking the cross on the blue box with the facility name to be removed e Select ONLY One Facility which will return the user to the previous screen Figure 48 d To confirm the facilities selected for data upload data click Confirm Selection and Continue A R O C DATA UPLOAD SELECT FACILITY HELP EXIT DATA UPLOAD Hh fe ee Es mom ks a Select ONLY One Facility Select All SelectNone Facility Anywhere Kiwi Hospital X Confirm Selection and Continue
7. 4 Log in to THE NEW FIM SYSTEM and order any FIM WeeFIM manuals you need allow 2 weeks for delivery AOS User Manual V5 0 September 2014 UEM aln i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC 5 Log in to THE NEW FIM SYSTEM and purchase exams for workshop participants Upon receipt log in to THE NEW FIM SYSTEM and assign each participant an exam Evaluation AROC aims to continually improve the process of FIM Wee FIM Training and management To aid this evaluation forms are to be completed for all workshops conducted by a Master Trainer or Facility Trainer It is very important that these are completed and sent to the FIM Manager at AROC After AROC has received the forms they are entered into a database to be analysed so a report can be produced Through this process it is hoped that any problem areas that are identified will be rectified For this reason we ask that all people doing the FIM WeeFIM training complete the evaluation forms Finance Please contact the FIM Manager if you have any queries regarding financial matters AROC sits within the Australian Health Services Research Institute AHSRI which in itself sits within the University of Wollongong AHSRI therefore utilizes the University s financial infrastructure Workshop billing will occur at the time of registering for an AROC hosted workshop For a facility hosting an o
8. 7 Scroll to the bottom of the page and click Assign 8 The exam will now be assigned to the chosen participant and you will see a message at the top of the page confirming this Click Close at the bottom of the window to close the window Method 2 using the SEARCH button to assign exam 1 Click on Manage Keys from the FIM Menu Figure 78 The Manage Keys screen will appear AOS User Manual V5 0 September 2014 CAE ate i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC 2 Select the facility you would like to assign exams for using the drop down list You can also filter using any of the parameters available on the screen e g Exam key ID Status of the exam Assigned status Participant name etc 3 Click SEARCH to display all the exams unassigned and assigned you have purchased A table will appear with a list of all exams you have purchased Details for each exam key are displayed in rows Details include Exam ID Type of Exam FIM or WeeFIM Status enabled disabled current exam accessed but not finalised Date Issued Expiry Date Purchaser Facility Date Assigned Participant assigned to Exam Result and Attempts number of times the exam has been taken 4 On the far right of each row there are two options o VIEW allows you to view the details for that individual exam including the
9. Anywhere Hospital AU Ward SW Figure 49 Select Facility screen Uploading an AROC data extract file The upload data Select File screen will appear At the bottom of this screen the Selected Facilities are listed To change your facility selection click Select Facility from the Data Upload menu bar IMPORTANT NOTE If conflicts were found in the previous upload file for any one of the Selected Facilities listed they will need to be resolved in the conflict review screen before any further upload to this facility is possible refer to page 43 To complete the outstanding conflict review from the previous upload click on the pending uploads link for that facility Until the conflicts are dealt with and the upload has been accepted to the AROC database the data cannot be uploaded to this facility and the Choose file to upload button will remain disabled To skip this facility for now and upload data to the remaining facilities click Select Facility from the Data Upload menu bar and change your facility selection you will need to amend your AROC extract file also 3 Click Choose file to upload and attach most current AROC extract for the facility s selected Figure 50 AOS User Manual V5 0 September 2014 rum UNIVERSITY OF EFF AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre aln i ahsri australian health services research institute Choose file to upload Upload AROC Specificati
10. Episode start date FIM Total at EPISODE BEGIN UNIVERSITY OF WOLLONGONG o Date of birth 14 10 1977 AROC impairment code 5 14 Episode end date a ERIT 2 06 2014 Age at EPISODE BEGIN Inpatient AN SNAP Class V3 7 UOI t UY F att a d Length of Stay 7 T FIM Total at EPISODE END AROC australasian rehabilitatior outcomes centre amp Print Summary Gender Male 51 ob FIM Change Expected FIM Change E Pal t A Date clinically ready for discharge Comorbidities 0 Complications 4 UTI ncontinence faecal ncontinence urinary Delirium FIM Scores EB 21 01 2001 gt 28 02 2001 Eating 4 71 Grooming 3 Bathing 3 Upper 1 Lower 0 Toilet T2 Bladder 1 Bowel 1 Trans Bed Trans Toil 0 Trans 0 Batt motion 1 Stairs 1 Total Motor Compreh n T3 Expression T5 Social T3 Prob Solv T5 Memory 3 Total Cog Total FIM Change Chart Eating Memory Grooming Problem Solving 6 Bathing Social Dressing Upper Dressing Lower FIM Start 21 01 2001 FIM End 28 02 2001 Expression Comprehension Toilet Stairs Bladder Locomotion Bowel Ti fer to Bath Transfer to Bed NU eee Transfer to Toilet Sones ees eS en gs fi BD cs eneen e a ee te en 35 Figure 42 Summary tab Completion of episode On completion of the episode the user can choose See Figure 43 to e Return to the Patient Search scree
11. This manual is available online at from both the AROC Homepage AROC Online Services AOS and FIM User Manuals and from all AOS Menus Help User Manual and can be downloaded as a complete document or by chapter Computing requirements To access AOS users will need e An AOS username and password or FIM ID page 5 e Internet connectivity e Astandard internet browser with pop ups browser scripting and cookies enabled e Adobe Acrobat reader to view or open PDF files The recommended browsers are e Internet Explorer 8 04 e Mozilla Firefox e Google Chrome e Safari The recommended screen resolution is 1024 x 768 Draft AOS User Manual V4 5 June 2014 Po UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre aln ahsri australian health services research institute Session time out To maintain security AOS sessions including data entry and FIM WeeFIM online exam will automatically time out if inactive for periods of 30 minutes or more If in the middle of a data entry tab or an exam the user will lose any unsaved data or exam progress An error message will appear indicating the session has timed out and the user will be returned to the AOS login screen Getting started with AOS To access AOS users require either an AOS username and password AOS login or a FIM ID FIM and WeeFIM clinicians wishing to purchase an exam key and or sit an exam with or without the refresher cour
12. e Download Audit by Patient This will download a HTML Document listing each patient and their corresponding errors e Download Audit by Error This will download a HTML Document similar to the audit summary but this document will list each episode in error within each error group There is a Print Error Report option at the top of each of these HTML Documents Return to Audit Filter amp Print Audit Iter Properties Download Audit Summary Wt ri One lies Episode End Dates Filter from LIKU IL Episode Start Dates Filter Include Open Episodes Pathways Selected All Figure 64 Data Audit download options Correcting errors identified by the Facility Data Audit By default the Facility Data Audit will show all errors in the current reporting period Users can restrict expand the errors displayed to a specific time period by entering the episode end date ranges Facilities using the AOS Online Data Entry System To make corrections users can click through to the patient or episode from the Facility Data Audit screen Facilities using AOS Online Data Upload System To make corrections users will have to print out their preferred layout of the Facility Data Audit report then make their corrections to their source data re extract it and re upload to the AROC database AOS User Manual V5 0 September 2014 ra i uem em ahsri australian health services research institute W
13. FIM Reports an option under the FIM button A R O C MY DETAILS MY FACILITY HELP AOS REPORTS FIM Credentialing Report WeeFIM Credentialing Report Figure 99 FIM Credentialing reports Choose either FIM or WeeFIM Credentialing Report Figure 99 Choose the facility s for whom you wish to run a report Figure 100 Most Facility Trainers are only attached to a single facility so just this facility will be available to choose i A RO C MY DETAILS MY FACILITY HELP Quick Links Fim Credentialing Report Back to Report List Facility Wollongong Hospital Y Select and View Report View Report for All My Facilities Figure 100 FIM Facility selection Click Select and View Report Note Facility Trainers attached to more than one facility can choose View Report for All My Facilities or they can run a report for a single facility Once the report is generated you can use the export button blue floppy disk with a green arrow to save the report to your computer in your choice of format Figure 101 AOS User Manual V5 0 September 2014 ram aln ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC A E O C MY DETAILS MY FACILITY HELP Quick Links AOS Report Viewer i4 4 1 of2 b bi a ae OA A XML file with report data FIM Credentialing Status Report CSV comma delimited Wollongong Hospital PDF FIM NotAcc
14. Go to the AROC Home page Figure 3 AOS Login screen If you do not have an AOS username of FIM ID For any general AROC questions or access requests to AOS please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 ae UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate i ahsri australian health services research institute The AOS homepage After logging in the AOS homepage Figure 4 will open The AOS home page provides the latest news about AOS and AROC and a list of available functions If access to additional functions is required please email AROC at aroc uow edu au Depending on the user s level of access the functions available may include e My Details e My Facility e Data Entry e Data Upload e Data Extract e Data Audit e Reporting e FIM Online Store e FIM My Exam Keys e FIM Manage Keys e Help Returning to the AOS home page Clicking on the AROC logo on the top left corner of the screen will exit the function the user is in and return them to the AOS homepage A R O C DATA MY DETAILS MY FACILITIES REPORTING HELP AROC ONLINE SERVICES Welcome to AROC Online Sevices If you are new to this system this first page will give you a brief introduction ta this system What is AROC Online Services AOS AROC Online Service
15. ahsri australian health services research institute Some data entry basics Getting help on a data item Clicking on the question mark Figure 10 to the left of a data item label will display a text box that provides more information about that data item For justification about why each item is collected and a guide for use please refer to the online data dictionary page 10 and on the AROC website http ahsri uow edu au aroc onlinedd index html Episode Start 15 Patient Identifier 12345 Save and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary Pathway 3 Inpatient direct care z WARD DETAILS Ward Code Episode start date Ward Name ecard tha dde EPISODE START AND END DATES that the patient pisode start date begins their rehabilitation Episode end date episode GEOGRAPHICAL RESIDENCE amp POSTCODE Figure 10 Getting help on data items Error and warning markers on data items During data entry users may notice one or more error markers 4 4 appearing against some data items Figure 11 Clicking on an icon will present a pop up text box explaining the error warning To hide the pop up click on the marker again The red triangles indicate errors These will appear if data items are missed invalid or in conflict with responses made for previous items or episodes e g episode start and end dates are in conflict with a prev
16. ma uu Figure 74 Purchasing FIM WeeFIM products 4 Enter contact details Figure 75 aroc Australasian Rehabilitation Outcomes Centre AUSTRALASIAN REHABILITATION OUTCOMES CENTRE Step 2 Contact details Enter your details Title Select your title Organisation First name Surname Delivery Address Line One Line Two Suburb Town State Select State Postcode Country Australia Phone number Fax Email Delivery Type Standard Is your invoice address the same as your delivery address START NEW ORDER BACK CONTINUE gt gt Figure 75 Contact details AOS User Manual V5 0 September 2014 ra aln ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF oe AROC 5 The Payment Screen will appear Figure 76 6 Click on payment method e Credit card resources will be forwarded immediately e Direct Debit payment into the University of Wollongong s bank account goods will be forwarded once AROC has confirmation of the deposit into the University s bank Please email your receipt reference number to fim uow edu au e Invoice PO we require you to provide us with a copy of a valid Purchase Order PO The resources will be dispatched after the PO is received by AROC Note It is mandatory to tick the box indicating agreement to the terms and conditions of the online ordering system Failure
17. 29 04 2014 3 5 2 3 Edit Episode w Delete Episode 12 04 2014 15 04 2014 2 Ez 5 Edit Epizode w Delete Episode Figure 44 Edit or Delete an episode Deleting an episode This function enables a user to delete an episode created in error or an episode that is a duplicate of an existing episode in AOS Figure 44 1 Search for patient using Patient Identifier or episode date refer to page 18 2 Identify episode that requires deletion based on dates pathway impairment and ward 3 Click on Delete Episode 4 A message will appear on the screen requesting the user to confirm episode to be deleted To confirm click on Delete Figure 45 AOS User Manual V5 0 September 2014 EN AROC australasian rehabilitatior outcomes centre ale t ahsri UNIVERSITY OF australian health services WOLLONGONG W research institute Delete Episode Are you sure you want to delete this episode Patient identifier Episode start date Episode end date Pathway AROC impairment code Cancel Delete Figure 45 Confirm deletion of episode AOS User Manual V5 0 September 2014 ae UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate i ahsri australian health services research institute Uploading data in AOS The AOS Online Data Upload System AOS ODUS enables users to upload their data directly into the AROC database Users responsible for data subm
18. 58 Select Facility screen Selecting more than one facility to extract data from a If the user works across multiple facilities and would like to extract data from two or more of these facilities the user will click Select More Than One Facility Figure 58 b The user will now have a choice to either Select All or manually select which facilities wards they would like to extract data from Figure 59 Selected facilities wards will be added to the selection list highlighted in blue AOS User Manual V5 0 September 2014 ra i e ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC c To change any or all of the facilities selected for data extract the user has the option to e Select None which removes all facilities wards from the selection list e Manually select which facilities wards to remove from the selection list e Select ONLY One Facility which will return the user to the previous screen Figure 58 d If the selection list is correct Confirm Selection and Continue A R O C DATA EXTRACT SELECT FACILITY HELP EXIT DATA EXTRACT select Facility Select ONLY One Facility Select All g Select None Facility Anywhere Kiwi Hospital X Confirm Selection and Continue Anywhere Hospital AU Ward SW Figure 59 Select Facility screen Defining the Extract Parameter Selection 3 Users will define th
19. AND END DATES 3 Inpatient direct care 4 Ambulatory direct care 9 Ambulatory shared care AROC IMPAIRMENT CODE 6 Ambulatory shared c GEOGRAPHICAL RESIDENCE amp POSTCODE EPISODE START Save and Continue gt amp Audit Episode Figure 27 Episode screen 4 Select the appropriate pathway model of care from the drop down menu For more information about each model of care please refer to Appendix A on page 89 The data items relevant to the pathway selected will appear Note The name of the pathway required can be found at the top of the data collection form for the patient Episode start and clinical tab This tab relates to data items from the section of the form headed Clinical Data Items Episode Start and Prior to this Impairment It is important to note that the Ward Name field is locked unless something has been entered in the Ward Code field These fields are only required by those facilities that report by ward Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Notes e Ata minimum Pathway and Episode Start Date must be entered to save the episode e Completion of some data items in the dataset is conditional on responses to other data items These items will only be visible when they are required Type of accommodation prior to this impairment is an example of a conditional item see Figure 28 AOS User Manual V5 0 September 2014 pu
20. Return to the Audit tab to check no incorrect or missing data items remain then click Save and Continue to move to the last tab AOS User Manual V5 0 September 2014 33 i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Episode Start 29 04 2014 Patient Identifier 12345 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comment Audit Summary Comment Save and Go Back Save and Continue gt xk Audit Episode Back to Patient Search Figure 40 Comments tab Patient Identifier 12345 Episode End 15 06 2014 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary amp Print Audit There are errors with this Episode Pre Episode Dates out of Sequence Invalid or Missing R112 R104B D O B Injury Acute episode Referral Assessment Ready for rehab Episode start 14 04 1936 02 02 2000 01 01 2000 15 15 06 2015 Date clinically ready for rehab care Nota valid date Referral date Referral date must occur on or before assessment date and subsequent dates In Episode Dates out of Segence Invalid or Missing R117a R125a R104C Episode start FIM Start MDT Rehab plan FIM End Ready for discharge Episode end 15 06 2015 missing missing m
21. at your facility you will then have the ability to select by ward for data entry AOS User Manual V5 0 September 2014 ra ate ahsri australian health services research institute UNIVERSITY OF ee AROC WOLLONGONG C australasian rehabilitatior outcomes centre NOTE If the wrong ward is selected simply amend the values for the Ward ID and Ward Name Manually entering changing ward details it is essential that Ward ID is entered consistently and correctly for every episode it is the Ward ID that determines which benchmark report the episode is reported in NOTE Ward ID is case sensitive so 1a is not the same as 1A Rehabilitation program tab This tab relates to data items from the section of the form headed During Rehabilitation Episode start admission and Episode end discharge relevant to the pathway being entered Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Notes e Completion of some data items in the dataset is conditional on responses to other data items These items will only become visible when they are required Comorbidities and or complications in the Rehabilitation Program only appear if Yes is selected for Is there an existing comorbidity interfering with this episode and or Were there any complications interfering with this episode e When Yes is selected for either of the above items a list of tick box opt
22. classes should not exceed 20 participants e f workshop is being conducted by a Master FIM Trainer we recommend that classes should not exceed 20 participants If you require a Master Trainer to conduct a workshop at your facility please contact AROC and not the Master Trainers themselves AROC will organise the Master Trainer workshop Please complete a workshop request form http ahsri uow edu au content groups public web chsd aroc documents doc uow 094426 pdf and email fim uow edu au or fax 02 4221 4679 it to the FIM manager AOS User Manual V5 0 September 2014 ra ate i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Once we have received your request we will proceed with the organisation of the workshop i e organising dates and resources From this point forward it is up to the facility to provide the equipment needed for training i e overhead projector screen laptop with USB port and catering AROC will email the facility with a list of equipment required FIM WeeFIM training workshop hosted by AROC Commonly referred to as an Open FIM WeeFIM workshop this is the same in content as a workshop hosted by a facility see above The difference is that it is conducted at a venue other than a facility is organised by AROC and conducted by an AROC Master Trainer People from many different facilities can attend this workshop F
23. discharge items Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Figure 30 Patient Identifier 12345 Edit Patient Episode Start 29 04 2014 Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary EPISODE END Date clinically ready for discharge Was there a delay in discharge Will discharge plan be available to patient prior to discharge Mode of episode end Item Required Save and Go Back Audit Episode Figure 30 Episode end tab AOS User Manual V5 0 September 2014 EN E ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Note Completion of some data items in the dataset is conditional to responses to other data items These items will only be visible when they are required Mode of episode end in the Episode End tab is a conditional item and depending on selections made a different set of items will require completion Figure 31 Mode of Episode End Pathways 2 5 Discharged to interim Discharged to final destination destination v Interim destination Final destination Private Residence Carer status post discharge Will services be received post discharge Tick ALL services received Move to next data item Figure 31 Mode of episode end flo
24. file being finalised and accepted to the AROC database The Facility Data Audit is specific to all facility data that has been accepted into the AROC database and can be viewed anytime by selecting Data Audit from the Data Menu The facility data audit has several filter options Figure 63 that the episode and upload data audit do not have Audit Parameter Selection Episode End Date 01 01 2014 Episode Start Date Open Episodes Clear Filter Pathway Clear Filter x Ward Code Audit Parameter Summary Episode End Date From Episode Start Date From Open episodes Pathway s Ward Code Clear All Parameters Confirm Parameters and Continue gt Figure 63 Data audit parameter selection AOS User Manual V5 0 September 2014 ra ate i ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG C australasian rehabilitatior outcomes centre All three types of data audits in AOS check episodes for missing and or erroneous values These checks compare data items within an episode as well as between episodes The data audits provide a list of the first 20 Errors by Episode with an option to view the next previous 20 Errors by Episode Audit reports can be printed in whole or part There are 3 download options at the top of the page Figure 64 e Download Audit Summary This will download a HTML Document with a summary of how many errors for each error group
25. have 1 month before the key becomes invalid and expires Sitting the FIM WeeFIM Exam To become credentialed or to recredential a clinician must successfully complete an online examination The FIM WeeFIM exam is an open book exam which means that clinicians can refer to their FIM WeeFIM Manuals whilst taking the exam The exam is designed to test the knowledge of each individual thus COLLABORATION is not allowed Clinicians who collaborate will be identified automatically by the online FIM system and be required to re sit the exam under more stringent exam conditions and at their own expense The conditions under which the exam must be done are quite flexible and can be altered to suit the individual facility The exam can be supervised in a group environment where everyone does the exam at a computer in a teaching room or clinicians can complete the exam online in their own time at work or at home To access and complete an exam follow these steps 1 Click on MY EXAM KEYS from the FIM Menu Figure 90 Note If you have not already done so click on Activate Figure 84 AROC EEE ONLINE STORE MY EXAM KEYS Figure 90 My exam keys AOS User Manual V5 0 September 2014 DEN i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre 2 Click on Go to activity Figure 85 3 This will bring you to the AROC Learn
26. off assessment Shared Care one off assessment is when an ambulatory patient is under the care of one rehabilitation physician or team and another physician or team provide a one off service for the patient For example A amputee patient is attending outpatient appointments at the hospital to address prosthetic fitting and gait retraining and another service provider is asked to provide advice on a particular problem or a second opinion AOS User Manual V5 0 September 2014 ram ate ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Appendix B Statistical Linkage Key SLK The SLK581 is a 14 character key used by AROC to link patient s episodes of care through their rehabilitation journey It enables linkage of episodes across settings inpatient and ambulatory and upstream to acute independent of which hospital provided the care It allows probabilistic matching of records with up to 95 accuracy and does not compromise the de identified nature of the AROC dataset If you would like further information about data linkage protocols using a SLK the Australian Institute of Health and Welfare AIHW published the following report in 2005 AIHW Karmel R 2005 Data linkage protocols using a statistical linkage key AIHW cat no CSI 1 Canberra AIHW Data Linkage Series no 1 This report is available on our website and examines the quali
27. public and private and conduct FIM or WeeFIM Clinician Workshops and some also conduct Facility Trainer workshops for prospective FIM WeeFIM Facility Trainers Master Trainers have extensive experience with the FIM WeeFIM and with training others how to administer it The initial and ongoing criteria for Master Trainers are listed in Table 3 Table 3 Initial and Ongoing Criteria for Master Trainers Invited to become a Master Trainer by AROC Contracted to AROC Have 5 yrs experience using the FIM tool and maintain current credentialing during that period Facility Trainers Facility Trainers train staff within their facility as part of their job description in their normal paid time i e not as an independent contractor The initial and ongoing criteria for Facility Trainers are listed in Table 4 Table 4 Initial and Ongoing Criteria for Facility Trainers Initial Ongoing Be trained in FIM or WeeFIM scoring by a Master Conduct at least 1 workshop year trainer Undertake a refresher course run by a Have current credentialing status FIM Master Trainer at least every 4 Pass the most recent credentialing exam to at years least 85 Pass the exam at 85 every 2 years Have 3 years experience using the FIM WeeFIM tool as a credentialed FIM clinician and be prepared to actively participate in training staff Must be supported by employer Have a training qualification or relevant experience Have attended a FIM Facility Train
28. the new AOS we hope you find it simple and easy to use our new FIM and Data Entry systems Figure 71 FIM WeeFIM clinician AOS menu options AOS User Manual V5 0 September 2014 ra i uem em ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Facility Trainers have the following menu options available in AOS Figure 72 e MY DETAILS this is where you can amend your personal details to ensure AROC has the most current information refer to My Details on page 9 e MY FACILITY this is where you can amend your personal details to ensure AROC has the most current information refer to My Facility on page 10 e FIM ONLINE STORE this is where you can purchase exam keys manuals and or an online FIM WeeFIM refresher course refer to Online Store on page 66 e FIM MY EXAM KEYS this section provides details of any current or used exam keys you have refer to My Exam Keys on page 74 e FIM MANAGE KEYS this is where you manage the keys you have purchased for your workshop participants refer to Manage Keys facility trainers only on page 69 e FIM REPORTS this is where you can generate a FIM WeeFIM credentialing report for your facility s refer Generating a credentialing report in AOS on page 84 e HELP this is where you go to get help refer to Getting help in AOS on page 10 A R O C MY DETAILS MY FACILITY HELP O
29. to the next item e Select an item from the main menu this will take you to the course menu which presents a list of the 18 FIM items and allows you to work through them in any order You will still need to work through each of the 18 items to complete the refresher course however this method has the benefit of allowing you to do the course in your OWN Way AOS User Manual V5 0 September 2014 Lu ate ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG C australasian rehabilitatior outcomes centre Each item consists of a few pages of information followed by a few questions Please note that these questions are NOT THE FIM EXAM There is no penalty for answering incorrectly here the purpose is educational 3 To answer the question select the best option and click Submit as per the instruction on the screen If you answer correctly you will see a tick and an explanation If you answer incorrectly you will see a cross and an explanation of the correct answer After you have reviewed the answer click the forward icon in the bottom right to move on 4 Once you have completed your course you will be directed back to AROC Learning System s FIM Qualification Activity screen From here you can choose to go directly to complete your FIM WeeFIM Exam or you can exit the system and come back to do your FIM Exam later remembering that as your Exam Key is activated you only
30. un IN E RUN T UIBU UNE 35 ZE a RELLE 9 10 0 lt NETTO Sm 36 Deleg vn eDISOU lt a nee Renee cer um riesig Neen ee ae ne ene uar nt ee ee ua MAN re eee eee rere 36 Uploading data InAOS m 38 Flow for uploading data to the AROC Aatabdse ccccccssseseccccnsesseccccsceseececauuseccensuauneecesscunecssssuensessssaaunseeeseaens 38 Accessing the Online Data Upload System AOS ODUS sessi annees 40 Selecting one facility or one ward to upload data to sssesssssseeeeeeeeeee nennen nnn nnns 40 Selecting more than one facility to upload data to nennen eene nnne nnns 40 Uploading Gn AROC data extract file oi uae tette kr ette e PE oniinn Eo rl Oct rk Las RR a Exd Ron URL REF xus d RT erui p Hl Tu REIR ous 41 Pertokming a Conflict REVIEW iss amets ottobre eta ret uu past P Ferne a eed Et aua IR d EEK pb Oa quere nr Eras ned serratis 43 Reviewing the Upload Data Audit secte istn es garten Starke Ert d vH R iE LE bea SURE EENAA GRE Het v DE paa URN ra ERU 44 Accepting the uploaded data into the AROC database eise eene nnne nnns annes 46 Hanang O pending QO mR mesa O 46 PIS CON GV an OG TE eiiie eni aea spe NEE EEEE ETENEE ANEA ENR AE A ANEA 47 Deleting an upload file AFTER it has been added to the AROC database c cccsccccsssecceceeseeeeeeceseeneeees 47 Extracting data VOM AOS e
31. via Direct Debit Direct Debit Information Payment can be made by electronic funds transfer bank to bank directly into the UOW bank account Bank National Australia Bank BSB 082 886 Account name University of Wollongong Account number 0381 10002 Please include your transfer description AROC and your FIM ID e g AROC1100009X If email notification of the transfer is available please use the email fim uow edu au Products will be dispatched once AROC has received confirmation that the funds have been deposited into the University of Wollongong bank account This may take up to 5 working days Order number 0001415 Date 25 June 2014 Contact Ms test test Organisation Phone 11112456 Fax Email test test au Your order 1 x KOTFIM FIM Online Refresher with Exam Key 70 00 70 00 1 x FIM Training Manual 25 00 25 00 1 x KFIM FIM Exam Key 35 00 35 00 Subtotal 143 00 Postage amp Handling 10 00 Order total 153 00 GST Included AUCTUS GILL Figure 77 Order summary Manage Keys facility trainers only This functionality is only available to Facility Trainers and allows them to assign Keys to staff within their facility This service is only accessible by a Facility Trainer logging into AOS using their AOS username and password refer page 5 The FIM system allows Facility Trainers to e Assign exams to participants Assignment will trigger an email to be sent to the assigned participant with instr
32. 4 2014 Save and Go Back Save and Continue gt Episode Start and Clinical Hehabilitation Program Episode End Impairment Specific Comments Audit Summary 5 23 AMPUTATION OF LIMB TRAUMATIC SINGLE LOWER AMPUTATION ABOVE THE KNEE Details of casting date Date ready for casting for patient is known Date ready for casting 19 04 2014 Phase of amputee care at EPISODE BEGIN Follow up Did the patient pass through the following phases of care DURING their rehabilitation episode Delayed wound Pre Prosthetic Prosthetic Phase of amputee care at EPISODE END Does the patient have a prosthetic device fitted OR will have one fitted in the future Details of prosthetic fitting date A Date of first prosthetic fitting Date of first prosthetic fitting is known Patient will receive a prosthetic device but date of fitting is unknown A Reason for delay in prosthetic fitting Patient has prosthetic device fitted but date of fitting is unknown OUTCOME MEASURES AT DISCHARGE Timed up and go TUG 6 minute walk optional 10 metre walk aid optional Figure 36 Date of first prosthetic fitting 2 Patient will receive a prosthetic device but date of fitting is UNKNOWN The date field will not be visible and the message First Prosthetic Fitting Date is not required as the date is unknown will appear Figure 37 3 Patient has a prosthetic device fitted but date of fitting is UNKNOWN The date field will not be visible a
33. AROC australasian rehabilitation outcomes centre AROC Online Services AOS User Manual Version 5 0 September 2014 Full AOS system ula ahsri UNIVERSITY OF X australian health services WOLLONGONG C research institute aln i ahsri australian health services research institute WOLLONGONG C australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Contents NUDE OCU ein e p ERE TET DD T ENT 4 Flow chart of AOS functionality ussiisa rea trekt teat tn Yn Ro FO eR V ER EREE csi EUR Uu VEN RR DRE EY S vPe ae repk den VR TUE Cn SUR 4 orsdotultolszoiccinL 4 SC SSI ONT luii M 5 CUNO SAECO Uam p E 5 erede ca Mp 5 Gae TAO AOE NETT m mE 5 GU WA E O eaters T 7 dor acd AROC eina s te E EEE E OTE EEE EEEE EE T EE E 7 IP you have an AOS CISC Ti senro E EORR 7 Me OU VV FIM D e E A E E 7 If you do not have an AOS username of FIM ID eeeesssseeeeeeeeeeeennnn enne nnnm nnne nnne nnns innare 8 The AOS MOMED AGG ios tiess caesus qui SP RUE Q5 2a NR Fe TE eRguR 0122 S Ya ES Rey Ra Ye trek Tub RIPE USE sa e EE ERU Neg END STOPS S TG vag ER NVRN CNN SRKEE e V 9 Ret rming to the AOS home DABO ueieseiuxtmbrbvrntes Unt ME n EE EENI tA im S QI aUE die suu NEUSS UR IN OE 9 QU EB 6
34. B 13 09 1945 x Discard MRN XYZ0034807 D O B 13 09 1945 Patient XYZ0034895 Patient Conflict Discard File MRN XYZ0034895 D O B 06 01 1926 x Discard MRN XYZ0034895 D O B 07 01 1926 Patient XYZ0025437 Potential Duplicate Episodes X Discard Start 13 01 2014 End 25 01 2014 Pathway 3 al Impairment 8 111 X Discard Start 13 01 2014 End 25 01 2014 Pathway 4 al Impairment 8 111 X Discard AOS Data Lud Start 13 01 2014 End 25 01 2014 Pathway 3 al impairment 8 111 Patient XYZ0030639 Potential Duplicate Episodes x Discard Start 13 12 2013 End 06 01 2014 impairment not supplied x Discard Start 14 12 2013 End 06 01 2014 UD Impairment not supplied x Discard AOS Data Lul Start 13 12 2013 End 06 01 2014 impairment not supplied Patient XYZ0034807 Potential Duplicate Episodes x Discard Start 24 01 2014 End 30 01 2014 Pathway 3 al Impairment 3 211 x Discard File 5 Start 24 01 2014 End 30 01 2014 M 3 EET Figure 52 Upload Data Conflicts review screen Reviewing the Upload Data Audit All upload files submitted to AROC undergo an automated data audit that checks the upload file for missing and or erroneous data values prior to being added to the AROC database This is done to ensure that episodes submitted to AROC are as complete and accurate as possible Where a data item is identified as missing out of codeset or otherwise suspected of being invalid an error code is assigned to that data item Correcti
35. Episode Begin Date and or Episode End Date and or date ranges and click on Search also seen in Figure 16 2 If the Search results in a match Figure 18 the patient s record including any episodes will appear along with a series of options e Add Episode refer to page 23 Edit Patient refer to page 21 Delete Patient refer to page 22 Edit Episode refer to page 36 Delete Episode refer to page 36 AOS User Manual V5 0 September 2014 EC ia hsri UNIVERSITY OF x AROC australian health services WOLLONGONG WI australasian rehabilitatior research institute outcomes centre Patient Search New Patient Patient Identifier 12345 Start 15 06 2015 Date of Birth 14 04 1936 End 15 06 2014 Gender Male Pathway Impairment Ward 3 5 12 Actions Edit Patient w Delete Patient Add Episode 25 01 2015 3 30 04 2014 3 29 04 2014 3 12 04 2014 2 123456 Edit Patient Add Episode Start Impairment 20 05 2014 523 04 04 2014 1234567 01 01 1990 Female Start End Pathway Impairment Ward Errors Edit Patient Add Episode 01 01 2010 01 02 2010 3 1 11 12347 11 11 1947 Edit Patient f Delete Patient Add Episode 12348 11 11 1947 Edit Patient Delete Patient Add Episode 123test321 04 06 1990 Male Edit Patient Delete Patient Add Episode Start End Pathway Impairment Figure 17 Partial search
36. IM WeeFIM manual and seek help from their Facility Trainer before they re sit the exam Everyone has 3 attempts to pass the exam each time the system will present 2 randomly chosen case studies to be answered If you fail 3 times the exam key will become invalid and to re sit you will need to purchase another exam key f you fail twice we recommend that you seek help and clarification about scoring the FIM WeeFIM from your Facility Trainer or contact AROC for advice AOS User Manual V5 0 September 2014 a1 i me em ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC A RO C HOME MY ACTIVITIES MY REPORTS CALENDAR EXIT LEARNING SYSTEM Home My courses FIM gt FIMQ FIM Exam FIM Exam Summary of attempt ee Summary of attempt 1 2 Save and Exit Attempt Question Status 1 Answer saved 2 Answer saved Return to attempt Submit all and finish Figure 94 FIM Exam submission screen Summary of your previous attempts Attempt State Highest grade 36 36 Overall feedback Figure 95 FIM Exam Summary of Results Your FIM WeeFIM Credentialing Certificate 1 Once you pass your exam you are returned to the AROC Learning System s FIM Qualification Activity page where your FIM WeeFIM certificate can be accessed Figure 96 Click on FIM Certificate Complete to access your certificate 2 To see your FIM WeeFIM Certi
37. IM WeeFIM workshops usually commence at 9 00 am and conclude at 16 00 pm and cater for a maximum of 20 participants FIM Facility Trainers Workshop Hosted by AROC This type of workshop is for clinicians who meet the criteria to become a Facility Trainer and can only be conducted by an AROC Master FIM Trainer The aim of this workshop is to train and equip clinicians with the skills needed to train other staff at their facility in the use of the FIM assessment Before sending clinicians employers supervisors should be aware of the criteria and ensure that the clinician is proficient in the FIM is willing to present items at the workshop and is prepared to conduct FIM training at their facility on their return Facility Trainer workshops usually commence at 9 00 am and conclude at 16 00 pm and cater for a maximum of 10 participants Organising or attending a workshop To organise or attend a workshop simply download the workshop request form from the AROC website http ahsri uow edu au aroc index html and email fim uow edu au or fax 02 4221 4679 it to the FIM manager Alternatively you can contact the FIM Manager on fim uow edu au who will be happy to help you All open workshops will be advertised on our website and in our quarterly newsletter Data Matters Once your place in the open workshop has been confirmed transport and accommodation if required is your own responsibility Cost of workshops The structure is designed so tha
38. IM exam Welcome to the Functional As you work through the module you should have the FI Training Manual with you f Independence Measure FIM OM UR lt bors Stat lind raining Manu you for reference Refresher E learning Module The module should take you approximately 45 60 minutes to complete You can work through the FIM items in any order You can close this module at any point and return at a later time your progress will be saved L 7 The module contains a glossary of FIM terms All words included in the glossary are underlined E and if you hover over the underlined word the definition will appear J Y 1 of 4 Figure 89 Introduction Page of the FIM Refresher Course Navigating in the FIM Refresher Course 1 When navigating in the FIM WeeFIM Refresher course many pages have blue menu items in the left column On the bottom right of the page is the back and forward arrows For each page you must click through the blue menu items to see the content for that page before clicking the forward arrow to move to the next page 2 When you have completed the introduction section you will reach the summary page At this point the system will give you two options e Continue to FIM Item 1 Eating this allows you to jump straight into the course content for Eating Using this option you can follow the course in a sequential fashion completing each item one at a time and stepping on
39. M C EO 9 Checking my FIM WeeFIM status eeeeeeeeeeeeeeeeneeeneenennn nnne nennen nnesessssssss sense eese se esses eese sees esses enun 10 Chaneinge My Dass Wor ENTIRE 10 172375 AEE 10 Geng OND I OS E m 10 odene a SUID Oi IEE apes ts aaa vac ac csuoph A bases T TO TL 11 OGG OUT Oy FiOS mM 12 Entenng data MAOS er 13 Some aala entity 10 GIGS NINE DNO EEE EE NEET EEEE NEEE 14 Getting help on a data RINT TT iiiad a aT aaia i aE ONE i aiaia 14 Error and warning markers on data it Ms cccccccssssseccceceessccccceeesecccseeeecceeeeseaeceesseaseceessuaseeeeessaaaeeeesseees 14 Moving between data items and between data tabS cccccccssssccccsseseccecceeseccceseeeececssueaeecessuaaeeeessuaasees 14 Entering dates and making value selections within a data tab sssssseseseusseeesssrrrsereresrrrsssrersrreressrererrers 15 Flow for entering data in the AROC database ccccccsssseeccecccessecccscessececceesseeecccseuseesecsenseesecsensseeteesenss 15 Accessing the online data entry system AOS ODES esee nennen nnne nennen ssa 17 SEOFCHIBO TOP FOI sirara facro DEP OHRI dI IND DONDE DO E E NM DDR MM C mU EE 18 Exact search vs part
40. NLINE STORE MY EXAM KEYS MANAGE KEYS REPORTS Welcome Ic Figure 72 Facility trainer AOS menu options Online Store This service enables users to purchase Exam Keys Manuals or an Online Refresher Course 1 Click on ONLINE STORE from the FIM menu Figure 73 MY DETAILS FIM HELP ONLINE STORE MY KEYS Figure 73 Online Store 2 Check the boxes next to the product s to purchase Figure 74 Notes e For FIM WeeFIM clinicians quantity will automatically default to 1 each time a product is ticked e Purchasing multiple exams manuals is only available to Facility Trainers 3 Click on CONTINUE Note To clear ticks click on START NEW ORDER AOS User Manual V5 0 September 2014 ra i ahsri UNIVERSITY OF EEF AROC australian health services WOLLONGONG VJ australasian rehabilitatior outcomes centre aroc Australasian Rehabilitation OQutcames Centre AUSTRALASIAN REHABILITATION OUTCOMES CENTRE Step 1 Select products Please select the products you would like to order Quantity Keys Place your cursor over the product title for a full description D FIM Exam Key WeeFlM Exam Key Referesher Course Place your cursor over the product title for a full description E FIM Online Refresher with Exam Key WeeFIM Online Refre Manual Place your cursor over the p B FIM Training Manual 25 00 WeaeFIM Training Manual 25 00 Subtotal 130 00 GST Exclusive
41. OLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Viewing your Data Summary You can view a summary of how many episodes have been submitted to AROC in the current reporting period in AOS To do this select DATA SUMMARY under the DATA heading A H O C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY DATA UPLOAD DATA EXTRACT DATA AUDIT DATA SUMMARY Figure 65 AOS data menu IMPORTANT NOTE The numbers of episodes that are listed in the summary are not updated instantly AOS will update the number of episodes in the summary once per day at midnight So if you upload enter some data you won t see these episodes represented in your summary until the following day Also note for upload files you need to select accept as the final step after viewing your data audit for the data to be uploaded into AOS Understanding the summary table The summary table gives the total episode count red error count and blue error crosscheck count by pathway for each month at your facility If your facilities data is separated by ward for reporting then the summary table will also display the episodes and errors by ward Please note that the red and blue numbers which represent the errors are counting the number of errors in the relevant month NOT the number of episodes with errors The summary will also alert you if any of the months seem to contain a low number of episodes This is demonst
42. OURCE Funding source Australian Health Care Agreement public patient AROC IMPAIRMENT CODE i 9 11 Amputation of Limb Non traumatic Single upper amputation above the v Item Missing This impairment requires the completion of additional Impairment Specific items Either Date of CLINICAL DATA ITEMS Injury Impairment A Date of injury impairment onset Onset or Time since onset must be provided A Time since onset Item Required Date of relevant acute episode 15 10 2013 Warning EPISODE START Number of days Referral date 8 11 2013 between assessment date and referral date is greater than 3 Check Dates Was there a delay in episode start No A Assessment date 15 04 2014 ol A Date clinically ready for rehab care 20 04 2014 Figure 11 Error and warning Marker Entering dates and making value selections within a data tab All dates in AOS ODES are in the format DD MM YYYY leading zeros for days and months are required Users can enter any date data item on any data tab by entering only the 10 numbers of the date and AOS ODES will automatically add the slashes e g enter 01022003 and AOS ODES will display 01 02 2003 To make a selection from a data item with a drop down list users can either use the up down arrows or the first letter of the value to toggle between available options To make a selection from a data item with check boxes without using the mouse tab to the option required and press t
43. Pathways Create a separate file for Each Facility go Extract Parameter Summary Episode End Date From 01 01 2013 Episode Start Date From open ended Open episodes Exclude Pathways all Impairment Group s all Impairment Code s all Clear All Parameters Confirm Parameters and Continue Figure 60 Data Extract screen extract parameters Extract File Properties 4 Users will select an Extract File Type from the drop down list Figure 61 e AROCvA CSV Extract all pathways o The full AROC V4 data set and all calculated fields e AROCvA CSV Extract inpatient pathways available soon o Inpatient AROC V4 data item and calculated fields e AROCvA CSV Extract ambulatory pathways available soon o Ambulatory AROC V4 data items and calculated fields 5 Users extracting data from more than one facility ward can tick the box Create a separate file for Each Facility to extract a ZIP file containing one CSV file for each facility ward This option is not relevant to users associated with one facility ward NOTE If left un ticked the extracted data for all facilities wards selected will appear in one CSV file AOS User Manual V5 0 September 2014 ra UNIVERSITY OF EFF AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre aln ahsri australian health services research institute Extract File Properties Extract File Type AROCv4 CSV Extract All Pathways v Create a separ
44. UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate ahsri australian health services research institute Es EN Type of Accommodation Pathways 2 5 J lt m ALT ML A Pci lt Private Residence gt Carer status post N discharge N Pot f Will services be received post discharge Tick ALL services that will be received N Move to next data tab m Figure 28 Type of accommodation flow chart Use of ward ID and ward name While ward ID and ward name are optional items in the AROC data set and can be left blank they are required if you wish to do analysis and or receive benchmark reports by ward Unlike facility ID the actual value recorded against ward ID is at the facility s discretion To try and reduce errors in data entry AROC suggest keeping ward ID as simple as possible i e use 1A rather than Ward 1A You can use the same value for both Ward ID and Ward Name or Ward ID can be short 1A and Ward Name can be more detailed Ward 1A Amputees For facilities wishing to record Ward ID and Ward Name you have the option of either providing a list of Ward details to AROC for pre population of these two data items in the episode screen OR you can manually enter them yourself Pre population of ward details email AROC the list of Ward ID s and Ward Names you would like used
45. WOLLONGONG CJ australasian rehabilitatior outcomes centre aln ahsri australian health services research institute Searching for a patient 1a To search by Patient Identifier enter MRN NHI and click on Search Figure 15 Note Patient Identifier refers to Medical Record Number MRN for Australian patients and National Health Index NHI for New Zealand patients Exact search vs partial search To search for an exact Patient Identifier click on the drop down search button and tick Patient Identifier Exact Match prior to clicking Search Figure 16 Patient Identifier ia Search New Patient Patient Identifier Exact Match Episode Start Date Exact Match Episode End Date Exact Match Episode Start Date Episode End Date Figure 16 Patient search options If the exact Patient Identifier is unknown a partial search can be performed for example if the Patient Identifier contains 123 enter 123 and click Search to see a list of all Patient Identifiers that include 123 Figure 17 Note make sure Patient Identifier Exact Match is not ticked when performing a partial search Note Error markers appearing against episodes in the search screen indicate that the episodes contain missing invalid or conflicting entries on at least one data item For more information about error markers see page 14 1b To search by episode date click on the drop down search button and enter the patient s
46. and credentialing certificate if they pass e Will be automatically notified that their FIM WeeFIM exam is about to expire e Will be automatically notified that their credentialing is about to expire FIM WeeFIM Facility Trainers can now e Order pay for and receive FIM WeeFIM exams for their workshop participants e Order and pay for FIM WeeFIM Manuals for their workshop participants manuals will still be sent via normal post e Assign exams to participants at their facility Assignment of an exam will trigger an email to be sent to the assigned person with details of how to access the online exam e Manage the assignment or re assignment if necessary of all exams they have purchased e Review the status of all exams they have purchased assigned not yet assigned activated completed expired etc e View the exam results of participants e Generate a credentialing report for staff at their facility at any time Note Facility Trainers whose credentialing has lapsed will only have FIM WeeFIM Clinician access privileges FIM WeeFIM fundamentals Introducing AROC s FIM Team The Australasian Rehabilitation Outcomes Centre aims to effectively and efficiently administer the training and use of the FIM WeeFIM within Australia and NZ To achieve this several staff members are dedicated to assist with any need that may arise Table 2 lists AROC staff and their FIM roles Should you need assistance in any of these areas please email the appropr
47. ar Multiple Impairments 451 kB AROC Core Report Anywhere Hospital Calendar Multiple Impairments 3 451 kB EJ AROC Core Report Anywhere Hospital Calendar Multiple Impairments 451 kB AROC Core Report Anywhere Hospital Calendar Multiple Impairments 3 451 kB E AROC Impairment Specific Anywhere Hospital Calendar Orthopaedic Replacements 1554 kB Showing 1 to 5 of 5 entries Figure 67 Reports and Documents Page 3 A list of all reports for the selected facility ward will appear Figure 67 A Filter how many reports to display per page Sort by heading Navigate through pages Search for specific reports see Table 1 Download all reports currently displayed on page Download specific report LEM a Mg 4 Click the Download button that corresponds to the report you wish to download OR click the Download All On Page button The pdf report s will download to your Downloads folder or other predetermined location AOS User Manual V5 0 September 2014 rua ate i ahsri australian health services research institute UNIVERSITY OF Table 1 Quick Search Search Word Co re Spec Ta rg Specific facility e g Anywhere Specific ward e g SW Calendar Financial Specific year e g 2014 Brain Mult NOF Ortho Frac Recon Repl Spinal Stroke Frac WOLLONGONG C AROC australasian rehabilitatior outcomes centre Report All
48. asdesdsapadtesseuudveadedasds 85 Types of FIM WeeFIM Training Workshops ccccccccccceeceeeeessssseseseeseeeeeeeseeceeeesssseesesseeeeeeeeeeseeseeesseseeeeeeagas 85 FIM WeeFIM training workshop hosted by a facility eese eene 85 FIM WeeFIM training workshop hosted by AROC sssssssssssssssssssssssssssssssssessesneeeeeeeeeeeeeeeeeeeeeeeeeees 86 FIM Facility Trainers Workshop Hosted by AROC cccccsssseeccceesssececcceesecccceeeeceesesauseceesseaaeceeseuaaeeess 86 Organising or attending a workshop cssssccccceessececccceesecccesaeeececseuseeccessauseceeseauseceesauuaseceeseuaaeeeessaaasses 86 SOT on SIO RR uu 86 CREER E aara eR nao IbU Utenti Toutes A E IESU US MUNDI IMP dMM E a Ng M SIME EN MIU 87 Check List for Facility Trainers Running Workshops at their own facility cccccccccssseeeeeeeeeeeeeeeeaees 87 Check List for Facility Trainers Requesting a Master Trainer Workshop at their Facility 87 Evaluate iva tes PMENI NA I INPUNE FIMUM ENIM EDI EN IMMENSE M PII NI BUM 88 FAA CS e 88 Appendix A Which pathway and data collection form should our service be using 89 PIO VT EO GY CNET QT IT 89 PATIO CON IOV OY CREDIT 90 Appendix B Statistical Linkage Key SLK ccsccscsscceccsccesccccescesccsccsccsccssnccecencceccecce
49. ate file for Each Facility Cl Figure 61 Data Extract screen file properties 6 Click on Confirm Parameters and Continue Figure 60 once extract parameters and file properties have been selected Data Extract Summary and Download The Data Extract Summary page Figure 62 summarises by facility how many episodes are in your data are within the date range and meet the extract parameter criteria Facility Episodes in dataset Episodes in date range Episodes matching criteria Anywhere Hospital 13 Anywhere Kiwi 3 Hospital Total gt 16 Download Extract File Figure 62 Data Extract Summary screen 7 Click on Download Extract File to extract the data requested from the facility facilities listed in the summary table into your selected file type You will be prompted to select a destination to download the file to Interpreting the extracted data The data extracted from the AROC database will be in AROC V4 data format and use V4 data item short form names and codesets For example the data item Sex has four codeset values Data Item Sex Codeset Value Not stated inadequately defined I9 0 The extracted data file will not list the data item descriptions but instead their codeset values AOS User Manual V5 0 September 2014 ram ate i ahsri australian health services research institute UNIVERSITY OF x AROC WOLLONGONG C australasian rehabilitatior outcomes centre Th
50. ccuccecceccescescescesceeces 91 Draft AOS User Manual V4 5 June 2014 Bo UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate i ahsri australian health services research institute Introduction AROC Online Services AOS is a secure web based service that enables staff of AROC member facilities to manage their facility s AROC data their personal details and FIM WeeFIM credentialing status AOS is intended for e Staff involved in the data entry or data upload of AROC data e Staff responsible for downloading and reviewing AROC benchmarking reports e Staff wanting to extract and analyse their facility s data e Staff needing to become credentialed re credentialed in FIM WeeFIM e Staff planning on sitting the online FIM WeeFIM refresher course e Staff intending on purchasing managing FIM WeeFIM keys and resources Facilities can opt to have one or many of their staff registered to use AOS and are responsible for ensuring that no unauthorised staff gains access to AOS This user manual provides AROC members with detailed instructions on how to use the functions available within AOS Flow chart of AOS functionality The flow chart presented in Figure 1 provides a quick reference to all the functions available from the AOS menu and demonstrates the pathways of entry into the system A AOS Login B FIM ID Each function listed in the flow chart is explained in detail within this document
51. ch institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre AOS Log In Click on Data Extract elect Facility or ward from list all facilities associated with the account will be visible Single facility Multiple facilities Confirm selection Enter parameters Confirm parameters Extract summary Extract complete Figure 56 AOS Online Data Extract flow chart AOS User Manual V5 0 September 2014 ram E VCahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Accessing online data extract 1 Click on DATA EXTRACT from the DATA menu Figure 57 A RO C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY Figure 57 AOS data menu 2 If the user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be available for selection refer to page 25 Selecting one facility or one ward to extract data from a Click on the facility or ward Figure 58 for which you will be extracting data A R O C DATA EXTRACT SELECT FACILITY HELP EXIT DATA EXTRACT Select Facility Select More Than One Facility Anywhere Hospital AU Ward SW Anywhere Kiwi Hospital NZ Figure
52. click Generate AN SNAP HCP Extracts Your AN SNAP HCP extracts will be generated for all episodes discharged in the date range you entered and downloaded to you in a ZIP file When entering the date range please be aware only one file will be created per payer if multiple files are required you will need to generate an AN SNAP HCP extract for each month separately Jul 2014 Aug 2014 Sep 2014 Period From Period To Generate AN SNAP HCP Extracts Figure 69 Generate Reports and Extracts Running reports in AOS The AOS Report Builder will only be available to individuals whose AOS account reflects such privileges Within the AOS Report Builder users will be able to run AN SNAP HCP extracts AOS ODES users only ACHS Clinical Indicators reports and other Ad hoc reports as they are added AOS User Manual V5 0 September 2014 ram UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate i ahsri australian health services research institute FIM WeeFIM in AOS In the recent upgrade of AROC Online Services AOS extra FIM functionality is now available FIM WeeFIM Clinicians can now e Order and pay for a FIM WeeFIM exam for themselves e Order and pay for a FIM WeeFIM Manual for themselves manual will still be sent via normal post e Order and pay for a FIM WeeFIM Online Refresher Course which includes an exam key for themselves e Sit the online exam and receive their results
53. core reports Impairment specific reports Outcome target reports All of Anywhere Hospital s reports All reports from ward SW Calendar year reports Financial year reports All 2014 CY and FY reports Brain outcome target reports Multiple impairment reports Fractured neck of femur reports Orthopaedic fracture impairment specific reports Reconditioning outcome target reports Orthopaedic replacement impairment specific reports Spinal outcome target reports Stroke impairment specific reports Orthopaedic fracture and neck of femur reports Only for users attached to more than one facility Only for facilities that report by ward Generating AN SNAP HCP Extracts To generate reports and or extracts for your facility facilities follow these steps 1 Click GENERATE REPORTS amp EXTRACTS from the REPORTING tab on the main menu Figure 68 If you can t see the REPORTING tab then you do not have this privilege assigned Contact AROC if you think you should have access d A R O C DATA MY DETAILS MY FACILITY REPORTING HELP DOWNLOAD BENCHMARK REPORTS GENERATE REPORTS amp EXTRACTS Figure 68 AOS Reporting homepage 2 Click on the desired facility or ward If the user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will b
54. ctions within each pathway These tabs are e Episode Start and Clinical e Rehabilitation Program e Episode End e Impairment Specific only visible when certain impairment codes are selected refer to page 29 e Comments e Audit e Summary Patient Search Patient Identifier 12345 Ev Q Search New Patient Patient Identifier Date of Birth Actions 12345 14 04 1936 Edit Patient ix Delete Patient Add Episode 15 06 2015 5 1 Edit Episade 25 01 2015 30 04 2014 29 04 2014 12 04 2014 123456 15 04 2014 04 06 1990 Edit Episode Edit Episode Edit Epizode Edit Episode Edit Patient i Delete Episode i Delete Episode w Delete Episode 5 Delete Episode Delete Episode iy Delete Patient 20 05 2014 fe ra eu 5 Edit Epizode w Delete Episode 04 04 2014 3 Edit Epizode w Delete Episode 1234567 01 01 1990 Female Edit Patient isi Delete Patient 01 01 2010 01 02 2010 k 1 1 a Edit Episode Delete Episode Figure 26 Adding an episode to a patient record AOS User Manual V5 0 September 2014 ra i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre Episode Patient Identifier 12345 Save and Continue 9 Episode Start and Clinical Hehabilitation Program Episode End Comments Audit Summary Pathway WARD DETAILS 1 Consult liaison 2 n reach rehabilitation care EPISODE START
55. d of attending a whole day face to face workshop you can now access the FIM WeeFIM Online refresher course To access and complete the course follow these steps 1 Purchase an online FIM or WeeFIM Refresher Course key from the Online Store page 66 examples here refer to the completion of the FIM Refresher Course 2 Click on Activate Figure 84 My Keys Facility Product Purchaser Participant Status Expiry Result Actions Wollongong Hospital FIM Exam FIM FIM Clinician Assigned 17 2 2014 Activate Hefresher Clinician 1400412C Figure 84 My Keys Activate 3 Click on Go to activity Figure 85 My Keys The key has successfully been activated Facility Product Purchaser Participant Status Expiry Result Actions Wollongong Hospital FIM Exam FIM FIM Clinician Activated 26 07 2014 Go to activity Refresher Clinician KONES Figure 85 My Keys Go to activity 4 Click on FIM Refresher Course Figure 86 f A RO C HOME MY ACTIVITIES MY REPORTS CALENDAR EXIT LEARNING SYSTEM ome My H gt My courses gt FIM gt FIMO FIM Qualification Activity FIM Refresher Course BE Fm refresher course rc FIM Exam Figure 86 Starting the FIM Refresher Course AOS User Manual V5 0 September 2014 Lr AROC australasian rehabilitatior outcomes centre io ahsri australian health services research institute UNIVERSITY OF x WOLLONGONG Q 5 When the Welcome Page appears click on E
56. details the patient being kept will be highlighted green and the patient being discarded will be faded grey b For each episode level review click Keep for the episode s to be added to or kept in the AROC database the selected episodes will be highlighted green and click Discard for the episode s to be discarded from the AROC database or upload file the selected episodes will be faded grey AOS User Manual V5 0 September 2014 EE AROC australasian rehabilitatior outcomes centre f ahsri UNIVERSITY OF x australian health services WOLLONGONG aM research institute c To confirm which patients episodes to keep users may need to go back to their source data for a hard copy of the conflicts click Print Data Conflicts i To leave the Upload Data Conflicts review screen click Return to Upload Summary to complete the Data Audit review or Exit Data Upload Users will need to complete the conflict review before the next data file can be uploaded Handling a pending upload page 46 d Once all conflicts have been dealt with click Confirm Resolution and Continue The upload summary line for that facility will now display Conflicts Reviewed Upload Data Conflicts Return to Upload Summary Print Data Conflicts Confirm Resolution and Continue gt Patient XY YZ003480 7 Patient Conflict x Discard MRN XYZ0034807 D O B 14 09 1945 X Diacard MRN XYZ0034307 D O
57. dit to go to the Upload Data Audit screen Figure 53 a A summarised list of the first 20 Errors by Error Group will appear a summarised list of the errors by error code By looking at how many episodes have each type of error this will help highlight areas in the facility s data collection processes where there may be issues b There are 3 download options at the top of the page e Download Audit Summary This will download a HTML Document with a summary of how many errors for each error group e Download Audit by Patient This will download a HTML Document listing each patient and their corresponding errors e Download Audit by Error This will download a HTML Document similar to the audit summary but this document will list each episode in error within each error group There is a Print Error Report option at the top of each of these HTML Documents c Once all errors have been reviewed and an audit report generated for correction at the source click Return to Upload The upload summary line for that facility will now display Audit Reviewed w AOS User Manual V5 0 September 2014 ram i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Return to Upload amp Print Audit Download Audit by Patient G Download Audit by Error Y Patient Path Filter X Clear Filters Errors by Episode
58. e AROC Online Data Dictionary V4 for data analysts provides all necessary information required to properly interpret the extracted data from the AROC database The data dictionary contains the following information about each data item in the extract file Data element short and long name Country for which the data element is to be collected Pathway in which the data element is to be collected The definition of the data item Why it is being collected justification The codeset Business rules The AROC Online Data Dictionary V4 for data analysts can be accessed from the AOS Help menu user manual and from the AROC homepage select About AROC in the menu on the left then Online Data Dictionary V4 from the bottom of the list AOS User Manual V5 0 September 2014 ru UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate ahsri australian health services research institute Data Audits in AOS There are three levels of data audit within AOS 1 Episode Data Audit 2 Upload Data Audit 3 Facility Data Audit The Episode Data Audit is used in the AOS Online Data Entry System page 33 It is specific to the episode being entered edited and can be viewed anytime by opening that episode within the online data entry system The Upload Data Audit is used in AOS Online Data Upload System page 44 It is specific to the upload file and is only viewable prior to the upload
59. e available for selection refer to page 25 3 You will be directed to the Generate Reports and Extracts page Figure 69 where you will need to Select Report AOS User Manual V5 0 September 2014 ra i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre 4 Once AN SNAP HCP extract has been selected choose the period for the extract There are quick links to select the previous two months and the current month If you wish to download more than one months worth of date use Period From and Period To Note AN SNAP HCP Extracts will be generated for any months included in the date range 5 Click on Generate AN SNAP HCP Extracts once date range is defined The text reports will download to your Downloads folder or a predetermined location in a zip file Select Report AN SNAP HCP Extract AN SNAP HCP Extract To generate your AN SNAP HCP extracts first click on the month button for the month required and then click Generate AN SNAP HCP Extracts Your AN SNAP HCP extracts will be generated for all episodes discharged in the date range of that month selected and downloaded to you in a ZIP file save the ZIP file to your hard drive Should more than one month s data be needed or a month s data that is earlier than the earliest month button enter the required date range into the period from period to and then
60. e extract parameter selection by either a accepting all the default extract parameter selections OR b further filtering the data extract by one or more parameters Figure 60 e Episode End Date enter date range From and To DD MM YYYY o default current reporting period e Episode Start Date enter date range From and To DD MM YYYY o no default e Open Episodes select option from drop down list and click Add o default exclude e Pathway select option s from drop down list and click Add o default all o multiple pathways can be chosen e Impairment Group select option s from drop down list and click Add o default all o multiple impairment groups can be chosen o ifselecting impairment group s users cannot filter by impairment e Impairment select option s from drop down list and click Add o default all o multiple impairments can be chosen o ifselecting impairment s users cannot filter by impairment group AOS User Manual V5 0 September 2014 E aln i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Extract Parameter Selection Episode End Date 01 01 2013 Episode Start Date Open Episodes Clear Filter Pathway Clear Filter 3 Impairment Group Clear Filter Impairment Clear Filter i Extract File Properties Extract File Type AROCv4 CSV Extract All
61. ear above the selected facilities list Figure 55 This is because the previous upload file is still in the temporary data store and needs to either be accepted to the AROC database or discarded A link to View Pending Upload will appear against each facility in the selected facilities list that has not had the previous upload fully processed Click on View Pending Upload to open a new tab to view the Upload Summary screen page 43 Complete the data upload process for the pending upload file and once complete close tab The temporary data store will be made AOS User Manual V5 0 September 2014 ra aln i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC available to the new upload file and the Choose file to upload button will be enabled again AYou must first resolve any pending uploads Selected Facilities Facility Pending Uploads Anywhere Hospital A View Pending Upload Figure 55 View pending uploads Discarding an upload file Once in the upload summary screen a user can choose to discard the upload file for a facility This can be done with or without considering the conflict review and or data upload audit screens An upload file can also be aborted during the upload process by clicking cancel while the file is still uploading Deleting an upload file AFTER it has been added to the AROC database If a user with data respo
62. een slightly modified for the following two date fields Details of date ready for casting This data item has three options in the drop down menu Figure 34 Choose the appropriate option 1 Date ready for casting for patient is KNOWN default option The Date ready for casting field will be visible enter the date in the required format DD MM YYYY 2 Casting is planned but date ready for casting is UNKNOWN The date field will not be visible and the message Ready for Casting Date is not required as either the date is unknown or the patient is not suitable will appear Figure 35 3 Patient is NOT SUITABLE for casting The date field will not be visible and the message Ready for Casting Date is not required as either the date is unknown or the patient is not suitable will appear Figure 35 AOS User Manual V5 0 September 2014 DM ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Patient Identifier 12345 PME Co Episode Start 12 04 2014 End 15 04 2014 Save and Continue gt Save and Go Back Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary 5 23 AMPUTATION OF LIMB TRAUMATIC SINGLE LOWER AMPUTATION ABOVE THE KNEE Details of casting date Date ready for casting for patient is known Date ready for casting Date ready for casting for patient is known Cast
63. entre UNIVERSITY OF AROC A table will appear with a list of all the assigned exams you have purchased 3 On the far right of each row there are two options o VIEW allows you to view the details for that individual exam including the individual exam question answers o Re assign allows you to re assign the exam to a different participant My Exam Keys A key must be purchased before sitting the FIM WeeFIM online exam refer to Online Store on page 66 Keys can be purchased by e An individual FIM WeeFIM clinician or e A Facility Trainer on behalf of staff at their facility Exam keys have a life of 6 months from the date of purchase If an exam key is not used within 6 months it will become invalid and appear as an Expired Key in the FIM system An email is automatically generated one month prior to exam key expiry to remind the purchaser and person the key is assigned to if they are different that it expires in one month Facility Trainers who purchase exam keys on behalf of their workshop participants are responsible for assigning each key to an individual Assignment is automatic if a single exam key was purchased by an individual Once a key is assigned to an individual they will be able to see this key in My Keys Exam keys require activation before the exam can be accessed The individual to whom the key has been assigned is responsible for activation of the key Once activated the key must be used within 1 mon
64. er workshop FIM WeeFIM Clinician Clinicians use the FIM WeeFIM tool within their facility in their paid time The initial and ongoing criteria for clinicians are listed in Table 5 AOS User Manual V5 0 September 2014 ra aln i ahsri australian health services research institute WOLLONGONG C australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Table 5 Initial and Ongoing Criteria for FIM WeeFIM Clinicians Initial Ongoing Passed the credentialing exam with 8096 4 Pass the exam at 80 every 2 years Undertake a refresher course at least every 4 years either Face to Face Workshop or via a FIM WeeFIM Online Refresher Course Re credentialing Reminders Credentialing lasts two years AROC will send you a reminder one month before your credentialing is about to expire notifying you that your credentialing is about to expire and reminding you to re sit the exam to maintain your credentialed status Credentialing Status Report Facility Trainers and Facility Co ordinators can generate a FIM Credentialing Status report for their facility at any time In addition AROC is working on providing functionality that will allow you to choose for an automated FIM Credentialing Status report to be sent to you by email monthly refer to FIM WeeFIM credentialing reports on page 84 Accessing the Online FIM WeeFIM system Getting a FIM ID A FIM ID is a unique and unchanging identifier assigned to each indi
65. ers are able to e Restrict the extract by date range by either rehab episode start or end dates e choose between extracting only CLOSED episode only OPEN episodes i e without an end date or CLOSED OPEN episodes e restrict the extract to certain impairment groups or impairment codes e restrict the extract by care pathway s Data extracted from the AROC database in a CSV format and can be opened in Excel Users can extract data for multiple wards or facilities where appropriate Personnel with overarching data responsibilities for example area health services or private hospital groups are now able to extract data for multiple sites simultaneously This function is only available to individuals whose AOS account reflects such security privileges If the user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be available for selection refer to page 25 Flow for extracting data from the AROC database The flow chart in Figure 56 page 49 demonstrates the process for extracting data from AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data extract in AOS available from the help menu in AOS page 10 AOS User Manual V5 0 September 2014 ram E VCahsri australian health services resear
66. eso mox aereo E uid ee new se AE IM o DM DIM EIC NU RUDI prI MNUUNE 62 Master Talibus aud cvis ome E MIU oted s amnem aF M MM Savi MM EUM aM UM MEME DM uM UU 63 zr le MEE SS TR T A A EEE E Emm 63 FIMAWeeFIM CIilcldllscencc cse emnes anb ae atten due gains Rus cota S dod ddbpeu oa EEEE Re dU umm Ud EENS 63 Recredentidline FRM CUE Irs ussesuccuactetasse Eta ay auc bea DIU mE qu RUN CU ME TEO EE QUU EIU ta DEC EU IU EUUEUE 64 Credentialing Status Report usse ters Soudan xuptUpFSk PseU fama SE eEd uec a FlopEE eR UP mA onceton IUNIO eFEQSM Ear NU DN UP esas 64 Accessing the Online FIM WeeFIM system ccccccccccccccccccccccccsecesececessssssssssssssceeecseeseceeeeseeeceeeeecsseeseeeeeeeeeeeeesns 64 CUS a FVD e 64 Logging into AOS as a FIM WeeFIM clinician or FIM WeeFIM Facility Trainer cccccccccccccccccceeeeeeeeeeeeeees 64 BU Poe T 66 Manage Keys facility trainers only ssseeeeeeeeeeeese seen nnne nnn nnne nnns nana annees sss aaa aane nnn 69 ASSIGNING Exams tO ParticIDOElUS ascosa TE aurra a iuam satus abad uns tesis te Utd sapi SATA qaas vasti RS FREI IRE 70 Method 1 using Assign Keys To Participants to assign CXAM ccccssseecccceessecceceeeeseceeeseaeceeseaaeeees 70 Method 2 using the SEARCH button to assign exam cccccccssssecccceesceeceeeeeeceeceeeseceessaasseecessaaasees 72 Emailing participants t
67. ficate click Get you certificate Figure 97 3 Your FIM WeeFIM Certificate is available for you to download and email to yourself or print immediately Figure 98 AOS User Manual V5 0 September 2014 n E VCahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Home amp Mi courses amp FIM amp F FIM Qualification Activity FIM Exam M rm tam FIM Certificate Home Hy courses e FIM e FD FIM Certificate FIM Certificanon Complete Summary of Previously Received Certificates Figure 97 Notification of Certificate AROC australasian rehabilitation outcomes centre FIM CREDENTIALING This is to certify that Sample Clinician has attained the status of FIM Clinician with FIM examination result of 100 p FIM 1D 14004160 Certification issued August 27 2014 Assoc Professor J E Ben Marossrzeky Accredaason current uniti August 27 2016 Clinical Director AROC Figure 98 Example copy of FIM Certificate AOS User Manual V5 0 September 2014 EN i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre FIM WeeFIM credentialing reports facility trainers only Generating a credentialing report in AOS Facility Trainers can access a FIM WeeFIM Credentialing Report for facilities they are attached to Click
68. g the Statistical Linkage Key for more details refer to Appendix B Statistical Linkage Key SLK AOS was unable to save your Patient The Patient Identifier you provided has already been used for a different Patient in this Hospital Patient Identifier 12348 Date of bir 11 11 1947 Is Date of Birth Estimated Not estimated Gender Female M Indigenous status Aboriginal but not Torres Strait Islander origin Please enter patient name these details are First Name Family Name not saved and will only be used to generate Jane Doe letters of name Letters of Name OE2AN Cancel E Save and Validate gt Figure 20 Create patient screen 3 Click on Save and Validate to ensure patient s record has been added without error Figure 20 The screen will change from Create Patient to Edit Patient Note If patient already exists in AOS the system will not allow the user to save the record AOS User Manual V5 0 September 2014 a0 aln i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Patient Identifier Date of birth Is Date of Birth Estimated Not estimated Gender Female Indigenous status Aboriginal but not Torres Strait Islander origin Letters of Name OE2AN Modify Cancel amp Save and Validate Gave and Return to List gt Figure 21 Patient record added 4 Click on Save and Retur
69. he space bar enter to insert a tick Flow for entering data in the AROC database The flow chart in Figure 12 page 16 demonstrates the process for entering data in AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data entry in AOS available from the help menu in AOS page 10 AOS User Manual V5 0 September 2014 ra WOLLONGONG australian health services research institute australasian rehabilitatior outcomes centre hsri UNIVERSITY OF AROC AOS Log In Click on Data Entry from the Data Tab Select Facility or ward from list all facilities associated with the account will be visible Search for patient using Patient Identifier or discharge date Patient exists Patient Identifier Date of Birth Is Date of Birth Esitmated Gender Indigenous Status Ethnicity NZ only First Name Family Name YES Add New patient New episode YES l NO YES Edit Episode Add Episode Select Pathway Click on Episode Enter data for patients episode as per data Z collection form for l relevant pathway Review details in Audit tab reate another o Corrections record required YES NO Make m Log off AOS corrections Figure 12 AOS Online Data Entry System flow chart AOS User Manual V5 0 September 2014 16 E VCahsri a
70. heir assigned exams cccccsssseccccssssseecccceesscceccaueeccecsaueuseceessaaseceessuaaeeeesesaeaeeeesseges 73 R551 CIA SOX GINS orres Nuus Senn APR uda Paci rus ERU hU nFdKIpNPasut p eru RI VUFanRi nU eCN UM i ELI UI UPC AFP IM 73 lA DIUgES2 q E 74 Flow for lifespan of a FIM WeeFIM exam Key sssseeeeeennnnene enema 74 The FIM and WeeFIM Online Refresher Course ccccccsssssecccsecesseccccseuseceeseeaeceeesseaeceeesuaaeceesaeaaseeeessaees 76 Navigating in the FIM Refresher Course ccccssssscccccsssececccesseccceeeesececcseusseccessuaeceessuaueceesseegaeecessaaasses 78 Sitting the M VV CRF TI EXT sauna estoSi ao csaP Ron EIE BORN US IeP fua REPRE UN Ta SEIN AU EROR ORONO EE DN HN ESQ E eu geqeP dU dE 79 Pausing and resuming the online FIM WeeFIM exam ccena 81 Completing the online FIM WeeFIM exam sseese eren nnne nennen nennen enne essen eene nes 81 Your FIM WeeFIM Credentialing Certificate ccccccccccccccccsssssssesseseeeeeeseeeeeeesesseseessessseeeeeseesseeseseeeeeseegs 82 FIM WeeFIM credentialing reports facility trainers only sese 84 Generating a credentialing report in AOS ccccsssscccccsesseeecceceesececcseausccccseeaseececsuauseceeseuaseceessuaaaeeeeesaaaeses 84 FIM WeeFIM WOoFKShDDS sicisicasiccsanauncncedavacnintadinnonSdcsaetesiedsnistawidantiaadanMadaddanesbesdaadiaanasendaatead
71. hop within facility and register interested people 4 Complete a registered FIM ID form and forward to AROC at least 2 weeks prior to your workshop AROC will assign FIM ID s to those participants that don t already have one 5 Log in to THE NEW FIM SYSTEM and order any FIM WeeFIM manuals you need allow 2 weeks for delivery 6 Log in to THE NEW FIM SYSTEM and purchase exams for workshop participants Upon receipt log in to THE NEW FIM SYSTEM and assign each participant an exam 7 Print the attendance sheet and evaluation forms for use at the workshop these can be found on your CD of presentation slides along with other useful documents 8 The day after the workshop send the completed attendance sheet and evaluation forms to AROC by fax or scan and email fim uow edu au Check List for Facility Trainers Requesting a Master Trainer Workshop at their Facility 1 Complete a workshop request form providing dates that may be suitable for training at your facility Where possible we will try to accommodate your requested dates http ahsri uow edu au content groups public web chsd aroc documents doc uow094426 pdf 2 The date of workshop will be confirmed by email and you will be provided with a list of equipment and other requirements for training 3 Complete a FIM ID form for registered participants and forward to AROC at least 2 weeks prior to your workshop AROC will create FIM ID s to those participants that don t already have one
72. ial seal CIL oescnntunixes ether SI up rixtatraq NEA qui DE Tur tU RU NETANE AEEA EE E aU d rU Ud 18 creanga G NEW Noc T 20 Iso Teo IO A id a E AN E I E E E E EN A O EA E A N 21 Peena ODAU T SENT TL EAEE EEA E OE E E EEEE AEE A E 22 azote AE T OEE E E E S EN E EE E E 23 Episode start and climcal tab ssiri tonisaiinidsaararnedoidnior aneio i nb mmm 24 Use of ward ID and ward name ssssrsisrsrisessesssurerrrosansrreedinsniresstssssnetisedinrtssaninssitad isr b ER Ur dis uin De ER va PE DP en 25 Rehabilitation program taDsesescrontep trei vut sa aa UR qe epPKVRENS E ubr pU pui sap dx UPS Oma E EE CU INE a PEUR 26 EBISOHBS BHO TD uon epi INPUNE R EN IU E A NINE MEMINI PU UNI M DII 27 Ambulatory episodes Staff TUS ussciusiadunni esseri TEE sevxEras t adUrtE bee eL Dore Ruedas dra nanea aE aias 29 IID GIANG SOC ING TAD TT E 29 Amputation of Limb 5 11 5 29 ccccssccsessssscevscascascencaucascancaucascccusaucarsansaucarsensaucarspenseuvausespansensensens 30 e Ran STS CUD e aE E w 33 Draft AOS User Manual V4 5 June 2014 E ate i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre opido uu 33 wi enia dri PR mcm 34 OSE Ol GDISOUB rosorna inr nEn E Hearts tr odi ud assu UE ETEEN SUMI OR CAO Sag
73. iate person and they will be happy to help What AROC needs from facilities If AROC is going to achieve its aim of making the administration of FIM WeeFIM as efficient as possible it needs the help of individuals and facilities alike Help us keep your records up to date The distribution of FIM WeeFIM information relies on having correct contact information for this reason it is imperative that details are kept up to date please keep your own details AOS User Manual V5 0 September 2014 ram ate i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC as current as possible in the system refer to My Details on page 9 This refers to changes like e Changes of name e g where a staff member has married e Change of role within the facility e email address phone number changes Note Changes to certain details for example name are not possible for users to do themselves a support ticket must be lodged refer to page 11 Please advise AROC of any staff who are longer at your facility and we will remove their contact details from your facility stored in our system Table 2 The FIM Team Member Designated FIM Role Contact Details Frances AROC Director Email aroc uow edu au Simmonds Overall management of FIM administration Niki Panteli FIM Manager Tel 02 4221 5282 e Workshop Email fim uow edu au Organisation Credentialing Que
74. ices research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Performing a Conflict Review All upload files submitted to AROC undergo an automated audit and duplication check prior to being added to the AROC database This is done to ensure that episodes resubmitted after correction over write the previously submitted erroneous episode and do not create new duplicate episodes It will also identify where any episode has been accidentally entered more than once in the source data A conflict is recorded against the upload file if any of the following is found e Two or more occasions of an MRN occur within the upload file and the gender and or DOB is different PATIENT LEVEL CONFLICT WITHIN UPLOAD e Two or more occasions of an MRN occur within the upload file and AROC database and the gender and or DOB is different PATIENT LEVEL CONFLICT BETWEEN UPLOAD AND AROC DATABASE e Within an MRN the upload file has more than one episode with the same episode begin date but the episode end dates are different or vice versa EPISODE LEVEL CONFLICT WITHIN UPLOAD e Within an MRN the upload file and AROC database have more than one episode with the same episode begin date but the episode end dates are different or vice versa EPISODE LEVEL CONFLICT BETWEEN UPLOAD AND AROC DATABASE Where a conflict is identified AOS ODUS needs to know exactly which episodes to delete from the AROC database and which e
75. ign Participant cf1288c862a5351c Purchased Wollongong Hospital Assign Participant de293405aa2c9e5a5 Purchased Wollongong Hospital Assign Participant Figure 80 Selecting the Key to Assign The Assign Participant screen will appear Figure 81 Assign existing FimParticipant search for a FimParticipant to assign from existing AOS contacts FIM ID First Name Last Name 100418K x Search Figure 81 Assign Keys to Individual AOS User Manual V5 0 September 2014 DA ate i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre 5 You can now search the FIM system for the participant you would like to assign the exam to You can search by FIM ID First Name Last Name or Email or a combination of these Click Search Figure 82 j Assign FimParticipant x The key was successfully assigned to Example Clinician Assign existing FimParticipant Search for a FimParticipant to assign from existing AOS contacts FIM ID First Name Last Name Email 1400418K Search The following contacts have been found that match the search FIM ID First Name Last Name Email 1400418K Example Clinician example noemail net Close Figure 82 Assign Keys to Individual 2 6 A list of all participants with matching details will appear Select the participant you would like to assign the exam to by clicking in the small circle on the far left of the row
76. individual exam question answers o Assign allows you to assign the exam to a participant NOTE If you cannot find the participant you wish to assign the exam to in the FIM system it probably means that they are not known to AROC Contact AROC to arrange for this person to be created Emailing participants their assigned exams Once you have finished assigning exams to participants you can email them to let them know that they have been assigned an exam To do this follow these steps 1 Highlight the row s of the participant s you would like to email by clicking on them To unselect any of your choices just click on the row again 2 Click Email Selected Exam Keys to Participants at the top of the table 3 An email template will appear amend the template as you require 4 Once you are happy with the email click Send Emails A message will then be displayed confirming that the emails have been sent Re assigning exams An exam can be re assigned to another participant as long as the exam was NOT ACTIVATED by the original participant To re assign an exam follow these steps 1 From the Manage Keys screen select the facility you would like to assign exams for using the drop down list 2 Click SEARCH to display all the assigned exams you have purchased AOS User Manual V5 0 September 2014 La ate ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes c
77. ing System s FIM Qualification Activity page where all your available courses can be seen Figure 91 Click on FIM Exam to commence the exam A RO C HOME MY ACTIVITIES MY REPORTS CALENDAR EXIT LEARNING SYSTEM Home My courses FIM FIMQ FIM Qualification Activity FIM Exam Click on the link below to access the FIM Examination In this exam two FIM case studies will be selected at random In each case study you must score each FIM item You have 3 attempts to pass the exam and may only attempt the exam once every 24 hours v FIM Exam Figure 91 FIM Qualification Activity page 4 Click on Attempt exam now 5 A confirmation pop up box will appear Click on Start attempt to start exam Figure 92 Confirmation 4 amp Number of attempts allowed 3 You are about to start a new attempt Do you wish to proceed Cancel Start attempt Figure 92 Confirmation pop up The FIM WeeFIM exam comprises of 2 randomly chosen case studies each with 18 questions one per FIM WeeFIM item You need to answer all 18 questions in each case study to complete the exam Figure 93 AOS User Manual V5 0 September 2014 ram ate i ahsri australian health services research institute UNIVERSITY OF x AROC WOLLONGONG C australasian rehabilitatior outcomes centre AROC HOME MY ACTIVITIES MY REPORTS CALENDAR EXIT LEARNING SYSTEM Home ie My courses amp FIM e FIMO FIM Exam ie FIM Exam X Ad i
78. ing is planned but date ready for casting i Phase of amputee care at EPISODE BEGIN Did the patient pass through the following phases of care DURING their rehabilitation episode Delayed wound Pre Prosthetic Prosthetic Phase of amputee care at EPISODE END Follow up Does the patient have a prosthetic device No fitted OR will have one fitted in the future OUTCOME MEASURES AT DISCHARGE Timed up and go TUG 6 minute walk optional 10 metre walk aid optional Save and Go Back Save and Continue 9 Figure 34 Date ready for casting 5 23 AMPUTATION OF LIMB TRAUMATIC SINGLE LOWER AMPUTATION ABOVE THE KNEE DUC Sor Patient not suitable for casting Date ready for casting inknown or the patient is not suitable Phase of amputee care at EPISODE BEGIN Follow up Figure 35 Date ready for casting unknown or patient is not suitable for casting Details of first prosthetic fitting date This data item has three options in the drop down menu Figure 36 Choose the appropriate option 1 Date for first prosthetic fitting is KNOWN default option The Date ready for casting field will be visible enter the date in the required format DD MM YYYY AOS User Manual V5 0 September 2014 ra E VCahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Patient Identifier 12345 MPEG To Episode Start 12 04 2014 End 15 0
79. ions will become visible Figure 29 shows the comorbidity options e Amaximum of 4 comorbidities complications can be selected for each of these data items e fa5 item is ticked a reminder will appear on screen You may only select up to 4 comorbidities complications Figure 29 e If the patient has more than 4 comorbidities and or complications ticked on the data form please consult with the relevant clinician to determine which are the 4 most important items to enter AOS User Manual V5 0 September 2014 a6 i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Is there an existing comorbidity interfering with this episode Comorbidities please select up to 4 You may only select up to 4 Comorbidities Cardiac disease E Multiple sclerosis Hespiratory disease x Hearing impairment Drug and alcohol abuse Diabetes mellitus Dementia Morbid obesity qassuanaa suas Delirium pre existing Inflammatory arthritis IMTMMTTI Mental health problem Osteoarthritis Renal failure with dialysis Osteoporosis Renal failure NO dialysis Chronic pain Epilepsy Cancer Parkinsons disease Pressure ulcer pre existing stroke Visual impairment ely Oy NM NM RM NM NM aM BM Jg spinal cord injury disease Other uU EIN NOS BN PU MORS PIN BED Brain injury Figure 29 Comorbidities Episode end tab This tab relates to discharge details and post
80. ious episode The blue triangles indicate warnings These will appear where there is a suspected conflict between responses that will need to be crosschecked These should only be changed if there is an actual error The orange triangles indicate a date conflict between two or more episodes entered for this patient Error markers will disappear once errors have been corrected and saved Warning markers will remain if the episode is accurate Moving between data items and between data tabs Users can move between data items using the Tab key on the keyboard Alternately the mouse can be used To move between data tabs use the Tab key to select the relevant tab or button at the top and bottom right hand side of the screen and press Enter e Save and Go Back to return to previous tab e Save and Continue to continue to next tab AOS User Manual V5 0 September 2014 EC i uem em ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Note to save the entries made in the current tab without moving to the next tab click on the current tab name WARD DETAILS Ward Code Ward Name Error EPISODE START AND END DATES Episode s with the same Pathway must not be concurrent A Episode start date 21 04 2014 A Episode end date GEOGRAPHICAL RESIDENCE amp POSTCODE Geographical residence of patient NSW Postcode 2500 FUNDING S
81. issing missing 15 06 2014 Date MDT rehab plan established Data Item is missing FIM Start date Data Item is missing FIM End date Episode End Mode Final Destination or Interim Destination so Fim End Date must be supplied Date clinically ready for discharge Episode End Mode Final Destination or Interim Destination so Date Ready for Discharge must be supplied Episode start date Episode Start Date must occur on or before FIM Start Date and subsequent dates Geographical residence of patient and or postcode is not provided or is invalid R109 Geographical residence of patient Data Item is missing Postcode Data Item is missing Time since onset and or relevant acute episode date not provided or invalid R118 Date of injury impairment onset Either Date of Injury Impairment Onset or Time since onset must be provided Time since onset Either Date of Injury Impairment Onset or Time since onset must be provided Figure 41 Episode Data Audit tab Summary tab This tab provides a summary about this patient s episode based on the data entered in the episode so far The episode summary can be run at any time during data entry for a patient This tab can be printed Figure 42 and may be useful in case conferences and or patient planning meetings To print click Print Summary AOS User Manual V5 0 September 2014 ra E ahsri australian health services research institute Patient Identifier 7083562 Pathway AA
82. ission across multiple facilities e g for an area health service or private hospital group are now able to upload data from all their facilities in one upload file This function is only available to individuals whose AOS account reflects such security privileges IMPORTANT NOTE If conflicts are found in an upload file they will need to be resolved in the conflict review screen before the upload can be added to the AROC database Until the conflicts are dealt with no further episodes can be uploaded to this facility Flow for uploading data to the AROC database The flow chart in Figure 46 page 39 demonstrates the process for uploading data to AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data upload in AOS available from the help menu in AOS page 10 AOS User Manual V5 0 September 2014 E oF hsri UNIVERSITY OF x AROC australian health services WOLLONGONG MN australasian rehabilitatior research institute outcomes centre NOTE Before beginning the upload process ensure you have entered your data in AOS Log In Click on Data Upload from the Data tab your database extracted your data and saved it in a known location Select Facility or ward from list al facilities associated with the account will be visible Single facility Multiple facilities Are there any pending episodes Review conflicts review upload data audit and accept u
83. itted episodes only Joint care in other settings is classified as shared care AOS User Manual V5 0 September 2014 ra UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate ahsri australian health services research institute Ambulatory pathways Pathway 4 Ambulatory Direct Rehabilitation Care Rehabilitation is delivered in an ambulatory setting either as an out patient at a community facility or in the home The ambulatory patient is under the care of the rehabilitation physician or rehabilitation team in the ambulatory setting For example A patient is receiving therapy in their home from the community based rehabilitation team twice weekly Pathway 5 Ambulatory Shared Care Shared care is when one subacute service works with another clinical service in a formal shared care arrangement that includes joint care planning and the exchange of relevant clinical information In shared care both parties may have ongoing involvement with the ambulatory patient throughout the episode of care and both have direct contact with the patient For example A cancer patient is receiving home based rehabilitation as well as input and support from the palliative care team The rehabilitation team and palliative care team are working together in a shared care arrangement to meet the patient s needs Shared care applies to ambulatory non admitted patients only Pathway 6 Ambulatory Shared Care one
84. n and continue entering the next episode of care for the same or different patient by clicking on Change Patient e Change facilities by clicking on Change Facility e Log off by clicking on the Logout button on the top right hand side of the screen e Return to the AOS homepage by clicking on Exit Data Entry or the AROC logo AOS User Manual V5 0 September 2014 ra UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre ate i ahsri australian health services research institute A H O C DATA ENTRY CHANGE FACILITY CHANGE PATIENT EXIT DATA ENTRY Figure 43 Completion of episode Editing an episode This function allows a user to make changes or additions to a saved episode for a patient already recorded in AOS ODES Figure 44 1 Search for patient using Patient Identifier or episode date refer to page 18 2 Identify episode based on dates pathway impairment and ward 3 Select Edit Episode to open the episode that requires editing 4 Make required changes and click Save and Continue to save changes HE EU al Pm m pP 1 EXT s a El a 7 r CARDS EE XLI iur i i Patient Identifier 12345 r New Patient Patient Identifier Date of Birth Gender Actions 12245 14 04 1936 Male Ect Patient EL Patient Add Episode 15 06 2015 3 5 12 Edit Episode G etete Episode 25 01 2015 3 o 7 Edi Episode amp Delete m 30 04 2014 3 I Edit Epizode w Delete Episode
85. n as Fim Clinician Logout Helen was 52 wears ok when she sustained a severe stroke while on holidays She was admitted to the rehabliitation unit 10 days later On admission to rehabiliration Peken hod ose belt hasmigkegia and left megkect as wel residing swallowing probkeme a Mot afecti and impaired dynamic sing balance Bathing Dressing Upper Body Figure 93 FIM Exam screen 6 Answer questions in exam by clicking on the FIM WeeFIM score you choose for each question Figure 73 Pausing and resuming the online FIM WeeFIM exam a You can do part of the exam then save and exit After selecting Save and Exit Attempt on the left hand side of screen you can leave AOS and your results will save allowing you to return and complete the exam later b When you come back the system will know that you were part way through the exam and invite you to Resume Exam Completing the online FIM WeeFIM exam 1 Once you have completed the exam click Submit all and finish Figure 94 2 The system will mark your exam immediately The next screen will show you how many answers you got correct The example in Figure 95 shows a user getting only 3 of 36 questions correct so a failed attempt and then two days later getting a perfect 36 out of 36 The pass mark for a FIM WeeFIM clinician is 8096 or 29 of 36 questions If you fail you will be locked out of the exam for 24 hours Clinicians should use this time to review their F
86. n site workshop billing will occur once all expenses are finalised Should your facility require an invoice you will first need to provide AROC with a copy of a valid purchase order number generated by the finance department of your organisation If you require any more information please contact the AROC team at fim Quow edu au AOS User Manual V5 0 September 2014 WT ate i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Appendix A Which pathway and data collection form should our service be using V4 of the AROC Dataset comprises a bank of data items The bank holds data items pertaining to inpatient and ambulatory episodes of rehabilitation care In development of the V4 AROC dataset episodes of rehabilitation care have been grouped into 6 pathways models of care 3 inpatient admitted and 3 ambulatory non admitted The pathway model of care your service provides will determine which set of data items within the data bank you are required to collect and submit to AROC Pathways 3 2 and 1 include the data items pertinent to inpatient rehabilitation and pathways 4 5 and 6 collect data items relevant to ambulatory care Pathways 1 inpatient and 6 ambulatory require collection of a mini dataset only Inpatient pathways Pathway 3 Inpatient Direct Care Inpatient direct rehabilitation care is when rehabilita
87. n the AROC comment section E Save and Go Back Figure 38 Reason for delay in prosthetic fitting 2 If the option Patient has a prosthetic device fitted but date of fitting is UNKNOWN is chosen the date field will not be visible and the message Not relevant when prosthetic device was fitted outside the context of this episode will appear Figure 39 Details of prosthetic fitting date Patient will receive a prosthetic device but date of fitting is unKTTOw A Date of first prosthetic fitting First Prosthetic Fitting Date is not required as the date is A Reason for delay in prosthetic fitting Figure 39 Reason for delay in prosthetic fitting date of first prosthetic fitting unknown Comments tab This tab provides the user with the ability to type in any comments about the episode being entered If other is selected for comorbidity complication or staff please record details here Figure 40 Audit tab This tab provides the Episode Data Audit for all data items reported against this episode Figure 41 Please review carefully and make any corrections necessary in the appropriate tabs corrections cannot be made in the Audit tab If corrections cannot be made immediately print a copy to attach to the data entry form for review To print click Print Audit 1 Move back through episode tabs and complete and or make corrections to data items then click Save and Continue to save data entered 2
88. n to List to return to Patient Search screen and view patient created Figure 21 and add an episode Figure 22 Editing a patient 1 Search for patient refer to page 18 2 Check patient s details match that of the patient whose record needs to be edited 3 Click Edit Patient Figure 23 Patient Search Patient Identifier 12348 e New Patient Patient Identifier Date of Birth Gender Actions 12348 11 11 1947 Female amp i Delete Patient Add Episode Figure 22 Add episode to patient Patient Search Patient Identifier 12348 r Q Search New Patient Patient Identifier Date of Birth Gender Actions 12348 11 11 1947 Female m Delete Patient Add Episode Figure 23 Edit or delete patient 4 Update or add details as required 5 Click on Save and Return to List to view patient created and add or edit an episode AOS User Manual V5 0 September 2014 ram i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Note A patient can also be editing whilst in an existing episode by clicking on Edit Patient Figure 24 Once editing is complete the system will return user to the episode they were in prior Patient Identifier 12345 a Episode Start 25 01 2015 ave and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Comments Audit Summary Pathway 3 I
89. nd the message First Prosthetic Fitting Date is not required as the date is unknown will appear Figure 37 Does the patient have a prosthetic device fitted OR will have one fitted in the future Details of prosthetic fitting date fi Patient will receive a prosthetic device but date of fitting is unknown A Date of first prosthetic fitting First Prosthetic Fitting Date is not required as the date is unknown A Reason for delay in prosthetic fitting Figure 37 Date of first prosthetic fitting is unknown AOS User Manual V5 0 September 2014 E ate i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Reason for delay in prosthetic fitting 1 Choose the applicable reason from the drop down menu Figure 38 Phase of amputee care at EPISODE END Does the patient have a prosthetic device Yes fitted OR will have one fitted in the future Details of prosthetic fitting date Date of first prosthetic fitting is known D Date of first prosthetic fitting P Reason for delay in prosthetic fitting OUTCOME MEASURES AT DISCHARGE No Delay Issues around wound healing Timed up and go TUG Other issues around the stump Other health issues of the patient 6 minute walk optional Issues around availability of componentry Issues around availability of the service 10 metre walk aid optional A other issues to be specified i
90. npatient direct care WARD DETAILS Ward Code SW Ward Name Special ward Figure 24 Edit patient from within the episode screen Deleting a patient This option is only available to delete duplicate patient records or records that have been created in error 1 Search for patient refer to page 18 2 Check patient s details to verify that the patient is a duplicate or created in error 3 Click Delete Patient Figure 23 A warning message will appear requesting confirmation of deletion Figure 25 Note a patient cannot be deleted if they have episodes attached 4 Click on Cancel to keep patient and go back to Patient Search screen or Delete to delete record permanently and go back to Patient Search screen Are you sure you want to delete this patient Patient Identifier 12348 Date of birth 1111 1947 Gender Female Letters of name OEZAM Cancel Figure 25 Delete patient screen AOS User Manual V5 0 September 2014 PN E VCahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Creating a new episode 1 Search for patient refer to page 18 2 In the Patient Search screen click tAdd Episode on the right hand side of the patient record Figure 26 3 The Episode screen will open Figure 27 with multiple tabs across the top of the screen that correspond to the data collection form se
91. nsibility at a facility ward should inadvertently accept an upload file to their facility please advise AROC URGENTLY by lodging a support ticket page 11 In the summary please enter Request to delete accepted upload In the description please provide the name of the facility ward s affected the reason the uploaded file should not be added to the AROC database and the date and time the upload file was accepted into the AROC database Please attach the upload file to the support ticket and select the component Data Upload Do not upload any further data until a member of the AROC Team has been in contact NOTE The AOS Online Data Entry System prevents users with data responsibility at multiple facilities wards inadvertently uploading data from one facility ward into a different one AOS User Manual V5 0 September 2014 LANE ate ahsri australian health services research institute WOLLONGONG CJ australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Extracting data from AOS Some Data Extract basics AOS enables users to extract their own data using a range of parameters This functionality allows users to extract their AROC v4 data with calculated fields such as AN SNAP class FIM change length of stay etc that has been entered directly or uploaded into the AROC database The default extract includes all CLOSED episodes of care i e episodes with an episode end date within the current reporting period Us
92. nter Figure 87 AROC ELE MY ACTIVITIES MY REPORTS CALENDAR EXIT LEARNING SYSTEM Home i My courses s FIM FIMO FIM Refresher Course FIM Refresher Course FIM Refresher Course A course designed fo refresh your knowledge of FIM for those who have previously been qualified Humber of attempts alkrved Unlimited Humber of attempts you have made 0 Grading method Highest attempt Grade reported Nona Figure 87 Entering the FIM Refresher Course 6 This takes you to the front page of the FIM or WeeFIM Refresher Course Figure 88 Functional Independence Measure REFRESHER AROC sse incra E E r i E VT Start Modulo Figure 88 Front Page of the FIM Refresher Course 7 Select Start Module to begin this will take you to the introduction page of the FIM refresher course Figure 89 AOS User Manual V5 0 September 2014 LEN E VCahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC FIM REFRESHER introduction Welcome This module is designed to help REFRESH your understanding of the 18 FIM Items It assumes you already have significant knowledge of FIM both theoretical and practical and therefore does not cover all aspects of each item Each item contains a definition overview and a quiz section to ensure that you are scoring the FIM accurately and to help you prepare for the online F
93. on Patient Identifier Patient Search New Patient Patient Identifier 12345 Patient Identifier Date of Birth Gender Actions 12345 14 04 1936 Male Edit Patient W Delete Patient Start End Impairment 15 06 2015 5 12 25 01 2015 30 04 2014 29 04 2014 12 04 2014 Figure 18 Results of patient search AOS User Manual V5 0 September 2014 EC aln i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Creating a new patient 1 Ifthe search does not result in a match click on New Patient Figure 19 Note f patient identifier does not exist the system will pre populate the identifier search for when New Patient is clicked Patient Identifier Search New Patient Figure 19 Creating a New Patient 2 Enter all patient details required to create a new patient Figure 20 Note it is important to enter the patients exact First Name and Surname and select Generate to populate the Letters of Name field If the patient s name is entered incorrectly it can be rectified by selecting Modify and re entering the patients name and clicking on Regenerate Note the patients First Name and Surname are not saved to the AROC database only the Letters of Name field derived from this information is stored for use in generatin
94. ons Selected Facilities Facility Pending Uploads Anywhere Kiwi Hospital Figure 50 Select File screen 4 The chosen upload file will appear next to the Choose file to upload button you are able to click the Choose file to upload button again if the chosen file is incorrect If the file is correct click Upload 5 The Upload Processing window will open The progress bar will appear twice once while AOS ODUS processes Patients in the submitted data file and again when processing Episodes in the submitted data file Each time the progress bar starts blue and turns green as the upload is completed Click Continue 6 This will bring you to the Upload Summary screen Figure 51 which summarises the data upload for each selected facility e Number of patients in the upload file e Number of patient with conflicts e Number of episodes in the upload file e Number of episode with conflicts e Link to Review Conflicts if any conflicts were found else a dash e Link to Review Audit if any errors were found else a dash e Button to accept the upload greyed out until all reviews completed e Button to discard the upload Upload Summary Selected Facilities Facility Conflict Resolution Patients 331 Episodes 348 Review Conflicts Anywhere Hospital Patient Conflicts 3 Episode Conflicts 5 Review Audit Figure 51 Upload summary screen AOS User Manual V5 0 September 2014 a2 ate ahsri australian health serv
95. ons should be made to the source data and a new extract created and uploaded Any data from an upload file that is added to the AROC database without correction will keep all error code tags and be reviewable later via the Facility Data Audit page 55 IMPORTANT NOTE The Upload Data Audit is specific to the upload file and is only viewable prior to the upload file being finalised and added to the AROC database Once the upload file has been added to the AROC database the Facility Data Audit can be used to check a facility s data for missing erroneous records What this means is if a user submits an upload file with discharges only in August 2014 the Upload Data Audit will only list errors from this file i e AOS User Manual V5 0 September 2014 a ate i ahsri australian health services research institute UNIVERSITY OF x AROC WOLLONGONG C australasian rehabilitatior outcomes centre discharges in August Once this upload file has been added to the AROC database the Facility Data Audit must be used and this will list all errors for all discharges in the current reporting period either from 1 January or 1 July To restrict the list of errors displayed in the Facility data audit users will be able to enter episode end date ranges 8 If the upload file has had any error codes recorded against any patient or episode data items the word Review Audit will appear in the upload summary line for that facility Click Review Au
96. ou are a facility trainer you are required to login to AOS using your username and password refer to page 5 for how to obtain an AOS login to view and manage keys generate reports and assign keys As a facility trainer you can also log in using your FIM ID however logging in this way will provide you with only limited access to FIM functions Welcome to AROC Online Services M Logir Username FIM ID QERERRRESEESENRSSEKERERESEEHRERSARRERHRESEERERHRRAHERSEHREARRHREREEREERSRRRSRERSERREREEARRRRESRESRRERRSASRRRRRERRRR RR E Password Log In to FIM Log Into AOS Go to the AROC Home page Figure 70 FIM Login Once you login the AOS Home Page will appear The FIM system will know whether you are a FIM and or WeeFIM Clinician Facility Trainer or Master Trainer as well as the facility s you work for FIM WeeFIM Clinicians have the following menu options available in AOS Figure 71 e MY DETAILS this is where you can amend your personal details to ensure AROC has the most current information refer to My Details on page 9 e FIM ONLINE STORE this is where you can purchase exam keys manuals and or an online FIM WeeFIM refresher course refer to Online Store on page 66 e FIM MY EXAM KEYS this section provides details of any current or used exam keys you have refer to My Exam Keys on page 74 e HELP this is where you go to get help refer to Getting help in AOS on page 10 ROC Welcome Io AOS Welcome to
97. pisodes to add from the upload file to the AROC database The process of making these decisions is called the Conflict Review it MUST be completed for the uploaded data to be added to the AROC database Where a patient level conflict is identified only one patient s details can be maintained Select which patient is to be kept all episodes belonging to both versions of the patient will be merged against the chosen patient s details If the conflict has identified two different people that by data entry error in the data source have the same MRN the user will need to discard the upload amend the source data such that the MRNs are no longer the same and create a new extract for uploading to AROC Where an episode level conflict is identified the user can select which episode to keep and which to delete and can also chose to delete both episodes or keep both episodes If episodes with conflicting dates are kept and not subsequently corrected an error flag will be recorded against them in the AROC database Where a correction to a date is required amend your source data and create a new extract 7 Ifthe upload file has had any conflicts recorded at either patient or episode level the word Review conflicts will appear in the upload summary line for that facility Click on Review conflicts to go to the Upload Data Conflicts review screen Figure 52 a For each patient level review click Keep for the patient with the correct
98. pload file for each pending facility Choose file s to upload Upload a new file Is conflict review required Will conflict review be performed now NO NO Review print upload data audit Accept Upload Upload complete Exit data upload Upload incomplete Figure 46 AOS Online Data Upload System flow chart AOS User Manual V5 0 September 2014 39 E VCahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Accessing the Online Data Upload System AOS ODUS 1 Click on DATA UPLOAD from the DATA menu Figure 47 2 If the user works at a single facility only the name of that facility will be displayed in the Select Facility screen If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be available for selection refer to page 25 A R O C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY Figure 47 AOS data menu Selecting one facility or one ward to upload data to a From the list displayed click on the facility name or ward name Figure 48 for which you will be uploading data A H O C DATA UPLOAD SELECT FACILITY HELP EXIT DATA UPLOAD Select Facility Select More Than One Facility Ej Anywhere Hospital AU Ward SW E Anywhere Kiwi Hospital NZ
99. r a facility If the facility or list of facilities is incorrect please lodge a support ticket refer to page 11 Getting help in AOS The HELP menu Figure 7 is always available during an AOS session and has two options e USER MANUAL this links to the AROC documentation page relevant to the system currently being accessed a PDF of the User Manual and Quick Reference Guide relevant to this system are located here The online data dictionary is also accessible here This should be the first port of call for help This page will be continually updated so it is worth bookmarking e LODGE SUPPORT TICKET If you are unable to find an answer to what you need within the online documentation you should lodge a support ticket page 11 Miss ENTRY Data CONTACT DETAILS Title Miss First Name data Last Name entry Preferred Name N A Contact Person Contact Details Phone 4221 4356 Mobile 0412 7777 50 Fax N A Email data_entry noemail net Website N A Contact Physical Address Details Contact PoBox Address Details AOS LOGIN Login Name data entry Archived Not Archived Change Password Figure 5 Changing password in My Details screen AOS User Manual V5 0 September 2014 ET i e ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG C australasian rehabilitatior outcomes centre i A R O C DATA MY DETAILS MY FACILITIES REPORTING HELP Anywhere Hospital 269943 73
100. rated with a downwards arrow symbol This symbol will appear next to a month if the number of episodes is less than 80 of the median for the period AOS User Manual V5 0 September 2014 ra UNIVERSITY OF EFF AROC WOLLONGONG C australasian rehabilitatior outcomes centre i e ahsri australian health services research institute Reports in AOS Downloading AROC benchmarking reports AROC financial year and calendar year facility benchmark reports can be downloaded via the AOS Document Library You will need Adobe Acrobat reader any version to view or open the PDF files The AROC Document Library is only available to individuals whose AOS account reflects such privileges To download your facility s benchmark report s follow these steps 1 Click DOWNLOAD BENCHMARK REPORTS from the REPORTING tab on the main menu Figure 66 If you can t see the REPORTING tab then you do not have this privilege assigned Contact AROC if you think you should have access A H O C DATA MY DETAILS MY FACILITY REPORTING HELP DOWNLOAD BENCHMARK REPORTS GENERATE REPORTS amp EXTRACTS Figure 66 AOS Reporting homepage 2 Select facility from the list displayed Click on the facility name or ward name for which you wish to download a report AROC Reports amp Documents Search Show 10 Q entries Report Facility Period ImpairmentGroup Pathways Size DowioadAlOnPa E AROC Core Report Anywhere Hospital Calend
101. rd tt wed archive Excel Back to Report Options http ahsri uow du au aroc 9 Clinician Example 1400418K NotAccredited Word Clinician FIM 1400412C NotAccredited Not Accredited JJ Trainer Facility 1400411T NotAccredited Not Accredited J Total number of credentialed NotAccredited s at Wollongong Hospital 3 FIM FacilityTrainer Figure 101 FIM Report export FIM WeeFIM Workshops Types of FIM WeeFIM Training Workshops AROC offers several types of workshops e FIM WeeFIM training workshop hosted by a facility for staff from the facility hosting the workshop e FIM WeeFIM training workshop hosted by AROC Master Trainer e FIM Facility Trainers Workshop Hosted by AROC Master Trainer FIM WeeFIM training workshop hosted by a facility This type of workshop is held at a facility for staff from that facility It is for clinicians who have not used the FIM WeeFIM assessment measure before or who have limited knowledge of the assessment Clinicians can attend this workshop and then sit the FIM WeeFIM online exam to become credentialed FIM WeeFIM users It can be run by either a Facility Trainer or AROC Master Trainer FIM WeeFIM workshops usually commence at 9 00 am and conclude at 16 00 pm Recommended class size e f workshop is being conducted by a single Facility Trainer we recommend that classes should not exceed 12 participants e f workshop is being conducted by 2 Facility Trainers together we recommend that
102. ries Exams amp Resources Invoicing e Clinical questions Email fim uow edu au Please refer to this email address in the first instance you query will be filtered to the correct contact FIM WeeFIM Credentialing To become credentialed you must pass the FIM WeeFIM online credentialing exam It is recommended that clinicians are competent in FIM scoring before attempting the exam Competence will result from training revision and practical experience To gain access to the online exam you your Facility Trainer or FIM Facility Coordinator on your behalf will need to purchase a FIM WeeFIM Exam refer to the Online Store on page 66 Credentialed status lasts for 2 years after which candidates must re sit the exam if they wish to remain credentialed Credentialing Levels There are three levels of FIM WeeFIM credentialing e Master Trainer e Facility Trainer e FIM Clinician AOS User Manual V5 0 September 2014 ra aln ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre The attainment of each level has different requirements Master Trainers Individuals are invited by AROC to become Master Trainers Master Trainers are contracted to AROC and train outside their facility for payment but within their facility they act as Facility Trainers and training is done as part of their normal paid time Master Trainers train in all facilities
103. s is a web based system which provides online automatic services for facilities and payers that are members of AROC Figure 4 AOS homepage My Details This menu option allows users to view their profile Users are able to edit certain details by clicking on Edit under Quick Links on the left hand side We encourage users to keep their details as up to date as possible Users are unable to update details in greyed out fields These include e Contact Person Details e AOS Login e Credentialing If you need to change any of these details please lodge a support ticket which can be found in the Help menu option AOS User Manual V5 0 September 2014 nmm aln i ahsri australian health services research institute UNIVERSITY OF ee AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre Checking my FIM WeeFIM status If you are FIM WeeFIM credentialed you can view your FIM ID and exam results including when your FIM certification expires via My Details If you believe these details are not correct please lodge a support ticket refer to page 11 Changing my password In the AOS login section click Change Password Figure 5 The Change Password screen will appear My Facility This menu option shows users which facility or facilities their AROC account is associated with Figure 6 This option is read only and users will not be able to edit the facilities they are listed against or details recorded fo
104. se can access this limited functionality of the online FIM system within AOS by logging in with their FIM ID For full online FIM system functionality or access to other AOS functions such as data entry and data upload users of AOS require an AOS login Getting a FIM ID A FIM ID is a unique and unchanging identifier assigned to each individual FIM WeeFIM clinician known to AROC The FIM ID is provided on your FIM WeeFIM credentialing certificate If you cannot locate your FIM ID please ask your facility trainer who will have the latest credentialing status report listing all FIM WeeFIM clinicians and their FIM IDs If the facility trainer cannot locate it either please email fim uow edu au and include your name facility email address and the date you last completed the FIM WeeFIM exam If you are new to FIM WeeFIM and are booked to participate in a workshop you will receive your FIM ID and instructions about how to access the FIM WeeFIM online system via email shortly after the workshop for more detail see page 64 Getting an AOS login If you require an AOS username and password please email AROC at aroc uow edu au and provide the following details e yourname e facility role e facility name e email address e your telephone number at this facility If you work at more than one facility please clearly state each facility along with your role and telephone number at each A unique AROC username and password will be pro
105. session e Partial completion of data entry for a new episode which can be resumed and completed at a later date For partial completion a minimum of pathway and episode begin date must be entered to be able to save the episode Only required data items will be visible on each data entry screen If a required data item is left blank the system will consider it missing and generate an error message when the data is saved All visible data items will have a default label Item Required Figure 9 indicating that data needs to be supplied Episode Enc Patient Identifier 12345 AOS was unable to save your Episode You must provide a valid Pathway and Episode Start Date Save and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comment Audit Summary Pathway 3 Inpatient direct care EPISODE START AND END DATES Episode start date Episode end date 45 04 2014 GEOGRAPHICAL RESIDENCE amp POSTCODE Geographical residence of patient Postcode FUNDING SOURCE py Soue Private Health Insurance fa Health Fund Other Payer iz AROC IMPAIRMENT CODE AROC impairment code 5 23 Amputation of Limb Traumatic Single lower amputation above the knee CLINICAL DATA ITEMS Figure 9 Example of Item Required in Data Entry screens AOS User Manual V5 0 September 2014 ae UNIVERSITY OF 2a AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre i e
106. stralasian rehabilitatior outcomes centre UNIVERSITY OF AROC Lodge a support ticket D Please provide your feedback below detailing what your issue is and attaching any relevant files for example a screenshot Please provide your organisation details facility area or payer your name and your email address so that we can get back to you regarding this issue Without these details we will not be able get back to you Summary Description Attach file Choose Files No file chosen ok Com pan ent s Start typing to get a list of possible matches or press down to select Organisation Facility Organisation Submit Close Figure 8 Lodge a support ticket Logging out of AOS Clicking on the Logout button in red at the top right corner of the screen will log users out of their AOS session and re direct them to the AROC homepage AOS User Manual V5 0 September 2014 EE ate i ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Entering data in AOS The AOS Online Data Entry System AOS ODES is only available to staff authorised by their facility to complete data entry AOS ODES allows users to enter and save data as they go that is users do not need to enter data for a complete rehabilitation episode of care in one session The system allows e Creation and completion of data entry for a new episode of care in one
107. t it is more economical for hospitals to have workshops run at their facility rather than sending them to an AROC OPEN Workshop This is true for a facility if they have 8 or more people to train The great thing about the trainer coming to your facility is that you can have up to 20 people trained for that flat rate provided the venue can hold the numbers comfortably For further pricing details please see Table 5 AOS User Manual V5 0 September 2014 ra ala ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o CAROC Table 6 FIM WeeFIM Workshop Expenses for AROC Members ai FASTI FIM WeeFlM FIM Facility Trainer FIM Facility Trainer Workshop Workshop Hosted by Workshop Hosted by Workshop Hosted by Hosted by Facility AROC Facility AROC 51300 52600 Non 5160 person 51300 52600 Non 5160 AROC Member AROC Member 525 manual 25 manual 35 manual 35 manual Travel Car Travel Car Hire Km s Travel Time Hire Km s Travel Time Accommodation Accommodation Travel Car Hire Km s Travel Car Hire Km s Accommodation if Accommodation if required required NB The above fees do not include GST This must be added to the total cost Non members of AROC should contact AROC for the relevant charges Checklists Check List for Facility Trainers Running Workshops at their own facility 1 Determine date of workshop 2 Book venue 3 Advertise works
108. th or it will become invalid and appear as an Expired Key in the FIM system Flow for lifespan of a FIM WeeFIM exam key Figure 83 provides a visual guide to the lifespan of a FIM WeeFIM exam key AOS User Manual V5 0 September 2014 EN i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Purchase Key Invalid More than 6 months since purchase date Assign Key MIB Valid Less than 6 months since purchase date Valid Less than 6 months Invalid More than 6 months i Activate Key i since purchase date since purchase date Inactive More than 1 Active Less than 1 month month since activation since activation date date How many attempts 0 1 2 attempts 3 attempts Will need to attempt exam again locked out for 24hrs omo om Key Status Key Status Key Status Completed Failed Expired Figure 83 Lifespan of a FIM WeeFIM exam key AOS User Manual V5 0 September 2014 LE i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre The FIM and WeeFIM Online Refresher Course If you have been previously credentialed in FIM WeeFIM and need to undertake a Refresher Workshop required every 4 years for both FIM WeeFIM clinicians and Facility Trainers instea
109. tion is delivered in an inpatient setting with the patient accommodated overnight in the hospital and included in the bed occupancy reporting at midnight The inpatient is under the care of the rehabilitation physician who holds the medical governance bed card For example the rehabilitation physician or rehabilitation team is the primary rehabilitation provider for a stroke patient receiving rehabilitation on the inpatient stroke rehabilitation unit Pathway 2 In reach Rehabilitation Care In reach rehabilitation care is when the inpatient is under the care of an acute physician who holds the medical governance bed card and the rehabilitation physician or team reaches into the acute setting to begin the process of rehabilitation on top of the acute care the inpatient is already receiving but the rehabilitation physician does not hold the bed card For example A patient is in ICU under the care of the neurosurgeon and the rehabilitation team reaches in and starts providing the inpatient with rehabilitation care Pathway 1 Consultation Liaison see patient only once Consultation liaison is when the inpatient is under the care of one physician who holds the medical governance bed card and another physician or team provide a one off consultation service for the inpatient For example A second opinion advice on a particular problem a case review a one off assessment or therapy session Consultation liaison applies to inpatient adm
110. to do this will prevent the user from moving through to the next step aroc SO Australasian Rehabilitation Outcomes Centre AUSTRALASIAN REHABILITATION OUTCOMES CENTRE Step 3 Payment Select your payment method Credit Card e Direct Debit C Invoice PO C Enter your details Select card type Card number Name on card CVC Expiry date Order approval You will now be placing an order for 1 x KOTFIM FIM Online Refresher with Exam Key 70 00 70 00 1xFIM Training Manual 25 00 25 00 1 x KFIM FIM Exam Key 35 00 35 00 Subtotal 130 00 Postage amp Handling 10 00 Order total 153 00 GST Included Iv have read and understand the terms and conditions for AROC s online ordering and payments STARTNEWORDER lt lt BACK CONTINUE gt gt Figure 76 Payment 7 Review payment and order details and click on Continue 8 Review order summary Figure 77 and choose to e START NEW ORDER e PRINT THIS PAGE e Go BACK TO FIM SYSTEM An email confirming purchase will be sent to user s nominated email account AOS User Manual V5 0 September 2014 ra M Vahsri australian health services research institute WOLLONGONG NS australasian rehabilitatior outcomes centre UNIVERSITY OF AROC aroc Australasian Rehabilitation Outcomes Centre AUSTRALASIAN REHABILITATION OUTCOMES CENTRE Your order is almost complete You have indicated you would like to pay
111. ty of the data available for undertaking statistical data linkage between programs services and datasets and describes the protocols followed to ensure that the privacy of individuals are not compromised It also outlines practices that allow consistent linkage procedures to be used over time and across data sets AOS User Manual V5 0 September 2014 ram
112. uctions of how to sit the exam e Manage the assignment or re assignment of exams they have purchased e Review the status of exams they have purchased assigned not yet assigned used expired etc e View exam results of participants they have assigned exams to AOS User Manual V5 0 September 2014 ra i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Assigning Exams to Participants You can only assign one exam to each participant If you attempt to assign an exam to a participant that already has an exam assigned to them an error message will be displayed There are 2 ways to assign exams to participants Method 1 using Assign Keys To Participants to assign exam 1 Click on Manage Keys from the FIM Menu Figure 78 The Manage Keys screen will appear 2 Select the facility you would like to assign exams for using the drop down list You can also filter using any of the parameters available on the screen e g Exam key ID Status of the exam Assigned status Participant name etc FIM ONLINE STORE MY KEYS MANAGE KEYS Figure 78 Manage keys 3 Click Assign Keys To Participant Figure 79 Manage Keys Sates issued from Expiring in Assigned Stains Assigned from AJl w Das w AJ s Participant Marne Participant FEM ID Facility All Assign Keys To Participants Search Facility Product P
113. urchaser Participant Status Expiry Result Actions Mo data available in table Figure 79 Manage Keys Search Screen The Assign Exams To Participants screen will appear This screen displays a table listing all unassigned exams Details for each exam are displayed in rows The table shows the exam ID Status Facility and Participant You can display assigned exams as well as unassigned by clicking on the Show Assigned Keys As Well tab in blue just above the table AOS User Manual V5 0 September 2014 Lu i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC 4 To assign an exam to a participant click Assign Participant on the far right of the exam you wish to assign Assign Keys To Participants Click the Assign FimParticipant link t open a window where you can search for a FimParticipant t assign of create a new FimParticipant t assign Note To select a key to be emailed click anywhere on the Key in the table below to select iL To unselect a selected key just click again Show Assigned Keys As Well Email Selected Keys to Participants Key Id Status Facility Participant 359b30a83402c176 Purchased Wollongong Hospital Assign Participant 4ae4c5039e35220b Purchased Wollongong Hospital Assign Participant 332a13332386122db Purchased Wollongong Hospital Assign Participant c340beb6d2dc 4c 176 Purchased Wollongong Hospital Ass
114. ustralian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Accessing the online data entry system AOS ODES 1 Click on DATA ENTRY from the DATA menu Figure 13 A R O C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY DATA EXTRACT DATA AUDIT DATA SUMMARY Figure 13 AOS data menu 2 Click on the facility or ward Figure 14 for which you will be entering data If the user works at a Single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be available for selection refer to page 25 f A R O C DATA ENTRY CHANGE FACILITY CHANGE PATIENT HELP EXIT DATA ENTRY select Facility Anywhere Hospital A Ward SW Anywhere Kiwi Hospital NZ Figure 14 Select Facility screen 3 The Patient Search screen will appear Choose from two options a Search for an existing patient or b Create a New Patient It is recommended to always first Search for the patient to ensure that they do not already exist in AOS Figure 15 Users can Search by Patient Identifier and or episode date s Patient Identifier r Q Search New Patient Figure 15 Patient Search screen AOS User Manual V5 0 September 2014 FER UNIVERSITY OF 2 AROC
115. vided to you by email Your username and password will be case sensitive so it is best to copy and paste from the email sent to you by AROC to your internet browser When you first log in to AOS you will be prompted to change your password Draft AOS User Manual V4 5 June 2014 mm i hsri UNIVERSITY OF X AROC australian health services WOLLONGONG Ly australasian rehabilitatior research institute VL outcomes centre AROC Homepage Obtain AOS login Obtain FIM ID Log in using AOS Username and Password Log in with FIM ID AOS Homepage B v uu EM om Generate Data Entry Data Download TOES TET Lodge Upload AROC reports met My Exam support Online Store Kus ticket AN SNAP HCP Ms extract data entry ACHS clinical Other Manage Keys Reports only Draft AOS User Manual V4 5 May 2014 indicator reports Figure 1 AOS flow chart UNIVERSITY OF aa AROC WOLLONGONG CJ australasian rehabilitatior outcomes centre oe ahsri australian health services research institute Logging into AOS 1 Log into AOS from the AROC homepage http ahsri uow edu au aroc Figure 2 2 Once the Login screen has opened Figure 3 choose from AOS LOGIN or FIM LOGIN a To log into AOS using the AOS login enter Username and Password in the corresponding fields and click Log In to AOS b Tolog into AOS using the FIM login enter your FIM ID in the corresponding field and click Log In to FIM
116. vidual FIM WeeFIM clinician known to AROC The FIM ID is provided on your FIM WeeFIM credentialing certificate If you cannot locate your FIM ID please ask your facility trainer who will have the latest credentialing status report listing all FIM WeeFIM clinicians and their FIM IDs If the facility trainer cannot locate it either please email fim uow edu au and include your name facility email address and the date you last completed the FIM WeeFIM exam If you are new to FIM WeeFIM and are booked to participate in a workshop you will receive your FIM ID and instructions about how to access the FIM WeeFIM online system via email shortly after the workshop Logging into AOS as a FIM WeeFIM clinician or FIM WeeFIM Facility Trainer 1 Log into AOS from the AROC homepage http ahsri uow edu au aroc refer to Figure 2 on page 7 2 Once the Login screen has opened Figure 70 choose from AOS LOGIN or FIM LOGIN a If you are a FIM WeeFIM trainer or coordinator log into AOS using the AOS login enter your Username and Password in the corresponding fields and click Log In to AOS b If you are a FIM WeeFIM clinician log into AOS using the FIM login enter your FIM ID in the corresponding field and click Log In to FIM AOS User Manual V5 0 September 2014 rum ate i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC If y
117. w chart AOS User Manual V5 0 September 2014 EN i e ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG C australasian rehabilitatior outcomes centre Ambulatory episodes Staff types e Enter the staff type who provided therapy during the episode of ambulatory care Figure 32 shows the Staff Types options e Amaximum of 10 Staff Types can be selected e f an 11 Staff Type is ticked a reminder will appear on screen You may only select up to 10 staff Types Figure 32 e If more than 10 Staff Types are ticked on the data collection form please consult with the relevant clinician to determine which are the 10 most important items to enter Staff type providing therapy during episode of care You may only select up to 10 Staff Types Aboriginal Liaison Worker Nurse Practitioner Audiologist A Neuro psycholagist Case Manager Occupational Therapist Clinical Nurse Consultant Physiotherapist Clinical Nurse Specialist Community support worker Dietitian Enrolled nurse Podiatrist Psychologist Registered Nurse Recreational Therapist EJ wf I Ey Ej y Exercise physiologist Remedial Gymnast Speech Pathologist social Worker Educational tutor Therapy Aide Hydrotherapist TA Vocational Co ordinator Interpreter Other Medical Officer Figure 32 Ambulatory episodes Staff types Impairment specific tab This tab will only be visible if an
118. y of the following AROC impairment codes are selected in the Episode Start and Clinical tab Figure 33 e Traumatic Brain Injury 2 21 2 22 e Spinal Cord Injury 4 1111 4 23 e Amputation 5 1 5 9 e Reconditioning 16 1 16 2 16 3 The data items listed on this tab are relevant only to the impairment selected Enter all items on the screen then click Save and Continue to save data entered and move to the next tab AOS User Manual V5 0 September 2014 290 i e ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Episode Start 12 04 2013 Patient Identifier 12345 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary 16 1 RE CONDITIONING FOLLOWING SURGERY Rockwood Frailty Score pre morbid J B tem Required OUTCOME MEASURES AT DISCHARGE Was patient able to participate in therapy from day 1 Has patient fallen in last 12 months Has patient lost gt 10 of their body weight in the last 12 months Item Required Save and Go Back Save and Continue gt f a Audit Episode Figure 33 Impairment specific tab for reconditioning Amputation of Limb 5 11 5 29 Casting and prosthetic fitting date fields To enable collection of all data items for this impairment the data entry screen and forms have b

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