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EMR Input Manager - Family MedCenters

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1. Input Manager Scanned Documenta EI Session View Help GR Arten gif brewing fi photo card Sp custom Location Hesichmates Au dex SW nor rene E Scanned Documents a sternal Transcriptions EI Mena ame we a Internal Transerigbions gt Document Types rues Id Scanning Qualities Crested DatejT atent El System Manager gazis Approved by System Manager 1 Matt Ryan E System Manager azai Approrad by System Mareen Matt Ryan EJ System Manager 25 05 Approved by System Manager 1 Matt Ryan El System Harper azas Approved by System Manager Lo Math Ryan E System Manager 09 23 05 Approved by System Manager i Matt Ryan Ei System Manager garzas Approved by System Manager 1 Matt Ryan System Manager a Fae Apono wed by System Manager Matt Ryan al Manager 11rl pls Submitted ho Aare Weby HOC gt Mett Ryan System Manager iiras Submited ho System Manager 1 Matt Ryan SP Srshem Manager LUOS 02 27 pm Scanning in Progress 1 SD System Manager igas 02 58 pm Scanning in Progress 5 ncoming Fax System Manager LOSE 12 52pm Ready for Indexing 3 SPS stem Manager Liisi 04 55 pm Ready for Indexing 2 With a selection made in the navigation pane on the left asecondary toolbar contains shortcut icons for the following tasks e Scanned documents Open Scanned Document dialog to scan in anew document see Scanning Documents on page 20 Add New Insert e Transcr
2. Qy Administration gt Document Types Dy Scanning Qualities Eh Transcription Statistics Reconcier E System Manager O2 06 06 11 37 am Approved by Sysbem Manager 1 Mr Fred Finley 6 Caregiver Matching ih System Manager O2 06 06 11 54 4m Approved by System Manager I5 Mr Fred Finley Patient Matching El system Manager 2 08 06 01 43pm Approved by System Manager 1 Mr Fred Finley W Audit Log system Manager 02 13 06 02 50 pm Submitted to Terry Manning MD 1 Mr Fred Finley EHE PM Interface Options 20 System Manager 02 13 06 03 47 pm Disspprcmed by System Manager 1 r Fred Finley Provider Import Queue E System Manager C606 114i om Approved by System Manager i Mr Fred Finley GH Location Import Queue system Manager O2 16 06 12 01 pm Submitted to System Manager 1 Mr Fred Finley SS System Manage C2606 1200 pm Rendy For Indexing ii OP System Planager C2606 10 17 am Ready for Indexing i System Manager O2 i j 10 22am Ready for Indexing 10 System Manager 21606 Lizz am Scanning in Progress 1 From ciphoand System Manager OO 10 57 am Ready For Indexing 4 BP System Manager 2 1306 03 45 pm Ready For Indexing 1 job title BP System Manager C2606 10 12 am Ready for indexing 7 aj i Logged in as Manager System Scanned Documents NOTE If someone else is editing the document Locked appears as the status To see who is editing the document double click on it 4 To open the document
3. E P3 Input Manager Scanned Documents fe External Transcriptions 22 Internal Transcriptions T i Paper Ske Aut ry S Domen T pes Dard Gray Scale 150x150 Business Card an nun Dorawing Gray Scale 200x200 US Letter 0 No 0 gegen Photo Color RGB 300x300 US Letter 0 Na Eh Transcription Statistics gt EE Rsconcier Text Black amp White 150x150 US Letter 0 No 0 2 Double click a Type or select it and press F2 on your keyboard or click 6 Edit Quality Quality Properties Ea eneral Quality Type Pixel Type Gray Scale 8 bitipixcel Resolution 150x150 pixelstinch Faper Size Business Card Image lighter 7 Brightness Contrast Reset Cancel 3 Change the Pixel Type Resolution Paper Size Brightness Auto Brightness or Contrast NOTES For each of these you can choose a setting or the setting of Scanner Default which uses the default settings of the specific scanner If the scanner does not support the chosen options ignore the settings To not 59 Transcription Statistics apply a value select Scanner Default in the drop down lists or deselect the check boxes 4 Click OK to save the changes Transcription Statistics Input Manager provides statistics to help gauge transaction statistical performance based on the status of all completed SOAP and General documents after submission for caregiver review Transcription statistics can be display
4. Internal Transcription Approved You can view preview and print the transcription and listen to the original dictation All other statuses The Transcription dialog box is enabled Aue ee E approve indes Patient Peter Parrot Submited Br Dictation Audio Disi Type Pewee of Spier Dietated By Terry Manning HD Gitan Date 4 10 2006 ajai ot Transcription Bao S a Ihe Train Rest in Tarba You can enter dictation preview print or save the transcription You can also submit it to the caregiver for approval or approve it and save it directly to the H amp P Report for the encounter NOTE If the transcription has already been submitted for caregiver approval the Submit button is disabled 3 Scanned Documents 3 Scanned Documents NOTE Scanned documents are not intended to be used as diagnostic tools or to provide medical diagnoses Scanned Documents Overview In Input Manager you can scan documents files and images into HealthMatics EMR update them and link them to patient charts and encounters W Input Manager Scanned Documents Mi E3 Pr m Tet gif Drawing Photo Ecard Custom Location Heathmatics Sd oout ext EHP Input Manager Scanned Documents gt External Transcriptions ce g BS convert to Job Bf Merge Jobs ER caregivers riter El EEE en potenti r AN ess fe
5. 1 Input Manager Overview 1 Input Manager Overview HealthMatics Input Manager is one of several HealthMatics EMR modules With Input Manager you can create scanned documents and transcriptions and then manage them by tracking their status and identifying those that still need work Input Manager also lets you reconcile imported provider accounts and provider locations to those already in HealthMatics EMR and reconcile imported patient results to caregivers or patients in HealthMatics EMR In the Input Manager module you can do the following tasks e Input Manager Scan documents and index link them to a patient encounter diagnosis or order in HealthMatics EMR You can also transcribe documents dictated into hand held devices external transcriptions and link them to Caregivers and patient encounters and transcribe voice notes internal transcriptions that are automatically inserted into the H amp P Report for the appropriate patient visit e Administration Create document types for your scanning projects set scanning qualities and resolutions and monitor transcription statistics e Reconciler Match results received from external laboratories to caregivers and patients in HealthMatics EMR database You can also view a log of activities associated with the Reconciler as well as with other HealthMatics interfaces e PM interface options Match providers and locations imported from your Ntierprise practice management syst
6. Press Insert on your keyboard or on the secondary toolbar click ar Add a Scanned Document At Title enter a name for the file s you are going to import Optional Create a group into which you can import the files see Scanning page groupings on page 23 In the Pages box click 4 Add Item and select From Files i Scanned Document Tite Health Record For ages pajla th Add Pagels BE From Files From Directory he From Clipboard gt Custom Add Group Rematescan TM Custom Use Auto Feeder Black and white drawing Select the file you want to scan and click Open NOTES To select multiple consecutive documents press and hold the Shift key while clicking the first and last document to be selected To select multiple non consecutive documents press and hold the Ctrl key and click the individual documents to be selected 41 Importing Files for Scanning 42 7 Continue with the scanned document process as usual see Editing Scanned Images on page 27 Importing multiple files from directories 1 2 10 11 In the left pane of Input Manager select Scanned Documents Press Insert on your keyboard or on the secondary toolbar click oF Add a Scanned Document At Title enter a name for the file s you are going to import Optional Create a group into which you can import the files See Scanning page groupings on page 23
7. 11 Scanned and Transcription Documents e Submitted rejected If you open a document with a Status of Submitted or Rejected the Send Scanned Document dialog box appears where you can view a message from the caregiver if any view the document or edit indexing information a Send Scanned Document sGromad Ares Brent m chte lt G ki P 3 Qe Id r Pl hod Fe to width mooo rl afis as i AIS TSOHTRATITE Foliow ws H TATUS Stable ISTORY OF PRESENT ILLNESS ix weeks Sliow up after cf s jen fFeale wei Hie man Page 1 1 Zoom Width FF Smooth Display e Approved If you open a document with a Status of Approved saved to the chart the Send Scanned Document dialog box appears without the Message tab You can view or print the document view the indexing information and rotate the image if necessary W Send Scanned Document SSI gt el ae 8715 00 HIEF COMPLAINT Follow up HIV infecti TATUS Stable ISTORY OF PRESENT ILLNESS The patie ix weeks follow up after changing th macient feels well His main complai is antiretroviral medication Good ap AST MENTCAL HISTORY Reviewed and uneZ Page 1 1 Zoom Width v Smooth Display 12 2 Input Manager Documents Viewing external transcription screens e Submitted rejected If you open an external transcription document with the Status of Submitted or Rejected and Needs Review w
8. Located at the top of the window the title bar displays the name of the application Input Manager and the window view or dialog box that is active Menu bar Located directly below the title bar the menu bar provides commands from drop down menus Toolbar Located directly below the menu bar the toolbar contains icons that serve as shortcuts for frequently used menu commands see the table below Also locations appear here Status bar Located at the bottom of the window the status bar displays the caregiver name and current view 1 Input Manager Overview e Navigation pane Located at the left side of the window the navigation pane provides a tree view and administrative functions connected with Input Manager e Preview pane Located at the right of the window this pane includes a secondary toolbar with command icons and filter fields for Patient Dates and Status to help you locate documents Toolbar icons provide shortcuts to the following commands ae Go Back Go back to the previous view Click the arrow to select a specific previously accessed view E Go Forward Go forward to a previous view Click the arrow to select a specific previously accessed view Ten oaeo nrar W Logout and exit Input Manager Input Manager Window 2 Input Manager Documents Input Manager Documents All incoming documents scanned internal transcriptions and external transcriptions display in Inout Manager
9. Title bar a Input Manager Scanned Documents Menu bar panen tan lea Toolbar Prp m Tet gif Drawing A photo Ecard custom Location Heathmatics Ejea ber SH Input Scanned Documents iy nS 5i 22 External Transcriptions ch c a Bd convert to Job RE Merge Jobs ER caregivers rer fs Internal Transcriptions I er en Patient lt All Patients gt Dates Today Ei a gt Document Types Status lt Al Requiring Action gt Navigation en gaues Date Time Status Pages Tite Patient ne rarsonption Stakictics pa B Recondker System Manager 02 08 06 10 4 am Disapproved by System Manager 2 Mr Fred Finley 6 caregiver Matching I System Manager O2 08 06 10 57 am Disapproved by System Manager 2 Mr Fred Finley Preview pane Patient Matching MM System Manager C2 08 06 11 03am Disapproved by System Manager 3 Mr Fred Finley Y Audit Log J System Manager C2106 0347 pm Disapproved by System Manager 1 Mr Fred Finley Ele PM Interface Options system Manager 02 16 06 12 00pm Ready for Indexing 1 Provider Import Queue BpSystem Manager 03 23 06 4 11pm Ready for Indexing 10 GE Location Import Queue system Manager 2 16 06 10 17 am Ready for Indexing 17 System Manager 2 16 06 10 22am Ready for Indexing 10 Sb System Manager Zr Dee am Scanning in Progress 1 From clipboard The Input Manager window includes the following elements Title bar
10. To view the result notification in the Clinical Module to the following 1 From the left pane of the HealthMatics EMR desktop or the status bar click Result Notifications om gt Open IE 4 Review ee Reply f Forward fs Caregiver Manager System mel Frm Subject Patient Manager System Lab results 5 Finley Mr Fred 5 4 2006 10 10 A Manager System Procedure res Finley Mr Fred 58 2006 4 58 PM Result Notifications NOTE Notifications are a convenience they do not confirm whether results have been received following e IF results display in the reconciler you received results from the external laboratory however the reconciler could not match the results to a patient record nor post them to HealthMatics EMR Continue with the instructions in Caregiver Matching on page 63 e IF results display in neither the reconciler nor in the Clinical Module request another download from the external laboratory after checking your modem and connections if you use a dialer interface Check your services if you use an HL7 Receiver Interface If the results do not display return to Input Manager gt Reconciler and do one of the 6 Reconciler If the reconciler is empty after the download process finishes click fe to refresh and verify all results were successfully matched and sent to HealthMatics EMR Unmatched results from the download process display in the re
11. Vento Dierworine atime u fee pomeram a perenna pooner p pee pore p foe pores o peme emen I fjerene zan onnenn e Zoom to whole page Zoom to show the whole page in the window 6 Reconciler a ae From the drop down list select the view percent or a 71 Patient Matching 72 Patient Matching When downloaded results for a patient cannot be matched to a HealthMatics EMR patient the items appear in Patient Matching in the Reconciler Unmatched results can happen if your practice management system stores the patient name one way and the external laboratory stores it another Matching these unresolved patient names also enables future results to be received from the external laboratory and recorded automatically in the HealthMatics EMR HealthMatics EMR uses five identifiers to match patients in the reconciler patient name date of birth gender SSN and patient ID There are four combinations of these that can be selected as the matching criteria for each result interface e Patient name date of birth gender SSN patient ID e Patient name date of birth gender SSN e Patient name date of birth gender patient ID e Patient name date of birth gender The HealthMatics Interface Specialist configures the interface and chooses the patient matching criteria based on your facility s needs NOTES e You must match caregivers in Caregiver Matching before you can see their unmatched patients in Patient Ma
12. Identify the transcription by doing the following e Click the Patient search button and select the patient to which the transcription refers e Click the Dictation Date search button and select the date for the transcription e Click the Caregiver down arrow and select the dictating caregiver s name e Click the Attachment Type down arrow and select the type of document you are creating 4 Inthe Transcription text box transcribe the dictation 5 If needed select text and click the Transcription toolbar icons to format it NOTE The formatting tools can help place importance on a particular part of the document or indicate topic changes Copy selected text to clipboard 50 4 Transcriptions EEE EEE ape we m la Clear alltextin the pane all text in the pane AO O imania Ea style and Size as well as Effects and Color B Bold CB Bold selected text selected text z sonn fees u foeren fese ome foroo _ 6 Optional Enter comments to the caregiver at the bottom of the dialog box These comments are not part of the transcription and do not appear in the patient s chart 7 Use the primary toolbar icons to review and submit the transcription for approval see Reviewing and submitting transcriptions for approval on page 52 NOTE You can also click E Schedule to search through the caregiver s schedule to check for missing transcription on a given date see Searching schedules
13. selecting devices 18 setting options 18 settings 17 viewing information about 17 scanning deleting pages groups 25 document management 44 from dialog box 21 from the toolbar 20 groups creating custom 25 placing pages in 24 images rotating 28 zooming 34 importing files 41 multiple files 42 in progress screen 11 process 20 overview 15 qualities setting 59 schedules identifying missing transcriptions 54 smoothing scanned documents 27 SOAP transcribing 51 transcription process 49 Index transcriptions creating new 49 statistics displaying for transcriptions 60 statuses filters in Input Manager 9 scanned documents 16 T transcriptions external creating new 49 description of 49 screens 13 general creating 50 process for 49 internal creating transcribing 55 screens 14 transcribing iin EMR 55 overview 49 reviewing submitting for approval 52 searching schedules for missing 54 SOAP process for 49 transcribing 51 statistics displaying 60 types of 2 viewing 10 U unmatched caregivers matching to 65 patients in reconciler 72 matching to 74 viewing in reconciler 72 results viewing in reconciler 63 UPIN overrides 83 Z zooming scanned images 34 91
14. Display the last page Zoom 100 Zoom page to 100 A Zoom to page width Zoom page to fit the width of the window oO Zoom to whole page Zoom to show the whole page in the window to show the whole page in the window m View settings a dainean A the drop down list select the view percent or setting To edit page names after indexing After you index a scanned document to a patient but before you submit it for review the only thing that you can change is the rotation of the image 1 From the Scanned Document dialog window click the page you want to edit 2 Click 59 Edit Item and select the rotation option Alternatively right click and select the rotation option To zoom in on images after indexing Use the zoom feature to increase or decrease the size ofthe image Zooming can help you focus on a particular area of the image when necessary 1 To zoom in on an image click amp Zoom Cursor to zoom in closer 2 To zoom back out click one of the zoom to page width or whole page options 3 Scanned Documents Submitting Scanned Documents After documents are complete and revised as necessary submit them to a caregiver for review and approval as a chart attachment to the patient record The default caregiver depends upon how the documents are indexed e ifthe documents are linked to an encounter they are sent to the encounter s Caregiver e If the documents are linked to a diagnosis they are sent to the p
15. In the Pages box click 4 Add Item and select From Directory Import Directory x Import Directory Ardirt Amscan 2 I Include Sub Directories Delete Files after Import Cancel Click the Import Directory search button and accept or change the default import directory for the location NOTE The location s default import directory can be changed in the Administration Module To import sub directories check Include Sub Directories To delete the imported files from the selected directory after you import them check Delete Files after Import Click OK to import the images NOTE Clicking Cancel stops the import and closes the dialog box but the imported images up to the moment you clicked Cancel will appear Select the file you want to scan To select multiple consecutive documents press and hold the Shift key while clicking the first and last document to be selected NOTE To select multiple non consecutive documents press and hold the Ctrl key and click the individual documents to be selected Continue with the scanned document process as usual see Editing Scanned Images on page 27 3 Scanned Documents Importing images from clipboards You might want to import a image that was saved to the Windows clipboard into Input Manager You can import bit mapped images stored on the clipboard 1 2 In the left pane of Input Manager select Scanned Documents Press Insert on your keyboard
16. SE Bo Oo gt Bl sm AEC See Indexing scanned documents as a separate task on page 31 6 Click the Document tab to display the document in the viewer t Send Scanned Document oix f Forward 4 Approve X Reject E Delete Er A This document was rejected T H a m ld qd gt Pl 590 rt to Width Pages 165 00 ge z her Not Reviewed FHYSICAL EA Page 1 2 Zoom Width Smooth Display In the left pane click a thumbnail image of a page The larger image appears to the right 45 Managing Scanned Documents 46 7 Use the secondary toolbar icons to do any of the following Edit Selected EI Rotate 90 left Page Rotate 90 right Rotate 180 Turn page upside down Print Documents Open Print Document to select printer and print options selected page only or all pages in document m prow _ e image at point of cursor Navigate to First S ZZ the first page in the document Page Ctrl H Navigate to Go back one page in the document Previous Page Navigate to Next Go forward one page in the document Page Navigate to Last Display the last page in the document Page Ctrl End E Zoom to 100 Enlarge image to its actual size Enlarge image to its actual size to its actual size Zoom to Fit Page Resize image to fit the width of the page Width Zoom to Fit Whole Resize to fit the whole image on the page Page lt drop down list gt Resize i
17. When you add a new location to the practice management system When the PM system displays error messages that indicate queued location information does not match or map to a HealthMatics EMR location To map imported locations follow the steps below 1 From the left pane of Input Manager under PM Interface Options select Location Import Queue u Input Manager Location Import Queue Session View Help fe Text gf Drawing A Photo El Card gt Custom Location Healthmatics ES Logout UD Ext oO doe oh r Location Import Queue Input Manager B Scanned Documents as fe External Transcriptions ii Import kin a Internal Transcriptions Leceuan id Tone a E Administration peee p SSS SESE SIS SESS SSS SSS SS SSS SS SSS SSS SS SSS SS SS SS SS SSS SS SS SSS SS SSS SS SSS SSS SS SSS SS SSS SSS SSS SS SS SSS SS SS SSS SSS EEE SESS ESSE Dounie ee E EE EE E E ennnnnnnenenraneoneonene d nen Scanning Qualities Transcription Statistics Ee Reconciler ow Caregiver Matching Patient Matching li Audit Log Ele PM Interface Options Provider Import Queue Ka ae Location Import Queue Locations set up in your PM system that are available for importing display to the right If there are no items to import None displays and Import is disabled Select a PM location and click Import or double click the item to display Import Location NOTE The PM location name
18. and Rejecting Scanned Documents Approving and Rejecting Scanned Documents When you send scanned documents for approval they appear in the caregiver s Inbox in HealtnMatics EMR The caregiver can approve reject or forward the scanned document to another caregiver Caregivers can approve reject and or forward scanned documents to other caregivers in both HealthMatics EMR and in Input Manager Processing scanned documents in the EMR 1 Inthe left pane of the Clinical Module desktop select Documents 2 Double click a scanned document message or select it and click Open to display Send Scanned Document h Send Scanned Document Iofs Forward Approve EB Reject CODelete rig oe EA Auto advance bo next document Message Document Index 39 lga W O 4G taPage a 15 0 HIELT ESMEDIA TATS Fellow un H TATUS Stable ISTRY OF PRESENT ILLNESS ix weeks oliow up after ct azient feels wel His ma is antiretrovirsl medication AST MEDICAL HLETORY Revier Page 1 1 zoom Page Smooth Display 3 Inthe Pages pane click thumbnails to display the pages to the right 36 4 Click the Index tab to verify and or correct the indexing information 3 Scanned Documents Send Scanned Document Scanner System Manager Submitter System Manager Date 2 16 2006 Re Weeks agoj Title Path Reports Bar S Bly Jox G Forward Approve x Reject CoDelete c
19. and contact that you select appear near the top of 7 PM Interface Options the dialog box You can map the PM location to an existing location in HealthMatics EMR or to a new HealthMatics EMR location that you create Import Location E Select a Location from the list below bo map the imported Location Pediatric Clinic of Cary af Family Practice Clinic 1111 Northwest Street Cary MC a Healthmatics abe Internal Medicine Clinic 1114 Northwest Street Cary ME a OB G N Clinic 1112 Northwest Street Cary ME abe Pediatric Clinic 1122 Northwest street Cary ME 3 Map the PM location by doing one of the following e To map the PM location to an existing EMR location select an EMR location from the list and click OK and Yes to confirm e To map the PMS location to a new EMR location select lt Add as new Location gt at the top of the Name column and click OK to display Location Properties refer to Location Properties in the Administration Module manual for detailed instructions gt Enter new location information on the Settings tab gt Click the Address tab to enter address information gt Click OK to map the PM location to the new EMR location that you created NOTES e The mapped location no longer displays in the Location Import Queue e After you match a PM location to a HealthMatics EMR location you cannot change the mapping Contact Support if you need assistance 87 Location Import Queu
20. click amp Submit to display Send Transcription 7 Verify or change the Caregiver and enter a Subject 8 On the Message tab enter a note to the approving caregiver if desired NOTE Messages and Comments serve as important communication between the caregiver and the transcriptionist Text in the Comments or Message boxes should identify misunderstandings or clarify transcription content Each comment saves as a permanent part of the transcription record but does not display on the patients H amp P Report 9 If the caregiver is waiting for the transcription select the High Priority box at the top of the screen 10 Click Send The transcription with the message attached appears in the Documents view of 53 External Transcriptions 54 the caregiver s Inbox and the Documents icon on the caregiver s status bar increases by one Searching schedules for missing transcriptions To see a list of patients seen by caregivers on a given date to determine whether dictation has been received for all patients seen on that date you can quickly check caregiver schedules 1 Inthe left pane of Input Manager select External Transcriptions and click Ar and General or SOAP to display the Transcription dialog box 2 On the primary toolbar click Schedule Schedule Search x Date 5 10 2006 Today 1 1 Caregiver eal Caregivers gt Patient ea Patients gt p all Location lt All Locations gt Sear
21. empty However for any unmatched results you must determine why they were not matched and then and match them manually Before downloading results for the first time you can select criteria for matching patient records and assign account number IDs to ordering caregivers See Reconciler on page 61 PM Interface Options When you import providers or locations from your hospital information system you might need to match them up with existing providers and locations in HealthMatics EMR to prevent duplicate information Inout Manager lets you reconcile imported providers and locations to information already in HealthMatics EMR See PM Interface Options on page 83 1 Input Manager Overview Provider import queue overview Most practices use a Practice Management System PMS to store demographic information about providers or caregivers You can import this information into HealthMatics EMR through an interface between the two products Some practice management systems allow multiple accounts for a single caregiver but it is important that caregiver information not be duplicated in HealthMatics EMR Use the Provider Import Queue in Input Manager to review and approve new and modified caregiver information in the following situations e Before the first time use of the HealthMatics EMR application and HealthMatics PMS Interface e When you add a new caregiver to the PMS e f you encounter problems importing caregiver schedules to
22. for missing transcriptions on page 54 Transcribing SOAP dictation 1 Inthe left pane of Input Manager select External Transcriptions 2 Press Ctrl S on your keyboard or on the secondary toolbar click 5p New Transcription gt SOAP W Transcription A g stmt DI approve CE schedule ee edeniey a Gwegver roer see Dictation Date r22 2006 ni wesksago f me o Encounter O a l Transcription Subjective Objective Assessment Plan Misc BAD ABI USERS A 3 Identify the transcription by doing the following 51 External Transcriptions 52 4 e Click the Patient search button and select the patient to which the transcription refers e Click the Dictation Date search button and select the date the transcription was dictated e Click the Caregiver down arrow and select the dictating caregiver e Click the Encounter search button and select the associated visit if any In the Transcription text box click tabs Subjective Objective Assessment Plan Misc and transcribe the dictation on each tab as appropriate Review the transcription and use the secondary toolbar icons as needed to revise and format it see Transcribing general dictation on page 50 for a description of the icons Use the icons to review and submit the transcription see Reviewing and submitting transcriptions for approval on page 52 Reviewing and submitting transcriptions for approval After
23. no additional message is entered 7 PM Interface Options 7 PM Interface Options Practice Management interfaces provide the following two import queues for HealthMatics EMR e Provider import queue Use this queue to review and match imported caregivers to HealthMatics EMR caregivers see Provider Import Queue on page 83 e Location import queue Use this queue to review and match imported caregiver locations see Location Import Queue on page 86 Provider Import Queue Most practices use a Practice Management PM system to store demographic information about providers or caregivers You can import this information into HealthMatics EMR through an interface between the two products Some practice management systems allow multiple accounts for a single caregiver but it is important that caregiver information not be duplicated in HealthMatics EMR Use the Provider Import Queue in Input Manager to review and approve new and modified caregiver information in the following situations e Before the first time use of the HealthMatics EMR application and HealthMatics PM Interface e When you add a new caregiver to the practice management system e If you encounter problems importing caregiver schedules to HealthMatics EMR e Periodically to check to see that there are no new caregivers in the queue e When the PM system displays error messages that indicate queued caregiver information does not match or map to a HealthMatics EMR car
24. or on the secondary toolbar click ar Add a Scanned Document At Title enter a name for the file s you are going to import Optional Create a group into which you can import the files See Scanning page groupings on page 23 In the Pages box click 4 Add Item and select From Clipboard Continue with the scanned document process as usual see Editing Scanned Images on page 27 43 44 Managing Scanned Documents Managing Scanned Documents You can perform several tasks in Input Manager that help make working with scanned documents more efficient These tasks can also encourage communication between you and the caregiver and possibly increase the accuracy of the documents Viewing and editing submitted documents Once documents are scanned into Input Manager you can view and edit them in Input Manager This is useful when a document is rejected needs to be rotated or otherwise edited You can view link documents to encounters diagnoses or plans add comments submit them for caregiver review or save them to patient charts In addition you can view and compare images from multiple dates Example A patient has an echo cardiogram every year You can compare the documents from one year to the next by viewing saved documents from Input Manager 1 Inthe left pane of Input Manager click Scanned Documents 2 Click the Status down arrow and select one of the following Document submitted View the image rea
25. page groupings on page 23 5 To store the page you will scan in a group select the Group folder in which you want to add a page 6 Inthe Scan pane on the left click the down arrow to select the scanner if there is more than one 7 Optional To see the settings that your scanner supports in the Scan pane on the left click Device Info IMPORTANT Input Manager allows you to set settings that might not be supported by your scanner Click this box to view the settings that your scanner supports see Viewing scanner information on page 17 21 Scanning Documents 8 Optional Inthe Scan pane on the left select any of the following Use Auto Feeder Use the automatic feeder for scanning if your scanner has one e Defaults to the most recently used setting NOTE If there is no paper in the autofeeder it scans on the flat bed automatically Duplex both sides e Scan both sides of a document e Defaults to most recently used setting Show Scanner Dialog Set scanner properties just before you scan a document The Scanner Dialog appears after you select the type of scan that you want Text Drawing Photo Card or Custom see Setting scanner options on page 18 9 Place the pages you are going to scan in the scanner 10 Inthe Scan pane on the left click one of the Scan buttons see Scanning documents using the primary toolbar on page 20 to start scanning 11 Inthe Pages box use the icons to do t
26. process To scan a document photograph business card or image into HealthMatics EMR and attach it to a patient s chart you will complete these general steps e Scan a document to create an electronic image in Input Manager e Index match the image to a patient and possibly an encounter diagnosis or plan e Submit the scanned image to a caregiver for review and approval or if it does not need review save it directly to a patient s electronic record In addition scanned documents can be annotated rejected edited and resubmitted or deleted 15 Scanned Documents Overview 16 About scanned document statuses Scanned documents can have any of the following statuses Scanning in progress The document has not been completely scanned or is not ready for indexing Ready for indexing The document has been scanned and is ready to be matched to a patient s encounter diagnosis or lab order in HealthMatics EMR Locked Someone else is indexing the document and it is not available for you to edit Document submitted The document has been scanned indexed and submitted to a reviewing caregiver for approval The Needs Review option was selected in Input Manager Document rejected disapproved The document was rejected by the caregiver It might be the wrong image or not the latest result that the caregiver wants to use Document approved The document has been approved by the caregiver and saved to pati
27. radio button 2 Click the Source down arrow and select either lt All Sources gt to match results for all results interfaces or select a specific results interface 63 Caregiver Matching 3 Select an unmatched item and use the secondary toolbar icons to do the following Delete Delete the selected caregiver match Caregiver matches cannot be deleted if results are unmatched 2 Edit View incoming caregiver name Id and UPIN and test results for the selected item see Caregiver Matching on page 63 ww View Results View details of the results received Refresh the list of results in the Caregiver Matching view Source List all results interfaces available Show List result items that the system was unable to match to EMR Unmatched caregivers Caregivers Show Matched List result items matched to EMR caregivers Caregivers For the unmatched results you can do the following e Identify an unknown caregiver called the incoming caregiver and match it to a correct ordering caregiver e Identify an unknown caregiver and match it to a caregiver you add see Adding new caregivers in the reconciler on page 66 e Selectively remove unwanted tests and their associated results see Deleting results not matched to patients on page 79 64 6 Reconciler Matching results to caregivers 1 In the left pane of Input Manager under Reconciler select Caregiver Matching NOTE The view defaults to Unmatched Caregi
28. specified patient e Location Click the Location down arrow to select the location for the documeni s It defaults to the scanning location e Type Click the Type down arrow to select the image group for example Pathology Reports that you want to associate with the document s The type defaults to the group of documents for example Pathology Reports that you 31 Indexing Scanned Documents 32 selected when you were grouping the scanned pages however you can add a description to it e Needs review Select the Needs Review check box if the caregiver needs to review the scanned documeni s NOTE The Needs Review box defaults to checked or unchecked based on the Document Type selected e Date Click the Date search button to select the document date which defaults to Today NOTE Use the date recorded on the original image e Title Enter a title for the job The title you entered on the previous dialog box appears here however you can change it 6 Optional In the text box below Title optionally add a comment 7 IF you checked Needs Review in the Message box click the Caregiver down arrow to select the reviewing caregiver enter a Subject and optionally a comment in the text box below 8 Do one of the following e To send the scanned and indexed documents to a reviewing caregiver for approval click Submit or e To save the scanned and indexed document to the patient s chart without car
29. to return to the Provider Import Queue IF the caregiver has never been imported to HealthMatics EMR select lt Add as New Caregiver gt entry at the top of the Name column and click OK to display Caregiver Properties gt In Caregiver Properties do the following gt 7 PM Interface Options Enter caregiver information on the Identification tab Click the Address tab to enter address information Refer to Caregiver Properties in the Administration Module manual for detailed instructions Click OK to display Caregiver Locations In Caregiver Locations select one or more locations to which this caregiver should have access and click OK Refer to Caregiver Locations in the Administration Module manual for detailed instructions 85 Location Import Queue 86 Location Import Queue If you purchased the HealthMatics Ntierprise practice management system the Location Import Queue provides the ability to decide what to do with locations imported from that system into HealthMatics You can map imported locations to a location already defined in HealthMatics EMR or designate it as a new EMR location The Location Import Queue functions similarly to the Provider Import Queue see Provider Import Queue on page 83 Use the Location Import Queue to review and approve new and modified location information in the following situations Before the first time use of HealthMatics EMR and HealthMatics PM Interface
30. weber ile Sake eE ae deen 4 57 Archiving or deleting document types 222 2 nen nennen nn 58 Scanning Qualls 4 er Cae ss eae 59 Transcription Stallslies 0 3 a an nananana nnn aachen 60 6 HECONEIler surece een 61 Input Manager Reconciler Featufes z 2 u eee apd ae Gees RR ere eet ee rare 61 Result Notification Hierarchy 0 0 00 0 eee eee eee 62 Caregiver Matching s 024 4ex vad ein rar 63 Viewing the list of unmatched results 2 0 0 0 ce ee eee 63 Matching results to caregivers n n aana aana aa ees 65 Adding new caregivers in the reconciler 0 0 0 cc ee eee 66 Deleting caregiver matches naana aana aaa ee eee eas 67 Viewing and printing result reports from reconciler 0000 eee eee 67 Patient MatChiNng evs 5250540 rare 72 Viewing results not matched to patients 0 20 0c ees 72 Matching results to patients 2 0 0 eee eens 74 Deleting patient matches 0 0 eee eee 76 Verifying receipt of results sr nk eek 78 Viewing and printing results for patient matches anaana aaea 79 Deleting results not matched to patients n anaa aa aaaea 79 PUIG Og sedere ee ee ee ee A 80 HealthMatics EMR Lab Considerations 000 0c eee eee 82 7 PM Interface ODUONS zu ee ar 83 Provider Import Queue uuuunnn ee 83 Location Import Queue i ois d6cso eid ede Be nn 86 INGEX Soden oe ease ee ew oe ese eee eee 89 Input Manager vi
31. 0 6 Reconciler 6 Reconciler You can match test results received electronically from external labs with caregivers and patients in HealthMatics EMR If the interface cannot match a result to a caregiver patient in HealthMatics ERM the incoming unresolved results appear in the Reconciler of Input Manager From the Reconciler you can manually match the results to the caregiver and patient manually in your EMR database Once matched the test results are saved automatically to correct patient s record The Reconciler in Inout Manager is a secure system You can set security to determine who is authorized to initiate the process to obtain results from external laboratories as well as who can accept the results Patients are associated with locations through their ordering caregivers The Reconciler provides location level security and filters patients from caregiver lists Caregiver defined provider types can be added or removed from caregiver selection lists Patient data access is restricted by controlling location privileges to caregivers in the HealthMatics EMR Administration Module Reconciler Features The Reconciler includes the following features e Caregiver matching View a list of ordering caregivers received with patient results that do not match to the HealthMatics EMR database Use this feature to match unresolved results to the appropriate caregiver in HealthMatics EMR and to view and or clear results as needed see Car
32. Considerations 82 HealthMatics EMR Lab Considerations Consider the following when using HealthMatics EMR with Reconciler Electronic receipt of results HealthMatics EMR can receive patient results electronically over the interface IF Inout Manager and Reconciler are also installed Modification of electronic results You cannot modify electronically received patient results in either Lab Results in HealthMatics EMR but you can modify results that you enter manually into HealthMatics EMR Accession numbers A lab vendor assigned accession number displays in the Lab Results view in HealthMatics EMR when a lab order is highlighted Ordering through HealthMatics EMR HealthMatics EMR recommends that you order tests through HealthMatics EMR to document the order in the patient chart and to ensure accurate billing However the order is not sent electronically to the lab vendor and the results received back from the lab vendor do not get matched to these orders Result notification messages returned to ordering caregivers Result Notification messages typically are returned to the ordering caregiver recorded on the lab request form Specific settings for each practice are defined during interface setup Messages to HealthMatics EMR Reconciler sends one message per patient to the ordering physician s desktop When new patient results are sent to HealthMatics EMR and the physician already has a message about the particular patient
33. Document Type gt to each scanned page for example Page 3 Photo or Page 5 Text However you can change this name You might want to insert the scanning person s name as the page name 1 2 From Scanned Document select the page you want to edit and click gt Edit Item or right click and select Edit In Page Properties change the Name of the page and click OK 27 Editing Scanned Images Rotating scanned images Images can be rotated in 90 increments to the left right or inverted flipped This rotates the page in the screen display as well as in the stored document 1 In Scanned Document in the Pages pane select the page you want to rotate u Scanned Document Iof x Title review From clipboard Fi 90 Left 13 go Right GE 180 ages a is od mal Ra Baal crn a Page 1 Clipboard RIEF FOMFLAINT Follow STORY OF PRESENT ILLNESS ix weeks follow tp alter TLBENS cee els weil His ma gt Custom 2 To rotate the image click the Preview pane toolbar buttons to do the following Rotate 90 left Rotate the selected page to the left by 90 degrees Rotate 90 right Rotate the selected page to the right by 90 degrees Rotate 180 Turn the selected page upside down 28 Displaying image properties If you need to know details of a particular image such as the image type or image size use these steps to display image properties Use this informa
34. Documents 2 External Transcriptions Internal Transcriptions E G Administration BaP Bomer m am Frer E gt Document Types en Gh Scanning Qualities m Transcription Statistics i T Reconeiler a 0203 06 11 15 am 2 Mr Fred Finley N Caregiver Makching System Manager 02 13 06 02 50 pm Submitted to Ter 1 Mr Fred Finley A Patient Mabching men Manager 02 16 06 12 01 pm Submitted bo Sys 1 Mr Fred Finley Audit Log System Manager 05 11 0603 55 Submitted to T 1 Mr Fred Finley mr 3 Double click an item or select it and press F2 on your keyboard or click g Edit Item t Send Scanned Document oix Mame aes Re Reject Delete Gg ZB rt to width S lEF IO HIEF COMPLAINT Foliou up HIW TATUS Stanle ISTORT OF PRESENT ILLNESS H ny specific complainzs AST MEDICAL HISTORY RBevzzwed and une REVIOUS SUBGICAL HISTORY Reviewed ar AMILY HISTORY Reviewed and unchangec r Page 1 2 Zoom Width 7 Smooth Display 4 Click the Index tab and verify and or correct the indexing information 5 Then do one of the following e Approve To approve the document save it to the patient s chart and remove the message from your inbox click bA Approve e Reject To send the document back to the scanner click the Message tab enter a message to the person who scanned the document and click W Reject e Forward To forward the document to an
35. HEALTHMATICS SOLUTIONS Now part of ALLSCRIPTS HealthMatics EMR Input Manager May 9 2006 Statement of Confidentiality The information contained herein is proprietary and confidential to A HEALTH Systems No part of this document may be reproduced or transmitted in any form or by any means electronic written or mechanical including but not limited to photocopying and recording or by any information storage and retrieval system without prior written permission from A HEALTH SYSTEMS Statement of Accuracy This document is thought to be fully consistent with the level of product it describes at the time of printing Information is subject to change without further notification A HEALTH SYSTEMS does not assume any liability or provide any guarantees for the contents of this publication If you have any comments concerning this document contact the Education Specialist at A HEALTH SYSTEMS Statement of Responsibility Client agrees to be fully responsible for the operation of the system as outlined in the HEALTHMATICS User Manual and in accordance with the laws of its state To contact A HEALTH SYSTEMS A HEALTH SYSTEMS Phone 888 672 3282 5501 Dillard Drive 919 851 6177 Cary NC 27511 9234 Fax 919 851 5991 USA Web site http www a4healthsystems com Revision History and Copyright Trademark Information Original Release Date 5 17 06 Revision Release Date 5 17 06 Copyright 2006 A HEALTH SYsT
36. Mrs Olivia IB_Xref_IC Deleted 69 Highlight the item to see the details in the pane at the bottom of the screen 77 Patient Matching 78 Verifying receipt of results After all caregiver and patient matching has been completed for a result the caregiver can readily verify that results are available in HealthMatics EMR Only one caregiver receives a notification for results That caregiver is indicated in Input Manager gt Audit Log under Notify View Import Event WiewResuks View Result Report Greer te B DateRange edel Adve ealaaneytwes gt a Saison lt A Scurtes gt activity By calcoegvers gt f a Search By Order Lack Blattes fF Patent Requistion u Ordering Caregiver Accession a if LAB a Patient Match Deleted by User EME GO AYERS Mi LAB 4601520 4601520 KELLY Arial Suosi G AVERS M LAB 4601520 4601520 KELLY Ordering Caregiver Matched By User EMA BAILEY E LAB 4601530 4601530 KELLY Arrival Successful BAILEY E LAB 4600530 4601530 KELLY Ordering Caregever Matched By User EMR N ETEW A LAB GETOS ATEILSSBE No_Canegre Arwal Successfud 8 GEAL 5 LAB NEI Hissar BANNING T Patient Matched By Liner EMR al j Patient Name AYERS MERLIN IR Ordered By KELLY Patient ID Ct KELLY 335000 Gender Atbenthing Dicht EHEN Requisition 4601520 SSN 00069411 Accession 4601520 EMR Patient EMR Ordering Manning Teny MD EMR Cc EMR Abbond ng
37. Processing rejected documentS eon r cee ee eee 39 Importing Files for Scanning 0 200 e eee ees 41 Importing one or more files 0 0 0 ccc ee nennen 41 Importing multiple files from directories 0 0 cee 42 Importing images from clipboards 0 0 ees 43 Managing Scanned Documents 02 00 e eee ees 44 Viewing and editing submitted documents 0 00 c eee ees 44 Deleting scanned documents 00 ce ee eee 47 To delete entire scanned documents 0 00 cc ee eee ees 47 To delete pages for in progress scanned documents 000 een 48 To delete pages for scanned documents submitted 0 0 0 2 eee eee 48 A TaNSCHBUONS ze were arena Se aa oa ease E 49 External Lranscriplions z2 s24r 24 te bee oa idee ets Sed ee ew ele 49 Transcribing from external devices 0 cc eee 49 Transcribing general dictation 0 0 0 ccc eee 50 Transcribing SOAP dictation 2 2 4 22 KH ee Beds nn 51 Reviewing and submitting transcriptions for approval 0005 52 Searching schedules for missing transcriptions 0 000 eee eee 54 internal Transcriptions 000 c ees 55 Transcribing voice notes from the EMR 0 0 ce 55 p AGMINIStFAlION 352 2400 dies re 57 DOCUMENT IVDes a ur octet cnt ee ae Gane ae eam Shaw Geer ene Se 57 Adding document types 0 00 cece ee eee eee eens 57 Eding QOCUMECRTIWDCS 2 2204 an
38. ST ETAGNOSTICS ATLABTA 1777 HOWTREAL CTRCLE View the following sections in the report Header information Patient information Patient Name ID Sex Age Report information Accession ID Requisition ID Reported Received and Collected dates and times Site information Includes name address and phone number of the healthcare facility or location Caregiver information Ordering Physician Physician ID UPIN and physician location account number Remarks Comments if any 69 Caregiver Matching 70 Column information E Test name Ordered panel name with individual test holding the result indented below In range Test result value within valid reference range If test not performed DNR did not run displays Out of range Test results not in the valid range Low Low Low Medium High High High or Panic display Units Measurement of last ranges for example ratios liters or seconds Normal Range Range of normal values Status of results Preliminary Final Reviewed Notes General comments regarding lab orders or test results NOTE All report information is provided by the external laboratory that provides the download files In Print Preview use toolbar icons to do the following BB BE JE BEE EEE oe Magnify the image the i Magnify the image D soteeronds some use to click and drag the image as needed View One Page View one page ata time one View one page ata time at a time
39. System EMR CC EMR Attending l Logged in as Manager System Audit Log z 2 Click Yriter to select a quick filter see Quick Filters in the Application Reference manual or use any of the following filter to locate the log information you want to view Date Range Filter log entries by date Source e lt All Sources gt Displays log entries from all result interfaces or e Select a specific results interface to view log entries Activity Filter log entries by activity type Examples Patients Matched or Caregiver Match Reassigned Activity By Filter log entries by user who conducted the activity 6 Reconciler Search by Name Filter log entries by patient or ordering caregiver Click either Patient or Ordering Caregiver and enter the last and optionally the first name Search by Order Filter log entries by entering a Requisition number or an Accession number 3 To view the activity during the date range based on the filters you specified highlight an entry to see the details in the preview pane Ordered B n Activit LOE iy Ordering Caregiver Mal QNESL OLIVIA LAB MEZIFT Wa2o37 No Caregiver Arrival Successful HE QNEAL OLIVIG LAB HEZIFT MEZIFT No Caregiver_ Results Deleted by Use g OMEAL OLIVIA LAB MNIZIIT Nees MANNING T 3 Arrival Successrul SEONEAL OLIVIA MANNING T 3 Ordering Caregiver Ma gt Patient Name ONEAL OLIVIA Ordered By MANNING T 3060 Patient ID CC Gender F Att
40. Unresolved matches occur when your practice management system stores the name one way and the external laboratory stores it another Matching these caregiver names in the Reconciler also enables future results to be received from the external laboratory and recorded automatically in the HealthMatics EMR You must first match the results to an EMR caregiver before you can match results to patients NOTE After matching the incoming results caregiver to a caregiver in the HealthMatics EMR database you can break the match if necessary Breaking the match affects only future results It does not affect results already sent to the EMR see Deleting caregiver matches on page 67 1 Inthe left pane of Input Manager under Reconciler select Caregiver Matching Input Manager Caregiver Matching fc text gif Orawing Photo card Custom Location Healthmatics tagt pest Input Manager E Scanned Documenks fe External Transcriptions E g7 View Results AP Internal Transcriptions By Administration Source lt All Sources gt r Unmatched Caregivers Matched Caregivers o gt Document Types Source Matched to EMR Caregiver Login OOOO Eh Scanning Guss Transcription Statistics Reconcker Caregiver Matching D Patient Matching Y aud Log NOTE The view defaults to Unmatched Caregivers To list results already matched to caregivers click the Matched Caregivers
41. aregiver approval link them to the patient s electronic medical record either as SOAP notes located within the H amp P Report or as attachments standing alone or linked to specific encounters Internal Transcribe notes dictated by caregivers on the Voice tabs within Note boxes located throughout the HealthMatics EMR application External Transcriptions Caregivers can use external hand held devices to dictate transcription documents that staff members can transcribe into Input Manager and submit to reviewing caregivers for approval Approved transcription automatically becomes a part of the patient s electronic medical record There are two types of external transcriptions SOAP and General Transcription General transcription Caregivers use external devices to dictate and a staff member transcribes the dictation into Inout Manager and indexes matches it to a patient chart Caregivers can view the transcription from the face sheet under the transcription type General SOAP transcription Caregivers use external devices to dictate Subjective Objective Assessment and Plan SOAP notes A staff member transcribes the notes into Inout Manager and indexes matches them to a patient and encounter The transcriptionist then submits it to the caregiver for approval whereupon it becomes part of the H amp P Report for the linked encounter Caregivers can view approved SOAP transcription from the patient s Face Sheet by clicking the vis
42. aregiver for review based on whether the indexer selects the Needs Review box during the Indexing process If Needs Review is selected the review caregiver defaults as follows e If the document is linked to an encounter it defaults to the encounter s caregiver e If the document is linked to a diagnosis it defaults to the primary caregiver e If the document is linked to a lab order plan it defaults to the ordering caregiver Scanned documents can be indexed in two ways e You can index each scanned document immediately after scanning them see Indexing documents immediately after scanning on page 30 or e You or another caregiver can index all scanned documents as a stand alone indexing task see Indexing scanned documents as a separate task on page 31 Indexing documents immediately after scanning 1 In Input Manager select Scanned Documents and scan in a new image either from the primary toolbar or from the Scanned Document dialog box see Scanning Documents on page 20 2 At the bottom of Scanned Document click Forward to display an Index and Message panel on the left of the screen 3 Continue the indexing process as described in Indexing scanned documents as a separate task on page 31 Step 5 3 Scanned Documents Indexing scanned documents as a separate task 1 In Input Manager select Scanned Documents and click the Status down arrow to select Ready for Indexing Double click a document to display S
43. as checked the Send Transcription dialog box appears with both Document and Message tabs a Send Iranscrintbion Cactation Dabic ST po E12 weeks ago a Encourter offen Vist 02 16 2008 J T anzeraplion Subjective cbjective Assessment Plan Mec LhAaA GB JB I USE ee amp Comments Lmao gt Sm Carmen here You can view the document and any message that the transcriber and or caregiver inserted edit forward approve reject or print the document e Approved If you open a document with a Status of Approved the Transcription dialog box appears grayed out ah Transcription Ra O Dietatson Date RENN poma ae Encounter e Sa ee Transcription You can just view but not change the document 13 Scanned and Transcription Documents 14 Viewing internal transcription screens Approved If you open an internal transcription document with a Status of Approved the Transcription dialog box appears grayed out amp Tran BB Inder Patient Hirz berey Ironis Dictation Bach atkan Tyme Piria Exam stated yi Terry Manning MO ectation Date AS ITE ical Exam II hae chelated by Temy Manning on WENDE renacibed by Tanp Manning on NEAR I im ghowang up in Pont Freies from the Tranponpton ward in Input bionge Gut cant beid i in pinirsa arevhes Ina nanter prompt When Submitted io Teny Manning t does show up in his Documents
44. aved to a patient chart e Submitted Show transcriptions submitted for review but not yet rejected or approved e Rejected Show transcriptions submitted for review and rejected e Approved Show transcriptions submitted for review and approved saved to a patient chart e Others Show all documents not included in one of the other categories If needed click Refresh to pull any changes made recently into the view Select a document and press F2 on your keyboard or click 4 Edit Item to view it and take action see Editing Scanned Images on page 27 and Reviewing and submitting transcriptions for approval on page 52 Scanned and Transcription Documents 10 Scanned and Transcription Documents Although the graphics reflect scanned documents the method for viewing transcription documents is similar 1 From Input Manager s left pane select one of the options under Input Manager Scanned Documents External Transcriptions or Internal Transcriptions 2 Use the filters to locate the document s you want to view see Document Search on page 8 3 View information in the list of documents Input Manager Scanned Documents fae o gt Im Tent gif drawing Photo card Custom Location Heakthmatics Hua Cex Pe rout Manages Scanned Documents External Transcriptions oP a ES Convert to Job AT Menge Jobs Caregners T Fiter Internal Transcriptions
45. canned Document a Scanned Document Index Patient g Index Encounter Y Location Healthmatics ages check All amp Uncheck All m va eee 1 vE p 2 g m E Page 3 Text I ra Path Reports BE Page 4 Text oof EJ Page 5 Text oof EJ Page 6 Text ME Page 7 Text El ra New Patient oof E Page 6 Text oof EJ Page 9 Text 4 E Page 10 Text Type il Needs Review Date z 1 2006 Today El Title essage Caregiver Y Subject E Index Fages Dimension 576x627 150x150 pixelsfinch Y Ready For Indexing lt lt Back Submit Cancel In the Pages pane on the left select an item for indexing by doing one of the following e Click Check All to select all Groups and Pages to index them to one patient or e Click Uncheck All and then select items individually to index e To select individual items check the box next to the page Optional To show a clearer display of the image select Smooth Display The image in both the upper and lower panes appears clearer In the Index pane on the right do the following e Patient Click the Patient search button B to select the appropriate patient e Index If needed click the Index down arrow to indicate whether the item s selected should be linked to a specific Encounter Diagnosis or Plan In the drop down list box below Index click the search button to select the specific encounter diagnosis or plan for the
46. cards Scanned pages are added to the selected Group Custom Open the Quality Settings dialog and set custom settings for the scanner You might want to do this if none of the other scanner settings Text Drawing Photo or Card match what you want to scan 2 Follow the steps in Scanning documents from the dialog box on page 21 Step 3 20 3 Scanned Documents Scanning documents from the dialog box 1 From the left pane in Input Manager select Scanned Documents 2 Press Insert on your keyboard or click ga Add a Scanned Document t Scanned Document Iof x review lleneLert Pao Right Ge 180 Nothing to Display Fee Use Auto Feeder Duplex Both Sides fr Show Scanner Dialog a Device Info ScanDocuments i O a a aaaaa Documents W Ready for Indexing Back Forward gt gt OK Cancel 3 Inthe Title text box enter a name for the scanning job which may contain multiple scanned documents This name helps you identify the job but does not display on the scanned documents 4 To adda group which acts as a folder that will store your scanned pages click Gp Add Items select Add Group and do one of the following e To add an existing group type select the group from the Add Group s list For example to store the pages you will scan inside a Pathology Reports group select Pathology Reports e To add a custom group select Custom see Scanning
47. ccess privileges based on job responsibilities When you log into Input Manager for the first time or any HealthMatics application the application prompts you to change your password After you change your password the new password Is effective for all HealthMatics applications that you use Passwords may be case sensitive depending on options set in the Administration Module s Site Settings Input Manager Window Follow these steps to log into Input Manager 1 Do one of the following e From the Windows Start menu select Programs gt HealthMatics gt Input Manager Bes or e From the HealthMatics Clinical Module menu bar select Launch gt Input Manager or e From your desktop or scanning workstation click Input Manager shortcut if a shortcut displays on your desktop 2 Inthe Login window enter your Login Name and Password and click OK or press Enter on your keyboard Input Manager Window Using Input Manager you can view the status of scanned documents and transcriptions The list of documents that appears in the window depends upon the filters you choose Patient Dates and Status and the document type you select Scanned Documents Internal Transcriptions or External Transcriptions NOTE Document types available in Input Manager depend upon the functionality purchased by your practice Contact your practice administrator for information about the functionality available with Input Manager
48. ch Asay sr orzaos 2 00 AM Manning Terry MO Finley Mr Fred Family Practice Clinic sr orzaos 10 00 AM Manning Terry ME Galespie Mrs Gail Family Practice Clinic 3 At Date select a date 4 Select the Caregiver Patient and Location or Select All Caregivers All Patients and All Locations 5 Click Search NOTE You can quickly change dates by clicking any of the following and then clicking Search again Today To return to today s schedule 1 To search the schedule for one day previous to the selected date 1 To search the schedule for one day after the selected date 6 To exit and return to the Transcription dialog box click OK 4 Transcriptions internal Transcriptions In practices that have purchased voice notes functionality caregivers can dictate notes directly into the HealthMatics Clinical Module by clicking the Voice tab in any Note dialog box The Clinical Module sends the dictation to Input Manager where a transcriptionist transcribes the recording The transcriptionist can send the transcriptions directly to the chart if given permission or can send them for review by the caregiver The caregiver can play the dictations and compare them to the transcribed text ensuring that they match If the caregiver approves the transcription it is saved in the patient s chart Internal transcriptions appear in the notes of the contact screen used in HealthMatics EMR They also appear in ea
49. ch section of the H amp P representing where the dictation was recorded Transcribing voice notes from the EMR When a caregiver dictates a note on any Voice tab in the HealthMatics EMR Clinical Module it is listed in Input Manager as an internal transcription Transcriptionists log into Input Manager to listen to the dictation and transcribe the note Transcribed notes are sent back to the dictating caregiver for approval When approved they become part of the H amp P Report for the respective patient visit With appropriate permission transcriptionists can also approve and save the transcription to a patient s chart 1 Inthe left pane of Input Manager select Internal Transcriptions NOTE There is no i on the Internal Transcriptions secondary toolbar because internal notes are sent automatically to Input Manager and become part of the H amp P Report So you don t have to create a new document 2 On the secondary toolbar select a quick filter Fiter or use the filters to locate the dictation NOTE For instructions for creating and using quick filters refer to Quick Filters in the Application Reference manual e Dictated by Select the caregivers for whom you want to see dictation and click OK e Patient Click the search button to select a patient or click All e Transcribed by Defaults to your user name e Dates Click the search button to open Set Date Range and select the date s for which y
50. conciler for review Viewing and printing results for patient matches The process for viewing and printing results for patient matches is the same as it Is for caregiver matches see Viewing and printing result reports from reconciler on page 67 Deleting results not matched to patients If you cannot match results to patients you might want to delete the results and notify the lab After results are deleted you can delete patients 1 2 3 In the left pane of Input manager under Reconciler select Patient Matching Select a patient name and click View Results In View Results do one of the following e To delete a specific result select it and click Delete Selected Result and Yes to confirm e To delete all results for this patient select the patient s name and click amp Delete Selected Result and Yes to confirm e Click OK to close View Results If all results were deleted in the Patient Matching view select the patient name and click and Yes to confirm 79 Audit Log 80 Audit Log The Audit Log displays information about the receipt reconciliation and notification of processed result messages coming into the EMR from external sources You can see when a message was received who performed any reconciling that is who matched a caregiver or patient and when the result notification was sent to the EMR Inthe Audit Log you can review entries produced during the dial in transfer and parsing o
51. d messages edit indexing approve reject delete forward document to others Document rejected View the image read messages edit indexing approve reject delete forward document to others NOTE For Approved documents you can only view the image and indexing information and annotation You can also rotate the image or smooth display 3 Double click a Submitted or Rejected document Click the Message tab to view any comments entered by the scanner or caregiver Forward Z Approve DR Reject Delete g fiT This document was rejected Message Document Index From Manager System Subject Rejected job title u Original Message gt From Manager System gt Sent Monday February 13 2006 3 47 pm gt To Manager Syste gt Subject Fwd job title Forwarded to another caregiver Original Message gt From Manager System gt Sent Monday February 13 2006 3 47 pm gt To Manager System gt Subject job title Message to System Manager about scanned docs 3 Scanned Documents 5 Click the Index tab to display or edit the indexing information a Send Scanned Document Iofs 6G Forward Ei Approve Reject Delete A This document was rejected Message Document Index Patient Mr Fred Filey a Index Encounter O Type labs a Scanner System Manager Submitter System Manager Date 2 1312006 Re Weeks aga El Title job title 4
52. d printing result reports from reconciler In Input Manager the Reconciler provides several options for viewing and printing reports for results received electronically NOTE To view results for all caregivers and patients use the Audit Log You can search by patient name ordering caregiver or by order requisition or accession number see Audit Log on page 80 You can view the results in a dialog window or view them in a report which you can then print 1 Inthe left pane of Input manager under Reconciler select Caregiver Matching Caregiver Matching co a View Results Source eal Sources C Unmatched Caregivers Matched Caregivers External Id ihe Matched to EMR Caregiver_ 2 Select the Source and either Unmatched Caregivers or Matched Caregivers to locate the item you wish to view 67 Caregiver Matching 3 Select a results item and on the secondary toolbar click View Results m view import Event view Result Report Contents Unmatched Results for Ordering Caregiver No_Caregiver_Name Source Labs Resuks Only Name Requisition Specimen Date ESKEW ANTON OSTOOS42 amp LIPIDPANEL Priority TRIGLYCERIDES CHOLESTEROL TOTAL HEIL CHOLESTEROL LOL HOLESTEROL CHOL HOLE RATIO 5 COMPREHENSIVE METABOLIC PANEL Pricrity GLUCOSE UREA NITROGEN BUN CREATININE j Ri M AFATIMIAF RATIA x Test ID 7600 Ordered By No_Caregiver_Name Test Name LIPID PANEL UPIN P
53. der e Attending provider e Result CC d provider Each caregiver is assigned a priority If the first priority caregiver cannot be located the second will be notified If the second cannot be located the third will be notified and so on HealthMatics EMR can identify a provider based on the information provided in the result transaction and information stored in HealthMatics EMR The notification priority is set for these providers when the HealthMatics specialist configures the interface for your facility 6 Reconciler Caregiver Matching After results have been downloaded the Reconciler attempts to match results to caregiver and patient names and sends matched results directly to the HealthMatics EMR However the reconciler sometimes cannot match the results The following are possible reasons e Caregiver name does not match The ordering caregiver name sent with the results does not match a HealthMatics EMR caregiver e Caregiver external ID does not match The caregiver s ID sent with the results does not match the HealthMatics EMR caregiver ID UPIN You can match those results to a caregiver add a new caregiver or delete the unmatched results from Input Manager Viewing the list of unmatched results When downloaded results for a caregiver cannot be matched to the HealthMatics EMR application ordering caregiver the caregiver name sent with the results displays on the Caregiver Matching view in the Reconciler
54. do one of the following e Press F2 on your keyboard or e Double click it or e Select it and click 4 Edit Item or e Right click it and select Edit 2 Input Manager Documents Viewing scanned document screens e Ready for indexing If you open a document with the Status Ready for Indexing the Scanned Document dialog box appears where you can preview the document and index it to a patient Continue with Editing Scanned Images on page 27 i MEI Page 2 Test ine Sf TE Page 3 text location Heaithmatirs x Gi Old Records we 37 I Page 4 Tent M heeds Review Page 5 Text ri i p FE Page 6 Tot ete Fisizuns Today BI MEI Page 7 Text Tie 7 E Path Reports re i MEI Page 6 rest ec ME Page gt Tent i Caregiver r M EE Page 10 Text s U ME Page 11 Text D O B 2 Page 12 Text m fo FY pana 13 Text 21 tler 1 z Inder Pages Dimension 576x627 150x150 pixelsfinch FF Reedy for indexing lt lt Back Submat Cancel e Scanning in progress If you open a document with a Status of Scanning in Progress the Scanned Document dialog box appears where you can continue scanning in pages and groups before indexing the job Scanned Docunben San Tie Preview S A tex Pr Fred rer ob we Elson ete Porm C 100 rT eS A Ummerson ZUG 1501150 pixelsfinch I Ready for Indexing pace E Cancel
55. dpi 150 Paper Size Jus Letter 8 5 in x 11 0 in Color BW E 1 bit Black amp White Scan Source use Man Scanner Threshold 128 Threshold t 4 gt ft Halftone Diffusion Dynamic ee Scanning Region Width Height 210 KB 8 50 in 8 79 in About Preview F Feeder Both Sides Close A 3 Scanned Documents To change the area of the scan click in the thumbnail image or adjust the red box if one is showing to reflect the area on the page that you want to scan Adjust Resolution Brightness Paper Size and other settings unique to each scanner as necessary Optional To preview the scanned document insert pages into the scanner and click Preview Click Scan to start the scanner 19 Scanning Documents Scanning Documents In Input Manager you can quickly scan documents using the primary toolbar oryou can scan from the Scanned Documents dialog box Scanning documents using the primary toolbar 1 From the Input Manager toolbar click the type of document you will be scanning This document type sets the resolution or quality of the scan Text Scan in low text quality Scanned pages are added to the selected group Ifthere is no group a Group 1 is created od Drawing Scan in medium drawing quality Scanned pages are added to the selected Group A Photo Scan in high photo quality Scanned pages are added to the selected Group Card Scan business or insurance
56. e 88 Index A administration Input Manager overview 2 57 tasks 1 audit log entries 80 HL7 events 81 verifying notification of external results 78 C caregivers adding in reconciler 66 matching 83 matching to results 65 clipboards importing images from 43 D deleting caregiver matches in the reconciler 67 pages from scanned documents 25 scanned documents pages 47 unmatched results from reconciler 79 dictation general transcribing 50 SOAP transcribing 51 document types adding in Input Manager 57 creating in Input Manager 57 deletingarchiving in Input Manager 58 editing in Input Manager 57 documents images displaying properties of 29 importing from clipboards 43 Input Manager 7 locating 8 types in 1 processing in EMR 36 scanned 15 approving in Input Manager 38 approving rejecting 36 deleting 47 editing images before indexing 27 importing overview 41 indexing 30 indexing immediately 30 indexing in a separate process 31 managing 44 overview 15 Index rejected editing in Input Manager 32 rejected processing 39 screens 11 submitted viewing editing 44 submitting for review 35 transcriptions types of 2 viewing 10 E external transcriptions creating new 49 description of 49 general creating 50 process for 49 reviewing submitting for approval 52 screens 13 SOAP process for 49 transcribing 51 G general transcriptions creating in Input Manager 50 creating new 49 definition of 49 gr
57. e the secondary toolbar icons as needed to review and format it LAr Pi ABTUE SSS lA See Transcribing general dictation on page 50 for a description of the icons 5 Click icons on the primary toolbar to do any of the following NOTE The icons available depend upon the Status of the document selected x Pret Click to preview the formatted document Print Click to print the document for review before submitting it for approval Save Click to save the document if you are not yet ready to submit if for approval The document remains in Input Manager with a Status of In Progress Clear Click to clear indexing information from this transcription so that you can begin again em Click to forward this Click to forward this transcription to another caregiver to another Click to forward this transcription to another caregiver Submit Click to send the transcription and your message to the selected reviewing caregiver for approval The message with the transcription attached appears in the Documents view of the caregiver s Inbox The Status in Inout Manager changes to Submitted Approve Used by the reviewing caregiver to approve the transcribed document and attach it to the patient s chart Reject Used by the reviewing caregiver to reject the transcribed document and return it to the transcriptionist for revision with comments 6 If you are ready to submit the transcription to the caregiver for approval
58. ed for all completed documents or documents transcribed within a specified date range 1 Inthe left pane of Input Manager under Administration select Transcription Statistics Input Manager Transcription Statistics Session View Help Atert gif oraveing A Photo card custom Location Healthmatics So Wet ERE Input Manager i Scanned Documents Transcription Statistics External Transcriptions ES fe Internal Transcriptions By Administration Transcribed By Manager System Dates The past week A status Document Count of Total Line Count of Total Lines G Transcription saeur Approved 50 0 0 Reconcler xi Approved With Change 0 T 2 Oisapprowed 0 Caregiver Matching Faklonk Hokching Submited 1 so 0 0 Audit Log PM Interface Options ER Provider Import Queue ise Location Import Queue Logged in as Manager System Total Document Count 2 Total Line Count 0 Transcription Statistics 2 2 Click the Transcribed by down arrow and select a transcriptionist s name 3 Click the Dates search button u and select a date range 4 For each transcriptionist view the total number of documents transcribed the total number of lines transcribed and the percentages of documents approved disapproved etc 6
59. egiver Schedules including appointments do not display in HealthMatics EMR for unmatched caregivers A PM caregiver must be matched to a HealthMatics EMR caregiver CAUTION Caregiver name and UPIN information sent through the PM Interface overwrites existing caregiver demographic information in HealthMatics EMR If your practice uses a PM system always change caregiver UPINs and provider names in the PM system rather than in HealthMatics EMR Caregiver UPIN and provider name information from the PM system always overwrites HealthMatics EMR data NOTE After you match a PM caregiver to a HealthMatics EMR caregiver you cannot change the mapping Contact Support if you need assistance 83 Provider Import Queue 84 1 From the left pane of Input Manager under PM Interface Options select Provider Import Queue H Input Manager Provider Import Queue Session View Help ar m Aet gif Drawing Photo card Custom Location Healthmaties EdLogout text 5 EP Input Manager EJ Scanned Documents a External Transcriptions E imot 22 Internal Trar seriptione mee j 3 Administration op Mare T Document Types Dh Scanning Qualities Dy Transcription Statistics Reconcier Caregiver Matching Patient Matching Audit Log PM Interface Options Frowider Import Queus ee Location Import Queus The Provider Import Queue displays PMS caregiver names not yet matched t
60. egiver Matching on page 63 NOTE Unmatched results caregivers must be matched to EMR caregivers before unmatched patients for those results appear on the screen e Patient matching View a list of patients and their associated lab tests whose caregivers match the EMR database but the results do not match patients You can match unresolved patients with the correct patient in the HealthMatics EMR database or to clear results if necessary see Patient Matching on page 72 e Audit log View all caregiver and patient reconciliation activities such as matches performed deleted and reassigned view details on all patient results received and view any deleted results see Audit Log on page 80 61 Reconciler Features 62 Result Notification Hierarchy The Reconciler posts the results to HealthMatics EMR and displays a message in HealthMatics EMR indicating that results are updated referred to as the Result Notification Only HealthMatics EMR users receive result notifications Referring physicians are added to EMR but do not have logins and do not receive notifications A notification hierarchy exists for each result interface if HealthMatics EMR cannot identify the ordering caregiver There are six types of caregivers that can be notified and the following shows the typical notification order although it can be customized for each facility e Ordering provider e Requisition provider e Preferred provider e Default provi
61. egiver review IF you did not check Needs Review click OK The document is saved to the patient chart with a status as Approved without review Editing rejected scanned documents When the images in scanned documents need to be manipulated caregivers can reject them and send them back to be manipulated To do so follow the steps below to zoom in on parts of it or rotate rename or print a page 1 From the left pane of Input Manager select Scanned Documents click the Status down arrow and select Document Rejected 2 Double click a rejected document 3 Scanned Documents 3 In Send Scanned Document click the Document tab t Send Scanned Document loi x G Forward Approve EB Reject CoDelete ie This document was Bu SACI ym GIB ftw gt Pages hs Nat Reviewed PHYSICAL EXA 122 70 F 69 RR 1 6 T 10 as Penk Tonjunetiva bund PREGA vs Ths B L clear 2 tasal Muscsz2 Moist Septir Page 1 2 Zoom Width Snooth Display 4 Select on a thumbnail in the Pages pane then click any of the secondary toolbar icons to do the following In raten Tenesta o ao Magnify the image the image ee ee to click and drag the image as needed ag Frstpase Display the first available page the first available Display the first available page 1 Previouspage Navigate back to the previous page Do Next page Navigate to the next page 33 Indexing Scanned Documents 34 Last page
62. elete Selected Document on the secondary toolbar and then Yes to confirm NOTE You can also delete entire scanned documents with a Status of Rejected or Submitted by opening the document and in the Send Scanned Document dialog box clicking Delete Document on the toolbar 47 Managing Scanned Documents 48 To delete pages for in progress scanned documents You can also delete pages for scanned documents with a Status of Status is Scanning in Progress documents that have not yet be submitted or approved 1 Inthe left pane of Input Manager click Scanned Documents 2 Click the Status down arrow and select Scanning in Progress a Double click a document or select it and press F2 on your keyboard or 5 Edit Item 4 Inthe Pages pane select the page that you want to delete press Delete on your keyboard or click Delete Item on the toolbar and then click Yes to confirm To delete pages for scanned documents submitted 1 Inthe left pane of Inout Manager click Scanned Documents 2 Click the Status down arrow and select Submitted Rejected or Approved 3 On the Scanned Documents secondary toolbar click ES Convert to Job 4 Transcriptions 4 Transcriptions You can process both external and internal transcription from HealthMatics EMR depending upon the functionality that your practice has purchased External Transcribe notes dictated by caregivers using hand held devices into Input Manager After c
63. em with caregivers and locations in the HealthMatics EMR database in the Provider and Location Import queues Documents in Input Manager Input Manager functionality lets you create and edit scanned documents and transcription both external and internal Scanned documents You can create a scanned document that is one or more pages of information about a patient A document can be a text document image photograph or business card See Scanned Documents on page 15 Example You could scan images taken by a dermatologist or physical therapist or scan lab reports nursing home records or hospital records and attach them to a patient s chart You can match scanned documents and transcriptions to a caregiver and patient encounter With scanned documents you can also match them to a patient s encounter order p an or diagnosis Matched scanned documents referred to as indexed documents appear in the Documents section of the caregiver s inbox in the Clinical Module of HealthMatics EMR You can submit scanned documents and transcriptions for caregiver review and approval if needed before they are attached to the patient s chart Inbound faxes are viewed and managed as scanned documents Input Manager Administration Overview Transcription documents Input Manager lets you transcribe information dictated by caregivers using hand held recording devices external transcriptions You can also transcribe notes that caregivers ente
64. ems All rights reserved Printed in USA Af HEALTH SYSTEMS and HEALTHMATIcS are Registered in the US Patent and Trademark Office RSMrefresh Copyright C 2006 A4 Health Systems Input Manager Table of Contents 1 Input Manager Overview une a ee en 1 Documents in Input Manager 0 00 eee nn nn nn nn nn 1 Input Manager Administration Overview 220nn nun nn nn nn es 2 Reconciler Overview 6 40552 2 re ae are nee 2 PM Interface Options u u aa a a 2 Provider import queue OVErVIEW nn nennen nennen een en 3 Location import queue OVErVIEW 2 eee nennen 3 Access to Input Manager 0000 on nun nn es 3 Input Manager Window 2uuunnu nun nun nn nn nn nn nn nn nn nen 4 2 Input Manager Documents 0 000 c eee nn nn nn nn nn nn nn nenn 7 Document Search er een 8 Scanned and Transcription Documents 000 cece eee ees 10 Viewing scanned document Screens 00 ees 11 Viewing external transcription ScreenS 1 2 0 0 ee 13 Viewing internal transcription screens 0 es 14 3 Scanned DOCUMENTS zu re 15 Scanned Documents Overview 02 0 c mann nn nn nn nn nn nn nen 15 About the scanning process 0 0 ccc eens 15 About scanned document statuses 2 0 0 ee 16 Scanner SENOS xc att sas Feen hed diy oe eee en 17 Viewing scanner information n asana aaaea e ee eens 17 SElECING Scannel S c54 54 eat eee eke aa eek eae ees Seah h
65. ending DOB 66 1971 Requisition MEZIIT SSN 235030351352 Accession Ne2937 EMR Patient EMR Ordering Notify Manager System EMR CL EMR Attending 4 To view results for the selected record click View Results 5 To preview or print results for the selected record click View Result Report NOTE The process for viewing and printing results reports are the same as in the Caregiver Matching see Viewing and printing result reports from reconciler on page 67 6 To view the HL7 code for the event in a text file click View Import Event u Import Event Properties _ oO x Import Event Id Ze Exchanged 3 1 2006 3 22 PM Type FOO Transformed 3 1 2006 3 22 PM Status Factory Type 1 File Mame bheg tk Master Id T Control Id 5967 essage Previous m Mert Reprocess MISH o 1 amp LOB LAB PCM 4 20050906111111 ORU RO1 5967 P 2 2 200331232812 PID 16363814 ONESL OLIVIA 19710606 F 0523611412 4 23035051 PYL P OPS 052361 1412 ORC RE NS2937F SO N82937 S0 IF 1 ONCE 200509061033 RTN 2005090611 OBR NS2937 SO N82937 S0 8188 HCG OUALITATIVE LB 200603010855 200 20060301 1307 C F oo RTN OBY 1 CE HCGOL HCG QUALITATIVE SRM LAB 1 1 NEGATIVE Negative lt 25 Suggest repeat in 45 hrs or order quantitative HOG rlUyrl F 2005090611111 OBY 2 FTJHCGOQL HOS QUALITATIVE SRM LAB 1 2 Northside Meridian Atlanta G4 303 20050906111110 81 HealthMatics EMR Lab
66. ent chart Scanner Settings Before you scan a document you can review scanner settings to ensure that the scanner is set up correctly If you have multiple scanners installed you can also select a scanner and review settings for your scanner 3 Scanned Documents Viewing scanner information View scanner information to learn how your scanner is set up and what devices types and paper sizes it supports 1 2 From the left pane of Input Manager select Scanned Documents Press Insert on your keyboard or click Ir Add a Scanned Document on the secondary toolbar At the bottom of the left pane click Device Info th Scanning Device Information Remotescan TM Ce E Preview Product Manufacturer Product Family ersion Info Device Support Major Yersion Minor Yersion Country Code Language Duplex Auto Feeder Detect Paper in Feeder Supported Pixel Type s Supported Paper Size s Resolution Resolution Setting Brightness Setting Contrast Remotescant Th RemoateScan Corporation TWAIN Control Image J 161 1 US English No Yes Yes Black amp White 1 bik pixel Gray Scale 8 bitfpixell Color RGB i US Letter 44 Letter US Legal US Statement US Executive Business Card Scanner Default 43 45 US Ledger unknown unknown Min 1000 Max 1000 Step 1 Min 1000 Max 1000 Step 1 Ej Cancel 4 Click OK to return to Scanned Documen
67. f lab data and also logs of any HealthMatics EMR program installed at your practice 1 In the left pane of Input manager under Reconciler select Audit Log Input Manager Audit Log Atem gforamng A Photo Card custom Location Heathmatics m Sgn ext WB Input Manager Audit Log E scanned Documents w External Transcription Whee impart Event View Results view Renk Report TF Fiter 3 ae Internal T ipti ar ur a i ee Date Range The past year BI Atity lt All Activity Types gt Document Types Source lt Al Sources gt Activity By lt Al Caregivers gt Gy Scanning Qualities Search By Name gt r Search By Order Gy Transcription Statistics Reconciler Last Name f Patient Repusta 8 Caragher Matching First Name Ordering Caregiver Accession Patient Matching N Audit Log Patient Source Reguiskion Accession Ordered eu ivi EB Provider Import Queue S ETZEN NO297 NBZ937 No Caregiver durival Successfu GB Location Import Queue oneal OLIVIA LAB NZIS NO2937 Ho Caregiver Results Deleted by Lise U ONEAL OLIVIA LAB hea Nea MANNING T 3 Ania Successi ONEAL OLIVIA LAB Na2937 132937 MANNING T 3 Ordering Caregiver Mal a Patient Manie ONEAL OLIWLA Ordered By No_Caregiver_Mame H0 _DA 01 Patient ID CC Gender F Attending DOB 6 6 1971 Requisite Maray S54 2S Fe Accession 32337 EMP Patient EMR Ordering Notify Manager
68. g Matching results to patients Incoming patients must be matched to patients in the HealthMatics EMR database before their results can become part of the patient charts The procedure for processing an unresolved patient result depends upon the reason it is unresolved Reason for No Match Patient record not found Patient names from HealthMatics EMR that begin with the same letter as the last name of the patient name and the first letter of the first name selected appear Reconciler highlights the most likely patient match NOTES e The list of patients in Search Results is limited by your location permissions The patient s Preferred Caregiver determines if the patient appears on the list A patient without an assigned preferred caregiver will automatically appear in the Search Results If the patient is assigned a preferred caregiver that has the same or fewer location assignments as the caregiver viewing the list that patient will appear on the list If the preferred caregiver has location assignments that the caregiver viewing the list does not have the patient will not appear on the list If the HealthMatics EMR list does not include the matching patient name return to the HealthMatics EMR or practice management application and add the patient to the database Then return to Input Manager and match the results to the patient Multiple patient match Select the matching patient from the list of possibilities possibilit
69. he document that you scanned is ready to be matched to a patient check Ready for Indexing This will apply the Ready for Indexing status to the documents If the document is not ready do not check this The document will receive the In Progress status To view the page click on the page name A small view of the entire page appears in the top right pane A red box highlights the area that displays in a close up in the bottom right pane To view a different part of the image click on that section in the upper right pane The red rectangle in the upper right pane indicates the section where you clicked and the section you clicked appears in a close up in the bottom right pane Continue with one of the following e Setting scanner options on page 18 e Scanning page groupings on page 23 e Editing Scanned Images on page 27 Scanning page groupings You might want to place your scanned documents in a group to manage them more efficiently Each group can include multiple pages of the same document You can place your scanned pages in a group that already exists or create a custom group for example Pathology Reports Nursing Home Records or Lab Results from a specific lab Examples One group If a lab report consists of two pages you might want to treat this report as one group of documents Multiple groups gt If you are going to scan a lab report referral letters and prescription notes you might want to place them in sepa
70. he following At this point typically select Text Drawing Photo Card or Custom rather than the options below From file Import documents from a file and scan Fr them see Importing Files for Scanning on Add Page s page 41 a Panne From directory Import documents from a folder aan rom elon and scan them see Importing Files for ey From Clipboard Scanning on page 41 From clipboard Add a graphics bitmap from the clipboard to the selected group see Importing_ images from clipboards on page 43 Add Group s Custom Create a group into which your ag scanned documents will appear see Scanning I Custom page groupings on page 23 1 Bleck and white drawing lt Group name gt Select a group into which your L Color photograph Labs scanned documents will appear These group L Old Records names appear here after you create one using the Path Reports Custom option see Scanning page groupings Tent on page 23 Delete Delete the selected group or page see To delete pages or groups on page 25 2 Edit Edit the selected group or page name See Editing page names on page 27 Move Up Move the selected group or page up see Scanning page groupings on page 23 22 12 13 14 15 3 Scanned Documents 4 Move Down Move the selected group or page down see Scanning page groupings on page 23 i7 Clear Clear all the groups and pages see Io delete pages or groups on page 25 If t
71. hich the result was received Patient Last and first names of the patient associated with these patient results at the external laboratory External Id Patient s identification number at the external laboratory DOB Sex SSN Patient s date of birth gender and Social Security number as recorded at the external laboratory Matched to EMR Name of HealthMatics EMR patient to which this result is Patient matched 4 Use secondary toolbar icons and fields to do the following Delete Delete the selected result see Deleting patient matches on page 76 Patient Match Properties View patient match properties such as name ID and UPIN see Matching results to patients on page 74 View Results Preview or print details of the patient results before matching the results to a patient Refresh Refresh the list of the results in the Patient Matching window Source From the drop down list select to view all types of unmatched results or only those from the lab wu Unmatched Patients Display a list of results for unmatched patients a list of results for unmatched patients Matched Patients a a list of results for matched patients 5 To preview or print the results before you match the results to a patient on the secondary toolbar click View Results see Viewing and printing results for patient matches on page 79 6 To match results to a patient see Matching results to patients on page 74 73 Patient Matchin
72. ies exist A lab order is returned Since this can indicate a problem with the lab interface make a without patient results note of the lab order patient information and contact your HealthMatics EMR administrator NOTE Location assignments of caregivers determine which results caregivers can view If your user ID does not have access to all caregiver locations you may not see all unresolved patients Therefore someone with access to caregiver locations must match any remaining unresolved patients 1 From the left pane of Input Manager under Reconciler select Patient Matching 74 6 Reconciler Double click a result item or select it and click gt Patient Match Properties or right click and select P Properties to open Patient Search displaying a list of all patients whose last names are the same and or have a matching ID Patient Search x Last Mare fo Date of Garth pi Search Eirst Hama Phoma __ sew Patient Id Address 55H Search Training Patients Search Results Last Name FirstName Patiertid ssw Gender Date of Eirth Phone Address 5 iesi Cis none 20 30 3132 Female Euler 555 555 2345 123 West Stree 2 Ob Gyr I Patient SEN 1 Z21 21 2121 Female Ina 919 555 1010 1010 Main Stre g Ob Gyn 2 Patent ET See Female Sara 919 555 2000 2020 Northbros D Ob Gyn 3 Patient DB a 3 230 Female sa 0 NER 300 Westgate 4 cme If the reconciler locates a name that matches the specified cr
73. ilter documents for a specific patient Filter documents within a specific date range 2 Input Manager Documents Status Scanned Filter scanned documents to see those with a specific status All requiring action Show only those documents that require action such as those that are ready to be indexed All statuses Show all documents in Input Manager for the date range and or patient selected Ready for indexing Show all documents that are not yet associated with a patient name in HealthMatics EMR Scanning in progress Show all documents in the scanning process Document submitted Show all documents submitted to reviewing caregivers Once submitted they cannot be revised unless the caregiver rejects them Document rejected Show all documents submitted to and rejected by reviewing caregivers for revision Document approved Show all documents submitted to and approved by reviewing caregivers These documents become a permanent part of the patient record Others Show all documents not included in one of the other categories Status Transcriptions Filter transcriptions to see those with a specific status All requiring action Show only those transcriptions that require action such as those ready to be indexed All statuses Show all transcriptions in Input Manager for the date range and or patient selected In progress Show transcriptions in Input Manager not yet submitted for review or s
74. ion Needs Review or Status Enabled Archived of the document type and click OK 57 Document Types 58 Archiving or deleting document types You can delete a document type that you no longer need Document types are archived initially 1 From the left pane of Input Manager under Administration select Document Types Select a document type and press Delete on your keyboard or click Delete Document Type on the secondary toolbar and click Yes to confirm The document type is archived To delete the document type permanently on the secondary toolbar select the Show Archived box to locate the archived item Select the archived item and press Delete on your keyboard or click Delete Document Type and Yes to confirm 5 Administration Scanning Qualities For each type of scanned document you can define the scanning resolution and other quality settings Example You might want to choose high quality resolution settings for photos yet choose low quality resolution settings for business or insurance cards You can set default scanning qualities for cards drawings photos or text However scanning operators can change these defaults as needed for individual jobs 1 Inthe left pane of Input Manager under Administration select Scanning Qualities H Input Manager Scanning Qualities gt Ca Arte gZ drawing Ai photo E Card B custom Location Healthmatics Ei Logout Qext
75. iptions Open Transcription dialog to transcribe dictation see Transcriptions on page 49 Delete Selected Item Delete Delete or archive selected item iB Edit Selected Item F2 Edit selected document Dictated By transcription Filter transcriptions by dictating caregiver Filter by Caregivers scanned Filter scanned documents by preferred caregiver documents Select or create quick filter see Scanned and Transcription Documents on page 10 aS Refresh List F5 Update list of documents in the view Merge Jobs Scanned documents only e Select a scanned item e Press Ctrl and click a second item e Click Merge Jobs to merge the two selected jobs into one Document Search Document Search To search for documents that have been scanned into Input Manager or have been transcribed or are awaiting transcription in Input Manager follow the steps below 1 Log into Input Manager and in the left pane select the document type that you want to locate Scanned Documents External Transcriptions or Internal Transcriptions 2 To locate a specific document click Writer and select a quick filter refer to the Application Reference manual for instructions on setting these up or use any of the following filters to set search criteria Caregivers Filter scanned documents by associated caregiver Scanned Documents Dictated by Filter transcriptions by the caregiver who dictated them Transcriptions F
76. it in the Encounters pane A transcription note displays under each section of the H amp P Report for the encounter Transcribing from external devices After a caregiver has dictated notes on a hand held device the transcriptionist can play the notes and transcribe directly into Inout Manager The general steps for this are as follows 1 The caregiver dictates into hand held devices beginning with the patient s name dictation date encounter date if any and the type of document SOAP note referral letter consultation report progress note etc See the Attachment Type drop down list in the Transcription dialog box in Input Manager for a complete listing of General transcription types The transcriptionist listens to the dictation identifies the document as either SOAP or General logs into Input Manager creates the appropriate new document and transcribes the dictation 49 External Transcriptions Transcribing general dictation 1 Inthe left pane of Input Manager select External Transcriptions 2 Press Ctrl G on your keyboard or on the secondary toolbar click ap New Transcription gt General a Transcription Ee S GM By submit Di Approve CE schedule Patient Mr Fred Finley Caregiver Manning Terry MO Dictation Date 5 12 2005 k Today 5 Attachment Type Consultation Report EMGOUTET r Transcription eanan B r i e e a A Comments aam yela 3
77. iteria the Matched Patient window displays with the matched patient name highlighted If no names are listed change the spelling or other search criteria and click Search to bring up a new list NOTE All location assignment rules apply If you attempt to search for a patient you know is in HealthMatics EMR but who is assigned to a preferred caregiver who has location permissions exceeding yours you might see a message that indicates that no patients were found in your assigned locations that matched the entered criteria 3 Select a patient to whom you want to match the results and click OK to display the patient match Patient Match Incoming Patient Name ONEAL OU OSOSC S S b p DOB f SSM a003 0 I atch to EMR Patient Mame Mrs OlviaONesl w Jom SSS DOB BMT sn aoaaa Sex Feme Search OK Cancel In Patient Match the reconciler shows the incoming patient information on the left and the HealthMatics EMR patient to whom you are matching on the right You can click View Results to view the result information before confirming the match 4 To accept the match click OK in Patient Match 75 Patient Matching e To view the match from the main Patient Matching view select the Matched Patients radio button The patient name from the EMR database displays in the Matched to EMR Patient column Patient Matching Source AN Sources gt unmatched Patie
78. lick 6 to rotate it and or check the Smooth Display box at the bottom of the screen to improve the image To re index the document to another patient or to another encounter diagnosis or lab plan click the Index tab see Indexing Scanned Documents on page 30 Then do one of the following e Approve To approve the document and save it to the patient s chart click Approve e Forward To forward the document back to the caregiver or to another caregiver click 4 Forward select the caregiver enter a message and click Send 3 Scanned Documents Importing Files for Scanning When images are scanned to the designated directory using a centrally located scanner they can be imported into the appropriate document These images are located in a shared area While images can be imported from most shared locations it is best if they are located in one specific shared area on a network directory Also you can import images from any folder For example if a dermatologist provided patient images on a memory stick you can plug the memory stick into the computer and import the images from the removable drive You can import images in the following ways Import a single file This scans one or more files Import multiple files from a directory This scans all files in the directory Import images sent to the Windows Clipboard Importing one or more files 1 2 In the left pane of Input Manager select Scanned Documents
79. logy Reports 4 To move a page up or down inside a group click the page and click the i Move Up or 4 Move Down arrow Alternatively right click and select the Move Up or Move Down option 3 Scanned Documents To create custom groups 1 Inthe left pane of Input Manager select Scanned Documents 2 On the secondary toolbar click P Add a Scanned Document and Ar to display a drop down menu 3 Under Add Group select Custom Custom Lab Corp Group Document Type Black and white drawing mes 4 Click the Custom radio button enter the name of the group into which you will put pages and click OK NOTE If you select Document Type a predefined group appears in the list of pages rather than a custom group The new folder displays in Scanned Document u Scanned Document ages rea e itU o fe flab Corp Group To delete pages or groups Images imported or scanned into a document can be deleted before the document is approved and becomes part of the patient record For example if the wrong image is accidentally imported into a document you should delete it 25 Scanning Documents To delete one page or group 1 From the Scanned Document dialog box select a page or group Eee am 9 0 E Nothing to Depiry Page 5 File 2 Click Delete item Alternatively right click and select Delete item 3 Inthe confirmation message click Yes to c
80. m or select it and press F2 on your keyboard or click gt Caregiver Match Properties In Caregiver Search click Add to display Caregiver Properties e Enter the Identification and Address information and click OK For detailed instructions refer to Caregiver Properties in the Administration Module manual e In Caregiver Locations select the locations where the caregiver provides services and click OK For detailed instructions refer to Caregiver Locations in the Administration Module manual Back in Caregiver Search click Search The new caregiver appears in the Caregiver Search dialog box if the caregiver has the same last name or UPIN ID Match the new caregiver to unmatched results as usual see Caregiver Matching on page 63 6 Reconciler Deleting caregiver matches You can break the match between an incoming ordering caregiver and the HealthMatics EMR caregiver by deleting the match If you delete the match any future results for that incoming caregiver will not match to that HealthMatics EMR caregiver The next time a result is sent with that caregiver it will display in the unmatched caregiver screen 1 Inthe left pane of Input Manager select Caregiver Matching 2 Select the Matched Caregivers radio button 3 Inthe list of matched caregivers that displays select the caregiver name that should not be matched and press Delete on your keyboard or click Delete Caregiver Match and Yes to confirm Viewing an
81. mage to any of the standard proportions listed or click Custom to select your own NOTE Once you have adjusted the percentage the field stays highlighted At this point you can use your number pad to change the percentage instantly by entering 1 100 2 25 3 300 4 400 5 50 or 7 75 NOTE Check Smooth Display at the bottom of the screen to use a graphic filter to preview the image It takes longer to display but presents a better view 8 3 Scanned Documents Click the primary toolbar icons to do any of the following Bee Forward the document to another caregiver Approve Approve the document if it does not need to be reviewed by the caregiver and save it to the patient s chart see Submitting Scanned Documents on page 35 BR Reject Reject the document and send it back to the scanner in Delete the entire document and all of its pages Print Ctrl P Open Print Preview to view Scan Document Message including indexing information submission information and thumbnails of the images Deleting scanned documents You can delete the entire document including all pages within the document or delete individual pages within a document To delete entire scanned documents lls 2 In the left pane of Input Manager click Scanned Documents Use filters to locate the document you want to delete see Document Search on page 8 In the documents list select a document click D
82. n add a caregiver to the HealthMatics EMR if appropriate and then match the incoming caregiver to the 65 Caregiver Matching 66 9 6 newly added caregiver Click Add and see Adding new caregivers in the reconciler on page 66 In Caregiver Search double click a caregiver that you think might match Caregiver Match Incoming Caregiver Match to EMR Caregiver Hame MANNING T l Hame ing Terry MD d Bass on ferry ee UPIN UPIN 1321 The Reconciler shows the Incoming Caregiver information on the left and the HealthMatics EMR caregiver to whom you are matching on the right To accept the match click OK The entry in Caregiver Matching is removed and the Reconciler automatically rescans all results associated to that caregiver for patient matches One of the following occurs If patient criteria match with an existing patient in HealthMatics EMR results are sent to that patient s chart and a Results Notification message is sent to the appropriate caregiver If patient criteria do not match with an existing patient in HealthMatics EMR results display in Patient Matching Adding new caregivers in the reconciler If the Reconciler does not provide any matches or the matches are not correct you can add a caregiver to the HealthMatics EMR and then match the incoming caregiver to this newly added caregiver 1 2 In the left pane of Input Manager select Caregiver Matching Double click an unmatched ite
83. nts 6 Matched Patients Source Patier Matched to EMR F E Labs Results ONEAL OLIVIA 06 06 1971 F 230303132 O Neal Mrs Olivia e The matched patient no longer appears in the Unmatched Patients view The Reconciler sends all existing results to HealthMatics EMR and sends results notification messages to the appropriate caregiver indicating new results have been received This action displays in the Audit Log Audit Log View Import Evert View Remiks View Result Repot rie E Dato Range oder Activity lt All Activity Types gt Source call Sources Activity By Cal Carsgivers gt Search By Name Search By Onder Last Name f Patient Requisition AYERS MERLI LAB 46001520 4601520 KELLY o AerwakSuccessful 5 ATERS PEALI LAB 460520 HH EELLYT Ordering Caage Plate KELLY Piani Terry un f a BAILEY ESSIE LAB Jedi 400150 ELLY Arraes E BAILEY ESHE LAB 460154 405a KELLY Ordering Caregiver Mate KELLY Misning Terry oo if ESTE WW ANTON LAH GSTs A763 565E Hio_CAreg Aria Siesau 6 Hl oa Fl MTN ee DAR T Deleting patient matches After designating a match you can delete the match so that you can match future results to a different patient name This does not remove the patient or the matched results from the Reconciler or the HealthMatics EMR it simply disassociates future results from the EMR patient name 1 Inthe lef
84. o a HealthMatics EMR caregiver CAUTION If your practice uses multiple databases that include any of the same Caregivers caregiver information imported from one database overwrites the existing caregiver information in HealthMatics EMR All databases should use the same demographic and license information for these duplicate caregivers In the right pane select the PM caregiver that you want to match to an EMR caregiver and click Import to display a list of EMR caregivers Import Caregiver E Select a Caregiver From the list below to map the imported Caregiver Eretiaw Nicholas law Provider Id UPIN DEA Id a f lt Add as new Caregiver gt Fi Donkin Darlene ARMP 350245 fi Manager System SMi e f Manning Terry MO 123123 321321 759 f Medicine 1 Internal MEDICINE1 oool 1111 E Medicine 2 Internal MEDICINE d z 2222 fj Medicine 3 Internal MEDICINES 0003 3333 f Medicine E Internal MEDICINEE 0004 4444 f Nurse Registered NURSE Ob Gyn 1 Doctor OBGYNL 1112 2222 E ob Gyn 2 Doctor OBGYN 1112 2222 7 ob Gyn 3 Doctor OBGYNS 1113 3333 fi ob Gyn E Doctor OBGYNE 1114 4444 f Pediatrics 1 Doctor PEDIATRICS1 2221 1111 Pediatrics 2 Dnrknr PFOTATRIC SA YFP F ca NOTE To sort the list differently click any of the column headers 3 To match the caregiver do one of the following IF you select an existing caregiver from the list to map to click OK to continue and Yes to confirm
85. ontinue deleting To clear all pages This option clears all pages in the Scanned Document list 1 Click m Clear all items Alternatively right click and select fy Clear 2 Inthe confirmation message click Yes to continue deleting 26 3 Scanned Documents Editing Scanned Images Before you match a scanned document to a patient or caregiver you can edit the page name and rotate the page You can also improve the resolution of the screen display by smoothing the image Smoothing displayed images You can improve the resolution of the image as it appears on the screen You might want to do this to see details more clearly You might want to disable this to improve the speed of the display This does not affect the resolution of the saved image 1 From Scanned Document click the page you want to edit Biel Es Title Preview From clipboard Fi 90 Left 13 go Right GE 180 Pages part E Group 1 a Scanned Document HIEFPQOMFLAINT Follow wn Custom RemateScan TM Use Auto Feeder Duplex Both Sides Show Scanner Dialog iD Device Info OMFLAINT Follow us H Arc Scan Documents Dimension 274x213 96x96 pixelssinch Ready For Indexing Back Forward gt gt Cancel 2 Check Smooth Display The images in the upper right and bottom right panes improve Editing page names By default Inout Manager assigns the name of Page lt
86. other caregiver click 4 Forward 38 3 Scanned Documents Processing rejected documents Scanner operators can open up rejected documents and then view approve reject or forward them to another caregiver 1 In Input Manager s left pane click Scanned Documents 2 Click the Status down arrow and select Document Rejected 3 Double click a rejected 3 item or select it and press F2 on your keyboard or click 4 Edit Item t Send Scanned Document oix f Forward Approve x Reject CoDelete oA This document was dia as b pl SAG Fit to Page le mie Ree deae PIEFET IGT EXA 4 Click the Message tab and read the message to determine why the document was rejected by the reviewing caregiver 5 Click the Document tab to view the document t Send Scanned Document JoJx 6G Forward BE Approve X Reject Delete ce A amp A This document was Au b pl 7 E Ft to Page 2319 18 Pages le mie Ree dear PEYIA EX L22 57 CL FE LE 1 15 FI Fins orjunseivei sari 422 Tee Sea E the aan Monesa Waisak 322 12 4L un vrub erns vil gests ira measan mask Ural sen Soe neki veiit Hawk an weds a np Sal agnnessiay Leys oe eLevidr belua Cha arroi ees Liebes wis ovana ae cbytar Page 1 2 E Zoom Page Fr Smooth Display 39 Approving and Rejecting Scanned Documents 40 To edit an image in the Pages pane click the thumbnail and c
87. ou want to see dictation e Status Select lt All Requiring Action gt 55 internal Transcriptions 56 3 Double click an item to open it or select it and press F2 on your keyboard or g Edit Selected Item a Transcription Mile zi E fa Submit Approve Index Patient Mr Fred Finley Submitted By ictation Audio Dictation Type Review of Systems a A e I CE Tee Dictated By Terry Manning MO Dictation Date 4 5 2006 Transcription A amp E Bo S Bly Internal Transcription Ready ko Transcribe 4 Click Play to listen to the dictation as you enter the Transcription text box at the bottom of the dialog box 5 Select text and click the Transcription toolbar icons to format it as described in Transcribing general dictation on page 50 6 Review and submit the transcription for approval see Reviewing and submitting transcriptions for approval on page 52 In HealthMatics EMR Clinical Module approved internal transcription can be viewed in the appropriate section of the H amp P Report for the visit History of Present Illness Review of Systems Physical Exam etc 5 Administration 5 Administration In the Administration section of Input Manager you can create and edit scanned document types set scanning parameters and view transcription statistics Document Types Each document that is scanned into HealthMatics EMR is assigned a Document Type Documenttypes repre
88. ouping scanned pages 23 H HL7 events viewing import activities 81 images displaying properties of 29 importing from clipboards 43 rotating scanned 28 scanned deleting 25 editing before indexing 27 zooming 34 import queues location overview 3 86 provider matching 83 provider overview 3 importing files for scanning 41 multiple files for scanning 42 scanned documents overview 41 indexing editing page names after 34 scanned documents 30 immediately 30 89 Index separate process 31 screen 11 Input Manager accessing 2 3 administration overview 2 57 tasks 1 document types creating 57 documents locating 8 scanned managing 15 filters using to locate documents 9 overview transcription overview 49 window using 4 interfaces location import overview 83 provider import overview 83 internal transcriptions creating transcribing 55 reviewing submitting for approval 52 screens 14 Statistics displaying 60 transcribing in EMR 55 L location import queue definition of 1 83 overview 3 86 locations mapping imported to EMR 86 mapping imported locations 86 matching caregivers 65 by adding new 66 patients 72 record not found 74 N names scanned documents 27 P page names editing 27 patient matches deleting 76 record not found 74 patients matching 72 in reconciler 72 to results 74 unmatched viewing 72 90 PM interface options overview 83 tasks 1 PM interface options overview 2 p
89. r directly in the HealthMatics EMR Clinical Module using the Voice tabs in Note and Comment fields internal transcriptions See Transcriptions on page 49 Input Manager Administration Overview Input Manager lets you set the types of documents you want to scan and their default scanning resolutions For each document type you can set the pixel type resolution paper size brightness and contrast It is helpful to assign predefined settings for the different kinds of documents for example a photo should scan at a higher resolution setting than an insurance card To keep file size down it is best to use the lowest resolution possible that still provides a good quality image for that document type You can also view transcription statistics using the Administration section of Input Manager See Administration on page 57 Reconciler Overview You can match patient results with orders or plans created by specific caregivers and ordered for specific patients in HealthMatics EMR Use the reconciler to do the following e Download patient results from your external laboratory and send matched results directly to HealthMatics EMR patient records e Correct unmatched results listed in the Reconciler to caregivers and or patients and then send them to the HealthMatics EMR patient records If all download results match caregiver and patient names in the HealthMatics EMR application the Caregiver Matching and Patient Matching views will be
90. rate groups gt You might scan physical therapy notes or results from a specific lab that correspond to different patients You can place all of these in the same group called Physical Therapy or Lab Results and then attach specific documents to specific patients 23 Scanning Documents 24 To place pages in groups You can select a group before you scan a document and place that scanned image in the group You cannot move a scanned document into a group after it has been scanned Within a group you can move a page up or down However you cannot move a page to a different group 1 Inthe left pane of Input Manager select Scanned Documents 2 On the secondary toolbar click P Add a Scanned Document and Ar to display a drop down menu ages gap RIM Add Pagels BE From Files Td From Directory he From Clipboard i Scanned Document Card Custom Add Group Rematescan TM r Y Custom Black and white drawing T Color photograph T Labs old Records Path Reports a Text Use Auto Feeder Duplex Both Sides Show Scanner Dialog J Device Info 3 Under Add Group do one of the following e To add a custom group select Custom see lo create custom groups on page 25 e To add an existing group type select the group from the Add Group list For example to store the pages you will scan inside a Pathology Reports group select Patho
91. rimary caregiver e Ifthe documents are linked to a lab order plan they are sent to the ordering Caregiver Rather than accepting the default you can send the documents to a different caregiver lt is not always necessary for the caregiver to review a particular document If the images are reviewed before they are scanned the caregiver might not need or want to review the document In this case do not check the Needs review box on the Index tab see Indexing Scanned Documents on page 30 The scanned documents appear in different places depending on whether they are first submitted for review e When the Needs review box is checked the scanned document displays in the caregiver n Box for review e When the Needs review box is not checked the scanned document automatically attaches to the patient chart Only caregivers with patient privileges for the patient matched with the document are able to receive the document for review If a selected caregiver does not have patient privileges the submission fails When indexing a scanned document if you check the Needs Review box the default caregiver depends upon the document was indexed e If the documents are linked to an encounter they are sent to the encounter s Caregiver e If the documents are linked to a diagnosis they are sent to the primary caregiver e If the documents are linked to a lab order plan they are sent to the ordering caregiver 35 Approving
92. rinting results reports from reconciler 67 properties displaying for images 29 provider import queue 83 definition of 1 83 overview 3 Q queues location import 86 provider import 83 R reconciler caregiver matches deleting 67 caregivers adding 66 deleting patient matches 76 deleting unmatched results from 79 features 61 matching caregivers 65 patients 74 overview 1 2 patients matching 72 results reports printing 67 unmatched patients viewing 72 results viewing 63 record not found patient matching 74 rejected documents scanned editing images 32 scanned processing 39 result reconciliation deleting caregiver matches 67 overview 61 results deleting unmatched from reconciler 79 matching to caregivers 65 to patients 74 reports printing from reconciler 67 unmatched viewing in reconciler 63 verifying availability in EMR 78 rotating scanned images 28 S scanned documents approving in Input Manager 38 approving rejecting overview 36 deleting 47 entire 47 pages 25 editing images before indexing 27 page names 27 grouping pages 23 importing overview 41 in progress deleting pages from 48 indexing 30 immediately 30 separate process 31 managing in Input Manager 15 44 overview 15 processing in EMR 36 rejected processing 39 rotating images 28 smoothing images 27 statuses 16 statuses and screens 11 submitted deleting pages from 48 viewing editing 44 submitting for review 35 viewing 10 scanners
93. riority CC Import Status Reconcile Required ok a e Highlight the patient s name to view demographic and other information about the patient in the preview pane e Highlight a test name to view the results in the preview pane Test ID 5185 Ordered By MANNING T Test Name HOG QUALITATIVE UPIN Priority CE Import Status Relinking e Click toolbar icons to do any of the following po View Import Event View import event details SS View Result Report Preview and print the Result Report NOTE Delete and Clear are disabled if you selected Matched Caregivers on the previous screen 68 6 Reconciler 4 To view the Results Report in Print Preview click View Result Report ia Pyan Prowirm EE san aa no gt 800 AO o Reconciler Result Report Labs Rets Only Patient Name EtEW an TEH Site Alam HeabhMatics Pationt ID 756p Site Address 550 Culand Orre Patlont GOB IAN IHH 62 paar old Cary HE 27511 Pati ant Sex M Site Phone a 6 eee Aireon TEATSE Phys cian No_ Carag ser Hami HO DA IOS Regusition Qata Phys ID UPIN Collected Amount Mum baer 7017508 Kerl Rece hed Renk Test Namie In Pape Dut of Range lhl bs Norma Range Slabs LIPIDO PANEL Preliminary TRIGLYCERIDES 123 MiG AOL 150 Fial CHOLESTEROL TOTAL 143 AG AOL 200 Fria HD CHOLE TEOL eh BiG AL OF adj Epal LDL CHOLESTEROL A 0 Fria OMITS HieDL PALE Test Performed at QUE
94. s E l Auto advance to next document Message Document Index Patient Me Fred Filey eI Index Diagnosis ABDOMINAL ACTINOMYCOTIC INFECTION 033 2 Type Fath Reports 5 Then do one of the following Approve To approve the document save it to the patient s chart and remove the message from your inbox click H Approve Reject To send the document back to the scanner click the Message tab enter a message to the person who scanned the document and click fp Reject Forward To forward the document to another caregiver click 4 Forward Easend gy T High Priority Message Document Index Caregiver Manning Terry MD Subject Fwd Fath Reports Please review report Original Message gt From Manager System gt Sent Thursday February 16 2006 12 01 pri gt To Manager System gt Subject Path Reports Send Scanned Document Oy x Click the Caregiver down arrow select the caregiver to receive the document enter a message and click Send 37 Approving and Rejecting Scanned Documents Processing scanned documents in input manager 1 Inthe left pane of Input Manager click Scanned Documents 2 Click the Status down arrow and select Document Submitted W Input Manager Scanned Documents Session View Help a Text gf Drawing Photo card custom Location Healthmatics Sue nOi SW rpa tarea E Scanned
95. s ee a eae 18 SENG SCANNe ODUONS 2 3 i ciettoreabeeebeuae hh baae hbase bee odes 18 Scanning DocuUMmenlSs 2 sie 20 Scanning documents using the primary toolbar 0 0 eee ee 20 Scanning documents from the dialog box 0 00 cee eee 21 Scanning Page GClOUDINGS 24 0 Karate twee ae eee eae haces be eee Se 23 To place pages in grOUPS aaa ees 24 To create custom groups init naeh la die wee aes 25 To delete pages Or GlOUDSy 4 au vias ood au ea head a aka hrs ine Magda 25 Editing Scanned Images s4 2005 ca vise22 50h 2 rn 27 Smoothing displayed images 0 cc ee eee ees 27 Eding page NAMES a4 wink ooo5 coe u ied Owes eee aeg 27 Rotating Scanned Images a2 22442 erahnen 28 Displaying image properties 222m ce ee ete 29 Input Manager Indexing Scanned Documents 0 cece eee ees 30 Indexing documents immediately after scanning 0 00 cee eee eee 30 Indexing scanned documents as a separate task 2 cn nme 31 Editing rejected scanned documents 0 0 00 ce eee eee 32 To edit page names after indexing 0 ee ees 34 To zoom in on images after indexing ec eee eee 34 Submitting Scanned Documents 00000 es 35 Approving and Rejecting Scanned Documents 000 cee e eee e eens 36 Processing scanned documents inthe EMR 0 0 0 c eee eee 36 Processing scanned documents in input manager 0 00 e eee eee 38
96. sent a group of similar documents Examples pathology records nursing home records or patient results In Input Manager Administration you can add edit or delete document types Adding document types 1 From the left pane of Input Manager under Administration select Document Types 2 Click Ar Add Document Type or right click and select Add anager Document Types ee i oy Input M ar m Text pf Drawing A Photo Card S Custom Location Healthmatics EA Logout Qi ext E Ee Input Manager Document Types Document Type Properties E Scanned Documents fe Exbernal Transcriptions jap I Description a de tend Transcriptions Document Type Needs Review By Administration m 3 Document Type Black and white drawing Stabs Enabled Scanning Qualities a photograph SERIE iy Transcription Statistics Labs w Reconcher Ej old Records Caregiver Matching E Path Reports g Patient Matching E Text No Enabled 3 At Description enter the name of the new document type 4 Select Needs Review if this type of document must be reviewed by a caregiver 5 Click OK to save the document type Editing document types 1 From the left pane of Input Manager under Administration select Document Types 2 Select a document type and click 8 Edit Document Type 3 Change the Descript
97. t 17 Scanner Settings 18 Selecting scanners If you have more than one scanner at your practice location select the scanner that you want to use NOTE This method can be used only if your workstation is connected to a scanner 1 From the left pane of Input Manager select Scanned Documents and click GF to access Scanned Document Underneath the scan buttons Text Drawing etc select one of the following e Auto feeder to scan multiple pages from a scanner with a feeder e Duplex to scan two sided pages e Show scanner dialog to select individual settings see Setting scanner options on page 18 To scan click the appropriate Scan button Text Drawing Photo Card or Custom Setting scanner options You can set up the scanner so that only a portion of a page will always be scanned This might be helpful if you scan the same types of documents and want to scan only the top portion of them You can also set scanner resolution 1 From the left pane of Input Manager select Scanned Documents and click GF to access Scanned Document Underneath the scan buttons Text Drawing etc select Show Scanner Dialog Click one of the Scan buttons Example Textor Drawing to display the lt scanner gt Settings dialog box gt RemoteScan 2004 2005 RemoteScan Corp Settings Scan Server Add Edit Delete Scan Settings l J l Frl tide l h l l f l d Resolution
98. t pane of Input Manager under Reconciler select Patient Matching 2 Select the Matched Patients radio button 3 Select a patient name and press Delete on your keyboard or click Delete Selected Patient Match or right click and select Delete and click Yes to confirm The item no longer appears in the Matched Patients view and future results received from the external laboratory for that patient name will not be matched to the deleted matched patient 76 6 Reconciler To view the action taken from the left pane of Input Manager select Audit Log click the Activity down arrow and select lt All Activity Types gt Deleted matches are indicated with a Audit Log Wew Imporcevent View Resuns WewHesull Report T Filter 5 Date Range Today I Activity zal Activity Types gt r Patient Match Deleted by L ser EMR Q AYERS M LAB 4601520 4601520 KELLY Arrival Successful g AYERS M LAB 4601520 4601520 KELLY Ordering Caregiver Matched By User EMR g BAILEY E LAB 4601530 4601530 KELLY Arrival Successful Hi BAILEY E LAB 4601530 4601530 KELLY Ordering Caregiver Matched By User EMR Q ESKEW A LAB QSTO0S42 ATESIS68E No_Caregive Arrival Successful ONEAL LAB 82937 NEZI3T MANNING T Patient Matched By User EMR a E Patient Cross Reference Deleted by user Manager System External Info ONEAL OLIVIA 05 06 1971 F 230303132 Matched to EMR Patient O Neal
99. tching see Caregiver Matching on page 63 e After matching the incoming patient to a HealthMatics EMR patient you can break the match if necessary Breaking the match affects only future results It does not affect results already sent to the EMR see Deleting patient matches on page 76 Viewing results not matched to patients NOTE Location assignments of caregivers determine which results caregivers can view If your user ID does not have access to all caregiver locations you may not see all unresolved patients Therefore someone with access to caregiver locations must match any remaining unresolved patients 1 Inthe left pane of Input Manager under Reconciler select Patient Matching Patient Matching gP ViewResuts Source lt a Sources gt f Unmatched Patients C Matched Patients Source Labs Results ONEAL OLIVIA 1 Click the Source down arrow and select the results interface for which you want to match patients or select lt All Sources gt 2 Doone of the following e Select Unmatched Patients to view a list of results received that could not be matched to patient names within the HealthMatics EMR database e Select Matched Patients to view a list of results that were manually matched to patient names within the HealthMatics database 6 Reconciler 3 View the following information about unresolved patient accounts BEE ZEN rr Interface through w
100. the HealthMatics EMR Clinical Module e Periodically to determine that here are no new caregivers in the queue e When the PMS displays error messages that indicate queued caregiver information does not match or map to a HealthMatics EMR caregiver Location import queue overview If you have purchased the HealthMatics Ntierprise Practice Management System PMS the Location Import Queue provides the ability to decide what to do with the imported location You can map it to a location already defined in HealthMatics EMR or designate it as a new EMR location See PM Interface Options on page 83 NOTE This applies to all practice management systems Use the Location Import Queue to review and approve new and modified location information in the following situations e Before the first time use of HealthMatics EMR and HealthMatics PMS Interface e When you add a new location to the PMS e When the PMS displays error messages that indicate queued location information does not match or map to a HealthMatics EMR location Access to Input Manager To help maintain the privacy confidentiality and security of patient and caregiver information Input Manager requires that each caregiver has a unique user name and password to start the program If your practice has more than one location you must identify the location from which you are scanning Your practice administrator assigns caregivers initial user names and passwords and establishes a
101. tion to improve the resolution if you need to re scan the image 1 In Scanned Documents select a page on the left 3 Scanned Documents 2 Click the thumbnail in the Preview pane to display the image properties in the lower right corner th Scanned Document ages amp Check all He Uncheck all Be pa Group 1 D E Page 1 Clipboard E Te Text p EJ Page 1 Text p EJ Page 2 Text p EJ Page 3 Text I 22 an Page Alcs ON tie Index Pages W Ready For Indexing Index Patient Index Location Type Date Title J Smooth Display ale Caregiver Subject Dimension 1260x1650 150 150 pixelsfinch lt lt Back Submit Cancel Encounter ht Healthmatics Needs Review 5 11 2006 Today Ey E mm a E Indexing Scanned Documents 30 Indexing Scanned Documents Using Input Manager staff members index scanned documents and then link them to a patient and possibly encounter diagnosis or lab order plan in HealthMatics EMR Example Link x rays with the patient and encounter during which they were ordered Index only those documents that have a status of Ready for Indexing You might want to check the image resolution before you index and submit a document If the resolution is not what you need you can rescan the image Once a scanned document is indexed it can be saved directly to a patient s chart or sent to a c
102. transcribing dictation in Inout Manager see Transcribing from external devices on page 49 and Transcribing voice notes from the EMR on page 55 you can review the transcription to check for errors and see how the transcription will look before submitting it for approval 1 In the left pane of Input Manager select External or Internal Transcriptions as appropriate m ER be Dictated By Sy Fiter Patient ea Patients gt all Dates The past week 2 Transcribed By Manager System Status eal Statuses gt Click F to select a quick filter see Quick Filters in the Application Reference manual or set any or all of the following filters to locate the document to review e Dictated by Select the caregivers for whom you want to see dictation and click OK e Patient Click the search button to select a patient or click All e Transcribed by Click the down arrow and select the name of the transcriptionist or All Grantors e Dates Click the search button a to open Set Date Range and select the date s for which you want to see dictation e Status Select the status of the documents you want to view Current Batch In Progress Submitted Approved Disapproved Alternatively select All Statuses or All Requiring Action Double click a document to open it or select it and press F2 on your keyboard or click g Edit Selected Item 4 Transcriptions 4 Review the transcription and us
103. vers To view a list of results already matched to caregivers select the Matched Caregivers radio button Double click an unmatched item or select it and press F2 on your keyboard or click gt Caregiver Match Properties Caregiver Search Incoming Caregiver Name ING T Id 050 UPIN View Results Search Last Name MANNING Type lt all Types gt First Name fr Specialty zal Specialties gt od Include Referral Caregivers Search Clear Add a Lo ii Attending Staff Cardiologist 555553 TATMANNING 2 Manning Terry MO Aktending Staff Family Practice 321321 TERRY Caregiver Search displays a list of all caregivers in the HealthMatics EMR database whose last name and first initial are the same as the Incoming Caregiver Look at the caregiver information at the top of the screen and determine if the Incoming Caregiver should be matched with any of the EMR Caregiver Names in the box below If none are appropriate click Clear and then in the Search box enter caregiver information and click Search NOTES To match the incoming caregiver with a referring doctor check Include Referral Caregivers to include them in the list of displayed caregivers To preview or print the results before you match the caregivers click View Results See Viewing and printing result reports from reconciler on page 67 If none of the caregivers listed are correct you ca
104. wer Document Types Status lt allStetuses gt Soe Created b Date Time Status Pages TitiejPatient E E Reconiler System Manage 02 08 06 10 39 am Approved by System Manage 4 Hr Fred Finley a Caregiver Matching J System Manager C2060 10 44am Disapproved by System Mana 2 Mr Fred Piney Patient Matching I System Manager O2 O8 06 10 57 am Disapproved by System Mans 2 Mr Fred Finley Y Aude Log System Manager CEO 11 15 am Approved by System Manager 2 bir Fred Finley EHE PM Interface Options EJ system Manager 02 08 06 11 20 am Approved by System Manager 3 Mrs Irene Innis amp Provider Import Queue f System Manager O OSG 11 28 am Approved by System Manager 4 Mrs Irene Innis ER Location Import Queue E system Manager 02 08 06 11 37 am Approved by System Manager 1 Mr Fred Finley Sysbam Manager C2 13 06 02 50 pm Submitted to Terry Manning 1 Mr Fred Finley System Manager O216f06 114i am Approved by System Manager i Mr Fred Finley Syshem Manager 02 16 06 12 01 pm Submitted to System Manager 1 Mr Fred Finley Sysbem Manager OS 11 0603 55 pm Submitted bo Terry Manning i Mr Fred Finley SP System Manager 05 12 06 03 18 pm Scanning in Progress 4 Mr Fred Finley Hu The list of Scanned Documents that displays in Inout Manager can originate from two sources e Documents that are scanned into Input Manager e Files that are imported from a directory into Input Manager About the scanning

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