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By Lisa Hardesty, President and CEO, Healthcare Support Services,

1. User s Manual 119 help home logout contact HARDTEK AUDITING SOLUTIONS GLOSSARY THE COMPUTER SOFTWARE AND DATABASE Term Definition Ad Hoc Report A customized report type designed to allow users to select the desired variables Add Edit The function used to add new facility or audit information or to make a permanent change to existing information relating to a database entry Audit Type The audit management task used to Identify name an audit created for use on the PDA Auditor The person responsible for performing an audit inspection and who may be the person who finalizes it Date Range The range of dates for data the user would like to include for reporting purposes Deficiency The description of non compliant observations made when performing an audit also the text field that is available for review on the handheld PDA during an audit and is communicated to responsible parties via email afterward Department Manager Link The function used to link a manager to a department Director Link The function used to link departmental managers to the responsible party 120 help home logout contact HARDT EKL AUDITING SOLUTIONS Term Definition Element All the things that need to be done to achieve a goal or standard Email Audit The function used to email an audit to the responsible parties Export Audit The function used to export an audit into a Wor
2. System setup consists of populating fields under the Facility Management Audit Management and User Management tabs and is accomplished by selecting from drop down menus or creating custom lists This task can be done by a facility administrator with the optional assistance of a Healthcare Support Services representative Facility Management setup consists of choosing the facility locations to be audited and can be as detailed as desired to include the following system facility building floor department area and work station Audit Management setup consists of programming the audits by selecting from a drop down menu or by creating a custom list Audit elements are then linked to the standards that support them User Management setup consists of adding or editing users and assigning one of four levels of permission Once setup is complete an auditor can perform inspections using a handheld PDA to record any deficiencies found deficiencies are linked to a department or facility area and the standards or elements of compliance The PDA s digital camera feature allows the auditor to photograph deficiencies onsite help home logout contact HARDTEK AUDITING SOLUTIONS Following the audit the auditor emails the audit findings with photo attachments to the unit managers directors and other parties responsible for resolving the issues found The email serves as a work order for correcting issues The Facility Management
3. Supervisor Link The function used to link a responsible party to department area s Synchronization Process by which a user keeps information up to date on both PC and PDA allows the user to share files display updated contacts appointments and tasks and send and receive email messages Web based Application A software program such as the Facility Management Software Program in which all or part of the program is downloaded from the Internet each time the program is used Word Document The version of the audit findings exported from the database for formatting and printing 122 help home logout contact HARDT EKL AUDITING SOLUTIONS THE HANDHELD PDA Term Definition Add Edit A function on the PDA that allows the user to add a new building new facility area new department and or a new department area to the database from the PDA when performing an audit the new audit will become permanent to the database and will be available in the drop down menu during future audits Custom Deficiency A function on the PDA that allows the user to enter a deficiency that is not in the Audit Type database the deficiency will appear in the Word document and in reports but will not be saved for future use To make a deficiency permanent it must be added to the database from the Audit Type menu under the audit management tab menu on the web application Drop down Menu A menu whose contents ar
4. Problem Error Message Possible Causes Corrective Action e Delete the hss file by pressing hss with the stylus for five seconds This publication has not been e A menu will display select Delete used in the past 14 days e When prompted select Yes e Start RepliSync Database should synchronize successfully PDA will not synchronize Subscription expired 116 help home logout contact HARDT EKL AUDITING SOLUTIONS Problem Error Message Possible Causes Corrective Action e Goto Programs e Click on the File Explorer icon e Make sure My Device displays in the top left of the PDA screen e Select the Program Files folder PDA will not No file The bluegranite folder has been ook for the bluegranite folder If this synchronize removed from the Program files folder does not exist create one as follows o Click on Edit gt New Folder o Name the new folder bluegranite o Run RepliSync Camera resolution setting may In camera mode check the resolution need adjustment user may be setting take more time when taking photos snapping photos too hastily not to allow the camera to automatically allowing camera time to adjust adjust Photos are blurry No message 117 HARDTEK AUDITING SOLUTIONS help home logout contact Problem Error Message Possible Causes Corrective Action Photos are upside Flip mode on the c
5. EYS Closet h 40 help home logout contact HARDTEK AUDITING SOLUTIONS Another option from cl ig ee ee aA Room Short Description Points Pic Email Type ihe Manage Audits ais Edit Nourishment Room me 1 lt unt Only gt screen is to click on i i rak madd StorageMed Equip View sunt Oniy a the Add Comment Edit Soiled Utiity Waste Segregation it View lt Unt Only gt z button left image Cancel gt view imon E circled in red Twa Dept Contact The screen refreshes A new table row appears image on right in which to enter a new deficiency Edit Nourishment Room Edit Corridor Edit Soiled Utility Edt Soiled Ltilty Select an element in the example Fire Safety from the Elements List Select a department area in the example Clean Supply from the Department Areas list 41 logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes A Deficiency List appears Select a deficiency from the drop down list in the example Doors Latch Area Room Short Description Points Pic Email Type Edit Nourishment Room Refrigerator Log 4 kunt Only gt Hallway W o Edt Corridor Storage Med Equip 4 View lt Unit Only gt e Edit Soiled Utility Waste Segregation 1 view lt unt Only gt z Cancel E jew unit Only gt Assign a points value in the Points column of the table
6. Select a user from the Select User drop down Select Audit Type Environment of Care El menu E Select Facility Bronson Methodist Hospital y Select User Note lfauser s name does not appear in the Select User field drop down list you will have to first select the audit type and the facility to which the user is linked 48 HARDTEK AUDITING SOLUTIONS The screen will refresh and new fields will open allowing you to edit the User Type Audit Type and Facility fields Click on Save to save Username Password Confirm Password First Name Last Name E mail Address Select User Type Select Hospital System s Audit Type Facility Select User S O i Doug Daniels Doug Daniels y Environment of Care a Infection Control Bronson Methodist Hospital Your hospital here help home logout contact HARDTEK AUDITING SOLUTIONS REPORT TASKS Options under the reports tab include Ad Hoc reports and the following 10 ten Static reports Audit History Audit Detail Summary Summary Director Supervisor Department Standard Deficiency Auditor and Tally Points Reports are cumulative documentation designed for trending and for committee meetings and regulatory records requirements Ad hoc reports are specialized reports generated by entering specific variables Static reports are commonly used reports with few variables The ad hoc reports
7. HARDTEK AUDITING SOLUTIONS Go to the Select Fields section of the screen Determine the variables you want to select based on Select Piel the information you are looking for i a lt a Leave the function box above the green arrows gt gt y lt lt at the default setting None Other setting options Deficiency Short Description are Count and Sum In the example the information A In desired is neither a total nor a break down of numbers but simply the identity of the auditors and the types of deficiencies that each auditor has recorded In the Available Fields box select Auditor Click on the right pointing green arrows gt gt to move Auditor to the Selected Fields box In the Available Fields box select Deficiency Short Description Click on the right pointing green arrows gt gt to move Deficiency Short Description to the Selected Fields box Skip the remaining fields on the page and scroll down to the bottom of the screen Click on Run 75 3home logout contact HARDTEK AUDITING SOLUTIONS The report that displays names two auditors John Doe and Lisa Hardesty and names the deficiencies that each of them recorded Auditors PPE Available a Pull Stations Exting uishers Refrigerator Cle an Refrigerator La bels Refrigerator Lo g Storage Floor Storage Sink Waste Segregation Emergency a Phones Lisa Ha
8. in the example 1 Click on the gray Save Comment button Element List Hazardous Materials _ Infection Control Medical Equipment y Facility Areas Departments SICU 42 home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes The deficiency now displays in the table of audit findings Note that the listings are now in alphabetical order In the example highlighted in yellow Manage Audits E Auditor John Doe noted a Doors Latch deficiency in the Clean Supply Area of 2 daa Bronson Methodist Hospital Environment of Care Auditor John Doe Date noos Dept Contact Jlis West in the General Medical Unit of Bronson Methodist Hospital during an Environment of Care Audit conducted on 11 10 2005 Note Remember because these edits have been made using the Edit Audit command they will be saved in the database Room Short Description Points Pic Email Type Edit Nourishment Room Refrigerator Log Edit Corridor Sag StorageMed View lt Unt Only gt E Edit Soiled Utility Waste Segregation 1 Views lt Unit Only gt 43 help home logout contact HARDTEK AUDITING SOLUTIONS EXPORTING AN AUDIT The Export Audit command generates a Word document for printing You will no longer be working in the database so any edits you make will be saved to the Word file only and will
9. 12 20 2005 Bronson Methodist Hospital Environment of Care P 12 21 2005 Bronson Methodist Hospital Environment of Care GE Bronson Methodist Hospital Environment of Care is 2006 Bronson Methodist Hospital Environment of Care P 1 8 2006 Bronson Methodist Hospital Environment of Care P 110 2006 Bronson Methodist Hospital Environment of Care 72 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes the Tally Point Report opens as a Word document Tally Point Report Bronson Methodist Hospital Each instance of a deficiency is listed along with 1 8 2006 12 00 00 AM actual points and possible points for every Audit Type Environment of Care department and department area Department Biomed Room Department Area Supply Room A total number of points is shown for each Emergency Preparedness Actual Possible department area and the percentage of compliance Emergency Phones 1 1 is indicated Equipment 1 1 Plan Available 1 1 A grand total of points is shown at the end of the es Actual Ese y Clearance report The percentage of compliance is indicated In ceiling clearance the example the shading has been added Ceiling Clearance Ceiling Clearance Ceiling Clearance Ceiling Clearance Ceiling Clearance Ioo coc co 0 GO E A a eek f 1 Ceiling Clearance Ceiling Tile Doors Latch Doors Propped Electrical Panel Exit Blocke EN n gt cS TOTAL 42 49 86 7 GRAND TOTAL
10. 2642 3463 82 j 73 HARDTEK AUDITING SOLUTIONS home help logout contact Preparing an Ad Hoc Report Ad hoc reports have greater power and flexibility than static reports Ad hoc reports allow you to select a number of variables in order to refine a search or to generate a single report that covers an entire facility MANEUVERING THE FIELDS To generate a basic ad hoc report Select Ad Hoc Reports from the reports tab drop down menu When the Ad Hoc Reports screen displays Select the hospital system from the Select Hospital System field Select a report by clicking on Add New i help home logout contact reports Ad Hoc Reports Ad Hoc Reports E Audit History Required Field Audit Detail Summary summary Select Hospital System Bronson Methodist Hospital Select Report add New Report y Report Name Deficiencies per Auditor select Fields Available Fields Audit Date Director Supervisor Department Standard Selected Fields Nofiriar JETICIENCY Auditor Auditor Deficiency Short Description Deficiency Description Points Deducted Standard Audit Type Department Area gt Tally Points Report in the Select Report field or enter a report name in the Report Name field In the example Deficiencies per Auditor will report the kinds of deficiencies each auditor in the hospital is tracking 74 help home logout contact
11. 3m 2000 to rnz Supervisor Department Select the facility from the Select Facility field Select the audit type from the Select Audit Type field Enter a date range in the Date Range fields Click on Go 55 help home HARDTEK AUDITING SOLUTIONS The screen refreshes and a report displays as a bar graph Bronson Methodist Hospital Environment of Care 34 2000 34 2006 The report title gives the facility audit type and date range la The y axis shows the number of deficiencies South 1 West The x axis shows the facility area each bar is color coded to an area in the column to the left of the graph 2 East D N In the example items circled in red 41 Environment of Care deficiencies were found on 1East of Bronson Methodist Hospital between 3 1 2000 3 1 2006 N N a IBBEBEEEER 2 ajajaj ott E EN ast al Drill down further by clicking on a facility area in the left column in the example I East 5 West Floor 56 logout contact help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes A new bar graph displays showing the number See ee ae eer of deficiencies noted within each department of the selected area Environment of Care 3 1 2000 3 1 2006 In the example 33 Environment of Care deficiencies were found in the Emergency Department of 1 East Bronson Methodist Hospital between 3 1
12. Software s powerful Reports function lets any user generate ten static reports and any number of ad hoc reports to trend deficiencies within the facility PREVIEWING THE SOFTWARE ON THE WEB To access the website go to http www hardtekauditingsolutions com Login aspx From the first screen the user may view a Demo of the Facility Management Software Program without logging in help home logout contact HARDTEK AUDITING SOLUTIONS THE LOGIN SCREEN MENU Navigate to the help page or the contact page by selecting the appropriate choice from the menu at the top of the Login screen other options include viewing the Demo or logging in help home logout contact Login If you have forgotten your password or are having problems logging in please contact your System Administrator Please remember passwords are case sensitive A dOb HEALTH CARE SUPPORT SERVICES y copyright 2005 privacy policy help home logout contact HARDTEK AUDITING SOLUTIONS Demo The Demo provides an automated tour of the software and the key tasks that can be performed under each menu tab V1 OOOOO During the Demo use the controls in the panel at the bottom of the screen to rewind go back play pause go forward exit or access information You do not need to log in to play the Demo Login Enter your User name Enter your Password Username po Note Username and password are restricted to 20 characte
13. a indio 74 A O NN 79 Exporting an Ad Hoc Report to Excel c ccccccccccccssssessesessssesssseseseesesssceseseeseseesesesccsesecsesessesessesssassenecseuessesessessssesesecseusssesessesssaessuacsesessesessessseessecseseesesessesesessesscseseesesecseseeeeseeecseaeeseeeeseseeeeaes 81 USING THE PDA TO CONDUCT AN AUDIT cocooncocconconoonnonocnncononncononncnnonnonnonnconooononnonnooncn nono cononenonnon neon conce conoce ron no sase noneronnoe neon cono n conoce conoce noo noo noc non none conoce ises r noc noc conc conoce rcoroc roo rones 82 SYNCHRONIZING THE PDA ii catibets aoclenssinbiaks a labs tuctbans custodpscueresuanisd boys aint tibia parada ponce iio poblar aida 83 IAN sanbuiedieibets hut uaschevedia sauvewtestesduveshu bute cuenedvesauudete ET E duu teetstuetesve dha vestendenestedousdienneneavedieteatys 85 AN cia 85 Recording a DEFICI CGY oein e E A A E A E A E E RES 89 Adding a Custom DA a 90 Dl o 90 Reviewin a SANA dista e e A Ad a A EE e E Ee N a Aeae e Ee RA erae a E ENE 9 Taking and Attachinga Phone desd 93 PEO MIE FostAndit TASKS Siena R A vig ot ga eet E r teas teas Haband ne aateas aes E vias de ate Neeades 100 Deleting DR A A A Rd ida EE EO tues RERNE 101 help home logout contact HARDTEK AUDITING SOLUTIONS SETTING UP THE CAMERA PASA O E E LAUNCHING THE CAMERA APPLICATION sssssvecsscctevnesseicsscsssorsesesescecescosebonsenosceeedvedsuecsiecsocdsoovbeuccetcesudesonbnensuevsdsseeuebqleceedsousehetecslevsscoseccsealou
14. accessing Manage Audits from the audit management tab on the Facility Management Software See the section Manage Audits in this User s Manual for complete instructions The data and photos gathered during the audit automatically populate the audit findings that are issued by email Note Photos must be manually deleted from the PDA Perform this task per the instructions in the next section after reviewing the audit findings in the database This will ensure that all photos are still available for use should you discover that the wrong photo has been attached to a deficiency 100 HARDTEK AUDITING SOLUTIONS Deleting a Photo Go to Programs and select the Camera icon When the camera application opens tap the Instant Review button All the photos will display Tap the Close button X in the upper right to close Instant Review The most recent photos will appear numbered across the lower region of the screen Select the photo to delete in the example highlighted by the arrow The image along with the file name will appear on the screen Select Delete from the Edit menu or depending on your camera tap the Delete button When the message displays verifying the deletion tap Yes The image will be deleted from both the PDA and the audit 101 ES HP Image Zone Yi 1 57 Xx ANA jar TR Lan 120 Cr Li File Edit View O 2 BG X ca help home logout contact Select Move to Copy to Dele
15. be provided by Hardtek Pocket PC with Microsoft OS Camera if not integrated into the PDA must be able to save images in jpg or gif file format help home logout contact HARDTEK AUDITING SOLUTIONS SUPPORT A User Implementation Program is available Contact HARDTEK for information Online support is available by email Contact info hardtekauditingsolutions com and a representative will respond Other contact information Healthcare Support Services Vicksburg MI 49097 Phone 269 649 1623 Fax 269 349 4076 PRINTING THIS USER S MANUAL Select Landscape orientation help home logout contact HARDTEK AUDITING SOLUTIONS LICENSING AGREEMENT The Facility Management Software program is licensed for use by a single organization and may not be used for processing of third party data User agrees a Not to remove any Healthcare Support Services notices in the software b Not to sell transfer rent lease or sub license the software or documentation to any third party c Not to alter or modify the software d Not to reverse engineer disassemble decompile or attempt to derive source code from the software or prepare derivative works from it Healthcare Support Services and its suppliers own the software including without limitation any and all worldwide copyrights patents trade secrets trademarks and proprietary and confidential information rights on or associated with the software Th
16. help home logout contact SAO arta NA a TeS facility audit user management management management admin tools File compression Resolution Shots left indicator 7234 Viewfinder 3 3 Instant review Help Exit Menu Zoom in out 0565600 k 160x120 Shutter release button HARDTEK AUDITING SOLUTIONS ADJUSTING THE CAMERA SETTINGS Tap the Menu icon on the control panel From here you can select the Settings or Setup tabs to adjust the camera Settings Tab Several camera settings can be adjusted under the Settings tab only the resolution setting is important for the purposes of emailing an image as part of an audit To change any setting select the setting from the Settings tab Tap the Change button or double tap on the setting in the list When the Settings screen opens highlight your new setting preference Tap OK at the top right of the screen to close the screen Tapping the Reset button will reset all settings to the default RESOLUTION Gonna etup File About k fl help home logout contact ae hp image captu el Yi n 9 47 EF hp image capt a Y 12 49 QQ ES Resolution Capture Menu 160x120 wel White Balance Auto GE Color Full Color Py Compression Better E Resolution 160x120 640x480 E The resolution setting selects the width by height in pixels of the captured image The default resolution setting is 160 x 120 for best results
17. the default level wide angle the indicator will disappear after a few seconds Otherwise it will remain on screen Zoom is not available on all cameras Exposure Compensation Use the EV setting to override the default exposure setting 0 0 of the camera and manually correct for scenes that are too dark or too bright Adjusting the EV setting changes the shutter speed and or the gain EV values can be adjusted between 3 0 and 3 0 in increments of 0 5 e Setting a more positive EV makes the images brighter Press right on the control pad e Setting a more negative EV makes the image darker Press left on the control pad During EV adjustment the EV indicator will show the EV state If EV is set to the default level 0 0 the indicator will disappear after a few seconds Otherwise it will remain on the screen Exposure compensation is not available on all cameras 108 help home logout contact HARDTEK AUDITING SOLUTIONS On Screen Indicators e Camera shake warning indicator Available on some cameras the camera shake warning indicator displays when the shutter speed is slower than 1 15 seconds to indicate that the camera should be held steadily or braced against a surface before taking a picture to avoid blurring e Timer indicator The timer indicator displays if the timer is not turned off Additional indicators will be shown in the upper left of the screen if the settings are changed from the d
18. the trash can icon e To cancel Instant Review and continue taking photos tap anywhere on the screen e To attach the photo to the audit tap the Envelope icon 97 home logout contact help home logout contact HARDTEK AUDITING SOLUTIONS The image folder will open listing the available image files Most of the time the photo will appear at the bottom of the file list sometimes it does not Be sure you select the correct Pocket Audit 2 Y 4 12 47 image number Tap the file to select it Folder Type Tap the Close button X to close the camera Pa A AE My Pict My Pict My Pict My Pict My Pict My Pict My Pict My Pict 98 help home logout contact HARDTEK AUDITING SOLUTIONS You will be returned to the Deficiencies screen The deficiency in the text box will now have an asterisk to the left to indicate that a photo is attached F Pocket Audit 47 Yi 4 12 36 D Location Conference Room bale Deficiency x ext Blocked e e Note Only one image can be attached to a deficiency Deficiencies 99 help home logout contact HARDTEK AUDITING SOLUTIONS Performing Post Audit Tasks Following completion of an audit synchronize the PDA with the computer again All the audit information gathered will be entered into the database and erased from the PDA Review edit and email audit findings from the computer by
19. 2000 and 3 1 2006 Radiology Click on a department in the left hand column to obtain more information about the deficiencies in the example Emergency Department 57 help home logout contact HARDTEK AUDITING SOLUTIONS The page refreshes The new screen displays the areas in the ici i i i Bronson Methodist Hospital 1 East Emergency Department department and the number of deficiencies in each area ina a a teen pie chart format that makes it easy to see the relative frequency of each deficiency Clean Supply BH In the example 10 Environment of Care deficiencies were i found in the Clean Supply Area of the Emergency Department on 1 East Bronson Methodist Hospital between 3 1 2000 and 3 1 2006 Storage Medication Click on an area in the left table column in the example Room Clean Supply to gather yet more information MUTI Nurses Station l Procedure Room Security Office l Triage Back help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and a Word document Bronson Methodist Hospital 1 East Emergency Department opens that lists each individual deficiency in the Clean Supply area and the date and time when each incident was noted Environment of Care 03 01 2000 03 01 2006 Date Time Element Short Description 12 6 2005 11 31 09 AM Fire Safety Ceiling Clearance 12 20 2005 1 46 07 PM Emergency Preparedness Eme
20. 3 2006 8 51 49 PM Fire Safety Doors Latch gt 70 HARDTEK AUDITING SOLUTIONS TALLY POINTS REPORT To generate a Tally Points Report also referred to as a Performance Report select Tally Points from the reports tab drop down menu When the Report Tally Points screen displays Select a hospital system from the Select Hospital System field Enter a date range in the Select Date Range fields Click on Go Report Tally Points Select Hospital System Bronson Methodist Hospital help home logout contact ols reports Select Date Range 3 2000 to inz 71 Ad Hoc Reports Audit History Audit Detail Sum Summary Director Supervisor Department Standard Deficiency Auditor Tally Points help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes the Report Tally Points screen displays a table of audits conducted within the selected date range Report Tally Points Click in the check box next to the audit date you Select Hospital System Bronson Methodist Hospital y want to review in the example 1 8 2006 Select Date Range f rz2000 Ce to fanz2006 G Click on View Report IATA TT P 7 5 2004 Bronson Methodist Hospital Environment of Care P 11 9 2005 Bronson Methodist Hospital Environment of Care P1110 2005 Bronson Methodist Hospital Environment of Care P 11 29 2005 Bronson Methodist Hospital Environment of Care P
21. HARDTEK AUDITING SOLUTIONS help home logout contact FACILITY MANAGEMENT SOFTWARE USER S MANUAL Version 1 0 By Lisa Hardesty President and CEO Healthcare Support Services Certified Healthcare Compliance Consultant and Healthcare Environmental Manager 2005 Healthcare Support Services help home logout contact HARDTEK AUDITING SOLUTIONS TABLE OF CONTENTS TECHNICAL INFORMATION 6svsssscssssiscssesscsssecssssvssvensessuscessesesesssvnsessevseseosercesesbssiosesvciocesbascessecasseesscesseesnssbiesenseessseosessnssedseedesssteedsobestesesbesdacestusinscevssievesbascesssceeseessissseuasssbasvonsessss 4 SYSTEM REQUIREMENTS SOFTWARE PLATFORM ccscessessssecececsesseaececececeessnsecececeesesuaseesececeeeaasseseeeesessaasseseesceeseaseaeseeececesnaaeseaeceesaneseseceecsceessaaeseeececsessaaesecececeeseaaeseseceesessasaeseeeees 4 SUPPORT orree eo Errea nO CO ns subi E EEEE EEEE E A EEE E TEREE 5 PRINTING THISUSER MANDA ea 5 LICENSING AGREEMENT ocras citrea reeeo aE EE EE EEEE ESEE ETA aia Esta 6 OVER VIEW T A EE E E E E E A 7 PREVIEWING THE SOFTWARE ON THE WE B ccsssssscssccecsessnsccssccscessensscusececsssensccusesecessenscousesecssesnsnoueesecessenseneesseeseesnesneessecscsessoneeseecscessenseeuseceessesnsceusesecessenseeuseseesseenscaueesecsesesseneesses 8 THEM OGINSS GREEN MENU aa 9 A Osa skates oes SE AA E EAA AE EE A P AEE A AE E AE A ATE A EEE EE E TA O 10 EO GUN EEE T O 10 WELCOME SC
22. IONS Scroll to the bottom of the screen and click on Run Om ret Deficiency Description Points Deducted Standard Audit Type Department Area y The new report that displays shows the Total Number of Deficiencies observed 41 and Auditors the Number of Deficiencies each Auditor recorded John Doe recorded 21 deficiencies Lisa Hardesty recorded 20 Auditor Count of Deficiency Short Description 41 John Doe 21 gt Lisa Hardesty 20 78 help home logout contact HARDTEK AUDITING SOLUTIONS GROUPING Grouping divides data into meaningful chunks select Fields As an example let s say you want to look at the available Fields Selected Fields findings of the auditors within a particular audit type Auditor Count of Deficiency Short Description In the Select Fields section select Auditor and Count of Deficiency Short Description as above Make sure that None is selected in the function box before you choose Auditor from the Available Fields then make sure that Count is selected in the function box before you choose Deficiency Short Description from the Available Fields box Selected Fields Audit Type Deficiency Short Description Deficiency Description Standard Department Area Department Facility Area x Go to the Grouping Subtotaling section of the screen Select Audit Type from the Available Fields and click o
23. Leave the PDA in the docking station 83 help home logout contact HARDTEK AUDITING SOLUTIONS On the PDA go to Programs tap the RepliSync icon When RepliSync opens tap Start to begin synchronization During synchronization all the information gathered by the PDA is transferred to the database Once the transfer is complete the data is erased from the PDA and is no longer available from Syncronization Started 08 28 11 that device The information is now available only through the Facility Management Software Attempt 1 on the computer Database synchronized ene f ae 119 local changes When synchronization is completed RepliSync will display a Synchronized message If the 2 remote changes message does not appear contact your systems administrator Oc ees Erde BRED RepliSync will close automatically Replisync 84 help home logout contact HARDTEK AUDITING SOLUTIONS PERFORMING AN AUDIT PR Pocket Audit Yi 10 11 Starting a New Audit cee o o Facility From the Programs menu open the Pocket Audit application e sis SO Select File from the bottom left of the screen circled in red From the file pop up menu Facility Area O select New Audit To open and close the keyboard tap the keyboard icon located at the bottom right of the screen circled in red Use the keypad and stylus to enter information and comments Throughout most of this section the keyboard will be hidden as in t
24. Note You may need to scroll down to view all the fields To add a room name optional tap the sign next to the Room field A Room Name screen opens Enter a room identifier e g a name or number into the Room Name field Location File Edit E Tap OK 87 help home logout contact HARDTEK AUDITING SOLUTIONS Tap the Deficiencies tab circled in red EH Pocket Audit Yi 4 12 41 Q The Deficiencies screen opens From this screen you can record any deficiency found during the audit Location Soiled Utility Fire Safety X lt Unit Only gt v Deficiency Exit Blocked X Exit Blocked The Deficiencies screen features a drop down menu of Elements the standards or goals that must be met to achieve compliance In the example the Element is Fire Safety the Deficiency is Exit Blocked Three icons appear on this screen to the left of a text box yellow highlighting added To operate these icons you must first select a deficiency from the Deficiency drop down menu then tap the sign The deficiency will appear in the text box Then tap one of the icons as follows x to remove a deficiency that has been entered p to attach a photo to the deficiency Location KBeficiencies rr e to view the standard in order to verify compliance with what you observe 88 HARDTEK AUDITING SOLUTIONS Recording a Deficiency From the Deficiencies tab first sel
25. REEN Sus ES E a a ea S r E aS e a A s TAa ESE 11 PERMISSION LEVELS srren N aes E a A ias 12 THEFIVE FUNCION TABS asine e an s 14 Facility Management 5 csi ieceashuebiatsnadanctsdvege vans daa a e EN E ea aa a EEE i aE a aE OEE E EE VE eae erea are Eaa ES EEEE 14 Audit Management zesnrr anona a E A Fenda E E a EE eE a A E dite Wada a E E a E E a aE E aa e ia EEEE 14 User MINA MM E ad a a A e i e aeda 14 A A RR NO 15 REPO data E EE 15 AUDIT SETUP AND REPORTING os ssissscsssssssscsssssccsssscscssasesssstsceseesssssssssisciseceseasvssaseesoss sess seca CIAO CARRIE sdssaceesssedees sbacessssuseesesssssassesees ossos esssS ssassn Ssss sssi sssr assoi ossis sssi vasis 16 FACILITY MANAGEMENT TASKS ii a A A da 16 Add Edit Facility wack soy scsie cadence sandiate ia baste dant vadeccdbntaciandaadualsdn cde ivadae deta fio taavadeud ences a eaa sadeesddudbetaadeadealsdaasadaadenday eaa a e eaea a A EE Eiaa AEE aE E tua ediles ads 16 AAAI TE LEDO id tias 24 UNTAR RI sing edt adbasan A a a iid edavaaesGeked and vaceuagdadde tas jac E E T Ghataaey lated ioadvisessddsaadian tua NE EAS 26 AUDIT MANAGEMENT TASKS ca A idad 27 PUE DI A aii 27 Choosing an Existing Audit Type from the Global Audit Types Field oo ccc cecesssssseseseseseseseseeecsnsesescsesssescscseaesescuesesscacsesesesesesaeaeseneassescscseacaeseseaeacseaeaeseeeecaeacaeeeeeeeeeaeaeaeeeeesees 28 help home logout contact HARDTEK AUDITING SOLUTIONS Adding Editing an Audit Type from the S
26. UDITING SOLUTIONS Add Edit Supervisors thome logout contact The procedure for adding editing supervisors is the same as that for adding editing directors facility management Edit Supervisor Select Hospital System f Select a Hospital System fa 26 help home logout contact HARDTEK AUDITING SOLUTIONS AUDIT MANAGEMENT TASKS Audit Type Select Audit Type from the audit management tab The Manage Audit Type screen opens You can choose an audit type from the anand Select Audit Type field or Global Audit Types field drop down menus or you can add a new or custom audit type j Manage Audit Type Select Audit Type aca New Audit Type y Global Audit Types aaa Custom Audit Type y S Audit Type PF Include supervisor on emails T include director on emails I Save IAS Chee 27 help home logout contact HARDTEK AUDITING SOLUTIONS CHOOSING AN EXISTING AUDIT TYPE FROM THE GLOBAL AUDIT TYPES FIELD Global Audit Types are audits that are available in the system for use Manage Audit Type The options that appear in the Global Audit Types drop down menu will depend upon the user s Select Audit Type Add New Audit Type permission level Global Audit Types Add Custom Audit Type y A A Add Custom Audit Type The example shows several global audit types Audit Type Environment of Care H Infection Control ava
27. a standard or guest partnership If you are still unable to get a connection contact your System Administrator 112 help home logout contact HARDT EKL AUDITING SOLUTIONS Problem Error Message Possible Causes Corrective Action e PDA was not synchronized Synchronize the PDA and computer by PDA does not with the database running ActiveSync and RepliSync Wait display audits e Synchronization was not for message that synchronization is allowed to run to completion finished before disconnecting the PDA Battery is dead Charge the battery PDA will not start No message PDA is not correctly inserted into the docking station to allow the battery to charge Make sure PDA is correctly inserted into the docking station e Make sure PDA is connected to the PC A request to send data to a bass oe net computer running IIS has There is no Internet connection Make See Internet connection is synchronize failed established e Make sure that Microsoft ActiveSync has run before starting RepliSync 113 HARDTEK AUDITING SOLUTIONS help home logout contact Problem Error Message Possible Causes Corrective Action PDA will not synchronize If you are trying to run RepliSync from a hotel you may need to request a bridge or a new IP address from the hotel front desk The header is corrupt or missing There is an Internet connection bu
28. ace displayed on the PDA screen which when manipulated with the stylus allows the user to move vertically or horizontally to view all portions of a screen or image usually features directional arrows 124
29. amera has from PDA down No message haan acivated Reset the flip mode on the camera Program e g RepliSync removed No message PDA batteries are dead a Administrator Unable to delete the hss file Unable to delete the hss file because of a sharing violation More than one application is ruming e Go to Start gt Settings gt System e Click on the Memory icon e Click on Running Programs gt Stop All e Make sure the Running Program List is empty If the list is not empty click on Stop All again If the list is empty close out by clicking on OK in the top right corner of the screen e Delete the hss file by pressing hss with the stylus for five seconds 118 HARDT EKL AUDITING SOLUTIONS help home logout contact Problem Error Message Possible Causes Corrective Action e A menu will display select Delete e When prompted select Yes Unable to view Restricted permission due to User level Check with your System Administrator photos or reports No message POP UPSC EEDE mAN DE Check with your System Administrator blocked Wrong comment Turn to the Editing an Audit section of this attached No message ser Error User s Manual Wrong department Turn to the Editing an Audit section of this or location attached No message USET error User s Manual Wrong photo No message Weseence Turn to the Editing an Audit section of this attached
30. andard from the Select Standard field Enter the date range in the Date Range fields Click on Go 60 HARDTEK AUDITING SOLUTIONS The screen refreshes a bar graph displays showing the number of deficiencies associated with the standard per area within the selected date range In the example 25 Fire Safety deficiencies were noted on 1 East during Environment of Care audits conducted at Bronson Methodist Hospital between 3 1 2000 and 3 1 2006 Click on an area in the left hand column to identify where the deficiencies were noted in the example 1 East 61 help home contact logout Bronson Methodist Hospital Environment of Care 311 2000 3 4 2006 4 East fa 4 West E 5 East E 5 West al Ground a Floor help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes anew bar graph displays showing the Soar number of deficiencies in the selected department during the Environment of Care 31 2000 311 2008 specified date range Vem rgency In the example 18 Fire Safety deficiencies were noted in the eme Emergency Room on 1 East Bronson Methodist Hospital during Environment of Care audits conducted between 3 1 2000 Back 3 1 2006 Click on a facility area in the left column to identify the deficiencies in the example Emergency Department 62 help home logout contact HARDTEK AUDITING SOLUTIONS Bro
31. anual for your PDA as necessary The PDA unit comes with a cradle docking station and a stylus The camera may be built into the PDA PDA Stylus Cradle Docking Station 82 help home logout contact HARDTEK AUDITING SOLUTIONS SYNCHRONIZING THE PDA Synchronizing the PDA with the computer means enabling the two devices to communicate and keep information up to date You Microsoft ActiveSync File View Tools Help a ra can share files display updated contacts appointments and tasks QO 5 and send and receive email messages Syne ion Pets E PDA_PC It is recommended that before performing an audit you always ES for change synchronize the PDA with the facility management database Synchronize the PDA again before editing or emailing an audit To synchronize the PDA Information Type Status _2J Calendar Insert the PDA into the docking station B contacts Tasks Insert the USB cable into the USB port on the computer gt e Microsoft ACA jo x T the PDA Fie view Tools Help urn on the 9 o Make sure you have an Internet connection pe Dotis Eee oo ee PDA_PC Microsoft ActiveSync opens automatically and displays a Looking for changes Connected message It s important to let this process run to completion before going further Synchronized When ActiveSync displays a message that synchronization is complete initialize RepliSync on the PDA
32. audit click on Edit Audit the Murio Anis Manage Audits screen refreshes The facility j Bronson Methodist Hospital audit type Environment of Care and auditor John Doe display as a title in green text he hem Bronson Methodist Hospital Environment of Care Auditor John Doe Date raso 2005 Ce Dept Contact lisahardesty The Date 11 10 2005 and Dept Contact lisahardesty comcast net appear below the title The Save Date button right of screen lets Short Description Points Pic Email Type you change the date if the date when the audit Edit Nourishment Room Refrigerator Log 1 lt Unit Only was performed is different from the date when Eonia a Medi View Unit Only 2 oj A quip the findings are edited Edit Soiled Utility Waste Segregation 1 View lt Unit Only gt Edit Soiled Utility Doors Latch 1 Unit Only A green sidebar along the left margin shows the Areas Departments audited 2 West General Medical Unit 3 West Labor and Delivery etc The table in the middle of the screen lists audit findings Area Room Short Description etc If there is a photo attachment it is indicated in the Pic column clicking on View opens the image to let you verify the correct photo has been attached To edit an audit entry click on Edit in the table cell in the left most column In the example circled in red the edit will be made to
33. cility The screen will again refresh A new field opens Facility Areas Facility Areas for Main Building Add New Facility Area Click on Add New Facility Area in the text box Facility Area Status Active inactive 19 logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes A new field opens Facility Area Facility Area fi East Enter the name of the area into the field In the Status active inactive example 1 East is designated Click Update to add the area to the facility 20 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes The name of the facility area you entered will appear in the Facility Areas field A new field Departments displays next to it a ia P E Select a department from the drop down menu or click on 12 A AAA Add New Department Facility Area fi East Status Active Inactive 21 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and a set of Department fields displays Scroll down as necessary to Department General Medical Unit zl view them Department General Medical Unit Contact Name Select a department from the drop down list or click on Custom Department to add the name Contact Email of a department In the example General Medical Unit has been designated Enter the appropriate information in
34. d default On 2 seconds Picture is taken 2 seconds after shutter button is pressed On 10 seconds Picture is taken 10 seconds after shutter button is pressed 106 help home logout contact HARDTEK AUDITING SOLUTIONS File Tab EG Pocket Audit Yi 1 28 d Image files are listed under the File tab The Filename prefix is the text added to the prefix of the file name The default text is Folder All Folders w Cancel snap p Type Image Files X The Current counter value is the number appended to the filename prefix This number will automatically increment every time a picture is taken Once it exceeds 9999 the My Pict number will return to 0000 If the filename already exists the next number will be used Pict An example of a default filename is snap0046 in the example yellow highlighting My Pict 4 27 7 5 My Pict 5 2 2 48 added My Pict 5 2 2 48 The Save pictures in field shows the name of the folder where the images are saved The My Pict 5 2 2 48 location will be set up at the time of facility setup snapDD45 My Pict 5 2 2 49 107 help home logout contact HARDTEK AUDITING SOLUTIONS OTHER CAMERA FEATURES Zoom e To zoom in Press the Zoom In button or press up on the control pad e To zoom out Press the Zoom Out button or press down on the control pad During zoom the zoom indicator will appear to show the current zoom state If zoom is set to
35. d during the audit Add notes or instructions for correcting it Point Value e E To delete a deficiency from the Deficiencies screen highlight the deficiency in the Short Description text box Tap the x icon The deficiency will be deleted 90 help home logout contact HARDTEK AUDITING SOLUTIONS Reviewing a Standard BF Custom Deficie Yi 12 28 ok To review or edit e g add notes to the standard for the deficiency from the o Deficiencies screen highlight the deficiency in the Short Description text box Tap the e Short Description icon Exit Blocked A screen opens with the Short Description at the top in the example Exit Blocked Description and a Description field that displays the standard these are the conditions that must be 7 1 10 Means of egress shall be met for compliance maintained clear and unobstructed to full instant use in case of fire or other Tap at the end of the text in the Description text box to position the cursor in the example highlighted by arrow Open the keyboard if necessary Type your comments or notes Close the keyboard Tap OK to save When the screen closes you will be returned to the Deficiencies screen 91 help home logout HARDTEK AUDITING SOLUTIONS Adding a Location ES Pocket Audit Y d 12 43 GD While conducting an audit you may find an area to inspect that does not appear in the PDA Facility Bronso
36. d document Global Audit Type An audit named and available in the database for use by all clients Manage Audits The function tab on the Facility Management Software web banner used to view edit email or finalize audit findings Performance Report A report available for users which tallies the assigned audit points most commonly used with Quality Assurance and Housekeeping audits also called the Tally Points Report Permission Levels Access to database functions determined by User Type as follows e Consultant Access to data for multiple health systems able to add or edit a database for consultants assigned accounts e Hospital System Administrator Access to data for all hospitals or facilities within a health system able to add or edit the database for the entire health system e Facility Administrator Access to data within one hospital or health system able to add or edit the database of that one hospital 121 HARDTEK AUDITING SOLUTIONS help home logout contact Term Definition e User Access to only certain audit types and to all reports not able to add or edit the database Points The value applied to a deficiency for reporting purposes Short Description The description of a deficiency that appears on the PDA as the standard Standard The goal to be achieved and maintained may be a regulation Static Report Ten drill down reports available to all users
37. e Add Edit Supervisors update supervisor contact information denle wind sare i audit user Audit Management management managem e Manage Audit edit or email audits performed within a specified date range Manage Audits e Audit Type edit an existing audit type or add an audit type Audit Type User Management user mene e Create User add a new user A pili e Edit User revise or update information about a current user Create User Edit User 14 help home logout contact HARDTEK AUDITING SOLUTIONS Admin Tools e The administrative tools tab is functional only for users with Level IV permission and may not appear on your menu bar Reports i reports e Ad Hoc Reports to generate a unique report using specific variables e Static Reports listed by type to generate 10 common reports Ad Hoc Reports Audit History Audit History Audit Detail Summary Audit Detail Summary Summary x summary Director Director Supervisor Department Supervisor Standard Department Deficiency Standard PUSHA Deficiency Tally Points Auditor Tally Points 15 help home logout contact HARDTEK AUDITING SOLUTIONS AUDIT SETUP AND REPORTING FACILITY MANAGEMENT TASKS facility management Add Edit Facility Add Edit Facility Select Add Edit Facility from the facility Add Edit Directors management tab drop down menu A series of Edit Facility Add Edit Supervisors screens will open tha
38. e five departments of Bronson Methodist Pediatrics PY Hospital with the highest number of deficiencies between 3 1 2000 Sk and 3 1 2006 were in descending order the Emergency Department 33 Oncology 23 Ortho Neuro Unit 22 General Medical Unit 20 and Pediatrics 17 Click on a department in the left hand column to identify the deficiencies in a department in the example the General Medical Unit 68 HARDTEK AUDITING SOLUTIONS The page refreshes a new bar graph displays each type of deficiency and the number of times it occurred In the example two Doors Latch incidents were observed in the General Medical Unit of Bronson Methodist Hospital between 3 1 2000 and 3 1 2006 Click on a deficiency in the left hand column to obtain more information in the example Doors Latch help home logout contact Bronson Methodist Hospital General Medical Unit 34 2000 311 2006 Ceiling Tile Oxygen Penetratio PPE Available Refrigerator Labels Refrigerator Log 69 HARDTEK AUDITING SOLUTIONS logout contact The screen refreshes A Word file displays showing the date and time when each instance of the deficiency was noted Bronson Methodist Hospital 1 East Emergency Department Doors Latch Environment of Care 03 01 2000 03 01 2006 Date Time Element Short Description 1 3 2006 8 30 09 PM Fire Safety Doors Latch 1
39. e same format and provide similar data number of deficiencies area facility date range and audit type These four reports are drill down reports Each time a screen refreshes a new screen opens and you can click on another element to gather another piece of information For example e The Summary Report can show not only the areas in the facility where the deficiencies are occurring but also the kinds of deficiencies in each area e The Director and Supervisor Reports can alert these individuals to the kinds of deficiencies to be on the watch for in their area of responsibility and help them trend areas of improvement e The Auditor Report can show a hospital administrator the types of deficiencies that each auditor is documenting from this information the administrator can determine the consistency among auditors and decide whether training may be required to improve it 54 help home logout contact HARDTEK AUDITING SOLUTIONS The example shows how to generate a Summary Report The steps for generating help home logout contact a Director Supervisor or Auditor Report are the same Select Summary from the reports tab drop down menu reports d Hoc Report Report Summary ae A ory When the Report Summary screen displays Audit Detail Summary Select Hospital System Select the hospital system from the Select aE Hospital System field Select Audit Type penis Date Range
40. e shown only when the user activates it normally by clicking on the box or a small arrow next to the box whereupon the menu items appear below the title Icon A graphical user interface on a computer screen that represents a specific program for example the Pocket Audit Program the RepliSync program and the Camera application clicking the icon opens the program Microsoft ActiveSync A program that allows the PDA to communicate with the computer New Audit The menu choice selected under the File tab on the PDA when the user wants to create a new document as when beginning an audit 123 help home logout contact HARDTEK AUDITING SOLUTIONS Term Definition Open Audit The menu choice selected under the File tab on the PDA when the user wants to re open an audit interrupted in progress after having closed the Pocket Audit application as for example after a lunch break or to toggle between more than one audit Personat Digital The handheld computer used to collect audit data Assistant PDA Pocket Audit The audit application available from the Programs menu opened by clicking the Pocket Audit icon RepliSync A program used by the Facility Management Software application to transfer data from the PDA to the server on which the web based software application resides the transfer is done via the user s computer and an Internet connection Scroll Bar A graphical user interf
41. e software is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties No ownership rights in the software are transferred to the user Licensor reserves all rights with respect to the Licensed Products and Hardware under all applicable laws for the protection of proprietary information including trade secrets copyrights trademarks and patents Licensee shall not cause or permit unauthorized copying reproduction or disclosure of any portion of the Licensed Products or any instructions manuals or other documentation or the delivery or distribution of any part thereof to any third person or entity for any purpose whatsoever without the prior written permission of Licensor This restriction shall continue to bind Licensee and its agents and representatives beyond the termination of this agreement home logout contact HARDT EKL AUDITING SOLUTIONS OVERVIEW The Hardtek Auditing Solutions Facility Management Software Program system is designed to automate facility inspection results allowing for faster reporting and correction of issues thus helping facilities be proactive in monitoring reporting and correcting issues and promoting safety and regulatory compliance within any healthcare setting or production plant facility The Facility Management Software is used with a laptop or desktop computer with an Internet browser and handheld personal digital assistant PDA
42. ecipients by clicking on a field In the example Corridor circled in red Scroll down as necessary to see all the fields and editing options NFPA 101 7 1 10 Means of egress shall be maintained clear and 39 thelp home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and three new boxes open across the bottom of the page that locate where the deficiency was observed by Facility Areas Departments and Department Areas _ Manage Audits hb ane Bronson Methodist Hospital Environment of Care In the example the deficiency was noted in 2 seaieiainaiiiaaiaie West of the General Medical Unit in the Corridor Dept Contact fisahardesty comcast net You can change edit any of these locations as necessary by selecting alternative areas from the drop down lists Short Description Points Pic Email Type Refrigerator Log 4 Unit Only gt z Edit Nourishment Room Hallway fi ll unt on gt El Cancel Corridor StorageMed Equip View lt Unit Only gt y na Waste Segregation 1 view lt Unt Only gt z EC 5 12 Corridors must be unobstructed at all times Equipment in use ust be stored on one side of the hall Note Remember to scroll down as necessary to see all the fields and editing options Edit Soiled Utility FPA 101 7 1 10 Means of egress shall be maintained clear and Ar Elevator Area _4 Equipment Stora
43. ect a standard from the Element drop down menu in the example Fire Safety In the next field select the intended recipients for the email you will send after you complete the audit The default Unit Only means that only the unit level administrators will be included in the email Next select a deficiency from the Deficiency drop down field Highlight the deficiency then tap the sign The deficiency appears in the text box 89 help home contact logout ES Pocket Audit Yi 11 11 Location Soiled Utility Deficiency x Exit Blocked Element Deficiencies HARDTEK AUDITING SOLUTIONS Adding a Custom Deficiency If the appropriate deficiency does not appear in the Deficiency drop down field add a custom deficiency From the Deficiencies tab tap the sign the Custom Deficiency screen opens Use the keyboard to make a brief entry in the Short Description field You must also enter a more complete description in the Description field When you have finished close the keyboard The entered text will comprise the body of the email Assign a point value of 1 or greater in the Point Value field Tap OK Deleting a Deficiency ES Pocket Audit Location Element A A ok Clean Supply EF Custom Deficie qe Ti help home logout contact 12 52 Ok Short Description Name the Custom Deficiency Here Description Describe the deficiency as note
44. efault values 109 logout contact HARDTEK AUDITING SOLUTIONS PDA MAINTENANCE Keep battery charged Synchronize the PDA before and after conducting an audit 110 HARDTEK AUDITING SOLUTIONS TROUBLESHOOTING help home logout contact Problem Error Message Possible Causes Corrective Action Camera icon does not appear in the PDA toolbar No message e Goto Programs e Click on HP Photo Smart to activate camera e Take a photo e The camera will be added to the toolbar Login problems with the Internet application Error The username and password combination you provided was invalid Incorrect username or password Make sure username and password are typed correctly username and password are case sensitive Forgotten username or password Check with your System Administrator Restricted permission level Check with your System Administrator 111 HARDTEK AUDITING SOLUTIONS help home logout contact Problem Error Message Possible Causes Corrective Action Microsoft ActiveSync is not working No message Several possible causes Remove the PDA from the docking station Wait 30 seconds then replace it into the docking station Make sure the PDA is turned on Do a soft rest on the PDA by following the instructions in your PDA Manual Restart the computer Make sure you have
45. elect Audit Type Field cc cccccccesessssesssseseseesesesecseseesesesesescesesecsesscseseusessseesssessesscsessssesesessesessesscsesesseseseesssecseseeseseeeseecseeecseseeaeseeeeas 30 Manage AUIS a aeae aes REE EE ASE N R E vu di EEEE Looking up an Audit Editing an Audit Exporting an Audit Emailing AAUIGIE sees tomas ini val iaa dao ninio vial us aran lis iio odio david ali de a leida ias USER MANAGEMENT TASK ini ali iaa 46 A EE A O 46 A A ais teavin iiebini E ides E oda caattastausaceauedanesiesadeiiat oda ceadhestedsseusdsevieegdedagd eadeuacdaaducgaues fest uced obedvesdviacdaddadsausdaeesaa odehaad ageaacdeateaasays 48 REPORT A iocacctetavatesteuncanseiecsschseawesstaneausesseucesbiagevsseusasststescevasuosgueustuaceses Wiouesussvageduzceasezcesaeutesdenasatcetasivencuezesucessoucesessceszesseducsdcassvatenvasevas csc S A E 50 Preparine e Static IA NO 5I Audit Detail Summary Repollo iia di tada 51 Summary Director Supervisor and Auditor Reports sssssesessseccseseessesececcscsescscessceseccsessssscsesaeaesesessssssenesesessucsssesaaesesessessceneasseseseucsesaesesescssscceneseseseucacuesaeeeseecsseeeeeeeacaeseececeeteeeeeees 54 Standard Report AN Deficiency Report Department Repo a reren a und ao droit onto iban iio tatoo apetito nto dass 67 Tally Points Repo E additional E E 71 Preparing an Ad HOG Repollaciosiin ica iii has ah a E e aia a a a aapa e aa e Soest deidad dai id siii 74 Manel vering the Field vacancia oa
46. ent Fire Safety x lt Unit Only gt y Deficiency Doors Latch y x Doors Latch With the audit still open on the PDA open the camera application as follows 94 help home logout contact HARDTEK AUDITING SOLUTIONS Tap the Microsoft icon at the top of the screen and go to Start gt Programs Tap the camera icon in the menu bar or in the drop down list ga Calendar 8 Contacts HP Image Capture nbus Instant Messaging Internet Explorer iPAQ Wireless MN Notes Phone Ta Programs T Settings Fs Find Help 95 help home logout contact A righ APD ihe PINT FC HARDTEK AUDITING SOLUTIONS facility audit use management management management admin tools The PDA screen will display as a camera Hold the camera in landscape orientation Use the Viewfinder to center the image Press the Shutter release button to capture the image A Wait icon displays while the camera processes the image ON Shutter release button MERA 065600 c 96 help HARDT EKL AUDITING SOLUTIONS The captured image will automatically appear on the camera screen for Instant Review Refer to the section Setting up the Camera in this User s Manual for more information about Instant Review Three icons appear on the screen shown enlarged a trash can an envelope and an ok button e lf you are satisfied with the image tap OK e lf you are not satisfied with the image tap
47. etete close _ 30 HARDT EKL AUDITING SOLUTIONS In the example Environment of Care is the selected audit type The page refreshes and new fields display You may need to scroll down to view the fields Select or deselect the check boxes to Include supervisor on emails and or Include director on emails Click on Save to save In the Standards field specify the standards to be linked to the particular audit type In the example the standards are for an Environment of Care audit type Click on the standards to apply in the example Fire Safety Manage Audit Type Select Audit Type Environment of Care y Audit Type Environment of Care Y Include supervisor on emails M Include director on emails Save Delete cose _ help home logout Standards for Environment of Care Add New Standard CA Emergency Preparedness contact 31 help home logout contact HARDTEK AUDITING SOLUTIONS The page refreshes and a new field opens Deficiencies in the example circled in red In 77 0000 e em a ae _ i Manage Audit Type gt J this field specify the deficiencies to be associated with the standards for the particular audit type in ts woe Select Audit Typ Environment of care H the example Deficiencies for Fire Safety lct Audit Type Audit Type a Select from the drop down menu or click on Add i
48. example the top five within a selected date range and ranks them in descending order of frequency help home logout contact reports contact To generate a Deficiency Report Ad Hoc Reports Report Deficiency Select Deficiency from the reports tab Audit History drop down menu Select Hospital System Bronson Methodist Hospta iSi ora pios Select Audit Type Environment of Care AOS When the Report Deficiency screen Date Range Banooo IS to fanawe SOS Director OPENS Number of Deficiencies J ic Department tandard Select a hospital system from the Select Hospital System field Deficiency Select an audit type from the Select Auditor Audit Type field Tally Points Enter a date range in the Date Range fields Enter the number of deficiencies to rank in the Number of Deficiencies field Click on Go 65 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes a report displays in a bar graph that ranks the deficiencies in descending order from most frequent to least Ceiling g clearance In the example the five most frequently found Doors deficiencies were Ceiling Clearance 54 Doors Proppec Propped 43 Ceiling Tile 30 Hallway ceiling Tile Storage EVS 27 and Doors Latch 19 Hallway 66 home logout contact HARDTEK AUDITING SOLUTIONS DEPARTMENT REPORT The Department Report shows t
49. f the audit relevant to his or her area of responsibility Dr Kildare Here is the audit you requested John Click on Send to send the email The audit and any photos will be sent as attachments to your memo Note Remember that you must manually delete photos from the PDA after uploading the audit to the database See the section on Deleting a Photo in this User s Manual for instructions 45 help home logout contact HARDTEK AUDITING SOLUTIONS USER MANAGEMENT TASKS user management Create User Create User ah ak Create User Requires Permission Level II Edit User You can only create a user with a lower permission level than your own Username Doug Daniels Select Create User from the user management tab Password sensenesveso drop down menu Contirm Password besssessesss First Name poa When the Create User screen opens enter the 1 Ty yr J appropriate information in the Username and E mail Address DougDaniels hospital org Password fields Passwords must have less than 20 characters and are case sensitive Select User Type A Bronson Methodist Hospital Retype the password in the Confirm Password ii cides aii field Audit Type Enter the user s First Name and Last Name in the appropriate fields Facility Select a user type from the Select User Type drop down menu The user type is linked to permission level 46 help home logo
50. function is the more powerful tool because it allows you to pull data for an entire facility into a single report Note Remember the term reports does not apply to the Word document of audit findings emailed to administrators 50 help home logout contact HARDTEK AUDITING SOLUTIONS Preparing a Static Report AUDIT DETAIL SUMMARY REPORT ee aS The most basic static report is the Audit Detail Summary Report reports To generate this type of report click on Audit Detail Summary in the reports tab drop down menu Ad Hoc Reports Audit History Report Audit Detail Summary Audit Detail Summary Select Hospital System ummary The Report Audit Detail Summary screen opens Select Date Range Baron 19 to pazos ea Select a hospital system from the Select EA id Hospital System drop down menu if the Department system does not appear on the screen Standard Select a date range from the Select Date Range fields Auditor Tally Points Click on Go 51 logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes a table of audits displays Select an audit by clicking in the check box in the left table column Click on View Summary to see an audit summary Click View Details to see a more detailed report Report Audit Detail Summary Select Hospital System Bronson Methodist Hospital A Select Date Range M2000 to Prz E 7 5 2004 Bronson Methodist Ho
51. he off position Roorn lt none gt Note Some PDA models have smaller screens Use the appropriate scroll bars to scroll up down right or left to view all fields on a screen New Audit Open Audit Settings Exit 85 help home logout contact HARDTEK AUDITING SOLUTIONS When the Select Hospital screen displays select a facility from the Select Facility drop Pra s gt z AI Select Hospital Y 2 32 down menu Ey x Select Facility Choose an audit type from the Select Audit Type drop down menu Bronson Methodist Hospital Tap in the Auditor box and enter your name Select Audit Type nvironment of Care Tap OK Auditor Note To resume an audit already in progress e g after a lunch break or to toggle between audit types select Open Audit from the File pop up menu When the Open Audit screen displays select an audit from the list Tap Open E 86 help home logout contact HARDT EKL AUDITING SOLUTIONS sis i he d ket te x When the screen refreshes the facility selected will la xi appear in the Facility field at the top of the Pocket P5 Y PP Audit screen wR G a ES Pocket Audit Yi 43 26 QD You must enter something in all of the following fields in order to document a deficiency e Building Facility Bronson Methodist Hospital EU Facility Area Department Dept Area Raa e Facility Area e Department e Dept Area
52. he departments with sr MS the most deficiencies within a specified date range This report is useful in discovering the five or two or ten departments in the facility with the most deficiencies within a select audit type reports Ad Hoc Reports Report Department Audit History The Department Report is a drill down report that lets Audit Detail Summary you extract more information such as the kinds of salaki He ANAIS ras deficiencies and the number of times each one occurred selene Aue Tyne et Date Range S772000 to prz To generate a Department Report select Department Number of Departments 5 from the reports drop down menu Ge When the Report Department screen opens Auditor Select the hospital system from the Hospital System hoi fal field Select the hospital from the Hospital field Select the audit type from the Audit Type field Enter a date range in the Date Range fields Enter a number in the Number of Departments field Click on Go 67 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and a report displays as a bar graph Bronson Methodist Hospital 31 2000 3 4 2006 The title shows the facility name and date range E Department The y axis shows the number of deficiencies Oncology MN Ortho E The x axis shows the departments The bars are color coded to sii the list of departments located to the left of the bar graph pida Unit In the example th
53. ilable Lite Safety Code QA Patient Room Audit Quality Assurance Waste Stream Compliance 28 help home logout contact HARDTEK AUDITING SOLUTIONS As an example select Environment of Care The screen refreshes and the selected type of audit appears in the Global Audit Types field Manage Audit Type Check boxes display that allow you to Include supervisor on emails and or Include director on emails Select deselect the boxes as Select Audit Type IL Ada New Aust Tps E Global Audit Types Environment of Care appropriate Audit Type Environment of Care I include supervisor on emails Click on Save to save Y include director on emails A message will appear at the top of the screen to save Delte close confirm that the audit type has been saved 29 help home logout contact HARDTEK AUDITING SOLUTIONS ADDING EDITING AN AUDIT TYPE FROM THE SELECT AUDIT TYPE FIELD To add a new audit type from the Manage Audit Type screen select Add New Audit Type from the Select Audit Type drop down menu Manage Audit Type Select Audit Type ada New Audit Type y Add New Audit Type Life Safety Code Temperature and Humidity To edit an existing audit type select the audit type from the Select Audit Type drop down menu Global Audit Types Audit Type Quality Assurance Environment of Care T include director on emails Save D
54. irector and or supervisor for those actlty Name rors mm instances when another responsible party needs Status active inactive to be copied on an email Select Building Add New Building y Building Name Status Active inactive Delete 17 home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and the Edit Email screen opens Previously entered information will appear in the Email Description and Email Address fields Edit Email Click on Add to enter a new contact Hospital System Name Bronson Methodist Hospital Facility Hame Bronson Methodist Hospital a Email Description Email Address The screen refreshes and two yellow fields Infection control RARA appear Facilities Services JJohndoe bronson org In the Email Description field left enter the names of any additional departments of responsibility in the example Safety you want to receive emails Enter the email address in the Email Address field right Click on Save 18 help home logout contact HARDTEK AUDITING SOLUTIONS When you are returned to the Edit Facility screen Select a building from the Select Building drop Select Building ManBulding down menu or type in the name of a new building Building Name MenBuking O into the Building Name field in the example Main Status Ronee ee Sana se oe Click on Save to add the building to the fa
55. n Methodist Hospital New Area Building South Campus Building Main Building Faciity Area dll Department Emergency Department v Dept Area Clean Supply Room lt none gt X t New Audit Open Audit Settings To add a new location to the audit Tap the Edit tab at the bottom of the Pocket Audit screen and select New Building Facility Department or Department Area from the drop down menu A New Area screen opens Enter a name or number into the Name field Tap OK to close the screen shift x c v bjn m 7 cuj tl gt v elt Note After you add a new area you must go back and select it from the drop down box to add it to the audit 92 contact help home logout contact HARDTEK AUDITING SOLUTIONS Taking and Attaching a Photo For detailed instructions on camera setup and adjusting the camera settings see the EBlpocket audit 2 Yi 46333 Q section on Setting up the Camera in this User s Manual id ie Location Clean Supply Element Fire Safety gt lt Unit Only gt v Deficiency Joors Latch To take a picture during an audit From the Deficiencies screen select the Deficiency Tap the sign Deficiencies 93 home logout contact HARDTEK AUDITING SOLUTIONS The deficiency will appear in the large text box HG lpocket Audit Y 4 3 35 ok Tap the p icon in the example circled Location Clean Supply Elem
56. n the right pointing green arrows to move it to the Selected Fields box Scroll to the bottom of the page and click on Run 79 home HARDTEK AUDITING SOLUTIONS The report generated shows the auditors and gives both a total number of deficiencies and a break down per auditor by audit type Auditors In the example John Doe recorded 21 deficiencies and Lisa Hardesty 20 for a total Auditor Count of of 41 deficiencies recorded during Environment of Care audits Deficiency Short Description Environment of Care e 41 John Doe 21 Lisa Hardesty 20 logout 80 contact help home logout contact HARDTEK AUDITING SOLUTIONS EXPORTING AN AD HOC REPORT TO EXCEL Sometimes especially when working with many variables you may want to export a report to work in a spreadsheet application like Microsoft Excel In Excel you can reformat data as desired Moreover you can work with Excel functions to analyze data For example you can create pivot tables and pie charts To export a file to Excel from the Explorer tool bar choose Select All in the report web page Select Copy Open Excel and place the cursor in the upper left cell cell A1 From the Excel tool bar select Paste from the Edit drop down menu The data can now be manipulated using Excel s many powerful functions 81 AUDITING SOLUTIONS USING THE PDA TO CONDUCT AN AUDIT Actual PDA models may vary Consult the user m
57. nane oniment of Care NS I Include supervisor on emails Y Include director on emails Save Delete Close Standards for Environment of Care Deficiencies for Fire Satety Hazardous Materials amp Wastes Ceiling Tile Infection Control Electrical Panel Medical Equipment Ceiling Clearance Short Description Doors Latch NFPA 7 2 1 8 2 7 2 The release device is designed so that the door instantly releases and becomes self closing or the door can be readily closed Positive latch lt 1 8 gap and 3 4 undercut Points h Update Delete Check Speling Deficiency 33 help home logout contact HARDTEK AUDITING SOLUTIONS Manage Audits An Auditor uses the Manage Audits function to review edit and email audit findings after an audit chelp__ home logout contact has been performed or to create a text document LOOKING UP AN AUDIT First synchronize the PDA with the computer to 4 audit transfer audit information to the database See dela caia instructions for Synchronizing the PDA in this User s Manage Audits Manual Manage Audits Audit Type Then select Manage Audits from the audit Select Hospital System Bronson Methodist Hospital management tab drop down menu The Manage i A Select Date Range 4 6 2006 Bio farr2006 i Audits screen opens i Enter a date range in the Select Date Range fields Type in the start and end dates using mm dd yyyy format o
58. nclude supervisor on emails New Deficiency to add a new deficiency to the Include director on emails standard save Delete Close Click on Update to save Standards for Environment of Care Add New Deficiency Pull Stations Extinguishers Tags Fire Extinguishers Hallway Storage Med Equip Hazardous Materials amp Wastes Infection Control A Medical Equipment Standard Fire Safety 32 HARDTEK AUDITING SOLUTIONS The screen refreshes Three new fields open Short Description Deficiency and Points If you have selected an existing deficiency for the standard these fields will be populated If you have added a deficiency you will enter text into these fields The text in the Short Description field is what will display on the PDA during an audit The text in the Deficiency field is what will display in the body of the email sent following completion of an audit This text is also available to an auditor to review and edit during an audit Assign a points value for the deficiency in the Points field A value of 1 is a typical point value If desired click Check Spelling A message will pop up advising you of any words not found in the dictionary When you are finished with your entry click on Update A message will appear at the top of the page advising you that the new deficiency has been added Click on Close to exit the screen help home logout contact i
59. not be saved in the a database 1 West Bronson Methodist Hospital _ 5 2 2006 You will be prompted to Save As choose the folder in which you want to save the file and type in a file name just as you would any Word document F Pharmacy dee Office Please make sure doors are not propped open per NFPA 101 7 2 1 6 1 Door Propping A door normally required to be kept closed shall not b and shall be self or automatic closing The audit document with cover sheet shown is automatically populated with information from the database by Healthcare Support Services Email hit retin met Storage Room al NFPA 7 2 1 8 27 2 The release device is designed so that the door instantly releases and nr ei or the door can be readily closed Positive latch lt 1 8 gap and lt 3 4 undercut 0 mp4 44 help home logout contact HARDTEK AUDITING SOLUTIONS EMAILING AN AUDIT When you are ready to email audit findings click on Email Audit in the green field on the left of the Manage Audits screen The screen refreshes and a text field displays in which to type a brief memo to recipients Manage Audits There is no need to address emails to O US Bronson Methodist Hospital Environment of Care recipients Emails are automatically sent to did di unit managers and all individuals who have fro been renal identified to be included on pes mee MSP the email Each person will receive only the portion o
60. nson Methodist Hospital 1 East Emergency Department The screen refreshes A pie chart displays all the deficiencies Environment of Care 3 1 2000 3 1 2006 documented under the standard Ceiling In the example the pie chart shows the elements that comprise fire Se safety and the instances of each deficiency noted during audits conducted within the selected date range Two instances of Doors Latch issues were noted in the Emergency Department on 1 East Ps Bronson Methodist Hospital during Environment of Care audits Err conducted between 3 1 2000 3 1 2006 Storage EVS Hallway Storage Food Sys Ceiling Tile Click on the deficiency in the left hand table to identify when each deficiency was noted Hallway Storage Med Equip Oxygen Tanks Sprinkler Heads 63 HARDTEK AUDITING SOLUTIONS The screen refreshes A Word file displays showing the date and time when each instance of the deficiency was noted logout contact Bronson Methodist Hospital 1 East Emergency Department Doors Latch Environment of Care 03 01 2000 03 01 2006 Date Time Element Short Description 1 3 2006 8 30 09 PM Fire Safety Doors Latch 1 3 2006 8 51 49 PM Fire Safety Doors Latch a a ha a EE 64 help home logout HARDTEK AUDITING SOLUTIONS DEFICIENCY REPORT The Deficiency Report shows the most frequently reported deficiencies in the facility for
61. r open the calendar next to each date field to select the dates Note The date range must be at least one day apart For an audit performed today the start date is today s date and the end date is tomorrow s date In the example 4 6 2006 is the start date and 4 7 2006 is the end date To enter a date range using the calendars Click on the calendar icon to the right of the first Select Date Range field 34 help home logout contact HARDTEK AUDITING SOLUTIONS When the calendar opens select the opening date for your audit search 7 Select Date Web Page Dialogik JE Use the cursor or the lt and gt symbols on your keyboard to scroll through the month and year fields Click on the day on the calendar Mies Las 27 28 29 ENEN April 2006 The Selected Date will appear at the bottom of the screen o If you are satisfied with the date click on OK When the calendar closes the start date will _ appear in the left hand Date field of the Manage Selected Dete 1672008 im Audits screen In the example the start date is http fwww hardtekaud Internet 4 6 2006 35 help home logout contact HARDTEK AUDITING SOLUTIONS Repeat the process to select an end date for your date range using the calendar to the right of the second Select Date Range field Manage Audits When the calendar closes the selected end date will appear in the righ
62. rdesty Hallway Storage EVS Lisa Hardesty Hallway Storage Food Svs Lisa Hardesty Hallway Storage Med Equip Lisa Hardesty Linen Covered Lisa Hardesty Medication 76 HARDTEK AUDITING SOLUTIONS To run a report that counts the deficiencies that the auditors found first clear the fields on the Ad Hoc Reports screen In the Select Fields section of the screen make sure that the default None is selected in the small function box between Available Fields and Selected Fields The goal is to identify not count the auditors Select Auditor from the list of Available Fields on the left Click on the right pointing green arrows gt gt to move Auditor to the Selected Fields box Now select Count in the function box between the two fields Select Deficiency Short Description from the list of Available Fields on the left Click on the right pointing green arrows gt gt to move Count of Deficiency Short Description to the Selected Fields box help home logout contact select Fields selected Fields Deficiency Short Description Deficiency Description Department Area y select Fields Available Fields F Selected Fields Department Area Auditor Deficiency Short Description Select Fields Available Fields Selected Fields Auditor Count of Deficiency Short Description 77 help home logout contact HARDTEK AUDITING SOLUT
63. rgency Phones 12 20 2005 1 46 11 PM Emergency Preparedness Emergency Phones 12 20 2005 1 45 56 PM Emergency Preparedness Emergency Phones 12 6 2005 11 31 07 AM Fire Safety Ceiling Clearance 12 20 2005 1 47 00 PM Emergency Preparedness Emergency Phones 12 20 2005 1 45 51 PM Emergency Preparedness Emergency Phones 12 6 2005 11 57 54 AM Custom Spill Response 12 20 2005 1 46 13 PM Emergency Preparedness Emergency Phones 12 20 2005 1 46 58 PM Emergency Preparedness Emergency Phones 59 help home logout contact HARDTEK AUDITING SOLUTIONS STANDARD REPORT The Standard Report analyzes the frequency of deficiencies related to a particular standard associated with an audit type help home logout contact The Standard Report is a drill down report that provides more information with each successive screen reports Ad Hoc Reports Report Standard Audit History To Sl a lel Aedes se Select Hospital System Bronson Wethodls Hosptel TN Standard from the reports tab drop down Select Facaty A IE ummary menu Select Audit Type Environment of Care Director Select Standarc Fire Satety Supervisor When the Report Standard screen displays y Date Range amo IO to fos IS Select the hospital system from the Select I Standard Deficiency Hospital System field Auditor Select the facility from the Select Facility field Tally Point Select the audit type from the Select Audit Type field Select the st
64. rs each Password femmes and are case sensitive lf you have forgotten your password or T are having problems logging in please contact your system administrator Click on Login 10 help home logout contact HARDTEK AUDITING SOLUTIONS WELCOME SCREEN Successful login takes you to the Welcome screen which is used to communicate information regarding upgrades to the program and other important information This screen also features the License Agreement help home logout contact From this screen the user can access up to five a function tabs which appear across the green web P banner shown circled in red The available tabs Thank you for using Healthcare Support Services Facility Management Software Application depend upon the user s permission level The five This page will be used to communicate future system upgrades function tabs are facility management any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law audit management J WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or J user management License Agreement admin tools reports 11 help home logout contact HARDTEK AUDITING SOLUTIONS PERMISSION LEVELS Program functionality and access are determined by a user s permission level A u
65. ser can view anything at or below his or her permission level The four permission levels are shown below Note All users may access any of the reports available under the reports tab Level User Permissions related to audit types User management tasks edit users Level Il Facility Administrator Permissions related to a single facility Audit management tasks User management tasks add users Level Ili Hospital System Administrator Permissions related to an entire health system Facility management tasks Level IV Consultant Permissions related to a number of health systems All program functions 12 HARDTEK AUDITING SOLUTIONS User Titles Permission Levels and Associated Tasks help home logout contact Associated Tasks User miie ie Audit Facility Add Users Edit Users Management Management Reports User l X x Facility Administrator II x x x xX Hospital System Administrator 11 x x x x x Consultant IV x x X x X 13 help home logout contact HARDTEK AUDITING SOLUTIONS THE FIVE FUNCTION TABS The drop down choices and tasks related to each function tab are given below facility audit management manageme Facility Management Add Edit Facility e Add Edit Facility change department names key contacts etc Add Edit Director sad t DIFECTOrs e Add Edit Directors update director contact information f Add Edit Supervisors
66. set the resolution to 320 x 240 104 help home logout contact HARDTEK AUDITING SOLUTIONS EXPOSURE MODE The exposure mode setting adjusts the F number and shutter speed e Auto mode selects the best F number and shutter speed e Action mode lets you select fast shutter speeds to stop action 9 hp image capt 2 Yi 44 1105 Q Capture Menu cP Camera Sounds On Instant Review 2 seconds X self Timer OFF Setup Tab The Setup tab contains settings that are available to all camera devices regardless of PDA model To change a setting select the setting and tap Change or double tap on the setting in the menu To reset to the default values tap Reset The settings important to the Facility Management Software are Instant Review and Self Timer Settings setup Jere About Set Ej 105 help home logout contact HARDTEK AUDITING SOLUTIONS INSTANT REVIEW EF hp image captu y Y q 1 15 d Immediately after you take a photo the captured image displays on the screen for review The image displays for only as long as the Instant Review has been set Setting options include 2 seconds Son 2 seconds 4 seconds Non 10 seconds Off disable Instant Review ende i 2 seconds 2 second review default 4 seconds 4 second review 6 seconds 6 second review SELF TIMER Setting options include Off Picture is taken immediately after shutter button is presse
67. spital Environment of Care l ri 1 9 2005 lBronson Methodist Hospital lEnvironment of Care ni 10 2005 Bronson Methodist Hospital lEnvironment of Care rm 1 29 2005 lBronson Methodist Hospital Environment of Care rm 2 20 2005 Bronson Methodist Hospital Environment of Care rm 2 21 2005 Bronson Methodist Hospital Environment of Care ra 18 2006 Bronson Methodist Hospital Environment of Care na 18 2006 Bronson Methodist Hospital lEnvironment of Care B1 18 2006 Bronson Methodist Hospital Environment of Care ra 110 2006 Bronson Methodist Hospital Environment of Care 52 help home logout contact HARDT EKL AUDITING SOLUTIONS The screen refreshes and a Word file opens Audit Summary i If you selected View Summary the report m Moca displays the Areas Points and the number of ae ss Incidents Deficiencies If you selected View Details the report also displays the Departments eee eee ee Area Points Incidents In the example five incidents were recorded during an Environment of Care Audit conducted on aa f 7 5 2004 at Bronson Methodist Hospital 1 South 5 5 1 West 0 0 2 East 0 0 2 South 0 0 2 West 0 D 3 East 0 0 3 West 0 0 4 East 0 0 4 West 0 0 5 East 0 0 5 West 0 0 Ground Floor 0 0 TOTAL 5 5 53 help home logout contact HARDTEK AUDITING SOLUTIONS SUMMARY DIRECTOR SUPERVISOR AND AUDITOR REPORTS The Summary Director Supervisor and Auditor Reports follow th
68. ssulovecsdeseedevesseusicseesvsedeonseehesedoavoussdevs ss sues 102 EXITING THE CAMERA APPLICATION adelaida 103 ADJUSTING THE CAMERA SETTINGS laica 104 CLM OS A sett seetctcen seu E E A E cones A AE E E TAE AA AEE sectestsnacdeacaeasestsnsctane si ccsantesescaeeac E E EES Resolution 000 Exposure Mode SOLU TAO iE RR RN Instant REVE Win ii a ardid A A A ROA Y A NN OTHER CAMERA FEATURES A RR A ae Oe Ar eee EXNDOSULE COMPCNSAMOM a 5 Sin dstsccebs netsh Scuscesnts seuncegensestnes E A E tonnes ontsestenenastedacs dubsouswssawanasbutieusct E E T 108 USE TA LEA ROO 109 PDA IMAINDENANEGE cesccsccsesncesecesiecestesstececuitecvasesctecesvecesssascvdvenesstencesescabacersaesacessuauessastecosseantessseadecoasubat cvaenesccesuesescsbacersccbucessuaveseustecosseanteessesestoansscdeseseacescas soeseststevesessedesvonseesses 110 TROUBLES HOOTIN AAA nn saseedssddesseusanedessse0easueasessessesessvextensdeaescesastussssseissiveassese 111 GLOSSARY EA E A E T O E O E O O E E O E E A O E O A A 120 THE COMPUTER SOFTWARE AND DATABASE E 120 THE HANDHELD sd DYS IA 123 help home logout contact HARDTEK AUDITING SOLUTIONS TECHNICAL INFORMATION SYSTEM REQUIREMENTS SOFTWARE PLATFORM Desktop browser Internet Explorer 6 0 or higher Desktop synchronization HTTP access to a web server NET Compact Framework SQL Server CE Microsoft ActiveSync 3 7 or higher Pocket Audit application Handheld PDA Microsoft RepliSync to
69. t PDA is unable to send data If you are trying to run RepliSync from a hospital you must add the proxy URL used by the hospital to the PDA Open RepliSync Go to File gt Remote DB Settings Make sure the information in the Login name and Password boxes is correct The process could not connect to Distributor kdata1 1 Login name is not entered correctly on the PDA Open RepliSync Go to File gt Remote DB Settings Make sure login information is correct 114 HARDT EKL AUDITING SOLUTIONS help home logout contact Problem Error Message Possible Causes Corrective Action PDA will not synchronize Publication does not exist Publication does not exist The publication is not entered correctly on the PDA Open RepliSync Click on File gt Remote DB Settings Check the Publication box to make sure everything is spelled correctly with no additional characters or spaces The subscription to publication xxx is invalid You did not delete a previously used publication before selecting this one Go to Programs Click on File Explorer icon Select the bluegranite folder Delete the hss file by pressing hss with the stylus for five seconds A menu will display select Delete When prompted select Yes Start RepliSync Database should synchronize successfully 115 thelp home logout contact HARDTEK AUDITING SOLUTIONS
70. t hand field of the Select Hospital System Bronson Methodist Hospital E Manage Audits screen Select Date Range fezo Ito Click on Go L 36 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes and displays a table of audits shown highlighted in yellow performed in the facility within the selected date range A group of light green and gray command er buttons appears at the bottom of the screen 3 Select Hospital System Bronson Methodist Hospital A The commands available to most users are shown circled Select Date Range fint2006 to 512412006 To select an audit click in the check box in the EEES left most column of the table Then select a command button corresponding to the action you wish to perform as follows Click on Edit Audit to edit the audit within the database Edits made within the database will appear on the email and will be reflected in the Gee AIA Advanced Export Upload Financial document when exported to Word All permanent Delete Financia edits must be made in the database Click on Export Audit to open the audit file in Word edits will not be saved in the database but you can make formatting changes to the file that will alter the appearance of the printed document The Word document is the format of the email that is sent 37 help home logout contact HARDTEK AUDITING SOLUTIONS EDITING AN AUDIT 3 dj To edit an
71. t require information Select Hospital System Bronson Methodist Hospital When all fields are populated click on Save or Select Facility Bronson Methodist Hospta H Update to save changes Click on Delete to delete 1 5 Facility Name Bronson Methodist Hospital The screen will refresh and new fields will display Status Active Inactive When the initial Edit Facility screen appears Select a hospital system from the Select Hospital System field drop down menu or enter the name of a system Select a facility from the Select Facility field drop down menu or enter the name of a facility Note Status will default to Active unless Inactive is selected Selecting Inactive will retain the information in the database so it can be later activated Inactive status will display on the computer but not on the PDA 16 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes The name of the facility appears in the Facility Name field In the example the system and facility are Bronson Methodist Hospital l Edit Facility Notice that new fields now display E 7 E n Select Hospital System Bronson Methodist Hospital al Click on the Emails button circled in red to enter P D 7 age Select Facility Bronson Methodist Hospital y email recipients in addition to the customary unit AS i gt Bronson Metnodist Hosta OOM manager d
72. te Copy to Clipboard Rename Comment Rotate help home logout contact HARDTEK AUDITING SOLUTIONS SETTING UP THE CAMERA a Yi d 9 24 Actual camera models and features may vary Consult the User s Manual for your camera as necessary 2006 E Today Yoice Mail This section explains camera features and setup The steps for taking photos during an audit E Calendar appear in the Using the PDA to Conduct an Audit section of this User s Manual if Contacts 1 HP Image Capture 21 Inbox LAUNCHING THE CAMERA APPLICATION Instant Messaging Tap Start gt Programs on the PDA Internet Explorer iPAQ Wireless Tap on the camera icon in the menu bar Alternatively launch the application by pressing a hardware application button that has been mapped to the camera application 102 AUDITING SOLUTIONS The PDA screen displays as a camera In the upper right are the Shots left indicator in the example shown as 7234 which is the number of shots that can be taken based on resolution compression storage space and the complexity of the image the File compression setting represented by stars and the Resolution setting 160x120 A Viewfinder appears in the center of the screen A Camera controls panel displays across the bottom EXITING THE CAMERA APPLICATION In portrait mode tap File gt Exit In landscape mode tap the Close X button on the Camera controls panel 103
73. the entry for the Corridor 38 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes The table row for the selected area Corridor now displays in green text as editable fields Manage Audits A text field displays below the table with the Description of the deficiency including any notes or comments added during the audit You can edit this material and any edits made from this screen will be saved in the database and will also appear in the hard copy of the report hee hem Bronson Methodist Hospital Environment of Care Auditor John Doe Date rimor2005 Dept Contact fiisahardesty comcast net Short Description Points Pic Email Type Edit Nourishment Room Refrigerator Log 1 lt unt Only gt y fi Cance pae s View lt unt Only gt y Storage Med Equip Duna View lt unt Only gt y Waste Segregation 1 lt _ To make edits first select from the row of buttons that displays under the Description field to Add Save Delete Comment or Check Spelling Edt Soiled Utility EC 5 12 Corridors must be unobstructed at all times Equipment in use must be stored on one side of the hall Depending on the audit clicking on any field from this screen opens additional screens offering further editing options For example you can change the value of assigned points or edit the Email Type field to include additional r
74. tion Em Select a Supervisor y database for later use GS acts O inactive Click on Update to save the department area Er A information 23 logout contact HARDTEK AUDITING SOLUTIONS Add Edit Directors logout contact Select Add Edit Directors from the facility management tab drop down menu mansgement When the Add Edit Director screen appears select a hospital system from Add Edit Director the Select Hospital System drop down menu or enter the name of the hospital system into the field Select Hospital System Select a Hospital System y 24 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes Select a facility from the Select Facility drop down Menu Add Edit Director To add a director to the database Select Hospital System Bronson Methodist Hospital y When the screen refreshes click on Add a Select Facility Bronson Methodist Hospital l Director in the Select Director field Select Director Add a Director Director Name Ben Kildare Enter the name in the Director Name field ena ae Enter the email address in the Email field Es E Click on Save to save To edit a director whose name already appears in the drop down menu Select the name from the menu When the screen refreshes edit the information as necessary Click on Save Repeat as necessary to add edit other directors 25 logout contact HARDTEK A
75. to the Contact Name and Contact Email fields Click on Select a Director and select a name to link a director to the department Click on Update Facility Areas for Main Building Departments for 1 East General Unit Note A new director cannot be added to the Add New Facility Area Add New Department Add New Department 4 database from this screen new directors Communication Closet are added from the Add Edit Directors Electrical Closet oe screen under the facility management levator Area xl tab The screen refreshes and a new field will appear Department Areas in the example circled Select a department area from the drop down list or click on Add New Department Area to add a department area Click on Go 22 help home logout contact HARDTEK AUDITING SOLUTIONS The screen refreshes The department area appears in the box in the example Nurses Station and a new field opens Supervisor in the example circled Facility Areas for Main Building Select a supervisor for the department area from the drop down list Add New Facility Area General Medical Unit Note Anew supervisor cannot be added to the database from this screen new supervisors are added from the Add Edit Supervisors screen under the facility management tab Status will default to Active unless Inactive is selected Select Inactive to retain information in the Department Area Nurses Sta
76. ut contact HARDTEK AUDITING SOLUTIONS To review the permission levels refer to the Permission Levels section of this Users Manual bi a User types include Audit Type Admin Facility Admin Hospital System Admin and User Create User Click on Save Username Dou Daniels The screen refreshes New fields display that link Se KK the user to one or more Audit Type and Facility conten asoma and determine the user s permission level In the oie u First Name pa example Doug Daniels a User will have _ _ z A permission at Bronson Methodist Hospital to a perform Life Safety Code audits Email Address Pana Select User Type fuser o Click on Save to save The screen refreshes A f f Oise ae honra message at the top left of the screen will indicate A that the user was created Audit Type Temperature and Humidity If the task was unsuccessful an error message will Gans Sconces 3 appear indicating the problem e g password Bronson Methodist Hospital problem Facility 47 help home logout contact HARDTEK AUDITING SOLUTIONS Edit User Requires Permission Level dle js gee Select Edit User from the user management tab drop down menu user managernent When the Edit User screen appears Select the hospital system from the Select a Hospital System drop down menu Select Hospital System Bronson Methodist Hospital y

By Lisa Hardesty, President and CEO, Healthcare Support Services,

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