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i2iTracks User Manual - The Health Federation of Philadelphia

1. cseseseseseeeees 46 Adding a Patient to a Recall for a group Of Patients c cssesesseesesseeeseeees 48 Viewing Recalls for an Individual Patient c cssscsccesesssseesssssesssseesessssessessesess 49 Managing the Recalls csu nti scien dante ei ie alec cepa 50 Generating and Printing Recall Letters 0 ececcecsseeceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeees 51 i2iTracks GYN Recall Office Policy amp Procedure Example ccsesssesseeseseeeess 53 Chapter 7 Patient Searches sisisscsicsecsccciecctescasacsssseaceacereescesevacsscesteecndetesccedertessacsescendsrses 54 Overview Of Patient Searches ccccccsssscscssssssssssessesssssssssscseceseeseeseeesaeseeseesesassansenseees 54 Creating Patient Search Group cscescssssssssecsecseessecsecseeseeseessesseeseeseeseesseeseesaeseesenseass 55 Creating a Standard Patient Search cecccccecsceceeeeceseeeseeeeeeecseeeeeeeecseeaseeteeseeaseaneeees 55 Running a Patient Searc hiini aiian aceite aaae ena aea aaraa Eaa kiia Eada 65 Utilizing the Data from your Patient Search csceccscececeececeeeeeeeeseeteeeeeeeeeeeneneees 69 Chapter 8 121i1racks TASKS asini tinenti ioniene ai aiaa inaasa ada aaa aara aandaa iaa aasa danaa ida 73 Overview Of i2iTracks TasKkS cccccsssssssessesssssssessesecsesssssesscsecsesaeseeseesesaesesseesesassansensseas 73 The Patient Task Manager ccccccccseseeceeseeeeseeseeeeeeeseeseeesseeseeaesaseasseeseeaseaseaseeeseea
2. Personal Other Info ID 2996 Edit First Name Anna Middle Name Last Name Richardson Date of Birth 4 20 1957 Age 57 Yrs Sex Female Social Security 123 21 2380 Medical Record Race HISPANIC Ethnicity Language English Homeless Status Migrant Status Default Location Default Provider Secondary Provider Financial Classification Communication Preference 4 Addressi 822 East Valley Address2 City Santa Rosa State CA ZIP Code 95403 Home Phone 707 385 2371 Work Phone Cell Phone E Mail Community Health Clinic of Santa Rosa Robert Wright MD Uninsured None w e ID The patient s account number assigned in your practice management system e FIRST NAME The first name of the patient e MIDDLE NAME The middle name of the patient e LAST NAME The last name of the patient e DATE OF BIRTH The patient s date of birth e AGE The current age of the patient e SEX The sex of the patient e SOCIAL SECURITY NUMBER The social security number for the patient e MEDICAL RECORD NUMBER The chart number for the patient e RACE The race description of the patient e ETHNICITY The ethnicity of the patient e LANGUAGE The language of the patient e HOMELESS STATUS The homeless status of the patient e MIGRANT STATUS The migrant status of the patient e ADDRESS1 amp ADDRESS2 The mailing address for the patient 37 s Copyright 2014 by i2i Systems Inc All Rights Reserved No part of
3. Setup Baby Form Define Forms OK Cancel 3 Click Setup Pregnancy Form The Setup Form Perinatal Tracking Pregnancy Form window displays with a list of possible questions for the pregnancy form F Setup Form Perinatal Tracking Pregnancy Form Please specify the questions that should be displayed for this form Don t Display 2 Trimester entered into care regardless of site Display Don t Display 3 EDC EDD due date by current best estimate Display Don t Display 4 Did the first prenatal visit occur at this site UDS Display Don t Display A Site Name Display Don t Display 5 Multiple gestational pregnancies Display Don t Display 6 Expected Hospital for delivery Display Don t Display 7 Did mother desire or intend pregnancy at this time Display Don t Display Qa 4 ry a w Medical Ass 1 Medical Risk Assessment Complete M ct eening Display Don t Display 2 Risk Factor Display Don t Display 3 Risk Factor Detail Display Don t Display A Suspected ectopic preg Display Don t Display B Congenital chromo anomalies Display Don t Display 204 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording
4. 251 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup For example a lab group called Diabetes will include all of the common tests you track for your diabetic patients Here is an example of the tests you can include for your Diabetes Group HbAlc LDL Creatinine Cholesterol Total Triglycerides MicroAL Creatinine Ratio ALT 24 hour Ur Protein AST HDL Some health centers choose to add a lab group called Favorites In the Favorites group they include the top 15 most frequently used lab tests To add a Lab Group Select Setup gt Tracking gt Lab Tracking gt Lab Groups The Lab Groups screen displays 2 Click Add to add your lab group Complete the fields as follows Name Type the name for your lab group Description Type the description for your lab group optional Labs Click Add The Select Labs screen displays a list of possible lab tests Choose the desired lab tests for your group by clicking the box to the left of the lab test name Once you have checked the tests you want to include in your group click OK You are returned to the Lab Groups setup which now shows the selected lab tests in the list 4 Review the list to assur
5. e Printa Letter e Print a Visit Summary e Print a Pediatric Visit Summary e Print a Woman s Health Summary e Send E Mail e View the Visit History Each of the actions from this menu is discussed in detail in further chapters The Alerts box displays special needs of the patient It is divided into two sections Alerts and Upcoming Items Both alerts and upcoming items include procedures or indicators that are due or soon to be due for the patient abnormal lab results and follow ups assigned to the patient which are due Alerts are considered to be DUE and should be given priority Upcoming items include items that are due in the next 60 days The Demographics tab is where you will view the patient s demographic information Much of this information is brought over from your billing system and can only be updated in your billing system Click Edit to update or change the e mail address default location default and secondary providers financial classification and communication preference The Personal tab displays the following information 36 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc i Tracking 8 Demographics Gi External Data Chapter 5 Patient Information
6. Chapter 18 Immunization Tracking Overview and Setup Vaccine Type Properties pe FF OK ee Description mos Groups Cancel Default Injection Site Left Thigh 7 Procedure Codes DTP VACCINE Remove 5 Complete the fields as follows Default Injection Site Click the down arrow and choose the default injection site from the list Procedure Codes The purpose for assigning the CPT codes is so that i2iTracks will know which CPT codes to use to automatically update the vaccine table as they are posted in your PMS To assign a CPT code to a vaccine click Add The Lookup Procedures window displays When you first bring up the screen you will see the list in numeric order by CPT code You can choose the vaccine you desire by looking it up either by CPT code or by description To choose by CODE On the By Code tab ensure that the list is sorted in numeric order by ICD code Type the diagnosis code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to
7. Section H Asthma Pharmacological Therapy e Denominator Section H Line 16 Column a Patients who were between 5 and 40 during the reporting period Have had at least one medical visit during the reporting period Have had at least two medical visits ever Patients who had an active diagnosis of persistent asthma Exclusions patients allergic to asthma medication e Numerator Section H Line 16 Column c Patients who received a prescription for or were using an inhaled corticosteroid Cromolyn a leukitriene modifier nedocromil or sustained release theopylline during the reporting period See the UDS Manual for more information Table 7 Overview Health Outcomes and Disparities Table 7 reports data on three variables identified by BPHC as key indicators to measure health disparities and outcomes Because Table 7 is a breakdown by Race and Ethnicity you will need to map all the races in the PM System to the races HRSA wants to see Additionally if your PM System has an ethnicity field this will also need to be mapped Because many PM Systems do not have ethnicity fields and some clinics use their race library to track ethnicity you will have the option to map race codes to ethnicity Section A Deliveries and Low Birth Weight by Race and Hispanic Latino Ethnicity Again this section only applies to organizations that assume primary responsibility for some or all prenatal care services i2iTracks only counts this
8. ie ils Delete 112 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry 6 The screen first displays data about your patient profile items indicators that are in your disease profile Review the column headings as they are different from other screens and familiarize yourself with the options e Item The first column shows the profile item categories and the individual profile items indicators for each category e Value for The second will be used to enter new information about the visit you are entering e Most Recent Value This column shows the most recent value for the indicator e Expand All and Collapse All Use the Expand All button to show all of the items under each category Use the Collapse All button to only show the categories These options are convenient when you have a template with so many profile items that they don t all display on your screen at the same time e Save and Cancel To exit the data entry template choose Save to keep your changes or Cancel to exit without saving 7 To enter the data for your profile items locate the indicator under the appropriate category For example let s update the Diabetes Education item as th
9. B Patients with atleast 1 pap test in the last 3 years 64 79 3 CSLC Mammography Population Patients who A Had at least 1 ambulatory care encounter during the reporting period or prior year 8B Are Female C Were between 42 and 69 years old at the end of the reporting period A TotalPatentCount SSCS 00 1 With atleast 1 mammographytestin the tast 2years an 207 Item 2 CSLC Pap Testing Population The Pap Testing Population includes patients who e Are female between the ages of 21 and 64 years old e Had one ambulatory care encounter during the reporting period or prior year Line A Total Patient Count Includes the total number of patient who meet all of the Pap Testing Population requirements Line B Patients with at least one Pap Test Includes the number of patients who had at least one pap test in the last three years Item 3 CSLC Mammography Population The Mammography Population includes patients who e Are female between the ages of 42 and 69 years old e Had one ambulatory care encounter during the reporting period or prior year Line A Total Patient Count Includes the total number of patient who meet all of the Mammography Population requirements Line B identifies the number of the Mammography Population who are ages 42 through 51 Line B1 is the number of the Mammography Population ages 42 through 51 years who have had at least one mammogram in the last 2 years Line C identifies the numb
10. Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning E Patient Visit Summaries Falling Potassium Hepatitis C l Show Disabled Items e Add This button will take you into the Add Visit Summary screen e Edit This button will allow you to edit the chosen Visit Summary Form e Disable This button will allow you to disable the use of the chosen Visit Summary e Preview This button will allow you to view the chosen Visit Summary e Close Click here to close this window e Report This button will allow you to print out or save a report of this library 2 Toadda Visit Summary click Add Complete the fields as follows e Name Type a name that best describes the Visit Summary e Description Type a description if needed optional Each tab is described in detail below 240 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning General Tab 4 Visit Summary Properties C LO ie General Columns La
11. Current Patient apenas Richardson Anna ID 2996 DOB 4 20 1957 Sex F Upcoming Items 0 SSN 123 21 2380 MR Language Linked Software ID 2996 Edit First Name Anna Middle Name Last Name Richardson Date of Birth 4 20 1957 Age 54 Yrs Sex Female Social Security 123 21 2380 Medical Record Race HISPANIC Ethnicity Language Homeless Status Migrant Status Addressi 822 East Valley Address2 City Santa Rosa State CA ZIP Code 95403 Home Phone 707 385 2371 Work Phone E Mail anna sonic net Default Location Community Health Clinic of Santa Rosa Default Provider Robert Wright MD Financial Classification CC Health Plan Communication Preference None Database SalesDemo User i2Ziadmin 2 To update the default location or provider financial classification e mail address or communication preference click Edit Other Information Richardson Anna Default Location Community Health Clinic of Santa Rosa se x Default Provider Robert Wright MD eae x Financial Classification ec Health Plan alae E Mail anna sonic net Communication Preference None cms 125 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i S
12. Diabetes i2i during or prior to the reporting period Exercise i2i during the default period Edit Remove Default Period for Educations during the reporting period during or prior to the reporting period C during the prior to the end of the reporting period 1 Click any category tab that contains one or more of the items indicators you want to include on the report 2 Ifthe item indicator that you want to appear on the report does not already exist on the list click Add Select all the desired indicators by clicking in the box to the left of each indicator When you have completed your selection click OK 3 Each category has a Default Period but you can change the default period if needed For example you may want to count all flu shots given during the reporting period but a tetanus shot can only be counted if it has occurred within the past ten years To change a default period select the indicator that needs to be changed and click Edit A box displays for you to choose the new default for the specific indicator You will choose from the following options e During the reporting period e During or prior to the reporting period e During a defined period prior to the reporting period 161 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording
13. To set up the UDS tables in i2iTracks you will need to answer questions like these about every indicator in Tables 6A 6B amp 7 Creating Your Spreadsheet You can download a sample mapping spreadsheet on the i2i Support Portal Create a spreadsheet like the sample below to identify all of the codes used in your system s to identify the HRSA clinical indicators This is where you identify every code you use in your PM System and also in i2iTracks This spreadsheet will be used to map your codes in i2iTracks Billing System Code Pap Test CPT 4 88141 88145 88148 88150 88152 88155 88164 88167 88174 88175 ICD 9 V72 3 V72 31 V76 2 ICD 9CM 91 46 6x Abnormal breast findings 174 xx 198 81 233 0x 793 8x i Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 aE A Abnormal cervical findings 180 xx 198 82 233 1x 795 0x 6a tcoho related disorders 291 xx 303 xx 305 0x 357 5x Anxiety disorders 300 0x 300 21 300 22 300 23 300 29 300 3 including PTSD Attention deficit and 312 8x 312 9x 313 81 314 xx disruptive Behavior disorders Chronic bronchitis and 490 xx 492 xx 496 xx emphysema Contact dermatitis and 692 xx other ec
14. lt PATIENT_ADDRESS1 gt lt PATIENT_CITY_STATE_ZIP gt Dear lt PATIENT_FNAME gt Our records indicate that it is time for your annual exam and pap smear Please give our office a call at 707 575 7100 to schedule your appointment We look forward to hearing from you soon Nuestros archivos indican que es tiempo para hacer su examen anual y la prueba Papanicolau Favor de llamar a la clinica para hacer una cita este mes Esperamos su llamada Thank you i2i Medical Center 707 575 7100 All fields that appear in brackets such as lt DATE gt are fields that are inserted into the letter from i2iTracks To insert a field 1 Select Insert gt Field The Select Field screen displays You have the option to choose fields that will merge into your letter the categories in the drop down menu as follows e General Today s date e Patient Account Number Address line 1 Address line 2 Address 2 or Address 1 if no Address 2 Age City City State Zip code Date of Birth First Name Full Name 269 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Home Phone Language Last name Medical Record Number Race Sex Social Security Number State Work Phone Zip Code e Pati
15. 3 Preventive Care and Screening Tobacco Use Measure Pair NAF 0020 Total patients 18 years or older with qualiing encounters o 1 Patients with tobacco use assessment documented Of 0 B Total patients 18 years or older with active tobacco use a a 1 Patients who received tobacco cessation intervention 4 Preventive Care and Screening Influenza immunization for Patients gt 50 Years Old NQF 0041 PORI 110 A Total patients 50 years or older with qualifying encounters 1 Vaccine received during flu season 2 Excuded patients 5 Weight Assessment and Counseling for Children and Adolescents NQF 0024 A Total patients between 2 and 16 years old 1 Patients with BMI calculated 2 Patients who received nutrition counseling 3 Patients who received physical activity counseling a 0 B Total patients between 2 and 10 years old O 0 Patients with BMI calculated 0 1 2 Patients who received nutrition counseling 0 0 4 To export the report to the PORI XML format click the disk icon and select PORI 180 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Jy Please Select a File Format Text Tab Delimited 181 Copyright 2014 by i2i Systems I
16. Carlos Hernandez MD Add Raymond Spencer MO Samuel Bermudez M D Remove ja columns X l 5 columns V Only include these financial classifications Medicaid d Remove i 5 columns v 3 Enter the date range for the report in the date range fields e Select Only include these locations if you want to generate a report based on a specified location Leave these fields blank to include all locations Select Show as separate to indicate if you want to see one location on the page or multiple locations in separate columns on the same page side by side e Select Only include these providers if you want to generate a report based ona specified provider Leave these fields blank to include all providers Select Show as separate to indicate if you want to see one provider on the page or multiple providers in separate columns on the same page side by side e Select Only include these financial classifications if you want to generate a report based on a specified financial classification Leave these fields blank to include all financial classifications Select Show as separate to indicate if you want to see one financial class on the same page or multiple financial classes in separate columns on the same page side by side 173 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electron
17. Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 26 i2iTracks Administration 2 Select the time period during which the patient accounts were merged 3 Click Report to print out a report of the log Run Date 1 27 2012 3 40 36 PM Merged During The last 6 month s Merged Patients C a S e a C 6 iota erzaes VCS 325 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Glossary A Auto Update The process of automatically updating patient data Any data that is contained in the PMS and is connected to the patient through a Linked Visit Type is automatically updated every time the PMS data is transferred to Tracks Browse Button A button in Tracks with 3 dots that opens a library or additional information window C CDC Center for Disease Control CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes D DM Diabetes Mellitus E En
18. Erestor Description A oO Categories Lipid Lowerer Add Medication Categories View the available Medication Categories and print a report of which medications are mapped to which categories 93 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup AG Inhibitor Unspecified 02 Medication Mappings You can view i2iTracks medications and map them to medications from your external system 94 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Medication Mapping COUMADIN 1MG TABLET UD COUMADIN 1MG TABLET COUMADIN 2MG TABLET COUMADIN 2MG TABLET UD COUMADIN 5MG TABLET UD COUMADIN 5MG TABLET Unmapped External Medications Allows you to see which medications from your external system have not yet been mapped and to map them to medications in i2iTRacks Once you map a medication it is removed from the list 95 Copyright 2014 by i2i Systems Inc All Rights Reserved N
19. To print a list of each item double click the item or the number and a list of patients that need attention will display The Find Menu The Find menu provides easy access to reports patient lists that show items that need immediate attention This includes the items in i2iTracks Today plus several other patient lists The Find menu is located on the main i2iTracks Toolbar 83 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc i2iT racks 12 Tracks Today W File Setup Patients Find Reports Windows Help SMORAS Hs i2iTracks Today Dashboari Duy i2iTrack EyePACS Cases that are Abnormal Follow Ups Immediate Follow Ups Immediate or Future Immunizations that are Due Immunizations that are Late Lab Requests with Pending Results Lab Results that are Abnormal ni Lab Results that are Critical Overdue Profile tems Paps Mammograms with Pending Results Referrals My Location Paps Mammograms with Pe Location EyePACS Cases that are Ab Included in the Find menu patient lists are e EyePACS Cases that are abnormal e Follow Ups Immediate e Follow Ups Immediate or Future e Immunizations that are Due e Immunizations that are Late e Lab Requests with Pending
20. the number of referrals in a time period for example the last 60 days by type the overall referral rates that go out by doctor or the number of referrals waiting for approval by the user This report is a referral count based report not a traditional patient count based report To generate a Referral Tracking Statistics report 1 Select Reports gt Referral Tracking Statistics 200 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking r Report Criteria Date Range ane 1 1 2011 v to 12 31 56 Cancel 7 Only include these Locations Referred From Only include these Providers Referred By 2 Select the date range for the report and which locations or providers you want to report on and click OK 201 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking By Referal Tracking Satsics sick a amp Run Date 1 27 2012 11 12 54 AM Date Range 1 1 2011 12 31 2011 Referral
21. A S C A Patents wih an LOL during the reporting perod o o 1 Patients whose most recent LDL during the reporting period was less a than 100 A A A Patents who had a dental exam during the reporting period o ox O A C A Pallents wih a smoking status documented during the reporting period o o 1 Patients who are current smokers documented during the reporting BE a period O A A Patents who had a diated eye exam during the reporing period o ow o Comprehensive fotem OO OoOO ooo i O A Pallents who had a comprehensive Toot exam during the reporting period o o Cn wcroabumimia Sereenmmg OO OOOO T T A Patients between ages 12 and 69 who are not taking an ACE inihibitor or ARB 85 42 medication 1 Patients who received a microalbuminuria screening during the reporting a s period 12 Influenza Vaccination i S A Patients who received an Influenza vaccination during the reporting period o 0 13 Pneumococcal Vaccination Oooo o O A Patients who received a pneumococcal vaccination at any time during or before 45 83 the reporting period 14 Depression Screening OOO o O 175 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Meaningful Use Report The Mean
22. Click Edit Edit any of the fields as needed Click the OK button to save your changes OF UL as E Once you have made all necessary changes click Close Note Removing a CPT or ICD 9 code from a Linked Visit Type will prevent the code from updating patient s accounts in the future but will not remove indicators previously updated Printing a Linked Visit Type List Follow these steps to print a list of Linked Visit Types 1 Select Setup gt Linked Visit Types 2 Click Report The linked visit type list displays 3 Click the printer button to print the report Setting up Appointment Status Mappings ss ccessscsssssssscssssssssssesssessusssereseetessees You can bring in Appointment Statuses from your EHR and map them to i2iTracks Appointment Statuses These will appear on the patient s Appointments tab and can be used when doing a search For existing customers the i2iTracks appointment statuses Completed Rescheduled Cancelled and No Show will be automatically mapped to the current external status codes C R X NS to preserve the current behavior C zx Map External Appointment Statuses External Appointment Status Equivalent Appointment Status E Completed R Rescheduled x Cancelled 26 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical pho
23. Double click the desired Date of Visit or click the desired Date of Visit and then click View 120 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Patient Visit Note Richardson Anna i E Visit Date B 7 2009 Type None X oK Vitals soap ean Weight Ibs Height BMI BMI Percentile 245 s ft 3 in 43 49 Print Temperature 98 3 F BP 120 88 Pulse 83 Respirations Pain Score PHQ i0 LMP Reproductive c p te sae Tas Record Created By i2iadmin on 9 8 2007 I Vitals Last Modified By iZiadmin on 6 1 2010 10 53 58 AM SOAP Last Modified By 2 To add anew visit note click Add The Visit Data displays 3 Type the visit information from the patient visit summary or encounter form Complete the fields as follows e VISIT DATE The default date that appears is today s date If this is not the correct date change it You can also use the down arrow for a pop up calendar and select the date from the calendar e VITAL SIGNS Enter the following vital sign values Weight Ibs Height There are separate fields for feet and inches BMI The BMI is automatically calculated based on the pa
24. Referral Sources are all the sources your patients get referred to This is every source you wish to track where your patients will receive care outside or inside of your health center This library should consist of all the providers facilities departments your patients are referred to 188 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking A referral source can be categorized by a Specialty and by Insurance Plans the referral source accepts This categorizing allows the user to easily access a provider that is an Ophthalmologist that accepts Blue Shield Examples of Referral Sources are e Jane Doe MD e Women s Radiology Center e North Bay Dental Clinic Adding a Referral Source 1 Select Setup gt Tracking gt Referral Tracking gt Referral Sources r Referral Sources Sam Hagar MD Wiliam Stand MD l Show Disabled Items 2 Ifthe Referral Source to be added does not already exist click Add 3 Complete the fields as follows 189 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherw
25. Reside in one of the service areas specified in the GPRA setup and Have had two medical visits in the past three years and Were alive on the last day of the reporting period Are of one of the races specified in the GPRA setup and Reside in one of the service areas specified in the GPRA setup and Have had at least one ambulatory visit or hospitalization in the past three years and Were alive on the last day of the reporting period 1C Active Diabetic Belong to the Active Clinical Patients population and Patients Were diagnosed with diabetes prior to the report period and Have had at least 2 medical visits in the past year and Have had 2 diabetes related visits ever Diabetic Health Status DM Audit Report The Indian Health Service Diabetes Care and Outcomes Audit the Audit is a process for assessing diabetes care and health outcomes for American Indians and Alaska Natives with diagnosed diabetes IHS Tribal and Urban health care facilities nationwide participate in this process each year by performing a self audit of medical records for their patients with diabetes i2iTracks enables you to run and export the Diabetic Health Status DM Audit Report The following topics are covered e Setting Up the Report e Running the Report e Exporting the Report e Understanding the Patient Population Setting Up the Diabetic Health Status Report Before you run the report you must first configure it using the Di
26. Send E Mail Add Tracking Type Remove Tracking Type Inactivate Tracking Type Inactivate Patients Activate Patients Create Follow Ups This feature allows you to create follow ups for the currently selected patients Follow ups will appear on the patient s Tracking gt Follow Ups tab Create Recalls This option will place the selected patients in the recall of your choice Display Morning Huddle Report For the selected patients you can display and print a report on what services are due for them based on the i2iTracks alerts Print Letters This option allows you to generate a letter for all selected patients Letters will print in the order in which the patients are sorted Print Labels This option allows you to generate labels for all selected patients Print Visit Summaries This option will allow you to print a visit summary for all selected patients Print Pediatric Visit Summaries This option allows you to print a pediatric visit summary for the selected patients Print Perinatal Summaries This option allows you to print a perinatal summary form for all the female patients that are selected Print Women s Health Summaries This option allows you to print a Women s Health Summary form for all the female patients that are selected Send E Mail This option allows you to send an e mail message to all of the selected patients who have e mail addresses Add Tracking Type T
27. The lab request has been canceled by the health center e Pending The lab request is pending receipt of results e Received The lab result is received and recorded in i2iTracks e Refused The patient refused to have lab e Unknown The lab result is received by the health center but the result is not entered in i2iTracks e Result The lab result will display in this column if it has been previously entered otherwise it will be blank e Units The unit value for the lab test result 6 For each test click the Result box and enter the lab result You will notice that as you enter the lab result the Status automatically changes to Received 7 If you want to delete a lab test click Delete Entering Lab Results Using Lab Groups In an effort to speed up the data entry of lab requests and lab results i2iTracks offers a feature called Lab Groups Lab groups contain a list of multiple lab tests that provide a shortcut for you to view and select your lab tests For example some health centers set up a lab group called Favorites The Favorites group contains the 15 most common tests ordered Another group called Diabetes contains a list of the tests typically ordered for diabetic patients You can set up as many different groups as you need When you use a lab group you can avoid having to request the lab prior to entering the results Lab groups are defined in the Lab Tracking option in the Setup menu Refer to the step by step
28. We call these test products This is because one code on a lab slip can return multiple result codes A good example of this is Product 50051 It appears as 50051 PT Protime w NR This Product will return two result codes 50015 and 50062 The 50062 is the INR value If you do not map both result codes you would be unable to track an important lab result 5 When Adding by Product i2iTracks will display the entire list of result codes that could not be returned for the selected Product Select the result code that corresponds with the lab you wish to map 260 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Mapping External Labs to a Patient You can view labs that have been received but not assigned or mapped to a patient This allows you to manually associate the lab with the appropriate patient You can print lab result reports from external systems such as Quest that have not been mapped to patients This enables you to correct spelling or resolve other demographic errors To map labs to a patient 1 Select File gt Tools gt Map External Labs to Patients The External Labs Not Mapped to a Patient screen displays External Labs Not Mapped to
29. You can also cancel a recall from the Current Recalls tab Select the recall you want to cancel and click Cancel Recall Past Recalls The Past Recalls tab shows the information on past recalls including the RESULT of the recall completed cancelled failed Managing the Recalls Use the Recall Manager in i2iTracks to manage your patient recalls 1 The Recall Manager can be accessed in i2iTracks three ways From the menu bar select Patients gt Manage Recalls Click the Recall Manager icon on the toolbar Choose the Ready Recalls or Failed Recalls option in the i2iTracks Today screen The Recall Manager screen displays 50 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Recall Manager Location an a xI Ready Recalls Diabetic Standard Recall Waiting Recalls Eye Exam Mammogram Recall s Overdue Immunization Pending Recalls Womens Annual Recall Failed Recalls 2 From the Recall Manager you will send letters to your patients view Recall information and manage your failed Recalls The following information displays e RECALL TYPE A list of the recall types in use will display e READY Ready recalls include those that will be generated the next time
30. i2iSystems Our i2iTracks User Manual is designed to walk you through the processes and instructions to utilize i2iTracks to its fullest potential This documentation provides you with step by step instructions to assist you when you are a new i2iTracks user or just learning how to use a new tracking type answer questions and provide refresher information when you cannot remember how to perform a function The i2iTracks User Manual is updated as we add new features and options in i2iTracks This material should be used in conjunction with your on site training and the online training tutorials available in the i2i Support Portal Table of Contents Chapter 1 General InfOrmatiOn scsscessssesseseseesessesseseesessessenseseesesseseeneesnesenaeseesees 1 V21 TACKS OVEEVICW essa dcchce dec t5bes cede eae sotceaes adsee ssbb iicscedebecys sacseecc neeesecszeses caleccebeceeiesbeacie 1 Getting Helps Sancti snacks aeiran this ne chen aaa eens 2 i2iTracks Warnings aven nte insite apd ain anti Cote Ghd Ae 2 Chapter 2 SO CUrIty icccicsecissdsscecesnavssdencster ersnncsdeccenesdenduseds sdesnesturshvsecvoussebassseustovaervadesesueriavie 4 i2iTracks Security Overview and ACCESS cscssccessssessesssessessessesseeseeseeseesseeseesaesenssnseees 4 Setting Up User Groups aivissicsidcc testes teins tesectass teestin feasted teeta leech seis besdvnevvocuteev decease cis 5 Entering User Login Information cccccccscsceseeseseeceeeeeeeeee
31. j f 2 23 00 PM Cancel Status Not Completed 1 12 2012 7 Location Community Health Clinic of Santa Rosa ae ak Follow Up Add Open Results Result 1 Sa Result 2 Result 3 T a tae ie E iS Result 4 o Ax Notes j 5 You can choose to either refer the procedure if the patient has been referred for the procedure but not yet been scheduled or schedule the follow up procedure Select the location for the follow up procedure in the location field 6 Ifthe follow up procedure has been completed click the down arrow next to the Status field and choose Completed from the drop down menu Choose the date of the completed procedure next to the status otherwise the status field will default to Not Completed 7 Click OK to save the test The follow up test will be included in either the pending list or your report of scheduled or requested tests Purpose To assure immediate and efficient patient notification of Pap smear results and appropriate follow up 144 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Policy Chapter 12 Women s Health Management Data Entry Pap results will be reviewed by a healthcare provider and patients will be notified o
32. mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels 2 Tracking 8 Demographics 9 Linked Software Summary History Labs Recalls Follow Ups Referrals Correspondence pharmacy EyePACS Letters 12 9 2008 8 38 51 AM i Pap 1 year Recall Letter 1 10 15 2008 10 31 41 AM Cholesterol Letter 6 9 2008 2 29 01 PM Authorization of Release of MR Spanish 2 6 2008 3 47 27 AM Mammogram Recall Letter 1 5 16 2005 10 20 42 AM Flu Shot Climec 2 18 2004 10 49 21 AM Exercise Program Letter 2 18 2004 9 52 14 AM Pap 1 year Recall Letter 2 11 6 2003 6 54 32 PM Flu Shot Clinic 8 9 2002 9 50 42 AM Annual Pap Normal Result 3 The letter text will display Click in the Notes section at the bottom of the window and type your note 127972008 8 38 51 AM Our records indicate that it is time for your annual exam and pap smear Please give our office a call at 707 575 7100 to schedule your appointment We look forward to hearing from you soon Nuestros archivos indican que es tiempo para hacer su examen anual y la prueba Papanicolau favor de llamar a la clinica para hacer une ata este mes Esperamos su llamada Thank you Center 707 575 7100 Notes Received return mad 12 15 08 4 Click OK to save the note 274 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored
33. mooo Include patients who match this search Abnomal Paps without FU Group Default EA Be Action to be performed Create a recall of this type m Print this visit summary Se se Print this letter A Display a patient list V Should be performed every f week s starting on 1 6 2012 Assigned To User Sarah Johnson Ea xI Click the browse button to select a Patient Search Choose the action to be performed and press the browse button to find the appropriate letter recall type or Visit Summary Form Or if you want to print a list choose Display a patient list 8 Enter the schedule for the task Select the box next to Should be performed every then type the frequency of the task and the date the schedule should start 9 Assign the task to a specific user by selecting the user from the Assigned to User drop down menu 10 Click OK To edit the task follow the same procedure choosing the Edit Task button instead of the Add Task button in step 4 Performing a Patient Task Once your Patient Task is created you are ready to perform the task The Patient Task Manager can be accessed in three ways e Selecting Setup gt Patient Tasks e Selecting Patients gt Task Manager 275 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical phot
34. optional Group Click the down arrow to view your list of User Groups The User Group is what defines the security rights If you are unsure of what group you want to assign you can go back and review the rights of the User Group by clicking the User Group tab at the top of the screen Otherwise select the desired group for the user by clicking your choice on the drop down list Default Location If the user has a default location select the location from the list E Mail Enter the user s e mail address Password Enter the user s password Confirm Password Re enter the user s password to verify it has been entered correctly 9 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security Note Administrators can require users to change their passwords at specified intervals by marking the box on the bottom of the screen Note Only i2i Systems can add users with administrator rights Please contact i2i Systems to add an Administrator 4 Click OK to save the User Information 5 Repeat these steps for each i2iTracks user 6 To print a list of all the users from the Users tab click Print The user name login description group name default location e mail address and whether the u
35. or otherwise without written permission from i2i Systems Inc Chapter 16 Perinatal Tracking Overview and Setup the code or description to highlight it and then click OK To select a group of diagnosis codes click to highlight the first diagnosis description press and hold the Shift key and click to highlight the last diagnosis description in the group You will see all diagnosis descriptions from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first diagnosis description press and hold the CTRL key and click to highlight the other diagnoses in your random group After highlighting all desired diagnoses click OK Linking the CPT and or ICD9 codes incorrectly can create mistakes so use caution which codes you Select 6 Use the button to select the appropriate time period for the CPT or ICD 9 posting For example if the question is Did the mother receive influenza vaccine during this pregnancy the appropriate time period would be Between the Prenatal Care Start Date and the Delivery Date If the question is asking about the mother s diabetic medical history the appropriate time period would be Prior to the Prenatal Care Start Date 7 From the drop down menu at Answers that should be assigned to the question when an equivalent item occurs select the appropriate answer for the question when the CPT or ICD 9 is posted 8 Click
36. recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting eat ies gt _ S Date Range Y 1 2011 to fiz 1 2011 I Show multiple periods fiz months in length Only include these locations I Only include these migrant statuses F Show as separate columns 7 Show as separate columns N Only include these providers F Only include these homeless statuses Carlos Hernandez MD Frank Wilson M D Jennifer Carson M D Remove I Show as separate columns I Only include these financial classifications 3 Click OK to generate the report 179 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Meaningful Use Report o M 1 Adult Weight Screening and Folow Up NOF O421PORI 128 JO OoOo A otai patents 65 years or older with an encounter inthe past 12 monis Of 0 e S 2 S B Total patients 18 to 64 years oid with an encounter in the past 12 months Of 0 e S a E Z Hypertension Bood Pressure Measurement NAFOIS f f A Total patients 18 years or older with at least 2 qualifying visits in the previous 12 months and a diagnosis of hypertension gq Tt Patients with recorded bloodpressure SCO
37. type the description of the diagnosis in the box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one diagnosis from the list click on the code or description to highlight it and then click OK To select a group of diagnosis codes click to highlight the first diagnosis description press and hold the Shift key and click to highlight the last diagnosis description in the group You will see all diagnosis descriptions from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first diagnosis description press and hold the CTRL key and click to highlight the other diagnoses in your random group After highlighting all desired diagnoses click OK 4 On the main Linked Visit Types screen double check to make sure that all your diagnoses are included and that you have not inadvertently selected incorrect codes in the Diagnoses box at the bottom of the screen 5 Click OK to save the Linked Visit Type 6 To associate the Linked Visit Type to a Procedure Code complete the fields as follows e NAME Type the name of the Linked Visit Type i e EKG e PROCEDURES Next to the Procedures box click Add The Lookup Procedures window displays When you first bring up the screen you will see the list in numeric order by CPT code Choose the procedures you desire by looking them
38. window displays Select the box next to the item s you are mapping to Click OK to select the chosen item s Alcohol Education O CHF O cvo i2i C Diabetes i2i C Diet i2i C Exercise i2i C Eye i2i Cl General Asthma Ed Booklet C Hepatitis C basics O INH side effect education C interferon Injection C Med Management C Metered Dose Inhaler technique C Positive PPD Education CO Side effect mgnt C smeg i2i CI Smoking i2i C Symptoms of Active TB Education C Test Education 1 Select All Select None 7 Repeat the mapping process for each item listed on the GPRA Report Setup screen 8 Click OK to save the report settings After you have finished configuring the report in the GPRA Report Setup window you can run it in i2iTracks Use the information in the report to enter into the spreadsheet xls provided by Indian Health Service 316 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports 1 Select Reports gt IHS gt GPRA 2 Enter a date range for the report and click OK 3 Select the printer icon to print the report Understanding GPRA Patient Populations Includes all patients who Are of one of the races specified in the GPRA setup and
39. 2 months 6 On the Filters tab select the criteria for the desired list of patients The search will default to Active patients 57 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches r Patient Search Properties General Filters Fields Edit Remove Move Up Move Down Advanced e Click Add to bring up the list of folders categorizing the different search filters Inside of the search folders are sub folders with more search criteria options Note With Search Filters it is important to know exactly what you are looking for and to understand that each option you choose will narrow down the search 58 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches r ye Select Filter Type F E E B 63 Filter Types a H 6 General a Demographics E3 Referral Tracking Mammogram Tracking E Pap Tracking b E3 Pharmacy Tracking 0 A ih B Age O pos Gender
40. 21 238 6 1560 Yes nw ES N j Richardson Connie 1111 23 1210 OK Cancel ZA 4 Ifthe list is too long to find your patient easily narrow down the list by entering more information in the other search fields For example if you looked up your patient by their last name and the list is very long you can narrow down the search by entering their first name date of birth social security number etc Once you enter your advanced search criteria click the binoculars icon at the top of the screen Your list is now much shorter 5 Locate your patient in the lookup list 6 Select a patient by double clicking on the patient name or use the arrow key to highlight the patient name and then click OK The patient information screen displays with the data about the patient you just selected Understanding the Patient Information Screen The most commonly used screen in i2iTracks is the Patient Information screen From the Patient Info screen you will be able to pull up a patient s account view the patient s information enter data for the patient and correspond with the patient 3A Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information A 1A i2iTracks Patient
41. 4 Select Locations to specify a location for the specialty if desired 5 Click OK to save your work Note You are also able to edit or disable a specialty Special Editing Note When editing any library of items if a library item name already in use is changed the new name will replace the old name throughout the system For example if Optometry specialty type gets changed to Cardiology every place in Tracks where Optometry was used will now display Cardiology Editing is for fixing spelling errors and extending the name to have more meaning Never use an old name to become a new name Instead disable the old name and add a new name Referral Types indicate the type of referral being assigned to a patient or the reason for the patient referral Additionally a Referral Type can update a Tracks Procedure or Education item indicator When creating these referral types keep in mind any indicators that will be updated automatically when the referral is complete Only create referral types that fall outside of procedures or educations you already have in i2iTracks The system will allow you to attach your referral to the existing i2iTracks libraries Examples of Referral Types are e Physical Therapy 184 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without wr
42. Add CPTs or ICD9s from your PMS Procedure or Diagnosis libraries if needed 6 Other Information Tab Complete the fields in the Other Information tab as follows none of these fields are required 195 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Patient Referral Richardson Anna Notes General Other Information Follow Up Save Referral Request Method Request Sent Date 7i 1 27 2012 v Save and Exit Report Received Date iN Insurance Authorization Insurance en ees Other Insurance Authorization PC Authorized By BT Num Visits Authorized Expiration Date fj 1 27 2012 J Cancel gi Print dd Referral Request Method Enter how the referral was requested phone fax letter etc Request Sent Date Enter the date the referral was requested Report Received Date Enter the date the referral report was received Insurance Name Enter the name of the authorizing insurance company Authorization Enter the authorization number for this referral Authorized By Enter the name of the person who gave the authorization for this referral Num of Visits Authorized Enter the number of visits
43. Cervicitis Endometrial tissue Inflammation infection lt Tl Only include visits that occurred on or after 7 2 Complete the fields as follows e NAME The default entry is PAP TRACKING i2i This is a display only field and you will not be able to access the field e DESCRIPTION The default entry is Internal Item This is a display only field and you will not be able to access the field e PATIENT PROFILE The default entry is None This is a display only field and you will not be able to access the field e LINKED VISIT TYPE In this field you will attach the Pap smear linked visit type that you entered in the Linked Visit Type setup On the right side of this field click the browse button The Select Items screen appears This screen is divided in two parts Selected items and Available items with an arrow transfer button between 132 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc 3 Chapter 11 Women s Health Management Overview and Setup them To select a Linked Visit Type click on the procedure in the Available window and click the left arrow button to move it to the Selected items window Once the linked visit type is in the Selected window click OK RESULTS In this
44. Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry r Patient Visit Note Olivera Ronald AD as 7 a kee z Visit Date Type None 7 OK Vitals soap on Weight Ibs Height BMI BMI Percentile figs fe fi in 2446 Temperature 98 6 F BP fiz0 fso Respirations Pain Score PHQ Record Created By Vitals Last Modified By SOAP Last Modified By 16 Once you save your vitals and notes click the OK button to return to your data entry template 17 The vitals summary will now appear in the Visit Notes window Visit Notes for 8 19 2009 Date wt Ibs He in em t oP e R_ Painscore PHQ Q 8 19 2009 185 73 24 46 98 6 120 80 76 3 5 Open 18 Review all your updated entries When you are sure they are correct click Save Step 1 Updating Patient Profile Items Disease management data entry can be done in several different screens You can use the Data Entry Templates to update Patient Profile Items and Vitals or you can update these indicators from the patient s Tracking Type 116 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stor
45. Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Chapter 11 Women s Health Management Overview and Setup Chapter Terminology LVT Linked Visit Type This is the setup library used to link the CPT Current Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks Overview of Women s Health Management i2iTracks offers an easy and complete solution to tracking your women s health needs Women s Health Management includes e Pap Tracking Tracks Pap smear procedures Tracks Pap follow up procedures i e colposcopy cryotherapy etc Abnormal test follow up Patient notification of results Annual pap recalls Reporting and Statistics e Mammogram Tracking Tracks mammograms Tracks mammogram follow up procedures i e biopsy further views etc Abnormal test follow up Patient notification of results Mammogram recalls Reporting and Statistics Pap amp Mammogram Tracking Types are set up differently from chronic disease Tracking Types in i2iTracks Determining that a Pap or Mammogram re
46. FU Referral 4 2 2008 Recheck BP 3 Across the top of the window are three tabs IMMEDIATE FOLLOW UPS FUTURE FOLLOW UPS and PAST FOLLOW UPS For each tab you will see a summary line for each follow up that includes the Active Date of the Follow Up a brief summary or description of the Follow Up which event the Follow Up is attached to i e pap mammogram EKG etc and which user is assigned to the Follow Up Immediate Follow Ups Future Follow Ups Past Follow Ups 2 22 2007 Meds Check 4 To look at the details and to update a Follow Up highlight the Follow Up line and click Open Follow Up Here you can edit a Follow Up complete a Follow Up and add Follow Up effort 153 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Patient Follow Up Richardson Anna Description Meds Check i sti lt i sSOSOSOSOS SCS S S Active Date 2 22 2007 Assigned To User None y Status Not Completed i v Add 10 17 2007 i2iadmin Called Pt 2 16 2007 i2iadmin Called Pt View Edit Delete Print 5 Click OK to save the changes or events added to the Follow Up There are two ways to manage your Follow Ups for groups of patients e Review
47. Info al File Setup Patients Find Reports Windows Help aok MMA BeA Lookup ID Last Name FirstName MRN DOB M D Y ETSA SC Co a ee EEA S Current Patient Follow Up Required Verify appt schedule Referral Due Immunization Flu i2i Due Procedure Referral Mammogram i2i ID 2996 DOB 4 20 1957 Sex F Due Procedure Referral Ophthalmology Visit i2i SSN 123 21 2380 MR z Due Procedure Referral Podiatry Visit i2i Language English Due Procedure Referral Colposcopy Due Lab HbA1c Abnormal EyePACS Case 8 27 2008 ncamina am n Richardson Anna Status Active 2 Tracking Demographics External Data Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACS Allergies oa ome Medications Ar ACE S Asthma 5 10 2011 S ALLEGRA 180 MG TAB GPI 415 2 Animal Hair Y Benign essential hypertension 4 1 G2 AMIODARONE HCL 200 MG TABS _ S Pollen G2 Diabetes mellitus without mention i AMITIZA 24 MCG CAPS GPI 52 Ar Diabetes Type II Ar ARB Unspecified i2i Self Management Goals Asthma Tracking Exercise i2i 3 or more times wk Diabetes Tracking HbA1c i2i less than 8 HTN Medication Mgnt Take regularly Mammogram Tracking i2i Database i2iTracksMU User i2iadmin The blue and yellow Current Patient
48. Letter P Womens Annual Re Visit History 146 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups pasera Folow p icbron hog Description Meds Check i sss i sSsSOC ok Active Date 1 27 2012 Assigned To User Sarah Johnsson Baa Beal Not Completed Te 72772012 1 27 2012 i2iadmin Called Pt 3 Complete the fields as follows e Description Type a brief description for the Follow Up Note The Follow Up list can be sorted by description e Active Date Enter the date you want the Follow Up to occur e Assigned to User Enter the user who will be responsible for the Follow Up The field defaults to the name of the user logged in to i2iTracks You can change to a different user if needed Note The Follow Up list can be sorted by user e Status From the drop down menu select Not Completed for the Follow Up status e Events The Events window will give you the option to record Follow Up efforts and follow up details like phone calls and other attempts to reach the patient To the right of the events window there are four buttons Add View Edit and Delete To record a new event click Add The Follow Up Event scre
49. Location st Helena Womens Center see x Follow Up Follow up completed on 3 18 2008 Add Result 1 fics KI c Abnormal Result 2 C Pending e X Result 3 Result 4 5 Normal C Unknown 3 To add anew Follow Up click Add The Patient Follow Up window displays to add your Follow Up information Enter the event date a summary and the details for the Follow Up effort 148 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Patient Follow Up Marquis Graciela Description Verify Reet Active Date 2729 2008 Assigned To User None X Samie neoe S Attached To Pain View 4 Click OK to save the Follow Up Event e Click View to look at previous Follow Up events e Click Edit to edit the details of previous Follow Up events e Click Delete to remove Follow Up events 5 Click OK to save the Follow Up Scheduling a Follow Up for a Disease Management Procedure or Referral 1 From the Patient Information screen retrieve your patient 2 From the Tracking tab select the History tab and select Procedures Referrals 149 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document s
50. Mammograms with Pending Results List e Recording Abnormal Results through the Patient Info Screen e Recording Results Using the Pap Pending List e Abnormal Results Follow Up e Scheduling a Follow Up Procedure Select Patient gt Patient Info and select the patient 2 Double click the Pap Tracking profile The Pap Tracking History Screen displays showing a complete history of all of the patient s pap smears and pap follow up procedures 137 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Pap Tracking Torres Aue 7 o Pap i2i Completed 1 12 2012 Pap i2i Completed 1 12 2012 I Show All 3 To select the pap to attach the result double click the pap smear test r Procedure Pap i2i Torres Audelia Status Completed 1 12 2012 Location Community Health Clinic of Santa Rosa sia x Follow Up 138 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter
51. Results e Lab Results that are Abnormal e Lab Results that are Critical e Overdue Profile Items e Paps Mammograms with Pending Results 84 Chapter 8 i2iTracks Tasks Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Chapter 9 Disease Management Setup Chapter Terminology Auto update The process of automatically updating patient data Any data that is contained in the PMS and is connected to the patient through a Linked Visit Type is automatically updated every time the PMS data is transferred to Tracks Indicators Same as Patient Profile Items see below Indicators are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile LVT Linked Visit Type This is the setup library used to link the CPT Current Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks Patient Profile Items Same Indicator see above Patient Profile Items are data elements that a health center wants to monitor or manage The indicators or Patient
52. Sarah Johnson y Status Not Completed x 6 19 2008 i2iadmin Called patient e Click View to look at previous Follow Up events e Click Edit to edit the details of previous Follow Up events e Click Delete to remove Follow Up events 9 Click the OK button to save the Follow Up Managing Your Follow Ups You can manage your Follow Ups both for an individual patient and on a global basis for groups of patients To review and manage your follow ups for an individual patient 1 From the Patient Information window retrieve your patient 2 Select the Tracking tab and then the Follow Ups tab 152 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups C urrent Patient Follow Up Required Recheck BP Follow Up Required Rpt FU Referral Marquis Graciela z picture on fie Due Procedure Referral Mammogram ID 2996 DOB 4 20 1957 for this patient Due Procedure Referral Podiatry Visit i2i SSN 123 21 2380 MRE Chat See an Tracking 8 Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy Rastoersssncsasensnned Immediate Follow Ups Future Follow Ups Past Follow Ups 5 21 2008 Rpt
53. Search Group Default m Search Name Modified By Modified Date S Do Search DM Patients i2iadmin 6 8 2011 12 47 17 PM DM pts BMI gt 30 DM pts on Meds or CVD pts on Meds BP and BMI add DM pts who need outreach i2iadmin 4 19 2011 1 56 12 PM DM pts with BMI gt 35 and dx of depression Edit DM pts without flu shots this year DM Pts wo HbA1c in past 6 mths a View DM under 45 r DM with LDL gt 100 not on ARB or ACE Copy Dr Hemandez DM Patients C tsCt iSS Future appt test Remove Glucophage w Creatinine gt 1 5 HbAic gt 9 i2iadmin 9 11 2011 3 38 28 PM High Risk Patients i2iadmin 10 8 2012 11 31 20 AM Homeless Pt Hypertension PTs gt 18 i2iadmin 11 3 2011 10 39 16 AM Intercare search i2iadmin 10 9 2012 12 36 27 PM lanice test iZiadmin 8 1 2011 9 47 58 AM 2 3 Click to highlight the Patient Search that you would like to run and click Do Search To stop a search that may be taking too long or is not the search you wanted to select click Cancel The Patient Search results display in a tab with the name of the search at the top anda list of patients meeting your search criteria If you have specified a pre filter for example only patients from a particular location you will only see patients on the list from that location Each search you run displays in a new tab so you can compare results of multiple searches To further refine your patient search list use the Location and Provider expand buttons and ma
54. Setup account in the alerts section and on the Patient Visit Summary as well as on a new report on both the Find menu called Lab Results that are Critical and your i2iTracks Today screen To set up your Critical Lab result values follow these steps 1 Select Setup gt Tracking gt Lab Tracking gt Labs Correspondence Financial Classifications Linked Visit Types Locations Patient Searches Patient Tasks Patient Profiles Patient Profile Items Printing and Reporting Providers Recalls Results 1 Childhood Immunizations Visit Note Types Diabetes Tracking Mammogram Tracking Lab Groups Pap Tracking Lab Panels Perinatal Tracking Lab Mappings Referral Tracking Request Types Custom Tracking 2 The list of lab tests will appear Locate the lab test on the list and click the Edit button 3 The Lab Properties screen will display Click the new tab titled Critical Values 255 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup mg dL Nomal Values Critical Values Procedure Codes Schedules 4 Each lab test can have multiple critical value ranges based on the gender and the age range of the patient To enter your critical values cli
55. Tasks There are two ways to access i2iTracks Today 1 From the FILE menu select i2iTracks Today 2 Click the i2iTracks Today icon on your toolbar Pe i2iTracks PA Trac W Fe Setup Patients Find Reports Windows Help PARAS Be i2iTrecks Today Dashboard Patient Task Manager Dy i2iTracks Search Normal Paps that need notification Follow Ups Immediate Assigned To Me Paps Mammograms with Pending Results My Location EyePACS Cases that are Abnormal To select other items to display on your i2iTracks Today click Customize The i2iTracks Today Screen will display Customize your screen as follows 1 Click Show the following items 79 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc i2iTracks Today Screen C Show default items Show the following items M Show screen at startup Chapter 8 i2iTracks Tasks OK Cancel Add Add Search Remove Move Up Move Down 2 On the right side of the screen you have five option buttons Add Add Search Remove Move Up and Move Down To choose the options you want to include in your i2iTracks Today screen click Add The Select Items screen will display 80 Copyright 2014 by i2i Systems Inc All Rights Res
56. a detailed description of the Location optional CONTACT Type a name for a contact person for the location if it applies PHONE Type a phone number for the location ALTERNATE PHONE Type an alternate phone number if needed FAX Type a fax number for the location EMAIL Type an email address for the location ADDRESS 1 Type address line 1 for the location ADDRESS 2 Type address line 2 for the location CITY Type the city for the location 7s Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup STATE Type the state for the location ZIP CODE Type the zip code for the location NOTES Type any desired notes about the location e Categories Select the box for general or perinatal tracking or both boxes to link this location to the category s it belongs to Select the box next to Organization site to indicate if a location is part of your organization and should be included on your UDS clinical tables Select the Referred To box to include this location on the list of places patients can be referred to e Mapping EQUIVALENT LOCATIONS IN LINKED SOFTWARE Click Add to choose the facility or facilities as shown in you prac
57. and click Details to view more information 9 Click Close then click Exit on the Criteria screen 12 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 3 i2iTracks Login amp Navigation Chapter 3 i2iTracks Login amp Navigation Chapter Terminology Browse Button A button in Tracks with 3 dots that opens a library or additional information window Sub Menu A menu located under another menu option providing additional options Logging In to i2iTracks The i2iTracks Welcome screen not only allows you to log in to i2iTracks but it also contains other vital information m Iy i2iTracks 2i Tracks Welcome to i2iTracks Please sign in Connection i2iTracksMU User Name celiamartined Password Copyright c 2014 i2i Systems Inc The Connection field is used to store and display the information about the server and the database including server login names and passwords This information is entered only one time by your system administrator the first time that i2iTracks is installed on the workstation To view the information click the browse button the button with the to the right of the Connection field This information should not be edited unless
58. and status Childhood Immunizations Garcia Edgar Assigned Table March 2004 Vaccination Schedule Table History ES SSS SS Ee ees a Jerwaceslow nos owen cae Delete 2 _ wssra006 Jove nos__ leven eat Delete Is vraera0e Jove nos__ ewen eat Delete a A a E o fa _ xss 2006 rinos femen eat Delete E ee A T c e e i 8 24 2005 pneumococcat NOS Gendt Doite 2 1 19 2006 __ pneumococcal nos Given Edt Delete History Report Close 4 If the immunization was administered and no alerts are found the immunization dose will be black and the status shows as Given If an immunization was administered and alerts are found the status bar will be red and the alert status will be displayed For example you may see an alert of Given too Early or Given too Late 5 To edit a dose click Edit The vaccine dose information displays for you to make your changes Click OK to save your changes 6 To delete a dose click Delete The History tab shows each vaccine dose the date the vaccine type and the status of the dose At the prompt click Yes to delete the dose 7 From the History Tab you can also choose to Add Dose to add a new dose Complete the fields as follows 236 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherw
59. as needed Click OK to save your changes Once you have made all necessary changes click Close Note The Edit button will allow you to change the name of the letter OMe oN To print a letter list 1 Select Setup gt Letters 2 Click Report The letter list displays 3 Click the printer button to print the report Follow these steps to add a new label Select Setup gt Letters 2 Click Add 3 Complete the fields as follows e Name Type a name for your label e Description Type a description for your label optional e Type Select the type of label you are using from the list Your options are Avery 5160 5260 1 H x 2 63 W Avery 5161 5261 1Hx4W Avery 5162 5262 1 33 H x 4 W e Contents Define the content of the label by choosing from a list of i2iTracks merge fields Click Insert Field The Select Fields displays for you to select which fields you want on your label Select a category of fields to use from the drop down menu Click the fields you want to include on your label Once you have chosen your fields click OK Ensure that the labels in your Contents box are arranged the way you want them to print You may need to move the merge fields around to accommodate your printing needs 271 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying rec
60. authorized for this referral Expiration Date Enter the date the referral authorization will expire Notes Enter any notes as desired 7 Follow Ups In this screen you will add all of your follow up efforts as well as record the appointments made with the specialist Click Add to add a new Follow Up for your referral Complete the fields as described in Chapter 13 Patient Follow Ups Add appointments made for the referral as follows Click Add and complete the fields as follows 196 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking e Appointment E OK Scheduled For 1 27 2012 7 8 00 00 AM Rescheduled Cancel C Not Scheduled MV The patient was notified on 1 27 2012 Notification Method Telephone Status Not Completed x Notes Scheduled For Enter the date and time the appointment is scheduled Click the Rescheduled box if the appointment had to be rescheduled Click The patient was notified on box and enter a date to identify when the patient was notified of the referral appointment Notification Method Enter how the patient was notified of the referral appointment Status Enter the status of the referra
61. bar displays beneath the i2iTracks toolbar 2 Inthe text box type the patient information e ID number the account number in your practice management system e Last name of the patient e First name of the patient e Medical record number of the patient e Social Security number of the patient e Date of birth of the patient 3 After entering the patient information press Enter or click the binoculars icon The Lookup Patients window displays showing a list of patients that match 4 Once your patient has been selected click Actions at the top of the Current Patient bar 46 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Lookup is Last Name First Name MRN Patient M E FO Current Patient LLL Ee Enter Data from Template Open Profile Richardson Anna leferral Ophthalmology Visit i2i Create EyePACS Case eferral Podiatry Visit i2i Create Follow Up piara Colposcopy Casa 8 27 2000 Create Referral Print Letter Print Visit Summary Print Pediatric Visit Summary j Print Women s Health Summary V ALLEGRA 180 MG TAB GPI 415 4 amp Animal Hair Send E Mail 2 AMIODARONE
62. box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one procedure from the list click on the code or description to highlight it and then click OK To select a group of procedure codes click to highlight the first procedure description press and hold the Shift key and click to highlight the last procedure description in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random procedures click to highlight the first procedure description press and hold the CTRL key and click to highlight the other procedure in your random group After highlighting all desired procedures click OK 5 Choose the CPT codes that represent your ambulatory encounters Click OK The list of chosen procedures displays in the Equivalent Items window Setup Visit Mapping Item Ambulatory Care Encounter Equivalent Items NEW BRIEF EXAM E EXPANDED EXAM E NEW DETAILED EXA NEW COMPREHENS NEW COMPLEX NU NAPA VALLEY COLL EST BRIEF VISITAVIS EXPANDED LIMITED EST DETAILED VISIT EST COMPREHENSI SAME DAY WALKIN SOFP FAMILY PLAN INITIAL 10 MIN COU 15 EXTENDED COU 30 MIN 45 MIN 299202 CLINCAL BREAST E 299213 CLINCAL BREAST E 6 Once all equivalent items for the Ambulatory Care Encounter have been mapped click OK to save the m
63. breast findings female ICD9 793 80 ABNORMAL MAMMOGRAM UNSPECIFIED ICD9 174 8 NEOPLASM OTHER SPECIF_SITE OF BREAST OOOO Coo COTS BREAST CANCER ooo CD78 ABNORMAL MAMMOGRAM Running the UDS Clinical Tables To run the reports 1 Select Reports gt UDS 2011 2 Select the report to be generated and enter the date range for the reporting period Note The UDS reports use the standard report criteria screen If you are not familiar with this screen see Generating Reports 3 Enter the calendar year that will be submitted to UDS For example Enter the period 1 1 11 12 31 11 to see data for calendar year 2011 292 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 1 1 2011 to zsm I Show multiple periods fiz months in length I Only include these locations I only include these migrant statuses a T Show as separate Jeolumns I Only include these providers I7 Only include these homeless statuses P Ade I Show s separate columns X 7 Only include these financial classifications Ad Remove 293 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reprodu
64. button a button with three dots located in the top right corner of each lab test box If you click the browse button you will see the entire lab request with all tests ordered for that day where you are able to view all test results ordered on the same day 4 You may need to use your scroll bars both on the bottom and down the right side of the screen to view more tests and more results 5 See Results is displayed for external lab results with values that could not be interpreted Unknown status Unknown is displayed for internal lab results with an Unknown status Click the button to view results that contain special characters for example viral load lab results from Quest lt 48 or the value Not Detected 266 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACS Requests Results Quest LabCorp Quest ELINCS nS a a a E Lab Result Olvera Miguel Lab Potassium Source Quest Status Unknown Result See External Result Notes View External Result F This result has been reviewed exclude from alerts 7 You can also view l
65. by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports Date Range 1 1 2010 to 12 31 2010 a Facility Name Community Health Center Area Code SU Code Facility Code Does your community receive SDPI grant funds Yes SDPI grant number Mappings Indication of documented eGFR 3 Specify the name and location for the file and click Save 319 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports D Save As T QO di lt lt i2i Systems Inc i2iTracks Output v 4 Search pP y ooo ra e a Organize v naa Views v s New Folder ere a a Name Date modified Type Size r No items match your search E Documents More Folders d i2i Systems Inc d i2iPopIQ Connector di i2iTracks P de P Letters d Output p Recalls File name IHSExport file rec Had a visit note in the period and Belong to and are active for Diabetes Tracking i2i and Have Diabetes Type 2 selected within the Diabetes Tracking i2i tracking type and If a race filter is specified in the Setup Menu gt Printing and Reporting gt Di
66. click Open 11 To delete a lab request highlight the test to be deleted and click Delete You are prompted to verify that you want this lab request deleted Viewing a History of Lab Results i2iTracks allows you to have easy access to the complete history of lab results for each of your patients 265 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup To view lab results 1 From the Patient Information Window select the Tracking tab 2 Click the Labs tab and then the Results tab A complete history of each lab test will be listed showing the date and the result of the test For each lab the most current test result displays first with a history of tests reading from left to right Abnormal test results are indicated in red Current Patient amp Alerts 8 Richardson Anna y ID 2996 DOB 4 20 1957 Sex F Upcoming Items 0 SSN 123 21 2380 MR Language Status Active Tracking Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACS Requests Results Quest LabCorp Quest ELINCS a View Trends 3 For each test there is a browse
67. descesl a eea eri i e iei 275 Creating Your Spreadsheet ccceccecesceceeceeeceeeeeeeeeeeeeeeeaeeeesecsesaeeeseeaesaesaseeseeeaeeaseeeaes 275 The Location Setup SCre D csscssccscscssessecsseseessecsessesseeseesaessessesseeseeseessessaesaessessnsass 278 Mapping External Codes to i2iTracks Indicators eceseessessseseeeseeeeeeesesssneeees 279 General Setup svete ice lei teeetiecieet vbr eels di eee A ioe AIRE 281 Mapping Race and Ethnicity for Table 7 ccsscsccessssssssseesesessssseseeseesesessenseeees 285 Table 6A Overview Selected Diagnoses and Services Rendered 0 0s00 286 Table 6B Overview Quality of Care Indicators ccccssssessseessssssssessesseessssseeees 287 Table 7 Overview Health Outcomes and DisparitieS ceceseseeeeeeeseeees 290 Auditing Your StU s z cccsccsccelile gid deel iceladalecdscvatssehaceesuesetadiagl eloescehots sceelededeeel tiesceals 291 Running the UDS Clinical Tables cccescsssssesseceesseessessesseeseeseeseessessesseesaeseesseseaes 292 Chapter 24 AQIC CSLC REPORTS ssssssssssssssssessessssesseseseesesseseseeseeseseseeseesessessesoees 294 OVOETVICWoeiecc eeidetisdiciiie a E a aE aaea E R behec ieee nel ee ede tet 294 Preparing for Setup of the AQIC CSLC Reports sssscssssesssssssseesssseesseseeeees 294 Mapping the External Codes to i2iTracks Indicators cceseeseeseeseseeeseeeeeeeeeees 295 Mapping the Ambulatory Care ENCOUNtET c
68. health PMS Practice Management System the billing system Tracking Type Defines the specific population of patients you are tracking It includes the indicators that are assigned in the Patient Profile Examples include diabetes depression cardiovascular disease etc Adding and Viewing the Patient s Perinatal Tracking Type To add or view the patient s Perinatal Tracking Type 1 From the Patient Information screen locate your patient 2 The Patient Information screen will display the current listing of the tracking types health status profiles that are currently assigned to the patient If the patient has already been assigned to Perinatal Tracking you will see Perinatal Tracking i2i in the Tracking Types List 208 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Current Patient ID 2996 DOB 4 20 1957 Sex F Due Tracking Demographics F Linked Software Alerts 8 Due d Due Procedure Referral Podiatry Visit i21 Procedure Referral Colonoscopy i2i SSN 123 21 2380 MR Due Languages i Due R Abnormal Lab Value HbAic 13 7 on 9 29 2010 Sakus AaS ee rm Abnormal EyePACS Case 8 27 2008 z _ Lincamina Itome LN Chapter 17 Perinatal Tracking Im
69. i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports 4 Highlight the category the item is located in and click OK 5 Ifthe item will be mapped to a CPT or ICD 9 code the Lookup Diagnosis or the Lookup Procedure window displays When you first bring up the screen you will see the list in numeric order by ICD or CPT code Choose the diagnosis or procedure you desire by looking it up either by code or by description e To choose by CODE On the By Code tab the list is sorted in numeric order by ICD or CPT Type the code in the box above the list As you enter the code you will see the list moving to the closest match to what you are entering To select a code from the list click on the code to highlight it and then click OK e To choose by DESCRIPTION On the By Description tab the list is sorted alphabetically by diagnosis or procedure description Type the description of the diagnosis or procedure in the box above the list As you enter the description you will see the list moving to the closest match to what you are entering To select an item from the list click on the code or description to highlight it and then click OK 6 If the item will be mapped to a category or lab the Select chosen category or lab
70. indicator through Perinatal Tracking e Denominator All women known to deliver during the reporting period Delivered by any provider Have a delivery date entered in Perinatal Tracking in i2iTracks e Numerator Race breakdown Ethnicity a weights entered into i2iTracks Perinatal Tracking Section A Columns 3c If you have deliveries not entered into i2iTracks you will have to add them to your count e Deliveries Preformed by Grantee s Providers Section A Line 2 This is a new question available in Perinatal Tracking See Perinatal Setup documentation to add this question to your Perinatal Tracking 290 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 Section B Hypertension by Race and Hispanic Latino Ethnicity e Denominator Patients 18 85 at the end of reporting period Diagnosed with Hypertension before June 30 of reporting year Two encounters in the reporting period e Numerator Breakdown by Race and Ethnicity Controlled Blood Pressure Numerator Section B Column 2c 1 Most recent blood pressure in reporting period entered into i2iTracks 2 Systolic lt 140 3 and Diastolic lt 90 Section C Diabetes by Rac
71. individual patient 1 From the i2iTracks toolbar select Patients gt Patient Info The Lookup Patient bar displays beneath the i2iTracks toolbar 2 Inthe text box type the patient information e ID number the account number in your practice management system e Last name of the patient e First name of the patient e Medical record number of the patient e Social Security number of the patient e Date of birth of the patient 3 After entering the patient information press Enter or click the binoculars icon The Lookup Patients window displays showing a list of patients that match 4 Once your patient has been selected click the Recalls tab This tab is used to view current or previous recalls and cancel recalls Current Recalls The CURRENT RECALLS tab shows the information on the active recalls assigned to the patient Lookup ID ast Name First Name MRN SSN C Patient al es Current Patient Richardson Anna gt ID 2996 DOB 4 20 1957 Sex F SSN 123 21 2380 MR Language Tracking 8 Demographics External Data Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACs Current past Type Current Step Status User _ Cancel Recall Womens Annual Re Step 2 Send Letter Pap 1 yea Ready Auto Update e TYPE The type of recall assigned to the patient 49 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this d
72. instructions on how to add a lab group To use lab groups From the Patient Information Window select the Tracking tab 2 Click the Lab Requests tab A summary of previous lab requests displays showing the following information on each visit e Date Lab Specimen Collected e Requisition Number e Pending Results e List of Labs Ordered 263 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc 9 Chapter 21 Lab Tracking Overview and Setup On the right side of the screen you have two option buttons Add and Delete To use lab groups click Add The Lab Request screen displays Complete the fields as follows e Date Collection Select the collection date for the lab specimen e Time Collected Type the time of the collection optional e Requisition If you wish to enter the requisition number enter it in this field Otherwise this field can be left blank To add results for your group of labs click Add Results The Enter Lab Results box displays At the top of the box you are prompted to select a lab group Click the down arrow to display a list of your lab groups Click on the group to select it from the list After making your selection the list of lab tests for the group displays Notice y
73. is your ToDo List This reminds you that you need to check follow up on a procedure referral lab result medication or even check to see if you have received a report You are able to manage the follow ups on an individual basis from each patient s account or on a global basis from the Follow Up list You can add a Follow Up to a patient in several different places We will review the three most commonly used places e From the patient s information window e From a women s health procedure e From a procedure in a disease profile Scheduling a General Follow Up 1 From the Patient Information screen retrieve your patient 2 Select Create Follow Up from the Actions drop down menu The Patient Follow Up window displays Last Name FirstName MR DOB M D Current Patient unizatian Flu i2i Enter Data from jamais erral Pap 12i Open Profil erral Podiatry Visit 12i wii tis erral Colonoscopy 120 eral Mammogram Richardson Anna ID 2996 DOB 4 20 1957 Sex F SSN Se amma MRa Language EH n Create EyePACS Case Create Follow Up Create Recall Create Referral ip HbA1c 13 7 on 9 29 2010 Case 8 27 2008 Tracking 8 Demographics S Linked So Summary History Labs Recalls Follow Current past Print Women s Health Summary Print Letter Print Visit Summary Send E Mail Cancel Recall Step 2 Send
74. linked software 59 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches e Demographics Default Location Default Provider amp Financial Classification Searches i2iTracks e Profile Items Searches the nine Patient Profile Items libraries in i2iTracks e Visit History Labs Vitals Weight Gained amp Weight Lost Searches in i2iTracks e Visit History Visits Linked Software It searches the linked software for visits e Childhood Immunizations Searches i2iTracks for immunization information e Perinatal Tracking Searches i2iTracks for all perinatal information e Referral Tracking Searches i2iTracks for any and all referral tracking information e Mammogram Tracking Searches i2iTracks for any and all mammogram tracking information e Pap Tracking Searches i2iTracks for any and all pap tracking information e Pharmacy Tracking Searches i2iTracks pharmacy information e Follow ups Searches i2iTracks follow up information e Recalls Patient Correspondence Searches i2iTracks for this information e Indian Health Services Searches i2iTracks for this information 7 For time period selections click the browse button next to any time period field Between m
75. list of Available Tracking Types displays Choose the Tracking Type you want to assign to your patient and then click OK 5 Once the patient has been assigned to the Tracking Type you can open the profile for that Tracking Type by double clicking on the Tracking Type You can then view indicators profile items for each disease as well as view ALL indicators assigned to the patient The Patient Profile Screen It is important to understand the layout of the Patient Profile screen 117 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry r Jy Patient Profile Richardson Anna oS _ Tracked Problem List aoe ACE i ARB Unspecified 2 i Coumadin 2 Cancel Family History of Breast Cancer Diuretic Unspecified 2 Leg Ulcers Lipid Lowerer Vascular HTN i2 Diabetes 2 View N A Received t Exercise 2 N A fi View N A Received SSS ES ee Alu 2 ce I Pneumovax 2 Ml View N A Received Set Tetanus 2 gi View N A Received Procedures Referrals 4 Set Depression Screening 21 a View N A Received Set eerie M4 a View N A Received ag Due Podiatry Visit 21 i View N A Receiv
76. means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Chapter 21 Lab Tracking Overview and Setup Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes Interface Where two or more technology systems are set up to share data PMS Practice Management System the billing system What is a Lab Interface A lab interface is a software add on that allows i2iTracks to receive lab results from your preferred lab company Quest Labcorp Hunter etc automatically Once in i2iTracks these results are available and viewable in the patient s record thus eliminating the need for data entry A lab interface is an essential step towards the goal of interoperable systems within the Community Health Center environment Once the lab interface has been installed you will need to attend one online training session lasting approximately an hour i2iTracks uses Lab Mappings when the health facility has an interface to a lab company and results from that lab compan
77. occurs e TRACKING TYPE Click the down arrow and select PAP TRACKING i2i e LINKED VISIT TYPE If this is a follow up procedure that was entered in the Linked Visit Type setup you will need to attach the link in this field On the right side of this field click the browse button The Select Items screen appears This screen is divided in two parts Selected items and Available items with an arrow transfer button between them To select a Linked Visit Type click on the procedure in the Available window and click the left arrow button to move it to the Selected items window Once the linked visit type is in the Selected window click OK 4 Click OK to save the procedure Continue to enter each follow up procedure using the same procedures above 130 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Add Results Add all possible pap and mammogram results to the results library The Results library allows you to customize the listing of possible pap or mammogram results Some examples for Pap Results are e Ascus e Atrophy e Condyloma e Endometrial Tissue e HGSIL e Inconclusive e Inflammation Infection e LGSIL e Normal e Other To
78. or otherwise without written permission from i2i Systems Inc Chapter 16 Perinatal Tracking Overview and Setup 4 Review each question in the list and click Display for the questions your health center wants to include on the pregnancy form or click Don t Display for the questions your health center does not want to include on the pregnancy form Note UDS Table 7 required questions are identified as such UDS Some questions have a sub question that will only display if the answer to the main question triggers the sub question For example if the question Is the patient a current smoker is answered with a Yes only then will the sub question display asking How many cigarettes per day The sub question can be displayed or not displayed based on your health centers needs Click OK to save the form You are returned to the Setup Perinatal Tracking window Click Setup Visit Form or Setup Baby Form Follow the same steps for the Pregnancy Form to set up the visit form and or baby form 8 Click OK to save the your Perinatal Tracking i2iTracks has the ability to answer the questions on the Perinatal Pregnancy form automatically by linking CPT and or ICD 9 codes to the appropriate answer for that question For example The question that asks Did the mother receive influenza vaccine during this pregnancy can be automatically answered Yes if the CPT and or the ICD 9 representing a flu shot is posted in the billing system To map lin
79. or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 17 Perinatal Tracking e Gestational Age Enter the number of weeks since the LMP optional e Questions You will notice that the questions are listed under different categories The categories are displayed in green Answer each of the questions on the pregnancy form using one of the following methods Drop down Arrow Some of the questions have a drop down arrow with a list of possible answers for you to choose from Click the drop down arrow and then click on the correct answer for question Radio Button Some of the questions have a radio button a small circle in front of the possible answers Click on the radio button to the left of the correct answer Note Some of the radio button questions have a sub question that will only open up if triggered by the answer to the main question For example if the main question asks Is the patient a current smoker the sub question Number of cigarettes a day will only open up if the answer to the main question is yes Date Field Some of the questions are asking you to enter a date Enter the correct date using the mm dd yy format Numeric Value Some of the questions are asking you to enter a numeric value only Open Field Some of the questions will allow you to enter any text you want Note iziTracks will not save
80. other women s health follow up procedure 1 On the i2iTracks toolbar select Patients gt Patient Info 2 Choose the appropriate patient 142 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry 3 Double click the Pap or Mammogram Tracking Type The Pap or Mammogram Tracking History Screen displays showing a complete history of all of the patient s pap smears and pap follow up procedures Pap Tracking Torres Audelia Events Status Follow Up Req d Add Completed 1 12 2012 Normal No Open Delete i2i Show All Close 4 From the Pap Tracking or Mammogram Tracking screen click Add From the list of procedures pick the follow up procedure for your patient The Procedure Detail screen displays 143 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Procedure Colposcopy Torres Audelia I Referred l oK W Scheduled For 1 13 2012
81. otherwise without written permission from i2i Systems Inc Chapter 2 Security Chapter 2 Security i2iTracks Security Overview and Access i2iTracks Security options allow you to choose security rights access levels for each i2iTracks user Some users may only have rights to view i2iTracks data while others have rights to view add modify and delete data The i2iTracks security system allows you to establish user groups with security access levels and attach individual users to the group Prior to adding any users you must first add the user groups i2i Systems will help your health center create admin users Only users with Administrator rights can access i2iTracks Security When you are first starting in i2iTracks you will want to maintain strict security controls Think about the repercussions of accidentally adding something to the i2iTracks setup that brings over every 99213 an Office Visit CPT code as a flu shot To access security from the Menu Bar select File gt Admin Tools gt Security E Security 1 User Groups Emergency User Name Group Administrator Enabled Locked Janice Yes Yes No King Wright Default Super User Group No Yes No Megan Default Super User Group No Yes No Sarah Johnson Reports Only No Yes No Scott Robbins Users No Yes No Unlock Training Yes No Disable F Show Disabled Users Users must change password every days F Lock the sessi
82. patients i2iTracks helps you manage chronically ill patients women s health needs childhood immunizations and perinatal patients as well as recall patients for routine care i2iTracks is a clinical add on to your existing financial or EHR system The main functions of i2iTracks are e Chronic Disease and Condition Tracking e Women s Health Management e Patient Searches e Perinatal Tracking e Referral Tracking e Lab Tracking e Immunization Tracking e Patient Correspondence e Appointment Recalls e Outcomes Reporting i2iTracks eliminates the need for multiple tracking systems Our motto is No data should be entered twice Using powerful interfacing i2iTracks brings over your patient s demographics visit history appointment information lab results pharmacy data and much more In addition i2iTracks links the CPT and ICD 9 codes from your Practice Management PM System checks for clinical significance and automatically updates the appropriate indicators in i2iTracks When a patient s demographic information needs to be updated the changes are done in your PM System only i2iTracks will receive the updated information via the interface It is important to understand that the interface works in one direction only The PMS can update i2iTracks but i2iTracks does not update the PMS zf Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be repr
83. profile category types is shown in the green title bars and includes the following information for each category e Item The description of the vital the profile item or the lab test name e Most Recent The most recent value and date of the item e History There is a date column for each time any of the items have a value You can scroll to the right and view dates as far back as you desire The default view for the Visit History is to view the values for vitals all categories of profile items and labs You can control the way you view the information by choosing the following options e From To Enter a specific date range to view details for only that time period 42 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information e Hide categories with no items If there are profile item categories where no individual item has a value only the green category title bar will display Click this option to eliminate the category title bar e Omit blank columns Choose this option to eliminate any blank columns after choosing to hide any of the profile categories e Hide profile categories If you only wish to view specific types of profile categories you can select individual categories
84. report for Diabetes Asthma Depression etc You will decide the population of patients for the report as well as define what prints on the report It is important to know exactly what looking for in a report before you set up a report To create a Health Registry report 1 Select Setup gt Printing and Reporting gt Health Registry Reports 2 If the necessary Heath Registry report does not already exist click Add 3 Inthe Name field type the name that best describes the Health Registry report General Tab 1 Under the General tab select the following items based on what is needed in the report Health Registry Report Properties Name a a Diabetic Health Description General Patients Profile Items Mammogram and Pap Perinatal Labs V Include Diabetes Type IV Include Visit Count Any visit type Any of these visit types e Include Diabetes Type Click this box if you want to include the type of Diabetes in this Health Registry report e Include Visit Count A Visit Count is the number of times the patient was seen Click this box if a Visit Count is desired on the registry report If a visit count is desired a decision must be made about what types of visits are counted Is it 158 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording o
85. review and determine which Patient Search you want to include Simply locate and click to highlight the Search of your choice and click Select 81 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks Select Patient Search Search Group Default Children Age 2 CVD patients CVD patients New Diabetes i2i Diabetic 6 Month Recall Diabetics by probabilistic Diabetics by probabilistic Copy Diabetics out of compliance Diabetics with Appt tomorrow DM or CVD pts w HbAic 9 less LDL lt 100 DM patient being seen at i2i Clinic who are not taking Aspirin DM pts BMI gt 30 DM pts on Meds or CVD pts on Meds BP and BMI DM pts with BMI gt 35 and dx of depression DM pts without flu shots this year DM Pts wo HbAtc in past 6 mths DM Pts wo HbAtc in past 6 mths Copy DM test DM with LDL gt 100 not on ARB or ACE Dr Hernandez DM Patients Flu shots in 2007 Flu shots in 2007 copy Future appt test Glucophage w Creatinine gt 1 5 HbAic gt 9 Homeless Pt Hypertension PTs gt 18 Inactive Trackinn Tynes 7 The selected Search will now appear in your i2iTracks Today Screen 8 Now review of items you want to include in your i2iTracks Today Use th
86. take place Continue adding steps until all the pre defined protocol has been completed To edit a step click the step to change and then click Edit Ifthe steps are not in the desired order click Move up or Move down to arrange the steps 4 Satisfying the Recall e There are two tabs at the bottom of your screen Profile Items and Linked Visit Types This is where you will enter the Profile Item or the Linked Visit Type that indicates that the recall has been satisfied successful e Ifa Patient Profile Item satisfies the recall click Add in the Profile Items tab Choose the category Educations Immunizations Labs or Procedures Referrals and select the Profile Item from the list that will satisfy the recall e Ifa Linked Visit Type satisfies the recall choose the Linked Visit Types tab Click the browse button and move the desired Linked Visit Type from the available list to the selected list The Patient Profile Item or the Linked Visit Type must occur to fulfill the recall 5 Click OK to save your work NOTE The setup of a Recall CANNOT be changed after it has been assigned to a patient Be sure your protocol is exactly what you want BEFORE assigning it to patients Adding and Viewing a Recall In i2iTracks you can assign recalls to an individual patient or to a group of patients To manually assign a recall to a patient 1 From the i2iTracks toolbar select Patients gt Patient Info The Lookup Patient
87. this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information CITY The city where the patient lives STATE The state where the patient lives ZIP The zip code for the patient HOME WORK amp CELL PHONE The telephone numbers where the patient can be reached E MAIL The patient s e mail address You may use i2iTracks to send e mail to a patient Contact i2i Support for more information DEFAULT LOCATION This option allows you to enter a default location for the patient if one is not automatically assigned If you want to generate reports by location this field must be completed DEFAULT PROVIDER The default provider often the Primary Care Provider can be entered in this field If you need to generate reports by provider this field must be completed SECONDARY PROVIDER The secondary provider may be a specialist FINANCIAL CLASSIFICATION This field allows you to track the patient s main financial classification payer source This field is required for the Health Disparities Collaborative reports COMMUNICATION PREFERENCE This field allows you to select the preferred way to contact the patient You can create searches based on the communication preference The Demographics Other Info tab displays the following Indian Health Service inf
88. time it is printed and the associated patient alert will remain on the patient s account Lab Results that are Critical Doesn t include results flagged as reviewed Patient Location K amp W ra Patient 1D Name noa Med Rec Tye tue Co oO 1001 Olvera Miguel 10 25 1931 LDL 265 ee 1100s Newton Jose 10 15 1935 LDL 238 LS ee 1012 Guerrero Juana 9 17 1923 LDL 184 cl Oe oO 1012 Guerrero Juana 9 17 1923 LDL 184 i ae 11012 Guerrero Juana 9 17 1923 LDL 184 a o 1015 Gonzalez Judy 7 29 1940 LDL 187 27 wns o 1015 Gonzalez Judy 7 29 1940 LDL 187 OF 5s o 1015 Gonzalez Judy 7 29 1940 LDL 175 I o 1015 Gonzalez Judy 7 29 1940 LDL 172 I ee 1019 Gomez Karina 1 16 1975 HbAlc 10 2 aus Select All Select None i Open Patient Info i Flag as Revi O 1043 Bell Maria 9 12 1948 LDL 222 Tee Report O 1050 Estrada Isaias 11 16 1983 HbAlc 12 1 rae O 1066 Cruz Francisco 1 17 1930 LDL 176 TA Count 150 o 1066 Cruz Francisco 1 17 1930 LDL 176 3 Maina Mlawal Taena a7as198N0 T nr aan a1 The same report can be listed on your i2iTracks Today screen See update notes on Customizing i2iTracks Today to learn how to include this feature on your screen and how you can see i2iTracks Today automatically upon logging into i2iTracks The Lab Results that are Critical option in i2iTracks Today is always shown at the top of the list in red From the i2iTracks Today screen you will see the number of resul
89. to include Let s take our example above for the Depression Screening and customize it Highlight the item and click Edit 105 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup pane Pome 5 ll a a Name Diabetes Tracking Descinti Diabetes Tracking Allergies Education Immunizations Medications Problems Procedures Referrals Self Management Goals Treatment Plans Other Depression Screening 02 The Patient Profile Details screen will appear as shown below 106 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Profile Item Details Only include this item for patients who Are of the following gender Female Are between ages and Year s I Belong to any of these tracking types Do not have any of these problems a i Eo IV Have any of these problems I Have not had any of these procedures _ Remove Il Do not have
90. to select the patient who will be REMOVED Click the binoculars button next to the box labeled To the following patient to select the patient who you want to KEEP To the following patient 4 Verify you have selected the right account and both of the accounts are in the correct boxes and click Do Merge 323 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 26 i2iTracks Administration Move all data from the following patient 1D 1903 Name Ayala Mana DOB 5 23 1985 MRe To the following patient 1D 1902 Name Ayala Maria DOB 6 15 1983 MRe 5 You will be given the following warning i2iTracks x Are you sure you want to merge the specified patients ene 6 If you are sure you want to continue with your merge click OK 7 The data from the patient listed in the top box will be transferred to the patient listed in the bottom box then be removed from i2iTracks Note The merge process CANNOT be reversed Make sure you really want to merge the accounts before taking these steps To view and report on the patients that have been merged 1 Go to File gt Admin Tools gt Merged Patients Log 1 27 2012 3 37 40 PM iZiadmin 324
91. vaccines are added For each vaccine type you will need to set up a default injection site and assign the associated CPT codes used in your billing system for the vaccine type To set up your Vaccine Types 1 Select Setup gt Tracking 2 Choose Childhood Immunizations 3 Select Vaccine Types 214 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Vaccine Types DTaP 5 pertussis antigens DT aP Hep B IP DT aP Hib DT aP Hib IP DTP DTP NOS DTP Hib DTP Hib Hep B HBIG Hep NOS Hep ped adol 2 dose Hep A ped adol 3 dose Hep pediatric NOS Hep 4 Hep B Hep B adolescent or pediatric Hep B adolescent high risk infant Hep B dialysis l Show Disabled Items 4 For each Vaccine type that you use you will need to assign the default injection site and associated CPT codes used in your PM System Highlight the Vaccine Type and click Edit 215 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc
92. who are taking one or more of the specified medications Do not have any of these problems Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified problem they will NOT have the alert 92 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Do not have any of these procedures Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified procedure they will NOT have the alert Note If the schedule applies to all patients leave this box empty 3 When the schedule is complete click Save You are returned to the Immunization Item screen You can create an additional schedule by clicking Add in the schedule box 4 To edit a schedule click Edit To delete a schedule click Remove 6 Click OK at the top right before exiting the Immunization Item screen Medications You can set up and review the following medication areas e Medications e Medication Categories e Medication Mappings e Unmapped External Medications Medications Add the name of the medication and assign a medication category class if desired r Medication Name
93. 11 2005 Received 1 23 2006 10 35 21 4M DemoLser 150 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups 4 At the bottom of the Procedure Referral screen you will see the Follow Ups window On the right side of the Follow Up window are two new buttons Add and Open e To add anew Follow Up click Add The Patient Follow Up window displays to add your Follow Up information Type the event date a summary and the details for the Follow Up effort Click OK to save the Follow Up Event Patient Procedure Referral Procedure Referral Foot Screening i2i Visit Date E 8 2007 Status Received Enrolled C Refused C Referred C Un enrolled Location mo Notes Follow Up ee Open OK Cancel 151 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Patient Follow Up Marquis Graciela Description Follow up with patient ss Active Date 6 19 2008 Assigned To User
94. 12 Women s Health Management Data Entry e The Results box in the middle of the screen contains not only the result type but also holds the details of each result If the status is set to complete the Result Type will be Pending 4 Click Normal to record a normal result For abnormal tests click Abnormal You are now able to enter up to four results for the abnormal test 5 Click the browse button next to the RESULT 1 field You will see a list of possible pap smear results The result list comes directly from the set up files 6 If you need to add a new result type the result in the Results Setup screen and then attach the new Result in the Pap Tracking Type Setup Select the desired result from the list 7 Ifthe pap smear is marked Abnormal you need to decide what follow up action is needed for the patient Most health centers have a written protocol for abnormal pap follow up based upon the type of result For example for results of LGSIL a colposcopy is scheduled immediately or for results of inconclusive a follow up pap is scheduled in three months In some instances you may not want to take any action step for two more weeks In any case it is best to determine your action at the time of entering the abnormal result for ease of entering the follow up item To schedule a follow up on an abnormal pap Procedure Pap i2i Torres Audelia Referred 1 12 2012 ae W Scheduled For 1 9 2012 vj J 2 09 00
95. 18 2005 i2iTracks No 9 9 2005 i2iTracks No 7 19 2005 4800125 i2iTracks Yes 7 11 2005 i2iTracks No 7 7 2005 i2iTracks No 6 21 2005 i2iTracks No 4 27 2005 i2iTracks No 4 4 2005 i2iTracks No 3 31 2005 i2iTracks No 1 24 2005 i2iTracks No 1 21 2005 i2iTracks No 11 11 2004 i2iTracks 2 Under the Requests tab click Add Choose the appropriate request type e Add Labs Click Add Labs to enter the labs that have been ordered and the results are not yet back These labs will be placed on a pending list for you Select the group or individual labs you have requested Once requested the labs will be displayed in the window without a result and placed on the pending list When the result is back add it to the result column for that particular lab This can be done from the pending list or the patient s account 122 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Initial Status Pending 7 Labs Panels Group None C 24 Hour Urine Protein C 6 Acetylmorphine ABO CO AFP non pregnant C AFP Gestational ng mL C AFP Tumor Marker CO Albumin Serum O Albumin Creatinine Random Urine O Aldosterone J Alkaline Phosphatase ALP Oat
96. 2947 Whittington Sandra Del Refugio F 4 3 1935 79 Yrs Yes O 2901 Wachir Sandra F 5 27 1947 66 Yrs 48660 1 Yes O 2927 Vesper Xochilt F 12 8 1954 59 Yrs 54088 1 Yes O 1090 Velazquez Sarah F 5 20 1948 65 Yrs 48769 1 Yes Report Selected O 1092 Tinajero Silvia F 6 13 1948 65Yrs 49296 1 Yes Ej 1093 Stubbs Silvia F 3 28 1947 67 Yrs 49521 1 Yes Count 57 O 2925 Sandoval Wanda F 10 15 1944 69 Yrs 53780 1 Yes F Show Criteria F 78 Yrs 50008 Yes a il o e Select All This option will place a checkmark in every patient s box therefore selecting all patients e Select None This option will remove the checkmark from every patient s box therefore deselecting all patients Note You can use Ctrl click or Shift click to select single or multiple patients from the list Use the spacebar to check or uncheck highlighted patients e Actions This option takes you to a menu where you can choose from the following actions 70 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Create Follow Ups Create Recalls Display Morning Huddle Report Print Letters Print Labels Print Visit Summaries Print Pediatric Visit Summaries Print Perinatal Summaries Print Women s Health Summaries
97. 2i Systems Inc
98. 4 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information Gi ea Patient Visit History From 5 8 2014 hal To 1 26 2005 gt Hide categories with no items Omit blank columns sali Vitals a e e O 8 19 2011 Height in 8 19 2011 8 19 2011 8 19 2011 12 31 2009 Temp 8 19 2011 8 19 2011 Allergies SSS See CO aay Educations EC O OOOO O peme pera ra CCS a e e Goals Exercise i2i 3 or more times wk 2 22 2008 i OE i HbAte i2i 9 8 2007 f icati Take regularly 2 15 2008 Pe Immunizations Flu i2i Received 11 14 2011 Po i2i Received 11 14 2010 Pe Hide profile categories Vitals Allergies Educations Procedures Referrals Immunizations Medications Plans T Problems Goals Other Profile tems Lab Results You will see a list of every vital profile item and lab that has some type of value displays in the Visit History You can use the scroll bar on the right side of the screen to view more information for the patient If you have a large monitor screen you can click the Maximize button to view more information on your monitor Each of the
99. 50 59 Yes Community Heal Frank Wilson M D O 1087 Montiel Rosa F 10 22 1944 64 47436 1 Yes Community Heal Frank Wilson M D Patient Info O 1090 Velazquez Sarah F 5 20 1948 6l 48769 1 Yes Community Heal Carlos Hernandez MD O01091 Bliss Norberto M 12 16 1960 48 48945 1 Yes Community Heal Carlos Hernandez MD Report 02741 Vega Angelina F 2 19 1956 53 Yes Community Heal Samuel Bermudez M D 0275s Terreros Beatriz F 8 15 1949 60 Yes Community Heal Samuel Bermudez M D O02760 Soria Berth F 6 19 1946 63 Yes Community Heal Samuel Bermudez M D Count 38 O02761 Tenorio Carlos M 6 22 1984 25 Yes North East Clinic Samuel Bermudez M D O02776 Schroeder Neftali M 2 5 1935 74 Yes North East Clinic Samuel Bermudez M D I Show Criteria 4 Now that you have the population of patients from your search select the patients that you want to receive the letter The buttons of the right side of the screen will all you to e Select all This option will place a checkmark in every patient s box therefore selecting all patients e Select None This option will remove the checkmark from every patient s box therefore deselecting all patients 5 Once you have chosen your patients click the Actions button Choose Print Letters or Print Labels 6 At the prompt choose the letter label from a list of letter or label types by clicking the type and clicking OK Select a printer destination to print your letters or labels
100. At least two influenza vaccinations on or before the child s second birthday Flu shots administered prior to 180 days after birth cannot be counted e Combination 2 DTaP IPV MMR HiB hepatitis B VZV Children who received for DTaP DT vaccinations three IPV vaccinations one MMR vaccination three HiB vaccinations three hepatitis B and one VZV vaccination e Combination 3 DTaP IPV MMR HiB hepatitis B VZV pneumococcal conjugate Children who received all of the antigens listed in combination 2 and four pneumococcal conjugate vaccinations Section D Pap Tests e Denominator Section D Line 11 Column a All patients who have had 1 or more UDS visits in the reporting period Are Female age 24 to 64 years as of the end of the reporting period Exclusions patients with a hysterectomy or no residual cervix e Numerator Section D Line 11 Column c Have had 1 or more pap procedures in the reporting period or prior 2 years Pap service was rendered at the grantee site Pap service was rendered at other site e When mapping the pap test you have the option to map to CPTs in the PM System and Pap Tracking procedures in i2iTracks Section E Weight Assessment and Counseling for Children and Adolescents e Denominator Section E Line 12 Column a Children who had their 3rd birthday during the reporting period through adolescents who were 17 during the reporting period Have been seen by grantee prior to thei
101. Cl Ammonia C Amphetamines Screen Urine C Amylase O Ana O Antibody Screening Cast C Bacterial Culture X e Add Results Click Add Results to add a lab result without going to the pending list Select a group of labs and enter the value for the lab result s 123 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Ta Enter Lab Results Note To enter lab results without first requesting the lab in i2iTracks it is helpful to first create a lab group Step 4 Updating Default Provider and Location If your health center will be generating reports by default location or provider you will need to add this fourth step and verify the patient s demographic information is correct To update the default provider and location 1 From the Patient s Information screen select the Demographics tab 124 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry
102. DED LIMITED COMMUNITY HEALTH Of Cali ALOEMEN HEALTHPLAN OF CA CAP ME 250 00 DIABETES TYPE II 2 8 2009 93000 EKG COMMUNITY HEALTH Of Cali ALDEMEN HEALTHPLAN OF CA CAP ME 250 02 NIDDM NON INSUL 2 8 2009 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN HEALTHPLAN OF CA CAP ME 250 02 NIDDM NON INSUL LUJ The Visits tab displays e DATE The date of service e PROCEDURE The procedure code CPT code and procedure name for the visit e FACILITY The facility where the visit took place e PROVIDER The provider for the visit e PAYER The payer for the visit e DX1 DX2 DX3 DX4 The description of the primary secondary third fourth diagnoses up to 12 diagnoses Under the Appointments tab you can view past and future appointments for this patient 2h Tracking Demographics External Data Visits Appointments Problems Allergies Immunizations Medications Past Appointments Date Time Type Doctor Resource Location Status External Status a 10 9 2012 8 30 AM FOLLOWUP APPT MAXWELL North Clinic Completed c 5 23 2010 8 30 AM FOLLOWUP APPT MAXWELL North Clinic Completed c 2 22 2010 9 15 AM FOLLOWUP APPT MAXWELL North Clinic Completed c 2 7 2010 9 00 AM FOLLOWUP APPT MAXWELL North Clinic Completed c Lw S 9nin R II AM CHOOT CHECK ONIY MOYWEILI North Clinic Camnleted pe Today s Future Appointments Date Time Type Doctor Resource Location Status External Sta
103. Default Location Default Provider Secondary Provider Financial Classification Can Be Contacted Language Race Ethnicity Address 1 C ZIP Code C Homeless Status O Migrant Status 9 Profile Items 9 Visit History 9 Childhood Immunization Tracking 9 Perinatal Tracking m DOUDDUDDDELDD e S Each folder has a plus or minus The plus means the folder is closed and the minus means the folder is opened A folder must be opened to view the options in the folder Highlight the desired filter and click OK Each filter requires you to complete more information about the chosen filter For example if you pick the Age filter you are prompted to enter the age range if you pick Tracking Types you are prompted to select the Tracking Types you want for the report Complete each of the filter properties as needed to yield the desired list of patients Where does i2iTracks search for the information to complete your Patient Searches General Active amp Deceased Searches patient status in i2iTracks General Appointments Searches appointments in the linked software General Tracking Types amp Inactive Tracking Types Searches for Tracking Types in i2iTracks General Framingham Hard Coronary 10 Year Risk Value Calculated based on the standard Framingham Risk Value Demographics Age Gender Language Race Ethnicity Address 1 Zip code Homeless Status amp Migrant Status Searches the
104. E R E E 182 Referral Tracking Setup sssscsscsssssssesscssssssseseeseessssesseseeeceesaesesseeesaesaesessessesassenseeaess 182 Specialties Setup sexe sessed eee E eE a etn feet et 182 Referral Type Setup wiscsscie eae lili lila edie r inn 184 Insurance Plans S tup einni wnt cheikh 186 Referral Sources Setup scsscsssssssessesscssssssessesecsessesenseesessesaesensecsesausenseeseeaesansensesaess 188 Adding a Referral to a Patient cccceccsceceseeseceeeeeeseeceeeceeesceeeaeeecaeeeeeeeeeteseeeateneets 192 Managing Referrals mtini a E 198 Managing Referrals by Group csceccsseseceeseceeeeseseeeeeesceeeaceecaeeeeatsceeeaceecaneneeeeseetates 198 Managing Referrals Individually c sscsscesssssssseesecsssessssseeseeseceeseeseesesssansessesaess 199 Generating Referral Tracking Statistics Reports cscsscsssssseessssssssssssssssesseseeees 200 Chapter 16 Perinatal Tracking Overview and Setup sssssssssnsusususuununununununnnnnnnnnnn 203 Perinatal Tracking OVervieWw ecceccsseccsceeceeesseeseeeeeeeseeaeeeeeeseeaeeaseeeeeseeaseaneeseeeaseateatees 203 Perinatal Tracking Setup saignait eaaa teh otal anihia 203 Chapter 17 Perinatal Tracking csscesesseseeeeessesseeseeneeesseeseneeesseeseneeneeenseeseennees 208 Adding and Viewing the Patient s Perinatal Tracking Type ccssssesseeeees 208 Perinatal Tracking HistOry moasa ee aereoa atera aaraa ean aTe n Eanan EnTra 210 Adding a New Pregnancy Compl
105. Group by pulldown 68 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients Patient Search Results Dr Hernandez DM Patients Group Default Location All LJ Provider All Overdue Profile Items Group by Gender z3 ID Y Name Y DOB Vv Age Y Med Rec Y Can Be Cont Locatior v Gender F v Gender M 8 To view the Overdue Profile Items for the patients in the search click the Overdue Profile Items tab Pre Filters Patient Searches Dr Hernandez DM Patients Patient Search Results Dr Hernandez DM Patients Group Default Location All 0X Provider all Overdue Profile Items Drag a column here to group by this column Patient ID WY Name Y DOB Vv Med Rec Type Ea 1090 Velazquez Sarah 5 20 1948 48769 1 Procedure Referral Dental Visit i2i 1090 Velazquez Sarah 5 20 1948 48769 1 Procedure Referral Ophthalmology Visi 1090 Velazquez Sarah 5 20 1948 48769 1 Procedure Referral Depression Screen 1090 Velazquez Sarah 5 20 1948 48769 1 Procedure Referral Podiatry Visit i2i 1090 Velazquez Sarah 5 20 1948 48769 1 Procedure Referr
106. HCL 200 MG TABS _ i AMITIZA 24 MCG CAPS GPI 5 ARB Unspecified i2i dae ammenens as nan winn ane was amp Pollen Visit History 5 Select Create Recall The Create Recalls screen displays Create Recalls Recall Active Date 1 27 2012 Recall Type Womens Annual Recall La Patients Richardson Anna 6 Complete the fields as follows e RECALL ACTIVE DATE Type the date for the recall process to begin Click the down arrow for a monthly calendar e RECALL TYPE Click the browse button and select the type of recall from the list 47 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls 7 Click OK to SAVE the recall Once a patient has been assigned to a Recall they will be placed in the Ready column for the assigned recall Ready means the patients are ready to be sent a letter If you entered a future recall active date the patient will show as a Pending recall and remain there until the date arrives At that point the recall would automatically move to the Ready status Using the i2iTracks Patient Search you can create a list of patients that meet the recall criteria and create a recall for the whole group of patients at the same
107. Inc Chapter 6 Recalls called PAP could satisfy the Recall and remove the patient from the Recall list The patient would not receive the second letter 4 Assign the Recall type to patients For group Recalls you will assign the group of patients to a specific Recall type For individual Recalls you will assign a specific patient to a Recall type Adding a Recall Protocol To add a recall protocol 1 Select Setup gt Recalls 2 Ifthe Recall to be added does not already exist click Add Recall Type Properties P Name Womens Annual Recall Pap 1 year Recall Letter 1 Pap 1 year Recall Letter 2 Profile tems Linked Vist Types Please specify which profile items indicate that a recall of this type has succeeded 3 Complete the fields as follows e NAME Type the name of the Recall being added e DESCRIPTION Type a description if desired to better describe the Recall e STEPS Add a series of steps to define each stage of the recall process To add a list of steps Click Add 45 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Use the browse button to select the first letter to be sent Type the number of days that should pass before the next step will
108. Last Name First Name MRN SSN DOB M D Y Poort EEE N N M ce M oe eet EE EE i Alerts 9 Current Patient E jire ae Richardson Anna bs Enter Data from Template ID 2996 DOB 4 20 1957 Sex F SSN 123 21 2380 MR Language Open Profile Create EyePACS Case Create Follow Up Create Recall Create Referral 2 Tracking 8 Demographics P Linked So Print Women s Health Summary Summa i ry History Labs Recalls Follow up Saal acy EyePACs Print Visit Summary Tracked Problems ACE Send E Mail Diabetes Type II DVT History 2 5 2004 Visit History Family History of Breast Cancer Leg Ulcers 2 15 2008 Vascular HTN i2i 12 7 2005 4 Select Print Letters from the Action menu 5 You are prompted to choose the letter from a list of letter types Click the letter type to highlight it and click OK 6 Select a printer destination to print your letters 7 Once your letter has printed click Yes at the prompt if your letter s printed successfully i2iTracks will keep track of each letter that is sent to the patient Adding a Note to a Letter To add a note to a letter 1 From the Patient Info screen select the Correspondence tab 2 Select the letter you want to add a note to and click View Details 273 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic
109. NEW WOMEN S ANNUAL EXAM PAP SMEAR NEW WOMEN S ANNUAL EXAM BCEDP NAPA VALLEY COLLEGE STUDENT OFFICE VISIT NURSE VISIT ONLY SMIN INCREMENTS a ee meee 4 Choose the CPT codes that represent your ambulatory encounters You can look up the code by either CPT code or description e To choose by CODE On the By Code tab type the procedure code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You 299 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AOIC CSLC REPORTS will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random procedures click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK e To choose by DESCRIPTION On the By Description tab type the description of the procedure in the
110. Not Completed E g ent CPTs 5 General Tab Complete the fields in the General tab as follows Note The only required fields are the Referred Date and Referred To fields e Date Referred Enter the date the patient was referred e Tracking Will auto generate when the referral is saved This field cannot be edited e Referred By Enter the referring provider or source optional e Referred From Enter the location of the referral This field will default to the patient s default location It can easily be changed by clicking on the browse button e Referred To The following options can be used for identifying the Referred to Source Referral Source Allows you to find the referral source from a list The list can be sorted by specialty and insurance plan The referral source list will change based on the filters applied Filter the sources by a specialty by selecting a specialty category from the box 194 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Filter the sources by Insurance Plan by putting a check next to the plans approved for the referral Select the source from the list of referral sources Print the list of referral so
111. OK to save the mapped question 9 Map all other perinatal questions using the same steps Helpful Tips e Know the CPT and ICD9 codes that you will use for perinatal tracking prior to setup e Know in advance which forms and questions you will want to utilize 207 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 17 Perinatal Tracking Chapter 17 Perinatal Tracking Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes Linked Visit Type This is the setup library used to link the CPT Current Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks UDS UDS Table 7 Uniform Data System The reporting guidelines that CHCs must follow when reporting to HRSA The UDS Table 7 reports on prenatal
112. Once all of your letters have printed click Yes at the prompt if your letter s printed successfully i2iTracks will keep track of each letter that is sent to the patient Note i2iTracks will NOT keep track of each label that is printed Generating Correspondence for an Individual Patient To create correspondence for an individual patient 1 From the i2iTracks toolbar select Patients gt Patient Info The Patient Selection Bar displays beneath the i2iTracks toolbar You can retrieve your patient by one of the following selection options e ID number the account number in your practice management system 272 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels e First name of the patient e Last name of the patient e Social security number of the patient e Date of birth of the patient e Medical record number of the patient 2 Once you choose your selection option you are prompted to enter the patient information based upon your selection The Patient Information screen displays with the data about the patient you just selected 3 Click Actions i2iTracks Patient Info of File Setup Patients Find Reports Windows Help SHaes Be Lookup ID
113. PM Cancel Status Completed v 1 12 2012 v Location Community Health Clinic of Santa Rosa oo x Follow Up Immediate follow up required as of 1 12 2012 Open e On the right side of the follow up window in the Pap Procedure screen are two buttons Add and Open To add a new follow up click Add The Patient Follow Up window will pop up to add your follow up information Complete the fields as follows Description Type a brief description for the follow up The follow up list can be sorted by description Active Date Choose the date you want the follow up to occur Assigned to User Type the user who will be responsible for the follow up Status From the drop down menu select the follow up status Your choices are Not Completed or Completed For new follow ups choose Not Completed Events The Events window will give you the option to record follow up efforts and follow up details like phone calls and other attempts to reach the patient To the right of the events window there are four buttons Add View Edit and Delete To record a new event click Add The Follow Up Event screen displays Choose the event date a summary and the details for the follow up effort Click OK to save the Follow up Event Click View to look at previous follow up events Click Edit to edit the details of previous follow up events Click Delete to remove follow up events Notes The notes field can be used to r
114. Patient s Immunization Table Screen If you are accessing the Immunization Table screen for the first time take a few minutes to familiarize yourself with the layout of the screen To access the Patient Immunization Table double click on the Childhood Immunization Tracking Type 227 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Current Patient Follow Up Required Meds Check There is no Follow Up Required Verify Report recieved Referral z Richardson Anna x cicture on tis Follow Up Required Verify report and pt has follow up Refer 1D 120 1 DOB 10 3 1970 tor thes patient Que Education Diabetes i2i 7 Due Procedure Referral Mammogram i2i SSN 515 46 6251 MR 125456761 Due Procedure Referral Pap 121 Procedure Referral Podiatry Visit i2i Vasessialiaskions Pt JIAN G Tracking 8 Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy Medication Aspirin i2i 1 tablet day Bronchodilators Depression i2i 9 19 2005 Coumadin 121 Diabetes Type 2 Glucophage iZi Hypertension 10 21 2005 Insulin i21 2 units 2x day Persistent Asthma 11 11 1995 Lip
115. Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks Patient Search A Tracks feature that allows querying of both Tracks and the PMS simultaneously generating a list of patients that meet a specific search criteria or set of criteria PCP Primary Care Provider Recall The i2iTracks recall reminds your patients to return to the health center for preventive care immunizations procedures and more Visit Note Type A library used to identify various types of patient encounters Framingham Risk Value A calculation that determines the likelihood of a patient developing hard coronary heart disease over a 10 year period Completing Your Setup Files There are four setup files or libraries that need to be completed prior to beginning to use i2iTracks e Locations e Providers e Financial Classifications e Visit Note Types The main reason for assigning a default Location Provider or Financial Classification to a patient is to be able to separate out sub populations of patients Setting up your Locations The Locations Library stores the names of your different sites If i2ziTracks will be used for Referral Tracking at your health center the Referral locations will be added to a Referral Source library If Referral Tracking will not be used at your health center you can also us
116. Profile items are identified collected into a Patient Profile Patient Profile A collection of Patient Profile Items into a disease profile Patient Profiles are used to collect various Patient Profile items or indicators into a single profile This profile is then used to create a Tracking Type Tracking Type Collects data about a specific population of patients you are tracking The Tracking Type is the method by which the indicators in Profile are assigned to a specific patient Examples include diabetes depression cardiovascular disease etc Patient Visit Summary Form A tracking type specific encounter form designed by your health center You can choose to have a 2 column or a 3 column form You decide which Patient Profile Items or indicators Allergies Medications Immunizations etc you want on the form and if you want lab trends or vital trends on the form Disease Management Overview At the center of i2iTrack s population management capabilities is the Tracking Type The Tracking Type feature supports your management of a specific population of patients through the collection and presentation of relevant data Tracking Types are created by you based on your needs Virtually any patient population can be followed through the creation of a Tracking Type you just need to decide what that population is To build a Tracking Type you must first determine what clinical indicators you are interested in managing These cli
117. QIC CSLC Clinical Measures Report Setup Mappings Ambulatory Care Encounter Diabetes Diagnosis Mammography Test Pap Test The Setup Visit Mapping screen displays for you to add your equivalent codes for a Mammography Test Setup Visit Mapping ltem Mammography Test Equivalent Items Type tem les ooo O Add Add Defaults Remove 303 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AOIC CSLC REPORTS 2 Click Add to map your equivalent codes for a Mammogram Test The category window displays What would you like to add Educations Goals ICD9s Immunizations Labs Other Profile Items Problems Procedures Referrals Vaccine Groups e Select CPT to bring up your entire PM System s procedure library e Select ICD9s to bring up the PM System s diagnosis library e Select Educations Goals Immunizations Other Profile Items Problems or Procedures to display the selected i2iTracks profile item library e Select Labs to display the i2iTracks Lab library Some health centers refer their patients for Mammograms while others can perform them at their office For those who refer their patients make sure to map the i2iTracks Procedure Referral item
118. Results e Letters e Pap Events e Other Profile Items e Medication Events e Pregnancies Visits and Baby Information e Fax Queue e Problems e E mail Queue e Procedures amp Referrals e Allergies e Recalls e Educations e Referral data e Events e Treatment Plans e Follow up Events e Vaccine Doses e Follow ups e Patient e Goals Follow these steps to merge an account 1 Prior to merging an account research the two accounts to be merged and determine which account you want to remove and which one you want to keep The account you want to remove becomes the FROM patient and the account you want to keep will become the TO patient in the merging process 2 Go to File gt Admin Tools gt Merge Patient 322 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 26 i2iTracks Administration Setup Patients Find Reports Windows Help i2iTracks Today Tools Admin Tools gt Auto Update E Mail Settings Exit Framingham Risk Value Setup Interfaces Audit Log Security Smart Pap Setup View Current Sessions Merged Patients Log 3 The Merge Patient screen will appear showing you two boxes Click the binoculars button next to the box labeled Move all data from the following patient
119. Section lists the selected patient s name and other patient identifiers to help verify the correct account The status field below the patient s name displays the patient s i2iTracks status Use the Browse button to change the patient s status A patient can be inactivated if they are no longer a patient at your health center When you change a patient s status to Inactive you can include a note as to why the account is inactive If a patient is deceased click the Deceased box and indicate the deceased date if known If an interface indicates that a patient is deceased the patient s status will be automatically set to Not Active An inactive patient can still be viewed or included in reports if desired The Patient Status box is also used to indicate whether the patient can be contacted This is where you will indicate that the account is confidential To flag a patient s account as Confidential click No under the Can the Patient be Contacted question i2iTracks will not send letters to inactive or confidential patients The Actions menu is located at the top of the Current Patient Section Here you can choose to perform an action for your current patient 35 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chap
120. Tracking Statistics ee A Office Visit vas Es a o tes E O emmo SOS E E O emsa OOO A E OL A ane Brown NESS a E Papeete CS S ee a a a a A Unknown 5 Referrals By Status Ce Reema sws OOOO e E O esw OOOO o a oema SSC Sd a C 202 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 16 Perinatal Tracking Overview and Setup Chapter 16 Perinatal Tracking Overview and Setup Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes UDS UDS Table 7 Uniform Data System The reporting guidelines that CHCs must follow when reporting to HRSA The UDS Table 7 reports on prenatal health Perinatal Tracking Overview i2iTracks Perinatal Tracking will help you keep track of your patient s perinatal care UDS table 7 reporting needs and much more i2iTracks Perinatal Tracking has the ability t
121. Tracks Setting up Service Area and Race Before you run the report you must first configure it for the service areas if needed and races that should be included in the report Select Setup gt Printing and Reporting gt GRPA Report 2 On the General tab enter the Service Areas you want the report limited to or leave them blank to include all service areas 3 Select Races to include from the list Only patients of the selected races will be included in the report 312 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports G y GPRA Report Setup as cje General Mappings Service Areas to Include E Z S ZE TTC O OOOO mRaces to Include AMER INDIA v X Mapping Items The Mappings tab of the GPRA Report Setup window allows you to specify where the report should look to determine if a patient received a particular diagnosis procedure IZ lab and so on Each item listed in the Mappings tab needs to be mapped to an item in i2iTracks For example an Alcohol Use Education can be mapped or linked to Alcohol Education in i2iTracks 1 Select the Mappings tab 313 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this
122. Visit Summary For Masesa a E AEEA EAEE EEREN 239 Adding a Visit SUMMaTY iiini aaa a aaiae 239 Printing a Patient Visit SUMMMALY ccsecseeseeseeeseeeseeeseeeseeeceeeeeeeseeeseeeseeeeseeeeeeeaees 243 Patient Visit Summary Example seska aea eaae kerai eerie 245 Chapter 21 Lab Tracking Overview and Setup ssssssssussssnenssneusunnununnnnunnnnnnnnnnnnnnnnn 246 What is a Lab Interface ccccssssscsscsssseseesscsssseseesecsesasseeseesesaesanseeseesesassenseeaesassansensess 246 Fab LTainine aaae ect a ae A a eaae 246 Lab Map ping ice2icii eietecielelessigielesidetelesendielceieielesccnelucsiet alecdsetosieiol alisiuetoteiiel clases 246 Lab Tracking Setup Lab Test Information c cscsscessssssseseeessessseseessesesesesseeeees 246 Attaching a CPT Code to a Lab TeSt eeeececcceceeceeceseeeeeeeeeeeeeeeeeeeeeeeaeeaneeseeeeeeaseenees 247 Assigning a Normal Value to a Lab Test e cececcecesssseeeeeeeeeeseeeeeeeeeeeeeateeeeeseeaseeteees 249 Assigning a Schedule to a Lab TeSt ceececcccssseceeseeceseeseeeeeeeeeeseeeeeeeeecaeeaneeeeeeseeaseaneees 250 Lab Tracking Setup Lab Groups cccsscssscesssesessecsesseeseessessesseeseesaeseesseeseesaessnsenseaes 251 Lab Tracking Setup Lab Panels cccsscsssssssssesecsecseessessessesseeseeseessesseesaesesenssnseaes 253 Critical Tab Alerts x ces p a Meta since Jlecdis a caret cnet tanta 254 Tabb Mapping naii Seveereves a tree Gi A eea e ne e Eaa adra eee aceasta 259 Mappi
123. a unsr2006 monos fomen eat Delete EM e e E e a Je 24 200s _ pneumococcai NOS iven Ede Delte 2 1 19 2006 __ pneumococcal nos Given Edt Delete History Report Close 7 To manually add a vaccine click Add Dose on the green bar next to the vaccine description 8 Complete the fields as follows 233 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Patient Vaccine Dose Given Date 6 20 2008 Unknown Vaccine Lot Predefined ER C Other Lot C Unknown Vaccine Type Manufacturer Expiration Date Administered By Injection Site VIS ID 6 20 2008 C Not Given Vaccine Group DTP fa By OK Cancel e Given The Given box will automatically be checked This indicates that the vaccine was administered e Date Select the date of the vaccine This field defaults to today s date If the date of the vaccine is unknown click the Unknown box e Vaccine Lot To select a Vaccine Lot for this vaccine click on the browse button next to the Predefined Lot Number lookup screen This is not a required field and can be left blank If no Vaccine Group is chosen type the beginning num
124. a 4721071966 Mammogram Schaut Carmelina 7 22 1957 Colposcopy Saucedo Carmen 5727 1959 Pap i2i Ruiz Carolyn 42 23 1947 Rubio Cecilia 12 19 1966 Roland Christian 2 27 1337 Rodriguez Clarisa 12 23 1375 Pap i2i Rodriguez Claudia 11 30 1557 Pap izi Rodriguez Claudia 4 9 1939 Mammogram Marquez Graciela 3 9 1964 Pap 121 Kumar Irene 3 36 1963 Mammogram Jimenez Jacqueline 39 5 1967 Pap i2i Garcia Kimberly 7 26 1358 Pap i2i m 135 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Down the right column you will see a series of action buttons SELECT ALL Select all patients on the list You will see a check mark in the box to the left of the patient s ID number and name SELECT NONE Un select the checked patients OPEN To view the details of the pap procedure click to highlight the patient name and then click Open PATIENT INFO To view the patient information Demographics Recalls Letter other Tracking Types etc click to highlight the patient name and then click Patient Info SET RESULT TO NORMAL Record NORMAL results REPORT Print a report of your Pending Paps The quickest way that normal results can be enter
125. a Patient ee Quest LabCom Quest ELINCS Map to Patient Remove From List 2 Select the lab and click Map to Patient Select the patient you want to map the lab to 3 To get areport of all the unmapped labs click the Report button Entering Lab Requests and Lab Results In i2iTracks you can keep an electronic record of each of the patient s lab tests both the lab test requests the lab tests you order as well as the results for each test i2iTracks provides you with an up to date pending lab report This gives you the ability to make sure that results are received for every lab test quickly and easily A complete history of lab results can be viewed with the click of a button Once the lab test has been ordered you have the ability to enter the lab results Keep in mind that some health centers receive their lab results electronically Contact i2i Systems to find out which lab interfaces are completed 261 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup To enter lab results 1 From the Patient Information Window select the Tracking tab 2 Click the Labs tab and then the Requests tab A summary of previous lab requests dis
126. a complete list of lab tests Name CS Ente 24 Hour Urine Protein ABO AFP non pregnant _ AFP Tumor Marker Disable Albumin Serum Albumin Creatinine Random Urine Aldosterone Alkaline Phosphatase ALP ALT Amphetamines Screen Urine Amylase ANA Antibody Screening AST Bacterial Culture Barbiturates Screen Urine Benzodiazepines Screen Urine Bile Acids Total Serum Bilirubin Direct F Show Disabled Items 2 Locate the desired lab Click to highlight the lab test description 3 Click Edit The name description and unit value of the lab will display at the top of the screen At the bottom of your screen you will see three tabs Normal Values Procedure Codes and Schedules 247 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Name Description Units Normal Values Procedure Codes Schedules Code Description o ooo 4 Select Procedure Codes Click Add The Lookup Procedure screen displays Choose the procedures you want by looking it up either by CPT code or by description e To choose by CODE On the By Code tab ensure that the list is sorted in numeric order by CPT code Type the CPT code in
127. a list of Providers 1 Select Setup gt Providers 2 Click Report The provider list displays on your screen 3 Click the printer button to print the report Setting up your Financial Classifications The Financial Classification Library stores the different insurances and sources of funding that your patients use to pay their bill such as Medicare Medicaid and private insurance This field is only used for reporting purposes No billing is done in i2iTracks e Examples of Financial Classifications include e Private Insurance e Medicaid e Medicare e Medicare Medicaid e CDP e CHIP Each Financial Classification that you add will be assigned to one of the following categories e Commercial e Medicaid e Medicare e None e Other 20 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup a DX Financial Classifications Name Blue Cross Blue Shield Medicaid Medicare Self Pay Uninsured Show Disabled Items To add a financial classification Select Setup gt Financial Classifications If the financial classification to be added does not already exist click Add Complete the fields as follows e NAME Type any name
128. ab trends for this patient by clicking View Trends 267 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels Chapter 22 Patient Letters amp Labels Patient Letters amp Mailing Labels The Letters setup option is used to create all correspondence recall letters and announcements patient education materials and forms that can be printed and sent to the patient The Labels option is used when you want to create mailing labels to affix to envelopes or pre printed postcards Letter examples include e Annual Pap Smear Letters e Normal Lab Test Letters e Abnormal Lab Test Letters e Dental Cleaning Reminders e Flu Shot Clinic Announcements e Immunization Reminder e Medical Release of Information Form e Diabetes Patient Education Form e Blood Pressure Check Letters In the letter editor you can add text as well as insert Pictures Health Center Logo and or fields from i2iTracks to merge into your letters including patient name address etc A merged field is a field in your letter or label that pulls information from the patient s account into the letter For example if the merged field is lt patient s address gt it will pull the address of the patient
129. abetes Health Status the patient must be one of the specified races 320 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 26 i2iTracks Administration Chapter 26 i2iTracks Administration Configuring i2iTracks Warnings Administrators can configure how many days of interface inactivity must elapse to trigger a warning notification for i2iTracks users 1 Select File gt Admin Tools gt Interfaces gt Interface Inactivity Notification i2iTracks R2 Tracks Today aJl File Setup Patients Find Reports Windows Help iTracks Today Tools gt Patient Task Manager Admin Toots Auto Update Admin Toots 2 gt E Mail Settings Exit Framingham Risk Value Setup Interfaces Exclude CPTs for Patient Location Audit Log installed interfaces Security interface Inactivity Notification 3 Smart Pap Setup CAR Interface Setup View Current Sessions EyePACS Interface Setup Merge Patient Health e LA Outbound Interface Setup co l Merged Patients Log IHS NOW Interface Setup B Paps Mammograr NextGen Interface Setup Location Vo Immunizations that are Due 45 2 Enter the number of days of inactivity that must pass before a warning displays and click OK ji Interfac
130. abetic Health Status Report Setup window This allows you to specify the races that should be included in the report 1 Select Setup gt Printing and Reporting gt Diabetic Health Status Report The Diabetic Health Status Report Setup window opens 2 Click the lists to select the desired races then click OK Only patients of the selected races will be included in the report 317 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports After you have selected the races you want included in the report you can run the report in i2iTracks 1 Select Reports gt IHS gt Diabetic Health Status 2 Enter the date range for the report and specify a location if desired Then click OK 3 Select the printer icon to print the report Exporting the Diabetic Health Status Report You can export the report from i2iTracks to the format rec required by the Indian Health Service 1 Select Reports gt IHS gt Diabetic Health Status Export 2 Select a date range and provide the identifying information for your facility then click OK 318 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted
131. ackin Diabetic Averages OK Cancel 4 Enter the Visit Date and your Default Location and click OK Keep in mind that all updates you do while working in the template will be for that specific date or service only 111 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Entry Details a Template Diabetes Tracking 7 Visit Date 8 18 2009 ai Default Location OK Cancel 5 The Template will display showing you all the profile items related to your disease profile and the Visit Notes box at the bottom of the screen The name of the template appears in the title bar i x na T m Jy Enter Data for Visit Date 8 18 2009 Olivera Ronald A _ Template Diabetes Tracking nde hemes Value for 8 18 2009 No None Educati Add tecv Refer Refu None Pree WAT O O O o E El eers aj o olo e fe none A o o o e o O ime a Se Immuniz s Tr CC o l o a jojojo ea is S e OOo M Add Presc Taking Refu Add Yes No one Add Recv tefu Enroll UnEnroll O O O o o o T o E ee i are ee Visit Notes for 8 18 2009 Date we ibs Ht in Bm T ep Pe R_ PainScore Pho Add
132. al Colposcopy 1090 Velazquez Sarah 5 20 1948 48769 1 Lab HbAic 1091 Bliss Norberto 12 16 1960 48945 1 Immunization Flu i2i 1091 Bliss Norberto 12 16 1960 48945 1 Procedure Referral Mammogram i2i 1091 Bliss Norberto 12 16 1960 48945 1 Procedure Referral Dental Visit i2i 1091 Bliss Norberto 12 16 1960 48945 1 Procedure Referral Ophthalmology Visi 1091 Bliss Norberto 12 16 1960 48945 1 Procedure Referral Podiatry Visit i2i a 4 m Count 396 Utilizing the Data from your Patient Search Now that you have the population of patients from your search you can choose the next action to take i2iTracks offers several options along the right side of the screen 69 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients 1d Patient Search Results Dr Hernandez DM Patients Group Default Location All JX Provider all C J 0K Drag a column here to group by this column Select All Y Gen Y DOB VY Age YW Med Rec Y Can Be Ct O 2898 Zendejas Ruth F 12 9 1942 71 Yrs 48131 1 Yes e E 2899 Zarate Sally F 11 9 1979 34 Yrs 48275 1 Yes O
133. al system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking i2iTracks Patient Info Q Fie Setup Patients Find Reports Windows Help pun aie Be Find a patient whose TS starts vith lt j reverent Alert rts Current Patient raions Due Immunization Flu Garaa edgarSS CS sSsSSS There is no Due Immunization Flu 121 araa Edgar Oren s picture on file ID 1900 OOB 6 20 2005 for this patent SSN 111 23 8047 MR i gt Tracking 8 Demographics P Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy E Childhood Immunizations 2 The Patient Information screen displays the current listing of the tracking types health status profiles that are currently assigned to the patient If the patient has already been assigned to Immunization Tracking you will see Childhood Immunizations i2i in the Tracking Types List To select Immunization Tracking double click on Childhood Immunizations i2i If the patient has not yet been assigned to the Tracking Type click Add Choose Childhood Immunizations i2i and click OK 231 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopyi
134. all be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 American Indian Alaska AMERICAN INDIAN NATIVE ALASKA Native a African American BLACK AFRICAN ae Ethnicity Hispanic or SPANISH MEXICAN LATINO Latino pee pee ooo The Location Setup Screen Because UDS requires you to report services rendered at the grantee location i2iTracks will need to know what locations are grantee locations The i2iTracks location library stores many locations your locations grantee sites referral locations other sites where you send patients delivery locations etc i2iTracks will need to know which locations are the locations that are a part of your organization To identify which locations in i2iTracks are your organization s locations 1 Select Setup gt Locations 2 For each of your organization s locations select the locations from the list that are your locations 3 Click Edit 4 Click the Categories tab To tell i2iTracks this is a location that is part of your organization click the box next to Organization Site 6 Click OK to save your changes 278 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mec
135. ans electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS For this test you will map both your pap CPT or ICD9 codes and your i2iTracks Procedure Referral items 3 If you are mapping the CPT codes highlight the CPTs category and click OK The Lookup Procedure screen displays You can look for the procedure by code or by description Choose the equivalent procedures for a pap test from the list and click OK 4 If you are mapping items from the Procedures Referral category the Select Procedures Referral screen displays Click to checkmark each Procedure that represents a pap test When you have chosen all Pap Procedures click OK Select Procedures Referrals C Mammogram C Mastectomy Omri C Ophthalmology Visit i2i Pain Pain contract signed CJ Pain PAR Report Pain Urine Tox Screen C Physical Therapy i2i C Podiatry visit i2i C Post MI Rehab i2i O Preconception Tracking Referral O Refer to specialist C Repeat Pap O Self Breast Exam i2i C SMBG Training i2i C Stool Guaiac i2i I a mi lt 5 Double check your Equivalent Items window to make sure that you have included all of the procedures you use to represent a Pap test and click OK 6 Once your mapping is complete you are ready to generate your AQIC CSLC Report Printing the AQIC CSLC Report To print your AQIC CSLC Repo
136. apping Mapping the Diabetes Diagnosis 1 Highlight Diabetes Diagnosis and click Edit 300 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS AQIC CSLC Clinical Measures Report Setup Ambulatory Care Encounter Diabetes Diagnosis Mammography Test Pap Test 2 The Setup Visit Mapping screen displays for you to add your equivalent diagnosis codes for diabetes Lookup Diagnosis By Code By Description DM UNCOMPLICATED TYPE I NIDDM NON INSULIN DEPENDENT DIABETES MEL IDDM INSULIN DEPENDENT DIABETES MELLITUS DIABETIC NEUROPATHY RETINOPATHY DIABETIC NEUROPATHY DIABETIC DIABETIS WITH OTHER SPECIFIED MANIFESTAT DIABETES W KETOACIDOIS TYPE2 UNCONTROL DM W HYPEROSMOLAR TYPE II UNCNIRL DM W RENAL MNFST TYPE II OM W RENAL MNFST TYPE II UNCNTRL PR rt mr e pre tree 3 You can look up the diagnoses by either ICD9 code or description Again make sure you include at least the following ICD9 codes for diabetes as recommended by AQIC 250 XX 357 2 362 0 366 41 648 Do not include gestational diabetes or steroid induced diabetes Also make sure to include any other diagnosis code from your PM System for diabetes 4 Once your codes are selected cl
137. are patients you do not yet want to send the letter to remove the checkmark from the box beside their name 5 Click Do Action i2iTracks will ask for the desired printer and confirm that the letters printed successfully After the required letter has been printed the patient automatically moves to the waiting column The patient will remain in the waiting column for the number of days assigned in the Recall protocol set up for the appropriate step If the patient satisfies the recall i e meets one of the satisfiers linked visit type or profile item in the Recall set up the patient will be automatically removed from the Recall and will NOT move on to the next steps If the patient does not satisfy the Recall they will move back to the Ready column to receive the letter for the next step If the patient completes each step of the Recall and the Recall is never satisfied the patient will be moved to the Failed Recall list From the Recall Manager click Failed Recalls to access the list of patients who failed the recall process Take the appropriate steps call the patient send a certified letter etc until the patient is seen or you have determined no further action needs to take place Once a patient has failed a Recall and all appropriate actions have been taken the patient can be removed from the Recall list To remove a recall from the Failed Recall list click the patients to be removed and click Remove Patients in a Pending Reca
138. are sent in a text form not as a single piece of data and this text needs to be reviewed by a provider before the normal or abnormal result can be put in the patient file Use the Paps Mammograms with Pending Results List as a starting point for recording Normal Pap Smear and Mammogram results as well as following up on tests with no results received Access the Pending List several ways in one of the following ways e Click the i2iTracks Today icon and then double click Paps Mammograms with Pending Results e Click Find gt Paps Mammograms with Pending Results You will see a list of ALL procedures that are pending This will include paps mammograms and any other pending follow up procedure At the top of the screen are two options to narrow down the list by location or by procedure type To look at only Paps click the down arrow next to the Type field Select the type of results you want to enter a Paps Mammograms with Pending Results som x Paps Mammograms with Pending Results Procedure Location 20 X eee ca X Patient ID Neme OB Mod rec s Larios Imelda 31 1835 Mammogram i214 Alcantar Nohemi 2 28 1362 Pap i2i Montiel Rosa 10 22 1944 47436 2 Mammogram Montiel Rosa 10 22 1944 47436 1 Pap i2i Sanchez Socorro 21 30 1935 50008 1 Ultrasound Hedden Aide 987 1771942 Mammogram Ussery Arcelia 10 25 1956 Mammogram Ussery Arcelia 10 25 1956 Pap i2i Uribe Argelia 11 3 1984 Pap i2i Smith Blanc
139. atient Searches are used to generate a list of patients needing to be placed in the annual pap recall and patients needing the normal result letter Follow the same steps to add your mammogram procedures results and tracking type 133 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Example of Pap Tracking Flow Example of Pap Tracking Flow 134 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Chapter 12 Women s Health Management Data Entry When a women s health procedure is posted in your PM system the patient is automatically put on the Paps Mammograms with Pending Results list in i2iTracks Once the result of the pap has been entered the patient will automatically be removed from the pending list Entering Normal Results Determining that a pap or mammogram result is normal is a subjective exercise that requires a provider s evaluation Test results
140. ave been seen by grantee after their 18th birthday Have had at least one medical visit during the reporting period Have had at least two medical visits ever e Numerator Section G1 Line 14 Column c Patients who have been asked about their tobacco use one or more times during or within 24 months of their most recent visit See the UDS Manual for more information Section G2 Tobacco Cessation Intervention e Denominator Section G2 Line 15 Column a Patients who were 18 or older during the reporting period Have been seen by grantee after their 18th birthday Have had at least one medical visit during the reporting period Have had at least two medical visits ever Patients who were identified as a tobacco user during the prior 24 months e Numerator Section G2 Line 15 Column c Patients who have received tobacco use cessation counseling within the past 24 months Patients who have received a prescription or a recommendation to purchase a smoking cessation medication within the past 24 months Patients who have been on a smoking cessation agent within the past 24 months 289 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7
141. ave started during the reporting period Gal l Delivery must have Occurred during the reporting period wal cy Include statistics for the following questions Pregnancy Form Is Mother HIV Positive UDS Pregnancy Form Did mother receive influenza vaccine during this pregnancy Pregnancy Form Alcohol Use Pregnancy Form Is the patient a current smoker Pregnancy Form Case Manager Select the box Include a Perinatal Section 2 Select the box Prenatal care must have started if the perinatal portion of the report will be about patients who started their perinatal care during a particular period 3 Select the box Delivery must have Occurred Not occurred yet if the perinatal portion of the report will be about patients who have delivered during a particular period or patients who have not yet delivered 4 At the bottom of the screen you will find a section to Include statistics for the following questions Click ADD to select the questions that you want to see in the report Use the drop down menu to select the desired form and check the questions to include in the report 163 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Perinatal Question Select the form that contain
142. ay Persistent Asthma 11 11 1995 Lipid Lowerer Thyroid Cancer 2 9 2006 Asthma Diet i2i Exercise i2i 3 or more times wk Cardiovascular Goal Set Goal Set Childhood Immunizations i2i HbAlc i2i less than 7 Depression Diabetes Tracking iZi Mammogram Tracking i2i Pap Tracking 121 Perinatal Tracking i2i Patient Tracking Types Marquis Graciela Tracking Type Status HTN Active Mammogram Tracking i2i Active Pap Tracking i2i Active Perinatal Tracking i21 Active 8 To add the Immunization Tracking Type click Add 226 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Select Tracking Type s O Aic tracking for reporting averages C Asthma Tracking O Behavioral Health Q Cardiovascular C chronic Pain O colon Cancer Screening J Complex Pediatrics C Coumadin Therapy Tracking O Depression Tracking Q Diabetes Tracking i2i DM Preconception O Family planning O Farmworker HF ITB Tracking C warm Hand Off i 9 Select the Childhood Immunization Tracking Type by clicking the box next to it 10 Click OK to save your changes 11 Click CLOSE to go back to the patient s Tracking Types Understanding the
143. ay Will not include any vaccination administered prior to 42 days after birth 287 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 e MMR At least one measles mumps and rubella MMR vaccination with a date of service falling on or before the child s second birthday e HiB Three H influenza type B HiB vaccinations with different dates of service on or before the child s second birthday Will not include any vaccination administered prior to 42 days after birth e Hepatitis B Three hepatitis B vaccinations with different date of service on or before the child s second birthday e VZV Varicella At least one chicken pox vaccination VZV with a date of service falling on or after the child s first birthday and on or before the child s second birthday e Pneumococcal conjugate At least four pneumococcal conjugate vaccinations on or before the child s second birthday e Hepatitis A At least two HepA vaccinations on or before the child s second birthday Will not include any vaccination administered prior to 42 days after birth e Rotavirus At least two rotavirus RV vaccinations on or before the child s second birthday e Flu
144. be sent and those patients without e mail addresses Click Send to send the message A record will be added in each of the patient accounts that shows the e mail was sent e Add Tracking Type Once you have selected your group of patients you may choose add a Tracking Type To do so click Actions gt Add Tracking Type You will be prompted to choose a tracking click OK Confirm that you want to add the group of patients to the tracking type by clicking Yes e Remove Tracking Type Once you have selected your group of patients you may choose remove a Tracking Type To do so click Actions gt Remove Tracking Type You will be prompted to choose a tracking click OK Confirm that you want to remove the group of patients from the tracking type by clicking Yes e Inactivate Tracking Type Once you have selected your group of patients you may choose inactivate a Tracking Type To do so click Actions gt Inactivate Tracking Type You will be prompted to choose a tracking click OK Confirm that you want to inactivate a tracking type for the group of patients by clicking Yes e Inactivate Patients Once you have selected your group of patients you may choose inactivate them To do so click Actions gt Inactivate Patients You will be asked to confirm that you want to set the status of the group of patients to Not Active by clicking Yes 6 The Patient Info button allows you to select a patient and then view their Patient Information di
145. bers of the lot number and all lots starting with that number will display You can have lot numbers appear by a group a number or a Vaccine Type Once the lot number is chosen many of the fields will be automatically entered Vaccine Type Manufacturer and Expiration Date e Vaccine Type Manually enter the Vaccine Type if you did not select a Vaccine Lot e Manufacturer Type the manufacturer if known optional e Expiration Date Manually enter the Expiration Date if needed 234 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking e Administrated By Type the name of the person administering the vaccine optional e Injection Site Type the name of the injection site This field will default to the injection site listed in the Vaccine Types library optional e VIS ID Enter the Vis ID date formatted field optional e Not Given If the immunization is not given click this button Otherwise skip this option e Notes Type any other notes about the vaccine optional 8 Save the vaccine by clicking OK The vaccine information you just entered will move to history When needed a new dose will be added to the Next Dose column Managing a Patient s Immuni
146. bout A box displays showing you more information on the next scheduled dose including vaccine description dose number and scheduled date History The History tab displays the history of all the doses that this patient has received A dose can also be manually added from this screen or the series can be edited 229 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Childhood Immunizations Richardson Anna Assigned Table Childhood Immunization Table a a a Add Dose TT CT CS 2 I ZS TT a fearzo0orapnbipy Toiontooiote edt Delete History Report Close Status If the immunization was administered and no alerts are found the status bar will be green and the status shows as Given If an immunization was administered and alerts are found the status bar will be red and the alert status will be displayed For example you may see an alert of Given too Early or Given too Late Adding a Dose to a Patient s Immunization Table To add a dose to an immunization table 1 From the Patient Information screen retrieve your patient 230 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retriev
147. bs Lab Histories Lab Graphs Vitals Vital Histories Vital Graphs Medication Histories Footer Type Two Column Visit Summary v Patient Profile Diabetes Tracking EA Include a box that shows all of the patient s allergies Include a box that shows all of the patient s problems JV Include a box that shows all of the patient s medications Include the patient s alerts Include the patient s upcoming items Include the patient s diabetes type J7 Include a box for notes Include profile items that are related to the patient s problems Include LMP for female patients Under the General Tab you will select from the following items to define what is printed on the visit summary e Type In this field you will determine how many columns there will be on the Visit Summary Choose Two Column or Three Column from the drop down menu e Patient Profile Patient Profile is a drop down menu that allows a patient profile to be attached to the Visit Summary If the desired profile is not on the list you can add a new patient profile refer to Chapter 9 Disease Management Setup e Include Choose from the bottom list of items to be included on the Visit Summary Click the box of the items you wish to include Columns Under the Columns tab you will define what indicators you want for each column of your visit summary A three column report is more condensed and would allow more data to
148. by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup 2 Enter a minimum and a maximum value 3 Enter the number of decimal places if it applies 4 Click OK to save your work Click the Date radio button if you want the user to enter a date as the value for the indicator After adding all of your indicators items in the Patient Profile Item Setup File your next step is to create a Patient Profile A Patient Profile groups together all of the numerous Patient Profile items that you want to include and keep track of for your new Tracking Type The Patient Profile will be referenced when creating Patient Visit Summaries Tracking Types and will display when you update the indicators for patients Patient Profile axe Dental Visit i2i Depression Screening i2i Ophthalmology Visit 02 Podiatry Visit 02 To add a Patient Profile Select Setup gt Patient Profiles 2 Ifthe Tracking Profile to be added does not already exist click Add Complete the fields as follows e NAME Type the name that best describes the Tracking Profile being created 104 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Syst
149. ced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Click OK to select the highlighted group To select random diagnoses click to highlight the first diagnosis description press and hold the CTRL key and click to highlight the other diagnoses in your random group After highlighting all desired diagnoses click OK 6 The chosen CPT codes will be listed in the Procedure Codes box Name EpolineBoen Description Units Normal Values Procedure Codes Schedules CHDP URINE DIPSTICK URINALYSIS NON AUTOMATED W SCOPE Assigning a Normal Value to a Lab Test i2iTracks allows you to enter a normal value for each of your lab tests Further you can even specify normal values by sex and or age of the patient Whenever a lab result is entered that falls outside of the normal range the patient will appear on the Lab Alerts List To assign a normal value to a lab test 1 Select Setup gt Tracking gt Lab Tracking gt Labs The Labs screen displays a complete list of lab tests 2 Locate the desired lab Click the lab test description to highlight it 3 Click Edit The name description and unit value of the lab display at the top of the screen 4 At the bottom of the screen you will see three tabs Normal Values Procedure and Schedules 249 Copyr
150. ced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS Chapter 24 AQIC CSLC REPORTS Overview Accelerating Quality Improvement through Collaboration AQIC is a California statewide QI project designed to strengthen and spread quality improvement systems and processes The initial AQIC efforts are focused on improving the care of diabetic patients To assure validity of data the AQIC report includes standard data definitions and data collection methodologies It is important to have a good understanding of the AQIC diabetes measures so you understand how patients are counted and what items you need to be tracking for this group of patients Diabetic patients are counted only if e They have had 2 or more medical care encounters also known as UDS or ambulatory care encounters during the reporting period or prior year e They have received a diagnosis of diabetes e And they were 18 years or older at the end of the reporting period The selected measures for this group of patients include e Percent of diabetic patients with at least one HbA1c test annually e Percent of diabetic patients with the most recent HbA1c test under control e Percent of diabetic patients with at least one LDL cholesterol screening e Percent of diabetic patients with the most recent LDL cholesterol unde
151. chedule for male patients under the age of 25 Complete the fields as follows Are of the following gender Select Male or Female gender Leave blank to select all patients regardless of their gender Are between the ages Enter the age range if desired You can enter the range in Days Weeks Months or Years Belong to any of the following tracking types If the schedule is for certain Tracking Types select the Tracking Types in this box Have any of these problems If the schedule is for patients with specific problems enter the problem description in this box Are taking any of these medications Select medications if you want the schedule to apply only to patients who are taking one or more of the specified medications Do not have any of these problems Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified problem they will NOT have the alert Do not have any of these procedures Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified procedure they will NOT have the alert Note If the schedule applies to all patients leave this box empty 3 When the schedule is complete click OK You are returned to the Procedures and Referrals screen 4 You can create an additional schedule by clicking Add in the schedule box 5 To edit a schedule click Edit 6 To delete a schedule click R
152. ck the Add button Critical Values for LDL Critical Values jiso to 2o mg dL This only applies to patients who 7 Are of the following gender Female Are between ages and 5 Complete the fields as follows 256 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup e Critical Values Enter the critical value range for your alert e This applies to patients who In this box you can choose the gender and the age range for this alert 6 Click the OK button to save the entry 7 Continue to add your value ranges for each patient gender age category 8 After you have added all of your Critical Value ranges click the OK button at the bottom of your Lab screen Alerts for your critical labs are shown on the patient s account and on your Patient Visit Summary in the Alerts section Current Patient Critical Lab Value LDL 265 on 8 12 2009 Jolvera Miguel 3 There is no Follow Up Required followup test Olvera Miguel picture on file Follow Up Required testing the follow up EKG i2i ID 1001 DOB 10 25 1931 for this patient Upcoming Items 0 SSN 111 23 8824 MR Status Active Last Vist Th
153. clicking any of the column headings for example Age g a Search for Patients fo S Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients 1 DXZ Patient Search Results Dr Hernandez DM Patients Group Default Location All w Provider All m Drag a column here to group by this column Select All ID Y Name Vv Gen Y DOB Vv lage 5 i Med Rec Y can Be ca O 2955 Aguilera Issa F M 11 25 1985 28 Yrs 54044 1 Yes O 2907 Paine Tania O 2899 Zarate Sally O 2986 Pedraza Yaneiry R O 2964 Murkovich Rosella Isela O 2963 Altamirano Gabriel Hugo O 2918 Alvarez Jorge O 2929 Aguilar Abraham 9 3 1985 28Yrs 51103 1 Yes 11 9 1979 34Yrs 48275 1 Yes 10 10 1978 35Yrs 543321 Yes 4 25 1978 35Yrs 47924 1 Yes 1 28 1976 38Yrs 53178 1 Yes 1 13 1976 38Yrs 527231 Yes 6 5 1972 41Yrs 54436 1 Yes O 2920 Alvarado Victor 10 22 1968 45 Yrs 53140 1 Yes O 1094 Barrera Ignacio 2 1 1967 47 Yrs 49860 1 Yes ia Victori 48 Yrs Yes m Count 57 EEIEIE EIE MNT B Show Criteria m 67 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches 5 To filter the patients by a column such as Gender select the
154. column Filter icon and check or uncheck the desired options In the example below only female patients will appear on the list Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients Patient Search Results Dr Hernandez DM Patients Group Default Location All Ea Provider All Patients Overdue Profile Items Drag a column here to group by this column ID Vv Name Y Gender Epos Y Age YV Med Rec Y Can Be Cond 1090 Velazquez Sarah F Xk Clear Filter Yes 1091 Bliss Norberto Available Filters Yes 1092 Tinajero Silvia Search Yes 1093 Stubbs Silvia E Al Yes 1094 Barrera Ignacio Barrera Steven 1096 Sanchez Socorro 1097 Ruiz Socorro 1098 Rosas Socorro 1099 Barker Manuel mmmmmamm mam Sin i nrnin BsBiZsininig 6 To group patients for example by gender drag the Gender column heading to the top of the list Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients Patient Search Results Dr Hernandez DM Patients Group Default Location All Provider all Patients Overdue Profile Items Drag a column here to group by this column ID Y Name Y Gender sf DOB VY Age j Y Med Rec Y Can Be Con O 2955 Aguilera Issa F M 11 25 1985 28 Yrs 54044 1 Yes 7 To open the list of patients sorted by category by gender in the example below click the down arrows To un group the list click the X on the
155. counter Form A form containing CPT and ICD9 codes that the provider takes into the exam room and marks to identify what procedures he performed and diagnosis he assigned to a patient It can also be referred to as a route slip fee ticket fee or superbill F Follow Up An i2iTracks tickler system to stay on top of and track all patient special needs Framingham Risk Value A calculation that determines the likelihood of a patient developing hard coronary heart disease over a 10 year period G GPRA Government Performance and Results Act used in Native American Health Centers 326 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Glossary H Health Disparities Collaborative Report A data report designed to meet the needs of a particular collaborative For example Diabetes Health Registry Report A report that you create and customize to review data on a population The Registry reports provide you with a detailed audit so you can see the list of patients for make up the statistic History Tab A place to view all patient indicator information current as well as past ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and i
156. d out recalls or letters print labels and more Follow these steps to assign a schedule to a lab test 1 Select Setup gt Tracking gt Lab Tracking gt Labs The Labs screen displays a complete list of lab tests 2 Locate the desired lab Click the lab test description to highlight it Click Edit The name description and unit value of the lab display at the top of the screen 4 At the bottom of your screen you will see three tabs Normal Values Procedure and Schedules On the Schedules tab click Add to create a schedule for this lab test 6 Complete the Schedule window as follows 250 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Q Schedule This should occur every E This only applies to patients who Are of the following gender Are between ages and l Belong to any of these tracking types l Have any of these problems e Type the frequency of the lab e Identify the patients population that the schedule belongs to 7 Click OK to save your lab schedule Lab Tracking Setup Lab Groups Lab Groups is an option that allows you to group specific tests together for ease of requesting tests and entering lab results
157. dicare Prudential Care United Healthcare Show Disabled Items 2 If the Insurance Plan to be added does not already exist click Add 3 Complete the fields as follows 187 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking r Insurance Plan General Name Blue Shield Description Contact Aoo Phone e Altemate Phone aaia a Fax r e Name Type any name that best describes the Insurance Plan e Description Type a detailed description of the Insurance Plan optional e Contact Type a contact person for the insurance plan e Phone Type a phone number for the insurance plan e Alternate Phone Type an alternate phone number if desired e Fax Type a fax number for the insurance plan e Address1 Type an address for the plan e Address2 Type an address line 2 for the plan if needed e City Type the insurance plan city e Zip Code Type the insurance plan zip code e Note Type any note for the insurance plan as needed 4 Click OK to save your work Note You are also able to edit and disable Insurance Plans Referral Sources Setup a cssssscessssseeseseuasssceeneesusssseeeseesussseeeeeenuassseeeeeetaaseseeeeetueesees
158. dicator To map your ethnicities from your PMS ethnicity library choose Ethnicity Mappings If you are using the race library to capture ethnicity choose Race Mappings 285 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 r UDS 2011 Setup General Table 6A Table 6B Table 7 Diabetes Type or II ension ICD9s and CPTs that indicate a Pregnant Patient ICD9s and CPTs that indicate an HIV Patient Table 6A Overview Selected Diagnoses and Services Rendered Table 6A counts services administered at your clinic based on primary diagnosis or service rendered Because this report is looking only at your PM System data no data you manually entered into i2iTracks mammograms problems etc affects this table i2iTracks is only counting the codes that are mapped to the Table 6A indicators The denominator and numerator are as follows e Denominator Grantee location your organizations sites services Primary diagnosis or services rendered for patients and encounters in the PM System e Numerator 286 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retr
159. ding or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Childhood IZ HTab DT Ratt eesemeessteemmeesteeemasstCesemesees summed steeomesd seenmesetesenmes OF Childhood IZ Hep A No No No No No No No No No No No No No No No No No No No No No No No No No Na 2 Select an item from the list and click Edit 177 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting F Setup Visit Mapping tem Chiidhood IZ Rotavirus Equivalent tems Tipe le Remove 3 Click Add and select the appropriate category and item you want to map the report item to 4 When all the items are mapped click OK to save your changes Generating the Meaningful Use Report To generate a Meaningful Use Report 1 Select Reports gt Meaningful Use gt Meaningful Use Report The Report Criteria screen displays 2 Enter the date for the report and select other desired criteria such as including only specific providers 178 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying
160. document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports Alcohol Use Education Alcohol Use Screening Alcohol related diagnosis or procedure Ambulatory Visit Bilateral Mastectomy Colonoscopy Colorectal Cancer Dental Sealant Dental Visit Depression Screening or Counseling Diabetes Diagnosis Diabetes Related Visit Diabetic Retinal Exam Double Contrast Barium Enema End Stage Renal Disease Diagnosis End Stage Renal Disease Treatment Estimated GFR Fecal Immunochemical Test Fecal Occult Blood Test Flexible Sigmoidoscopy Flouride Treatment HIV Diagnosis HIV Test Hospitalization Hysterectomy Influenza Vaccine Intimate Partner Domestic Violence Screeni 2 Highlight the item to be mapped and click Edit The Setup Visit Mapping window displays 314 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports Setup Visit Mapping Educations Goals ICD9s Immunizations Labs Other Profile Items Problems Procedures Referrals Treatment Plans Vaccine Groups 315 Copyright 2014 by
161. e Inactivity Notification V Display alert if no Patient activity inthe past 5 days Y Display alert if no Patient Visit activity in the past 5 days V Display alert if no Patient Appointment activity in the past 5 days V Display alert if no Patient Lab Result activity in the past 5 days 7 Display alert if no Patient Vital activity in the past 5 days Merging Patient Accounts Administrators have the ability to merge two patient accounts into one account in i2iTracks The administrator can then monitor and report on the patients that have been merged 321 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 26 i2iTracks Administration The merge routine will transfer the following fields from the From patient to the To patient ONLY if the To patient has no value for the field e Immunization Table e E Mail address e Default Provider e Default Location e Default Financial Classification e Mammogram History Has Previous Mammogram amp Previous Mammogram Date e Diabetes i2i History Diabetes Type Diabetes DX Date Diabetes DX Weight In addition the merge will transfer the following e EyePACS cases e Immunizations e Immunizations e Lab Requests e Lab
162. e Move Up and Move Down buttons if you want to re order the items 9 The final decision to make is to select whether you want the i2iTracks Today screen to automatically display each time you login to i2iTracks If you want this screen to display click Show screen at startup at the bottom of the window 82 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks G araceas C Show default items OK Show the following items Cancel Search Normal Paps that need notification Add Search Abnormal Paps without FU Follow Ups Immediate Assigned To Me Referrals My Location Paps Mammograms with Pending Results My Location Immunizations that are Due Remove EyePACS Cases that are Abnormal Lab Results that are Abnormal Recalls that are Ready Move Up Search HbAic gt 9 Search Diabetics with Appt tomorrow Search Diabetics out of compliance Add Search Move Down M Show screen at startup A few other things to know about i2iTracks Today Although the list calculates quickly you can go on to other screens and do other things in i2iTracks as the Today screen builds The i2iTracks Today screen shows you a summary of the items that need attention right away
163. e and Hispanic Latino Ethnicity e Denominator Section C Column 3a Patients 18 75 at the end of reporting period Diagnosed with Diabetes Type I or Type II before or during the reporting period Two encounters in the reporting period Exclusions 648 8 GDM 962 0 and 251 8 Steroid induced DM and 256 4 PCO without DM e Numerator Section C Columns 3c 3f HbAIc in reporting period Breakdown by HbA1c level and race ethnicity Patients with HBAIc lt 7 Column 3c Patients with HBA1c gt 7 but lt 8 Column 3d Patients with HBA1c gt 8 but lt 9 Column 3e HBA1c gt 9 or No Data in reporting period Column 3f Warning HBAIc gt 9 and No Data will be required to get your total on the UDS Table 7 report UDS considers no data to be poor control Auditing Your Setup To verify the data being reported to HRSA it will be vital to audit your setup From the UDS 2011 Setup screen print the UDS 2011 Setup report to review the mappings Sit down with the team who built the original spreadsheet and verify all codes for the required indicators have been captured Have people sign off that they have verified the codes are all correct to create accountability Ways to audit your work e Create some searches that find the same data in a few of the indicators and verify the numbers match e From the report double click on the number of patients that make up the denominator and audit 7 10 pe
164. e health center for preventive care immunizations procedures and more The Recall feature also tracks which patients responded to the recall and which patients did not respond A patient can be individually assigned to a Recall based on a specific provider request or a group of patients can be assigned a Recall based upon a diagnosis a procedure and a visit date For example you may want to create a Recall for a group of diabetic patients who have not been seen for three months or a group of dental patients who have not had a cleaning for six months Or you may want a specific patient to return in two months based on a provider s request For each type of Recall you will set up a customizable Recall protocol that consists of a series of letters you want to send to patients to remind them to schedule an appointment Here is an example of a i2iTracks Recall Sample Recall Type Annual GYN Recall 1 Send GYN Recall Letter 1 Waiting Period 30 Days 2 Send Pap Recall Letter 2 Waiting Period 30 Days To occur only if no GYN Visit was done 3 Report on Failed Recalls Report To occur only if no GYN Visit was done In the above example a patient would get letter 1 first If they do not have a completed GYN visit within the 30 day waiting period they would be sent letter 2 If they do not receive a GYN visit in the following 30 day waiting period the patient is listed on the Failed Recall Report You could then contact the pa
165. e patient received the education on 8 18 09 Under the Education category you will see four options Received Referred Refused and None To set the value simply click the Received button Each of the categories may have different button options Value for 8 18 2009 Most Recent Value Save Yes No o Cancel Med Management e Goals Adc esc Disco efu None Expand All Exercise i2i Hate 2 o Lo o o rnez Collapse Ali amp Immunizations Adc ecvd Refer Refuse None Diabetes i2i Ea Received 8 12 2009 Exercise i2i 8 If you need to enter further information about the Diabetes Education click the browse button on the same line The item properties will display for you to enter your additional information 113 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Education Diabetes i2i Visit Date 8 18 2009 Status Received Refused C Referred 9 If you see that the patient also had Smoking education which is not part of your Diabetes Template you can add the Smoking education to update that indicator even though it is normally not part of the profile template To add the education for this patient cl
166. e schedule for each dose you are ready to enter the vaccine data into i2iTracks To add your vaccine information 1 Select Setup gt Tracking gt Childhood Immunizations gt Vaccine Schedules Vaccine Schedules Name Enabled DT Yes Hepatitis A HIB Inactivated Polio MCV MMR OPY PEY Rotavirus vaccine Tdap Twinrix Varicella Report Show Disabled Items 2 Click Add to add a new Vaccine Schedule or highlight an existing schedule and click Edit 219 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Vaccine Schedule Properties Name DTaP Description Diphtheria Tetanus acellular Pertussis Vaccine Group DTP Doses 6 weeks 7 years 4 weeks 14 weeks 7 years 4 weeks 24 weeks 7 years 6 months 1 year 7 years 6 months 4 years 7 years Repeat the last dose until the maximum age 3 Complete the fields as follows Name Type the name of the vaccine for example DTP Childhood Description Type a description for the vaccine if desired optional Category From the drop down menu select the immunization category that describes the vaccine Doses tab The Doses box displays a sum
167. e that all desired tests are included If not click Add to add an additional test to your list 252 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Lab Group Name Diabetes Description Diabetes Lab Group Labs OK Cancel 5 If atest appears in the list in error click to highlight the test name and then click Remove 6 Once all tests are included click OK to save the Lab Group Lab Tracking Setup Lab Panels The Lab Panels setup screen is where you assign multiple tests to one panel To add a Lab Panel Select Setup gt Tracking gt Lab Tracking gt Lab Panels The Lab Panels screen displays 2 Click Add to add your lab panel Complete the fields as follows e Name Type the name for your lab panel e Description Type the description for your lab panel optional 253 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup e Labs Click Add The Select Labs sc
168. e this Location s library to identify where the patients were referred to for chronic disease women s health management If the location is also listed in your PMS library it can be linked to the same location in i2iTracks under the mapping tab Linking your locations will allow i2iTracks to assign every patient a default location based on their last visit on a one time basis only It will also enable i2iTracks to identify where certain procedures were performed You will be able to separate all searches and reports by location 16 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup r Location Properties X General Categories Mapping Name Address 1 Queen of the Valley Hospital 3663 N Laughlin Road Description Address 2 Main Site Contact City State Susan Griggs Santa Rosa CA Phone ZIP Code 707 544 32445 95403 Altemate Phone A Fax 707 544 3246 Email susang queenofvalley org To add a location Select Setup gt Locations 2 If the Location to be added does not already exist click Add Complete each tab as follows e General NAME Type the name that best describes the Location being added DESCRIPTION Type
169. eans between and including the beginning and ending date Last means history this far back each time the search is run Next means the future this far forward each time the search is run 8 If you want to create a list of patients for which you will be printing letters or recalls you can use the Demographics Address 1 filter to include only patients with addresses 9 When all of the search filters have been added you will have the ability to edit or remove filters You can also move filters around 10 Advanced Searching is an optional feature added for users to create more extensive data searches It requires advanced computer programming skills and was not created for the standard i2iTracks user 11 Once you have defined your search criteria click the Fields tab and decide which fields are to be displayed on the patient list The default fields are ID number Name Date of Birth and Medical Record number 60 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches r Iy Patient Search Properties General Filters C Show the default fields in the search results Show the following fields in the search results Remove Move Up Move Down e Change the defa
170. eate Recalls Once you have selected your group of patients and are ready to add the selected patients to your recall system click Actions gt Create Recalls The Create Recalls screen displays displaying the list of patients you want to be recalled Select the Recall Active Date and assign the patients to a specific Recall Type If you are unsure about which Recall Type to select it is better to go back and review your recall protocols prior to assigning the group of patients to the recall Click OK to save the Recalls If there are any patients on your list that already have an active recall with the specified recall type a screen will display a list of the duplicates Click No so you do not duplicate the recalls e Print Letters Once you have selected your group of patients you may choose to send the group a letter To do so click Actions gt Print Letters You will be prompted to choose the letter you want to print from a list of possible letters and then choose the appropriate printer After the letters have printed click Yes at the prompt if your letters printed successfully A record will be added in each of the patient accounts that shows the letter was printed e Print Labels Once you have selected your group of patients you may choose to print labels To do so click Actions gt Print Labels You will be prompted to choose the label you want to print from a list of possible labels and then choose the appropriate printer No rec
171. eccesesssssessseseeseeseessesseeseessessneseseaes 297 Mapping the Diabetes Diagnosis csscsscssssssssscsseseessessecsesseeseeseessessesseesaessnsenseaes 300 Mapping the Mammography TeSt ccsccsccssssssssscsssssessessecseeseeseessesseeseesaesessnseneeess 302 Mapping the Pap l St ss ce cctdoes stasis tbcseageasec teed Wi wctac teste a a Eaa ct oendes 305 Printing the AQIC CSLC R pott ceisir einari ea ari ee eiei erin 307 Understanding the AQIC Report Data ccccsssscsscsssessecseeseessessessessesseesessessneeaes 309 Chapter 25 IHS R POrtsivcsssccscsccsnctssesnncsosnssvecsensaacessscssscndnsaecvocsssrscescessiedeccerseiscersdececnses 312 Overview Of IHS REPOItS lt c sccciseitesseedeeescg inaa a a A a iiS 312 COPRA REDOT cioar a E ER AA E obec Seetencadiensteushetstevsbeasbecsnetvts 312 Setting Up the GPRA Report ccccescsssssssescseeseesseeseeseeseesseseeseeseeseessessesseeeessnssesees 312 Printing the GPRA Report seseissscccsceesccded decease iasseceeesed scdecvesceveecsdesSii seecvencsiedencssceve 316 Understanding GPRA Patient Populations ecececeeesceeeceeceeeeeseeeeeeeeeeeeateeeeees 317 Diabetic Health Status DM Audit Report ccccceesesssesstesseesseesseeeseesseesseesseeeaees 317 Setting Up the Diabetic Health Status Report ccceccescssesssssessesessessesenesesees 317 Running the Diabetic Health Status Report eeececeeesceseeceeeeeeeeeeeeeeeeeeeeeteeeeees 318 Exporting the Diab
172. echanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches all Search for Patients Search for Patients Pre Filters Patient Searches I DZ Specify filters to limit the patients who will be searched Default Location Any Default Provider Any Secondary Provider Any Financial Classification Any 3 Click the expand button and choose the options by which you want to filter searches Search for Patients Pre Filters Patient Searches 40s Specify filters to limit the patients who will be searched Default Location Petaluma Women s Health Default Provider Kathleen Rameriz FNP Secondary Provider Any Financial Classification Any Running a Patient Search To run a Patient Search 1 Select Patients gt Search for Patients A window displays with a list of Patient Searches previously created The group is Default which means you are viewing searches that are not assigned to groups 2 Select a group from the Search Group drop down menu if desired 65 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Pre Filters Patient Searches 10
173. ecord any follow up notes and details that you need to remember about the follow up 139 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry e After entering your follow up information click OK 9 Click OK to save the updates in the Procedures screen You can also choose to enter abnormal results through the Paps Mammograms with Pending Results report 1 Access the Pending List several ways in one of the following ways e Click the i2iTracks Today icon and then click Paps Mammograms with Pending Results e Click Find gt Paps Mammograms with Pending Results 2 You will see a list of ALL procedures that are pending This will include paps mammograms and any other pending follow up procedure At the top of the screen are two options to narrow down the list by location or by procedure type To look at only paps click the down arrow next to the Type field Select the type of results you want to enter Paps Mammograms with Pending Results Procedure Location Kam Eg Type All Nare Larios Imelda 5 31 1335 Mammogram i214 Alcantar Nohemi 2 28 1362 Pap i2i Montiel Rosa 10 22 1944 47436 1 Mammogram Montiel Rosa 10 22 1944 47436 1 Pap i2i Sa
174. ed EKG 2 Al N A Not Applicable Ll 5 Expand All Collapse All I Show Set Items Only Print At the top of the screen there are three boxes containing lists of the patient s Tracked Allergies Tracked Problems and Tracked Medications It is important to understand that these lists include ALL allergies problems and medications from ALL of the patient s profiles In other words if you entered anxiety as a problem in the Depression Tracking Profile anxiety will always appear in the box even if you are viewing a different profile such as diabetes or asthma Beneath the Tracked Allergies Tracked Problems and Tracked Medication Lists is the Profile Indicators Window At the top of the window is a field labeled Tracking Type Click the down arrow to reveal a list of Tracking Types assigned to the patient You will also see an option called None You may choose to view the indicators for a specific Tracking Type or you can choose None to view all completed indicators regardless of the Tracking Type When you choose a specific Tracking Type to view all possible indicators for that Tracking Type are displayed When you choose None only the indicators where a value has been set will be displayed To view and update the Tracking Type select the desired Tracking Type from the list The Default Visit Date displays next to the Tracking Type box The default date will automatically have the current date today s date enter
175. ed Make sure that the default visit date is the correct date of service Below the date you will see the list of Profile Items Indicators that are included in the Tracking Type you selected The list of Profile Items Indicators is listed by category For each Profile Item Indicator you will see the following columns containing information about each item e Item The description of the item is displayed in this column 118 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry e History Icon The History Icon is located to the right of the item description It looks like a book When you click the History Icon you can see the entire history about the item e View Click View to view the most current details about the item e Current The most current status is displayed in this column e Date The most current date for this item e New After setting a new item or updating an existing item you will see the NEW status in this column e Date The date of the new update for the item e Clear Click CLEAR if you do not want to save the new value The default view in this window is to have all of the categories expanded to display ALL profile items At the bottom
176. ed No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup Setup Visit Mapping tem indication of Treatment for Hypertension 7 Check the Enable Framingham Risk Value checkbox Click OK to save your setup 30 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup Framingham Risk Value Setup Mappings Edit Current Smoker Indication of Treatment for Hypertension IMPORTANT Framingham values should be confirmed via other and must notbe used as the solebasis for patient care isions V Enable Framingham Risk Value OK Cancel Correspondence The Correspondence setup option is used to create letters or printed correspondence address labels and e mail templates that can be sent to the patient Within the Correspondence gt Letter option is the Letter library The Letter library is used to store the contents of each letter that you can send to any patient or group of patients Letter examples include e Annual GYN Letters e Normal Lab Test Lett
177. ed by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Other 1 Type the name of the Other Item to be added 2 Type a description if desired to better describe the Other item and add a Prompt Text a question that can help users know how to describe the answer Other Profile Item Name Method of Arival Description Aoo Prompt Text How did the patient arrive at the clinic Value List Item Enabled Add MoveUp Edit Move Down Disable Min Value Max Value Decimal Places es For the Other Items you will assign one of the following Value options a list of possible answers a numeric range or a date field To add a list of answers Click the List Radio button Click Add Type in a possible answer Click OK to save your work v A WW N e Continue Adding until all the possible answers are included An answer can be edited by clicking on the answer you want to change and clicking Edit 6 After all possible answers are displayed click the Move up and Move down buttons to rearrange all the items in the order they should be displayed To add a numeric range for the answer 1 Click the Number radio button 103 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted
178. ed from the Paps Mammograms with Pending Results List is by placing a check mark by the patient s name and clicking Set Result to Normal The patients who have normal results will automatically be removed from the Pending List You can also enter normal results from the same Paps Mammograms with Pending Results list by double clicking the patient name The Pap Properties screen displays for you to set your result Normal results can be entered through the Patient Information screen by selecting the Pap Tracking Type and selecting the Pap Procedure in the History screen 136 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Procedure Pap i2i Torres Audelia l Referred J Scheduled For Cancel Status SEs 1 12 2012 Location Community Health Clinic of Santa Rosa ae xX Follow Up Add Open Results C Normal Result 1 Abnormal l xl Result 2 Pending i a xi Unknown Result 3 C Inconclusive Ba Result 4 eR Notes Entering Abnormal Results Recording the abnormal pap Smear results can be done directly through the Pap Tracking Option in the Patient Info screen or through the Paps
179. ed in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Click here to learn how to update using the Data Entry Template Or follow the steps below to enter data from the patient s Tracking Type Profile Before entering values for the Patient Profile Items first make sure that the Tracking Type is assigned to the patient s account To assign a Tracking Type to a patient 1 Retrieve your patient in the Patient Information Screen 2 Click the browse button next to the Tracking Types Summary box A list of the Patient Tracking Types displays Tracking Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePAcs ACE Diabetes Type II DVT History 2 5 2004 Family History of Breast Cancer Leg Ulcers 2 15 2008 Vascular HTN i2i 12 7 2005 Tracked Medications ARB Unspecified i2i Coumadin i2i 1 mg 3x week Diuretic Unspecified i2i Lipid Lowerer Tracking Types ono Treatment Plans kau Self Management Goals Diabetes Tracking HTN Mammogram Tracking i2i Pap Tracking i2i Perinatal Tracking i2i Exercise i2i 3 or more times wk HbAtc i2i less than 8 Medication Mgnt Take regularly 3 To adda new Tracking type click Add A
180. ed in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS A AQIC CSLC Clinical Measures Report W amp Run Date 1 24 2012 3 25 22 PM a Date Range 7 1 2007 6 30 2008 AQIC CSLC Clinical Measures Report em Value 1 AQIC Diabetic Patient Population Patients who A Had 2 or more ambulatory care encounters during the reporting period B Have received a diagnosis of diabetes C Were age 18 to 75 years at the end of the reporting period PR TotatPatentGount 0 A C i Patients wih atieast THoatCtestintnerastyear 34 mm T E E E TO E S E A E E r C CsOSOCCCCCC 306TA 1735 3 Lasttest gt 100 and lt 130 9 9 18 e E e E 2 CSLC Pap Testing Population Patients who A Had at least 1 ambulatory care encounter during the reporting period or prior year B Are Female C Were between 21 and 64 years old at the end of the reporting period A Total Patient Count 100 B Patients with atleast 1 pap test in the last 3 years 72 85 3 CSLC Mammography Population Patients who A Had at least 1 ambulatory care encounter during the reporting period or prior year B Are Female C Were between 42 and 69 years old at the end of the reporting period sf gt Ki 5 You can choose to print your report to your printer or sa
181. eeeeeeeeeeeeeecaeeeeateeeeseseecanenees 8 Editing and Disabling a User ccceesceceecesseseeeeeeeeeeeeeseeeeeeeeeesecaseeeeeseeaseaseeteesaeeaseaneetaes 10 Editing and Deleting a User Group eececcecesseceeceeceeseseeeeeeeeeeseeaeeeeeeseeaeeaseeeeeeaeeaeeaneeeaes 10 Viewing the Audit LOG sis sicicssavciet Ganieeldteniacstdesdaetinesteenddendsenbdecnathanpebatenp eben ha reay 11 Chapter 3 i2iTracks Login amp NavigatiON cc cessssecseeeeesseesesseeseeesseeseeseeneseeseesennees 13 Logging In toizi Traksid a atadasa daia alaian 13 i2i Tracks NAVIS ALON niccnicececctscasdeet dee scnskedanbcelsdendechisutidescdendsetedureeedtpanstennpelio aupeneeeaey 14 Menu Bar and Title Bat ccccscssssssssssesesecssecsecseessecseseeeseeseesseseeeseesaesensseesaesessnsensees 14 Database and User Status Bat ecceesceccecesceceeeeeeeeeseeseeeeeeeseeaseeseeeeeeaseaseeeeeeeeeaseeteees 15 Chapter 4 General i2iTracks S tUp scsscsssssssessessessesseseeseeseeeseeseeseesseeseseeseeeseeneees 16 Completing Your Setup FileS csceccsssssessecsecseessecsecseeseessecsesseeseeseeseesseeseesaessesseseess 16 Setting UP your LOCATIONS 20 eeceecceseeneesneeseeeseeeseeeseeeseesseeseeseseeeeeeessenssenssensesnsesneeees 16 Adding a Location 4 ccitdia set diesen sree een eee aias 17 Editing a LOCATIONS sci ceccigtesvstescedetecsideesgievese sacs aeaa aaa Aaa e ara iraa apera EE EEn aE EErEE EE 18 Printing a Location LIST ooo eee eeeeeeeee
182. eeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeneeees 18 Setting UP your PLOVICETS ccceccsccssscescseessessecseeseeseecseeeeeseeseesaesseeseesaesanssesseesaessnsenseaes 18 Adding a Provider rinnan naei beeline adil nee ee 19 Editing a Providers siciiauick eke Sictiavivd geia aa ead eea ar Sn hen oe EE 20 Printing a Provider Lit cceccecceceseeeeceeeeeeeseeeeeeeeeeseeeeeeeseeseeaeeeeeeeesaeeaseeseeseeaseeeees 20 Setting up your Financial Classifications ccceccssssssesssessssssessesssssseeseessssssenseeeees 20 Adding a New Financial Classification ccccccecsceeseceeseseeeeeeeeeceeeeeeeeeseeeaneneeeeeees 21 Editing a Financial Classification cccccccccscsceeseceeseeeseeseeeeeeececeeceeeeeeeeeeeeeseeeaneneees 21 Printing a Financial Classification List ccccceccsseeseeseeeeceeeeseeeeseeeeeeseeeeseeeesereees 22 Setting p Visit Note Types sicseteietiiviv Riera de aie aides 22 Adding a Visit N te TYyD cecceccecceeeeeseeseeseeeeeeeeeeseeaeeeeseesecaeeaneesesaesaseeneetetaseateeeaes 22 Editing a Visit Not TYP ccscsccssssssssesssssecseeseessessessneseeseessesseeseeseesnsseesaesaesensensees 23 Printing a Visit Note Type Lis srira na 23 Other Setup Files 205 35 sees ices shee bec eer ideee tse vhev steed acts irnn a CAO Ea aer a eE i eaii 23 IRLS O U ie AEE E E E E A E S E E a AS a A STE 23 Linked Visit Wy POS ova cscescesstescictbsccieieccecies Hi cteeseehexegevatisecvaedas vecd
183. emove 7 Click OK in the Procedure Referral setup to save your work Self Management Goals 1 Type the name of the Self Management Goal to be added 2 Type a description if desired to better describe the Self Management Goal 101 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Self Management Goal Name Medication Mgnt Description Aao Enabled Add Take regularly Go Ge e ye 9 Edit Disable Move Up Move Down Cancel For each Self Management Goal click Add to add a list of possible answers Type in a possible answer Click OK to save your work Continue until all the possible answers have been added An answer can be edited by clicking on the answer to change and clicking Edit After all possible answers are displayed if they are not in the desired order you can use the Move up and Move down buttons to arrange all the items in the desired order Click OK to save your work Treatment Plans l Type the name the treatment plan Treatment Plan Name Description 102 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitt
184. ems Inc Chapter 9 Disease Management Setup e DESCRIPTION Type a description to better describe the profile being created optional e CATEGORY Select the tab with the category that holds the items you are adding and click Add This will display a list of available items in the selected category Check the box of all items to be included in your Tracking Profile 4 After all items are displayed for that category make sure they are in the desired order If they are not in the desired order you can use the Move up and Move down buttons to arrange all the items in the desired order 5 After you have reviewed each category tab and you are sure that all items for each category are included click OK to save your work Dynamic Patient Profiles In addition to setting up your standard Patient Profiles i2iTracks gives you the ability to make the profiles more dynamic meaning the profile items that you want to display can appear only when certain criteria are met A few examples include e You may want to include a procedure item of Pap for women age 21 64 only e For your patients that have had the problem of depression you want to include a procedure of Depression Screening and a medication of Anti depressant In addition you can choose to exclude items if you have previously marked the item as N A Not Applicable Follow these steps to customize the Profiles In your Patient Profile click the tab for the item you want
185. en displays Enter the event date a summary and the details for the Follow Up effort Click OK to save the Follow Up event Click View to look at previous Follow Up events Click Edit to edit the details of previous Follow Up events Click Delete to remove Follow Up events 147 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups e Notes The Notes field can be used to record any Follow Up notes and details that you need to remember about the Follow Up 4 Click OK to save the Follow Up Scheduling a Women s Health Follow Up 1 Open the women s health procedure through either the Pap or Mammogram Tracking Tab in the Patient Info screen and select the procedure or by selecting Find gt Paps Mammograms with Pending Results list 2 The women s health procedure screen will display and you will see a Follow Ups box on this screen If the procedure had previous Follow Up events you will see a history of the events On the right side of the Follow up window are two buttons Add and Open Procedure Pap i2i Marquis Graciela Referred 6 19 2008 v OK ii Scheduled For i ecerceceeceemmmeccereseseceerenmmmmennes Status Completed 8 5 2007
186. ent Info oJ File Setup Patients Find Reports Windows Help PHARMA Pi A e Lookup ID Last Name First Name MRN DOB M D Y Patent M E E tf ft EE bee Current Patient None 33 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information 2 In the text box type the patient information based upon your selection For example if you chose ID type the ID number from your Practice Management System You may select from the following options e ID number the account number in your practice management system e Last name of the patient e First name of the patient e Medical record number MRN of the patient e Social Security number SSN of the patient e Date of birth DOB of the patient 3 After entering the patient information press Enter or click the binoculars icon The Lookup Patients window displays showing a list of patients that match Note When you enter criteria where i2iTracks finds only ONE matching patient the matching patient will immediately be selected and you bypass the Lookup Patient screen Jy Lookup Patient Ser ID tt Last Name rich ss First Name es jp MedRec SSN ooB M of yY Reset
187. ents Default Location Address line 1 Address line 2 City State ZIP Code Contact Email Fax Name Phone 1 Phone 2 e Patients Default Provider Email Location Address line 1 Location Address line 2 Location City State Zip Code Location Name Name Phone e Patients User Address 1 Address 2 City State Zip Code Contact Email Fax Name Phone 1 Phone 2 Chapter 22 Patient Letters amp Labels 2 Select the field by clicking the box next to it Inserted fields are represented by capital letters within the brackets such as lt DATE gt 270 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels 3 After entering in the letter text your merge fields and logo save the letter by selecting File gt Save Hint If you want to insert symbols for the Spanish portion of the letter you can cut and paste from Microsoft Word Editing a Letter A letter can easily be edited by highlighting the desired letter in the Letter list and clicking Edit Content Be sure to save your letter to keep any changes To edit a letter Select Setup gt Letter Click the letter to be edited to highlight it Click Edit Contents Edit any of the fields
188. ents with at least one HbA1c test in the last year e Line B2 includes patients whose last HbA1c test is less than 7 e Line B3 identifies patients whose last HbA1c test is greater than or equal to 7 and less than 8 e Line B4 includes patients whose last test is greater than or equal to 8 and less than or equal to 9 e Line B5 identifies patients whose last HbA1c test is greater than 9 e Line B6 identifies patients with missing or invalid test results Line C LDL C e Line C1 includes the number of patients with at least one LDL test in the last year e Line C2 includes patients whose last LDL test is less than 100 e Line C3 includes patients whose last LDL test is greater than or equal to 100 and less than or equal to 130 e Line C4 identifies patients whose last LDL test is greater than 130 310 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AOIC CSLC REPORTS e Line C5 identifies patients with missing or invalid test results 2 CSLC Pap Testing Population Patients who A Had at least 1 ambulatory care encounter during the reporting period or prior year B Are Female C Were between 21 and 64 years old at the end of the reporting period A Total Patient Count 960 100
189. eporting HbA1c Use the patient s most recent lab value that occurred during the reporting period during or prior to the reporting period C during the gt prior to the end of the reporting period Include the following values Less than or equal to 6 Between 6 1 and 7 Between 7 and 9 Greater than 9 Move Up Move Down 6 Enter the first lab result range to be included in the report Continue to add until all desired reporting ranges have been selected For example if you wanted the HbAlc results reported in following ranges you would add four separate ranges e 0 to6 0 e 6 1 to 7 0 e 7 0 to 9 0 e And gt 9 0 7 Click OK to save your lab ranges and selected labs Click OK to save your report Generating a Health Registry Report Now that a Health Registry report has been created in the setup library you will not need to create it again You can run the report for different time periods providers locations or financial classifications You also can specify multiple locations providers and financial classifications and print separate reports or print a comparison report To generate a Health Registry Report 1 Select Reports gt General gt Health Registry Reports The Select a Report screen displays 167 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanica
190. er of the Mammography Population who are ages 52 through 69 Line C1 is the number of the Mammography Population ages 52 through 69 years who have had at least one mammogram in the last 2 years 311 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 25 IHS Reports Chapter 25 IHS Reports Overview of IHS Reports i2iTracks provides the following Indian Health Service Reports e GPRA Report e Diabetic Health Status DM Audit Report Consult the U S Department of Health and Human Services Indian Health Service website for more information on the measures contained in these reports GPRA Report Indian Health Service reports on the quality of patient care to Congress each year as required by Federal law for the Government Performance and Results Act GPRA The GPRA report card tells Congress about the quality of care IHS is providing to the American Indian and Alaska Native people The following topics are covered e Setting up the GPRA Report e Running and printing the GPRA Report e Understanding GPRA Population Specifications Setting up the GPRA report requires e Selecting the service area and races to be included in the report e Mapping the items on the report to data in i2i
191. erent codes that are used and when they are used e Use all of your different encounter route slip forms to help you identify all your codes In the example below there are three different encounter forms all from one clinic that are used on a daily basis depending on the payer If you look closely you can see different codes are used to identify the same type of visit e Create a spreadsheet that identifies all the codes used at your clinic 280 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 _ CHDP Form dam ip ERS RON Tas General Setup Follow these steps to set up your UDS Clinical Tables 1 Select Setup gt Printing and Reporting gt UDS 2011 2 The Setup menu has four tabs e General Indicators that are referenced in multiple tables will be mapped e Table 6A Where Table 6A indicators will be mapped e Table 6B Where Table 6B indicators will be mapped e Table 7 Where Table 7 indicators will be mapped 281 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopyin
192. ers e Abnormal Lab Test Letters e Dental Cleaning Reminders e Blood Pressure Check Letters e Flu Shot Clinic Announcements e Immunization Reminder More Information Other Setup Files Patient Searches The i2iTracks Patient Search is a powerful feature that allows you to search your database fora population of patients based on almost any criteria if the data has been entered into i2iTracks or has come from your PMS it can be used in a Patient Search You can search the database for 3j Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup patients by age race patients who have a certain CPT or ICD9 code or patients with a particular lab result Once you build a Patient Search it is saved for future use Patient Searches can be used to find a list of patients for a one time only search or on a continuing basis For example you might want to do a weekly search for your patients who need to be recalled for foot exams More Information Patient Tasks Patient tasks converts your two step routine tasks i e do a Patient Search and send a letter do a Patient Search and print a visit summary or do a Patient Search and create a recall into a one step task Patient ta
193. erved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks aires Tanson C Show default items Show the following items Search Normal Paps that need notification Search Abnormal Paps without FU Follow Ups Immediate Assigned To Me Referrals My Location Paps Mammograms with Pending Results My Location Immunizations that are Due EyePACS Cases that are Abnormal Lab Results that are Abnormal Recalls that are Ready Search HbAic gt 9 Search Diabetics with Appt tomorrow Search Diabetics out of compliance Show screen at startup OK Cancel Add Add Search Remove Move Up Move Down 9 3 Review the list of available items and select the ones that you would like displayed by clicking in the box to the left of the item name Note if you would like to show all available options click Select All If you want to clear your selections click Select None Once you have made your selections click OK 4 You are returned to the i2iTracks Today showing all the items that you just chose to include in your list 5 The next step in customizing your i2iTracks Today is to select the Patient Searches you want to include Click Add Search 6 The Select Patient Search box will display for you to
194. es If the user tries to delete a referral that is attached to a women s health procedure it displays the following message i2iTracks WARNING 4 procedure of type Mammogram i2i was created as a result of this referral and must be deleted manually Are you sure you want to delete the selected referral Deleting any other referrals will also delete the procedure any created by the referral and the following alert displays i2iTracks 1 From the patient information screen retrieve your patient 2 Select the Referrals tab 199 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Lookup ICD Last Name First Name MRN SSN DOB M D Y _ Ff fF Pf fp ff o fest Alerts 8 Current Patient Upcoming Items 0 Richardson Anna ID 2996 DOB 4 20 1957 Sex F SSN 123 21 2380 MR Language 4 19 2010 1013 Endometrium biopsy Not Completed 1 22 2010 1012 Physical Therapy Not Completed 3 Highlight and open the referral to be changed Note You can also delete a referral here Generating Referral Tracking Statistics Reports You can create reports on the number and percentage of referrals by type for example pain management
195. etic Health Status Report cccceccsssssseseceeeeeesseseesseeeeeseees 318 Understanding the Diabetic Health Status Patient Population 000 320 Chapter 26 i2iTracks Administration cccesssssseseeseessseseeseessesseeseeseessneseeneenaes 321 Configuring i2iTracks Warnings cccccccceseccsseseseeceeeeeeeeeceecaeeeeeeseeeeseeeeaeeeeanereaeaties 321 Merging Patient ACCOUNIS sis sccsnc cian ai aie ieee 321 Merging Patients ec sc cccctccetcccteses aisiari aa ER PA E cheeses deci E eet 322 Viewing the Merged Patients LOG cccccesscecceeeeeseeeeeseeeeeeseeeeeeeeeaeeeeeeseeeeeateateees 324 GOSS ANY a aT aap aaa aaa a aa aa aana aaa a aata aa aata a aE a 326 Chapter 1 General Information Chapter 1 General Information Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes Interface Where two or more technology systems are set up to share data PMS Practice Management System the billing system i2iTracks Overview i2iTracks is a health management software program developed to help improve the quality of care you provide to your
196. eting the Pregnancy FOrM cseeeeees 211 Perinatal Tracking Searches ccccecceceeceseeeeeeeeeeeeseeeseeeeeesecaeeaseeeseeaesaseeseeseeeaseaseetees 212 Chapter 18 Immunization Tracking Overview and Setup sssceceeseeeees 214 i2iTracks Immunization Tracking Overview cecceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeateeteees 214 Immunization Tracking Setup OVerview cccccccccceeeceeceeeseeeeeeeeeeeeeaeeeseeeeeeaseateeeeees 214 VACCINE VPES aA ai et eee TG Stree eases chia cee e et 214 Vaccine Lots iinoa a at eee eee el fee eevee eee 217 Vaccine Schedles perean E E A EEE Re ea tec atescieiriietaekt 218 Immu nization Tables cccsscssccsccseseessecsecseeseeseeceesseeseesseseesseeseeseessesseeseesaessnssnsseses 221 Chapter 19 Immunization Tracking s s sssssenenenennnnnnnounununununnnnnnnnnnunnnnnunununananannnnn nnan 225 Assigning an Immunization Table to a Patient ecececeseseeeeeeeeeeeeeeeeeeeeeeeeeeees 225 Understanding the Patient s Immunization Table Screen ccccceeeeeeeeeeeees 227 Adding a Dose to a Patient s Immunization Table eeecececeeeeeeeeeeeeeeeeeeeeees 230 Managing a Patient s Immunization Schedule ccceccescsssseeeeeceeeseseesseeseesneeees 235 Printing a Report of a Patient s Immunization History c csseseseeeeeeeeeees 238 Chapter 20 Pre Visit Planning c scssescesessessenseeesesennenensessesneneeneseesseneenensesseanens 239 Patient
197. example of mapping the UDS Visit 279 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 r Setup Visit Mapping 99219 SAME DAY WALKING 01 HISTORY amp PHYSICAL 99201 NEW BRIEF EXAM E 99202 EXPANDED EXAM E 99203 NEW DETAILED EXA 99203BH NEW PATIENT B 99203 BHA WARM HANDOF 99204 NEW COMPREHENS 99205 NEW COMPLEX NUE 992051 NEW COMPLEX NU 99206 NEW WOMEN S ANN 99208 NEW WOMEN S ANN 99212 EST BRIEF VISIT VISI 99213 EXPANDED LIMITED 99214 EST DETAILED VISIT 99214BH ESTABLISHED PA 99215 EST COMPREHENSIV 99216 QVH WOMEN S PHYS In the example above 01 is not a standard CPT code but it represents a History and Physical if you bill CHDP in California The sample code 01 is a visit with a provider and should be counted as a UDS Visit whereas if only the standard codes are used this visit would not be counted THIS IS THE MOST IMPORTANT CONCEPT IN SETTING UP THE UDS REPORTS Set Up Tips e Build a team that identifies all the different ICD9 CPT and extraneous codes used at your health center e Meet with billers and discuss the diff
198. f the patient To add a schedule 1 On the Schedules tab click ADD The Schedule Properties box displays sere zs inom This should occur every 1 yearis v This only applies to patients who IV Are of the following gender Female X Are between ages and Year s X I V Belong to any of these tracking types 7 Do not have any of these problems Mammogram Tracking i2 Remove l 4 wm p 7 Have any of these problems 7 Have not had any of these procedures EzE ee ee a 4 m Are taking any of these medications o e om rere lt a lt 7 2 Complete the fields as follows e This should occur every From the drop down menu choose days weeks months or years e This only applies to patients who In this box you can further detail the group of patients for the schedule For example you may have one schedule for female 89 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup patients under the age of 25 and a different schedule for male patients under the age of 25 Complete the fields as follows Are of the following gender Select Male or Female gender Leave blank to select all patients regardless of thei
199. f those results within a clinically appropriate time frame Appropriate follow up action will be taken for all abnormal results Procedure 1 All Pap smears performed will be documented on the encounter form and entered into the billing system 2 All Pap results will be submitted to appropriate provider who will determine if the Pap smear is normal or abnormal and indicate results as well as any required follow up on Pap results sheet 3 Result sheets will be submitted to the appropriate i2iTracks personnel who will enter all normal Pap results from the Paps Mammograms with Pending Results list 4 Abnormal results will be entered from the patient s account and appropriate follow up will be attached 5 Abnormal Pap letters will be generated immediately from the patient s account and sent to the patient 6 Normal Pap letters will be generated every Friday afternoon by running the Normal Pap Letter task in i2iTracks 7 The follow up list will be reviewed daily and appropriate action taken for patients due for follow up 145 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Chapter 13 Patient Follow Ups Overview of Patient Follow Ups In i2iTracks the Follow Up List
200. f you want lab trends or vital trends on the form Linked Software This is the software that is currently interfacing with i2iTracks in order to receive the information that is automatically updated into i2iTracks This includes PMS s Practice Management Systems Lab interfaces Pharmacy interfaces etc External Data Tab A place to view patient information received via Linked Software including Practice Management Systems Lab interfaces and pharmacy interfaces Tracking Type Collects data about a specific population of patients you are tracking The Tracking Type is the method by which the indicators in Profile are assigned to a specific patient Examples include diabetes depression cardiovascular disease etc Recall A custom designed protocol to get patients back to the health center for routine care Follow Up An i2iTracks tickler system to stay on top of and track all patient special needs Referral An i2i Tracks module designed to track all clinic referrals internal or external History Tab A place to view all patient indicator information current as well as past Summary Tab An at a glance view of the patient s current status and indicators Accessing Patient Information To access a patient record in i2iTracks 1 Click the Patient Information icon or from the i2iTracks toolbar select Patients gt Patient Info The Lookup Patient selection bar displays beneath the i2iTracks toolbar Dy i2iTracks Pati
201. ferral for a Women s Health procedure so this data will be updated in Pap and Mammogram Tracking e Education Allows you to attach a referral from the i2iTracks Education items library e Unknown Allows you to say the patient was referred but the reason is unknown 4 Click OK to continue creating the referral 193 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Special Note A referral attached to an internal i2iTracks item Procedure or Education will create that item in the patient profile as an item been referred Additionally when that referral has been completed the i2iTracks item will be updated to a status of Received rF Patient Referral Richardson Anna General Other Information Follow Up Date Referred 1 27 2012 Tracking Referred By Frank Wilson M D Se x Referred From Community Health Clinic of Santa Rosa ee x Referred To Referral Source Unknown sai Pas Specialty Unknown oe SE Location Unknown a Pa The patient was given a list of providers Referred For Procedure Ophthalmology Visit i2i ae Priority Routine v Reason Assigned To User Maria Lopez dx l I Status
202. field you will attach the pap smear test result types that you entered in the RESULTS set up On the right side of this field click the browse button The Select Items screen appears This screen is divided in two parts Selected items and Available items with an arrow transfer button between them To select a Linked Visit Type click on the procedure in the Available window and click the left arrow button to move it to the Selected items window To select more than one result click to highlight the first result and press and hold the CTRL key as you click on all of the desired results Once you have highlighted all desired results click the left arrow button to send these results to the SELECTED items window Once all of you results are in the SELECTED window click OK You are returned to the Pap Tracking Type Properties screen Click OK to save the Pap Tracking Type Note Once the pap tracking type has been linked all pap history will come over from your billing system Only pap smears performed in the last 30 days will be added to the pending list All pap smears older than 30 days are automatically entered with a result of unknown Decide Schedule Build Recall Design Searches l Decide how often your clinic should review the pending list recall manager follow up list generate normal Pap letters and search for patients needing a gyn visit Build the annual gyn recall see Chapter 6 Recall Setup Design your Patient Searches P
203. first one to the last one are now highlighted Click OK to select the highlighted group To select random procedures click to highlight the first procedure description press and hold the CTRL key and click to highlight the other procedures in your random group After highlighting all desired procedures click OK 7 On the main Linked Visit Types screen double check to make sure that all your procedure codes are included in the Procedures box in the middle of the screen 8 Click OK to save the Linked Visit Type for your procedure 25 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup 9 After entering all of your Linked Visit Types click Close Note If you attach a Linked Visit Type to a procedure education or immunization i2iTracks will automatically update the patient s profile of any linked CPTs or ICD 9s that are entered into the PM EHR system Note Only a few trained users should have access to this library NEVER ADD A CPT OR ICD9 TO THIS LIBRARY WITHOUT FIRST VERIFYING IT REALLY BELONGS HERE Editing a Linked Visit Type Follow these steps to edit a Linked Visit Type Select Setup gt Linked Visit Types Click the Linked Visit Type to be edited to highlight it
204. g recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 r UDS 2011 Setup General Table 6A Table 6B Table 7 Mappings Note Each tab will work very much the same They have been separated only to help simplify the mapping process Note Only map the indicators that apply to your health center i e you will not need to map the dental services if you do not provide dental services 3 Select an indicator to map and click Edit 4 There are two options for adding codes 282 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 r Setup Visit Mapping pn Item Abnormal breast findings female Equivalent Items e The Add button allows the codes to be added from External codes found in your PM System The Add button will bring up a dialog box which lets you select additional codes to define the indicator being mapped 283 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without w
205. ger tab on i2iTracks Today e Clicking on the Patient Task Manager icon E Patient Task Manager Any Abnormal Pap with no Follow up 10 31 2007 Due 10 17 2007 12 27 49 Diadmin HbAic gt 9 8 15 2007 10 46 20 AM i2iadmin Mammogram Referrals Never Next Day Diabetic Visit Summaries 2 28 2006 12 44 54 PM iZiadmin Normal Pap Result Letter Never Overdue Immunization Recalls Never Pao Annual Recal To set up a Patient Task 1 Create a Patient Search that corresponds with the patient task being set up You will always utilize a Patient Search for each task as this defines the group of patients that belong to the task 2 Select Patients gt Task Manager 3 Click Setup Tasks The Patient Tasks window displays Note This window can also be accessed through Set Up gt Patient Tasks r Iy Patient Tasks Abnomal Paps without Follow up DM w o HbA1c in past 6 months Next Day Visit Summary Yes Disable Show Disabled Items s74 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks 4 To add anew task click Add 5 Type a name for the patient task and add a description if desired Patient Task a Paps without Follow up o
206. ghts Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security Item Patient Info Patient Info Screen Alerts Upcoming Items Childhood Immunizations Demographics Diabetes Tracking External Data Follow Ups Lab Tracking Labels Letters E Mail Mammogram Tracking Pap Tracking Perinatal Tracking Profile Profile Items Recalls Referrals Tracking Types Visit History Screen Visit Notes Visit Summary Pediatric Visit Summary Women s Health Summary Merge Patient Tool i Map External Labs To Patients Map EyePACS Cases To Patients Map External Medications To Patients View External Labs That Were Rejected PopIQ Connector RIDE Interface Manage Patients Custom Data Integrator External Data Diagnostics Dashboards Financial Dashboards Operations Dashboards No Access Access Add Add Edit Add Edit Delete 4 When updating a User Group you will have the option to print a list of access levels for that Group Click the Print button Za Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Securi
207. hall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Current Patient Follow Up Required Recheck BP 7 Follow Up Required Rpt FU Referral Marquis Graciela dares Due Procedure Referral Mammogram 1D 2996 DOB 4 20 1957 for this patient Due Procedure Referral Podiatry Visit i2i SSN 123 21 2380 MR Duer Lab HbALe E Tracking 8 Demographics 9 Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy Visit Notes Allergies Educations Govis Due Colonoscopy i2i Refened Immunizations Due Dental Visit 2 Referred Due Ophthalmology Visit H2 Referred Due Podiatiy Vist 2i Received 10 19 2006 Problems EKG i2i Received 37297 2007 Foot Screening i2 Received 978 2007 Pap i2i Completed 8 5 2007 Medications Treatment Plans Other Profile Items Default Visit Date 6 19 2008 3 In the Procedures Referrals category find the indicator you want to update and click Add Note If you are updating an indicator that you had previously entered highlight the item and click History then choose Edit History History for Foot Screening i2i VisitDate Value EnttyDate Entered By 9 8 2007 Received 2 7 2008 9 03 24 4M DemoUser 1 20 2006 Received 1 27 2006 4 54 28 PM DemoLser 8
208. hanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 General Categories Mapping m This location belongs to the following categories V General Perinatal Tracking OK Cancel Mapping External Codes to i2iTracks Indicators What does Mapping codes in i2iTracks mean Mapping codes in i2iTracks means to take all the different codes CPTs and ICD9 used to identify a visit a procedure or a diagnosis and assign them all to one UDS indicator in i2iTracks For example a pap smear can be identified by the following CPT codes 88150 88150 90 88142 90 or CHDP code 19 When generating reports in i2iTracks there is no reason to print each of these codes every time so we map these codes to Pap Test When Pap Test displays it is accounting for all of these codes in one place Now that you have identified all the codes that will need to be mapped A word about mapping Why is mapping important Mapping is important because CPT amp ICD9 coding in PM Systems is not standardized UDS measures are counted through CPT amp ICD9 codes but UDS does not know that some payers CHDP SOFP others require un standard codes that are not CPT or ICD9 It is your responsibility to make sure all of your codes are being counted You the user must decipher and interpret the codes your clinic is using The table below is an
209. hat are due The Find Menu The Find menu provides easy access to reports that let you know items that need immediate attention A few examples include e Overdue profile items e Abnormal lab results e Follow ups that are due immediately and in the future The Patient Task Manager The Patient Task Manager allows to you keep track of the tasks and routines that are done on a regular basis i2iTracks will keep a log of the last time the task was performed and the user who performed the task The Patient Task Manager will simplify your routine duties by changing a two step process into a one step process For example instead of doing a Patient Search and taking the next action with the list of patients you can set up a patient task to do both at the same time i2iTracks also allows you to attach a schedule to a patient task and will alert you when the task needs to be completed The patient task can even be assigned to an i2iTracks user as the person responsible for completing the task 273 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks Setting up a Patient Task The Task Manager can be accessed in three ways e Selecting Patients gt Task Manager e Clicking the Patient Task Mana
210. highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK To choose by DESCRIPTION On the By Description tab ensure that the list is sorted alphabetically by diagnosis description Type the description of the diagnosis in the box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one diagnosis from the list click on the code or description to highlight it and then click OK To select a group of diagnosis codes click to highlight the first 216 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup diagnosis description press and hold the Shift key and click to highlight the last diagnosis description in the group You will see all diagnosis descriptions from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first diagnosis description press and hold the CTRL key and click to highlight the other diagnoses in your random group After highlighting all desired diagnoses click OK 6 You are
211. hildhood Immunization tracking type will be listed under Tracking Types if it had previously been assigned If it is not listed click the browse button next to Tracking Type to add the Immunization Tracking Type You will now be viewing a list of Tracking Types assigned to this patient 225 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Current Patient Actions padi Follow Up Required Meds Check There is no Follow Up Required Verify Report recieved Referral Richardson Anna z cicture on tie Follow Up Required Verify report and pt has follow up Refer ID 120 1 DOB 10 3 1970 tor thes patient f Que Education Diabetes i2i z Due Procedure Referral Mammogram i2i SSN 515 46 6251 MR 125456761 Due Procedure Referral Pap i2i Procedure Referral Podiatry Visit i2i Tas ssailsst so Pt JIAN E Tracking 8 Demographics 8 Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy A Medication Penicillin Aspirin i2i 1 tablet day Wheat Bronchodilators Depression i2i 9 19 2005 Coumadin 121 Diabetes Type 2 Glucophage iZi Hypertension 10 21 2005 Insulin 12i 2 units 2x d
212. his document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking e Administrated By Type the name of the person administering the vaccine optional e Injection Site Type name of the injection site This field will default to the injection site listed in the Vaccine Types library optional e VIS ID Type the Vis ID date formatted field optional e Not Given If the immunization is not given click this button Otherwise skip this option e Notes Type any other notes about the vaccine optional 8 Save the vaccine by clicking OK The vaccine information you just entered will move to history 9 The Edit Series is used when a decision must be made to include or exclude a dose because it was given too early or late A provider may decide additional doses are needed Uncheck the dose to exclude The dose will be kept in history but i2iTracks will then add an additional dose to the patient s immunization schedule 10 Click OK to save any changes to the Immunization History 11 Click Close to exit the Patient Vaccination screen Printing a Report of a Patient s Immunization History To print an immunization report for a patient 1 Retrieve your patient using the i2iTracks Patient Look Up 2 Once you have retrieved your patient double clic
213. his option will automatically assign all of the selected patients to a Tracking Type that you choose This option is only available to users with Administrative rights Use this option with caution Warning This will add the Tracking Type to each of the selected patients Verify that this is what you want to do before saving 7 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Remove Tracking Type This option will automatically delete all of the selected patients from a Tracking Type This option is only available to users with the Administrative rights Inactivate Tracking Type This option will automatically inactivate the selected patients from a Tracking Type This option is only available to users with Administrative rights JInactivate Patients For the selected patients this option will change their status from active to inactive Activate Patients For the selected patients this option allows you to change their status from inactive to active e Patient Info This option will take you to the highlighted patient s information screen e Report This option will allow you to print out or save the list of patients e Report Selected This option allows you t
214. hlight the Visit Summary you would like to print and click OK The Printer Selection menu will pop up for you to select the output destination To print a Patient Visit Summary for a Group of Patients 1 Follow the instructions in Chapter 7 Patient Searches to create a Patient Search for the group of patients that you want to print Patient Visit Summaries for example Patients with Diabetes who have an appointment tomorrow 2 When the Search results come up on the screen select the patients and click Print Visit Summaries 244 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning Patient Visit Summary Example Date Printet 27 2012 Patient Visit Summary Diabetic Eas i lab be normal Lab Vales HBATE 137 nS Renamed ESPACE Cate BETO oa I I 3 V7 A21 11512936 3 Manhs Ago o ON we VO NA C Pah Soye lth PN RE RAT R ee j 27242 18 15 12 9 Months Ago Diabetes Visit Summary Community Clinic a C Curet N New D Discontinue R Refered E Received F Refised L Erroled U UnEnrofed SR See Rests 245 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any
215. ic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting e Select Only include these migrant statuses or only include these homeless statuses if you want to generate a report based on patients who are of the selected migrant or homeless statuses 4 Click OK to run the report 5 Follow the same steps to generate the other Health Disparities Collaborative Reports 174 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Run Date 4 16 2008 11 04 33 AM Date Range 2 3 2008 4 16 2008 Health Disparities Collaboratives Diabetes Report A T E 4 paiemsmcdedinmis Repot OOO oo i O o o A Active patients who belong to diabetes racking s wos e A A Patents wih an HbATe during the reporting peros o o e r E 6 Pallenis wih 2 HbAtc s during the reporing period atleast 3 months apa oj 0 E A A Patients wih a selfmanagement goal set during the reporting period o o e S 1 Patients taking an antithrombotic agent such as aspin o 21 49 r E E E A E E S _____4 Patients taking an ACE inhibitor or an ARB medication of o s eoodpresswe O O O O OOOO O O C A Patents win a BP during the reporting period o o E S
216. ick OK 301 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS Setup Visit Mapping ltem Diabetes Diagnosis Equivalent Items 250 00 DIABETES TYFE II 250 01 DM UNCOMPLICAT 250 02 NIDDM NON INSULI 250 03 IDDM INSULIN DEP TE 250 04 DIABETIC NEUROP 250 05 RETINOPATHY DIA 250 06 NEUROPATHY DIAB set Values 250 08 DIABETIS WITH OT 250 12 DIABETES W KETO 250 22 DM W H YPEROSM 250 40 DM W RENAL MNF 250 42 DM W RENAL MNF 250 5 DIABETES MELLITUS 250 50 DM WEE MNFST 250 52 DM W EYE MNFST 250 6 DIABETES MELLITUS IRN AN MIARETES tas MEIR 5 Double check the Equivalent Items window to make sure that you have included all of the diagnoses for diabetes Click OK to save the mapping Mapping the Mammography Test 1 Highlight Mammography Test and click Edit 302 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS A
217. ick the Add button on the category green bar Value for 8 18 2009 Most Recent Value Save Ade Yes None A Refer Refuse Cancel Diabetes i2i _____Sis 8 12 2009 Exercise i2i Med Management Goals Adc isco s one Expand All Exercise i2i HbA1c i2i Collapse All amp Immunizations 10 The Select box will display for you to choose the education item you want to add for this patient You will see the education item on your template for you to update Value for 8 18 2009 Most Recent Value Save Yes No None uc A Recv Refer Refuse None Cancel Diabetes i2i El Received 8 12 2009 Exercise i2i ea TMedmenagenene o O Oo A E a a sxpara an amp Goal Pre Discon Refu None ee O a O O o E Colapse an M A A S A amp Immunizations A Refer Refuse None 11 Click the Received button to update the education item 12 Some of the items Goals amp Other Items that you are updating require you to enter a value In this case you will select the appropriate option for Goals the buttons are 114 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Prescribed Discontinued Refused or None and click the down a
218. id Lowerer Thyroid Cancer 2 9 2006 Asthma Diet 121 Exercise i2i 3 or more times wk Cardiovascular Goal Set Goal Set Childhood Immunizations i2i HbAlc i2i less than 7 Depression Diabetes Tracking iZi Mammogram Tracking i2i Pap Tracking 121 Perinatal Tracking i2i Below the blue bar is the immunization schedule for the patient There are two tabs Table and History 228 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Childhood Immunizations Garcia Edgar Assigned Table March 2004 Vaccination Schedule a 7 oe a Tadd Dose ore _________ e20 2000 00825 Add Dose neon _________ 20 2008 Bose 2 add pose mm 7 28 2008 Bose 2 add Dose a era0ra017 Ore had oose he0 fo a E Add Dose vorc foroo i Table The Table tab shows the columns for the Vaccine Group and the status of the Next Dose To alert you when the vaccine is due the printing in the box will be red and the word Due will be displayed If the vaccine schedule indicates that the vaccine is too late the word Late will be displayed For more information on the Next Dose due click the browse button to the right of the vaccine you are inquiring a
219. ient Tasks Patient Profiles Patient Profile Items Visit Note Types Allergies 1 If the Allergy to be added does not already exist click Add 2 Type a name for the Allergy and a description if desired to better describe the allergy 3 Select any equivalent allergies from linked software Name Penicilin Description Penicilin and Cefazolin Equivalent Allergies in Linked Software CEFAZOLIN CEFAZOLIN SODIUM PENICILLIN G PENICILLIN G BENZATHINE PENICILLIN G POTASSIUM PENICILLIN G PROCAINE PENICILLIN V PENICILLIN V POTASSIUM PENICILLINS Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Educations 1 Type a name for the Education to be added and a description if desired to better describe the education At the bottom of the screen are the Schedule and Linked Visit Type tabs For Education items you can choose to set up a schedule of how often the education item is needed For example for Diabetes Education the schedule may be once per year i2iTracks will alert you if the patient is due for diabetes education if they have not had it in the past year Additionally i2iTracks allows you to create schedules based upon the gender and the age o
220. ies Name poo Vaccine Schedule Description Ao Vaccine Schedules Schedule Add DTP DTaP Flu Flu Remove Hep A Hep Remove Hep B Hep B Hib HIB MMR MMR Pneumococcal PCY Polio IP Varicella Varicella e Name Type the name of the immunization table for example Childhood Immunizations e Description Type a description for the table optional e Vaccines Schedules The vaccines list will display a listing of current vaccines assigned to the table You will see the vaccine group and the vaccine schedule in this list To add a vaccine click Add 223 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Select Vaccine Schedule Measles Meningococcal Mumps Pertussis Rota Rubella Shingles Tetanus 4 The Select Vaccines Schedule screen displays showing a complete list of vaccine categories To view the individual vaccines you will need to expand the category Click the button next to the category name to expand the list and show the individual vaccines If a vaccine was already chosen and is assigned to the table it will not appear in this screen Each vaccine will need to be added one at a time Click the
221. ieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 Visits all codes mapped to UDS Visit by service type with primary diagnosis in the PM System Column A Patients by service type with primary DX in the PM System Column B Table 6B Overview Quality of Care Indicators Table 6B is a bit more complex than Table 6A because it looks at both indicators in your PM System and indicators in i2iTracks It is important to understand how i2iTracks calculates the numerators and denominators The indicators are defined as follows Section A and Section B Demographic Characteristics of Prenatal Patients amp Trimester of Entry into prenatal Care e Prenatal care patients are only counted in this table if you are using i2iTracks Perinatal Tracking If you do not use Perinatal Tracking in i2iTracks this portion of Table 6B will need to be completed by counting patient charts or other methods e Sections A and B apply to organizations that assume primary responsibility for some or all prenatal care services See the HRSA rules about the requirements of this particular indicator Denominator Patients in i2iTracks Perinatal Tracking who have had a prenatal visit or a delivery in the calendar year Numerator Age category Section A lines 1 6 Trimester entered into care Secti
222. ight 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup 5 On the Normal Values tab click Add The Normal Values screen displays Complete the fields as follows e Normal Values Type the normal value range If the normal value range is specific to a gender or age range you will need to complete the remaining options e Beneath the normal value range choose patients that are a specific gender by clicking to check the box to the left of the Gender field You can also choose patients that are in a specific age range by selecting the box to the left of the age range field and typing the age 8 Click OK to save your entry You are returned to the Normal Values tab where your entry will be displayed If there are other normal values for the lab test click Add repeat the above steps If not click OK to save the lab test information Assigning a Schedule to a Lab Test In i2iTracks you are able to add schedules for labs For example If you wanted your diabetic patients to have a semi annual HbA1c you could attach a schedule to the HbA1c lab and i2iTracks will give you a list of DM Diabetes Mellitus patients who have not had an Alc in the last 6 months You can then use that list to sen
223. ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 Chapter 23 UDS Measures Table 6A 6B amp 7 Overview of UDS Tables 6 and 7 The i2iTracks UDS Tables 6 and 7 helps the user easily capture and report the clinical UDS measures These tables are complex and adhere to very strict rules of how who and what gets reported Each table has specific requirements which you are responsible to understand before you use this feature of i2iTracks i2iTracks will give you the tool to generate the reports but you must understand where the data is coming from and how the statistics are generated In addition there is preparation and extensive set up that is required by you Remember If you do not collect the UDS indicators in i2iTracks they will NOT be included in your reports Preparing for Setup Review the requirements of the UDS Tables 6A 6B and 7 in the 2011 UDS Manual found on the HRSA website Make sure you are clear on what is required of you to report how it is counted etc Consider how you currently capture the required clinical indicators For example e How do you currently track Paps e How do you currently track blood pressure for your hypertensive patients e How do you currently track childhood immunizations e How are you going to report indicators you do not collect
224. ingful Use report allows you to report on specific quality measures affecting the health of your patients NOF endorsed National Quality Forum consensus standards constitute a broad set of performance measures for ambulatory care The following standards are reported on in this report NOF 0421 PORI 128 Adult Weight Screening and Follow Up NOF 0013 Hypertension Blood Pressure Measurement NOF 0028 Preventive Care and Screening Tobacco User Measure Pair NOF 0041 PORI 110 Preventive Care and Screening Influenza Immunization for Patients gt 50 Years Old NOF 0024 Weight Assessment and Counseling for Children and Adolescents NOF 0038 Childhood Immunization Status NOF 0059 PORI 1 Diabetes Hemoglobin Alc Poor Control NOF 0064 PORI 2 Low Density Lipoprotein LDL Management and Control NOF 0031 PORI 112 Breast Cancer Screening This report can be exported to the PORI XML format A setup screen allows you to map the items for this report Setting up the Meaningful Use Report Before running the Meaningful Use report you need to map the items used in the report to data in i2iTracks 1 Select Setup gt Printing and Reporting gt Meaningful Use Report The Meaningful Use Report Setup screen displays 176 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recor
225. instructed by your IT manager or vendor In the bottom right corner of the screen you will find the i2iTracks version running on your workstation To log in type your User Name and Password and click OK 13 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 3 i2iTracks Login amp Navigation i2iTracks Navigation Once you are logged into i2iTracks navigating finding your way around is similar to most Windows based software programs Menu Bar and Title Bar Across the top of your screen you see the i2iTracks title bar and toolbar A i2iTracks i2i Tracks Today o 8 X ad File Setup Patients Find Reports Windows Help f X SPHORA eS B e The menu bar is located at the top of your screen beneath the title bar Each menu bar item displays a list of commands The menu bar includes the following options e File stores system utilities security and Tracks Today e Setup includes the libraries and system configurations e Patients includes options to access patient information both for individual patients and groups of patients The Recall Referral Follow Up Task Managers e Find lists patient specific reports you can run to access and manage your data in i2iTracks e Re
226. into the patient s individual accounts and the patient is placed on the follow up list The patients remain on the follow up list until you remove them You can choose to schedule additional tests send letters to the patient or create reports on the results Before doing the set up you will need to gather the following information e List of women s health procedure codes in your Practice Management System e List of women s health follow up procedures for both Pap and mammograms and associated Practice Management System codes Examples include Colposcopy Cold Cone Biopsy Cryotherapy LEEP Hysterectomy Refer to specialist e List of possible results for Pap and mammogram procedures Examples include Ascus Atrophy Condyloma Endometrial Tissue HGSIL Inconclusive Inflammation Infection LGSIL Normal Other Women s Health Management Setup The setup process for pap and mammogram tracking is very easy GEEA abe i Create various letters Add your Linked Visit Types Add the follow up visits Add results Create tracking types Decide review pending list schedule build annual gyn recall and design patient searches 128 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written
227. ion of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes Auto update The process of automatically updating patient data Any data that is contained in the PMS and is connected to the patient through a Linked Visit Type is automatically updated every time the PMS data is transferred to Tracks Indicators Same as Patient Profile Items see below Indicators are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile LVT Linked Visit Type This is the setup library used to link the CPT Current Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks Patient Profile Items Same as Indicator see above Patient Profile Items are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile Patient Profile A collection of Patient Profile Items into a disease profile Patient Profiles are used to collect various Patient Profile items or indicators into a single profile This profile is then used to create a Tracking Type Tracking Type Collects data about a specific population of patient
228. ipidemia Mixed i2i O Dyslipidemia Triglycerides i2i i s pr lt m 4 Select the box next to the profile items that you want to print on the Visit Summary form for patients with this problem 5 Click OK to save your work Procedures Referrals Type the name of the Procedure or the Referral procedure to be added Type a description if desired to better describe the procedure or referral If it applies enter the default location where the procedure or referral most commonly occurs 99 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Procedure Referral Properties Name Colposcopy Description Default Location Community Health Clinic of Santa Ros ES Ifthe user has a default location default to it instead Cancel Tracking Type Pap Tracking i2i ed Linked Visit Types Schedules Please specify which visit types from your linked software indicate that a procedure of this type has occurred When a procedure of this type occurs in the linked software treat it as a request for the procedure 4 If the procedure or referral being added is for pap or mammogram Tracking select the Tracking type that applies to the pr
229. is Visit Patient ID Age Name Race Address 1 Language Phone POP Insurance PROBLEMS Diabetes Type Il Renal Nephropathy i2i Vascular HTN i2i MEDICATIONS Aspirin i2 3eta Blocker Unspecified i2i test the sig only Cal Chn Block Unspecified i21 Lipid Lowerer Critical Lab Value LDL 265 on 8 12 2009 Follow Up Required followup test PO Follow Up Required testing the follow up EKG i2i You can monitor your entire list of critical labs from the Lab Results that are Critical report found on the Find menu 257 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup oor File Setup Q Ee ae EyePACS Cases that are Abnormal Follow Ups Immediate wr Follow Ups Immediate or Future Immunizations that are Due Immunizations that are Late Lab Requests with Pending Results Lab Results that are Abnormal Overdue Profile Items Procedures with Pending Results Each item on the Critical lab results report needs immediate attention Results will stay on this report until they have been evaluated and flagged as reviewed If a result is not been flagged as reviewed the item will be on the list again the next
230. is the software that is currently interfacing with and automatically updating i2iTracks This includes PMS Practice Management Systems interfaces Lab interfaces Pharmacy interfaces and so on Patient Search Search for Patients An i2iTracks feature that queries both Tracks and the PMS simultaneously generating a list of patients that meet the customizable search criteria PMS Practice Management System a billing system Search Filters Criteria The options chosen that identify the list of patients desired Overview of Patient Searches The i2iTracks Patient Search feature allows you to easily create your own patient lists The Patient Search feature queries patient information collected in i2iTracks as well as information from your PMS EHR Lab or Pharmacy interfaces simultaneously This query enables you to generate a list of patients that meet any search criteria For Example e Patients due for a GYN e Patients needing Dental Cleaning Reminders e Patients Overdue for Immunizations e Diabetic Patients with an HbA1c value gt 9 e Diabetic Patients needing a quarterly visit e Patients with High Blood Pressure e Patients due for a Flu Shot Patient Searches are required for some of the other features in i2iTracks such as Recalls or patient correspondence For example you will first generate a list of patients using the Patient Search function You can then place all of the listed patients into the Recall send them a le
231. is to set up the list of follow up procedures Examples of follow up procedures include e Colposcopy e Cold Cone Biopsy e Cryotherapy e LEEP e Hysterectomy e Refer to specialist Add any follow up procedures for paps and mammograms whether the procedure is performed at your clinic or referred out to another site to the Profile Items Procedures library To set up your Pap follow up procedures 1 Select Setup gt Patient Profile Items gt Procedures Referrals A list box displays showing previous procedures entered To ADD a new procedure click ADD Complete the fields as follows 129 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Procedure Referral Properties Name Colposcopy Description Default Location fizi Systems Health Center see x Ifthe user has a default location default to it instead Tracking Type Pap Tracking i2i v Gender Age Should Occur Ever e NAME Type the name of the follow up procedure i e Colposcopy e DESCRIPTION Type the description of the follow up procedure i e Colposcopy e DEFAULT LOCATION Type the default location for where the follow up procedure usually
232. is tracking type Results zi z Cancel F Only include visits that occured on or after 4 9 2008 v To add a Tracking Type Select Setup gt Tracking gt Custom Tracking If the Tracking Profile to be added does not already exist click Add Complete the fields as follows e NAME Type the name that best describes the Tracking Type being created e DESCRIPTION Type a description to better describe the profile being created optional e PATIENT PROFILE Click the browse button to display your list of Patient Profiles Select the Patient Profile to attach to the Tracking Type Now that you have created your Tracking Type you will decide if you want patients automatically or manually added to the Tracking Type You can attach a Linked Visit Type to the Tracking Type that will automatically assign patients with a particular diagnosis code s to that Tracking Type or you can add the patients manually Caution If you use a Linked Visit Type ALL patients with the ICD9 or CPT code in your PMS will automatically be assigned to this Tracking Type If you decide to have the automatic assignment it is a good idea to check the box at the bottom to only include visits that occurred on or after a specified date as you may not want to include patients that have not been seen for two or more years 4 Click OK to save your Tracking Type 108 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this docu
233. ise without written permission from i2i Systems Inc Chapter 15 Referral Tracking E e Referral Source lt m Q o Sem s General Specialties Locations Approved Insurance Plans Name Address 1 3020 Sonoma Avenue Description Address 2 NPI City State Santa Rosa CA Tax ID ZIP Code Contact Notes Phone 321 2040 Altemate Phone OK Cancel e General Tab Name Type any name that best describes the referral source being added Description Type a detailed description of the referral source optional NPI National Provider Identification Tax ID Tax Identification Contact Type a contact person for the referral source Phone Type a phone number for the referral source Alternate Phone Type an alternate phone number if desired Fax Type a fax number for the insurance plan Email Type an email address if desired Address1 Type an address for the source Address2 Type an address line 2 for the plan if needed City Type the source s city Zip Code Type the sources zip code 190 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Note Type any n
234. ise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Patient Vaccine Dose Given Date 6 20 2008 Unknown Vaccine Lot Predefined ER C Other Lot C Unknown Vaccine Type Manufacturer Expiration Date Administered By Injection Site VIS ID 6 20 2008 C Not Given Vaccine Group DTP fa By OK Cancel e Given The Given box will automatically be checked This indicates that the vaccine was administered e Date Select the date of the vaccine This field defaults to today s date If the date of the vaccine is unknown click the Unknown box e Vaccine Lot To select a Vaccine Lot for this vaccine click on the browse button next to the Predefined Lot Number lookup screen This is not a required field and can be left blank If no Vaccine Group is chosen type the beginning numbers of the lot number and all lots starting with that number display You can have lot numbers appear by a group a number or a Vaccine Type Once the lot number is chosen many of the fields will be automatically entered Vaccine Type Manufacturer and Expiration Date e Vaccine Type Manually enter the Vaccine Type if you did not select a Vaccine Lot e Manufacturer Type the manufacturer if known optional e Expiration Date Manually select the Expiration Date if needed 237 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of t
235. isit form and baby postpartum forms are completed DX Patient Pregnancy Richardson Anna Page 1 page 2 Prenatal Care Start Date At this site 1 25 2012 Delivery Date i LMP Gestational Age Weeks since LMP 1 Case Manager 2 Trimester entered into care regardless of site EDC EDD due date by current best estimate Cc 3 5 is 3 4 Did the first prenatal visit occur at this site UDS Yes i c F x 3 is 3 A Site Name Multiple gestational pregnancies Expected Hospital for delivery Did mother desire or intend pregnancy at this time O Yes I Medica ssessment eer 1 Medical Risk Assessment Complete O Yes 2 Risk Factor 3 Ea 3 o 3 4 3 Risk Factor Detail O Yes I 3 3 o 7 3 Y T 3 a J j a m 2 For anew pregnancy select the Page 1 tab and complete the Pregnancy Intake form as follows e Prenatal Care Start Date At this site Select the date the patient started receiving prenatal care at your health center e Delivery Date This field will be left blank until the baby is born Once the baby has been delivered enter the date the baby was born e LMP Enter the Date of the last menstrual period optional 211 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system
236. it flagged as Not Applicable Select the criteria for WHEN you want this Item to appear on your Visit Summaries and Patient Profiles templates Important If you want this item to appear for ALL patients do NOT enter any criteria In the example above the Depression Screening will only appear in the Diabetes Tracking Profile IF the patient has a problem of Depression The Depression Screening procedure will NOT appear on a Diabetes Visit Summary if the patient does NOT have the problem of Depression Note that the option at the bottom of the screen can be used if you would like to omit the Profile Item from the Visit Summaries and Profile templates if the item has been previously flagged as N A Not Applicable Do not have it flagged as Not Applicable You are now ready to create your Tracking Type Creating a Tracking Type is simply a matter of attaching the patient profile to it 107 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Tracking Type Properties 3 Name Diabetes Description Patient Profile Diabetes cvo as K Linked Visit T Please specify which visit types from your linked software indicate that a patient belongs to th
237. ition The form alerts the provider of services that are due documents the status of all the indicators for the patient s conditions displays trends of important labs and vitals lists their current medications and much more The Visit Summary can then be used as an encounter form to document the updates for the visit and become the data entry form Patient Visit Summary forms are easily customizable by you You can choose to have a two column or a three column form You decide what patient information will print on the form including indicators lab trends and vital trends You can have a different Visit Summary form for each patient profile that you have built and can even create a provider favorite Visit Summary form Once you have created the Visit Summary form you can print it out for an individual patient or a group of patients For example you may want to print a batch of Visit Summaries for your patients with Diabetes who have an appointment tomorrow Adding a Visit Summary Every Patient Visit Summary form must first have a Patient Profile built in the Patient Profile library To create a Patient Profile refer back to Chapter 9 Disease Management Setup To create a Patient Visit Summary 1 Select Setup gt Printing and Reporting gt Patient Visit Summaries The Patient Visit Summary library displays with a list of the previously created Visit Summaries There are six buttons on the right hand side of the window 239
238. itten permission from i2i Systems Inc Chapter 15 Referral Tracking Consult Eye Exam Dental Visit Psychiatric Evaluation Diabetes Education Class Adding a Referral Type 1 Select Setup gt Tracking gt Referral Tracking gt Referral Types oy Referral Types Consult DM Education Class Evaluation Mammography Not Specified Office Visit Physical Therapy Show Disabled Items 2 If the Referral Type to be added does not already exist click Add 3 Complete the fields as follows 185 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking fi d p m Referral Type General Name Mental Health Counseling Description Mental Health Counseling Notes to be displayed during the creation of the referal When the referral has been completed create an item of this type None Procedure Consultation LJ x Education Lad x e NAME Type any name that best describes the Referral Type being added e DESCRIPTION Type a detailed description of the Referral Type optional e NOTE Type any note that should appear when this referral type is selected This could be a note to remind the patient to fast prio
239. k a CPT or ICD9 code to any of the questions on the Perinatal Pregnancy form 1 Select Setup gt Tracking gt Perinatal Tracking The Setup Perinatal Tracking window displays 2 Click Setup Question Mappings Click Add to bring up the list of Perinatal questions You may also edit or remove a previously mapped question 205 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 16 Perinatal Tracking Overview and Setup Setup Perinatal Question Mapping Question Did mother receive influenza vaccine during this pregnancy Pregnancy Form Equivalent Items 90659 FLU VACCINE Equivalent item must occur in the following period Between the Prenatal Care Start Date and the Delivery Date Priorto the Delivery Date Priorto the Prenatal Care Start Date 9 During the v after the Delivery Date Answer that should be assigned to the question when an equivalent item occurs Yes v 3 Click Select next to the question to be mapped to bring up the mapping properties window for that question 4 The question properties window will have the question listed at the top Click Add next to the Equivalent Items window to bring up the CPT or ICD 9 selection window 5 Once you ha
240. k the Childhood Immunization tracking type in the Tracking Summary tab The patient s immunization schedule displays 3 At the bottom of the screen click History Report The Immunization Record and History report display aie Gen Vace Tye osou fiabe Esp Date Administ By Sex he A CC CT a 2 visznes fom nos ur acesnee ummon sec fret nro a raano lono oe W 112007 OTP NOS juve Unknown ina inao oorno Sron os E C 8 24 2005 MERCK a Unknown OLR Len Thigh a a anos Hen nos Unknown Unknown ess nes ur pee fa args 2 inazo Hib nos 064R Unknown Tae a fumino a ee eee E ft wauzoos pata Nos wens oa 11972006 polio NOS 3 ev202008 potio NOS a variceta f1 7zazoos _ varicena unmom _ m i AOD z 3 Mu om DIS 3 3 c nknown 12812006 4 To print the report click the printer button located at the top of the report screen You are prompted to select the desired printer destination You may also choose to save the report to export the data i e to Excel Click Save at the top of the report screen and choose the file format from the list 5 When completed click the Close button X button at the top right corner of the report screen Click the Close button at the bottom of the immunization table screen to exit the patient s immunization tracking 238 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document sha
241. ke additional selections 66 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches r a Search for Patients os S Search for Patients Pre Filters Patient Searches Dr Hernandez DM Patients I1 D XZ Patient Search Results Dr Hernandez DM Patients Group Default Location All 2K Provider all mesa Drag a column here to group by this column Select All ID Y Name E Y Gen Y DOB TIA e Y Med Rec Y Can Be Ci Oo 2929 Aguilar Abraham M 6 5 1972 41 Yrs 54436 1 Yes O 2930 Aguilar Francisco M 4 10 1938 76Yrs 54443 1 Yes O 2928 Aguilar Miguel M 6 15 1948 65 Yrs 54235 1 Yes O 2955 Aguilera Issa F M 11 25 1985 28Yrs 540441 Yes O 2926 Aguirre Jose M 12 24 1958 55 Yrs 53976 1 Yes O 2923 Alejandre Rogelio M 3 28 1957 57 Yrs 53657 1 Yes O 2931 Alonso Yolanda F 8 16 1944 69Yrs 54684 1 Yes El 2963 Altamirano Gabriel Hugo M 1 28 1976 38 Yrs 53178 1 Yes O 2919 Alvarado Hank M 4 22 1937 76 Yrs 53137 1 Yes Count 57 O 2920 Alvarado Victor M 10 22 1968 45 Yrs 53140 1 Yes Show Criteria A ora M 38 Yrs 52723 1 Yes a 0 iki 4 By default the patient list is sorted by the first left most column You can sort the list of patients by
242. ks toolbar select Patients gt Patient Info The Patient Selection Bar displays on the screen beneath your i2iTracks toolbar 2 You can retrieve your patient by one of the following selection options e ID the account number in your practice management system e First Name of the patient e Last Name of the patient e Social security of the patient e Date of birth of the patient e Medical record of the patient 3 Once you choose your selection option you are prompted to enter the patient information based upon your selection 4 Enter the patient information and press Enter or click the binoculars icon The Lookup Patients window displays a list of patients that match your request 5 Locate your patient in the lookup list If the list is too long to find your patient easily you can narrow down the list by entering more information in the other search fields For example if you looked up your patient by their last name and the list is very long you can narrow down the search by entering their first name date of birth social security number etc Once you enter your advanced search criteria click the binoculars icon at the top of the screen Your list is now much shorter 6 To select the patient double click on the patient name or use your arrow key down or up to highlight the patient name and then click OK The patient information screen displays with the data about the patient you just selected 7 Inthe Tracking tab the C
243. l photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting r sce afer _ Only show items that contain GO x Asthma Repo DM BMI 30 cancel DM patients under 45 Meaningful Use Measures Perinatal Reproductive aged women with Diabetes TB patient report Select a report from the list and click OK The report criteria window displays Enter the date range for the report in the date range fields You can click Show multiple periods and enter your number of months if you want to designate a comparison report for each of the time periods selected For example you may want to create a report for a date range of 1 1 07 12 31 07 and have i2iTracks show comparison columns of 3 months each to track and compare your progress quarterly 168 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Apor Cimin a Date Range OK 1 1 2011 vj to 12 88Y2011 v Cancel 12 months in length V Only include these locations I Only include these migrant statuses Community Health Clinic of Santa Rosa Add Petaluma Women s Health f Santa Rosa Health Center Remove MV Show as separate columns X 3 colum
244. l Measures Report File Setup Patients Find Reports Windows Help Correspondence Financial Classifications Linked Visit Types Locations Patient Searches Patient Tasks Patient Profiles Patient Profile Items Printing and Rep GPRA Report Health Disparities Collaboratives Health Registry Reports Meaningful Use Report Patient Visit Summaries UDS 2011 Population Analytics 2 In the Setup screen define and map the following indicators 296 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AOIC CSLC REPORTS e AQIC CSLC Clinical Measures Report Setup S Ambulatory Care Encounter Diabetes Diagnosis Mammography Test Pap Test e Ambulatory Care Encounter Both the AQIC and CSLC measures in this report require that a patient have one or more medical encounters to be included in the report Remember not all of your patient s visits are considered valid encounters a diabetic patient may come in for a flu shot but not see a provider The most common ambulatory care encounter codes are your office visit codes Keep in mind that you may have payers that use their own coding requirements such as CPSP CHDP etc Again consult with your billing expert to assure yo
245. l appointment Canceled Completed No Show Not Competed The default is Not Completed Note Enter any desired note about the referral appointment 8 Once all of the referral information is entered choose one of the following e Save and Exit This will create the referral tracking number save the referral and exit the create referral screen e Save This will save the referral and create the Referral Tracking number but not exit the create referral screen e Print the Referral Click Print to print a referral form for the patient or for your records e Send the Referral via Fax Click Send Fax and select or enter the fax number Note When printing or faxing a referral that has a specified location the printout includes the location s name address phone and fax rather than the referral source s address phone and fax 197 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking e Cancel the Referral If you want to cancel out of the referral screen without saving click Cancel Managing Referrals Referrals can be managed in two ways by groups or individually patient by patient The Referral Manager is the screen that allows the user to manage all referra
246. ll be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning Chapter 20 Pre Visit Planning Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes Encounter Form A form containing CPT and ICD9 codes that the provider takes into the exam room and marks to identify what procedures he performed and diagnosis he assigned to a patient It can also be referred to as a route slip fee ticket fee or superbill ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes Patient Profile Items A customizable selected group of indicators for a certain population of patients Tracking Type Defines the specific population of patients you are tracking It includes the indicators that are assigned in the Patient Profile Examples include diabetes depression cardiovascular disease etc Patient Visit Summary Form A Patient Visit Summary form is used by a provider during a patient s visit The Visit Summary gives the provider an at a glance status of the patient s medical cond
247. ll status have been assigned to the Recall on a future date When the active date assigned to the Recall arrives the patient s will move to the Ready column 52s Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Note For i2iTracks to monitor each step in the Recall protocol all Recall letters must be sent from the Recall Manager i2iTracks GYN Recall Office Policy amp Procedure Example Purpose To assure all women receive an annual women s exam Policy Qualified women will be reminded recalled annually for their women s health exam Procedure 1 Every Monday the i2iTracks Annual GYN Recall Task will be performed 2 Every day the Recall Manager will be reviewed 3 Letters will be sent to patients in the Ready status 4 Patients on the Failed list will be reviewed for the next appropriate action 53 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Chapter 7 Patient Searches Chapter Terminology Linked Software This
248. low Up Required Choose this option to choose both immediate or future Follow Ups 2 Once you have selected your criteria click the Follow Ups tab at the top of the screen The Follow Up list matching your selection criteria displays 155 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups 3 print the list Choose the patient to view the Patient s information from the list or you can choose to Follow Up Manager Potiow Us Creare Foei Sesiones zo tome di ce Met tom a Aestwe Soe Duoreipiion jm Powers heises LETS Hri Margais Creciele da orean arais Baseret te Aovigneg te Onn Feii we te coe or Peterrel Soroh Jemnonn mm LATTE d Wern detects Patent inte Eee Cot 2 156 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Chapter 14 Reporting Chapter Terminology DM Diabetes Mellitus GPRA Government Performance and Results Act used in Native American Health Centers See Chapter 25 f
249. lows e NAME Type the name of the Linked Visit Type i e DIABETES e DIAGNOSES Next to the Diagnoses box click Add The Lookup Diagnosis window displays When you first bring up the screen you will see the list in numeric order by ICD code Choose to look up a diagnosis by either ICD code or description by selecting the appropriate tab To choose by CODE On the By Code tab type the diagnosis code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random 24 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup diagnoses click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK To choose by DESCRIPTION On the By Description tab
250. ls Follow Ups Referrals Correspondence Pharma OY Animal Hair GY Pollen e The History tab is where the patient visit and profile item indicator history is located for example the patient s discontinued medications accomplished goals received educations immunizations and so on It is also where the patient s vitals and a SOAP note will be entered if desired e The Labs Tab is where all of the patient s lab information is stored both manually entered labs and lab results coming over via a lab interface The Requests Tab is 40 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information used to enter lab requests and it is also used to record manually entered lab results The Results Tab is where the patient s lab result history is displayed both manually entered lab results and interfaced lab results that have been mapped to come over into i2iTracks There will also be a tab here for each lab company that you have an interface with providing a place in i2iTracks for viewing external lab results e The Recalls tab provides you with a list of current and past recalls assigned to the patient This is where you can manage an individual patient s recalls A Recall is a custo
251. ls that have been added to i2iTracks This screen allows the user to create multiple ways of filtering all the different referrals for ease of administration 1 Select Patients gt Manage Referrals l sx Referral Manager kajlaJEs Referral Manager Referral Criteria Referrals Referred During The last 6 month s fa Referred By kay Bal Sel Referred From kay i ss reife Referral Source Any ae Specialty ay Baal Referred For Referral Type v any oS E54 M Not Specified Priority Any v Assigned To User C EA V Not Specified Status Not Completed Any SA Insurance Ay EARS l Follow up is due Referral appointment is scheduled during Any period Ea 2 In the Referral Criteria tab select the different filters to be applied to the global referral list as follows Multiple filters can be applied e Referred During This allows you to filter the global referral list by a time period Use the browse button to select the desired time period e Referred By This allows you to filter the referrals list by the referring provider e Referred From This allows you to filter the referrals list by the location of the referral e Referral Source This allows you to filter the referrals list by referral resource e Specialty This allows you to filter the list by which specialty the patient was referred to 198 Copyright 2014 by i2i Systems Inc All Rights Reserved N
252. m designed protocol to get patients back to the health center usually for routine care e The Follow Ups tab is where you can manage and view all of the patient s follow ups Use i2iTracks Follow Ups like a to do list or a tickler system to help you stay on top of and track your patients with special needs You can view their immediate future and past follow ups Immediate follow ups are those with an active date of today or older Future follow ups have an active date in the future and past follow ups are completed or cancelled e The Referrals tab is where the patient s individual referrals can be managed e The Correspondence tab will give you a history of all letters printed for the patient in i2iTracks including when the letters were printed and who printed them A history of email correspondence is also kept e The Pharmacy tab will only be displayed if you have an interface with your internal pharmacy It will list the patient s prescription information Visit History The Visit History is an at a glance view of all the history of the patient s vitals profile items and labs all on one screen This gives you easy visibility of all indicators for a patient without going to multiple separate screens To access the Visit History follow these steps 1 From the Patient Information screen retrieve your patient Click the Actions menu and choose Visit History 2 The Visit History screen will display 41 Copyright 201
253. mary of each dose To add a dose click Add The Dose Properties screen displays Complete the following fields 220 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Dose Properties Dose 4 Recommended Age ho year s Minimum Age i yeas v Maximum Age Poo years Minimum time before next dose e month s MV Skip all remaining doses if given after 4 pearls of age F Change the minimum time before next dose to if given of age s Recommended Age Type the recommended age for the dose Minimum Age Type the minimum age for the dose Maximum Age Type the maximum age for the dose Minimum Time Before Next Dose Type the minimum time that must pass before the next dose should occur Skip All Remaining Doses if Given After a Specified Age Complete this field if remaining doses can be skipped when a patient reaches a certain age Change the Minimum Time Before the Next Dose Complete this field if you want to change the minimum time interval when a patient reaches a certain age 4 Click OK to save the dose 5 Click OK to save the Vaccine Schedule Immunization Tables The next ste
254. ment shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Now that you have built a Patient Profile you can also build a Patient Visit Summary Form A Patient Visit Summary Form is an encounter form designed by you for a specific Tracking Type You can choose to have a 2 column or 3 column form which indicators you want on the form and whether you want lab trends or vital trends on the form You can have a different visit summary form for each patient profile that you have built and can even create a provider favorite visit summary Since all visit summary forms are attached to a patient profile you must first build the patient profile The visit summary can then be used as an encounter form as well as a data entry form For more on Patient Visit Summary forms refer to Chapter 20 Patient Visit Summary 109 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Chapter 10 Disease Management Data Entry Chapter Terminology DM Diabetes Mellitus ICD 9 Codes International Statistical Classificat
255. ms Allergies Immunizations Medications Date Procedure Facility Provider Payer Dx 1 Dx 2 12 20 2011 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN HEALTHPLAN OF CA CAP ME 709 9 LESION DERMAL 9 29 2010 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali WOODS WRIGHT PHPC CAP MEMBERS 250 00 DIABETES TYPE II 277 7 DYSMETABOLIC 9 29 2010 85018 HEMOGLOBIN COMMUNITY HEALTH Of Cali WOODS WRIGHT PHPC CAP MEMBERS 250 00 DIABETES TYPE II 277 7 DYSMETABOLIC 4 18 2010 90718 TETANUS amp DIPTHE COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 250 02 NIODM NON INSUL 4 18 2010 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 250 02 NIDDM NON INSUL 1 18 2010 99212 EST BRIEF VISIT VI COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 250 00 DIABETES TYPE II 1 3 2010 99212 EST BRIEF VISIT VI COMMUNITY HEALTH Of Cali HARRIS PHPC CAP MEMBERS 493 02 ASTHMA ACUTE E 272 4 HYPERLIPEDEMI 11 24 2009 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 280 9 ANEMIA IRON DEFI 8 25 2009 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 466 0 BRONCHITIS ACUT 8 25 2009 Q0112 KOH SLIDE COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 466 0 BRONCHITIS ACUT 7 22 2009 99213 EXPANDED LIMITED COMMUNITY HEALTH Of Cali ALDEMEN PHPC CAP MEMBERS 250 00 DIABETES TYPE II 4 8 2008 99213 EXPAN
256. munization Flu 12i Procedure Referral Pap i2i Procedure Referral Mammogram Lab HbAic Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACS ACE Diabetes Type II DVT History 2 5 2004 Family History of Breast Cancer Diuretic Unspecified i2i Leg Ulcers 2 15 2008 Vascular HTN i2i 12 7 2005 gt Diabetes Tracking HTN Mammogram Tracking i21 Pap Tracking i2i Perinatal Tracking i2i ARB Unspecified i2i Coumadin i2i 1 mg 3x week Lipid Lowerer Exercise i2 3 or more times wk HbA1c i2i less than 8 Medication Mgnt Take regularly 3 To select Perinatal Tracking double click Perinatal Tracking i2i 4 If the patient has not yet been assigned to the Perinatal Tracking Type click Add 5 Choose Perinatal Tracking i2i and click OK 209 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 17 Perinatal Tracking a Select Tracking Type s Only show items that contain GO x O Aic tracking for reporting averages O Asthma Tracking C Behavioral Health O Cardiovascular C Childhood Immunizations i2i C Chronic Pain C Colon Cancer Screening C Complex Pediatrics C Co
257. n always be mapped at a later time To add a Lab Mapping Select Setup gt Tracking gt Lab Tracking gt Lab Mappings 2 Review the list of labs in the left column i2iTracks Labs for the lab you want to map to the external source lab company In the right hand column all the labs are identified as either being mapped or not mapped 3 Click the lab you wish you map and click Edit A new dialog box displays and prompts the user to add the equivalent result code 259 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Lab Mapping Lab Source Quest i2iT racks Lab HbA c Equivalent Result Codes Code Name Add Add by Product Remove ri cos 4 The equivalent result codes can be added in two possible ways e By selecting Add you can add the equivalent result code by name or code if known Be very cautious in this step If you add the wrong result code you could be reporting incorrect information It will be very important to know the correct result code Result codes can be different from the lab codes see example below e By Selecting Add by Product you can view all results codes returned for a test offered by the lab company
258. n the By Description tab ensure that the list is sorted alphabetically by diagnosis description Type the description of the diagnosis in the box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one diagnosis from the list click on the code or description to highlight it and then click OK To select a group of diagnosis codes click to highlight the first diagnosis description press and hold the Shift key and click to highlight the last diagnosis description in the group You will see all diagnosis descriptions from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first diagnosis description press and hold the CTRL key and click to 97 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup highlight the other diagnoses in your random group After highlighting all desired diagnoses click OK 2 You are returned to Problem screen Ensure that all your diagnoses are included in the Diagnoses box at the bottom of the screen Note Major mistakes can be made by attaching the wrong ICD 9 code to a problem Verify y
259. n with three dots indicates that this is a browse button This allows you to view the entry options for the field you are browsing e Exit Button There are two ways to exit or close i2iTracks Click the X in the upper right corner to close the program Click Exit from the File menu Database and User Status Bar cc sssssssessmmuussssseeeesetetuussssseeeeseeetemuunsssseeeeeeeeesaaee A status bar displays at the bottom of the i2iTracks screen indicating the database and current user name This helps users who may use multiple databases throughout the day know which database they are currently accessing je i2iTracks i2i Tracks Today a File Setup Patients Find Reports Windows Help SHeA P B i2i Tracks Today Dashboards Patient Task Manager i Te F My Statistics mi 2 Tra C ks My Received Messages Last 24 Hours l mt Database i2iTracksMU User i2iadmin 15 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup Chapter 4 General i2iTracks Setup Chapter Terminology Setup Files Libraries Sets of information contained in Tracks that determine how the system is configured LVT Linked Visit Type A library used to link the CPT Current
260. nc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Chapter 15 Referral Tracking Referral Tracking Overview Referral Tracking allows you to keep track of all patient referrals This tracks every aspect of the referral from payer authorization number of visits authorized to basic information about the referral like where the patient was sent and why they needed the referral You can even add follow up dates and i2iTracks will remind you that your referral needs follow up Referral Tracking Setup There are four referral tracking libraries that will need to be set up prior to using the referral tracking module The order in which these libraries are created will be important as they consecutively rely on each other To set up your Referral Tracking Select Setup gt Tracking Choose Referral Tracking Set up Specialties Set up Referral Type Set up Insurance Plans 6 Set up Referral Sources Note When setting up these libraries you may also use the External Mappings tab to map the items to those in the External Referral libraries a AeA W N e Specialties Setup Specialties will be the first library to be set up The specialty set up will allow Referral Sources to be sorted by a specialty Example
261. nchez Socorro 21 30 1935 50008 1 Uitrasound Hedden Aide 8 47 1942 Mammogram Ussery Arcelisa 10 25 1956 Mammogram Ussery Arcelia 10 25 1956 Pap i2i Uribe Argelia 11 3 1984 Pap i2i Smith Blanca 4 10 156 Mammogram Schaut Carmelina 7 12 1957 Colposcopy Saucedo Carmen 57 27 1959 Pap i2i Patient Info Set Result to Normal H NOR rrer Ru z Carolyn 12 23 1947 Mammogram Rubio Cecilia 12 19 1966 Marsnogram Roland Christian 2 27 1937 Mammogram Rodriguez Clarisa 12 29 1575 Pap i2i Rodriguez Claudia 11 30 1957 Pap i2i Rodriguez Claudia 4 9 1939 Mammogram Marquez Graciela 3 9 1964 Pap 422 p NNN pe p NAAN Kumar Irene 3 36 1963 Mammogram Jimenez Jacqueline 9 5 1967 Pap i2i Garcia Kimberly 7 26 1958 Pap i2i m or oe oe m m m m m m m m O m m m m o 3 From the Pending List choose the patient by highlighting the patient name and clicking Patient Info You may also click Open If so make sure you pay close attention as you may need to schedule a follow up procedure and will need to open the patient s Pap Tracking History separately When you choose Patient Info this will be avoided 4 Choose Pap Tracking from the Patient s Tracking Type list The Pap Tracking History screen displays Double click the pap smear to record the abnormal result Detailed information about the corresponding pap smear displays 140 Copyright 2014 by i2i Systems Inc All Rights Rese
262. nd 7 health outcomes and disparities by race and Hispanics Latino identity are all included in i2iTracks See Chapter 23 for more information Reports Overview i2iTracks has many different reports the Health Registry reports the UDS clinical measures the Health Disparities Collaborative reports the Meaningful Use report as well as several IHS reports A report is different from the Patient Search reporting described in Chapter 7 A Patient Search is a list of patients that meet certain criteria specified by the user it is typically created on an ad hoc basis A report on the other hand is aggregated clinical data about a group of patients Any Patient Search can be attached to a Health Registry report Health Registry Reports Health Registry reports are used to view outcome and clinical data on a selected population of patients With a Health Registry report you are able to look at a selected group of patients and view Statistics both clinical and demographic about that specific group 157 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting All Health Registry reports are created by you You can have an unlimited number of Health Registry reports For example you can have a registry
263. ner Type None Location Community Health Clinic of Santa Rosa L Phone 254 1774 x253 To add a Provider 1 Select Setup gt Providers 2 If the Provider to be added does not already exist click Add Complete the fields as follows e NAME Type the provider s full name in the Full Name field Additionally you can enter the first middle and last name separately as well as a prefix and suffix e DESCRIPTION Type a detailed description of the provider e TYPE Select the kind of provider for example Mental Health e LOCATION Select the default location for the provider e PHONE Type a phone number for the provider e EMAIL Type an email address for the provider e NPI Type in the National Provider Identifier for the provider Note The only required field for provider is the provider name 4 Click OK to save your work 19 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup To edit a Provider Select Setup gt Providers Click the Provider to be edited to highlight it Click Edit Edit any of the fields as needed Click OK to save your changes Once you have made all necessary changes click Close D S S a To print
264. ng recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking e Assign Patient Immunization Table 2007 Vaccine Schedule Feb 2006 Update Schedule March 2004 Vaccination Schedule October 2006 Vaccine Table Select the Immunization Table for the patient at the prompt Click OK Click Close to return to the Patient Information Screen SO OI ie ee Select the Childhood Immunization Tracking Type to access the patient s Immunization Table The assigned Immunization Table displays showing you the vaccine schedule for the patient All of the vaccine procedures that are entered in your PMS will transfer into the immunization history for the patient based on the associated CPT codes 232 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Childhood Immunizations Garcia Edgar Assigned Table March 2004 Vaccination Schedule MINE E A a Tezanos forr nos ened Delete 2 _ wasra00 Jove nos femen edt Delte fs _ vraera00 ore nos fewer eat Delete 72007 oT NOS en er cst Ome A A ST a a Jezw005 fpe snos oven alate 2 uis 2006 nen 8 Nos ven eet Delete A C a a arawas pmnos O en ee oaa f
265. ng recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Immunization m Description Cancel Gender __ Age Should Occur Every Add 1 to 110 years 1 year Edit Remove Additionally i2iTracks allows you to create schedules based upon the gender and the age of the patient To add a schedule 1 Click Add The Schedule Properties box displays 2 Complete the fields as follows e This should occur every From the drop down menu select days weeks months or years e This only applies to patients who In this box you can further detail the group of patients for the schedule For example you may have one schedule for female patients under the age of 25 and a different schedule for male patients under the age of 25 Complete the fields as follows Are of the following gender Select Male or Female gender Leave blank to select all patients regardless of their gender Are between the ages Enter the age range if desired You can enter the range in Days Weeks Months or Years Belong to any of the following tracking types If the schedule is for certain Tracking Types select the Tracking Types in this box Have any of these problems If the schedule is for patients with specific problems enter the problem description in this box Are taking any of these medications Select medications if you want the schedule to apply only to patients
266. ng External Labs to a Patient cccssssscssscescseessesessesseeseesaeesesseeseesesensenseaes 261 Entering Lab Requests and Lab Results ccsscceseesesesecseeseeseeseeeensseesessessnssnseaes 261 Entering Lab Results Using Lab Groups c csscsscssessesssecseesseseeseseessesseesessessnseaes 263 Requesting and Updating Lab OrdeT ccccsscssscsssesesessecseeseeseesecseesesseeseessnesnseaes 264 Viewing a History of Lab ReSUuItS cccccccssssssseseessssecsessesessesseseeseeesaesensessesassansesaess 265 Chapter 22 Patient Letters amp Labels ssscsssssssssssseseesssseseseeseessssseseessessesseesesaes 268 Patient Letters amp Mailing Labels cccccccccssseseeeeeeeeeseeeeeeeeeeeeeeeeeeeeesesaseaneeseeeaeeaeeeeees 268 Adding a Lettris a eieliins Jeti le seis eid ied eee iaei 268 Editing a en Ke E E E E A etek aoe 271 Printing a Letter Eta a E ee ROED 271 Adding a Labelon ah eiie oe aeaa oaa ieee idan Sane eed 271 Generating Letters amp Labels for a Group of Patients Using a Patient Search 272 Generating Correspondence for an Individual Patient cssssseseseeeeeees 272 Adding a Note to a Letter eina epide ia idap aiaei ii aiia 273 Chapter 23 UDS Measures Table GA 6B amp 7 sssssnssnnsnnsnnonnnnnennnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 275 Overview Of UDS Tables 6 and 7 c csssssssessssssesscsecescessseseesecaesenseesesaesaesensesaesansenseeass 275 Preparing for Setup cs sive seh ccsteshectes eee
267. nical indicators are known as Patient Profile Items Part of your setup is creating a Patient Profile Item Setup File Library For example if you are interested in managing your diabetic population you would create a Diabetes Tracking Type and you may want to include Diabetic Education Foot Screening and Flu Shot as indicators in Profile Item Setup File Some of your Patient Profile Items can be updated automatically through CPT and ICD9 used in your PM System and others must be manually updated as the data is not captured elsewhere Building a New Tracking Type Creating a tracking type in i2iTracks may be easier to understand by thinking of building a pyramid 85 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup 1 You start by building the base The base contains all of the details the Patient Profile Items or Measures that you want to monitor These items fall into one of nine categories Allergies Educations Immunizations Medications Problems Procedures Referrals Self Management Goals Treatment Plans and Other 2 After the base is created you will combine your items into a Patient Profile This becomes the middle section of the pyramid 3 To top it off y
268. ns vl S lt M Only include these providers Only include these homeless statuses ik LE Bly 5 lid columns x columns xj Only include these financial classifications io EE gt columns e Select Only include these locations if you want to generate a report based on a specified location Leave these fields blank to include all locations Select Show as separate to indicate if you want to see one location on the page or multiple locations in separate columns on the same page side by side e Select Only include these providers if you want to generate a report based ona specified provider Leave these fields blank to include all providers Select Show as separate to indicate if you want to see one provider on the page or multiple providers in separate columns on the same page side by side e Select Only include these financial classifications if you want to generate a report based on a specified financial classification Leave these fields blank to include all financial classifications Select Show as separate to indicate if you want to see one financial class on the same page or multiple financial classes in separate columns on the same page side by side e Select Only include these migrant statuses or only include these homeless statuses if you want to generate a report based on patients who are of the selected migrant or homeless statuses 4 Click OK to run the repo
269. nsmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Glossary Patient Profile Items Same as Indicator Patient Profile Items are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile Patient Search A Tracks feature that allows querying of both Tracks and the PMS simultaneously generating a list of patients that meet a specific search criteria or set of criteria Patient Visit Summary Form A form used during an encounter with a patient with a specific condition or clinical area of interest The Patient Visit Summary Form is designed by your health center You decide which indicators Allergies Medications Immunizations etc you want on the form and if you want lab trends or vital trends on the form PCP Primary Care Provider PMS Practice Management System the billing system R Recall The i2iTracks recall reminds your patients to return to the health center for preventive care immunizations procedures and more Referral An i2i Tracks module designed to track all clinic referrals internal or external S Search Filters Criteria The options chosen that identify the list of patients desired Setup Files Libraries Sets of information contained in Tracks that determine how the system is configured Sub Menu A menu located under anothe
270. nsurance industries to identify the patient s medical dental conditions for billing purposes IHS Indian Health Services Indicators Same as Patient Profile Items Indicators are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile Interface Where two or more technology systems are set up to share data L Linked Software This is the software that is currently interfacing with i2iTracks in order to receive the information that is automatically updated into i2iTracks This includes PMS s Practice Management Systems Lab interfaces Pharmacy interfaces etc LVT Linked Visit Type A library used to link the CPT Current Procedural Terminology and ICD International Statistical Classification of Diseases and Related Health Problems codes from your PMS Practice Management System or Billing System to i2iTracks M Meaningful Use Report A report on performance measures for ambulatory care standardized by the NOF National Quality Forum P Patient Profile A collection of Patient Profile Items into a disease profile Patient Profiles are used to collect various Patient Profile items or indicators into a single profile This profile is then used to create a Tracking Type 327 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or tra
271. o a patient is easy 1 From the Patient Information screen retrieve your patient 2 Select Actions gt Create Referral 192 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Lookup it ast Name First Name MRN SSN DOB M Patient ME N E E bf EA tx Current Patient ES je N Enter Data from Template Richardson Anna 10 2996 DOB 4 20 1957 Sex F ipa s aT aent SSN 123 21 2380 MRE Language Open Profile Create EyePACS Case Create Follow Up Create Recall Create Referral Print Women s Health Summary Print Letter Print Visit Summary Send E Mail amp Tracking 8 Demographics Linked So Summary History Labs Recalls Follow U Current past 4 19 2010 1013 Endometrium 1 22 2010 1012 Physical Thera Visit History Procedure Ophthalmology Visit i2i eS le Education as x C Unknown OK Cancel e Referral Type Allows you to choose from the Referral Type library Click the browse button to select from the list of referral types e Procedure Allows you to attach a referral to a procedure from the i2iTracks Procedure Referral items library This is the best way to create a re
272. o allow patients more than one episode within the same tracking type enabling the health center to track the patient s multiple pregnancies within the same tracking system Before you can start using the Perinatal Tracking type in i2iTracks you will need to complete a few simple setup tasks Setting up the Perinatal Tracking type in i2iTracks is very easy There are 3 different forms available to collect information regarding the patient s pregnancies e The pregnancy or intake form To be completed when the patient is first diagnosed with a pregnancy e The visit form To be completed for each prenatal visit the patient has if needed e The baby or postpartum form To be completed after the baby is born Your health center will decide which questions will be included on each form Perinatal Tracking Setup To set up Perinatal Tracking 1 Select Setup gt Tracking gt Perinatal Tracking 2 Click in the box that says Perinatal Tracking is Enabled in the Setup Perinatal Tracking screen 203 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 16 Perinatal Tracking Overview and Setup x Setup Perinatal Tracking lt Setup Pregnancy Fom Setup Question Mappings Setup Visit Form
273. o audit Specify a Patient or leave the field blank to audit events for all patients Specify a User or leave the field blank to include events for all users For database Adds Edits and Deletes check the appropriate boxes and select a specific database Table if desired To audit which users accessed patient information for a specific patient or for all patients check Include Access and select the Patient Info screen To view the Audit Log click Show The log displays ll Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security 19 19 2017 12 11 41 PM i K latiert 9 19 2011 12 11 48 PM cli_SetupPatient 9 19 2011 2 22 38 PM i 9 19 2011 2 38 06 PM 9 19 2011 2 38 36 PM 9 19 2011 2 48 54 PM i i cli_SetupPatient 9 19 2011 2 48 54 PM i cli_SetupPatient 9 19 2011 2 48 55 PM cli_SetupPatient 9 19 2011 2 48 55 PM i i cli_SetupPatiert 9 19 2011 2 48 55 PM cli_SetupPatient 9 19 2011 2 48 55 PM cli_SetupPatient 9 19 2011 2 48 55 PM r cli_SetupPatient 9 19 2011 2 54 24 PM 9 19 2011 4 03 39 PM i i cli_SetupVisitSu 9 19 2011 4 03 39 PM cli_SetupVisitSu 9 19 2011 4 03 40 PM cli_Setup VisitSu _ 9 19 2011 4 03 40 PM i cli_Setup Visit Su 9 6 2011 4 03 46 PM 8 Select an event
274. o part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking e Referred For This allows you to filter the referrals list by what the patient was referred for Education or Referral Type If you select Referral Type you can select Not Specified e Priority This allows you to filter the referrals list by priority e Assigned to User This allows you to filter the referrals list by a specific i2iTracks user You may also select Not Specified e Status This allows you to filter the referrals list by the status of a referral e Insurance This allows you to filter the referrals list by insurance provider e Follow up is due Check this box to only show referrals that have a follow up that is due e Referral appointment is scheduled during This allows you to filter the referrals list by referrals that have an appointment in a specified time frame Date range Today in the next x time frame etc 3 Click the Referrals tab to view your list of referrals based on the information entered in the filters 4 Once you locate the desired referral highlight it and click Open to make any changes You can also delete a referral However deleting a referral will not delete Women s Health Procedure added to the patient s pap or mammogram tracking typ
275. o part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup PPC AMOXICILLIN 500MG CAPSULE ZZ ANUCORT HC 25MG SUPPOSITORY APRODINE TABLET KB ARICEPT 5MG TABLET AROMASIN 25 MG TABLET ASACOL 400 MG TABLET EC ASPIRIN 325MG TABLET EC D2 ASPIRIN 325MG TABLET EC UA ASPIRIN 81MG TABLET EC RU ASPIRIN 81MG TABLET EC ATENOLOL 100MG TABLET GG ATENOLOL 25MG TABLET GG ATENOLOL 25MG TABLET NY ATENOLOL 50MG TABLET GG ATROVENT HFA INHALER 13GM AVANDIA 4MG TABLET AVANDIA 8 MG TABLET AVAPRO 150MG TABLET AVITA 0 025 GEL 20GM AVODART 0 5 MG CAPSULE 30 AZITHROMYCIN 250 MG TAB EX AZMACORT INHALER 20GM BACLOFEN 10MG TAB ZL BACTROBAN 2 OINTMENT 22GM B COMPLEX W B12 TABLET GX O O O O m O m O O O O m O O O O O O m O Problems Add the name of the problem and if available the ICD9 for the problem 96 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Problem e o Diabetes Type II Cancel Description m Diagnosi
276. o print out or save just the selected patients on the list e Show Criteria This option will display all of the search filters in a search criteria window at the bottom of the search 27 Die Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks Chapter 8 i2iTracks Tasks Overview of i2iTracks Tasks i2i Tracks includes multiple methods to help you manage the health status of your patients The Patient Task Manager The Patient Task Manager in i2iTracks allows you to keep track of the tasks that need to be done on a regular or routine basis A few examples of Tasks include e On the first of each month you run a task that searches for patients needing a dental exam and send them a reminder letter e Every Friday you run a task that searches for patients that need an annual pap exam and put them in the annual pap recall e Daily you run a task that searches for patients with a diabetic office visit and print a visit summary form for their upcoming visit i2iTracks Today i2iTracks Today is an at a glance view of the items and tasks that need immediate attention today A few examples include e Paps Mammograms with Pending Results e Immunizations that are due e Patient Tasks t
277. ocedure 5 If there is a linked visit for the procedure add it by clicking the browse button and selecting the Linked Visit Type from the Available list Click the arrow that points to the Selected list to move the item When the Linked Visit Type appears in the Selected column click OK to save your work At the bottom of the screen is the Schedule tab For Procedures and Referrals you can choose to set up a schedule of how often the item is needed For example for a procedure of EKG the schedule may be once per year i2iTracks will alert you that the patient is due for the EKG if they have not had it in the past year Additionally i2iTracks allows you to create schedules based upon the gender and the age of the patient To add a schedule 1 Click Add The Schedule Properties box displays 2 Complete the fields as follows e This should occur every From the drop down menu select days weeks months or years e This only applies to patients who In this box you can further detail the group of patients for the schedule For example you may have one schedule for female 100 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup patients under the age of 25 and a different s
278. ocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks e Clicking the Patient Task Manager tab on the i2iTracks Today screen To run the Patient Task Manager 1 The Patient Task Manager screen will list your previously created tasks along with the date and time the task was last performed Click and highlight the name of the task you want to run File Setup Patients Find Reports Windows Help i2iTracks Today Dashboards Patient Task Manager E Patient Task Manager Assigned To User Any Scheduled For Perform Task Next Day Visit Summary 1 6 2012 2 39 40 PM i2iadmin Abnormal Paps without Follow up 1 13 2012 Janice 1 6 2012 2 39 19 PM i2iadmin Setup Tasks DM w o HbAic in past 6 months 1 20 2012 Sarah Johnson 1 6 2012 2 39 49 PM i2iadmin ee 2 Click Perform Task i2iTracks will search through your data to find the patients matching the results of the patient search attached to the chosen task When i2iTracks has completed the search a list of matching patients displays 3 Select the desired patients from the list by doing any of the following e Click Select All to select all of the patients in the list e Click the box by the name of each patient you want to select e Click Select None to un select all patients 76 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmit
279. ocument shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls CURRENT STEP In the setup of recalls each recall is assigned steps Each step is assigned a different letter and a waiting period For example for your annual pap recalls Step 1 is that the patient will receive Pap Letter 1 and has a 30 day waiting period If after 30 days the patient has not been seen for their pap Step 2 will occur Step 2 is that the patient will receive Pap Letter 2 and has a 15 day waiting period If the patient still has not been seen the recall is considered a failed recall The patient will appear in the failed recalls report The CURRENT STEP is displayed in this screen so that you can see where the patient is in the recall process Each Current Recall is assigned a status READY Ready recalls are those that will be generated the next time you do your recall letters This includes patients ready to receive a letter in one of the recall steps WAITING Waiting recalls are those that are in between the steps and are in the waiting period PENDING Pending recalls are those patients that are scheduled to enter the recall at a future date FAILED Failed recalls are those patients that have gone through all of the steps in the recall process and still have not satisfied the recall
280. oduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 1 General Information Getting Help In an effort to make things easier for our valuable customers i2iSystems has developed an efficient online process to support our clients before during and after i2iTracks implementation This Self Service Portal gives you the ability to learn how to answer your own inquiries before contacting your i2i Support team To login to the Self Service Portal 1 Go to www i2iSys com and click on the Support tab 2 Click the Online Support Portal Access box 3 Login using the username and password that you received via email Once you are logged in there are several things you can do e Training Videos You can learn more about i2iTracks by watching detailed beginning intermediate or advanced training videos Or learn the great new features in the latest versions of i2iTracks e Find Answers to your Inquiries In the Self Service Portal you can search for and view solutions to your questions and issues e View Your Cases The inquiries that you submit to the Customer Support team are called cases View open and or closed cases that were submitted by you or your health center e Log a Case for Customer Support If you cannot find a solution to your inquiry you can submit a new case to our Customer Supp
281. of the window you have three viewing options e EXPAND ALL This is the default view All profile items show in each category Next to each category title is the box indicating that the category is expanded If you click the box you will notice that the category is collapsed and the profile items are not displayed e COLLAPSE ALL Click Collapse All to show only the categories Next to each category title is the box indicating that the category can be expanded If you click the the profile items for that category are displayed e SHOW SET ITEMS ONLY This option can be used to view only the profile items that have a value the ones that have previously been set If this is the first time you are using this screen practice using the different view options until you are familiar with the views To update a profile item find the item in the list and click Set ET 2 View N A Received s2200 Fs Oat e nr Recoved e S As you are setting a value for each item you will notice a difference in the entry fields based upon the category of the item For example if you are entering a medication there are fields for dosage and status If you are entering a procedure you will see different fields When setting a value for the Other category the prompt text and list of possible answers you designed in the setup section will display Once all of the indicators have been set click Save Step 2 Updating Vitals The nex
282. om i2i Systems Inc Chapter 4 General i2iTracks Setup Framingham Risk Value Setup Indication of Treatment for Hypertension IMPORTANT Framingham values should be confirmed via other means and must notbe used as the sole basis for patient care Enable Framingham Risk Value OK Cancel 3 Click Add and select the items that indicate the patient is a smoker Then click OK 4 Select Indication of Treatment for Hypertension and click Edit Then click Add 28 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup Framingham Risk Value Setup Indication of Treatment for Hypertension IMPORTANT Framingham values should be confirmed via other means and must notbe used as the sole basis for patient care Enable Framingham Risk Value OK Cancel 5 Map the Indication of Treatment for Hypertension item to External Medications Medications and or Medication Categories used to treat hypertension Click OK I What would you like to add External Medications Medication Categories Medications 6 Select the medications and or medication categories used to treat hypertension and click OK 29 Copyright 2014 by i2i Systems Inc All Rights Reserv
283. on B lines 7 9 Grantee location Lines 7 9 column a Other location Lines 7 9 column b Section C Childhood Immunization e Denominator Section C Line 10 Column a Children who had their 2nd birthday in the reporting period Children who were seen in the clinic prior to their 2nd birthday Children who had a UDS visit in the reporting period e Numerator Section C Line 10 Column c Children who have had 4 DTP DTaP 3 IPV 1 MMR 3 HIB 3 HepB 1 VZV 4 Pneumococcal conjugate 2 HepA 2 RV Rotavirus and 2 Flu Children for whom contraindication is documented for the vaccine or there is a history of the illness prior to or on their 2nd birthday See the UDS Manual for the appropriate codes to map the contraindications in i2iTracks e When mapping childhood immunizations you have the option to map to the Vaccine Groups in i2iTracks This will apply only if you are using Childhood Immunization Tracking in i2iTracks If so you only have to map the Vaccine Groups and not individually CPT codes Immunizations are included if they meet the following specifications e DTaP DT An initial DTaP vaccination followed by at least three DTaP DT or individual diphtheria and tetanus shots on or before the child s second birthday Will not include any vaccination administered prior to 42 days after birth e IPV At least three polio vaccinations IPV with different dates of service on or before the child s second birthd
284. on after minutes of inactivity Lock the user out after failed login attempts At the top of the screen are the following tabs a Ae Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security e Users enter individual user names passwords and assign each user to a User Group e User Groups set up the User Groups and define the security rights for each group Start by adding your User Groups Setting Up User Groups To set up a user group 1 On the Security screen click the User Groups tab Security a Group Name Administrators Users Default Super User Group Reports Only Labs Users must change password every days W Lock the session after fo minutes of inactivity OK Cancel 7 Lock the user out after failed login attempts 2 Click Add 3 Complete each field as follows e Name Type the name of the User Group For example View Group Data Entry Group User Group e Description Type a description for the User Group optional e Rights This area will define the security rights to each of the i2iTracks modules For each of the different modules click the radio button of the HIGHEST level to assign to the user group Fo
285. one of the columns for the labs to print out on the form Click Add to add labs to the form To remove a category highlight the item you would like removed and click Remove 242 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning Lab Histories The Lab Histories tab will allow you to choose up to seven labs for which history is to be displayed Lab Graphs Choose this tab to select the labs you would like to see in graph format For example you can set it up to show a visual graph documenting the changes or trends in this patient s labs Vitals The Vitals tab will allow you to choose which of the vitals you want to include on the header the top portion of the Visit Summary You can choose up to six vitals Vitals Histories The Vitals Histories tab will allow you to choose vitals for which history is to be displayed Vital Graphs Choose this tab to select the vitals you would like to see in a graph You can choose to graph the following vitals Blood Pressure BMI BMI Percentage Height Weight Pain Score Respirations PHO Medication Histories The Medication Histories tab will allow you to specify each medication for which history is to be displayed Footer Ch
286. oose Footer to design the text you want to print at the bottom of the Patient Visit Summary report Click Edit and use the editing tools to create the footer You may include graphics for example a logo as well as text When you complete each tab and all your columns are arranged as desired click OK to save your work Printing a Patient Visit Summary There are two ways to print a Patient Visit Summary An individual Patient Visit Summary can be printed from the Patient Info screen or they can be printed in groups by using the Patient Search feature To print an individual Patient Visit Summary 1 From the Patient Info screen select Print Visit Summary from the Actions menu 243 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning Lookup 1 ast Name FirstName MRN SSN 008 M Patient M N ff E ff EA EA 7 amp Alerts 8 Current Patient Li ton Theses 0 Enter Data from Template Open Profile Create EyePACS Case Create Follow Up Create Recall Create Referral Tracking 8 Demographics Linked So Print Women s Health Summary Summary History Labs Recalls Follow U Print Letter Current past 4 19 2010 1013 1 22 2010 1012 2 Hig
287. opying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry profile However in some cases you will need to enter lab results that are not reported in your lab interface or was performed at a different lab 4 Default Provider amp Location If your health center will be generating reports by default location or provider you will need to add this 4th step and verify the patient s demographic information is correct The easiest and quickest way to update Profile Items and Vitals is using the Data Entry Templates Follow these steps to use a Data Entry Template 1 Retrieve the patient s account 2 Click the Actions menu and select Enter Data from Template Current Patient Sa a i Olvera Miguel y Open Profile Alerts 3 ID 1001 DOB 10 25 1931 SSN 111 23 8824 MR Create EyePACS Case Create Follow Up Create Recall 2 Tracking 8 Demographics Linked Create Referral Summary History Labs Recalls Follow Print Cancer Screening Summary Print Letter Print Visit Summary Visit History 3 The Entry Details screen will display At the Template field click the down arrow to reveal the list of your Disease Profiles Select the Profile from the list Entry Details S Template Asthma profile Behavioral Health Chronic Pain Colon Cancer Profile Core DM Parameters Coumadin Monitoring Diabetes Tr
288. or more information Health Disparities Collaborative Report A data report designed to meet the needs of a particular collaborative For example Diabetes Health Registry Report A report that you create and customize to review data on a population The Registry reports provide you with a detailed audit so you can see the list of patients for make up the statistic IHS Indian Health Services See Chapter 25 for more information Indicators Same as Patient Profile Items see below Indicators are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile Meaningful Use Report A report on performance measures for ambulatory care standardized by the NOF National Quality Forum Patient Profile Items Same Indicator see above Patient Profile Items are data elements that a health center wants to monitor or manage The indicators or Patient Profile items are identified collected into a Patient Profile Tracking Type Defines the specific population of patients you are tracking It includes the indicators that are assigned in the Patient Profile Examples include diabetes depression cardiovascular disease etc UDS UDS Uniform Data System The reporting guidelines that CHCs must follow when reporting to HRSA UDS Tables 6A selected primary diagnoses and selected services 6B selected indicators of overall community health a
289. or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting 4 Click OK to save your changes 5 Repeat these steps for each category that applies Mammogram and Pap Tab Under the Mammogram and Pap Tab you are able to choose the women s health procedures you want to include in the report Follow these steps to include women s health procedures on the report Health Registry Report Properties Name Mammogram amp Pap Appts Last Month Description General Patients Profile Items Mammogram and Pap Perinatal Labs Include statistics for the following procedures Mammogram i2i Pap i2i 1 Click ADD 2 Select the box next to all of the desired procedures 3 Click OK to save the procedures Perinatal Tab The Perinatal Tab is used if you want to include data for the Perinatal Tracking Type Follow these steps to include a perinatal section in the report 162 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Health Registry Report Properties Seg Prenatal Patients Description General Patients Profile Items Mammogram and Pap Perinatal Labs WV Include a Perinatal Section V Prenatal care must h
290. ord is kept of which labels have been printed 77 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks Tasks e Print Visit Summaries Once you have selected your group of patients you may choose to print their Visit Summaries To do so click Actions gt Print Visit Summaries You will be prompted to choose the visit summary type you want to print from a list and then choose the appropriate printer e Print Perinatal Summaries Once you have selected your group of female patients you may choose to print their Perinatal Summaries To do so click Actions gt Print Perinatal Summaries You will be prompted to choose the appropriate printer e Print Women s Health Summaries Once you have selected your group of female patients you may choose to print their Women s Health Summaries To do so click Actions gt Print Women s Health Summaries You will be prompted to choose the appropriate printer e Send E Mail Once you have selected your group of patients you may choose to send them an e mail message To do so click Actions gt Send E Mail You will be prompted to choose an e mail template or blank e mail form and click OK A window displays with a list of the patients to whom the e mail will
291. ording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels 4 Once you have arranged the contents for your labels click OK to save the label Note i2iTracks does not keep a log history when printing mailing labels Generating Letters amp Labels for a Group of Patients Using a Patient Search To create letters from a Patient Search 1 Select Patient gt Search for Patients The window displays with a list of patient searches previously created The group is Default which means you are viewing searches that are not assigned to groups 2 If desired select a group from the drop down menu Highlight the previously created Patient Search that you would like to run and click Do Search The Patient Search results window displays with a list of patients meeting your search criteria This list can be sorted by clicking on any of the column headings Patient Search Results HbA1c gt 9 BE Name DOB Location Provider Select All 10 3 Gomez Karina F 1 16 1975 34 Yes Community Heal Mike Green MD O 1042 Beltran Maria F 6 13 1962 47 Yes North East Clinic Jennifer Carson M D Select None O 1050 Estrada Isaias M 11 16 1989 19 Yes Community Heal Jennifer Carson M D O 1069 Mc Cool Miriam F 1 5 1952 57 Yes Community Heal Frank Wilson M D 1074 Clavel Jesus M 6 29 1960 49 Yes Community Heal Frank Wilson M D ead O 1083 Canepa Jesus M 8 13 19
292. ormation Tracking 8 Demographics External Data Personal Other Info IHS Tribe Affiliation IHS Community IHS Blood Quantum IHS Beneficiary Class i IHS Service Area IHS Eligibility Status cn IHS TRIBE AFFILIATION Tribe patient is affiliated with IHS COMMUNITY The community where the patient currently resides IHS BLOOD QUANTUM Bloodlines relating to ancestry used to define membership in Native American tribes or nations for example Indian but less than 1 4 IHS BENEFICIARY CLASS Class patient belongs to for example Indian or Alaskan Native IHS SERVICE AREA One of the twelve IHS service areas in the US for example California IHS ELIGIBILITY STATUS Patient s eligibility status for care at an IHS facility The External Data tab allows you to view visit appointment problem allergy immunization and medication information from your billing system or other linked software systems The information on each tab can be sorted by clicking on a column heading for example Provider 38 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information Ge Tracking 8 Demographics External Data Visits Appointments Proble
293. ort team i2iTracks Warnings Because i2iTracks interfaces with your billing system there is continuous communication between i2iTracks and your Practice Management System Should something happen to disrupt the communication i2iTracks will display warnings when you first login If you see these warnings it is imperative that you contact your System Administrator right away The warnings will look like this oe Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 1 General Information r i2iTracks amp A WARNING THE FOLLOWING INTERFACING ISSUES HAVE BEEN DETECTED 1 The i2iTracks Auto Update has not run in the past 106 days 2 There has been no interface activity for the following data type s Patients 829 days Patient Visits 494 days Patient Appointments 106 days Patient Lab Results Quest 494 days Patient Lab Results Quest ELINCS 494 days As a result some i2iTracks information may not be current Please notify your system administrator 3 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or
294. ose the types of visits Click the browse button to the right of the selection box On the right side of the screen you will see a list of Available visit types Click to highlight the desired visit type and click the right arrow button in the middle of the screen to move the visit type to the Selected box Are Defined By The Following Search Select this option if the population of patients is defined in a Patient Search Click the browse button to the right of the selection box pick the Patient Search from the list and click Select 160 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Profile Items Tab Under the Profile Items tab you are able to choose the specific profile items indicators you want to appear on your report For example you may want to include different items indicators for Asthma than for Diabetes Health Registry Report Properties Name Diabetic Health Description General Patients Profile Items Mammogram and Pap Perinatal Labs Cancel Procedures Referrals Treatment Plans Other Profile Items Allergies Goals Immunizations Medications Problems Educations to Include Name Thevisitdatemustbe _ _ Add
295. ote for the referral source as needed This could be something as simple as their hours 4 Click the OK button to save your work 5 On the Specialties tab click Add to select any specialties that apply to the referral source F Referral Source pn ee Cardiology General Surgery Vascular OK Cancel Select the specialties by clicking the box next to the specialty name Click OK to save your work On the Locations tab select a location if desired On the Approved Insurance Plans tab click Add to select insurance plans that are approved for the referral source O PN 191 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking g Referral Source ee General Specialties Locations Approved Insurance Plans Blue Cross Add Health Plan of the Redwoods Medicare United Healthcare OK Cancel 10 Select the insurance plans by clicking the box next to the insurance plan name 11 Click OK to save your work Note You will also be able to edit and disable Referral Sources Adding a Referral to a Patient A patient can have unlimited referrals and attaching a referral t
296. ou have the correct codes prior to adding it here i2iTracks will also allow you to attach related profile items to a problem Attaching profile items to a problem will create a more personalized visit summary form for the patients For example i2iTracks will only print the Depression Screening procedure on the patient s visit summary form if the patient has been diagnosed with Depression To attach related profile items to a problem 1 Select the Related Profile Items tab 2 Click Add to bring up a list of profile item categories Educations Goals Immunizations Medications Other Profile Items Problems Procedures Referrals Treatment Plans 3 Highlight the desired category and click OK to bring up a list of available profile items for the selected category 98 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Select Problems DJ Alcohol Drug Abuse O Anxiety Asthma Perrenial O Asthma Seasonal C chronic Pain Cicsp Q Dental Edentulous i2i Dental Gum Dx i2i O Depression i2i O Depression Chronic Dysthymia C Depression Minor Q Diabetes Type II O Domestic Violence O DVT History Dyslipidemia Cholesterol i2i O Dysl
297. ou will add the Tracking Type which will be assigned to your population of patients To create your Tracking Type accurately it is important to beforehand e What indicators are you interested in tracking e Which indicators do you want a schedule set for e What category do the indicators belong to Using the patient profile worksheet provided in the Worksheet Completion Guide will simplify this process and limit the amount of time spent setting up the Tracking Type in i2iTracks It is very easy to create your own tracking type in i2iTracks if you have made these decisions beforehand 86 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup All population management tracking in i2iTracks is created using indicators known as Patient Profile Items These Patient Profile Items are also known as your key measures All of these indicators are stored in one Patient Profile Items Library Some examples include Foot Screening Diabetes Education Self Management Goal Dental Visit and Depression Screening The first step is to determine the desired key measures indicators items to include in the Patient Profile Items Setup File All indicators items are assigned to one of nine catego
298. our cursor is positioned in the Result column You are ready to enter the results You can either press Enter to the test where you want to enter a result or click the Result field next to the test name After entering all results click OK You return to the Lab Request screen where you see each test where you just entered a result Fach test will have the status of Received Click OK to save the lab results Requesting and Updating Lab Orders Requesting lab tests as well as entering lab results is all done in the same screen To request and review lab tests l 2 From the Patient Information window select the Tracking tab Click the Lab Requests tab A summary of previous lab requests displays showing the following information on each visit e Date lab specimen collected e Requisition Number e Pending Results e List of labs ordered On the right side of the screen you have two option buttons Add and Delete To add a new lab request click Add The Lab Request screen displays Complete the fields if available as follows e Date Collection Select the collection date for the lab specimen e Time Collected Type the time of the collection optional e Requisition If you wish to enter the requisition number enter it in this field Otherwise this field can be left blank e Fasting Check this box if the patient fasted for the test 264 Copyright 2014 by i2i Systems Inc All Rights Reserved No pa
299. ow displays 5 Highlight the category the item is located in and click OK 171 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Setup Visit Mapping Item Comprehensive Foot Exam Equivalent Items Procedure Referral Immunizations Labs Other Profile Items Problems Procedures Referrals 6 Ifthe item will be mapped to a CPT or ICD 9 code the Lookup Diagnosis or the Lookup Procedure window displays When you first bring up the screen you will see the list in numeric order by ICD or CPT code Choose the diagnosis or procedure you desire by looking it up either by code or by description e To choose by CODE On the By Code tab the list is sorted in numeric order by ICD or CPT Type the code in the box above the list As you enter the code you will see the list moving to the closest match to what you are entering To select a code from the list click on the code to highlight it and then click OK e To choose by DESCRIPTION On the By Description tab the list is sorted alphabetically by diagnosis or procedure description Type the description of the diagnosis or procedure in the box above the list As you enter the description you will see the list moving to
300. p of the immunization tracking setup is to create your immunization tables Immunization tables are used to group vaccines together to define the immunization protocol for your patients For example you may have an immunization table defined for your childhood immunizations and a second immunization table defined for your childhood immunizations for patients with HIV To add an immunization table 1 From the i2iTracks toolbar select Setup gt Tracking gt Childhood Immunizations gt Immunization Tables 221 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Immunization Tables Name Enabled 2007 Vaccine Schedule Yes Feb 2006 Update Schedule March 2004 Vaccination Schedule October 2006 Vaccine Table Show Disabled Items 2 Click Add 3 Complete the fields as follows 222 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Immunization Table Propert
301. permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Create Letters Create the various letters needed to correspond with the patients Most clinics use at least the following letters e Annual Recall Letters e Normal Result Letters e Abnormal Result Letters Note Refer to Chapter 4 for more information on the setup of Letters Add Linked Visit Types Each procedure you are tracking in i2iTracks such as pap smear colposcopy biopsy etc can be linked to your practice management system through Linked Visit Types As procedures or diagnoses are posted in your billing system the link will automatically pull the newly posted data into i2iTracks In the Linked Visits types Setup screen define the links between your Practice Management System and i2iTracks Typically you will include e A link to the CPT codes used for the pap smear procedure i e 88156 or diagnosis code for a well woman if the physical includes a pap e Links to CPT codes used for follow up procedures such as a colposcopy or biopsy All women s health procedures you perform and bill at your health center should have a Linked Visit Type Only a few trained users should have access to this library NEVER ADD A CPT OR ICD9 TO THIS LIBRARY WITHOUT FIRST VERIFYING IT REALLY BELONGS HERE The Linked Visit Types setup can be the center of all MAJOR Mistakes made in setting up i2iTracks Add the Follow Up Visits The next step
302. plays showing the following information on each visit e Date lab specimen collected e Requisition Number e Pending Results e List of labs ordered 3 From the list of lab requests click to select the labs where you want to enter the result Click Open For each lab request you will see the following information e Date Received e Requisition Number e Date Collected e Time Collected e Fasting Check Box e Labs Results Date Requested Requisition Number Date Collected Time Collected 1472005 v 1271472005 v E Labs Results Add Labs Add Results Set the status for ALL results to Go 5 For each lab test requested you will see the following columns e Delete Click Delete to delete the lab test 262 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup e Edit Click Edit to edit a lab test status or result e Description A description of each test is listed individually If you had requested a panel each test for that panel will be listed individually For each test you will see the following information Lab Name Source Status Result Notes e Status The status of the lab test will be one of the following e Canceled
303. ports print outcomes and statistical data on groups of patients e Windows shows you the open windows you currently are working on in i2iTracks e Help access the on line i2iTracks Help Documentation and view i2iTracks log in data To select from the menu bar click the name of the menu The associated menu of options displays beneath the menu bar item name Some menus like Setup and Reports may have a secondary menu or a sub menu A few items in the Tracking Setup menu have multiple sub menus associated with them This is indicated by an arrow next to the menu item To access the secondary menu click the appropriate menu item name Beneath the menu bar is a toolbar with short cut icons These icons are Search for Patients 4 eR Patient Information Tracked Patients Sa ll iS Task Manager Recall Manager 14 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 3 i2iTracks Login amp Navigation i2iTracks Today Tt Messenger Online Help To use a short cut icon click the icon You are automatically taken to the option selected You can also perform any of the short cut menu actions through the menu bar Other important navigation tools e Browse Button A butto
304. procedures you use to represent a mammogram and click OK Mapping the Pap Test 1 Highlight Pap Test and click Edit AQIC CSLC Clinical Measures Report Setup Mappings Ambulatory Care Encounter Diabetes Diagnosis Mammography Test 305 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS The Setup Visit Mapping screen displays for you to add your equivalent items for the Pap Test Setup Visit Mapping ltem Mammography Test Equivalent Items Tye tem aes 2 Click Add to map your equivalent codes for a Pap Test The category window displays Educations Goals ICD9s Immunizations Labs Other Profile Items Problems Procedures Referrals Vaccine Groups e Select CPT to bring up your entire PM System s procedure library e Select ICD9s to bring up the PM System s diagnosis library e Select Educations Goals Immunizations Other Profile Items Problems or Procedures to display the selected i2iTracks profile item library e Select Labs to display the i2iTracks Lab library 306 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any me
305. pts Enter the number of times a user can attempt to log in incorrectly before their account is locked To log in again the account must be unlocked by an administrator To do this find the locked user in the Users list select the user and click Unlock 9 Once you have finished click OK Entering User Login Information To enter User Information 1 In the Security screen click the Users tab 2 To adda new user click Add The User Properties screen displays 8 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security r User Properties Group E Mail User Name Sarah Johnson Full Name Sarah Johnson Description Admin Assistant Reports Only Default Location None sjohnson clinic org Password KEE Confirm Password eee eee S This user is an administrator T This user is an emergency user E This user can edit PopIQ mappings 3 Complete the fields as follows User Name Type the login name for the user This is usually the user s first name In some cases you may want to have the login name be the first name plus the last initial Full Name Type the user s full first and last name Description Type a description for the user
306. r 17th birthday Have had at least one medical visit during the reporting period Exclusions patients who are pregnant 288 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 e Numerator Section D Line 12 Column c Have had their BMI percentile documented during the reporting period Have received counseling on nutrition during the reporting period Have received counseling on physical activity during the reporting period Section F Adult Weight Screening and Follow Up e Denominator Section E Line 13 Column a Patients who were 18 or older during the reporting period Have been seen by grantee after their 18th birthday Have had at least one medical visit during the reporting period Exclusions patients who are pregnant and patients who are terminally ill e Numerator Section E Line 13 Column c Have had their BMI documented during or within 6 months of their most recent visit If the BMI is outside parameters a follow up plan is documented See the UDS Manual for more information Section G1 Tobacco Use Assessment e Denominator Section G1 Line 14 Column a Patients who were 18 or older during the reporting period H
307. r control As new AQIC measures are required i2iTracks will expand the report to include the additional measures Prior to AQIC health centers were reporting on the Clinical Systems Learning Community CSLC standard measures for diabetes Paps and mammograms AQIC has replaced the CSLC measures for diabetes but i2iTracks will still provide you with the CSLC measures for Paps and mammograms as many health centers have been utilizing and studying this data Preparing for Setup of the AQIC CSLC Reports i2iTracks provides you with a tool to generate the AQIC CSLC Reports but it is your responsibility to understand where the data is coming from and how the statistics are generated You need to fully understand the definitions for each of the measures Read through this document and watch the on line training tutorial on the AOIC CSLC reports If you need further assistance understanding the required measures CPCA has more information on their website For those health centers that are just beginning to implement i2iTracks for diabetes and women s health this is the perfect opportunity to identify your needs based on the requirements and document your current workflow processes Think about e How do you currently identify your diabetic population e What indicators Profile Items do you want need to track e How are you currently entering your lab results specifically LDL and HbA1c results 294 Copyright 2014 by i2i Sys
308. r example if you want the group to be able to ADD EDIT and DELETE in Immunization Tracking click the ADD EDIT amp DELETE button You do not have to click ACCESS ADD ADD amp EDIT and ADD EDIT amp DELETE See the 5 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 2 Security following example of the Security Matrix used in i2iTracks This can be used as a template when deciding the security levels you want to assign to your User Groups ery Yo access Access ada Add Edit Add Edit De General Finamen o dode f e omessa Jole O Too Patient Task Manager Joje J TO O ToS e S S S A A e a E S a a searchferraiets o d CO olo e e o e __ Setup General Geras T To o weaves O ole TO O TSS C _o e _ __ ___ Setup Profile Items alegies wm T S Educations mT T S Immunizations mT OT Medications Jelo TO Too e E S T A S e S S S A S serwerem Jelo O Tooo e E S T A A w 7e o D D Setup Tracking Types Childhood Immunizations Te dol T T e a T S T A e S S T A A Memmagramirecking Jelo O Too p ren Jelo T Too Pensate Jelo T Tooo Referral tacking eo T C E S dO 6 Copyright 2014 by i2i Systems Inc All Ri
309. r gender Are between the ages Enter the age range if desired You can enter the range in Days Weeks Months or Years Belong to any of the following tracking types If the schedule is for certain Tracking Types select the Tracking Types in this box Have any of these problems If the schedule is for patients with specific problems enter the problem description in this box Are taking any of these medications Select medications if you want the schedule to apply only to patients who are taking one or more of the specified medications Do not have any of these problems Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified problem they will NOT have the alert Do not have any of these procedures Use this option to narrow down the group of patients who would normally have this alert If a patient HAS the specified procedure they will NOT have the alert Note If the schedule applies to all patients leave this box empty 3 When the schedule is complete click Save You are returned to the Education Item screen You can create an additional schedule by clicking Add in the schedule box 4 To edit a schedule click Edit To delete a schedule click Remove 6 You can also choose to link the Education Profile Item to a Linked Visit Type that will automatically update as a procedure is posted in your PMS 7 On the Linked Visit Types tab click the bro
310. r menu option providing additional options Summary Tab An at a glance view of the patient s current status and indicators T Tracking Type Collects data about a specific population of patients you are tracking The Tracking Type is the method by which the indicators in the Profile are assigned to a specific patient Examples include diabetes depression cardiovascular disease etc 328 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Glossary U UDS UDS Uniform Data System The reporting guidelines that CHCs must follow when reporting to HRSA UDS Tables 6A selected primary diagnoses and selected services 6B selected indicators of overall community health and 7 health outcomes and disparities by race and Hispanics Latino identity are all included in i2iTracks V Visit Note Types A library used to identify various types of patient encounters Vitals Vital Signs Pulse Rate Temperature Blood Pressure Respiratory Rate etc 329 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i
311. r otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Any visit the patient had Any visit the patient had with a specific visit type For example if you are running a Health Registry report for your Diabetic patients do you want the report to include the Visit Count data If so how do you want the visits be counted Do you want to capture a count of only Diabetic visits or do you want to count how many times the patient came in for any type of visit e If you select the option to only include visits of a specific type you will need to choose the types of visits Click the browse button to the right of the selection box Select Items Selected Available Diabetic Visit Type Asthma visit type BHA Visits Childhood vaccination tracking Clinical Breast Tracking Visit Coumadin Therapy Tracking CYD Visit DENTAL visit type Endometrial biopsy Family planning visits Flexible Sigmoidoscopy Hep C and B In House Referral Type Influenza vaccine e On the right side of the screen you will see a list of Available visit types Click to highlight the desired visit type and click the right arrow button in the middle of the screen to move the visit type to the Selected box Patients Tab Under the Patients Tab you will make selections based on what group of patients you want to be included in the report 159 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document
312. r to the referral appointment e WHEN THE REFERRAL HAS BEEN COMPLETED CREATE AN ITEM OF THIS TYPE If an i2iTracks item is to be auto updated when the referral is complete check the appropriate button for a Procedure Foot Exam Eye Exam Dental Exam etc or an Education DM Education Class etc Click the browse button on the right to attach the desired indicator in i2iTracks 4 Click OK to save your work Note You are also able to edit and disable Referral Types Insurance Plans Setup Insurance Plans indicate the type of insurance that will be paying for the referral This library should consist of all the different insurance plans used by your patients to cover their referrals NOTE This is not a required library It will only be needed if you need to sort Referral Sources by the insurances they accept Examples of Insurance Plans are 186 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking e Blue Cross e Blue Shield e Medicaid e Medicare e United Healthcare Adding an Insurance Plan 1 Select Setup gt Tracking gt Referral Tracking gt Insurance Plans g Insurance Plans Blue Cross Blue Shield Health Plan of the Redwoods Medicaid Me
313. rcent of the accounts by verifying the correct codes exist in the Linked Software tab Lab tab or procedures on the patient s account in i2iTracks 291 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 Date Printed 1 3 2012 UDS 2011 Setup PSSST 8BTAT BO PATH a PPT 88142 PAPTHINPREP SSCS PSSST BBTSO PAP SMEAR OOSOSCSSCSCSCSCC SYS PELVIC EXAMEPAP SSCS A A PELVIC EXAM amp PAP SCS SSCS racers ReFerTa Pap OCS PPT 98207 NEW BRIEF EXAMIEXAMEN NUEVO PACIENTE __ JP 95202 EXPANDED EXAMIEXAMEN COMPLETO CPT 99203 NEW DETAILED EXAM EXAMEN NUEVO PACIENTE PT 252038 NEW PATIENT BH WARM HAND OFF CPT 99203 BHA WARM HANDOFF BEHAVIORAL HLTH ASSESSMENT SPT 99204 NEW COMPREHENSIVE EXAMICOMPREHENSIVO PT 95205 NEW COMPLEXINUEVO PT 25205 T NEW COMPLEXINUEVO SCS PT 29206 NEW WOMEN S ANNUAL EXAM amp PAP SMEAR PT 95208 NEW WOMEN S ANNUAL EXAMS BCEDP E pT pO pO PPT 992145H ESTABLISHED PATIENT BH WARM HAND OFF PPT 99215 EST COMPREHENSIVE EXAM COMPREHENSIVO Ooy y C ooo O aaa PT 99216 QVH WOMEN S PHYSICAL CPT 99218 CARDIOLOGIST OFFICE VISIT CPT 99219 SAME DAY WALKING APPOINTMENT Table 6A Mappings Abnormal
314. rch Group 1 Select Setup gt Patient Searches gt Patient Search Groups gt Add 2 Type a name for the group you are setting up You can also add a description for this group if desired E Patient Search Group Name Diabetes Searches Description o 7 Only allow the following users to add edit searches in this group 3 If security restrictions are required for this search click the box next to Only allow the following users to add edit searches in this group 4 To select the users for this group click on the box next to their name to place a checkmark in it Clicking on the box again will remove the checkmark Once you have selected the users who will have access to adding or editing searches in this group click OK to save the list There is no limit on how many groups you can have Note A user must have rights to Edit Searches in the main Security System before they will be able to Edit in a search group Creating a Standard Patient Search Prior to creating your Patient Search consider the type of list you want to create Here are some consideration options e What will the list be used for Some possibilities include 55 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i System
315. re Encounter Diabetes Diagnosis Mammography Test Pap Test The Setup Visit Mapping screen displays Setup Visit Mapping Item Ambulatory Care Encounter Equivalent Items Type tem es o Add Add Defaults 2 Click Add to map your equivalent codes The category window displays 298 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS Immunizations Labs Other Profile Items Problems Procedures Referrals Vaccine Groups e Select CPT to bring up your entire PM System s procedure library e Select ICD9s to bring up the PM System s diagnosis library e Select Educations Goals Immunizations Other Profile Items Problems or Procedures to display the selected i2iTracks profile item library e Select Labs to display the i2iTracks Lab library 3 For Ambulatory Care Encounters highlight CPT and click OK The Lookup Procedure screen displays Lookup Procedure By Code By Description NEW BRIEF EXAM EXAMEN NUEVO PACIENTE EXPANDED EXAM EXAMEN COMPLETO NEW DETAILED EXAM EXAMEN NUEVO PACIENTE NEW PATIENT BH WARM HAND OFF WARM HANDOFF BEHAVIORAL HLTH ASSESSMENT NEW COMPREHENSIVE EXAM COMPREHENSIVO NEW COMPLEX NUEVO NEW COMPLEX NUEVO
316. rectly from the Patient Search List Click a patient s name to highlight it and then click Patient Info When you are done reviewing the patient s account click Close to return to the patient search list 7 Click Report when you are ready to view and print your patient list You have the option to print the report to the printer or save the report in another format Excel Text or HTML Click the printer icon at the top left to print the report Click the save icon at the top left to save the report for use in Excel Word etc i2iTracks Today i2iTracks Today is an at a glance view of the items and tasks that need immediate attention today This is a management tool that helps you know the overall status of your daily tasks and routines i2iTracks Today can be customized for each user to show only the items that require their immediate focus Some users may want to show their own follow ups that are due their referrals that need attention the list of children due for immunization the number of diabetic patients coming into the office today lab results that are critical while others prefer to see the statistics for the whole organization 78 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 8 i2iTracks
317. reen displays a list of possible lab tests Choose the desired lab tests for your group by clicking the box to the left of the lab test name Once you have checked the tests you want to include in your panel click OK You are returned to the Lab Panels setup screen which now shows the selected lab tests in the list 4 Review the list to assure that all desired tests are included If not click Add to add an additional test to your list Lab Panel Name Comprehensive Metabolic Panel Description Metabolic Panel Labs Albumin Serum Bilirubin T otal BUN Calcium Chloride CO2 Creatinine Glucose Potassium Sodium ores 5 Ifa test appears in the list in error click to highlight the test name and then click Remove 6 Once all tests are included click OK to save the Lab Panel Critical Lab Alerts Critical Lab Results are those lab results that MUST have IMMEDIATE attention due to the significant abnormality of the result You can select the labs you want to monitor and control the result ranges for your Critical Lab results These critical alerts will appear on the patient s 254 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and
318. report must be configured in i2iTracks setup before it will be available to use Configuring the Diabetes Health Disparities Collaborative Report To configure the Health Disparities Collaborative report 1 Select Setup gt Printing and Reporting gt Health Disparities Collaborative 2 Select the Diabetes Report The HDC Diabetes Report set up window displays 170 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting HDC Diabetes Report Setup Diabetes Tracking Type Diabetes Tracking El x Mappings Comprehensive Foot Exam Current smoker Dental Exam Depression Screening Dilated Eye Exam Exercise rate of 3 times per week for at least 20 min Microalbuminuria Screening Self Management Goal Smoking status documented F Only include patients who are defined by the following search os Fl OK Cancel 3 Each item listed in the mappings window will need to be mapped to an item in i2iTracks For example a Comprehensive foot exam can be mapped or linked to the foot exam procedure in the diabetes tracking type To map an item highlight the item and click Edit The Setup Visit Mapping Window displays 4 Click Add to map the item The What would you like to add wind
319. returned to the Procedure Codes tab Double check to make sure that all of your procedure codes are included in the Procedure Codes box When the corresponding CPT code is posted in the PMS i2iTracks will automatically be updated with the selected vaccine on the patient s account 7 Click OK to save the vaccine information Vaccine Lots The Vaccine Lots library will allow your health center to keep an inventory of lot numbers As a vaccine is entered i2iTracks will automatically update the Lot Number and the Expiration Date This is an optional feature and you are not required to enter Lot numbers To enter your Vaccine Lots 1 Select Setup gt Tracking 2 Choose Childhood Immunizations 3 Select Vaccine Lots Vaccine Lots Merck amp Co Inc 6 13 2009 Yes GlaxoSmithKine 6 27 2008 Yes F Show Disabled Items 4 Click ADD to add a new Vaccine Lot 217 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Vaccine Lot Properties Lot Number p9a99993 Description MMRAY Vaccine Type MMRV _ BI Manufacturer GlaxoSmithKline Expiration Date 6 72772008 w s 5 Complete the fields as follows e Lo
320. ries e Allergies manual update e Educations Auto Update with LVT amp Schedule e Immunizations Auto Update with LVT amp Schedule e Medications manual update e Problems Auto Update with ICD 9 e Procedures Referrals Auto Update with LVT amp Schedule e Self Management Goals manual update e Treatment Plans manual update e Other As new data is entered into i2iTracks the individual Profile Items Indicators are updated in the patient s Tracking Profile New data can be entered manually i e when a foot exam is performed or through a Linked Visit Type which is an automatic update that occurs when new PMS data is transmitted to i2iTracks For the automatic update to function correctly you must attach the Patient Profile Items to the appropriate Linked Visit Type To set up your Patient Profile Items 1 Select Setup gt Patient Profile Items The nine categories of Profile Items will display 2 Choose a category Each of these categories are created differently lt 87 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup i2iTracks SAT Patients Find Reports Windows Help Labels Letters Linked Visit Types Locations Patient Searches Pat
321. ritten permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 UDS 2011 Setup General Table 6A Table 6B Table 7 Abnormal breast findings female Abnormal cervical finding DO NOT USE DO NOT USE 24 5 BACK MASS 50 00 DIABETES 755 69 LEFT VENTRICAL HYPERTROPHY aACCIDEN TAL FALL 002 0 TYPHOID FEVER SALMONELLA INFECTION FOOD POISONING AMEBIASIS UNSPECIFIED INFESTATION GIARDIA LAMBLIA PROTOZOAL INTESTINAL DISEASE VIRAL GASTROENTERITIS GASTROENTERITIS TUBERCULOSIS PULMONARY o TUBERCULOSIS PULMONARY UNSPECIFIED TUBERCULOSIS GENITAL ORGANS PLANTER WARTS n EEXTRApPTT MONARY TR m o o D e Sar PG a ME Pa a ek Ce Ci bonov rho A wyw e The Add Defaults button will try to auto fill the list of codes based on HRSA s definitions The auto fill feature is very nice BUT COULD BE DANGEROUS i2iTracks is looking for codes in your PM System using wild cards i e go find everything that starts with 174 which means it could find codes that DO NOT match the indicator to be mapped If you use this feature you will have to make sure the wild card search finds only the codes that meet the requirements of HRSA WARNING The Add Defaults button will NOT display if there is no matching default CPT or ICD9 codes After clicking Add Defaults the list of codes displays that i2iTracks was able to find in the PM System that match
322. ropriate Women s Health Tracking Type for it to be available as a possible result for a procedure BW he Linked Visit Types The Linked Visit Type library is where i2iTracks learns what CPT s and ICD 9 s mean in the PMS There are several different reasons to create Linked Visit Types To automatically update Educations Immunizations or Procedures in i2iTracks To automatically assign patients to a Tracking Type To identify a visit type for statistical reports To search for patients who have or have not had a particular CPT or ICD 9 Only a few trained users should have access to this library The Linked Visit Types setup can be the center of all major mistakes made in setting up i2iTracks Watch very carefully when linking your codes from your PMS to i2iTracks you do not want to have the incorrect CPT or ICD9 attached When you are not absolutely positive about which codes to choose do NOT add the link For example you do not want a CPT for an office visit updating a flu shot field in i2iTracks or you do not want patients with a diabetes diagnosis assigned to depression tracking It is always best to contact i2i Support or Training if you are not sure of how the Linked Visit Type should be set up Adding a Linked Visit Type To set up your Linked Visit Types Select Setup gt Linked Visit Types 2 To adda Linked Visit click Add To associate the Linked Visit Type to a Diagnosis Code complete the fields as fol
323. rrow to reveal your list of values to make your selection Q Enter Data for Visit Date 8 18 2009 Olvera Miguel e arwy i Item Value for 8 18 2009 Most Recent Value Save Exercise i2i 0 e tD Med Management QO Cancel Smoking i2i oO O Exercise i2i J 0 u HbA1c i2i less than 7 8 7 2009 Expand All 1 2 times wk Flu i2i Go Eein e Received 8 7 2009 Collapse All 13 In the Other Items category there are no option buttons only drop down lists for the items that have a value menu and blank fields for you to enter dates and numbers amp Other Profile Items Smoker i2i gin p Never 10 10 2006 Drug Asst Program Present No counseling in past year Second hand smoke exposure Smokeless tobacco user Past smoker ie Past smokeless user Visit Notes for 8 18 2009 Unknown amp Other Profile Items Present Counseling in past year y gr E Never 10 10 2006 AE CE as Foo Risk 03 2 ee ee 14 The bottom section of the data entry template is the Visit Notes window Here you can add the vitals and notes for the visit Visit Notes for 8 19 2009 Date we Ibs Ht in emi_ t F sp e r PainScore Pho Add Open Delete 15 Click the Add button to enter the vitals and notes about the visit This screen is identical to the Patient Visit Notes section in your History tab 115
324. rt 1 Select Reports gt AQIC CSLC gt AQIC CSLC Clinical Measures 307 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS i2iT racks File Setup Patients Find ess Windows Help Pama Pe AQIC CSLC Clinical Measures 2 Select your reporting criteria The AQIC report is due every six months on August 31st and February 28th Each reporting period is twelve months of data The reporting period for the August 31 2008 report is 7 1 07 6 30 08 The reporting period for the February 28 report is 1 1 08 12 31 08 8 Keport Uritena Date Range 77 1 2007 to 6 730 2008 Show multiple periods months in length I Only include these locations ey show asseparate columns gt I Only include these providers a I Only include these financial classifications Po Ad Remove 3 You can choose to print the report for a specific location provider or financial classification as well Leave these fields blank to include the entire organization 4 Click OK to print the report Below is an example of the report 308 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stor
325. rt Below is an example of a Health Registry report for multiple locations by column side by side 169 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Run Date 6 19 2008 1 29 10 PM Date Range 1 1 2007 12 31 2007 OEH n 1 Patients EE AS A SS a E A_Total Patients included 37 100 16 800 2 Visit Count ee ee es ee A_ Patients with 0 visits ES af o 1a7sw o B_ Patients with 1 to 2 visits C _Patients with 3 to 5 visits LH 27H 30 25 D Patients with 6 or more visits 10 2 oo o o 3 Gender E a a G a ee A Female L202 59 94 SH B Mate J__ 135 E 50 a C Unknown oo o w y oy oy ow 4 Age FS SS SS SS EE A_ lt 1593 a ee B_ 15 44 yrs J 2552 5 31 25 o o 0 C 45 64 yrs aaj s282 aoo aarswj of o D _65 yrs and older E_Unknown a ee 5 Race a Ee Sa Se a E A_ OTHER ASIA ow B _PACISLANDE ee ee ee ee C OTHER E E a a D FILIPINO o ao osos ooo ooo oo os E JAPANESE et ee ee eee ee o Health Disparities Collaborative Reports i2iTracks has the ability to generate Health Disparities Collaborative Reports The reports cover all of the measures discussed on the Health Disparities website and print those measures on one report The
326. rt of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Select Labs Initial Status Cancel Pending Labs Panels Group None z O 24 Hour Urine Protein Select All Caso CO AFP non pregnant Select None CO AFP Tumor Marker O Albumin Serum O Albumin Creatinine Random Urine CO Aldosterone C Alkaline Phosphatase ALP O act C Amphetamines Screen Urine O amylase Cana O Antibody Screening O st O Bacterial Culture O Barbiturates Screen Urine C Benzodiazepines Screen Urine O Bile Acids Total Serum 3 6 To request a lab click Add Labs The Select Labs screen displays with a list of possible lab tests 7 Narrow down the lab choices by selecting a group of labs from the drop down menu or by selecting a lab panel from the Panels tab 8 Click the lab tests that you want to order for the patient 9 After all of the tests have been checked click OK You are returned to the Lab Requests tab with a complete history of all lab tests that have been ordered for the patient The Status column for all new tests is set to Pending Other Status options include Received Refused Canceled and Unknown 10 To open a lab request double click on that line or highlight the desired lab and
327. rved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry Procedure Pap i2i Torres Audelia oo Referred 2 2012 ok Scheduled For 1 12 2012 T 19 00 PM gt iy Cancel Status Completed x 1 12 2012 Location Community Health Clinic of Santa Rosa eee x Follow Up Add Open Results Normal Result 1 LGSIL oe C Abnormal fx Result 2 C Pending EA C Unknown Result 3 C inconclusive l A Result 4 dx 5 The Results section contains not only the result type but also the details of each result For abnormal tests first click the Abnormal button For paps you are able to enter up to four results for the abnormal test For mammograms you can enter up to two results for the left breast and two results for the right breast Click the browse button next to the Result 1 field to see a list of possible pap smear mammogram results Select the desired result from the list 6 Click OK to save the result Abnormal Result Follow Up aa ccssssssssmsssssseseesusssseseeeemessseeeenenenssseeeseteassseeeeeeesset Once a patient has been diagnosed with an abnormal pap or mammogram she falls into a group of patients that need specialized care and attention If the pap smear i
328. ry allows the user to identify the patient s type of visit when they enter the vitals and the visit note data The name of the Visit Type will then print at the top of the Visit Note to easily identify the type of visit r Iy Visit Note Types Name Asthma Visit Note Diabetes Vist Note T Show Disabled Items Follow these steps to add a Visit Note Type 1 Select Setup gt Visit Note Types 2 Ifthe Visit Note Type to be added does not already exist click Add 3 Complete the fields as follows 22 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup e NAME Type the name of the Visit Note Type e DESCRIPTION Type a description optional 4 Click OK to save your work Editing a Visit Note Type Follow these steps to edit a Visit Note Type Select Setup gt Visit Note Types Click the Type to be edited to highlight it Click Edit Edit the fields as needed Click OK to save your changes Ce es a a Once you have made all necessary changes click Close Follow these steps to print a report of the Visit Note Types 1 Select Setup gt Visit Note Types 2 Click Report The visit note type list displays on your screen 3 Click
329. s For those centers that perform the Mammograms on site include the Mammogram CPT codes as well as your i2iTracks Procedure Referral items 3 If you are mapping the CPT codes highlight the CPTs category and click OK The Lookup Procedure screen displays You can look for the procedure by code or by description Choose the equivalent procedures for a Mammography Test from the list and click OK 4 If you are mapping items from the Procedures Referral category the Select Procedures Referral screen will display Click to checkmark each Procedure that represents a Mammogram When you have chosen all Mammogram Procedures click OK 304 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS Select Procedures Referrals CI LEEP C Lumpectomy C Mastectomy Omer C ophthalmology Visit i2i Pain Pain contract signed CJ Pain PAR Report DJ Pain Urine Tox Screen CO Pap i2i O Physical Therapy i2i O Podiatry visit i2i C Post MI Rehab i2i C Preconception Tracking Referral C Refer to specialist C Repeat Pap Self Breast Exam i2i I eec mam tr n i 5 Double check your Equivalent Items window to make sure that you have included all of the
330. s Inc Chapter 7 Patient Searches Sending the patients a letter Assigning the patients a recall Providing a special intervention at their next visit e What are the search criteria Review each filter option to look at all the different search possibilities Once you are familiar with the options you can decide on the criteria for the search e What is the date range for the Patient Search While learning about Patient Searches it is a good idea to keep your search criteria simple do not get too detailed or you will not find any matching patients It is important to understand that each option you choose will narrow down the search To create a Patient Search 1 Select Patients gt Search for Patients or click the Patient Search icon A window displays with the list of Patient Searches previously created and the date and by whom the search was last modified Make sure the Patient Searches tab is selected The group is Default which means you are viewing searches that are not assigned to a group 2 If desired use the drop down menu to select a group ai Search for Patients fo e ls Search for Patients Pre Filters Patient Searches I DX Search Group Default al Search Name Modified By Modified Date S Do Search Abnormal Paps without FU i2iadmin 4 8 2013 11 42 58 AM Access Control Milton 6 15 2011 9 17 44 AM E At Risk Diabetic 4 Month Recall i2iadmin 5 25 2012 12 59 50 PM r Behavioral Health Patients wi
331. s Codes Related Profile Items 250 00 DIABETES TYPE II Add 250 5 DIABETES MELLITUS W EYE MNFST 250 6 DIABETES MELLITUS W NEURO MNFST prey 250 7 DIABETES MELLITUS W CRCLTRY DSORD 250 8 DIABETES MELLITUS W O THER MNFST You can also link the problem to an ICD 9 code if you want the problem to be automatically updated in the disease profile To link an ICD 9 code to a problem 1 Click ADD The Lookup Diagnosis window displays When you first bring up the screen you will see the list in numeric order by ICD code You can choose the diagnosis you desire by looking it up either by ICD code or by description e To choose by CODE On the By Code tab ensure that the list is sorted in numeric order by ICD code Type the diagnosis code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK e To choose by DESCRIPTION O
332. s marked Abnormal you need to decide what follow up action is needed for the patient Most health centers have a written protocol for abnormal pap follow up based upon the type of result For example for results of LGSIL a colposcopy is scheduled immediately or for results of inconclusive a follow up pap is scheduled in three months In some instances you may not want to take any action step for two more weeks In any case it is best to determine your action at the time of entering the abnormal result for ease of entering the follow up item It is important that a patient with an abnormal procedure be placed on the follow up list The patient will not come off of the list until you individually remove her 141 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 12 Women s Health Management Data Entry To schedule a follow up on an abnormal pap or mammogram Procedure Pap i2i Torres Audelia Referred 1 12 2012 a M Scheduled For 1 9 2012 1 2 24 00 P Cancel Status Completed vj 1 12 2012 v Location Community Health Clinic of Santa Rosa one x Follow Up 1 On the right side of the follow up window in the Pap Procedure screen are two buttons Add and Open To add a ne
333. s of Specialties are e Cardiology e Dermatology e Endocrinology e Gastroenterology e General Surgery e Optometry Note This is not a required library It will only be needed if you will need to sort by specialty Adding a Specialty 1 Select Setup gt Tracking gt Referral Tracking gt Specialties 182 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking Cardiology Dermatology Endocrinology Gastroenterology General Surgery Neurology Optometry Orthopedist Psychiatry Urology Vascular Show Disabled Items 2 Ifthe Specialty to be added does not already exist click Add 3 Complete the fields in the General Tab as follows 183 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 15 Referral Tracking r Specialty Locations Opthamology Description A o e NAME Type any name that best describes the Specialty being added e DESCRIPTION Type a detailed description of the specialty optional
334. s tab lists the patient s medications Listed are the Medication Start Date and Stop Date The Tracking tab is used to capture and collect the clinical data for the patient i Tracking Demographics External Data Summary History Labs Recalls Follow Ups Referrals Correspondence Pharmacy EyePACS A ACE W Asthma 5 10 2011 ca We ALLEGRA 180 MG TAB GPI 41550024100 2 Animal Hair W Benign essential hypertension 4 18 2011 JJ AMIODARONE HCL 200 MG TABS GPI 35 I Pollen J Diabetes mellitus without mention of complic ie AMITIZA 24 MCG CAPS GPI 5245004500 A Diabetes Type II A ARB Unspecified i2i A DVT History 2 5 2004 9 ASPIRIN 81 MG TABS GPI 641000100003 A Family History of Breast Cancer A Contraindicated Advair Asthma Tracking Diet Exercise Alone i2i Exercise i2i 3 or more times wk HbA tc i2i less than 8 Diabetes Tracking HTN Medication Mgnt Take regularly Mammogram Tracking i2i Pap Tracking i2i The following additional tabs are under the Tracking tab e The Summary tab is an at a glance view of the patient s current status It lists all the Tracking Types for the patient as well as current information on Allergies Problems Medications Treatment Plans and Self Management Goals Allergies Problems and Medications from both i2iTracks and your external software are listed differentiated by icons Summary History Labs Recal
335. s the question Pregnancy Form ka Select the question Evaluation oO 1 Case Manager 2 Trimester entered into care regardless of site UDS 3 Did the first prenatal visit occur at this site UDS A Site Name 5 Multiple gestational pregnancies 6 Expected Hospital for delivery 7 Did mother desire or intend pregnancy at this time Medical Assessment Screening oO 1 Medical Risk Assessment Complete oO 2 Risk Factor oO b Medical Risk Identified A Management Plan 4 Behavioral Risk Assessment Complete 5 Behavioral Risk Identified 5 Click OK once the desired questions from all forms have been selected Labs Tab The Labs Tab is used if you want to include data on specific lab tests and to define the lab result values for each lab test To include labs on the report 164 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Health Registry Report Properties ta s a Lab Report Description A General Patients Profile Items Mammogram and Pap Perinatal Labs Include statistics for the following labs ABO during the reporting period Aldosterone during the reporting period ANA during the 1 month prior to the end of the repor
336. s you are tracking The Tracking Type is the method by which the indicators in Profile are assigned to a specific patient Examples include diabetes depression cardiovascular disease etc Patient Visit Summary Form A tracking type specific encounter form designed by your health center You can choose to have a 2 column or a 3 column form You decide which Patient Profile Items or indicators Allergies Medications Immunizations etc you want on the form and if you want lab trends or vital trends on the form Vitals Vital Signs Pulse Rate Temperature Blood Pressure Respiratory Rate etc Disease Management Data Entry Overview Disease management data entry can be done in several different screens You can use the Data Entry Templates to update Patient Profile Items and Vitals or you can update these indicators from the following patient tracking tabs 1 Patient Profile Items Patient Profile Items Indicators are updated in the Patient s Tracking Profile using the data from the visit summary sheet 2 Vitals The vitals are entered in the History tab Lab Results Manually Entered Labs requests and or results If you interface with a lab the results will automatically update your lab results in your Patient s tracking 110 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photoc
337. seaneetaes 73 Setting Up a Patient TaS a ra ataapa an aotan aa ra darako ete Sabaa Tadaa aa SERATE dasa aena ETE NiNa 74 Performing a Patient Taskin e a a a 75 i2ilracks Today in e a a 78 Customizing i2iTracks TodaY nnee ideaksi anaia 79 Phe Find Meri AEE ET E E E A E A ooeentsee aeeeelet 83 Chapter 9 Disease Management Setup sssssssesssesessessseeseseseeseessesseseeseeseeeseeseeses 85 Disease Management OVCIrvView sccecceccsscseeceeeeeeeseeeeeeeneeseaeeseeeeeeaseaeeaeeeeneaseaeseeeeeneateas 85 Building a New Tracking Type cscceccsssssssscsssessecsecseeseessessessessesseesessnssessaessessessesees 85 Creating Your Patient Profile teMS ccccccecseseeceseeceseeceeeeeeeeseeeceeeeeeeseeeeeeeetaees 87 Creating a Patient Profile c cccsssssscssssssssssessesscssssessesecsesseseeseesesaeseeseesesesansensesass 104 Creating a Tracking Type cccccccsccsscssesssssecssessessecseeseessessessessesseesaessessessaesesenssesess 107 Patient Visit Summary FOTN nesie oee ea R ER Ra 109 Chapter 10 Disease Management Data Entry ssssssssssssnnensnnuunnnnununnnnunnnnunnnnnnnnnnnnn nnna 110 Disease Management Data Entry Overview cccccsecesetessteseeseeeseeesseeseeeseeeseneeees 110 Step 1 Updating Patient Profile Items cccccssssssssessesssseseseessssesseseeseesnsensenseeass 116 Step 2 Updating Vitals omista e a aaa Seca ese aa 119 Step 3 Updating Lab Data ruipinto e EEEa a E E iaaeaie 122 Step 4 Updating Defa
338. seedacesessiencveceiaceseesdeedebace 24 Setting up Appointment Status Mappings ccccescseecssecsnecseecseeeseesseeseeeesneeseeeees 26 Setting up the Framingham Risk Value eccecceeseeeeeceeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeaeeaeeeees 27 C OLTES PONG ENCE a S E E E E EES E el ha ee ee ee 31 Other Setup FICS svc c ccsccccscdghecsccscsceesesesdesceactsce cated seedssdeisiceseassdiccrsccsocedtesteccxsevrascdbexe 31 Tracking Types Patient Profiles and Patient Profile ItemsS c c0ssee 32 Chapter 5 Patient Information scsssesssseseesesessesseseeseesesesseneesesseseseeneesesessensees 33 Accessing Patient Information cscsscsscsscsssssecsssssssesseseesesaesseseesesaeseeseeseesssassanseeass 33 Understanding the Patient Information Screen cscececceseceeeeseeeeeeeeeeeeeeeeeeeeeneees 34 VISit UUS COL Y os dcceincteteecessncks sneha oria aaa aa a e aa E Ee a a seven Eaa aae E aa ee 41 Chapter 6 Recalls i ciciiesecdsccssceievestssGsncsncssevsnscedaccsveeseccuseaiesicuceestsvivsscbcendaystesaseaessesdeasbesttsiee 44 Overview Of ReCallls rcccciccciesctec cos teveieestiveste sles bei eee a rie iaa aa Tadaa aai 44 Seting up a RECallcss sce sccceschgeccgesstesededntascgatesedagatndensdncedaagengesdpleesesysaepusghceeeensusvyons tebe 44 Adding and Viewing a Recall c cceccccssesceceecesseeeeeeeceeeeseeeeeeesecaeeaeeeeeeeseeaseeseeteeeaseaneetaes 46 Adding a Patient to a Recall for an individual patient
339. seeeeeeesecaeeateneseeaeeaseeeseeaeeaeeeseetseeaeeaneneaes 146 Scheduling a Women s Health FONOW Up ccscssccsseesssessecsesseeseeseesseeseeseeesnseeeseees 148 Scheduling a Follow Up for a Disease Management Procedure or Referral 149 Managing Your FOLOW UDS cscssccsscsssssesseceseseeseeseecseeseessesseseesseeseesaesenssessensaeesnsensass 152 Managing Follow Ups for an Individual Patient csccccseeeceeeeseeeeeeeeeeeeeeees 152 Managing Follow Ups for a Group Of Patient ccssssescesssssssssesesssseseesseeeees 154 Chapter 142 RE POLUNG sicccticciccssiencdisvseoiececseescsneseasssesvenscenciinssteertonsdesisnssndsuessdencesuannessovs 157 Reparto Overview eak E tachi la tac Alia dled at anne Rae eee 157 Health Registry Re ports eonia faced ie edie dh ae A aes 157 Generating a Health Registry Report ccceeseeccecesseseeeeeeeeeeeeeaeeeeeeeseeaseaseetsesaeeateneaes 167 Health Disparities Collaborative Reports ccsceccssssssssscssssessessessesseessessessessnseaes 170 Configuring the Diabetes Health Disparities Collaborative Report 170 Generating the Diabetes Health Disparities Collaborative Report 173 Meaningful Use Report sceccsccceccsseccseeseseeseecseeecaeeeeeeseeecacecaeseeaeseeeeseeeeaeeeeaneeeeeaeeeeates 176 Chapter 15 Referral Tracking sccscccsscesseesseesssessesseesseeeseeseeesseesseesseesanensaeasses 182 Referral Tracking Overview sssrin ae e
340. ser is an administrator are displayed y E User List Full Name Description Group Name Default Location E Mail Administrator Janice Nicholson Community Health Clinicot Santa ves Rosa Default Super User Group Reports Only Users l is Group Editing and Disabling a User In some instances you may need to edit a user s login information change their user group to give them different security rights or disable a user To edit or disable a user 1 From the i2iTracks Security screen select the Users tab A list of users displays on your screen 2 Click the name of the user you need to edit or disable to highlight it To edit a user click Edit The selected User Information displays for you to make your changes Click OK to save the modified User Information 4 To disable a user click Disable Note To reactivate the user again click Enable 5 When you are done with your changes click OK Editing and Deleting a User Group In some instances you may need to edit a User Group s security rights or delete a user group Be careful when deleting a User Group Make sure you have re assigned users to a different group prior to deleting It is a good idea to review the groups assigned to the Users in the Users tab prior to deleting a group To edit or delete a User Group 1 From the i2iTracks Security screen select the User Groups tab A lis
341. set up your Pap Results 1 Click Setup gt Results A list box displays showing previously entered results 2 Click Add to add a new result OQ Name Enabled k Disable Name HGSIL Description HGSIL ores 3 Complete the fields as follows e NAME Type the name of the result i e Condyloma 131 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup e DESCRIPTION Type a description of the result i e Condyloma 4 Click OK to save the result Continue to add the results until your list is complete 6 Click Close after entering all of the results Create Tracking Types The next step in the creation of your pap tracking in i2iTracks is to attach the desired links and results to your pap tracking type To enter the Pap Tracking Type 1 Click Setup gt Tracking gt Pap Tracking The Pap Tracking Type Properties screen displays Tracking Type Properties Name Description Patient Profile None ed Bai Linked Visit T Please specily which visit types from your linked software indicate that a patient belongs to this tacking type Results Women s health visit ee ASCUS Atrophy Bacterial Vaginosis Candida SPP
342. shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting Health Registry Report Properties Name Diabetic Health Description Cancel Aoo General Patients Profile Items Mammogram and Pap Perinatal Labs Only include patients who V Are being tracked for Diabetes Tracking X V Are active Had a visit during the reporting period C i E F Are defined by the following search Are Being Tracked For Select this option to include patients who belong to a specific Tracking Type If you select this option you must choose the specific Tracking Type from the browse button of your tracking types Are Active Active patients are defined in the Patient Information screen by a green Active or red Not Active bar under patient status Select Active to limit the report to include Active patients only Had A Visit During The Reporting Period Select this option to include only patients that had a visit during the reporting period Do not select this option if you want the report to include all patients in the specified group whether they have a visit or not Additionally you can select an option to include only patients who have had a specific visit type When you select the option to only include visits of a specific type you will need to cho
343. show than on a two column report 241 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Pre Visit Planning i x Visit Summary Properties Name OK Diabetic Cancel Description General Columns Labs Lab Histories Lab Graphs Vitals Vital Histories Vital Graphs Medication Histories Footer Add Category Remove Category Move Up Move Down To define your columns 1 In the first drop down box select the column to set up If you are developing a three column report you will have three columns to choose from otherwise you will have two columns 2 Click Add Category 3 Select the category types that you want to print in the selected column 4 Once all the selected category types for a specific column are chosen change the first box to the next column and repeat steps 2 3 for the remaining columns 5 Category types can be rearranged by highlighting a category type and clicking the Move Up or Move Down buttons Try to visualize each column and the order each category type should appear Labs The Labs tab will allow you to put important labs on the Visit Summary form for at a glance viewing You must have chosen the Labs category in
344. sks will also keep a log of the last time the task was preformed More Information Recalls The i2iTracks recall allows you to remind your patients to return to the health center for preventive care immunizations procedures and more More Information Patient Profile ltems Patient Profiles Tracking The library files for Patient Profile Items Patient Profiles and Tracking are part of the setup of disease tracking and custom tracking More Information Customized Printing and Reporting i2iTracks contains several report templates that are customizable More Information The Tracking Types Patient Profiles and Patient Profile Items Libraries are used to build custom tracking types The detailed instructions for setting up these libraries are found in Chapter 9 32 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information Chapter 5 Patient Information Chapter Terminology Patient Visit Summary Form A form used during an encounter with a patient with a specific condition or clinical area of interest The Patient Visit Summary Form is designed by your health center You decide which indicators Allergies Medications Immunizations etc you want on the form and i
345. st 6 mths DM test DM under 45 DM with LDL gt 100 not on ARB or ACE Dr Hernandez DM Patients Fibrates Users Framingham 50 to 80 percent i2iadmin 9 21 2011 4 29 4 Framingham Risk Over 10 percent i2iadmin 9 21 2011 4 31 2 Future appt test Glucophage w Creatinine gt 1 5 HbAic gt 9 Homeless Pt Hypertension PTs gt 18 janices diabetics New DM pts 1st visit in past 6 months Paps Patient s on Coumadin Pediatric asthmatics Perinatal Person i2iadmin 4 6 2011 12 51 3 e atal Trac i y 1 25 2012 4 50 5 Potassium Values i2iadmin 4 19 2011 3 09 3 Pts without Visit in 2009 tant inisdenin NMTINNII 44EEs 4 The results from the Perinatal Tracking Search display on the screen From there you can print or edit the results send recalls or letters print visit summaries or labels and much Note For information on how to build edit or remove a search please refer to Chapter 7 213 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup Chapter 18 Immunization Tracking Overview and Setup Chapter Terminology CDC Center for Disease Control CPT Codes Current Procedural Terminology Procedure codes used by the medical and in
346. stems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches r Zy Patient Search Properties Dr Hernandez DM Patients Copy General Filters Fields Search Group Default Search Name Dr Hernandez DM Patients Copy Search Description E e aaeeeo If you do not re name the search it will appear in the list with Copy appended to the search name Pre Filtering Patient Searches The Pre Filters tab on the Search for Patients screen allows you to specify filters that limit the patients who will be searched Filters include Default Location Default Provider Secondary Provider and Financial Classification The specified filters appear in the search criteria box on the search results tab With a pre filter specified all patient searches will be performed on only those patients for example only the patients at the specified default location To pre filter the search for patients 1 Select Patients gt Search for Patients or click the Patient Search icon 2 Select the Pre Filters tab 64 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic m
347. sult is normal is a subjective exercise that requires a provider s evaluation Test results are sent in a text form not as a single piece of data and this text needs to be reviewed by a provider before the normal or abnormal result can be put in the patient file Thus an extra step has been built into the Pap and Mammogram Tracking Type to accommodate this requirement The following is an overview of how you can use Pap tracking at your health center to assure all of your Pap smear test results are received and appropriate action is taken based on the test results 1 The patient has a Pap smear The Pap smear procedure is posted into your billing system or manually entered into i2iTracks 2 Once the procedure code is posted in your billing system the patient is automatically placed on a pending list awaiting the result 3 The patient will remain on the list until you enter a result for her pap 127 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 11 Women s Health Management Overview and Setup Normal results can be entered quickly from the pending list by checking off the patients with a normal result The normal Pap letter is generated and sent to the patient Abnormal results are entered
348. surance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes PMS Practice Management System the billing system i2iTracks Immunization Tracking Overview i2iTracks Immunization Tracking will help you keep track of your patient s complicated immunization schedule alert you when an immunization is due and notify patients to make an appointment for their immunizations i2iTracks keeps track of immunization dates both automatically as they are posted in your PMS practice management system and manually if an immunization has been administered outside of your health center Immunization Tracking Setup Overview The accurate completion of the immunization setup tables is crucial in determining the vaccine schedules for your patients Prior to using immunization tracking you will need to take some time to determine a schedule for each individual vaccine define the related procedure codes in your PMS and combine the vaccines into immunization tables that will be assigned to your patients Each step in the setup process is defined in detail in the following sections Vaccine Types i2iTracks uses a standardized vaccine library from the CDC This library is updated by i2i Systems as
349. t Number The lot number of the vaccine e Description A description of the lot if desired optional e Vaccine Type Select the type of vaccine DTP MMR TTap HepB IPV from the drop down menu e Manufacturer Select the manufacturer from the drop down menu e Expiration Date The date the lot expires 6 Click OK to save the Vaccine Lot Vaccine Schedules The next step in setting up your Immunization Tracking is to set up your Vaccine Schedules For each vaccine you will need to know e The number of doses to be given for each vaccine For each dose The recommended age for each dose The minimum age for each dose The maximum age for each dose The minimum time before the next dose e Any other special rules about the dose such as Skip doses if patient is a certain age Change the minimum time between doses when a patient reached a certain age Repeat the last dose until the patient reaches the maximum age 218 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 18 Immunization Tracking Overview and Setup DPT Childhood Vaccine Dose Schedule Example Dose NumberRecommended Age Minimum AgeMaximum Age Minimum Time to Next Vaccine eoo pe fovea pees Once you have determined th
350. t for the AQIC CSLC Report AQIC CSLCiIndicator Billing System Code Ambulatory Care 99201 99202 99203 99204 99205 99212 99123 99214 99215 Diabetes Mellitus 250 xx 357 2 362 0 366 41 648 Do not include Diagnosis gestational diabetes or steroid induced diabetes Pap Test CPT 4 88141 88145 88148 88150 88152 88155 88164 88167 88174 88175 ICD 9 V72 3 V72 31 1V76 2 ICD 9CM 91 46 Mammography CPT 4 76090 76092 OR Mammogram Test 9 V76 11 V76 12 It is a good idea to gather your encounter forms and meet with your billing specialist to assure all of the proper codes are included for each item For example a pap smear can be identified by multiple CPT codes or even a payer specific code like CHDP code 19 It is important for you to understand that i2iTracks can only provide information from indicators or codes that you are using and tracking For example if you are not recording 295 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AOIC CSLC REPORTS mammograms in i2iTracks then you should not expect i2iTracks to provide you with a Mammogram count To map your equivalent codes in i2iTracks 1 Select Setup gt Printing amp Reporting gt AQIC CSLC Clinica
351. t of User Groups displays on your screen Click the name of the user group you need to edit or delete to highlight it To edit a User Group click Edit The selected user group information displays for you to make your changes Review all of the access levels to make sure you have the correct security rights Click OK to save the modified user group information 10 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc 3 Chapter 2 Security To delete a User Group click Remove At the prompt click Yes if you really want to delete the User Group You will need to go back and make sure that all users that were previously assigned to the group are re assigned to a new group When you are done with your edits and deletes click OK Viewing the Audit Log To help you provide and monitor security i2iTracks logs significant database and user access events To view the Audit Log l From the Menu Bar select File gt Admin Tools gt Audit Log The Criteria screen displays Show events that meet the following criteria Date Range 8 19 2011 to 9 19 2011 Patient OO M Include Adds V Include Edits V Include Deletes M Include Access Select the Date Range for the events you want t
352. t step is to enter the Patient s Vitals 1 From the Patient Information Screen choose the History tab option under the Tracking tab 2 Highlight the Visit Notes option 119 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Goals Medications Chapter 10 Disease Management Data Entry amp Tracking Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy Asnes Date wr Ibs Ht in oemi T ep ep Rr Educations 6 19 2007 70 2 23 2005 70 148 92 1 24 2004 70 153 95 Immunizations 12 30 2003 70 155 98 83 8 11 2003 70 156 99 85 5 3 2003 70 158 100 80 Problems Procedures Referrals Treatment Plans Other Profile Items A summary of previous visits displays showing the following information on each visit Date of Visit Weight Height BMI BMI Percentile The BMI percentile is calculated for patients aged 2 20 It is based on the patient s age height weight and sex Temperature Blood Pressure Pulse Respiratory Pain Score 0 6 PHQ Patient Health Questionnaire for depression LMP if applicable Reproduction Statistics G P LC SAB TAB if applicable To view details of a previous visit 1
353. ted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc yw Task Results DM w o HbAlc in past 6 months Task Results DM w o HbA Ic in past 6 months Location S 5 4 Chapter 8 i2iTracks Tasks C 1005 Newton Jose 10 15 1935 12 800 sans O 1009 Juarez Itzel 8 3 1959 7 100 Select None J1012 Guerrero Juana 9 17 1923 8 600 C 1015 Gonzalez Judy 7 29 1940 6 900 CO 1018 Mendez Steven 1 5 1951 12 800 t C 1040 Gomez Dan 23 1954 6 000 7 CO 1055 Dominguez Albert 7 24 1962 5 600 Patient Info C 1063 Davis Gerardo 12 3 1996 300 O 1089 Calderon Mario 11 30 1966 47647 1 5 300 Report 1090 Velazquez Sarah 20 1948 487695 1 100 C 21093 Stubbs Silvia 3 28 1947 495211 1 5 600 y C 21097 Ru z Socorro 5 31 1951 50072 1 7 100 Count 54 2714 Min Adela 4 8 1546 100 0 2734 Wilson Ana 5 1 1938 5 600 V Show Criteria C 2739 Vieu Angelica 8 23 1950 7 300 2741 Vega Angelina 2 19 1956 10 400 C 2743 Vazquez Angelita 10 12 1348 11 7006 O 2745 Valladares Marcelo 10 30 1941 7 200 C 2746 Valenciana April 4 28 1923 6 300 2747 Tuziak Arlene 9 10 1940 5 800 2771 Sanchez Carmen 3 21 1947 5 700 2772 Silagan Jesus 8 24 1554 5 700 2773 Salgado Carol 6 24 1945 10 600 2774 Ruiz Catarina 20 1931 7 900 4 m 4 To sort the list click on the heading you want to sort by for example Name 5 Select the task from the following options e Cr
354. tems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS e How do you manage the workflow processes e Are you currently recording pap and mammogram tests in i2iTracks For health centers that are already using diabetes and women s health tracking it is a great time to review your current processes e Are lab results being entered into i2iTracks e Do you have a documented workflow process e Do you have a written policy on how all diabetics are handled e Do you have a written policy on how paps and mammograms are managed In addition there is preparation and setup that is required by you Mapping the External Codes to i2iTracks Indicators The AQIC CSLC report requires you to map the equivalent codes used in your PM system for each of the AQIC and CSLC measures Mapping codes simply means to take all of the different codes CPTs and ICD9s used to identify a visit a procedure or a diagnosis and assign them to one indicator in i2iTracks The easiest way to gather the necessary mapping information is to complete a mapping worksheet This will help you identify the equivalent codes from your PM system and also the appropriate indicators within i2iTracks This is an example of a mapping worksheet Mapping Workshee
355. ter 5 Patient Information g 1X i2iTracks Patient Info a File Setup Patients Find Reports Windows Help PHORAP A Last Name First Name MRN Lookup ID Patient SS SO E DOB M D Y caer Alerts 8 Current Patient Richardson Anna ID 2996 DOB 4 20 1957 Sex F SSN 123 21 2380 MR Language English pid Open Profile Create EyePACS Case Create Follow Up Status Active Create Recall Create Referral Qf Tracking 8 Demographics C External Print Letter History Labs Recalls Follow U Print Visit Summary Print Pediatric Visit Summary a ACE Print Women s Health Summary ry Mair Send E Mail ollen Visit History Olas n R 1 Enter Data from Template 3 ired Verify appt schedule Referral Flu i2i eferral Mammogram i2i eferral Ophthalmology Visit i2i eferral Podiatry Visit i2i eferral Colposcopy m Case 8 27 2008 l acy EyePACS i ALLEGRA 180 MG TAB GPI 415 lt a AMIODARONE HCL 200 MG TABS _ OY AMITIZA 24 MCG CAPS GPI 52 Zr ARB Unspecified i2i From the Actions menu you can e Enter Data from Template e Open a Profile e Create an EyePACs Case e Create a Follow Up e Create a Recall e Create a Referral
356. th Comorbidites i2iadmin 10 9 2012 6 59 24 AM Behavioral Health Patients with PHQ gt 15 i2iadmin 10 9 2012 6 38 37 AM S Edit Behavioral Health Tracking i2iadmin 10 8 2012 11 19 28 AM Children Age 2 i2iadmin 6 2 2011 2 14 06 PM View Children who need preventive dental cleaning i2iadmin 4 8 2013 11 45 58 AM Children with Asthma i2iadmin 5 23 2011 12 09 55 PM Copy CVD patients Diabetics by probabilistic Remove Diabetics out of compliance i2iadmin 5 21 2011 7 32 48 AM Diabetics with Appt tomorrow i2iadmin 11 4 2011 7 49 03 AM DM diagnosed with DM but not being Tracked DM or CVD pts w HbAic gt 9 less LDL lt 100 DM patient being seen at i2i Clinic who are not ta DM Patients i2iadmin 6 8 2011 12 47 17 PM 3 Torun an existing Patient Search highlight the one you want and click Do Search 4 To adda new search click Add 5 On the General tab type a Search Name If needed assign a group or description 56 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches a Zy Patient Search Properties 2 8 General Filters Fields Search Group Default Search Name Diabetic 6 Month Recall Search Description fall DM without a visit in 6 months and no appt for
357. that best describes the financial classification being added i e Private Insurance Medicaid Medicare Private Pay etc e DESCRIPTION Type a detailed description of the financial classification optional e TYPE From the drop down menu select a category Commercial Medicaid Medicare None or Other that best describes the financial classification being entered The Type determines how the financial classification will show on the reports 4 Click OK to save Editing a Financial Classification To edit a financial classification 1 Select Setup gt Financial Classifications 2 Click the financial classification to be edited to highlight it 3 Click Edit 21 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup 4 Edit any of the fields as needed 5 Click OK to save your changes 6 Once you have made all necessary changes click Close Printing a Financial Classification List To print a report of the Financial Classifications 1 Select Setup gt Financial Classifications 2 Click Report The financial classification list displays on your screen 3 Click the printer button to print the report Setting up Visit Note Types The Visit Note Type Libra
358. that you do not wish to view e Hide All Show All Click the Hide All or Show All buttons if you want to hide or show all categories If you only want to view a few categories it is sometimes faster to Hide All and then uncheck only the few categories that you want to show To print the Visit History click the print button at the bottom of the screen The Visit History prints landscapes so that you can see more information but may take a few sheets of paper is the patient has many profile items Keep in mind that the only profile categories that will print within the Visit History are the ones that are currently selected for your patient on the screen For example if you choose to hide the vitals and then choose to Print the vitals will not be included in the Visit Summary printout This is especially useful if you want to print only a specific date range On your Visit History printout you will see only eight columns of history which will fit across one sheet of paper 43 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Chapter 6 Recalls Overview of Recalls The i2iTracks Recall system provides you with a comprehensive yet easy method to remind your patients to return to th
359. the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK e To choose by DESCRIPTION On the By Description tab ensure that the list is sorted alphabetically by diagnosis description Type the description of the diagnosis in the box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one diagnosis from the list click on the code or description to highlight it and then click OK To select a group of diagnosis codes click to highlight the first diagnosis description press and hold the Shift key and click to highlight the last diagnosis description in the group You will see all diagnosis descriptions from the first one to the last one are now highlighted 248 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reprodu
360. the closest match to what you are entering To select an item from the list click on the code or description to highlight it and then click OK 7 Ifthe item will be mapped to a category or lab the select chosen category or lab window displays Select the box next to the item s you are mapping to Click OK to select the chosen item s 8 Repeat the mapping process for each item listed on the HDC Diabetes Report Setup screen 9 Click OK to save the report 10 Follow the same steps to map the other Health Disparities Collaborative Reports 172 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 Reporting To generate a Health Disparities Collaborative Report 1 Select Reports gt Health Disparities Collaborative 2 Choose the desired report The report criteria window will appear Report Criteria E e Date Range chante 1 1 2011 vj to 12 31 2011 v Cancel E 12 months in length M Only include these locations Only include these migrant statuses Community Health Clinic of Santa Rosa Add Petaluma Women s Health Santa Rosa Health Center Remove H WV Show as separate columns v r columns V Only include these providers I Only include these homeless statuses
361. the form and will display a warning if a question is answered with an incorrect format 3 When you are finished answering all of the questions click Save Perinatal Tracking Searches i2iTracks Patient Search option allows you to easily create searches of Perinatal Patients or run existing Perinatal searches You can choose from a variety of selection options and i2iTracks will search through your PMS system to find patients that match your report criteria Patient Searches can be used for reports recalls patient correspondence or just general interest To build a Patient Search Select Patients gt Search for Patients 2 If the search already exists double click the Perinatal Tracking search or highlight it and click Do Search 3 You can also build a new search by clicking Add Click Edit to edit an existing search View to view an existing search or Remove to remove an existing search 212 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 17 Perinatal Tracking iP Search Group Default Search Name Modified By Modified Date __ DM pts on Meds or CVD pts on Meds BP and BMI DM pts with BMI gt 35 and dx of depression DM pts without flu shots this year DM Pts wo HbAic in pa
362. the i2iTracks Follow Up List e Use the Follow Up manager to create your own Follow Up list To review and manage your follow ups from the i2iTracks Follow Ups list 1 Select Find gt Follow Ups Immediate or Follow Ups Immediate or Future You can also access the Follow Ups Immediate list from the i2iTracks Today screen The Follow Up list displays with a list of patients scheduled for a Follow Up Potions io Mame oe met tee Review Sete Sener ipeson Aetecnee Te Rasigued Te teen 08 200 2 Peller Astirh LUTET DL sp r Mammogram 424 Msta OD s Marien Jadina Lassen abet Setersai aa Sasat knre Ours a9 Ors r Sip G i Ow hemp i oa Over Paart Inte Ores ae Cart 154 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 13 Patient Follow Ups Note This list can be sorted by any of the column descriptions at the top of the list patient s name ID number active date or assigned to 2 Highlight the patient you are working with and click Open or double click on the patient s name to open the patient s Follow Up Here you can edit a Follow Up complete a Follow Up and add Follow Up effort events 3 Click OK to save the changes or events added to the Follo
363. the printer button to print the report Other Setup Files Other Setup files will need to be completed depending on which i2iTracks options your health center decides to use Other Setup and Admin Tool menu items are listed below and are completed as needed e Results Women s health only e Linked Visit Types Where you link CPT amp ICD9 codes from your billing system to i2iTracks e Appointment Status Mapping e Framingham Risk Value e Correspondence e Patient Searches e Patient Tasks e Recalls e Tracking Types e Patient Profiles and Patient Profile Items e Customized printing and reporting Results The Results library is a library of all the possible results or procedures performed related to pap smears and mammograms lt 23 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup Adding a Result To add a result to the Results library Select Setup gt Results The Results window displays Click ADD The Results Properties window displays Type in the name of the Result and a description if desired Click OK to save the Result Note Now that the result has been added to the library you still must attach it to the app
364. the required codes from HRSA The check box next to each code allows the user to select the codes one by one The Select All button selects all the codes at one time The Select None button unselects any codes that have been selected Note No matter which option you use to select codes make sure the codes listed are the CORRECT codes for that indicator 284 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 5 Repeat the same steps above to map all of the other indicators Select Items _ a 174 8 NEOPLASM OTHER SPECIF SITE OF BREAST 174 9 BREAST CANCER Select None 793 8 ABNORMAL MAMMOGRAM 793 80 ABNORMAL MAMMOGRAM UNSPECIFIED Mapping ethnicity can be complex if your PMS system does not offer a place to capture ethnicity data If your PMS does capture an ethnicity library i2iTracks has the option to map the ethnicities needed for the UDS reports If your PMS system does NOT have an ethnicity library and YOU are capturing ethnicity through your PMS race library you can map the UDS ethnicity under Race Mapping If you do not capture ethnicity data in either of these ways i2iTracks will not be able to report the ethnicity in
365. ti Bacterial Culture during the reporting period Barbaturates Screen Urine during or prior to the reportina period 1 Click ADD 165 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Add Labs J 24 Hour Urine Protein O aso O AFP non pregnant O AFP Tumor Marker O Albumin Serum O Albumin Creatinine Random Urine O Aldosterone Q Alkaline Phosphatase ALP Oat J Amphetamines Screen Urine O Amylase O ana O Antibody Screening O Aast Q Bacterial Culture Q Barbiturates Screen Urine C Benzodiazepines Screen Urine eI o lt Chapter 14 Reporting 2 Select the box next to each lab that will be included in the report and click OK To define the reporting period and the lab ranges for reporting highlight the desired lab and click Edit 4 Choose the radio button that describes the reporting period desired 5 Click ADD to view the Lab Range window 166 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 14 R
366. tice management system that is associated with this location Note The only required field for locations is the location name 4 Click OK to save your work Editing a Location To edit a Location Select Setup gt Locations Click the Location to be edited to highlight it Click Edit Edit any of the fields as needed Click OK to save your changes Once you have made all necessary changes click Close P S es Ne To print a list of Locations 1 Select Setup gt Locations 2 Click Report The location list displays on your screen 3 Click the printer button to print the location list Setting up your Providers The Providers Library stores information and data on all of the providers at your various sites In i2iTracks each patient can be assigned to a default provider This will enable you to separate your reports by PCP for provider specific reporting Even if you are using a provider library from your EHR PMS you can add and manage providers in the i2iTracks Providers Library 18 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup P Provider Properties 28 Name Full Name Betty Schmidt FNP Prefix First Description Family Nurse practio
367. tient s weight and height BMI Percentile The BMI percentile is calculated for patients aged 2 20 It is based on the patient s age height weight and sex Temperature Blood Pressure Pulse Respiratory 121 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 10 Disease Management Data Entry Pain Score 0 6 PHQ LMP if applicable Reproduction Statistics G P LC SAB TAB e VISIT SOAP NOTE If you choose to enter notes about the visit use the bottom portion of the screen The Soap note format is provided for your convenience e PRINT i2iTracks provides you with the ability to print the visit note on paper to file in the patient s chart Click Print 4 Click OK to save the visit Note Make sure you enter the correct date of service Step 3 Updating Lab Data 1 Enter the lab request and or results by choosing the Labs tab Tracking Demographics F Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy Requests Results Quest LabCorp N Add 5 18 2006 i2iTracks 2 10 2006 i2iTracks No Open 2 2 2006 i2iTracks No 12 21 2005 i2iTracks No 12 14 2005 i2iTracks No Dade 10
368. tient by phone to schedule the GYN appointment Each attempt to reach the patient is listed in i2iTracks as proof of Recall efforts You can create as many steps as you wish for each type of Recall Recalls commonly consist of sending two letters and then having the patient fall into the Failed Recall Report but your health center will determine the appropriate waiting periods between each letter When determining a waiting period make sure that you consider how long it takes a patient to get an appointment and how long it takes for the billing department to post any charges that have occurred for a patient Setting up a Recall To set up your Recalls 1 Create your letters in the Letters set up screens Letters must be created first You will need a letter for each step of the Recall 2 Develop your Recall protocols in the Recall set up screens In the Recall set up you will attach a specific letter and waiting period for each step in the Recall process See Adding a Recall Protocol below 3 A Recall must have a way to be satisfied completed or all patients will fail which means the Recall was not completed In the example below a Profile Item Procedure 44 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems
369. time Refer to Chapter 7 to learn how to create a Patient Search 1 Once the Patient Search has been created click Do Search to bring up your list of patients 2 Double check a few patients and make sure you have the correct list of patients 3 Select the patients you want to be added to the recall use the Select All or choose individual patients 4 From the Actions menu select Create Recalls The Create Recalls screen displays E Create Recalls ow Recall Active Date 27 2012 Recall Type 1x Patients Olvera Miguel Olivares Larry Levy Hilda Larios Imelda Newton Jose Nevarez Luan 5 Complete the fields as follows e RECALL ACTIVE DATE Type the date for the recall process to begin Click the down arrow for a monthly calendar e RECALL TYPE Click the down arrow and select the type of recall from the list 6 Click OK to save the group of recalls 48 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls 7 If there are any patients on your list that already have an active recall with the specified recall type a screen will display a list of the duplicates Click No so you do not duplicate the recalls To view recalls for an
370. tocopying recording or otherwise without written permission from i2i Systems Inc Chapter 4 General i2iTracks Setup To map appointment statuses from your EHR to i2iTracks statuses 1 Select Setup gt Appointment Status Mappings 2 Select the status you want to map and click Map r Appointment Statuses Only show items that contain Completed No Show Rescheduled i2iTracks allows you to calculate a patient s Framingham Risk Value This value is available in the Patient Search as both a filter and a field Before using this feature it must first be configured The Framingham Risk value was developed by the National Heart Lung and Blood Institute and Boston University to determine the likelihood of a patient developing hard coronary heart disease myocardial infarction or coronary death over a 10 year period The calculation uses the following risk factors e Age e Total cholesterol e HDL e SBP systolic blood pressure e Treatment for hypertension e Smoking status To set up the Framingham Risk Value calculation 1 Select File gt Admin Tools gt Framingham Risk Value Setup 2 Select Current Smoker and click Edit 27 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission fr
371. ts that have critical values To see the details just double click the report title line 258 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Y 7s eA i2iTracks January 26 2012 Lab Results that are Critical 0 Search Normal Paps that need notification 1 Search Abnormal Paps without FU 92 6 Follow Ups immediate Assigned To Me 1 i Referrals My Location 0 S Paps Mammograms with Pending Results My o ZON Location Immunizations that are Due 452 Note about Critical Lab Results The critical labs will also appear on the report called Lab Results that are Abnormal found in the Find Menu Once they have been flagged as reviewed in either list they will not appear the next time either list is generated Lab Mapping There are many reasons why lab mapping is such a useful tool but not all labs need to be mapped Consider the labs that are most important for your reporting and search needs A Health Center may start with mapping a small number of labs because they need to report on more than those few labs at that time Note External source labs will be viewable if not mapped but not searchable or reportable Additional labs ca
372. tter generate labels and more A Patient Search only needs to be built once After it has been created it will be available in the Patient Search library to run whenever needed Some Patient Searches will need to be performed on a regular basis such as How many patients had a normal pap this month Other searches may only be used once such as How many DM patients did we see this year The Patient Search also offers Advanced searching for those users that have more experience with programming logics and math Advanced searching is used when a search requires additional parameters to find the desired output You must understand the mathematical order of operations before you venture into Advanced searching Advanced Searching is not for the standard i2iTracks user abire Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Creating Patient Search Groups Patient Search Groups enable you to sort searches by department location provider condition and so on Patient Searches are then easily located when assigned to a group Each group has an internal security system that can permit only certain users to have the rights to add edit or remove searches in that group To create a Patient Sea
373. tus e DATE The date of the appointment e TIME The scheduled appointment time e TYPE The type of appointment for example Routine e DOCTOR The doctor for the appointment e RESOURCE The person delivering the service for this appointment e LOCATION The location for the appointment e STATUS The status of the appointment for example No Show e EXTERNAL STATUS The original status of the appointment received from the PMS system 39 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 5 Patient Information The purpose of the External Data tab is to be able to view data from your PMS system in i2iTracks so you do not have to keep jumping back and forth between your PMS and i2iTracks The following additional tabs are under the External Data tab e The Problems tab is list of the patient s current problems received from your PMS or other system It lists the Problems ICD9 Code Status Status Date Identified Date and Onset Date e The Allergies tab contains the patient s allergies It lists the Allergy Status Status Date and Identified Date e The Immunizations tab displays the patient s immunizations Listed are the Immunization CVX Code Status and Date e The Medication
374. ty iw User Group Properti m Name Display Interface Inactivity Notification Pediatric Clinic Users Display CDI Alerts Description Pediatric Clinic Admins c at n Print Hint Instead of having to start from scratch with every User Group you can replicate an existing User Group Simply highlight the User Group you want to copy and click the COPY button You will see a copy of the User Group Make changes to the User Group Name and modify the security access levels as needed 5 Check the Display Interface Inactivity Notification checkbox to allow the users in that User Group to view interface inactivity warnings Check Display CDI Alerts to allow users in that User Group to view Custom Data Integrator alert messages at i2iTracks startup when unmapped values exist Click OK to save the User Group Repeat these steps to set up each of your User Groups Set up the following security options which will apply to ALL User Groups e Users must change password every x days Enter the number of days after which all users must change their passwords for example every 30 days e Lock session after x minutes of inactivity Enter the number of minutes i2iTracks may remain idle before the user is locked out To use i2iTracks after being locked out the user must re enter the password This setting applies to all users including those with Administrator security e Lock the user out after x failed login attem
375. u include all codes that would satisfy the definition of an encounter e Diabetes Diagnosis The AOIC report requires a patient to have a confirmed diagnosis of diabetes One of the following diagnosis codes should be found 250 XX 357 2 362 0 366 41 648 Make sure to also include any other diagnosis code used in your PM system for diabetes Exclusions include gestational diabetic or steroid induced diabetes e Mammography Test This measure is for the CSLC report only Some health centers refer their patients for mammograms while others can perform them at their office For those who refer their patients make sure to map the i2iTracks Procedure Referral items For those centers that perform the mammograms on site include the mammogram CPT codes as well as your i2iTracks Procedure Referral items e Pap Test The Pap Test is also a CSLC measure For this test you will map both your pap CPT or ICD9 codes as well as your i2iTracks Procedure Referral items Mapping the Ambulatory Care Encounter 1 Highlight Ambulatory Care Encounter and click Edit 297 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored ina retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS AQIC CSLC Clinical Measures Report Setup Mappings Ambulatory Ca
376. ult Provider and LOCAatiON cc cssssseseeeesesssseesesseessensseees 124 i2iTracks Diabetes Tracking Office Policy amp Procedure Examplle 00008 126 Chapter 11 Women s Health Management Overview and Setup 127 Overview of Women s Health Management ccssssscssssssssssesssssssessesesssssssesseeass 127 Women s Health Management Setup cccceseccecesceseeeeeeeeeeeeaeeeeeeeeeaeeaseeeeeeseeateateees 128 Chapter 12 Women s Health Management Data Entry cesssseeeeeesseeeeeees 135 Entering Normal ReSuIts csscssccscseeseessecsecseeseeseeceeseeseeseecseseesseeseesenssesseseaesenssnseass 135 Entering Abnormal ResultSiss siseneks enenatis nutie kane iGS 137 Recording Abnormal Results through the Patient Info Screen 0000 137 Recording Results Using the Pap Pending List eeeeseseeeeeeeeeeeeeeeeeeeeeteeeeees 140 Abnormal Result Follow Up cccccsscssessssesssssseeseeeseeseeseeseeseeseeseeseesensseeseesaesenssnseaes 141 Scheduling a Follow Up Procedure u cecsecceceeceeseseeeeeeeeecseeaeeeeeeesesaseeseeseeeaseatentaes 142 i2iTracks Pap Tracking Office Policy amp Procedure Example c esee 144 Chapter 13 Patient Follow Ups ssssssssssesessessessseseeseeseesseeseeseeseeseesseeseessnseeeseesans 146 Overview of Patient FOLLOW UPS cscsscsscessssssessesecsessssseseesesaeseesecsessesaesensesaesansansneass 146 Scheduling a General Follow Up u eeeecceceeceeee
377. ult fields by selecting Show the following fields in the search results e Click Add e Choose a category from the drop down Category menu to view the various fields in each category that can be added to the search results 61 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Patient Field Category Demographics X Field s C First Name C Middle Name C Last Name O vos C Age C Gender C Med Rec CISSN C Race CO Ethnicity C Language C Homeless Status e Click the box next to the fields to be added and click OK e Click OK to save your search Note Once you create a search you can copy that search criteria to create a new search without having to start from scratch For example you have already created a Search to find all patients that belong in the diabetic panel of Dr Hernandez Now you find that you need a new list of patients that includes the diabetic panel for your entire organization You can copy Dr Hernandez search then just change the filter selections to accommodate your new need in this case take out the filter that is just selecting Dr Green Follow these steps to copy a search 1 Highlight the Search that
378. umadin Therapy Tracking C DM Preconception Select All O Family planning C Farmworker HF O Hepatitis Perinatal Tracking i2i CITB Tracking C Warm Hand off Select None Perinatal Tracking History The first screen you will see when you open the Perinatal Tracking Type is the Patient Pregnancies screen In the Patients Pregnancies screen you can view the following information e The Perinatal Care Start Date for each pregnancy the patient has been tracked for in i2iTracks 210 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 17 Perinatal Tracking e The delivery date of any pregnancies that have come to term From the Patient Pregnancies screen you can select one of the following buttons e ADD Add anew pregnancy and complete the pregnancy intake form e OPEN Open the highlighted pregnancy and complete a visit or baby form e DELETE Delete the highlighted pregnancy e CLOSE Close this window Adding a New Pregnancy Completing the Pregnancy Form 1 Click Add on the Patients Pregnancies screen The Patient Pregnancy window displays with two tabs The Page 1 tab displays all of the questions to be answered for the Pregnancy Intake form The Page 2 tab is where the v
379. up by either CPT code or description To choose by CODE On the Code tab ensure that the list is sorted in numeric order by CPT code Type the CPT code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a grouping of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random procedures click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK To choose by DESCRIPTION On the By Description tab ensure that the list is sorted alphabetically by procedure description Type the description of the procedure in the box above the list As you enter the description you will see the list moving to the closest match to what you are entering To select one procedure from the list click on the procedure to highlight it and then click OK To select a group of procedure codes click to highlight the first procedure description press and hold the Shift key and click to highlight the last procedure description in the group You will see all procedure descriptions from the
380. urces to give the patient hardcopy of their referral options when they leave the clinic Specialty Allows you to identify the specialty the patient was referred for only Location Allows you to identify the referral location Allows you to document that a list of referral sources was given to the patient e Referred for The reason why the patient is being referred has already been identified This field is a display only Any notes attached to the referral type will be displayed here e Priority Select the priority Routine ASAP or Urgent from the list The default is Routine e Reason Enter the reason for the referral e Assigned to User Assign the referral to a user This field will default to the User logged in to i2iTracks If this is not the correct user you can change it to a different user This is not a required field and is used in the Referral Manager to filter referrals by user e Status amp Status Date From the lists identify the status Not Completed Canceled Completed Denied Refused No Show of the referral and the associated date If you select Not Completed you may also specify one of these options Pending Appointment Pending Submission Pending Authorization or Pending Report A referral attached to an internal i2iTracks item will create a referral in the patient profile A completed referral will change the referral status to received on those internal i2iTracks items e CPTs amp ICD9s
381. vaccine name so it is highlighted Once it is highlighted click OK The vaccine will be shown in the Immunization Table Continue to click Add until all desired vaccines are added Review the table one last time OR Ng Click OK at the bottom of the screen to save the Immunization Table 224 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking Chapter 19 Immunization Tracking Chapter Terminology CPT Codes Current Procedural Terminology Procedure codes used by the medical and insurance industries to identify the patient s medical dental visit for billing purposes ICD 9 Codes International Statistical Classification of Diseases and Related Health Problems Diagnosis codes used by the medical and insurance industries to identify the patient s medical dental conditions for billing purposes PMS Practice Management System the billing system Tracking Type Defines the specific population of patients you are tracking It includes the indicators that are assigned in the Patient Profile Examples include diabetes depression cardiovascular disease etc Assigning an Immunization Table to a Patient To assign an immunization table to a patient 1 From the i2iTrac
382. ve chosen CPT or ICD 9 the Procedure or Diagnosis library from your billing system will be displayed e To choose by CODE On the By Code tab ensure that the list is sorted in numeric order by ICD code Type the diagnosis code in the box above the list As you type the code you will see the list moving to the closest match to what you are entering To select one code from the list click on the code to highlight it and then click OK To select a group of codes click to highlight the first code press and hold the Shift key and click to highlight the last code in the group You will see all codes from the first one to the last one are now highlighted Click OK to select the highlighted group To select random diagnoses click to highlight the first code press and hold the CTRL key and click to highlight the other codes in your random group After highlighting all desired codes click OK e To choose by DESCRIPTION On the By Description tab ensure that the list is sorted alphabetically by diagnosis description Type the description of the diagnosis in the box above the list As you type the description you will see the list moving to the closest match to what you are entering To select one diagnosis from the list click on 206 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording
383. ve it to a file As with all i2iTracks reports double click on the line to bring up a list of patients who make up the statistic Understanding the AQIC Report Data Again it is important for you to understand each line on the report so you can make sure you have included all of the proper codes in your mapping setup 309 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 24 AQIC CSLC REPORTS 1 AQIC Diabetic Patient Population Patients who A Had 2 or more ambulatory care encounters during the reporting period B Have received a diagnosis of diabetes C Were age 18 to 75 years at the end of the reporting period m T E a a E E G 4 Lasttest 8 and lt 9 e A 3 Lasttest gt 100 and lt 130 9 9 18 Pe tastiest 0 TE Missingorimaigdata i088 ltem 1 AQIC Diabetic Patient Population The diabetic population includes patients who e had 2 or more ambulatory care encounters during the reporting period or prior year e have received a diagnosis of diabetes e were age 18 to 75 years at the end of the reporting period Line A Total Patient Count Includes the total number of patients meeting all of these requirements Line B HbAIc e Line B1 includes the number of pati
384. w Up To use the Follow up manager and create your follow up list 1 Select Patients gt Manage Follow Ups The Follow Up Manager screen displays with a list of Follow Up Criteria to choose Follow Up Manager Follow Up Criteria Follow Ups Active Date Any period i Assigned To User Any v Status Not Completed 7 Attached To Referral v Patient Location Any Eg x Immediate Follow Up Required Immediate or Future Follow Up Required e Active Date Click the browse button to bring up the Time Period screen Select the type of date range and enter the criteria For example if you want to look at Follow ups for a specific date range choose Between and enter the date range If you want to look at Follow Ups that are for today click the Today option e Assigned to User Select the user name from the drop down menu to view Follow Ups for only a specific user e Status Select the status from the drop down menu Your choices include Not Completed Completed or Canceled e Attached To Select from the drop down menu if you wish to view Follow ups attached to or referred e Patient Location If you want to view your Follow ups for a specific location choose the location from the drop down menu e Immediate Follow Up Required Choose this option to limit the list to only Follow Ups that are due immediately those with active dates that are due today or prior to today e Immediate or Future Fol
385. w follow up click Add The Patient Follow Up window will display to add your follow up information Add Open 2 Complete the fields as follows e Description Type a brief description for the follow up Note The follow up list can be sorted by description e Active Date Choose the date you want the follow up to occur e Assigned to User Choose the user who will be responsible for the follow up Note The follow up list can be sorted by user e Status From the drop down menu select the Not Completed follow up status e Events The Events window will give you the option to record follow up efforts and follow up details like phone calls and other attempts to reach the patient To the right of the events window are four buttons Add View Edit and Delete To record a new event click Add The Follow Up Event screen displays Enter the event date a summary and the details for the follow up effort Click OK to save the Follow up Event Click View to look at previous follow up events Click Edit to edit the details of previous follow up events Click Delete to remove follow up events e Notes The Notes field can be used to record any follow up notes and details that you need to remember about the follow up 3 Click OK to save the follow up In some cases you may need to add a pap or mammogram follow up procedure for your patient who has an abnormal result To schedule a follow up pap follow up mammogram or
386. who will be receiving the letter or label To add a new letter Select Setup gt Letters 2 Click Add Complete the fields as follows e NAME Enter the name that best describes the Letter i e Pap Recall Dental Cleaning Reminder Diabetic Recall Flu Shot Clinic Invite etc e DESCRIPTION Enter a detailed description of the Letter if desired This is not a required field 4 Click OK This will save the new letter and open the Letter Editor In the Letter Editor you can add text as well as insert pictures health center logo and or fields from i2iTracks to merge into your letter patient name address etc e The Letter editor is a standard word processor You can change font size and type text run spell check and insert a picture or company logo If you already have your letter set up in Microsoft Word you can copy and paste it into i2iTracks e When creating a letter consider how your letter will be formatted i e where the name address letter and footer will display A sample letter may look like the following 268 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 22 Patient Letters amp Labels i2i Systems Community Health Center lt DATE gt lt PATIENT_FULL_NAME gt
387. wse button to specify which Linked Visit Type indicates that the education has occurred 8 Click OK before exiting the Education Item screen Immunizations 1 Type the name of the Immunization to be added and a description if desired to better describe the immunization 90 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 9 Disease Management Setup Immunization Name Description Linked Visit Types Schedules Please specify which visit types from your linked software indicate that a procedure of this type has occurred Influenza vaccine oe 2 On the Linked Visit Types tab if there is a linked visit type for the immunization attach it by clicking on the browse button and selecting the linked visit type from the Available list Click the arrow pointing to the Selected list to move the item 3 Click OK to save your work 4 At the bottom of the screen is the Schedule tab For Immunization items you can choose to set up a schedule of how often the immunization item is needed 91 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopyi
388. y can be delivered into i2iTracks electronically i2iTracks houses its own lab library called internal labs Labs that come in from a lab company are called external labs i2iTracks can only report and search on internal labs unless you map external labs with internal labs The Lab Mappings section is where you identify which external labs will be brought into i2iTracks and then be considered internal labs Lab Tracking Setup Lab Test Information Prior to using i2iTracks Lab Tracking you can choose to e Attach a CPT code s to a lab test When a CPT code for a lab test is entered in your PMS Practice Management System the lab test will automatically become a Requested lab in i2iTracks e Assign a Normal Value to a lab test When a result is entered that falls out of the Normal range the result not only appears in red but is also included on the report of Lab Alerts Each of these lab tracking options are described in the following sections 246 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 21 Lab Tracking Overview and Setup Attaching a CPT Code to a Lab Test To attach a CPT code or codes to a lab test 1 Select Setup gt Tracking gt Lab Tracking gt Labs The Labs screen displays
389. you do your recall letters e WAITING Waiting recalls are those that are in between the steps and are in the waiting period e PENDING Pending recalls are those that are scheduled in the future e FAILED Failed recalls are those that have gone through all of the steps in the recall process and still have not been seen To generate and print letters from the Recall Manager 1 Highlight the desired Recall 2 Click Ready Recalls 251s Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 6 Recalls Ready Recalls oo ha Recall Type Abnormal Pap Follow up Location All Action Required Step 1 Send Letter Abnormal Pap Follow up Recall Patient ID Patient Name Med Rec Ready Since Select All 8 38 AM 8 38 2 t Select None 8 38 12 Oo Action 8 38 15 AM fA 1192 Topacio Ayhra 12 9 2008 V 1502 Macias Guadalupe 49 2008 Vj is95 Lopez Martha 9 200 M2311 Plancarte Suzana 12 3 200 2 3 7 2344 Jariwala Teresa 12 9 2008 8 8 Report 3 Use the drop down arrow next to the Action Required box to select the letter for the desired step in the Recall The patients that are due for the selected letter will be displayed 4 If there
390. you want to copy 2 Click the Copy button 62 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 7 Patient Searches Pre Filters Patient Searches Search Group Default Search for Patients I1 DX P Search Name DM pts with BMI gt 35 and dx of depression DM pts without flu shots this year DM Pts wo HbAitc in past 6 mths DM under 45 DM with LDL gt 100 not on ARB or ACE Dr Hernandez DM Patients Future appt test Glucophage w Creatinine gt 1 5 HbAic gt 9 High Risk Patients Homeless Pt Hypertension PTs gt 18 Intercare search Janice test janices diabetics Kids kingTest Kris Search Modified By Modified Date Do Search i2iadmin 9 11 2011 3 38 28 PM i Copy i2iadmin 10 8 2012 11 31 20 AM Remove i2iadmin 11 3 2011 10 39 16 AM i2iadmin 10 9 2012 12 36 27 PM i2iadmin 8 1 2011 9 47 58 AM i2iadmin 4 8 2013 1 01 22 PM i2iadmin 10 11 2012 9 38 19 AM i2iadmin 10 10 2012 2 14 27 PM ui The Patient Search Properties screen will display as shown below Notice that the name of the search is appended with the word Copy Give the Search a new name and review it for any changes to the filters and fields 63 Copyright 2014 by i2i Sy
391. ystems Inc 3 Chapter 10 Disease Management Data Entry Click OK to save your changes i2iTracks Diabetes Tracking Office Policy amp Procedure Example This is a sample policy procedure of a health facility doing Diabetes Tracking Purpose To assure all diabetic patients receive the attention and care required Policy DM patients will be seen evaluated every 6 months if controlled and every 3 months if uncontrolled All DM patients will meet the organizations DM standards for e Annual procedures e Immunizations e Education e Labs e Visits Procedure 1 Monthly i2iTracks searches will be performed to determine which patients are due for office visits and patients will be sent appointment reminder letters 2 DM visit summary forms will be printed each morning for DM patients with an appointment that day and placed in the patient s chart 3 Blank visit summary forms will be available for newly diagnosed DM patients and walk ins 4 Providers will complete the visit summary form while evaluating the patient using the form to determine if the patient meets or does not meet the organizations standards for diabetes control and take appropriate actions to try to bring the patient up to standards 5 Visit summary form will be submitted to the appropriate Tracks staff for updating 6 DM lab results will be submitted to the appropriate Tracks personnel for updating unless a lab interface is completed 126
392. zation Schedule The Immunization History screen allows you to manage the patient s immunizations You can add a dose edit a dose delete a dose and edit the vaccine series if immunizations were given too early or too late To access Immunization History 1 From the Patient Information screen retrieve your patient i2iTracks Patient Info Q Fie Setup Patients Find Reports Windows Help Fa aE 2 z ig S o A a aS i Alerts Current Patient Actions Due Immunization Flu Eno Due Immunization Flu 121 Garcia Edgar ninas n fia 10 1900 OOB 6 20 2005 for this patent SSN 111 23 8047 MR 2 Tracking 8 Demographics Linked Software Summary History Labs Recalls Follow Ups Referrals Letters Pharmacy 235 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 19 Immunization Tracking 2 Select the Childhood Immunization Tracking Type to access the patient s Immunization Table The assigned Immunization Table displays showing you the vaccine schedule for the patient 3 Click the History tab at the top of the immunization table to display information on each of the vaccine doses this patient has received It shows the vaccine dose number date
393. zema Dehydration 276 5xX 6A Depression and other 296 xx 300 4 301 13 311 xx disorders A JExposure to heat or cold 991 xx 992 xx 6A Other substance related 292 1x 292 8x 304 xx disorders 305 2x 305 9x 357 6x 648 3x 276 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 23 UDS Measures Table 6A 6B amp 7 Otitis media and 38 1 xXx 382 Xx eustachian tube disorders CPT 90698 90700 90701 90720 90721 90723 90719 90703 ICD 9 99 39 V02 4 032 99 36 037 99 38 033 99 37 Hep B CPT 90723 90740 90744 90747 90748 ICD 9 VO2 61 070 2 070 3 HiB CPT 90645 90646 90647 90648 90698 90720 90721 90748 ICD 9 041 5 038 41 320 0 482 2 Hysterectomy CPT 51925 56308 58150 58152 58200 58210 58240 58260 58262 58263 58267 58270 58275 58280 58285 58290 58294 58550 58551 58552 58554 58951 58953 58954 58956 59135 ICD 9 CM 68 4 68 8 618 5 ICD9s and CPTs that Indicate a Pregnant Patient IPV CPT 90698 90713 90723 ICD 9 V12 02 045 99 41 MMR CPT 90706 90707 90708 90705 90708 90704 90709 ICD 9 055 072 99 46 056 99 47 99 45 277 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document sh

i2iTracks User Manual - The Health Federation of Philadelphia

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