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1. reda 11 1 TO SELECT AN EXISTING CPT OR ICD9 11 1 TOADDAINEW GPT ORIGDY CODE cl e bete d i coat dtd e oli HIE Ree 11 1 TO SPECIFY THE SORT ORDER OF PHRASES IN CATEGORIES 11 2 TOSORT THE CATEGORIES idit iode tae eau 11 2 SECTION 12 OWNERSHIP AND VIEWING RIGHTS 4 4 01 12 1 SECTION 13 FILM 13 1 TO REQUEST OUTSIDE FILMS irid ec Fett Ded edidi oes eva deed 13 1 TO CANCEL A REQUEST FOR OUTSIDE FILMS esses 13 2 TO CHECK IN OUTSIDE FILMS fia itd 13 2 TO RETURN OUTSIDE FILMS i rhet ttd cem cuu 13 3 OUT YOUR FACILITY S FILMS eere sates du ido nn dte aee ne Pede HU TR 13 3 TO REQUEST FILMS THAT ARE PAST 212 40 442 20 nnne rrt n 13 4 TO CHECK YOUR FACILITY S FILMS BACK 1 eene 13 4 SECTION 14 PATIENT 1 14 1 SECTION 15 INSURANCE 0 44 2242 11 111 site dass
2. 7 1 Sante tuto abt etus uv vtae tee Dah 7 1 ADD A NEW RADIOLOGIST RECORD 2 dia Pax dup a ps 7 1 TO ABD A MEBICADAFEIDIATION 7 1 TOREMOVEA FACILITY 7 2 RADIOLOGIST 6 2 cl cay tena diede Roe Da eod 7 2 BREAST IMAGE DISPLAY ON THE MAMMOGRAPHY EXAM SCREENS 7 2 MASTER RIGHTS OR RESIDENT RIGHTS 5s 2d rra ene a 7 3 TO JNAGTIVATEUARADIOEODIS TIG ua tis 7 3 TOENTERGR CHANGE PASSWORD ico d tecto cedri edited de 7 3 TOADD OR CHANGE SIGNATURE 25 53 23 fat eA t En 7 4 DOUBLE READS tans fad antea stu n idet sot ec eed Nn 7 5 RADIOLOGISTS TATISIIGS etfi deas iai 7 5 TRACKING ONLY SCREENS is 7 6 TO SPEGIFY AN ABNORMALITY 7 6 TO SEPEGT TISSUE DENSITY a a nud e
3. 4 3 TO EDIT LAST NEXT EXAM RECALL 4 4 ACIER 4 5 TO INDICATE PATIENT AWAITING PATHOLOGY 4 7 INSURANCE INFO 4 7 TOENTER PATIENT ADDRESS eee 4 7 TO ASSOCIATE PHYSICIANS TO A PATIENT 8 4 8 LABEL GENERATION Em 4 9 ENTER APPOINTMENT 2 4 9 REVIEW REPRINT OR DELETE PREVIOUS 4 10 TOAMEND PRIOR EXAMS Ed Dara sree e de xo ERRORS ER 4 11 TO RESOLVE A PRIOR EXAM ca PAS ERU ieee ES indie 4 12 TORE DT A PRIOR EXAME 4 12 TO VIEW OR ADD PATIENT NOTES AND OR RESOLVE A COMPLAINT 4 12 TCKEDIT A PATIENTS BOTE Mos rcd cias netur ta c t Lead ea ag 4 14 TODELETEA PATIENTS IN da aea SR dae 4 14 TO CLONE AN EXISTING NOTE ver cess insane atacar aden nl Saal 4 14 TO VIEW THE NOTE Si d Unc tay
4. ed ve ae Td 34 1 AMENDING EXAMS 34 1 ACCESSING INTERPRETATION SOREENSE 34 2 2ND READS ctm a sac dha RU CETT Lid 34 2 MASTER USERS aita La aara aaa aa aa ae formen ub aa be 34 2 TEGHNOLOGIST EMPLOVEE NON MASTER ae eet ek nd ab dept ima edes aptid 34 2 DEEETINGEXAMSIS cis taire itn tungsten siio MOD AMI d 34 2 RESOLVING EXAMS sait Efe fud mum Sa ed Sires Bases OR e LAU 34 2 eds 34 2 CHANGINGEXAM STATUS tes he 34 2 PRINTING RIGHTS 34 3 Appendix A Bookmarks SECTION 1 PENRAD MAIN SCREEN Sci bl Tennad This screen allows access to the program The program is generally accessed from a shortcut on the user s gears Appainiments desktop to the main program on the Sue T Anderson PenradMainCinic facility s server as Radiologist ER
5. 21 1 TO SELECT EXAMS TO BE 21 1 TO CHANGE DISPLAY ORDER 1 D de dae Ue gp dua a perdue uan uda va ace dae 21 1 TO PRINT AEIST OF THESE EXAMS dr Ee ACER RARI a MESE EUM TNR Ia 21 1 TO COMMIT AND OR FAX AAA O e A npe debit dite te aces o AME 21 2 TO EXIT SCREEN AND NOT COMMIT 6 8 21 2 SECTION 22 PATIENT LETTERS niae cic fas exe ag rie bre Ca a cr Ie a ri EL nig a Fa E ei a 22 1 SECTION 23 RECALL amp REMINDER LETTERS esses nennen 23 1 TO SPECIFY A FACILITY TO PRINT RECALL LETTERS 22 enne treten ener nennt nnne 23 1 TO NOT PRINT RECALL LETTERS TO PATIENTS WITH PENDING 6 23 2 TO INITIATE AUTO SELECT center enne tret ernst tests eren streets ensi tre raten 23 2 TO LOAD PATIENTS FOR LETTER PRINTING 00 23 3 SPECIFY PATIENT OWNER FOR PRINTING eene neret 23 3 TO PRINT A LIST OF THE PATIENTS LOADED FOR PRINTING eerte rre rennen sten 23 3 TO SELECT PATIENTS FOR LETTER PRINTING 00 23 4 TO START PRINTING RECALL LETTERS AFTER PATIENT
6. 5 1 2 4 2 3 4 5 6 7 8 To locale select search criteria tap letter buttons then press begin search AddNew EdtWiew seen Chee ge Doctor Maintenance Sue T Anderson RT R M Penrad Main Clinic 8 23 2005 08 33 22 Check if no longer active Office Phone 344 545 6246x2462_ 1045 Home Phone 24523452345 Cell Phone 245234 626 FaPhone 3452462626 Last Title gt Pager Phone 245 626 2626x Fist Tile f Voice Maik 062624 656258220 ID Number 1 10445 Last Name Cabin First Name Brian Auto fax letters Office Contactl sonny and Office Contact2 cher ID Number 2 5626 Physician Type E mail diva doostus com Comments got you babe Use e mail Medical Facility Affiliations Medical Facili Academic Medical Center William General Add Affiliation See Details Remove Affiliation Move Affiliation Unknown Affiliation 100 Thulium Squibb Junction Chico 12121 West River Road PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 The Doctor List screen is accessed from the Administration screen by tapping the Hospital Clinic Maintenance button or by tapping the Primary button on the Patient Maintenance screen Note You should always search for the doctor first in case it has already been entered into the s
7. nnns nnns 20 1 e ARR De RO CHEER TR S TERRE MERE eet 20 2 TO PRINT A LIST OF EXAMS ELIGIBLE FOR PRINTING 1 eene 20 2 TO SELECT EXAMS TO BE PRINTED 22e rr ep Ira headed TR I RE 20 2 TO FILTER LIST FOR SCREENING EXAMS ONLY sese 20 2 Jo STARTEPRINTING e as see ere a Mate Ear 20 2 TOSTOPTHEPRINTING PROGESS attin teh hti dealt tent 20 2 TO PAUSE AND RESUME PRINTING 20 2 TOREPRINT AN EXAM idt et ed tei m tote tum 20 3 TO COMMIT EXAMS AS BEING PRINTED 20 3 p dprolero v prm 20 3 NOT COMMIT EXAMS AFTER 20 3 REPRINT AN EXAM NO LONGER ON SCHEDULED PATIENT LIST OR PRINT 20 3 TO ACCESS A PATIENT S RECORD FROM THE BATCH PRINT SCREEN sese eene enne 20 4 LABEL PRINTING OPTIQN D bat td aedi es PH EOD EU e dee ot tede odds Cede 20 4 SECTION 21 COMMITTING FAXING AND UPLOADING 65 4 4 2 2 22 21 1 TO SPECIFY FACILITY TO COMMIT EXAMS
8. This screen can be accessed from the Preliminary Exam or the Pre exam screens J To add or view the clinical text tap the Clinical Text button L lit Add Edit Phrases Add Period Import Cirical d ZA rica Cancel SpellCheck Clear Text Enter new text with your keyboard or tap the Import Clinical button lower right corner to reuse previous Clinical text for this patient Select the text by tapping on the phrase and then tapping the Select button To select clinical text from a common list select the category and then select the phrase from the Category Specific Phrases Available for Rapid Insertion window Multiple phrases can be selected to create a paragraph To add new clinical text items to the clinical list first select the category then tap the Add button and enter the text To create a new category tap the Add button The Save Edit Stored Phrases window will pop up Enter the new text in the Clinical Text window and enter a name in the Category field lower right corner Tap the OK button to save this new phrase To indicate the order in which the phrases appear on the list for each category enter a 2 digit number before the category name when creating the category i e 01 Pain 02 Problems etc PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 8 3
9. 4 14 TO RESOLVE su Et 4 14 TO PRINT ANTES a essct fo Meri iE D UE 4 14 TO EWE THE EOG c T aud ened ato 4 14 PRINT THE PATIENT S HISTORY SHEET Lo usus aca ce EAR p DU ene ec a a aes 4 15 TOADD PATHOLOGY RE SUITS cato nae enacted ias ode 4 15 APPOINTMENT SYSTEM INFORMATION ait La ed Lu qe e ER QUO ener 4 15 TO CAPTURE INFORMATION IN ADVANCE OF AN EXAM OR TO REVIEW PRINT A HISTORY SHEET 4 15 TOREVIEW PREVIOUS EXAMS oA fuit 4 15 TOWRITE A CUSTOM LETTER A 4 16 CREATE A NEW CUSTOM LE TIER Loo odds idea E 4 16 PRINTING CUSTOM aot 4 17 4 17 PRINT A LABEL FOR A CUSTOM 4 17 SPECIAL FORMATTING OMMANE SS tie icut 4 18 SECTION 5 DOCTOR 5 1 TO
10. Physician Abbott Linda Olivea M D a fiie associated with the patient the additional physicians can be viewed by tapping the r Letter to C Patient Patient record note UE 1 pim drop down arrow adjacent to this field Seve Deble ety Te View ases and type the letter text in the Letter Bod see peser EES Eee 12 Text for Write Patient Physician or Hospital Letter Sue T Anderson 2 15 2006 11 46 35 Nancy E Haake DOB 11 01 1945 AGE 60 PID 105023 SSN 470002965 ACCT Lola ames Lir boi aa terim z If the letter type is Hospital the Select zl 3 Hospital button will appear Tap the nile deer fete Select Hospital button to open the Beast Conia Hospital List screen Search for and Bellevue WA 98004 TH Prone 2516385985 select the appropriate facility The noon 4 selected facility will appear in the field next to the Select Hospital button LetteName PFT Bet Hospital Central Hospital Suite 209 West Dale MN 30025 erun N a the text for the new letter in the Permanent Film Transf amp letter sent i Letter bo dy text win dow Save Delete Letter Clear Test View AddSp _Add Comma Sp Add Period Sp Save D
11. 1 year screening Ue 2 ew PenRad where only the patient letter is Comp to prior exan 3 year screening Clinical consultatio 4 year screening Unspecified othe 5 EM rocess ed Rid anderson Christine Jade Penrad Main Clinic 3 month follow up Rad 2 month followup A month follow up xam rove up m Date 09 19 2005 08 01 06 18 2005 10 24 2 12 month followup Proc Diag Approve Modify Dictate ancel el ce tt tego Note If the procedure is entered as a right or left exam the windows on the screen pertaining to the other breast will be grayed out and not available This prevents data from being entered for the wrong side in unilateral exams Individual tracking screens are provided for Mammography Ultrasound and MRI Tapping on the Track Only button located on the Pre Exam screen accesses these screens The Track Only button on the Pre Exam screen will actually reflect the type of procedure for that patient i e Track Only Mammogram Track Only Ultrasound or Track Only MRI It is imperative to specify BIRADS code recall interval and patient letter to track the exam To specify an abnormality For mammography tracking select the key abnormality type M for mass C for calcifications along with associated BIRADS code and recommendation for each breast This feature is not available for the ultrasound
12. liologist localion BB Count of Exams Patient Exams Detai Cancel Change ShowPerson amp Show Print Preview Location More Selectors Options Close The next time you run a restricted report the Restricted Admin Reports Password window will appear Enter the password and tap the OK button to review or print the report PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 19 4 SECTION 20 PRINTING EXAMS Batch Print Completed Exams Sue T Anderson RT RY M Penrad Main 10 5 2005 07 47 04 The Batch Print Completed Exams screen facilitates batch printing of completed 5 amended and final exams along with the 4 corresponding patient letter selected during the exam process using Microsoft Word templates 101904 04 11 1962 09 29 2005 726309 06 094932 10 03 2005 46279 1204931 09 28 2005 47020 11 41 1941 09 28 2005 51559 10 06 1946 09 28 2005 Scree 731407 02 24 1938 06 14 2005 Breast mri bilateral Facility logos can be inserted onto both TM the patient letter and the exam report veo em re cha Based on system set up the site logo CAC Dome Lr Sea SUSHI used for patient letters and reports is the Elm logo of the facility where the exam was imaged Other options allow exams to be printed to separat
13. hea ena desired provider as indicated above ane Boe Toad Coad Prone SORT AIT Once you have highlighted the desired Lr provider tap the Edit View button to bring up the Insurance Provider Maintenance screen Zip Postal Code County Country cama Make any changes as necessary and tap ote the OK button to save the changes jote 1 etter ote Tap the Cancel button to exit without saving any changes 2 etter ote 3 To Add an Insurer If the desired provider is not found you must enter the provider name and information into the system To add a new provider tap the Add New button Enter the provider information into the applicable fields A Comments field is provided to make any additional comments about the provider Three Letter Notes fields are provided to add additional notes to the patient letters These letters are created from the Write Letter screen To Inactivate an Insurance Provider If an insurance provider becomes inactive or is no longer to be used it should be inactivated in the system You should never delete a provider or type over the provider information with a new provider To inactivate a provider open the Insurance Provider Maintenance screen see the To Edit an Existing Provider section above and place a check mark next to the Check if no longer active statement at the upper left corner of the screen This will inactivate the provider
14. 12 15 32 phino attempt 3 30am 10 00am EIDEM 6126703556 44278 BSCAN Londer Harold on the phone number to alter the 10 30am esti Ae 2670192 43371 BSCRN Abbott Linda 6128 confirmation status 11 00am EE un ES 753425 BSCRN Abbott Linda 61285 EDU 126721211 mue wm Tap next to the time to check and indicate rere that the patient arrived This will disable 74 e odo ves cia the no show tracking feature To display and include in a print out all known prior imaging studies check the box next to the Show Prior Imaging selector Tap again to turn off To make review or reschedule an existing appointment tap on the desired time slot To print the schedule for a room tap the Print button Tap the Exit Appt System button to exit the appointment system PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 17 5 Making Appointments To make an appointment 1 Select patient 2 Click To Appointments 3 Click Find Patient Appts 4 Click on calendar with available slots 5 Click on available slot 6 Select exam type change duration if needed 7 Save appointment PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 17 6 SECTION 18 APPOINTMENT LETTERS Appointment Letters Screen Print Appointment Reminder Letters Sue Anderson Penrad 3 9 2
15. Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 23 4 Recall letter configuration Recall letters are populated with data from the Patient Maintenance screen and are processed sequentially for each patient recall letter group Examples Screening recall reminder as 1 past due as 2 and final as 3 Follow up recall reminder as 11 past due as 12 and final as 13 Biopsy follow up recall reminder as 21 past due 22 and final as 23 Each recall letter has its own template If multiple languages are used then the sequential number is the same for the same letter type English Spanish French etc reminder letter 1 English Spanish French etc past due letter 2 etc When a recall letter is processed its number and patient note message are recorded in the database for auditing When recall letters are selected to print only those patients whose next recall date is within the selected time range for their next eligible letter type will appear on list to be processed When the system prints a recall letter it populates the free text and bookmarks of the template assigned to that number and language recall type letter type and language type When a final letter is processed the next recall date is cleared so the patient will no longer appear for any other recall because there is no date to correlate Within the system for recall letters there is a set up file of sections that allows facilitie
16. Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 7 8 SECTION 8 ADD TEXT SCREENS san v emm Dos 1007 942 AGE B3 T POWs Son srs cor acct Within the system there are multiple Add oe 4 Text screens that allow additional text or phrases to be added to the report These ein Reronmendaion phrases be stored sorted and iple calcifications in the right breast organized into categories for reuse j Category Specific Phrase In addition each screen can have individual user phrases or access to all Sealand beng appeaing cain vaucheri 04 phrases from all users for each screen both breasts Userib Add Space Add Period Dota a _SpetiCheck Help There is an Add Text screen associated with each of the detailing screens to allow the added text to be associated to a specific abnormality subject etc Phrases from a single category or multiple categories can be selected to join phrases together Some screens support combined findings and recommendation categories Tapping the Add Text button accesses the Add Text screens To select a phrase to add to the report Select a category left side select an item from the lower list rapid insertion by tapping on the phrase Phrases selected will appear in the upper windows Multiple phrases can
17. f li bl Pos Biopsy Fra Jou records edes tne to schedule your annuel mamogram ana patient appointments IT applicable Post Biopsy Reminde Please contact our scheduling office at SITE_SCHED_PHONE to schedule this appointment on or repatientdot2 after NEXT EXAM DATE retest 1ab retest Please do not hesitate to make thi tant tment but b 1 need ddi i d d d tet Ld rra fen ea yen ellc dera shed ater ond n addition unresolved and resolve tae insurer letters can also be modified for referring ee lag m Remember that breast health should include creening Final IBOLD JA Breast by hys health idi ifi i Bagang Pan Due oe 0 physician notification letters Monthly Breast Self ExaminationIBOLD Test dvHosRec Thank you SITE ONLY Sene 3 To access this screen tap the Patient Letter Type LetteiName Revi Letter Editor button on the Save Delete Letter Clear Print Copy AddSp AddtommaSp Add Period Sp ini ee Bing EE Administration screen Each letter type can contain free text along with a series of bookmarks which will populate with phrases from the database pertaining to the patient or the exam For example patient last name would be the bookmark for the patient s last name C Results 6 Recall C Resolution C Appt C Film There is a set of bookma
18. On the Patient Maintenance screen tap the Previous Exams button to open the Comparisons and Prior Exams screen On the Comparisons and Prior Exams screen select the exam to be printed from the list of exams in the Select Exam Report for Review section bottom portion of screen and then tap the Print button This will print a single copy of the exam and the corresponding patient letter PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 20 3 To access a patient s record from the batch print screen Select the exam and tap the Edit Patient button to view patient information Label printing option The PenRad system provides the ability to batch print address labels for the patient primary doctor doctors Example When windowed envelopes are not utilized or if the common physician correspondences are distributed as a single packet Note To print labels a label printer must be connected and configured properly To initiate label printing first select the desired label combination by choosing either Patient or Doctors in the Labels to Print window If you choose Doctors you can then indicate 1 label per doctor and or All cc doctors One patient address label is produced for each selected exam if Patient is selected one primary doctor address label is produced for each selected exam incident if Doctor is selected and one cc doctor address label is produced for each
19. To approve the tracking exam print patient letter and commit simultaneously Tap the Approve Tracking Commit amp Print Patient Letter Now button This action prints the patient letter and commits the exam to the database in one step PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 7 7 Radiologist s Options Radiologist Maintenance Christine Jade Anderson Aultman Clinic 27972006 13 43 00 The Pen Rad system provides a variety of a Oee Prene EE 1 options to allow each individual Fit None Fax Phone HOT radiologist to set personal preferences to iddle Name lade CellPhone 2 pee S iun optimize their use of the system Bx s First Title p sj Voice Mail 213 251 6546x4532__ 10 Number 1 4123 ice Contact Hod x x E dg Nite 90 These options are set in the Radiologist Heer dose Maintenance screen which is accessed ipud RET TE through the Administration screen The options are global for each radiologist so Do no matter which computer they log onto Horth Memorial Health Care 3931 Bassett Creek Drive Golden Valley itii Cic n their preferences will be inherited Add Affiliation See Details Remove Affiliation Ok Cancel Help Signature Password To enable an option place a check mark in the box
20. To commit exams as being printed After the exams have been printed the exams have to be committed This updates the patient record to a printed status and puts them in the cue to commit and fax if faxing is enabled See also the AutoCommit section below To commit the printed exams and exit the batch print screen tap the Commit amp Exit button It is recommended that the first exam and the last exam be checked to verify that the printing was completed before you commit the exams AutoCommit The AutoCommit option allows the system to automatically update the status of the exam to printed when the system has printed the last exam To activate the AutoCommit option place a check mark in the Auto Commit selector box To not commit exams after printing To not commit the exams after printing tap the CANCEL button This will not update the exam status to printed and will bring them back into the print exam list the next time printing occurs Note If this is done in error each exam will have to manually be changed to printed in order for them to become part of the commit and fax list To reprint an exam no longer on Scheduled Patient list or print list To reprint an exam no longer on the Scheduled Patients list or the print list you must access the patient s record To access the patient s record select the desired patient from the patient list and then tap the Edit Patient button to open that patient s maintenance screen
21. Letter After the tracking information is entered the radiologist can dictate their narrative report into the microphone and click on the Approve Tracking Transcribe Internal button The exam will then be in a Dictated status on the Scheduled Patients List Transcriptionists logged into PenRad will then choose the Transcribe Dictated Reports button from the Administration Screen where they will see a list of all reports that were sent to transcription by the radiologists The transcriptionist will select the appropriate exam and click the Transcribe button then with either the optional foot pedal or through the keyboard playback the dictated report and transcribe the report into the Findings and Impression sections of the report Upon completion of the transcription the transcriptionist will click on the Complete Await Approval button This will remove the exam from the Exams Requiring Transcription and update the status on the Scheduled Patient List to Transcribed The radiologist can sort the Scheduled Patients List by status to group all the transcribed reports together When the radiologist opens the exam they will see a preview of the transcribed report where they will have the ability to Approve Await 2 Read Coding Edit Exam View PreExam Close or Re dictate Note A radiologist can only open the reports that he she sent to Transcription PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page
22. Letters sent Patient Notes screen Various notes can be maintained for each patient Notes are categorized into specific types and include Diagnostic Administrative Previous history sheet Complaints Resolved Complaints Imaging Indicated problem Medical risk Breast history and Letters sent Tap the Notes button to add view or print notes To select or view a particular category select the category from the list in the lower left corner of the screen To view all notes for this patient select All To add a note first select the note category from the lower left portion of the Patient Notes screen and then tap the Add Note button Notes cannot be added to H Prev history sheet and R Resolved complaints The Add Text for Enter Patient Notes screen will appear Em Text for Enter Patient Notes Sue T Anderson RT R M Penrad Main 10 4 2005 10 27 27 Ann Kach DOB 11 11 1933 AGE 71 3858 SSN ACCT Phrase Categories 1 r Findings Administrative breast history are notes Misc show Tendemess Add Edit Phrases Patient was unable to tolerate compression Category Specific Phrases Available for Rapid Insertion Difficult Imaging 1 Patient in wheelchair 2 Cart Patient was unable to tolerate compression tib AddSpace Add Comma Add Period Cancel SpellCheck Clear Text W PenRad Mammography Administrat
23. The Patient Maintenance screen provides the ability to maintain the patient s electronic record Doctor Maintenance The Doctor Maintenance screens provides the ability to maintain the referring physician s electronic record Hospital Clinic Maintenance Besides your own facility all outside facilities hospitals clinics private practices etc that your facility might interact with for patient care should be entered into PenRad Information for each facility is maintained in that facility s Hospital Clinic Maintenance screen Radiologist Maintenance Records are maintained on the Radiologist Maintenance screen for each radiologist in your facility This screen stores the radiologist s information system preferences and provides access to change the password and maintains the radiologist s signature Technologist Maintenance Records are maintained on the Technologist Maintenance screen for each employee administrator technologist nurse receptionist etc that uses PenRad in your facility Insurer Maintenance The Insurance Provider Maintenance screens provides the ability to maintain the insurance provider s electronic record Transcribe Dictated Reports The system provides the ability to transcribe dictated reports directly into PenRad via the Transcribe Dictated Reports button PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 3 1 Appt System Maintenance Provides access for P
24. This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 8 4 SECTION 9 SPEECH AND VOICE OPTIONS PenRad currently has three different options that involve Speech Recording Speech Navigation or connectivity to PowerScribe s Speech Recognition PenSpeak is speech recording like dictation to tape that is later transcribed PenVoice is speech navigation speaking keywords that are used to move through screens The PowerScribe Connectivity Module is a connection to PowerScribe s voice recognition software allowing radiologists to transfer speech to text within PenRad s many Add Text screens PenSpeak PenSpeak is an available option within PenRad that would allow radiologists to dictate their reports and send the dictation to Transcription to be approved later with a few differences This option is used in detailed exams that the radiologists might find difficult to create using PenRad s macros PenSpeak requires the installation of a microphone at the radiologist s workstation and a workstation in Transcription with an optional headset and or foot pedal When the radiologist comes across a difficult exam to report they can choose to click on the Tracking Only button on the PreExam Screen and enter just some basic tracking information The tracking information PenRad needs for MQSA tracking is BIRADS value Abnormality Type s Breast s Affected Recall Interval and Patient
25. When you have finished previewing the letter you can close Word For each letter a note can automatically be inserted in the patient s record regarding the custom letter To enter a note type the note in the Patient Record Note field before saving the letter Example note Benign biopsy letter sent After you have entered the text for this letter enter a letter name into the LetterName field and then save the letter by tapping the Save button located in the lower left hand corner of the screen The new letter will appear in the Letter Name window Printing a custom letter To print a letter select the letter and tap the Print w Note button This will print the letter and insert the letter note if entered and date into the patient s notes letter category documenting the correspondence Note If the Print button is tapped and there is a note entered in the notes field the note will not populate in the patient s record To update the patient s record to reflect the note you must tap the Print w Note button The Print button is generally used for testing new letter templates It is recommended that the Print w Note button is always used to print the actual letter Edit existing custom letter To edit an existing letter template select the letter from the Letter Name window The body of the letter will appear in the Letter Body Text window Make any changes as necessary Tap the Save button to save any changes To verify the change
26. but will maintain it for record purposes PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 15 2 SECTION 16 TRANSCRIBING DICTATED REPORTS It might be necessary to have an exam or an amendment transcribed based on severe complications There are two separate functions located on the Transcribe Dictated Reports screen which allows the exam to be transcribed and completely processed within the system Another option is to have the exam transcribed outside of the system and only tracked Exams are tracked based on the items specified by the radiologist during the exam For example the abnormality type recommendation and the recall interval An exam appears on Exams Requiring Transcription list when it has been specified to be dictated on the Approve screen or the Previous Exam screen When an exam is selected for transcription it appears on the exam schedule with a status indicator of Dictated When the exam is transcribed its status is upgraded to Transcribed and then awaits approval by the dictating radiologist When approved the status of the exam is then upgraded to Trans comp and awaits printing and distribution If an exam is specified as transcribed externally only the patient exam letter is eligible for printing and the exam status is upgraded to External A non batch printable report has a highly visible message phrase inserted as follows kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk
27. button or hit E nter 10 Jon es Barney Jones Bob M D 1234 Stop St Apple Valley MN D SENE NEW on your keyboard The more letters you enter the narrower the search will be providing a smaller list Search by LastName FistName 101 EE incide Insctve d ene E You can use either your computer B D E F G H 11 1 E R 5 oot keyboard or the virtual keyboard To locate select search criteria tap letter buttons then press begin search Daa displayed on the screen Tap on the desired physician and then tap the Select button or double tap on the physician s name The selected physician will be displayed in the corresponding field on the Associate Doctors with Patient screen Note Only the primary physician and the first two additional physicians will be displayed on the Patient Maintenance screen To view all the physicians associated with this patient tap the Primary button Tap the OK button to save the data and return to the Patient Maintenance screen Tap the Cancel button to exit without saving any changes PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 4 8 Label generation To print address and or patient labels tap the applicable label button located on the lower right side of the Patient Maintenance screen To print an x ray jacket label if the option is activate
28. or tap on the desired language Based on your facility s configuration many of the correspondences can be in the specified language Patient ownership The combination ownership and viewing rights allows multiple facilities to share the same database and take on their own identity in a network or enterprise system This is an optional feature and can be enabled based on your facility s needs Owner loc To indicate or change the location responsible for a patient select the location from the drop down window Once the drop down menu is visible tapping the first letter of the location will select that location or tap directly on the location Whenever a new exam is created and the imaging and current ownership are dissimilar the option will exist to assume ownership of the patient at the imaging facility The ownership feature filters scheduled exams resolution of exams printing of exams recall letters and contact information for each site It also facilitates individual site printing and control and provides independent statistics for each site Filtering can be overridden by tapping the Show All Locations selector on the Scheduled Patients screen and also on the printing and resolution screens Patient ownership can be manually overridden on the Patient Maintenance screen by selecting a different facility in the Owner Loc window That patient recall information will be transferred to the specified owner Next Exam Thi
29. 4 13 2006 Page 31 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 31 2 SECTION 32 FLASHER CONNECTION The PenRad system allows data to be transferred to a Livingston film flasher and the technical factors to be added to the patient imaging note field These functions are limited based on the flasher manufacturers capabilities On the Breast Imaging Main screen patient demographics can be directly sent to the flasher by tapping the Send Patient to Flasher button or the information can be requested from the flasher by entering the patients ID number and or scanning a bar code with the ID number from the flasher The communication connections between the flasher and the PenRad system are typically a RS232 or a RS485 serial cable PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 32 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 32 2 SECTION 33 REPLICATION MOBILE VANS The ability exists as an option to have a mobile Computer Names Pubishe workstation used in the field with the complete database Subscriber installed that allows access to all existing information for Fata Transfer Dieci review additions changing Both Upload and Download Upload to primary system A ie
30. 5d Hb To add a new employee record On the Technologist List screen tap the Add New button Note You should always search for the employee first to avoid creating duplicate records A valid employee record requires a minimum of a name and an affiliation Enter any additional information as required by your facility To edit or view an existing employee s record After searching for the employee on the Technologist List screen tap on the desired employee s record highlights that record and then tap the Edit View button to review or edit the record PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 10 1 Tap the OK button to save any changes Tap the Cancel button to exit without saving any changes To add a medical affiliation If your facility has more than one location satellite clinics etc an employee can be associated with multiple locations within the PenRad system To indicate an affiliation tap the Change button on the Technologist Maintenance screen This will open the Hospital Clinic List screen Tap the first letter of the facility name on the letter bar and tap the Begin Search button Tap on the desired facility highlights that facility and tap the Select button This facility will now be displayed in the center of the Technologist Maintenance screen If an employee is to be associated to more than one location create a new employee with the same name and
31. 9 1 Approve sets the status to Trans Comp and the narrative report is ready for printing and distribution Await 274 Read sets the status to Trans 2ndRead and requires an additional radiologist to approve the report Coding allows the radiologist to enter or edit the CPT amp ICD9 Codes attached to the report Edit Exam allows the radiologist to make simple edits themselves View PreExam allows the radiologist to review the patient s PreExam history Close backs the radiologist out of the exam without changing the status Re dictate sends the exam back to Transcription to transcribe again PowerScribe Connectivity Module With the optional PowerScribe Connectivity Module you can use PowerScribe s Voice Recognition User Account that you can use in other radiology modalities to assist in creating the narrative reports within PenRad When the PowerScribe Connectivity Module is activated radiologists are paired to their PowerScribe User Accounts by entering their PowerScribe Username and Password in PenRad s Radiologist Maintenance screens As a radiologist logs on to PenRad their PowerScribe Account is activated as well allowing them to convert voice to text within any of the PenRad Add Text screens Please be aware that any text added within an Add Text screen in PenRad is NOT tracked as an MQSA tracking item Typical use of the PowerScribe Connectivity Module is Radiologist selects an exam from the Scheduled Patient
32. ALL USERS SYSTEM LIBRARY TO AN INDIVIDUAL 8 2 TO TRANSFER EXISTING PHRASE FROM A USER LIBRARY TO THE SYSTEM LIBRARY 8 2 TO DEEETE A PHRASE ote e tede nie An PH Tera dean te E ee Ix oue pee en aia ME duse eens 8 2 T EXT re betae tae e TREE e ere re texit ue 8 3 SECTION 9 SPEECH AND VOICE natn rae 9 1 PENS PEAK 2 5 eet eiie Er Needed qd eid Rid eai eee se dee Fo ened deta dad ae hed 9 1 POWERSCRIBE CONNECTIVITY 9 2 HERR 9 3 SECTION 10 TECHNOLOGIST MAINTENANCE 10 1 55 Dt t diete ene datam 10 1 TOADDANEW EMPLOYEE RECORD tein iU en de b ede d e ete redii e e 10 1 TO ADD A MEDICAL AFFILIATIONS 22c22eeccccececeeeeeeeeceeeeeceaeaeee cesses eaaaaeaee sess terres snis nnne 10 2 TOCHANGE PASSORD O ne ttm e m en athe in aos 10 2 TO INACTIVATE TECHNOLOGIST 5 E RH e ig aed 10 3 TO SPECIEY SER RIGHTS zii t fente du eed 10 3 SECTION 11 CPT amp ICD9
33. GGATE MD OCTOR 5 1 ADDING OR EDITING A DOCTOR REFERRING PHYSICIAN c cscsscscscscsesscseseseee nennen nnne nns 5 1 AT CBA at ats on bep nas ist Leisten une eal aha 5 2 TO REMOVE OR CHANGE AN AFFILIATION cote tns d a tex Du re dud 5 2 TO TRANSFER PATENS ntc uet nc hcc SC 5 3 UNKNOWN AFFILIATION BUTTON doses tesi cite Shed tati d torus Het tb ft are 5 3 SPECIFY DOCTOR S D NUMBER 22 Man pale pn Ss Mam dp EE 5 3 SPECIFY DOCTOR S PERSONAL FAX NUMBER D Fade paa aa aeui 5 3 INACTIVATING A DOCTOR REFERRING PHYSICIAN cessere 5 4 SECTION 6 HOSPITAL CLINIC MAINTENANCE creen eene nn nnn nn nnn nana 6 1 TIO EOGATE AFAGI di us 6 1 TOADDA FACILITY euis Uus ictus c A neos tock 6 1 TO EDIT AN EXISTING ACUI Ea P ciated cata 6 2 6 2 TO ABD OR EDIDAPRIVATEPRAGTICE ics test actae a ecd tarn puta avit uda rial 6 2 SECTION 7 RADIOLOGIST
34. HIS RIS system the majority of the patient demographic information can automatically be maintained by the HIS RIS system To search by patient s last name Tap or type consecutive letters of the patient s last name and tap the Begin Search button or press the Enter key on your keyboard Entering more consecutive letters narrows the search To further narrow the search enter the complete last name a comma and the first initial or more of first name Note When the search criteria is set to Last First the system will also allow you to search by the patient s ID If the search criteria is set to Patient ID searches can only be made by patient s ID To search by patient s ID Type in the patient s medical record number primary or alternate and tap the Begin Search button or press the Enter key on your keyboard If you enter only the first several numbers of the medical record number the system will return a list of all patients that start with those numbers To search by patient s DOB Enter either a 6 digit DOB 07 24 44 or an 8 digit DOB 07 24 1944 and tap the Begin Search button or press the Enter key on your keyboard This will return all patients with that date of birth Note For Canadian facilities the format is dd mm yyyy You can also select the Date of Birth selector in the Search by window and enter the 8 digit DOB and tap the Begin Search button or press the Enter key on your keyboard Pe
35. Mail 213251 5546 4522 system preferences and provides access 10 Number 2 502 F7 to change the password and maintain the Jackie Resident radiologist Auto negatives 7 Ignore wamings g a ena i E PT Left Right brst disp Flip nipple CC ontop radiologist S signatu re Comments Dr Anderson prefers left on right side when hanging Medical Facility Affiiations The Radiologist Maintenance screen is 224 Oak Street accessed from the Administration screen 2600 Si i St Sw QD HE by tapping the Radiologist Maintenance E m button This opens the Radiologist List screen Search for an existing radiologist or by tapping the Add New button enter a new radiologist To locate a radiologist After tapping the Radiologist Maintenance button the Radiologist List screen will appear Tap on the first letter of the last name on the letter bar or your keyboard This will automatically display any radiologists with last names that start with that letter To show all radiologists tap the Show All button To add a new radiologist record On the Radiologist List screen tap the Add New button Note You should always search for the radiologist first to avoid creating duplicate records A valid radiologist record requires a minimum of a name and an affiliation Enter any additional information as required by your facility To edit or view an exi
36. Medical Center 585 Fullback Nitric Place Turner s Hennepin Clinic Assocaites 825 S 8th St Suite250 Minneapolis MN Southdale Medical Clinic 17705 Hutchins Drive Minnetonka MN Farfil Hil Medical Clinic 12 Davis Plaza Minnetonka MN Minneapolis Medical Specialists Ltd 1000 E Northgate Drive Plymoi Brumfield Medical Center 856 West Brumfield Drive Brumfeild MN Hilltop Clinic 17705 Hutchins Drive Minnetonka MN Anderson Barnes Clinic 394a West Anderson Parkway Plymouth M White 232 Lake Drive Minnetonka MN 904232 Abbott 904232 Achenbach 10158 Adams 10162 Adams Rogelio 10157 Adler Lawrence 10164 Norman 10158 Aiello Patrick 10170 Akhtar Nadia 10171 Alan Kawakami 10172 Albani Robert 10173 Albert Todd 239 Alepa Paul 10174 Margaret 10175 Alexander T Include Inacti Search by LastName First Name 101 Ngee neve Seach s Backsp Clear First Total Found 46 EINE Dein oe i To locate select search criteria tap letter buttons then press begin search Add New E elei Close Help To locate a Doctor Doctor s referring physicians records are maintained separately in the system Doctor s records are accessed through the Doctor List screen To open the Doctor List screen tap on the Doctor Maintenance button on the Administration screen The Doctor List screen a
37. Microsoft Windows XP operating systems and any attached microphone and speakers PenRad recommends that for the best results you use a USB Microphone Headset For PenVoice to learn each radiologist s voice each radiologist must create a Recognition Profile within Microsoft s Speech Properties an application in the Windows Control Panel on each PC that PenVoice is activated The Recognition Profile is then matched to the radiologist in the PenRad Radiologist Maintenance screens Creating a Recognition Profile requires the radiologist to train their profile by reading a series of paragraphs about Speech Recognition takes about 10 minutes Once a Recognition Profile is created it will continue to learn the radiologist s voice as it is used through PenVoice For further training there are additional training sessions available within the Windows Speech Properties PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 9 3 PenVoice Aliases amp Hidden Command Words PreExam Screen Button Alias 27 Alias 3 Alias RIS Proc List RIS list RIS procedure list Comparison Films Compare Negative Mammogram Negative Negative mammo Approve Normal Mammogram Exam Screen Button Alias 27 Alias 3 Alias Summary Text Summary Approve for 2 Read Second read To PreExam PreExam Dictate Modify Dictate Modify Predominantly Fatty Fatty Scattered Fibroglandular Scattered Fibro Fibroglandular Heterogeneously Dense
38. No Yes No Yes Yes Yes Yes R Yes Yes Yes Yes No Yes Yes Yes Yes No Yes No Yes Yes Yes Yes Page 34 3 MR Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes Yes Yes Notice PenRad is a registered licensee of the BIRADS lexicon and is required to provide the following statement This product incorporates the Breast Imaging Reporting and Data Systems B RADSG ATLAS of the American College of Radiology Copyright 1992 1993 1995 1998 2003 The developer of this product is independently owned and operated and is not an affiliate of the American College of Radiology The American College of Radiology is not responsible for the contents or operation of this product or its associated software and expressly disclaims any and all warranties expressed or implied in connection therewith PN 2765 Rev A FOR MORE INFORMATION CONTACT PenRad 16305 36th Ave N Suite 100 Plymouth MN 55446 Telephone 763 475 3388 Fax 763 475 2815 Web www penrad com The mammography information specialists keeping you in touch PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 34 4
39. To automatically commit letters Select the Auto Commit selector The system will automatically commit the letters that printed successfully without the need to manually commit the letters To stop the loading of exams to resolve Tap the Abort button To exit the screen without updating exam status Tap the Cancel button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 24 3 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 24 4 SECTION 25 PAST DUE FILM LETTERS Ce Se The Print Film Past Due Letters screen 223242602 5 1942 100857 92289 100 Bilateral s allows you to batch print past due film letters 748706 5 6938 512 97 12 6 99 Bilateral s 223246912 1449289 1140788 12 16 99 Bilateral 5 105646 4 3826 10 28 98 12 16 99 Bilateral s 50721 17944 1 2199 97 99 Bilateral s 751113 35945 6 97 12 24 99 Bilateral s 46443 6M0M931 11 30 98 12 8 99 To access this screen tap on the Print Film Past Due Letters button located on the Administration screen 55143 8 3955 10 28 96 11 0 89 Bilateral s 55143 8 3955 10 29 98 12 16 99 Bilateral 27571 9 1950 1028 6 12 19 99 Bilateral s 0012612 11 7949 10 28 98 12 689 Bilateral s 49868 578941 5 21 88 127 99 Bilateral s 104563 1484953 11 30 98 3 5 99 Bilateral s 824110 10 21 1935 11 15 96 1217 99 Bilateral s 824110 10 1935 11 0
40. To substitute affiliations 1 2 3 4 5 6 7 8 9 Tap the upper Select button Doctor amp Affiliation you wish to REPLACE This will open the Doctor List screen Search for and select the doctor to be replaced For more information on searching for a doctor see Section 5 Doctor Maintenance Reminder A doctor can be listed more than once if that doctor has more than one affiliation Make sure you select the correct affiliation The selected doctor and affiliation will be displayed in the Doctor amp Affiliation you wish to REPLACE section Tap the lower Select button Doctor amp Affiliation you wish to replace WITH This will open the Doctor List screen again Search for and select the new doctor Reminder A doctor can be listed more than once if that doctor has more than one affiliation Make sure you select the correct affiliation The selected doctor and affiliation will be displayed in the Doctor amp Affiliation you wish to replace WITH section Tap the Replace selected button A warning window will appear asking you to continue or cancel Tap the OK button to continue A second warning window will appear indicating that this process can take some time Tap the OK button to continue Once the substitution has been completed the screen will return to the original blank state If a doctor has more than one affiliation you might need to repeat these steps several times if all the affiliations
41. To use click row above push select start new appointment at clk above push select tat a Ache 7 Reschedule selector Thu Dec 28 2005 12 34 15 Select for Reschedule Delete Exit Appt Sys To change the sort order select the name referring physician or date time A printed list is available by tapping the Print List button To update the no show list to include and convert appointments if they were not kept tap the Update No Shows button To view patients with a call on opening status select the Call on Opening selector For example Patients that want to be called when an opening appears can be selected from this screen and scheduled automatically To reschedule an exam tap on the appointment to select tap the Select For Reschedule button select the new desired time from the calendar by tapping on the day room and time and then tap the Insert Rescheduled button Make changes to the exam type and duration if required To delete the patient s appointment tap on the appointment to select and then tap the Delete button To refresh the list when multiple users are using the appointment system tap the Refresh Data button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 17 2 Quick View Screen Tab Resched Quick View MAM This screen appea
42. a different location The Pass code can be the same if desired When this employee logs on attention should be given to the affiliation selection because records studies produced are automatically referenced to the imaging location for statistics and tracking To change passwords Passwords are required for all PenRad CHANGE TECHNICIAN PASSWORD users The employee s password is EXE _ maintained through the employee s maintenance screen New Password Password Unless specified by your facility ENHENHENHEN s s i s an option that can be configured to i ini f 6 ch ters including at least one E 4 To add or change an employee s password tap the Change Pass Code button on the employee s maintenance screen This will open the Security window To enter a new password type in the new password in the adjacent field then type the password again in the Confirm Password field and tap the OK button For new passwords the Password field shown in the picture above is hidden This field is used only for changing passwords To change an existing password type the old password in the Password field type in the new password in the New Password field and then type the new password again into the Confirm Password field Note The same password cannot be used consecutively Tap the OK button to save the change Tap the
43. and MRI tracking screens To select tissue density Select from the Breast Tissue Density window upper right corner next to the BIRADS window if applicable This feature is not available for the ultrasound and MRI tracking screens To specify recall Type Select the desired recall from the Recall Type window To specify recall interval Select the desired recall interval from the Recall Interval window PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 7 6 To select patient letter Tap on the desired letter from Patient Letter window To indicate assessment To indicate if the assessment is complete or incomplete select the assessment status from the Assessment window To assign or view CPT ICD9 coding CPT and ICD9 codes can be associated with each exam To enter or edit either code tap the Proc Diag Codes button For more information see Section 11 CPT amp ICD9 Codes To change the exam date Tap the button next to the Exam Date window and select the date from Date Calendar To change the exam visit number Type the new exam number into the Exam field lower right corner of the screen To approve the tracking exam Tap the Approve Tracking Info Transcribed Externally button to approve the exam The selected patient letter will be batch printed The exam must be committed to the database at a later date See the Mammography Administrative Handbook for more information
44. are affected Tap the Close button to exit the screen PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 29 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 29 2 SECTION 30 CHANGE SPECIAL MASTER USER PASSWORD The system provides the ability to maintain a master user password to set and change passwords for all users It also provides the ability to access restricted areas restricted reports and delete exams Administration Sue T Anderson RT R M Penrad Main Clinic 2 28 2006 11 25 06 To set the master user password tap the ENTM Change Special Master User Password E button on the Administration Screen Security Hos Patient Maintenance Administrative Reports Master User Access Password R Password Enter the current password enter the new password and confirm the new password Te New Password Clear Confirm Password ejja is HHFEEBHEHEEH Note When setting the master user ul vf wf ef v 2 password for the first time there are only 2 two password fields the new password field and the confirm password field Close Help PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 30 1 This page intentionally left blank PenRad Mammography Administr
45. be selected from the same or different categories Phrases in the upper windows can be edited using the keyboard and typing directly into the window To add a phrase Phrases appearing in the upper windows can be added directly saved and reused for future exams by tapping the Add button and specifying the category If the upper windows are empty you can tap the Add button and type in the complete phrase s and specify the category name in the category window To specify the sort order of phrases in categories To sort the order of phrases within a category add a two digit number in the sort column within the Category Specific Phrases Available for Rapid Insertion window To sort the Phrase Categories insert the number in front of the category name in the Phrase Category box Example 01 Calcifications and 02 Fibrocystic The phrases and phrase categories will then be sorted in numerical sequence PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page 8 1 To edit an existing phrase Select the category then the phrase and tap the Edit button Make changes and save To transfer existing phrase from all users system library to an individual user First you need to be in the system library Make sure that there isn t a check mark in the User lib selector bottom center of screen Select the phrase to be imported and tap the Export button A message box will pop up indicating that the phrase has
46. can also be filtered by BIRADS To prevent accidentally selecting an incorrect letter for example if the exam was BIRADS 4 or 5 the normal exam letters would not be available Exam letter sample key Letter English template name word document and other template names language separated by comma in order corresponding with language screen and letter name BIRADS number For example normal dot English 1normal dot Spanish and 2normal dot French 1 normal dot 1normal dot 2normal dot Normal exam letter 1 2 2 abnorm dot 1adnormal dot 2adnormal dot Abnormal exam letter 4 5 3 fu dot 1fu dot 2fu dot Short term follow up exam letter 3 PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 22 2 SECTION 23 RECALL amp REMINDER LETTERS Print Recall And Past Due Letters Sue T Anderson RT R M Penrad Main 10 9 2005 12 11 22 The Print Recall and Past Due screen Wee Sarah Ka Wm ew he o emon a facilitates batch printing for screening and Zeeky Nancy W 3641 124241933 07 47 02 08 02 05 2 10 24 04 Mammogram Zelinski Mary Louise 3621 03 02 4963 02 26 99 09 30 05 20 24 04 Mammogram fol OW U p remin d er lette rs to pati e nts Zemke White Sandre 3627 02274949 11 15 00 09 30 05 2 10 24 04 Mammogram 5 H A Clampett Beverly Ja 3374 08 14 1333 02 05 04 03 25 05 1 05 01 05 Mammogram L b p d kly Dillon Sondra Sue 3394 11 02 1934 02 10 04 03 30 05 1 05 01 05 Mammogram etters ca
47. corner of the screen A label can consist of up to 5 lines Type in any free text in the Label body text window and or insert a bookmark from the Bookmarks drop down menu A combination of free text and bookmarks can be used Example age PATIENT AGE sex PATIENT SEX Name the label in the Label Name field lower right corner of screen Label names are limited to 20 characters in length If you have multiple custom labels and you wish to arrange the order that the labels are listed place a number in front of the name Example 1 Patient Label 2 Exam Label or 1 Exam Label 2 Patient Label Tap the Save button to save the label The label name will appear in the Label Name column Text can be formatted for large font bold italics and barcode Formatting symbols are indicated on the lower portion of the screen Example large font valid only at the beginning of a line PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 27 1 Punctuation buttons are provided in the lower right corner of the screen to assist with inserting punctuation To edit a label Select label from label name list The text of the label will appear in the Label body text window Make any changes and then tap the Save button Note You cannot edit a label name once it has been saved If you need to change a label name select the label to be changed save it with the new name this will create a new label on
48. entry only The Technologist Maintenance screen is accessed from the Administration screen by tapping the Technologist Maintenance button This opens the Technologist List screen for an existing employee or by tapping the Add New button to enter a new employee To locate an employee Technologist List Sue T Anderson RT R M Penrad Main Clinic 8 29 2005 16 50 40 Gru T ma we pi oz Locum a After tapping the Technologist Elison Beth Penrad Main Clinic Fein iy Maintenance button the Technologist List screen will appear Gebhard Jean Penrad Main Clinic Geueke Petepe St Mary s Ozaukee Hospital Gudim Donna Penrad Main Clinic Gustafson Kathy Penrad Main Clinic Hannah Hillcrest Hospital Mary Perra Man Tap on the first letter of the last name on Ann Penrad Main Clinic Ama 2 Perr Man Cine the letter bar or your keyboard This will Johnson Ann 2 Penrad Main Clinic pety Forainen etie automatically display any employees with Jones Mary Penrad Main Clinic ffe Li Pe id Main Cli mem P Sarees i last names that start with that letter Search by Include Inactive G Name C i Show All Total Found 87 PEE EEE EEE To show all employees excluding rTjv v wixivizisia2is 4 si e z s s o To cae sect seach button then tap eters or numbers consecutive order to sati radiologists tap the Show All button AdiNew EdtWiew
49. exam has been approved only the approving radiologist can re access that exam A resident radiologist can only hold an exam for second read or approve a second read when a staff radiologist has held the exam for second read approval 2nd reads Any radiologist could approve an exam with a 2nd read status as long as either the first or second reader is a staff radiologist Master users Master users have access to all screens and all functions within the PenRad system Master user rights are granted on the individual s maintenance screen and can only be granted by a master user Technologist Employee non master Access is granted to all functions except resolving deleting exams radiologist or technologist maintenance and the exam interpretation screens A non master user is the default when an employee record is created Deleting exams Only a master user can delete exams Resolving exams Only a master user or radiologist can resolve exams Accessing exam All radiologists resident radiologists and master user technologists employees can access exams A master user or a logged on radiologist can only enter exams with 2nd read status on the schedule screen This prevents alteration of the exam with an attached radiologist Technologists employees have access only to the Pre exam screen to change or add preliminary exam information Changing exam status Changing the status of exams with a status of printed complete
50. exams tap the Select Unprinted button To de select all the exams tap the Clear Selections button To filter list for screening exams only If you wish to display only screening mammograms select the Screen Mammos selector in the Show section lower left corner The system will automatically refresh the list with only screening mammogram exams To display all the exams again select the A selector To start printing Once you have selected the desired exams to be printed tap Start button to print the selected exams Once the exam has been printed and the commit process has been done the status of that exam on the exam list will change to Printed See To commit exams as being printed section for more information To stop the printing process Tap the Abort button To pause and resume printing Tap the Pause button to temporarily stop the printing process Tap the Continue button to resume printing PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 20 2 To reprint an exam If an exam has already been committed but there was a problem printing the printer was unplugged or had wrong paper you must return to the Scheduled Patient screen and toggle the status of the exam back to complete in order to reprint in batch mode If you wish to reprint an exam prior to the exam being committed tap on the exam to toggle the status to Selected and then tap the Start button to reprint
51. exported to multiple file types for further data processing on the report preview screen The report preview screen has a printer icon located at the top of the screen to print the report directly from that screen Tap the Print button on the Report Printing screen to print the report directly without previewing the report If you have not run the report before it is recommended that you preview it first to make sure it is correct for content and date range To change the view of a report WO 14 DIDI A complete report can be multiple pages long The system provides several icon buttons at the top of the report preview screen to allow you to navigate through the report or zoom the report in or out To move forward and backwards through multiple pages tap the arrow buttons The outer arrow buttons with a vertical bar move directly to the beginning or end of a report To change the viewing size of the report tap the resize icon button far right looks like 3 pages The changes are rotated so tap once to decrease the size tap again to decrease once more and tap a third time to return to the original size PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 19 2 To export a report 0 Reports can be exported in variety of formats to a local drive a file on the network or e mailed To select a format tap on the drop down arrow for t
52. field provides a means to maintain a second patient ID number Example A patient has a mammogram done by a mobile unit but the mobile unit does not have access to the facility s medical record numbers The mobile unit generates a unique patient ID that is entered into the Alt PID field and later is cross referenced with the main facility s medical record number This is an optional field PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 5 Alt Group PID s button Some larger health systems have multiple hospitals and clinics under one corporate umbrella Patients can be seen at any of the facilities but each facility maintains its own medical record number for that patient Tapping the Alt Group PID s button will display the Patient ID Numbers for Hospital Groups screen which will list all the medical record numbers for this patient E mail This field allows you to maintain the patient s e mail address This is an optional field Use e mail check box This selector is currently non functional and is reserved for future use Send copy of report check box This selector is used to print a copy of the exam report addressed to the patient during the original print process of the exam or when an exam is reprinted until deactivated This is an optional field Last rc let This field indicates the date of the last recall letter sent to the patient The date is automatically maintained by the system w
53. information to create a new doctor The doctor s record is required to be maintained for statistical audits PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 5 4 SECTION 6 HOSPITAL CLINIC MAINTENANCE Besides your own facility all outside facilities hospitals clinics private practices etc should be entered into PenRad Any facility referring physician or patient that you might request patient films and or patient records addresses of referring physicians or facilities that your patients can be referred to should be entered into the system Information for each facility is maintained that facility s Hospital Clinic Maintenance screen which is accessed from the Hospital List screen The Hospital List screen can be accessed indirectly from the Administration Radiologist Technologist and Doctor Maintenance screens To locate a facility On the Hospital List screen tap the first letter of the facility s name on the letter bar or keyboard add additional characters of the name to narrow the search tap the Begin Search button and then tap on the name to select from the list Hospital List Dee Ann Anderson Rt R M PenRad Clinic 11 16 2005 15 35 05 T d d f t Name Lunt Street ey Jal aci y 4 ames 3234 West River Road Plymouth N Associates P 3833 Riverview Drive Suite 456 From the Administration screen tap the jene Breast Cre Center 125
54. next to that option Enabling or disabling these options require master user rights The options include Left right brst disp When enabled the images on the detailed mammography screen only will be displayed left on left and right on right The default display is the anatomical position Auto negatives If the preliminary exam has no indicated problems or high risk indicators the system will automatically put you into the negative mammogram screen when you tap the PreExam button or scan the bar code by passing the Pre Exam screen If you scan the bar code label one additional time the system will approve the exam automatically Note If there are no comparisons listed for the exam the note prompting you to add comparisons will pop up before entering the negative exam screen Ignore warnings When enabled the system will ignore all the pop up warning messages except the comparison reminder and the BIRADS 4 amp 5 call referring physician reminder messages CC on top When enabled the CC breast images on the detailed mammography screen will be displayed on the top of the screen with the MLO images displayed below The default display is MLO on top and CC on the bottom Resident radiologist Indicates that this is a resident radiologist There is also a configuration option for a global setting for all radiologists to require preview for the negative exam screen or the detailed exams ultrasound MRI and procedures PenRad
55. nn 26 1 SECTION27 CUSTOM LABELS 5 3i iode Ed SEE RR A OR oca wants 27 1 Ett n o I estu Aut t LE o 27 1 O GREATE A NEW LABEL C dde cs dette P D te tun dte etre dob std etudes ied 27 1 TOEDITA LABEL EORNM a et cS quM nef 27 2 LABELS sale Inest temer EE i d Le Lieb tasca tes ard 27 2 SECTION 28 CLEAR SCHEDULE amp REPORTS BUSY 5 5 2 28 1 29 5 2 5 29 1 SECTION 30 CHANGE SPECIAL MASTER USER PASSWORD 2 30 1 SECTION 31 CHANGE EXAM STATUS 0 1 4 44 41 dd dun 31 1 SECTION 32 FLASHER CONNECTION eren nennen 32 1 SECTION 33 REPLICATION MOBILE 85 2 4 1111 33 1 SECTION 34 SECURITY ce eee eeu Rea Wades ee vi DRIED 34 1 AUTO LOG UT AND PASSCODES 34 1 ACCESSING SYSTEM cal rusa an smi sa 34 1 ASSIGNMENT OF MASTER RIGHTS 12 5 2 Itachi dpt le pact licut elo La 34 1 ADDING USERS AND EDITING USER RECORDS
56. not need to review the PenRad PreExam Screen The radiologist can then simply say the words Negative Negative Mammo or Negative Mammogram and PenRad will open the Approve Normal Mammogram Exam screen Within the Approve Normal Mammogram Exam screen PenVoice will read off the pre selected items as well as repeat back any of the items the radiologist selects List box items can be selected verbally or by using the mouse or touch screen For example if the radiologist wanted to mention that there are benign vascular calcifications on the right breast and there are no other significant changes and patient should return in one year for their annual screening mammogram the radiologist would simply say Negative on the PreExam screen then say Right Vascular Calcs Approve PenRad will have selected the Breast Tissue Density by the patient s age or last exam within PenRad It would have selected No Significant Changes a One Year Screening recall interval BIRADS 1 and the default Normal Exam patient letter By saying Right Vascular Calcs PenRad selects Vascular Calcifications on the right breast and changes the BIRADS 1 to a BIRADS 2 The spoken command Approve approves the report and brings the radiologist back to the Scheduled Patients List where the exam is updated to a Complete status PenVoice uses the Microsoft Windows Speech Recognition and Text to Speech components available on workstations that run Microsoft Windows 2000 or
57. phrase select the phrase and tap the Edit button The Save Edit Stored Phrases screen will appear Make the desired change s and tap the OK button to save the changes Tap the Cancel button to exit without saving any changes Clear Text 1 Category difficult imaging Es OK Cancel To create a new category edit the Category window lower right corner prior to tapping the OK button Phrase Categories To erase all the text when editing a phrase tap the Finding button 1 Administrative lower left corner This will erase any text that has been entered a Spei ae and allow you to start with a fresh screen Note The Phrase Categories list can be sorted by placing a number prior to the category name when creating that category The default sort is alphabetical by category Tenderness Note Editing the spelling of a category name will actually create a new category It does not update the old category name To change a category name highlight the category to change tap on the first phrase in the list and tap the Edit button Change the category name and tap OK The new category will be created Go back to the old category and repeat until all phrases in the category are gone With the last phrase edited in the old category the name of the old phrase category will disappear PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 13 Note The Delete button is not to
58. pop up window will appear indicating that the patient s record will be updated with a note reflecting that the request for external films has been canceled Film tracking notes can be found in the patient s Administrative notes The REQ status will be removed from that study in the Prior Imaging Dates window To check in outside films Once the requested films have been received you can check them into the PenRad system To check in the films select the study from the Comparisons and Prior Exams screen and tap the Check In Out button On the Check Film IN or OUT screen select the Outside film received operation A popup window will appear indicating that the patient record is about to be updated To continue tap the OK button To exit without saving changes tap the Cancel button After tapping the OK button on the pop up window tap the OK button on the Check Film IN or OUT screen Film tracking notes can be found in the patient s Administrative notes When you have completed the check in operation the REQ status for that study will be changed to RCV to indicate that the films have been received PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 13 2 To return outside films To return the outside films select the study from the Comparisons and Prior Exams Screen and tap the Check IN OUT button If you wish to send a film returned letter you must print that letter prior
59. the list then delete the old label from the list To delete a label Select the label to be deleted from the Label Name section and then tap the Delete button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 27 2 SECTION 28 CLEAR SCHEDULE amp REPORTS BUSY STATUS If a patient s record or exam is in use when trying to access that record or exam an internal busy flag will be attached to that record or exam Example entering data into patient s maintenance screen radiologist reading exam etc In addition if the system inadvertently goes down or looses connection to the database when running administrative reports an internal busy flag will be attached to that report When trying to reenter the exam a A already being edied by another user warning window will appear indicating that the exam is being edited by another user PATIENT RECORD IN USE If access to a patient s maintenance xs ism screen is attempted while another user IMPORTANT NOTE Patient is currently being edited elsewhere has access to the same screen a Patient Any changes you make may be overwritten Reco rd in Use Wi ndow will appear It is not recommended you continue however t you may continue Press OK to continue CANCEL to exit Cancel To remove this flag and allow reentry into the exam or report tap the Clear Schedule amp Reports Busy Status button on the Administr
60. the room tab to view a brief or detailed view of the room schedule and printing options for the room To find make or alter an appointment tap the Find Patient Appts button This can be used to see if a patient has any future or prior appointments After tapping the Find Patients Appts button the Patient List screen will appear Tap or type consecutive letters of the patient s last name and tap the Begin Search button or press the Enter key on your keyboard Entering more consecutive letters narrows the search Select the desired patient and tap the Select button on the Patient List screen PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 17 1 The Select Patient Appointment window will appear To show prior appointments 10 23 2006 10 30 BSCRN place a check the Show prior appointments selector If there are no future appointments for this patient the screen will indicate that no future appointments were found Eagle Angela DOB 11 12 1925 PID 43418 h 612 670 1836 the New Appointment button to New Appointment Change Patient Cancel create a new appointment for this patient To select a different patient tap the Change Patient button Reschedule Screen Tab This screen displays appointments that 10 14 05 bom 3 MANM2 NS Dye Laus BIRO 751736 BSCAN are no longer valid Examples Changing 10 28 05 10 30am 45 MAMM3 Cavanaugh Joyce E 10 28 05 11 15am 45
61. time room In addition each column can be sorted by tapping on the column title For example to print in descending time order tap the Time column heading Tap again to resort in the opposite direction i e A Z or Z A Tap the Print List button to obtain a printed list of the patients To reprint a letter tap on the desired patient and then tap the Start button Tap the Commit amp Exit button after printing is complete to update the letter sent list and the patient s record Select the Auto Commit selector prior to printing to automate the commit process after printing has completed PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 18 1 Note Once a reminder letter or no show letter has been printed the corresponding appointment will not appear on the list again Batch printing patient history sheets Patient history sheets can be batch printed in advance through the Print Appointment Reminder Letters screen To batch print the history sheets 1 Select Pick list only from the Letter Select options 2 Modify the from thru date s if necessary 3 Select sort option i e Time Rm or Date Rm Time from the Sort By options 4 Setlocation and or rooms as desired 5 Tap the Load Patients button 6 Tap the Select All button 7 Tap the Start button to begin the print process To abort the print process tap the Abort button To pause printing tap the Pause button Tap the Resume button to co
62. 006 11 44 42 This screen is accessed by the NN 77538 Appointment Letter button on the Albinson Carol D 44977 TEE 10 31 2005 MAMMG BSCRN Alpine Antoinette O 8524209 06 2 1930 10 31 2005 10 00am MAMM3 BSCRN Ad ini 1 T h i Andersen Cheryl N 243747135 11 41 1928 10 31 2005 7 30am BSCRN ministration screen IS screen Ls Anderson Candace O 223235828 0626 1959 10 31 2005 amp 00pm 4 BSCRN 6 7 pep Muss dams rumes sign sw facilitates the generation of appointment Barnes Danielle 45923 0210 1930 12020006 7 00am 2 BSCRN Bethke Linda N 7101249 02078961 10 31 2005 1 30 MAMMA BSCRN reminder letters no show letters and a s Betts Eleanor P 7101253 12448938 10310006 1230pm BSCRN Betz Louise M 724597 1211711932 10510006 SO0pm MAMMS BSCRN film jacket pull list Bianchi Nanci 223246175 0403 1931 10080006 215pm MAMM3 BSCRN Billings Carol M 7522905 01 11 1358 10 28 2005 3 00pm BSCRN Patricia 1 RR MAMMA asc 2 Sony Letters can automatically include exam 6 Name C Refening C Site Refer PID C Zip eee C Date Am Time Tem Digt C Time Hm type room name and exam type note Location H amp uto Commit Room s to show Letter Select Select for print reprint Reminder Today From date 7972672005 2 Allbocat
63. 16305 36th Ave N Suite 100 Plymouth MN 55446 USA Phone 763 475 3388 Fax 763 475 2815 www penrad com Mammography Administrative Handbook Table of Contents SECTION 1 PENRAD MAIN SCREEN 2 11111 tns te nasa teda ae sn ania 1 1 SECTION 2 LOGGING INTO OR OUT OF 2 1 TOM OGINTO PENRAD ita end o te desea st eorr E andes FARE RR e BER Ha e Ee 2 1 TO LOG OUT OFBENIAD ie petroleum Me e eite em dete reet 2 2 AUTO LOG OUT AND 55 8 2 2 SECTION 3 ADMINISTRATION SCREEN 1 tena sena ae tras sinas stan ase 3 1 SECTION 4 PATIENT 4 1 TO SEARGHBY PATIENT S LAST 12 2 neret e e ter ad a e HR ue RM 4 1 TO SSEARGHBY PATIENIS ID IR RH ERR ER ED eased E REL 4 1 TO SEARCHBY PATIENTS edi its 4 1 TO SEARCH BY PATIENT SSN 4 2 vats onde 4 2 TO SPECIFY PREFERRED PATIENT CORRESPONDENCE LANGUAGE 4 3 PATIENT OWNERSHIP
64. 6 08 39 22 Mr Nancy E Haake DOB 11 01 1945 AGE 60 M PID 105023 SSN 470002965 CHT ACCT The Write Letter featu re provides the select bookmarks here X HH Late a ta ea 2 ability to create custom letter templates TODAY P3 Amended A He AmendriadName Dear PATIENT_SALUTATION testing the write letter with the access logs for individual patients and for physicians Benign bx2 We ar pleased to inf h bi formed at SITE_NAME_ONLY i i i Bened lo cect oa On and hospitals that pertain to a patient pee en benign stereotactic biopsies with a six month mammogram of the biopsied breast to confirm these s This feature is accessed through the Pathology results were sent to REFER_NAME i COMPARISON Cao al se scen Prone _ Write Letter button on the Patient Enam tet tough nanmogaphy is the most accurate method for ety detectin not al cancers found Maintenance screen rough mammography thorough examination includes a combination of mammography physical excision examination and breast self examination Current American Cancer Society Guidelines recommend retum screening mammograms and physical breast examinations every year beginning at the age of 40 At follow up zl xl LetterN 1 1 1 Bei When a letter is printed a special note Letter to Grate oie e be automatically added to the patient C Physician Bx be
65. 8 West th Ave Hospital Clinic Maintenance button to ones Bob M D 1234 Stop St Apple Valley Jons Medical Center 5333 Riverview Road Plymouth open the Hospital List screen To enter a new facility tap the Add New button Note You should always search 4 02 for the facility first in case the facility has see Baska 7 already been entered imir r PEL elate acire Never type over or replace the EINE INCUN INCUN information of an old facility to create a new facility The old facility is required to be maintained for statistical audits Hospital Clinic Maintenance Dee Ann Anderson Rt R M PenRad Clinic 11 16 2005 16 39 57 Check if no longer active Check if part of hospital network 1 Mail Stop Scheduling Phone owm All the facility information is entered and pees maintained in the Hospital Clinic Zip Postal Code SION Maintenance Screen Name and address Cour are required for a valid facility record ET Any additional information that might be Letter TE Note entered is determined by your facility Letter Note 2 Enter area codes if they are different from your facility s area code Fax numbers if used should be entered without any dashes 7774576 To indicate if a facility is to be faxed select the Auto fax selector If your facility is faxing from PenRa
66. 88 10 14 99 s gt i aaron ovo lector demie To pring Only film studies that are past due Nate CPD Odds appear on the screen list along with data 7 Show All Owners Selecta Select Unprinted such as the number of days past due JE E eee fee uw and if a letter was previously printed This list can be sorted by selecting one of the sorting option selectors To show all locations Select the Show All Location selector To print a list of the past due film studies Tap the Print List button lower left corner of the screen To select patients for letter printing Tap each patient to select or tap the Select All or Select UnPrinted buttons Tap the Clear Selections button to deselect all selected patients or tap each patient again to deselect only that patient To start printing past due letters after patients have been selected Tap the Start button to begin printing To pause and resume printing To temporarily pause the printing process tap the Pause button Tap the Continue button to resume the printing process If printing should stop before completion Tap the Pause button correct the issue paper jam out of paper etc and then tap the Continue button to resume the printing process PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 25 1 To reprint a letter If you need to reprint a letter before the patient s letter has been committ
67. Cancel button to exit without saving any changes PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 10 2 To inactivate technologist If an employee retires is no longer employed at your facility or no longer uses the PenRad system you can inactivate that employee in PenRad To inactivate an employee place a check mark next to the Check if no longer active selector That name will no longer be displayed on the Technologist List screen unless you check the nclude Inactive selector on that screen before you begin your search Never delete an employee s record or type over the information to create a new employee record The employee s record is required to maintain for reporting purposes To re activate an employee remove the check mark from the Check if no longer active selector To specify user rights There are four settings for employee user rights The default is the general employee setting that allows the employee access to all functions except resolving deleting exams radiologist or technologist maintenance and the exam interpretation screens This is automatically set when an employee record is created Master user rights can be granted to anyone that is required to have access to all the maintenance screens for the system and all PenRad functions Place a check mark next to the Master user selector to grant master user rights Allow only transcription provides access to the transcrip
68. D 10003 Metropolitan Surgical Associates Suite 550 121 Self Fleferred Doctor List screen Calkins Charles A West Memorial Medical Center 6622 Conn Trail City View MN Renove Add Note If your system is interfaced to a Selec Ad Doct 2 ama HIS RIS system the patient s physician information might be maintained by the EIL HIS RIS Select Addl Doctor 4 Not selected Remove Addl Doctor 4 Doctor List Sue T Anderson RT R M Penrad Main Clinic 1 30 2006 15 38 48 1 1 To display a list of the referring lofte Joe Penrad Main Clini 6 36th Ave N Suite 100 Plymouth MN H 1 ex ten Tae rrt Reh Neve Meu 2563 eden Posen Pyme Mi physicians on the Doctor List screen 3 johnson Bill T 10060 Freemont Medical Center 12 Davis Plaza Sausalito MN Gres A 10063 West River Medical Office 232 West River Roed Aberiv type in the last name of the physician or 5 Johnson James 82 Isable Regional Medical Center North 44 Street Chaska MN 6 p iohnson Kay 9 Breast Imaging Services 121 Oak Street Maple Grove MN tap on one or more of the letter keys and 7 Johnson Kyle D 894327 Hennepin Clinic Assocaites 825 S 8th St Suite250 Minneapolis MN 8 Johnson Kyle D 894327 North Memorial Health 3931 Bassett Creek Drive Golden Valley i 9 Johnson Mark A 72 Farfill Hill Medical 12 Davis Plaza Minnetonka MN tap the Beg
69. Dense Heterogeneous No Significant Changes No Changes Six Month Screening Six month One Year Screening One year Two Year Screening Two year Calcification Calc Calcifications Calcs Scattered calcifications Vascular calcifications Scattered calcs Vascular calcs Post op findings Post op Films Used 1 film etc Film used 1 etc for no films No films Film used none Ignore Letters Letter 1 Letter 2 etc Hidden Commands for both PreExam and Approve Normal Mammogram Exam Screens Stop stops audio playback Replay starts audio playback PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 9 4 SECTION 10 TECHNOLOGIST MAINTENANCE Technologist Maintenance Sue T Anderson RT R M Penrad Main Clinic 8 29 2005 16 51 09 R e r d S a re m a i n t a i n e d th e Check active 9 Technologist Maintenance screen for ast Name ice Phone 222282222 c ds a each employee administrator wem Hoe Phone TTT el Mie Nene ID Nubert 5 technologist nurse receptionist etc that Number 6 uses PenRad in your facility This screen Fist Tiles E AeweDae oyoy203 A 2 Change Location Penrad Main Clinic Unit Penrad 16305 36th Ave N Suite 100 Plymouth 55446 stores the em ployee S information V Master user ight Change Pass Cade system preferences and provides access Allow only transcription asa master user Allow data
70. G II llic Runtime Error 2 E E L 1 J xams alients DUDEN v zm Program C Mit penrad exe EXE Ente chap Pad Exit Application Mode abnormal program termination When the connection to the server is not available an error message appears As the program is loading into the computers memory the main splash screen will appear When loading is completed the main screen will appear with a blinking vertical bar in the Enter Pass Code window You will note that the buttons on the right side of the screen are inactive grayed out Once the user logs into the system the buttons on the right side of the screen will become active Based on site configuration the buttons available on the main screen can vary Two additional buttons appear on the screen one for the Appointment package if purchased and one for RIS Procedure Work List if there is an interface In addition after the user has logged in to the main screen various other programs can load sequentially in the background based on the user type Example CAD and speech recognition programs for the radiologist Training Mode The system also has a separate training database independent from the production system that allows new users to become acquainted with the program Pass code and user selection information are available via the Help button About Penrad About button P i The About button reflect
71. Insurance Policy Owner f 71 lear Owner Relation to pt self Gender Female 2 DOB 09 09 1961 Last Name iso First Name Middle Name Secondary Insurance Provider Information iD ID2 Name Unit MalStp 7 Street Address City St Prv Zip Phone Fax ah Contact Select Provider Remove Provider Policy 34546 Group FT 3435 Insurance Policy Owner pouse E Clear Relation to pt spouse Gender Female 21008 15 08 1958 anderson SCS ke Last Name First Name Middle Name Tap the Insurance Info button on the Patient Maintenance screen The top half of the Patient Insurance Information screen provides information regarding the insurance provider To enter this information tap the Select Provider button for either the primary insurance provider or the secondary insurance provider which will then open the Insurer List screen pesas On the Insurer List screen search for the desired provider by typing in the provider name and taping the Begin Search button or tap the Enter key on your keyboard Tap on the desired provider and then tap the Select button The provider information will automatically be imported into the provider fields on the Patient Insurance Information screen If the provider is not listed you will need to enter the provider into the system For more information on entering a provider see the To Add Edit or Select Insurer section below To c
72. MAMM3 5 Johnson Jil D 99900713 hours of operation patient bumped by 10 28 05 12 00pm 45 MAMM3 Gatheridge Lola T 612 550 4314 105726 10 28 05 12 45pm 45 MAMM3 Cathaus Betty D 612 660 2398 223235508 10 28 05 1 30pm 45 MAMM3 Smith Toni W 612 550 4484 106065 othe r exa m n S h OWS 3 etc 10 28 05 2 15pm 45 MAMM3 Bianchi Nanci 612 661 3065 223246175 10 28 05 3 00pm 45 MAMM3 Billings Carol 612 550 5735 7522905 10 28 05 3 45pm 45 MAMM3 Dann Delma 512 550 5347 122485 10 28 05 4 30pm 45 5 Silberman Helen A 00227218 To view no shows select the No Show 10 28 05 5 15pm 45 MAMM3 Asche Debra l 612 550 1468 7100632 x T 10 28 05 6 00pm 45 MAMM3 Casino Patricia 0 512 672 6142 55571 10 28 05 6 45pm 45 MAMM3 Dammen Karen 0 612 660 9283 223242393 filter the Select Reschedu le or List 10 28 05 7 30pm 45 MAMM3 Mudra Paige 0 612 550 9252 728811 H H 10 28 05 8 15pm 45 MAMM3 Wahl Marion T 612 550 3684 103014 Types to Display section 10 31 05 7 00am 30 MAMM4 Menke Lora 0 612 550 2127 7101336 10 31 05 7 00am 30 MAMM3 Petro Marilyn L 612 550 9513 729333 10 31 05 7 30am 30 MAMM3 5 Wadlund Ann R 612 670 2122 43561 EM 1072105 aam 30 MAMMA S Andersen Che SSE To only view patients that need Sort By Select Reschedule or List Types to Display rescheduling select the Awaiting C Name Refering 6 Al Awaiting Reschedule NoShows Callon Opening
73. Medical Facility Affiliation window and tap the Remove Affiliation button Simply removing an affiliation can leave some patient records with an invalid referring physician affiliation A warning window will appear asking you to consider using the Move Affiliation function instead To continue removing the affiliation tap the OK button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 5 2 Before you transfer or move patients from one facility to another make sure that both the old facility patients moving from and the new facility patients moving to are listed in the Medical Facility Affiliations window If the new facility is not on the list it must first be added before you can continue To transfer patients Select the old facility and then tap the Move Affiliation button The Select Affiliation to Move TO screen will appear The old facility will appear in the upper portion of the screen in the Affiliation to move FROM section Select the new facility from the Select affiliation to move TO section and tap the Select for Move To button This affiliation will then replace the old affiliation on the patient recall letters A warning window will appear indicating that you are about to remove the old affiliation Note To transfer the patients from the old facility to the new facility you must use the Substitute Doctor function on the Administrative screen See Section 30 Change Doctors for more i
74. Patients Provides the ability to merge duplicate patient records Change Special Master User Password Provides the ability for a master user to change the master user system password Create Labels Provides the ability to create custom labels Patient Letter Editor Provides the ability to create and edit custom patient letters PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 3 2 SECTION 4 PATIENT MAINTENANCE This section describes how to locate add 223234217 11 01 1961 2 4 2005 2 6 2006 t or edit patient demographic information muss nene amem www and associate physicians to a patient 223234282 11 09 1968 1 21 2005 1 20 2008 921982 1111 1922 8 30 2004 19 2006 12763796 01 01 1958 34 2005 34 2007 t 7100379 11410835 21742005 2 9 2006 access patient tap the Patients 223234391 11 08 1960 1 4 2005 1 5 2006 f 2 es een DU button on the Main screen or the zeus wes ww Administration screen Patient information can also be accessed from Searchin Last Palen iD C C Eua PD the Exam screens by tapping the Edit Search nder A et eee S Patient button 1 379zxr mooolk ch criteria tap letter buttons then press begin search excep Note If you are interfaced to a
75. S HAVE BEEN SELECTED eene 23 4 TO PAUSE AND RESUME PRINTING rers erret rer treten tnit 23 4 IF PRINTING SHOULD STOP BEFORE 23 4 TORREPRINTA EETTER 15 cs cet ee tete te etenim en etis ra ie tree eee ta red ere dose eda 23 4 TO COMMIT RECALL LETTERS AFTER PRINTING IS 0 00 eren snnt 23 4 TO AUTOMATICALLY COMMIT AFTER PRINTING 00 0 6 23 4 RECALL LETTER 1 00 reete teres etr stress trees ree asserens 23 5 SECTION 24 RESOLVING EXAMS amp RESOLUTION 65 22 2 24 1 TO SPECIFY THE FACILITY TO REVIEW OR PROCESS UNRESOLVED 24 2 TO VIEW EDIT AND LOAD EXAMS TO RESOLVE WITHOUT PRINTING 24 2 TO VIEW AND LOAD EXAMS TO PRINT UNRESOLVED OR RESOLVED 24 2 TO PAUSE AND RESUME PRINTING teretes treten 24 2 TO PREVIEW SELECTED UNRESOLVED EXAM OR VIEW ALL PATIENTS EXAMS eee eene 24 3 TO SELECT ALL OR DESELECT ALL EXAMS rennes rre rre rrr tr str ensis 24 3 TO AUTOMATICALLY COMMIT LE
76. TTERS treten erret as 24 3 TO STOP THE LOADING OF EXAMS TO RESOLVE 0 serrer teer erster erret 24 3 TO EXIT THE SCREEN WITHOUT UPDATING EXAM 8 08 0 0 2 6 eere 24 3 SECTION 25 PAST DUE FILM LETTERS 2 1 1 1 a RR Rasa AR R4 a ua Rd 25 1 TO SHOW ALL LOCATIONS 1 2 0000 rennen rers serrer tre nis 25 1 TO PRINT A LIST OF THE PAST DUE FILM 5 0 22 6 25 1 SELECT PATIENTS FOR LETTER PRINTING eene 25 1 TO START PRINTING PAST DUE LETTERS AFTER PATIENTS HAVE BEEN SELECTED 25 1 TO PAUSE AND RESUME PRINTING 25 1 IF PRINTING SHOULD STOP BEFORE COMPLETION 25 1 LETTER ter reste etc o ie abated deret ue 25 2 COMMIT FILM PAST DUE LETTERS AFTER PRINTING IS 0 00 25 2 TO AUTOMATICALLY COMMIT AFTER PRINTING 25 2 SECTION 26 PATIENT LETTER EDITOR USER DEFINED 1 3
77. The last name and first name are required fields The middle initial or name is optional The names will appear on any patient correspondence exactly as they are entered If you enter the names in ALL CAPS the name will appear in all caps on the correspondence Race Use the drop down arrow to make a selection or type directly in the field This is an optional field Last Title This field indicates the professional title of the patient Ph D R N M D etc This field will appear on any correspondence with the patient Use the drop down arrow to make a selection or type directly in the field This is an optional field PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 2 First Title This field indicates courtesy titles that are used when addressing individuals Mr Mrs Rev Sister Archbishop etc This field will appear on any correspondence with the patient Use the drop down arrow to make a selection or type directly in the field This is an optional field Office and Home Ph Enter the telephone numbers for the office and home if known These are optional fields To specify preferred patient correspondence language Language This is an optional feature and must be enabled for your facility to use To indicate the preferred language use the drop down arrow to make the selection Once the drop down menu is visible simply type the first letter of the language to select
78. WW Extemally Transcribed Reports by Radiologist X BHEIADS Values by Feferting Physician Count Y Elapsed Time from Mammo to Addt 1 Img to Biopsy to Surgery Z Elapsed Time from Biopsy to Surgen Count of Exams Performed by Radiologist Count of Exams Performed for Referring Doctor CC Patient Exams Detailed Ea Select for deselect reports that require passwords 2 Select the report category 3 Select the report s to be restricted 4 Tap the Close button Report Printing Screen Sue T Anderson RT R M Penrad Main Clinic 2 28 2006 15 16 Select a Report Category Begdate 0272572008 72 _ Maint Repots AtoDD 7 Teaching Exame Repote 2 i A End date 02 28 2006 2 g y Special amp Site Specific Reports 3 Quality Cont Repo o UU 10 Appointment Reports Erp Nu EET 4 Pathology Reports Date 5 Exam Resolution Abnormalities and Not Restricted Admin Reports Password Select A M Password 7 hy C Mammograms Coun Clear D Recommendation SI F Exams with Recomn For L Mammogram Recall cation Totals Unsogedowes 11 2 3 12 6 7 9 9 T Elapsed Time for Ex U Patients with Implan V Exam BI RADS Cou Estemaly Transcribe X BI RADS Values by 93 EO Y Elapsed Time from 2 Elapsed Time from E Count of Exams
79. am example SCRN To reschedule or view more detailed information for an appointment tap on the appointment Breaks lunch meetings etc will be 1 LN displayed in the appropriate time slots oe nie Available slots are empty An appointment can be added by tapping on the available slot Appointments that span multiple time slots are indicated by a V in the adjoining time slot s Use the up or down arrows to scroll through the list if necessary Tap the Exit Appt System button to exit appointment system PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 17 3 Appointment Type Screen Tab Mammo Resched Quick View Appmt MAMMI MAMM2 3 The appointment type screen Select Appointment Type Side Room Mammography room 1 SCRN Screening Mammogram n a Date amp Time 4 automatically appears whenever a time BASE First Ever Mammogram 11 00am 12 29 2005 gt H reos 2 tune Boris slot is tapped This screen displays an ST Cyst Aspiration Arrived indicator Check if arrived 1 1 1 BUET ps a overview of patient time and duration of SPEC Specimen ro attempt Name Beck Juanita H NLOC Needle Localization contimed 1 t t amp t d CORE Stereo Coe im Phone E13 m appointment room amp exam type an PRSE he ede Address 428 Broadway Plymouth MN 55447 fi ti
80. ance d Address ee um 4 i New button IS not available your system A s wi Label 1 E NEAL a ae Can not be configured for this feature ions dD litan Surgical A iates 12133 93rd Ave Address Patient 9 Hot selected Custom ColorFlex rens A minimum of a patient s name DOB and Previous Exams Indicated Prob AddPathology Print History Wite Letter pes PID medical record number are Notes Med amp Risk Hist Breast Hist Cancel Hel necessary to create a valid patient record Note For Canadian facilities the date fields and SIN SSN field will reflect the proper format for Canada Enter data by using the keyboard and the Tab key to advance to the next field Use the Shift and Tab keys on the keyboard simultaneously to return to the prior field Use the arrows for any drop down fields to select automated information On some of the drop down fields you can tap the first letter of an item or use the down arrow key on the keyboard to select that item The various fields are noted below in bold italics Name Fields with information pertaining to that field following each field title Field titles with an asterisk in front in the user s manual indicate required fields Note Occasionally a subsection heading has been inserted before a field to provide a quicker reference in the Table of Contents Name Fields
81. apture insurance providers for the patient tap the INSURANCE button on the patient maintenance screen After selecting the provider enter the policy and group numbers To Select an Insurance Provider Insurance providers are maintained in the insurer List Dee Ann Anderson Rt R M PenRad Clinic 11 28 2005 10 03 41 IE mme emen te system through the Insurer List screen To II access this screen tap the Insurer EN memes me v Maintenance button on the Administration Screen or the Insurance Info button on the __ 50 Patient Maintenance screen p Meme ev 1 To locate an existing provider enter the Bienen RT provider name enter more letters to narrow ee ree en the search or ID and tap the Begin Search button or use the Enter key on your keyboard Once the list of providers is displayed tap on the desired provider and then tap the Select button If a provider is not listed it must be added to the system See the To Add an Insurer section below for more information on adding an insurer PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page 15 1 To Edit an Existing Insurance Provider Insurance Provider Maintenance Sue T Anderson RT R M Penrad Main T To edit an existing provider select the d pees
82. asa sn sa sida 15 1 TO CAPTURE PATIENT S INSURANCE 22 15 1 TO SEEECT AN INSURANCE PROVIDER e pete d stt dei ted inse 15 1 TO EDIT AN EXISTING INSURANCE 15 2 INACTIVATE AN INSURANCE PROVIDER 9 15 2 SECTION 16 TRANSCRIBING DICTATED 16 1 TOSUSPEND TRANSCRIPTION ora tab e tad mb odia Md acts aetati das etra iae cas 16 2 INDICATE EXAM TRANSCRIBED EXTERNALLY 16 2 EDITING SHORM CUTS aa ea 16 2 SECTION 17 APPOINTMENT SYSTEM 4 17 1 APPOINIIMENT SCREENS i dr aiti muni redi D ERU M ALI en Ime 17 1 MAKING APPOINTMENTS 1 2 tole eee ite 44 17 6 SECTION 18 APPOINTMENT 65 00411 18 1 BATCH PRINTING PATIENT HISTORY 5 6 100 enne nennen nn
83. aster rights or Resident rights There are three radiologist settings for user rights The default is the standard radiologist that allows the user all the radiologist functions This is automatically set when a radiologist record is created Master user rights can be granted to anyone that is required to have access to all the maintenance screens for the system and all PenRad functions Place a check mark next to the Master user selector to grant master user rights Placing a check mark next to the Resident radiologist indicates radiology residents If selected the system will not allow a resident to approve an exam The exam must be held for second read and approved by a staff radiologist To inactivate a radiologist If a radiologist retires or is no longer affiliated with your facility you can indicate that the radiologist is inactive To inactivate a radiologist place a check mark next to the Check if no longer active selector upper left corner of the screen Never delete a radiologist s record or type over the information to create a new radiologist record The radiologist s record is required to be maintained for statistical audits The system does not normally show inactive radiologists when searching for a radiologist on the Radiologist List screen To access a radiologist s record that is inactive select Show inactive on the Radiologist List screen before searching for that radiologist To enter or change password Secur
84. ategories or codes This adds the codes to the exam report To add a new CPT or ICD9 code Codes can be added directly saved and reused for future exams To create a new code 1 Select either CPT or ICD9 from the View amp Select window 2 If the code is to be added to an existing category select the appropriate category If a new category is required you can create the new category when you enter the information for the new code 3 Tap the Add button 4 The Save Edit Stored Phrases window will appear Type the code number in the CPT code window 5 Enter a description in the Description window 6 If a new category is being created enter the new category name in the Category window 7 Tap the OK button to save the new code PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 11 1 To specify the sort order of phrases in categories Text for Select Procedure and Diagnostic Codes Sue T Anderson 3 6 2006 13 53 58 Wendy Skladany DOB 10 13 1960 AGE 45 F 730289 SSN 470014908 CHT ACCT View amp Select Type Selected ICD9 Codes CPT Procedure Codes p Categories 1 p Category Specific Codes Impressions Recommend Text Not A High Risk High Risk Abdominal Pelvic Breast Densitometry Diseases Conditions Personal History Breast Ca Family History Breast Ca Hx of Biopsy Breast Benign Disease Add Edit Code L
85. atient s primary doctor 7100105 01 05 1934 03 23 2006 03 25 2007 32424 0502 1958 01 19 2006 01 9 2006 0 s www wee asel regarding an unresolved or resolved exam 46505 01104932 03 29 2006 06 28 2006 4 7100121 1005 1952 01 18 2006 01 18 2006 5 7100121 1005 1952 01 18 2006 01 18 2006 5 223240090 10 10 949 01 18 2006 01 18 2006 4 ove To access this screen tap the Print Exam 7828 WU c raans cs Resolution Letters button on the Administration Select Resolution Letter and Query Exam Date Range Show Select for Screen UNRESOLVED LoadEsams From 0170172006 6 initis Clear Selections 2 C RESDLVED C Immediate FU 0372972008 2 o e Select ll Select Unprinted Labels 1 E 1 label per doctor Print Labels T Auto Commit T Show All Locations petes E unresolved exam is an exam that has been given a 3 6 9 or immediate follow up recall interval An exam remains unresolved until either the radiologist has manually resolved it during the exam or by a master user maintaining the unresolved list Exams with an unresolved status are displayed on this screen in descending date sequence for each
86. ation Screen WARNING YOU MUST MAKE SURE ALL USERS ARE LOGGED OUT PRIOR TO CLEARING THE BUSY STATUS WARNING WARNING This process clears the Busy In Use status of all exams on the schedule patient records and various administrative reports This may take a while BE CERTAIN ALL USERS ARE LOGGED OUT PRIOR TO CONTINUING This is intended only For recovery after system errors Do you wish to continue To clear the busy status tap the OK button on the Warning window to continue PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 28 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 28 2 SECTION 29 CHANGE DOCTORS Doctor amp Affiliation you wish to REPLACE Substitute Associated Doctors amp Affiliation on All Patients Dee Ann 11 30 2005 08 36 09 Th e S u bstitute Associ ated Docto rs amp Affiliation on All Patients screen allows you to change an old doctor affiliation to a NEN new doctor affiliation This might be necessary when doctor retires and all octor amp Affiliation you wish to replace T the doctor s patients are transferred to a new doctor or when a doctor moves from one practice to another and the patients follow the doctor to the new practice To access this screen tap the Substitute Doctors button on the Administration screen
87. ative Handbook 1995 2006 Rev 04 14 2006 30 2 SECTION 31 CHANGE EXAM STATUS The status of a study automatically changes as an exam proceeds through completion Security access to an exam and manually overriding an individual exam status is based on a combination of user type exam status and group type The chart is by user type exam status and exam status group Within an exam group i e group 1 or group 2 etc the individual status of an exam can be altered The group number indicates which statuses are available within that group The exam status groupings are indicated by 1 2 3 etc where exam status can be changed within a status level if printed can be returned to complete for example and N A Not authorized X No change allowed User type code T Technologist MT Master Technologist RR Resident Radiologist MRR Master Resident Radiologist MR Master Radiologist Exam status T MT RR MRR R MR Exam status description Blank 1 1 1 1 1 1 Ready to read Held 1 1 1 1 1 1 Held waiting for films FilmRqd 1 1 1 1 1 1 Pt needs films No show 1 1 1 1 1 1 Scheduled and no show Imaged 1 1 1 1 1 1 Study imaged Arrived 1 1 1 1 1 1 Pt arrived added to schedule Technical 1 1 1 1 1 1 Pt needs films repeated Complete 3 3 3 Interpreted and ready to print Printed 3 3 3 Study printed ready to commit 2nd read X X X X X Study awaiting 2nd read Disagree NA X X X X X 2nd reader disagree w
88. be used to remove any text that you might have selected You MUST use the appropriate Clear Text button The Delete button WILL delete the highlighted phrase in the Categories Specific Phrases for Rapid Insertion window To edit a patient s Note Select the desired note from the Patient Notes screen and tap the Edit Note button Make any desired changes and tap the OK button to save the changes To delete a patient s Note Select the desired note from the Patient Notes screen and tap the Delete button A pop up window will appear to verify that you wish to delete this note Tap the OK button to continue Note Some facilities require master user rights to delete notes Requiring master user rights to delete notes is an optional feature To clone an existing Note Select the note that you wish to copy from a previous date and tap the Clone button The system creates a duplicate note and puts you into the Add Text and Enter Patient Notes screen where you can add more detail if needed Tap OK to save and exit To view the Note Tap the View Full button To resolve a complaint Complaints can be entered into the system using the Complaints category on the Patients Notes screen To indicate that a complaint has been resolved select the complaint note and tap the Resolve Complaint button An will be placed in the Type column for that note indicating that the complaint has been resolved To print a Note Tap the Print button to p
89. been exported to the user library Note This does not require master user rights To transfer existing phrase from a user library to the system library First you need to be in the user s library Make sure that there is a check mark in the User lib selector bottom center of screen Select the phrase to be imported and tap the Export button A message box will pop up indicating that the phrase has been exported to the system library Note This requires master user rights To delete a phrase Select the phrase to be deleted and tap the Delete button A pop up warning will appear asking you to proceed with deleting the phrase or allow you to change your mind and cancel the deletion Note Deleting phrases from the system library requires master user rights Deleting phrases from the individual user library does not require master user rights Note Add Text is free text for which no data points are available for example if you type into the add text that you recommend a biopsy Anything put into PenRad as add text cannot be automatically tracked PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 8 2 Clinical Text Add Text for son PenRad Clini m TT a oe The Add Text for Pre Exam screen allows you m to indicate a clinical reason for the exam to assist with medical billing and auditing This text will then be inserted into the exam report
90. ccess is provided to previous exams for the selected patient via the Edit Patient button on the Patient Maintenance and Previous Exam screens Verification of recall type and interval should be audited PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 24 1 To specify the facility to review or process unresolved exams Unresolved exams appear by default on the list based on the logged in users location that has ownership of the patient Ownership is based on specified location in the Patient Maintenance screen To display all locations tap the Show All Owner selector To view edit and load exams to resolve WITHOUT printing Use this feature to edit sequential exams for the patients prior to printing resolved or unresolved letters Resolving is not reversible Select the Unresolved or Resolved selectors and tap the Load Exams button to load the list Use Sort By and Show selectors to organize the list Prior to resolving an exam review the exam history by tapping the Edit Patient button to display the Patient Maintenance screen and access the Previous Exam screen Review the exams to verify that correct action has been completed and verify the recall interval To resolve the exam select the exam and tap the Resolved One Highlighted Exam button This will update the exam status to be Resolved remove the exam from the list update the patient s record with a note that indicates the exam was resolved wi
91. d additional set up is required Please contact PenRad support for assistance PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page 6 1 A Comments field is provided to add any additional comments pertaining to the hospital clinic Three letter notes fields are provided to add additional comments or sentences to the patient letters If the facility is part of your hospital network place a checkmark in the box next to Check if part of hospital network The hospital network is the list of your imaging centers that are locations your technologists and radiologists are associated to This will allow you to filer the Hospital List to display only your imaging centers To edit an existing facility To locate an existing facility open the Hospital List screen enter the first several letters of the facility name enter more letters to narrow the search and tap the Begin Search button or tap the Enter key on your keyboard To show network only place a check mark in the box next to Show Network Only To include inactive facilities in your search place a check mark in the box next to Include Inactive Once you have selected the desired facility to edit tap the Edit View button Make any changes as necessary in the Hospital Clinic Maintenance screen and tap the OK button to save the changes To inactivate a facility Some facilities might in time become inactive i e go out of business are bought out
92. d tap the Colorflex label button xj The system provides the ability to create custom labels if required These are p Select Label to Print Copies created on the Administration screen Appointments 1 under the Create Labels button See the Appointments2 Administrative Handbook f Appoiniments3 Administrative Handbook for more information on labels e print a custom label tap the Custom button in the Labels section ApptLetter3 BiopsyR eminder ExamT ype FilmRequest FilmRequest2 Imaging amp dmin RecallLetter ReminderLetter ResolutionLetter Exit To print doctor address label tap the Write Letter button Select Physician in the Letter to window lower left corner and then tap the Print Label button lower right corner gt 8 T M OGOOGO To enter appointment notes Notes pertaining to the patient can be entered and displayed on the lower part of the Patient Maintenance screen Note The PenRad Appointment System is not required to utilize the appointment notes field To enter a note type directly into the note field or select a commonly used note that has been saved and tap the Edit button For example Requires wheel chair large woman etc This note will remain on the Patient Maintenance screen until changed or deleted For further information on adding and saving patient notes see the To View or Add Patients Notes paragraph later in thi
93. date typically non PenRad exams entered manually To delete a prior imaging date select the date from the Prior Imaging Dates window and tap the Remove button If there is a PenRad exam associated with the prior imaging date it cannot be removed and a message will appear indicating that you must delete the exam PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 10 To amend prior exams Exams can be amended using the Comparison and Prior Exams screen Amending an exam requires radiologist or master user rights However a master user technologist does have the ability to send an amendment to the Scheduled Patients list for the convenience of the radiologist to complete the amendment The Comparison and Prior Exams screen can be accessed from Patient Maintenance screen Previous Exams button Ultrasound Examination screen Comparisons button Mammography Examination screen detailed Compare button Approve Normal Mammogram Exam screen negative Compared to button PreExam Comparison Films button or Penrad Exams button Sadek Nass DOS AGE Sb PD TD CAT Acer TO send an amendment to the Scheduled eee Patients list select the exam from the Ed Select Exam Report for Review window wee and then tap the Amend button This will cL ferarum 3H 1006 a open the Amend Exam screen on ov
94. den di dA ane Ie AED AT i Loc ANS 7 6 a ea aM CI a cum doa Gerd tui 7 6 TO SPEGIFY REGCALI INTERVAL 4 to pret tpi ate e lee Mager Eee 7 6 T O SEEEGTPATIENT EETTER RD Ete REIR ERR RN erre 7 7 TOINDICATE ASSESSMENT 2 2 tertii e 7 7 ASSIGN OR VIEW CPT ICD9 CODING sss 7 7 TO GHANGE THE EXAM DATE 4 2 e reto ediderit ie eite bte a ee Hiit 7 7 TO CHANGE THE EXAM VISIT 4 7 7 TO APPROVE THE TRACKING EXAM Foch diete se te he PT HO Pe addere ale he ae 7 7 TO APPROVE THE TRACKING EXAM PRINT PATIENT LETTER AND COMMIT SIMULTANEOUSLY 7 7 RADIOLOGISTS OPTIONS Thesei ede ere e carte te aa fot Tue qe 7 8 SECTION 8 ADD TEXT 8 1 TO SELECT A PHRASE TO ADD TO THE REPORT ener erre nit 8 1 TO ADD APHRASE rers e fre quc et E ent 8 1 TO SPECIFY THE SORT ORDER OF PHRASES IN CATEGORIES 8 1 TO EBDIT AN EXISTING PHRASE iita ate ERE RID 8 2 TO TRANSFER EXISTING PHRASE FROM
95. e button example will need help changing wheelchair etc To change the scheduler s name tap the Change button To specify confirmation status tap on the appropriate indicator Note Call on open center of screen provides the ability to allow a patient who is scheduled for an exam at a later date to come in earlier if an opening occurs When an opening occurs patients that are willing to come in earlier will be listed on the Resched tab if the Call on Opening selector is selected on that tab To specify arrived status tap the Arrive button To alter the appointment duration wheelchair diagnostic in screening room etc change the duration time by tapping on the up or down arrow to expand the time To reschedule an appointment tap the Reschedule button tap on the new desired time within the calendar room screen and then tap the Insert Rescheduled button To view or edit patient demographic information tap the View Edit patient button This will open the Patient Maintenance screen To begin entering exam information and start the exam tap the To PreExam button This will open the Preliminary Exam screen to allow specification of the exam type exam date and enter patient s medical and breast history etc PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 17 4 The appointment type room time and duration along with the date that the appointment letter was sent is recorded and d
96. e after a facility specified period of time and will need to be replaced A reminder message will start to appear nine days before expiration during initial logon Passcodes can be changed at any time The same passcode cannot be repeated consecutively If the passcode has expired contact your facility s PenRad administrator For more information on changing passcodes see Section 7 Radiologist Maintenance or Section 10 Technologist Maintenance The inactivity timer and number of days for passcode expiration are determined by your facility These settings are set in the configuration file For assistance in changing these settings please contact PenRad support Accessing system Selecting a users name and entering a correct pass code only grant access to the system Assignment of master rights A master user can only assign master rights Master rights should be limited to a key technologist and radiologist to correct or override other user s actions Adding users and editing user records Adding or editing user records is limited to master users Amending exams An exam can be selected for amendment and typed by any user An amending radiologist or a master user must approve an amendment PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 34 1 Accessing interpretation screens The exam interpretation screens can only be accessed by a radiologist a resident radiologist or a master user If an
97. e printers and or use separate paper trays for special paper There is also an option to not print the exam reports but print only the patient letter A configuration option allows the insertion of a distribution message medical records file room billing etc at the bottom of the printed copy when multiple copies are printed from this screen To access this screen tap the Print Exams button on the Administration screen This screen displays exams that are ready to be printed For example preliminary approved exams completed exams and amended exams During the printing process the number of internally specified copies of each exam type a copy of the exam for each cc doctor associated with the exam and the patient letter if applicable are printed The main copy of the report can be duplicated multiple times for multiple distribution For example extra copies that need to go to the film jacket billing and medical records Contact PenRad support to assist you in setting this up Patient letters can be printed in the specified patient language as indicated on the patient s maintenance screen If a language is specified but the letter template for that language is not available the system will default to English Language templates that are available are English Spanish French German Italian Hmong Polish and Russian The printing order for each exam set is patient letter specified number of copies of the exam and then an exam c
98. ect the radiologist technologist location referring physician and the referring physician s location If you wish to return to the display of the individual reports within the category tap the Show report list button or tap on the report category PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 19 1 To select all of the individuals or locations for a report tap the button next to the corresponding selection field To select a single individual or location tap the Select button next to the appropriate selection field This will bring up the corresponding list screen Radiologist List Technologist List Doctor List or Hospital List Search for and select the desired individual or location The selected individual or location will be displayed next to that field on the Report Printing screen To specify a particular data or sort data for a report Based on the options available in a report data can be filtered to include or exclude certain data When applicable select options from search criteria windows that are displayed under the date range fields The search criteria windows will change depending on the report To print view or export the report after selection is complete ae ed tats Tap the Preview button to view the report prior to printing Note A large report can take several minutes to format before it is displayed While previewing a report it can be printed and or
99. ed tap on the patient to select That patient s status will change to Selected Tap the Start button to print that letter To commit film past due letters after printing is completed Once the letters have been printed the letters need to be committed to update the notes fields in the patient records to indicate which letter was printed and the date that it was printed Committing the letters also updates the database to accurately load the patients for any subsequent letters To commit the letters tap the Commit amp Exit button It is highly recommended that you verify that the last film past due letter on the list was printed prior to committing the letters If printing is incomplete for any reason patients must be reselected and reprinted To automatically commit after printing Letters can be automatically committed after printing by selecting the Auto Commit selector PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 25 2 SECTION 26 PATIENT LETTER EDITOR USER DEFINED Text for Patient Letter Editor Christine Jade Anderson Able Clinic 10 17 2005 14 05 33 This Add Text for Patient Letter Editor Alice Anderson DOB 01 01 1959 46 F PID 12763796 SSN ACCT piste pean DENIS aL screen allows the customer to modify Letter Name Letter body text L L Felow Up EET letters for patient exams patient recall FON up Fel ue Dear PATIENT SALUTATION d ti t t t
100. elete son m Perco bus Note The visible window used for entering the letter text might not accurately reflect the margins of your printed letter depending on your printer configuration If necessary shorten the length of each line so that when the letter is printed it fits neatly on the paper PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 16 Bookmarks can help you add information to your letter by pulling data from the database already entered For example today s date patient name last exam date next exam date etc To add a bookmark place the cursor at the location where you wish to insert the bookmark in the Letter Body text window You can type the bookmark in making sure to use the exact format or use the bookmark drop down menu to select and insert the bookmark Once you have selected the bookmark from the drop down menu it will be inserted into the letter at the location of the cursor Example TODAY To check the letter any bookmark s and formatting tap the View button The letter will open in Microsoft Word If the bookmark doesn t populate area left blank the information relating to that bookmark might not have been entered in the patient s record or that bookmark might not be available for this letter type Please see the Appendix A of the Mammography Administrative Handbook for more information on adding bookmarks and availability of the bookmarks
101. enRad support staff to maintain the appointment system Appointment Letters Provides appointment reminder and no show letters This function also allows you to batch print history sheets This function is only available with the Appointment Package module Administrative Reports Provides statistical reports for administrative purposes Set Report Security Allows you to set security on specific reports to limit access Print Exams This function provides the ability to batch print exams and patient exam letters Commit and Fax Printed Exams from Schedule This function provides fax capabilities updates the patient s record removes the exam from the Scheduled Patients list and if applicable sends the report to the HIS RIS Print Recall Past Due Letters Provides recall and past due letters for a patient s future exams Print Exam Resolution Letters This function provides a list of unresolved exams and provides the ability to follow up with the referring physician and patient regarding the status of the patient Print Film Past Due Letters Provides the ability to send letters to facilities regarding past due films Clear Schedule amp Reports Busy Status If a file inadvertently becomes locked this provides the ability to unlock that record Substitute Doctors Provides the ability to transfer the patients from one referring physician i e retired deceased etc to another referring physician Merge
102. ent if desired To enter a number type directly into the field This is an optional field Chart This field provides the option to maintain a separate chart number for each patient To enter a number type directly into the field This is an optional field To edit Last Next exam recall dates Last Exam The last exam field is automatically maintained by the system depending on the last exam completely processed by the system the system does not update until the exam is committed To change the last exam date tap the button next to that field and select the date from the Date Select Calendar or manually type the date in the date field must use 8 digit date format To clear the field entirely tap the Clear button next to that field Next Exam The next exam date automatically maintained is the recommended date for the patient to return for their next exam and is determined by the recall interval selected by the radiologist on the patient s last exam committed for breast related exams only Bone density exams are not included in the automatic update To change the last exam date tap the button next to that field and select the date from the Date Select Calendar or manually type the date in the date field To clear the field entirely tap the Clear button next to that field Note Without a next exam date the patient will not receive any future automatic recall letters Next Type The system automatically main
103. erlap breast mending Radiologist lest Recall Letter Type 21 the Finish Later button This will put the dn Cate r Amended BI RADS Value p Patient Letter for Amended Exam Next Mammo Recall Interval exam the Scheduled Patients Screen in Amnd Held status radiologist can then tap on the PreExam button and enter text for the amendment See the Radiologist Mammography System Add Edit Phrases User lib Show Films View Exam Spec 1 1 add e ss Clear Amend Approve Amended Dictated FinishLater Cancel Hep Handbook for further information Naas DOS TOUS AOE Se F PD SGN 22090790 cut add a comparison date into the text Phrase Categories Test for Amendment Inodes neg angio invasion Smm clean margins 12 13 2004 Mammogram Penrad Main Clinic ta p the S h OW F i ms bu tton i th e atypical hyperplasia 1 cursor the Text for Amendment window does 2 where you want the comparison date to diag not screening discharge Amend Date FA r Last Mammo Date Next Mammo Date mima EET wm 3 be entered and left click the mouse An overlap breast mending Radiologist Recall Letter Type ee e ee insertion bar will be displayed at that skin Amended BI RADS Val
104. evidence of malignancy E 1 year retum mammogram is recommended Patient has not demonstrated any significant changes sense last mammogram and itis assumed that the abnormality is question in stable To exit without saving Tap the Exit button Category Specific Phrases Available for Rapid Insertion To indicate exam transcribed externally Tap the Transcribed Externally button Add Edi Phrases p Clear Text AddSpace _AddCommaSp Add Period Sp Exam status will be upgraded to external Editing short cuts If a word or sentence is to be deleted highlight it by dragging the cursor over it while holding down the left mouse button then tap the Delete button on your keyboard To move things around copy amp paste highlight desired word s press control Ctrl and the C key together to copy it then press Ctrl and the X key to delete it To paste the copy place cursor on screen where you want to paste and press the Ctrl and the V key together PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 16 2 SECTION 17 APPOINTMENT SYSTEM MAINTENANCE Appointment Screens Mammo Calendar Screen Tab Mammo Resched Quick View Appmt 1 MAMM2 MAMM3 MAMMA Access to the appointment package can Mon Tue Sun Wed be made from the PenRad Main screen by tapping the Appointments bu
105. ew data to the main database only After the last workstation has transferred its data to the main database select the tap the Download To This System selector Tap the Synchronize button for each workstation after each has completed the download process This complete process transfers changes and additions to the main database from the workstations first and then transfers the combined changes from the workstations and the main database to each of the workstations The replication service provides synchronization of the databases If the same record has been modified by the main database and the mobile workstation between synchronizations the main database modifications to this record prevail if for example the patient address was changed PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 33 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 33 2 SECTION 34 SECURITY The system security limits access to functions by employees radiologists and master user rights for each function Rights are assigned on each employee s or radiologist s maintenance screen Auto logout and passcodes In order to comply with HIPAA regulations if the program does not have activity for a period of time the current work screen is covered and requires the user to enter their passcode to resume Also for compliance the user s passcode will expir
106. ext recall date need to be manually updated For more information see either the Technologist Mammography System Handbook or the Radiologist Mammography System Handbook Appointment system information If activated the next scheduled appointment date time and relevant appointment information are displayed along the right side of the Patient Maintenance screen To access the appointment system to make view or change an appointment tap the To Appointments button This allows scheduling of the patient s next appointment and or locating any outstanding appointments See the Appointment System Users Guide for additional information To capture information in advance of an exam or to review print a history sheet To capture or review the patient s history prior to the exam tap the Med amp Risk Hist Breast Hist or Indicated Prob buttons This information can also be added or reviewed while using the appointment module To print the history sheet for the radiologist or the file jacket tap the Print History button To review previous exams To review previous exams done within the PenRad system or add exams done outside your facility to the patient s record tap the Previous Exams button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 15 To write a custom letter Add Text for Write Patient Physician Hospitalletter Sue T Anderson 2 15 200
107. f a check mark is placed in the Awaiting Pathology check box the patient will appear on the Patients Awaiting Pathology administration reports 4J and 4K This check box is selected when the radiologist approves the exam as a secondary way to indicate the patient is awaiting pathology results This is a good tool to use for keeping track of the patients who need to have the pathological statistical information added to PenRad Insurance Info button Tapping this button opens the Patient Insurance Information screen For more information see the Mammography Administrative Handbook To enter parents address acess Ser mens RT Pera an Che I Wm Address button and field The 03031920 AGE 85 PID 723591 55 470005389 Address field displays the address of the patient To enter or edit the address tap the Address button to open the Address Addessie2 screen City Plymouth State Province MN Use the drop down menus to select the Zip Postal Code 56721 E City State County and Country fields or County type directly into the appropriate field These drop down fields can be pre populated Note If your system is interfaced to a HIS RIS system the patient s address information can be maintained and updated by the HIS RIS Note Enter data by using the keyboard and the Tab key to advance to the next field Use the Shift and Tab keys on the keyboa
108. f exams tap the ABORT button All the exams are automatically set to a Selected status when the screen loads If you wish to deselect an exam so it is not committed tap once on that exam This will clear the status for that exam To reselect the exam tap on the exam again To clear the status of all the exams tap the Clear Selections button To select all the exams again tap the Select All button To change display order The list of exams can be sorted by name referring physician site medical record number PID zip code or exam date The system defaults to sorting by name To change the sort order tap the appropriate sorter To print a list of these exams Tap the Print List button PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 21 1 To commit and or fax exams If the system is enabled to auto fax exams the Start button will be highlighted indicating there are exams eligible to fax and the fax number will appear next to the exam An exam will automatically be selected for faxing if the referring physician s profile has the Auto fax letters option selected and if the system configuration file is configured to only fax all exams or immediate recall exams Tap the Start button to commit and fax these exams When fax preparation is complete tap the Commit amp Exit button During the faxing process the exams are printed to a file and are grouped in tens by the same fax number to reduce t
109. f the affiliation s name Rolling Acres Clinic 3446 Rolling Acres Drive Belle Plaine MN H nae bit Top 121 Tree Drive Plymouth on the letter bar tap in additional letters zi to refine search or use your keyboard to Beyer pete d reple e idee enter the letters and then tap the Begin e the affiliation then try the move again Search button From the list of facilities tap on name to highlight and then tap the Select button If the desired facility is not listed it must be entered into the system See Section 6 Hospital Clinic Maintenance for more information on entering a new facility Before entering a new facility make sure that you have the correct name and have not misspelled the name to avoid creating a duplicate record To add additional affiliations to the doctor s record repeat the above steps If you wish to review the information for an affiliation select the facility from the Medical Facility Affiliations window and tap the See Details button This will open the maintenance screen for that particular facility To remove or change an affiliation Occasionally a referring physician might change practices or a facility might go out of business or merge with another facility The system provides a mechanism to remove affiliation from a doctor s record or to transfer his affiliation from one facility to another To remove an affiliation select the desired facility from the
110. ff radiologist can approve 274 read and can agree or disagree with a report for further resolution A resident can approve a 27 read only if a staff radiologist initially reads the exam When a resident is the first reader of a study a statement reflecting that a resident read this exam is automatically added in the impression for clarification and also for reimbursement of an exam or procedure The exception is when an exam is modified and dictated and the 2nd reader is a resident The chart depicts combinations and functions for double reads User type code RR Resident Radiologist MRR Master Resident Radiologist R Radiologist MR Master Radiologist nd 1 Can approve an exam in any status 2 read suspend etc 2 Can approve in a status of unspecified suspend 274 read await film and await pathology 3 Can agree or disagree with an exam Disagreeing radiologist will replace the original reader 4 Can agree or disagree with an exam Exception If 1 reader is a resident can only preview the exam if 1 read by a resident 5 No access to exam unless they are the original reader Can approve for 27 read 6 Enter exam with disagree status as the disagreeing radiologist original readers name is removed and disagreeing radiologist s name is inserted as primary reader Exam approval status RR R MR 1 read 2 2 1 1 274 read 4 4 3 3 Disagree 5 5 6 6 Radiologist Statistics The individual radiologis
111. hand side of screen In addition the print label buttons located on the various screens can have custom labels substituted for the default labels To create a label add Text for Create Custom Label Definitions Christine Jade Anderson 107720512100 This Screen allows the user to create Florence J Appling DOB 05 05 1951 AGE 54 PID 223239325 SSN 223239325 ACCT Bookmaiks he custom label To access the custom Label Name Label body text EnanD a2 an eleran eran eie rene ear ensi label screen tap the Create Labels EwamHleason4Ew patient last name patient fist name PATIENT MIDDLE INITIAL Age EXAM PATIENT AGE PATIENT 10 NUM Phi PRIMARY DR LAST NAME PRIMARY DR FIR 1 1 1 bait FID PATIENT PATIENT 10 NUM Pryscan HERMAN button on the Administration screen How ana JU Imaging amp dmin MarksBookmark drake To create labels the user can use a combination of free text and or bookmarks that are populated with data from the database When the labels are C poten PLE sated omi tag ace printed the bookmarks will populate with Exam nomal bold C appoinment Tomales the associated patient information barcode Save Delete Label Clear Add Sp Add Comma Sp Add Period Sp To create a new label Select the label category Patient Exam or Appointment lower left
112. he dial time If there are no exams to fax tap the Commit amp Exit button and indicate No to confirmation message To exit screen and NOT commit exams Tap the Cancel button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 21 2 SECTION 22 PATIENT LETTERS The system facilitates multiple patient exam and recall letters in multiple languages These letters are in English by default To change the language of the letter for the patient access the Patient Maintenance screen and select the desired language If a letter template does not exist in chosen language the default English version is used Typically there are multiple exam letters normal abnormal follow up etc In the recall letter group there is a screening follow up and biopsy follow up set which might consist of reminder past due final letters etc A patient is a member of one of the recall groups as determined by the recall interval and type To facilitate a letter a template is created with free text and a combination of bookmarks for each letter with a separate template for each letter language The free text portion of a template is written in the language desired Bookmarks are place holders in a template which are inserted with text phrases or graphic images In addition to the standard letter bookmarks there is a set of custom bookmarks which correspond with each language text These custom bookmarks are Procedure na
113. he format field To select a destination tap on the drop down arrow for the destination field Tap the OK button to continue Depending on the combination of formatting and destination choices additional pop up windows will appear to allow you to provide the information necessary for each option actual file locations connection passwords etc Available formats include Character separated values Comma separated values CSV Crystal Reports RPT Data Interchange format DIF Multiple Excel versions XLS Multiple Lotus 1 2 3 versions WK1 WK3 amp WKS Multiple ODBC options Paginated Text Record style columns of values Report Definition Rich Text Format Tab separated text Tab separated values Text Word for Windows document To close the view report screen Tap the Exit button General administrative report guidelines Administrative reports cannot be run on multiple workstations simultaneously because the data elements are shared temporarily to create the reports It is recommended that reports be previewed prior to printing unless familiar with the report or it could consume a lot of unnecessary paper Large reports should only be run during non peak production time because the server resources are shared among other workstations PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 19 3 Set Report Security Administration Sue T Anderson RT R M Penrad Ma
114. hen a recall letter is generated and then committed to the database Type This field indicates the name of the recall letter that was last sent to the patient i e recall reminder past due and final letters for screenings follow ups and biopsies The type of letter is automatically maintained by the system when a recall letter is generated and then committed to the database Note The Appointments Package is an optional module and must be activated for your facility to activate the appointment related fields When activated the Appointments Package automatically maintains the appointment related fields on the Patient Maintenance Screen Refer to Section 17 for further information Next Appt This field indicates the date of the next appointment for this patient Appt Type Indicates the type of exam for the next appointment for this patient Please see the Appointment Package note above Appt Room Indicates the room that the patient s next appointment is scheduled in Please see the Appointment Package note above Appt Letter Sent Indicates the date the last appointment letter was sent to the patient Please see the Appointment Package note above Appt Confirm Indicates the confirm message selected from the appointment for the patient Please see the Appointment Package note above PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 6 To indicate patient awaiting pathology I
115. ified location in the Patient Maintenance screen To print recall letters for all locations tap the Show All Location selector lower right corner of screen PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 23 1 To NOT print recall letters to patients with pending appointments Select the gnore patients with appointments selector to not print a recall letter if they have a future appointment scheduled The patient will receive an appointment reminder instead NOTE This feature is only available if the PenRad Appointment package is purchased To initiate auto select mode Select Enable Auto Select The date range recall letter group and letter type selectors are pre determined through set up The recall list loads automatically Autoselect details The auto select option incorporates all screening follow up and biopsy follow up recall types into one list when the Load Patients button is tapped The list can be sorted by tapping on the column name or by selecting one of the sort selectors in sort by window Once the patients are loaded the Print button will become active Patients appear on the list automatically under the following rules e Patient selected if next exam date is 30 60 days from today s date This prints the first reminder letter e Patient selected if 1 was printed 30 60 days ago and have not returned This prints the past due letter e Patient selected if 2nd reminder was
116. in Clinic 2 28 2006 08 55 42 Patient Maintenance Administrative Reports Set Report Security Doctor Maintenance Print Exams security NES Restricted Admin Reports Password Password ff Clear IE Report security provides the ability to restrict access to individual administrative reports by requiring a password Example Status sensitive reports or individual employee statistics To password protect a report 1 Tap the Set Report Security button Enter either the master user password or the pre set administrative reports password Select Reports to Password Protect Sue T Anderson RT R M Penrad 2 28 2006 09 12 06 r Select a Report Category 1 Patient Maint Reports AtoDD 7 Teaching Exams Reports am edea Relationship Repot Quality Control Special amp Site Specific Reports Qualty Control Hepat DD to UU 10 Appointment Reports 4 Pathology Reports B to CC 5 Exam Resolution reports 6 Abnormalities and Non Negatives f Select a Report Type m M B D Recommendation Statistics Count F Exams with Recommendations for Biopsy or Clinical Correlation Detail L Mammogram Recall Interval Distribution Count S Unassigned Orders Received from RIS List T Elapsed Time for Exam Completion U Patients with Implants LADS Counts
117. ions e Print List Selections 2 ri Load Patients lis l EN 21 Only r Report Generation and Printing Imm Pause Continu Pintabe Commit set Cancel Heb To view or print appointment reminder letters or no show letters 1 Select the letter type 2 Select the begin how far in advance and end date range by entering the date or by tapping the button and selecting the date 3 Tap the Load Patients button 4 To select all the patients for printing tap the Select All button To select individual patients tap the desired patient The status will change to Selected To deselect tap again 5 Tap the Start button to begin printing the reminder or no show letters Filters are available to provide a pick list or a schedule by the day or the room by selecting the location room name and or dates Tap the drop down arrow for the respective filter to select the desired location or room To specify search dates enter the desired date into the appropriate field or tap the button and select the date from the Date Select calendar Multiple sort options are available in the Sort By section Options include sorting by patient name referring physician grouping by referring physician facilities then by referring physician patient ID zip code date room time terminal digit last 2 3 digits of the patient ID depending on system configuration and
118. is being merged into the other record That patient s information will be imported into the Patient To Merge FROM window Next tap the Select Patient button on the Patient To Merge TO window right side This will again open the Patient List window Once again search for and select the patient s record that the merge will take place to That information will be imported into the Patient To Merge TO window All data from the replaced patient s record will be transferred into the receiving record except patient demographics medical and risk factors breast history and indicated problems For assistance in searching for patient records see Section 4 Patient Maintenance PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page 14 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 14 2 SECTION 15 INSURANCE To capture patient s insurance information Patient Insurance Information Sue T Anderson RT R M Penrad Main 8 23 2005 08 57 10 Alverne A Anderson DOB 09 09 1961 AGE 43 F 223234446 55 223234446 CHT ACCT Primary Insurance Provider Information iD 455 ID 2 Union Central Life Unit Stop Street Address 0 Box 85348 City SUPrv Zip Cincinnati 45201 Phone 1800 543 4200 Fax Contact Select Provider Remove Provider Policy 73657 Group 537633
119. isplayed on the patient s maintenance Screen Tap the Save button to save changes and to save the appointment The Save amp Keep Patient button provides quick scheduling of multiple exams mammo U S etc for the same patient eliminating the need to search for the patient and reenter the same data for each appointment Tap the Exit Appt System button to return to main screen Room Screen Tabs pm M This screen displays the room schedule in EN m brief or detailed format allows you to 5 BDAB 500 rene print a detailed list facilitates new appointment or existing appointment to be rescheduled or reviewed and provides controls to adjust the room hours The room is divided into morning afternoon and evening columns Available time slots are blank To view and or print a detailed room e format tap the View Detail button for an itemized listing for each appointment Resched Quick View Appmt 1 MAMM2 Time Name DOB Home Ph Work Ph Pat ID Desc Refer Dr E m Tap on the patient s name to the display _ ____ the appointment screen to facilitate 8 30am ENS 511 351 6565 6565 99900823 BSCRN Abbott Linda 612 indication of arrival and or confirmation 9 00am mite ee 101692 BSCRN Casper John 612 4 status
120. ist Clear Selected Codes Add eat Delete Last Cancel Help r ICD9 Code m Description Personal History Breast Ca Clear Text Finding Impression Both PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 To sort the order of codes within a category add a two digit number in the sort column within the Category Specific Codes box To sort the categories insert the number in front of the category name in the Category box Example 01 Female Breast CA and 02 Male Breast CA when creating the category name Page 11 2 SECTION 12 OWNERSHIP AND VIEWING RIGHTS The combination ownership and viewing rights allows multiple facilities to share the same database and take on their own identity in a network or enterprise system Responsibility or ownership for each patient is automatically assigned to the last imaging facility If during imaging the owner is different than the current imager the user is prompted to transfer ownership This feature provides filtering for scheduled exams resolution of exams and printing of exams and recall letters for each site It facilitates individual site printing and control and provides independent statistics for each site Filtering can be overridden by placing a check mark next to the Show All Locations selector that is available on the reading schedule printing and resolution screens Radiologists auto
121. ith1st held Amend 4 4 4 4 Amended awaiting printing Amend prtd 4 4 4 4 Amended awaiting commit Prelim 2 NA 2 NA 2 Prelim status awaiting print Prelim prtd NA 2 NA 2 NA 2 Prelim status printed await approval Prelim cmtd NA 2 NA 2 NA 2 Prelim status committed awaits final Final 2 NA 2 NA 2 Prelim status finalized await printing Final prtd NA 2 NA 2 NA 2 Prelim status finalized and printed Dictated X X X X X X Study requires transcription Transcribed 7 7 7 Transcribed review by Rad required Trans 2ndRd 7 7 7 Transcribed held for 2 read Tran comp 7 7 7 Transcribed reviewed ready to print Trans prtd 7 3 7 7 Transcribed printed ready to commit External 6 6 6 Transcribed externally ready to print External prtd 6 6 6 Transcribed externally ready to commit Suspend 5 5 5 Suspended specific reason Prev Film N A 1 N A 1 N A 1 Suspended additional films required Path req N A 1 N A 1 N A 1 Study suspended awaiting path Amend Held X X X X X X Study amended by tech held for rad approval Phone Dr N A 1 N A 1 1 1 Exam suspended waiting to phone doctor Dict Amnd 8 8 8 Exam amendment awaiting transcription Trans Amnd 8 8 8 Exam amend transcribed waiting approval Not applicable unless radiologist who did the amend then 7 PenRad Mammography Administrative Handbook 1995 2006 Rev
122. ity xj Passwords are required for all PenRad users The radiologist s password is maintained through the radiologist s CHANGE RADIOLOGIST PASSWORD Password ff assword maintenance screen New Password Clear Confirm Password Unless specified by your facility E EI ER passwords can contain any combination f 4 ini f 6 ch ters FH nm including at least one dena ek and one numeric Cancel Bhange To add or change radiologist s password tap the Password button lower left corner of the radiologist s maintenance screen This will open the Security window PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 7 3 To enter a new password type in the new password in the adjacent field then type the password again in the Confirm Password field and tap the OK button For new passwords the Password field shown in the picture above is hidden This field is used only for changing passwords To change an existing password type the old password in the Password field type in the new password in the New Password field and then type the new password again into the Confirm Password field Note The same password cannot be used consecutively Tap the OK button to save the change To add or change signature Radiologist Signature Christine Jade Anderson Penrad Main Clinic The radiologist s signature can be entered into PenRad to elimi
123. ive Handbook 1995 2006 Rev 04 14 2006 Add Text for Enter Patient Notes screen If the note you wish to add has previously been entered into the system as a stored phrase tap on the phrase to add it to the upper Findings window Additional phrases can be added to create paragraphs Page 4 12 Free text can be added anywhere in the Findings window To add free text place the mouse cursor pointer will change to a flashing I bar where you want to insert the text and left click the mouse A flashing vertical bar will appear at that point Begin typing text into the box as desired Buttons are provided at the lower right corner of the screen to add spaces commas and periods and check spelling if this feature is enabled If you have added a phrase and wish to erase all the text tap the Find button bottom center of the screen The Findings screen will be cleared and you can insert phrases or text as desired To delete a phrase select the phrase to be deleted and tap the Delete button If there is only one phrase in a category deleting that phrase will also delete the category from the Phrase Categories list To create a phrase and save it for future use select the appropriate category from the Phrase Categories list and tap the Add button lower left corner The Save Edit Stored Phrases window will appear Type in the new phrase and tap the OK button x Save Edit Stored Phrases screen Seer eer To edit a
124. kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk NOTICE THIS REPORT IS FOR INTERNAL AUTOMATED TRACKING PURPOSES ONLY AND IS NOT TO BE DISTRIBUTED THE RADIOLOGIST HAS REQUESTED THE ACTUAL REPORT BE DICTATED AND TRANSCRIBED EXTERNALLY kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Transcribed external exams will not be auto faxed If transcribing using the PenRad system Exams Requiring Transcription 53 To access this screen tap the Transcribe Dictated Reports button on the Administration screen ient Name Alten Patricia Marie Select the exam and tap the Transcribe button Make additions or alterations by selecting the findings and or the impression area of the report using keyboard and or Page Up Sort G Name C PID Exam Date Radiologist Page Down stored phrases Transcribe Transcribed Extemaly Edit Radiologist Edt Patient Close Help Print List al PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 16 1 To use stored phrases first select where the phrase is to be entered and tap the Phrases button Select the phrase from category list and tap on the phrase to insert The Radiologist Exam Type Date As
125. l appear requiring a master user passcode After entering the passcode a second window will appear asking whether you wish to continue To continue tap the Yes button The exam will be posted on the schedule and be listed as a printed status To view or add patient notes and or resolve a complaint note Patient Notes Sue T Anderson RT R M Penrad Main Clinic 8 23 2005 07 04 07 Alice P Anderson DOB 03 03 1920 AGE 85 PID 723591 SSN 470005388 ACCT Notes T 01 04 2005 REFERRING PHYSICIAN Matthew J Nutter MD 01 04 2005 1 12 29 2004 1 10 22 2004 L 03 14 2003 07 12 2002 03 25 2002 03 21 2001 H 03 02 2001 Notes to Add View C D Diagnostic Administrative Prev history sheet C Complaints C R Resolvedcomplai 7 All 1 Imaging Patient Letter Sent for exam dated 01 04 2005 Mammography Normal Penrad appointment reminder letter generated Screening past due letter generated Screening reminder letter generated Penrad appointment reminder letter generated REFERRING PHYSICIAN Matthew J Nutter MD SITE Penrad appointment reminder letter generated z Print Al Print View Full Edit Note Clone Delete Fax Log hdd Note Ok Help C P Indicated problem Note You NOT add notes il Pre ndicated problem History Sheets Resolved Complaints C M Medical risk or All are selected B Breast history C L
126. linic Main either the main screen or the exam schedule the user is automatically logged ses ipo out of the system after a period of wd nf e pe jr peo je n inactivity The system default is 30 al minutes but this modified as required by your facility In addition the inactivity timer for each workstation can be configured individually as desired Passcodes are required to log into the system In addition some administrative Password functions require the entry of a passcode New Password Clear to access or complete that function Confirm Password Passcodes for logging into the system are Ea E n pe set to expire by default every 90 days ERI 2 4 27 is valid can be adjusted to meet your 1 facility s requirements A reminder 4 vl zl message will start to appear 9 days before the expiration of a passcode during initial logon to remind the user that their passcode is about to expire CHANGE RADIOLOGIST PASSWORD To change your passcode prior to the passcode expiring enter the current password into the Password field type a new password into the New Password field and then re enter the new password once again into the Confirm Password field Tap the OK button to save the new password Passcodes can be changed at any time The same pas
127. llows you to search for a doctor by name or ID number Tap first letter of last name on letter bar or keyboard tap in additional letters to refine search tap the Begin Search button or Enter key on keyboard tap on name to select Adding or editing a doctor referring physician 8 23 2005 08 32 50 Affiliation 21 West River Road Plymouth Brian Academic Medical Center 100 Thulium Squibb Junction Chico MN Alexander Burg Hospital Woman 111 Dash Spurn Street Madison MN Anthony Quessman Medical Center 645 Zenith Lane S Hampton MN Julien Burg Hospital Bogota Road Havelock MN Robert Westminister Hospital 1409 West Trail Cross Lake MN Charles West Memorial Medical Center 6622 Conn Trail ity View MN Dale Wesley Memorial Hospital 3467 Highway 66 Saxtus River MN Great Hope Clinic 144 321 Strata Ln Brooklyn Park MN Luther Medical Center 434 Medical Place Lubbock MN Freemont Medical Center 12 Davis Plaza Sausalito MN St Sophie s Hospital 1305 Patrick Test Marison Drive New Hope Henratin Hospital West 145 Downbeat Drive Maple Grove MN Concordia Hospital Main 5563 Dale Avenue Savage MN Apache Medical Center 5700 Apache Ave North Brooklyn Park MN Callahan Louise Callie Albert Calver James Calvillo Ruben Camacho George Cammar James Carber James T Include Inacti Search by Last Name First Search A Backsp Clear Fist Name Total Found 42
128. ly print the letters for those selected patients To start printing recall letters after patients have been selected Tap the Start button to begin printing To pause and resume printing If you wish to pause the printing tap the Pause button Tap the Continue button to resume printing If printing should stop before completed Tap the Pause button clear the source of the problem paper jam out of paper etc and then tap the Continue button To reprint a letter If you need to reprint a letter before the patient s letter has been committed tap on the patient to select That patient s status will change to Selected Tap the Start button to print that letter To commit recall letters after printing is completed Once the letters have been printed the letters need to be committed to update the notes fields in the patient records to indicate which letter was printed and the date that it was printed Committing the letters also updates the database to accurately load the patients for any subsequent letters To commit the letters tap the Commit amp Exit button NOTE It is highly recommended that you verify that the last patient letter on the list was printed prior to committing the letters If printing is incomplete for any reason patients must be reselected and reprinted To automatically commit after printing Letters can be automatically committed after printing by selecting the Auto Commit selector PenRad
129. matically view all exams while technologists only view patients on exam schedule and printing screens where the patient ownership is the same as their logged in facility On the Patient Maintenance screen the patient ownership can be manually overridden by selecting a different facility PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 12 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 12 2 SECTION 13 FILM TRACKING PenRad provides the ability to track Film is or will be checked out to a facility internal films when sending those films to Breast Imaging Services a patient or another facility and external Address Br Imaging Unit Br Mail Stop Address 121 Oak Street Address Maple Grove MN 55343 Checked ou io iscili films when receiving them from another i facility oaa Sum The Check Film IN or OUT film tracking Eum suse sereen be accessed through the F n irfoni Maintenance screen by tapping Dae 17472005 J evens the Previous Exams button to open the eren Pon Comparisons and Prior Exams screen Print Past Due Letter Letter To open the Check Film IN or OUT screen tap the Check In Out button This screen can also be accessed through the Pre Exam sc
130. me exam letters only Recall type recall letters only and Recall interval exam and recall letters See Appendix A for more information on bookmarks A patient is assigned a language type in the Patient Maintenance screen A language template set is selected for printing recall or exam letters Each language type is assigned a number English does not have a number because it is the default Available languages are 1 Spanish 2 French 3 German 4 Italian 5 Hmong 6 Polish 7 Russian For each exam a patient exam letter can be selected to accompany the exam in the patient s language Typically there are multiple exam letter types normal abnormal follow up etc Each exam letter type is assigned a number and is stored with the exam record for reprinting and or audits For each letter type there is an assigned template name for each language When the system prints an exam letter it selects and populates the free text and bookmarks of that template assigned to that number letter type and language type When a common template is initially designed and organized it can service multiple exam types exam follow up and recall letters using the versatility of bookmarks PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 22 1 Within the system for exam letters there is a set up file of sections that allows facilities to specify many parameters for each letter The patient exam letters
131. merge with another facility etc Never delete a facility or type over the information to create a new facility The facility is required to be maintained for statistical audits To indicate that a facility is no loner active place a checkmark in the box next to Check if no longer active This is located in the upper left corner of the Hospital Clinic Maintenance screen To add or edit a private practice Some doctors are in a private practice and do not have a name for their facility In this situation create an affiliation with their name and place a dollar symbol after name to stop hide printing this line on the report For example For James Larson MD who has a private practice the fields on the Hospital Clinic Maintenance screen would be filled in as follows Hospital Name Larson James MD Address 123 Oak Street City Plymouth State Province MN Zip Postal Code 55447 The correspondence will be addressed as Dr James Larson 123 Oak Street Plymouth MN 55447 PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 6 2 SECTION 7 DRIED MAINTENANCE Radiologist Maintenance Christine Jade Anderson Able Clinic Records are maintained on the Radiologist Maintenance screen for each Home Phone ge b fee TOON radiologist in your facility This screen ex rhone amp E Phone 225 stores the radiologist s information Voice
132. n To print out the letter select the study from the Prior Imaging Dates window and tap the Check In Out button On the Check Film IN our OUT screen tap the Print Past Due Letter button A pop up window will appear indicating that the patient s record is about to be updated with a note reflecting that a past due letter was generated Past due notes can be found in the patient s Letters sent notes Tap the OK button to update the record If you do not wish to update the record tap the Cancel button To check your facility s films back in When your films have been returned select the study from the Prior Imaging Dates window and tap the Check In Out button Select the Film checked in operation on the Check Film IN or OUT screen A pop up window will appear indicating that the patient s record is about to be updated with a note reflecting that the films have been checked in Film tracking notes can be found in the patient s Administrative notes The OUT status will be removed from the study in the Prior Imaging Dates window PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 13 4 SECTION 14 PATIENT MERGE Print Recall And Past Due Letters 8 29 1997 12 34 05 The system offers a way to join two cc BID ETT 8 patients together merge when a Karas Carolee Ann 3472 4 12 1937 2 22 96 9 23 97 s Macs T TEM 475 1380 6 2097 978057 s duplicate record has been ge
133. n B if you wish to only load patients that have received a specific letter or letters Tap the OK button to continue The patients that meet the criteria set will be displayed on the screen If no patients meet the criteria the screen will not display any patients At any time you can abort the loading process by tapping the Abort button lower left corner of the screen To specify patient owner for printing The system automatically filters patients to match the logged on user if ownership matches The printed letter return logo matches the logged on users location If printing with one logo is desired or if all patients from all locations are to be viewed or displayed tap the Show All Locations selector To print a list of the patients loaded for printing Tap the Print List button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 23 3 To select patients for letter printing To select individual patients tap each patient The status for that patient will change to Selected To de select that patient tap on the patient again The status for that patient will be cleared To select all patients tap the Select All button The status for all the patients will change to Selected To de select all patients tap the Clear Selections button If the status of some of the patients is Printed and you wish to print the remaining letters tap the Selected Unprinted button The system will on
134. n e ri nte wee to assist Jons Beth 3774 1249 1933 0247 04 04 08 05 1 05 01 05 Mammogram fl f 1 roe A T TE ER m a constant flow of appointments Gibbs Catherine 47034 05 23 1906 01 10 05 07 11 05 2 09 02 05 Mammogram Sew Sally A 73742 12144955 01 31 05 08 01 05 2 09 02 05 Mammogram Aaser Anna 9326 081 959 05 06 04 07 06 05 Mammogram bran Arn Elzabet 101990 11121945 10240 Mamoa To access this screen tap the Print Achtelik Donna T 9395 11 09 1944 05 03 04 07 01 05 Mammogram Recall Past Due Letters button on the Sort Click cursor rows to select or deselect for printi Months 1st C Name Site Refer CPD C Zp se 1 Administration screen Print List Clear Selections SelectAll Select Unprinted Iv Auto Commit Letters are printed based on the next r Report Generation and Printing 7 Enable autoselect 7 Ignore patients with appointment Show All Locations on ee exam recall date and on the time range specified to print There are three letter groups for which a patient can be a member of screening follow up or biopsy follow up Within the letter groups multiple letters can be used such as first reminder past due 27 past due and a final notification These letters are printed in sequential order For example the first letter is a reminder to schedule an exam the second letter notifies the
135. n en 18 2 BATCH PRINTING PATIENT 6 1 nene 18 2 SECTION 19 ADMINISTRATIVE 024 2 1 11 19 1 SELECT A REPORT PREVIEW PRINT OR EXPORT 19 1 TO SELECT DATE RANGE FOR REPORT reme tt inen sh nete nenr s inert nn sns 19 1 TO SPECIFY PERSONNEL AND OR AND nns nennen nnns 19 1 TO SPECIFY A PARTICULAR DATA OR SORT DATA FOR A eene 19 2 TO PRINT VIEW OR EXPORT THE REPORT AFTER SELECTION IS COMPLETE sss enne 19 2 TO GHANGE THE VIEW OFA REPORT Rent Le En Oa n nea dan eee e deat e eg eub crean 19 2 EE 19 3 TO CLOSE THE VIEW REPORT SCREEN 2 2 2 1 sides sss sein 19 3 GENERAL ADMINISTRATIVE REPORT GUIDELINES 1 1 ennt nennen nnns 19 3 SET REPORT SECURITY 19 4 SECTION 20 PRINTING 20 1 TO SPECIFY LOCATIONS TO PRINT EXAMS
136. nRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 Page 4 1 To search by patient SSN number Type the patient s SSN number without any dashes and tap the Begin Search button or press the Enter key on your keyboard Note In order to search by SSN you must have the SSN option turned on The SSN option allows you to either require or not require dashes in the SSN field Call PenRad support to assist you with enabling this feature To add a new patient Patent Mantenance Sue T Anderson RTVM PenradHamcinic Sa 7005 065050 i i Alice P Anderson DOB 03 03 1920 AGE 85 F 723591 SSN 470005389 CHT ACCT Tap the Patients button from the Main Uist Nine das EATS E x screen or the Patient Maintenance First Name Alice PID 723591 Alt PID Mid Nene son e 5 button on the Administration screen Race ite Use e mail Send of report Last Title gm Chart Last re let Type ee m 7002 Tap the Add New button on the Patient M Note amon sw List screen This displays the Patient Language English Z Nt recall interval 2 year screenin Appt Letter Owner Penrad Main Clinic 16305 36th Ave N Suite 100 Plymouth M Appt Confirm no attempt Maintenance screen Note If the Add Next Exam of ar waiting Patholo 1 Insur
137. nate the need for the radiologist to sign every report Signatures are maintained through the radiologist s maintenance screen Signatures can be input directly into the m system using a touch screen or by scanning the signature saving the EUREN scanned image as a bitmap and importing that file For assistance in creating a signature file please contact PenRad support To access the Radiologist Signature screen tap the Signature button on the radiologist s maintenance screen To enter a new signature using a touch screen tap the Change button and then using a stylus have the radiologist sign in the signature block directly on the screen To change an existing signature using a touch screen tap the Change button and then the Clear button and have the radiologist sign in the signature window To import a signature file tap the Load from File button This will open a Windows dialogue box and allow you to search for and identify the file to be imported For assistance please contact PenRad support Tap the Save button to save the signature Tap the Cancel button to exit without saving any changes PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 7 4 Double Reads Two radiologists can be associated with an exam double reading Based on the radiologist type staff resident and or master user rights different combinations will allow approval of an exam Any sta
138. nerated Mansore Mary 43747487 12 12 1944 9 26 96 9 26 97 Mammogram Mishak Julia B 28671 2 3 1938 9 14 96 9 14 97 Mammogram Patient merge requ ires master user Niemeyer Shirley L 22324835 7 7 1922 9 15 96 9 15 97 Mammogram Opsitnick Ellen 47725 2 9 1935 9 9 96 9 9 97 Mammogram 1 Pilar Denise C 46404 _ 2 10 1931 9 9 98 9 9 97 Mammogram rights THERE IS NO UNDO Placko Elaine A 47473 6 9 1934 10 24 96 9 10 97 Mammogram Riley Nancy 29631 6 18 1916 9 24 96 9 24 97 Mammogram FUNCTION Riley Susan I 223240686 1921 9 15 95 9 15 97 Mammogram Sicheneder Carol 1 44875 10 11 1925 9 15 96 9 15 97 Mammogram Sisson Barbara C 30263 12 5 1961 9 24 96 9 24 97 access this feature tap the Merge C peters cs Patients button on the Administration Set Criteria Load Records Show Select Letter amp Load Select for print reprint Today From date 0970571397 2 Allrecalls 1 Recall T PrintList Clear Selections screen Followups Thu date 0972871987 screenings Load Patients Select All Sect Urine Report Generation and Printing 1 Ignore patients with appointment stat Ap Eme Continue EditPatient Commit Exit Cancel Tap the Select Patient button on the Patient To Merge FROM window left side This will open the Patient List window Search for and select the patient s record that
139. new study will be displayed in the correct chronological order PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 13 1 Once the study has been entered and is displayed in the Prior Imaging Dates window select that study and tap the Check In Out button to open the Check Film IN or OUT window To indicate that you have requested an outside film select the Outside film requested operation on the right upper quadrant of the screen A pop up window will appear that indicates that the patient s record will be updated to reflect the request Film tracking notes can be found in the patient s Administrative notes To continue tap the OK button To exit without requesting any films tap the Cancel button When you have completed the films requested operation a REQ status will be inserted before the date of that study on the Prior Imaging Dates window The Print Mailing Label button and the Film Request Letter button will become active to allow you to print the mailing label and generate a film requested letter that can be sent to the facility from which you are requesting films To save this operation tap the OK button Tap the Cancel button to exit without saving any changes To cancel a request for outside films If you wish to cancel a request previously made for outside films select the study from the Prior Imaging Dates and tap the Check Film IN OUT button Select the Film request canceled operation A
140. nformation on transferring patients Tap the OK button to continue Note Moving or removing an affiliation still retains the statistics for previous exams Unknown Affiliation button The Unknown Affiliation button provides a shortcut to a pre selected unknown facility for associating the physician to Physicians with the unknown facilities have no address or facility information displayed and are not printed on reports To specify doctor s ID number This is used to automatically select the doctor for an exam and return the doctor s ID when connected to a radiology information system This number should not be altered to ensure correct data transfer between systems To specify doctor s personal fax number If the doctor has a personal fax number other than the medical affiliation fax number enter the fax number as needed to dial directly without any dashes 97774687 If the Auto fax letters box is selected this fax number will override the facility s fax number if the fax option is activated PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 5 3 Inactivating a doctor referring physician If a referring physician retires or is no longer affiliated with your facility you can indicate that the doctor is inactive To inactivate a physician place a check mark next to the Check if no longer active selector upper left corner of the screen Never delete a doctor s record or type over the
141. nign letter sent to patient E 1 cel J note field documenting the Save Delete Letter Clear Text AddSp AddCommaSp Add Period Sp correspond ence ease Body Note Both pin Print w Note Print Copy Help Buttons are provided at the bottom of the Write Letter screen to add or edit letters clear text view the letter in MS Word add punctuation check spelling and print the letter Add Text for Write Patient Physician or Hospital Letter Sue T Anderson 2 15 2006 09 04 47 Create a new custom letter Mr Nancy E Haake DOB 11 01 1945 AGE 60 PID 105023 SSN 470002965 ACCT Leter Nane Latro o ka he To create a new letter select the letter ref ist 4 Dear Dr REFER LAST 21 4 type patient physician or hospital ref Mammosites ref advphyhotest ref ref BMD RefDoc1 ref BMD RelDocz The above referenced patient has indicated that you are her referring physician This patient had a mammogram and or ultrasound at this facility At that time recommended additional imaging In If the letter type is Physician the SUME pimmee eassa field will appear displaying the ref Consult 2nd Additional imaging was net clinically indicated Bl rai S eras of the physician associated with this ied al 4 Patient If more than one physician is
142. not appear on any recall list until the next exam date is greater than the last exam date Typically these patients are tracked through the unresolved list located on the Administrative screen under the Print Exam Resolutions button Patients will not appear on the recall lists if no recall is specified Patients without a next recall date will not be processed for any future recall letters To indicate death Died To indicate that a patient has died you can enter the date of death in the Died window on the Patient Maintenance screen If the reason of death is known breast cancer cancer or other the reason can be indicated in the adjacent field The next exam date will clear on its own once a date is put in the Died field Indicating the date of death will prevent the system from automatically generating any future correspondence for this patient Gender The gender of the patient can be indicated if desired To enter or change the gender tap on the Gender field and select the gender from the drop down menu This is an optional field Note For male patients this field needs to be changed to male The system will then adjust the patient salutation on the patient letters accordingly Marital St The marital status of the patient can be indicated if desired To enter or change the marital status tap on the Marital St field and select the marital status from the drop down menu This is an optional field Alt PID This
143. ntinue printing Batch printing patient labels Jacket labels or patient ID labels can be batch printed from the Print Appointment Reminder Letters screen To batch print labels 1 Select Pick list only from the Letter Select options 2 Modify the from thru date s if necessary 3 Select sort option i e Time Rm or Date Rm Time from the Sort By options 4 Setlocation and or rooms as desired 5 Tap the Load Patients button 6 Tap the Select All button 7 Tap the Print Labels button to begin printing the labels PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 18 2 SECTION 19 ADMINISTRATIVE REPORTS Report Printing Screen Christine Jade Anderson Able Clinic 10 17 2005 13 43 49 oe The Report Printing screen generates B Ern Fehon epote ross and prints administrative reports for 3 Teaching Erens Floats a Sets m sg E tol ME EI e personnel patients statistics tracking WIE v marketing purposes for data Patient Notes selectable by note type date t d d th ty Evo Type captured during the exam process Sogn se aD Sen Reports are grouped by categories that is have multiple specialized reports to Bese Breaks select After each radiologist location The majority of the reports can be customized f
144. opy for any applicable cc doctors Each of the cc copies of the exam report have that doctor s address inserted into the address window with the primary doctor s name then indicated in the lower half of the report To specify locations to print exams for By default exams appear on the print list for the location of the logged in user To print exams for all locations select Show All Owners PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 20 1 To specify printing order Select the appropriate sort order selector or tap on a column to specify the sorting order Example Print the reports by site or referring doctors for easier distribution by placing all reports in the same inner office distribution envelope To print a list of exams eligible for printing Tap the Print List button This will print a list of all the exams listed on the screen To select exams to be printed To print all the exams tap the Select All button lower right corner of screen Note that after tapping the button all the exams are highlighted The status of each exam should change to Selected To select individual exams for printing tap on each individual exam highlights that exam The status of each exam selected should change to Selected To de select tap on the exam again removes highlight and changes the status to blank If some of the exams show a status of printed and you wish to print all the unprinted
145. or dates personnel s locations format and data sorting In addition these reports can be exported as different file types for further processing To access this screen tap the Administrative Reports button on the Administration screen To select a report to preview print or export Select a category and a report type from their appropriate windows Many reports offer the option of specifying a beginning and ending date range for the report as well as selection of personnel and or location formatting and data selection choices For detailed examples see the Administrative Reports Manual To select date range for report Tap the button next to date field to select the beginning date range or type the date in Repeat for the ending date You can select pre populated date ranges last quarter 1 quarter last month etc by tapping the Beg date End date button To return to the individual date fields select Cancel on the begin date end date drop down menu To specify personnel and or and location Reports can be filtered for a specific individual or individuals radiologist doctor and technologist at one or all locations for which there is an affiliation To select an individual tap the Show Person amp Location Selectors button This will display previously hidden selection fields where the individual report list was displayed Depending on the nature of the report there might be fields to sel
146. ospital List screen Search for and select the appropriate facility If the facility is not listed you will need to enter the facility into the system For more information on entering facilities see Section 4 Hospital Clinic Maintenance After you have selected the facility a pop up window will appear indicating that the patient s record is about to be updated with a note that the films have been sent out To update the record tap the OK button Film tracking notes can be found in the patient s Administrative notes Tap the OK button on the Check Film IN or OUT screen to continue An OUT status will be indicated prior to that studies date on the Prior Imaging Dates window To change the due back day tap the button next to the Due Date selector and select the appropriate date If the films are to be removed indefinitely tap the Clear button If you wish to change the facility that the films are checked out to tap the Select Checkout Facility button This will allow you to select a different facility PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 13 3 To print a mailing label tap the Print Mailing Label button To print a Checkout Form tap the Print Checkout Form button To exit without checking out the films tap the Cancel button To request films that are past due If films are past due to be returned you can print out a past due letter from the Check Film IN or OUT scree
147. patient Facilities should resolve sequential exams weekly and leave only the last unresolved exam if applicable for each patient If an exam is resolved by mistake you can put it back on the unresolved list by finding the exam in the previous exams screen located on the patient maintenance screen and tapping the unresolved button Unresolved exams default to an All follow ups category They can be separated into an immediate or follow up status for convenience in resolving and auditing The immediate group includes any exam with a recall interval of immediate The follow up group includes any exam with a follow up interval recall 12 month follow up exams do not show on the unresolved list and are processed the same as a screening exam Unresolved Resolved letters to primary doctors can be processed indicating that the exam is unresolved resolved A copy of the report that put the patient on the unresolved resolved list can be printed along with the unresolved resolved letter An exam can be resolved with or without a letter When an exam is resolved and or a letter is printed a dated patient administrative note is generated for the patient s record indicating who resolved the letter and the letter type to provide an audit trail Exams can be resolved individually or in a batch process To correctly resolve an exam the prior and last exams should be reviewed to verify that the correct action has been taken prior to resolution A
148. patient that they are past due for an exam the third letter is another past due letter and the fourth letter is a final notification letter that can automatically option remove the patient recall date Some facilities only send one screening recall letter that also serves as the final letter and some facilities send the final letter certified for follow up patients removing the patient from recall When letter is printed a note is automatically added to the patient s record to provide an audit trail The patient is then automatically positioned for the next recall letter in sequence Recall letters are printed for a specific date range A preset range can be set prior to go live to help expedite the process For example reminder letters for a date range 60 days prior to the recommended recall date past due letters for patients 60 days late and final letters for patients 120 days late The recall letter system offers two modes manual and automatic The manual mode is where the user individually selects the patient recall letter group letter type to print and date range and batch prints each letter type The automatic mode automatically selects the letter type and date range for each recall group according to a pre determined day span To specify a facility to print recall letters for Patients appear on the list based on the logged in user s location for which the location has ownership of the patient Ownership is based on the spec
149. preliminary suspended or disagree is only granted to master users or the radiologist associated with the exam This prevents alteration of an exam that has already been approved Any user can change all other exam statuses PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 34 2 Printing rights Printing functions can be limited based on the logged in user The following table outlines the printing rights for each user type Key T Technologist Employee MT Master Technologist Master Employee RR Resident Radiologist MRR Master Resident Radiologist R Radiologist MR Master Radiologist Printing activity Print labels Print history sheet Batch print exams Print recall letters Print resolved unresolved letters Print administrative reports Print appointment letters Print completed exams on exam list Print exam list Print exams awaiting 2nd read Print preliminary exams Print suspended exams Print amended exams Print transcribed approved exams Print exams from compare screen Print film tracking letters PenRad Mammography Administrative Handbook Yes Yes Yes Yes No Yes Yes Yes Yes No Yes No Yes Yes Yes Yes MT Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes Yes Yes 1995 2006 Rev 04 14 2006 RR Yes Yes Yes Yes No Yes Yes Yes Yes No Yes No Yes Yes Yes Yes MRR Yes Yes Yes Yes Yes Yes Yes Yes Yes
150. printed 60 90 days ago and have not returned This prints the final letter The 30 60 90 date controls can be set for your needs The system can also look backwards a set number of days to make sure every patient gets the initial reminder letter These values are set in the configuration file Note Generally the last letter type in the group is specified as a final correspondence letter for which the next exam date is automatically cleared Once the specified last letter has been printed the patient will not receive future recall letters because the next exam date would have been cleared PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 23 2 To load patients for letter printing If you have auto select enabled tap the Load Patients button All patients that require recall and past due letters will automatically load If you do not have auto select enabled you will need to manually enter the criteria necessary to load the patients To load the patients Select the patient letter group from the Show window Screening Follow up or Biopsy follow up Specify the letter type from the Select Letter amp Load window Tap on the button and specify both the beginning and ending date range Tap the Load Patients button A Select Patient to Show window will pop up System defaults to option A this automatically loads patients that have received the previous letter in this sequence Select Optio
151. r E ome When the mobile workstation returns the workstation is plugged into the network to allow connection to the main database To Publisher During Upload Changes r Conflicts To Subscriber During Download a Data that was modified in the mobile workstation is transferred back to the main database and information added to the main database is transferred back to the mobile workstation allowing synchronization or tise replication of the databases To initiate the synchronization of the workstation to the main database Plug the mobile workstation into the network jack with the patch cable to provide a network connection to the main database Tap the replication icon on the mobile workstation so the replication screen appears with both the upload and download selector pre selected Next tap the Synchronize button The lower display window will display messages as the replication process is processing When the replication process is complete a message will appear To close the replication screen tap the Close button If there are multiple mobile workstations and it is desired that all the information be equally updated among them they can be all plugged into the network simultaneously To synchronize multiple workstations Tap the Upload to Primary system button Tap the Synchronize button for each workstation after the previous workstation has been completed This transfers the n
152. rd simultaneously to return to the prior field Use the arrows for any drop down fields to select automated information On some of the drop down fields you can tap the first letter of an item or use the down arrow key on the keyboard to select that item Tap the OK button to save or tap the Cancel button to exit without saving any changes and return to the Patient Maintenance screen PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 7 To associate physicians to a patient The system allows you to indicate a primary point of contact physician for each patient and also indicate up to four additional physicians that this patient might be seeing Indicated physicians will receive copies of current and future exam reports To indicate or change the primary physician or additional physicians tap the Primary button or the Addl 1 or Addl 2 buttons on the Patient Maintenance Screen All three buttons open the Associate Doctors with Patient screen Associate Doctors with Patient Sue T Anderson RT R M Penrad Main 8 23 2005 07 00 07 To indicate a physician tap the Select To affiliate physicians to a patient press select choose from list and then OK Primary Doctor button or any of the If physician is not on list then add by pressing new To remove patient affiiation press remove ms Select Addl Doctor buttons to open the lect Primary Doctor SEEEN D 10003 s i Backus Edward
153. reen using the Comparison Films button To request outside films To request outside films you first need to enter the film date and location on the Comparisons and Prior Exams screen using the Add Generic Imaging Date section Note The Comparisons and Prior Exams screen can look different depending on which screen you access them from To enter the location tap the Change Location button This will open the Hospital List screen Select the facility from the hospital list and tap the Select button The selected hospital will be displayed in the Location field If the facility you are receiving films from is not listed in the hospital list you must enter that facility in the hospital list prior to checking in the films For more information on entering facilities see Section 4 Adding or Editing a Medical Facility After selecting the facility enter the date of the films by typing the date in the date field or by tapping the button next to the date field to display the Date Select Calendar window If you not sure of the exact date it is recommended that you enter the first day of the month that the study was done Indicate the type of exam by selecting the appropriate exam from the Exam Film Type menu To record this study in the system tap the Add to History button This will display the study in the Prior Imaging Dates window as a non system study If the Prior Imaging Dates window has multiple studies listed the
154. rint the selected note Tap the Print button to print all the patient s notes This prints all the notes within the selected category To view the Fax Log Patient Fax Log Sue T Anderson RT R M Penrad Main Clinic 1 31 2006 10 25 07 To view the fax log tap the Fax Log Connie C Anthony DOB 12 25 1935 AGE 70 F 7100463 SSN 470006318 CHT ACCT button This shows a record of this patient s reports that have been faxed successfully and also fax attempts that have failed If you scroll to the right an explanation detailing the error is provided when a fax fails to transmit 4 This information is also available through administrative report 1Q r Sort By 6 Dae SendTo Hospital Status Desc Print List Exit PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 4 14 To print the patient s history sheet The history sheet reflects the current patient information To print the history sheet tap the Print Pre Exam button The system can print a patient history sheet template populated with known patient data for review or change For example patient demographics doctors indicated problems breast history risk factors and last exam To add pathology results Tap the Add Pathology button to document pathology findings Whenever pathology results are added the recall interval recall type and n
155. rks available for each letter set Many bookmarks are among each set patient demographics for example Exam letters results and resolution letters have exam information bookmarks available pertaining to an exam and appointment letters have bookmarks pertaining to an appointment Short Cuts for editing or generating new letters To save time copy the bookmarks and formatting commands from the help screen and paste them into the letter To copy text select an area to copy press the CTRL and C keys simultaneously To paste copied text click the spot in the letter to insert it and press the CTRL and V keys simultaneously To create a new letter select an existing letter tap the Edit button make changes and rename The system automatically inserts the patient address PATIENT ADDRESS for patient letters primary doctor address STD SEND TO and patient information STD PATIENT ADDRESSING for doctor letters Formatting commands can be used within free text and with bookmarks PenRad Mammography Administrative Handbook 1995 2006 Rev 4 13 2006 Page 26 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 26 2 SECTION 27 CUSTOM LABELS PenRad offers the option to create custom labels verses the stock PenRad labels These labels are available for printing on the Patient Maintenance screen via the Custom label button Labels section right
156. rs whenever the Quick MAMMA 2 MAMM3 E 0430 0500 MAMMI view tab is tapped or a day is tapped on the calendar screen for a particular day to display the status of each time slot for each room a Each room has a morning left column afternoon and evening column Time slots available are not occupied by a letter or color Tap on the time slot to make view or reschedule an appointment Key for occupied slots can be site specific P patient M maintenance B lunch break T Training Administrative C closed Continuation of appointment Tap the Day button to go back a day tap the Day button to advance a day Tap the Today button to select today Tap the CALENDAR Mammo in the example screen tab to review or select a different day or month Tap the RESCHED tab to select patient that still requires rescheduling or canceling Tap the ROOM tabs user definable titles to view expanded details of the selected room and time slot selection To view a detailed format tap the View Detail button for an itemized listing for each appointment Mammo Resched Quick View Appt 1 MAMM2 MAMMS 4 To view the patient names for each room MAMMT 2 MAMM3 MAMMA m tap the Names button To return to the previous screen tap the Brief button Each appointment will reflect the time the patient s name and the type of ex
157. s select the letter once again from the Letter Name window This will refresh the letter template To print a label for a custom letter Tap the Print Label button to print a label addressed to the selected individual physician or facility PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 17 Special formatting commands Custom commands are available to bold capitalize etc parts of the letter Commands are documented in the Help file on the Write Letter screen Sample letter Dear PATIENT SALUTATION BOLD CERTIFIED LETTER TODAY BOLD Your biopsy results indicated the area of concern is cancerous We have already contacted REFER NAME We highly recommend that you call REFER NAME 1 at REFER SITE PHONE for a consultation If we can be of any assistance please contact the mammography department at SITE NAME ONLY at SITE PHONE Sincerely Sample note for letter above Certified positive biopsy letter sent PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 18 SECTION 5 DOCTOR MAINTENANCE 8 29 2005 09 02 35 North Memorial Medical Center 1573 Mallow Blvd Bryan MN Penrad Main Clinic 16305 36th Ave N Suite 100 Plymouth MN Bass Lake Clinic 2323 33rd Ave N Plymouth MN Oakdale Clinic 1211 75th Ave N Plymouth MN Bass Lake Clinic 2323 33rd Ave N Plymouth MN Lakeview Internists 317 E Wayzata Blvd Wayzata MN West Fremount
158. s to specify many parameters for each letter Recall letters sample key Letter letter group name screen displayed name default days start default days end final letter of copies English template name word document and other language template names separated by comma in the order corresponding with the language For example recall dot English 1recall dot Spanish and 2recall dot FrenchRecall The letter notes number corresponds with letter number 1 screen Screening Recall 21 30 notfinal 1 recall dot 1recall dot 2recall dot 2 screen Screening Past due 30 10 notfinal 1 pastdue dot 2pastdue dot 11 followup Follow up Reminder 21 10 notfinal 1 fu recall dot 1fu recall dot Note1 Screening recall letter sent Note2 Screening past due letter sent Note11 Follow up recall letter sent PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 23 5 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 23 6 SECTION 24 RESOLVING EXAMS amp RESOLUTION LETTERS Print Examination Problem Tracking and Resolution Letters Sue T 3 29 2006 15 07 41 xw I Iw Issuer This screen facilitates the display of unresolved Panos soar me exams resolution of unresolved exams and the 223240070 020027949 02 01 2008 02 2007 1 2 xus printing of letters to the p
159. s List reviews the PreExam screen and selects Detailed Mammogram or Track Only Mammo The radiologist selects the appropriate PenRad items to track and create a narrative report then on the Approve screen the radiologist clicks on the Modify amp Dictate button and deletes the PenRad generated text and uses PowerScribe to create the narrative report Saying Impression colon during your dictation tells when to place the dictated text into the Impression window While in the Modify amp Dictate screen the radiologist can make minor edits to the PowerScribe created narrative report clicking Approve will present a preview of the report for the radiologist to agree for approval or disagree for additional editing To use the PowerScribe Connectivity Module both PenRad and PowerScribe need to be installed on the same PC Results can vary based on PowerScribe training for PowerScribe to recognize each radiologist s voice accurately PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 9 2 PenVoice With PenVoice the radiologist can create Negative Mammogram reports without looking at the screen or touching the keyboard allowing the radiologists to keep their eyes on the mammography images From the Scheduled Patients List when the radiologist selects and enters an exam PenVoice if enabled can read the Patient s Name ID Birth Date Clinical Text Indicated Problems and Risk Factors so the radiologist does
160. s field allows you to enter specific exam numbers for each patient To enter a new number type the number directly into the field This is an optional field Note If PenRad is interfaced to your hospital or radiology information system this field will populate automatically and should not be edited DOB This field allows you to specify the patient s date of birth The calculated age is displayed directly to the left of this field To enter the date of birth tap the button next to the field and select the date of birth from the Date Select Calendar You can also type the date of birth directly into the field This is a required field PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 3 PID The PID patient ID field indicates the patient s medical record number To enter the PID type directly in the field If the PID is not known enter a question mark in the field and update the field when the information is obtained This is a required field Note If the question mark is not replaced with a PID the exam will not print or commit SSN Enter the social security number of the patient directly into the field The system will automatically place the dashes in the correct locations For Canadian facilities the correct format will be displayed This is an optional field Acct This field provides the option to maintain a separate account number other than the MRN for each pati
161. s section PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 4 9 To review reprint or delete previous exams Comparisons and Prior Exams Sue Anderson RT R M Main 8 23 2005 07 01 15 1 i i Alice P Anderson DOB 03 03 1920 AGE 85 PID 723591 SSN 470005389 CHT ACCT Previous exams are maintained on the r Prior Imaging Dates 1 Or OVE Sigel Pend Man Chie Pca AN Comparisons and Prior Exams screen 1 04 25 2003 Bilateral screening mammogram film s Penrad Main Clinic Plymouth MN E 2 03 25 2002 Bilateral Penrad Main Clinic Ph ith MN pisi elei To access this screen tap the Previous 4 03 22 2000 Bilateral screening mammogram films Able Clinic Main Plymouth MN 5 03 08 1999 Bilateral screening mammogram film s Penrad Main Clinic Plymouth Exa ms butto n Th i S bu tton i i a b e various screens throughout the Add Generic Imaging Date s system Exam Film Type Location jd to History ChangeLocs on ties Date E Select Exam Report for Review To review reprint or delete a completed Notes Yes Da Desin zu exam select the exam from the Select 1 4 05 Mammography Examination birads 1 2 year screening 3 25 02 Mammography Examination birads 1 1 year screening 2 21 01 Examination bieds 0 1 yea screening E
162. s the software version and E e n the name of the computer for technical support Plymouth Minnesota 763 475 3388 FAX 763 475 2815 E mail Penrad Penrad com For each workstation computer there is a separate Web Page http www Penrad com configuration file that is used to enable or disable Ie WO s features per workstation Example CAD interface oanet filtering work lists by facility label printing etc Pink Shirt Narlock Windows Version 5 0 2195 7 When requesting configuration changes the PenRad Workstation DUANE support staff might ask you to provide the version number or the workstation name for which you are Copyright 1995 2008 Penrad uesting the changes PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 1 1 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 1 2 SECTION 2 LOGGING INTO OR OUT OF PENRAD i rs oio loe EEE PenRad provides several options for logging into the system Een Pen Appoinmenis For data entry personnel receptionist Eue T Anderson secretary etc there is a Data Entry Only Logon button Logon as Radiologist For administrators managers 55255 technologists and nurses there is Logon as Technologist button Essi Application For the radiologists
163. scode cannot be repeated consecutively If your passcode has expired contact your facility s PenRad administrator PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 2 2 SECTION 3 DONE RATON SCREEN Administration Sue T Anderson RT R M Penrad Main Clinic The Administration screen allows access Manitenance _ __ _Administatve Reports Set Repon Secu to many of the administrative functions AEE eS eee within the system Hospital Clinic Maintenance Commit and Fax Printed Exams from Schedule Radiologist Maintenance Print Recall Past Due Letters To access the Administration screen tap the Administration button on the Main screen Technologist Maintenance Print Exam Resolution letters Insurer Maintenance Print Film Past Due Letters Transcribe Dictated Reports Clear Schedule amp Reports Busy Status Appt System Maintenance Substitute Doctors Merge Patients Appointment Letters Change Special Master User Password Create Labels Patient Letter Editor Close Help Access to the various PenRad functions are limited based on the administrative security given to individual users Based on configuration options specific functions can be restricted to users with master user rights Short summaries of the individual functions are presented below More detailed information on each function is presented in the related sections of this handbook Patient Maintenance
164. selected exam if All cc Doctors is selected If 1 per doctor is selected for batch distribution only one label is produced per doctor Tap the Print Labels button to begin printing The labels will be printed in order of the selected exams as displayed on the screen list PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 20 4 SECTION 21 COMMITTING FAXING AND UPLOADING EXAMS The Commit Printed Examinations and Fax any Required Reports screen allows you to commit each selected exam to the patient database archive a copy of the report and history sheet prepare a fax copy file for each of the requesting associated physicians if auto faxing is enabled remove the exam from the Wane C siete C PD CZ reading schedule list and send the results We mmm to the RIS system if activated ELS Row Al Lacan Select All Select Unprinted 25 E Edt Paten Comis Eit Cancel Help To access the commit screen tap the Commit and Fax Printed Exams from Schedule button on the Administration screen To specify facility to commit exams for By default exams appear on the commit and fax list for the location of the logged in user To commit and fax exams for all locations tap the Show All Owners To select exams to be committed All exams eligible to be committed appear pre selected and begin to load when the screen is entered To stop the loading o
165. sessment or Impression can not be modified used for tracking and statistics If any of these are incorrect they must be changed in the exam When editing is complete enter transcriber s initials in the nitial window to be displayed in the report Ms Patricia Marie Allen ODD ME ACE SIC SSN CHT preview report tap the Preview button Phrases BILATERAL SCREENING MAMMOGRAM 7 9 1999 T Findings prior exams were available for comparison There are scattered fibroglandular elements in both breasts that could obscure a lesion on mammography No significant masses calcifications or other findings are seen in either breast To indicate transcription is completed Tap the Complete Await Approve button This will upgrade the exam status to Transcribed Phrases IMPRESSION NEGATIVE MAMMOGRAM Impressions and or Recommendations There is no mammographic evidence of malignancy 1 year retum mammogram is recommender To suspend transcription Tap the Save But Exit button This will Initials Save But Exit Without Completion M jma Not change the status of the exam however it will save any editing that has Add Text for Dictate Impressions using phrases 7 11 1999 19 01 16 Ms Patricia Allen DOB 11 19 1946 AGE 52 F PID 789098734 SSN CHT 111111 ACCT 79034 been done j Phrase Categories Impressions pem There is no mammographic
166. sting radiologist s record After searching for the radiologist on the Radiologist List screen tap on the desired radiologist s record highlights that record and then tap the Edit View button to review or edit the record Tap the OK button to save any changes Tap the Cancel button to exit without saving any changes To add a medical affiliation Radiologists can be affiliated with more than one facility i e if your facility is associated with a hospital or you have satellite facilities Each facility that the radiologist is associated with needs to be added to the Medical Facility Affiliations section on the radiologist s maintenance screen PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 7 1 To add an affiliation tap the Add Affiliation button This will open up the Hospital Clinic List screen Tap the first letter of the facility name on the letter bar and tap the Begin Search button Tap on the desired facility highlights that facility and tap the Select button This will add that facility to the Medical Facility Affiliations section on the radiologist s maintenance screen If the facility is not entered into your system you can enter it and then select it For more information on adding a facility see Section 4 Hospital Clinic Maintenance Repeat these steps to add additional affiliations To remove a facility affiliation If a radiologist is no longer affiliated with a facility
167. t statistics are automatically associated to the imaging facility where the imaging was performed eliminating the need to change affiliations when reading for multiple facilities PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 7 5 Tracking Only Screens Tracking only Mammogram Exam Christine Jade Anderson Main 8 19 2005 10 25 00 Renee A Adair 11 09 1943 AGE 61 F PID 0019672 SSN ACCT This screen allows the radiologist to RIGHT Breast LEFT Breast BI RADS Abnormality Type 2 3 Abnormality M C None negative 3 Impression 2 gt peng generate a tracking only report that scattered fibroglandular anual Override T ree facilitates tracking extremely complicated 3 No Lette auem exams when the exam is going to be 3 2 Benign 2 Comparison to Previous Fir 3 Probably benig 4 Suspicious abn 4a Susp ab low 4b Susp ab inte 4c Susp ab 5 Highly suggesti 6 Known bx po Post bx mark Ultrasound transcribed rather than detailed on the Biopsy follow up radi E PenRad screens The exam can be Pathology pending Fecal iva either transcribed directly into the PenRad No Recall discretion aaa NoRecak romea system or transcribed externally to 6 month screening Assessment Recommendations 2
168. tains the next type of exam based on the next recall type selected by the radiologist on the last exam committed for breast related exams To change the next type of exam tap on the field to show the drop down menu and select the desired procedure Selections include mammogram ultrasound MRI biopsy follow up unspecified or other PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 4 Nxt recall interval The system automatically maintains the next recall interval based on the recall interval selected by the radiologist on the last exam committed The recall interval categorizes the patient into the screening follow up or biopsy follow up recall groups and also determines which recall letter list the patient will appear on when printing recall letters To change the next recall interval tap on the field to show the drop down menu and select the desired recall interval If the patient s recall interval is screening the patient will only appear on the screening letter recall list If the recall interval is follow up the patient will only appear on the follow up recall list If the recall type is biopsy follow up the patient will only appear on the biopsy follow up letter recall list To change the next recall interval tap on the field to show the drop down menu and select the desired recall interval Note Patients with the next exam date equal to the last exam date immediate recalls will
169. tat f isti 9 87 PAsi confirmation status of an existing Break Break Referring Physician Abbot Linda Olives M D Bass Lake Clinic 1 X appointment Appt Note Pafient has difficult time standing for long periods of time Patient was Edi Note diagnosed with MS 5 years ago 7 It also allows for the selection of patient and exam type for a new appointment for Please do not use any deodorant or powder the day of your ap tment 20 n Note Y yy of ippointment Arrive type kote early to allow time for registration Patient Notes Scheduled By oc aes sitim EE w the time slot selected Time 9 30 2004 16 28 15 Insert rescheduled Save amp Keep Patient Cancel changes Thu Dec 29 2005 12 59 14 View Et patient Reschedule Help Exi Appt System To profile a new appointment select the appointment type and then specify the patient by tapping the Select Patient button To alter the exam type tap on the desired type and or side if applicable Based on the appointment type an exam message appears with instructions for the patient To add or edit an appointment note pertaining to this appointment only lump left breast etc tap on the Appt Note s Edit Note button To add or edit a general appointment note pertaining to all of this patient s appointments tap on the Pt Appt Note s Edit Not
170. the facility can be removed from that radiologist s record To remove an affiliation tap on affiliation in the Medical Facility Affiliations section and then tap the Remove Affiliation button A warning window will appear asking you to verify that you wish to remove this facility Tap the OK button to continue Radiologist System Options Preferences Each radiologist in your system can maintain individual options or preferences These options include how the breast images are displayed on the PenRad exam screens the use of the auto negative feature user rights and an e mail option Options are selected on the radiologist s maintenance screen Please see the following sections regarding these options Breast image display on the mammography exam screens The default system settings display the right breast drawing on the left side of the exam screens To display the right breast drawing on the right side of the screen place a check mark next to the Left Right brst disp selector The default system settings display the MLO view on top and the CC view on the bottom on the exam screens To display the CC view on top place a check mark next to the CC on top selector The default system settings display the MLO and profile views with the nipples out To flip the images and display the nipples in place a check mark next to the Flip nipple selector PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 Page 7 2 M
171. there is the Logon as Radiologist button Using separate logon buttons separates staff in larger facilities into more meaningful and shorter lists from which to select names Logging in as Data Entry Only would only display staff that is entered into the system as data entry staff To log into PenRad Technologist List 3 10 2006 09 48 20 en ld pu J Tap the appropriate Logon button Bos ST Select your name and tap the Select tee button If your facility is associated with EErEE more than one hospital clinic and your D mum pe ferar name appears with more than one 7 location select the one with the correct em Pewee Oe _ location Note As a technologist it is on com Peres one VERY important to log on to the correct location This automatically correlates EI CST ES HT CR CR C statistics for the technologist and facility luiviwixivizisia2isi lsisieiels In addition it creates a statistical link for dies 7 m the radiologists To locate select search criteria button then tap letters or numbers in consecutive order to sort list There are several ways to select your name 1 Tap on your name highlights the entire line then tap the Select button You might have to scroll down the list to find your name 2 Double click on your name This will automa
172. thout a letter and list who resolved the exam with the date it was resolved To view and load exams to print unresolved or resolved letters This feature is available for exams after they have been committed to produce a letter pertaining to the status of the exam Select the Unresolved selector to print an unresolved letter and a copy of the exam or the Resolved selector to print a resolved letter and resolve the exam and tap the Load Exams button to lead the list Use the Sort By and Show selectors to organize the list Tap on the exams to select and tap the Start button When printing is complete and you have verified that the letters have been printed tap the Commit amp Exit button to update the patient s record If reprinting is necessary paper jam low toner etc select the letters to reprint and tap the Start button To pause and resume printing Tap the Pause button To resume printing tap the Continue button PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 24 2 To preview selected unresolved exam or view all patients exams Tap the Preview Exam button for the selected exam Tap the Edit Patient button to access the Patient Maintenance screen and to access the Previous Exam screen To select all or deselect all exams Tap the Select All button To deselect selected exams tap the Clear Selections button To select unprinted exams tap the Select Unprinted button
173. tically select your name and bring you back to the Main screen to enter your passcode 3 Tap on the first letter of your last name using either your keyboard or the virtual keyboard on the PenRad screen select your name and then tap the Select button Once you have selected your name and have been returned to the main screen enter your passcode into the Enter Pass Code field using either the virtual keyboard on the PenRad screen or your computer s keyboard and tap the Enter button or use the Enter key on your keyboard PenRad Mammography Administrative Handbook 1995 2006 Rev 03 09 2006 2 1 Note If a technologist is associated with multiple locations the technologist can have a different passcode for each location If your system displays the Welcome screen tap the OK button to continue Once you have entered your passcode the Exams Patients and Administrative buttons on the right side of the main screen become active To log out of PenRad Return to the Main screen and tap the Log Out button This prevents unauthorized use of the system Auto log out and passcodes tomatic Tine ou Secu Dialog wmzwewzs order to comply with HIPAA guidelines if the program does not have activity for a period of time the work screen is covered and the user will be required to enter their passcode to resume If the user was on Current User Anderson Christine J M D Able C
174. tion screen Allow data entry only provides access to the data entry screens for tracking only This requires that the data entry configuration option be enabled To enable the data entry option contact PenRad support PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 10 3 This page intentionally left blank PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 10 4 SECTION 11 CPT amp ICD9 CODES To select an existing CPT or ICD9 code ext for Select Procedure and Diagnostic Codes ue T Anderson A e DOE E PID 730289 zi aoe To select CPT and ICD9 codes ames 3 associated with an exam tap the Coding Description button View amp Select Type Selected ICD9 Codes pue To select a CPT code select CPT E m Procedure Codes from the View amp Select Bus window upper left corner 4 16 3 east 5 15 89 Select the category lower left select the desired code from the T Category Specific Codes window lower right r Add Edit Code List p Clear Selected Codes 3 Aad Edi Dee Al AEN Last rn To select ICD9 codes select ICD9 Diagnostic Codes from the View amp Select Type window Select the category lower left and select the desired code from the Category Specific Codes window lower right Repeat for other c
175. to indicating in the system that the films have been returned Tap the Film Return Letter button to generate the film return letter that can be sent to the original facility A pop up window will appear indicating that the patient s record is updated that the film letter was generated To update the record tap the Yes button If you do not wish to update the record tap the NO button Film returned notes are found in the patient s Letters sent notes If you wish to print a label for the films returned letter tap the Print Mailing Label button To indicate that the films have been returned tap the Returned or not requested operation Note This operation only becomes available if the study is a non system study otherwise that operation reads Film checked in A pop up window will appear indicating that the patient s record will be updated with a note reflecting that the films have been returned To update the record tap the OK button The RCV status will be removed from that study on the Prior Imaging Dates window To cancel the operation tap the Cancel button To check out your facility s films Your facility films can be checked out either to the patient or to another facility through the PenRad system To check the films out select the study from the Prior Imaging Dates window and tap the Check In Out button On the Check Film IN or OUT screen select the Checked out to facility operation This will automatically open the H
176. tton or through the Patient List and Patient Maintenance screens by tapping the To Appointments button The appointment access buttons are only available if your facility has the Appointments Package 9002 T 8 The Mammo Calendar screen appears 0004 S when accessing the Appointments A P Fetish Find Patient Apes View Day Set Today Package Wed Mar 8 2006 8 32 53 Help Exit Appt System g This screen displays an overview of the number of available appointment slots for each month and room by morning top row afternoon middle row and evening bottom row If there are greater than 10 slots open the system will show a sign Each vertical column correlates with the room name tab Example column 1 MAMM1 column 2 MAMMA etc A system can have up to 4 calendar tabs with up to five rooms each The sample screen shows one calendar Mammo tab and four rooms MAMM1 MAMM4 tabs Calendar tabs can be used to maintain calendars for the main site and separate tabs for remote sites To view a different month or year tap on the calendar tab then the desired month or year To view additional information on a particular day tap on that day to display the quick view screen and a recap of each room Tap on a room time slot to automatically access the appointment screen for that time slot to facilitate a new appointment view reschedule or alter an existing appointment Tap on
177. ue p Patient Letter for Amended Exam Nest Mammo Recall Interval s s ee E ZR 3 point Tap on the desired comparison 21 12 200 Perred Main Cr 4 date to insert that date into the text 11722 2004 Pend lan Cic window To return to the phrases 10 08 2004 Mammogram Penrad Main Clinic 116 208 Pennad Man ne window tap the Phrases button Pend Man Cic Approved amended exams appear on the Scheduled Patients screen with a status be printed with the next batch of printing of amended The exam is then ready to Note All amendments are free text and have no automated data tracking elements It is important when amending an exam to manually specify the Recall Interval Type and Next Exam Date to update the patient s maintenance screen PenRad Mammography Administrative Handbook 1995 2006 Rev 04 14 2006 4 11 To resolve a prior exam To resolve an exam status unresolved select the exam and tap the Resolve button requires master user rights This will remove the exam from the unresolved list When resolving an exam remember to update the recall date next exam date exam type and recall interval on the Patient Maintenance screen To re edit a prior exam If an exam requires re editing tap the Edit button to transfer the exam back to the schedule for modification Only a master user can perform this feature A security window wil
178. xam Report for Review window 3 21 01 Ultrasound Examination birads 3 AMENDED 6 month follow up 3 22 00 Mammography Examination birads 1 1 year screening 3 8 89 Mammography Examination birads 1 1 year screening 5 6 96 Mammography Examination 1 1 year screening ew Shi Print en nene Help Cancel To review the full report tap the View Full button This view will bring up the report in Microsoft Word and will include the breast images showing any abnormalities that might have been plotted To review a short text only version of the report tap the View Short button To reprint the report tap the Print button after selecting the exam This will also print the patient letter selected for the exam To only print a copy of the exam tap the View Full button and tap on the printer icon at the top of the screen If itis necessary to delete an exam and the corresponding imaging date listed in the Prior Imaging Dates window first select the exam and then tap the Delete Exam button For example Incorrect patient selected for the exam and a new exam was then created with the correct patient Deleting an exam requires master user rights Note A deleted exam not be recovered Security window will pop up that requires a master user passcode to continue Prior imaging dates listed in the Prior Imaging Dates window upper window can be deleted only if there is no exam associated with that image
179. ystem To search for a doctor enter the first couple letters of the doctor s last name into the Search field and tap the Begin Search button or use the Enter key on your keyboard The more letters you enter the more refined the search You can refine the search even more by entering the entire last name followed by a comma a space and part or all of the first name If the doctor is not found tap the Add New button on the Doctor List screen Page 5 1 Never delete a doctor s record or type over the information to create a new doctor The doctor s record is required to be maintained for statistical audits To edit an existing doctor s record tap the Edit View button A minimum of the doctor s name and a facility affiliation are required for a valid doctor record Enter area codes if they are different from your facility s area code If the doctor has a personal fax number other than the medical affiliation fax number enter the fax number as needed to dial directly without any dashes 97774687 If the Auto fax letters box is selected this fax number will override the facility s fax number if the fax option is activated To add an affiliation Tap the Add Affiliation button This will m Affiliation to move East Most Medical Center 15722 Northwest Blvd Bryan MN open up the Hospital List screen Select affiliation to move 2124 Oak Street Tap the first letter o

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