AOS User Manual - Data Entry
Contents
1. 3 Click Delete Patient Figure 23 A warning message will appear requesting confirmation of deletion Figure 25 Note a patient cannot be deleted if they have episodes attached 4 Click on Cancel to keep patient and go back to Patient Search screen or Delete to delete record permanently and go back to Patient Search screen Are you sure you want to delete this patient Patient Identifier 12346 Date of birth 11 11 1947 Gender Female Letters of name OE2AN Cancel Figure 25 Delete patient screen AOS User Manual V5 0 September 2014 C o ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF O AROC Creating a new episode 1 Search for patient refer to page 17 2 In the Patient Search screen click Add Episode on the right hand side of the patient record Figure 26 3 The Episode screen will open Figure 27 with multiple tabs across the top of the screen that correspond to the data collection form sections within each pathway These tabs are e Episode Start and Clinical e Rehabilitation Program e Episode End e Impairment Specific only visible when certain impairment codes are selected refer to page 28 e Comments e Audit e Summary Patient Search Patient Identifier 12345 Ev Q Search New Patient Patient Identifier Date of Birth Actions 12345 14 04 19362. Change Patient e Change facilities by clicking on Change Facility e Log off by clicking on the Logout button on the top right hand side of the screen e Return to the AOS homepage by clicking on Exit Data Entry or the AROC logo AOS User Manual V5 0 September 2014 34 UNIVERSITY OF EEF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre i e t ahsri australian health services research institute A a O C DATAENTRY CHANGE FACILITY CHANGE PATIENT EXIT DATA ENTRY Figure 43 Completion of episode Editing an episode This function allows a user to make changes or additions to a saved episode for a patient already recorded in AOS ODES Figure 44 1 Search for patient using Patient Identifier or episode date refer to page 17 2 Identify episode based on dates pathway impairment and ward 3 Select Edit Episode to open the episode that requires editing 4 Make required changes and click Save and Continue to save changes a al n _ E 7 ry i 3 la F m 5 r mi mi F p j Ci GiS fe ae A aa Aat l Patient Identifier 12345 i New Patient Patient Identifier Date of Birth Gender Actions 12345 14 04 1936 Male Edit Patien W Delete Patient Add Episode 15 06 2015 512 Edit Episode 1 Delete Episode 25 01 2015 S Edit Episode iy Delete Episode 30 04 2014 a Edit Episode w Delete Episode 29 04 2014 62 S Edit Episode Delete Epi
3. Exact search vs partial search To search for an exact Patient Identifier click on the drop down search button and tick Patient Identifier Exact Match prior to clicking Search Figure 16 Patient Identifier b Search New Patient Patient Identifier Exact Match Episode Start Date Exact Match Episode End Date Exact Match Episode Start Date Episode End Date Figure 16 Patient search options If the exact Patient Identifier is unknown a partial search can be performed for example if the Patient Identifier contains 123 enter 123 and click Search to see a list of all Patient Identifiers that include 123 Figure 17 Note make sure Patient Identifier Exact Match is not ticked when performing a partial search Note Error markers appearing against episodes in the search screen indicate that the episodes contain missing invalid or conflicting entries on at least one data item For more information about error markers see page 13 1b To search by episode date click on the drop down search button and enter the patient s Episode Begin Date and or Episode End Date and or date ranges and click on Search also seen in Figure 16 2 If the Search results in a match Figure 18 the patient s record including any episodes will appear along with a series of options e Add Episode refer to page 22 Edit Patient refer to page 20 Delete Patient
4. Item Required Figure 9 indicating that data needs to be supplied Episode Enc Patient Identifier 12345 AOS was unable to save your Episode You must provide a valid Pathway and Episode Start Date Save and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comment Audit Summary Pathway 3 Inpatient direct care a EPISODE START AND END DATES Episode start date Episode end date 45 04 2014 GEOGRAPHICAL RESIDENCE amp POSTCODE Geographical residence of patient Postcode FUNDING SOURCE py Soue Private Health Insurance fa Health Fund Other Payer iz AROC IMPAIRMENT CODE AROC Impairment code 5 23 Amputation of Limb Traumatic Single lower amputation above the knee CLINICAL DATA ITEMS Figure 9 Example of Item Required in Data Entry screens AOS User Manual V5 0 September 2014 ae UNIVERSITY OF 2a AROC WOLLONGONG OC australasian rehabilitatior outcomes centre i e t ahsri australian health services research institute Some data entry basics Getting help on a data item Clicking on the question mark Figure 10 to the left of a data item label will display a text box that provides more information about that data item For justification about why each item is collected and a guide for use please refer to the online data dictionary page 9 and on the AROC website http ahsri uow edu au aroc onlinedd index html Episode Sta Pa
5. refer to page 21 Edit Episode refer to page 35 Delete Episode refer to page 35 AOS User Manual V5 0 September 2014 w ta hsri UNIVERSITY OF EEF AROC australian health services WOLLONGONG WI australasian rehabilitatior research institute outcomes centre Patient Search New Patient Patient Identifier Date of Birth Gender Actions 12345 14 04 1936 Male i Delete Patient Start End Pathway Impairment Ward Add Episode 15 06 2015 1506 2014 3 5 12 25 01 2015 3 S0 04 2014 3 29 04 2014 3 12 04 2014 2 123456 Edit Patient Start y Impairment Add Episode 20 05 2014 523 O404 2014 1234567 01 01 1990 Female Start End Pathway Impairment Ward Errors 01 01 2070 01 02 2010 3 1 11 12347 11 11 1947 Edit Patient f Delete Patient Add Episode 12348 11 11 1947 Edit Patient Delete Patient Add Episode 123test321 Male Edit Patient Delete Patient Start Pathway Impairment Add Episode Figure 17 Partial search on Patient Identifier Patient Search Patient Identifier 12345 Searc New Patient Patient Identifier Date of Birth Actions 12345 14 04 1936 Edit Patient W Delete Patient Start End athway impairment Ward Errors Add Episode 15 06 2015 25 01 2015 S0 04 2014 29 04 2014 12 04 2014 Figure 18 Results of patient search AOS User Manual V5 0 September 2014 Ci ate t ahsri
6. 32 shows the Staff Types options e Amaximum of 10 Staff Types can be selected e ifan 11 Staff Type is ticked a reminder will appear on screen You may only select up to 10 staff Types Figure 32 e If more than 10 Staff Types are ticked on the data collection form please consult with the relevant clinician to determine which are the 10 most important items to enter Staff type providing therapy during episode of care You may only select up to 10 Staff Types Aboriginal Liaison Worker Audiologist Case Manager Clinical Nurse Consultant Clinical Nurse Specialist Community support worker Dietitian Enrolled nurse Nurse Practitioner Neuro psychologist Occupational Therapist Physiotherapist Podiatrist Psychologist Registered Nurse Recreational Therapist it Ej Ej Ey Ej Ei Exercise physiologist Remedial Gymnast speech Pathologist social Worker Educational tutor i i Therapy Aide Hydrotherapist Vocational Co ordinator Gers uge aan P ae EEH Feo E ee oee aay Bea Ge interpreter Other Medical Officer Figure 32 Ambulatory episodes Staff types Impairment specific tab This tab will only be visible if any of the following AROC impairment codes are selected in the Episode Start and Clinical tab Figure 33 e Traumatic Brain Injury 2 21 2 22 e Spinal Cord Injury 4 1111 4 23 e Amputation 5 1 5 9 e Reconditioning 16 1 16 2 16 3 The data items listed on this tab are relev
7. Birth Gender Actions 123548 11 11 1947 Female Edit Patient E Delete Patient Add Episode Figure 22 Add episode to patient Patient Search Patient Identifier 12348 r New Patient Patient Identifier Date of Birth Gender Actions 12348 11 11 1947 Female i Delete Patient Add Episode Figure 23 Edit or delete patient 4 Update or add details as required 5 Click on Save and Return to List to view patient created and add or edit an episode AOS User Manual V5 0 September 2014 a i e t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Note A patient can also be editing whilst in an existing episode by clicking on Edit Patient Figure 24 Once editing is complete the system will return user to the episode they were in prior Patient Identifier 12345 a Episode Start 25 01 2015 ave and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Comments Audit Summary Pathway 3 Inpatient direct care WARD DETAILS Ward Code SW Ward Name Special ward Figure 24 Edit patient from within the episode screen Deleting a patient This option is only available to delete duplicate patient records or records that have been created in error 1 Search for patient refer to page 17 2 Check patient s details to verify that the patient is a duplicate or created in error
8. Files No file chosen ok Com pon entis Start typing to get a list of possible matches or press down to select Organisation Facility Organisation Submit Close Figure 8 Lodge a support ticket Logging out of AOS Clicking on the Logout button in red at the top right corner of the screen will log users out of their AOS session and re direct them to the AROC homepage AOS User Manual V5 0 September 2014 aaoo ate i t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Entering data in AOS The AOS Online Data Entry System AOS ODES is only available to staff authorised by their facility to complete data entry AOS ODES allows users to enter and save data as they go that is users do not need to enter data for a complete rehabilitation episode of care in one session The system allows e Creation and completion of data entry for a new episode of care in one session e Partial completion of data entry for a new episode which can be resumed and completed at a later date For partial completion a minimum of pathway and episode begin date must be entered to be able to save the episode Only required data items will be visible on each data entry screen If a required data item is left blank the system will consider it missing and generate an error message when the data is saved All visible data items will have a default label
9. australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Creating a new patient 1 If the search does not result in a match click on New Patient Figure 19 Note f patient identifier does not exist the system will pre populate the identifier search for when New Patient is clicked Patient Identifier Search New Patient Figure 19 Creating a New Patient 2 Enter all patient details required to create a new patient Figure 20 Note it is important to enter the patients exact First Name and Surname and select Generate to populate the Letters of Name field If the patient s name is entered incorrectly it can be rectified by selecting Modify and re entering the patients name and clicking on Regenerate Note the patients First Name and Surname are not saved to the AROC database only the Letters of Name field derived from this information is stored for use in generating the Statistical Linkage Key for more details refer to Appendix B Statistical Linkage Key SLK AOS was unable to save your Patient The Patient Identifier you provided has already been used for a different Patient in this Hospital Patient Identifier 12348 Date of birth 11 11 1947 Is Date of Birth Estimated Not estimated Gender Female Indigenous status Aboriginal but not Torres Strait I
10. AROC WOLLONGONG OC australasian rehabilitatior outcomes centre POE eaae ce E unten senmeiceneeuvaiirensacvarenenaugaueneeansseenauseqaniancas bar E EA 32 ELIT el sacral E E E E A A A E E sear stoane vn A E E A amici cue lau E E 33 COONS ELON Ol EP SOC anea E E E E E S 34 PEE EA IEE lt a AE E E E EAE N A E EE A E A ee ree 35 Bd op E EE 9 10 0 A AEETI E EN EA AE E A A A E E I E AE E A E t ee 35 Appendix A Which pathway and data collection form should our service be USING ssssscsssccsscssscesees 37 Inpatient OO EA WAYS soe sa saren tec teet cecaneatececaaes acne sasce neds case aens ned goss vacnsnevaneouiea4 sep aiesuuananoneaaudnoneuee ick racanennetgneatoceatase 37 Ambulatory PATHWAYS ccccssescccccnessecccnssseeeecausseeeeseaeeseeesssueneesesaueseesessuuseesssaueseeesaauuseesssaunsecessaunsecessaunsecssaaansees 38 Appendix B Statistical Linkage Key SLK sccssccssccsscccsscesccesccesceccesccnsccesccesscescceccceccesccesccesccesscesceeccesces 39 Draft AOS User Manual V4 5 June 2014 Cae UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Introduction AROC Online Services AOS is a secure web based service that enables staff of AROC member facilities to manage their facility s AROC data their personal details and FIM WeeFIM credentialing status AOS is intended for e Staff involved in th
11. AROC australasian rehabilitation outcomes centre AROC Online Services AOS User Manual Version 5 0 September 2014 Data Entry AOS system ala t ahsri UNIVERSITY OF 2 australian health services WOLLONGONG GC research institute ate i t ahsri australian health services research institute WOLLONGONG ag australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Contents ECE O osc cecect cere ts occ EE eee icine snes iniie aienol oer tenin s edie als oc E a ina oa odin AEEA 3 FIOW COON OF AOS JUDCHON GUY erion ern rinne E N EEE A met reese E acne se vested eee 3 COP NO TQ CICS oe aea EE EA EE manera seenapeaoe genase vieute E EE EEA ER 3 STA EAEI a E t AE I T E E A T A A EA E E E A 4 Gelling stared WIO AOS iirracer irinae arpaonni Eene EENEI EEEE EEA AE EEEE REEERE REEE EPEETAN 4 Eua AA A E E E E E A E E E tag alo E E E E E A E E A moan 4 CERNE aAA TOE e a E E E E E T E 4 EOCEEN OAO ea E E E EE EEA EA ET EN 6 C T FA IE a E E E E EEA O O E AE OOA AE O OEA EAO E AEA 6 i you have an AQS ES Sia Sasa sasaasionequesatevasoasaaecanoteeuasaneuienaonedeusarenucacaantatuaceanneuausedoaeeessaeosoatatecaunsusanees 6 If ON Me A a FIM IDin EEEE AE E AE EE 6 If you do not have an AOS username of FIM ID ccccccccsssseccccceessececceeeececeaesecesseeeceeeseaueeceeseaeeeeessaaaeeeeees 7 TAG AOS ROMO AGG nisririsiserirerive ria inaran raaa ENAN NANTO OE NOA TAANA AANE 8 Returning to the AOS home page
12. Delete Patient EEE eumee E 15 06 2015 z 5 12 Edit Episode w Delete Episode 25 01 2015 Edit Epizode w Delete Ep isode S0 04 2014 7 Edit Episode im Delete Episode 29 04 2014 E bs Edit Epizode Delete Epizode 12 04 2014 15 04 2014 TP Edit Episode i Delete Episode 123456 04 06 1990 Delete Patient Add Episode 20 05 2014 523 ba Edit Episode w Delete Episode O4 04 2074 bs Edit Episode w Delete Ep isode 1234567 01 01 1990 Female Edit Patient ft Delete Patient Add Episode 01 01 2010 01 02 2010 p 1 11 Edit Episode M Delete Episode Figure 26 Adding an episode to a patient record AOS User Manual V5 0 September 2014 a i e t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Episode Patient Identifier 12345 Save and Continue 3 Episode Start and Clinical Rehabilitation Program Episode End Comments Audit Pathway WARD DETAILS 1 Consult liaison oi 2 In reach rehabilitation care EPISODE START AND END DATES 3 Inpatient direct care GEOGRAPHICAL RESIDENCE amp POSTCODE 4 Ambulatory direct care 5 Ambulatory shared care AROC IMPAIRMENT CODE 6 Ambulatory shared care one off assessment EPISODE START Save and Continue s Audit Episode Figure 27 Episode screen 4 Select the appropriate pathway model of care from the drop down menu For more informati
13. EE EN E PEETA EEE NOOTE ESENE 17 Exact search vs partial Se AIC I arses hace acatenivsarescusenrtatacieg sane twctaaaiaontsagamoainee acing E ane faneactoottudsamsieenbenetanses 17 CHC OCIA EW OO CE E N A T E AE A A EE E A A E E E E 19 E OO DO T rr aa E E EE A EEEE EEE EEA E E E AAEE 20 PPT A E E a EEA E AE A A T A A A E A A 21 NG IIS WC SOS AET A A E E E EE 22 Episode start and clinical tab ceecccccssssscccccessecccceeesececcaeeseceeseeeeceesseaueceesseeseceessuaaeceessaaaeeeessaaaeseessagnsees 23 Use of ward ID and ward NaMe se sanesaitsnsoacicchcnateaietdonaeedt ancoaas chs onnn see uinna eaaserroac oeseanespeensaecatubadaueecoaneeetncoonieast 24 Rehabilitation programi taD ieee ee entne an eennen ne ee nnn et eet ee eer ee eee ee eee ee ee ee 25 eE ae SRE o E 1 PERTEN MEE tte nec evens A A E AE E S A E E E A TEATE E 26 Ambulatory episodes Staff tyPe s ccccsssseecccscsssetccsenssesccsenssesccseussesccseuseesecsenseesecsenssesecssauseseessagsess 28 IMPaiPMENt SPECIFIC TAD ee eccccecssssccccceeseeccecseeseeccceaeseeeesaeseceesaueseceesseeaeceesseuseeeesseaaeceessueaeeeessuaaeeeessaansses 28 Amputation of Limb 5 11 5 29 oo eccccccsesseccceceeseccccceeseecceeeeeecceseeeeecseeeusecesseeueeecesseeneecessegeeeeeseaeneses 29 CES IA CS FA access tecce cates E E nts aatagessneaedacwusyaceossancdo E E E 32 Draft AOS User Manual V4 5 June 2014 Pa ate i t ahsri australian health services research institute UNIVERSITY OF
14. IC SINGLE LOWER AMPUTATION ABOVE THE KNEE Rockwood Frailty Score pre morbid Mildly frail B Details of casting date Date ready for casting for patient is known Date ready for casting 19042014 Phase of amputee care at EPISODE BEGIN Follow up a Did the patient pass through the following phases of care DURING their rehabilitation episode Delayed wound Pre Prosthetic Prosthetic Phase of amputee care at EPISODE END Does the patient have a prosthetic device fitted OR will have one fitted in the future Details of prosthetic fitting date A Date of first prosthetic fitting Date of first prosthetic fitting is known Patient will receive a prosthetic device but date of fitting is unknown A Reason for delay in prosthetic fitting Patient has prosthetic device fitted but date of fitting is unknown OUTCOME MEASURES AT DISCHARGE Timed up and go TUG 6 minute walk optional 10 metre walk aid optional Figure 36 Date of first prosthetic fitting 2 Patient will receive a prosthetic device but date of fitting is UNKNOWN The date field will not be visible and the message First Prosthetic Fitting Date is not required as the date is unknown will appear Figure 37 3 Patient has a prosthetic device fitted but date of fitting is UNKNOWN The date field will not be visible and the message First Prosthetic Fitting Date is not required as the date is unknown will appear Figure 37 Does the patient have a pr
15. LONGONG am Date of birth 14 10 1977 AROC impairment code 5 14 Episode end date 2 06 2014 AROC australasian rehabilitatior outcomes centre B Print Summary Age at EPISODE BEGIN Gender Male Inpatient AN SNAP Class V3 3 225 Length of Stay Expected LOS 1 what FIM Total at EPISODE END hye ob Expected FIM Change A Date clinically ready for discharge Comorbidities 0 FIM Scores 5 21 01 2001 23 02 2001 Eating 4 i Grooming 3 Bathing 3 Upper 1 Lower 0 Toilet Bladder 1 Bowel 1 Trans Bed Trans Toil 0 Trans 0 Battrmotion 1 Stairs 1 Total Motor FIM Change Chart Memory Problem Solving Social Expression Comprehension Stairs Locomotion Transfer to Bath Complications 4 UTI ncontinence faecal ncontinence urinary Delirium Eating Grooming 5 Bathing Dressing Upper Dressing Lower FIM Start 21 01 2001 FIM End 28 02 2001 Toilet Bladder Bowel Transfer to Bed Compreh n 3 Transfer to Toilet Expression 5 Social 3 Prob Sol 5 Memory 3 Total Cog Total 1 35 Be S en anlan anan aea en e en a a a a ee en Figure 42 Summary tab Completion of episode On completion of the episode the user can choose See Figure 43 to e Return to the Patient Search screen and continue entering the next episode of care for the same or different patient by clicking on
16. Password Log in with FIM ID AOS Homepage k asi adia o E Generate Data Entry Data Download aiani TER Lodge Upload AROC reports Re My Exam mae support Online Store ee ticket AN SNAP HCP i extract data entry ACHS clinical Other Manage Keys Reports only indicator reports Figure 1 AOS flow chart Draft AOS User Manual V4 5 May 2014 UNIVERSITY OF a2 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre oe ahsri australian health services research institute Logging into AOS 1 Log into AOS from the AROC homepage http ahsri uow edu au aroc Figure 2 2 Once the Login screen has opened Figure 3 choose from AOS LOGIN or FIM LOGIN a To log into AOS using the AOS login enter Username and Password in the corresponding fields and click Log In to AOS b To log into AOS using the FIM login enter your FIM ID in the corresponding field and click Log In to FIM ARO australasian rehabilitation outcomes centre ABOUT AROC AROC ONLINE SERVICES AROC E What is AROC australasian rehabilitation outcomes centre a AROC Membership e Login to AOS a Guidelines for Data Submission u Uep a AROC Annual Report and Benchmarks e AOS Online Tutorials r Data Entry Pathway 3 ANNOUNCEM ENT a Impairment Specific Benchmark Outcome Targets ae AROC is very pleased to make available an Extract Data Mea VETY gr ete ee ene SE a Presentations and P
17. Prosthetic Phase of amputee care at EPISODE END Follow up Does the patient have a prosthetic device No I fitted OR will have one fitted in the future OUTCOME MEASURES AT DISCHARGE Timed up and go TUG 6 minute walk optional 10 metre walk aid optional Save and Go Back Save and Continue gt Figure 34 Date ready for casting 5 23 AMPUTATION OF LIMB TRAUMATIC SINGLE LOWER AMPUTATION ABOVE THE KNEE Details of casting date Patient not suitable for casting Date ready for casting Inknown or the patient is not suitable Phase of amputee care at EPISODE BEGIN Follow up Figure 35 Date ready for casting unknown or patient is not suitable for casting Details of first prosthetic fitting date This data item has three options in the drop down menu Figure 36 Choose the appropriate option 1 Date for first prosthetic fitting is KNOWN default option The Date ready for casting field will be visible enter the date in the required format DD MM YYYY AOS User Manual V5 0 September 2014 cae Z ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF O AROC Patient Identifier 12345 222s 5 Episode Start 12 04 2014 End 15 04 2014 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary 5 23 AMPUTATION OF LIMB TRAUMAT
18. ROC to link patient s episodes of care through their rehabilitation journey It enables linkage of episodes across settings inpatient and ambulatory and upstream to acute independent of which hospital provided the care It allows probabilistic matching of records with up to 95 accuracy and does not compromise the de identified nature of the AROC dataset If you would like further information about data linkage protocols using a SLK the Australian Institute of Health and Welfare AIHW published the following report in 2005 AIHW Karmel R 2005 Data linkage protocols using a statistical linkage key AIHW cat no CSI 1 Canberra AIHW Data Linkage Series no 1 This report is available on our website and examines the quality of the data available for undertaking statistical data linkage between programs services and datasets and describes the protocols followed to ensure that the privacy of individuals are not compromised It also outlines practices that allow consistent linkage procedures to be used over time and across data sets AOS User Manual V5 0 September 2014 390
19. ady for discharge Was there a delay in discharge Will discharge plan be available to patient prior to discharge AO Mode of episode end tem Required Save and Go Back Save and Continue gt Audit Episode Figure 30 Episode end tab AOS User Manual V5 0 September 2014 Foal o ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF O AROC Note Completion of some data items in the dataset is conditional to responses to other data items These items will only be visible when they are required Mode of episode end in the Episode End tab is a conditional item and depending on selections made a different set of items will require completion Figure 31 Mode of Episode End Pathways 2 5 Discharged to interim Discharged to final destination destination Interim destination Final destination Private Residence Carer status post discharge Will services be received post discharge Tick ALL services received Move to next data item Figure 31 Mode of episode end flow chart AOS User Manual V5 0 September 2014 C AROC australasian rehabilitatior outcomes centre i e t ahsri australian health services research institute UNIVERSITY OF 4 WOLLONGONG Ambulatory episodes Staff types e Enter the staff type who provided therapy during the episode of ambulatory care Figure
20. ally entering changing ward details it is essential that Ward ID is entered consistently and correctly for every episode it is the Ward ID that determines which benchmark report the episode is reported in NOTE Ward ID is case sensitive so 1a is not the same as 1A Rehabilitation program tab This tab relates to data items from the section of the form headed During Rehabilitation Episode start admission and Episode end discharge relevant to the pathway being entered Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Notes e Completion of some data items in the dataset is conditional on responses to other data items These items will only become visible when they are required Comorbidities and or complications in the Rehabilitation Program only appear if Yes is selected for Is there an existing comorbidity interfering with this episode and or Were there any complications interfering with this episode e When Yes is selected for either of the above items a list of tick box options will become visible Figure 29 shows the comorbidity options e A maximum of 4 comorbidities complications can be selected for each of these data items e ifa5 item is ticked a reminder will appear on screen You may only select up to 4 comorbidities complications Figure 29 e Ifthe patient has more than 4 comorbidities and or complications tic
21. ant only to the impairment selected Enter all items on the screen then click Save and Continue to save data entered and move to the next tab AOS User Manual V5 0 September 2014 Pol i e t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Episode Start 12 04 2013 Patient Identifier 12345 Save and Go Back Save and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary 16 1 RE CONDITIONING FOLLOWING SURGERY Rockwood Frailty Score pre morbid tem Required OUTCOME MEASURES AT DISCHARGE Was patient able to participate in therapy from day 1 Has patient fallen in last 12 months Has patient lost gt 10 of their body weight in the last 12 months Save and GoBack Save and Continue gt Audit Episode Figure 33 Impairment specific tab for reconditioning Amputation of Limb 5 11 5 29 Casting and prosthetic fitting date fields To enable collection of all data items for this impairment the data entry screen and forms have been slightly modified for the following two date fields Details of date ready for casting This data item has three options in the drop down menu Figure 34 Choose the appropriate option 1 Date ready for casting for patient is KNOWN default option The Date ready for casting field will be visible ent
22. appear check that pop ups are enabled in your browser Some items may pre fill based on the account you are logged in as Please fill out all the other items where you can before submitting otherwise we may not be able to get back to you e Summary This is a summary of your issue think of it like a subject line in an email e Description This is the overall description of the issue you are having e Attach file If you have a file that is relevant to the issue attach it here Files that may be useful are screenshots of your issue or a data file that is causing the issue e Component s This is where you will select what area of AOS you are having an issue with e Organisation This is where you will select what facility or area you are representing with respect to this issue e Name Your name e Email Your email address AOS User Manual V5 0 September 2014 aw i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Lodge a support ticket Please provide your feedback below detailing what your issue is and attaching any relevant files for example a screenshot Please provide your organisation details facility area or payer your name and your email address so that we can get back to you regarding this issue Without these details we will not be able get back to you Summary Description Attach file Choose
23. d be the first port of call for help This page will be continually updated so it is worth bookmarking e LODGE SUPPORT TICKET If you are unable to find an answer to what you need within the online documentation you should lodge a support ticket page 10 Miss ENTRY Data CONTACT DETAILS Title Miss First Name data Last Name entry Preferred Name N A Contact Person Contact Details Phone 4221 4356 Mobile 0412 7777 50 Fax N A Email data_entry noemail net Website N A Contact Physical Address Details Contact PoBox Address Details AOS LOGIN Login Name data_entry Archived Not Archived Figure 5 Changing password in My Details screen AOS User Manual V5 0 September 2014 oman i e t ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre A RO C DATA MYDETAILS MYFACILITIES REPORTING HELP Anywhere Hospital 26994373 Anywhere Kiwi Hospital 269943 73 K Figure 6 My Facilities Screen 4 A R O DATA MY DETAILS MY FACILITY REPORTING HELP USER MANUAL LODGE SUPPORT TICKET Figure 7 Help menu Lodging a support ticket From all systems within AOS users can send AROC a message asking for support by clicking HELP LODGE SUPPORT TICKET After selecting this option a pop up screen titled Lodge a support ticket will appear Figure 8 NOTE if the support ticket window does not
24. data tabs Users can move between data items using the Tab key on the keyboard Alternately the mouse can be used To move between data tabs use the Tab key to select the relevant tab or button at the top and bottom right hand side of the screen and press Enter e Save and Go Back to return to previous tab e Save and Continue to continue to next tab AOS User Manual V5 0 September 2014 ae i me am t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Note to save the entries made in the current tab without moving to the next tab click on the current tab name WARD DETAILS Ward Code Ward Name Error EPISODE START AND END DATES Episode s with the same Pathway must not be concurrent Episode start date 21 04 2014 A Episode end date GEOGRAPHICAL RESIDENCE amp POSTCODE Geographical residence of patient NSW Postcode 2500 FUNDING SOURCE Funding source Australian Health Care Agreement public patient AROC IMPAIRMENT CODE AROC impairment code 5 11 Amputation of Limb Non traumatic Single upper amputation above the v item Missing This impairment requires the completion of additional Impairment Specific items Either Date of CLINICAL DATA ITEMS Injury Impairment A Date of injury impairment onset Onset or Time since onset must be provided A Time since onset tem Required Date
25. date Episode End Mode Final Destination or Interim Destination so Fim End Date must be supplied Date clinically ready for discharge Episode End Mode Final Destination or Interim Destination so Date Ready for Discharge must be supplied Episode start date Episode Start Date must occur on or before FIM Start Date and subsequent dates Geographical residence of patient and or postcode is not provided or is invalid R109 Geographical residence of patient Data Item is missing Postcode Data Item is missing Time since onset and or relevant acute episode date not provided or invalid R118 Date of injury impairment onset Either Date of Injury Impairment Onset or Time since onset must be provided Time since onset Either Date of Injury Impairment Onset or Time since onset must be provided Figure 41 Episode Data Audit tab Summary tab This tab provides a summary about this patient s episode based on the data entered in the episode so far The episode summary can be run at any time during data entry for a patient This tab can be printed Figure 42 and may be useful in case conferences and or patient planning meetings To print click Print Summary AOS User Manual V5 0 September 2014 330 o ahsri australian health services research institute Patient Identifier 708562 Pathway 7 at AA Episode start date FIM Total at EPISODE BEGIN FIM Change 35 UNIVERSITY OF WOL
26. e data entry or data upload of AROC data e Staff responsible for downloading and reviewing AROC benchmarking reports e Staff wanting to extract and analyse their facility s data e Staff needing to become credentialed re credentialed in FIM WeeFIM e Staff planning on sitting the online FIM WeeFIM refresher course e Staff intending on purchasing managing FIM WeeFIM keys and resources Facilities can opt to have one or many of their staff registered to use AOS and are responsible for ensuring that no unauthorised staff gains access to AOS This user manual provides AROC members with detailed instructions on how to use the functions available within AOS Flow chart of AOS functionality The flow chart presented in Figure 1 provides a quick reference to all the functions available from the AOS menu and demonstrates the pathways of entry into the system A AOS Login B FIM ID Each function listed in the flow chart is explained in detail within this document This manual is available online at from both the AROC Homepage AROC Online Services AOS and FIM User Manuals and from all AOS Menus Help User Manual and can be downloaded as a complete document or by chapter Computing requirements To access AOS users will need e An AOS username and password or FIM ID page 4 e Internet connectivity e A standard internet browser with pop ups browser scripting and cookies enabled e Adobe Acrobat reader to view or open PDF files The recom
27. ease ask your facility trainer who will have the latest credentialing status report listing all FIM WeeFIM clinicians and their FIM IDs If the facility trainer cannot locate it either please email fim uow edu au and include your name facility email address and the date you last completed the FIM WeeFIM exam If you are new to FIM WeeFIM and are booked to participate in a workshop you will receive your FIM ID and instructions about how to access the FIM WeeFIM online system via email shortly after the workshop Getting an AOS login If you require an AOS username and password please email AROC at aroc uow edu au and provide the following details e your name e facility role e facility name e email address e your telephone number at this facility If you work at more than one facility please clearly state each facility along with your role and telephone number at each A unique AROC username and password will be provided to you by email Your username and password will be case sensitive so it is best to copy and paste from the email sent to you by AROC to your internet browser When you first log in to AOS you will be prompted to change your password Draft AOS User Manual V4 5 June 2014 ao oF hsri UNIVERSITY OF EEF AROC australian health services WOLLONGONG BA australasian rehabilitatior research institute k outcomes centre AROC Homepage Obtain AOS login Obtain FIM ID Log in using AOS Username and
28. edentialing If you need to change any of these details please lodge a support ticket which can be found in the Help menu option AOS User Manual V5 0 September 2014 eo ate i t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre Checking my FIM WeeFIM status If you are FIM WeeFIM credentialed you can view your FIM ID and exam results including when your FIM certification expires via My Details If you believe these details are not correct please lodge a support ticket refer to page 10 Changing my password In the AOS login section click Change Password Figure 5 The Change Password screen will appear My Facility This menu option shows users which facility or facilities their AROC account is associated with Figure 6 This option is read only and users will not be able to edit the facilities they are listed against or details recorded for a facility If the facility or list of facilities is incorrect please lodge a support ticket refer to page 10 Getting help in AOS The HELP menu Figure 7 is always available during an AOS session and has two options e USER MANUAL this links to the AROC documentation page relevant to the system currently being accessed a PDF of the User Manual and Quick Reference Guide relevant to this system are located here The online data dictionary is also accessible here This shoul
29. entre Ta hsri UNIVERSITY OF AROC AOS Log In Click on Data Entry from the Data Tab Select Facility or ward from list all facilities associated with the account will be visible Search for patient ll el gt using Patient Identifier or discharge date Patient exists NO Patient Identifier Date of Birth i Is Date of Birth YES Add New Esitmated i patient Gender Indigenous Status Ethnicity NZ only New episode gt First Name Family Name YES l NO YES Edit Episode Add Episode Select Pathway Click on Episode Enter data for patients episode as per data collection form for relevant pathway i Review details in Audit tab H reate another o Corrections record required YES NO Make E Log off AOS corrections Figure 12 AOS Online Data Entry System flow chart AOS User Manual V5 0 September 2014 w o ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Accessing the online data entry system AOS ODES 1 Click on DATA ENTRY from the DATA menu Figure 13 A R O C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY DATA EXTRACT DATA AUDIT DATA SUMMARY Figure 13 AOS data menu 2 Click on the facili
30. er the date in the required format DD MM YYYY 2 Casting is planned but date ready for casting is UNKNOWN The date field will not be visible and the message Ready for Casting Date is not required as either the date is unknown or the patient is not suitable will appear Figure 35 3 Patient is NOT SUITABLE for casting The date field will not be visible and the message Ready for Casting Date is not required as either the date is unknown or the patient is not suitable will appear Figure 35 AOS User Manual V5 0 September 2014 ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Patient Identifier 12345 per Episode Start 12 04 2014 End 15 04 2014 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary 5 23 AMPUTATION OF LIMB TRAUMATIC SINGLE LOWER AMPUTATION ABOVE THE KNEE Rockwood Frailty Score pre morbid Mildly frail Details of casting date Date ready for casting for patient is known Date ready for casting Date ready for casting for patient is known Casting is planned but date ready for casting is unknown Phase of amputee care at EPISODE BEGIN Patient not suitable for casting ln i Did the patient pass through the following phases of care DURING their rehabilitation episode Delayed wound Pre Prosthetic
31. es of rehabilitation care In development of the V4 AROC dataset episodes of rehabilitation care have been grouped into 6 pathways models of care 3 inpatient admitted and 3 ambulatory non admitted The pathway model of care your service provides will determine which set of data items within the data bank you are required to collect and submit to AROC Pathways 3 2 and 1 include the data items pertinent to inpatient rehabilitation and pathways 4 5 and 6 collect data items relevant to ambulatory care Pathways 1 inpatient and 6 ambulatory require collection of a mini dataset only Inpatient pathways Pathway 3 Inpatient Direct Care Inpatient direct rehabilitation care is when rehabilitation is delivered in an inpatient setting with the patient accommodated overnight in the hospital and included in the bed occupancy reporting at midnight The inpatient is under the care of the rehabilitation physician who holds the medical governance bed card For example the rehabilitation physician or rehabilitation team is the primary rehabilitation provider for a stroke patient receiving rehabilitation on the inpatient stroke rehabilitation unit Pathway 2 In reach Rehabilitation Care In reach rehabilitation care is when the inpatient is under the care of an acute physician who holds the medical governance bed card and the rehabilitation physician or team reaches into the acute setting to begin the process of rehabilitatio
32. essesssssseresssseressrccessererosssreressseersssrerosssrerosssreeersseceessrerosssreressseerersreeesssreee 8 PON TES OEI NT I E EIE AES E O EAEN A E pa EE E E E E E E 8 Checking my FIM WeeFIM status essessssseresrrrrrrrrrrrrrrrrrrrttttttttttttttttttttttttttttt ttrt ttrt ttrt rrer t rtrt rrrrrrrrrrrrererrerens 9 Cee AY PISS WOT risina ea ia a EA E A E e anaana 9 DOE CU E EAE N AAE EI A ANA E AA A A A A E 9 Gelmo Nei TADS srira enrian i anen E TOR EENE ETENA 9 Lod mne ac upoo E aan E E S E E T ee 10 Loo o OU O A OS are E E EEE sa OOTO NAE EE oe 11 Enternne data m AOS seai E A E E 12 SOME dara entry DASICS rorovrerei sitti orearen tii AREKE EEEN EEEE EEN AEE RAEE EENE TEENE EEEREN 13 Getting help ON a data teM sssaisssneiner a S E EREE 13 Error and warning markers on data it Ms ccccsssccccssccccessccceeseccceeccceeuecessesseesauecesseuseeseaseeseaeeessaeeessaes 13 Moving between data items and between data tabS cccccccssssecceceesseceeceeesecceseeeeccessseeeceseeaeceessaaasees 13 Entering dates and making value selections within a data tab esssssssessseesssreserressrrrssssreeserresrrreeerreserees 14 Flow for entering data in the AROC database ccccccccsssseccccseseeccccaeeseccecseeseccessuaseccessuaeaeecessaaaeceeesagenees 14 Accessing the online data entry system AOS ODES ccccccccccsseesseeceecccceeessecceeeecseueseeceseseaaaeeseecesesesaueseeeeeeeeas 16 Searc nno TI aP UEN ienis nna a EE NE E EN
33. ked on the data form please consult with the relevant clinician to determine which are the 4 most important items to enter AOS User Manual V5 0 September 2014 ae i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Is there an existing comorbidity interfering with this episode Comorbidities please select up to 4 You may only select up to 4 Comorbidities Cardiac disease y Multiple sclerosis Respiratory disease x Hearing impairment Drug and alcohol abuse Diabetes mellitus Dementia Morbid obesity PEELTEEEETEET Delirium pre existing 2 Inflammatory arthritis Mental health problem Osteoarthritis Renal failure with dialysis Osteoporosis Renal failure NO dialysis Chronic pain Epilepsy Cancer Parkinsons disease Pressure ulcer pre existing Stroke Visual impairment ay Gy e a a es paa pa an e wie aa Spinal cord injury disease Other ae eels Oe ee el an Re Bi Brain injury Figure 29 Comorbidities Episode end tab This tab relates to discharge details and post discharge items Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Figure 30 Patient Identifier 12345 jer Episode Start 29 04 2014 and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary EPISODE END Date clinically re
34. mended browsers are e Internet Explorer 8 0 e Mozilla Firefox e Google Chrome e Safari The recommended screen resolution is 1024 x 768 Draft AOS User Manual V4 5 June 2014 ww UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate t ahsri australian health services research institute Session time out To maintain security AOS sessions including data entry and FIM WeeFIM online exam will automatically time out if inactive for periods of 30 minutes or more If in the middle of a data entry tab or an exam the user will lose any unsaved data or exam progress An error message will appear indicating the session has timed out and the user will be returned to the AOS login screen Getting started with AOS To access AOS users require either an AOS username and password AOS login or a FIM ID FIM and WeeFIM clinicians wishing to purchase an exam key and or sit an exam with or without the refresher course can access this limited functionality of the online FIM system within AOS by logging in with their FIM ID For full online FIM system functionality or access to other AOS functions such as data entry and data upload users of AOS require an AOS login Getting a FIM ID A FIM ID is a unique and unchanging identifier assigned to each individual FIM WeeFIM clinician known to AROC The FIM ID is provided on your FIM WeeFIM credentialing certificate If you cannot locate your FIM ID pl
35. n on top of the acute care the inpatient is already receiving but the rehabilitation physician does not hold the bed card For example A patient is in ICU under the care of the neurosurgeon and the rehabilitation team reaches in and starts providing the inpatient with rehabilitation care Pathway 1 Consultation Liaison see patient only once Consultation liaison is when the inpatient is under the care of one physician who holds the medical governance bed card and another physician or team provide a one off consultation service for the inpatient For example A second opinion advice on a particular problem a case review a one off assessment or therapy session Consultation liaison applies to inpatient admitted episodes only Joint care in other settings is classified as shared care AOS User Manual V5 0 September 2014 oe UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate t ahsri australian health services research institute Ambulatory pathways Pathway 4 Ambulatory Direct Rehabilitation Care Rehabilitation is delivered in an ambulatory setting either as an out patient at a community facility or in the home The ambulatory patient is under the care of the rehabilitation physician or rehabilitation team in the ambulatory setting For example A patient is receiving therapy in their home from the community based rehabilitation team twice weekly Pathway 5 Ambula
36. nstitute The AOS homepage After logging in the AOS homepage Figure 4 will open The AOS home page provides the latest news about AOS and AROC and a list of available functions If access to additional functions is required please email AROC at aroc uow edu au Depending on the user s level of access the functions available may include e My Details e My Facility e Data Entry e Data Upload e Data Extract e Data Audit e Reporting e FIM Online Store e FIM My Exam Keys e FIM Manage Keys e Help Returning to the AOS home page Clicking on the AROC logo on the top left corner of the screen will exit the function the user is in and return them to the AOS homepage A R O C DATA MY DETAILS MY FACILITIES REPORTING HELP AROC ONLINE SERVICES Welcome to AROC Online Sevices lf you are new to this system this first page will give you a brief introduction to this system What is AROC Online Services AOS AROC Online Services is a web based system which provides online automatic services for facilities and payers that are members of AROC Figure 4 AOS homepage My Details This menu option allows users to view their profile Users are able to edit certain details by clicking on Edit under Quick Links on the left hand side We encourage users to keep their details as up to date as possible Users are unable to update details in greyed out fields These include e Contact Person Details e AOS Login e Cr
37. of relevant acute episode 15 10 2013 Warning EPISODE START Number of days Referral date 8 41 2013 between assessment date and referral date is greater than 3 Check Dates Was there a delay in episode start No z A Assessment date 15 04 2014 J A Date clinically ready for rehab care 20 04 2014 Figure 11 Error and warning Marker Entering dates and making value selections within a data tab All dates in AOS ODES are in the format DD MM YYYY leading zeros for days and months are required Users can enter any date data item on any data tab by entering only the 10 numbers of the date and AOS ODES will automatically add the slashes e g enter 01022003 and AOS ODES will display 01 02 2003 To make a selection from a data item with a drop down list users can either use the up down arrows or the first letter of the value to toggle between available options To make a selection from a data item with check boxes without using the mouse tab to the option required and press the space bar enter to insert a tick Flow for entering data in the AROC database The flow chart in Figure 12 page 15 demonstrates the process for entering data in AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data entry in AOS available from the help menu in AOS page 9 AOS User Manual V5 0 September 2014 ra australian health services WOLLONGONG australasian rehabilitatior research institute outcomes c
38. on about each model of care please refer to Appendix A on page 37 The data items relevant to the pathway selected will appear Note The name of the pathway required can be found at the top of the data collection form for the patient Episode start and clinical tab This tab relates to data items from the section of the form headed Clinical Data Items Episode Start and Prior to this Impairment It is important to note that the Ward Name field is locked unless something has been entered in the Ward Code field These fields are only required by those facilities that report by ward Enter all items on the screen then click Save and Continue to save data entered and move to the next tab Notes e Ataminimum Pathway and Episode Start Date must be entered to save the episode e Completion of some data items in the dataset is conditional on responses to other data items These items will only be visible when they are required Type of accommodation prior to this impairment is an example of a conditional item see Figure 28 AOS User Manual V5 0 September 2014 23o o ate t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Type of Accommodation Pathways 2 5 F ee A P p 5 A lt _ Private Residence gt Pr Carer status post discharge T lt Will services be received pos
39. osthetic device fitted OR will have one fitted in the future Details of prosthetic fitting date Patient will receive a prosthetic device but date of fitting is unknown A Date of first prosthetic fitting First Prosthetic Fitting Date is not required as the date is unknown A Reason for delay in prosthetic fitting Figure 37 Date of first prosthetic fitting is unknown AOS User Manual V5 0 September 2014 a o ate i t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Reason for delay in prosthetic fitting 1 Choose the applicable reason from the drop down menu Figure 38 Phase of amputee care at EPISODE END poles Does the patient have a prosthetic device Yes fa fitted OR will have one fitted in the future Details of prosthetic fitting date Date of first prosthetic fitting is known D Date of first prosthetic fitting P Reason for delay in prosthetic fitting OUTCOME MEASURES AT DISCHARGE No Delay Issues around wound healing Timed up and go TUG Other issues around the stump Other health issues of the patient 6 minute walk optional Issues around availability of componentry Issues around availability of the service 10 metre walk aid optional se other issues fo be specified in the AROC comment section Save and Go Back Figure 38 Reason for delay in prosthetic fitting 2 If the option Pa
40. slander origin Please enter patient name these details are First Name Family Name not saved and will only be used to generate lane Doe letters of name Letters of Name OE2AN Cance E Save and Validate gt Figure 20 Create patient screen 3 Click on Save and Validate to ensure patient s record has been added without error Figure 20 The screen will change from Create Patient to Edit Patient Note If patient already exists in AOS the system will not allow the user to save the record AOS User Manual V5 0 September 2014 19 ate i t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF o AROC Patient Identifier Date of birth is Date of Birth Estimated Not estimated Gender Female Indigenous status Aboriginal but not Torres Strait Islander origin Letters of Name OE2AN Modify Cancel amp Save and Validate Gave and Return to List gt Figure 21 Patient record added 4 Click on Save and Return to List to return to Patient Search screen and view patient created Figure 21 and add an episode Figure 22 Editing a patient 1 Search for patient refer to page 17 2 Check patient s details match that of the patient whose record needs to be edited 3 Click Edit Patient Figure 23 Patient Search Patient Identifier 12348 r New Patient Patient Identifier Date of
41. sode 12 04 2014 W04 2014 P IAA 5 Edit Episode W Delete Episode Figure 44 Edit or Delete an episode Deleting an episode This function enables a user to delete an episode created in error or an episode that is a duplicate of an existing episode in AOS Figure 44 1 Search for patient using Patient Identifier or episode date refer to page 17 2 Identify episode that requires deletion based on dates pathway impairment and ward 3 Click on Delete Episode 4 A message will appear on the screen requesting the user to confirm episode to be deleted To confirm click on Delete Figure 45 AOS User Manual V5 0 September 2014 ae AROC australasian rehabilitatior outcomes centre ale t ahsri UNIVERSITY OF australian health services WOLLONGONG W research institute Delete Episode Are you sure you want to delete this episode Patient identifier Episode start date Episode end date Pathway AROC impairment code Cancel Delete Figure 45 Confirm deletion of episode AOS User Manual V5 0 September 2014 36 ate i t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Appendix A Which pathway and data collection form should our service be using V4 of the AROC Dataset comprises a bank of data items The bank holds data items pertaining to inpatient and ambulatory episod
42. st tab AOS User Manual V5 0 September 2014 32o o i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Episode Start 29 04 2014 Patient Identifier 12345 Save and Go Back Save and Continue gt Episode start and Clinical Rehabilitation Program Episode End Impairment Specific Comment Audit Summary Comment Save and Go Back Save and Continue amp Audit Episode Back to Patient Search Figure 40 Comments tab Patient Identifier 12345 Episode End 15 06 2014 Save and Go Back Save and Continue gt Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary amp Print Audit There are errors with this Episode Pre Episode Dates out of Sequence Invalid or Missing R112 R104B D O B Injury Acute episode Referral Assessment Ready for rehab Episode start 14 04 1936 02 02 2000 01 01 2000 ms 15 06 2015 Date clinically ready for rehab care Not a valid date Referral date Referral date must occur on or before assessment date and subsequent dates In Episode Dates out of Seqence Invalid or Missing R117a R125a R104C Episode start FIM Start MDT Rehab plan FIM End Ready for discharge Episode end 15 06 2015 missing missing missing missing 15 06 2014 Date MDT rehab plan established Data Item is missing FIM Start date Data Item is missing FIM End
43. t discharge S b Tick ALL services D that will be received Figure 28 Type of accommodation flow chart Use of ward ID and ward name While ward ID and ward name are optional items in the AROC data set and can be left blank they are required if you wish to do analysis and or receive benchmark reports by ward Unlike facility ID the actual value recorded against ward ID is at the facility s discretion To try and reduce errors in data entry AROC suggest keeping ward ID as simple as possible i e use 1A rather than Ward 1A You can use the same value for both Ward ID and Ward Name or Ward ID can be short 1A and Ward Name can be more detailed Ward 1A Amputees For facilities wishing to record Ward ID and Ward Name you have the option of either providing a list of Ward details to AROC for pre population of these two data items in the episode screen OR you can manually enter them yourself Pre population of ward details email AROC the list of Ward ID s and Ward Names you would like used at your facility you will then have the ability to select by ward for data entry AOS User Manual V5 0 September 2014 ol ate t ahsri australian health services research institute UNIVERSITY OF ee AROC WOLLONGONG ag australasian rehabilitatior outcomes centre NOTE If the wrong ward is selected simply amend the values for the Ward ID and Ward Name Manu
44. tient Identifier 12345 Save and Continue Episode Start and Clinical Rehabilitation Program Episode End Impairment Specific Comments Audit Summary Pathway 3 Inpatient direct care WARD DETAILS Ward Code Episode start date Ward Name Record the date EPISODE START AND END DATES that the patient gt opisode start date begins their rehabilitation Episode end date episode GEOGRAPHICAL RESIDENCE amp POSTCODE Figure 10 Getting help on data items Error and warning markers on data items During data entry users may notice one or more error markers 4 4 appearing against some data items Figure 11 Clicking on an icon will present a pop up text box explaining the error warning To hide the pop up click on the marker again The red triangles indicate errors These will appear if data items are missed invalid or in conflict with responses made for previous items or episodes e g episode start and end dates are in conflict with a previous episode The blue triangles indicate warnings These will appear where there is a suspected conflict between responses that will need to be crosschecked These should only be changed if there is an actual error The orange triangles indicate a date conflict between two or more episodes entered for this patient Error markers will disappear once errors have been corrected and saved Warning markers will remain if the episode is accurate Moving between data items and between
45. tient has a prosthetic device fitted but date of fitting is UNKNOWN is chosen the date field will not be visible and the message Not relevant when prosthetic device was fitted outside the context of this episode will appear Figure 39 Bee tel ole tole Patient will receive a prosthetic device but date of fitting is unka A Date of first prosthetic fitting First Prosthetic Fitting Date is not required as the date is A Reason for delay in prosthetic fitting Figure 39 Reason for delay in prosthetic fitting date of first prosthetic fitting unknown Comments tab This tab provides the user with the ability to type in any comments about the episode being entered If other is selected for comorbidity complication or staff please record details here Figure 40 Audit tab This tab provides the Episode Data Audit for all data items reported against this episode Figure 41 Please review carefully and make any corrections necessary in the appropriate tabs corrections cannot be made in the Audit tab If corrections cannot be made immediately print a copy to attach to the data entry form for review To print click Print Audit 1 Move back through episode tabs and complete and or make corrections to data items then click Save and Continue to save data entered 2 Return to the Audit tab to check no incorrect or missing data items remain then click Save and Continue to move to the la
46. tory Shared Care Shared care is when one subacute service works with another clinical service in a formal shared care arrangement that includes joint care planning and the exchange of relevant clinical information In shared care both parties may have ongoing involvement with the ambulatory patient throughout the episode of care and both have direct contact with the patient For example A cancer patient is receiving home based rehabilitation as well as input and support from the palliative care team The rehabilitation team and palliative care team are working together in a shared care arrangement to meet the patient s needs Shared care applies to ambulatory non admitted patients only Pathway 6 Ambulatory Shared Care one off assessment Shared Care one off assessment is when an ambulatory patient is under the care of one rehabilitation physician or team and another physician or team provide a one off service for the patient For example A amputee patient is attending outpatient appointments at the hospital to address prosthetic fitting and gait retraining and another service provider is asked to provide advice on a particular problem or a second opinion AOS User Manual V5 0 September 2014 38 ate i t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Appendix B Statistical Linkage Key SLK The SLK581 is a 14 character key used by A
47. ty or ward Figure 14 for which you will be entering data If the user works at a single facility only the name of that facility will be displayed If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be available for selection refer to page 24 A R O C DATA ENTRY CHANGE FACILITY CHANGE PATIENT HELP EXIT DATA ENTRY Select Facility Anywhere Hospital AU Ward SW Anywhere Kiwi Hospital NZ Figure 14 Select Facility screen 3 The Patient Search screen will appear Choose from two options a Search for an existing patient or b Create a New Patient It is recommended to always first Search for the patient to ensure that they do not already exist in AOS Figure 15 Users can Search by Patient Identifier and or episode date s Patient Identifier Q Search New Patient Figure 15 Patient Search screen AOS User Manual V5 0 September 2014 e UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Searching for a patient 1a To search by Patient Identifier enter MRN NHI and click on Search Figure 15 Note Patient Identifier refers to Medical Record Number MRN for Australian patients and National Health Index NHI for New Zealand patients
48. ublications z ONLINE TRAINING VIDEO to help Figure 2 Location of AOS Log in on AROC Website Contacting AROC If you have an AOS username For any general AROC questions or queries related to functions within AOS please contact AROC using the AOS Menu HELP gt Lodge Support Ticket page 10 If your query relates to an inability to login please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au If you have a FIM ID For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 e o ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Welcome to AROC Online Services AOS Login FIM Login Username FIM ID pig Log In to FIM Log In to AOS Go to the AROC Home page Figure 3 AOS Login screen If you do not have an AOS username of FIM ID For any general AROC questions or access requests to AOS please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 ae UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate i t ahsri australian health services research i
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