Formatting Used in This Manual
Contents
1. ability to import patient information into ExitCare the ability to add custom information in patient documents and a full electronic archive that preserves all patient information printed We strongly recommend learning and using the program fully This approach provides the clinical facility with the best results both for the patient and for the management of this information Customizable Features Many features in ExitCare can be customized to save you time Examples include Additional Note Phrases Shortcuts Macros Drug Defaults and Documents Each facility can choose which features and options are available to Users or Super Users If you do not have rights to work with certain features contact the ExitCare Super Users or Administrators for your department with your request ExitCare Training Elsevier s ExitCare offers optional on site training for its software including Basic User Super User and Administrator training We also offer web based training on Basic Super User Administrator and specialized topics Our monthly topical webinar calendar along with options for viewing our in service videos can be found at http exitcare com support training In addition we provide in service tutorials on CD To request a CD or for more information on the above please contact your Account Manager at 800 694 6669 ext 3 Formatting Used in This Manual Generally the pattern used for formatting in this manual is as follows Boldface2. his or her own custom shortcuts 6 Note thatthe new shortcut is displayed in the Shortcut Name box 7 Select the document s to which you will attach the shortcut Find the documents in the Documents Available field and place a check mark in the relevant boxes 8 Click Move Right then Save Your shortcut has been created Additional information Shortcut example ExitCare has a shortcut called A fib for the document title Atrial Fibrillation Since you can connect a shortcut to one or multiple discharge instructions you could create a shortcut named MVC Motor Vehicle Collision Child and link it to discharge instructions such as Head Injury Child Laceration Care Child Abdominal Pain Child and other related titles gt ExitCare provided shortcuts will display on the main title list followed by an asterisk e g 24 Hour Heart Test gt A shortcut made by ExitCare users will display on the main title list followed by two asterisks e g Pregnancy Packet gt To edit a shortcut you have created highlight it click Edit Highlighted and then OK then move to the right or left the documents you want to add or remove for that shortcut gt Asis true with most tables in ExitCare clicking on the top of any column heading sorts the data by that heading so you can easily see the shortcuts that are unique to your facility Page 13 ELSEVIER Required Documents The Required Documents feature allows facilities to
3. on its row of data or by checking the box next to the macro and clicking on Done Page 3 ELSEVIER Macros Modifying The Macro System can be used to update existing information contained in a macro or to create a new macro by editing an existing macro A To edit an existing Macro for repeated use This will overwrite the existing Macro The modifications made will appear each time the macro is selected 1 Click Macros in the blue sidebar then click on Load 2 Locate the macro name on thelist Load it to the main screen by double clicking the display line or by placing a check mark in the box next to the macro name and selecting the Done button Note that whenthe Macro Name display line is selected the details of the Macro are displayed in the upper right hand information box 3 Make modifications to the documents or prescriptions contained in the macro Examples include removing or adding documentsto the set modifying answers to custom document questions removing or adding additional notes and modifying or adding prescriptions tothe document set 4 Click on Save within the Macros group then OK B Tocreate a new macro by modifying an existing macro This will create a second version of a macro with different preferences shown e g two macros for the same diagnosis with one for a patient that smokes and one for a non smoking patient or two macros for the same diagnosis with one in English and a matching set in Spanish 1 C
4. 0727DB94 DFFD 4077 AA4B 2A883AAEFEF2 with annotation on the Patient Signature Page stating that modification or edits were made by the issuing facility or caregiver to the original document s After the changes have been saved to the database at any level besides Current Patient Only and then the document is retrieved and used later the document will have its own name and GUID along with annotation on the Patient Signature Page stating that modification or edits were made by the issuing facility or caregiver tothe original document s Custom Documents Copying and Editing You can create new documents by copying cloning and editing an existing ExitCare document existing ExitCare documents cannot be edited directly Also note that if an existing ExitCare document is modified future quarterly updates will apply only to the ExitCare provided title and not tothe copied and edited version 1 On the blue sidebar click Help Options then Options 2 Click Document System then Documents 3 Click on a document name and then click the Clone Selected button in the lower center of the screen This createsa copy of the selected document 4 Enter a name for the cloned document Note that this document name will display in the list of titles within the ExitCare library with 9696 after the name 5 Add your text and graphics Below are tips for utilizing some of the capabilities on this screen however for additional information plea
5. Click referenced item Underline Other important items or areason a screen Italics Introductions and emphasis in text In addition a wide left hand marginis provided for those who wish to put this document in a three ring binder Your Feedback We value your feedback Please let us know if you have requests for additional document titles questions or suggestions for improvement to the program You can reach your Account Manager at 800 694 6669 ext 3 Page 2 ELSEVIER Selected Time Saving and Customization Features Macros Creating The Macro system is a powerful tool that provides you with the ability to create complete sets of information which could include educational documents prescriptions drug information sheets excuse forms languages and any special notes Macros can greatly reduce the time it takes to generate a set of documents and prescriptions 1 On the current patient screen select a diagnosis from the Patient Diagnosis dropdown list 2 On the blue sidebar click Choose Titles 3 Select the documents for your macro set then click Done 4 Note that the tabs for the Patient Education Documents are listed in alphabetical order under the yellow information bar The documents will print in order from left to right You canrearrangethe print order by clicking dragging and dropping the document tabs to set the print order of your choosing 5 Add any additional notes in the Additional Notes field and ans
6. ELSEVIER 32i Care ExitCare9 Super User Manual Version 7 8 Elsevier s ExitCare 651 379 0480 Main 800 694 6669 Toll Free Extension 2 for Tech Support Extension 3 for Account Management www ExitCare com Email support ExitCare com Copyright 2013 Elsevier s ExitCare 800 694 6669 www exitcare com ELSEVIER Table of Contents WelcoRnie cso occ eles ore tr E ONU MEM MM M MEMIME EEEE ENERE If You Need Further Assistance tienen eati dee endendshaeadus gua i diaaa ainiin Program OV didi so iisccncctecisct cosctsctctactcsnddecndsncendducendgucdndeacsusses sobsonnos sod nodsns snbnddeddecs ecdeedwcdecdecdeerecdeentee Customizable LeatUbes e eene a det AIT EE E LA LI MINIS ad e Nee ien Exit Care Trainilng ooo oa ooa eon eoa sn one see ote te oe re se pae oe gae see eoe goo aive pico aloe niue pipe se pipe plea piostes eta albus apu ee ceases epus cen Formatting Used in This Manual sess ene enm nennen nne ene ee nnne rennen nen senes Your Feedback etn E EXTEIR E lt adoaadadsoaendesa UR RR IER ERTIQR RETORO SER REO RET EKSE Selected Time Saving and Customization Features ccccccccceeceecceceeeeceeeeeeeeeeeeueceeeeaeeseesaeeseeeaeenaeeeas DE Gros Tridino Eme 3 Macros MOGITVING EODD 4 Macros Deactivating and Reactivating cccccccc ccc eccecceececeeceeceeceeceeceecsecseceeseeceeceeeeeeeeeeeeeeeeeeeeeeeeeees 5 Drug Deliut aces oreste sae ete ee oU A NND UR sense ne
7. as titles being viewed under the Documents tab can be edited on the fly allowing you to create custom documents for specific patients Depending on your rights you can also save the documents for use by others within your department or facility 1 Select documents by clicking on Choose Titles in the upper left of the blue sidebar Click Done after your documents are selected 2 Under the Documents tab click the tab of the title you wish to view and edit Then click the View Documents tab for that title 3 Click the Edit button and make the changes noting the word processing capabilities indicated by the buttons above the document 4 When finished click Save selecting the visibility level for the edited document Note that the original document is never modified when editing a copy is made and the edited copy is saved The original document can be found on a subsequent search Page 14 ELSEVIER EXIT are Additional information gt To access additional word processing features when editing documents please refer to the section titled Custom Documents Copying and Editing Those instructions give the preferred method for editing documents To add a completely new document please see the section titled Custom Documents Adding New Documents Although on the fly edits are saved to the document and if the patient data and document s are printed the archive record will contain the original document GUID e g
8. as a default associated with the selected title Additional information To verify that the new drug default is saved to the title click on the Documents tab documenttitle tab and then on the Add Default RX button The Default Scripts window will open and display the added drug default To add the script to the patient record click in the checkmark box to select the drug Click the OK button The drug is now added to the medication list that can be viewed on the Drug Summary tab Custom Questions and Answers You can create new questions and answers which you can use to customize documents A Creating Questions and Answers 1 Onthe blue sidebar click Help Options then Options 2 Click Answer QuestionSystem then Answers Questions 3 Click the Add Question button on the upper right 4 Enter your question in the Question field Select the Question Type from the dropdown box below it Please see the section on Question Types for a description of each Click Save 5 For Dropdown Quick Pick and Temp questions Highlight the question 6 Onthe lower half of the screen click the Add button on the right Page 7 ELSEVIER 7 Enter the answers in the text box within the popup window Make your selections for facility department or current user then click OK Repeat until all answers are entered Answers can also be deactivated and reactivated User created questions and answers can be edited by clicking on the Edit bu
9. automatically include required or other hospital information each time documentsare printed for a patient 1 On the blue sidebar click Help Options then Options 2 Click Document System then Required Documents 3 Check the box next to the document or documents 4 Click on the Add button in the lower part of the screen 5 Select the level to which this action applies then OK Additional information gt In order for the required documents to be included in the patient records at least one other document must be manually selected from the Choose Titles screen gt Required documents do not display check marks in their boxes on the Choose Titles screen They will however be included along with manually selected documents when the Done button is clicked Required documents are not automatically added to macros Therefore required documents will need to be added to desired macros and the macros saved to include the required documents gt To stop documents from being automatically attached to patient records check the box next to the document name in the lower part of the screen and click on Deactivate Checked Torestore deactivated documents to be automatically included again click on the Deactivated Itemstab check the box next to the relevant documents and then click the Reactivate Checked button Editing Viewed Documents While Discharging a Patient If you have the rights patient education documents also referred to
10. be created in these documents c You can import your own text by using the import button directly under the English tab provided the document is in RTF or WPT format In addition you can copy and paste text directly into the document For best results use text that is minimally formatted no bolding italicizing etc d The Insert Field button at the top center area of the toolbar allows you to add questions fields into the document for users to respond to on the document s Questions tab The text in your inserted field does not display in the document for the patient tosee Therefore you will need to manually add relevant text for the patient to read e Use the Set Document Sections button to identify which document sections to include such as facility header and footer etc 6 Savethe document selecting the visibility level from the popup window 7 You may now add atranslation of your custom document by clicking the Add Translation button and selecting alanguage The text you add to this document must be previously translated before adding it to your custom ExitCare document Save your new translation before closing Page 16 ELSEVIER Additional Selected Features Changing Printers If granted the rights you can temporarily change the document and prescription printers used by ExitCare 1 On the blue sidebar click Print Fax Email This will bring you to the General Print Settings screen 2 The Prescription Printer drop do
11. ction titled Custom Questions and Answers Default Answers for Specific Questions The Question Level Answers section allows you to choose or create a default answer that will appear automatically for a given question regardless of the document that the question is in For example you can specify the phone number for the local Poison Control Center in this section and have it automatically appear in all documents whenever the question appears Page 9 ELSEVIER 1 On the blue sidebar click Help Options then Options 2 Click Answer Question System then Question Level Answers 3 Locate the question by using the scroll bar on the right side of the screen 4 Highlight the question by clicking on it once 5 Specify the facility and department using the dropdown boxes near the bottom of the screen 6 Select from the dropdown box or type in a default answer for a specific facility for a specific department or for the currently loggedin user Note that user answers override department answers for any given user and department answers override facility answers for any given department 7 Click the Save button Additional reference information gt For guidance on selecting or creating default answers for specific documents so that the answers are displayed automatically whenever a specific title is chosen please see Default Answers for Specific Documents gt For guidance on creating custom questions and answers and how to ad
12. d them to documents please see Custom Questions and Answers Follow Up Times The Follow up Times section allows you to create a new follow up time that can be chosen on your default follow up time list When you refer the patient for follow up you specify both the person they are to see as well as how soon they should see this person If you want to add a follow up alternative not found in ExitCare this is where to add your custom timeframe 1 On the blue sidebar click Help Options then Options 2 Click Answer QuestionSystem then Follow up Times 3 Click the Add button 4 Type in the new follow up time 5 Make your selections for facility department or current user Click OK You can also edit time settings you have created and deactivate or reactivate user or ExitCare created settings Additional Note Phrases Routinely used additional note phrases can be saved to the ExitCare additional note library This will allow you to select notes that can be quickly added to the bottom of most patient education discharge instruction documents Use this tool to save time and eliminate the need for manual entry of common note phrases Page 10 ELSEVIER 1 On the blue sidebar click on Help Options then Options 2 Click Document System then Additional Note Phrases 3 Click the Add button 4 At the top of the page entera title or description for the new note If it sshort enough 50 characters or less you could even en
13. e popup window 7 You may now add a translation of your custom document by clicking the Add Translation button and selecting alanguage Thetext you add to this document must be previously translated before adding it to your custom ExitCare document Save your new translation before closing Custom Documents Adding New Documents You can create new custom documents from scratch or by importing text 1 Onthe blue sidebar click Help Options then Options 2 Click Document System then Documents 3 Click on the Add button in the lower part of the screen 4 In the popup window enter a name for the new document Note that this document name will display in the list of titles within the ExitCare library with 9696 after the name 5 Add your text and graphics Beloware tips for utilizing some of the capabilities on this screen however for additional information please see Elsevier s ExitCare Word Processor Manual a Within the new document key in your own title and subtitle if you wish b This window offers most common word processing tools bold font size alignment copy paste create table styles etc Styles used in ExitCare documents title and subtitle styles bullet styles heading styles are available via the styles buttons in the tool bar above the document Tool tips show what the buttons arefor when the cursor is placed over them You may also insert graphics using the tool bar button showing a cactus Tables can also
14. e the ALL DRUGS list on the New Script screen When using the Search box ExitCare will search the ALL DRUGS list and the Favorites list Note In order for the Drugs tab to be accessed a patient s first and last name must be entered in the current patient screen 1 Follow the relevant instructions in steps 1 through 8 in the Drug Defaults section above 2 Select Favorite from the dropdown list 3 Click the Save button in the bottom right of the screen The item will now display in the Favorites list Page 6 ELSEVIER Drug Defaults for Specific Documents Document Level Drug Defaults A drug default can be saved and associated with a patient education document When that document is selected the prescription can be quickly accessed while working on the document s Questions screen Note In order for the Drugs tab to be accessed a patient s first and last name must be entered in the current patient screen 1 Select documents from the Choose Titles screen or by clicking Load under the Macros group 2 Follow steps 1 through 6 in the Drug Defaults section above 3 Click the Save to Defaults button lower right of screen the drug name and document titles will display at the top of the default window 4 Click the dropdown arrow to the right of the title and select the Default Level and select the Default Level Global Facility Global Department Department or User from the list 5 Click Save The drug will now be available
15. eneeneeaaee 5 Drug Favorites Personalized Drug Lists cccccc ccc ecc eee ecc eee ee eee eeeeeeeeeeeeeeseeeeeeece nnne nenne ner sn ser ser sn 6 Drug Defaults for Specific Documents Document Level Drug Defaults esses 7 Custom Questions and Answers ccccssccsscceccceeccseceeeeecsccaeeceueseececeaeeceucsceaeeeseesesaseeatenersusseeeeusteues 7 Question TVD6s isde eie derr td E E sc daesadeecana cecaaasawnnns OR T KR Eg ERR e nr ege xev sare sateen Pops SEAE EREE 8 Default Answers for Specific DOCUMENKS cccccc ccc ecc eee ecc eee ee eee eee ee seen eee ee eee a eee nenne se se se se sar ser se sar san su 9 Default Answers for Specific QUESTIONS ccsecccecceeeceeeceeeeeeeeeeseeeeeceeeeeeeeeeeeeesseeseeeaueseeesseeseseaeeeaeenaegs 9 Folow Up TIMES ceccececcceccehceseedasie tune EIEEE EEE EEN sda swsleveesdebenderdaedeveebdeededseddadewddedeeddadendendewte 10 Additional Note Phrases scanere e E n deese E cox ux E r EEE 10 Additional Note Phrases Attaching to Document Titles ccccccecceeceeceeeeeeeeceeceeceeeeeaeeeeeaeeseeseeseeees 11 DOCUMENT Categories i sciscisesesesctucescbecwesnnccancadiecdadterndecucneddanacdeasedadcaedadGacde dear duecadouacaviedacddedenddcndencemes 12 Senec mS 13 Required Documenhits oerte SX REED RERO NE ES X ERES ERA Voie dee die dee dnt dee die See P Hee Sede crie Ir ir ir Pss 14 Editing Viewed Documents While Discharging a Patient e
16. f needed B Reactivating a Macro 1 Onthe blue sidebar click Help Options then Options 2 Click on Document System then Macros 3 Click the Deactivated Items tab Place a check mark next to the macro to be reactivated 4 Click the Reactivate Checked button 5 Click on Yes then on OK The reactivated macro will now display on the Active Itemstab Drug Defaults Drug information can be entered into ExitCare and saved as a default for future use Note In order for the Drugs tab to be accessed a patient s first and last name must be entered in the current patient screen 1 Click on the Drugs tab then click on the New Script tab Alternatively click on ExitMeds on the blue sidebar and then click Create Prescription 2 On the New Script tab find a desired medication in the ALL DRUGS list or the user Favorites list Click or double click respectively on an item name to select it Page 5 EXIT are 3 If a drug default exists click on the button to the left of the drug name a Click on the default of your choice to populate the Drug Information fields on the right of the screen b Once populated change any details in the Drug Information fields Modify the fields as needed by using the dropdown boxes or by typing in content for eachfield Ifany of the fields do not display a needed value or description it can be typed in 4 If a drug default does not exist for a drug complete the fields in the Drug Informatio
17. from a title first goto the screen obtained at the end of step 3 above Highlight the document from which you wish to remove the note phrase In the lower section of the screen check the box next to the additional note phrase caption Click the Deactivate Checked button and select the level to which this applies Click Yes and OK gt To reactivate a note phrase click on the Deactivated Items tab select the note phrase caption and click Reactivate Checked Yes and OK The additional note phrase will return to the document to which it was originally attached gt For information on creating additional note phrases please refer to Additional Note Phrases Document Categories Use this feature to create new document categories that display when Choose Titles is clicked You can use it for example to create alist of frequently used titles for your department team members 1 On the blue sidebar click on Help Options then Options 2 Click Document System then Document Categories 3 Click the Add button in the middle area of the screen 4 Enter the new category name in the Select Datalevel window 5 Make your selections for facility department or current user and click OK The newly created category will display in the yellow highlighted Category viewing line in the lower part of the screen 6 Click the Edit Documents in Category button 7 On the next screen in the left column Document Name place checkmarks in boxes next
18. lick on Macros located in the blue sidebar then click on Load 2 Locatethe macro name on the list Load it to the main screen by double clicking the display line or by placing a check mark in the box next to the macro name and clicking the Done button Note that when the Macro Name display line is selected the details of the Macro display in the upper right hand information box 3 Make your modifications to the documents or prescriptions contained in the macro 4 Click on the Save As button within the Macros menu on the sidebar 5 In the Select Datalevel pop up window enter the title for the macro 6 Make your selections for facility department or current user Click OK then OK on the information dialog box 7 The new macro can be verified by clicking on Load in the Macros box on the blue sidebar Page 4 ELSEVIER Macros Deactivating and Reactivating ExitCare provides a way to remove unwanted macros from the Macro name list and for quick reactivation for future reuse A Deactivating a Macro 1 Click on the Help Options group header then Options 2 Click Document System then Macros 3 Working on the Active Itemstab place a check mark next to the macroto be deactivated 4 Click the Deactivate Checked button 5 Make your selections for facility department or current user 6 Click Yes then OK The deactivated macrois now stored on the Deactivated Items tab and can be reactivated at any time in the future i
19. matically when the title is chosen 1 On the blue sidebar click Help Options then Options 2 Click Answer QuestionSystem then Document Level Answers 3 Locate a document name by typing it in the space under the Document Name heading where it says Click here to define a filter at the top of the screen 4 Highlight the document name by clicking on it once If the document has questions they will display in the lower half of the screen 5 Highlight the question for which you wish to set a default answer 6 Specify the facility and department using the dropdown boxes near the bottom of the screen 7 Select from the dropdown box or type in a default answer for a specific facility for a specific department or for the currently logged in user Note that user answers override department answers for any given user and department answers override facility answers for any given department 8 Click the Save button Additional information gt The selected created answer will be displayed automatically in the specified document Note that this answer is specific to the document even if the same question appears in a different document For guidance on creating a default answer for a specific question regardless of the document that the question is in please see the section titled Default Answers for Specific Questions gt For guidance on creating custom questions and answers and how to add them to documents please see the se
20. n section Starting with the RXand OTC buttons select or type in the content for the required fields If any of the fields do not display a needed value or description it can be typed in The next field will activate after the previous one is filled in 5 If desired check Include Drug Information Sheet 6 In the Additional Instructions box type in any instructions or click Instructions Lookup for a library of additional instructions Make selections and click Add Selected 7 Click the Save to Defaults button in the lower right of the screen 8 You will now see one or more dropdown arrows in place of the Drug Information section To the right of the drug you are working on click the dropdown arrow under the Default Level column 9 Select the Default Level Global Facility Global Department Department or User from the drop down list 10 Click the Save button in the bottom right of the screen The default will now display in the within the ALL DRUGS list Additional information Defaults can be set up for common OTC medications that are routinely prescribed for patients When doing so to be able to print scripts the radio button in the Drug Information section must be set to RX before saving the default gt To deactivate a default right click on it and make the appropriate choice on the pop up list Drug Favorites Personalized Drug Lists A logged in user can have their personalized Favorites drug list appear abov
21. port process will begin When complete you will see all the names within the caregiver matrix You can easily sort the names by any of the columns to group the data in a more convenient format For example if you wanted to see the list sorted by specialty simply click on the title of that row You can also click and drag the columns to rearrange them When done click on Save Grid Layout C Editing Caregiver Data 1 Highlight the row of data you wish to edit click the Edit Highlighted button and make changes 2 Click on Save Choose whether the changes will be for one or all facilities one or all departments or just the current user Click OK D Deactivating a Caregiver 1 Check the box to the left of the name that you want to deactivate 2 Click the Deactivate Checked button Choose whetherthe changes will be for one or all facilities one or all departments or just the current user 3 Click Yes then OK E Reactivating a Caregiver 1 Click on the Deactivated Items tab 2 Select place a check in the checkbox next to the doctors you wish to reactivate 3 Click the Reactivate Checked button Inthe Confirmation window click Yes Then click OK Page 19
22. se see Elsevier s ExitCare Word Processor Manual a Within the new document key in your own title and subtitle if you wish b This window offers most common word processing tools bold font size alignment copy paste create table styles etc Styles used in ExitCare documents title and subtitle styles bullet styles heading styles are available via the styles buttons in the tool bar above the document Tool tips show what the buttons arefor when the cursor is placed over them You may also insert graphics using the tool bar button showing a cactus Tables can also be created in these documents c Also note that you can import your own text by using the import button directly under the English tab provided the document is in RTF format In addition you can copy and paste text directly into the document For best results use text that is minimally formatted no bolding italicizing etc d The Insert Field button at thetop centerarea of the toolbar allows you to add questions fields into the document for users to respond to on the document s Questions tab The text in your inserted field does not display in the document for the patient tosee Therefore you will need to manually add relevant text for the patient to read Page 15 ELSEVIER e Use the Set Document Sections button to identify which document sections to include such as facility header and footer etc 6 Savethe document selecting the visibility level in th
23. shed selecting the facility or department settings in the popup window then click OK gt For additional related information please see the sections titled Question Types Custom Documents Copying and Editing and Custom Documents Adding New Documents Question Types ExitCare has seven Question Types that you can use to create custom documents Below are descriptions of each as they appear in the Questions tab of the document in which theyare inserted gt Checkbox Createsa checkbox which can be checked or left unchecked Date Creates a dropdown calendar from which a date can be selected Dropdown Createsa dropdown box from which user created answers can be selected QuickPick Createsa field in which user created answers can be selected from buttons or from a dropdown window gt Temp Creates a field in which user created temperatures can be selected from buttons or from a dropdown window Page 8 ELSEVIER gt TextBox Creates a textbox in which text can be entered gt Today s Date Creates a field in which today s date is automatically entered For additional related information please see the sections titled Custom Questions and Answers Custom Documents Copying and Editing and Custom Documents Adding New Documents Default Answers for Specific Documents The Document Level Answers section allows you to selector create default answers for specific documents so thatthe answers are displayed auto
24. sses ener nennen 14 Custom Documents Copying and Editing cccccceeceeceeceec eee eee eee eee nennen nennen nnne nnns rne rn ern nnns 15 Custom Documents Adding New DOCUMENMS cccccceeceeceecee cee eee enses senses sen esses essere area n sane 16 Additional Selected Features rre IRE a aia iden Ede uo eds ache Hes Peau eue 17 Changing PEIDEBES oii eee o Dres eter Pere rr er ED ET E coun inwus Ser wus sun wanes Pep eE OROEN 17 Resetting PIS WOOS norio aaa ode see tas etd ena voa oa oa eden pla RESP urs pis NES pEs Ere pis E re er ges a RE 17 Doctor Syste Meannan ae er ire U m 17 Page 1 ELSEVIER Welcome Elsevier s ExitCare offers Patient Education Solutions including the ExitCare Discharge Information System and the ExitMeds Prescription Writing and Drug Information Systems If You Need Further Assistance For basic instructions please see the ExitCare Basic User Manual If you need additional help you can click on the sidebar group heading of Help Options and then the Help icon If you would like an in service CD that explains features in detail or have other questions please call your ExitCare Account Manager at 800 694 6669 ext 3 Also options for viewing our training videos online can be found at http exitcare com support training Program Overview The ExitCare software is quick and easy to use yet is comprehensive in what it offers clinicians Program features include the
25. st and last rows of the actual data to be imported exclude headers etc This will prevent errors such as blank lines from displaying in your ExitCare data table You can also specify other data formats in this window Click Next when finished Page 18 ELSEVIER EXIT are 8 The File preview window shows how the specifications you stated are causing the data to look If the columns are not correct clickon the Back button and correct any data format issues If the columns are correct click the top of eachcolumn to specify the correct column title so that ExitCare knows where to place the data within the caregiver list For example if the second column contained first names by clicking on the top of that column and selecting FirstName ExitCare knows this is the first name of the caregiver Repeat this process to identify all columns of data Click Next when done 9 The Data preview window allows you to preview the data Ifnecessary you canclick onthe Back button to make adjustments on previous screens You can save the import specifications you have set up thus far by clicking on the Specifications button clicking the Save button and giving the setup a name in the Import Specification field Inthe future you can reload that specification setup for more importing Click OK to close the Import Specification pop up window When complete click Next on the Data Preview window 10 On the Summary window click on Execute and Yes and the im
26. te it or by clicking on Edit Highlighted you can returnto the edit screen to modify it Once notes are deactivated they can be reactivated by clicking on the tab of deactivated notes checking the box of the note to be reactivated and clicking on Reactivate Checked Additional Note Phrases Attaching to Document Titles Once an additional note phrase has been saved to the ExitCare additional note library you can attach the note phrase to a specific title This provides an easy way to add required additional information related to patient care to a specific title Use this tool to save time and eliminate the need for manual entry of common note phrases For guidance on creating new note phrases please see the section titled Additional Note Phrases 1 On the blue sidebar click on Help Options then Options 2 Click Document System then Document Level Additional Notes Note that the screen shows three work sections Page 11 EXIT are 3 Locate the document in the Document Name topmost section and click on the title The title will then be highlighted 4 Select the additional note phrase or phrases from the middle section by clicking in the check box 5 Click the Add to selected document button 6 In the Select Datalevel popup window make your selections for facility department or current user 7 Click OK Selected and saved notes will show in the lower section Additional information gt To remove an additional note phrase
27. ter the note itself 5 Type in your note in the large field below the title Note the extensive word processing capabilities indicated by the buttons at the top of the note field 6 You have the option of adding the note to every document by checking the Add to every document box 7 Click Save 8 Make your selections for facility department or current user Click OK Additional information gt You can also add notes by first clicking on the Lookup Notes button in the Questions tab screen after selecting a document Next click the Edit Notes button That will bring you to the same Additional Notes screen obtained in step 2 above Additional notes or phrases created and saved by either method will be available by clicking on the Lookup Notes button in the Additional Notes section under the Questions tabfor a selected document gt For those sites with multiple language needs consider a numbering scheme for your notes For example note number 101E is the note in English 101S is the identical note in Spanish and 101P is the identical note in Portuguese This type of numbering system allows you add notes or phrases to the bottom of documents and only have them translated once Since the foreign language charactersare not available on this screen it is best to create the translated phrases in a word processing program and copy and paste the translated text gt Once you have created an additional note phrase you can preview it deactiva
28. to both screens A Adding an Individual Physician 1 Click on the Add button and then fill in all relevant information Only the First Name and Last Name fields are required 2 Once you are done click the Save button and choose if the new caregiver will be for one or all facilities one or all departments or just the current user Click OK The physician information will now display on the Attending Caregiver list B Importing a List of Physicians 1 To import a list you must first decide if you wantto delete the current caregiver list before importing the new list The other choice is toappend the data to be imported to the current list 2 If you want to delete the current list place a check mark in the Delete Caregivers box at the bottom of the screen 3 Click on the Import Caregivers button 4 Make your selections for facility department or current user Click OK 5 On the File Format window specify the format of the file that contains the list of caregivers Ifusing a spreadsheet to import list information the document must be in xls not xlsx format After making your selection click on Next 6 You are now in the File Name window Click on the three dots to the right of the Import from File text box and browse to the file that contains the data you will be importing Once the file is selected by double clicking for example click Next on the File Name window 7 In the Data Formats window enter the fir
29. to the document names that you wish to be in the category 8 Click the Move Right button Use the Move Left button to remove a title from the category list 9 Click the Save button when you are done Page 12 ELSEVIER Additional information gt Once you have created a Document Category it can be viewed edited cloned copied deactivated or reactivated gt Cloning a category allows you to copy a category that already exists complete with its titles already included and save it as a different category This allows you to quickly create categories which are similar to an existing category but which have a relatively small number of document additions or subtractions Shortcuts Shortcuts are alternative titles synonyms or aliases that lead to one or multiple documents Shortcuts can make it easier for users to find titles and provide a way to customize title lists tolocal naming customs Theyalso allow documentsto be grouped to facilitate the quick retrieval of document care sets 1 On the blue sidebar click on Help Options then Options 2 Click Document System then Shortcuts 3 Click on the Add button in the lower part of the screen 4 Type in the name of the new shortcut 5 Make your selections for facility department or current user Click OK Note that if you check the box that says Apply to Current User ONLY thenonly the current user will see this shortcut in the Title List This allows each user to have
30. ttending Caregiver field Next click on Edit Database b For the Follow Up Caregiver screen On the Patient Information Current Patient screen under the Primary Caregiver tab click on the icon with the magnifying glass in the right of the Primary Follow Up Caregiver field Next click on Edit Database Page 17 ELSEVIER You can add to your caregivers list by either adding them one by one or by importing an existing list The easiest way to add a large group of caregiversis to have the list in a database or spreadsheet and simply import the entire list ExitCare is very flexible on the formats it can import but it is important tocreate a database with all the necessary columns Please contact ExitCare for a template to organize your data before beginning this process The data used for Primary Attending Caregivers are First Name Last Name Title DEA number NPI number State ID number and whether oversight is required and only the former three if not printing prescriptions For Follow up Caregivers please provide the first six items above plus specialty clinic name address phone number fax number and email address A Misc miscellaneous field is also available if needed There are no required fields for either type of physician when importing a list Other thanthe above mentioned differences in data since working with each screen Attending Caregivers and Follow up Caregivers is identical the following instructions apply
31. ttons B Adding Questions Answers to Documents 1 Click Document System then click Documents 2 Clone an existing ExitCare document or create a new one please see the relevant sections below 3 Place your cursor in the location for the question you wish to insert 4 Click Insert Field in the top line of the menu bar above the main text area Find and click on your question in the Pick Question popup window then click Add Your question the field will appear in this format lt lt xn gt gt 5 The field will be added to the document and will automatically be added to the Questions tab which ExitCare users see for that document The text of the inserted question on the Pick Question window does not display in the document for the patient to see it is for the ExitCare user to see Therefore you will need to manually add text perhaps in front of the field for the patient to see Enter text which may be a statement rather thana question that will be relevant to the patient when they see the answer chosen by the ExitCare user when using this field To see an example of how ExitCare uses fields you may wish to examine several documents with fields 6 If the document is a Form Check the This document is a form box The document will always be printed on its own page and will never be combined with other documents This will also categorize your new document as a Form on the Print Fax Email page 7 Click the Save button when fini
32. wer any questions presented under Custom Document Questions 6 Add necessary drugs and drug information sheets Note that drugs can be saved witha status of either New or This Visit In Hospital 7 If needed click on Add Excuse Formin the blue sidebar Fill in any additional notes and complete the information under Custom Document Questions Note that on forms like Work or School Excuse forms if two days from today is selected for the return to work date for example then whenever this macro is used in the future it will add two days tothe current date at that time Also note that any forms selected such as the Excuse Form are not included in setting the document print order and will print separately 8 Click on Language Size to customize as required 9 When all customization is complete click on Save under the Macros group Entera name for the macro and make your selections for facility department or current user 10 Click the OK button to save the macro Click OK on the information dialog box Additional information Your macro will preserve the document order each time it is used If needed you can rearrange the document order on the General Print Settings screen under the Document Name group by clicking and dragging the documents gt To use a previously created macro Click Load within the Macro group A list of all macros available to the logged in user will be presented Select a macroby either double clicking
33. wn list is located at the top of the left column The Main printer drop down list is on the top of the right column 3 Choose a printer or printers in the list s for the print job on which you are working Note that the change in printers will only apply to the print job at the time of printer selection Until the printer is permanently reset on the next print job the printer will default back to the one set by the Administrator If a permanent change to the printer location is needed please contact your ExitCare Administrator Resetting Passwords 1 To access the screen for resetting passwords go to the blue sidebar Click on Help Options then Options 2 Click on Security Settings then Users 3 Highlight click on a user s row of data 4 Click on Reset Highlighted User s Password at the top of the screen Entera password and click OK Doctor System This section is where you add to your caregivers lists edit the profiles of existing caregivers and deactivate and reactivate caregivers You can access the Attending Caregiver or Follow up Caregiver screen via two routes 1 From the sidebar Click Help Options Options Doctor System then either Attending Caregivers or Follow up Caregivers OR 2 From the Current Patient screen a For the Primary Caregiver screen On the Patient Information Current Patient screen under the Primary Caregiver tab click on the icon with the magnifying glass in the right of the Primary A
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