MichiganMRI.com User Manual
Contents
1. gt gt a sea rch Records found 180 gt The user can also change the number of records to be shown per page in the upper right hand corner To navigate through the list of physicians click on the numbers or arrows at the bottom of the list To edit a physician click on the pen in the far left hand column To view a physician click on the binoculars in the next column To the right the error column shows you if the physician is error free represented by the green circle with check mark or if errors need to be fixed represented by the red triangle with exclamation point Click View Errors to filter the list to show only those physicians that have errors to be fixed The Search fields that are available for Physicians are License Last Name First Name Address Line 1 City State and Zip Code and are found in the drop down list The search will display results for partial entries For example if you type in North and search Address Line 1 it will return all addresses that contain North If you search for Ba under last name it will return all physicians that have last names including Ba anywhere within their name If there is a search function that would be useful for you and is not provided please contact admin michiganmri com to see if it can be added to the site The Show All button shows all records after a search is performed It is also used after you view errors to reset the list to show all re2. a message will Ce aga eB O 76543201 7 eet ae Quarter iv Indude Physicians appear notifying you of the first date data is T anan available for reporting If more than one Service ID is available for your site you will be allowed to select which Service ID you want to report by selecting from the drop down list Select how you would like the data to be grouped using the Group by drop down list The options available are Quarter Month or Date Check the box if you would like to Include Physicians in your report this will show you the referring physicians as well as their contributing visits and adjusted procedures Page 15 AP Report Display on Screen AP Report by Month 76543201 Date of Visit Visits Errors October 2010 November 2010 Totals 216 471 90 Data that contain errors may not have accurate AP calculations Data without errors may still show a small margin of error usually less than 0 1 due to differences in rounding methods when comparing with MDCH MRI Utilization reports AP Report Printer Friendly The report to the left is grouped by Quarter The report lists the number of patient visits in the quarter the number of visits that contained errors and the total Adjusted Procedures Click on Printer Friendly in the upper right hand corner to view the printer friendly version of the report Adjusted Procedures Report by MichiganMRI com SOENS T S R L O This report is a samp
3. circle with check mark or if errors need to be fixed represented by the red triangle with exclamation point Click View Errors to filter the list to show only those visits that have errors to be fixed When the trash can is clicked you will be prompted to confirm the deletion of the record As mentioned earlier click the Add New button in the upper left corner to add a new MRI visit Page 7 Add Visit As the page loads some fields are Add MRI Visit sled automatically populated for you If you only Reset have one MRI service the Service ID will Saag iii automatically be selected for you Date of Visit 06 22 2010 MM DD YYYY Sex Select 7 Date of Birth MM DD YYYY fl Age Age Years v Sl Corer ay If you have more than one MRI service the Ts ee an z system will save the Service ID each time you 4 Referring Physician Selea E save a visit and automatically populate the Expected Pay Source Seea n Service ID with the one previously saved for i es bac subsequent visits added If you logout then 1st Scan Region No Scan x Ist Scan Sedation None x the Service ID will be reset the next time you 1st Scan Contrast Seet 1st Scan Completed Select 7 login 2nd Scan Detail Seting 2 Scan Region to No Scan will result in all subsequent Scan Detail being removed Hide 3rd Scan Detail Hide The Date field will automatically be populated 4th Scan Detail Hide
4. go to the next field This can save time when moving between textboxes but depending on typing speed can lose time when using the drop downs Because the drop downs can be typed in there is a 3 second pause to give the user ample time to type their selection before the cursor goes to the next field With auto tab turned off you press the tab key to move to the next field giving you more control over the speed of entry You can also disable Unique ID and Age Calculator only an option with auto tab turned off to increase the speed of entry if these are features that you don t use Please refer to the Account Settings section for more details on how to adjust these settings Age Calculator Add MRI Visit Service ID 06009801 Unique ID Date of Visit 06 22 2010 MM DDDg Sex Select v Date of Birth MM DD YYYY S Age Age ZIP Code zip County Select x Patient Status Outpatient v Clinical Research Clinical Scan Detail The Scan Detail is now more interactive to reduce errors in subsequent scans Notice the 2 scan detail is not enabled Only after you select a scan region for the 1 Scan will you be allowed to select a scan region for the 2 scan In addition you will not be allowed to enter any other scan detail for subsequent scans until the region has been selected For example you have to select 2 scan region before you will be allowed to select 2 scan sedation ist Scan Det
5. with the current date for the first visit you 5th Scan Detail Hide add The system saves the Date and will Tip All Drop Down Lists can be typed in automatically populate the Date with the one to quickly go to your selection previously saved for subsequent visits added If you logout then the Date will be reset to the current date the next time you login A calendar popup on the date field is included to easily select the date of visit or you may type it in By Default the Age will automatically be set to Years although you can change the drop down to Days Months or gt 99 The Patient status will automatically be set to Outpatient and can be changed to Inpatient Those fields that are not pre filled have the background color set to yellow if they are required for final data submission Any visit can be saved with errors as long as the date is entered As you fill in these required fields the background will change to white Unique ID is an optional field that you can use to enter up to 10 characters that will identify the patient for you This ID will be added to the Record ID on the list page For example a patient has an initial Record ID of 12345 anda Unique ID of 6789 The Record ID on the list page will show as 123456789 You can then perform a Search on the MRI List page for 6789 under Record ID and easily find the patient you re looking for When you enter a Z
6. Contrast Scan w amp w o Contrast Single w o Contrast Single w Contrast 2nd Scan Completed Yes Incomplete 3rd Scan Region Head Cervical Spine Thoracic Spine Lumbar Spine Chest Upper Abdomen Pelvis Extremities Other Head Neck Angio Chest Heart Angio Extremity Angio Abd Pelvis Angio Breast 3rd Scan Sedation None Sedation Re Sedation Special Needs 3rd Scan Contrast Scan w amp w o Contrast Single w o Contrast Single w Contrast 3rd Scan Completed Yes Incomplete 4th Scan Region Head Cervical Spine Thoracic Spine Lumbar Spine Chest Upper Abdomen Pelvis Extremities Other Head Neck Angio Chest Heart Angio Extremity Angio Abd Pelvis Angio Breast Ath Scan Sedation None Sedation Re Sedation Special Needs 4th Scan Contrast Scan w amp w o Contrast Single w o Contrast Single w Contrast 4th Scan Completed Yes Incomplete 5th Scan Region Head Cervical Spine Thoracic Spine Lumbar Spine Chest Upper Abdomen Pelvis Extremities Other Head Neck Angio Chest Heart Angio Extremity Angio Abd Pelvis Angio Breast Sth Scan Sedation None Sedation Re Sedation Special Needs Sth Scan Contrast Scan w amp w o Contrast Single w o Contrast Single w Contrast Sth Scan Completed Yes Incomplete Page 18 Definitions The following are Definitions provided by the Michigan Department of Community Health Definition of Inpatien
7. KEES J j Zip code and Sex Note Service will either be Edit View Record ID i Date Zip code Sex Errors Delete the ID number assigned by MDCH to identify the 2 EROE RER ara a ere 2a A a MRI Service and Host Site or an alternate name No 9 539860 MRI 2 12 18 2010 21 49014 Male O that you assign it to identify it Please see KES ONS T O TEAR T E S i jj i A y 538667 MRI 2 11 30 2010 8 48707 Female w Account Settings section for more information CES Fee ee ae z a A 538669 MRI 2 11 01 2010 87 49024 Female wy 538670 MRI 2 0 2 4 49015 Mal a The top center of the table shows you how many en ee i me wy 538671 MRI 2 10 25 2010 78 48001 Female v G pages of data there are in the list as well as the No 539158 MRI2 10 23 2010 16 49807 Female A y 539160 MRI 2 10 23 2010 24 49807 Female a total Records found in the bottom right corner The number of records found is useful when you re trying to determine the number of results from a search Records found 496 i D The user can also change the number of records to be shown per page in the upper right hand corner To navigate through the list of visits click on the numbers or arrows at the bottom of the list To edit a visit click on the pen in the far left hand column The next column allows you to view the visit represented by the binoculars To the right the error column shows you if the visit is error free represented by the green
8. Line 2 City City State Stat Zip Code Zip 4 ext Email Support admin michiganmri com The only field required to save the physician is the Last Name The other required fields will need to be entered prior to the final quarterly submission This feature is included for those users who want to enter visits rapidly and then return to enter physician information such as license number and address The magnifying glass next to the License field will open a new window with the State of Michigan s License Lookup website Page 5 Welcome Home Page Login When you login for the first time your username and password will be expired and you will be prompted to change your password Existing Client Login Existing Client Login In ation to providing a dsts entry tod chents can count on us to submit eccurste and timely dete on a quarterly schethie to the Michigan Communty Heath Request More Information Request Guest Access to Demo the site Access allows you te opportunity to login and Nave full access to the site to try aff of the festures Messe ems adminffmiciiganmri com to request a username snd password Copyright 2009 MI Health Data Services Inc AN Rights Reserve Change Password Change Password For enhanced security passwords must be 6 10 characters and Passwords must be 6 10 characters ape nd tain at least 1 number contain at least 1 number Y
9. Search on the MRI List page for 6789 under Record ID and easily find the patient you re looking for When you enter a Zip Code the County will automatically be populated if there is a Zip County match found in the database Zip Codes can cross county lines the system will auto populate the primary county If your records show a different county than what is populated please select the correct county from your records If there is not any Zip County match found select the appropriate county and it will be saved to be auto populated next time Note In addition to Michigan Counties the drop down includes options for Indiana Ohio Wisconsin and All Other To add 2 3 4 and 5 scans click on the plus size next to each to show the fields to be entered Click on the Hide buttons to the right to hide subsequent scan detail More information regarding scan detail will be provided below Page 4 There are also links throughout the page indicated by a that will direct you to any specific definitions provided by the Michigan Department of Community Health Add Visit Navigation Save Add New Logout Add MRI Visit Click Save to save visit at any time Click Reset after you ve started entering data and want to Service ID 06009801 clear it out and start over Click Add Visit if you Date of Visit 06 22 2010 mmjopprrry would like to enter another visit Click Back
10. ae MichiganMRI com Created by MI Health Data Services Inc MichiganMRI com User Manual Specialized Data Entry Utility and Reporting Service for MRI Service Providers in the State of Michigan in compliance with Certificate of Need Data Reporting requirements Created and Revised by MI Health Data Services Inc 1 22 2013 Contents About MICHIZANMRI COM cccecceeccecccnccecceecenccuccseceneeeuceseceneeeucteecaneeeuceseeeeeeeectseseneeeeceseeeeeeeeeeuetseeeeeeeeetseceeeeeueeeceeeeeaees 3 OCKSA GUUS ear ceaer cana EEEE EEEE E AAAA E E E ES 4 Werkome Homne gc Caa E R EE AEE 6 LOD E E A N N 6 CANS PSS NO O pea N 6 Reser Pa WOI arera E E E EEE AA AOAN EEE A E E EE 6 MIRES CONS aa E E A E EEE EE EEEE EEEE E 7 LOVE ar a tnacatae invests unseen ene utetaateaigotaattsipausineettatsaustaamuliaenavepeaue era prea reeperepee aera era 7 AdO VIS arate case A E E AE AAA E AA N OANE AAEE E E AAE EE EE OAE EE AS 8 Method of Data Entry AUtO Tab eeeeeeseessssessrnssnsressrssrrsrrsrnsrrrrrnsersrrsrrsrrrrstrstivrtrstrsttstrsrrsrtrrtretrsttstesrerrereerseeseeseenne 9 PECL ICU O E eee ee N S 9 SD E E tee E E E ere ee eee re 9 Add Visit Navigation Save Add New Logout ccccecccsecceecceeceeecceccenceeneceeceeeceeuceenceeeeeeecteuceeneeaneeeeseecteneeeeeaes 10 VEA VI ENTENTO a e E E E E 10 Add New Physician from Add Visit Page cccceccssccsecceecesececcsecenceeuceseceseeeeceeeeeeccseeeuctseceeeeuetseeeseeeueteeeeeeeueeeeea
11. ae MichiganMRI com on the Support link in the upper right hand corner from any page The support page will load in a new Create Support Ticket window From this page you can All Fields Required epee submit a support ticket and you also Name 1 Create Support Ticket can download the user manual or ee ee Company 2 Email admin michiganmri com Backup Visit Form also included in the manual A support ticket or email is Email Address 3 Call Stephanie 269 274 1616 the best form of contact as Ooo Stephanie will be better able to email Question you back regardless of what may be Downloads otherwise occupied with meetings User Manual appointments etc If you do not hear Backup Visit Form back in 24 hours please call as there is paseo most likely something wrong with the Sub email system Copyright 2009 MI Health Data Services Inc All Rights Reserved If there is sudden unusual behavior it is usually caused by the server where the website is hosted or it is a local problem on the client end do my best to determine if there are any problems with the site but if it appears to be otherwise working for myself and other clients then you will be referred to your in house help desk to determine the cause of the behavior it s usually due to a firewall issue within the client s network In the past have had 2 very brief issues with the server as well as 2 issues reported from a cli
12. aes 10 ECHL WISI e PR E EEE E E E E E A AE EE A E 11 VIW WIS Earn EE T E E E E O E E E A E E A E E 12 DEEN I e A ave ese E E E 12 Rere PAVA E e seus ontsuee suse estaoueneucebusctegubscnbeeesuns sane peeyaestuoe eee eee 12 EIS COM AY SICIAINS Sonne vtnase tunes ansantnandenndes anaes aennsuiinaodina se mutes nseoseandetmaetdunesagasesusudaduacsteseeueeseredeeeden seus seeeste wer sesteustewetacessees 13 FT 9 9 Bed SIC eoe nee eer 13 EGE PIV SG a EE nessa E E EEEE EEE EEE EE EAEE 14 VIEW PAVICA ceresna EE 14 RODO e E E N E E N an 15 Adjusted Procedure Report ccceecssccsecsecseceeccsecsecsececeeeeeeeseeeeeseeseeeeeeeeeseeseeeeceeeeeeeseeeeeeeceeeseeeaeeeeceueeeeseeeeeseeeeeeeeeegess 15 AP Repor DISDIay oN SEGN secretes tee seve tec e EEES 16 AP RODO Pn er FENY e E E E A E N N NN 16 AC OUNCE TINE orea E E en nen T rr er tee rrerrr errr er nrert ir rr errr errrer terre 16 M PrO e 16 UO e NENANA ENANAR ANNAAS 17 MRI Visit Backup Paper FOLII sreerrrereririrerrrer rererere serer EEE EEEE E Er E E EEEE A E eee 18 DO E Meni t Gel da Sis RIERA 19 D finition of Inpatient Outpatient csecnepcsenseseaesvaneevouencgesessocurecsensseocuencvencaendesuanenmannussaaumnautapiaaiuensu aa 19 Definition of Referring Doctor Doctor and LICENSE PLefixeS c cccceccecceecseccecceceucceceeeeeuseuceueeeeeeeseeceueeeeeeeeeeseeeeeeeeess 19 Page 2 PRAAN E D E ame WC ee 19 Magnetic Resonance Imaging Procedure sessssesssrrsesrrses
13. ail ist Scan Region No Scan v ist Scan Sedation None v ist Scan Contrast Select v ist Scan Completed Select M geosseeg 9 2nd Scan Detail Setting a Scan Region to No Scan will result in all subsequent Scan Detail being removed Hide 2nd Scan Region No Scan v 2nd Scan Sedation Select v 2nd Scan Contrast Select v 2nd Scan Completed Select v 3rd Scan Detail 4th Scan Detail Hide 5th Scan Detail You now have the option to calculate patient age from the patient s date of birth By clicking on the calculator icon the age will automatically be populated Note The Date of Birth is not saved only the Age If only the Date of Birth is entered the visit will show as having errors for missing Age of patient If a valid date is not entered then an error message will occur indicating why the date is not valid If you select No Scan for a scan you will be notified that all subsequent scans will also be set to No Scan In the example to the right there are 3 scans entered The 1 scan is then set to No Scan triggering the prompt that 1 through 3 scans will be removed You have the option to Click OK to continue with the change or you may click cancel and it will revert the 1 scan to its previous selection and all subsequent scans will remain unchanged Page 9 The page at https michiganmri com says hes 1st Scan will be Removed 2nd Scan w
14. ail to support is unsuccessful you will also be notified and asked to email support directly Add New Physician from Add Visit Page 5 mre PETTE e o i G gt gt g t If a physician is not listed in the drop down click on the sanae PE Plus sign to the right to add a new Physician Date of Visit 04 06 2010 mm oorrww sex Seea Date of Birth MM DD YYYY g OR Age Age Years v ZIP Code ZIP County Select 7 Add New Physician Patient Status Outpatient v Clinical Research Clinical v Ff Save Cancel Referring Physician Expected Pay Source License Number License State of Licensure Michigan 24 ist Scan Detail Last Name Required First Name First Name 1st Scan Region Middle Name i Suffix GR JR MD L IL etc lation None v pleted Select 7 ist Scan Contrast ary Primary Practice Location House Number House Number Suffix Address Line 1 Address Line 1 Suffix Type Address Line 2 n The only field required to save the physician is the Last Name The other required fields will need to be entered prior to the final quarterly submission This feature is included for those users who want to enter visits rapidly and then return to enter physician information such as license number and address Email Support admin michiganmri com The magnifying glass next to the License field will open a new window with the State of Michigan s License Looku
15. by a that will direct you to any specific definitions provided by the Michigan Department of Community Health They are to the left of Patient Status Referring Physician and Scan Sedation Delete Visit Page 1 of 152 Records per Page 10 v i Record ID Service ID Date Age Sex Errors Delete bed 534338 06009801 06 07 2010 as i w 534333 06009801 05 20 2010 29 49014 Male aa G bad 534317 06009801 09 28 2009 49 48761 Female v j wy 534314 06009801 09 28 2009 56 48749 Female o Click OK to confirm or Cancel to cancel the delete request This is a permanent deletion You will not be able to get the record back into the system after it is removed Referring Physicians Click on the Physicians tab to view the Physician list MRI Scar Physicians eports 3 de ow Page 1 of 70 Records per Page 10 Edit View Record ID Service ID Date Zip code Sex Errors Delete w 535810 06009801 08 30 2010 21 49014 Male wy 535711 06009801 08 25 2010 12 49014 Male OG ss page 12 Click on the binocular icon in the View column next to the appropriate record View MRI Visit Record ID Service ID Date of Visit Sex Age ZIP Code County Patient Status Clinical Research Referring Physician Expected Pay Source 1st Scan Region 1st Scan Sedation ist Scan Contrast ist Scan Completed 534333 06009801 5 20 2010 Male 29 Years 49014 Calho
16. cords When the trash can is clicked you will be prompted to confirm the deletion of the record If you delete a physician from the Physicians list it WILL REMOVE PHYSICIAN FROM ALL VISITS Click the Add New button in the upper left corner to add a new Physician Add Physician The only field required to save the physician is the Last Name The other required fields will need to be entered prior to final submission This feature is included for those users who want to enter visits rapidly and then return to enter physician Add New Physician License Number State of Licensure Michigan v e information such as license number and address Last Name Required First Name FirstName a Sk You will be notified when you save a physician if Middle Name Suffix SR JR MD I IL etc z A there are any required fields that will need to be Primary Practice Location Dp House Number House Number Suffix A 2 etc corrected prior to submission Address Line 1 Address Line 1 Suffix Type ST BLVD etc i OEN BREER When you click the magnifying glass next to the ress Line 2 rc License field a new window will open with the City City State MI Tsien cigs ach TE State of Michigan s License Lookup website Email Support admin michiganmri com Page 13 If another physician is found in the database with the same license number the physician will not be saved wi The
17. dit MRI Scans and Physicians To Add New MRI Scan Click the Add New button on the left To Add or Edit Physicians click on the Physicians tab Add MRI Visit If you only have one MRI service the Service ID will Add MRI Visit automatically be selected for you otherwise select the appropriate Service ID Service ID 06009801 Unique ID Date of Visit 06 22 2010 MM DD YYYY Sex Select 7 Date of Birth MM DD YYYY F Age Age Years v Those fields that are not pre filled have the background ZIP Code ZIP County Seet 7 f Patient Status Outpatient v Clinical Research Clinical Ooo color set to yellow if they are required for final data SEE ST T 7 submission Any visit can be saved with errors as long as pedd Pay Source REE the date is entered As you fill in these required fields the background will change to white ist Scan Detail ist Scan Region No Scan 1st Scan Sedation None v z ea a SRT eer a Unique ID is an optional field that you can use to enter Pee SES hbk T E T T E up to 10 characters that will identify the patient for you eo oe This ID will be added to the Record ID on the list page Magee For example a patient has an initial Record ID of Sth Scan Detail 12345 and a Unique ID of 6789 The Record ID on a ETE the list page will show as 123456789 You can then Tip All Drop Down Lists can be typed in to quickly go to your selection perform a
18. dle Name Sufix DO se Mo a Code field to the left Primary Practice Location House Number House Number Suffix A 2 ete From this page you can navigate back to the Address Line 1 4677 TOWNE CENTRE RD 301 Suffix Type ST BLVD et physician list by clicking Back add a new Address Line 2 physician by clicking Add New or edit the SNOREN hia i selected physician by clicking Edit Zip Code Required Zip 4 ext Email eee admin pete Reports Click on the Reports tab to go to view report options oc Physi 4s Reports gt Currently there is only one report available to view Adjusted cot Th wD gt aD Procedures This feature is available on a subscription basis Please contact admin michiganmri com for subscription Record ID Service ID Date Age Zip code Sex nfo rm ati on g 535810 06009801 08 30 2010 21 49014 Male G a A 535711 06009801 08 25 2010 12 49014 Male Page 1 of 70 Adjusted Procedure Report Reports MRI Scans Physicians eee Click on the Adjusted Procedures link to view i Adjusted 4 Select Repi procedures options available for creating the report Reports MRI Scans Physicians Select the date range for the report by either Select Report dlusted selecting the appropriate Qtr and Year or by selecting a custom date range Adjusted Procedures If you choose a Start Date prior to the start Qtr 4th vear OR Date Range 1w o0 rt to date of your subscription
19. ent who needed their help desk to resolve an internal firewall issue all in the last 5 years so any issues are very rare It is highly recommended that you print out a Backup Visit Form if for some reason there are internet connection problems In addition to questions or problems please feel free to provide feedback on improvements or changes you would like to see made to the site The site will be continuously improved but user feedback will take priority over other planned improvements Page 17 MRI Visit Backup Paper Form Service ID Date of Scan Age Years Days Months gt 99 circle one Sex Male Female Referring Physician Expected Pay Source Medicare Medicaid All Other Insurance and Research Self Pay Partial or Full No Charge 1 Scan Region Head Cervical Spine Thoracic Spine Lumbar Spine Chest Upper Abdomen Pelvis Extremities Other Head Neck Angio Chest Heart Angio Extremity Angio Abd Pelvis Angio Breast 1 Scan Sedation None Sedation Re Sedation Special Needs 1 Scan Contrast Scan w amp w o Contrast Single w o Contrast Single w Contrast 1 Scan Completed Yes Incomplete 2nd Scan Region Head Cervical Spine Thoracic Spine Lumbar Spine Chest Upper Abdomen Pelvis Extremities Other Head Neck Angio Chest Heart Angio Extremity Angio Abd Pelvis Angio Breast 2nd Scan Sedation None Sedation Re Sedation Special Needs 2nd Scan
20. error message is shown below Physician License matches existing Physician SMALL Physician cannot be saved 2 License Number 1234 State of Licensure Michigan v If another physician is found with the same first and last name the system will notify you and ask for ee First Name First Name Middle Name Suffix SR JR MD I If etc confirmation prior to saving Note The system will allow duplicate physicians if there is no license number ies b end Veet name een entered The system will NOT allow duplicate license numbers existing Physician with License None drra a Note regarding State of Licensure The Michigan Department of Community Health only credits Michigan Physicians for the purposes of MRI Utilization For a list of accepted license number prefixes 430 510 etc click on the next to License Under State of Licensure drop down list there is an option for Non Michigan as well as Not a Doctor It is not recommended that you use this as an option if it s not absolutely necessary If you have a Physician s Assistant or Nurse Practitioner referring please use the Physician that they work under as the referring physician so that physician can be properly credited during the utilization calculation Edit Physician Page 1 of 46 Records per Page Click on the pen icon under the Edit column next i a License Last Name First Name i Errors Delete to the appropriate
21. eserserrrsesrrresrrrrsesrrsesrrreseseerrsesrereseerrsrerrsesreresreresreresesrereseerene 19 Definition of Sedated Re Sedated Special Needs Patient noesnesssersssrnsssnernssrresrrsrresrrsrrsstrsrrssrrsrrereesrresreeeereseent 20 Expected Pay Source No Charge Definition scccssccssssscsssscussesccuscousseseeuscousnesceuetssccussosstasceussosstesceussosstssceussousnes 20 About MichiganMRI com MichiganMRI com was designed and developed owned and operated by MI Health Data Services Inc as a utility used by MRI Service Providers to collect MRI Data as required by the Michigan Department of Community Health s Certificate of Need Standards MI Health Data Services Inc uses the data collected to submit quarterly reports as part of a service it provides its Clients The purpose of creating this website MichiganMRI com was to take advantage of new technology that wasn t available to the prior data entry site Some of these advancements include enhanced security increased validation of data and tracking and reducing errors As before the site is set up to make data entry easier for users by not requiring codes and controlling what can be entered to reduce errors in the data The following documentation will show you all of the features of the site and specific instruction on how to use the site The site will be continuously improved based on client feedback You may run across notes throughout this documentation
22. he MRI Scan List Page loads following a successful Home login In the upper left corner it shows who is logged in followed by links for Logout Change Logged in as mriguest ERD Password and My Account Physicians Support Following down the screen is a tab showing that you are on the MRI Scan page followed by the Physicians and Reports tabs See Referring ene en E a A more detail Page 1 of 1 Records per Page 10 v Copyright 2009 MI Health Data Services Inc All Rights Reserved There is a basic search function to enter text that you would like to find in a selected field The options for search fields are Record ID Date Age and Zip Code You can enter a partial entry such the beginning or end of a zip code or Record ID If you search for Age it will search for the complete entry If you search for Date boxes will appear to enter the month day and year separately You can enter a complete date or a partial date There is also a link to View Errors which is addressed later in the List of Visits section Click Show All to reset the list of scans to what they were when the page originally loaded To begin entering scans click on the Add New button on the left List of Visits Physicians Once there are scans entered into the system the page will show a list with some of the details of the visit including Record ID Service Date Age re accords per Page
23. ill be Removed 3rd Scan will be Removed Cancel Add Visit Navigation Save Add New Logout Click Save to save visit at any time Click Reset after you ve started entering data and want to clear it out and start over Click Add Visit if you would like to enter another visit Click Back to go back to the list of scans Click Logout if you would like to end your session Add MRI Visit Unique ID j Sex Select v Service ID 06009801 Date of Visit 06 22 2010 MM DD YYYY When you click Add Visit Back or Logout you will always be asked if you want to save the visit you were working on so it is not necessary to click the Save button after every entry if you plan on navigating through any of the other buttons When prompted click OK to Save or Cancel to not Save changes will be lost if you click Cancel Save a Visit with Errors Whenever a visit is saved the system checks it for errors The lid ii E save occurs and the user is notified what will need to be fixed Qe eae Errors The following fields are empty and will need to be fixed prior to prior to the quarterly submission Jit Scan Region ist Scan Sedation 1st Scan Contrast ist Scan Completed Note If a save is unsuccessful the system will attempt to record all data entered and automatically email it to support You will IL receive a notification if this happens If the em
24. ip Code the County will automatically be populated if there is a Zip County match found in the database Zip Codes can cross county lines the system will auto populate the primary county If your records show a different county than what is populated please select the correct county from your records If there is not any Zip County match found select the appropriate county and it will be saved to be auto populated next time Note In addition to Michigan Counties the drop down includes options for Indiana Ohio Wisconsin and All Other Also there may be times you need to enter a Canadian or other non standard Zip Code You may only enter 5 digits so please enter the first 5 digits and select All Other for the county To add 2 3 4 and 5 scans click on the plus size next to each to show the fields to be entered Click on the Hide buttons to the right to hide subsequent scan detail More information regarding scan detail will be provided below There are also links throughout the page indicated by a that will direct you to any specific definitions provided by the Michigan Department of Community Health These are also found in the definitions section of this manual They are to the left of Patient Status Referring Physician and Scan Sedation Page 8 Method of Data Entry Auto Tab The default for new users is to have auto tab turned on With auto tab you will not have to press the tab key to
25. le of the printer friendly report Service ID 76543201 Date Range 10 01 2010 12 31 2010 nah and is grouped by month including physicians It Date of Visit Visits Errors AP Referring Physicians io Physician Visits AP shows the number of patient visits the number of N a those visits with errors and the total adjusted ALPINER NEAL 14 21 35 i inn i i ei procedures for the month of August 2010 along with DARDAS GREGORY 35 77 70 the corresponding physician data FIELD MALCOLM 15 30 80 October 2010 212 0 415 30 HASAN MAHMOOD 8 14 35 KALKANIS STEVEN 37 71 40 NOELLERT RAYMOND 15 29 40 PEVZNER MARTIN 10 15 40 SMITH BOB 16 33 10 URBANSKI DAVID 19 36 40 Physician Visits AP November 2010 4 0 6 60 JONES SARAH 2 260 SMITH BOB 2 4 00 Totals 216 421 90 Account Settings From the MRI Scan List page the Physician List Page or the Reports menu click on the My Account button to access the My Profile page My Profile Pack My Profile Adjusted Procedure Subscription Current Email stephanie mihealthdata com Chanae Status Expires 12 18 2011 Customize Add Visit Page My MRI Service Auto Tab Feature on or 76543201 MRI2 Change a Disable Unique ID al Disable Age Calculator 76543202 MRI 1 Change _________________________ Page 16 be Logged in as mriguest Physicians Reports Sete SelectField v E a lt gt Maiin f showall Change the email address by clicking on the Cha
26. make the patient unable to comply with the positional requirements of the exam Re sedated patient means a patient either pediatric or adult who fails the initial sedation during the scan time and must be extracted from the unit to rescue the patient with additional sedation Expected Pay Source No Charge Definition NO CHARGE means an MRI visit where the patient is not charged a fee for the visit by the MRI service This does not include inpatient or other visits where the MRI visit is included in a larger fee being paid by a third part payer such as a DRG Diagnosis Related Group payment Page 20
27. nge link next to the email address Two textboxes will appear below and you will ask to enter your new email address twice for confirmation Click the Submit button to save changes to your email address as well as any changes to your Add Visit Page settings Please refer to the Method of Data Entry Auto Tab subsection of the Add Visits section of the manual for more information on how these settings work The upper left corner of the screen displays the status of your Adjusted Procedure Subscription If you don t have a subscription it will show Not Subscribed The bottom right corner of the screen is where you can manage your Service ID and Alternate Name for your service s The Service ID is assigned by MDCH to identify your MRI Service and Host Site You may give the ID an Alternate Name that will be displayed in all dropdown lists as well as the list of MRI Visits This is especially useful for those sites which have multiple services to manage data for Initially the Alternate Name is set to the Service ID to change this click on the Change link and the Alternate Name will show as a textbox that you may edit Click the Update link to complete the change The system will not accept an empty value please enter a value or leave the Service ID entered Return to the MRI Scan List page by clicking on the Back button in the upper left corner Support If at any time you need support click
28. ou will be notified every 6 months that ete your password is expired and will be prompted to create a new passwo rd New Password Confirm New Password You may also change your password by clicking the Change Password link once logged into the website See MRI Scans for more details E Note There is a known bug when using Mozilla Firefox as a browser Email Support When the Change Password change loads there appears to be text in the current password field If you use this browser delete the text and type in your current password Reset Password If the login information entered is incorrect an error message will appear in red as shown to the left The user can request their password be reset by ae mriguest clicking on Forgot Username or Password which will take the user to the following screen Existing Client Login By entering your email address the system will create a randomly An il will be sent containi login generated password and send you abzas pe ar ae eaae a Gon an email containing your will be required to change on first login username and new password Request Login Email Support admin michiganmri con Email Address The email address entered has to match the email on your user account Sates If you receive an error please contact us admin michiganmri com so Email Support that we may update your email address Page 6 MRI Scans 2 MichiganMRI com T
29. p website Page 10 If another physician is found in the database with the same license number the physician will not be saved The error message is shown below If another physician is found with the same first and last name the system will notify you and ask for confirmation prior to Saving Add New Physician Physician License matches existing Physician SMALL Physician cannot be saved State of Licensure Michigan v First Name First Name Middle Name Suffix SR JR MD L IL etc First and Last name match existing Physician with License None Would you like to SAVE Last Name TEST Once the physician is saved the Last Name First Name and License number will be selected in the drop down list Note The system will allow duplicate physicians if there is no license number entered The system will NOT allow duplicate license numbers If you delete a physician from the Physicians list it WILL REMOVE PHYSICIAN FROM ALL VISITS Edit Visit From the MRI Scan List page click on the pen under the Edit column for the appropriate record you would like to edit Page 1 of 152 Records per Page 10 v Record ID Service ID Date Sex Errors Delete E gt wy 534333 06009801 05 20 2010 29 49014 Male aa wy 534317 06009801 09 28 2009 49 48761 Female a g 534314 06009801 09 28 2009 56 48749 Female v a The Edit Visit page has the same features Edit MRI Visit Log Ou
30. record LAS o 9960 5101011271 Abbott Faith Saginaw g a N 9801 4301063026 Abdulrazzak Mamdouh Dearborn 9791 4301060886 Abesamis Wilfredo West Branch v i Edit Physician The Edit Physician page is nearly identical to the Add Physician page Any required fields that are missing will be colored in yellow For more information please see the License Number 5101011271 QA State of Licensure Michigan v Last Name ABBOTT First Name FAITH Add Physicia n section Middle Name Suffix DO SR JR MD I II etc Primary Practice Location House Number E F House Number Suffix A 2 ete Address Line 1 4677 TOWNE CENTRE RD 301 Suffix Type ST BLVD etc Address Line 2 City SAGINAW State Ml Zip Code ZIP Zip 4 ext Email no annie View Physician Page 1 of 46 Records per Page 10 License Last Name First Name i Errors Delete Click the binocular icon under the View column next ow 2950 sioi011271 Abbot Faith Saginaw o to th ea p p ro p ri ate reco rd 9801 4301063026 Abdulrazzak Mamdouh Dearborn 9791 4301060886 Abesamis Wilfredo West Branch v a Page 14 The Physician information is displayed the same as the Add and Edit Physician pages If there are any missing fields that are required for Back Add New Edit View Physician License Number 5101011271 State of Licensure Michigan a re eee submission it shows that as well See the Zip Mid
31. rocedure or a procedure conducted by an MRI unit at a site participating with an approved diagnostic radiology residency program under a research protocol approved by an institutional review board The capital and operating costs related to the research use are charged to a specific research account and not charged to or collected from third party payors or patients The term does not include a procedure conducted by an MRI unit approved pursuant to Section 9 1 Page 19 Definition of Sedated Re Sedated Special Needs Patient Sedated patient means a patient that meets all of the following i whose level of consciousness is either conscious sedation or a higher level of sedation as defined by the American Association of Anesthesiologists the American Academy of Pediatrics the Joint Commission on the Accreditation of Health Care Organizations or an equivalent definition ii who is monitored by mechanical devices while in the magnet iii who requires observation while in the magnet by personnel other than employees routinely assigned to the MRI unit who are trained in cardiopulmonary resuscitation CPR Special needs patient means a non sedated patient either pediatric or adult with any of the following conditions down syndrome autism attention deficit hyperactivity disorder ADHD developmental delay malformation syndromes hunter s syndrome multi system disorders psychiatric disorders and other conditions that
32. t Outpatient Inpatient means an MRI visit involving an individual who has been admitted to the licensed hospital at the site of the MRI service unit or in the case of an MRI unit that is not located at that licensed hospital site an admitted patient transported from a licensed hospital site by ambulance to the MRI service Outpatient means an MRI visit not involving an Inpatient Definition of Referring Doctor Doctor and License Prefixes REFERRING DOCTOR is defined to mean the Doctor of record who ordered the MRI Procedure s and either to whom the primary report of the results of an MRI Procedure s is sent or in the case of a teaching facility the attending Doctor who is responsible for the house officer or resident that requested the MRI Procedure s DOCTOR is defined to mean an individual licensed under Article 15 of the Code to Engage in the Practice of Medicine Osteopathic Medicine and Surgery Chiropractic Dentistry or Podiatry Prefix Codes Michigan Doctors are assigned the following four digit prefix codes by the Michigan Department of Community Health Doctor Type Code Chiropractor 2301 Dentist 2901 Medical Doctor 4301 Osteopath 5101 Podiatrist 5901 Magnetic Resonance Imaging Procedure MRI procedure means a procedure conducted by an MRI unit approved pursuant to sections 3 4 5 6 7 8 or 10 of these standards which is either a single billable diagnostic magnetic resonance p
33. t as the Add Visit page Any required fields that are empty are yellow Please refer to the Add Visit section of the manual to Error Status on coe a learn more about the features of this Date of Visit 06 21 2010 MM DD YYYY Sex Female 7 page Date of Birth MM DD YYYY F Age 12 Years v ZIP Code ZIP County Seet 7 Patient Status Outpatient x Clinical Research Clinical X 2 Referring Physician Barba Rudy 4301077167 i lt ti S SY W Ea Expected Pay Source Medicare W ist Scan Detail 1st Scan Region Extremity Angio 7 1st Scan Sedation None 7 ist Scan Contrast Single Scan with Contras _ ist Scan Completed incomplete F 2nd Scan Detail Setting a Scan Region to No Scan v ll result in all subsequent Scan Detail being removed Hide 3rd Scan Detail Hide F 4th Scan Detail Hide 5th Scan Detail Hide Page 11 View Visit Page 1 of 152 Records per Page 10 v Record ID Service ID Date Sex Errors Delete ree 534333 06009801 05 20 2010 29 49014 Male a 534317 06009801 09 28 2009 49 48761 Female G Gag 534314 06009801 09 28 2009 56 48749 Female fr The View Visit page shows the visit fields in a simple list If there is any information that is required it shows that in red At the top of the screen you have an option to edit the selected visit as well as add a new visit As with the Add Visit and Edit Visit pages there are links indicated
34. that discusses future planned improvements If you have any questions or would like to provide feedback please contact Stephanie Smith MI Health Data Services Inc PO Box 2445 Battle Creek MI 49016 269 274 1616 admin michiganmri com Stephanie mihealthdata com Page 3 Quickstart Guide Login ae MichiganMRI com Existing Client Login ae MichiganMRI com Home Support Logged in as mriguest q 4 t Et 4 My m Physicians com was crested to assist MRI Services within the Sate of Michigan Dy providing a use friendly dsta extry Rity to collect demograpfical information as required by the Micfigsn Department of Community Heath Need reguistion In dition to providing a dsts entry tod clients can count on us to submit accurate snd timely dsta on a quarterly schatje to the Michigan Department of Community Hesith Request More Information Page 1 of 1 Records per Page 10 v Request Guest Access to Demo the site Guest Access sows you the opportunity to login and Neve full access to te mie to try a of the festures Sense ens sdminfimichigswnricon to No Records Found requsst a and password Records found 0 Copyright 2009 MI Health Data Services Inc AN Right Reserved Copyright 2009 MI Health Data Services Inc All Rights Reserved Once logged in you will be taken to the Main screen From this screen you Login using the provided username and password can Add and E
35. to go back to the list of scans Click Logout if you would like to end your session When you click Add Visit Back or Logout you will always be asked if you want to save the visit you were working on so it is not necessary to click the Save button after every entry if you plan on navigating through any of the other buttons When prompted click OK to Save or Cancel to not Save changes will be lost if you click Cancel Add New Physician from Add Visit Page Add MRI Visit If a physician is not listed in the drop down click on Fi save my the Plus sign to the right to add a new Physician Service D Select Ra Unique ID 7 Date of Visit 04 06 2010 MM DD YYYY Sex Select a Add New Physician Date of Birth MM DD YYYY fi OR Age Age Years v ZIP Code zip County Sel elect 7 z Patient Status Outpatient aa Clinical Reseggch Clinical Y PN License Number license Qa State of Licensure Michigan v Last Name Required First Name First Name Middle Name i Suffix ji SR JR MD I IL etc Referring Physician Sel aei Expected Pay Source aaps sreli T Primary Practice Location ist Scan Detail P DO 4 D 3 5 RAMS BR 102 House Number House Number Suffix A 2 etc ist Scan Region R NAc lation None v y S g7 Address Line 1 Address Line 1 Suffix Type ST BLVD etc 17 Arye ist Scan Contrast AHI G i Address
36. un Outpatient Clinical Required Required No Scan None Required Required Error Status Click the trash can icon under the delete column next to the appropriate visit 534314 7 Se er tr ae gt X micniganmri com s 06009801 09 28 2009 56 Q Are you sure you want to delete this record 48749 Female List of Physicians Physicians MRI Scans Reports Once there are scans entered into the system the page will show a list with some of the details of the physician Page 1 of 18 ees 10 including Record ID RID License Last Name First Name i m a tad License Last Name First Name City om o fo A A 11176 4301060298 ABDULRAHMAN IBRAHIM CLARKSTON v E and City oY 11448 4301086286 ACHARYA SHEETAL MARQUETTE v A 10740 4301087909 AHMED KHAN ESCANABA v A of 11425 4301093185 ALHAMRAWY ISMAIL MARQUETTE The page shows you how many pages of data there are at A o 10737 4301077546 ALISTWANI ABDULMUHSSEN ESCANABA v a the top of the list as well as the total Records found in the es OEE cence SS sini sii m 11294 5901002125 ANDERSON ADINA MARIA ESCANABA bottom right corner The number of records found is useful N SP 10729 4301043128 ANDERSON KENT ESCANABA O i k 10733 4301067313 ARAULLO NAGANO MARIA ESCANABA v i when you re trying to determine the number of results from 11423 4301085549 ARENSON NAOMI MARQUES 12345678910
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