User Guide - Care Management Plus
Contents
1. Eile Edit View Insert Format Records Tools Window Help amp Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient List Instructfadmin Time Information E ter Tick Instruct Admin Time R t Blood Glucose Meter Table Entry Encounter Ticker e nstruct Admin Time Repor Encounter Summary Report Diabetes Educator Table Entry Encounter Summary Report queries i VIEW QUEFIES Diagnosis Table Entry Diabetes Reports vem queres 404 Report Facility Table Entry Patient Goal Progress Report Insurance Provider Table Entry Patient Education Progress Report Medication Table Entry Physician Table Entry Site Table Entry Site Staff Table Entry Coordinator Table Entry Figure 1 The Diabetes Education Tracking Menu The Diabetes Education Tracking Database Main Menu is composed of 5 sections Record Entry and Modification General Reports Diabetes Reports Instruct Admin Time and Queries Page 4 of 31 Record Entry and Modification Section This section includes buttons to access the main Patient Information screen as well as table information for Diabetes Educators Physicians Diagnoses etc which appear as selections in the drop down fields throughout the database Entering Values on Main Menu for Blood Glucose Meters Diabetes Educators Diagnoses Facilities Insurance Providers Medications and Physici2. New button to clear the screen or you will overwrite an existing record If you wish to you can navigate through these records using the navigation arrows next to the Record number on the bottom of the pop up screen if necessary Click the Save button and close the window to return to the main Patient Information screen You will notice that the record you just entered will now automatically appear in the corresponding Page 8 of 31 windowpane on the main Patient Information screen for that Patient if your database has that specific windowpane e Diagnosis Clicking this button will bring up the following Patient Diagnosis screen Fig 7 Enter the Diagnosis information Status has a default value of Active To enter multiple Diagnoses enter them separately even though they may have the same date instead of combining using the Notes field That way if one Diagnosis has a Status of Resolved and another Active they can be tracked separately Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Diagnosis Date o Diagnosis Click the Save Diag Button to save the record and close the window to return to the main Patient Information screen Patient Diagnosis x Patient Diagnosis Diag Date Diagnosis Specialist a Status active f Motes Mew Diag Save Diag Delete Diag Record 14 q J 1
3. 1 I l of 1 Figure 14 3 To copy the text as much as you need to transfer to another program Click inside the box where the summary appears Highlight the text you want to copy Right click and choose Copy from the menu Not highlighting first and just right clicking will highlight everything and save time 1f that s what you want to do 4 Paste the text into the other electronic charting location Open the program into which you wish to paste your Note Once you choose your Patient in that system go to where you normally enter a Note to type in or copy in information and do a Control V sequence Hold down the Cntrl key in the bottom left of the keyboard and then press the V letter key on the keyboard This is a shortcut to the Paste command Your electronic charting system may not let you Right click and choose Paste as we did with Copy Please Note You may also print from this screen by clicking the printer icon on the top right of the screen Page 17 of 31 General Reports Patient List Clicking on the Patient List button will bring up the following Patient List Parameters screen Fig 15 The Patient List report generated is a list of Patients assigned to the selected Diabetes Educator This report can be sorted by first name last name diagnosis insurance PCP Primary Care Physician or Status F CMT Ee x Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tra
4. Welded dd el ul Figure 13 Page 15 of 31 e MODIFYING PATIENT INFO Search for the Patient first to see if he she exists in the database See above instructions o To change demographic and status information on the main Patient Information form modify fields and click the Save Patient button o On Diagnoses Encounters Diabetes Assessments etc click the Edit button on the corresponding windowpane to get a pop up directly to that specific record and click the Save button before closing the pop up window e GENERATE CLINICAL NOTE BUTTON This tool will save you from copying and pasting back and forth between windows when you need to go to another electronic charting method to enter a Note with results from Encounters Mental Health Instruments Diagnoses etc just entered into the CMT database 1 Choose a date Enter a date in the white text box to the right of the button OR click the asterisk button to the right of the date field to pop up a calendar for reference In case you are looking for Last Friday for example and don t know the date off the top of your head 2 Click the Generate Clinical Note by Date button and a Clinical Note Summary Screen window Fig 14 will pop up which will summarize all events for the day you selected for that patient the record you are currently viewing Any Encounters matching that date Any Diabetes Assessments recorded matching that date Any Goals match
5. following Patient Goal Progress Parameters screen Fig 23 The Patient Goal Progress Report generated is a summary report generated from the Patient Goal screen sorted by Diabetes Educator Ed CMT Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information AOA Table Eau Encounter Tickler Instruct Admin Time Report Encounter Summary Report Diabetes Educator Table Entry Queries ADA Report Facility Table Entry Patient Goal Progress Report Insurance Provider Table Entry Patient Educati CARIE E E x Patient Goal Progress Parameters Physician Table Entry Start Date 1 1 2005 _ End Date 3 31 2005 _ Site Table Entry Sort By Patient Last Name 7 Site Staff Table Ent be Run Patient Goal Progress Report Coordinator Table Entry Medication Table Entry Figure 23 Click Run Patient Goal Progress Report to run the report Fig 24 Eile Edit View Tools Window Help Patient Goal Progress Report Patient Goal Progress Report For Time Period 1 1 2005 to 3 31 2005 Assess Date ID Num PiLlast Pi First Nutrition Activity Meds Monitor Prob Solving Risk Coping Other Educator Joim Johnson 34 7 2005 7 TEST 3 4 2005 T TEST Pts Meeting Goal core 8 10 Pts Not Meeting Goal score 1 7 F
6. following Tickler List Parameters screen Fig 17 The Encounter Tickler report generated is a Tickler To do list for contact by date range for Patients assigned to the selected Diabetes Educator lol x Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information Eien aaea Pee rales EN Encounter Tickler Instruct Admin Time Report Encounter Summary Report Diabetes Educator Table Entry Queries Diagnosis Table Entry Diabetes Reports view Queries ADA Report J i F z f Oo x Patient Go Maa m AKOE ALKE Tickler of xi Tickler List Parameters Medication Table Entry Start Date 4 1 2005 gt End Date 04 30 2005 _ Physician Table Entry Diab Educator fon z Site Table Entry Run Encounter Tickler Site Staff Table Entry Facility Table Entry Insurance Provider Table Entry Coordinator Table Entry Figure 17 Click Run Encounter Tickler to run the report Fig 18 E CMT Bme Eile window Help gt Encounter Tickler 7 BE Diabetes Educator Encounter Tickler List Diabetes Educator John Johnson Sched Dt and Time Encounter Type Resson ID Blum ber First Nam e Last Mame F hone Number PCP 4502005 Tdaephore Cont Status Check fi TEST TEST S007 600 8000 Allen Mitch Figure
7. meter J JE O Olt O olio l E Q colo z z 2 S 5 E o O O O If Meter How often do you test w O F Q O 5 O Patient Testing Frequency with blood glucose meter Date of Last HgbA1C O Date of Patient s last HgbA1C test UO g 5 o T O ro lt O D Result HgbA1C What type of Activity do you do w O F ol O 5 Swimming Weight Lifting Other Activity Text Textbox Notes relating to Exercise Activity N Physical Limitations that impact Free Text N Patient s Physical Limitations that may prevent activity them from exercising Meal Plan N Do you skip meals Checkbox Yes and No Fields N What s your insulin to carbohydrate Textbox N ratio Meal Plan Patient follows if any Does Patient skip meals Patient s insulin to carb ratio O O O O O 4 4 4 4 x lt x lt es oO oO O O x lt x lt Page 6 of 10 Diabetes Educator Tracking Database Data Dictionary Last Diabetes Education Drop down None Within the last year 1 No When did the Patient last participate in Diabetes 5 years ago gt 5 years ago Education Have you seen a Dietitian Checkbox Yes and No Fields Has Patient seen a Dietitian How often do you eat out lt 1 time a week 1 2 times a How often does Patient eat outside the home week 3 or more times a week Food Allergies Checkbox Yes and No Fields Does Patient have any food allergies If Yes Food Allergies
8. 18 Page 19 of 31 Encounter Summary e Clicking on the Encounter Summary button will bring up the following Encounter Summary List Parameters screen Fig 19 The Encounter Summary report generated is a summary of Encounters by date range for Patients assigned to the selected Diabetes Educator This report can be sorted by first name last name encounter date encounter type or encounter outcome Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information Blood Glucose Meter Table Entry Encounter Tickler Instructs Admin Time Report Diabetes Educator Table Entry Sister dell adhe dd Queries Diagnosis Table Entry Diabetes Reports View Queries ADA Reno Fadky Tanie Entry OE Patient Goal Pri 3 Insurance Provider Table Entry _ _ Encounter Summary List z a Patient Education Parameters ication Table Entry Start Date 1 1 2004 Physician Table Entry End Date 11 8 2005 _ Diab Educator ohn A Site Table Entry Sort By last Name Site Staff Table Entry Run Encounter Summary Coordinator Table Entry Figure 19 Click Run Encounter Summary to run the report Fig 20 Eile Edit View Tools Window Help gt Patient Encounter Scummary Diabete
9. DA Recognition Application 4 Patient M orman on isan ice teeee E alee areta aes nancial alee in a eee Siew N 6 General REPOLIS ase steals nesterracerarledialesinsstn E EE E 17 Pane 0 enea E a a ned 17 ECOU CR Oeean cae alae palm le aah a E E a A E 18 E couner Summa y eon ee ae te mre eee ete ent ret Nee ee TSR ET ne 19 ADA RPO creat a bres maar tee hohe E a eee reeset acetone ace unseen censor 20 Patient Goal Pro or ess REDON ranci EA usaaudnadiads ste A E 21 Paent Educanon Progress Reportase bs lablaaucaaesdabudabasautueriin sa tabinacceseriehsdened 22 OE a AEE E EE A A A T A ET AA EAEE E A eee 23 IN E E E E EE NA AEAN AE N AAE AE AAA dre AE N A A A E 23 S a Ad O e E E 28 Instruct Adnan Mme M oOrmaNon sean A E A i 28 MstucvAdmm me Repor eec a a E TA a re 29 Tipset Enty Data MES ea a ed lees ena eee 30 Technical PLO CANIM CE SS Onyoerersee riie e T TO 30 Page 3 of 31 Diabetes Educator Tracking Software Installing the Database To install the database for a single user download and save the CMT mdb file to the desired folder on a local drive computer For multiple users install the database on a network drive Users can be given access rights permissions to that drive map the drive to their computer and create a shortcut on their desktop to access the live database Opening the Database To open the database double click the Shortcut to CMT mdb icon on your desktop The Diabetes Education Tracking Menu will appear Fig 1
10. Diabetes Education Tracking Software User Manual CMT _ o x Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient List Instruck admin Time Information E ter Tickl Instruct Admin Time F t Blood Glucose Meter Table Entry a eee eee miss E E ter 5 F t Diabetes Educator Table Entry Encounter Summary Report Queries yi Diagnosis Table Entry Diabetes Reports eee ALA Report Facility Table Entry Patient Goal Progress Report Insurance Provider Table Entry Patient Education Progress Report Medication Table Entry Physician Table Entry Site Table Entry Site Staff Table Entry 4 Coordinator Table Entry Page 2 of 31 Diabetes Education Tracking Software Table of Contents M 2H UN gee d DAO E pape eee ene en eae Oe et TO ne Ce eT eae 3 Opening he Dala D Ase cusi E TE 3 The Diabetes Bducation Trackin VICI ic 22 3 hcecc tetaancee teesc nea badder eee hain neath n 3 Record Entry ANG Modiheanon 56 CLO 1 accede eattre sven each ial vi nasa cereale eon ere lature euler NS 4 Entering Values on Main Menu for Blood Glucose Meters Diabetes Educators Diagnoses Facilities Insutance Providers Medications and Physicians rsccicee rious eh eccacnuievatsanncish E E Mae eanntes 4 Entering Values on Main Menu for Coordinator Site Staff amp Sites for A
11. Exam Fook Exam Glucose Monitor Frequency Blood Last Diabetes Sugar Testing Hgbalc Hgbalic Exercise Education Edit 3 4 2005 ft BE Bul i50 within the last 2 within the last ye Precision QID Not at all within the la Walking within the last year i Generate Diabetes Diab Pre Post Patient New save Delete om Cl Mot Diagnosis Encounter Meds Function History Knowledge Goals Patient Patient Patient rhe wey Assess Date Record la 1 gt et ps of 1 4 H AE Figure 6 Page 7 of 31 ADDING A NEW PATIENT Search for the Patient to see if he she exists in the database Go to the Patient Search section on the right side of the Patient Information screen Enter in an ID Number Last Name First Name or Diabetes Educator from the drop down lists to search Typing the first letter of a name will bring you to the right place in the list quickly Click the Search for Patients button You may search using a combination of fields such as a first and last name to further narrow the search Please note that once you have searched you will be seeing a subset of the records in the database For example you may search on Brown as a last name There may be several Browns in the database Check the record indicator number at the bottom left of the main Patient Information form to see which record you are on and how many records you are viewing You may see Record of 4 if 4 Browns have been found If the curre
12. F U Depression F U DM Depression F U Med Assist Medication Mgmt Agreement Status Check Resource Management New Patient Page 2 of 10 Diabetes Educator Tracking Database Data Dictionary Assistance Financial Assistance eee Narcotic use Resource Management Assisting Patient with Referrals Procurement Research etc ex finding MDs or Nursing Home obtaining equipment Actual Date Date field Date MM DD YYYY Date Patient Encounter Actually took place Outcome Drop down Completed No Show Outcome of Care Manager Patient phone Cancelled Reschedule call visit Wrong Number No Answer Left Message Letter Sent Disconnected Deceased No Answer Includes Busy Signal Call Attempts to Pts 1 2 3 4 5 Number of tries to reach Patient by Phone Total Call Time for Day Textbox Numeric No Total Length of time on phone in minutes for the day for the Encounter Resource Time Textbox Numeric No Total Time spent on any preparatory work charting travel research admin etc in minutes for the Encounter Face to face Face to face Encounter PATIENT MEDICATION Medication Start Date Date Field Date MM DD YYYY Date Medication Started Medication End Date Date Field Date MM DD YYYY Date Medication Ended Table Values Page 3 of 10 Diabetes Educator Tracking Database Data Dictionary Data Element Type Control Notes relating to the Patient Medication DIABETES HX ASSESSMENT Date field Date MM DD YYYY Da
13. I gt oF 1 Filte Figure 7 Page 9 of 31 Encounter Clicking this button will bring up the following Patient Encounter screen Fig 8 Enter the Encounter information Please note that Scheduled Time must be entered in the format HH MM AM or HH MM PM For a future Encounter to appear on the Encounter Tickler Report accessed from the database Main Menu you MUST enter the top half above the line of the Encounter pop up entry screen This portion drives the report Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Scheduled Date Click the Save Encounter Button to save the record and close the window to return to the main Patient Information screen You will notice that the windowpane for Encounters on the Patient Information screen will display that Encounter as Pending Once the Encounter has been completed go back to the Encounter screen for the Patient to fill in the bottom portion below the line of the Encounter record Filling in an Actual Date will cause the windowpane on the Patient Information screen to display Completed and the Encounter to drop off the Encounter Tickler to do List 5 Patient Encounter f x Encounter Information Scheduled Date Scheduled Time Encounter Type g Enc Reason g Actual Date i outcome g Call Attempts to Fts bl Resource Time fin minutes Total Ca
14. O AS Mot applicable Before Education After Education Instruct Date Instructor Follow Up Plan po Do vou understand how diabetes affects your p o H ri7i205 gt aT Encouraged classes es Do you understand your meal plan i jnz gt pooo o E Do you understand the benefit of exercise physical activity po jsii7j2005 gt far oJ Do vou understand how your medications work bo _ sd ed Do you understand the benefits of blood glucose monitoring 7 rizos gt fat o i Do vou understand how to detect treat and prevent hypoglycemia 7 jnz gt pooo o i Do you understand how to detect treat and prevent hyperglycemia k rniz gt pT fo ae Do vou understand how to prevent and or reduce chronic complications e H jaii7j2005 _ far i Do you understand how reaching your goals will help you w your diabetes b E jnz pT o ET Do you understand that the diabetes team is available to help you problem solve bo l jeii7i200s gt pooo i Do you understand how diabetes affects emotional health i fnis gt eTo U O ET Do you understand that your blood glucose needs to be in control before and jos gt during pregnancy Instructors Instructors RN John k RD Jann Collaborate Date 3 17 2005 _ RM D T R New Assessment Save Ossessment Frink Assessment Delete Assessment Record 14 4 1 P r of 1 Filtered Figure 12 Page 14 o
15. What If Patient Allergies list them What is the most difficult part of living Textbox Free Text No What is the most difficult thing for the Patient in with Diabetes living with Diabetes Sad Blue Checkbox Yes and No Fields Is Patient sad blue Depression Screening Lost Interest Checkbox Yes and No Fields Has Patient lost interest Depression Screening someone to talk to Checkbox Yes and No Fields No Does Patient have someone to talk to Depression Screening FPP PRE POST KNOWLEDGE ASSESSMENT Diabetes Education Bescesmenty en ee ETs S teree curenty seged oo o Patient record Er selected Patient family A etc Assessment Date Date field Date MM DD YYYY Yes Date of Diabetes Education Assessment Before Education oa TE eee Score BEFORE diabetes education _ afecsyeur WA fetectshimhere affects you ame affects him her a SGo NO ana o aont unoesana herma ae plan exercselphystalaciviy GINA enoraselpnyscatacivy nn exercise physical activity NA exercise physica activity medateng nn un TL nedcatons non ooon T medications work NA medications work blood glucose monitoring a blood glucose monitoring Page 7 of 10 Diabetes Educator Tracking Database Data Dictionary treat and prevent hypoglycemia treat and prevent hyperglycemia score Does Patient understand how to prevent and or reduce chronic complications treat and prevent hypoglycemia treat and prevent hyperglycemia Do yo
16. ans e Click on the Diagnosis Table Entry button or other Table Entry button from the main menu A pop up window Fig 2 will appear with all of the values for that category currently in the database table available in the drop down menus To add a new one scroll down the window to the blank line Type in the new value and close the window It will now automatically save to that table and appear as an alphabetized choice in the drop downs within the database Please note If you are looking to add an entry for another category other than those listed on the Main Menu please contact your database administrator programmer These will need to be entered behind the scenes amp Diagnosis Entry Diagnosis al Scroll to end of list to enter a new item Tortocolis 0 Trach dependent Traumatic Brain Injury 0 Traumatic Fractures o VATER Syndrome vent Dependent vision problems o VP Shunt ese SS A Figure 2 Entering Values on Main Menu for Coordinator Site Staff amp Sites for ADA Recognition Application Coordinator Table Entry e Click on the Coordinator Table Entry button from the main menu A pop up window Fig 3 will appear for you to enter your organization s Diabetes Self Management Education DSME Coordinator information There is only one designated Coordinator and thus one Coordinator record in the database Therefore if this information changes you must edit the record on this scr
17. cking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information d Ghucses Maker Takis Ente Encounter Tickler Instruct Admin Time Report Encounter Summary Report Diabetes Educator Table Entry Queries Diagnosis Table Entry Diabetes Reports Mew queries O ee ADA Report ae ic Patient Goal Progress Rep Patient List x Facility Table Entry Insurance Provider Table Entry Patient List Parameters Patient Education Progress R ss Medication Table Entry _ _ Diab Educator Pohn bd Sort By Last Namel Physician Table Entry Run Patient List Site Table Entry Site Staff Table Entry Coordinator Table Entry Figure 15 Click Run Patient List to run the report Fig 16 Eile Window Help Patient List Diabetes Educator Patient List Diabetes Educator John Johnson ID Num ber Last Name FirstName Status Phone Number Primary Care Physician Diagnosis Insurance g Clon Bozo Active Carmen Julie Diabetes Type 1 UHC Clown Bozo i Carmen Julie Allergies UHC TEST i 800 800 6000 Allen Mitch Anxiety Mailhandlers TEST i 800 800 8000 Allen Mitch Depression Mailhandlers TEST i 800 800 6000 Allen Mitch Diabetes Type 2 Mailhandlers Total Patients 2 Figure 16 Page 18 of 31 Encounter Tickler e Clicking on the Encounter Tickler button will bring up the
18. dow Help a BS 4 2 Wy a e DE Total New Patients Referred Select Query DE Last Name DE First Name Total New Patients nererrer g Johnson John E H Z Figure 36 DE Total New Patients Referred by MD Clicking on the DE Total New Patients Referred by MD button will bring up the following query screen Fig 37 This query displays the number of New Patients referred to the Diabetes Educator with a Date of Referral within the entered date range sorted by Patient s Primary Care Physician Eile Edit Yiew Insert Format Becords Tools window Help Bs S Oo ab Bey dale e DE Total New Patients Referred by MD Select Query __ DE Last Name DE FirstName Total New Patients Referred PCP Johnson Joh T Allen Mitch P Johnson John 1 Allen Mitch 50 f Figure 37 DE Resource Time Clicking on the DE Resource Time button will bring up the following query screen Fig 38 This query displays the Total Diabetes Educator Patient Encounter Resource Time within the entered date range and the Average Resource Time for those Encounters Eile Edit wiew Insert Format Records Tools Window Help 3 i S 3 2 vy ae mK e e DE Resource Time Select Query DE Last Name DE First Name Total Encounter Resource Time minsi Average Resource Time mins per Encounter Johnson John 13 2 SS ay Figure 38 Page 28 of 31 DE T
19. ed Calls gt SEER Jahn 2 Average Call Length mins Per Encounter 12 4 AN Figure 29 DE Total Encounters by Diagnosis Clicking on the DE Total Encounters by Diagnosis button will bring up the following query screen Fig 30 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range sorted by Diagnosis Please note In the CMT database encounters are not linked with specific diagnoses Therefore it cannot be deduced that there were 6 encounters geared specifically for Diabetes management in this time period see Fig 30 Rather it suggests that there were 6 encounters within this time period with Patients who have Diabetes in the Problem List Page 25 of 31 lol x Eile Edit View Insert Format Records Tools Window Help wm G al Ya ah e x e DE Total Pat Encounters by Diagnosis Select Query DE Last Name DE First Name Total Pat sneouners P Johnson John Anxiety Johnson John Depression E Johnson John Diabetes Type 2 Eg Figure 30 DE Total Encounters by Diab Type Clicking on the DE Total Encounters by Diab Type button will bring up the following query screen Fig 31 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range sorted by Diabetes Type The Type of Diabetes with which a Patient has been diagnosed is recorded on the Diabetes History Asses
20. ed Thirst mM a Y M N Food Allergies IF ves What CY N Numbness tingling pain in hands Feet What is the most difficult part of living with Diabetes M N Sores that won t heal M N Pain Tightness in Chest Y fe No Sad Blue Tov fe N Lost interest Tov ff No Someone to talk tor Save Assessment Print Assessment Delete Assessment Record Ia 4 fal i gt of 2 Filtered q F EA vs Figure 11 Page 13 of 31 e Pre Post Knowledge Assess Clicking this button will bring up the following Diabetes Education Assessment screen Fig 12 Enter the Diabetes Education Assessment information Please note The Patient Name field at the top of the screen will be automatically populated from the Patient record you are currently viewing Also you may print a copy of this screen form by clicking the Print Assessment button on the bottom left of the screen Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Assessment Date Click the Save Assessment Button to save the record and close the window to return to the main Patient Information screen 5 Diabetes Education Assessment x Diabetes Education Assessment Patient Mame TEST TEST Person s Instructed Mather of Patient Polly Assessment Date 3i17 2005 _ Key 1 Poor No knowledge Mot at all 3 Good Adequate knowledge Mosk of the time 2 Fair Some knowledge f Sometimes
21. een The Coordinator will also appear automatically on the Site form for each Site in the Site table amp Coordinator Entry i E Coordinator Mame Title Phone Fax Email Jann Thomsen RD 800 222 2222 e800 222 2244 Jann thomsen abc org Figure 3 Page 5 of 31 Site Staff Table Entry Click on the Site Staff Table Entry button from the main menu A pop up window Fig 4 will appear with all of the values for that category currently in the database table To add a new one scroll down the window to the blank line Type in the new values and close the window Add Instructional Team members and Instructional Staff here with their respective Sites The Site drop down on this form will be populated from the Facility table within the database If you don t see the facility you need please close this form go back to the Main Menu and enter it by clicking the Facility Table Entry button A Staff Member entered here will automatically be added to the Site form on the Staff Member s respective Site Facility record Staff Entry x Instructional Staffi Team Member z First Mame Last Mame Site Scroll to end of list to enter a new item ohn Johnson jec Hospital bi Jann Thomsen GHI Hospital Figure 4 Site Table Entry Click on the Site Table Entry button from the main menu A pop up window Fig 5 will appear with all of the values for that category currently in the database table To add a new o
22. f 31 e Patient Goals Clicking this button will bring up the following Patient Goals screen Fig 13 Enter the Patient Goals information Please note The Patient ID field at the top right of the screen will be automatically populated from the Patient record you are currently viewing Also you may print a copy of this screen form by clicking the Print Goals button on the bottom left of the screen Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Goals Assess Date Click the Save Goals Button to save the record and close the window to return to the main Patient Information screen Patient Goals x Patient Goals Goals Assess Date ai4 2005 _ Patient MMI T Goals w Healthy Eatin Follow meal plan limit carbs to 60 grams meal Gi r 3 P 3 FU Date _ Score M Being Active Obtain pedometer and track baseline of steps taken daily Increase baseline l l a steps by SOO stepsiday each week bo get to goal of 10 000 stepsidaw FIU Date 3 28 2005 Eo score T Taking Medication FIU Date SEEP E Monitoring Fi Date Score Problem Solving FIU Date Score M Reducing Risks iz using correction bolus use only premeal FIU Date E e T Healthy Coping Fil Date Score Other FU Date gt Score Motes Mew Goals Save Goals Print Goals Delete Goals Record l4 4 1 gt r r of 2 Filtered
23. igure 24 Page 22 of 31 Patient Education Progress Report e Clicking on the Patient Education Progress Report button will bring up the following Patient Education Progress Report Parameters screen Fig 25 The Patient Education Progress Report generated is a summary report generated from the Patient Diabetes Education Assessment screen for the selected Diabetes Educator Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information Blood Glucose Meter Table Entry Encounter Tickler Instruct Admin Time Report Diabetes Educator Table Entry Seascale lea an Queries Diagnosis Table Entry Diabetes Reports View Queries ADA Report Facility Table Entry Patient Goal Progress Report Insurance Provider Table Entry Patient Education Progress Report Medication Table Entry amp Pati ati Physician Table Entry Patient Education Report Patient Education Progress Parameters PAB Start Date 1 1 2005 Site Staff Table Entry End Date 03 31 2005 _ Coordinator Table Entry Run Patient Education Progress Report Figure 25 Click Run Patient Education Progress Report to run the report Fig 26 Eile Edit View Tools Window Help Patient Education Progress Report Patient Education Prog
24. ing that date and ALL Diagnoses for that Patient regardless of date will appear We included all Diagnoses for an at a glance reference you may not wish to copy and paste an earlier Diagnosis that doesn t relate to the date with which you are concerned Page 16 of 31 amp Clinical Note Summary x Summary for Test JEST ID Number f Encounter Scheduled Date 3 4 2005 Actual Date 3 4 2005 Class DM FIL No Show Notes Patient did mot show up For class vill call to Find out why Diabetes Assessment Date 3 4 2005 Type 2 Visual Impairment Wk 150 lbs Weight change in last 6 months Currently Experiencing Frequent Infections Increased Thirst Stress Sexual Difficulties Financial Concerns Uses Glucose Meter Precision GID Age of Glucose Meter How Often Test Not at all Physical Activity Walking Last Diabetes Education Within the last year Has seen a Dietitian Patient Goals 3 4 2005 Healthy Eating Follow meal plan limit carbs to 60 grams meal Score 6 Being Active Obtain pedometer and track baseline of steps taken daily Increase baseline steps by 500 stepsiday each week to get to goal of 10 000 stepsfday Fill Date 3 26 2005 Score 4 Reducing Risks When using correction bolus use only premeal Score 9 Diagnosis 2 28 2005 Diabetes Type Specialist Benson George Status Active Diagnosis SI30 2004 Depression Status Active Diagnosis SI30 2004 Anxiety Status Active Record 14 4
25. ing up the following query screen Fig 34 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range sorted by Type of Encounter lol xl Eile Edit View Insert Format Records Tools Window Help 0 4 altara pn gt e DE Total Pat Encounters by Enc Type Select Query 4 DE Last Name DE First Name Encounter Type Total Pat Encounters Eg P Johnson John Home visit Johnson John Telephone Contact H Figure 34 DE Total Encounters by Insurance Clicking on the DE Total Encounters by Insurance button will bring up the following query screen Fig 35 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range sorted by Insurance Provider and Patient Status 15 x Eile Edit view Insert Format Records Tools Window Help me e 8 2h va v7 ah eo 2 DE Total Pat Encounters by Insurance Select Query DE Last Name DE FirstName Insurance __ Status Total Pat Encounters a Johnson John Mailhandlers Active Figure 35 Page 27 of 31 DE Total New Patients Referred Clicking on the DE Total New Patients Referred button will bring up the following query screen Fig 36 This query displays the number of New Patients referred to the Diabetes Educator with a Date of Referral within the entered date range ZA CMT lolx Eile Edit View Insert Format Records Tools Win
26. ite Table Entry ba cee erect Maal Run Time List Site Staff Table Entry Coordinator Table Entry Figure 41 Click Run Time List to run the report Fig 42 Page 30 of 31 Eile Edit View Tools Window Help X 4 DO BB 100 Close W ia Q gt Administrative Time E oix Care Manager Administrative Time List For Time Period 1 1 2005 to 1 51 2005 Care Manager Ann Thomsen Date Med Staff Staff Clinic MHI DiabetesEd Ca seMgmt GeratricEd Self Develop Teaching DrugRep Team Build PTO 4 26 2005 0 0 90 0 0 0 0 118 2005 0 0 0 0 120 0 0 0 0 0 0 143 2005 0 0 0 0 0 120 0 0 0 0 0 1412 2005 0 0 110 0 140 0 0 0 0 0 0 12 2005 0 0 90 0 90 0 0 0 0 0 0 1411 2005 130 0 0 0 0 0 0 0 0 0 0 1410 2005 0 65 0 0 0 0 0 0 0 0 0 Totals 130 65 290 0 440 120 0 0 0 0 0 Grand Total 1045 mins Page Id aff 1 gt rif a T Figure 42 Tips for Entry Data Integrity e Using drop downs Always drop down to select NEVER type in an entry If it needs to be added do so in Value List from the Main Menu or request a change from your database administrator programmer e Dates If typing in a date you must use the MM DD YYYY format 03 instead of 2003 will generate an error or click on the button for a pop up calendar e Consult the Data Dictionary and or Data Manager for your program when in doubt as to what to enter into a field Technical Programmer Use Only Following are instructions f
27. l Staff Meeting Staff Clinic Meeting Case Management Meeting Mental Health Integration Self Development Team Building Meeting Paid Time Off el ol ol hl ol of f fet Other Total Time for Day 75 mins New Day s Save Day s Time Time Record 14 4 1 gt gt I gt gt of 1 Filtered Figure 40 Page 29 of 31 Instruct Admin Time Report Clicking on the Instruct Admin Time Report button will bring up the following Instruct Admin Time Report Parameters screen Fig 41 The report generated is a summary report for all Diabetes Educator database users generated from the Instruction Administrative Time Daily Entry module ioi gt Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Ment Diabetes Education Tracking Record Entry and Modification General Reports Instruct f Admin Time Patient Information Patient List Instruct Admin Time Information E ter Tick Instruct Admin Time F t Blood Glucose Meter Table Entry O Mera Admin Mime B par E ter 5 R t Diabetes Educator Table Entry i E Queries Mi Diagnosis Table Entry Diabetes Reports lew Queries ADA Report Facility Table Entry Patient Goal Calpa aA ello Insurance Provider Table Entry lt Patient Educati Lostruct Admin Time List Medication Table Entry c Parameters Start Date 1 1 2005 Physician Table Entry art Date it End Date 1 31 2005 Diabetes Educator a S
28. la ala WYololololo lo S g X X X X X X O O l el O0 O IOIO IOIO Iolo IOlIOIO OIO O Q Olx x x x x lt x D O O Q D PATIENT GOALS Goals Assess Date i Date MM DD YYYY Yes Date of Patient Goals Assessment Patient ID Textbox Free Text No Patient ID Number automatically populated from Patient record currently selected U P D A D Q Page 8 of 10 Diabetes Educator Tracking Database Data Dictionary Healthy Eating text Taking Medication text Problem Solving text Healthy Coping text Other Goal Other text Follow up Dates Page 9 of 10 Diabetes Educator Tracking Database Data Dictionary Data Element TypelControl_Jvalues_____ Required Definitfion SCS FUNCTION Assessment Date Date Field Date MM DD YYYY Date of Function Assessment or chair without help help Shower without help without help without help meal without help Activities of Daily Living Score Values 1 to 6 Question 1 help Question 2 telephone without help Question 3 help Question 4 the home without help Question 5 Checkbooks Finances without help Question 6 Housekeeping without help Question 7 Medications without help Values 1 to 7 Pain Score Scale 0 10 Comments relating to Function Page 10 of 10
29. ll Time For Day fin minutes Clinic Visit Time in minutes Number of Phone Calls Home Visit Time fin minutes Motes Mew Encounter Save Encounter Delete Encounter Record 14 4 1 F I gt of 1 Filtered Figure 8 Page 10 of 31 e Meds Clicking this button will bring up the following Patient Medication screen Fig 9 Enter the Medication information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Medication Click the Save Med Button to save the record and close the window to return to the main Patient Information screen amp Patient Medication E x Patient Medication Medication Start Date pooo Medication End Date o Medication a T PRN Dose Poo Motes i Save Med Delete Med Record 4 4 b I gt of z Filte a 9 Page 11 of 31 Function Clicking this button will bring up the following Function screen Fig 10 Enter the Function information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Assessment Date Click the Save Function Assess Button to save the record and close the window to return to the main Patient Information screen E Function x Function Assessment Date 9 5 2006 Activities of Daily Living Score ADL Instrumental Activities Score IADL ble to do without hel
30. n to the main Patient Information screen CMT joj x Eile Edit View Insert Format Records Tools Window Help 5 Diabetes Assessment Diabetes Assessment Assess Date Diabetes Type hd Special Needs r DY f N Smoker Yi N Drinker History O OZO OOOO other medical conditions mri i conceit Y N Hypertension Monitoring F M N Heart AttackfHeart Disease Last Diabetes Foot Exam Never MN Examining your own Feet Y M High Cholesterol DYE EE ENO Last Dilated Eye Exam Never YMN Family Hx Diabetes Last Dental Exam Never How long have you had Diabetes MC 4 N Hospitalized for Diabetes in last year tE N Do you have a blood glucose meter Type None IF Yes Explain Approx how old is ik r How aften do you best Not at all Height weight Date of Last Hgb amp ic Never Result Hgb4ic Height Fe in Weight Ibs a ae z what type of activity do you do Mot at all hl Y N Weight Change in last 6 months B gt Ina a Physical limitations that impact activity At what weight have you Felt healthy lbs Meal Plan Dy MN Do you skip meals Are you experiencing any of the Following now What s your insulin to carbohydrate ratio Y MN Burredvision MN Stress Last Diabetes Education None if YMN Fatigue Dov N Sexual Difficulty p y 7 N Have you seen a Dietitian Y iW N Frequent Infections OYM A How often do you eat out X Y MN Increas
31. ne click the New Site button enter the data and click Save Site Coordinator and Site Staff values on the right side of the form are automatically populated from the tables within the database x Site Site Hame ABC Hospital Coordinator Service Area check all that appl D Rwa M Urban D Suburban ann Remo Title RD T Type of Setting check all that apply Phone ceo0 222 2222 Community Based Free Standing Education Center D Government or Public Health FAM ceo0 222 2244 T Home Health W Outpatient Hospital Based T Long Term Care Facility Email Jann thomsen abc org Pharmacy O Physician Practice T Worksite Health Renal Care Facility Pediatric Instructional Team Staff DSME Method check all that apply M 11 M Group Johnson John Street fi 23 Main Street City State Zip Hampton ae Jaaa Site Phone EN 800 8000 Site Fax Site Email Site Notes a gt New Site Save Site Delete Site Record 14 4 1 gt of 3 Figure 5 Page 6 of 31 Patient Information The Patient Information button brings you to the main data entry screen Fig 6 Here you will locate enter new Patients record new encounters assessments and diagnoses The top portion of the screen displays Patient demographics as well as information regarding the Patient s status with the Diabetes Educator The middle section of the screen consists of several windowpanes which summarize and p
32. nt record displayed isn t the record you are looking for you can use the VCR like 4 back and forward buttons to move to the previous and next records respectively until you find the record you are looking for Please note To get back to viewing ALL Patients click on the Show All Patients button in the Patient Search area You are now viewing ALL records in the database instead of just the subset of Browns If nothing comes up the Patient has not yet been entered into the database so click the New Patient button on the bottom of the screen to clear the screen fields and enter the Patient information Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Full Name Last and First Names o ID Number Number unique to a Patient in your organization o Diabetes Educator o Date of Referral Click the Save Patient button on the bottom of the screen You must save the record before any other data can be entered on pop up screens ADDING DIAGNOSES ENCOUNTERS MEDS ASSESSMENTS ETC Click the Diagnosis Encounter or Meds etc button at the bottom left of the screen This will pop up an entry screen All records entered of that type for the Patient you are currently viewing will be retrieved Once this screen appears you will see the latest most recent date entry record of that type for the current patient Be sure to click the
33. or revealing and hiding the tables of the CMT software so that programmers may customize it 1 Right click on the title bar of the Diabetes Education Tracking Menu 2 Choose Form Design 3 Right click again on the title bar of the Diabetes Education Tracking Menu 4 Choose Properties 5 Scroll down to the Form s On Load property and click on the words Event Procedure Click the button with the 3 dots 6 Change all the False booleans to True 7 Close out of the database all the way 8 Open it again 2 more times The 3rd time you should see the database window Page 31 of 31 After you make your changes Please go to Tools on the main Access toolbar Choose Database Utilities and Compact and Repair Database It may take a few moments but then your windows will pop back up Repeat the earlier steps to get to the code window or in Design view of the Main Menu choose View and Code from the main Access toolbar In the SetStartUp Properties change all of the True s back to False Close out of the database and go back in 2 more times 3rd time s a charm to make sure the database window is no longer visible Diabetes Educator Tracking Database Data Dictionary PATIENT INFORMATION organization LastName __ C C C C dT tboox FreeText Yes Patient s LastName Patient s First Name amp Middle Initial if desired Date MM DD YYYY No Patients Date of Birth _ Age o Droe lt 19 19 44 45 64 g
34. ose weight Yes and No Fields N i N Patient Height in feet Patient Height in inches Patient Weight in lbs Any Patient Weight change in the last 6 months O Does Patient want to lose weight O O O O O N N N N O O gt 3 D D Q Q A A Ol fF O x x Page 4 of 10 Diabetes Educator Tracking Database Data Dictionary At what weight have you felt healthy Weight in lbs at which Patient felt most healthy Are you experiencing any of the following now Numbness tingling pain in hands and Checkbox Yes and No Fields No Patient now experiencing numbness tingling or feet pain in hands feet Sores that won t heal Checkbox Yes and No Fields Patient now experiencing sores that won t heal Pain Tightness in Chest Checkbox Yes and No Fields Patient now experiencing pain tightness in chest Checkbox Yes and No Fields Patient now experiencing Stress Sexual Difficulty Yes and No Fields No Patient now experiencing Sexual Difficulty Other Medical Conditions Free Text No Patient s Other Medical Conditions not listed above Yes and No Fields No Does Patient have financial concerns O AiO 5 oO 5 D x10 O olo a 0 x oO xo O O x lt x lt Financial Concerns Last Diabetes Foot Exam Time frame for Patient s last Diabetes Foot Exam UO O F ol O 5 Never Within the last year O Within the last 2 years gt 2 years ago Yes and No Fields No Is Patient examining his her own feet Ne
35. ot Pts w No Collaboration Clicking on the DE Total Pts w No Collaboration button will bring up the following query screen Fig 39 This query displays the Number of Patients for which there has been no collaboration for Diabetes recorded as evidenced by an unchecked Diab Collaboration checkbox on the main Patient Information form This query is mainly used as a check to identify those Patients who need collaboration which will also be displayed on the ADA Report accessible from the Main Menu CMT ele JEST Eile Edit View Insert Format Records Tools Window Help CACETE LEIGER wy dhl B DE No Collaborate Select Query DE Last Name DE First Name Collaborate E P Johnson John TEST TEST 4 Figure 39 Instruct Admin Time Instruct Admin Time Information Module to enter Diabetes Educator time not spent on Patient Encounters such as meeting times education and vacation Fig 40 Enter the Instruction or Administrative Time Information The total time for the day will be automatically calculated Each day should be entered separately Click the Save Day s Time Button to save the record and close the window to return to the Diabetes Education Tracking Menu Main Menu amp Instruct Admin Time x Instruction Administrative Time Daily Entry Date 10 19 2005 Diabetes Educator Jann z Category Time in minutes Diabetes Education Other Teaching Training Medica
36. p 46le to do without help 1 Get out of bed or chair fy N 1 Shop WYD N z Walk WY N 2 Use a telephone FD N 3 Take a bath or shower P Yr N 3 Cook WY N 4 Get Dressed WY P N 4 Travel outside the home P YP N 5 Go to the toilet WYP N 5 Bills Checkbook Finances p Yp N 6 Feed self a meal FTN 6 Housekeeping FD N 7 Take medications WYP N ADL 4 mpl 3 Total ADL or IADL score is the number of Functions the individual is able to do independently 6 Full Function 4 moderate impairment 2 severe impairment Mini Mental Status Exam Score MMSE Pain Score 0 10 MEISE 15 Pain Score g Motes Mew Function Save Function Print Function Delete Function As5e55 ASSeSs Osses5 ASSESS Record IH 4 l P HI k of 1 Filtered Figure 10 Page 12 of 31 Diabetes History Clicking this button will bring up the following Diabetes Assessment screen Fig 11 Enter the Diabetes Assessment information Default values for checkboxes are No and defaults for drop downs are Never None or Not At All as indicated in Figure 11 Please note that you may also print a copy of this screen form by clicking the Print Assessment button on the bottom left of the screen Required fields are in blue Omitting these fields will generate a pop up error message when you save the form o Assess Date Click the Save Assessment Button to save the record and close the window to retur
37. p pattern style that is most like the family of the patient gt Manager Diabetes Educator Y Yes Care Manager assigned to Patient gJ gJ gJ x zR Q O O i O O D Q Q h O O D Q 5 5 Z O O Page 1 of 10 Diabetes Educator Tracking Database Data Dictionary Close Deceased Moved etc PATIENT DIAGNOSIS Diag Date Date field Date MM DD YYYY Date Diagnosis Management began Diagnosis Drop down From Diagnosis Yes Patient s Active Problem from Problem List Table Values Specialist From Physician Table Values Physician managing the Diagnosis Active Resolved Status of the Diagnosis Textbox No__ Notes relating to the Diagnosis PATIENT ENCOUNTER Date field Date MM DD YYYY Yes Time field Time HH MM AM PM No Drop down Scheduled Date Scheduled Time Encounter Type Date for Patient s scheduled phone call visit Time for Patient s scheduled phone call visit CM Office Visit Class MD Yes Type of Care Manager Patient Encounter Office Visit Home Visit Telephone Contact Group Visit MHI Conference Email Non Encounter Related Diab Initial Diab Followup Diab Class 1 Diab Class 2 Diab Class 3 Diab Class 4 Diab Class 5 Diab Class 6 Diab Additional Class Diab Inpatient Diab Insulin Start E Class Patient Education l Non Encounter Related Filling out forms admin other charting etc Enc Reason Drop down DEA Screen PHQ 9 F U No Reason for the Care Manager Patient Encounter MHI F U DM
38. ress Report For Time Period 1 1 2005 to 3 31 2005 Pre Educ Post Educ Score Average Score Average Do you understand how diabetes affects you 1 3 Do you understand your meal plan Do you understand the benefit of exercise physical activity Do you understand how your medications work Do you understand the benefits of blood glucose monitoring Do you understand how to detect treat and prevent hypoglycemia Do you understand how to prevent and or reduce chronic complications Do you understand how reaching your goals will help you wiyour diabetes Do you understand that the diabetes team is available to help you problem solve 4 4 0 1 1 Do you understand how to detect treat and prevent hyperglycemia 1 4 1 1 Do you understand how diabetes affects emotional health 1 0 2 3 0 1 1 2 2 3 3 1 0 Do you understand that your blood glucose needs to be in control before and during pregnancy Figure 26 Page 23 of 31 Queries View Queries Clicking on the View Queries button will bring up the following Queries screen Fig 27 e Generate queries by entering a date range Start and End Date and choosing the button corresponding to the query you wish to run e These listed Queries are canned queries Any queries not listed here are not available to the users unless this screen is customized by a programmer CMT o x Eile Edit view Insert Format Records Tool
39. rovide at a glance data entered via the navigation buttons on the bottom left of the screen Also indicated within a thick black box on the right side of the screen is the Patient Search section The bottom of the screen houses the navigation buttons for entering data for the selected patient creating new patients saving and deleting patients and generating clinical note summaries Ed CMT loj x File Edit Insert Records Window Help Adobe PDF amp Patient Information Form loj x Patient Information ID Number 7o Last Name TEST First Mame TEST DOB Sf les1ory _ Age 19 44 Race Black African A Sex M Phone fon 600 8000 Cell Phone _ Email PEP Jallen Mitch ha PCF Phone 800 668 5889 Insurance Mailhandlers X Facility aec Clinic bd Diab Collaboration FFP 2 Confused Chantic ki Patient Search Date of Referral S30 2004 Diab Educ John Status active hi ID Number T a Diag Date Diagnosis Status Sched Date Sched Time Encounter Type Status LastName J edit 2 28 2005 Diabetes Type 2 Active edit 4 30 2005 frelephone Contact Pending FirstName J edit 3 20 2004 anxiety Active edit awos class Resolved Diab Educ O Edt 3 30 2004 Depression active Edt Pasoj200s Home Vist Resolved Search Far Patients Feit lI 1feaArenns Talenhnne Contact Resolved gt Show All Patients 455655 Weight Date Changer Height Weight Eye
40. rt to run the report Fig 22 E CMT Eile Edit View Tools Window Help ADA Report Diabetes Educator ADA Report For Time Period 1 1 2005 to 11 8 2005 Page 1 of 1 Facility ABC Clinic Encourter Date Patiert Name Gender ID Number Encounter Type Age Diabetes T ype Race Speda Needs Insurance Collaboration 3 4 2005 TEST TEST M rg Class 19 44 Type 2 AA Visual Impairment Mailhandlers O 1 30 2005 TEST TEST M 7 Home Visit 19 44 Type 2 AA Visual Impairment Mailhandlers O 1 26 2005 TEST TEST M 7 Telephone Cont 19 44 Type 2 aA Visual Impairment Mailhandlers O 11 8 2005 Harrison George M 9 Telephone Cont lt 19 Type 1 CA UHC O 11 8 2005 Feeney Shirley F 11 MHI Conference 19 44 GDM Al Unknown O 11 8 2005 Mars Yeronica F 12 MD Office Visit 19 44 Type 1 CA Unknown O Totals Age 1 19 Sex 2 M Race 2 CA White Caucasian Type 2 Typed Special Needs 1 Visual 3 1944 2 F 1 A Am Indian Alaskan Native 1 Type2 0 Hearing 0 45 64 1 A Black African Am 1 GDM 0 LowLiteracy 0 65 g PL Asian Chinese JapaneseMoreanP acific 0 Pre DiabAGT QO Eng 2nd Lang Isande 0 HC Hispanic Chicano CubanMexicanPuerto Type Age Type 1 and 0 18 years Rican Latino Type 1 and 19 years Type 2 and 0 18 years Tatal of Patients 4 Type 2 and 19 years GDM Total of Visits 6 I gt gt O j Figure 22 Page 21 of 31 Patient Goal Progress Report e Clicking on the Patient Goal Progress Report button will bring up the
41. s Educator Patient Encounter Summary For Time Period 1 1 2005 to 11 80 2005 Diabetes Educator Ann Thomsen ID Mum ber Last Mame First Mame Phone Number Encounter Date Encounter Type Outcome 11 Harpoon Hary 1182005 MHI Conference Cancaled 2 Veronica Veronica 1718 2005 MD O fice visit Completed Total Patient Encourters 2 EI o Figure 20 Diabetes Reports ADA Report Page 20 of 31 e Clicking on the ADA Report button will bring up the following ADA Report Parameters screen Fig 21 The ADA Report generated is a summary report by date range for submission to the American Diabetes Association E CMT 0 x Eile Edit View Insert Format Records Tools Window Help Diabetes Education Tracking Menu Diabetes Education Tracking Record Entry and Modification General Reports Instruct Admin Time Patient Information Patient List Instruct Admin Time Information Blood Glucose Meter Table Entry Encounter Tickler Instruct Admin Time Report Diabetes Educator Table Entry Encounter Summar Report Queries Diagnosis Table Entry Diabetes Reports vow quenes ADA Report Facility Table Entry Patient Goal Gofal B7A 8 ele gn Insurance Provider Table Entry Medication Table Entry Sone Mains a Physician Table Entry End Date 3 31 2005 _ Femyifcnicine a Site Table Entry Sort By Patient Name Site Staff Table Entry Run ADA Report Coordinator Table Entry Figure 21 Click Run ADA Repo
42. s Window Help B Queries Queries Start Date End Date DE Total DE Completed Encounters Calls DE Total DE Total Encounters by Encounters by Diagnosis Diab Type DE Total Encounters by DE Home visits MD DE Total DE Total Encounters by Encounters by Enc Type Insurance DE Total Wew DE Total Wew Patients Fts Referred Referred by MO DE Tot Pts wi Ao Collaboration DE Resource Time Figure 27 Page 24 of 31 DE Total Encounters Clicking on the DE Total Encounters button will bring up the following query screen Fig 28 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range TS it x Eile Edit View Insert Format Becords Tools Window Help FACEA TEDER E DE Total Pat Encounters Selech a DE Last Name DE First Name Total Pat Encounters Johnson John J Record l4 1 oF a re of 1 Figure 28 DE Completed Calls Clicking on the DE Completed Calls button will bring up the following query screen Fig 29 This query displays the number of Diabetes Educator Telephone Calls and Average Call Length for Diabetes Educator Patient Encounters falling within the entered date range loj x Eile Edit View Insert Format Records Tools Window Help ee SSA s Bes 914 ol 3 YS wv d Kae DE Completed Calls Select Query DE Last Name DE First Name Total Complet
43. sment screen ioli File Edit View Insert Format Records Tools Window Help eroja ul pavla gt e DE Total Pat Encounters by Diab Type Select Query DE Last Name DE First Name Diabetes Type Total Fat Encounters 52 PJJ Johnson John Type 2 Figure 31 DE Total Encounters by MD Clicking on the DE Total Encounters by MD button will bring up the following query screen Fig 32 This query displays the number of Diabetes Educator Patient Encounters falling within the entered date range sorted by Primary Care Physician l x Eile Edit View Insert Format Records Tools Window Help BaS o lt e wvild 2 e DE Total Pat Encounters by MD Select Query DE Last Name DE First Name Total Pat encounters bJ Johnson John Allen Mitch Figure 32 Page 26 of 31 DE Home Visits Clicking on the DE Home Visits button will bring up the following query screen Fig 33 This query displays the number of Diabetes Educator Patient Encounters of type Home Visit falling within the entered date range and the Average Home Visit Time with those Patients 5 x Eile Edit View Insert Format Records Tools Window Help aa So Sl 2 7 AEE e DE Home Visits Select Query a DE Last Hame DE First Hame Total Home Average Home Visit Time mee PpfJohnson John E E Figure 33 DE Total Encounters by Enc Type Clicking on the DE Total Encounters by Enc Type button will br
44. t 65_ No Automatically calculated from Patient s DOB Patient s Race Classification w O UJ O D h D O O U O Q O DS w O or O 5 e White Caucasian Am Indian Alaskan Native Black African Am Asian Chinese Japanese Kor ean Pacific Islander Hispanic Chicano Cuban Me xican Puerto Rican Latino Sex S O Rac Sex M Male F Female No Patient s Gender Numeric 000 000 0000 No Patient s Contact Phone Number Cell Phone umeric 000 000 0000 No Patient s Cell Phone Number ree Text No Patient s Email Address Z 7 rom PCP Table Values No Patient s Primary Care Physician PCP Phone Numeric 000 000 0000 O Patient s Primary Care Physician Phone Number N No Patient s Primary Insurance carrier Defaults to N Table Values Facility From Facility Table Values Diab Collaboration Unknown if not entered O Care Manager s Facility Has at least 1 RN and 1 RD as Diabetes Education Instructors collaborated on Patient 8 II S lololol S S S x x lg OlO OlO O Q Q OIOI OIOJOJ JOQ O O XxX X X X X O 5 5 5 FPP 1 Disconnected Avoidance 2 Confused Chaotic 3 Secured Balanced Date of Referral i Date MM DD YYYY Care Manager From Care Manager Table Values Active Closed 1X Only No Patient s status with Care Manager N U O F oi O Patient s Family Pattern Profile An assessment of the relationshi
45. te of the Diabetes Assessment Diabetes Type Drop down Type 1 Type 2 Diet Type 2 Patient s Diabetes Type Oral Type 2 Oral Insulin Type 2 Insulin GDM Pre Diabetes IGT Special Needs Drop down Visual Impairment Hearing Patient Special Needs Impairment Low Literacy Eng 2nd Language Checkbox Yes and No Fields Does Patient smoke Yes and No Fields No Does Patient drink alcohol Yes and No Fields Does Patient have a history of Hypertension Yes and No Fields Does Patient have a history of Heart Attack Heart Disease Yes and No Fields Does Patient have a history of High Cholesterol J 5 AN D 5 O S D QO A oy O x Hypertension Heart Attack Heart Disease High Cholesterol Family Hx Diabetes Yes and No Fields Does Patient have a family history of Diabetes How long has Patient had Diabetes Yes and No Fields Has Patient been hospitalized for the Problem of Diabetes in the last year If Patient has been hospitalized for Diabetes in the last year details No No No No No Hospitalized for Diabetes in last year How long have you had Diabetes Checkbox N O If Yes Hospitalized Explain i O O OIO 0 0 5 5 5o lt x D D o oO O O OIO O O A A NAIN x lt x lt og oO om Tey O O O I0 x lt x lt XxX IX Height Weight Height f Textbox Height in _ Textbox Weight los Textbox Weight Change in last 6 months Yes and No Fields Do you want to l
46. u understand how to prevent and or reduce chronic complications 1 Poor 2 Fair 3 Good No No Oo Oe O olo QI Q S ole Sia e N w s O ol O 5 O O Poor 2 Fair 3 Good N A Score Does Patient understand how reaching his her goals will help with diabetes Do you understand how reaching your goals will help you with your diabetes Drop down Score Does Patient understand that the diabetes team is available to help him her problem solve Do you understand that the diabetes team is available to help you problem solve w s O F or O 5 1 Poor 2 Fair 3 Good 0 N A a a A affects emotional health 0 N A affects emotional health Do you understand that your blood Drop down 1 Poor 2 Fair 3 Good O Score Does Patient understand that his her glucose needs to be in control before 0 N A blood glucose needs to be in control before and during pregnancy Score AFTER diabetes education for each and during pregnancy After Education 1 Poor 2 Fair 3 Good 0 N A Instruct Date _ Z O Instructor O O O OOOO O question above No No No No No No Date of Collaboration on Patient if not as part of No ate MM DDIYYYY No ee Text ree Text ee Text ee Text ree Text Date MM DD YYYY O _ a Collaborate Date j O 7 class education above Ex Meeting re Patients alaa
47. ver Within the last year Time frame for Patient s last Dilated Eye Exam Within the last 2 years gt 2 years ago Examining your own feet Last Dilated Eye Exam O z D Q Q oy O x lt UO s O ol O Never Within the last 6 months Within the last year Within the last 2 years gt 2 Last Dental Exam Time frame for Patient s last Dental Exam UO O F al O 5 O years ago Do you have a Blood Glucose Meter Checkbox Yes and No Fields No Does Patient have a blood glucose meter Page 5 of 10 O Diabetes Educator Tracking Database Data Dictionary Type Brand of Patient s blood glucose meter Data Element If Meter Type None Bayer Ascensia Bayer Dex Bayer Glucometer Elite Chronimed Lifescan SureStep Lifescan Ultra Lifescan Ultra Smart One Touch Basic Other Precision Extra Precision QID Precision SofTac Prestige Profile Roche AccuCheck Active Roche AccuCheckAdvantage Roche AccuCheck Compact Therasense Flash Therasense Freestyle If Meter Approx how old is it lt 1 year old 2 years old 3 years old 4 years old 5 years old gt 5 years old Not at all 2 or 3 times weekly 1 2 times daily 3 4 times daily 5 8 times daily gt 8 times daily Never Unknown Within the last 3 mos Within the last 6 mos Within the last year gt 1 year ago No Walking Running Biking Patient Exercise Activity Approximate Age of Patient s blood glucose
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