DataVault™ User`s Manual - Creative Data Technologies, Inc.
Contents
1. Displays a window that lists all the records for the selected quarter so you can work on them e View Recently Worked on Forms Displays a window showing you the most recent 100 forms visit records that you have worked on This can be a nice time saving feature if you want to go back to a record you recently worked on quickly e Adda New Visit Record Lets you create a brand new AHCA Visit Record populating the default values selected on the Facility Edit Window Delete all Records for Selected Quarter This option allows you to delete all the records for the selected quarter with a single button press A confirmation window will be displayed first This is only used if you are importing records and need to delete the records before importing the records once again Data Import and Export The Data Import and Export section contains the following items e Import a Data File Lets you import a data file This includes standard tab delimited files and also custom written import bridges created for your facility e Backup Data Records for this Quarter Makes a backup file compressed ZIP file containing a backup copy of all your records for the selected quarter e Restore Data Records from a Backup File Restores the records for the selected quarter from a backup file created previously using the Backup option above This would normally never need to be used unless you are recovering your data in the event of data loss D2. Principal Diagnosis 535 40 E T Identification of the Primary procedure code is no longer required they are all equal 43239 44361 External Cause of Injury Codes ICD 9 CM report up to 3 all optional NOTE For ALL ICD 9 10 CM Codes on this page enter the period in the code if it is present in the ICD 9 10 CM Coding Manual Keep in mind that only the Principal Diagnosis is required Other Diagnosis codes are optional and only the first Procedure is required all the Other Procedure codes are optional Finally here is a screen shot of the third tab page Charges Record 636050 MAAALA da Patient Visit Information Diagnosis amp Procedures Charges Enter in ONLY rounded off whole dollar amounts Pharmacy b Cardiology fo o Recovery Rm b Med Surgical Supply Do o Operating Rm 3350 Treatment Obs Rm o Radiology Imaging o Anesthesia fo o Trauma Response Laboratory Emergency Rm fo Other Charges Gastro Intestinal GI D o Lithotripsy NEN Total Charges 3450 Save amp Close Validate Validation FAIL Print Record Close The system will add up the Total Charges for you as you use this tab page Please don t forget to use the Save amp Close button to save your changes after you finish working with a record or else you will lose your changes for that record It is best practice to click on the Validate button to make sure
3. use the checkbox called Override the Errors listed above and let me generate an AHCA Report anyway Finally when you are ready to generate the report data file click on the Generate amp Download Report button A dialog box will pop up from your browser and allow you to download and save the file to your hard drive on your computer Please take special note of where you are saving it on your hard drive as you will need to find the ZIP file for the next step below In order to complete your file submission to AHCA use the hyperlink shown below that reads Log into AHCA Data Submission Website on the dashboard AHCA Data Submission Website Note Many people get tripped up by this so it is worth mentioning On the AHCA Submission Website screen below please make sure and select AS10 1 as the Data Type or your upload will fail The Report Type should be set to AS Ambulatory ED Data Informaton Management System FAQ Help with this page File Upload View File Status Disclaimer Log Out Please verify the Facility Name amp Number Please Select Report Type Data Type Quarter Year and Submission Type Click the Browse Button to select the File Click the Upload File button to submit the File Indicates required field Facility Name SURGERY CENTER OF OCALA Facility Number 00000241 Report Type AS Ambulatory ED Data Data Type AS10 8 AS10 1 Report Quarter 1 Report Year 2011 Submissio
4. enne r eene 23 XV RESTORE DATA RECORDS FROM A BACKUP FILE essen eene eene EEE nennen en E een 24 XVL DATA STATISTICS eot t Cre ee Ee Deb eet eed aired avid et atone 25 XVII CREATE QUARTERLY AHCA RBBORT ettet ter ete there ee ORI ere ee eee t eee o ERE 26 XVII HEEP AND TROUBEESHBOOTTNG reet o reu e ete Des eU eas 28 Page 2 II OVERVIEW OF THE DATAVAULT SYSTEM The DataVault System is a web site that helps customers manage the process of reporting required information to various jurisdictions both state and federal level The website currently has modules for reporting Florida AHCA quarterly reports as well as Texas THCIC quarterly reports Future modules planned include cardiology reporting to the American College of Cardiology as well as cancer reporting to the Florida Cancer Data System If you have others you would like to see added or if you are interested in using either the Cardiology or Cancer reporting module above please contact us at techsupport creativedatatech com and let us know The DataVault System is a web based solution Since the web site contains confidential sensitive medical information it is protected by 128 bit SSL Secure Sockets Layer encryption What this means to you is that even though you are accessing the information over the Internet your web browser session is protected so that no one else can view or intercep
5. is invalid as no real SSN s start with the digit 9 Notice also that there are two fields highlighted in yellow Visit Start Date amp Visit End Date Fields are highlighted in Yellow when there is a situation where the system has detected that the data MAY be in error but it is not sure You can hover your mouse over the field to see exactly what it thinks the problem is and then decide for yourself whether it needs to be corrected or not In this case the Visit Date March 279 2014 is on a Sunday so the system is trying to warn you that this may not be right Normally as you are entering a new data record the system does not apply the validation rules until you get done and either click Save amp Close or Validate Users usually like to use the Validate button to see if the record is PASSing or FAlLing before Saving amp Closing The Edit Check PASS FAIL box at the bottom will let you know whether the record passes or fails The results of the validation check are across all three tab pages of information As you are working with the record you can freely visit all three tab pages without saving first and then perform one single validation when you are finished entering all of the fields Page 18 Here is a screen shot of the second tab page Diagnosis amp Procedures Record 636050 SSN 914 99 9999 Patient Visit cians E Diagnosis amp Procedures j n SSN a mr mea a a m Other 555 9 a 91 Toa 89 07
6. well AHCA 2010 XML readiness Our DataVault System is fully compliant with the new XML Internet reporting to ACHA Page 3 lll GETTING STARTED System Requirements The DataVault is a web based solution so the requirements on the hardware are minimal You will need at least a Pentium III class computer or higher running at 500 Mhz or faster with at least 256Mb of RAM The computer must be running Windows XP Windows 7 or Windows 8 and you must have Internet Explorer version 8 0 or higher You can check your version of Internet Explorer by selecting the Help menu item About Internet Explorer Updates to Internet Explorer may be downloaded from Microsoft directly at http www microsoft com windows ie default asp The DataVault web site is a 128 bit SSL encrypted web site This is to ensure the privacy of the information that is being managed However the SSL encryption adds some overhead to the amount of actual information that must travel back and forth between your web browser and our web server Therefore it is recommended that you get a reliable fast Internet connection to use the DataVault system Examples of good Internet connections are DSL Cable Modem or ISDN If you are still using a modem to dial up to connect to the Internet we would strongly recommend you to upgrade to DSL at this time You CAN use the DataVault System with a dial up modem but the screens update slowly so it is not as pleasant of an experience as
7. with the drop down box Finally to start the actually Import process click on the Start Import button Page 22 XIV BACKUP DATA RECORDS FOR THE QUARTER isit Records that will be included in the b Generate amp Download Backup File This window will make a backup of all the visit records for the currently selected quarter and package them up into a ZIP file for you to download It is good practice to make a backup copy of your data in case of disaster recovery The backup ZIP file can be used to restore your data records into the system if needed You are responsible for backing up your data We are not responsible per the user agreement for any lost or corrupted data records We will be performing nightly backups of the system and we will restore the system to the best of our ability However we want our customers to take responsibility for managing their own backups in the event of a system failure You can back up your data as often as you like or deem necessary In the event of a system failure we will be restoring the system using our backups IF POSSIBLE However in the unlikely event that we are unable to restore the records from our backups then you may be called upon to restore your own records from YOUR backups we will let you know Page 23 XV RESTORE DATA RECORDS FROM A BACKUP FILE Quarter Backup Data File previously created using this website DataVault Using this screen you can import visit
8. 59B 9 Displays the State of Florida website containing the laws pertinent to quarterly submissions to AHCA e AHCA Data Submission Resources Displays the AHCA Website with helpful information and guidance with regard to quarterly submissions e Yellow boxes containing Quick Tips These will change from time to time and contain helpful tips on using the DataVault system End of User s Manual Page 29
9. CREATIVE DATA TECHNOLOGIES INC DATAVAULT E USER S MANUAL Florida AHCA Reporting Edition Page 1 I TABLE OF CONTENTS akkas kuva h eta asud kattu A vagoretabe v kk ik s hvis 1 1 eR Oe ROEE 2 II OVERVIEW OF THE DATAVAULT SYSTEM 5 5 5 Dr err eC RP EE RR ERR ERE Ek PE greges 3 WI GELLING STARTED ui usto iain nian intial de intdiliohiiingd ei ea etd ihid onte kilest 4 IV DATAVAULTDASHBOARD 3eneeee ae ida iin EN 6 VDATA VISUALIZATION GEAPLHS 3nd obe tod edet debe tete o debi iis Pede pee P bd 9 VII MANAGE PHYSICIAN LIST itta van ebuehuendiu aaa detedae eae desino ditt 13 VIII CHANGING THE CURRENTLY SELECTED QUARTER esses rennen nnImee enne enhn enee nenne een eene 14 IX VIEW VISIT RECORDS FOR SELECTED OUARTER iiiimemiivermeveneeneeeeneeneneeenneeeoeeneeeenenneneenenneneeneneeeeneenenee 15 X VIEW RECENTLY WORKED ON FORMS teet pe ER ERI sovachessevscnussevs caus ETE caus svesceussveccavsieascuvessuscuussvescuveses 17 VISIT RECORD EDIT WINDOW 18 XII DELETE ALL RECORDS FOR SELECTED QUARTER essere eene n nene nennen ennhrr een nenee nennen senten enne 21 XIIL IMPORT A DATA FILE iet i rrt er e Fe GE caus Soya cous d a C M QE X 22 XIV BACKUP DATA RECORDS FOR THE QUARTER seen nere nne ee enn nere en hene sen nnnere tenente eee
10. Displays where you currently are with respect to the due date for the currently selected quarter e Generate Quarterly AHCA Report Displays a window that lets you perform final record validations and generate your AHCA report for the selected quarter Page 7 Log into AHCA Data Submission Website Takes you directly to the AHCA Submission website so that you can submit your data file to them Help amp Troubleshooting View DataVault User s Guide Displays DataVault User s Manual PDF document Upload a Troubleshooting File to CDT Allows you to upload a file to us for troubleshooting purposes This may be used for example if you have a custom written import bridge that is giving you an error when you try to import your data file View Creative Data Contact Info Displays a window with our address email and phone number Florida Statutes Chapter 59B 9 Displays the Florida State laws concerning AHCA quarterly submissions AHCA Data Submission Resources Displays the AHCA Resources Website concerning the Ambulatory Data Submission Quick Tips Displays yellow boxes with helpful information These tips will change from time to time to offer additional helpful information You should see the Ambulatory Data Menu screen shown at the top of the next page Page 8 V DATA VISUALIZATION GRAPHS The following graphs are available for viewing on the Dashboard A Pass Fail Summary Chart Pass Fail Summa
11. Report for the 2 Qtr 2014 Next see if there are any Quarter Level Edit Check Errors Found There are three levels of failures possible with the reported data Field Level Validation Errors When the problem is with a single field on one record invalid CPT etc Record Level Validation Errors When one field is in conflict with another field within the same record Date of Visit is before Date of Birth etc Quarter Level Validation Errors When information on one record is in conflict or duplication with another record For example two records with the same SSN are reporting different Gender This window s QA tests are concerned with the 3 type of validation errors Transmission Level If you see any problems listed you can get detailed information about each problem by clicking on the hyperlink for the error This will pop up a window to display details about the error Page 26 Until all of the errors are resolved the Generate amp Download Report button will be disabled as in the screen shot above If you are working on corrections from a previously submitted AND ACCEPTED AHCA Report don t forget to check the box called Check this box if this is a Resubmittal of corrected data for AHCA For normal resubmissions of files that were rejected by AHCA please do not use this checkbox If you have an error listed but you KNOW FOR SURE that it is not a real problem and wish to generate the AHCA file anyway
12. ata Statistics for the Quarter Total Number of Records Displays a link containing the total number of records in the Quarter Click on the link to display the records in another window e Number of Passing Records Displays a link containing the number of passing records for the quarter Click on the link to display the passing records in another window e Number of Failing Records Displays a link containing the number of failing records for the quarter Click on the link to display the failing records in another window e Number of Warning Records Displays a link containing the number of warning records for the quarter Click on the link to display the warning records in another window e Pass Fail Summary Graph Displays a pie chart showing the number of passing failing and warning records for the selected quarter e Race Demographics Graph Displays a bar chart showing the spread of the Race values among the patients for the quarter Bottom Graph Selector drop down box Select which graph you would like to see displayed on the bottom graph There are several graphs available including Race Ethnicity Insurance Sex Hour of Arrival and Doctors AHCA Reporting The AHCA Reporting section contains the following features that you will use when generating your quarterly AHCA Report e Submission Deadlines Contains a quick list of the deadline dates for each quarter s report e Selected Quarter Status
13. background This is letting you know that you cannot change the value in those fields The Ambulatory Data Default Values section is fairly self explanatory Anything you fill in will be automatically populated into a record when you create new records using this system The Physician ID Numbers should not be zero padded For example instead of entering ME004564 you should enter ME4564 The Global Billing option checkbox is explained by clicking on the hyperlink What is Global Billing Once you are finished entering your facility info don t forget to click the Save amp Close button or your changes will be lost Page 12 VII MANAGE PHYSICIAN LIST The next screen you will want to fill out is the Physician List Access this screen by clicking on the Manage Physician List link on the Dashboard You will see a screen similar to the following without any physician records yet listed Note Data below is fictitious Add Physician Use the Add Physician button to add new physicians to the list The License numbers must not be zero padded Once you are finished entering your list of physicians don t forget to click the Save amp Close button or your changes will be lost Page 13 Vill CHANGING THE CURRENTLY SELECTED QUARTER TENE 1st Qtr 2014 v Use the Quarter drop down on the Dashboard to change the quarter you want to work on This will immediately refresh all the statistics and graphs
14. be displayed on the bottom chart including Race Sex Insurance Ethnicity Hour of Arrival and Doctor Page 25 XVII CREATE QUARTERLY AHCA REPORT When you are finished entering and correcting all your visit records for the guarter you will need to click on the hyperlink called Generate Quarterly AHCA Report to perform the final QA of the records and generate the actual AHCA Report data file When you click the button you will see the following screen You have chosen to generate an AHCA Report for the 2nd Qtr 2014 Quarter Level Edit Check Errors Found click on each hyperlink to get details about each error 56 Record s that are either Failing or have never been Validated click for list _ Check this box if this is a Replacement Submission of data for AHCA do not use this for submitting corrected records to AHCA only use it to replace previously accepted records with new inforormation _ Override the Errors listed above and let me generate an AHCA Report anyway Generate amp Download Report Close After Generating and downloading the AHCA Report Zip File don t forget to log into AHCA s Web Submission website and upload the Zip file to them FIRST AND MOST IMPORTANT Make sure the top sentence agrees with what you think you are doing have had customers accidentally send AHCA data for the wrong quarter In the above screen shot the system is confirming my intent by stating You have chosen to generate an AHCA
15. d click the Login button Note The password is case sensitive If login is successful you should see the AHCA Dashboard shown at the top of the next page Page 5 IV DATAVAULT DASHBOARD Goud farro Slaven Creative Data Technologies Inc Edit Facility Information and Default Values Manage Physician List ONEGA 2nd Qtr 2014 v View Visit Records for Selected Quarter View Recently Worked on Forms Add a New Visit Record Dashboard Total Number of Records 17 Number of Passing Records 1735 Number of Failing Records 56 Number of Warning Records 0 Pass Fail Summary FAIL 56 Submission Deadlines 1st Quarter June 10th 2nd Quarter Sept 10th 3rd Quarter Dec 10th 4th Quarter Mar 10th The 2nd Qtr 2014 Report is 23 days overdue Generate Quarterly AHCA Report Log into AHCA Data Submission Website View DataVault Users Guide Upload a Troubleshooting File to CDT View Creative Data Contact Info Delete All Records for Selected Quarter Race Demographics Florida Statutes Chapter 59B 9 AHCA Data Submission Resources Quick Tips To view the list of the records for the Missing A quarter click on the hyperlink in the Record Maintenance section titled View Visit Records for Selected Quarter or click on one of the Total hyperlinks in the Data Statistics for the Quarter section Import a Data File Backup Data Records for this Quarter Restore Data Records from a Backup File All of the Info
16. if you import data depending upon your method of importing you will need to come to this window and use the Select All button to select check all the records then click on the Validate Selected button so that the Page 15 system will inspect every one of the imported records to judge whether each one of them is PASS WARN or FAIL Notice that there are several ways to search filter the displayed list by using the search fields at the top of the window Record ID SSN and Record Status To edit an existing record you simply need to click on the row for a record and then click on the Edit Record button Alternatively you can just double click on the row This will take you to the Visit Record Edit Window To create a new record from scratch manual input click on the Add Record button This will auto populate all the default values you specified on the Edit Facility Information window Finally notice at the bottom of the window that there is a button provided to Export to Excel This will generate an Excel Spreadsheet with the currently displayed list of records and allow you to download it to your computer Page 16 X VIEW RECENTLY WORKED ON FORMS Record ID 753 Chart Visit Date SSN E hart j S Record ID 1058 Chart 2242 Visit Date 2014 03 19 SSN Record ID 1053 Chart 2397 Visit Date 2014 03 23 SSN Record ID 1010 Chart 2235 Visit Date 2014 03 31 SSN R ID 1031 Cha
17. it should be Support for other Operating Systems and Browsers The DataVault web site was built using Microsoft s technology called ASP NET Active Server Pages This technology utilizes DHTML features inside the Internet Explorer web browser If our web server detects that you are running some other browser besides Internet Explorer it downgrades the DHTML calls to standard HTML However this will run noticeably slower than the Internet Explorer and may not look and feel 100 the same as the Internet Explorer Therefore if you wish to use some other operating system and or web browser you can but we will not support or troubleshoot any problems that are particular to using the non standard browser and or operating system Obtaining a UserlD and Password to access the DataVault system There is a user agreement form that includes HIPAA Security Agreement that must be filled out signed and faxed or mailed back to us in order to set up your account Only one signed agreement per facility is required Separate user accounts are set up for each person using the system Up to five user accounts can be created for each facility at no extra charge Logging into the DataVault system Direct your web browser to the following address notice that it starts with https instead of http https www creativedatatech com dvault You should see the following screen Page 4 Login Cancel Enter your UserlD and Password in the fields provided an
18. n Type 9 INITIAL R REPLACEMENT for replacing previously certift ed o rters requires written permission from AHCA Select File Browse UPLOAD FILE Page 27 XVIII HELP AND TROUBLESHOOTING View DataVault User s Guide Upload a Troubleshooting File to CDT View Creative Data Contact Info Florida Statutes Chapter 59B 9 AHCA Data Submission Resources Quick Tips To view the list of the records for the quarter click on the hyperlink in the Record Maintenance section titled View Visit Records for Selected Quarter or click on one of the Total hyperlinks in the Data Statistics for the Quarter section All of the Information on the Dashboard are specific to the Quarter Selected in the upper left corner When you select a different Quarter you will see all the Statistics refresh This section of the dashboard has very useful features including the following e View DataVault User s Guide Lets you view the PDF User s Guide for the DataVault System e Upload a Troubleshooting File to CDT Allows you to upload a data file to us for troubleshooting purposes Please ZIP the file up using WinZip before uploading it if possible The screen looks like this Filename to Upload Browse No file selected Start Upload Cancel Page 28 e View Creative Data Contact Info Displays the following screen with full contact information for Creative Data Technologies Inc e Florida Statutes Chapter
19. on the Dashboard to reflect the newly selected Quarter Page 14 IX VIEW VISIT RECORDS FOR SELECTED QUARTER Enter Search Criteria Record ID SSN Record Status ALL v Patient a 2014 01 06 43239 j Non Hispanic Medicaid Mgd Care Critical 2014 01 14 i 45380 d No Response Non Hispanic Medicaid Mgd Care Critical 2014 03 18 i 43239 ite Hispanic Commercial Ins Critical 2014 03 18 45384 d Black Non Hispanic Commercial Ins At Hom 2014 03 18 E 43239 Black Non Hispanic Medicaid At Hom 2014 03 18 i 43239 1 ite Non Hispanic Medicaid At Hom 2014 03 12 A 45380 ite Non Hispanic Commercial Ins At Hom 2014 03 16 51 145385 No Response Unknown Commercial Ins Cancer 2014 03 17 43760 y Black Non Hispanic Medicare Cancer 2014 03 15 43239 f ite Non Hispanic TriCare Fed Govt At Hom 2014 03 15 i 43239 ite Hispanic Commercial Ins At Hom 2014 01 12 i 43239 1 ite Non Hispanic Commercial Ins At Hom 2014 03 31 51 145378 No Response Unknown Medicare Magd Care At Hom VY aii gt Anas na na aaa EE an Records 1169 l Edit Record Add Record Export to Excel Select All Validate Selected Delete Selected Change Patient Status for Selected Close Note You can double click on a row to edi
20. records from a backup data file previously created using the backup option First you need to use the Browse button to navigate to the data file from which you would like to import records When you are done you should see the complete filename and path shown in the box to the left of the Browse button Please Note Restoring your records from the backup data file will automatically delete any records that are currently in the DataVault Database for the selected quarter Notice that the Import Bridge type is automatically set to Quarter Backup Data File previously created using this website DataVault Leave this Bridge Type selected Page 24 XVI DATA STATISTICS Total Number of Records 1791 Number of Passing Records 1735 Number of Failing Records 56 Number of Warning Records 0 Pass Fail Summary Aa E E da dd EAL 56 Race Demographics 1 672 Select Bottom Chart Type In the Data Statistics section of the Dashboard you will find the following features e Totals hyperlinks Hyperlinks displaying a Total Number of Records b Passing Records c Failing Records and d Warning Records Simply click on any of the hyperlinks to view the list of records e Pass Fail Summary This chart always displays on the dashboard and gives a breakdown of the Pass Fail state of all the records in the quarter Bottom Chart Using the drop down box you can select one of Six different types of graphs to
21. rmation on the Dashboard are specific to the Quarter Selected in the upper left corner When you select a different Quarter you will see all the Statistics refresh Select Bottom Chart Type Top Toolbar The toolbar across the top of the page is something that will remain at the top for every screen throughout the system It contains the following features e Session Timeout Counts down from 1 hour and will automatically log your session off after 1 hour of inactivity e Logout Link to quickly log out of the system Facility Information The Facility information section contains the following e Facility Name Displays the name of your facility This is helpful for those users who have multiple AHCA Facilities that they are responsible for reporting on e Edit Facility Information and Default Values Allows you to modify your facility address Medicare Number and the default values that apply when you are creating new records e Manage Physician List Use this screen to enter and maintain your list of physicians Selected Quarter The Selected Quarter contains a drop down to let you select the current Calendar Quarter that you would like to work on When you change the quarter all of the statistics and graphs on the screen immediately refresh with the newly selected quarter s information Page 6 Record Maintenance The Record Maintenance section contains the following e View Visit Records for Selected Quarter
22. rt 2354 Visit 2014 03 22 SSN Record ID 1046 Chart 1356 Visit Date 2014 03 23 SSN 1057 2 201 19 Record ID 1016 Chart 1592 Visit Date 2014 03 15 SSN De 0 Record ID 1020 Chart 2315 Visit Date ie 2014 03 19 SSN Record ID 101 Chart 679 Visit Date 2014 01 12 SSN 3 Record ID 1003 Chart 1166 Visit Date 2014 03 18 SSN 3 a Record 11 104 bart sit Date 20 B SA Diag 535 40 Procedure 43239 Diag 555 9 Procedure 45380 Diag 530 0 Procedure 43239 Diag V76 51 Procedure 45378 V12 72 Pro 45378 Diag 569 3 Procedure 46946 Diag 535 40 Procedure 43239 i Diag 797 99 Procedure 45380 diag 530 11 Procedure 43239 i Diag 535 40 Procedure 43239 A iDiaa Proced This window displays the most recent 200 forms records that you have worked on sorted by the most recent forms at the top This is a great time saving feature and can be a life saver if you accidentally edit the wrong visit record and can t remember which one it was that you changed To access one of the records simply click on the hyperlink for the record Page 17 XI VISIT RECORD EDIT WINDOW Record 636050 SSN 914 99 9999 Patient Visit Information Diagnosis amp Procedures Charges Record ID 753 MRN Chart 1349 SSN EALS iei Visit Start Date 03 02 2014 Arrival Hour 00 23 10 99 Unknown Visit End Date 03 02 2014 Patient s Zip 32835 Birth Date 04 27 4970 Se
23. ry a PASS 1 735 FAIL 56 B Race Chart Race Demographics C Sex Chart Patient Sex Demographics Page 9 D Ethnicity Chart Ethnicity Demographics 1517 E Insurance Chart Insurance Statistics Medicaid Mad Care Medicare F Hour of Arrival Chart Hour of Arrival Page 10 G Doctor Chart Doctor Page 11 VI EDIT FACILITY INFORMATION AND DEFAULT VALUES AHCA Facility 500001 Facility Type Ambulatory Surgery Center V Facility Medicare 1234567 Facility Contact Person First Name Stevens Last McKenna Phone 850 264 9065 Ext Email Address smckenna talstar com Ambulatory Data Default Values Default Referring Ordering Physician ID ME45672 Format ME3345 Default Performing Physician ID TX2030120 Format ME3345 Default Ethnicity Non Hispanic v Default Race Asian v Default Insurance Medicare v Default Patient Status Home or Self Care v V My Facility uses Global Billing with AHCA What is Global Billing Save amp Close Cancel Your AHCA Facility should already be filled out for you If it is not please contact us immediately with your AHCA Facility ID so that we can correct it in our system this is a read only field Throughout the DataVault System read only fields are colored in a light gray
24. t that visit record For privacy sake the SSN s have been blocked out for purposes of this user s manual The SSN s will appear for you as you enter your records into the system Notice that the blue banner reminds you again that you are working on Records List Window 1st Qtr 2014 This Visit Record List Window shows the Record ID Visit Date SSN Primary Diagnosis Code CPT primary Total Charges whether the record is valid PASS WARN or FAIL Race Sex Ethnicity Insurance Patient Status and DataVault Record Number The default behavior for the system is to sort the records by Record ID You can also sort the displayed list by any one of the displayed columns by clicking on that column heading In addition if you click the column heading a second time it will sort the list in reverse order by that column Note that all of your records are displayed in the grid There is a vertical scroll bar on the right side provided so that you can scroll down to view the rest of the records Notice the checkboxes in the very first column of the list This is your way to select records for subsequent action This action is only needed if you are selecting records to be deleted Delete Selected button validating records Validate Selected button or changing patient status for the selected records Change Patient Status for Selected button Normally the system validates each record as you are editing it However
25. t the information This 128 bit encryption is required by HIPAA At the time you set up your user account s you will be required to sign a HIPAA Security Agreement with us Here is a list of the features of the new DataVault System e No installation required All you need is a web browser which already comes installed with your computer e Location independence You can use the system from any computer in the office or even from home e Multiple simultaneous users Up to five user accounts can use the system simultaneously entering data for your facility e No downloading updates All of the program updates are centrally applied overnight to the web site as needed e Nimble and responsive to change Fast to react to rule changes and bug fixes as there is only one computer to update the web site e Data Security Each facility s data records are kept separately so that one facility can not look at another facility s data Import capability The DataVault System allows you to import your existing visit records directly using several supported file formats fixed records tab delimited or XML Complete backup capability The system allows and in fact encourages you to back up your own data on a regular basis The backup data file is downloaded to your computer and can be easily imported back into the DataVault system in the event of any data loss or corruption of the system We also maintain backups of the complete system as
26. the record is passing all validations before Saving amp Closing the record Page 19 Note It does not matter what tab page you are currently on when you click the Save amp Close or Validate buttons Page 20 XII DELETE ALL RECORDS FOR SELECTED QUARTER This window lets you delete all the records for the selected quarter with one button press This would never normally be having to do this unless you are importing your data and are needing to import your data for a second time for the same quarter and need to delete the records Please note that most import bridges automatically delete the records for the quarter before importing so this step may not be necessary for you Page 21 XIII IMPORT A DATA FILE Tab Delimited Flat File exactly 84 fields Zipped up into ZIP file v Using this screen you can import visit records from a data file The data file MUST be in one of the following three different formats e Tab delimited file exactly 84 fields File layout available upon request 2010 AHCA XML File Format e Custom written import file First you need to use the Browse button to navigate to the data file from which you would like to import records When you are done you should see the complete filename and path shown in the box to the left of the Browse button Please Note The data file must first be zipped up into a ZIP file using WinZip Next select which Import Bridge you would like to use
27. x Male v Ethnicity Non Hispanic Race White v Practitioner Name Fla License NPI Number Attending Ordering Practitioner ME12345 1234567890 Operating Performing Practitioner v ME12345 1234567890 Other Practitioner Involved vi Primary Insurance Commercial Insurance v Patient Status At home patient s residence M Record Created by Steven McKenna on 06 02 2010 4 29pm Note Enter all Dates in MM DD YYYY Format Last Updated by Steven McKenna on 10 03 2014 2 02pm Save amp Close Validate Validation zl Print Record Close The Visit Record Edit Window is divided into 3 tab pages Patient Visit Information Diagnosis amp Procedures and Charges Notice that the Record ID and the SSN are displayed in the top of the screen under the blue banner so that no matter what tab page you are on you can quickly identify which patient you are entering information for Notice on the screen shot above that one of the fields is painted with red background SSN This is indicating that the system has found a problem with these particular fields and you need to correct the data If you can not tell what the problem is you can locate your mouse over the top of a red field without clicking on it and a yellow help message will be displayed explaining why that particular field is failing validation In this case it is saying that the SSN
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