ProVation Order Sets Owner Manual Duke University Health System
Contents
1. esses eene eee n ener nnne nennen nennen ener nennen nnne 15 Saving the Order Set e eet tra testet ince dae e d Ae idet qu da bete ed E eaa avt que dieere deg 15 ied ddp chgeesacezedeteusel esaii eari eased aaaea aa iea aaa ie Ni aa aa hia aaa 16 Creating a Review Process Adding a Review Process Template esses eene 16 Modifying a Review Process cssssssccececessesenseseeececesseseaaeeeeeeecesseseaeeseeeeecesseseaaeaeseescesseseaaeseeeeseneseseaaeass 16 Submitting a Document for REVIOW c cccccccecessessssecececessesesneaeeeeeceseeseaasaeeeeeceseeseaaeseeeessessesaaaeeeesesseesags 17 Manually Sending Email Notifications to Reviewers cesses nennen ennemi nnns 17 Adding and removing process step Reviewers cscssccccccecsssesssececeessesseseaececeessesseaasaeeeeeeeseeseaaeaeeeeeens 17 Veritying ReViewer s Status 4 eot eame ed e iere timete eredi ead 17 Processing Reviewer Comments in the Edit windOw esses enne enne nn nnn nnn 18 Printing a Comments Report in the Edit Window essen enne nnne niin nns 18 Advancing the Status of a Process St p ccccccccccccssssssssesecececeesessaaeseeeesseeseaeaecesecesessesaeaeeeesesseessaeaeeeeeens 19 Endinge the pfrocesscycle o edm eR leet ne a a eni d 19 The History L Og 3 5 peret a rete va ere e rh HU IU 19 Comparing Two Document Versions in the History Log cc cccccccssssssssceeececessessaes2. Optional Complete all process steps a Double click a step in the process or select the step and click the Edit button b Using the Status of Step drop down menu click Completed c Click Save After the final process step is changed to Completed and the Save button is clicked the End Process Cycle dialog is displayed 4 From the Set approval status to drop down menu click Approved 5 From the Set release status to drop down menu click Released 6 Click OK to approve and release the order set The History Log The History Log can be viewed by owners and reviewers and keeps track of activity that has occurred on a document by logging both automatic and manual events that take place during the review process Y When using the Manage Library window the History Log can be displayed from the toolbar or from the Tools menu Y When using the Process Management window you can display the History Log from the File menu v When using the Review Order Sets gt Comments window you can display the History Log from the Tools menu Comparing Two Document Versions in the History Log 1 Select an event from the History Log 2 Click Compare on the toolbar The Compare To Prior Version window is displayed The current document version is selected by default on the right side of the window By default unchanged sections display collapsed 3 Select a version to compare to the current version from the Version drop down menu on the left side of th
3. Of Step field for each added process step is set to Not Submitted because the Status Of Step field is updated during the document review 5 When finished working in the Process Management window click Close Modifying a Review Process To add a process step 1 Click the Add button 2 Required Type the description of the process step in the Process Step Name field 250 characters 3 Select Not Submitted from Status of Step from the drop down menu if necessary 4 Click the drop down arrow in the Due Date field to select a deadline for the process step to be completed by reviewers or type the date into the field in the form m d yyyy 5 Click Add Reviewer 6 Click Add Group to select reviewers by group View the members of an added group by highlighting the group name in the Reviewers list and then clicking View Members 7 Click Save to keep changes or click Cancel to abandon changes To edit a process step 1 Select the process step to edit 2 Click Edit button or double click the step The Process Management Step dialog is displayed 3 Make changes as necessary 4 Click Save to keep changes or click Cancel to abandon changes To reorder steps using drag and drop 1 Select the step to move 2 Click and drag the step to the position in the process where you want it to appear The process step is displayed in the new position To delete a step 1 Select the step to delete 2 Click the Remove button A co
4. Snapshot The Manage Library window by clicking File Print Preview The Edit window by clicking File Print Preview Once generated the document can be viewed or printed Saving the Order Set Save your order set edits periodically by clicking the Save button in the toolbar and choose if you want to continue working or store as a new version When saved as a new version let increment the last digit of the version as suggested Note A pdf file of the order set is created and saved in the History Log 15 Page X Owner Handbook Order Set Review Process The order set review process is the mechanism for setting up and tracking document reviews releasing Order Sets for use and reassessing documents Creating a Review Process Adding a Review Process Template To add a review process template to a document the document must be in draft or review status 1 Click Document Type gt Manage Order Sets 2 Locate and select the order set for review in the tree or the Details Pane 3 Either click Process from the toolbar or Tools gt View Steps for Current Process Cycle The Process Management window is displayed 4 Click Insert Process Template and select a process template that is applicable for this order set based on specialty f previous process steps exist select the process step after which the additional step s should follow The template is added after the selected process step The Status
5. in bold at the top of the list of values 3 Click a value and the Move Up and Move Down buttons become available Use the buttons to move the values into the order you want to have them displayed You can also drag and drop the values instead of using the buttons 4 Click Save Notice that the optional values in the order sentence have changed to reflect the new order Searching for orders Y Search Catalog accessed from the section or subsection content menu Y Search Catalog accessed from the Task Pane button in the toolbar Y Right click order gt Find Location in Menus Once an order is located it can be added to the order set Auto Navigation guides you through the necessary menus to select the attributes values for the order 8 Page X Owner Handbook Inserting an Order From the Edit window Right click the section or subsection where you want to add the item and select Insert Item gt Above or Below Same level or Below Indented Auto Navigation guides you through the necessary menus to select the attributes values for the order Changing the Indent of an Order amp Reordering Orders From the Edit window Right click an order and select Move Indent Left or Move Indent Right If one or the other of these options is not available the movement is not allowed Note Do not indent orders under other orders as this is not available in Maestro Care Orders may be reordered by dragging amp dropping them up or down in the li
6. the Restore button The document owner selects this button to remove the comment from being seen by reviewers Suppressed comments do not display in the comments report during the process Suppressed PP Pay P g P cycle but do display in the comments report included in the History Log after the process cycle is complete A comment marked as Suppressed can be restored to Pending status at any time using the Restore button Restore The document owner selects this button to restore the comment to its original state The document owner selects this button to respond to a comment selected in the Comments List Alternatively the Response dialog can be opened by right clicking the comment and selecting the Respond option from the menu Responses are visible to other owners and reviewers Note When you the owner respond to a comment the reviewer does not receive an email notification Follow up with the reviewer if applicable and or attach a note to yourself as a reminder by using the Owners Notes button Respond Document owners can select this button to attach a note to a comment or respond to notes Owners Notes entered by other owners Owners Notes are visible to all primary and secondary owners only Owners Notes are not visible to reviewers and are not retained in the system after the process cycle is closed The document owner selects this button to enter a new comment in the Comments List New Comment s The New Com
7. MX ESTRO CAR E ProVation Order Sets Owner Manual Access amp Edit an Order Set Modify order attributes Narratives Links Build Notes Modules Compare amp Copy Print Save Review Process X Owner Handbook Table of Contents HED Se llegue RT 4 Accessing User Manualls ccccsssssccececeesesesnnaecesecsseeseaeaecesecssseseaeaeeesecusseseaseseceeecusseaaeaecesecesseseaeaeeeeeess 4 ProVation Customer Web Site sssssssssessseseeseeene nennen nennen nennen tenent nest tns en nnne entente rsen nennen 4 ACCESS Order SOUS ER 4 LOBSING ON e E E 4 Logging Off versus Exiting the Application cccccccssssssecececessessceceeccecseseseaeeeceesseeseaeaeeeesessseseaeaeeeesens 4 EvidenceslJDdateso d tessera cine uS E d LE e eter UMS 4 Printing Evidence Updates irent tate cen pace dece usted n ee ta esa ve Een ee educa Ve sanceuesteanebes 4 Selecting a Document Type and Library eeseessesesesesee eene nnne enne nnns nnne nn tenta nisse ener neas n nns 5 Opening the Manage Library WindOW cccccccsssssssscecececessesesaececececeesesaeaeeeseceseeseeaeaeeeesceseeseaaeaeeeessessesaaees 5 locating an Order Set to start with ie etn etd emer ade tu deed eaves 5 Advanced Filter rente eroe keen ust cea e eeu eade eere adve A Rene eer a e esis 5 Copying an Order Set to the DUHS Library ccccccccccecsssesseecececsesesecaaaeeeeeces
8. Steps for Current Process Cycle 3 Select the process step and click the Edit button 4 Review the Process Status and Date Completed columns to verify the status of reviewers Note The statuses of reviewers in reviewer groups are tracked individually 17 Page X Owner Handbook Processing Reviewer Comments in the Edit window 1 In the Manage Library window select the document and click the Edit button 3 In the Edit window select the Reviewer Comments option from either the View menu or the Task Pane drop down menu The Reviewer Comments pane has two parts v The Comments List section of the Reviewer Comments Task Pane displays a list of reviewer comments as filtered by the Show Filter options Pending comments only displays all comments not marked as Done or Suppressed All comments displays all comments including those marked as Done or Suppressed v The Comment Details Window at the bottom of the Reviewer Comments Task Pane displays details of the comment currently selected in the Comments List Available options to Process a Reviewer Comment The document owner selects this button to mark the comment as having been addressed The comment is removed from the list in the Pending comments only filter in the owner s Done OE Comments List The comment is displayed labeled with a check mark in the Reviewers Comments and Events List A comment marked as Done can be restored to Pending status at any time using
9. changes do not display when Refresh is clicked 5 When finished working with the Compare To Prior Version window click Close Compare and Copy Tool The Compare and Copy tool allows you to display a similar document in the Task Pane You can then copy content from the similar document to the working document Note Documents can be compared to documents and modules can be compared to modules but mixed comparisons are not allowed 1 From the View menu or Task Pane button in the Edit window click Compare and Copy 2 Choose one of the following options Root document lt name gt lt location gt Displays the document as it appeared when it was initially copied from the ProVation library Note You cannot compare an order set to the same order set different version other than the root version Similar ProVation document Select this option if you want to compare the document to another document in the ProVation library Similar DUHS document Select this option if you want to compare the document to another document in the DUHS library 3 The document chosen for comparison displays in the right pane 4 All content in the comparison document that is missing from the main document is highlighted yellow To change the highlighting click the Ellipsis button next to the with field The Highlighting Options dialog is displayed Choose one of the options in this window Highlighting off Highlighting on for all content mi
10. ction or sub section of the document as a module Select the section or sub section you want to save as a module and click File gt Save Selected Content As New Module Note Even though you can select a section to be saved as a module when you pull the saved module into a document the section name is suppressed and you only see the subsection and order information When modules are added to sections the sub section and order information becomes part of the section to which it is added A module cannot stand alone as its own section Note When building a module do not select content that crosses over sections 7 Type a name in the Module title field 8 Click the ellipsis to assign yourself as a primary owner 9 If necessary select Secondary owner s by clicking the Add button 10 Assign a Reassessment rule from the drop down menu 11 Click Save Creating a New Module from scratch When you create a new module you are automatically provided with the sections of the document type as defined by DUHS Module sections are empty when you start building the module Note The Category Reason for Admission Reason for Visit and Diagnosis sections are not applicable in modules Follow these steps 1 Go to the DUHS modules library in the Manage Library window 2 Click New The Edit window is displayed 3 Select a Patient Type required 4 Make any other selections by selecting the applicable sections you want to modify Auto navi
11. e window If you don t want to compare to the current version select a different version number from the right side of the window 4 The navigation trees on both sides of the window open to the sections where changes were made The changes are highlighted in yellow To view unchanged sections go to View gt Show Content For All Sections 5 When finished reviewing changes click Close 19 Page Z X Owner Handbook The Document Reassessment Process After a document has been created and approved the document is flagged for reassessment as specified by the Reassessment Rule The owner receives email notification 60 days prior to the automatic reassessment date The owner may also choose to start the next process cycle at any time The steps involved with beginning the review process for a document are as follows Start the next process cycle Update the version number according to the build standards Generate verify correct process steps reviewers and schedule Send the document to the first reviewer s by changing the Status of Step to Submitted VVV WV 20 Page
12. eceeseessesneaeeeeeeseeseees 19 The Document Reassessment Process enne enne nnne entente entre nennen nnns inneren nnne nnne ns 20 3 Page X Owner Handbook Help amp Support Accessing User Manuals Press the F1 key on your keyboard to access the PDF versions of the ProVation user manuals for help 1 Logon to ProVation Order Sets Press the F1 key on your keyboard Select a user manual Click View Adobe Acrobat launches Search the manual using one of the following methods a Clicka linkin the Bookmarks pane b Type a word in the Find text field and press the Enter key on your keyboard WP wn ProVation Customer Web Site User manuals and training handouts are available at the ProVation Customer Web Site at https peach provationmedical com Implementation Toolkit under the ProVation Order Sets tab Access Order Sets Logging On 1 Double click the ProVation folder ProVation Ordersets shortcut on your desktop if you have access to the VPIN or go to awi duhs duke edu if logging into the system remotely 2 Type your Duke network ID and password If you have problems logging into ProVation contact ordersets duke edu 3 Click OK The ProVation Order Sets main window is displayed Note f you change your Duke network password it will automatically change in ProVation as well Logging Off versus Exiting the Application From the main navigation bar select Exit Logoff The session ends and the logon screen
13. eck box 6 Click OK The item is copied to the DUHS library An email notification is sent to the assigned owners It can be cancelled 8 The Properties window is displayed When multiple order sets are copied you must set their additional properties individually M Updating the Properties of an Order Set The Order Set Properties window can be accessed from the Manage Library window to update the properties of the order set i e change the Patient Type the order set Category and the Reason Problem associated with it Follow these steps In the Manage Library window highlight the order set do not open it up Select File menu bar Properties Note n order to get the list of Reason Problem to re populate you must select a new Category first You can then pick a new Reason Problem If the Reason Problem field is filled out and grayed out that means that there is only one Reason Problem for that Category Assigning Replacing Order Set Owners The Assign Owners window can be accessed from the Manage Library window in order to replace the primary owner and or assign additional secondary owner s Follow these steps In the Manage Library window highlight the order set do not open it up Select Edit menu bar gt Assign Owners 6 Page X Editing Order Sets Go to the DUHS library select the order set you want to edit and click the Edit button in the toolbar Note You must be an owner of the document to open
14. eesesaeaeeeescesseseaaeseesessessessaaeens 6 Updating the Properties of an Order Set rete eh tet te edere teres ved rep ree versis 6 Assigning Replacing Order Set Owners sscccessccesseeessseecsececseeceseeeessececsseceseeeaeeecsaeeccaeeceseeecaeeecaaeeeeseeens 6 Editing Order Sets 5 RSEN UAR ARTS AE umes e FUE ventana asta ERR MR ERU EEEE aE ER 7 Modifying a section sub section or attribute value selection eseeseeeeeeen enne 8 Creating and Modifying a Sequence of Optional Values for an Attribute eseeseeereees 8 Searching Tor orders ir e rr ERE RUS ss EXER eS R Te EXER EE UV ER axe es Qr x Ene a xS see SERE N RE 8 inserting aM Order tci itr tees Putent egeo ra desee cuca ue oedeuusde eere deas denoted sea ae a deett deae 9 Changing the Indent of an Order amp Reordering Orders sss eene ener 9 REMOVING an SII 9 Inserting a New Sub Section ccscccccccecsssessaeeececeseesesaeseeececesseseeaeseeeesesesesaeaeseseceseseasaaeseeeessseseaaeaeeeesens 9 Renaming a Sub Section Label esses eene nnne nennen nnn nass ener neta assa sse EES 9 Removing a Sub Section Label nec ccc 20 eene en ted ee haeo e aane e Lea Era de a Ye redd redeo 9 Creating a Module from a Document s essseseseseeeseeeee nennen enne nenh nennen enne train ias s ss en seria assa sss nsn nana 10 Creating a New Module from Scratch ccccccscceessscccecssscececs
15. er set opened in the Edit window right click a section sub section item attribute link or narrative A menu is displayed 2 Select Attach Build Note 3 The selected option s dialog is displayed Text Option Type the instruction in the blank field up to 2 000 characters Omit From Export Option The list of all Build Paths defined in Configuration Center are displayed Select the export Build Path s from which the item link or narrative should be omitted Mandatory Order Option Show Orders As Option Define how the sections sub section or items are displayed in the CPOE system This selection is applied to all child items Show Order Details As Option Select the method by which the optional values are to be displayed Optional Order Detail Option Select whether the order detail is mandatory or optional Copying and Pasting a Build Note 1 In the Edit window right click a section sub section or item 2 Select Copy Build Note from the menu that is displayed 3 Click the name of the document to which the Build Note is to be pasted 4 Right click a section sub section or item The right click menu is displayed 5 Select Attach Build Note Paste name of Build Note Modifying a Build Note 1 In the Edit window right click the Build Note you want to modify 2 Select Modify Build Note from the menu that is displayed The Build Note Details dialog is displayed 3 Modify the Build Note as necessary 4 When finished cl
16. f a narrative already exists at the selected section or sub section the new narrative is added below the existing narrative 11 Page X Owner Handbook Creating a New Narrative A new narrative should only be added after it has been verified not to already exist in Find 1 With your order set opened in the Edit window right click the section sub section item to which you want to add the narrative 2 Click Attach Narrative New 3 Type the full body text of the narrative in the Narrative Text field 4 Type a brief synopsis of the content of the narrative in the Narrative Summary field this text generates the tool tip that is displayed when the cursor is placed over the narrative 5 Optional To verify spelling prior to saving click Spell Check If errors exist the Windows spell check prompt is displayed Resolve the errors and click OK 6 When finished working in the New Narrative dialog click Save The narrative is placed in the document next to the section sub section or order that was originally selected If a narrative already exists at the selected section or sub section the new narrative is added below the existing narrative Removing a Narrative from a Document 1 In the Edit window locate and right click the narrative you want to remove 2 Select Remove Narrative 3 A confirmation prompt is displayed 4 Click OK Note Once the action is confirmed it cannot be undone If the narrative was removed in error a
17. gation will guide you through the creation of the module Tip The Search Catalog tool can help you locate and add items as you build the new module To access the Search Catalog tool click View gt Search Catalog 5 Click Save 6 Type the module name in the Module title field 7 Click the Ellipsis button to assign yourself as a primary owner 8 To assign a Secondary owner click the Add button 9 Select an option from the Reassessment rule drop down menu 10 Click Save and Close the module if you are finished 10 Page X Owner Handbook Embedding a Module in a Document Once back in the DUHS library select your order set to which you want to embed the module and open it up for editing From the Edit window 1 Right click the section or sub section to which you want to add the module and click Insert Embedded Module Below or Above The Select a Module to Embed dialog is displayed 2 Enter a search string in the Search for titles that contain field and click the Search button The search results are displayed 3 Click a module and click Save Note The embedded module appears highlighted in grey because it can t be modified from the order set To edit a module go to DUHS Modules library highlight the module and click the Edit button Removing a Module from a Document From the Edit window Right click the module you want to remove and click Remove Embedded Module The embedded module is removed from the docu
18. ick Save The Build Note Details dialog closes and the Build Note in the navigation tree is updated Deleting a Build Note 1 In the Edit window right click the Build Note you want to delete 2 Select Delete Build Note from the menu that is displayed The Build Note is removed from the navigation tree immediately No confirmation prompt is displayed Caution Once the Build Note is deleted it cannot be restored 13 Page X Owner Handbook Comparing Two Document Versions in the Edit Window The Compare tool displays two document versions side by side and highlights changes in yellow to help owners quickly identify what was changed over the course of multiple process cycles 1 In the Edit window click a document or module name to select it 2 Click Compare on the toolbar or click Tools gt Compare To Prior Version Note f the Compare button is not available only one version of the document exists Note By default the current document version is displayed on the left side of the window and the current edit session is displayed on the right side of the window 3 As you edit the document click Refresh on the Compare To Prior Version window to see the changes highlighted yellow 4 If you want to compare a different version than those selected by default use one or both Version drop down menus to select different versions Note f the option Current Edit Session is not selected from one of the Version drop down menus the
19. indow The right side of the Edit window shows the Reviewer Format view by default only for visualization You can change the view of the screen by clicking on the Task Pane button in the toolbar Creating and Modifying a Sequence of Optional Values for an Attribute If you have chosen to provide a list of optional values for an order you can control the order in which those values are displayed in the order sentence To create a list of optional values for an attribute 1 Locate the attribute you want to modify and click the attribute The menu with the options for the attribute is displayed 2 Click List optional values A list of optional values is provided to select 3 Click each value that you want to appear as an optional value in the order sentence Each selection you make is marked with a black check mark If the item you selected was found in a submenu the black check mark is replaced by an ellipsis The build standard is to only use this to denote options you want as quick pick buttons in Maestro Care Limit to 3 or 4 options only 4 Click DONE when your selections are complete In the order sentence the selections are displayed in the default order defined by ProVation Order Sets To change the order in which the optional values appear in the order sentence 1 Right click the attribute to which the values belong 2 Click Modify Sequence of Optional Values Note f there is a default value in the list that value is shown
20. is displayed From the main navigation bar select Exit Exit The application closes and the data is secured Evidence Updates The main view of ProVation Order Sets includes Evidence Updates an update pane that displays a list of recent practice changing topics from UpToDate and other newly published medical evidence These updates may have implications for your documents New items are posted generally twice a month Alerts and updates are maintained for one year from the date they are added The most recent alerts and updates are listed first Printing Evidence Updates You can print the entire list of evidence updates by clicking the Print button in the upper right corner of the Evidence Updates pane Each item is automatically printed in its expanded form so you get both the summary and the description The list prints as a whole you cannot selectively print individual items 4 Page X Owner Handbook Selecting a Document Type and Library After logging on to ProVation Order Sets select the appropriate document type from the ProVation Order Sets main page Examples of document types e npatient Admission e Emergency Evaluation e Outpatient e Discharge e Care Plans Clicking a document type button opens a submenu that may contain options to print review or perform management activities for the selected document type Note All options may not appear on your system depending on the specific rights granted to you by you
21. it for editing Note f you begin an edit session for a document that has been embedded in one or more documents the system displays a warning indicating that any changes made to the embedded content also affect the other documents that use the embedded content Owner Handbook Edit Options Sections Subsections Orders Items Attributes No No Rename No Yes Send request to Send request to ordersets duke edu ordersets duke edu Remove No boi Suse Hon ae Yes Yes or Entire subsection Yes Item Yes Item Embedded Yes Subsection label Insert Embedded Order Set Order Set Embedded Paran iud ES No Embedded Module Module Yes Link Attach VENE Link Wanrativey vee dd Narrasiver Narrative Build Yes Build Note Build Note Build Note 4 Note Move Indent Left Right No No Yes No Find Location No No Yes No in Menus Note 1 Links should only be at the section or subsection level Maestro Care doesn t support evidence links at the order level Note 2 Sections cannot be removed However sections with no content will not display for review Note 3 All the orders or items need to be linked to a subsection because in Maestro Care the orders are attached to a SmartGroup Note 4 Multiple narratives and Build Notes can be included in sections and sub sections Items may contain only one narrative or one Build Note Note 5 An attribute assigned to an order cannot be removed from the order o
22. lem Patient type Approval status Release status Primary owner c Inthe Approval amp Release Status checkbox list select the statuses to be included in the display Note Selections made in Advanced Options are retained for each user per workstation 5 Page X Owner Handbook Copying an Order Set to the DUHS Library 1 Gotothe ProVation library highlight the order set you want to copy and click Copy To copy multiple order sets click the name of each order set a red check mark is displayed in the corresponding check box and click Edit Copy Multiple 2 Name the order set according to the Build Standards this option is not available if copying multiple order sets Note You can also rename the order set later from the Manage Library window by selecting File menu bar and Rename You must be defined as an owner to modify or rename an order set 3 To assign yourself provider champion as the primary owner click the Ellipse button and find yourself in the list of users 4 To assign Secondary owner s click the Plus button Select a secondary owner or multiple owners by pressing the Ctrl key and making multiple selections Note Primary and secondary owners have same privileges but the system only allows one primary owner per order set 5 Verify the Reassessment Rule is appropriate for the order set Note If you do not want to define additional properties at this time clear the Show document properties after copying ch
23. ment Basic Narrative Functions Narratives provide additional clinical information There are three ways to add a narrative to a document in the Edit window e Find and add an existing narrative from the database Copy and paste a narrative Create a new narrative while working in the document Re use narratives whenever possible to avoid cluttering the database with duplicate data The same narratives can be used across all document categories sections sub sections and items Note An unlimited number of narratives can be added to sections and sub sections but only one narrative or Build Note may be added to an item Narratives cannot be added to attributes Narratives cannot be added to the Patient Type and Category sections when generating a new document using menu selections Adding an existing narrative from the database 1 With your order set opened in the Edit window right click the section subsection item to which you want to add the narrative Note The closest place to add a Narrative to the Order Set Level is the Reason for Admission section 2 Select Attach Narrative gt Find 3 Search and select the narrative to review and add from the Results list 4 Optional To review the details of the narrative click Details If necessary you can change the content of the selected narrative for this document 5 To add the narrative click Add Now The narrative is displayed in the document at the selected location I
24. ment dialog opens Print Report The document owner selects this button to print a comments report Printing a Comments Report in the Edit Window 1 From the View menu or the Task Pane button in the Edit window select Reviewer Comments 2 Click the Print Report button at the bottom of the Task pane 3 Select the data to be included in the report and sort options 4 Click OK A print dialog is displayed 5 Select a printer and click Print The comments report prints 18 Page X Owner Handbook Advancing the Status of a Process Step 1 In the Manage Library window click a document to select it 2 Either click Process from the toolbar or Tools gt View Steps for Current Process Cycle 3 Double click the process step to update or select the step and click the Edit button 4 Select the step status from the Status of Step drop down menu 5 Change the Status of Step to Submitted Completed or On Hold If the status was changed to Submitted The email notification is displayed Ifthe status was changed to Completed gt The process step text displays green Ifthe status was changed to Completed and it is the last process step to be completed gt The text displays green and the End Process Cycle dialog is displayed Ending the process cycle 1 In the Manage Library window click a document to select it 2 Either click Process from the toolbar or Tools gt View Steps for Current Process Cycle 3
25. n the left side of the screen However you can SKIP in most instances to remove this attribute from the ordering sentence and denote that it is not needed for that order in that order set Helpful tips Y UpToDate amp Quality Measure Links can be copied and pasted at a different section subsection order right click and copy link and then right clicke attach linke paste Y You can drag and drop individual orders or entire subsections t doesn t work if you want to drop something to the very down of a list Instead you may drag and drop the last order in the list above your order 7 Page X Owner Handbook Modifying a section sub section or attribute value selection 1 In the Manage Library window click a document or module name to select it and click Edit 2 Expand the section you wish to modify by clicking the plus sign 3 Click a section sub section or attribute to select data from the menus Prompt for Value leaves a blank line in the order sentence List optional values provides a pick list of attributes Select optional values and click DONE In order to select the default attribute go to the main menu of the attribute the default attribute is shown in bold on the right side of the Edit window when selected SKIP DONE bypasses or removes the attribute from the order sentence Skip values do not display on a printed copy of the document Note Perform your modifications on the left side of the Edit w
26. nd no other changes were made close out of the document without saving the changes When you access the document again the narrative will be restored If other changes were made or the document was saved you must manually add the narrative back to the document Modifying a Narrative in a Document 1 In the Edit window locate and right click the narrative you want to modify 2 Select Modify Narrative Text 3 Optional Click Spell Check If spelling errors exist the Windows spell check prompt is displayed Resolve the errors and click OK 4 Click Save To re order the narrative 1 In the Edit window expand a section to locate one that has multiple narratives associated with it 2 Right click the narrative The right click menu is displayed 3 Select the Move Up or Move Down menu option to re order the narrative The narrative is displayed in the new position 12 Page X Owner Handbook Build Notes Build Notes are used to give directions to the person building the content in Maestro Care Epic The system displays Build Notes within the document content in all the ProVation Order Set application windows where content can be edited or viewed except in the Print Preview window and in the Web Print module Build Notes are not included in printed documents they are included in the snapshot but they do not show in the printed version that would be used for provider ordering Creating a new Build Note 1 With your ord
27. nfirmation prompt is displayed 3 Click Yes 16 Page X Owner Handbook Submitting a Document for Review 1 In the Manage Library window locate and select the document for review in the tree or the Details Pane The Process button becomes available 2 Either click Process from the toolbar or Tools View Steps for Current Process Cycle The Process Management window is displayed 3 Click the process step and then click the Edit button The Process Management Step dialog is displayed 4 Assign a Due Date 5 From the Status of Step drop down menu click Submitted 6 Click Save When prompted if you want to change the order set status to In Review select NO if the order set should remain in Draft status or select YES if the order set is ready to be reviewed and it will be added to the reviewers queues of documents 7 The Email Reviewer dialog is displayed Note Clicking Cancel from the Email Reviewer dialog cancels the email message but does not cancel the change made to the status of the step 8 Click Send The Email Reviewer dialog closes and the Status of Step is Submitted Today s date is displayed in the Submitted column Manually Sending Email Notifications to Reviewers During review it may be necessary to email reviewers if for example a deadline has passed 1 In the Manage Library window select the document for review in the tree or the Details Pane 2 Either click Process from the toolbar or Tool
28. r system administrator Opening the Manage Library Window Most document owner tasks such as creating and editing documents are initiated from the Manage Library window 1 Click Document Type Manage Order Sets 2 By default the Manage Library window is displayed with the Filter set to the DUHS library A list of the document categories or modules is displayed in the left pane The layout of the left pane is determined by the settings of the Advanced filter Locating an Order Set to start with 1 Click the filter drop down and select the ProVation Library NOTE If you wish to start with a DUHS order set then you can continue in the DUHS library 2 Browse through the tree of order sets or use the search function to find the order set Note This search field will only search the order set names It does not search the content of the order sets 3 Single left click on the order set you wish to preview and it will appear in the bottom right preview pane Advanced Filter When looking for particular order sets you may find it convenient to add filtering criteria to the library view You can filter the contents of the library list by clicking the Advanced button and applying the following criteria a From the Group documents first by drop down menu select the top level grouping criterion b From the Then by drop down menu select the second level grouping criterion Note Available list options are List All Category Reason prob
29. s View Steps for Current Process Cycle 3 Select the process step that requires the email the recipients email addresses are populated from the Reviewer s column 4 Click the Email button at the bottom of the screen A default email message is displayed 5 If necessary add or remove recipients and or edit the email message 6 When finished click Send Note f you want someone added to Review Step add to the Reviewer section individual or group NOT the email screen The email does not give the ability to actually review an order set Adding and removing process step Reviewers 1 In the Manage library window click a document to select it 2 Either click Process from the toolbar or Tools View Steps for Current Process Cycle 3 Double click the process step to update or select the step and click the Edit button To add a reviewer click the Add button and select a user from the User Search window Click Save To remove a recipient select the name and click the Delete button Click Yes on the Confirm reviewer delete dialog Note Reviewer Groups may be added or removed from process steps in the same manner but only before the step has been submitted View the members of an added group by highlighting the group name in the Reviewers list and then clicking View Members Verifying Reviewer s Status 1 In the Manage Library window click a document to select it 2 Either click Process from the toolbar or Tools View
30. ssceceesssseceeseesececsssecscesseceesesseeecseseeesesseaeees 10 Embedding a Module in a Document istrese isseire an earn naarn A EEEE R 11 d X Owner Handbook Removing a Module from a DOCUMENL ccsscsccccecssessesneceeeeecesseseaaeseceeecesseseaaeseeeescessuaaeseesessessesnaaeess 11 Basic Narrative Functions ooi reete heed Deren eee ee e Dee Pa eee tl eee eto e tete e oet eve E Deer v 11 Adding an existing narrative from the database sees eene nnne entera nnn nnn 11 Creating a New Narratives schccsewent oieta aeaa em 12 Removing a Narrative from a DOCUMENL cccccccecsssssssseseeececessessaaesecececesseseaaeeeesessessesaaaeeeeeessessesaaeess 12 Moditying a Narrative ina Document o titt eet setis vepres 12 TOR To p c 13 Creating a new Build Note esses en entere su nass ases siti sa dass sess esset a assa sss ense an 13 Copying and Pasting a Build NOte ccccccccccccssssssssececececsesesneaeeeeecesseseaseeeceeecesseaaeseeeesseeseaaeeeeeeseeesags 13 Moditying a B ild Note er st teh ert rote n erroe nene EE 13 Deleting Build Note e n e nene ne Deren daas 13 Comparing Two Document Versions in the Edit Window esses enne nnne nnn 14 Compare and Copy Tool ah e e te eese he e eee ee E RE EE ees 14 Printing a Document xe etate eae ee ic e E Lee cube Eve cea Eco ed EN eet pd eadein 15 Generating a Document Print Preview
31. ssing from main document Highlighting on for new content missing from main document This option is only available if more than one version of the comparison document exists Users can select a Find content added after date to further filter the highlighted content 5 To copy information from the comparison document to the main document select information in the comparison document pane and click Copy 6 In the document tree in the left pane right click the section or sub section where you want to insert the content copied from the comparison document 7 From the displayed menu click Insert Copied Content Note This functionality may be of help if you delete information from your order set by mistake 14 Page d X Owner Handbook Printing a Document A document can be printed from the Manage Library or Edit windows using the toolbar button or the Print option from the File menu 1 Click a document or module to select it and then click Print The Print dialog is displayed 2 Designate the printer and click OK Note If prompted select Always open with protected mode disabled Generating a Document Print Preview Print Preview opens the selected document or module as a PDF document Use the Print Preview option to view a document prior to printing or to save to a different location Generate a document print preview in the following places in the application The Comments window by clicking File Print Preview
32. st Removing an Order From the Edit window 1 Expand the necessary section s by clicking the plus sign 2 Right click the order and select Remove Item from the menu Caution Before selecting Remove Item verify the data to be removed There is no undo capability so if data is erroneously removed it must be manually added again using menu selections Note Any attributes links Build Notes or narratives included therein are removed along with the order Inserting a New Sub Section From the Edit window 1 Right click the order above which you want to place the sub section label and select Insert Sub section Label Above The Select Sub Section Label dialog is displayed Note The order you select cannot already be in a sub section in other words it cannot already have a sub section label above or the option will be grayed out 2 You have the option to choose an existing sub section label or create a new custom sub section label by selecting the radio button at the bottom of the dialog box Renaming a Sub Section Label From the Edit window 1 Expand the sections of the navigation tree right click the sub section label you want to change and click Rename Sub section from the menu The Sub Section Label dialog is displayed 2 You have the option to choose an existing sub section label or create a new custom sub section label Removing a Sub Section Label From the Edit window 1 Right click the sub section label
33. you want to remove and click Remove Sub section Label Note Any links narratives or build notes associated with the subsection label are also removed The sub section label is removed from the order set and any orders beneath the sub section label are placed with the section or sub section above If Remove Entire Sub section is selected the sub section label and all of the orders contained in the sub section are removed from the document or module Note Once the action is confirmed it cannot be undone If the sub section was removed in error and no other changes were made close out of the document without saving the changes When you access the document again the sub section will be restored If other changes were made or the document was saved you must manually add the sub section back 9 Page X Owner Handbook Creating a Module from a Document A module is a standard piece of documentation that can be reused to build different order sets In Maestro Care it is called SmartGroup 1 Click Document Type gt Manage Order Sets The Manage Library window is displayed 2 Select the DUHS library from the Filter drop down menu 3 Expand the appropriate category and Reason Problem group on the library list 4 Click a document or module name to select it 5 Click Edit The Edit window is displayed 6 Complete one of the following To save the entire document as a module Click File gt Save Entire Document As New Module To save a se
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