PCS CLINICAL AUDIT TOOL USER GUIDE – CAT
Contents
1. ug 3 t Clinical Audit Preferences Medical Director 2 Medical Director 3 Zedmed APCC Report Default Prompt Text Prompt Patient Data Shared Directory The Patient Data Storage Shared Directory is where your patient prompt data will be saved This folder will be shared with the PrimaryCareSidebar TM Figure 5B Preferences Prompts Configuration Version 1 2 PEN COMPUTER SYSTEMS Page 9 of 20 T p IE Ri PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 6 CAT Prompts Functionality CAT provides the ability to find patients that meet a set of risk criteria CAT Prompts provides the ability for this list to generate a patient prompt when a patient on the list presents for a GP consultation The steps in the clinician workflow are From CAT 1 Identify patient cohort using CAT 2 Flag the patients for follow up at consult From GP clinical desktop system 1 A Patient record is opened triggering the consult prompt for review From the PrimaryCareSidebar 1 The CAT Prompt is actioned by the clinician Version 1 2 PEN COMPUTER SYSTEMS Page 10 of 20 Fi Pp IE NT PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS 6 1 Selecting Patients for Follow Up It is assumed the user knows how to use CAT to 1 create and load a data extract from the clinical desktop system and 2 set up a filter to find patients of interest Please refer to the Clini2. the active prompts list Prompts There are no active Prompts Figure 6 4G CAT Prompts panel with no active prompts Version 1 2 PEN COMPUTER SYSTEMS Page 19 of 20 T p IE i PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 6 5 CAT Prompts Patient History All the CAT Prompts that have been created for the patient currently open in Medical Director can be viewed in the PrimaryCareSidebar CAT prompts panel simply by clicking on the History Hx icon in the top right hand corner of the panel There are no active Prompts Figure 6 5A CAT Prompts Panel History Icon 1 Click the Hx icon to view the Prompts History You will see any active prompts in the top section of the History screen and any completed prompts in the Archived Prompts list 5 Prompts History MICHAEL ANDREWS 54 yrs M There are no Prompts Archived Prompts Extract Date Description 25 02 2009 Figure 6 5B CAT Prompts History Screen Version 1 2 PEN COMPUTER SYSTEMS Page 20 of 20
3. PEN l GOMPUTER a SYSTEMS PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS 1993 2009 PEN COMPUTER SYSTEMS PTY LTD Version 1 4 1 July 2010 y n E RY PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS A COMPUTER SYSTEMS Document History Date Contributor Description Version 01 07 2010 Christine Chidgey Prompts are now compatible with Best Practice as well as Medical Director A preference folder needs setting Version 1 2 PEN COMPUTER SYSTEMS Page 2 of 20 VIPEN j COMPUTER SYSTEMS PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS Table of Contents INTRODUCTION sos s 00 e eaea eaaa 4 1 1 I TRODUCTION totiens E a uu 4 1 2 CEINICAE AUDIT TOOLEGAT D Q 4 1 3 Source Ip M MRCNEUNUESE m 4 1 4 CAT PROMPTS USER GUIDE RP P RU 5 1 5 RELEVANT DOCUMENTS sass t t nat uti t did ais uu 5 1 6 WTENDED AUDIENCE REN RI Rem 5 1 7 TERMINOLO Foe A EE AM m am M aa a i i 5 2 SYSTEM REQUIBEMIENIES n aaa ma e cc vo oo 6 2 1 CLINICAL DESKTOP SYSTEM COMPATIBILITY sitadusidsms vhs sd id ba Rd Ve nlupadaain vet un ota RR E AANRAAI 6 2 2 use 0181 TOOL Meee re RTT oe ae er ene eee ee eee 6 2110 ips EF up o 7 4 CHUNICALAUDIT TOOL ai seco cea a aa aasa iga oaas 8 5 CATPROMPTS PREFERENGES viiscccncccacees snascs
4. R GUIDE CAT PROMPTS A COMPUTER A SYSTEMS 6 2 CAT Prompts History from within CAT CAT Prompts that have been saved can be reviewed from the Prompts menu item e Click the Prompts menu item e The Prompt History dialogue box will be displayed Clinical Audi6 File Edit Help General Conditions Medications Resutts Providers Saved Fitters Diabetes Respiratory Cardiovascular Mental Health Bone Disease Other 7 Yes No Yes No Yes No Yes No Yes No Asthma No CHD No JC Depression L No Osteoporosis No C No 5 Prompt History Extract Date Created Date Target Date Detail No of Patients Created By DIABETES REVIEW 25 02 2009 9 45 AM 3 03 2009 3 01 PM 3 03 2009 3 01 PM eie BY E pencs j i Conditions Diabetes Yes Medical Dirge 30 12 2008 3 37 pu 21 12 2008 10 51 31 12 2008 10 51 Next Consult ee k est AM AM Filtering By None EM Demograp j Rei Sho Figure 6 2A CAT Prompt History dialogue The CAT Prompt that has just been saved is listed at the top and highlighted Information about the CAT Prompt includes o Extract Date the date the CAT data extract was created o Created Date the date the prompt was created o Target Date the date the prompt will become active o Period the status period that was selected when the prompt was created o Detail the summary text entered and patient f
5. R R EONEADOKILCOWO OO0S2SsS MICHAELANDREWS No DOB 08 05 1954 4ye Occupation Accountant 23 Tanner St Bondi Nsw 2367 Ph 022341278 home Recordno ATSI Allergies Ni known Pension No A Wamings Smoking Hx Smoker amp Summary R Curent Fx X Progress Past history Results Letters B Old scripts 7 imm H Documents a MDExchange Dngname Str gath Dose Freq Instructions Route Qty Rpts Elapse Reg 24 Purpose L n 1 MICHAEL ANDREWS 54 YRS M Script date 03 03 2009 gv Brand substitution not allowed Red Overdue Blue HCN 4eip Clinical Audit Tool 03 03 DIABETES REVIEW Dr A Practitioner HCN Sample Data MELB2 234 HCNSQLO7 Tues 3 March 2009 4 24 54 PM a 2 A Use MIM a lt Dir I EMISIT Figure 6 4A CAT Prompt Pop Up Version 1 2 PEN COMPUTER SYSTEMS Page 16 of 20 Fi Pp IE Ka PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS In the PrimaryCareSidebar 1 Open the PrimaryCareSidebar by moving the mouse over the thin line at the right of the screen The CAT Prompt details will be displayed in the CAT Prompts panel PrimaryCareSidebar Christine Chidgey 03 05 DIABETES REVIEW Figure 6 4B CAT Prompts panel with active prompt 2 Click on the CAT Prompt details to review more information 03 03 DIABETES RE DIABETE
6. S REVIEW Due 03 03 2009 Filtering By Conditions Figure 6 4C CAT Prompts panel with active prompt information Version 1 2 PEN COMPUTER SYSTEMS Page 17 of 20 Vi Pp IE A PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS 3 Right click on the CAT Prompt details to choose an action option Complete Cancel or Reschedule Reschedule allows you to choose a new timeframe before the CAT Prompt becomes active Prompts 03 03 DIABETES REVIEW Complete Cancel Reschedule Cancel Prompts Reschedule Prompt at next consult 03 03 DIABETES REWI Wait 2 months Wait 6 months Wait 127 months Wait 2 years Figure 6 4D CAT Prompts panel with action options 4 Choose Complete 5 You will be prompted to complete this prompt Complete Prompt DIABETES REVIEW Are you sure you want to complete this prompt Figure 6 4E CAT Prompts panel confirm complete 6 Click Yes The CAT Prompt will be completed and you will be alerted to ensure you have added appropriate notes to the Medical Director patient record Please note CAT Prompts do not store any information into the clinical desktop system Version 1 2 PEN COMPUTER SYSTEMS Page 18 of 20 Vi Pp IE DT PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS Prompt Completed Figure 6 4F CAT Prompts panel prompt complete FA Click OK The CAT Prompt will be completed and removed from
7. T Prompts are one of these PrimaryCareSidebar tools This guide is referred to in the System Requirements amp Installation sections of this guide This guide is available from http help pencs com au primarycaresidebar htm 1 6 Intended Audience The audience for this document is all users of the PrimaryCareSidebar 1 7 Terminology APCC Australian Primary Care Collaboratives Clinical Audit Tool Clinical Desktop System A general term used for the computer program used by a clinician to record patient clinical information Department of Health amp Ageing Pen Computer Systems PrimaryCareSidebar The PCS sidebar application that links to a range of primary care software tools Version 1 2 PEN COMPUTER SYSTEMS Page 5 of 20 T p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 2 System Requirements CAT Prompts requires the installation of the Clinical Audit Tool and the PrimaryCareSidebar The System Requirements for these are provided in the following user guides Clinical Audit Tool User Guide Pen Setup Installation and PrimaryCareSidebar User Guide 2 1 Clinical Desktop System Compatibility CAT Prompts is only compatible with e Medical Director Versions 2 and 3 e Best Practice 2 2 Clinical Audit Tool CAT Prompts requires a minimum of the Clinical Audit Tool version 2 9 2 Version 1 2 PEN COMPUTER SYSTEMS Page 6 of 20 T p E RI PCS CLINICAL AUDIT
8. TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 3 Installation Please refer to Pen Setup Installation and PrimaryCareSidebar User Guide and follow the installation instructions CAT Prompts also requires the following applications to be installed e Clinical Audit Tool e Launch Pad The CAT Prompts panel will be displayed once logged into the PrimaryCareSidebar The Clinical Audit Tool will be available as a shortcut on the Launch Pad CAT Prompts Panel PrimaryCare Sidebar Christine Chidgey No Patient Selected HPRy Quicklook Y There are na active Prompts Lifescripts Red Book Figure 3A CAT Prompts Panel Version 1 2 PEN COMPUTER SYSTEMS Page 7 of 20 T p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 4 Clinical Audit Tool The Clinical Audit Tool will be available as a shortcut on the Launch Pad Launch Pad A PCS Clinical Audit Tool Figure 4A Launch Pad e Double click the CAT shortcut icon to open CAT e The CAT login screen will open and you will be required to login with your username and password o Ifyou have used your CAT login to register for the PrimaryCareSidebar then you will also use this login to activate CAT o If you have registered for the PrimaryCareSidebar using an alternative username and password then you will need to use this new login to activate CAT Once logged in you will see a new menu item on
9. atus Period select a timeframe before the CAT Prompt becomes active e g Prompt at next consult o Summary Overtype the prompt text to insert the text that will appear in the Prompt bubble e g DIABETES REVIEW o Description this is the patient filter selection used and cannot be changed By Prompt at Consult Status Period 5 Prompt at next consult Wait 3 Months Wait 6 Months Wait 12 Months O Wait 2 Years Filtering By Mone Selected Allergies Mot recorded Figure 6 1B CAT Prompt at Consult dialogue Version 1 2 PEN COMPUTER SYSTEMS Page 12 of 20 Fi P IE Ka PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS e Select Prompt at next consult and enter summary text Status Period Prompt at next consult me E Wait 3 Months li Wait amp Months 5 Wait 12 Months Wait 2 Years Summary DIABETES REVIEW 334 Description Filtering By Conditions Diabetes Yes 3 Figure 6 1C CAT Prompt at Consult selections e Click OK The prompt will be saved Prompt Created t Details ze Mame MELB2 234 al Director version 3 t Date 25 02 2009 t Count 116 d 3 03 2008 2 28 PM al Audit 2 5 0 21 2 4 1 Figure 6 1D Notification that CAT Prompt is saved NOTE You can view the saved CAT Prompt from the Prompts menu item See next section Version 1 2 PEN COMPUTER SYSTEMS Page 13 of 20 T p IE RI PCS CLINICAL AUDIT TOOL USE
10. avs2ics tecaccsaneeedeidcaccecaveccrnsetsiasaewianecadaceeuveseiwasnecnsieesnaeteaustenebics 9 6 CATPROMPIS FUNCTIONALITY ita aaa aa Haas 10 6 1 SELECTING PATIENTS FOR FOLLOW UP csssccccccssecceccuensececeeessecceeeuscesseusecceseeessssseeenessessueussseseeeussssssenseeseees 11 6 2 CAT PROMPTS HISTORY FROM WITHIN EAT iadvassdicneaxstsuenianesauadsuaisaadandvernaadatementncuediadaaeesiastaaaesesdaianeaiiantuardeatee 14 6 3 CANCELING ACAT PROME aasta naasis kalana at m a aaa aaa aaa ia ea 15 6 4 RESPONDING TO A CAT PROMPT AT PATIENT CONSULT ccsssecccccssecceuccescsesccessecceeeuesseeeneesessenusessseeusssesssnenenss 16 6 5 CAT PROMPTS PATIENT HIST ORY tasa ise vataaitatiea aaa Saki aia vill at liaan alaalia Maasi j i il 20 Version 1 2 PEN COMPUTER SYSTEMS Page 3 of 20 i p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS Introduction 1 1 Introduction Pen Computer Systems PCS have developed the PrimaryCareSidebar as an adjunct to the GP Clinical Desktop System to deliver useful tools and decision support information for general practice at the point of care The PrimaryCareSidebar sits on the right of the screen by default and contains a series of panels each with links to a range of primary care software tools The panels allow the tools to be grouped into logical areas of health care The Clinical Audit Tool CAT Prompts are provided as one of these panels This document assumes t
11. cal Audit Tool User Guide for further information The example here will create a follow up CAT Prompt for Diabetic patients When they present for consult the clinician will be notified Login to CAT Load an extract and filter on Diabetes Yes Click the View Pop Button The patient Reidentify Report is displayed 1 2 ce 4 E Clinical Audit File Edit Prompts Help General a Dort E pi pt 5 Patient Reidentification m E sen Diabetes V Yes El 53 A OA EH aug 10 Find Mext Reidentify Report patient count 4 Filtering By Conditions Diabetes es Selected Last Seen Last Seen ANDREWS MICHAEL MICHAEL 08 05 1964 23 TANNER ST BONDI 02 234 L 1278 D Demographics Allerid DURANT GREG J Jr pen 20 ABOUT STREET ULTIMO w T Extract Details Practice Name MELB2 234 Medical Director versian 3 Extract Date 25 02 2008 d Patient Count 116 Printed 3 03 2009 2 28 PM Clinical Audit 2 5 0 21 2 4 0 18 Pen Computer Systems Pty Ltd Age WesaGma P n O a a e H Figure 6 1A CAT Prompt at Consult option A new option is available at the bottom of the report Prompt at Consult Click the Go button Version 1 2 PEN COMPUTER SYSTEMS Page 11 of 20 T p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS The Prompt at Consult dialogue box appears This allows the user to set the following prompt details o St
12. hat the PrimaryCareSidebar has been installed and the user has been registered 1 2 Clinical Audit Tool CAT The Clinical Audit Tool CAT analyses clinical information from GP Clinical Desktop Systems It translates data into real statistical and graphical information that is easy to understand and action This allows practitioners to assess and improve the quality and completeness of patient information The benefit to the practice is to assist with its ongoing accreditation and provide opportunities to grow practice income The emphasis of the tool is to help practice staff to take specific action to improve patient coverage in chronic disease management and prevention Other benefits of CAT are many and include e targeting patients with particular needs targeting patients with specific health risk profiles improved compliance with statistical data collections extracting data to meet the needs of others meeting reporting requirements Statistics that are required for the Australian Primary Care Collaboratives APCC program and the Department of Health amp Ageing DOHA Future Directions Key Performance Indicators for Divisions are a by product of the use of the system 1 3 CAT Prompts CAT Prompts provides the practice with the ability to flag targeted patients for follow up When a flagged patient presents for consult the GP is prompted by a pop up bubble containing the follow up details e CAT provides the functionality to flag
13. ilter selection used when the prompt was created o No of Patients the number of patients selected to receive this prompt o Created by the user logged into CAT when the prompt was created o Status the prompt status active or cancelled Note You can sort the list to your own preference by clicking on the column header Version 1 2 PEN COMPUTER SYSTEMS Page 14 of 20 T p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS e Double click on the prompt that has just been saved e The Prompt Details dialogue box will display Wons eee esis ii 4 Prompt Details DIABETES REVIEW status Actioned Target Date Patient Id Family Name Given Name scheduled 3 03 2009 3 01 PM next consult 888883 2 ANDREWS MICHAEL scheduled 3 03 200 93 04 PM next consult 888888 1 3 Andrews John al scheduled 3 03 2009 3 01 PM next consult 88888827 DURANT GREG J sch eduled 3 03 2008 3 01 PM next consult 888888 122 Testsip Test Figure 6 2B CAT Prompt Details dialogue This will display the list of patients that were selected for the CAT Prompt For each patient the following details are provided o Status the prompt status for this patient initially this will be scheduled but this will change when the prompt is actioned by the clinician o Actioned the date the prompt was last updated o Target Date the date the prompt will become active this will change if the prompt is
14. rescheduled by the clinician o Patient ID this is a Medical Director ID that may be useful in troubleshooting o Family Name patient s family name o Given Name patient s given name 6 3 Cancelling a CAT Prompt CAT Prompts can be cancelled for all patients from the CAT Prompts History Click the Prompts menu item The Prompt History dialogue box will be displayed Figure 6 2A From the list of CAT Prompts highlight the prompt to be cancelled Click the Cancel Prompt button You will be asked to confirm that you want to cancel this prompt Click OK to cancel the prompt You will be advised the CAT Prompt has been cancelled The CAT Prompt will display as greyed out in the list You are still able to double click the CAT Prompt to view the patients that were selected for that prompt Version 1 2 PEN COMPUTER SYSTEMS Page 15 of 20 Fi Pp E eal PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS A COMPUTER SYSTEMS 6 4 Responding to a CAT Prompt at Patient Consult In Medical Director 1 Open a patient who has been flagged for follow up CAT Prompt If the patient has any active CAT Prompts with a target date due the prompt pop up bubble will appear The prompt summary text will be displayed in the bubble The prompt bubble appears with the prompt summary text 3 Medical Director 3 8 Michael Andrews j gt File Patient Edit Symmaries Tools Clinical Investigations Assessment Resources Window Help EI x
15. targeted patients for follow up e The PrimaryCareSidebar provides the pop up prompt functionality when a patient presents for consult CAT Prompts is currently only available for Medical Director Users Version 1 2 PEN COMPUTER SYSTEMS Page 4 of 20 i p IE RI PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER A SYSTEMS 1 4 CAT Prompts User Guide The purpose of this document is to provide instructions on how to install and use the functionality provided by CAT Prompts It should be used as a supplementary guide to the main user guide Clinical Audit Tool User Guide Some user instructions in this guide assume a general understanding of how to use CAT References will be made to the main user guide where necessary 1 5 Relevant Documents Clinical Audit Tool User Guide This User Guide provides instructions on how to install and use the functionality provided by the CAT It should be available as a prerequisite to this guide and will be referred to throughout this guide where necessary This guide is available from http help pencs com au cat htm Pen Setup Installation and PrimaryCareSidebar User Guide This guide provides instructions on how to install the PrimaryCareSidebar and the selected primary care software tools that are accessible from it These tools integrate with the GP clinical desktop system at the point of patient care One or all of the tools can be selected for installation The CA
16. the header toolbar for CAT Prompts Clinical Audit File AURE i Figure 4B CAT Prompts menu item Version 1 2 PEN COMPUTER SYSTEMS Page 8 of 20 Fi Pp IE DT PCS CLINICAL AUDIT TOOL USER GUIDE CAT PROMPTS COMPUTER SYSTEMS 5 CAT Prompts Preferences You are required to configure the shared folder location where your patient prompt data will be stored If this is not configured and you try to use the prompts functionality you will receive an alert with information detailing how to complete the configuration Figure 5A CAT Prompts You have not configured the Patient Data Shared Directory correctly You can do this via Edit gt Preferences gt Prompts tab This location can be found in the PrimaryCare Sidebar Clinical System Options Right click patient panel gt Clinical System Options gt Storage gt XDS Participant Figure 5A CAT Prompts Alert To configure the CAT Prompts Preferences e Open CAT e Click Edit gt Preferences menu e From the Clinical Audit Preferences dialog choose the Prompts tab Figure 5B o Click the Patient Data Shared Directory Browse button to set the shared folder location o You may also choose to change the Default Prompt Text that displays when you create a prompt e Click OK NOTE This shared folder location must also be configured in the PrimaryCareSidebar refer to the Pen Setup Installation and PrimaryCareSidebar User Guide for instructions A E
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