Introduction for Clinicians

Review the following information to learn how the AHOBPR Clinical Portal can help Clinicians.

What the Clinical Portal Can Do for You:

• View responses to a Registrant’s completed questionnaire prior to their in-person evaluation.
• View clinically relevant Questionnaire responses, Health Factors, encounter information, and health care information.

• Track administrative actions taken for the Registrant to include reviewing their record, contacting the Registrant by telephone, sending the Registrant an email, etc.

• Search, manage and view Registrant subpopulations.
• Send Progress Notes to CPRS.

Quick Start Examples:

The Quick Start examples for Clinicians using the AHOBPR Clinical Portal include the following:

• Use the system's search features to locate a specific Registrants, in order to review their completed Questionnaire.

  Search for Registrant Records

  To search for a Registrant record in the AHOBPR Clinical Portal, perform the following steps:

  1. Click the Registrant tab in the banner at the top of the page.

     The Registrants > Registrant Search page displays.

     

  2. Select from the following search criteria to filter the Registrant records returned in the search results:

     Search Criteria for Registrant Search Page.

     User Information	Description
     Last Name	The Registrant's last name. Note: -_Users can also use search for the Registrant using a partial name.
     Last Four digits of SSN	The last four digits of the Registrant's Social Security Number (SSN). Note: -_When users filter by the last four digits of the SSN, all statuses will be returned in the results.
     Date of Birth	The Registrant's date of birth.
     Registry Status	The status of the Registrant's questionnaire. Users can filter by one of the listed statuses.
     Registry Flags	Registry flags include all Administrative and Subpopulation Flags in the system. An Administrative Flag documents administrative action in a Registrant's record. A Subpopulation Flag designates Registrants into common groups. Users can select from one of the listed Registry Flags.

  3. Click the Search button.

     The system displays a list of Registrants that meet the selected search criteria.

     

     Note: -_The displayed results can be sorted by clicking on an underlined table heading.

• After locating the appropriate Registrant, you can view their Questionnaire responses. The Clinically Relevant Summary section displays by default. This section contains information on Health Factors, encounters, significant Questionnaire responses, etc.

  View a Registrant’s Questionnaire Responses

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Use the menu links to view the various responses the Registrant entered for the questionnaire, track administrative activity for the Registrant, or add the Registrant to a subpopulation group. The table below describes what information can be viewed by clicking the various links in the menu.

     Menu Links for Viewing Registrant Records

     Menu Link	Description
     Clinically Relevant Summary	The positive responses to the identified 32 most clinically relevant questions. The questions will only appear in the summary if there is a positive response. The Clinically Relevant questions are separated into 11 sections that can be expanded/collapsed. The Health Factors section displays the health factors reported in CPRS and the evaluation date the health factor was reported. The Encounter Information section can be viewed by selecting the View Encounter Information checkbox. This information includes a list of dates and locations for the AHOBPR Registry Examinations and the date, location, and appointment type of the most recent VA Encounter. The Current Health Care Information section can be viewed by selecting the View Current Health Care Information checkbox. This information includes the Registrant's current health care enrollment status and location. The Airborne Hazard Exposures section displays questions: 1.2.A, 1.2.F, & 1.2.G The Airborne Hazard Exposures section also displays the list of deployments that the registrant answered questions for in section 1.2 of the questionnaire The Smoke and Dust Storm Exposures section displays questions: 1.3.B, 1.4.C The Symptoms during Deployment section displays questions: 1.4.D, 1.4.E, 1.4F The Current Symptoms section displays questions: 2.1.D, 2.1.E, 2.1.F The Have you been told by a Doctor? section displays questions: 2.2.1..B, 2.2.1.C, 2.2.1.D, 2.2.1.E, 2.2.1.F, 2.2.1.G, 2.2.1.H The Relationship between Respiratory Conditions & Deployment section displays questions: 2.2.1.I, 2.2.1.J The Patient Reported Currently Experiencing Shortness of Breath section displays questions: 2.2.1.M The Cancer section displays questions: 2.4.A, 2.4.B The Smoking section displays questions: 2.5 The Current & Future Health Concerns Related to Deployment section displays questions; 3.A, 3.E, 3.F, 3.H, 3.J The Non-Military Exposures section displays questions; 5.4.A, 5.4.B.4, 5.5.D Note: -_If there are no positive responses in a section the system will display the message: No positive responses for section name.
     Full Questionnaire	All the questions in the Questionnaire and the corresponding responses. Note: -_Users can also view this information by section.
     Questionnaire Sections	The Questionnaire responses broken down into 21 separate sections. Each of the Questionnaire section pages displays the Question ID, Question, and Answer. If a question on the Questionnaire was not applicable for the registrant the question will not display. The Deployment History section provides the deployment history for the Registrant and is received from existing VIERS Deployment History Service, supplemental file from DoD and Self-Reported. The Deployment Exposures section provides the deployment Exposure questionnaire responses by deployment. The deployment exposure responses can be maximized or minimized.
     Status History	This page provides Registrant information and the history of all of the status changes for this Registrant to include the date of the change and who made the change.
     Subpopulation Flags	Allows users to separate Registrants into common group, such as operations served.
     Admin Tracking	Allows user to view the Administrative Flags that have been added to a Registrant's record, and add and remove these Registry Flags as necessary.

  View the Clinically Relevant Summary Information of a Registrant's Record

  1. Click the Clinically Relevant Summary link in the menu.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

  2. Each section of the summary information includes a checkbox that allows you to view or hide the responses provided in that section. Select the checkbox that corresponds to the section for which you want to view the information, or clear the checkbox to hide the information.
  3. If a section includes questions from the questionnaire, click on a hyperlink for the question number to view all of the questions from that section of the questionnaire.
  4. Some sections will display hyperlinks that users can click to display new pages related to the information. After viewing the information, click the Back to Clinically Relevant Summary link.
  5. To view additional information about the Registrant that includes demographic, Questionnaire Completion Date, Registry Flags, Separation information, and current contact details, click the View All Registrant Information link. See "Viewing Registrant Information" for more information.

  View Clinically Relevant Summary PDF

  Click the Clinically Relevant Summary PDF button.

   

  

  A new tab opens in your Web browser containing a one-page summary of the Registrant's Clincally Relevant Summary information in PDF format.

  

  View Questionnaire PDF

  Click the Questionnaire PDF button to view all Questionnaire questions and responses for the Registrant in PDF format.

  

  A new tab opens in your Web browser containing a PDF with the Registrant’s responses to the questions in addition to their name, SSN, EDIPI number, Service Status, Registry Status, and the dates on which they started and completed the Questionnaire.

  

  Note: -_Help Desk users cannot view the Questionnaire PDF, so the Questionnaire PDF button is not displayed.

  View the Registrant's Full Questionnaire

  1. Click the Full Questionnaire link in the menu.

     The Registrants > Registrant > Full Questionnaire page displays.

  2. Click on the hyperlink for a question number to view all of the questions from that section of the questionnaire.
  3. Click on any of the links underneath the Full Questionnaire menu item to review the questions and responses from that section of the questionnaire.

  View the Registrant's Status History.

  Click the Status History link in the menu.

  The Registrants > Registrant: LastName, FirstName > Status History page displays.

  

  Note: -_Click the View All Registrant Information link to view more of the Registrant's information.

• To note if you have reviewed the Registrant's file, talked to the Registrant, etc., you can add an Administrative Flag to their Registrant Record.

  Add an Administrative Flag to a Registrant's Record

  To add an Administrative Flags to a Registrant's record, perform the following steps:

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Click the Admin Tracking link in the menu.

     The Registrants > Registrant: LastName, FirstName > Admin Tracking page displays.

     

  4. Use the Admin Flag dropdown to select the appropriate Administrative Flag to add to the Registrant's record.

  5. Click the Add button.

     The system displays a confirmation that the Administrative Flag was successfully added to the Registrant's record.

  6. Click OK.

     The page refreshes to display that the Administrative Flag was added to the Registrant's record.

• To more easily identify Registrants within a subpopulation, you can add a Subpopulation Flag to their Registrant Record.

  Add a Subpopulation Flag to a Registrant's Record

  To add a Registrant to a subpopulation group, you must add a Subpopulation Group Flag to their Registrant record as follows:

  1. Search for the Registrant's record in the AHOBPR Clinical Portal.

  2. Click the Select button that corresponds to the user in the listed results.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

  3. Click the Subpopulation Flags link in the menu.

     The Registrants > Registrant: LastName, FirstName > Subpopulation Flags page displays.

     

  4. Use the Subpopulation Flag dropdown to select the appropriate Subpopulation Flag to add to the Registrant's record.

  5. Click the Add button.

     The system displays a prompt confirming that the Subpopulation Flag was successfully added to the Registrant's record.

  6. Click OK.

     The page refreshes to display that the Subpopulation Flag was added to the Registrant's record.

• To send the Clinically Relevant Summary of a Registrant's Questionnaire to the Computerized Patient Record System (CPRS), you can send the information as an unsigned Progress Note.

  Sending Progress Notes to CPRS

  1. From CPRS, select the Registrant.

  2. From the Tools menu in CPRS, select the AHOBPR server to be directed to the AHOBPR Clinical Portal.

     The Registrants > Registrant > Clinically Relevant Summary page displays.

     

     Note: -_If you do not have access to the Clinical Context Object Workgroup (CCOW), you will be prompted to select your station from the displayed list. Each station listing includes their 5-digit station code.

  3. On the Registrant Information Header, users will click the Write Summary as Progress Note button to send the Progress Note.

     

     Note: -_ If a Progress Note has already been sent to this CPRS instance for this user, the Write Summary as Progress Note button will not be displayed.

  4. After the Progress Note has been sent, the user can log into CPRS and see the unsigned Progress Note in the Patient Record.