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| 1 | Department of Vetera ns Affairs - RT User Manual | |
| 2 | Record Tra cking V. 2 .0 | |
| 3 | User Manua l | |
| 4 | November 1 991 | |
| 5 | (Revised A ugust 2017 ) | |
| 6 | Department of Vetera ns Affairs | |
| 7 | Office of Enterprise Developme nt | |
| 8 | Management & Financi al Systems | |
| 9 | Revision H istory | |
| 10 | Initiated on 3/30/09 | |
| 11 | DateDescri ption (Pat ch # if ap plic.)Page Project Ma nagerTechn ical Write r8/07/17Pa tch RT*2.0 *47 – Disp lays the l ast four d igits of S SN when us ing the "R equests Pe nding for a Borrower " option, and change s the defa ult respon se to the "ISSUE REQ UEST FOR R ECORDS" pr ompt to NO . 68, 160 Robert Mil lerTom Tur owski3/30/ 09Reformat ted Manual AllCorinne BaileyTab le of Cont ents | |
| 12 | 1Orientati on | |
| 13 | ||
| 14 | ||
| 15 | 3Introduct ion | |
| 16 | ||
| 17 | ||
| 18 | 5Functiona l Descript ion | |
| 19 | ||
| 20 | ||
| 21 | 7Package M anagement | |
| 22 | ||
| 23 | ||
| 24 | 7Implement ation Guid e | |
| 25 | ||
| 26 | ||
| 27 | 9Transacti on Menu | |
| 28 | ||
| 29 | ||
| 30 | 9Overview | |
| 31 | ||
| 32 | ||
| 33 | 11Charge-O ut Records | |
| 34 | ||
| 35 | ||
| 36 | 12Check-in Records | |
| 37 | ||
| 38 | ||
| 39 | 13Create a Label/Rec ord/Volume | |
| 40 | ||
| 41 | ||
| 42 | 14Patient Charge Out | |
| 43 | ||
| 44 | ||
| 45 | 15Update R ecord’s At tributes | |
| 46 | ||
| 47 | ||
| 48 | 16Delete a Record | |
| 49 | ||
| 50 | ||
| 51 | 17Flag Rec ord as Mis sing | |
| 52 | ||
| 53 | ||
| 54 | 19Inactiva te/Reactiv ate Record s | |
| 55 | ||
| 56 | ||
| 57 | 20Move Req uests to L ast Volume | |
| 58 | ||
| 59 | ||
| 60 | 21Multiple New Volum e Creation | |
| 61 | ||
| 62 | ||
| 63 | 22New Volu me Creatio n | |
| 64 | ||
| 65 | ||
| 66 | 23Re-Charg e Records | |
| 67 | ||
| 68 | ||
| 69 | 24Transfer Records M enu | |
| 70 | ||
| 71 | ||
| 72 | 24Create R ecord/Volu me for tra nsferred R ecord | |
| 73 | ||
| 74 | ||
| 75 | 25Request a Transfer from anot her Instit ution | |
| 76 | ||
| 77 | ||
| 78 | 27Return T ransferred Record | |
| 79 | ||
| 80 | ||
| 81 | 28Transfer Record to another I nstitution | |
| 82 | ||
| 83 | ||
| 84 | 29Request Records Me nu | |
| 85 | ||
| 86 | ||
| 87 | 29Overview | |
| 88 | ||
| 89 | ||
| 90 | 30Cancel a Request | |
| 91 | ||
| 92 | ||
| 93 | 31Designat e Requests As 'Not F illable' | |
| 94 | ||
| 95 | ||
| 96 | 32Display Request | |
| 97 | ||
| 98 | ||
| 99 | 33Edit a R equest | |
| 100 | ||
| 101 | ||
| 102 | 34Fill a R equest | |
| 103 | ||
| 104 | ||
| 105 | 35Reprint a Request Notice | |
| 106 | ||
| 107 | ||
| 108 | 36Request a Record | |
| 109 | ||
| 110 | ||
| 111 | 37Pull Lis t Function s Menu | |
| 112 | ||
| 113 | ||
| 114 | 37Overview | |
| 115 | ||
| 116 | ||
| 117 | 39Create a Pull List | |
| 118 | ||
| 119 | ||
| 120 | 40Add Requ ests to Pu ll List | |
| 121 | ||
| 122 | ||
| 123 | 41Charge O ut Pull Li st Records | |
| 124 | ||
| 125 | ||
| 126 | 42Pull Lis t Date Cha nge | |
| 127 | ||
| 128 | ||
| 129 | 43Entire P ull List C ancellatio n | |
| 130 | ||
| 131 | ||
| 132 | 44Cancel R equest fro m Pull Lis t | |
| 133 | ||
| 134 | ||
| 135 | 45Designat e Requests as ‘Not F illable’ | |
| 136 | ||
| 137 | ||
| 138 | 46Edit Pul l List Com ment | |
| 139 | ||
| 140 | ||
| 141 | 47Print Pu ll List(s) | |
| 142 | ||
| 143 | ||
| 144 | 48Special Multi-Inst itution Pr ints | |
| 145 | ||
| 146 | ||
| 147 | 49Entire P ull List C ancellatio n (all dat es) | |
| 148 | ||
| 149 | ||
| 150 | 51Record I nformation Menu | |
| 151 | ||
| 152 | ||
| 153 | 51Overview | |
| 154 | ||
| 155 | ||
| 156 | 52Combinat ion Data T race | |
| 157 | ||
| 158 | ||
| 159 | 53Expanded Record In quiry | |
| 160 | ||
| 161 | ||
| 162 | 54Record I nquiry | |
| 163 | ||
| 164 | ||
| 165 | 56Short Re cord Inqui ry | |
| 166 | ||
| 167 | ||
| 168 | 57Trace Mo vement His tory | |
| 169 | ||
| 170 | ||
| 171 | 59Manageme nt Reports Menu | |
| 172 | ||
| 173 | ||
| 174 | 59Overview | |
| 175 | ||
| 176 | ||
| 177 | 60Ad hoc R equest Res ponse Stat istics | |
| 178 | ||
| 179 | ||
| 180 | 61Charged Records by Home Loca tion | |
| 181 | ||
| 182 | ||
| 183 | 62Inpatien t Record L ocation Li st | |
| 184 | ||
| 185 | ||
| 186 | 63Loose Fi ling Repor t | |
| 187 | ||
| 188 | ||
| 189 | 64Missing Records Li st | |
| 190 | ||
| 191 | ||
| 192 | 65Overdue Records Li st | |
| 193 | ||
| 194 | ||
| 195 | 66Pending Request Li st | |
| 196 | ||
| 197 | ||
| 198 | 67Records Charged to a Borrowe r | |
| 199 | ||
| 200 | ||
| 201 | 68Requests Pending f or a Borro wer | |
| 202 | ||
| 203 | ||
| 204 | 69Retrieva l Rate Sta tistics | |
| 205 | ||
| 206 | ||
| 207 | 71System D efinition Menu | |
| 208 | ||
| 209 | ||
| 210 | 71Overview | |
| 211 | ||
| 212 | ||
| 213 | 73Applicat ion Set-up | |
| 214 | ||
| 215 | ||
| 216 | 78File Roo m Set-up | |
| 217 | ||
| 218 | ||
| 219 | 80Type of Record Set -up | |
| 220 | ||
| 221 | ||
| 222 | 84Reasons File Set-u p | |
| 223 | ||
| 224 | ||
| 225 | 85Label Fu nctions Me nu | |
| 226 | ||
| 227 | ||
| 228 | 85Label Fo rmatter | |
| 229 | ||
| 230 | ||
| 231 | 87Test Lab el Formatt er | |
| 232 | ||
| 233 | ||
| 234 | 88Borrower Set-up | |
| 235 | ||
| 236 | ||
| 237 | 90Print Bo rrower Bar code | |
| 238 | ||
| 239 | ||
| 240 | 91Movement Type Set- up | |
| 241 | ||
| 242 | ||
| 243 | 93Inactiva te Records Menu | |
| 244 | ||
| 245 | ||
| 246 | 93Overview | |
| 247 | ||
| 248 | ||
| 249 | 95Generate Record Re tirement P ull Lists | |
| 250 | ||
| 251 | ||
| 252 | 96Print Re cord Retir ement Pull List | |
| 253 | ||
| 254 | ||
| 255 | 97Designat e Retireme nt Request s as ‘Not Fillable” | |
| 256 | ||
| 257 | ||
| 258 | 98Delete a Record | |
| 259 | ||
| 260 | ||
| 261 | 99Create a Label/Rec ord/Volume | |
| 262 | ||
| 263 | ||
| 264 | 100Charge Out/Transf er Retirem ent Pull L ists | |
| 265 | ||
| 266 | ||
| 267 | 101Inactiv ate/Reacti vate Recor ds | |
| 268 | ||
| 269 | ||
| 270 | 102Pull Li st Functio ns Menu | |
| 271 | ||
| 272 | ||
| 273 | 103Compute r Site Man ager’s Men u | |
| 274 | ||
| 275 | ||
| 276 | 103Overvie w | |
| 277 | ||
| 278 | ||
| 279 | 104Admitti ng Area Se t-up (Site Mgr) | |
| 280 | ||
| 281 | ||
| 282 | 105Applica tion Set-u p (Site Mg r) | |
| 283 | ||
| 284 | ||
| 285 | 108File Ro om Set-up (Site Mgr) | |
| 286 | ||
| 287 | ||
| 288 | 110File Ro om/Remote Set-up (Si te Mgr) | |
| 289 | ||
| 290 | ||
| 291 | 111Imaging Area Set- up (Site M gr) | |
| 292 | ||
| 293 | ||
| 294 | 112Initial ization Me nu | |
| 295 | ||
| 296 | ||
| 297 | 115Barcode Labels fo r All Pati ents | |
| 298 | ||
| 299 | ||
| 300 | 116Borrowe r Initiali zation | |
| 301 | ||
| 302 | ||
| 303 | 117Clinic Request In itializati on | |
| 304 | ||
| 305 | ||
| 306 | 118Compile Terminal Digit Sort Global | |
| 307 | ||
| 308 | ||
| 309 | 119Delete Terminal D igit Sort Global | |
| 310 | ||
| 311 | ||
| 312 | 120Initial ize Record s (NO LABE LS) | |
| 313 | ||
| 314 | ||
| 315 | 121Inpatie nt Barcode Labels On ly | |
| 316 | ||
| 317 | ||
| 318 | 122Single Clinic Req uest Initi alization | |
| 319 | ||
| 320 | ||
| 321 | 123Purge D ata | |
| 322 | ||
| 323 | ||
| 324 | 124Re-Comp ile Templa tes | |
| 325 | ||
| 326 | ||
| 327 | 125Record Tracking S ystem Over all Parame ters | |
| 328 | ||
| 329 | ||
| 330 | 129Film Tr acking Spe cific Menu | |
| 331 | ||
| 332 | ||
| 333 | 129Overvie w | |
| 334 | ||
| 335 | ||
| 336 | 130Imaging Area Set- up | |
| 337 | ||
| 338 | ||
| 339 | 133Jacket Profile | |
| 340 | ||
| 341 | ||
| 342 | 134Request Film Jack ets | |
| 343 | ||
| 344 | ||
| 345 | 135MAS Spe cific Set- up Menu | |
| 346 | ||
| 347 | ||
| 348 | 135Overvie w | |
| 349 | ||
| 350 | ||
| 351 | 136Re-Char ge a Chart | |
| 352 | ||
| 353 | ||
| 354 | 137Chart R equest | |
| 355 | ||
| 356 | ||
| 357 | 138Admitti ng Area Ch art Reques t | |
| 358 | ||
| 359 | ||
| 360 | 139Admitti ng Area Se t-up | |
| 361 | ||
| 362 | ||
| 363 | 141Create MAS Labels /Records/V olumes | |
| 364 | ||
| 365 | ||
| 366 | 142Fill Ne xt Clinic Request | |
| 367 | ||
| 368 | ||
| 369 | 143Profile of Charts | |
| 370 | ||
| 371 | ||
| 372 | 145Glossar y | |
| 373 | ||
| 374 | ||
| 375 | 149Index | |
| 376 | ||
| 377 | ||
| 378 | 153Data Su pplement | |
| 379 | ||
| 380 | ||
| 381 | ||
| 382 | ||
| 383 | Orientatio n | |
| 384 | How to Use This Manu al | |
| 385 | The Record Tracking User Manua l is provi ded in an Adobe Acro bat PDF (p ortable do cument for mat) file. The Acro bat Reader is used t o view the documents . If you do not hav e the Acro bat Reader loaded, i t is avail able from the VistA Home Page, “Viewers” Directory . | |
| 386 | Once you o pen the fi le, you ma y click on the desir ed entry n ame in the table of contents o n the left side of t he screen to go to t hat entry in the doc ument. Yo u may prin t any or a ll pages o f the file . Click o n the “Pri nt” icon a nd select the desire d pages. Then click “OK”. | |
| 387 | Introducti on | |
| 388 | The prompt availabil ity of pat ient recor ds is an e ssential i ngredient in the del ivery of q uality med ical care. Lack of access to vital pati ent histor y containe d in these records m ay lead to life-thre atening si tuations. | |
| 389 | The VA Rec ord Tracki ng system is a compr ehensive s oftware pa ckage, wri tten to ai d file act ivities in assuring optimum av ailability of these records to a broad r ange of us ers within and outsi de the fac ility. Fu nctions wh ich were p reviously done manua lly have b een comput erized, pr omoting gr eater effi ciency, un iformity a nd accurac y. Demogr aphic reco rd informa tion is no w availabl e on-line to a broad range of users as w ell as a v ariety of reports wh ich have b een includ ed to assi st managem ent in wor kload anal ysis and q uality ass urance. | |
| 390 | The system has been designed s o that it may be use d in conju nction wit h bar code technolog y, further enhancing efficienc y and accu racy. The Record Tr acking sys tem uses V A FileMana ger, and i ntegrates with the R adiology a nd PIMS pa ckages in performanc e of its f unctions. | |
| 391 | This packa ge was ori ginally de signed for use in tr acking Med ical Admin istration and/or Rad iology rec ords. A g reat deal of flexibi lity has b een built into the s ystem so t hat it may be custom -tailored to meet th e needs of practical ly any fil e activity . | |
| 392 | Other rela ted materi als to thi s guide ar e the Reco rd Trackin g Technica l Manual a nd the Rec ord Tracki ng Monogra ph. The R ecord Trac king Techn ical Manua l is mainl y directed at the ap plication coordinato r and site manager t o assist i n initiali zation, pa rameter de finition a nd mainten ance of th e system. The Recor d Tracking Monograph provides a brief sy nopsis of the Record Tracking system. | |
| 393 | Functional Descripti on | |
| 394 | This is a comprehens ive softwa re package , providin g for all aspects of records c ontrol and maintenan ce. There are six u ser menus and two si te manager /applicati on coordin ator menus in suppor t of this goal. | |
| 395 | TRANSACTIO N MENU | |
| 396 | REQUEST RE CORDS MENU | |
| 397 | PULL LIST FUNCTIONS MENU | |
| 398 | RECORD INF ORMATION M ENU | |
| 399 | MANAGEMENT REPORTS M ENU | |
| 400 | INACTIVATE RECORDS M ENU | |
| 401 | SYSTEM DEF INITION ME NU | |
| 402 | COMPUTER S ITE MANAGE R'S MENU | |
| 403 | The Transa ction Menu is basica lly dedica ted to fil e room fun ctions. I t provides software in support of the fo llowing ac tivities: | |
| 404 | Charge-out /Check-in of records | |
| 405 | Creation o f new reco rds/volume s | |
| 406 | Inactivati on/Reactiv ation and deletion o f records | |
| 407 | Printing o f barcode labels (on a one-by- one basis) | |
| 408 | Transfer o f records to other f acilities | |
| 409 | Recharging records t o other bo rrowers | |
| 410 | Flagging a record as "missing" . This fi res off a MailMan me ssage to a specified mail grou p advising that the record is missing so users may search th eir areas for the re cord. | |
| 411 | Setting a "loose fil ing" indic ator for a specified record. This cause s a messag e to be di splayed to any user who select s the reco rd for tra nsaction, advising t hat loose filing exi sts. | |
| 412 | The Reques t Records Menu suppo rts requis itioning a ctivities for indivi dual recor ds. Reque sts may be entered f or records needed at future da te/times a s well as immediatel y. Entry of these r equests ca uses a req uest notic e to be pr inted in t he file ro om (or whe rever spec ified thro ugh System Definitio n). File room perso nnel use t he appropr iate optio n to eithe r fill the request, thereby ch arging the record ou t to the r equestor, or deem th e request as unfilla ble. This menu inte rfaces wit h the Sche duling mod ule of the MAS packa ge and Pul l List Fun ctions Men u. All re cord reque sts appear ing on pul l lists (e ntered eit her throug h the Sche duling mod ule or the Pull List Functions Menu) may be access ed through this menu . When pe nding, pas t or prese nt request s exist fo r a record , a messag e will be displayed if the rec ord is sel ected for transactio n. | |
| 413 | The Pull L ist Functi ons Menu a lso suppor ts record requisitio ning activ ities; how ever, it p rovides th e capabili ty for an individual borrower to request multiple records at a time, t hus creati ng a pull list. It interfaces with the Scheduling module au tomaticall y creating pull list s for sche duled clin ics. Thes e pull lis ts are pri nted on a regular ba sis, file room perso nnel fill the reques ts, and th e records are suppli ed to the appropriat e area. | |
| 414 | The Record Informati on Menu pr ovides fiv e record r eports whi ch may be displayed for specif ied patien ts. These reports a re useful in the loc ation and retrieval of records and also provide in formationa l tools fo r performa nce of oth er mainten ance and c ontrol act ivities. One report provides a listing of past lo cations of a particu lar patien t's record s as well as the pat ient's pas t schedule d appointm ents and e pisodes of inpatient care. An other give s a chrono logical li sting of p ast moveme nts of a p atient's r ecord(s) ( i.e. char ge-out, ch eck-in, tr ansfer, et c.). The other thre e reports provide an on-line p rofile of what recor ds exist f or a patie nt and the ir current location. | |
| 415 | The Manage ment Repor ts Menu pr ovides ten reports w hich are u seful in a nalyzing w orkload an d identify ing record control p roblems. M anagement may immedi ately iden tify recor ds charged out of th e home fil e room, re cords char ged out fo r inpatien ts, record s for whic h loose fi ling exist s, overdue records, pending re quests, re cords char ged to a s pecific bo rrower and pending r equests fo r a specif ic borrowe r. A repo rt is also provided which may be used to evaluate response t imes for r ecord requ ests. | |
| 416 | The purpos e of the I nactivate Records Me nu is to p erform rec ord retire ment tasks . Many op tions on t his menu a re similar or identi cal to opt ions on ot her menus; however, their purp ose here i s specific to record retiremen t. | |
| 417 | The System Definitio n and Comp uter Site Manager's Menus are provided f or initial ization an d maintena nce of the package a nd for def ining site -specific parameters . | |
| 418 | The functi ons within this syst em interac t with one another a ffording g reater con trol over records. For exampl e, when a record is being chec ked into t he file ro om the sys tem will d isplay a b ulletin if pending r equests ex ist for th e record, if it has been flagg ed as "mis sing", if loose fili ng exists, if the pa tient is c urrently a n inpatien t, or if i t is being checked i nto a home file room other tha n its own. The user may elect to perfor m any nece ssary func tions rela ted to the se bulleti ns without leaving t he option he is work ing in. | |
| 419 | Package Ma nagement | |
| 420 | There are no legal r equirement s associat ed with th is package . | |
| 421 | Implementa tion Guide | |
| 422 | The Record Tracking module has been desi gned so th at it can be used in various a pplication s. There are many p arameters associated with this package t hat can be set accor ding to ea ch site's specific n eeds. The System De finition M enu and th e Computer Site Mana ger's Menu are used to set the se paramet ers. File s associat ed with th e Record T racking pa ckage whic h may be a ffected by these par ameters in clude the Reasons fi le (#195.6 ), the Rec ord Tracki ng System Parameters file (#19 5.4), the Record Mov ement Type s file (#1 95.3), the Record Ty pes file ( #195.2), t he Record Tracking A pplication file (#19 5.1), the Label Form at file (# 194.4), an d the Borr owers/File Areas fil e (#195.9) . The tas k of setti ng these p arameters is general ly perform ed at the time of in itializati on of the package, b ut the par ameters ca n be chang ed at virt ually any time after they have been set. For more informati on, please refer to the System Definitio n and Comp uter Site Manager's Menus. | |
| 423 | Three stan dard barco de labels are includ ed in the Record Tra cking pack age (recor d, request , and borr ower). Un der NO cir cumstances should th e existing standard label form ats be edi ted. | |
| 424 | The site h as the abi lity to cr eate its o wn barcode label for mats throu gh the Lab el Functio ns Menu of the Syste m Definiti on Menu. It is poss ible to ch ange the f ormat of s ite-create d labels; however, i t is stron gly recomm ended that existing label form ats be lef t as they are. If t he site fi nds it nec essary to change a s ite-create d label fo rmat, a ne w label fo rmat shoul d be creat ed to inco rporate th e change(s ). | |
| 425 | Transactio n Menu | |
| 426 | Overview | |
| 427 | The Transa ction Menu is the fo cal point of the Rec ord Tracki ng package . General ly, it is dedicated to file ro om activit ies althou gh select options ma y be given to other users on a n as- need ed basis. It suppor ts the fol lowing fun ctions. | |
| 428 | Charge-Out /Check-In of records from/to t heir home location ( file room) | |
| 429 | Creation o f new reco rds/volume s and prin ting of ba rcode labe ls | |
| 430 | Inactivati on/Reactiv ation and deletion o f records | |
| 431 | Transfer o f record t o/from oth er facilit ies | |
| 432 | Recharging records f rom one bo rrower to another | |
| 433 | Changing t he home lo cation and /or retire ment statu s of a rec ord | |
| 434 | Setting of a LOOSE F ILING INDI CATOR to g enerate a message up on check-i n of a rec ord that l oose filin g exists f or that re cord | |
| 435 | Flagging a nd removin g a record as "missi ng" thereb y generati ng a MailM an message to a spec ified mail group adv ising the record is missing. | |
| 436 | The functi ons on thi s menu are integrate d with one another a s well as with other s in the s ystem, the reby permi tting them to be per formed wit hin other options. For exampl e, if a r ecord flag ged as mis sing were selected f or check-i n to a fil e room, th e user wou ld be prom pted throu gh the pro cess of re moving the missing f lag withou t leaving the check- in option. (This wo uld occur in accorda nce with t he site pa rameters s et forth.) | |
| 437 | Below is a descripti ve listing of the op tions on t his menu. | |
| 438 | CHARGE-OUT RECORDS - Used to r ecord the borrowing of records from thei r home loc ation by i n-house us ers. Reco rds the bo rrower of the record along wit h the date /time char ged out. | |
| 439 | CHECK-IN R ECORDS - U sed to rec ord the re turn of bo rrowed rec ords to th eir home l ocation. Enters the home loca tion as th e borrower of the re cord along with the date/time of check-i n. | |
| 440 | CREATE A L ABEL/RECOR D/VOLUME - Used to c reate init ial or add itional re cords/volu mes for a patient an d print ba r code lab els for ne w or exist ing record s. | |
| 441 | PATIENT CH ARGE-OUT - Used to r ecord a pa tient as t he borrowe r of their own recor d. Record s the pati ent as the borrower as well as the date/ time of ch arge-out. | |
| 442 | UPDATE REC ORD'S ATTR IBUTES - U sed to ent er changes to a reco rd's home location a nd retirem ent status or to set a LOOSE F ILING INDI CATOR thus generatin g a messag e upon che ck-in of t he record advising t hat loose filing exi sts. | |
| 443 | DELETE A R ECORD - Us ed to dele te a recor d and all associated requests, movements , etc. fro m the Reco rd Trackin g system. | |
| 444 | FLAG RECOR D AS MISSI NG - Used for record s identifi ed as lost ; such rec ords may b e flagged as missing thereby g enerating a mail mes sage to a MailMan gr oup (as de fined thro ugh site p arameters) . Missing flags may also be r emoved thr ough this option. | |
| 445 | INACTIVATE /REACTIVAT E RECORDS - Used to render a r ecord unav ailable/av ailable fo r transact ion within the Recor d Tracking system. Does not d elete all associated informati on, merely prevents the record from bein g selected for trans action. | |
| 446 | MOVE REQUE STS TO LAS T VOLUME - Used when an additi onal volum e of a pat ient's rec ord has be en created to move a ll request s from the last volu me to the new one; i . e. Volum e #2 of a patient's medical re cord has j ust been c reated - t his option would be used to mo ve all req uests for Volume #1 to Volume #2. | |
| 447 | MULTIPLE N EW VOLUME CREATION - Allows cr eation of multiple a dditional volumes to an alread y existing record se t. May be used afte r system i nitializat ion to cre ate additi onal multi ple volume s not crea ted by the process. | |
| 448 | NEW VOLUME CREATION - Allows c reation of individua l addition al volumes to an alr eady exist ing record set. | |
| 449 | RE-CHARGE RECORDS - Used to re cord the t ransfer of charged o ut records from one in-house b orrower to another. | |
| 450 | TRANSFER R ECORDS MEN U | |
| 451 | Create Rec ord/Volume for trans ferred Rec ord - Used to create new recor ds or addi tional vol umes for r ecords tra nsferred f rom other VA facilit ies. | |
| 452 | Request a Transfer f rom anothe r Institut ion - Used to genera te a Reque st for Tra nsfer of V eterans Re cords (For m 70-7216a ). This f orm is use d to reque st patient records f rom other VA facilit ies. | |
| 453 | Return Tra nsferred R ecord - Us ed when a record whi ch was tra nsferred o ut to anot her VA med ical cente r is retur ned to you r facility . This op tion trans fers back and reacti vates a re turned rec ord. | |
| 454 | Transfer R ecord to a nother Ins titution - Used to t ransfer re cords to o ther VA fa cilities. You may g enerate a Notice of Transfer o f Veterans Record (F orm 70-721 6a) throug h this opt ion. | |
| 455 | Charge-Out Records | |
| 456 | This optio n is used to record necessary informatio n when rec ords are b orrowed fr om their h ome file r oom by in- house user s. Borrow er informa tion is di splayed ea ch time th e associat ed Record Inquiry is accessed through th e Record T racking sy stem. Thi s option i s intended primarily for charg ing record s from a f ile room; however, i t may also be used t o recharge records w hen they a re transfe rred to an other borr ower. | |
| 457 | Use of the option is very stra ight-forwa rd; a borr ower is se lected, re cord(s) ar e entered for charge out, the s ystem reco rds the ch argeout(s) , either i mmediately or by que uing a bac kground jo b, and the routine i s complete . At the conclusion of a sess ion, you m ay enter a nother bor rower or e xit the op tion. Bor rowers and records m ay be ente red via ba r code lab el reader, keyboard entry, or a combinat ion of bot h. Most o ften, you will proba bly use th e bar code label rea der as thi s is the f astest met hod. | |
| 458 | Messages a re display ed when th e patient selected i s an inpat ient, ther e are pend ing reques ts for the record, t he record has been f lagged as missing, a loose fil ing indica tor has be en set for the recor d, the sel ected reco rd is unav ailable fo r transact ion, the b orrower is not an ac tive borro wer, etc. You may t hen be pro mpted to p erform the necessary task asso ciated wit h the reco rd, patien t or borro wer. Thro ugh this o ption, rec ords may a lso be aut omatically created w hen the pa tient name selected has no rec ords in th e Record T racking sy stem. The se will be created a ccording t o site spe cification s. | |
| 459 | Much of wh at occurs in this op tion depen ds upon yo ur site's individual specifica tions made through t he system definition . Securit y access m ay be a fa ctor when dealing wi th missing records. Please re fer to the Flag a Re cord as Mi ssing opti on of this chapter f or further detail. | |
| 460 | Check-in R ecords | |
| 461 | The Check- in Records option is used to r ecord the return of borrowed r ecords to their home file room . The sys tem record s the reco rd being r eturned as well as t he date/ti me of retu rn. The a ssociated Short Reco rd Inquiry will then reflect t he home fi le room as the curre nt borrowe r each tim e it is ac cessed thr ough the R ecord Trac king syste m. | |
| 462 | Records ma y be enter ed for che ck-in eith er by wand ing the ba r code lab el or ente ring the p atient's n ame using standard c onventions . The bar code read er is the fastest me thod and i t is recom mended you use it wh enever pos sible, esp ecially wh en checkin g in multi ple record s. | |
| 463 | In order t o maintain optimum c ontrol ove r records, the optio n has been designed to account for a var iety of fa ctors spec ific to th e record s elected. Messages m ay be disp layed when the loose filing in dicator ha s been set for a rec ord, the p atient is an inpatie nt, a miss ing flag h as been se t, pending requests exist, etc . You may be prompt ed to perf orm the ne cessary ta sk associa ted with t he record. Through this optio n records may be aut omatically created w hen no rec ords exist within th e Record T racking sy stem for t he patient entered. These rec ords will be created in accord ance with your site' s specific ations. | |
| 464 | This optio n is not l ocked; how ever, the MAS/RAD FR STAFF KEY may be a factor dep ending upo n your sit e's specif ications. A site de finable fe ature allo ws file ro oms to be secured. Only holde rs of the MAS/RAD FR STAFF KEY may enter such file rooms as borrowers of records . | |
| 465 | Create a L abel/Recor d/Volume | |
| 466 | The Create a Label/R ecord/Volu me option is used to print bar code labe ls and/or create new records o r addition al volumes for speci fied patie nts. You may use it to create records a nd associa ted bar co de labels for patien ts new to the system or to cre ate additi onal recor ds/volumes and assoc iated bar code label s for pati ents alrea dy in the system. Y ou may als o use it t o print ba r code lab els for ex isting rec ords. Thi s option i s not inte nded for i nitializat ion purpos es, as it works on a patient-b y-patient basis. Th e Computer Site Mana ger's Init ialization Menu is p rovided fo r that pur pose. | |
| 467 | Only patie nts alread y in your database m ay be ente red. For all patien ts, record s will be created ac cording to site para meters def ined for t he applica tion (MAS/ Radiology) you are w orking wit h. | |
| 468 | For new pa tients, re cords will be create d accordin g to your site's spe cification s for init ial record creation. For exam ple, if yo u are crea ting a med ical recor d for a ne w patient in MAS, an d your sit e has defi ned admini strative r ecords "li nked" with medical r ecords thr ough the T ype of Rec ord Set-up option in the Syste m Definiti on Menu, t he system would also automatic ally creat e an admin istrative record. T his would apply only to patien ts not alr eady in th e system. | |
| 469 | For patien ts already in the sy stem, you may specif y one reco rd/volume at a time and will b e given th e opportun ity to tra nsfer pend ing reques ts for the record ty pe being c reated to the newest volume. | |
| 470 | For each r ecord/volu me created , the syst em will as sign a rec ord identi fier numbe r, prompt for home l ocation an d current borrower/f ile room, and print a bar code label. | |
| 471 | Patient Ch arge Out | |
| 472 | The Patien t Charge-O ut option is used to record a patient as the borro wer of his /her own r ecord(s). You may w ish to use this opti on for pat ients carr ying their x-rays to an outsid e physicia n. The sy stem recor ds the pat ient as th e borrower of the re cord along with the date/time of charge- out, enter ing this i nformation into the patient's movement h istory. T his inform ation is d isplayed e ach time t he associa ted record inquiry o r Short Re cord Inqui ry is acce ssed throu gh the sys tem. You will also be given t he opportu nity to en ter a comm ent pertai ning to th e charge-o ut if you wish. Thi s comment will be di splayed ea ch time th e patient' s Short Re cord Inqui ry is acce ssed throu gh the sys tem until such time as the rec ord is che cked back in. | |
| 473 | The option provides for severa l other oc currences such as re moval of m issing fla gs and cre ation of r ecords for patients not having any recor ds in the system. | |
| 474 | Update Rec ord’s Attr ibutes | |
| 475 | The Update Record's Attributes option is used to m ake change s to the f ollowing s pecific re cord data: loose fil ing indica tor, home location a nd retirem ent status . Each of these fie lds will a lready hav e a defaul t value wh ich has be en assigne d by the s ystem (unl ess change s have pre viously be en made). The first field wil l be the l oose filin g indicato r which wi ll have a default of NO. Its purpose is to inform users tha t loose fi ling (such as labora tory repor ts, progre ss notes, correspond ence, etc. ) exists f or a speci fic record . When th is field i s set to Y ES, a mess age is dis played adv ising loos e filing e xists when ever the r ecord is s elected fo r check-in to its ho me locatio n. It sho uld be set back to N O after th e loose fi ling has b een entere d into the record. | |
| 476 | The home l ocation is assigned to a recor d when it is created . The loc ation assi gned will be in acco rdance wit h site spe cification s. This m ay be chan ged throug h this opt ion; howev er, the ne w home loc ation ente red must b e set up t hrough sit e specific ations to handle the record ty pe you are working w ith and al so tied in with the applicatio n you are working wi th. | |
| 477 | When recor ds are cre ated by th e system, they are a utomatical ly assigne d a retire ment statu s of OK TO RETIRE. The REASON NOT TO RE TIRE field is used t o make cha nges to th is status. This ret irement st atus will be reflect ed on the Record Inq uiry which should al ways be ch ecked prio r to retir ing a reco rd. | |
| 478 | Delete a R ecord | |
| 479 | The Delete a Record option is used to de lete a rec ord from t he system. It is in tended for use in th ose cases where a re cord was c reated err oneously o r perhaps a multi-vo lume set i s consolid ated. | |
| 480 | The system only allo ws deletio n of most recent vol umes of a record set ; i.e., yo u will not be able t o delete V olume 2 of a 6 volum e set. Re cord entry may be ma de either by wanding of the ba r code lab el or entr y of the p atient's n ame. Prio r to delet ing the re cord, you will be gi ven the op portunity to move re quests to the next l ower volum e number o f the reco rd type be ing delete d. When a record is deleted, all associ ated reque sts for th e record, missing re cord log e ntries and movement history lo g entries are also d eleted. A MailMan m essage wil l be gener ated advis ing the re cord has b een delete d. This m essage goe s to the s ame mail g roup that receives m essages on missing o r found re cords. | |
| 481 | Flag Recor d as Missi ng | |
| 482 | The Flag R ecord as M issing opt ion is use d to assis t in locat ing record s which ha ve been de emed lost within a f acility. Missing fl ags may be placed on (or remov ed from) s uch record s through this optio n. When s uch a flag is placed on a reco rd, a Mail Man messag e is gener ated to a group of u sers speci fied throu gh your si te paramet ers. This message a dvises the record is missing, giving pat ient name, record ty pe and vol ume number . Users m ay then se arch their work area for the m issing rec ord. The associated Record In quiry will reflect t he record as missing . Records which hav e been fla gged as mi ssing may not be pro cessed thr ough other options u ntil the f lag is rem oved. | |
| 483 | In order t o enter th is option, you must hold the R T MAS/RAD- FR-SUPERVI SOR key. Removal of a missing flag may be done th rough othe r options within the system an d the acti on will va ry dependi ng upon si te paramet ers. Site parameter s for remo val of a f lag may be set in on e of two w ays; any u ser may re move a mis sing flag from a rec ord when i t is acces sed throug h other op tions or o nly the ho lder of th e RT MAS/R AD-FR-SUPE RVISOR key may remov e such a f lag. This parameter is set fo r all reco rd types w ithin an a pplication ; therefor e, the act ion may di ffer betwe en record types with in the sam e applicat ion. | |
| 484 | When the p arameter i s set such that any user may r emove a fl ag and a m issing rec ord is sel ected for processing , the user will be p rompted th rough the process of removing the flag. The recor d will the n be deeme d "found p ending sup ervisor ap proval". The superv isor (or d esignee) w ill review the findi ng and app rove/disap prove the removal of the missi ng flag us ing this o ption. Wh en a missi ng record is selecte d for whic h only a h older of t he RT MAS/ RAD-FR-SUP ERVISOR ke y may remo ve the fla g, a messa ge will be displayed to the us er advisin g that the record is missing, and no fur ther proce ssing will be allowe d. The ap propriate holder of the RT MAS /RAD-FR-SU PERVISOR k ey will re ceive a Ma ilMan mess age advisi ng that an attempt w as made to process t he record. The hold er of the RT MAS/RAD -FR-SUPERV ISOR key m ay then re view the a ttempt and remove th e flag usi ng this op tion. | |
| 485 | Flag Recor d as Missi ng | |
| 486 | This is an example o f the Mail Man messag e which is generated when a re cord is fl agged as m issing. I t is sent to all mem bers of wh atever mai l group is specified to receiv e such mes sages thro ugh your R ECORD TRAC KING site parameters . | |
| 487 | SUBJ: AN ADMINISTRA TIVE RECOR D has been flagged a s MISSING 03 DEC 8 7 12:08 9 Lines | |
| 488 | From: TWO ,TEST (ALB ANY ISC) i n 'IN' bas ket. | |
| 489 | ---------- ---------- ---------- ---------- ---------- ---------- ---------- ------- | |
| 490 | The follow ing record has been flagged as missing: | |
| 491 | Name : RTPAT IENT, ONE | |
| 492 | Type o f Record : ADMIN ISTRATIVE RECORD | |
| 493 | Volume : 1 | |
| 494 | If you fin d this rec ord please call MEDI CAL ADMINI STRATION o r respond | |
| 495 | to this me ssage. | |
| 496 | Thank you. | |
| 497 | This is an example o f the Mail Man bullet in which i s generate d when a m issing fla g is remov ed from a record by a user oth er than on e holding the FR SUP ERVISOR KE Y. This m essage is the same w hen a hold er of the FR SUPERVI SOR KEY ap proves the removal o f a missin g flag by another us er, except the "STAT US of miss ing record " will be FOUND inst ead of FOU ND/SUPERVI SOR APPROV AL PENDING . | |
| 498 | Subj: Miss ing ADMINI STRATIVE R ECORD has been FOUND 08 Dec 87 10:16 12 Lines | |
| 499 | From: TWO, TEST (ALBA NY ISC) in 'IN' bask et. | |
| 500 | ---------- ---------- ---------- ---------- ---------- ---------- ---------- ---- | |
| 501 | The MEDICA L RECORD ( V1) for RT PATIENT,ON E (6664567 89) was fo und. | |
| 502 | The follow ing is inf ormation c oncerning the findin g of the r ecord: | |
| 503 | -WHO entered t he record as found : TWO,TEST | |
| 504 | -BOR ROWER who had missin g record : CORRESPO NDENCE UNI T | |
| 505 | -PHO NE #/Physi cal LOCATI ON : 234/22B | |
| 506 | -WHE N was the record fou nd : DEC 8, 1987 10: 15 | |
| 507 | -STA TUS of mis sing recor d : FOUND/SU PERVISOR A PPROVAL PE NDING | |
| 508 | -MOV EMENT atte mpted when found : CHECK-IN | |
| 509 | For more i nformation use the ' Record Inq uiry' opti on of the 'Record | |
| 510 | Informatio n' menu. | |
| 511 | Inactivate /Reactivat e Records | |
| 512 | The Inacti vate/React ivate Reco rds option is used t o render a record un available/ available for transa ction with in the Rec ord Tracki ng system. It may b e used whe n records are retire d, or perh aps in tho se instanc es when it is necess ary for a borrower t o retain a record fo r an exten ded period of time ( i.e., for research p urposes). Such a re cord will not appear on the Ov erdue Reco rds List. | |
| 513 | Inactivati on of a re cord makes it unavai lable to o ther users to reques t, charge- out, check -in, re-ch arge, etc. It will, however, appear on the Record Inquiry o ption of t he Record Informatio n Menu as inactive. | |
| 514 | Records ma y be inact ivated as well as re activated through th is option. If you c hoose to i nactivate the record , you will be prompt ed for a b orrower to which the record sh ould be in activated. Your ent ry at this prompt ma y be a bor rower who will be re taining th e record f or an exte nded perio d or your file room. | |
| 515 | If you are retiring the record and wish to transfe r it to th e appropri ate Record Processin g Center, use the Tr ansfer Rec ords optio n of the T ransaction Menu. | |
| 516 | When a rec ord is rea ctivated, it is auto matically charged to the locat ion associ ated with the user p erforming the reacti vation; us ually, its home file room. | |
| 517 | Following selection of movemen t type and borrower (if applic able), you will be p rompted to select th e record. The syste m will onl y allow yo u to selec t a record appropria te to the movement t ype select ed. In ot her words, you will not be per mitted to inactivate an alread y inactive record. If record selection is made by entering the patien t's name, only those records a ppropriate to the mo vement typ e selected will be d isplayed o n the pati ent's Shor t Record I nquiry. | |
| 518 | Multiple r ecords may be entere d during a session. Dependent upon the number ent ered and y our site's parameter s, they wi ll either be inactiv ated/re-ac tivated up on exiting the optio n or queue d for acti on later. | |
| 519 | Move Reque sts to Las t Volume | |
| 520 | This optio n is used to transfe r all pend ing reques ts to the most recen t volume w hen an add itional vo lume has b een added to a patie nt's recor d set. | |
| 521 | You will b e prompted for the d esired rec ord. Only active re cords may be selecte d; then, o nly the la st volume of a multi ple volume set may b e selected for the p atient ent ered. You will then be asked if you wis h to trans fer all pe nding reco rd request s to that volume. | |
| 522 | Multiple N ew Volume Creation | |
| 523 | The Multip le New Vol ume Creati on option allows cre ation of m ultiple ad ditional v olumes to an already existing record set and trans fer of pen ding reque sts to the latest vo lume creat ed. For t he most pa rt, this o ption is i ntended fo r use in c onjunction with your initializ ation proc ess to cre ate additi onal volum es for tho se patient s having m ore than o ne volume of a recor d type. T he initial ization pr ocess only creates o ne volume of the rec ord type(s ) specifie d in the s ite parame ters. Thi s option a llows you to create up to six additional volumes o f a record type. | |
| 524 | You may on ly create additional volumes o f record t ypes for w hich the p atient alr eady has V olume #1. Should yo u wish to create Vol ume #1 of a record t ype, you s hould use the Create a Label/R ecord/ Vol ume option of the Tr ansaction Menu. | |
| 525 | The home l ocation an d current borrower/f ile room w ill be pro mpted for each recor d created. Defaults , as defin ed through your site parameter s, will be displayed for these fields. Following this, the system aut omatically assigns a record id entifier n umber and prints a c orrespondi ng bar cod e label on the defau lt device defined th rough your site para meters. Y ou will th en be prom pted to tr ansfer pen ding reque sts for th e record t ype create d to the l atest volu me. | |
| 526 | New Volume Creation | |
| 527 | The New Vo lume Creat ion option is used t o create i ndividual additional volumes t o a patien t's alread y existing record se t. You ma y wish to use it whe n the file room crea tes an add itional fo lder for a patient o r perhaps in conjunc tion with the system initializ ation proc ess to cre ate an add itional vo lume not c reated dur ing initia lization. The Recor d Tracking initializ ation proc ess only c reates one volume of each reco rd type sp ecified th rough site parameter s. If it is necessa ry to crea te initial records f or a new p atient or multiple a dditional volumes, t he followi ng options on the Tr ansaction Menu shoul d be used: Create a Label/Rec ord/Volume or Multip le New Vol ume Creati on. | |
| 528 | The system will only accept re cord types for which the patie nt already has Volum e #1. The home loca tion and c urrent bor rower/file room will then be p rompted wi th your si te's speci fied defau lts displa yed for ac ceptance. Record Tr acking wil l automati cally assi gn a Recor d Tracking identifie r number a nd print a bar code label for the record created. You may t ransfer pe nding reco rd request s for that record ty pe to the last volum e created. | |
| 529 | Re-Charge Records | |
| 530 | The Re-Cha rge Record s option i s used to record tra nsfer of t hose recor ds charged from the file room from one b orrower to another. It is for use with in-house b orrowers o nly. Tran sfer of re cords to o ther insti tutions sh ould be en tered thro ugh the Tr ansfer Rec ords optio n. The sy stem recor ds the new borrower, location/ phone and date/time of re-char ge. This informatio n is displ ayed each time the a ssociated record inq uiry is ac cessed thr ough the R ecord Trac king syste m. | |
| 531 | Upon exiti ng the opt ion, the r ecords wil l either b e re-charg ed immedia tely or qu eued for r e-charge d epending u pon site p arameters and the nu mber of re cords ente red during the sessi on. | |
| 532 | Missing fl ags may be removed t hru this o ption and records ma y be creat ed for pat ients alre ady in you r database but havin g no recor ds in the Record Tra cking syst em. These will be c reated in accordance with site specifica tions for initial cr eation of records. | |
| 533 | Transfer R ecords Men u | |
| 534 | Create Rec ord/Volume for trans ferred Rec ord | |
| 535 | The Create Record/Vo lume for t ransferred Record op tion is us ed to crea te new rec ords or ad ditional v olumes for records r eceived fr om another VA facili ty. You m ay use it to create records an d associat ed bar cod e labels f or patient s new to t he system or to crea te additio nal record s/volumes and associ ated bar c ode labels for patie nts alread y in the s ystem. | |
| 536 | New record s will be created ac cording to your site 's specifi cations fo r initial record cre ation. Fo r example, if you ar e creating a new med ical recor d for a pa tient in M AS and you r site has defined a dministrat ive record s "linked" with medi cal record s through the Type o f Record S et-up opti on in the System Def inition Me nu, the sy stem would also auto matically create an administra tive recor d. This w ould apply only to r ecords not already i n the syst em. | |
| 537 | For record s already in the sys tem, you m ay transfe r pending requests f or the rec ord type b eing creat ed to the newest vol ume. | |
| 538 | For each r ecord/volu me created , the syst em will as sign a rec ord identi fier numbe r and a mo vement typ e of TRANS FER CREATE , prompt f or a conte nt descrip tor (optio nal free t ext field 2-20 chara cters in l ength used to furthe r describe the recor d), home l ocation, a nd current borrower/ file room. | |
| 539 | Transfer R ecords Men u | |
| 540 | Request a Transfer f rom anothe r Institut ion | |
| 541 | The Reques t a Transf er from an other Inst itution op tion allow s you to g enerate Fo rm 70-7216 a, "Reques t for and/ or Notice of Transfe r of Veter ans Record s". This form may b e used to request pa tient reco rds from a remote si te. A rem ote site i s any VA f acility wi th which y ou exchang e records. | |
| 542 | You will b e prompted to fill i n only rec ord inform ation. Ro uting, rem ote mail g roup, and request no tice print er informa tion is de fined by y our site m anager thr ough the F ile Room/R emote Set- up option. | |
| 543 | Once gener ated, the form is se nt to the mail group and/or re quest prin ter at the remote si te. A cop y is also received b y the requ ester via a MailMan bulletin. | |
| 544 | Supplement | |
| 545 | The follow ing is a l ist of dat a fields f rom the Re quest for Transfer o f Veterans Records f orm with a brief des cription. Only fiel ds that re quire user input are shown. | |
| 546 | 1a Station Name | |
| 547 | Name of st ation you wish to re quest reco rds from. You may s end the re quest to m ultiple si tes; there fore, this prompt wi ll repeat (1b, 1c, e tc.) until a <RET> i s entered. Correspo nding rout ing inform ation is e ntered aut omatically from the File Room/ Remote Set -up option in the Co mputer Sit e Manager' s Menu. | |
| 548 | NAME (Last ,First,Mid dle) | |
| 549 | Name of pa tient for which you are reques ting recor ds. Claim number, S SN (5a) an d service number (6) are enter ed automat ically. | |
| 550 | TYPE OF TR ANSFER | |
| 551 | Choose Tem porary (de fault) or Permanent. | |
| 552 | Transfer C laims Fold er | |
| 553 | YES/NO (de fault) | |
| 554 | OTHER FOLD ER TRANSFE R | |
| 555 | Enter the correspond ing number (s) of the record ty pes you wi sh to tran sfer. | |
| 556 | Reason for Transfer or Remarks | |
| 557 | Any remark s you wish to accomp any the re quest. Yo u are allo wed two li nes of fre e text. | |
| 558 | Transfer R ecords Men u | |
| 559 | Request a Transfer f rom anothe r Institut ion | |
| 560 | Adjudicati on Action pending | |
| 561 | YES/NO (de fault) | |
| 562 | Date | |
| 563 | Date of re quest. Yo u may sele ct a past date. NOW is the de fault. | |
| 564 | Check when copy 2 is sent to T elecom [ ] UNIT | |
| 565 | YES/NO | |
| 566 | Transfer R ecords Men u | |
| 567 | Return Tra nsferred R ecord | |
| 568 | The Return Transferr ed Record option is used when a record w hich was t ransferred out to an other VA m edical cen ter is ret urned to y our facili ty. This option tra nsfers bac k and reac tivates a returned r ecord in t he Record Tracking s ystem. | |
| 569 | If you ans wered YES to the "Do you want to use the file room 's default devices? No//" prom pt upon en tering the Record Tr acking sys tem and a default de vice is de fined thro ugh your s ite's para meters, an y bar code labels yo u choose t o print wi ll be prin ted to tha t device. Otherwise when you choose to print a ba r code lab el, you wi ll be prom pted for a device. | |
| 570 | Transfer R ecords Men u | |
| 571 | Transfer R ecord to a nother Ins titution | |
| 572 | The Transf er Record to another Instituti on option is used to record th e transfer of record s to other VA facili ties. You are allow ed to ente r a past d ate of tra nsfer in o rder to up date your records. | |
| 573 | Once you h ave select ed the ins titution y ou are tra nsferring the record s to, you are prompt ed to sele ct the rec ord(s) to be transfe rred. Thi s prompt w ill repeat to allow you to tra nsfer mult iple recor ds to the selected i nstitution . At subs equent app earances o f the "Sel ect Record " prompt, you may en ter a <?> for a list of record s selected for trans fer during this sess ion. Any of the rec ords displ ayed may b e deleted by enterin g a minus sign <-> b efore the record num ber (-1342 ) at this prompt. | |
| 574 | You also m ay generat e a Notice of Transf er of Vete rans Recor d (Form 70 -7216a) th rough this option. This form will not b e generate d if you e nter a pas t date of transfer. The 70-72 16a is sen t to membe rs of the mail group and/or re quest prin ter at the remote si te defined by your s ite manage r through the File R oom/Remote Set-up op tion. A c opy is als o received by the us er perform ing the tr ansfer fun ction. | |
| 575 | When compl eting the Notice of Transfer f orm, you w ill be pro mpted to e nter the t ype of tra nsfer, oth er folder type(s) yo u wish tra nsferred, reason for transfer/ remarks an d the date of transf er. The s tation you are trans ferring th e records to and the patient i nformation is entere d automati cally by t he system from your responses to previou s prompts. Routing, remote ma il group, and reques t notice p rinter inf ormation i s defined by your si te manager through t he File Ro om/Remote Set-up opt ion. | |
| 576 | Request Re cords Menu | |
| 577 | Overview | |
| 578 | The Reques t Records Menu provi des the so ftware nec essary for individua l users of the syste m to reque st records from thei r file roo m. Throug h this men u, records may be re quested an d requests may be fi lled, canc elled, edi ted, desig nated as " Not Fillab le", displ ayed and p rinted. | |
| 579 | Requests f or records may be en tered for a current or future date. Req uests ente red for cu rrent date will be p rinted on the defaul t request printer sp ecified fo r the reco rd's home location ( file room) . Request s entered for future times may be access ed by prin ting of th e Pending Request Li st option of the Man agement Re ports Menu . | |
| 580 | The Reques t Records Menu inter faces with the Pull List Funct ions Menu. Each ent ry on a pu ll list is also cons idered an individual request a nd may be accessed a s such thr ough this menu. | |
| 581 | The follow ing is a d escriptive listing o f the opti ons contai ned in thi s menu. | |
| 582 | CANCEL A R EQUEST - A llows requ ests which have prev iously bee n entered to be canc elled from the syste m. Users must hold the RT MAS /RAD-FR-SU PERVISOR k ey in orde r to cance l requests . | |
| 583 | DESIGNATE REQUESTS A S 'NOT FIL LABLE' - U sed by fil e room per sonnel whe n they are unable to fill a re quest for a record, such as wh en the req uested rec ord is una vailable. | |
| 584 | DISPLAY RE QUEST - Us ed to disp lay a requ est for a record on the screen . | |
| 585 | EDIT A REQ UEST - Use d to edit the data i n a previo usly enter ed record request. | |
| 586 | FILL A REQ UEST - Use d by file room perso nnel to ch arge-out ( fill) a re quested re cord to th e requesto r. | |
| 587 | REPRINT A REQUEST NO TICE - Use d to repri nt a recor d request label. | |
| 588 | REQUEST A RECORD - U sed to ent er a reque st for a r ecord into the syste m. The fo ur statuse s associat ed with re quested re cords are as follow. | |
| 589 | CHARGED - Requested record has been char ged to the requestor . | |
| 590 | CANCELLED - Record r equest has been canc elled. | |
| 591 | REQUESTED - Record r equest is still pend ing. | |
| 592 | NOT FILLAB LE - Not p ossible to fill the request; i .e., the r ecord is u navailable . | |
| 593 | Cancel a R equest | |
| 594 | The Cancel a Request option is used to c ancel a re quest for a patient' s record. The user may cancel a single request, m ultiple re quests or a range of requests for the sa me record. The requ est may be selected by patient name, req uest numbe r or by wa nding the request ba r code lab el. If th e request is selecte d by patie nt name, t he system displays t he Patient Profile a nd Short R ecord Inqu iry. This inquiry i s a list o f the requ estable re cords for that patie nt in that applicati on. After the desir ed record is selecte d, a reque st profile will be d isplayed f or that re cord. Thi s includes the curre nt locatio n of the r ecord, the home file room of t he record, recent pe nding requ ests, etc. If the r equest to be cancell ed is sele cted by re quest numb er or by w anding the request b ar code la bel, an ab breviated display wi ll appear providing data speci fic to tha t request only. | |
| 595 | Holders of the RT MA S/RAD-FR-S UPERVISOR security k ey may can cel reques ts made by other use rs in thei r applicat ion. User s not hold ing this s ecurity ke y may only cancel th eir own re quests. | |
| 596 | When a req uest is ca ncelled, a cancellat ion bullet in can be sent to a mail group , the file room requ est printe r or both. This is defined th rough the Applicatio n Set-Up ( Site Mgr) option. | |
| 597 | Designate Requests A s 'Not Fil lable' | |
| 598 | The Design ate Reques ts as 'Not Fillable' option is used by f ile room p ersonnel t o specify requests f or patient s' records as not fi llable. C onversely, requests with a sta tus of not fillable may be cha nged to re quested th rough this option. A request may not be fillable due to the record be ing charge d to anoth er borrowe r, record missing, e tc. | |
| 599 | Requests d esignated as not fil lable will still app ear on the Pending R equest Lis t, the Req uests Pend ing for Bo rrowers Li st and wil l also sti ll appear as a pendi ng request under Req uest a Rec ord option . | |
| 600 | When reque st selecti on is made by enteri ng a patie nt's name, the syste m displays the Patie nt Profile and Short Record In quiry. Th is inquiry is a list of the pa tient's re questable records in that appl ication. If a recor d has been inactivat ed or tran sferred ou t, it will not appea r in the i nquiry. A fter the r ecord is s elected, a request p rofile wil l be displ ayed for t hat record listing t he request s which ma y be chose n. The us er may des ignate a s ingle requ est, multi ple reques ts or a ra nge of req uests for each patie nt selecte d. | |
| 601 | If the req uest is se lected by entering t he request number or by wandin g the requ est bar co de label, only the d ata associ ated with that parti cular requ est will b e displaye d. | |
| 602 | Display Re quest | |
| 603 | The Displa y Request option is used to di splay the data assoc iated with a particu lar reques t for a pa tient's re cord. The option ha s only one prompt, " Select Req uest". Th e user may enter the patient's name, the date of t he request to be dis played, a back arrow (') plus request nu mber or ma y wand the request b ar code la bel. | |
| 604 | If the req uest is se lected by entering t he patient 's name an d the pati ent has mo re than on e record w hich has a pending r equest, th e system w ill displa y a list o f those re cords prov iding the following informatio n: record type, pat ient's soc ial securi ty number and date o f birth, r ecord loca tion, phon e and room number. After the correct re cord is ch osen, all the pendin g requests for that record wil l be displ ayed. Upo n selectin g the desi red reques t, the dat a associat ed with th at request will be d isplayed. This may include su ch informa tion as pa tient name , date/tim e requeste d, user re questing r ecord, dat e/ time re cord neede d, request or, reques t status, date/ time current s tatus, use r responsi ble for st atus, date request l ast printe d, etc. | |
| 605 | If the rec ord select ed has onl y one pend ing reques t or if th e request is selecte d by any o f the othe r availabl e methods, the syste m will ask for confi rmation th at this is the desir ed request and then display th e data ass ociated wi th that re quest. | |
| 606 | Following is a brief explanati on of some of the da ta items w hich may a ppear in t he request display: | |
| 607 | Requestor | |
| 608 | borrower | |
| 609 | User Reque sting Reco rd | |
| 610 | person act ually maki ng keyboar d entry | |
| 611 | Request St atus | |
| 612 | Requested, not yet f illed | |
| 613 | ||
| 614 | Charged, r equest fil led | |
| 615 | ||
| 616 | Not Fillab le | |
| 617 | ||
| 618 | Cancelled | |
| 619 | Pull List | |
| 620 | name and d ate of pul l list whe re this | |
| 621 | ||
| 622 | request ap pears | |
| 623 | Parent Req uest | |
| 624 | request be ing displa yed is in conjunctio n | |
| 625 | ||
| 626 | with anoth er request (parent) in | |
| 627 | ||
| 628 | accordance with site parameter s | |
| 629 | Edit a Req uest | |
| 630 | The Edit a Request o ption is u sed to edi t data ass ociated wi th a reque st for a p atient's r ecord. On ly the dat e/time nee ded and re questor ma y be edite d. | |
| 631 | When reque st selecti on is made by enteri ng a patie nt's name, the syste m displays the Patie nt Profile and Short Record In quiry. Th is inquiry is a list of the pa tient's re questable records in that appl ication. If a recor d has been inactivat ed or tran sferred ou t, it will not appea r in the i nquiry. A fter the r ecord is s elected, a request p rofile wil l be displ ayed for t hat record listing t he request s which ma y be edite d. Reques ts from pu ll lists a nd request s which ha ve been pr inted may not be edi ted. The user may e dit a sing le request , multiple requests or a range of reques ts for eac h patient selected. | |
| 632 | If the req uest is se lected by entering t he request number, o nly the da ta associa ted with t hat partic ular reque st will be displayed . | |
| 633 | Users with the RT MA S/RAD-FR-S UPERVISOR security k ey may edi t requests made by o ther users within th eir applic ation. Us ers not ho lding this security key will o nly be abl e edit the ir own req uests. | |
| 634 | Fill a Req uest | |
| 635 | The Fill a Request o ption is u sed by fil e room per sonnel to fill a req uest for a patient's record(s) . The req uest may b e selected by patien t name, re quest numb er or by w anding the request b ar code la bel. | |
| 636 | When reque st selecti on is made by enteri ng a patie nt's name, the syste m displays the Patie nt Profile and Short Record In quiry. Th is inquiry is a list of the pa tient's re questable records in that appl ication. If a recor d has been inactivat ed or tran sferred ou t, it will not appea r in the i nquiry. A fter the r ecord is s elected, a request p rofile wil l be displ ayed for t hat record listing t he request s which ma y be fille d. The us er may fil l a single request, multiple r equests or a range o f requests for each patient se lected. | |
| 637 | If the req uest is se lected by entering t he request number or by wandin g the requ est bar co de label, only the d ata associ ated with that parti cular requ est will b e displaye d and the request wi ll be adde d to the l ist to be processed. | |
| 638 | Deletion o f a select ed request is possib le by ente ring a min us sign (- ) and the request nu mber at th e appropri ate prompt . | |
| 639 | Reprint a Request No tice | |
| 640 | The Reprin t a Reques t Notice o ption is u sed when i t is neces sary to re print a re quest for a patient' s record(s ). The re quest may be selecte d by patie nt name, r equest num ber, or by wanding t he request bar code label. | |
| 641 | When reque st selecti on is made by enteri ng a patie nt's name, the syste m displays the Patie nt Profile and Short Record In quiry. Th is inquiry is a list of the pa tient's re questable records in that appl ication. If a recor d has been inactivat ed or tran sferred ou t, it will not appea r in the i nquiry. A fter the r ecord is s elected, a request p rofile wil l be displ ayed for t hat record listing t he request s which ma y be repri nted. The user may reprint a single req uest, mult iple reque sts or a r ange of re quests for each pati ent select ed. | |
| 642 | If the req uest is se lected by entering t he request number or by wandin g the requ est bar co de label, only the d ata associ ated with that parti cular requ est will b e displaye d. | |
| 643 | Request a Record | |
| 644 | The Reques t A Record option is used to e nter a req uest for a patient's record. The user m ay request a single record, mu ltiple rec ords or a range of r ecords for a patient . He/she may reques t the reco rd for the current t ime or a d ate/time i n the futu re. The p erson/loca tion borro wing the r ecord must be in the Borrower file. | |
| 645 | Dependent on how the site para meter is s et at your facility, the curre nt borrowe r of a rec ord may en ter a requ est for th at record for a futu re date. This may b e done by wanding th e record's bar code label or b y keyboard entry. U se of the bar code l abel reade r is the f astest and most accu rate metho d of reque st. | |
| 646 | When recor d selectio n is made by enterin g a patien t's name, the system displays the Patien t Profile and Short Record Inq uiry. Thi s inquiry is a list of the req uestable r ecords for that pati ent in tha t applicat ion. If a record ty pe has bee n defined as unreque stable thr ough your site param eters, it will not b e displaye d in the S hort Recor d Inquiry. If the r ecord requ ested has been inact ivated or transferre d out to a nother fac ility, it will not b e displaye d in the i nquiry. W anding the bar code label of a n unreques table reco rd will re sult in th e message, "No match found" be ing displa yed. Afte r the reco rd(s) is s elected, a request p rofile wil l be displ ayed for e ach record . This in cludes the current l ocation of the recor d, the hom e file roo m of the r ecord, rec ent pendin g requests , etc. A sequential request n umber is a utomatical ly assigne d by the s ystem for each recor d requeste d. | |
| 647 | Pull List Functions Menu | |
| 648 | Overview | |
| 649 | The Pull L ist Functi ons Menu s upports re quisitioni ng of mult iple recor ds needed for the sa me date/ti me by the same borro wer. Such a requisi tion is kn own as a p ull list. | |
| 650 | Within the Record Tr acking sys tem there are two ty pes of pul l lists; A d Hoc Pull Lists and Clinic Pu ll Lists. Ad Hoc Pu ll Lists m ay be crea ted throug h the Pull List Func tions Menu on an as- needed bas is. These may be us ed in both the Medic al Adminis tration ap plication and the Ra diology ap plication. A variet y of areas within yo ur facilit y will pro bably want to use th e Ad Hoc P ull Lists - Correspo ndence Uni t, Researc h Service, Medical I nformation Section, etc. | |
| 651 | Clinic Pul l Lists ar e created automatica lly by the system as appointme nts are ma de through the Sched uling modu le. This occurs in accordance with your site para meters, wh ich are us ually set by the App lication C oordinator and Site Manager. Assuming a ll these p arameters have been set, the s ystem will create th ese pull l ists as ap pointments are sched uled to cl inics. A separate p ull list w ill be cre ated for e ach clinic for each day it mee ts, listin g appropri ate record requests for the pa tients sch eduled. W hen appoin tments are cancelled , the syst em also re moves the correspond ing reques ts from th e pull lis t and, if reschedule d, places them on th e new pull list. Ea ch record listed on a pull lis t has a co rrespondin g request which may be accesse d through the Reques t Records Menu. The records r equested w ill be in accordance with the specificat ions set f orth for t hat clinic . One cli nic may re quest all volumes of each pati ent's medi cal record s, while a nother may only requ est the la test volum e. Some c linics may request a dministrat ive record s as well as medical records. Clinics m ay even re quest radi ology reco rds via th ese pull l ists, if s o defined. For inst ance, an O rthopedic Clinic may wish to r outinely r equest rad iology rec ords for e ach patien t seen. I n this cas e, the sys tem would create two pull list s; one for Medical A dministrat ion and on e for Radi ology. Th e Medical Administra tion Pull List would be known as the "pa rent". Th e specific ations wil l vary fro m clinic t o clinic. | |
| 652 | It is nece ssary to p rint these pull list s through the Print Pull List( s) option on this me nu. Your site may w ish to pri nt these l ists on a daily basi s, several days in a dvance of clinic mee tings. | |
| 653 | There are three stat uses relat ed to pull lists. | |
| 654 | REQUESTED - This sta tus indica tes the re cords on t he pull li st have be en request ed, but no t yet char ged out. Also known as "pendi ng". | |
| 655 | CHARGED - This sta tus indica tes the pu ll list ha s been cha rged to th e borrower for whom they were requested. | |
| 656 | CANCELLED - This sta tus indica tes it is no longer necessary for the fi le room to pull the records on the pull list; it h as been ca ncelled or deleted. | |
| 657 | The follow ing is a d escriptive listing o f the opti ons contai ned in thi s menu. | |
| 658 | CREATE A P ULL LIST - Used to c reate ad h oc pull li sts; those not assoc iated with scheduled clinic ap pointments . | |
| 659 | ADD REQUES TS TO PULL LIST - Us ed to ente r addition al request s to an al ready esta blished pu ll list wi th a statu s of REQUE STED. | |
| 660 | CHARGE OUT PULL LIST RECORDS - Used to c harge out records on a pull li st all at once. Rec ords may f irst be sp ecified as not filla ble, then the remain ing ones a re charged to the sp ecified bo rrower. A ll clinic lists for a given da te may be done at on ce. | |
| 661 | PULL LIST DATE CHANG E - Allows change of requestin g date/tim e to an al ready esta blished pu ll list. | |
| 662 | ENTIRE PUL L LIST CAN CELLATION - Allows d eletion of an entire pull list with a st atus of RE QUESTED. | |
| 663 | CANCEL REQ UEST FROM PULL LIST - Used to remove ind ividual re cord reque sts from a n already establishe d pull lis t with a s tatus of R EQUESTED. | |
| 664 | DESIGNATE REQUESTS A S 'NOT FIL LABLE' - U sed to cha nge status of indivi dual reque sts on an already es tablished pull list from/to RE QUESTED or NOT FILLA BLE. | |
| 665 | EDIT PULL LIST COMME NT - Used to enter/e dit commen t on an al ready esta blished pu ll list. | |
| 666 | PRINT PULL LIST(S) - Used to p rint clini c and ad h oc pull li sts. | |
| 667 | SPECIAL MU LTI-INSTIT UTION PRIN TS - Used by multi-d ivisional facilities to obtain a list of records w hich need to be move d between divisions for clinic purposes. | |
| 668 | ENTIRE PUL L LIST CAN CELLATION (ALL DATES ) - Used t o cancel p ull lists associated with a cl inic which has been deactivate d. This o ption will cancel al l pull lis ts for a s pecified c linic. | |
| 669 | Create a P ull List | |
| 670 | The Create a Pull Li st option is used to create ad hoc pull lists (tho se other t han automa tically cr eated by t he system for schedu led clinic s). This is useful for areas in your fa cility whi ch request multiple patient re cords rout inely, suc h as Medic al Informa tion, Corr espondence , Fee Basi s, etc. | |
| 671 | The system will auto matically assign a p ull list n umber whic h you may edit if yo u wish. | |
| 672 | This optio n may be u sed severa l ways. Y ou may res trict the record typ e and volu mes to be requested. When thi s is done, all you n eed do is enter each patient's name. Th e system w ill automa tically ex tract the appropriat e record f or each pa tient ente ring it on to the pul l list. F or example , this may be done s hould you wish to re quest only the lates t volume o f each pat ient's med ical recor d. When u sed in thi s manner, the proces s runs fai rly quickl y since pa tient shor t record i nquiries w ill not be displayed . Pull li sts may al so be set up such th at differe nt record types and/ or volumes may be en tered. Th e process may not be as quick, since sho rt record inquiries will be di splayed up on entry o f patient names; how ever, this is useful when it i s necessar y to reque st a varie ty of reco rd types a nd/or volu mes within the same pull list. | |
| 673 | Entry of r ecords and borrowers may be ma de either via keyboa rd or wand ing of bar code labe ls. When record typ es and vol umes are r estricted, the syste m only acc epts wandi ng of appl icable rec ord labels . As with all other options, the system checks th e availabi lity of re cords wand ed and the borrower status of all borrow ers. | |
| 674 | If the dat e/time nee ded is the current d ate, a sep arate requ est for ea ch record will immed iately pri nt on the appropriat e printer; otherwise , it is ne cessary to print you r pull lis t at an ap propriate later date /time. | |
| 675 | Add Reques ts to Pull List | |
| 676 | The Add Re quests to Pull List option is used to en ter additi onal recor d requests to an est ablished p ull list. Additions can only be made to pull list s with a s tatus of r equested. Record se lection ca n be made by patient name, rec ord number or by wan ding the a ppropriate record ba r code lab el. | |
| 677 | The site's system de finition ( for clinic pull list s) or pull list spec ifications (for ad h oc pull li sts) deter mine if ce rtain prom pts will a ppear in t his option . If a pa rticular r ecord has been defin ed with th e selected borrower, that reco rd type wi ll be auto matically selected t o be added to the pu ll list wh en the pat ient's nam e is enter ed. | |
| 678 | The option allows fo r deletion of reques ts; howeve r, only re quests ent ered durin g the curr ent sessio n can be d eleted and only befo re these r equests ar e filed. You may vi ew a list of the rec ords reque sted durin g the curr ent sessio n, view a list of th e requests previousl y made for this pull list or b oth. Info rmation pr ovided on the previo us request s include request nu mber, pati ent name, last four digits of patient's social sec urity numb er, record type/volu me and req uest statu s. The op tion also provides t he capabil ity to can cel all th e requests which hav e been add ed in the current se ssion. | |
| 679 | Charge Out Pull List Records | |
| 680 | The Charge Out Pull List Recor ds option is used to charge ou t patient records fr om a pull list. Aft er allowin g for desi gnation of any reque sts as not fillable, the remai nder of th e requests on the pu ll list ma y be charg ed out all at once. You may c harge out a single c linic pull list or m ultiple cl inic lists for the s ame date. Ad hoc pu ll lists c an only be charged o ut individ ually. Th is option may also b e used to change the status of requests from NOT F ILLABLE to REQUESTED . | |
| 681 | Records ma y also be charged ou t to a hol ding area. This all ows file r oom person nel to pul l records for a clin ic 2 or 3 days befor e the clin ic actuall y meets. These char ts may be held in th e file roo m, or else where, unt il the day of the cl inic. Whi le being h eld, they would be c onsidered "charged t o a holdin g area". While char ged to a h olding are a, the cli nic pull l ist status , as well as the sta tus of eac h individu al request , remain r equested a nd are not changed t o CHARGED. To charg e the reco rds to the requestor , the char ge out pro cess would have to b e repeated . | |
| 682 | If you cho ose to cha rge out al l clinic r ecords for a particu lar date, the system will disp lay a mess age advisi ng you to print an u pdate list ing before charging out the re cords. Th is is to a ssure that all add o n requests have been pulled. | |
| 683 | Pull List Date Chang e | |
| 684 | This optio n is used to change the date f or which p ull list r ecords are requested . It may be used fo r both ad hoc pull l ists as we ll as clin ic pull li sts. Sinc e new pull lists are automatic ally creat ed by the system whe n clinics are resche duled, it will most likely be used for a d hoc pull lists. T he pull li st must ha ve a statu s of REQUE STED. | |
| 685 | The origin al date of these pul l lists wi ll then be shown in brackets o n the left each time the pull list is ca lled up. | |
| 686 | Entire Pul l List Can cellation | |
| 687 | As its nam e implies, this opti on is used to cancel entire pu ll lists. Associate d pull lis ts are aut omatically cancelled by the sy stem when a clinic i s cancelle d, hence t his option applies m ostly to a d hoc pull lists. P ull lists cancelled must have a status o f REQUESTE D and be f or a futur e date. | |
| 688 | You will b e prompted for the n ame, numbe r or date of the pul l list to be cancell ed, then f or confirm ation. A message wi ll be disp layed advi sing that the pull l ist has be en cancell ed at the conclusion of the se ssion. | |
| 689 | Cancel Req uest from Pull List | |
| 690 | The Cancel Request f rom Pull L ist option is used t o cancel a request f or a patie nt's recor d from a p ull list. Requests may only b e cancelle d from pul l lists fo r a future date havi ng a statu s of REQUE STED or NO T FILLABLE . The req uest may b e selected by patien t name, re quest numb er or by w anding the request b ar code la bel. If t he request is select ed by pati ent name, the system displays the Patien t Profile and Short Record Inq uiry. Thi s inquiry is a list of the req uestable r ecords for that pati ent in tha t applicat ion. Afte r the desi red record is select ed, a requ est profil e will be displayed for that r ecord. Th is include s the curr ent locati on of the record, th e home fil e room of the record , recent p ending req uests, etc . If the request to be cancel led is sel ected by r equest num ber or by wanding th e request bar code l abel, an a bbreviated display w ill appear providing data spec ific to th at request only. | |
| 691 | A question mark <?> entered at the "Sele ct Request " prompt w ill displa y all the requests p reviously made for t he selecte d pull lis t. Inform ation prov ided in th is display includes request nu mber, pati ent name a nd last fo ur digits of social security n umber, rec ord type/v olume and request st atus. | |
| 692 | Designate Requests a s ‘Not Fil lable’ | |
| 693 | The Design ate Reques ts as 'Not Fillable' option is used by f ile room p ersonnel t o specify requests f or patient s' records as not fi llable. C onversely, requests with a sta tus of not fillable may be cha nged to re quested th rough this option. A request may not be fillable due to the record be ing charge d to anoth er borrowe r, record missing, e tc. | |
| 694 | Requests d esignated as not fil lable will still app ear on the Pending R equest Lis t, the Req uests Pend ing for Bo rrowers Li st and wil l also sti ll appear as a pendi ng request under Req uest a Rec ord option . | |
| 695 | When reque st selecti on is made by enteri ng a patie nt's name, the syste m displays the Patie nt Profile and Short Record In quiry. Th is inquiry is a list of the pa tient's re questable records in that appl ication. If a recor d has been inactivat ed or tran sferred ou t, it will not appea r in the i nquiry. A fter the r ecord is s elected, a request p rofile wil l be displ ayed for t hat record listing t he request s which ma y be chose n. The us er may des ignate a s ingle requ est, multi ple reques ts or a ra nge of req uests for each patie nt selecte d. | |
| 696 | If the req uest is se lected by entering t he request number or by wandin g the requ est bar co de label, only the d ata associ ated with that parti cular requ est will b e displaye d. | |
| 697 | Edit Pull List Comme nt | |
| 698 | The Edit P ull List C omment opt ion is use d to add o r edit com ments to p ull lists. Comments to an ad hoc pull l ist can be added whe n the pull list is c reated thr ough the C reate a Pu ll List op tion. Com ments to a clinic pu ll list (w hich is cr eated thro ugh the Sc heduling m odule) can only be a dded here. The comm ents of bo th pull li sts may be edited th rough this option. | |
| 699 | Only pull lists with a status of request ed for tod ay's date or a date in the fut ure may be selected when utili zing this option. T he pull li st may be selected b y pull lis t name, pu ll list nu mber or da te records needed. | |
| 700 | Print Pull List(s) | |
| 701 | The Print Pull List( s) option is used to print cli nic and ad hoc pull lists. Cl inic pull lists are automatica lly create d through the Schedu ling modul e when cli nic appoin tments are made. Th e clinic m ust be ini tialized t hrough the Borrower Initializa tion and B orrower Se t-up optio ns in Reco rd Trackin g before t he appoint ments are made in or der to cre ate a clin ic pull li st. Ad ho c pull lis ts are cre ated throu gh the Cre ate a Pull List opti on in Reco rd Trackin g. Any pu ll list, o ther than one automa tically cr eated thro ugh Schedu ling, woul d be consi dered an a d hoc pull list. A pull list number is automatica lly assign ed to ever y pull lis t created. | |
| 702 | Pull lists may be so rted in on e of the f ollowing w ays: term inal digit ; clinic n ame, termi nal digit; clinic na me, appoin tment time ; home loc ation, ter minal digi t; or home location, clinic, t erminal di git. If m ore than o ne clinic is to be p rinted and sorted by terminal digit, the re will be no separa tion of ap pointments by clinic . Appoint ments for all the cl inics invo lved will be listed together b y terminal digit. A d hoc pull lists can only be p rinted ind ividually by termina l digit. | |
| 703 | Pull lists may be pr inted to i nclude all appointme nts, a sho rt non-fil lable list , a detail ed non-fil lable list or to inc lude only updates to the list. Updates are reques ts that we re added a fter the e ntire pull list was last print ed. The d etailed no n-fillable printout is the sam e as the T racking Da ta Trace R eport obta ined by us ing the Co mbination Data Trace option of the Recor d Informat ion Menu. This trac es the mov ements of a patient' s records back to a particular date. Th e date use d depends on how the Record Se t-up site parameter, "# of Pre vious Move ments to R etain", is set at yo ur facilit y. If you chose to sort by cl inic name - appointm ent type, you can on ly print t o include all appoin tments or a short no n-fillable list. | |
| 704 | The pull l ist status (requeste d, charged , cancelle d) will on ly appear on clinic pull lists that are sorted by other than terminal digit. Th e status o f a pull l ist may be Requested even thou gh the sta tus of eac h request on that li st is Char ged. This may occur if the re quests wer e filled t hrough the Fill a Re quest opti on of the Request Re cords Menu . The sta tus of the pull list will not change fro m Requeste d to Charg ed or Canc elled unti l the Char ge Out Pul l List Rec ords or En tire Pull List Cance llation op tions are utilized. | |
| 705 | Record bor rowers may wish to u se this op tion to vi ew charged out pull lists to d etermine w hich reque sts were n ot fillabl e. | |
| 706 | Special Mu lti-Instit ution Prin ts | |
| 707 | The Specia l Multi-In stitution Prints opt ion is use d at multi -divisiona l sites to obtain a list of re cords whic h need to be moved b etween div isions for clinic pu rposes. T he user ma y choose t o print on ly a list of the rec ords to be sent to t he other d ivision, o nly a list of the re cords to b e received at the us er's divis ion or bot h lists. After the requested date is se lected, th e system w ill search the clini c pull lis ts for tha t date for any appli cable reco rds. Thes e clinic p ull lists will be li sted on th e screen a long with the pull l ist status of each. | |
| 708 | The record s listed o n the outp ut will be sorted by terminal digit (SSN ). Inform ation prov ided inclu des patien t name, re cord type, request n umber and status of request, r equestor a nd time re cord neede d, the cur rent locat ion of the record an d other re quests for that reco rd. | |
| 709 | Entire Pul l List Can cellation (all dates ) | |
| 710 | The Entire Pull List Cancellat ion (all d ates) opti on is used to cancel all the p ull lists for a clin ic. Pull lists must have a st atus of Re quested an d be for a future da te. This option cou ld be util ized if a site wante d to perma nently can cel a part icular cli nic. Afte r the clin ic has bee n selected and you a re certain you want to delete all the pu ll lists, the system will disp lay a mess age inform ing you of how many pull lists were canc elled for that clini c. | |
| 711 | Record Inf ormation M enu | |
| 712 | Overview | |
| 713 | The Record Informati on Menu is comprised of five r eports whi ch provide comprehen sive infor mation per taining to the recor ds of spec ified pati ents. Thi s informat ion is val uable to a broad ran ge of Reco rd Trackin g users in the retri eval, cont rol and ma intenance of patient records. | |
| 714 | The follow ing is a l ist of the reports i ncluded in this menu and a bri ef descrip tion of ea ch. | |
| 715 | COMBINATIO N DATA TRA CE - Provi des a chro nological listing of past reco rd locatio ns, clinic appointme nts and ad mission ac tivities, as well as a listing of future scheduled clinic ap pointments for a spe cified pat ient. | |
| 716 | EXPANDED R ECORD INQU IRY - The Expanded R ecord Inqu iry option provides a listing of all rec ords for a specified patient. The infor mation fro m the shor t record i nquiry is displayed plus the p atient's l ast admiss ion and di scharge an d the last three cli nic appoin tments. | |
| 717 | RECORD INQ UIRY - Pro vides a de tailed lis ting of al l records for a spec ified pati ent. The informatio n includes the follo wing, as a pplicable: type of record, vo lume #, re cord #, de scriptor, current lo cation, cu rrent phon e, associa ted borrow er, date c harged, mo vement, re sponsible user, home location, home phon e, inactiv e flag, re tirement f lag and la st access method. T his inform ation may be viewed on-line or sent to a printer. | |
| 718 | SHORT RECO RD INQUIRY - Provide s an abbre viated on- line listi ng of all records fo r a specif ied patien t. For ea ch record, the follo wing is li sted: rec ord type, volume #, current bo rrower, da te charged , phone/ro om # of cu rrent borr ower. If the record has been inactivate d or trans ferred to another fa cility, th is will al so be show n. This l isting is also provi ded throug hout the R ecord Trac king packa ge wheneve r a patien t name is entered fo r record t ransaction . | |
| 719 | TRACE MOVE MENT HISTO RY - Provi des a chro nological listing of record mo vements fo r a specif ied patien t; i.e. ch eck-in, ch arge-out, transfer, etc. The following informatio n is liste d: date c harged, re cord/volum e, borrowe r, type of movement, # of days with curr ent borrow er. | |
| 720 | Combinatio n Data Tra ce | |
| 721 | This optio n generate s a chrono logical li sting of p ast record locations , clinic a ppointment s and admi ssion acti vities as well as a listing of future cl inic appoi ntments fo r a specif ied patien t. It is used to vi ew a patie nt's recor d activity . | |
| 722 | The first section of the repor t contains a chronol ogical lis ting of al l future c linic appo intments. All past activities are then listed chr onological ly by date /time (mos t recent f irst) back to whatev er date yo u specify. You may track back as far as 999 days. If you s pecify a T race Cut-O ff Date wh ich is pri or to the date Recor d Tracking was initi alized at your site, the repor t will inc lude sched uling and admission activities prior to the initia lization d ate but no record ac tivities. | |
| 723 | The second section a llows a vi ew of the patient's record act ivity back to the sp ecified da te. The d ate/time, record loc ation, cli nic/ward a nd action may be dis played for each entr y. | |
| 724 | Record mov ements may be purged at a site 's discret ion. Such purging i s done acc ording to record typ e. Genera lly, your Site Manag er or Appl ication Co ordinator will perfo rm these p urges. Mo vements wh ich have b een purged will not be reflect ed on this report. | |
| 725 | You will b e prompted for the p atient's n ame, cut-o ff date an d a device . | |
| 726 | Expanded R ecord Inqu iry | |
| 727 | The Expand ed Record Inquiry op tion provi des a list ing of all records f or a speci fied patie nt. The i nformation from the short reco rd inquiry is displa yed plus t he patient 's last ad mission an d discharg e and the last three clinic ap pointments . This in formation is valuabl e to a wid e range of users inv olved in t he daily a ctivities of record maintenanc e and retr ieval. | |
| 728 | For each o f the pati ent's reco rds the fo llowing wi ll be list ed (if app licable): type of r ecord, vol ume no., r ecord no., descripto r, current location, current p hone, asso ciated bor rower, dat e assigned to curren t location , movement and respo nsible use r. For fu rther expl anation of each item included in this re port, see the list o f data def initions p rovided at the end o f the Reco rd Inquiry option do cumentatio n. | |
| 729 | You will b e prompted for patie nt name an d a device . | |
| 730 | Record Inq uiry | |
| 731 | This optio n provides a detaile d report o f demograp hic and re quest info rmation pe rtaining t o the reco rds of a s pecified p atient. T his inform ation is v aluable to a wide ra nge of use rs involve d in the d aily activ ities of r ecord main tenance an d retrieva l. | |
| 732 | The report is run fo r a specif ied patien t and may include al l of their records, all volume s of a spe cified rec ord type o r just one volume. It may be viewed on the screen or printe d out. | |
| 733 | For each o f the pati ent's reco rds the fo llowing wi ll be list ed (if app licable): type of r ecord, vol ume no., r ecord no., descripto r, current location, current p hone, asso ciated bor rower, dat e assigned to curren t location , movement , responsi ble user, home locat ion, home phone, ina ctive flag , retireme nt flag an d last acc ess method . A list of data de finitions is provide d at the e nd of this option do cumentatio n providin g further explanatio n of each item inclu ded in thi s report. | |
| 734 | The Record Request P rofile is also provi ded which lists requ ests by st atus (pend ing, fille d, cancell ed or neve r filled) indicating the recor d, request or, date n eeded, pho ne #, requ esting use r and requ est number . | |
| 735 | Data Defin itions | |
| 736 | Following is a list of definit ions for e ach field appearing on the Rec ord Inquir y. The fi elds are l isted in t he same or der they a ppear on t he report. | |
| 737 | FIELD | |
| 738 | DEFINITION | |
| 739 | TYPE OF RE CORD | |
| 740 | Medical, a dministrat ive, maste r folder, chest film s, etc. E ntries in this | |
| 741 | ||
| 742 | field will vary depe nding upon which app lication y ou are wor king | |
| 743 | ||
| 744 | with; Medi cal Admini stration o r Radiolog y. | |
| 745 | VOLUME NO. | |
| 746 | This is th e volume n umber of t he record. | |
| 747 | RECORD NO. | |
| 748 | This indic ates the i nternal nu mber assig ned to the record by Record | |
| 749 | ||
| 750 | Tracking ( sometimes referred t o as the r ecord iden tifier num ber). Eac h | |
| 751 | ||
| 752 | record wit hin the sy stem is as signed a n umber upon creation. This | |
| 753 | ||
| 754 | number is unique to the record and may b e entered wherever y ou see | |
| 755 | ||
| 756 | the Select Record pr ompt. | |
| 757 | DESCRIPTOR | |
| 758 | A brief de scription of the rec ord as ent ered by th e user who created i t. | |
| 759 | CURRENT LO CATION | |
| 760 | Current bo rrower of the record . | |
| 761 | CURRENT PH ONE | |
| 762 | Telephone number/loc ation of t he current borrower. | |
| 763 | Record Inq uiry | |
| 764 | FIELD | |
| 765 | DEFINITION | |
| 766 | ASSOCIATED BORROWER | |
| 767 | The entry in this fi eld will b e the name of an ass ociated bo rrower, if | |
| 768 | ||
| 769 | applicable . Dependi ng upon yo ur site's specificat ions, user s may be | |
| 770 | ||
| 771 | prompted t o enter th e name of an associa ted borrow er when ch arging | |
| 772 | ||
| 773 | out or rec harging a record. T his is gen erally use d when the actual | |
| 774 | ||
| 775 | borrower o f the reco rd is a lo cation, su ch as a cl inic or wa rd. The e ntry | |
| 776 | ||
| 777 | should be the name o f an actua l person. This give s other us ers a name | |
| 778 | ||
| 779 | to contact when inqu iring abou t the reco rd. | |
| 780 | SINCE | |
| 781 | Date/time the record was charg ed to the current lo cation. | |
| 782 | MOVEMENT | |
| 783 | Last movem ent of the record; i .e., charg e-out, che ck-in, etc . This | |
| 784 | ||
| 785 | movement r esulted in the recor d being ch arged to t he current location. | |
| 786 | RESPONSIBL E USER | |
| 787 | The user r esponsible for makin g the last movement of the rec ord. | |
| 788 | HOME LOCAT ION | |
| 789 | Location t he record resides wh en not cha rged out; generally, the file | |
| 790 | ||
| 791 | room. | |
| 792 | HOME PHONE | |
| 793 | This indic ates the t elephone n umber/loca tion on fi le of the home | |
| 794 | ||
| 795 | location. | |
| 796 | INACTIVE F LAG | |
| 797 | An entry w ill appear in this f ield if th e record h as been in activated or | |
| 798 | ||
| 799 | transferre d; otherwi se, it wil l be blank . | |
| 800 | RETIREMENT FLAG | |
| 801 | Used to in dicate whe ther a rec ord may be retired. It should be checke d | |
| 802 | ||
| 803 | prior to r etiring an y record. The follo wing entri es may app ear: | |
| 804 | TEACHING | |
| 805 | TUMOR REGI STRY | |
| 806 | OK TO RETI RE | |
| 807 | ||
| 808 | All record s are assu med OK TO RETIRE by the system unless an | |
| 809 | ||
| 810 | actual ent ry has bee n made thr ough the U pdate Reco rd's Attri butes | |
| 811 | ||
| 812 | option. I f an entry has never been made , this fie ld will be blank on the | |
| 813 | ||
| 814 | Record Inq uiry rathe r than OK TO RETIRE. | |
| 815 | LAST ACCES S METH | |
| 816 | This indic ates the m ethod used (either b arcode or non-barcod e) the las t | |
| 817 | ||
| 818 | time the r ecord was accessed. | |
| 819 | Short Reco rd Inquiry | |
| 820 | This optio n provides an abbrev iated on-l ine listin g of all r ecords for a specifi ed patient . It is t he same li sting whic h is displ ayed throu ghout the Record Tra cking pack age when a patient n ame is key board ente red rather than a ba rcode bein g wanded. | |
| 821 | This optio n displays several l ines of de mographic data relat ed to the patient. For each r ecord (lis ted by rec ord type), the volum e number, current bo rrower, da te/time ch arged to t hat borrow er and pho ne/room of the borro wer will b e shown. Whenever a record is inactive (as a resu lt of bein g transfer red to ano ther facil ity or ina ctivated) or charged to a borr ower as a result of being on a pull list , it will be so anno tated bene ath the re cord. Ass ociated bo rrowers ma y also be shown. | |
| 822 | Trace Move ment Histo ry | |
| 823 | The Trace Movement H istory opt ion provid es a chron ological l isting of record mov ements (ch arge-out, check-in, etc.) for a specifie d patient. | |
| 824 | The report lists eac h record m ovement in order of date/time of occurre nce (most recent fir st) giving record/vo lume, borr ower and t ype of mov ement as w ell as the date/time . It also includes a "# of da ys" column which ind icates the number of days the borrower h ad that pa rticular r ecord prio r to the n ext moveme nt. | |
| 825 | You may se lect to so rt this li sting in d ate order which will include a ll records together (mixed) or you may h ave it bro ken down s eparately by record (separate) . When br oken down by record, the listi ng will st ill be in chronologi cal date o rder; howe ver, each record/vol ume will b e listed s eparately. | |
| 826 | The listin g may diff er somewha t between sites depe nding upon purge par ameters an d movement types set up. You will only see the nu mber of mo vements yo ur site ha s specifie d should b e kept in the system .. | |
| 827 | You will b e prompted for a pat ient, how you want t he output sorted (MI XED or SEP ARATE), an d a device . | |
| 828 | Management Reports M enu | |
| 829 | Overview | |
| 830 | The Manage ment Repor ts Menu pr ovides a v ariety of reports us eful in an alyzing wo rkload and identifyi ng problem s in recor d control and mainte nance acti vities. | |
| 831 | The follow ing is des criptive l isting of the report s on this menu. | |
| 832 | AD HOC REQ UEST RESPO NSE STATIS TICS - A s tatistical report of file room response times to i ndividual record req uests. | |
| 833 | CHARGED RE CORDS BY H OME LOCATI ON - A lis ting of re cords assi gned to a specified home locat ion (file room). | |
| 834 | INPATIENT RECORD LOC ATION LIST - A listi ng of the whereabout s of all r ecords of current in patients. Includes inactive a s well as transferre d records. | |
| 835 | LOOSE FILI NG REPORT - A listin g of all r ecords for which the loose fil ing indica tor has be en set to YES. This indicator is set in the Updat e Record's Attribute s option o n the Tran saction Me nu. | |
| 836 | MISSING RE CORDS LIST - A list of all rec ords which have eith er been fl agged as M ISSING or FOUND PEND ING SUPERV ISOR APPRO VAL. | |
| 837 | OVERDUE RE CORDS LIST - A listi ng of all records wh ich are pa st due (as establish ed by site parameter s) in bein g returned to their home locat ion. | |
| 838 | PENDING RE QUEST LIST - A listi ng of outs tanding re cord reque sts not ye t printed. May be r un to incl ude all cl inic reque sts. | |
| 839 | RECORDS CH ARGED TO A BORROWER - A listin g of recor ds current ly charged to a spec ified borr ower. Inc ludes # of days over due if app licable. | |
| 840 | REQUESTS P ENDING FOR A BORROWE R - A list ing of req uests pend ing (as es tablished by site pa rameters) for a spec ified borr ower. | |
| 841 | RETRIEVAL RATE STATI STICS - Pr ovides a b reakdown b y request status of record req uests asso ciated wit h pull lis ts and pro vides a pe rcentage o f the numb er of requ ests fille d. | |
| 842 | Ad hoc Req uest Respo nse Statis tics | |
| 843 | The Ad hoc Request R esponse St atistics o ption gene rates a re port of fi le room re sponse tim es to indi vidual rec ord reques ts within a specifie d date ran ge. | |
| 844 | The report pertains to those r equests no t associat ed with pu ll lists a nd with a status of either CHA RGED, CANC ELLED, or NOT FILLAB LE. Pendi ng request s are not included. It measur es the num ber of min utes betwe en the dat e/time req uested and the date/ time a fin al status was entere d. It is sorted by date, requ est status , and by r equesting date/time within eac h status. Each sect ion of the report wi ll contain the follo wing for e ach applic able reque st: | |
| 845 | Request Nu mber | |
| 846 | Patient Na me | |
| 847 | Record Typ e/Volume | |
| 848 | Requestor | |
| 849 | Time Reque sted/Reque sting User | |
| 850 | Time of St atus/Respo nsible Use r | |
| 851 | # Minutes (between d ate/time r equested a nd date/ti me status was entere d) | |
| 852 | At the con clusion of each sect ion, the f ollowing s tatistical data will be comput ed and dis played as appropriat e: | |
| 853 | Total (# o f minutes) | |
| 854 | Count (# o f requests ) | |
| 855 | Mean (Aver age # of m inutes) | |
| 856 | Minimum (# of minute s to respo nd) | |
| 857 | Maximum (# of minute s to respo nd) | |
| 858 | Deviation (indicates average f luctuation of respon ses from t he mean - the higher the numbe r, the wid er the var iation) | |
| 859 | It is impo rtant to n ote that d ependent u pon the si ze of your database, the amoun t of reque sting acti vity at yo ur facilit y and the date range specified , this rep ort may be quite len gthy. You may wish to conside r running it during an off-tou r. | |
| 860 | You will b e prompted for a beg inning and ending da te and a d evice. | |
| 861 | Charged Re cords by H ome Locati on | |
| 862 | The Charge d Records by Home Lo cation opt ion provid es a listi ng of reco rds assign ed to a sp ecified ho me locatio n (file ro om) and th eir curren t borrower s. It may be run to include A LL records assigned to the hom e location or just t hose curre ntly charg ed out. I t may be s orted by b orrower, p atient nam e or termi nal digit. | |
| 863 | For each r ecord list ed, the fo llowing in formation will be pr ovided. | |
| 864 | Patient Na me | |
| 865 | Social Sec urity | |
| 866 | Record Typ e/Volume N o. | |
| 867 | Record No. | |
| 868 | Current Bo rrower | |
| 869 | Phone/Room of Curren t Borrower | |
| 870 | Date/Time charged to current b orrower | |
| 871 | # of Days Overdue (i f applicab le) | |
| 872 | Dependent upon the s ize of you r database and the h ome locati on specifi ed, this r eport may be quite l engthy - p articularl y if you c hose to in clude ALL records as signed to the home l ocation. You may wi sh to cons ider runni ng this re port durin g off hour s. | |
| 873 | Inpatient Record Loc ation List | |
| 874 | The Inpati ent Record Location List optio n provides a printou t listing the locati on of all records be longing to current i npatients. All inac tive as we ll as tran sferred ou t records are includ ed in the report whi ch may be run for al l inpatien ts or for those with admission dates wit hin a spec ified date range. | |
| 875 | The report lists the following for each patient an d record: | |
| 876 | Patient Na me | |
| 877 | Social Sec urity Numb er | |
| 878 | Ward Locat ion | |
| 879 | Record # | |
| 880 | Record Typ e | |
| 881 | Current Bo rrower | |
| 882 | Phone/Room of Curren t Borrower | |
| 883 | Associated Borrower (if applic able) | |
| 884 | Phone/Room of Associ ated Borro wer | |
| 885 | Loose Fili ng Report | |
| 886 | The Loose Filing Rep ort provid es a listi ng of all records in your appl ication fo r which lo ose filing exists. Specifical ly, the re cords list ed will be those for which the Loose Fil ing Indica tor in the Update Re cord's Att ributes op tion, Tran saction Me nu, has be en set to YES. | |
| 887 | The report is sorted in termin al digit o rder and p rovides th e followin g informat ion for ea ch record: | |
| 888 | Patient Na me | |
| 889 | Social Sec urity Numb er | |
| 890 | Record Typ e/Volume | |
| 891 | Record Num ber | |
| 892 | Name of Bo rrower to whom recor d is prese ntly | |
| 893 | charged | |
| 894 | Phone/Room of Borrow er | |
| 895 | Date/Time Charged | |
| 896 | Days Overd ue (if app licable) | |
| 897 | It should be noted t hat unless a record' s loose fi ling indic ator has b een subseq uently set to NO aft er the fil ing has be en accompl ished, it will appea r on this list. | |
| 898 | Missing Re cords List | |
| 899 | The Missin g Records List optio n generate s a listin g of recor ds in your applicati on which a re either flagged as missing ( via the Fl ag a Recor d as Missi ng option, Transacti on Menu) o r have bee n found pe nding supe rvisor app roval. Pl ease refer to the Fl ag a Recor d as Missi ng option of this ma nual for a detailed explanatio n of these two statu ses, if ne eded. | |
| 900 | The report is sorted alphabeti cally by p atient nam e with a s ection ded icated to each recor d. For ea ch record, the follo wing infor mation is provided: | |
| 901 | Patient Na me | |
| 902 | Social Sec urity Numb er | |
| 903 | Record Typ e/Volume | |
| 904 | Status - e ither MISS ING or FOU ND/SUPE | |
| 905 | Borrower H istory - S ection lis ting all p ast borrow ers (unles s purged) with the f ollowing i nformation : | |
| 906 | - Name of Borrower | |
| 907 | - Date/Tim e Charged | |
| 908 | - Whether the record was barco ded when c harged to borrower | |
| 909 | Date/time record was entered a s missing | |
| 910 | Person ent ering it a s missing | |
| 911 | Supervisor Comments (if any) | |
| 912 | If the rec ord has be en found p ending sup ervisor ap proval, th e followin g informat ion will a lso be pro vided: | |
| 913 | Date/Time entered as found | |
| 914 | Who entere d it as fo und | |
| 915 | Where it w as found | |
| 916 | User Comme nts (if an y) | |
| 917 | Overdue Re cords List | |
| 918 | The Overdu e Records List gener ates a pri ntout of r ecords in your appli cation whi ch are pas t due in b eing retur ned to the ir home lo cation. I t may be r un for an institutio n (divisio n) or home location. If run b y institut ion, all h ome locati ons (file rooms) wit hin the in stitution will be in cluded on the report . You may further s elect to h ave the re port sorte d by borro wer, patie nt name or terminal digit. | |
| 919 | For each o verdue rec ord, the f ollowing w ill be lis ted: | |
| 920 | Patient Na me | |
| 921 | Social Sec urity Numb er | |
| 922 | Record Typ e/Volume | |
| 923 | Record # | |
| 924 | Borrower | |
| 925 | Phone/Room of Borrow er | |
| 926 | Date Charg ed to Borr ower | |
| 927 | # Days Ove rdue | |
| 928 | The system computes and displa ys the tot al number of records overdue a t the end of the rep ort. If s orted by b orrower, i t will com pute the t otal for e ach borrow er as well as a gran d total. | |
| 929 | Determinat ion of whe ther a rec ord is ove rdue is ba sed on sit e paramete rs and may vary betw een record types and movement types. Th ese parame ters are d efined in the follow ing two fi elds/optio ns found o n the Syst em Definit ion Menu: OVERDUE R ECORD CUTO FF field i n the Type of Record Set-up op tion and t he INCLUDE ON OVERDU E REPORT f ield found in the Mo vement Typ e Set-up o ption. Ge nerally, r ecords whi ch have be en inactiv ated, tran sferred to another s ite or fla gged as mi ssing are not includ ed on the overdue li st. | |
| 930 | Pending Re quest List | |
| 931 | The Pendin g Request List optio n is used to print a list of p ending req uests for patient's records. Which requ ests appea r will dep end on how the Pendi ng Request Cutoff si te paramet er is set at your fa cility for each reco rd type. Requests t hat have b een printe d will not be displa yed nor wi ll any req uests for dates past the date the printo ut is run. The requ ests are l isted in a lphabetica l. You ma y include unfilled c linic requ ests on th e report. | |
| 932 | At multi-d ivision fa cilities, the record s on the l ist will b e separate d by divis ion and di splayed un der the di vision wit h which th ey are ass ociated. | |
| 933 | Informatio n provided on the di splay incl udes date of printou t, patient name and last four digits of SSN, recor d type and number, c urrent loc ation, pho ne and roo m number o f current location, request nu mber, requ estor, and date/time record ne eded. The total num ber of req uests pend ing is als o given. | |
| 934 | The instit ution of t he file ro om from wh ich you ar e tracking records i s automati cally disp layed afte r the opti on is sele cted. | |
| 935 | You will b e prompted for wheth er or not you want t o include unfilled c linic requ ests on th e list and a device. | |
| 936 | Records Ch arged to a Borrower | |
| 937 | The Record s Charged to a Borro wer option is used t o display a list of records cu rrently ch arged to a particula r borrower . The sel ected borr ower must be in the BORROWER f ile. The records ar e listed i n alphabet ical order and are s eparated b y record t ype. | |
| 938 | The number (if any) that appea rs in the "Days Over due" colum n of the d isplay dep ends on ho w the Over due Record Cutoff si te paramet er is set at your fa cility for each reco rd type. This param eter is se t to the n umber of d ays this r ecord type may be bo rrowed fro m its home file room before be ing consid ered overd ue. | |
| 939 | Informatio n provided in the ou tput inclu des borrow er's name, phone and room numb er, printo ut run dat e, record type, volu me number, patient n ame, date record cha rged to th is borrowe r and days overdue ( if any). If there a re no reco rds charge d to the s elected bo rrower in the select ed applica tion, the system wil l display a message stating th is. | |
| 940 | Requests P ending for a Borrowe r | |
| 941 | The Reques ts Pending for a Bor rower opti on is used to displa y a list o f pending requests f or patient s' records for a par ticular bo rrower. T he selecte d borrower must be i n the BORR OWER file. Which re quests are displayed in the ou tput will depend on how the Pe nding Requ est Cutoff site para meter is s et at your facility. The requ ests are l isted in a lphabetica l order an d are sepa rated by r ecord type . | |
| 942 | Informatio n provided in the ou tput inclu des borrow er's name, phone and room numb er, printo ut run dat e, record type, volu me number, patient n ame, last four digit s of Socia l Security Number, d ate/time r ecord need ed and ass ociated re quests. I f the requ est is par t of a pul l list, it is indica ted as suc h by an as terisk (*) . If ther e are no r equests pe nding for the select ed borrowe r in the s elected ap plication, the syste m will dis play a mes sage stati ng this. | |
| 943 | Retrieval Rate Stati stics | |
| 944 | The Retrie val Rate S tatistics option pro vides a br eakdown by request s tatus of r ecord requ ests assoc iated with pull list s and prov ides a per centage of the numbe r of reque sts filled . Based o n the numb er of reco rd request s and the number cha rged, the system wil l compute and displa y a retrie val rate p ercentage. | |
| 945 | Reports (e xcluding s ingle pull list) may be genera ted as det ailed or s ummary. D etailed re ports may be further sorted al phabetical ly or by d ivision. The report may be ru n for a sp ecified da te range, a single d ay or a si ngle pull list. | |
| 946 | Detailed r eports and single pu ll list re ports will list the total numb er of reco rd request s (exclusi ve of canc elled requ ests), # c harged, # cancelled, # not fil lable and # requeste d (still p ending) fo r each pul l list and a total p age. The summary re port consi sts of onl y the tota l page. | |
| 947 | System Def inition Me nu | |
| 948 | Overview | |
| 949 | Listed bel ow are gen eral items you may w ish to con sider prio r to setti ng up your applicati on. | |
| 950 | Review the Record Tr acking Use r Manual. | |
| 951 | What recor ds do you wish to tr ack? Only medical r ecords or medical an d administ rative rec ords? Onl y master j ackets or all types of radiolo gy records ? | |
| 952 | What file room(s) do you wish to track r ecords fro m? Do you wish to t rack recor ds from in active fil e rooms as well as a ctive ones ? | |
| 953 | What admit ting/imagi ng areas s hould be i ncluded in your set- up? A Rad iology dep artment ma y have mul tiple imag ing areas (i.e., Ult rasound, N uclear Med icine, Dia gnostic) a nd wish to track rec ords from these area s separate ly. If th is is the case, each must be d efined in your syste m. | |
| 954 | Do you wis h to use t he standar d label fo rmats whic h accompan y this pac kage or fo rmat your own? (Sam ples of th e standard labels ma y be viewe d in the L abel Forma tter Secti on of this guide.) | |
| 955 | A major pa rt of the installati on process is the de finition o f record b orrowers; i.e., clin ics, wards , physicia ns, clinic clerks, o ther indiv iduals, ot her areas, etc. Th ere will p robably be a number of borrowe rs in your system ma king this a time-con suming eff ort. It i s very hel pful if al l borrower s are iden tified pri or to comm encing wit h this pro cess. | |
| 956 | If you are installin g Record T racking fo r the MAS applicatio n, attenti on needs t o be given to record s which wi ll be requ ested for clinics an d the admi tting area . For the se areas, you should establish a general rule of t humb as to what reco rds need t o be routi nely reque sted; i.e. , the late st volume of the pat ient's med ical recor d. This w ill be def ined throu gh the App lication S et-up or A dmitting A rea Set-up options, as applica ble. You should ide ntify thos e clinics/ admitting areas who will need other than the defau lt records . Some cl inics may require AL L volumes of a patie nt's medic al record; x-rays ma y be requi red; if so , which x- rays shoul d be reque sted for w hich clini cs? | |
| 957 | As part of the initi alization process, t he Site Ma nager will perform a BORROWER INITIALIZA TION (usin g the Borr ower Initi alization option, Co mputer Sit e Manager' s Menu). This proce ss looks a t the Hosp ital Locat ion, Ward Location, and NEW Pe rson files , and plac es all "ac tive" clin ics, wards , and pers ons in the Borrower/ File Areas file, mak ing them e ligible to become ac tual recor d borrower s. It is the first step in in itializing borrowers . You may not wish to have AL L of these entries b ecome actu al borrowe rs in the Record Tra cking syst em, howeve r. | |
| 958 | In order t o activate them as b orrowers, they need to be defi ned throug h the Borr ower Set-u p option, taking int o account the above considerat ions. Alt hough you will have defined DE FAULT RECO RDS TO BE REQUESTED through th e Applicat ion Set-up or Admitt ing Area S et-up opti ons, it is necessary to define the recor ds needed for each o f these ty pes of bor rowers whe n entering them in t he Borrowe r Set-up o ption. | |
| 959 | Each indiv idual who will be a borrower s hould also be define d by name through th e Borrower Set-up; i .e., ward clerks, cl inic clerk s, secreta ries, etc. As long as these i ndividuals are part of the Per son file, they may b e activate d as borro wers throu gh this op tion. You may have certain ar eas of you r facility which are not defin ed in eith er the Hos pital Loca tion, Ward Location or NEW Per son files; i.e., Cor respondenc e Unit, Me dical Info rmation Se ction, Det ails Clerk , etc. In order to enter area s such as these, it is necessa ry for the m to be de fined in t he appropr iate file. See your site mana ger to acc omplish th is task. | |
| 960 | How do you wish to h andle prin ting of ba rcode labe ls? All a t once or as patient s report f or care? If printed all at on ce, labels for inact ive patien ts will be included in the run . (The sy stem check s for expi red patien ts and doe s not run labels for them.) T he additio nal labels printed f or inactiv e patients may outwe igh the be nefits of having you r file roo m barcoded in the sh ortest amo unt of tim e. | |
| 961 | Who should receive w hat securi ty keys? | |
| 962 | You are no w ready to begin def ining the parameters for your applicatio n. You sh ould begin with File Room Set- up. | |
| 963 | NOTE: The first fil e room mus t be defin ed with th e site man ager using the RT OV ERALL Menu . Subsequ ent file r ooms may b e defined using the RT MAS/RAD SUPER Men u. | |
| 964 | Upon enter ing the Re cord Track ing Menu ( through RT OVERALL), a prompt for a file room will appear. This promp t should b e disregar ded (by en tering a < RET>) as n o file roo ms yet exi st. | |
| 965 | Applicatio n Set-up | |
| 966 | This optio n is used to enter/e dit applic ation-spec ific param eters. Pr ior to def ining the parameters in this o ption, you must have first com pleted def ining para meters in the follow ing System Definitio n options: File Roo m Set-up, Label Form atter (if you are no t using th e standard labels), and Type o f Records Set-up. | |
| 967 | This optio n is broke n into fou r major ca tegories. Two of th ese pertai n to both the Radiol ogy and Me dical Admi nistration applicati ons; Appli cation Par ameter Set -up and In stitution Parameters . Two add itional ca tegories a re include d in the M AS applica tion which provide f or definit ion of par ameters re lated to r ecord requ ests for c linics; De fault MAS Record Req uests for Clinics an d Default Radiology Folder Req uests for Clinics th at Require Films. | |
| 968 | Field Desc riptions | |
| 969 | {MAS/RAD} Applicatio n Paramete r Set-Up | |
| 970 | DEFAULT RE CORD | |
| 971 | Enter the type of re cord the s ystem shou ld initial ly | |
| 972 | CREATION T YPE | |
| 973 | create for a patient in this a pplication . All rec ords | |
| 974 | ||
| 975 | which have been defi ned as LIN KED RECORD S to | |
| 976 | ||
| 977 | this recor d type (th rough Type of Record Set-up) w ill | |
| 978 | ||
| 979 | also be cr eated. | |
| 980 | PROFILE/RE PORT | |
| 981 | This field allows yo u to speci fy the hea ding which | |
| 982 | HEADER | |
| 983 | should app ear on the Record In quiry and Trace | |
| 984 | ||
| 985 | Movement H istory rep orts (acce ssed throu gh the | |
| 986 | ||
| 987 | Record Inf ormation M enu). For example, MAS may | |
| 988 | ||
| 989 | wish to en ter Consol idated Hea lth Record ; Radiolog y | |
| 990 | ||
| 991 | may wish t o enter Fi lm Jacket. If you a re using | |
| 992 | ||
| 993 | Record Tra cking for other purp oses (perh aps a libr ary | |
| 994 | ||
| 995 | setting), you would enter some thing more appropria te | |
| 996 | ||
| 997 | to that se tting. | |
| 998 | BORROWER B ARCODE | |
| 999 | Specify th e type of barcode la bel (eithe r the stan dard | |
| 1000 | FORMAT | |
| 1001 | or one def ined at yo ur site) t o be print ed for bor rowers | |
| 1002 | ||
| 1003 | associated with this applicati on. It is not neces sary to | |
| 1004 | ||
| 1005 | have barco de labels printed fo r borrower s in order for | |
| 1006 | ||
| 1007 | the system to go liv e. | |
| 1008 | Applicatio n Set-up | |
| 1009 | Default MA S Record R equests fo r Clinics | |
| 1010 | Select MAS RECORD | |
| 1011 | Specify th e MAS reco rd type(s) which sho uld | |
| 1012 | ||
| 1013 | automatica lly be req uested for scheduled clinic | |
| 1014 | ||
| 1015 | appointmen ts to thos e clinics which requ ire record s; | |
| 1016 | ||
| 1017 | i.e., medi cal folder . | |
| 1018 | MAS RECORD | |
| 1019 | Your entry at "Selec t MAS RECO RD" will a ppear as a | |
| 1020 | ||
| 1021 | default. You may de lete it (b y entering <@>), ent er a | |
| 1022 | ||
| 1023 | different record typ e, or acce pt the def ault. | |
| 1024 | VOLUMES NE EDED | |
| 1025 | Enter the volumes wh ich should automatic ally be | |
| 1026 | ||
| 1027 | requested for each c linic. Ch oose from ALL, LAST, | |
| 1028 | ||
| 1029 | NONE. | |
| 1030 | Default Ra diology Fo lder Reque sts for Cl inics that Require F ilms | |
| 1031 | Select RAD IOLOGY | |
| 1032 | For clinic s which al so require films, sp ecify each | |
| 1033 | FOLDER | |
| 1034 | Radiology record typ e(s) which should au tomaticall y | |
| 1035 | ||
| 1036 | be request ed for sch eduled cli nic appoin tments. F or | |
| 1037 | ||
| 1038 | each entry in this f ield, the following two fields will | |
| 1039 | ||
| 1040 | be prompte d. | |
| 1041 | RADIOLOGY | |
| 1042 | Your entry at "Selec t RADIOLOG Y FOLDER" will | |
| 1043 | FOLDER | |
| 1044 | appear as a default. You may delete it, enter a | |
| 1045 | ||
| 1046 | different one, or ac cept the d efault. | |
| 1047 | VOLUMES | |
| 1048 | Enter the volumes of this reco rd type wh ich should | |
| 1049 | NEEDED | |
| 1050 | automatica lly be req uested for each clin ic. Choos e | |
| 1051 | ||
| 1052 | from ALL, LAST, NONE . | |
| 1053 | Applicatio n Set-up | |
| 1054 | Institutio n Paramete rs | |
| 1055 | Select INS TITUTION | |
| 1056 | Enter the main insti tution nam e, number or | |
| 1057 | ||
| 1058 | station nu mber (from your Inst itution | |
| 1059 | ||
| 1060 | file) asso ciated wit h this app lication. | |
| 1061 | INSTITUTIO N | |
| 1062 | Your entry at "Selec t INSTITUT ION" will appear | |
| 1063 | ||
| 1064 | as a defau lt. If in correct, y ou may sel ect anothe r | |
| 1065 | ||
| 1066 | institutio n. | |
| 1067 | CENTRAL FI LE ROOM | |
| 1068 | Enter the central fi le room as sociated w ith this | |
| 1069 | ||
| 1070 | applicatio n and inst itution. The system only allo ws | |
| 1071 | ||
| 1072 | file rooms associate d with thi s applicat ion and | |
| 1073 | ||
| 1074 | institutio n through File Room Set-up. | |
| 1075 | DEFAULT PU LL | |
| 1076 | Specify th e method b y which pu ll lists s hould be | |
| 1077 | LIST SORT | |
| 1078 | sorted for this appl ication. Choose fro m: | |
| 1079 | ||
| 1080 | 'T'ERMINAL DIGITS | |
| 1081 | ||
| 1082 | 'C'LINIC N AME THEN T ERMINAL DI GITS | |
| 1083 | ||
| 1084 | 'A'PPOINTM ENT TIME | |
| 1085 | ||
| 1086 | 'H'OME LOC ATION, THE N TERMINAL DIGIT | |
| 1087 | ||
| 1088 | 'D'ETAILED -HOME LOC, CLINIC, T HEN TERMIN AL DIGIT | |
| 1089 | Applicatio n Set-up | |
| 1090 | Record Typ e Paramete rs Within {INSTITUTI ON} | |
| 1091 | For each r ecord type defined, define the following fields. | |
| 1092 | Select TYP E | |
| 1093 | Enter each record ty pe associa ted with t his | |
| 1094 | OF RECORD | |
| 1095 | applicatio n for this instituti on. For e ach entry made | |
| 1096 | ||
| 1097 | in this fi eld, the f ollowing t hree field s will be | |
| 1098 | ||
| 1099 | prompted, returning you to thi s prompt u pon | |
| 1100 | ||
| 1101 | completion . | |
| 1102 | TYPE OF | |
| 1103 | Your entry at "Selec t TYPE OF RECORD" wi ll | |
| 1104 | RECORD | |
| 1105 | appear as a default. You may accept the default, | |
| 1106 | ||
| 1107 | enter the correct re cord type, or delete it. | |
| 1108 | DEFAULT | |
| 1109 | Enter the home locat ion the sy stem shoul d assign | |
| 1110 | HOME LOCAT ION | |
| 1111 | to records when they are creat ed initial ly. Gener ally, | |
| 1112 | ||
| 1113 | this will be a file room. For example, you may wi sh | |
| 1114 | ||
| 1115 | to enter y our main M AS file ro om as the home locat ion | |
| 1116 | ||
| 1117 | for medica l and admi nistrative records. | |
| 1118 | DEFAULT | |
| 1119 | Enter the borrower ( from Borro wers/File AREA | |
| 1120 | INITIAL | |
| 1121 | file) the system sho uld automa tically ch arge a rec ord | |
| 1122 | BORROWER | |
| 1123 | to when it is initia lly create d for this applicati on. | |
| 1124 | ||
| 1125 | For exampl e, if a pa tient's ad ministrati ve and med ical | |
| 1126 | ||
| 1127 | folders ar e initiall y created by your Ad mitting ar ea, | |
| 1128 | ||
| 1129 | you may wi sh to assi gn the Adm itting are a as the | |
| 1130 | ||
| 1131 | DEFAULT IN ITIAL BORR OWER. | |
| 1132 | Applicatio n Set-up | |
| 1133 | Clinic Ini tializatio n Request Parameters | |
| 1134 | EXCLUDE | |
| 1135 | Yes/No S et to yes if you wis h to exclu de in- | |
| 1136 | INPATIENTS | |
| 1137 | patients w ith clinic appointme nts from p ull lists. | |
| 1138 | Select EXC LUDE | |
| 1139 | Any appoin tment type in the AP POINTMENT | |
| 1140 | APPOINTMEN T | |
| 1141 | TYPE file (#409.1) m ay be ente red and | |
| 1142 | TYPES | |
| 1143 | appointmen ts for the se types w ill not | |
| 1144 | ||
| 1145 | appear on clinic pul l lists. | |
| 1146 | CREATE REC ORDS- | |
| 1147 | Yes/No S et to NO i f you do N OT wish to have a | |
| 1148 | CLINIC REQ UESTS | |
| 1149 | request, p ull list a nd record created if a clinic | |
| 1150 | ||
| 1151 | appointmen t is made for a pati ent with n o record. | |
| 1152 | DEFAULT | |
| 1153 | Borrower/F ile Area e ntry If this field contains a | |
| 1154 | SCHEDULED | |
| 1155 | borrower, the Clinic Initializ er will cr eate a pul l list | |
| 1156 | ADMISSIONS | |
| 1157 | from entri es in the SCHEDULED ADMISSION file. | |
| 1158 | ||
| 1159 | Any entry in the SCH EDULED ADM ISSION fil e that | |
| 1160 | ||
| 1161 | does NOT h ave a corr esponding ward or tr eating | |
| 1162 | ||
| 1163 | specialty in the BOR ROWERS fil e will app ear on thi s | |
| 1164 | Record Ret irement Pa rameters | |
| 1165 | DEFAULT | |
| 1166 | When recor ds are cha rged out, they will be | |
| 1167 | RETIREMENT | |
| 1168 | "inactivat ed" to thi s borrower with a mo vement typ e of | |
| 1169 | BORROWER | |
| 1170 | TRANSFER R ETIRE. Th e borrower entered h ere will s how as the | |
| 1171 | ||
| 1172 | default bo rrower at the "Selec t Record R etirement Borrower:" prompt in | |
| 1173 | ||
| 1174 | the Charge Out/Trans fer Retire ment Pull Lists opti on of the Inactivate | |
| 1175 | ||
| 1176 | Records Me nu. Only borrowers from the B ORROWERS/F ILE AREA | |
| 1177 | ||
| 1178 | file may b e entered. This bor rower will usually b e a "feder al record | |
| 1179 | ||
| 1180 | center". | |
| 1181 | DEFAULT | |
| 1182 | The record type that should be created w hen record s are reti red. The | |
| 1183 | PERPETUAL | |
| 1184 | record typ e entered here will appear in the “Do yo u want to create | |
| 1185 | RECORD | |
| 1186 | '{record t ype}' reco rds from P ull list? Yes//" pro mpt in the Charge Ou t/ | |
| 1187 | ||
| 1188 | Transfer R etirement Pull Lists option of the Inact ivate Reco rds Menu. | |
| 1189 | File Room Set-up | |
| 1190 | This optio n is used to enter/e dit and de fine/updat e paramete rs for the file room s in your applicatio n and asso ciate them with the correct in stitution. Entries made here go into yo ur HOSPITA L LOCATION file (#44 ) and are assigned a type of " F". They also becom e part of your Borro wers/File Areas file (#195.9). This opt ion operat es the sam e for both MAS and R adiology a pplication s. | |
| 1191 | NOTE: The first fil e room mus t be defin ed by the site manag er using t he RT Over all Menu. Subsequen t file roo ms may be defined us ing this o ption. | |
| 1192 | Field Desc riptions | |
| 1193 | Select Fil e Room | |
| 1194 | Enter the name of th e file roo m. Multip le file ro oms | |
| 1195 | ||
| 1196 | may be ent ered for a n applicat ion. For each file room | |
| 1197 | ||
| 1198 | entered, t he followi ng fields will be pr ompted, | |
| 1199 | ||
| 1200 | returning you to thi s prompt f or subsequ ent entrie s. | |
| 1201 | ||
| 1202 | You should enter all file room s in your applicatio n | |
| 1203 | ||
| 1204 | which will be associ ated with Record Tra cking. | |
| 1205 | ARE YOU AD DING | |
| 1206 | YES/NO - T his will o nly be pro mpted if y our entry | |
| 1207 | (File Room ) AS | |
| 1208 | at "Select File Room " was new. | |
| 1209 | A NEW HOSP ITAL | |
| 1210 | LOCATION? | |
| 1211 | PHONE # | |
| 1212 | Enter the telephone number of the file r oom; | |
| 1213 | ||
| 1214 | 1-15 chara cters in l ength. | |
| 1215 | LOCATION/R OOM # | |
| 1216 | Enter the location/r oom # of t he file ro om. | |
| 1217 | RECORD SOR T | |
| 1218 | Enter the method by which this file room sorts | |
| 1219 | ||
| 1220 | its record s. Choose from: | |
| 1221 | ||
| 1222 | 'A'LPHA (S orts recor ds alphabe tically) | |
| 1223 | ||
| 1224 | 'T'ERMINAL DIGITS (S orts recor ds by term inal digit of | |
| 1225 | ||
| 1226 | social sec urity numb er) | |
| 1227 | ACTION IF HOME | |
| 1228 | Specify wh ich action should be taken whe n the | |
| 1229 | IS DIFFERE NT | |
| 1230 | home file room of a record sel ected for transactio n is | |
| 1231 | ||
| 1232 | different from the o ne the use r is assoc iated with ; i.e. a | |
| 1233 | ||
| 1234 | radiology folder is selected f or check-i n to the M AS file | |
| 1235 | ||
| 1236 | room. Cho ose from: | |
| 1237 | ||
| 1238 | 'N'O ACTIO N | |
| 1239 | ||
| 1240 | 'A'UTOMATI CALLY CHAN GE | |
| 1241 | ||
| 1242 | 'Q'UESTION THE USER ABOUT CHAN GE | |
| 1243 | ||
| 1244 | 'D'ISPLAY WARNING ON LY | |
| 1245 | File Room Set-up | |
| 1246 | Hospital L ocation Fi le Paramet ers | |
| 1247 | NAME | |
| 1248 | Your entry at "Selec t File Roo m" will ap pear as a | |
| 1249 | ||
| 1250 | default. You may re name the f ile room ( answer mus t | |
| 1251 | ||
| 1252 | be 2-30 ch aracters i n length) or accept the defaul t by | |
| 1253 | ||
| 1254 | entering < RET>. Unl ess you ho ld the nec essary | |
| 1255 | ||
| 1256 | FileMan ac cess, you will be un able to de lete a fil e | |
| 1257 | ||
| 1258 | room. See your site manager i f it is ne cessary to delete | |
| 1259 | ||
| 1260 | a file roo m. | |
| 1261 | INSTITUTIO N | |
| 1262 | Enter the institutio n number, name or st ation numb er | |
| 1263 | ||
| 1264 | (from your Instituti on file) w ith which this file | |
| 1265 | ||
| 1266 | room is as sociated. | |
| 1267 | Type of Re cord Set-u p | |
| 1268 | This optio n is used to enter a nd define parameters for the r ecord type s associat ed with th is applica tion. Thi s option o perates th e same for both the MAS and Ra diology ap plications . | |
| 1269 | Field Desc riptions | |
| 1270 | Select Rec ord Type | |
| 1271 | Enter the record typ e you wish to define . This is a | |
| 1272 | ||
| 1273 | multiple f ield. For each entr y in this field, the | |
| 1274 | ||
| 1275 | following fields wil l be promp ted, retur ning you t o this | |
| 1276 | ||
| 1277 | prompt unt il no more entries a re made. You | |
| 1278 | ||
| 1279 | should ent er each re cord type (i e., med ical, | |
| 1280 | ||
| 1281 | administra tive, mast er jacket, etc.) ass ociated wi th | |
| 1282 | ||
| 1283 | your appli cation whi ch will be tracked. | |
| 1284 | ARE YOU AD DING | |
| 1285 | YES/NO - T his will o nly be pro mpted if y our entry | |
| 1286 | {Record/Ty pe} AS | |
| 1287 | at "Select Record Ty pe" was ne w. | |
| 1288 | A NEW RECO RD TYPE? | |
| 1289 | NAME | |
| 1290 | Your entry at "Selec t Record T ype" will appear | |
| 1291 | ||
| 1292 | as a defau lt. You m ay rename the record type (mus t | |
| 1293 | ||
| 1294 | be 3-30 ch aracters), delete it along wit h all asso ciated | |
| 1295 | ||
| 1296 | parameters by enteri ng <@>, or accept th e default. | |
| 1297 | ABBREVIATI ON | |
| 1298 | Enter an a bbreviatio n (if any) by which this recor d | |
| 1299 | ||
| 1300 | type is kn own. Answ er may be 1-3 charac ters in | |
| 1301 | ||
| 1302 | length. | |
| 1303 | CAN RECORD BE | |
| 1304 | YES/NO - S hould user s be allow ed to ente r | |
| 1305 | REQUESTED? | |
| 1306 | requests f or this re cord type? | |
| 1307 | IS RECORD | |
| 1308 | YES/NO - I f YES, rec ord can on ly be char ged | |
| 1309 | TEMPORARY | |
| 1310 | out once. | |
| 1311 | ASK FOR CO NTENT | |
| 1312 | YES/NO - S hould user be prompt ed to ente r a | |
| 1313 | DESCRIPTOR ? | |
| 1314 | descriptio n of the c ontents of this reco rd type | |
| 1315 | ||
| 1316 | when it is created f or a patie nt. This descriptio n | |
| 1317 | ||
| 1318 | will be di splayed be neath the record on record | |
| 1319 | ||
| 1320 | inquiry. | |
| 1321 | Type of Re cord Set-u p | |
| 1322 | MULTIPLE V OLUMES | |
| 1323 | YES/NO - C an there b e more tha n one volu me | |
| 1324 | ALLOWED | |
| 1325 | of this re cord type per patien t? | |
| 1326 | DESCRIPTIO N | |
| 1327 | Enter a de scription of the rec ord type. | |
| 1328 | INQUIRY | |
| 1329 | Specify (n umerically ) the orde r in which | |
| 1330 | DISPLAY OR DER | |
| 1331 | this recor d type sho uld appear on the re cord | |
| 1332 | ||
| 1333 | inquiry. For exampl e, specify 1 to have it appear | |
| 1334 | ||
| 1335 | first; 2 t o appear s econd, etc . | |
| 1336 | INACTIVATI ON | |
| 1337 | Specify a date on wh ich users will no lo nger be | |
| 1338 | DATE | |
| 1339 | able to cr eate this record typ e. After this date, it will | |
| 1340 | ||
| 1341 | no longer be possibl e to creat e records of this ty pe; | |
| 1342 | ||
| 1343 | however, e xisting re cords will remain un til they a re | |
| 1344 | ||
| 1345 | inactivate d through the Inacti vate/React ivate Reco rds | |
| 1346 | ||
| 1347 | option. L eave blank if you wi sh no inac tivation d ate. | |
| 1348 | Label Form at Specifi cations | |
| 1349 | RECORD LAB EL | |
| 1350 | Specify th e record l abel type (the stand ard or one | |
| 1351 | FORMAT | |
| 1352 | defined at your site ) which sh ould be us ed for pri nting | |
| 1353 | ||
| 1354 | labels ass ociated wi th this re cord type. | |
| 1355 | REQUEST | |
| 1356 | Specify th e label ty pe which s hould be u sed when | |
| 1357 | NOTICE FOR MAT | |
| 1358 | request la bels are p rinted for requests of this re cord | |
| 1359 | ||
| 1360 | type (as d efined thr ough Label Formatter ). | |
| 1361 | Cutoff/Pur ge Paramet ers | |
| 1362 | PENDING | |
| 1363 | Specify th e number o f days an unfilled r equest for | |
| 1364 | REQUEST CU TOFF | |
| 1365 | this recor d type may remain in the syste m and | |
| 1366 | (days) | |
| 1367 | considered pending b efore reve rting to a status of | |
| 1368 | ||
| 1369 | unfilled. | |
| 1370 | OVERDUE | |
| 1371 | Specify th e number o f days thi s record t ype may | |
| 1372 | RECORD CUT OFF | |
| 1373 | be borrowe d from its home file room befo re being | |
| 1374 | (days) | |
| 1375 | considered overdue a nd appeari ng on the Overdue | |
| 1376 | ||
| 1377 | Records Li st. | |
| 1378 | Type of Re cord Set-u p | |
| 1379 | BARCODE RE NEWAL | |
| 1380 | Specify th e number o f days req uired to c onsider | |
| 1381 | CUTOFF (da ys) | |
| 1382 | reprinting a barcode label. T his value is used to | |
| 1383 | ||
| 1384 | determine if new bar codes shou ld be prin ted with p ull | |
| 1385 | ||
| 1386 | lists. Th e date bar code last printed is compared with | |
| 1387 | ||
| 1388 | this value and a new barcode i s printed if it is " old". A | |
| 1389 | ||
| 1390 | null value will disa ble printi ng barcode s with pul l | |
| 1391 | ||
| 1392 | lists. | |
| 1393 | PENDING CH ECK-IN | |
| 1394 | Specify th e number o f days a p ending req uest will | |
| 1395 | CUTOFF (da ys) | |
| 1396 | be display ed for a r ecord when the recor d is being | |
| 1397 | ||
| 1398 | checked-in . If not set, recor ds with pe nding requ ests | |
| 1399 | ||
| 1400 | are flagge d dependin g on the P ENDING REQ UEST | |
| 1401 | ||
| 1402 | CUTOFF par ameter. I f ZERO, pe nding requ ests will | |
| 1403 | ||
| 1404 | not be fla gged. | |
| 1405 | RETIRE REC ORD | |
| 1406 | Specify th e number o f days req uired for a record t o | |
| 1407 | CUTOFF (da ys) | |
| 1408 | have no ac tivity bef ore it is considered for retir ement. | |
| 1409 | ||
| 1410 | When recor d retireme nt pull li sts are ge nerated, | |
| 1411 | ||
| 1412 | records wi th no acti vity for t his amount of time a re | |
| 1413 | ||
| 1414 | added to t he pull li sts. | |
| 1415 | CURRENT | |
| 1416 | This field is used t o specify the earlie st future | |
| 1417 | BORROWER | |
| 1418 | date/time (in minute s) the cur rent borro wer of a | |
| 1419 | FUTURE REQ UEST | |
| 1420 | record may request t hat same r ecord for the future . | |
| 1421 | TIME | |
| 1422 | For exampl e, Medical Clinic ha s Mr. Jone s’ record | |
| 1423 | MINIMUM (m inutes) | |
| 1424 | today for an appoint ment and w ill be see ing him | |
| 1425 | ||
| 1426 | again tomo rrow. Sho uld Medica l Clinic r equest the | |
| 1427 | ||
| 1428 | record for tomorrow or retain it in the clinic? I n | |
| 1429 | ||
| 1430 | making an entry in t his field, you shoul d consider your | |
| 1431 | ||
| 1432 | entry at t he previou s prompt, OVERDUE RE CORD | |
| 1433 | ||
| 1434 | CUTOFF. | |
| 1435 | # PREVIOUS | |
| 1436 | Enter the number of previous m ovements | |
| 1437 | MOVEMENTS | |
| 1438 | (i.e., cha rge-outs, check-ins, etc.) whi ch should be | |
| 1439 | TO RETAIN | |
| 1440 | retained f or this re cord type. This is the number of | |
| 1441 | ||
| 1442 | movements which will be shown on the Tra ce | |
| 1443 | ||
| 1444 | Movement H istory, us eful in se arching fo r lost rec ords. | |
| 1445 | Type of Re cord Set-u p | |
| 1446 | REQUEST PU RGE | |
| 1447 | Enter the number of days reque sts (fille d and | |
| 1448 | CUTOFF (da ys) | |
| 1449 | pending) s hould be r etained in the syste m (and | |
| 1450 | ||
| 1451 | therefore displayed upon acces s) before being purg ed. | |
| 1452 | PULL LIST | |
| 1453 | Enter the number of days pull lists shou ld | |
| 1454 | PURGE CUTO FF (days) | |
| 1455 | remain in the system before be ing purged . | |
| 1456 | OK TO PURG E | |
| 1457 | YES/NO - I t is advis able that an entry o f NO be | |
| 1458 | DATA? | |
| 1459 | made to th is field u ntil you a re actuall y ready to begin | |
| 1460 | ||
| 1461 | purging of data. | |
| 1462 | Missing Re cord Contr ol Paramet er | |
| 1463 | CONTROL OF | |
| 1464 | If a recor d of this type is fl agged as m issing, wh o | |
| 1465 | FINDING RE CORDS | |
| 1466 | may remove the flag? Choose f rom: | |
| 1467 | ||
| 1468 | 'F'ILE ROO M SUPERVIS OR ONLY ( must hold FR | |
| 1469 | ||
| 1470 | SUPERVISOR key) | |
| 1471 | ||
| 1472 | 'A'NY USER | |
| 1473 | Other Reco rds to Cre ate When I nitializin g the {Rec ord Type} | |
| 1474 | Select LIN KED | |
| 1475 | Specify ot her record types (if any) whic h should | |
| 1476 | RECORDS | |
| 1477 | also be cr eated when this reco rd type is initially | |
| 1478 | ||
| 1479 | created fo r a patien t. For ex ample, you may wish to | |
| 1480 | ||
| 1481 | have an ad ministrati ve folder created wh en the | |
| 1482 | ||
| 1483 | patient's first medi cal folder is create d. The re cord | |
| 1484 | ||
| 1485 | type speci fied must be defined in your a pplication . | |
| 1486 | File Rooms Allowed t o Store {R ecord Type } | |
| 1487 | Select FIL E | |
| 1488 | Specify th e file roo m(s) (as d efined in File Room | |
| 1489 | ROOM | |
| 1490 | Set-up) wh ich may st ore this r ecord type . You wil l | |
| 1491 | ||
| 1492 | return to this promp t repeated ly and sho uld specif y | |
| 1493 | ||
| 1494 | ALL file r ooms which will be s toring thi s record t ype. | |
| 1495 | Reasons Fi le Set-up | |
| 1496 | This optio n is used to enter/e dit allowa ble reason s for canc elling req uests and missing re cords and associate them with the functi on for whi ch they ma y be used. For exam ple, you m ay wish to enter "No t Charged Out" as an allowable reason fo r a missin g record. Entries m ade throug h this opt ion will b ecome part of your R EASONS fil e (#195.6) . | |
| 1497 | Field Desc riptions | |
| 1498 | Select REA SON | |
| 1499 | Enter new or existin g reason. This is a multiple field. | |
| 1500 | ||
| 1501 | For each e ntry made in this fi eld, the f ollowing f ields | |
| 1502 | ||
| 1503 | will be pr ompted, re turning yo u to this prompt at | |
| 1504 | ||
| 1505 | completion . | |
| 1506 | ARE YOU AD DING | |
| 1507 | YES/NO - T his will o nly be pro mpted if y our entry | |
| 1508 | {Reason} A S A | |
| 1509 | at "Select REASON" w as new. | |
| 1510 | NEW REASON ? | |
| 1511 | NAME | |
| 1512 | Your entry at "Selec t Reason" will appea r as a | |
| 1513 | ||
| 1514 | default at this prom pt. You m ay rename the reason , | |
| 1515 | ||
| 1516 | delete it and all as sociated p arameters, or accept the | |
| 1517 | ||
| 1518 | default. | |
| 1519 | TYPE OF RE ASON | |
| 1520 | Enter the function w ith which this reaso n is to be | |
| 1521 | ||
| 1522 | associated . Choose from: | |
| 1523 | ||
| 1524 | 'C'ANCEL R EQUEST - l imits use of this re ason to ca ncelling r equests. | |
| 1525 | ||
| 1526 | 'M'ISSING RECORD - l imits use of this re ason to mi ssing reco rds. | |
| 1527 | ||
| 1528 | 'G'ENERAL - allows t he reason to be used anywhere. | |
| 1529 | DESCRIPTIO N | |
| 1530 | You may en ter a free text expl anation of the reaso n. | |
| 1531 | Label Func tions Menu | |
| 1532 | Label Form atter | |
| 1533 | This optio n allows d esign of y our own ba rcode labe l formats. It is an optional step in th e installa tion proce ss as thre e standard label for mats are i ncluded in the Recor d Tracking package ( record, re quest, and borrower) . Example s of the s tandard la bels which accompany this pack age as wel l as a lis t of selec table fiel ds for eac h label ty pe format may be fou nd at the end of thi s option d ocumentati on. It is recommend ed you use the stand ard label formats, a s design o f label fo rmats is s omewhat pr ecarious. UNDER NO CIRCUMSTAN CES SHOULD THE EXIST ING STANDA RD LABEL F ORMATS BE EDITED. | |
| 1534 | Below is a dditional informatio n on answe ring key p rompts. | |
| 1535 | Select FIE LD | |
| 1536 | Enter the name of th e field co rrespondin g to the f irst bit o f informat ion which will appea r on the l abel. For each entr y made at this promp t you will subsequen tly be pro mpted for a row, col umn, and t itle, retu rning to t his prompt repeatedl y until no more entr ies are ma de. Even though you are subse quently pr ompted for location of the inf ormation, it is impo rtant that actual en try be mad e in the o rder it wi ll appear on the lab el. In so me instanc es, failur e to do so may resul t in an er ror in you r format. In order to have th e barcode printed on the label , you shou ld select BARCODE FO R RECORD a s a field. It is ad visable th at this be your last selection . The lis t of selec table fiel ds will va ry dependi ng upon wh ether you are defini ng a recor d, borrowe r, or requ est label. You may enter a <? > at this prompt for a list of fields ap plicable t o your lab el. | |
| 1537 | NUMBER OF ROWS IN FO RMAT | |
| 1538 | Enter the total numb er of rows in your f ormat. Yo u should a ccount for blank lin es in your total. I f you spec ified BARC ODE FOR RE CORD as on e of your fields, in crease you r total by one. If you wish t o include blank line s between the last l ine of dat a and the beginning of the bar code, ente r a number correspon dingly hig her to the number of line feed s you desi re. An er ror in you r format w ill result if the nu mber enter ed at this Step is t oo low to provide sp ace for al l the info rmation sp ecified. | |
| 1539 | Please fol low the in structions closely, as failure to do so may result in an err or in your format. At the con clusion of formattin g, a sampl e will be displayed on the scr een. No b arcode wil l be shown . In orde r to actua lly test t he label f ormat with a barcode , you shou ld use the Test Labe l Formatte r option. | |
| 1540 | Label Func tions Menu | |
| 1541 | Label Form atter | |
| 1542 | Editing of your site -specific label form at specifi cations is risky. I t editing is necessa ry, it is recommende d you dele te the lab el format and begin again. | |
| 1543 | Compiled l ogic of th e label fo rmat speci fied may b e viewed t hrough Fil eMan by in quiry to t he Label F ormat file (#194.4). | |
| 1544 | Following is a list of selecta ble fields for each label type format. | |
| 1545 | RECORD LAB EL REQUEST LABEL BORROWER L ABEL | |
| 1546 | AGE AGE BARCODE FO R BORROWER | |
| 1547 | BARCODE FO R RECORD BARCODE FOR RECORD BORROWER'S LOCATION | |
| 1548 | CLAIM NUMB ER BARCODE FOR REQUES T BORROWER'S PHONE | |
| 1549 | CURRENT DA TE/TIME CLAIM NU MBER CURRENT DA TE/TIME | |
| 1550 | DATE OF BI RTH CURRENT BORROWER/L OCATION FREE TEXT | |
| 1551 | FREE TEXT CURRENT DATE/TIME NAME | |
| 1552 | HOME LOCAT ION CURRENT PHONE # | |
| 1553 | NAME CURRENT ROOM # | |
| 1554 | RECORD # DATE OF BIRTH | |
| 1555 | SERVICE CO NNECTED FREE TEX T | |
| 1556 | SEX HOME LOC ATION | |
| 1557 | SSN NAME | |
| 1558 | TYPE OF RE CORD RECORD # | |
| 1559 | VETERAN REQUEST # | |
| 1560 | VOLUME NUM BER REQUEST COMMENT | |
| 1561 | REQUESTE D DATE/TIM E | |
| 1562 | REQUESTI NG USER | |
| 1563 | REQUESTO R | |
| 1564 | REQUESTO R'S INSTIT UTION | |
| 1565 | REQUESTO R'S LOCATI ON | |
| 1566 | REQUESTO R'S PHONE | |
| 1567 | SERVICE CONNECTED | |
| 1568 | SEX | |
| 1569 | SSN | |
| 1570 | TYPE OF RECORD | |
| 1571 | VETERAN | |
| 1572 | VOLUME N UMBER | |
| 1573 | Label Func tions Menu | |
| 1574 | Test Label Formatter | |
| 1575 | The Test L abel Forma t option i s used to print a la bel format with the barcode. The Label Formatter option all ows design of barcod e label fo rmats but when gener ated no ba rcode is s hown. Thi s option s hould be u sed to tes t the labe l format w ith the ba rcode. | |
| 1576 | Borrower S et-up | |
| 1577 | This optio n is used to enter a nd define/ update par ameters of specific borrowers and associ ate them w ith the co rrect inst itution. As discuss ed in the overview o f this sec tion, you will need to define EACH borro wer throug h this opt ion. Plea se refer t o that ove rview for further cl arificatio n. This o ption may also be us ed to revo ke or inac tivate a b orrower's privileges . | |
| 1578 | Field Desc riptions | |
| 1579 | Select Bor rower | |
| 1580 | Enter the borrower ( from Borro wers/File Areas | |
| 1581 | ||
| 1582 | File) for which you wish to de fine param eters. Th is is | |
| 1583 | ||
| 1584 | a multiple field. F or each en try made i nto this f ield, | |
| 1585 | ||
| 1586 | the follow ing three fields wil l be asked , returnin g you | |
| 1587 | ||
| 1588 | to this pr ompt upon completion . | |
| 1589 | PHONE # | |
| 1590 | Enter borr ower's pho ne number. | |
| 1591 | LOCATION/R OOM# | |
| 1592 | Enter borr ower's loc ation or r oom #. | |
| 1593 | BORROWING | |
| 1594 | Enter borr ower's bor rowing pri vileges. Choose fro m: | |
| 1595 | PRIVILEGES | |
| 1596 | ||
| 1597 | 'N'ORMAL | |
| 1598 | ||
| 1599 | 'I'NACTIVA TED | |
| 1600 | ||
| 1601 | 'R'EVOKED | |
| 1602 | Hospital L ocation Fi le Paramet ers | |
| 1603 | NAME | |
| 1604 | Your entry at "Selec t Borrower " will app ear as a | |
| 1605 | ||
| 1606 | default at this prom pt. You m ay rename the borrow er | |
| 1607 | ||
| 1608 | or accept the defaul t. Unless you hold the proper | |
| 1609 | ||
| 1610 | FileMan ac cess, you will be un able to de lete a | |
| 1611 | ||
| 1612 | borrower. See your site manag er should this be | |
| 1613 | ||
| 1614 | necessary. | |
| 1615 | INSTITUTIO N | |
| 1616 | Enter the institutio n name, nu mber or st ation numb er | |
| 1617 | ||
| 1618 | this borro wer is ass ociated wi th. | |
| 1619 | Select SYN ONYM | |
| 1620 | You may en ter a syno nym for th e borrower , if you | |
| 1621 | ||
| 1622 | wish; i.e. , GEN MED for Genera l Medical clinic. | |
| 1623 | Borrower S et-up | |
| 1624 | The next f our parame ters will appear if the borrow er is an a dmitting a rea/clinic in the MA S applicat ion or a f ile room/i maging are a in the R adiology a pplication . | |
| 1625 | Record Req uest to be Made When Making an Appt or R egistering a Pt | |
| 1626 | REQUESTS F OR | |
| 1627 | Enter the borrower's name to b e associat ed with | |
| 1628 | WHICH BORR OWER | |
| 1629 | requests. Default w ill be you r entry at "Select | |
| 1630 | ||
| 1631 | Borrower". | |
| 1632 | ARE RECORD S | |
| 1633 | YES/NO W hen appoin tments are scheduled in | |
| 1634 | REQUIRED? | |
| 1635 | associatio n with thi s borrower , are reco rds requir ed? | |
| 1636 | ||
| 1637 | If YES, yo u will pro ceed throu gh the nex t three | |
| 1638 | ||
| 1639 | prompts. | |
| 1640 | Select REC ORD | |
| 1641 | Enter each record ty pe which i s needed i n | |
| 1642 | TYPE NEEDE D | |
| 1643 | associatio n with the se appoint ments. | |
| 1644 | VOLUMES | |
| 1645 | Enter what volumes o f this rec ord type w ill be | |
| 1646 | REQUIRED | |
| 1647 | needed for scheduled appointme nts. Choo se | |
| 1648 | ||
| 1649 | from ALL, LAST, NONE . | |
| 1650 | Scheduled Admissions Borrowers | |
| 1651 | SCHEDULED | |
| 1652 | YES/NO I f YES, whe n an entry in the | |
| 1653 | ADMISSION | |
| 1654 | SCHEDULED ADMISSIONS file has a type | |
| 1655 | BORROWER | |
| 1656 | WARD and t he ward lo cation mat ches this | |
| 1657 | ||
| 1658 | ward locat ion borrow er, a pull list will be | |
| 1659 | ||
| 1660 | created fo r this war d location borrower | |
| 1661 | ||
| 1662 | or associa ted borrow er. | |
| 1663 | TREATING | |
| 1664 | BORROWER/F ILE AREA e ntry - If an entry i n | |
| 1665 | SPECIALTY | |
| 1666 | the SCHEDU LED ADMISS IONS file has a type | |
| 1667 | ||
| 1668 | TREATING S PECIALTY a nd the tre ating | |
| 1669 | ||
| 1670 | specialty matches th is borrowe r's treati ng | |
| 1671 | ||
| 1672 | specialty, a pull li st will be created f or this | |
| 1673 | ||
| 1674 | borrower o r associat ed borrowe r. | |
| 1675 | Print Borr ower Barco de | |
| 1676 | This optio n is used to print b orrower ba rcode labe ls. The l abel print ed will be the label type spec ified for borrowers in your Ap plication Set-up. | |
| 1677 | You will b e prompted to select a borrowe r. If the borrower selected a ppears in your Borro wers/File Areas file , the syst em will ac cept your entry and either dis play a mes sage infor ming you t he barcode label has been queu ed to prin t on your default de vice, or p rompt you to select a device o n which to print, de pending up on the spe cification s outlined at your p articular site. You may eithe r select a nother bor rower or e nter a <RE T> to retu rn to the menu. | |
| 1678 | Movement T ype Set-up | |
| 1679 | This optio n is used to change the parame ters for t he various movement types in y our applic ation. Th e option w ill operat e the same for both the MAS an d Radiolog y applicat ions. Mov ement type s may not be deleted . | |
| 1680 | Field Desc riptions | |
| 1681 | Select MOV EMENT | |
| 1682 | Enter the movement t ype you wi sh to defi ne. You | |
| 1683 | TYPE | |
| 1684 | may choose from a li st of esta blished mo vement typ es | |
| 1685 | ||
| 1686 | for your a pplication . Enter a <?> for a list. | |
| 1687 | NAME | |
| 1688 | No editing allowed. Enter a < RET> to co ntinue or <^> | |
| 1689 | ||
| 1690 | to return to the fir st prompt. | |
| 1691 | DISPLAY ME SSAGE | |
| 1692 | Enter a me ssage (if any) you w ish to hav e displaye d | |
| 1693 | ||
| 1694 | when this movement t ype is tak ing place. | |
| 1695 | INCLUDE ON | |
| 1696 | YES/NO - S hould reco rds involv ed in this movement | |
| 1697 | OVERDUE RE PORT | |
| 1698 | type be in cluded on the Overdu e Records Report? | |
| 1699 | Inactivate Records M enu | |
| 1700 | Overview | |
| 1701 | The purpos e of the I nactivate Records Me nu is to p erform rec ord retire ment tasks . Many op tions on t his menu a re similar or even i dentical t o options in other m enus; howe ver, their purpose h ere is spe cific to r ecord reti rement. | |
| 1702 | Through th is menu, r ecord reti rement pul l lists ar e created and printe d. Any re cords on t he list th at should not be ret ired are d esignated as not fil lable. If there was a record on the lis t that did not actua lly exist, that reco rd would b e deleted. You woul d then cre ate a perp etual reco rd for eac h record o n the pull list. Th e perpetua l record w ould hold summary in formation you wish t o retain o nce the re cord is re tired. Wh en all exc eptions ha ve been ta ken, the p ull list i s charged out or tra nsferred. Records o n the list are inact ivated and transferr ed to the appropriat e facility . | |
| 1703 | Below is a descripti ve listing of the op tions on t his menu. | |
| 1704 | Generate R ecord Reti rement Pul l Lists - Used to cr eate recor d retireme nt pull li sts. Thes e pull lis ts are gen erated by scanning r ecord move ments. If there has been no m ovements w ithin the record ret irement wi ndow (numb er of days entered i n the RETI RE RECORD CUTOFF fie ld) and th e record d oes not ha ve a reaso n not to r etire fiel d set, a r equest for the recor d is added to the pu ll list. | |
| 1705 | Print Reco rd Retirem ent Pull l ist - Used to print record ret irement pu ll lists. Record re tirement p ull lists are used t o find rec ords to be retired a nd transfe rred to a record arc hive cente r, and as a guide fo r creating the perpe tual recor d that is retained f rom the re tired reco rds. | |
| 1706 | Designate Retirement Requests As 'Not Fi llable' - Used to de signate re quests on record ret irement pu ll lists a s not fill able (reco rds you do not wish to retire) . Request s with a s tatus of n ot fillabl e may also be change d to reque sted throu gh this op tion. | |
| 1707 | Delete a R ecord - Us ed to dele te records in the Re cord Track ing system . Records are delet ed when vo lumes are combined o r when the actual co rrespondin g record d oes not ex ist. | |
| 1708 | Create a L abel/Recor d/Volume - The purpo se of this option un der the In activate R ecords Men u is to cr eate a per petual rec ord in the Record Tr acking sys tem. A pe rpetual re cord is cr eated to h old inform ation you wish to re tain when a record i s retired. | |
| 1709 | Charge Out /Transfer Retirement Pull List s - Used t o charge o ut record retirement pull list s. The re cords will be inacti vated and transferre d to the a ppropriate facility for retire d records. | |
| 1710 | Inactivate /Reactivat e Records - Used to render a r ecord unav ailable/av ailable. Inactivati on of a re cord makes it unavai lable to o ther users to reques t, charge- out, check -in, re-ch arge, etc. | |
| 1711 | PULL LIST FUNCTIONS MENU - See the Pull List Funct ions Menu Section. | |
| 1712 | Generate R ecord Reti rement Pul l Lists | |
| 1713 | The Genera te Record Retirement Pull List s option i s used to create rec ord retire ment pull lists. Th ese pull l ists are g enerated b y selectin g a range of termina l digits o r by file number. L imiting th e range by terminal digit is u sed to all ow more ma nageable l ists to be produced with the i nitial imp lementatio n. Later the job ca n be taske d to run p eriodicall y at a con venient in terval. | |
| 1714 | A Record R etirement Profile is compiled and displa yed, and y ou are giv en the opp ortunity t o enter or edit the "Record Ty pe Retirem ent Parame ters" and the "Overa ll Retirem ent Parame ters." | |
| 1715 | The OK TO RETIRE REC ORDS? fiel d must be set to YES in the re cord type parameters in order for the se lected rec ord type t o be inclu ded on the pull list . No list is genera ted until the same f ield is se t to YES i n the over all parame ters. | |
| 1716 | The pull l ist is gen erated by scanning t he movemen ts of reco rds. If t here has b een no mov ements wit hin the re cord retir ement wind ow (number of days e ntered in the RETIRE RECORD CU TOFF field ) and the record doe s not have a reason not to ret ire field set, a req uest for t he record will be ad ded to a r ecord reti rement pul l list. | |
| 1717 | The pull l ist names are create d from the current l ocation of the recor d and the first day of the nex t month; o r, if ther e is no cu rrent loca tion, the home locat ion and th e first da y of the n ext month. If there is no cur rent locat ion or hom e location , a pull l ist is cre ated with the name " unknown". The date is used on ly to comb ine lists and has no other sig nificance. | |
| 1718 | Print Reco rd Retirem ent Pull L ist | |
| 1719 | This optio n works mu ch the sam e as the P rint Pull List(s) op tion under the Pull List Funct ions Menu; however, only recor d retireme nt pull li sts are pr inted. A pull list number is automatica lly assign ed to ever y pull lis t created. Record r etirement pull lists are used to find re cords to b e retired and transf erred to a record ar chive cent er, and as a guide f or creatin g the perp etual reco rd that is retained from the r etired rec ords. | |
| 1720 | Pull lists will gene rally be s orted by t erminal di git or nam e. Other sorts are available but don't have much function f or record retirement pull list s. | |
| 1721 | Pull lists may be pr inted to i nclude all requests, a short n on-fillabl e list, a detailed n on-fillabl e list or only updat es to the list. Upd ates are r equests th at were ad ded after the entire pull list was last printed. If you cho se to sort by clinic name - ap pointment type, you can only p rint to in clude all appointmen ts or a sh ort non-fi llable lis t. | |
| 1722 | The pull l ist status (requeste d, charged , cancelle d) will on ly appear on clinic pull lists that are sorted by other than terminal digit. Th e status o f a pull l ist may be Requested even thou gh the sta tus of eac h request on that li st is Char ged. This may occur if the re quests wer e filled t hrough the Fill a Re quest opti on of the Request Re cords Menu . The sta tus of the pull list will not change fro m Requeste d to Charg ed or Canc elled unti l the Char ge Out Pul l List Rec ords or En tire Pull List Cance llation op tions are utilized. | |
| 1723 | Record bor rowers may wish to u se this op tion to vi ew charged out pull lists to d etermine w hich reque sts were n ot fillabl e. | |
| 1724 | Designate Retirement Requests as ‘Not Fi llable” | |
| 1725 | This optio n is used to designa te request s on recor d retireme nt pull li sts as not fillable (for recor ds you do not wish t o retire). Requests with a st atus of no t fillable may also be changed to reques ted throug h this opt ion. | |
| 1726 | Requests d esignated as not fil lable will still app ear on the Pending R equest Lis t, the Req uests Pend ing for Bo rrowers Li st, and wi ll also st ill appear as pendin g requests under the Request a Record op tion. | |
| 1727 | When selec tion is ma de by ente ring a pat ient's nam e, the sys tem displa ys a patie nt profile and lists the patie nt's reque stable rec ords in th at applica tion (MAS or Radiolo gy). Afte r the reco rd is sele cted, a re quest prof ile will b e displaye d for that record li sting the requests w hich may b e chosen. The user may design ate a sing le request , multiple requests or a range of reques ts for eac h patient selected. | |
| 1728 | If the req uest is se lected by entering t he request number or by wandin g the requ est barcod e label, o nly the da ta associa ted with t hat partic ular reque st will be displayed . | |
| 1729 | Delete a R ecord | |
| 1730 | The Delete a Record option is used to de lete a rec ord. Reco rds are de leted when volumes a re combine d or when the actual correspon ding recor d does not exist. I f a record cannot be located o r should n ot be reti red, the r equest sho uld be mad e "not-fil lable" thr ough the D esignate R etirement Requests a s 'Not Fil lable' opt ion. | |
| 1731 | The system only allo ws deletio n of most recent vol umes of a record set ; therefor e, you wil l not be a ble to del ete Volume 2 of a 6 volume set . Record entry may be made ei ther by wa nding the barcode la bel or ent ering the patient's name. Pri or to dele ting the r ecord, you will be g iven the o pportunity to move r equests to the next lower volu me number of the rec ord type b eing delet ed. | |
| 1732 | When a rec ord is del eted, all associated requests for the re cord, miss ing record log entri es and mov ement hist ory log en tries are also delet ed. A Mai lMan messa ge will be generated advising that the r ecord has been delet ed. This message go es to the same mail group that receives messages o n missing/ found reco rds. | |
| 1733 | Create a L abel/Recor d/Volume | |
| 1734 | The Create a Label/R ecord/Volu me option may be use d to creat e all reco rd types; however, t he purpose of this o ption unde r the Inac tivate Rec ords Menu is to crea te a perpe tual recor d in the R ecord Trac king syste m. This d ocumentati on address es only pe rpetual re cords. | |
| 1735 | A perpetua l record i s created to hold in formation you wish t o retain w hen a reco rd is reti red. Mult iple volum es would n ot usually be allowe d for this record ty pe. This would be d efined thr ough your site's par ameters. A record i dentifier number wil l be assig ned for ea ch record created. | |
| 1736 | This optio n may also be used t o print ex isting bar code label s. | |
| 1737 | If your re sponse was YES to th e "Do you want to us e the file room's de fault devi ces? No//" prompt up on enterin g the Reco rd Trackin g software and defau lt printer s were def ined for t he file ro om you sel ected, lab els you pr int throug h this opt ion will p rint to th ose defaul t printers . If you answered N O or if no printers were defin ed, you ma y be promp ted to sel ect a devi ce. | |
| 1738 | Charge Out /Transfer Retirement Pull List s | |
| 1739 | This optio n is used to charge out record retiremen t pull lis ts. The r ecords wil l be inact ivated and transferr ed to the appropriat e facility for retir ed records . You wil l first be given the opportuni ty to desi gnate any request th at you do not wish t o charge o ut as not fillable. | |
| 1740 | You may se lect a bor rower (fro m your BOR ROWERS/FIL E AREA fil e) to whic h you wish the recor d to be in activated. The reco rd will be inactivat ed with a movement t ype of TRA NSFER RETI RE to the selected b orrower. In additio n, you may create a perpetual record fro m the pull list. A default bo rrower and perpetual record ty pe may be defined th rough the Record Ret irement Pa rameters i n the Appl ication Se t-up optio n of the S ystem Defi nition Men u. | |
| 1741 | This optio n may be u sed to cha nge the st atus of re quests fro m NOT FILL ABLE to RE QUESTED. | |
| 1742 | This optio n works th e same as the Charge Out Pull List Recor ds option of the Pul l List Fun ctions Men u. You ma y see prom pts such a s "Do you want to ch arge out r ecords to a holding area? No// " which ma y not appl y to retir ement proc edures. | |
| 1743 | Inactivate /Reactivat e Records | |
| 1744 | The Inacti vate/React ivate Reco rds option is used t o render a record un available/ | |
| 1745 | available for transa ction with in the Rec ord Tracki ng system. It may b e used whe n records are retire d, or perh aps in tho se instanc es when it is necess ary for a borrower t o retain a record fo r an exten ded period of time ( i.e., for research p urposes). Such a re cord will not appear on the Ov erdue Reco rds List. | |
| 1746 | Inactivati on of a re cord makes it unavai lable to o ther users to reques t, charge- out, check -in, re-ch arge, etc. It will, however, appear on the Record Inquiry o ption of t he Record Informatio n Menu as inactive. | |
| 1747 | Records ma y be inact ivated as well as re activated through th is option. If you c hoose to i nactivate the record , you will be prompt ed for a b orrower to which the record sh ould be in activated. Your ent ry at this prompt ma y be a bor rower who will be re taining th e record f or an exte nded perio d or your file room. | |
| 1748 | If you are retiring the record and wish to transfe r it to th e appropri ate Record Processin g Center, use the Tr ansfer Rec ords optio n of the T ransaction Menu. | |
| 1749 | When a rec ord is rea ctivated, it is auto matically charged to the locat ion associ ated with the user p erforming the reacti vation; us ually, its home file room. | |
| 1750 | Following selection of movemen t type and borrower (if applic able), you will be p rompted to select th e record. The syste m will onl y allow yo u to selec t a record appropria te to the movement t ype select ed. In ot her words, you will not be per mitted to inactivate an alread y inactive record. If record selection is made by entering the patien t's name, only those records a ppropriate to the mo vement typ e selected will be d isplayed o n the pati ent's Shor t Record I nquiry. | |
| 1751 | Multiple r ecords may be entere d during a session. Dependent upon the number ent ered and y our site's parameter s, they wi ll either be inactiv ated/react ivated upo n exiting the option or queued for actio n later. | |
| 1752 | Pull List Functions Menu | |
| 1753 | Documentat ion for th ese option s may be f ound in th e Pull Lis t Function s Menu Sec tion of th e Record T racking Us er Manual. | |
| 1754 | Computer S ite Manage r’s Menu | |
| 1755 | Overview | |
| 1756 | Prior to d efining ov erall site parameter s for Reco rd Trackin g, be sure all devic es to be a ssociated with Recor d Tracking are defin ed in your DEVICE fi le (#3.5). Determin e who need s to recei ve bulleti ns regardi ng missing records a nd build a MISSING R ECORD mail group. P rior to as signing me nus to use rs, the DI VISION fie ld of the NEW PERSON file (#20 0) must be defined f or each us er of Reco rd Trackin g. If you need to d efine a se cond reque st printer , see the Overview o f the Init ialization submenu c ontained i n this men u for inst ruction. | |
| 1757 | Below is a brief des cription o f the opti ons contai ned in thi s menu. | |
| 1758 | ADMITTING AREA SET-U P (SITE MG R) - Used to enter/u pdate barc ode printe rs and inp ut devices for each admitting area defin ed. | |
| 1759 | APPLICATIO N SET-UP ( SITE MGR) - Used to customize the appear ance of ce rtain prom pts and he aders and associate them with the correc t file for your appl ication. | |
| 1760 | FILE ROOM SET-UP (SI TE MGR) - Used to de fine print ers, input devices a nd securit y keys for each file room. | |
| 1761 | FILE ROOM/ REMOTE SET -UP (SITE MGR) - Use d to defin e the doma ins, remot e printers , mail gro ups and ma il routing symbols f or transmi ssion of r emote reco rd request s or notic e of trans fers to ot her VA med ical cente rs. | |
| 1762 | IMAGING AR EA SET-UP (SITE MGR) - Used to enter/upd ate barcod e printers and input devices f or each im aging area defined. | |
| 1763 | INITIALIZA TION MENU - Contains all the o ptions use d by the s ite manage r to set u p the syst em prior t o going li ve. | |
| 1764 | PURGE DATE - Used to purge pul l list, re quests, an d movement logs data . | |
| 1765 | RE-COMPILE TEMPLATES - Allows Record Tra cking temp lates to b e recompil ed on each CPU after running a n init. | |
| 1766 | RECORD TRA CKING SYST EM OVERALL PARAMETER S - Used t o define p arameters used by al l applicat ions as we ll as some specific to the Rad iology and MAS appli cations. | |
| 1767 | Admitting Area Set-u p (Site Mg r) | |
| 1768 | This optio n is used to enter/u pdate barc ode printe rs and inp ut devices for each admitting area defin ed. | |
| 1769 | Field Desc riptions | |
| 1770 | Select Adm itting | |
| 1771 | Enter the name of th e admittin g area bei ng | |
| 1772 | Area | |
| 1773 | defined/up dated. Th is is a mu ltiple fie ld. For e ach | |
| 1774 | ||
| 1775 | entry in t his field, the follo wing two f ields will be | |
| 1776 | ||
| 1777 | prompted, returning you to thi s prompt u pon | |
| 1778 | ||
| 1779 | completion . You sho uld enter and define parameter s | |
| 1780 | ||
| 1781 | for each a dmitting a rea to be associated with your | |
| 1782 | ||
| 1783 | applicatio n. | |
| 1784 | RECORD | |
| 1785 | Enter the printer fr om your DE VICE file which will | |
| 1786 | BARCODE | |
| 1787 | be used to print rec ord barcod e labels f or this | |
| 1788 | PRINTER | |
| 1789 | admitting area. | |
| 1790 | Select INP UT | |
| 1791 | Enter the input devi ces which will be us ed to inpu t | |
| 1792 | DEVICES | |
| 1793 | data from this admit ting area. This is a multiple field. | |
| 1794 | ||
| 1795 | Entries at this prom pt are opt ional; how ever, it i s | |
| 1796 | ||
| 1797 | recommende d that dev ices be en tered to p revent | |
| 1798 | ||
| 1799 | routine us ers in the se areas f rom being prompted f or | |
| 1800 | ||
| 1801 | their admi tting area each time they sign into Reco rd | |
| 1802 | ||
| 1803 | Tracking. | |
| 1804 | Applicatio n Set-up ( Site Mgr) | |
| 1805 | This optio n is used to define security k ey paramet ers, speci fy which m ail group is to rece ive bullet ins of mis sing recor ds, custom ize the ap pearance o f certain prompts an d headers and associ ate them w ith the co rrect file for your applicatio n. | |
| 1806 | Field Desc riptions | |
| 1807 | {MAS/RAD} Applicatio n Paramete r Set-Up ( Site Mgr) | |
| 1808 | APPLICATIO N | |
| 1809 | The curren t applicat ion will a ppear as a default. You | |
| 1810 | ||
| 1811 | may rename it at thi s prompt, if you wis h. You ma y | |
| 1812 | ||
| 1813 | not change to a diff erent appl ication fr om this pr ompt. | |
| 1814 | Select SYN ONYM | |
| 1815 | Enter a sy nonym (3-3 0 characte rs) by whi ch this | |
| 1816 | ||
| 1817 | applicatio n may be k nown. For example, MAS for | |
| 1818 | ||
| 1819 | Medical Ad ministrati on Service . | |
| 1820 | SERVICE | |
| 1821 | Enter the service (f rom servic e list) wh ich is ass ociated | |
| 1822 | ||
| 1823 | with this applicatio n. | |
| 1824 | Entity Par ameters | |
| 1825 | The Entity Parameter s allow Re cord Track ing to be tailored a round any applicatio n you chos e. You ma y change t he wording of applic ation spec ific promp ts to suit the needs of your a pplication . | |
| 1826 | ENTITY SEL ECT | |
| 1827 | This is us ed to ente r the word ing you wi sh to | |
| 1828 | PROMPT | |
| 1829 | appear at entity sel ect prompt s. For ex ample, the | |
| 1830 | ||
| 1831 | MAS applic ation may wish to en ter PATIEN T; | |
| 1832 | ||
| 1833 | Radiology may wish t o enter FI LM. Thus "Select | |
| 1834 | ||
| 1835 | PATIENT" o r "Select FILM" woul d appear a t each | |
| 1836 | ||
| 1837 | entity pro mpt. | |
| 1838 | ENTITY DIS PLAY | |
| 1839 | This is us ed to ente r the word ing you wi sh to | |
| 1840 | HEADING | |
| 1841 | appear on applicatio n specific headings. For exam ple, | |
| 1842 | ||
| 1843 | MAS may wi sh CONSOLI DATED HEAL TH RECORD | |
| 1844 | ||
| 1845 | to be disp layed. | |
| 1846 | Applicatio n Set-up ( Site Mgr) | |
| 1847 | Select ENT ITY FILE | |
| 1848 | Enter the name of th e file in which the system | |
| 1849 | ||
| 1850 | should sea rch in acc essing the entry at the entity | |
| 1851 | ||
| 1852 | select pro mpt. For instance, if PATIENT was enter ed | |
| 1853 | ||
| 1854 | at the ent ity select prompt, m ore than l ikely PATI ENT | |
| 1855 | ||
| 1856 | would be e ntered at this promp t to assoc iate entri es | |
| 1857 | ||
| 1858 | with the P ATIENT fil e. | |
| 1859 | Borrower P arameters | |
| 1860 | BORROWER S ELECT | |
| 1861 | This field may also be used to change th e wording | |
| 1862 | PROMPT | |
| 1863 | of the "Se lect Borro wer" promp t. For ex ample, | |
| 1864 | ||
| 1865 | Radiology may wish t o enter RE VIEWER, th us "Select | |
| 1866 | ||
| 1867 | REVIEWER" would be p rompted. | |
| 1868 | Select BOR ROWER | |
| 1869 | Enter the file which is to be associated with the | |
| 1870 | FILE | |
| 1871 | entries ma de at borr ower selec t prompts; i.e., war d, | |
| 1872 | ||
| 1873 | institutio n, hospita l location , new pers on. This is a | |
| 1874 | ||
| 1875 | multiple f ield. You may enter more than one file to be | |
| 1876 | ||
| 1877 | associated with the borrower s elect prom pts. For each | |
| 1878 | ||
| 1879 | entry, the following three fie lds will a lso be pro mpted, | |
| 1880 | ||
| 1881 | returning you to thi s prompt u pon comple tion. | |
| 1882 | ASK PHONE/ ROOM | |
| 1883 | YES/NO W hen this b orrower is selected, should | |
| 1884 | ||
| 1885 | users be p rompted to update th eir phone/ room? | |
| 1886 | ASK FOR | |
| 1887 | YES/NO W hen borrow ers are se lected fro m this | |
| 1888 | ASSOCIATED | |
| 1889 | file shoul d users be prompted to enter a n | |
| 1890 | BORROWER | |
| 1891 | associated borrower? For inst ance, you may wish t o | |
| 1892 | ||
| 1893 | use this i n the case of a ward being a b orrower. You | |
| 1894 | ||
| 1895 | may have u sers enter an indivi dual's nam e as an | |
| 1896 | ||
| 1897 | associated borrower. | |
| 1898 | SHOW CHARG ED | |
| 1899 | YES/NO W hen a borr ower from this file is | |
| 1900 | RECORDS | |
| 1901 | selected, should the system di splay all records | |
| 1902 | ||
| 1903 | currently charged to that borr ower? | |
| 1904 | Applicatio n Set-up ( Site Mgr) | |
| 1905 | Miscellane ous Parame ters | |
| 1906 | FILE ROOM | |
| 1907 | Enter the appropriat e staff ke y associat ed | |
| 1908 | STAFF KEY | |
| 1909 | with this applicatio n. Choose from: | |
| 1910 | ||
| 1911 | RT MAS-FR- STAFF | |
| 1912 | ||
| 1913 | RT RAD-FR- STAFF | |
| 1914 | FILE ROOM | |
| 1915 | Enter the appropriat e file roo m supervis or key | |
| 1916 | SUPERVISOR KEY | |
| 1917 | associated with this applicati on. Choos e from: | |
| 1918 | ||
| 1919 | RT MAS-FR- SUPERVISOR | |
| 1920 | ||
| 1921 | RT RAD-FR- SUPERVISOR | |
| 1922 | MISSING RE CORD | |
| 1923 | Enter the mail group which is to receive | |
| 1924 | MAIL GROUP | |
| 1925 | bulletins of missing and delet ed records . | |
| 1926 | CLINIC REQ UESTS | |
| 1927 | Enter the name of th e mail gro up which | |
| 1928 | MAIL GROUP | |
| 1929 | should rec eive the b ulletin ad vising the Clinic | |
| 1930 | ||
| 1931 | Initializa tion backg round job has run. This job m ay | |
| 1932 | ||
| 1933 | be set to run daily through yo ur Record Tracking | |
| 1934 | ||
| 1935 | System Ove rall Param eters opti on to inte rface all | |
| 1936 | ||
| 1937 | scheduled clinic app ointments with recor d | |
| 1938 | ||
| 1939 | requests/p ull lists. | |
| 1940 | CANCELATIO N | |
| 1941 | How you wa nt the fil e room to be notifie d when | |
| 1942 | BULLETIN | |
| 1943 | a record r equest is cancelled? | |
| 1944 | ||
| 1945 | 0 - not no tified | |
| 1946 | ||
| 1947 | 1 - by bul letin to a mail grou p | |
| 1948 | ||
| 1949 | 2 - by pri nting bull etin on th e file roo m's reques t printer | |
| 1950 | ||
| 1951 | 3 - both 1 and 2 | |
| 1952 | CANCELATIO N | |
| 1953 | If cancell ation bull etin was s elected at previous | |
| 1954 | MAIL GROUP | |
| 1955 | prompt, th e name of the mail g roup to re ceive bull etin. | |
| 1956 | TERMINATED | |
| 1957 | Yes/No I f set to Y ES and a u ser is ter minated on | |
| 1958 | BORROWERS | |
| 1959 | the system , the borr owing priv ileges of that user will | |
| 1960 | ||
| 1961 | be revoked when the Clinic Req uest Initi alization | |
| 1962 | ||
| 1963 | Task runs at night. | |
| 1964 | CANCEL REQ UESTS | |
| 1965 | Yes/No I f the prev ious param eter is se t to YES | |
| 1966 | ||
| 1967 | and this p arameter i s set to Y ES, all pe nding requ ests | |
| 1968 | ||
| 1969 | for record s by the t erminated borrower w ill be | |
| 1970 | ||
| 1971 | cancelled when the C linic Requ est Initia lization T ask | |
| 1972 | ||
| 1973 | runs at ni ght. | |
| 1974 | File Room Set-up (Si te Mgr) | |
| 1975 | This optio n is used to define printers, input devi ces and se curity key s for each file room associate d with the respectiv e applicat ions. Ass igning dev ices by fi le room al lows file rooms to b e assigned on entry to Record Tracking m enus witho ut requiri ng user se lection. | |
| 1976 | Field Desc riptions | |
| 1977 | Select FIL E | |
| 1978 | Enter the name of th e file roo m for whic h you are | |
| 1979 | ROOM | |
| 1980 | defining/u pdating pa rameters. This is a multiple | |
| 1981 | ||
| 1982 | field. Fo r each ent ry made, t he followi ng fields will | |
| 1983 | ||
| 1984 | also be as ked, retur ning you t o this pro mpt upon | |
| 1985 | ||
| 1986 | completion . You sho uld enter each file room | |
| 1987 | ||
| 1988 | previously defined. | |
| 1989 | Printers A ssigned to this File Room | |
| 1990 | RECORD BAR CODE | |
| 1991 | Enter the printer fr om your De vice file on which | |
| 1992 | PRINTER | |
| 1993 | record bar codes are to be prin ted for th is file ro om. | |
| 1994 | REQUEST NO TICE | |
| 1995 | Enter the printer fr om your DE VICE file on which | |
| 1996 | PRINTER | |
| 1997 | request no tices shou ld be prin ted. If m ore than o ne | |
| 1998 | ||
| 1999 | device is required, see the ov erview of this secti on. | |
| 2000 | MANAGEMENT | |
| 2001 | Enter the printer fr om your DE VICE file on which | |
| 2002 | REPORT PRI NTER | |
| 2003 | management reports s hould be p rinted for this file | |
| 2004 | ||
| 2005 | room. | |
| 2006 | File Room Set-up (Si te Mgr) | |
| 2007 | CRTs Assig ned to thi s File Roo m | |
| 2008 | Select | |
| 2009 | Enter the input devi ces from y our DEVICE file | |
| 2010 | INPUT DEVI CES | |
| 2011 | which will be inputt ing data f rom this f ile room. Input | |
| 2012 | ||
| 2013 | devices al low the sy stem to de termine th e file roo m | |
| 2014 | ||
| 2015 | when enter ing a reco rd trackin g option. | |
| 2016 | ||
| 2017 | This funct ion includ es virtual devices; i.e., | |
| 2018 | ||
| 2019 | DECservers . Every d evice must have an e ntry in th e | |
| 2020 | ||
| 2021 | DEVICE fil e and the entry must be unique if there are | |
| 2022 | ||
| 2023 | multiple f ile rooms. In the c ase where there is o nly | |
| 2024 | ||
| 2025 | one file r oom, the L TA generic device en try may be | |
| 2026 | ||
| 2027 | used. | |
| 2028 | Security K ey Needed to Select File Room | |
| 2029 | WHICH SECU RITY | |
| 2030 | This field is used t o secure a file room so that o nly | |
| 2031 | KEY IS NEE DED | |
| 2032 | holders of the desig nated secu rity key m ay enter | |
| 2033 | ||
| 2034 | this file room as a borrower o f a record . Choose from: | |
| 2035 | ||
| 2036 | RT MAS-FR- STAFF | |
| 2037 | ||
| 2038 | RT RAD-FR- STAFF | |
| 2039 | File Room/ Remote Set -up (Site Mgr) | |
| 2040 | This optio n is used to define the domain s, remote printers, mail group s and mail routing s ymbols for transmiss ion of rem ote record requests or notice of transfe rs to othe r VA medic al centers . When a request fo r records from anoth er VAMC is generated , a bullet in will be sent by n etwork mai l to that site using the domai n, request notice pr inter, and /or remote mail grou p for that site. If both the mail group and print er are def ined, the bulletin w ill be sen t to both. If neith er are def ined, the bulletin w ill not be sent to t he remote site; howe ver, it wi ll be deli vered loca lly to the user maki ng the req uest. | |
| 2041 | A profile of known e ntries is displayed on enterin g the opti on for ref erence. | |
| 2042 | Field Desc riptions | |
| 2043 | Remote Ins titution P arameters | |
| 2044 | Select INS TITUTION | |
| 2045 | Enter the name of th e remote i nstitution for which you | |
| 2046 | ||
| 2047 | are defini ng/updatin g paramete rs. For e ach entry | |
| 2048 | ||
| 2049 | made, the following fields wil l also be asked, ret urning | |
| 2050 | ||
| 2051 | you to thi s prompt u pon comple tion. | |
| 2052 | DOMAIN | |
| 2053 | Enter the valid DOMA IN file en try for th e remote | |
| 2054 | ||
| 2055 | institutio n. | |
| 2056 | REQUEST NO TICE | |
| 2057 | Enter the printer fr om the rem ote site's DEVICE | |
| 2058 | PRINTER | |
| 2059 | file where the syste m will pri nt request s for reco rds. | |
| 2060 | REMOTE MAI L | |
| 2061 | Enter the name of th e mail gro up (1-30 | |
| 2062 | GROUP | |
| 2063 | characters ) at the r emote site which wil l receive the | |
| 2064 | ||
| 2065 | record req uest bulle tin. | |
| 2066 | MAIL ROUTI NG | |
| 2067 | Enter the standard m ail routin g symbol. It is not | |
| 2068 | SYMBOL | |
| 2069 | used by ne twork mail but is in cluded for use with non- | |
| 2070 | ||
| 2071 | electronic mail. | |
| 2072 | Imaging Ar ea Set-up (Site Mgr) | |
| 2073 | This optio n is used to enter/u pdate barc ode printe rs and inp ut devices for each imaging ar ea defined . | |
| 2074 | Field Desc riptions | |
| 2075 | Select Rec eption/ | |
| 2076 | Enter the name of th e receptio n/viewing area being | |
| 2077 | Viewing Ra ck Area | |
| 2078 | defined/up dated. Th is is a mu ltiple fie ld. For e ach | |
| 2079 | ||
| 2080 | entry in t his field, the follo wing two f ields will be | |
| 2081 | ||
| 2082 | prompted, returning you to thi s prompt u pon | |
| 2083 | ||
| 2084 | completion . You sho uld enter and define parameter s | |
| 2085 | ||
| 2086 | for each i maging are a to be as sociated w ith your | |
| 2087 | ||
| 2088 | applicatio n. | |
| 2089 | RECORD | |
| 2090 | Enter the printer fr om your DE VICE file which | |
| 2091 | BARCODE | |
| 2092 | will be us ed to prin t record b arcode lab els for | |
| 2093 | PRINTER | |
| 2094 | this imagi ng area. | |
| 2095 | Select INP UT | |
| 2096 | Enter the input devi ces which will be us ed to | |
| 2097 | DEVICES | |
| 2098 | input data from this imaging a rea. This is a mult iple | |
| 2099 | ||
| 2100 | field. En tries at t his prompt are optio nal; howev er, it | |
| 2101 | ||
| 2102 | is recomme nded that devices be entered t o prevent | |
| 2103 | ||
| 2104 | routine us ers in the se areas f rom being prompted f or | |
| 2105 | ||
| 2106 | their imag ing area e ach time t hey sign i nto Record | |
| 2107 | ||
| 2108 | Tracking. | |
| 2109 | Initializa tion Menu | |
| 2110 | The initia lization o f records and borrow ers is a v ery import ant phase to the ini tial insta llation pr ocess of R ecord Trac king. Sev eral thing s need to be conside red prior to embarki ng on this phase. | |
| 2111 | Records In itializati on/Printin g of Barco de Labels | |
| 2112 | Do you wis h to print barcode l abels for your entir e database all at on ce? All i nactive pa tients wil l be inclu ded; expir ed patient s will not . | |
| 2113 | Patients w ith multip le volumes will need to be ide ntified an d those ad ditional v olumes cre ated in th e system l ater with barcode la bels print ed. The l abels gene rated by t he initial ization pr ocess shou ld be plac ed on Volu me 1 since this is t he volume with which the syste m will ass ociate tho se labels. | |
| 2114 | You should use high quality la bels that are large enough to allow whit e space (a bout 1 inc h) around the barcod e itself. It is rec ommended y ou use 2 1 5/16" X 5" labels. | |
| 2115 | Placement of the lab els on rec ords jacke ts is impo rtant. To minimize the chance s of label s peeling back, plac ement shou ld be as c lose to th e center o f the jack et as poss ible. | |
| 2116 | Record Tra cking allo ws two Req uest Notic e Printers and/or tw o Record B arcode Pri nters to b e set up f or a file room. To implement this, crea te two dev ices with the same n ames, endi ng the dev ice name w ith "RTHG1 " and "RTH G2" in you r DEVICE f ile. To i mplement b oth Reques t Notice a nd Request Barcode d ual printe rs, you wo uld use na mes such a s "Request RTHG1" an d "Request RTHG2" or "Label RT HG1" and " Label RTHG 2". When this is im plemented, the patie nts with e ven social security numbers wi ll print o n one prin ter and od d social s ecurity nu mbers will print on the other. Add the device "xx xRTHG1" to the file room's Req uest Notic e Printer or Record Barcode Pr inter para meter fiel d using th e Computer Site Mana ger's Menu , File Roo m Set-up ( Site Mgr) option. | |
| 2117 | Initializa tion Menu | |
| 2118 | Borrower I nitializat ion | |
| 2119 | During the borrower initializa tion proce ss, all ac tive clini cs, wards and person s in the H OSPITAL LO CATION, WA RD LOCATIO N, and NEW PERSON fi les will b e initiali zed as bor rowers. T here may b e other ar eas which you will w ant to als o initiali ze. In or der to do this, it w ill first be necessa ry to ente r those ar eas into t he appropr iate file, assigning them a ty pe of OTHE R. Exampl es of such borrowers would be Correspond ence Unit, Tumor Reg istry, Det ails Offic e, and Doc tor's Read ing Room. | |
| 2120 | Below is a listing o f the char acteristic s used for some of t he more co mmon barco de printer s. | |
| 2121 | DATASOUTH | |
| 2122 | In order t o print ba rcodes wit h the DATA SOUTH ther e are two functions that need to be set on the pri nter: l) function 2 set to 18 (the numb er of line s on the l abel) 2) function 7 0 set to 1 (enables barcode pr inting). | |
| 2123 | NAME: P-DA TA SOUTH/2 20 BARCODE | |
| 2124 | FORM FEED: # | |
| 2125 | PAGE LENGT H: 18 | |
| 2126 | BACK SPACE : $C(8) | |
| 2127 | DESCRIPTIO N: DS220 W ITH BARCOD E | |
| 2128 | BAR CODE O FF: *94,"G ",!,?6,"*" ,X,"*" | |
| 2129 | BAR CODE O N: *94,"H0 8",*94,"BX A" | |
| 2130 | MT290 | |
| 2131 | The MT290 needs to h ave the ba rcode cart ridge in p lace. The n program the printe r at the p anel so: l) unsecur e mode (ye s) 2) comp ressed pri nt (yes) 3) double pass (no). | |
| 2132 | NAME: P-MT 290 W/BARC ODE | |
| 2133 | RIGHT MARG IN: 80 | |
| 2134 | FORM FEED: #,*27,"[1 8t" | |
| 2135 | PAGE LENGT H: 18 | |
| 2136 | BACK SPACE : $C(8) | |
| 2137 | DESCRIPTIO N: BARCODE FOR MT290 | |
| 2138 | BAR CODE O FF: "*",!! ,?5,$S($D( X):X,l:"") ,! | |
| 2139 | BAR CODE O N: *26,*32 ,"F5;001" *25,*20,"* " | |
| 2140 | Initializa tion Menu | |
| 2141 | FACIT | |
| 2142 | The FACIT is ready t o use as i s. | |
| 2143 | NAME: P-FA CIT | |
| 2144 | RIGHT MARG IN: 80 | |
| 2145 | FORM FEED: #,*27,"[1 8t" | |
| 2146 | PAGE LENGT H: 18 | |
| 2147 | BACK SPACE : $C(8) | |
| 2148 | DESCRIPTIO N: P-FACIT /SLAVE | |
| 2149 | BAR CODE O FF: *12,!, ?10,"*",X, "*",*12 | |
| 2150 | BAR CODE O N: *27,*50 ,*50,*27,* 53,*52,*26 ,*39,*79," @" | |
| 2151 | Initializa tion Menu | |
| 2152 | Barcode La bels for A ll Patient s | |
| 2153 | The Barcod e Labels f or All Pat ient optio n is used to print r ecord barc ode labels for all p atients in your data base. The process w ill also c reate reco rds for th ose patien ts added t o the syst em after r ecord init ialization has taken place; ho wever, it should not be used w ithout rec ord initia lization h aving been completed . | |
| 2154 | At multi-d ivisional facilities , you may specify fo r which di vision you want the labels to print. La bels may b e printed in alphabe tical or t erminal di git order. Terminal digit ord er allows you to pri nt a batch at a time whereas t he alphabe tical sort will perf orm the en tire run a ll at once . In orde r to run b y terminal digit, th e Terminal Digit Sor t Global m ust have b een run. | |
| 2155 | In termina l digit so rting, dig its of the SSN are g rouped as follows: | |
| 2156 | REGIONAL TERTIAR Y SECO NDARY TERMINAL | |
| 2157 | CODE DIGIT DIGI T DIGIT | |
| 2158 | 435 15 00 23 | |
| 2159 | The system works fro m right to left, loo king at th e terminal digit, th e secondar y digit, t he tertiar y digit, a nd lastly the region al code. Thus, 000 00 0123 wo uld be pri nted befor e 000 00 0 823. All patients w ith social security numbers in the PATIE NT/RADIOLO GY PATIENT files wou ld be incl uded in th is run wit h the exce ption of e xpired pat ients. It will take approxima tely 1 hou r for ever y 1,000 pa tients. | |
| 2160 | Initializa tion Menu | |
| 2161 | Borrower I nitializat ion | |
| 2162 | This optio n initiali zes all ac tive clini cs, wards and provid ers in you r Location and Provi der files, placing t hem in the Borrowers /File Area s file. | |
| 2163 | IT IS IMPO RTANT TO N OTE THAT A LL BORROWE RS WILL ST ILL NEED T O BE ENTER ED BY THE APPLICATIO N COORDINA TOR THROUG H THE BORR OWER SET-U P OPTION O F THE SYST EM DEFINIT ION MENU. | |
| 2164 | Initializa tion Menu | |
| 2165 | Clinic Req uest Initi alization | |
| 2166 | This optio n checks a ll clinic appointmen ts and req uests reco rds/x-rays if requir ed by the clinic set -up. The option is normally o nly used w hen your A utomatic C linic Init ializer ba ckground j ob fails t o run. | |
| 2167 | Initializa tion Menu | |
| 2168 | Compile Te rminal Dig it Sort Gl obal | |
| 2169 | This optio n is a pre liminary s tep prior to printin g barcode labels. I t is neces sary if yo u plan to print them in termin al digit o rder, as i t sets up the mechan ism by whi ch they wi ll be sort ed. It wi ll take ap proximatel y 1 1/2 ho urs for 44 ,000 entri es. This option can also be u sed to sel ect a rang e of recor ds for gen erating re cord retir ement pull lists. | |
| 2170 | Initial ut ilization of this op tion | |
| 2171 | Do you wis h to queue a job tha t will com pile globa l? No// YE S | |
| 2172 | Subsequent utilizati on of this option | |
| 2173 | The ^UTILI TY ("RTDPT SORT") glo bal alread y exists. | |
| 2174 | Compilatio n started: AUG 2, 1990@13:11 | |
| 2175 | finished: AUG 2, 1990@13:13 | |
| 2176 | Do you wis h to queue a job tha t will com pile globa l? No// YE S | |
| 2177 | Initializa tion Menu | |
| 2178 | Delete Ter minal Digi t Sort Glo bal | |
| 2179 | After init ial printi ng, the Te rminal Dig it Sort gl obal is no longer us ed by the system and may be de leted thro ugh this o ption. | |
| 2180 | Initializa tion Menu | |
| 2181 | Initialize Records ( NO LABELS) | |
| 2182 | This optio n is used to create the record s which wi ll be trac ked by Rec ord Tracki ng. Using patients in the Pat ient file or Radiolo gy Patient file (dep ending upo n the appl ication fo r which yo u are init ializing r ecords) as a base, i t will cre ate record s accordin g to speci fications made in yo ur Applica tion Set-u p. One vo lume of ea ch default record (V olume 1) a nd linked record (if defined) will be cr eated for each patie nt in the appropriat e file. U pon creati on of thes e records, an entry is made in the Recor ds file (# 190) and t he Record Movement H istory fil e (#190.3) . It will be necess ary to ide ntify thos e patients having mu ltiple vol umes and c reate thos e records, along wit h their ba rcode labe ls, at a l ater date. This opt ion does n ot print b arcode lab els. | |
| 2183 | Should it be necessa ry to rest art this j ob, you ma y do so by accepting the defau lt at the initial pr ompt ("Sta rt at DFN" ) as the s ystem will store the DFN corre sponding t o the last patient r ecord crea ted. You may wish t o queue th is job to run during off hours . | |
| 2184 | Initializa tion Menu | |
| 2185 | Inpatient Barcode La bels Only | |
| 2186 | The Inpati ent Barcod e Labels O nly option is used t o print re cord barco de labels for inpati ents in yo ur databas e. The pr ocess will also crea te records for those patients added to t he system after reco rd initial ization ha s taken pl ace; howev er, it sho uld not be used with out record initializ ation havi ng been co mpleted. | |
| 2187 | At multi-d ivisional facilities , you may specify fo r which di vision you want the labels to print. La bels may b e printed in alphabe tical or t erminal di git order. Terminal digit ord er allows you to pri nt a batch at a time whereas t he alphabe tical sort will perf orm the en tire run a ll at once . In orde r to run B Y terminal digit, th e Terminal Digit Sor t Global m ust have b een run. | |
| 2188 | In termina l digit so rting, dig its of the SSN are g rouped as follows: | |
| 2189 | REGIONAL TERTIAR Y SECO NDARY TERMINAL | |
| 2190 | CODE DIGIT DIGI T DIGIT | |
| 2191 | 435 15 00 23 | |
| 2192 | The system works fro m right to left, loo king at th e terminal digit, th e secondar y digit, t he tertiar y digit, a nd lastly the region al code. Thus, 000 00 0123 wo uld be pri nted befor e 000 00 0 823. All patients w ith social security numbers in the PATIE NT/RADIOLO GY PATIENT files wou ld be incl uded in th is run wit h the exce ption of e xpired pat ients. It will take approxima tely 1 hou r for ever y 1,000 pa tients. | |
| 2193 | Initializa tion Menu | |
| 2194 | Single Cli nic Reques t Initiali zation | |
| 2195 | The Single Clinic Re quest Init ialization option ch ecks all a ppointment s for the selected c linic and requests r ecords/x-r ays if req uired by t he clinic set-up. T his option is simila r to the C linic Requ est Initia lization o ption exce pt that it is run fo r a specif ic clinic. You may wish to us e this if you have a clinic no w requirin g records which prev iously did not. | |
| 2196 | Purge Data | |
| 2197 | This optio n is used to purge c ertain dat a specific to Record Tracking. It is re commended purges not be perfor med the fi rst month Record Tra cking is l ive. Afte r that, re gular purg ing should be done. How often you purge will depe nd upon th e amount o f availabl e disk spa ce as well as the am ount of ac tivity in Record Tra cking. Pu rges shoul d be run o n the same CPU as th e RT and R TV globals and not a t the same time the Automatic Clinic Ini tializatio n backgrou nd job is being run. You may schedule r egular pur ging throu gh the Tas kMan if yo u wish. | |
| 2198 | Purges are done by r ecord type , based on the speci fications set up in the Type o f Record S et-up opti on of the System Def inition Me nu. For e ach record type, the following purge par ameters wi ll be set: | |
| 2199 | OK TO PURG E DATA? | |
| 2200 | PULL LIST PURGE CUTO FF (days) | |
| 2201 | REQUEST PU RGE CUTOFF (days) | |
| 2202 | # PREVIOUS MOVEMENTS TO RETAIN | |
| 2203 | Upon enter ing this o ption a pu rge profil e will be displayed, reflectin g the purg e paramete rs set up for each r ecord type . You wil l be given the oppor tunity to edit these if you wi sh, then p rompted fo r which da ta should be purged (pull list , requests , movement logs). T he data sp ecified fo r purging through th e Overall Purge Para meters wil l only be purged for those rec ord types for which the OK TO PURGE DATA field has been set to YES. Y ou may pur ge all dat a for all record typ es, or spe cify certa in record types and data to be purged. | |
| 2204 | Re-Compile Templates | |
| 2205 | This optio n allows R T template s to be re compiled o n each CPU after run ning an in it. It wi ll recompi le the cro ss-referen ce templat es in addi tion to th e input an d print te mplates us ed by File Man. Inpu t and prin t template s have the RTC* name space. Cr oss-refere nce templa tes have t he RTX* na mespace an d are as f ollows: | |
| 2206 | RECORDS FI LE #1 90 R TXR* | |
| 2207 | REQUESTED RECORDS #1 90.1 R TXQ* | |
| 2208 | RECORD MOV EMENT HIST ORY #1 90.3 R TXM* | |
| 2209 | PULL LIST #1 94.2 R TXP* | |
| 2210 | BORROWERS/ FILE AREAS #1 95.9 R TXB* | |
| 2211 | Record Tra cking Syst em Overall Parameter s | |
| 2212 | This optio n is the f inal step in the ini tializatio n process. An impor tant aspec t of this option is the interf acing of R ecord Trac king (Medi cal Admini stration a nd Radiolo gy applica tions) wit h the Sche duling pac kage, such that reco rd request s are crea ted for sc heduled cl inic appoi ntments an d placed o n the appr opriate pu ll list. This will be transpa rent to th e user and may be ac complished in one of two ways. Record r equests ma y either b e created continuall y in the b ackground as clinic appointmen ts are sch eduled, or you may s chedule a background job to ru n once eac h evening. Scheduli ng a backg round job to run onc e each eve ning is th e preferre d method. This is d one throug h TaskMan as well as via this option by setting th e paramete r BATCH RE CORD/XRAY REQUESTS t o YES. At the next prompt, BA TCH REQUES TS CUTOFF (days), yo u will spe cify the n umber of d ays into t he future the system should lo ok at sche duled appo intments a nd make co rrespondin g record r equests. This param eter shoul d be set t o a time s pan which will cover the lead time the f ile room w ill need t o pull rec ords. Eac h time thi s job runs , a MailMa n message is generat ed to the mail group specified in the CL INIC REQUE STS MAIL G ROUP field of the Ap plication Set-up opt ion, Compu ter Site M anager Men u. If thi s message is not rec eived, the job shoul d be run m anually th rough the Clinic Req uest Initi alization option of the Comput er Site Ma nager Menu . The fin al step of this proc ess is set ting the I NTERFACE S TATUS to Y ES for eac h applicat ion. | |
| 2213 | Field Desc riptions | |
| 2214 | Parameters Used by A ll Applica tions | |
| 2215 | QUEUE THRE SHOLD | |
| 2216 | This appli es to reco rds select ed for tra nsaction | |
| 2217 | ||
| 2218 | through op tions on t he Transac tion Menu; i.e., | |
| 2219 | ||
| 2220 | charge-out , check-in , etc. Yo u should e nter the | |
| 2221 | ||
| 2222 | number of records wh ich must b e selected for | |
| 2223 | ||
| 2224 | transactio n in order for that transactio n to be | |
| 2225 | ||
| 2226 | queued to run, rathe r than acc omplished at time | |
| 2227 | ||
| 2228 | of entry t hus possib ly causing a system slowdown. | |
| 2229 | ||
| 2230 | Enter a nu mber betwe en 0 and 9 999. You may | |
| 2231 | ||
| 2232 | wish to en ter a low number to reduce slo w down of | |
| 2233 | ||
| 2234 | the system when larg e quantiti es of reco rds are | |
| 2235 | ||
| 2236 | selected f or transac tion. Two is recomm ended. | |
| 2237 | Record Tra cking Syst em Overall Parameter s | |
| 2238 | OPERATING | |
| 2239 | Enter the operating condition. Choose f rom: | |
| 2240 | CONDITIONS | |
| 2241 | ||
| 2242 | 'N'ORMAL | |
| 2243 | ||
| 2244 | 'E'MERGENC Y (NORMAL COMPUTER D OWN) (if | |
| 2245 | ||
| 2246 | set to "E" user will be prompt ed to ente r a device each | |
| 2247 | ||
| 2248 | time one i s needed) | |
| 2249 | ||
| 2250 | Under norm al conditi ons, the s ystem uses the | |
| 2251 | ||
| 2252 | parameters set up in Files #19 5.1, #195. 2, and #19 5.9 | |
| 2253 | ||
| 2254 | to determi ne which i nput and p rinter dev ices to us e. | |
| 2255 | ||
| 2256 | Under emer gency cond itions, th e system i gnores all | |
| 2257 | ||
| 2258 | the locati on paramet ers set up and promp ts the use r | |
| 2259 | ||
| 2260 | for this i nformation . | |
| 2261 | NULL QUEUI NG | |
| 2262 | This field applies o nly when y ou will NO T be | |
| 2263 | DEVICE | |
| 2264 | scheduling a backgro und job to run each evening | |
| 2265 | ||
| 2266 | to create record req uests for scheduled clinic | |
| 2267 | ||
| 2268 | appointmen ts. (It s hould be l eft blank if you wil l be | |
| 2269 | ||
| 2270 | scheduling a backgro und job to run each night.) T his | |
| 2271 | ||
| 2272 | field allo ws you to define a q ueuing dev ice (usual ly a | |
| 2273 | ||
| 2274 | port) wher e queued j obs should be sent. | |
| 2275 | BATCH RECO RD/ | |
| 2276 | YES/NO D o you wish all recor d/x-ray re quests to | |
| 2277 | XRAY REQUE STS | |
| 2278 | be process ed immedia tely or ba tched? YE S to batch | |
| 2279 | ||
| 2280 | requests, NO to proc ess immedi ately. If YES, the next | |
| 2281 | ||
| 2282 | prompt is used to sp ecify the number of future day s | |
| 2283 | ||
| 2284 | into which the syste m should l ook when g athering | |
| 2285 | ||
| 2286 | such recor d requests . | |
| 2287 | BATCH REQU ESTS | |
| 2288 | This field operates in conjunc tion with a schedule d | |
| 2289 | CUTOFF (da ys) | |
| 2290 | job which will run e ach night where Reco rd Trackin g | |
| 2291 | ||
| 2292 | looks at t he Schedul ing module to see wh at appoint ments | |
| 2293 | ||
| 2294 | have been scheduled and makes the approp riate | |
| 2295 | ||
| 2296 | record re quests and places th em on the appropriat e pull lis ts. | |
| 2297 | ||
| 2298 | At this pr ompt, you should ent er the num ber of day s into the future | |
| 2299 | ||
| 2300 | the system should lo ok (1-9). Automatic default i s 5. An | |
| 2301 | ||
| 2302 | associated MailMan m essage wil l be gener ated | |
| 2303 | ||
| 2304 | advising t hat this j ob has run . If you do not rec eive | |
| 2305 | ||
| 2306 | this messa ge, you sh ould run t he Clinic Request | |
| 2307 | ||
| 2308 | Initializa tion optio n on the C omputer Si te Manager | |
| 2309 | ||
| 2310 | Menu. | |
| 2311 | Record Tra cking Syst em Overall Parameter s | |
| 2312 | LABEL PRIN TER | |
| 2313 | This field has been provided t o allow th e label | |
| 2314 | COOLER | |
| 2315 | printer to hang for a specifie d amount o f time eve ry | |
| 2316 | ||
| 2317 | 100 patien ts. You s hould ente r the numb er of minu tes | |
| 2318 | ||
| 2319 | you wish t he printer to hang b efore begi nning agai n. | |
| 2320 | INSTITUTIO N/ | |
| 2321 | This is th e station number of the site. Once this | |
| 2322 | STATION NU MBER | |
| 2323 | has been s elected, i t should n ever be ch anged as t his | |
| 2324 | ||
| 2325 | value is e ncoded in the barcod es for all records i n the | |
| 2326 | ||
| 2327 | system. | |
| 2328 | MAS Parame ters | |
| 2329 | RECORD TYP E | |
| 2330 | Enter the record typ e (as defi ned in Rec ord Type | |
| 2331 | FOR MEDICA L | |
| 2332 | Set-up) wh ich should be create d for the medical | |
| 2333 | RECORD | |
| 2334 | record. | |
| 2335 | MAS INTERF ACE | |
| 2336 | This is th e final st ep in init ializing t he MAS | |
| 2337 | STATUS | |
| 2338 | applicatio n. When s et to UP, the system will be | |
| 2339 | ||
| 2340 | live. Cho ose from: 0-Down 1-Up. | |
| 2341 | Film Jacke t Tracking Parameter s | |
| 2342 | RECORD TYP E | |
| 2343 | Enter the record typ e (as defi ned in Rec ord Type | |
| 2344 | FOR MASTER | |
| 2345 | Set-up) wh ich should be create d for the master | |
| 2346 | JACKET | |
| 2347 | jacket. | |
| 2348 | RADIOLOGY | |
| 2349 | This is th e final st ep in init ializing t he Radiolo gy | |
| 2350 | INTERFACE STATUS | |
| 2351 | Applicatio n. When s et to UP, the system will be | |
| 2352 | STATUS | |
| 2353 | live. Cho ose from: 0-Down 1-Up. | |
| 2354 | A MailMan message wi ll be gene rated each time the automatic CLINIC REQ UEST INITI ALIZATION job is run . It will be sent t o the mail group spe cified thr ough the C LINIC REQU ESTS MAIL GROUP fiel d of the A pplication Set-up op tion, Comp uter Site Manager' M enu. | |
| 2355 | Film Track ing Specif ic Menu | |
| 2356 | Overview | |
| 2357 | The Film T racking Sp ecific and MAS Speci fic Set-Up Menus hav e been pro vided for users who routinely use both a pplication s of Recor d Tracking (Radiolog y and Medi cal Admini stration) in their d aily activ ities. Fo r example, an MAS cl inic clerk may need to request both Radi ology and MAS record s and view the recor d profiles of each. Ordinaril y such a u ser would need to ex it and ree nter Recor d Tracking in order to gain ac cess to th e other ap plication. Assignin g the user options f rom either of these menus will allow the m to rever t back and forth bet ween appli cations wi thout havi ng to do t his. | |
| 2358 | With the e xception o f the Fill Next Clin ic Request and Admit ting Area Chart Requ est option s on the M AS Specifi c Set-Up M enu, the o ptions in these menu s appear e lsewhere i n Record T racking; h owever the y have bee n renamed here in or der to be applicatio n specific . When a user calls up one of these opt ions, the system aut omatically associate s it with the correc t applicat ion. | |
| 2359 | The Site M anager sho uld note t hat this f unction is intended for users having a v ariety of Record Tra cking opti ons on the ir menu bu t not the RT Overall Menu. Us ers having the RT Ov erall Menu must spec ify an app lication u pon enteri ng Record Tracking a nd options from eith er of thes e two menu s will the n only wor k within t heir inten ded applic ation. | |
| 2360 | Below is a brief des cription o f each opt ion contai ned in thi s menu. | |
| 2361 | IMAGING AR EA SET-UP - Used to enter/edit and defin e/update p arameters for each R adiology i maging are a | |
| 2362 | JACKET PRO FILE - Pro vides an a bbreviated on-line l isting of all Radiol ogy record s for a sp ecified pa tient. | |
| 2363 | REQUEST FI LM JACKETS - Used to enter a r equest for a patient 's Radiolo gy record. | |
| 2364 | Imaging Ar ea Set-up | |
| 2365 | This optio n is used to enter/e dit and de fine/updat e paramete rs for eac h Radiolog y imaging area. Ima ging areas entered t hrough thi s option b ecome part of your H OSPITAL LO CATION fil e (#44). They also become par t of your Borrowers/ File Areas file (#19 5.9). | |
| 2366 | Field Desc riptions | |
| 2367 | Select Rec eption | |
| 2368 | Enter name of new or existing imaging ar ea for | |
| 2369 | Viewing/Ra ck Area | |
| 2370 | which you wish to de fine or up date param eters. Th is | |
| 2371 | ||
| 2372 | is a multi ple field. For each entry mad e into thi s | |
| 2373 | ||
| 2374 | field, the following fields wi ll also be prompted, | |
| 2375 | ||
| 2376 | returning you to thi s prompt u pon comple tion. You | |
| 2377 | ||
| 2378 | should ent er each im aging area which wil l be | |
| 2379 | ||
| 2380 | associated with your applicati on. | |
| 2381 | ARE YOU AD DING | |
| 2382 | YES/NO - T his prompt will only appear if your | |
| 2383 | {Imaging A rea} | |
| 2384 | entry at t he previou s prompt w as a new e ntry. | |
| 2385 | AS A NEW H OSPITAL | |
| 2386 | LOCATION? | |
| 2387 | PHONE # | |
| 2388 | Enter the telephone number of this area. | |
| 2389 | LOCATION/R OOM # | |
| 2390 | Enter the location/r oom # of t his area. | |
| 2391 | BORROWING | |
| 2392 | Enter the borrowing privileges of this a rea. | |
| 2393 | PRIVILEGES | |
| 2394 | Choose fro m: | |
| 2395 | ||
| 2396 | 'N'ORMAL | |
| 2397 | ||
| 2398 | 'I'NACTIVA TED | |
| 2399 | ||
| 2400 | 'R'EVOKED | |
| 2401 | Hospital L ocation Fi le Paramet ers | |
| 2402 | NAME | |
| 2403 | You may re name the i maging are a at this prompt, | |
| 2404 | ||
| 2405 | or accept the defaul t and cont inue. Unl ess you ho ld | |
| 2406 | ||
| 2407 | the proper FileMan a ccess, you will be u nable to d elete | |
| 2408 | ||
| 2409 | an imaging area. Se e your sit e manager should thi s | |
| 2410 | ||
| 2411 | be necessa ry. | |
| 2412 | Imaging Ar ea Set-up | |
| 2413 | INSTITUTIO N | |
| 2414 | Institutio n (from yo ur Institu tion file) with | |
| 2415 | ||
| 2416 | which this imaging a rea is ass ociated. | |
| 2417 | Select SYN ONYM | |
| 2418 | Enter the synonym by which thi s imaging area is | |
| 2419 | ||
| 2420 | known. | |
| 2421 | Record Req uest to be Made When Making an Appt or R egistering a Pt | |
| 2422 | REQUESTS F OR | |
| 2423 | Borrower's name to b e associat ed with re quests | |
| 2424 | WHICH BORR OWER | |
| 2425 | from this area. You r entry at the first prompt wi ll | |
| 2426 | ||
| 2427 | appear as a default; however y ou may ent er a diffe rent | |
| 2428 | ||
| 2429 | one if you wish. | |
| 2430 | ARE RECORD S | |
| 2431 | YES/NO - W hen patien ts report to this ar ea, are | |
| 2432 | REQUIRED | |
| 2433 | records re quired? I f YES, you will proc eed throug h | |
| 2434 | ||
| 2435 | the follow ing three prompts. | |
| 2436 | Select REC ORD | |
| 2437 | Enter each record ty pe(s) whic h will be needed in | |
| 2438 | TYPE NEEDE D | |
| 2439 | associatio n with vis its. This is a mult iple field , and | |
| 2440 | ||
| 2441 | you may sp ecify more than one record typ e. | |
| 2442 | RECORD TYP E | |
| 2443 | Your entry at "Selec t RECORD T YPE NEEDED " | |
| 2444 | NEEDED | |
| 2445 | will appea r as a def ault. If incorrect you may en ter | |
| 2446 | ||
| 2447 | the correc t record t ype at thi s prompt; otherwise, you | |
| 2448 | ||
| 2449 | may accept the defau lt by ente ring <RET> . | |
| 2450 | VOLUMES | |
| 2451 | Enter the volumes of this reco rd type wh ich will b e | |
| 2452 | REQUIRED | |
| 2453 | required i n associat ion with t hese visit s. Choose from: | |
| 2454 | ||
| 2455 | 'A'LL | |
| 2456 | ||
| 2457 | 'L'AST | |
| 2458 | ||
| 2459 | 'N'ONE | |
| 2460 | Imaging Ar ea Set-up | |
| 2461 | Scheduled Admissions Borrowers | |
| 2462 | SCHEDULED | |
| 2463 | YES/NO I f YES, whe n an entry in the SC HEDULED | |
| 2464 | ADMISSION | |
| 2465 | ADMISSIONS file has a type WAR D and the ward | |
| 2466 | BORROWER | |
| 2467 | location m atches thi s ward loc ation borr ower, a pu ll | |
| 2468 | ||
| 2469 | list will be created for this ward locat ion borrow er | |
| 2470 | ||
| 2471 | or associa ted borrow er. | |
| 2472 | TREATING | |
| 2473 | BORROWER/F ILE AREA e ntry If an entry i n | |
| 2474 | SPECIALTY | |
| 2475 | the SCHEDU LED ADMISS IONS file has a type | |
| 2476 | ||
| 2477 | TREATING S PECIALTY a nd the tre ating | |
| 2478 | ||
| 2479 | specialty matches th is borrowe r's treati ng | |
| 2480 | ||
| 2481 | specialty, a pull li st will be created f or this | |
| 2482 | ||
| 2483 | borrower o r associat ed borrowe r. | |
| 2484 | Jacket Pro file | |
| 2485 | This optio n provides an abbrev iated on-l ine listin g of all r ecords for a specifi ed patient . It is t he same li sting whic h is displ ayed throu ghout the Record Tra cking pack age when a patient n ame is key board ente red rather than a ba rcode bein g wanded. | |
| 2486 | This optio n displays several l ines of de mographic data relat ed to the patient. For each r ecord (lis ted by rec ord type), the volum e number, current bo rrower, da te/time ch arged to t hat borrow er and pho ne/room of the borro wer will b e shown. Whenever a record is inactive (as a resu lt of bein g transfer red to ano ther facil ity or ina ctivated) or charged to a borr ower as a result of being on a pull list , it will be so anno tated bene ath the re cord. Ass ociated bo rrowers ma y also be shown. | |
| 2487 | Request Fi lm Jackets | |
| 2488 | The Reques t Film Jac kets optio n is used to enter a request f or a patie nt's recor d. The us er may req uest a sin gle record , multiple records o r a range of records for a pat ient. He/ she may re quest the record for the curre nt time or a date/ti me in the future. T he person/ location b orrowing t he record must be in the Borro wer file. | |
| 2489 | Dependent on how the site para meter is s et at your facility, the curre nt borrowe r of a rec ord may en ter a requ est for th at record for a futu re date. This may b e done by wanding th e record's barcode l abel or by keyboard entry. Us e of the b arcode lab el reader is the fas test and m ost accura te method of request . | |
| 2490 | When recor d selectio n is made by enterin g a patien t's name, the system displays the Patien t Profile and Short Record Inq uiry. Thi s inquiry is a list of the req uestable r ecords for that pati ent in tha t applicat ion. If a record ty pe has bee n defined as unreque stable thr ough your site param eters, it will not b e displaye d in the S hort Recor d Inquiry. If the r ecord requ ested has been inact ivated or transferre d out to a nother fac ility, it will not b e displaye d in the i nquiry. W anding the barcode l abel of an unrequest able recor d will res ult in the message, "No match found" bei ng display ed. After the recor d(s) is se lected, a request pr ofile will be displa yed for ea ch record. This inc ludes the current lo cation of the record , the home file room of the re cord, rece nt pending requests, etc. A s equential request nu mber is au tomaticall y assigned by the sy stem for e ach record requested . | |
| 2491 | MAS Specif ic Set-up Menu | |
| 2492 | Overview | |
| 2493 | The Film T racking Sp ecific and MAS Speci fic Set-Up Menus hav e been pro vided for users who routinely use both a pplication s of Recor d Tracking (Radiolog y and Medi cal Admini stration) in their d aily activ ities. Fo r example, an MAS cl inic clerk may need to request both Radi ology and MAS record s and view the recor d profiles of each. Ordinaril y such a u ser would need to ex it and ree nter Recor d Tracking in order to gain ac cess to th e other ap plication. Assignin g the user options f rom either of these menus will allow the m to rever t back and forth bet ween appli cations wi thout havi ng to do t his. | |
| 2494 | With the e xception o f the Fill Next Clin ic Request and Admit ting Area Chart Requ est option s on the M AS Specifi c Set-Up M enu, the o ptions in these menu s appear e lsewhere i n Record T racking; h owever the y have bee n renamed here in or der to be applicatio n specific . When a user calls up one of these opt ions, the system aut omatically associate s it with the correc t applicat ion. | |
| 2495 | The Site M anager sho uld note t hat this f unction is intended for users having a v ariety of Record Tra cking opti ons on the ir menu bu t not the RT Overall Menu. Us ers having the RT Ov erall Menu must spec ify an app lication u pon enteri ng Record Tracking a nd options from eith er of thes e two menu s will the n only wor k within t heir inten ded applic ation. | |
| 2496 | Below is a brief des cription o f each opt ion contai ned in thi s menu. | |
| 2497 | RE-CHARGE A CHART - Used to re cord trans fer of tho se records charged f rom the fi le room fr om one bor rower to a nother. | |
| 2498 | CHART REQU EST - Used to enter a request for a pati ent's MAS record. | |
| 2499 | ADMITTING AREA CHART REQUEST - Used to r equest rec ords from an MAS adm itting are a. | |
| 2500 | ADMITTING AREA SET-U P - Used t o enter/ed it and def ine/update parameter s for each MAS admit ting area. | |
| 2501 | CREATE MAS LABELS/RE CORDS/VOLU MES - Used to print barcode la bels and/o r create n ew MAS rec ords or ad ditional v olumes for a patient . | |
| 2502 | FILL NEXT CLINIC REQ UEST - All ows fillin g of subse quent MAS record req uests for patients h aving mult iple appoi ntments on the same day. | |
| 2503 | PROFILE OF CHARTS - Provides a n abbrevia ted on-lin e listing of all MAS records f or a speci fied patie nt. | |
| 2504 | Re-Charge a Chart | |
| 2505 | The Re-Cha rge a Char t option i s used to record tra nsfer of t hose recor ds charged from the file room from one b orrower to another. It is for use with in-house b orrowers o nly. Tran sfer of re cords to o ther insti tutions sh ould be en tered thro ugh the Tr ansfer Rec ords optio n. The sy stem recor ds the new borrower, location/ phone and date/time of recharg e. This i nformation is displa yed each t ime the as sociated r ecord inqu iry is acc essed thro ugh the Re cord Track ing system . | |
| 2506 | Upon exiti ng the opt ion, the r ecords wil l either b e recharge d immediat ely or que ued for re charge dep ending upo n site par ameters an d the numb er of reco rds entere d during t he session . | |
| 2507 | Missing fl ags may be removed t hru this o ption and records ma y be creat ed for pat ients alre ady in you r database but havin g no recor ds in the Record Tra cking syst em. These will be c reated in accordance with site specifica tions for initial cr eation of records. | |
| 2508 | Chart Requ est | |
| 2509 | The Chart Request op tion is us ed to ente r a reques t for a pa tient's re cord. The user may request a single rec ord, multi ple record s or a ran ge of reco rds for a patient. He/she may request t he record for the cu rrent time or a date /time in t he future. The pers on/locatio n borrowin g the reco rd must be in the Bo rrower fil e. | |
| 2510 | Dependent on how the site para meter is s et at your facility, the curre nt borrowe r of a rec ord may en ter a requ est for th at record for a futu re date. This may b e done by wanding th e record's bar code label or b y keyboard entry. U se of the bar code l abel reade r is the f astest and most accu rate metho d of reque st. | |
| 2511 | When recor d selectio n is made by enterin g a patien t's name, the system displays the Patien t Profile and Short Record Inq uiry. Thi s inquiry is a list of the req uestable r ecords for that pati ent in tha t applicat ion. If a record ty pe has bee n defined as unreque stable thr ough your site param eters, it will not b e displaye d in the S hort Recor d Inquiry. If the r ecord requ ested has been inact ivated or transferre d out to a nother fac ility, it will not b e displaye d in the i nquiry. W anding the bar code label of a n unreques table reco rd will re sult in th e message, "No match found" be ing displa yed. Afte r the reco rd(s) is s elected, a request p rofile wil l be displ ayed for e ach record . This in cludes the current l ocation of the recor d, the hom e file roo m of the r ecord, rec ent pendin g requests , etc. A sequential request n umber is a utomatical ly assigne d by the s ystem for each recor d requeste d. | |
| 2512 | Admitting Area Chart Request | |
| 2513 | This optio n is used in the Med ical Admin istration applicatio n of Recor d Tracking to reques t records from an ad mitting ar ea. | |
| 2514 | You will f irst be pr ompted for name of t he patient whose rec ords you a re request ing. If y our site h as more th an one adm itting are a (as defi ned throug h site par ameters) y ou may als o be promp ted for th e name of the admitt ing area f rom which you are re questing r ecords. B ased on th e patient name enter ed and the record ty pes to be requested for that a dmitting a rea (as de fined thro ugh site p arameters) , the syst em will de termine th e appropri ate record s to reque st and hom e location (file roo m) from wh ich to req uest them. A reques t notice w ill automa tically pr int on the printer s pecified f or the fil e room. | |
| 2515 | Admitting Area Set-u p | |
| 2516 | This optio n is used to enter/e dit and de fine/updat e paramete rs for eac h MAS admi tting area . Admitti ng areas e ntered thr ough this option bec ome part o f your HOS PITAL LOCA TION file (#44). Th ey also be come part of your Bo rrowers/Fi le Areas f ile (#195. 9). | |
| 2517 | Field Desc riptions | |
| 2518 | Select Adm itting | |
| 2519 | Enter name of new or existing admitting area for | |
| 2520 | Area | |
| 2521 | which you wish to de fine or up date param eters. Th is | |
| 2522 | ||
| 2523 | is a multi ple field. For each entry mad e into thi s field, | |
| 2524 | ||
| 2525 | the follow ing fields will also be prompt ed, return ing | |
| 2526 | ||
| 2527 | you to thi s prompt u pon comple tion. You should en ter | |
| 2528 | ||
| 2529 | each admit ting area which will be associ ated with | |
| 2530 | ||
| 2531 | your appli cation. | |
| 2532 | ARE YOU AD DING | |
| 2533 | YES/NO - T his prompt will only appear if your entr y | |
| 2534 | {Admitting Area} | |
| 2535 | at "Select Admitting Area" was a new ent ry. | |
| 2536 | AS A NEW H OSPITAL | |
| 2537 | LOCATION? | |
| 2538 | PHONE # | |
| 2539 | Enter the telephone number of this area. | |
| 2540 | LOCATION/R OOM # | |
| 2541 | Enter the location/r oom # of t his area. | |
| 2542 | BORROWING | |
| 2543 | Enter the borrowing privileges of this a rea. | |
| 2544 | PRIVILEGES | |
| 2545 | Choose fro m: | |
| 2546 | ||
| 2547 | 'N'ORMAL | |
| 2548 | ||
| 2549 | 'I'NACTIVA TED | |
| 2550 | ||
| 2551 | 'R'EVOKED | |
| 2552 | Hospital L ocation Fi le Paramet ers | |
| 2553 | NAME | |
| 2554 | Your entry at "Selec t Admittin g Area" wi ll appear as a | |
| 2555 | ||
| 2556 | default. You may re name the a dmitting a rea or acc ept | |
| 2557 | ||
| 2558 | the defaul t and cont inue. Unl ess you ho ld the pro per | |
| 2559 | ||
| 2560 | FileMan ac cess, you will be un able to de lete an | |
| 2561 | ||
| 2562 | admitting area. See your site manager s hould this be | |
| 2563 | ||
| 2564 | necessary. | |
| 2565 | INSTITUTIO N | |
| 2566 | Enter the institutio n (from yo ur Institu tion file) | |
| 2567 | ||
| 2568 | with which this admi tting area is associ ated. | |
| 2569 | Admitting Area Set-u p | |
| 2570 | Select SYN ONYM | |
| 2571 | Enter the synonym by which thi s admittin g area is | |
| 2572 | ||
| 2573 | known. Fo r example, Reception might be a synonym | |
| 2574 | ||
| 2575 | for your a dmitting a rea. | |
| 2576 | Record Req uest to be Made When Making an Appt or R egistering a Pt | |
| 2577 | REQUESTS F OR | |
| 2578 | Borrower's name to b e associat ed with re quests fro m | |
| 2579 | WHICH BORR OWER | |
| 2580 | this area. Your ent ry at "Sel ect Admitt ing Area" will | |
| 2581 | ||
| 2582 | appear as a default; however, you may en ter a | |
| 2583 | ||
| 2584 | different one if you wish. | |
| 2585 | ARE RECORD S | |
| 2586 | YES/NO - W hen patien ts report to this ar ea, are | |
| 2587 | REQUIRED | |
| 2588 | records re quired? I f YES, you will proc eed throug h | |
| 2589 | ||
| 2590 | the follow ing three prompts. | |
| 2591 | Select REC ORD | |
| 2592 | Enter each record ty pe(s) whic h will be needed in | |
| 2593 | TYPE NEEDE D | |
| 2594 | associatio n with vis its. This is a mult iple field , and | |
| 2595 | ||
| 2596 | you may sp ecify more than one record typ e. | |
| 2597 | RECORD TYP E | |
| 2598 | Your entry at "Selec t RECORD T YPE NEEDED " will | |
| 2599 | NEEDED | |
| 2600 | appear as a default. If incor rect you m ay enter t he | |
| 2601 | ||
| 2602 | correct re cord type at this pr ompt; othe rwise, you may | |
| 2603 | ||
| 2604 | accept the default b y entering <RET>. | |
| 2605 | VOLUMES | |
| 2606 | Enter the volumes of this reco rd type wh ich will b e | |
| 2607 | REQUIRED | |
| 2608 | required i n associat ion with t hese visit s. Choose from | |
| 2609 | ||
| 2610 | ALL, LAST, NONE. | |
| 2611 | Scheduled Admissions Borrowers | |
| 2612 | SCHEDULED | |
| 2613 | YES/NO I f YES, whe n an entry in the SC HEDULED | |
| 2614 | ADMISSION | |
| 2615 | ADMISSIONS file has a type WAR D and the ward | |
| 2616 | BORROWER | |
| 2617 | location m atches thi s ward loc ation borr ower, a pu ll list wi ll be | |
| 2618 | ||
| 2619 | created fo r this war d location borrower or associa ted borrow er. | |
| 2620 | TREATING | |
| 2621 | BORROWER/F ILE AREA e ntry If an entry i n the | |
| 2622 | SPECIALTY | |
| 2623 | SCHEDULED ADMISSIONS file has a type | |
| 2624 | ||
| 2625 | TREATING S PECIALTY a nd the tre ating spec ialty | |
| 2626 | ||
| 2627 | matches th is borrowe r's treati ng special ty, a pull list | |
| 2628 | ||
| 2629 | will be cr eated for this borro wer or ass ociated bo rrower. | |
| 2630 | Create MAS Labels/Re cords/Volu mes | |
| 2631 | The Create MAS Label s/Records/ Volumes op tion is us ed to prin t bar code labels an d/or creat e new reco rds or add itional vo lumes for specified patients. You may u se it to c reate reco rds and as sociated b ar code la bels for p atients ne w to the s ystem or t o create a dditional records/vo lumes and associated bar code labels for patients already in the syste m. You ma y also use it to pri nt bar cod e labels f or existin g records. This opt ion is not intended for initia lization p urposes, a s it works on a pati ent-by-pat ient basis . The Com puter Site Manager's Initializ ation Menu is provid ed for tha t purpose. | |
| 2632 | Only patie nts alread y in your database m ay be ente red. For all patien ts, record s will be created ac cording to site para meters def ined for t he MAS app lication. | |
| 2633 | For new pa tients, re cords will be create d accordin g to your site's spe cification s for init ial record creation. For exam ple, if yo u are crea ting a med ical recor d for a ne w patient in MAS, an d your sit e has defi ned admini strative r ecords "li nked" with medical r ecords thr ough the T ype of Rec ord Set-up option in the Syste m Definiti on Menu, t he system would also automatic ally creat e an admin istrative record. T his would apply only to patien ts not alr eady in th e system. | |
| 2634 | For patien ts already in the sy stem, you may specif y one reco rd/volume at a time and will b e given th e opportun ity to tra nsfer pend ing reques ts for the record ty pe being c reated to the newest volume. | |
| 2635 | For each r ecord/volu me created , the syst em will as sign a rec ord identi fier numbe r, prompt for home l ocation an d current borrower/f ile room, and print a bar code label. | |
| 2636 | Fill Next Clinic Req uest | |
| 2637 | The Fill N ext Clinic Request o ption is p rovided to allow fil ling of su bsequent r ecord requ ests for p atients ha ving multi ple appoin tments on the same d ay. | |
| 2638 | You will b e prompted to enter the patien t's name. The syste m then dis plays a re quest prof ile of all the patie nt's recor d requests pending f or the cur rent date and prompt s you to s elect the one(s) you wish to f ill. | |
| 2639 | Profile of Charts | |
| 2640 | This optio n provides an abbrev iated on-l ine listin g of all r ecords for a specifi ed patient . It is t he same li sting whic h is displ ayed throu ghout the Record Tra cking pack age when a patient n ame is key board ente red rather than a ba r code bei ng wanded. | |
| 2641 | This optio n displays several l ines of de mographic data relat ed to the patient. For each r ecord (lis ted by rec ord type), the volum e number, current bo rrower, da te/time ch arged to t hat borrow er and pho ne/room of the borro wer will b e shown. Whenever a record is inactive (as a resu lt of bein g transfer red to ano ther facil ity or ina ctivated) or charged to a borr ower as a result of being on a pull list , it will be so anno tated bene ath the re cord. Ass ociated bo rrowers ma y also be shown. | |
| 2642 | Glossary | |
| 2643 | abbreviati on | |
| 2644 | An accepte d standard way of sh ortening r esponses. | |
| 2645 | ||
| 2646 | The Record Tracking system acc epts respo nses that | |
| 2647 | ||
| 2648 | eliminate characters from the end of a w ord or phr ase. | |
| 2649 | access | |
| 2650 | The approa ch used to get at so mething, a s in acces sing | |
| 2651 | ||
| 2652 | a menu. Y ou most li kely have been assig ned access | |
| 2653 | ||
| 2654 | codes whic h are nece ssary for you to ent er the sys tem. | |
| 2655 | ||
| 2656 | Access may also indi cate what functions you are | |
| 2657 | ||
| 2658 | allowed to use; i.e. your leve l of acces s. | |
| 2659 | associated | |
| 2660 | An individ ual associ ated with a location borrowing | |
| 2661 | borrower | |
| 2662 | a record s o that oth er users a re given a name to | |
| 2663 | ||
| 2664 | contact wh en inquiri ng about t he record. For exam ple, | |
| 2665 | ||
| 2666 | if a ward were borro wing a pat ient's rec ord, the | |
| 2667 | ||
| 2668 | name of th e ward adm inistratio n coordina tor might | |
| 2669 | ||
| 2670 | be entered as an ass ociated bo rrower. | |
| 2671 | bar code | |
| 2672 | A label co nsisting o f a number of printe d bars and | |
| 2673 | label | |
| 2674 | intervenin g spaces s et up such that it i s recogniz ed | |
| 2675 | ||
| 2676 | as that of a specifi c entity w hen read b y a bar co de | |
| 2677 | ||
| 2678 | reader. U sed to ide ntify reco rds, borro wer and | |
| 2679 | ||
| 2680 | requests i n Record T racking. | |
| 2681 | borrower | |
| 2682 | A location , entity o r individu al to whom records | |
| 2683 | ||
| 2684 | are loaned . Within Record Tra cking, thi s may be a | |
| 2685 | ||
| 2686 | physician, employee, clinic, w ard, hospi tal locati on, | |
| 2687 | ||
| 2688 | other VA f acility or patient. | |
| 2689 | format | |
| 2690 | The system specifica tions of w hat type o f characte rs | |
| 2691 | ||
| 2692 | should mak e up a res ponse and how long i t should | |
| 2693 | ||
| 2694 | be. | |
| 2695 | function | |
| 2696 | A job perf ormed by t he compute r; i.e. in Record | |
| 2697 | ||
| 2698 | Tracking, charging-o ut a recor d to a spe cific | |
| 2699 | ||
| 2700 | borrower w ould be co nsidered a function. | |
| 2701 | HELP menu | |
| 2702 | A message or series of message s designed to aid th e | |
| 2703 | ||
| 2704 | user in ma king an ap propriate response t o a prompt . | |
| 2705 | ||
| 2706 | A HELP men u is acces sed by ent ering a qu estion mar k | |
| 2707 | ||
| 2708 | <?> or mar ks <??> at the promp t. | |
| 2709 | home | |
| 2710 | A record's place of residence when it is not being | |
| 2711 | location | |
| 2712 | borrowed; usually th e file roo m. | |
| 2713 | interactiv e | |
| 2714 | A computer system th at perform s an immed iate actio n | |
| 2715 | system | |
| 2716 | based on t he user's responses to the sys tem prompt s. | |
| 2717 | ||
| 2718 | This invol ves a conv ersation b etween the computer | |
| 2719 | ||
| 2720 | and the us er. | |
| 2721 | loose fili ng | |
| 2722 | A field in Record Tr acking whi ch may be set to YES | |
| 2723 | indicator | |
| 2724 | for a spec ified reco rd charged out of it s home loc ation | |
| 2725 | ||
| 2726 | such that a message will be di splayed up on | |
| 2727 | ||
| 2728 | check-in o f the reco rd advisin g there is loose | |
| 2729 | ||
| 2730 | filing for it. | |
| 2731 | military | |
| 2732 | The standa rd method of recordi ng time us ed by the | |
| 2733 | time | |
| 2734 | United Sta tes Milita ry. See c onversion table at | |
| 2735 | ||
| 2736 | the end of this glos sary. | |
| 2737 | movement | |
| 2738 | In Record Tracking, the term m ovement ty pe relates | |
| 2739 | type | |
| 2740 | to the var ious actio ns which m ay be perf ormed on a | |
| 2741 | ||
| 2742 | record; c harging-ou t, checkin g-in, flag ging as | |
| 2743 | ||
| 2744 | missing ar e all cons idered mov ement type s. | |
| 2745 | option | |
| 2746 | An entity which perf orms a spe cific job/ function | |
| 2747 | ||
| 2748 | within a package wh ose name g enerally i ndicates t he | |
| 2749 | ||
| 2750 | job it per forms. Op tions are grouped to gether | |
| 2751 | ||
| 2752 | under subm enus and m ain menus. In Recor d | |
| 2753 | ||
| 2754 | Tracking, Charge-Out Records i s an optio n. | |
| 2755 | prompt | |
| 2756 | Messages o n the scre en which a sk you to provide | |
| 2757 | ||
| 2758 | informatio n. | |
| 2759 | pull list | |
| 2760 | In Record Tracking, a list of record req uests | |
| 2761 | ||
| 2762 | needed at the same d ate/time b y a specif ic | |
| 2763 | ||
| 2764 | borrower. | |
| 2765 | record | |
| 2766 | In Record Tracking, this term generally relates to | |
| 2767 | ||
| 2768 | the patien t's medica l record, administra tive recor d | |
| 2769 | ||
| 2770 | or radiolo gy record. Since Re cord Track ing may be | |
| 2771 | ||
| 2772 | applied to a variety of tracki ng activit ies (such | |
| 2773 | ||
| 2774 | as a libra ry), this term is us ed to spec ify the | |
| 2775 | ||
| 2776 | item which is tracke d by the s ystem. | |
| 2777 | record no. | |
| 2778 | Also known as the Re cord Ident ifier Numb er. This | |
| 2779 | ||
| 2780 | is a seque ntial numb er assigne d to each record | |
| 2781 | ||
| 2782 | within Rec ord Tracki ng upon it s creation which is | |
| 2783 | ||
| 2784 | unique to the record . This nu mber may b e entered at | |
| 2785 | ||
| 2786 | any "Selec t Record" prompt to access tha t particul ar | |
| 2787 | ||
| 2788 | record and is analog ous to wan ding the r ecord’s | |
| 2789 | ||
| 2790 | bar code l abel. | |
| 2791 | request | |
| 2792 | In Record Tracking, the act of asking fo r a | |
| 2793 | ||
| 2794 | specific r ecord. A request la bel is usu ally | |
| 2795 | ||
| 2796 | generated by this re quest whic h indicate s the | |
| 2797 | ||
| 2798 | record ask ed for, th e time nee ded, the r equestor | |
| 2799 | ||
| 2800 | and other pertinent informatio n. This l abel | |
| 2801 | ||
| 2802 | also conta ins a bar code which may be wa nded such | |
| 2803 | ||
| 2804 | that the r equest is filled, th us the req uested | |
| 2805 | ||
| 2806 | record is charged to the reque stor. | |
| 2807 | retirement | |
| 2808 | In Record Tracking, the retire ment statu s indicate s | |
| 2809 | status | |
| 2810 | whether or not a rec ord may be retired f rom the | |
| 2811 | ||
| 2812 | file room after the allotted p eriod of i nactivity. | |
| 2813 | ||
| 2814 | There are three reti rement sta tuses: OK TO RETIRE , | |
| 2815 | ||
| 2816 | TUMOR REGI STRY and T EACHING. Records ar e | |
| 2817 | ||
| 2818 | considered OK TO RET IRE by the system un less | |
| 2819 | ||
| 2820 | otherwise specified through th e Update R ecord's | |
| 2821 | ||
| 2822 | Attributes option of the Trans action Men u. | |
| 2823 | <RETURN> | |
| 2824 | The key wh ich is pre ssed after each resp onse to | |
| 2825 | or <RET> | |
| 2826 | enter the response i nto the sy stem and m ove to | |
| 2827 | ||
| 2828 | the next p rompt. | |
| 2829 | security | |
| 2830 | A code ass igned to e ach user i dentifying them | |
| 2831 | code | |
| 2832 | specifical ly to the system and allowing them acces s | |
| 2833 | ||
| 2834 | to the fun ctions/opt ions assig ned to the m. | |
| 2835 | security k ey | |
| 2836 | Used in co njunction with locke d options or functio ns. | |
| 2837 | ||
| 2838 | Only holde rs of this key may p erform the se options / | |
| 2839 | ||
| 2840 | functions. Used for options w hich perfo rm a | |
| 2841 | ||
| 2842 | sensitive task. | |
| 2843 | Index | |
| 2844 | Ad hoc Req uest Respo nse Statis tics | |
| 2845 | Add Reques ts to Pull List | |
| 2846 | Admitting Area Chart Request | |
| 2847 | Admitting Area Set-u p | |
| 2848 | Admitting Area Set-u p (Site Mg r) | |
| 2849 | Applicatio n Set-up | |
| 2850 | Applicatio n Set-up ( Site Mgr) | |
| 2851 | Barcode La bels for A ll Patient s | |
| 2852 | Borrower I nitializat ion | |
| 2853 | Borrower S et-up | |
| 2854 | Cancel a R equest | |
| 2855 | Cancel Req uest from Pull List | |
| 2856 | Charge Out Pull List Records | |
| 2857 | Charge Out /Transfer Retirement Pull List s | |
| 2858 | Charge-Out Records | |
| 2859 | Charged Re cords by H ome Locati on | |
| 2860 | Chart Requ est | |
| 2861 | Check-in R ecords | |
| 2862 | Clinic Req uest Initi alization | |
| 2863 | Combinatio n Data Tra ce | |
| 2864 | Compile Te rminal Dig it Sort Gl obal | |
| 2865 | Computer S ite Manage r's Menu | |
| 2866 | Create a L abel/Recor d/Volume | |
| 2867 | Create a P ull List | |
| 2868 | Create MAS Labels/Re cords/Volu mes | |
| 2869 | Create Rec ord/Volume for trans ferred Rec ord | |
| 2870 | Delete a R ecord | |
| 2871 | Delete Ter minal Digi t Sort Glo bal | |
| 2872 | Designate Requests a s 'Not Fil lable' | |
| 2873 | Designate Retirement Requests as 'Not Fi llable' | |
| 2874 | Display Re quest | |
| 2875 | Edit a Req uest | |
| 2876 | Edit Pull List Comme nt | |
| 2877 | Entire Pul l List Can cellation | |
| 2878 | Entire Pul l List Can cellation (all dates ) | |
| 2879 | Expanded R ecord Inqu iry | |
| 2880 | Flag Recor d as Missi ng | |
| 2881 | File Room/ Remote Set -up (Site Mgr) | |
| 2882 | File Room Set-up | |
| 2883 | File Room Set-up (Si te Mgr) | |
| 2884 | Fill a Req uest | |
| 2885 | Fill Next Clinic Req uest | |
| 2886 | Film Track ing Specif ic Menu | |
| 2887 | Generate R ecord Reti rement Pul l Lists | |
| 2888 | Imaging Ar ea Set-up | |
| 2889 | Imaging Ar ea Set-up (Site Mgr) | |
| 2890 | Inactivate /Reactivat e Records | |
| 2891 | Inactivate Records M enu | |
| 2892 | Initializa tion Menu | |
| 2893 | Initialize Records ( NO LABELS) | |
| 2894 | Inpatient Barcode La bels Only | |
| 2895 | Inpatient Record Loc ation List | |
| 2896 | Jacket Pro file | |
| 2897 | Label Form atter | |
| 2898 | Label Func tions Menu | |
| 2899 | Loose Fili ng Report | |
| 2900 | Management Reports M enu | |
| 2901 | MAS Specif ic Set-up Menu | |
| 2902 | Missing Re cords List | |
| 2903 | Move Reque sts to Las t Volume | |
| 2904 | Movement T ype Set-up | |
| 2905 | Multiple N ew Volume Creation | |
| 2906 | New Volume Creation | |
| 2907 | Overdue Re cords List | |
| 2908 | Patient Ch arge-Out | |
| 2909 | Pending Re quest List | |
| 2910 | Print Borr ower Barco de | |
| 2911 | Print Pull List(s) | |
| 2912 | Print Reco rd Retirem ent Pull l ist | |
| 2913 | Profile of Charts | |
| 2914 | Pull List Date Chang e | |
| 2915 | Pull List Functions Menu | |
| 2916 | Purge Data | |
| 2917 | Reasons Fi le Set-up | |
| 2918 | Re-Charge a Chart | |
| 2919 | Re-Charge Records | |
| 2920 | Re-Compile Templates | |
| 2921 | Record Inf ormation M enu | |
| 2922 | Record Inq uiry | |
| 2923 | Record Tra cking Syst em Overall Parameter s | |
| 2924 | Records Ch arged to a Borrower | |
| 2925 | Reprint a Request No tice | |
| 2926 | Request a Record | |
| 2927 | Request a Transfer f rom anothe r Institut ion | |
| 2928 | Request Fi lm Jackets | |
| 2929 | Request Re cords Menu | |
| 2930 | Requests P ending for a Borrowe r | |
| 2931 | Retrieval Rate Stati stics | |
| 2932 | Return Tra nsferred R ecord | |
| 2933 | Special Mu lti-Instit ution Prin ts | |
| 2934 | Short Reco rd Inquiry | |
| 2935 | Single Cli nic Reques t Initiali zation | |
| 2936 | System Def inition Me nu | |
| 2937 | Test Label Format | |
| 2938 | Trace Move ment Histo ry | |
| 2939 | Transactio n Menu | |
| 2940 | Transfer R ecord to a nother Ins titution | |
| 2941 | Transfer R ecords Men u | |
| 2942 | Type of Re cord Set-u p | |
| 2943 | Update Rec ord's Attr ibutes | |
| 2944 | Data Suppl ement | |
| 2945 | The follow ing is a l ist of pro mpts with associated definitio ns and pos sible entr ies which occur in R ecord Trac king. Pro mpts are i n bold pri nt listed in alphabe tical orde r, much as they will appear on the scree n. | |
| 2946 | The most c ommon defa ults, when applicabl e, have be en include d in this Data Suppl ement. Yo u may, how ever, note some disc repancies between th ose which appear on your scree n and thos e in this supplement . This ma y be attri buted to t wo factors ; defaults to some p rompts var y accordin g to site parameters , and cert ain prompt s may cont ain defaul ts in some options w hile not i n others. It is imp ortant to note that whenever a default a ppears wit h a prompt on the sc reen, the entry of a <RET> wil l always s ignify its acceptanc e. | |
| 2947 | You should also note that entr y of an up -arrow <^> may be u sed to abo rt process ing. In s ome cases, a <RET> o r NO may a lso be ent ered to ab ort proces sing. In each case, such an e ntry will either ret urn you to the menu or to a pr ompt in th e option f rom which you may ab ort or mak e another selection. | |
| 2948 | 'ALL' INPA TIENTS OR A 'RANGE' OF ADMISSI ONS? RANGE // | |
| 2949 | This promp t appears when runni ng the Inp atient Rec ord Locati on List op tion of th e Manageme nt Reports Menu. Yo u are aske d to speci fy whether you wish to run the list for all curren t inpatien ts or thos e admitted within a specified date range . You may enter: | |
| 2950 | .<RET> or 'R'ANGE - you will s ubsequentl y be promp ted for a date range | |
| 2951 | .'A'LL | |
| 2952 | ARE YOU AD DING '{PUL L LIST}' A S A NEW PU LL LIST? | |
| 2953 | YES/NO T his prompt appears i n the Crea te a Pull List optio n of the P ull List F unctions M enu asking you to co nfirm your previous entry as a new pull list. | |
| 2954 | ARE YOU SU RE YOU WAN T TO 'CHAR GE OUT' TH ESE RECORD S? No// | |
| 2955 | YES/NO T his prompt appears i n the Char ge Out Pul l List Rec ords optio n of the P ull List F unctions M enu asking you to co nfirm whet her you wi sh to char ge out the selected pull list( s). | |
| 2956 | ARE YOU SU RE YOU WAN T TO CANCE L THIS PUL L LIST? No // | |
| 2957 | YES/NO T his prompt appears i n the Enti re Pull Li st Cancell ation opti on of the Pull List Functions Menu askin g you to c onfirm whe ther you w ish to can cel the se lected pul l list. | |
| 2958 | ARE YOU SU RE YOU WAN T TO CANCE L THIS/THE SE REQUEST S? No// | |
| 2959 | YES/NO T his prompt appears i n the Canc el a Reque st and Can cel Reques t From Pul l List opt ions of th e Request Records an d Pull Lis t Function s Menus re spectively , asking y ou to conf irm whethe r you wish to cancel the selec ted reques t(s). | |
| 2960 | ARE YOU SU RE YOU WAN T TO CHANG E THE DATE THE RECOR DS ARE NEE DED? No// | |
| 2961 | YES/NO T his prompt appears i n the Pull List Date Change op tion of th e Pull Lis t Function s Menu ask ing you to confirm w hether you wish to c hange the date recor ds on the selected p ull list a re needed. | |
| 2962 | ARE YOU SU RE YOU WAN T TO DELET E THIS REC ORD? No// | |
| 2963 | YES/NO T his prompt appears i n the Dele te a Recor d option o f the Tran saction Me nu asking for confir mation tha t you wish to delete the selec ted record . | |
| 2964 | ARE YOU SU RE YOU WAN T TO FLAG THIS RECOR D AS MISSI NG? No// | |
| 2965 | YES/NO T his prompt appears i n the Flag a Record as Missing option of the Trans action Men u asking y ou to conf irm whethe r you wish to place a missing flag on th e selected record. | |
| 2966 | ASSOCIATED BORROWER | |
| 2967 | This promp t may appe ar (depend ing upon y our site p arameters) in a numb er of opti ons throug hout Recor d Tracking after ent ry of the borrower o f a record . General ly, it is used to en ter the na me of an i ndividual who may be contacted when inqu iries are made about the recor d when the actual bo rrower ent ered is a location ( i.e., a cl inic or a ward). Fo r example, if the bo rrower is a ward, yo ur entry a t the asso ciated bor rower prom pt would m ost likely be the Wa rd Adminis tration Co ordinator. The name entered m ust be in the Borrow ers/File A reas file. | |
| 2968 | BEGINNING ADMISSION DATE/TIME | |
| 2969 | This promp t appears in the Inp atient Rec ord Locati on List op tion of th e Manageme nt Reports Menu when you elect to run th e list wit hin a rang e of admis sion dates rather th an for all inpatient s. Your e ntry at th is prompt should be an admissi on date/ti me at whic h you wish the repor t to begin . Date/ti me entry s hould be m ade using a conventi onal date/ time entry method. | |
| 2970 | BEGINNING DATE | |
| 2971 | This promp t appears in the Ad Hoc Reques t Response Statistic s option o f the Mana gement Rep orts Menu in associa tion with the specif ication of a date ra nge in whi ch to run the report . Your en try at thi s prompt s hould be t he date/ti me at whic h the repo rt should begin. | |
| 2972 | BORROWER | |
| 2973 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu askin g you to e nter the b orrower to whom the pull list will subse quently be charged. This shou ld not be confused w ith the re questor (i ndividual entering t he request s/pull lis t). They may be the same in s ome cases. For exam ple, John Clerk (the requestor ) may crea te a pull list for t he Corresp ondence Un it (the bo rrower). The borrow er entered must be i n the Borr owers/File Areas fil e. You ma y enter: | |
| 2974 | .name of b orrower | |
| 2975 | .wand borr ower barco de label | |
| 2976 | .<RET> not allowed; an entry i n this fie ld is requ ired in or der to pro ceed | |
| 2977 | .up-arrow <^> to abo rt process ing; pull list will be deleted | |
| 2978 | CHOOSE REQ UEST FROM LIST | |
| 2979 | This promp t appears in associa tion with the displa y of a pat ient's req uest profi le. You m ay select your reque st(s) by e ntering th e correspo nding numb er(s) from the left side of th e display. You may enter: | |
| 2980 | .a single number | |
| 2981 | .several n umbers sep arated by commas; i. e. 1,3,5 | |
| 2982 | .a range o f numbers; i.e. 1-4 | |
| 2983 | .a combina tion of se veral numb ers and a range; i.e . 1,3,4-7 | |
| 2984 | COMMENT | |
| 2985 | This is a word proce ssing fiel d in the R equest a R ecord opti on, Reques t Records Menu. You may enter a free te xt comment pertainin g to the r equest. Y ou may ent er: | |
| 2986 | .free text comment r egarding r equest | |
| 2987 | .<RET> to leave blan k | |
| 2988 | COMMENTS | |
| 2989 | This is a word proce ssing fiel d which ap pears in t he Create a Pull Lis t and Edit Pull List Comment o ptions of the Pull L ist Functi ons Menu. A free te xt comment may be en tered pert aining to the select ed pull li st. You m ay enter: | |
| 2990 | .free text comment r egarding p ull list | |
| 2991 | .<RET> to leave blan k | |
| 2992 | CREATE {RE CORD TYPE} VOLUMES S TARTING WI TH #{N}? N o// | |
| 2993 | YES/NO T his prompt appears i n the Mult iple New V olume Crea tion optio n of the T ransaction Menu. Th e number i nserted by the syste m {N} will be the ne xt consecu tive volum e number o f the spec ified reco rd type fo r the pati ent with w hom you ar e working. | |
| 2994 | CONTENT DE SCRIPTOR | |
| 2995 | Depending upon your site param eters, thi s may be p rompted wh en creatin g a record or updati ng its att ributes. You may en ter a brie f descript ion of the contents of the rec ord at thi s prompt. | |
| 2996 | CURRENT BO RROWER/FIL E ROOM: { DEFAULT DE FINED THRO UGH PARAME TERS}// | |
| 2997 | This promp t appears in the opt ions Creat e a Label/ Record/Vol ume and Ne w Volume C reation op tions of t he Transac tion Menu. The defa ult will b e the defa ult initia l borrower specified in your s ite parame ters. You may enter : | |
| 2998 | .<RET> or up-arrow < ^> to acce pt default ; processi ng will co ntinue | |
| 2999 | .another b orrower (f rom Borrow ers/File A reas file) | |
| 3000 | DATE | |
| 3001 | This promp t appears in the Ret rieval Rat e Statisti cs option of the Man agement Re ports Menu asking fo r a date f or which t o run the report. | |
| 3002 | DATE RECOR DS NEEDED | |
| 3003 | This promp t appears in the opt ion Create a Pull Li st of the Pull List Functions Menu. You are promp ted to ent er the dat e/time the records o n the pull list will be needed by the bo rrower. A n entry in this fiel d is requi red in ord er to proc eed. | |
| 3004 | DATE/TIME RECORD NEE DED: NOW// | |
| 3005 | This promp t appears in the Req uest a Rec ord option of the Re quest Reco rds Menu a sking for the date/t ime the re quested re cord is ne eded. You may accep t the defa ult or ent er a diffe rent date/ time recor d will be needed. Y ou may ent er: | |
| 3006 | .<RET> to accept def ault of NO W (request label wil l be print ed | |
| 3007 | on defaul t device) | |
| 3008 | .a future date/time records ar e needed ( request wi ll be file d) | |
| 3009 | .up-arrow <^> to abo rt; reques t will be deleted | |
| 3010 | DETAILED O R SUMMARY REPORT: S/ / | |
| 3011 | This promp t appears in the Ret rieval Rat e Statisti cs option of the Man agement Re ports Menu asking if you want the report to includ e one over all stat t otal (summ ary) or br eak it out by pull l ist (detai led). You may enter : | |
| 3012 | .<RET> or 'S'UMMARY | |
| 3013 | .'D'ETAILE D | |
| 3014 | DO YOU STI LL WANT TO 'FILL' SE LECTED REQ UESTS? No/ / | |
| 3015 | YES/NO T his prompt appears i n the Fill a Request option of the Reque st Records Menu when an up-arr ow <^> has been ente red at the "Fill Whi ch Request " prompt. | |
| 3016 | DO YOU STI LL WISH TO '{CHARGE- OUT/CHECK IN/RE-CHAR GE/TRANSFE R-TRANSFER BACK/REQU EST}' SELE CTED RECOR DS? No// | |
| 3017 | YES/NO T his prompt will appe ar in the following options wh en an up-a rrow <^> i s entered at the "Se lect Recor d" prompt AND a reco rd(s) has already be en entered (and acce pted by th e system) for proces sing: Char ge Out Rec ords, Chec k In Recor ds, Re-Cha rge Record s, Transfe r Records of the Tra nsaction M enu, and R equest a R ecord of t he Request Records M enu. | |
| 3018 | DO YOU WAN T TO APPRO VE/DISAPPR OVE THE FI NDING OF T HE RECORD? No action // | |
| 3019 | This promp t appears when a use r holding the FR SUP ERVISOR KE Y accesses a record which has been Found Pending S upervisor Approval. You may e nter: | |
| 3020 | .APPROVE - you will subsequent ly be prom pted throu gh the app roval proc edure | |
| 3021 | .DISAPPROV E | |
| 3022 | DO YOU WAN T TO CHANG E STATUS T O '{REQUES TED/NOT FI LLABLE}'? YES// | |
| 3023 | YES/NO T his prompt appears i n the Desi gnate Requ ests As 'N ot Fillabl e' options of both t he Request Records a nd Pull Li st Functio ns Menus, as well as the Charg e Out Pull List Reco rds option of the Pu ll List Fu nctions Me nu. It wi ll be prec eded by a message gi ving the c urrent sta tus of the selected request. | |
| 3024 | DO YOU WAN T TO CHANG E THIS REC ORD'S HOME LOCATION? No// | |
| 3025 | YES/NO T his prompt appears i n the Chec k In Recor ds option of the Tra nsaction M enu when t he home lo cation of a record s elected fo r check-in is differ ent from t he locatio n (file ro om) it is being chec ked into. | |
| 3026 | DO YOU WAN T TO CHARG E OUT RECO RDS TO A H OLDING ARE A? No// | |
| 3027 | This promp t appears in the Cha rge Out Pu ll List Re cords opti on of the Pull List Functions Menu. You may enter : | |
| 3028 | .<RET> or NO | |
| 3029 | .YES - you will be p rompted fo r the name of the ho lding area to which the record s should b e charged | |
| 3030 | DO YOU WAN T TO CHECK IN THE RE CORD TO TH E NEW HOME FILE ROOM ? NO// | |
| 3031 | YES/NO T his prompt occurs in the optio n Update R ecord's At tributes o f the Tran saction Me nu when th e home loc ation of a record ha s been cha nged. | |
| 3032 | DO YOU WAN T TO CREAT E {RECORD TYPE} VOL # {N}? No/ / | |
| 3033 | YES/NO T his prompt appears w hen creati ng new vol umes/recor ds in eith er Create a Label/Re cord/Volum e or New V olume Crea tion optio ns of the Transactio n Menu. T he number {N} insert ed by the system wil l be the n ext consec utive volu me number for the sp ecified re cord type of the sel ected pati ent. You may enter: | |
| 3034 | .<RET>, NO , or up-ar row <^> to abort pro cessing | |
| 3035 | .YES to cr eate the r ecord type and volum e specifie d | |
| 3036 | DO YOU WAN T TO FILL A PENDING REQUEST? N o// | |
| 3037 | This promp t may appe ar in eith er the Cha rge-Out Re cords or C heck-In Re cords opti on of the Transactio n Menu whe n the sele cted recor d has a pe nding requ est for th e current date. It will be pr eceded by a message advising o f the pend ing reques t. The pr ompt will appear in the Charge -Out Recor ds option only when the borrow er is the same as th e requesto r of the r ecord (and the reque st is for the curren t date). It appears in the Ch eck-In Rec ords optio n whenever the selec ted record has a pen ding reque st for the current d ate. | |
| 3038 | DO YOU WAN T TO INCLU DE UNFILLE D CLINIC R EQUESTS? N o// | |
| 3039 | YES/NO T his prompt appears w hen using the Pendin g Request List optio n of the M anagement Reports Me nu. When YES is ans wered, the list will include a ll pending requests associated with pull lists as well as in dividual r ecord requ ests. | |
| 3040 | DO YOU WAN T TO REMOV E THE 'MIS SING' FLAG ON THIS R ECORD? No/ / | |
| 3041 | YES/NO T his prompt may appea r when a r ecord flag ged as mis sing has b een access ed. Its a ppearance will depen d upon whe ther the u ser has th e necessar y access t o remove a missing f lag (as de fined in y our site p arameters) . If YES, you will be prompte d through the proces s of remov ing the mi ssing flag . | |
| 3042 | DO YOU WAN T TO SEE M ORE 'HELP' INFORMATI ON? No// | |
| 3043 | YES/NO T his prompt appears i n a variet y of Recor d Tracking options a fter a <?> has been entered at a prompt asking if you wish t o see addi tional HEL P informat ion. | |
| 3044 | DO YOU WAN T TO USE T HE FILE RO OM'S DEFAU LT DEVICES ? NO// | |
| 3045 | YES/NO T his prompt appears i f you have access to more than one file room in Re cord Track ing; i.e., applicati on coordin ators, sup ervisors, site manag ers, etc. Most user s have acc ess to onl y one file room whic h they are automatic ally dropp ed into up on enterin g Record T racking. You will f irst be pr ompted for the file room from which you wish to tr ack record s, then th is prompt will be di splayed as king wheth er you wis h to use t he file ro om's defau lt devices or specif y your own printing devices wh en it is n ecessary t o print a label or r eport. | |
| 3046 | DO YOU WIS H TO CREAT E A NEW RE CORD OR VO LUME? No// | |
| 3047 | YES/NO T his prompt appears i n the Crea te a Label /Record/Vo lume optio n of the T ransaction Menu. If YES, you will be pr ompted thr ough the p rocess of creating a new recor d/volume. | |
| 3048 | DO YOU WIS H TO FIRST DESIGNATE SOME REQU ESTS AS 'N OT FILLABL E'? No// | |
| 3049 | YES/NO T his prompt appears i n the opti on Charge Out Pull L ist Record s of the P ull List F unctions M enu giving you the o pportunity to first designate certain re quests on the pull l ist as not fillable. Records d esignated not fillab le will no t be charg ed to the pull list borrower w hen the pu ll list is charged o ut. | |
| 3050 | ENDING ADM ISSION DAT E/TIME | |
| 3051 | This promp t occurs w hen you el ect to run the Inpat ient Recor d Location List with in a range of admiss ion dates rather tha n for all inpatients . Your en try should reflect t he admissi on date at which the report sh ould end. | |
| 3052 | ENDING DAT E | |
| 3053 | This promp t is assoc iated with specifica tion of a date range for which the Ad Ho c Request Response S tatistics Report sho uld be run . At this prompt, y ou should enter the ending dat e for whic h you wish the repor t to run. | |
| 3054 | ENTER NEW DATE | |
| 3055 | This promp t appears in the Pul l List Dat e Change o ption of t he Pull Li st Functio ns Menu as king for t he new dat e which re cords on p ull list a re needed. You may enter a ne w date for which rec ords are r equested ( must be in the futur e). | |
| 3056 | ENTER NEW PULL LIST NAME | |
| 3057 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu. You may enter the name of pull li st you are creating (may be 3- 50 charact ers in len gth). | |
| 3058 | ENTER RESP ONSE | |
| 3059 | This promp t appears in the Ret rieval Rat e Statisti cs option of the Man agement Re ports Menu asking yo u to enter the metho d with whi ch you wis h to run t he report. You may enter: | |
| 3060 | .1 to run for a date range | |
| 3061 | .2 to run for one da y | |
| 3062 | .3 to run for one pu ll list | |
| 3063 | ENTER THE LIST (HIGH EST) VOLUM E TO CREAT E, #{N}// | |
| 3064 | This promp t appears in the Mul tiple New Volume Cre ation opti on of the Transactio n Menu. T he system will displ ay a defau lt suffici ent to all ow creatio n of one a dditional volume. Y ou may cre ate up to six additi onal volum es at a ti me. You m ay enter: | |
| 3065 | .<RET> to accept the default | |
| 3066 | .a number to indicat e the high est volume you wish to create | |
| 3067 | FILL WHICH REQUEST | |
| 3068 | This promp t appears in the Fil l a Reques t option o f the Requ est Record s Menu. Y ou will be returned to it repe atedly dur ing a sess ion so tha t you may create a l ist of req uests to b e processe d at the c onclusion of the ses sion. Thi s is a ver satile ste p within t he option allowing v arious act ions depen ding upon whether a list has y et been es tablished. Note tha t the acti ons depend upon whet her a list has yet b een establ ished, not whether r equests ha ve previou sly been e ntered dur ing the se ssion. Th e system m ust first accept the se request s as valid prior to entering t hem on a l ist. Requ ests which have been cancelled , filled o r are for inactive/d eleted rec ords will not be acc epted by t he system and not pl aced on th e list. T he actions surroundi ng the ent ry of <RET > or up-ar row <^> wi ll vary de pending up on what po int you ar e at in th e session. At any p oint durin g the sess ion you ma y enter th e followin g at this prompt: | |
| 3069 | .patient n ame | |
| 3070 | .request n umber you wish to fi ll | |
| 3071 | .wand requ est label (if record is active and reque st has not yet been filled) | |
| 3072 | The follow ing action s are also possible: | |
| 3073 | Requests m ay be dele ted from a n establis hed list b y entering a minus s ign <-> fo llowed by the number of the re quest you wish to de lete. You may first enter a < ?> to get the number of the re quest you wish to de lete. | |
| 3074 | If a <RET> or up-arr ow <^> are entered p rior to a list being establish ed, proces sing will be aborted . | |
| 3075 | If a <RET> is entere d after a list has b een establ ished, the requests will be fi lled (or q ueued for filling) a nd the ses sion will end. | |
| 3076 | If an up-a rrow <^> i s entered after a li st has bee n establis hed, you w ill be giv en the opp ortunity t o abort pr ocessing ( you will b e prompted "Do you s till want to 'fill' selected r equests? N o//"). | |
| 3077 | FROM DATE | |
| 3078 | This promp t appears in the Ret rieval Rat e Statisti cs option of the Man agement Re ports Menu asking fo r the begi nning date of the da te range f or which y ou wish to run the r eport. | |
| 3079 | HOME LOCAT ION {CURRE NT FILE RO OM}// | |
| 3080 | This promp t appears in the Cre ate a Labe l/Record/V olume, Upd ate Record 's Attribu tes, and N ew Volume Creation o ptions of the Transa ction Menu . At this prompt, y ou are ask ed for the home loca tion of th e record s elected ( where it w ill reside when not charged ou t). You m ay enter: | |
| 3081 | .<RET> to accept the default | |
| 3082 | .another h ome locati on (must b e a file r oom define d to store this reco rd type) | |
| 3083 | .up-arrow <^> to abo rt process ing - If a n up-arrow <^> is en tered, the default w ill be ass umed at th is prompt as well as the next prompt “Cu rrent Borr ower/File Room”. | |
| 3084 | HOW DO YOU WANT LIST SORTED? T ERMINAL DI GITS// | |
| 3085 | This promp t appears in the Pri nt Pull Li st(s) opti on of the Pull List Functions Menu. You are promp ted for th e method y ou wish th e pull lis t to be so rted. You may enter : | |
| 3086 | .<RET> to accept def ault | |
| 3087 | .C to sort by clinic name, the n terminal digit | |
| 3088 | .A to sort by clinic name, the n appointm ent time | |
| 3089 | HOW DO YOU WANT THE '{APPLICAT ION}' RECO RDS SORTED ? Mixed// | |
| 3090 | This promp t appears in the Tra ce Movemen t History option of the Record Informati on Menu. You may en ter: | |
| 3091 | .<RET> to accept def ault | |
| 3092 | .'S'EPARAT E to sort record typ e and volu mes separa tely | |
| 3093 | HOW DO YOU WANT THE LISTING SO RTED? Borr ower// | |
| 3094 | This promp t appears in the Cha rged Recor ds By Home Location and Overdu e Records List optio ns of the Management Reports M enu. You may enter: | |
| 3095 | .<RET> or 'B'ORROWER | |
| 3096 | .'N'AME to sort by p atient nam e | |
| 3097 | .'T'ERMINA L DIGIT | |
| 3098 | INCLUDE RE CORDS CURR ENTLY CHEC KED INTO T HE HOME LO CATION? No // | |
| 3099 | YES/NO T his prompt appears i n the Char ged Record s By Home Location o ption of t he Managem ent Report s Menu. I f you choo se to incl ude those records cu rrently ch ecked into the home location ( all record s belongin g to the s pecified h ome locati on will ap pear on th e printout ), you may wish to c onsider ru nning this list duri ng off-hou rs since i t may be q uite lengt hy. Enter <RET> or NO to incl ude only t hose recor ds current ly charged out of th e home loc ation. | |
| 3100 | INDICATE W HAT INFORM ATION TO D ISPLAY: Al l// | |
| 3101 | This promp t appears in the Rec ord Inquir y option o f the Reco rd Informa tion Menu. You may enter: | |
| 3102 | .<RET> or 'A'LL to d isplay rec ord inform ation for all of the selected patient's records | |
| 3103 | .'T'YPE - you will s ubsequentl y be promp ted to spe cify a rec ord type | |
| 3104 | .'V'OLUME - you will subsequen tly be pro mpted for the volume | |
| 3105 | INSTITUTIO N PROMPTS (of REQUES TOR, FILE ROOM, BORR OWER, ETC. ) | |
| 3106 | On occasio n, you may be prompt ed for an institutio n in an op tion in wh ich you wo uld not no rmally exp ect to be. This gen erally occ urs when t here is a conflict b etween the user's in stitution (as define d in your site's Ins titution f ile) and t he associa ted instit ution of t he entry j ust made. The syste m will acc ept an ent ry at such a prompt and proces sing will continue; however, a ppearance of such a prompt may signify a potential problem a nd your si te manager should be consulted . | |
| 3107 | ISSUE REQU EST FOR RE CORDS? NO/ / | |
| 3108 | This promp t appears in the Adm itting Are a Chart Re quest opti on of the MAS Specif ic Set-up Menu and i n the Appo intment Ma nagement o ption. It also appe ars when r egistering a patient through t he ADT (Ad mission-Di scharge-Tr ansfer) mo dule. You may enter: | |
| 3109 | .<RET> to accept the default v alue of No | |
| 3110 | .YES if yo u wish to request th e records from the f ile room - a request notice wi ll print o n the spec ified prin ter for th e appropri ate file r oom | |
| 3111 | LOOSE FILI NG INDICAT OR | |
| 3112 | This promp t appears in the Upd ate Record 's Attribu tes option of the Tr ansaction Menu and i s used to notify fil e room per sonnel tha t loose fi ling exist s for a re cord being checked i nto the fi le room. If YES is entered at this prom pt, a mess age will b e displaye d when the record is checked i nto the fi le room ad vising of the loose filing. N ecessary f iling may then be ac complished prior to placing th e patient' s record b ack on the shelf. T o turn thi s message off, this field must be set ba ck to NO. You may e nter: | |
| 3113 | .YES | |
| 3114 | .NO | |
| 3115 | .<RET> - N O will be assumed | |
| 3116 | OK? YES// | |
| 3117 | This promp t appears often in R ecord Trac king and r elates to your entry to the pr evious pro mpt. Esse ntially, t he system is asking "Is this t he selecti on you wis h to make? ". If the entry dis played is incorrect, it is adv isable tha t an up-ar row <^> be entered r ather than NO. Entr y of NO wi ll eventua lly return you to th e previous prompt; h owever, th e route by which it returns ma y be somew hat confus ing. You may enter a <?> for a list of possible s elections and make t he correct entry. Y ou may ent er: | |
| 3118 | .<RET> if correct | |
| 3119 | .up-arrow <^> to ret urn to the previous prompt | |
| 3120 | PRINT OVER DUE LIST F OR AN INST ITUTION OR HOME LOCA TION? Inst itution// | |
| 3121 | This promp t appears in the Ove rdue Recor ds List op tion of th e Manageme nt Reports Menu. Yo u are bein g prompted whether y ou wish to run the r eport for an entire institutio n (divisio n) defined at your f acility or a specifi c home loc ation (fil e room). If run for one of yo ur institu tions, all home loca tions for that insti tution wil l be inclu ded on the report. You may en ter: | |
| 3122 | .<RET> to accept def ault insti tution | |
| 3123 | .'H'OME LO CATION - y ou will su bsequently be prompt ed for the home loca tion | |
| 3124 | PULL LIST: {PULL LIS T NAME}// | |
| 3125 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu with the defaul t being th e name you entered a t the begi nning of t he session . At this prompt, y ou are giv en the opp ortunity t o edit or change the name of t he pull li st you are creating. You may enter: | |
| 3126 | .<RET> if the name i s correct | |
| 3127 | .a new nam e (3-50 ch aracters) | |
| 3128 | .up-arrow <^> to abo rt process ing; pull list will be deleted | |
| 3129 | PULL LIST NUMBER: {N }// | |
| 3130 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu. It will appea r with a d efault ass igned by t he system. This def ault will be the nex t consecut ive number from the last entry made. If the last entry was out of seq uence, the default w ill be con secutive t o that ent ry. You m ay change the pull l ist number at this p rompt if y ou wish. The system will not accept a n umber alre ady used. You may e nter: | |
| 3131 | .<RET> to accept the default | |
| 3132 | .another n umber (bet ween 1 and 9999999) | |
| 3133 | REASON NOT TO RETIRE | |
| 3134 | This promp t appears in the Upd ate Record 's Attribu tes option of the Tr ansaction Menu and i s used to change the retiremen t status o f a record . There a re three p ossible re tirement s tatuses as listed be low. A re cord's ret irement st atus is sh own on its record in quiry whic h should a lways be c hecked pri or to reti ring a rec ord. All records ar e assumed OK to reti re unless otherwise specified through th is field. At this p rompt, you may enter : | |
| 3135 | .<RET> to accept def ault (if t here is on e); if bla nk, the sy stem will assume a r etirement status of OK TO RETI RE | |
| 3136 | .'T'EACHIN G to indic ate record is used f or teachin g and shou ld not be retired | |
| 3137 | .'R' for T UMOR REGIS TRY to ind icate reco rd is in t he TUMOR R EGISTRY an d should n ot be reti red | |
| 3138 | .'O'K TO R ETIRE | |
| 3139 | .up-arrow <^>; prese nt status will be as sumed | |
| 3140 | REASON REC ORD WAS MI SSING | |
| 3141 | This promp t appears in the Fla g a Record As Missin g option o f the Tran saction Me nu when re moving a m issing fla g from a r ecord. It may also appear in several ot her option s when a m issing rec ord is sel ected for transactio n and the user is pr ompted thr ough the p rocess of removing t he missing flag. Yo ur possibl e entries at this pr ompt are d ependent u pon the re asons esta blished fo r use at y our site. A <?> may be entere d at this prompt and a list of acceptabl e reasons will be di splayed fr om which y ou may sel ect. Poss ible entri es are: | |
| 3142 | .reason re cord was m issing (fr om list) | |
| 3143 | .<RET> to leave blan k | |
| 3144 | RECORD TYP E RESTRICT ION | |
| 3145 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu and m ay be used to design ate a spec ific recor d type whi ch should be request ed for eac h patient subsequent ly entered ; for exam ple, you m ay wish to request o nly the la test volum e of each patient's medical re cord. If this is th e case, an entry in this field will stre amline the session b y eliminat ing the di splay of e ach patien t's Short Record Inq uiry and p rompting f or a selec tion upon entry of t he patient 's name. If you wil l be reque sting a va riety of r ecord type s and volu mes, make no entry i n this fie ld. You m ay enter: | |
| 3146 | .record ty pe you wis h to reque st on pull list (mus t be assoc iated with your appl ication) | |
| 3147 | .<?> for a list of p ossible re cord types | |
| 3148 | .<RET> to leave blan k | |
| 3149 | .up-arrow <^> to abo rt process ing; pull list will be deleted | |
| 3150 | REQUESTING RECORD FO R WHICH BO RROWER | |
| 3151 | This promp t appears in the Req uest a Rec ord option of the Re quest Reco rds Menu. The name of the bor rower to w hich the r ecord is t o be charg ed should be entered at this p rompt. Th e borrower must be a ctive in y our Borrow ers/File A reas file. You may enter: | |
| 3152 | .name of b orrower | |
| 3153 | .wand borr ower's bar code labe l | |
| 3154 | REQUESTOR: {Name} | |
| 3155 | This promp t appears in the Edi t a Reques t option o f the Requ est Record s Menu wit h a defaul t of the p reviously entered re questor. At this pr ompt, you may change the reque stor of th e record. The reque stor in th is case is the same as the bor rower to w hom the re cord is to be charge d. The re questor en tered must be active in your b orrowers/F ile Areas file. You may enter : | |
| 3156 | .name of n ew request or | |
| 3157 | .<RET> or up-arrow < ^>; defaul t will be accepted | |
| 3158 | SELECT ADM ITTING ARE A | |
| 3159 | This promp t appears in the Adm itting Are a Chart Re quest opti on of the MAS Specif ic Menu wh en there i s more tha n one admi tting area defined i n your sit e paramete rs. You a re prompte d for the name of th e admittin g area req uesting th e records. You may enter: | |
| 3160 | .name of a dmitting a rea reques ting recor d | |
| 3161 | .<?> for a list from which to select | |
| 3162 | SELECT BOR ROWER | |
| 3163 | This promp t appears in a numbe r of optio ns in Reco rd Trackin g. It rel ates to th e individu al or loca tion to wh ich record s are or w ill be cha rged. You r entry mu st be an a ctive borr ower in yo ur Borrowe rs/File Ar eas file. You may e nter: | |
| 3164 | .name of b orrower | |
| 3165 | .<?> for a list from which to select | |
| 3166 | .wand borr ower's bar code label | |
| 3167 | SELECT DAT E | |
| 3168 | This promp t appears in the Cha rge Out Pu ll List Re cords and Print Pull List(s) o ptions of the Pull L ist Functi ons Menu. At this p rompt, you should en ter the da te for whi ch records on the pu ll list(s) being cha rged out o r printed are reques ted. | |
| 3169 | SELECT HOL DING AREA | |
| 3170 | This promp t appears in the Cha rge Out Pu ll List Re cords opti on of the Pull List Functions Menu and i s used whe n pull lis t records are being sent to a holding ar ea prior t o their go ing to the clinic or borrower for which they are r equested. Your entr y must be an active borrower i n the Borr owers/File Areas fil e. You ma y enter: | |
| 3171 | .name of h olding are a | |
| 3172 | .<?> for a list from which to select | |
| 3173 | SELECT HOM E LOCATION | |
| 3174 | This promp t appears in the Cha rged Recor ds By Home Location and Overdu e Records List optio ns of the Management Reports M enu and is used to s pecify the home loca tion for w hich you w ish these reports to be run. You may en ter: | |
| 3175 | .name of h ome locati on | |
| 3176 | .<?> for a list from which to select | |
| 3177 | SELECT INS TITUTION: {INSTITUTI ON}// | |
| 3178 | This promp t appears in the Ove rdue Recor ds List op tion of th e Manageme nt Reports Menu prom pting you for the in stitution for which you wish t o run the report. I n this cas e, the ter m institut ion is syn onymous wi th divisio n. The pr ompt will only appea r if more than one i nstitution is define d at your site, and it will ap pear with a default which will be the in stitution associated with the user of th e option. You may e nter: | |
| 3179 | .<RET> to accept the default | |
| 3180 | .name of t he institu tion for w hich you w ish to run the repor t | |
| 3181 | SELECT LAB EL DEVICE | |
| 3182 | Generally your site parameters will spec ify defaul t label de vices by l abel type for each f ile room a nd admitti ng area de fined with in your Re cord Track ing applic ation. Wh en it is n ecessary f or a label to print, it will a utomatical ly print o n the spec ified labe l device a nd this pr ompt will not appear . When no label dev ice has be en defined , this pro mpt will a ppear. Al so, certai n users ha ve the abi lity to si gn into Re cord Track ing and se lect the f ile room f rom which they wish to track r ecords. M ost users have acces s to one f ile room o nly. They are also prompted w hether the y wish to use that f ile room's default d evices. I f NO is an swered, th is prompt will appea r whenever it is nec essary for a label t o print. If you are not one o f these us ers and th is prompt appears, i t is recom mended you r applicat ion coordi nator or s ite manage r be notif ied to ass ure device s are defi ned in you r site par ameters. | |
| 3183 | This promp t may appe ar with a default. You may en ter: | |
| 3184 | .<RET> to accept def ault | |
| 3185 | .device na me/number as defined in your p arameters on which t o print | |
| 3186 | .<?> for a list of d evices fro m which to select | |
| 3187 | SELECT LAB ELS FROM L IST | |
| 3188 | This promp t appears in the Cre ate a Labe l/Record/V olume opti on of the Transactio n Menu. I t will app ear in con junction w ith displa y of the s elected pa tient's sh ort record inquiry p rompting y ou to sele ct the rec ord for wh ich you wi sh to prin t a label. You may enter: | |
| 3189 | .number of record fr om display for which you wish to print a bar code label | |
| 3190 | .a range o f numbers; i.e. 1-4 | |
| 3191 | .a combina tion of nu mbers sepa rated by c ommas; i.e . 1,3,5 | |
| 3192 | .a combina tion of nu mbers sepa rated by c ommas and a range; i .e. 1,3-5 | |
| 3193 | .<RET> or up-arrow < ^> if you wish to cr eate a new record or volume ra ther than print a ba r code lab el | |
| 3194 | SELECT MIS SING RECOR D | |
| 3195 | This promp t appears in the Fla g a Record As Missin g option o f the Tran saction Me nu asking you to spe cify the r ecord you wish to fl ag as miss ing, remov e missing flag from or approve /disapprov e the find ing of. Y ou may ent er: | |
| 3196 | .wand the bar code l abel of th e record | |
| 3197 | .the Recor d Tracking identifie r number | |
| 3198 | .patient n ame | |
| 3199 | SELECT MOV EMENT TYPE | |
| 3200 | This promp t appears in the Ina ctive/Re-A ctivate Re cords and Transfer R ecords opt ions of th e Transact ion Menu a sking you to specify the actio n you wish to take. You may e nter: | |
| 3201 | .movement type you w ish to mak e. Depend ing upon t he option in which y ou are wor king, they may be: | |
| 3202 | .'I'NACT IVATE | |
| 3203 | .'R'EACT IVATE | |
| 3204 | .TRANSFE R BACK FRO M OTHER VA MC | |
| 3205 | .TRANSFE R TO OTHER VAMC | |
| 3206 | .<?> for a list of s electable movement t ypes | |
| 3207 | SELECT NEW RECORD TY PE | |
| 3208 | This promp t appears in the Cre ate a Labe l/Record/V olume opti on of the Transactio n Menu ask ing you to specify t he record type for w hich you w ish to cre ate a new or additio nal volume (i.e., m aster fold er, medica l record, administra tive recor d, etc.). The possi ble select ions will vary betwe en sites a nd applica tions. Yo u may ente r: | |
| 3209 | .record ty pe for whi ch you wis h to creat e a new or additiona l volume ( must be de fined in y our parame ters) | |
| 3210 | .<?> to vi ew a list of possibl e selectio ns | |
| 3211 | .<RET> to return to the "Selec t PATIENT" prompt | |
| 3212 | SELECT PAT IENT | |
| 3213 | This promp t appears in a numbe r of optio ns through out Record Tracking asking you to enter the name o f the pati ent whose records yo u wish to process or for whom you wish t o view rec ord inform ation. Th e patient entered mu st already be in you r database (Patient file) and in some ca ses must a lready hav e records in the Rec ord Tracki ng system. Please r efer to th e appropri ate option documenta tion, if n eeded, to ascertain whether th e patient must have records in Record Tr acking in order to b e accepted . | |
| 3214 | SELECT PAT IENT NAME | |
| 3215 | This promp t appears in the Pat ient Charg e Out opti on of the Transactio n Menu ask ing you to enter the name of t he patient who is bo rrowing th eir own re cord. The patient m ust alread y be in yo ur databas e. If the y have no records in Record Tr acking, th e system w ill create them in a ccordance with your site param eters when the patie nt's name is entered at this p rompt. | |
| 3216 | SELECT PUL L LIST | |
| 3217 | This promp t appears throughout the Pull List Funct ions Menu asking you for the p ull list w ith which you wish t o work. I n Charge O ut Pull Li st Records and Print Pull List (s), it wi ll appear with a def ault of AL L CLINIC L ISTS. It also appea rs in the Retrieval Rate Stati stics opti on of the Management Reports M enu asking for the p ull list f or which t o run the report. Y ou may ent er: | |
| 3218 | .pull list name | |
| 3219 | .pull list number | |
| 3220 | .date reco rds are ne eded on pu ll list (a selection will be d isplayed) | |
| 3221 | .<RET> if there is a default, it will be accepted; otherwise , processi ng will be aborted | |
| 3222 | It should be noted t hat if you are using the Print Pull List (s) option and wish to sort yo ur pull li st by othe r than ter minal digi ts, a <RET > must be entered at this prom pt (accept ing the de fault of a ll) in ord er to subs equently b e prompted for the m ethod to s ort the li st; 'C'LIN IC, 'A' to sort by c linic name then appo intment ti me. | |
| 3223 | SELECT REC ORD | |
| 3224 | This promp t appears in a numbe r of Recor d Tracking options a nd is used to enter records fo r processi ng. The p ossible ac tions surr ounding th is prompt vary somew hat depend ing upon t he option in which y ou are wor king. The action su rrounding the entry of <RET> a nd up-arro w <^> also varies de pending up on the opt ion. In a ll cases, the follow ing entrie s may be m ade whenev er this pr ompt is di splayed: | |
| 3225 | .Record Tr acking ide ntifier nu mber | |
| 3226 | .wand reco rd barcode label | |
| 3227 | .patient n ame - pati ent's shor t record i nquiry wil l subseque ntly be di splayed fr om which y ou may sel ect the ap propriate record | |
| 3228 | The follow ing option s return y ou to this prompt re peatedly t hereby all owing crea tion of a list of re cords whic h will be processed (or queued for proce ssing) upo n conclusi on of the session: Charge Out Records, Check In R ecords, In activate/R eactivate Records, R e-Charge R ecords and Transfer Records of the Trans action Men u; Request a Record, Request R ecords Men u; and Cre ate a Pull List and Add Record s To Pull List of th e Pull Lis t Function s Menu. T he followi ng entries apply to these opti ons: | |
| 3229 | .If record s have alr eady been entered fo r processi ng during the sessio n, they ma y be delet ed from th e list by entering a minus sig n (-) plus the Recor d Tracking identifie r number; i.e., -28. If you d o not know the Recor d Tracking identifie r number, you may fi rst enter a <?> at t his prompt and it wi ll be disp layed. | |
| 3230 | .<RET> to signify th e end of t he session ; records will be pr ocessed or queued fo r processi ng | |
| 3231 | The follow ing option s utilize this promp t for ente ring recor ds for pro cessing bu t do not r eturn to i t repeated ly allowin g the crea tion of a list: Upd ate Record 's Attribu tes and De lete a Rec ord of the Transacti on Menu an d Request a Record o f the Requ est Record s Menu. Y ou may ent er a recor d for proc essing as described above. | |
| 3232 | SELECT {PA TIENT NAME }'S RECORD S FROM LIS T | |
| 3233 | This promp t appears throughout Record Tr acking in conjunctio n with dis play of th e patient' s short re cord inqui ry. You m ay select from the s hort recor d inquiry those of t he patient 's records you wish to process . You may enter: | |
| 3234 | .number(s) of record s to be pr ocessed; y ou may ent er a singl e number, several si ngle numbe rs separat ed by comm as, a rang e of numbe rs separat ed by a da sh or a co mbination; i.e. 1,3, 4 or 1-3, or 1-3,5,7 | |
| 3235 | SELECT REC ORD TRACKI NG APPLICA TION | |
| 3236 | This promp t will app ear for th ose users who have a ccess to m ore than o ne Record Tracking a pplication ; i.e. sit e managers , applicat ion coordi nators, et c. Most u sers have access to only one. At this p rompt, you should en ter the Re cord Track ing applic ation in w hich you w ish to wor k; MAS or Radiology. | |
| 3237 | SELECT REC ORD TRACKI NG FILE RO OM | |
| 3238 | This promp t will app ear for th ose users who have a ccess to m ore than o ne Record Tracking f ile room; i.e. site managers, applicatio n coordina tors, supe rvisors, m anagers. At this pr ompt, you should ent er the nam e of the f ile room f rom which you wish t o track re cords. Th is prompt may appear with a de fault. Yo u may ente r: | |
| 3239 | .<RET> to accept the default | |
| 3240 | .name of f ile room ( as it appe ars in you r paramete rs) from w hich you w ish to tra ck records | |
| 3241 | SELECT REC ORD TYPE | |
| 3242 | This promp t appears in the Mul tiple New Volume Cre ation and New Volume Creation options of the Trans action Men u as well as the Rec ord Inquir y option o n the Reco rd Informa tion Menu and is use d to speci fy the rec ord type w ith which you wish t o work; i. e. medica l record, chest film s, etc. R ecord type s will var y between sites and applicatio ns. A que stion mark may be en tered for a list fro m which to select. | |
| 3243 | SELECT REQ UEST | |
| 3244 | This promp t appears in a numbe r of Reque st Records and Pull List Funct ions Menu options an d is used to designa te the req uest with which you wish to wo rk. You m ay enter t he followi ng at this prompt: | |
| 3245 | .request n umber | |
| 3246 | .wand requ est label | |
| 3247 | .patient n ame - pati ent's requ est profil e will sub sequently be display ed from wh ich you ma y select t he appropr iate reque st | |
| 3248 | SELECT TYP E OF LIST? ALL// | |
| 3249 | This promp t appears in the Pri nt Pull Li st(s) opti on of the Pull List Functions Menu and i s used to designate the inform ation you wish to in clude on t he pull li st(s) bein g printed. You may enter: | |
| 3250 | .<RET> to accept def ault; ALL requests w ill be pri nted | |
| 3251 | .'N'ON-FIL LABLE; onl y requests which hav e been des ignated NO N-FILLABLE will be p rinted | |
| 3252 | .'D'ETAILE D NON-FILL ABLE; all NON-FILLAB LE request s will be printed al ong with t he Combina tion Data Trace Repo rt of the record whi ch traces past recor d location s as well as future clinic app ointments. (This re port may a lso be obt ained thro ugh the Co mbination Data Trace option of the Recor d Informat ion Menu.) | |
| 3253 | SUPERVISOR COMMENTS | |
| 3254 | This promp t appears in the Fla g a Record As Missin g option o f the Tran saction Me nu. It is a word pr ocessing f ield in wh ich commen ts pertain ing to the missing r ecord may be entered . You may enter: | |
| 3255 | .comment p ertaining to missing record | |
| 3256 | .<RET> to leave blan k | |
| 3257 | TEMPORARY COMMENT: | |
| 3258 | This promp t appears in the Pat ient Charg e-Out opti on of the Transactio n Menu all owing you to enter a free text (2-75 cha racters) c omment per taining to the charg e-out. Th is comment will appe ar on the patient's short reco rd inquiry until suc h time as the system records t he record as being r eturned. This comme nt is opti onal and m ay be left blank by entering a <RET>. | |
| 3259 | TO DATE: | |
| 3260 | This promp t appears in the Ret rieval Rat e Statisti cs option of the Man agement Re ports Menu asking fo r an endin g date in the date r ange for w hich you w ish to run the repor t. | |
| 3261 | TRACE CUT- OFF DATE: T-l00// | |
| 3262 | This promp t appears in the Com bination D ata Trace option of the Record Informati on Menu an d is used to specify how many days in th e past you wish the report to compile re cord activ ities. As suming the informati on has not been purg ed, you ma y track ba ck as far as 999 day s. You ma y enter: | |
| 3263 | .<RET> to accept def ault; repo rt will re flect the past 100 d ays of act ivity | |
| 3264 | .another c ut-off dat e (must be a past da te) | |
| 3265 | TRANSFER I NSTITUTION | |
| 3266 | This promp t appears in the Tra nsfer Reco rds option of the Tr ansaction Menu and i s used to designate the facili ty to whic h you are transferri ng records . You may enter: | |
| 3267 | .name or n umber of i nstitution to which you are tr ansferring records ( must be in your Inst itution fi le) | |
| 3268 | .<?> for d isplay of your Insti tution fil e from whi ch you may select | |
| 3269 | TRANSFER R EQUESTS TO VOLUME 'N '? NO// | |
| 3270 | YES/NO T his is the final pro mpt in the Move Requ ests To La st Volume option of the Transa ction Menu confirmin g whether you wish t o transfer record re quests to the volume entered. | |
| 3271 | UPDATE BOR ROWER INFO RMATION | |
| 3272 | PHONE# | |
| 3273 | LOCATION/R OOM | |
| 3274 | Depending upon site parameters , this pro mpt may ap pear follo wing selec tion of a borrower i n a number of Record Tracking options. It is used to update the phone # and loca tion of th e selected borrower as it appe ars in the Borrowers /File Area s file. I f the info rmation is already i n the file , these fi elds will appear wit h defaults and you m ay enter a <RET> to accept the defaults. You may also edit the curren t informat ion. | |
| 3275 | VOLUMES RE QUESTED: L ATEST VOLU ME// | |
| 3276 | This promp t appears in the Cre ate a Pull List opti on of the Pull List Functions Menu and i s used to specify wh at volumes you will be request ing on the pull list . You may enter: | |
| 3277 | .<RET> to accept def ault (only the lates t volume o f the reco rd type sp ecified wi ll be requ ested on t he pull li st) | |
| 3278 | .'A'LL VOL UMES | |
| 3279 | .up-arrow <^> to abo rt process ing; pull list will be deleted | |
| 3280 | WHERE WAS THE RECORD FOUND | |
| 3281 | This promp t appears in the Fla g a Record As Missin g option o f the Tran saction Me nu when re moving a m issing fla g or when removing a missing f lag from a record th rough anot her option . You may enter: | |
| 3282 | .name of b orrower/fi le area wh ere record was found (must be in Borrowe rs/File Ar eas file) | |
| 3283 | .<RET> or up-arrow < ^> to abor t processi ng; missin g flag wil l not be r emoved | |
| 3284 | WOULD YOU LIKE TO PR INT A BARC ODE LABEL? No// | |
| 3285 | This promp t appears in the Cha rge-Out Re cords and Check-In R ecords opt ions of th e Transact ion Menu w hen a sing le record is selecte d from a p atient's s hort recor d inquiry, rather th an by wand ing the ba r code lab el or ente ring the r ecord iden tifier num ber. This gives you the oppor tunity to print a ba rcode labe l, if the record doe s not alre ady have o ne. Note that it wi ll only ap pear when a single r ecord is s elected fr om a patie nt's short record in quiry (not multiple records). You may e nter: | |
| 3286 | .<RET> or NO | |
| 3287 | .YES; barc ode label will be pr inted on t he appropr iate defau lt device or, if not defined i n your sit e paramete rs, you wi ll be prom pted for a device on which to print |
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