User Guide. Version 3.0. Revision Date: 11-Feb Esoterix, Inc., All Rights Reserved

Transcription

1 User Guide Version 3.0 Revision Date: 11-Feb Esoterix, Inc., All Rights Reserved

2 Contact Us Contact us if you have any questions or comments. Client Services and Technical Support Phone Fax (800) (800) Website Sales Support Contact your local sales representative at: 2004 Esoterix, Inc., All Rights Reserved

3 Table of Contents Getting Started... 3 Log in to Medtrax... 3 Select your location... 5 Change your password... 5 Quick Links... 6 Log out of Medtrax... 7 Managing Patient Data... 8 Creating a patient... 8 Searching for a patient... 9 Editing a patient Ordering Tests Creating an order Viewing test information Searching for orders Editing an order Canceling an order Changing or canceling a released order Printing forms Manifests Viewing the current manifest Printing the manifest Releasing the manifest Searching for a released manifest Billing and Insurance Required patient information by billing type Required order information by billing type Reports...35 Searching for reports Sorting reports by column Viewing and printing reports Saving reports Copying and pasting text and images Order a Global from a TC Flow Cytometry report...40 Report history Health Horizons Viewing Health Horizons reports Printing Health Horizon reports Esoterix, Inc., All Rights Reserved 1 User Guide

4 Table of Contents Administration Changing your location Adding a physician Creating a favorite test list Using a favorite test list HIPAA compliance Glossary Index Esoterix, Inc., All Rights Reserved 2 User Guide

5 Getting Started Before you begin You should have received an message notifying you of your user name and a letter containing your initial password. If you do not have a Medtrax user name, contact Esoterix Client Services at (800) to request an account. Required software For optimal performance, Medtrax requires Microsoft Internet Explorer version 5.5 or higher, and Acrobat Reader version 4.0 or higher (version 6.0 recommended). These applications are available for download free of charge. You can download Internet Explorer from the Microsoft Website, and Acrobat Reader from the Esoterix Website, Log in to Medtrax To log in to Medtrax 1. Open Internet Explorer and navigate to 2. Click the Medtrax link. Figure 1: Esoterix Web page Click to open the Medtrax page 3. On the Medtrax page, click Enter the Medtrax website. Note: Use the Adobe Acrobat link to download the latest version of Adobe Acrobat Reader, version Esoterix, Inc., All Rights Reserved 3 User Guide

6 Getting Started Figure 2: Medtrax page Click to download Acrobat Reader 6.0 Click to start Medtrax 4. Type your user name and password in the fields provided. 5. Click Login. 6. If this is your first log in, you will be asked to change your password before continuing. Note: Your password is case-sensitive. Figure 3: Log in page 2004 Esoterix, Inc., All Rights Reserved 4 User Guide

7 Getting Started If you forget your password If you forget your password, or your account is locked for security reasons, contact Esoterix Technical Support toll free at (800) Select your location If you are associated with more than one testing location, the Change Location page appears when you log in. The location determines which patient files and orders you will be able to see. You can change your location at any time. To continue, select your location from the Location field, and click Submit Location. Figure 4: Select your current location Click to submit location Change your password To change your password 1. Open the Account menu and select Change Password. 2. In the Old Password field, type your current password. 3. Choose a new password and type it in the New Password field. 4. Type your new password again in the Confirm Password field. 5. Click Submit Change Password. Your new password becomes effective immediately. Note: Passwords must be a minimum of six characters Esoterix, Inc., All Rights Reserved 5 User Guide

8 Getting Started Figure 5: Change Password page Quick Links Once you have logged in to Medtrax, the Medtrax main page appears, as shown in Figure 6. Links to each of the major areas of Medtrax appear under the heading, Quick Links. Click Establish patient records to open the Create Patient page. Click Order testing for established patients to open the Create Order page. Click Gain access to patient results to open the Reports page. Click Review educational materials to open the Health Horizons page. Figure 6: Medtrax Main Page 2004 Esoterix, Inc., All Rights Reserved 6 User Guide

9 Getting Started Log out of Medtrax To log out of Medtrax Click Logout in the upper right corner. Figure 7: Logout button Click to log out 2004 Esoterix, Inc., All Rights Reserved 7 User Guide

10 Managing Patient Data You can easily maintain accurate patient information using Medtrax patient records. A patient record stores a patient's personal data and insurance information for use when creating orders. Creating a patient Begin the order process by creating a patient record. To create an order for a patient, the patient must first have a patient record. To create a patient 1. From the Patient menu, select Create Patient. Figure 8: Patient menu Create New 2. Enter the patient's Last Name, First Name, Patient ID and Sex. These fields are required. The patient ID can be any combination of letters or numbers, but it must be unique for this patient in this account. Check the Generate ID checkbox if you want Medtrax to generate a patient ID for you. You do not need to provide any additional information to begin creating orders. Figure 9: Required Patient Information 8

11 Managing Patient Data 3. If the patient will be billed for this order, enter the patient's social security number (SSN), billing address, and phone number. 4. If you want Esoterix to bill insurance, Medicaid, or Medicare, scroll down to the Patient Insurance Information section and provide complete insurance information. Note: Be sure to include any necessary insurance forms with the samples, such as a signed ABN form. See page 25 for information on printing ABN forms. 5. Click Submit and Create Order to save the patient record and begin creating an order. To save the record without creating an order, click Submit Patient Data. Figure 10: Patient Insurance Information Searching for a patient Use the Search Patient feature to lookup a patient record in Medtrax. To search for a patient 1. Open the Patient menu and select Search Patients. Figure 11: Patient menu Search 2. In the Patient Search dialog, enter your search criteria. You can search by Patient ID, Date of Birth, First Name, Last Name, or Sex. 3. In the Return Number drop down list, select the maximum number of patients you want to view: 10, 50, or 100. By selecting a smaller number of returns, you can reduce the amount of time it takes Medtrax to perform the search. 9

12 Managing Patient Data 4. Click Submit. 5. If you do not see the patient you are looking for in the list of results, refine your search criteria and click Submit again. Figure 12: Patient Search Search criteria: Patient ID Date of Birth Name Sex Click to search Select a patient Click to view selected patient 6. Double-click a patient to view the patient record. Alternatively, select the patient from search results and click Select Patient. Figure 13: View Patient page 10

13 Managing Patient Data Editing a patient Use the following steps when you need to update a patient's personal or insurance information. To update a patient's data 1. Perform a search to locate the patient record. Select a patient from search results to view the record. 2. At the bottom of the View Patient page (Figure 13), click Edit Patient. 3. Update the patient s personal and insurance information as necessary. 4. When you have finished, click Submit Patient Data. To update the record and create an order for this patient, click Submit and Create Order. Note: Changes to a patient do not automatically update open orders for the patient. If you want the new information to appear in an order, re-submit the order. To re-submit, locate the order and open it for editing. On the Edit Order page, click Submit Order. Figure 14: Edit Patient page 11

14 Ordering Tests A Medtrax order captures the information needed to create a requisition, including patient, billing method, referring physician, ICD-9/diagnosis codes and the tests you want performed. You can also add comments or special instructions. Once you submit an order to Medtrax, the system saves the order and creates a completed requisition, which can be printed using Adobe Acrobat. If the order contains samples at different temperatures, Medtrax creates a separate page in the requisition for each temperature type (frozen, refrigerated, or ambient). Note: Remember to include all necessary supporting documentation with your samples, such as a signed ABN and patient insurance forms. Creating an order Use the following procedures to create a new order. Note: If you are placing an order for a new patient, begin by creating a new patient record. Figure 15: Order menu Create Order To create an order 1. If you selected Submit and Create Order on the Patient page, the Create Order page appears. Otherwise, select Create Order from the Order menu, and choose a patient using one of the following methods: If you know the patient's ID, type it in the Patient ID field and click Add Patient. To look up a patient ID, click Select Patient and search for an existing patient by name. 12

15 Ordering Tests Figure 16: Create Order Order Detail Select physician Enter specimen ID Enter collection date Enter a collection time (24 hour) Add ICD-9 codes Select billing recipient(s) 2. Select the referring physician. If the physician does not appear on the list, click Create to add a physician (see page 45). 3. Enter your internal accession number in the Specimen ID field. 4. Enter the date of the specimen collection. Use the format Date: DD-MMM-YYYY. Click Calendar to select the date from a calendar. 5. Enter the time of the specimen collection using 24-hour time in the format Time: HH:MM. 6. Select the patient s status from the Patient Status field. This information may be required for insurance purposes. The options are Inpatient, Outpatient, or Non-patient. 7. Choose a billing method from the Bill to field. Hold down the CTRL key to select more than one. 8. If you have chosen insurance, Medicaid, or Medicare billing, add diagnosis/icd-9 codes. Type a code in the ICD-9 Code field and click Add Code. 9. Now that you have entered the basic information, you can select tests. To select tests If you know the test code: 1. Scroll down to the Procedures section. 2. Type a test code in the Test Code field. 3. Check Serial Sample if the test is a timed draw, and select the Temperature and Specimen. This step is optional. If you do not select a sample type, the default sample type is automatically selected. 4. Click Add Procedure. 13

16 Ordering Tests Figure 17: Create Order Add Procedure Click to add procedure Click to search for a procedure If you do not know the test code: 1. Click Search DOS and Favorites. 2. Using the Search in drop-down list, select whether you want to search the entire DOS or one of your favorite test lists. 3. Enter your search criteria. You can search by test code or test name. 4. From the Return drop-down list, select the maximum number of results you want Medtrax to display. 5. Click Search. Figure 18: DOS and Favorites Search 6. Select a test from the list of results and click Accept. 7. Continue searching for and selecting tests until you have added all tests for the order. 8. Click Close to close the DOS Search window. Note: If you are unable to locate a test in the DOS, but you know the test name and test code, enter the test in Requisition Comments. 14

17 Ordering Tests Figure 19: Select specimen type and temperature To select specimen types for a test 1. In the list of tests, note the Temperature and Specimen columns. The default temperature and specimen appear for each test. 2. Select the specimen temperature from the Temperature list. The choices are Frozen, Refrigerated, or Ambient. 3. Select the specimen type from the Specimen list. Only valid specimen types appear. 4. If this test is for a timed draw of multiple specimens, select Yes from the Serial column. 5. Repeat this procedure for each test in the order. To select specimen types for panels or profiles 1. When ordering a panel or profile, the tests within the profile appear below the profile test code. 2. Select a specimen type and temperature for the profile to set the specimen types for all tests it contains. 3. Select a specimen type and temperature for individual tests within the profile (when applicable) to override the specimen type of the profile. To add comments Use the Comments section to add comments when creating or editing an order. Requisition Comments Use the Requisition Comments field to write comments to the laboratory regarding the order. Only the laboratory sees requisition comments, they do not appear on the final report. Note: Orders that include Requisition Comments are not transmitted electronically to Esoterix because they may require special handling. Be sure to include a printed requisition with your order. Report Comments In the Report Comments field, type comments that you want to appear on the final report. Report comments can be additional internal account numbers or other reference information about the patient or order. 15

18 Ordering Tests Figure 20: Comments To order tests using Requisition Comments If you cannot locate a test in the online Directory of Services, you can manually order a test by typing a request in the Requisition Comments field. Include the test name, test code (optional), sample type and sample temperature. Note: Orders that include Requisition Comments are not transmitted electronically to Esoterix because they may require special handling. Be sure to include a printed requisition with your order. Figure 21: Comments Order Additional Testing 16

19 Ordering Tests Select time points for serial tests 1. In the list of tests, make sure you select Yes from the Serial column. Figure 22: Select serial tests 2. Complete the order comments and click Submit Order. The Serial Sample page appears. 3. All tests marked as serial tests on the previous page appear in the Tests list on this page. Begin by selecting the tests you want performed on the first sample. To select more than one test, hold down the CTRL key and click each test. 4. Enter the exact Collection Date and Time of the draw. 5. Use the Title and Stimulation fields to enter a description of the sample. For example, Title: Glucose, Stimulation: Draw Click Add Serial Sample. 7. Repeat the above steps for each sample in the series. 8. To remove a serial sample, highlight the sample in the list of serial samples and click Remove Serial Sample. Figure 23: Select serial time points 17

20 Ordering Tests Administrative test information Certain testing requires additional administrative information to properly calculate test results (e.g. patient height and weight). If required, Medtrax will ask for this information after you submit the order. To answer Administrative Test Information questions 1. For each question that appears on the Administrative Test Information section, click once in the Answer column. 2. Type the answer to the question. Figure 24: Administrative Test Questions Submit the order Once the order is complete, click Submit Order Data at the bottom of the page. Figure 25: Submit Order Print the requisition When you submit an order, Medtrax adds it to the current manifest and displays a view of the completed order. You can now print a completed requisition to include with your samples. 18

21 Ordering Tests Figure 26: View Order Click to print the requisition To print the requisition 1. At the bottom of the View Order page, click Print Requisition. 2. In the window that appears, click the Print tool. 3. When you have successfully printed the requisition, close the requisition window by selecting Close from the File menu. Note: Be sure to enclose a printed copy of the requisition and any additional information with the specimen. 19

22 Ordering Tests Figure 27: Requisition in PDF format Requisition number Temperature of samples shipped with this requisition Patient demographics Ordering account Referring physician ICD-9 codes Billing recipient Complete list of specimens Serial samples with tests Administrative test information Tests ordered Comments/ additional tests 20

23 Ordering Tests Viewing test information When adding tests to an order, you can view test information to assist you with selecting the right test and collecting and shipping the correct sample. Figure 28: Test Information Options View shipping instructions 1. After adding tests to an order, select a test. 2. Click the Shipping Instructions button. 3. Click OK to close the dialog when you have finished. Figure 29: Shipping Instructions View collection instructions 1. After adding tests to an order, select a test. 2. Click the Collection Instructions button. 3. Click OK to close the dialog when you have finished. Figure 30: Collection Instructions 21

24 Ordering Tests View test details 1. After adding tests to an order, select a test. 2. Click the View Detail button. 3. Close the window when you are finished. Figure 31: Test Detail Searching for orders Use the Search Orders option to locate and view existing orders. Figure 32: Order menu Search option Search for a submitted order 1. From the Order menu, select Search Orders. 2. Enter your search criteria. You can search by requisition number, test, patient, or collection date. 3. Click Search. 22

25 Ordering Tests Figure 33: Order Search Enter search criteria, such as requisition number, test, patient, or collection date Click to Search Select order Click to view the order View an order Double-click an order in the list of search results. Alternatively, select an order from search results and click Select Order. Editing an order You can edit an order at any time prior to releasing the manifest. Medtrax updates the order and generates a new requisition. For information on how to change orders that have already been released, see Changing or canceling a released order, on page 25. Edit an order 1. Locate and open the order using the Search Order tool. 2. On the Order View page, click Edit Order, as shown in Figure

26 Ordering Tests Figure 34: Edit an Order Click to edit this order 3. Edit the order as necessary. 4. To update patient information, first edit the patient record. When you select Edit Order, the new patient information will automatically appear. 5. Click Submit Order to save your changes and generate a new requisition. Note: Be sure to include the correct copy of the requisition with your order, along with any additional information such as a copy of the patient s insurance card or a signed ABN. Figure 35: Edit Order page 24

27 Ordering Tests Canceling an order To cancel an order 1. Use the Search option to locate the order. Click the Edit Order button. 2. Scroll down to the Procedures list. 3. Select a test and click Remove Procedure. Continue selecting and removing tests until you have removed all tests from the order. 4. In the Requisition Comments field, type, Order cancelled. 5. Click Submit Order Data. Changing or canceling a released order To make changes to an order that has been released to Esoterix, you must contact Esoterix directly. To contact Esoterix about released orders, call Client Services at (800) Printing forms You can print additional forms, including copies of requisitions, a blank requisition, or an ABN form. Print a copy of a requisition 1. Use Search Order to locate the order you want to print. 2. Select the order from search results, and click Select Order. 3. Click Print Requisition at the bottom of the View Order page. 4. When Acrobat Reader opens, click the Print tool to print the form. 5. When you have successfully printed the requisition, close the requisition window by selecting Close from the File menu. View and print an ABN form 1. From the Order menu, select View ABN. 2. When Acrobat Reader opens, click the Print tool to print the form. View and print a blank requisition 1. From the Order menu, select Generic Requisition. 2. When Acrobat Reader opens, click the Print tool to print the form. Figure 36: View and print additional forms 25

28 Ordering Tests To view and print an IHC Available Antibodies form 1. From the Order menu, select IHC Available Antibodies. The form opens in Acrobat Reader. 2. Type the patient s name in the Patient Name fields. 3. Check the box next to each antibody you want to include. 4. Type any additional comments in the Additional Comments field. 5. Click Print Form. Note: Print a paper copy of this form and include it with the sample. This form is not transmitted electronically to Esoterix. 26

29 Manifests As you create orders, Medtrax adds them to the current manifest. When you are ready to ship your samples, close out the shipment by releasing the manifest. Medtrax electronically submits your orders to Esoterix, and begins a new manifest. Medtrax automatically releases the current manifest at the end of the day (9:00 PM local time at the ordering location). This feature ensures that your orders are submitted, even if you do not manually release the manifest. Viewing the current manifest You can view the current manifest at any time to see a list of your open orders. Figure 37: Manifest menu View Current To view the current manifest Open the Manifest menu and click View Current. Figure 38: View Manifest Click to print the manifest Click to release the manifest 27

30 Manifests Printing the manifest You can print a manifest from the View Manifest page. Medtrax prints a separate page for each temperature type and destination. Be sure to include a copy of the manifest with your shipment. To print the pending manifest 1. From the Manifest menu, select View Current. 2. At the bottom of the Pending Manifest page, click Print Manifest. 3. When Acrobat Reader opens with the manifest displayed, click the Print tool. Figure 39: Printed Manifest Click to print Releasing the manifest When you have finished entering orders, release the current manifest. This closes the manifest and electronically submits the orders it contains. Note: You cannot use Medtrax to edit orders once they have been electronically submitted to Esoterix. If you have not released the manifest by 9:00 PM your time, Medtrax automatically releases the manifest for you, ensuring that your orders are submitted. To release the current manifest 1. Open the Manifest menu and click View Current. 2. Add any comments in the Comments field. 3. On the View Manifest page, click Release Manifest, as shown in Figure 38. Searching for a released manifest You can search for released manifests to review past shipments. To search for a released manifest 1. From the Manifest menu, select Search. 2. Enter your search criteria. You can search by manifest ID, specimen ID, requisition number, test name, or patient. 3. Click Submit. 28

31 Manifests 4. If you do not see the manifest that you are looking for in the list of search results, revise your criteria, and click Search again. Figure 40: Search for Manifest Enter search criteria, including manifest ID, specimen ID, req number, test name, or patient Select manifest Click to view manifest To view a released manifest 1. Highlight the manifest in the search results. 2. Click Select Manifest. To print a released manifest 1. Select the manifest from search results, and click Select Manifest. 2. At the bottom of the manifest view, click Print Manifest. 3. In the window that appears, click the Print tool. 29

32 Billing and Insurance When you store a patient's billing and insurance information in Medtrax, the correct billing information automatically appears on the requisition. Note: Be sure to continue submitting paper forms to Esoterix, such as a copy of the patient s insurance card and a signed ABN. The billing process in Medtrax 1. Enter billing information in the patient record. See the section below titled, Required patient information by billing type, for a complete list of information you need to provide. 2. When editing an order, provide all of the necessary billing information, as described in the section, Required order information by billing type, below. 3. Select the billing recipients from the Bill to list on the Create Order page. Hold down the CTRL key to select multiple recipients. Figure 41: Edit Order Select billing recipient Select billing recipients 4. Submit your order in Medtrax and retrieve the printed requisition. 5. Prepare any additional forms required by the insurance company, such as a signed ABN or a copy of the patient s insurance card. 6. Include the printed requisition and all supporting documentation in your shipment to Esoterix. 30

33 Billing and Insurance Required patient information by billing type Figure 42: Patient Information for Billing To bill account 1. Patient Name Last Name, First Name, and MI 2. Patient ID Number 3. Sex Male or Female 5. Date of Birth DD-MMM-YYYY To bill patient 1. Patient Name Last Name, First Name, and MI 2. Patient ID Number 3. Sex Male or Female 4. Patient Social Security Number 5. Date of Birth DD-MMM-YYYY 6. Patient Address 7. Patient Phone Number 8. Patient City 9. Patient State 10. Patient Zip 31

34 Billing and Insurance To bill insurance 1. Patient Name Last Name, First Name, and MI 2. Patient ID Number 3. Sex Male or Female 4. Patient Social Security Number 5. Date of Birth DD-MMM-YYYY 6. Patient Address 7. Patient Phone Number 8. Patient City 9. Patient State 10. Patient Zip 11. Insurance Company Name 12. Insured Name 13. Insured ID Number 14. Group Number 15. Relationship to Insured 16. Insurance Company Billing Address 17. Insurance Company City 18. Insurance Company State 19. Insurance Company Zip To bill Medicare 1. Patient Name Last Name, First Name, and MI 2. Patient ID Number 3. Sex Male or Female 4. Patient Social Security Number 5. Date of Birth DD-MMM-YYYY 6. Patient Address 7. Patient Phone Number 8. Patient City 9. Patient State 10. Patient Zip 22. Medicare Number To bill Medicaid 1. Patient Name Last Name, First Name, and MI 2. Patient ID Number 3. Sex Male or Female 4. Patient Social Security Number 5. Date of Birth DD-MMM-YYYY 6. Patient Address 7. Patient Phone Number 8. Patient City 9. Patient State 10. Patient Zip 21. Medicaid Number 32

35 Billing and Insurance Required order information by billing type Figure 43: Order Information for Billing Required to bill account 1. Patient ID Number 2. Referring Physician Last Name, First Name, and MI 4. Collection Date DD-MMM-YYYY 5. Collection Time HH:MM, 24 hours 7. Bill To Select Account To bill patient 1. Patient ID Number 2. Referring Physician Last Name, First Name, and MI 4. Collection Date DD-MMM-YYYY 5. Collection Time HH:MM, 24 hours 7. Bill To Select Patient To bill insurance, Medicare, or Medicaid 1. Patient ID Number 2. Referring Physician Last Name, First Name, and MI 3. Referring Physician UPIN 4. Collection Date DD-MMM-YYYY 5. Collection Time HH:MM, 24 hours 33

36 Billing and Insurance 6. Patient Status Inpatient, Outpatient, or Non-patient 7. Bill To Select Insurance, Medicare, or Medicaid 8. Diagnosis and Related ICD-9 Code Note: For ICD-9 code 285.9, Anemia, additional information is requested. 9. Specimens include all specimens being sent for evaluation 34

37 Reports Using Medtrax, you can view and print the latest laboratory reports for your orders. You can also view the history of a report, including date reported, date and method of delivery, and whether or not it has been viewed on-line. To open the Reporting page, select View Reports from the Reports menu. Figure 44: Reports menu When the Reporting page opens, you will see a list of all reports that have been generated for your location in the last seven days. The word Yes appears in the Viewed column next to reports that have already been viewed. Note: Medtrax provides a complete history of your reports, even if you did not use Medtrax to place the order. Figure 45: Reporting page 35

38 Reports Searching for reports Use the Search feature to locate a particular report. You can search by patient, physician or date reported. Figure 46: Search for reports To search for a report 1. Open the Reports menu and select View Reports. 2. On the Reporting page, enter your search criteria. You can search by patient, physician, or date reported. 3. In the Return Number drop down list, select the maximum number of reports you want returned from the search. By selecting a smaller number of returns, you can reduce the amount of time it takes to perform the search. 4. Click Submit. 5. A list of results that match your search criteria appears at the bottom of the page. Sorting reports by column You can sort the list of reports by column to assist you with locating a particular report. To sort by column 1. Click the column heading. Medtrax sorts the column in ascending order. 2. Click the column heading a second time to sort the column in descending order. 36

39 Reports Viewing and printing reports Figure 47: View Report Select a report Click View Report To view reports 1. On the reporting page, search for the report you want to view. 2. Double-click a report. Alternatively, select a report and click View Report. 3. Medtrax displays the report as a.pdf file in Acrobat Reader. To print a hard copy of a report 1. Once you have opened the report, click the Print tool in the Adobe Acrobat toolbar. 2. In the dialog that appears, choose print options and click Print. 37

40 Reports Figure 48: Print Report Click to save the report Click to print the report Saving reports After viewing a report, you can save a copy of the document on your local computer. To save a copy of a report 1. Double-click a report, or select a report and click View Report. Medtrax opens the report in Acrobat Reader. 2. Click the Save a Copy tool in the Acrobat Reader toolbar. 3. In the dialog that appears, select the location where you want to save the file. Assign a filename and click Save. Copying and pasting text and images Adobe Acrobat Reader version 6.0 allows you to copy text and images from an Esoterix report. Note: Adobe Acrobat Reader 6.0 is available for download free of charge at Click the Medtrax link and then click the Adobe Acrobat icon. See Figure 2 on page 4. 38

41 Reports To copy and paste text from a report 1. With the report open in Acrobat Reader, click the Select Text tool. Figure 49: Text Select tool 2. Using your mouse, highlight the text you want to copy. 3. Select Copy from the Edit menu. Figure 50: Copy text 4. Paste the text into the document where you want it to appear. To copy and paste images from a report 1. With the report open in Acrobat Reader, click the Snapshot tool. Figure 51: Select Snapshot tool 39

42 Reports 2. Using the mouse, select the area of the report you want to copy. Figure 52: Copy image 3. Paste the image into the document where you want it to appear. Order a Global from a TC Flow Cytometry report If you have received a Technical Component (TC) Flow report for a Flow Cytometry test, you may use Medtrax to order a Global Flow Cytometry report (also called a Technical Component Conversion). To order a Global report 1. Select the Technical Component Flow report. The word Done appears in the Status column if a Global has already been ordered for this report. 2. Click the Global button. 3. A message appears asking you to confirm your order. Click OK. 4. A second message appears letting you know that the order has been placed. Click OK again. 5. The Global report will appear in Medtrax once it is complete. 40

43 Reports Figure 53: Order a Global Flow Cytometry Report A Global has been done for this report Select a Technical Component Flow Report Click Global Report history Report history contains the viewing and delivery history for a selected report. It includes the date the action occurred and the user who performed it. To see a list of all activity for a report 1. Locate the report using the Search option. 2. Click a report to select it. 3. Click Show History. To print report history 1. At the bottom of the Report History page, click Print Information. 2. In the Print dialog, select your printer and click Print. 41

44 Reports Figure 54: Report History 42

45 Health Horizons Health Horizons provides access to valuable healthcare information for both the healthcare professional and their patients. The program includes specimen collection guides, diagnosis counseling reports for patients, frequently asked healthcare questions and answers, and other important information. To access Health Horizons through Medtrax, click the Health Horizons menu. Figure 55: Health Horizons Menu Viewing Health Horizons reports Click an underlined link to open the corresponding document. Figure 56: Health Horizons Informational Links Printing Health Horizon reports Once you have opened a Health Horizons report in Acrobat Reader, use the print tool to print the document. 43

46 Health Horizons Figure 57: Patient Report: Hepatitis C 44

47 Administration Medtrax includes several administrative options, including access to multiple accounts, a customized list of physicians for your location, and favorite test lists for quick access to your most commonly ordered tests. Changing your location For users with access to multiple accounts When using Medtrax, you can access one Esoterix account at a time. If you have more than one Esoterix account (testing location), and you want to access a different account, change your location in Medtrax. Figure 58: Change Location page To change your location 1. Open the Account menu and select Change Location. 2. Select a location from the Location field. 3. Click Submit Location. To cancel and continue working from the same location Click Cancel Change Location. Adding a physician You can add a referring physician to Medtrax when you create or edit an order. Once you add a physician, he or she will appear on the list of physicians for all users at this location. Note: Adding a physician allows you to select this physician when creating orders, it does not create a Medtrax login ID for the physician. 45

48 Administration To add a physician to Medtrax 1. With creating or editing an order, locate the Physician field. 2. Click Create. Figure 59: Create a new physician Click to create a physician 3. In the dialog that appears, type the physician's First name and Last name. These fields are required. 4. Enter the physician's UPIN and Credentials. These fields are optional. Note: Include the physician s UPIN if you want Esoterix to bill Medicaid, Medicare, or the patient s insurance. See page 33 for more information. Figure 60: Create Physician dialog 5. Click Create Physician. Note: You do not need to submit the order to save the new physician. 46

49 Administration Creating a favorite test list A favorite test list is a personalized list of tests you create to help you locate the tests you order most. When searching for tests, rather than having to search the entire DOS for a particular procedure, you can search just your favorite tests, speeding up the search time and increasing the accuracy of the results. You can create as many favorite test lists as you like. For example, you might choose to create one set of lists categorized by medical indication and another by ordering physician. Favorite test lists are associated with accounts, not users. Therefore, you only need to create a list once and all users at your location to have access to the list. To create a list of your favorite tests 1. Open the Account menu and select Favorite Tests. Figure 61: Account menu Favorite Tests 2. Type a name for the new list in the List Name field and click Add List. 3. With the new list selected, click Add Test. 4. In the DOS Search dialog, search for the tests you want to add. Select tests from search results and click Accept. 5. Click Submit Favorite Tests to save the list. Figure 62: Favorites Click to add tests to a favorite test list Click to save changes 47

50 Administration To add tests to an existing favorite test list 1. Open the Account menu and select Favorite Tests. 2. Select a favorite test list. 3. Click Add Test. 4. In the DOS Search dialog, search for the tests you want to add. Select tests from search results and click Accept. 5. Click Submit Favorite Tests to save your changes. Using a favorite test list You can use your favorite test list whenever you search for a test. You can search for tests when: Creating an order Editing an order Creating a favorite test list Figure 63: Search a Favorite Test List To use your favorite test list 1. When creating or editing an order, locate the Procedures section and click Search DOS and Favorites. Alternatively, when creating a favorite test list, select a list and click Add Test. 2. From the Search in list, select the favorite test list you want to use. Figure 64: Select Favorite Test List 48

51 Administration 3. Enter your search criteria in the Test Code or Test Name fields. Leave these fields blank to return all tests in the favorites list. 4. From the Return list, select the maximum number of tests you want returned from the search. 5. Click Search. Medtrax only returns matches that are contained in the favorite test list. HIPAA compliance The Medtrax ordering application meets the regulations under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). For more information on HIPAA and HIPAA compliance, see Secured network The Medtrax database and application servers are located at a secured site, on a network that is protected by firewalls. All Medtrax data transmitted through the Internet is encrypted with 128-bit SSL (Secure Socket Layer). Secured access Customer access to Medtrax is granted through a username and password that is assigned and maintained by Esoterix. The username is assigned and ed to the customer. The initial password is system generated and sent to the customer under separate cover. The customer can only access the system via their unique username and password combination. The first time the customer accesses Medtrax, the system requires that the customer change the password. Although the customer maintains his or her own password, Medtrax requires that the customer s password be changed every 90 days. The customer is not allowed to reuse the last five passwords. At login the customer is given three attempts to enter a valid username and password combination. If the customer is not successful, the account is locked and the customer must contact Esoterix Business Support for a new password. Once the account is established, separate departments handle account management and user requested password management. Secured accounts The Medtrax customer is associated to an organization such as a hospital, physician office, or group practice. The customer has access to patient information according to predefined roles. The roles and associated access are listed in the table below. Roles Administrator Physician Access Level Administrator of Organization Account Creates Patients Orders Tests Views Results Views lab reports Creates Patients Orders Test Views results for patients where the user is the ordering physician Views lab reports where the user is the ordering physician 49

52 Administration Audit trail When a Medtrax customer views a laboratory report for a patient, an audit trail of the activity is recorded in the system. The audit trail includes the username and the activity date and time. 50

53 Glossary ABN see "Advanced Beneficiary Notice" Advanced Beneficiary Notice Notice sent to a Medicare patient requesting approval when Medicare probably will not pay for one or more ordered laboratory tests. Aliquot A container received with specimen that has been split into one or more other containers to facilitate testing in different parts of the laboratory. Ambient In the temperature range of degrees Centigrade. CPT see Current Procedural Terminology Current Procedural Terminology The most widely accepted medical nomenclature used to report medical procedures and services under public and private health insurance programs. DOS Directory of Services EDI Electronic Data Interchange Methodology The specific process for carrying out a procedure. Minimum volume The least amount of specimen required to perform a procedure. Panel A set of tests that are billed as one unit, with a unique CPT code. Password change Occurs when a user changes his/her own password. Password reset Occurs when an Esoterix security manager resets a user's password after the password has been locked. Patient ID The unique number assigned to a patient. Preferred volume The preferred amount of specimen to perform a procedure. Procedure A test, calculated test, panel, or profile. Profile A set of tests that are administered together, but billed individually with separate CPT codes. Refrigerated In the temperature range of 2-8 degrees Centigrade. Req See Requisition Requisition The form containing information about the patient and specimen collection that is required for processing received specimens at the laboratory. Specimen type The type of fluid, tissue or other sample that is collected in a container for testing. Stability The amount of time that a sample can be maintained at a given temperature before the analysis of a given test would be considered invalid. Timed Draw Drawing of multiple specimens within a short period of time during a single visit. UPIN Unique identification number assigned to a physician. Username The unique identifier for a user in the system. 51

54 Index A ABN, 25, 30 Account, 31, 33, 45, 47 Electronically submit order, 28 Esoterix, 2, 3 Exit Medtrax, 7 Add F Physician, 45 Favorite test list, 47 Admin information, 18 Searching, 14 Administration, 45 Using, 48 Forms, 25 B G Billing, 30 Required order information, 33 Generate patient ID, 8 Required patient information, 31 Global report, 40 Billing method, 13 H C Health Horizons, 43 Cancel order, 25 Printing reports, 43 Change location, 45 Viewing reports, 43 Client Services, 2 HIPAA, 49 Code History, 41 Diagnosis, 13 Test, 13 Collection date, 13, 17 Collection instructions, 21 Collection time, 13, 17 I ICD-9 code, 13 IHC Available Antibodies form, 26 Insurance, 9, 30, 32, 33 Comment Adding to an order, 15 L Manifest, 28 Location Ordering tests with, 16 Changing, 45 Report, 15 Selecting, 5 Requisition, 15, 16 Login, 3 Compliance, 49 Changing your password, 5 Contact us, 2 Resetting your password, 5 Copy images, 39 Logout, 7 Copy text, 39 Create Favorite test list, 47 Order, 12 Patient, 8 Physician, 45 D M Manifest, 27 Comments, 28 Printing, 28 Releasing, 28 Searching, 28 Viewing current, 27 Medicaid, 9, 32, 33 Diagnosis code, 13 Medicare, 9, 32, 33 Doctor Adding, 45 Searching reports by, 36 O Selecting, 13 Order, 12 Download software, 3, 38 About, 12 Canceling, 25 Creating, 12 E Editing, 23 Edit Searching, 22 Order, 23 Submitting, 18 Patient, 11 Updating patient info, 11, 24 Released order, 25 Viewing, 23 52

55 Index Order a Global, 40 P Panel, 15 Password, 3 Changing, 5 Resetting, 5 Patient, 8 About, 8 Billing, 9, 31, 33 Creating, 8 Editing, 11 Insurance, 9 Searching, 9 Searching reports by, 36 Update info in an order, 24 Patient ID, 8 Patient status, 13 Physician Adding, 45 Credentials, 46 Searching reports by, 36 Selecting, 13 Print ABN, 25 Blank requisition, 25 Health Horizons report, 43 IHC Available Antibodies form, 26 Manifest, 28 Report, 37 Report history, 41 Requisition, 19, 25 Procedure Selecting, 13 Profile, 15 Q Quick Links, 6 R Release manifest, 28 Released order, 25 Report, 35 Copying images, 39 Copying text, 39 Health Horizons, 43 History, 41 Printing, 37 Saving, 38 Searching, 36 Sorting, 36 Viewing, 37 Report comment, 15 Required software, 3 Requisition, 12, 25 Creating, 12 Editing, 23 Printing, 19, 25 Sample, 20 Requisition comment, 15, 16 Results, 35 S Save report, 38 Search, 22 DOS, 14 Favorite test list, 14 Favorite test lists, 14 Manifests, 28 Orders, 22 Patients, 9 Reports, 36 Tests, 14 Serial test, 15, 17 Shipping instructions, 21 Specimen, 15 Adding, 15 Specimen ID, 13 Stimulation, 17 Submit Order data, 18, 24 Patient data, 9, 11 T Technical Component Flow Report, 40 Technical Support, 2 Temperature, 15 Test Adding a specimen, 15 Admin information, 18 Collection instructions, 21 Favorite test list, 47 Ordering, 13 Panels and profiles, 15 Searching, 14 Serial, 15, 17 Shipping instructions, 21 Time points, 17 Viewing detail, 21 Viewing results, 35 Time points, 17 U UPIN, 46 V View Current manifest, 27 Order, 23 Report, 37 Test detail, 21 53