LabCalls Quick Assign User Manual

Transcription

1 LabCalls Quick Assign User Manual Modified: Monday, May 02, 2011 Contact: Revision History Date Author Reason Description Blake Schultz Initial Creation 2/17/11 Blake Schultz UAT updates 4/2/11 Blake Schultz Release Update 1

2 Table of Contents About... 3 Required System Settings... 3 Enabling LabCalls Quick Assign... 3 LabCalls Quick Assign Help... 3 LabCalls Quick Assign Settings... 3 Default Search Fields... 3 Edit Default Message Values... 4 Message Icons... 4 Setting a Default Cost Center and Provider... 4 Enabling a Default High Priority... 5 Patients Interface... 7 Patient Search... 7 Viewing a Patients Mailbox... 9 Messages Interface Assigning a Library Message Quick Assign Tips and Strategies Editing an assigned Message Viewing the values of an assigned message Archiving an assigned message Other Key Features and Important Changes Home Page Collapsing Menu

3 About LabCalls quick assign is an enhancement to the original LabCalls application that reduces the number of mouse clicks, web pages, and time needed to assign a message. In addition to improved message assignment, new features such as message favorites, improved search capabilities, and message assignment tracking have been added. The documentation below is a guide to the new LabCalls Quick Assign workflow. Required System Settings 1. Internet Explorer 8 Enabling LabCalls Quick Assign To enable LabCalls Quick Assign, contact your implementation specialist or TeleVox Support. This feature must be enabled by a TeleVox technician. LabCalls Quick Assign Help Help for the LabCalls Quick Assign feature is provided by multiple methods. To answer any questions you may have regarding this feature, please refer to: 1. Users Guide located in LabCalls Support 2. How-To videos on the home page and in the support section 3. TeleVox Support Hotline/ Chat LabCalls Quick Assign Settings The Settings section of LabCalls Quick Assign allows the user to customize the patient search fields in the main page and enable default settings for messages to be assigned using the quick assign feature. The settings page can be accessed by selecting the Settings button on the home page or by selecting Quick Assign -> Settings on the LabCalls Menu Bar. Default Search Fields The Default Search Fields group is located at the top of the settings page and allows the user to select the fields they would like displayed for patient search. The fields are enabled and disabled by selecting the field checkbox and then the Save button. Once the Save button has been selected, the Saved text status is displayed for a few seconds to the left of the Saved button to indicate the selection has been saved. 3

4 Edit Default Message Values The Edit Default Message Values section allows the user to enable default values for each message in LabCalls when using the LabCalls quick assign feature. This includes: Setting default values of cost center and provider for a specific message. Enabling a default value of High Priority for a specific message Enabling 1-click message assignment or Quick Assign for a specific message. Message Icons In the Select a Message group and LabCalls Quick Assign, you will notice an icon next to each message and a legend at the bottom of the settings page. The icons provide the user with a visual indication, when using LabCalls quick assign, that a message contains default values. Descriptions of the icons are below: Icon Type Description No Default Values Has Default Values Quick Assign The current message has no default values set. The current message has a default cost center, provider, or high priority set. Quick Assign is enabled. A default cost center and provider are enabled. Quick assign allows the user to assign a message without the message group popping up in LabCalls Quick Assign to set values. Setting a Default Cost Center and Provider Enabling a default cost center and provider for a specific message allows the user to assign a message in LabCalls Quick Assign where the cost center and provider are prepopulated to a default value. This was added as a time saving feature for users that have multiple cost centers or providers and do not wish to select these fields for a 4

5 specific message. Please note that this feature is not a global setting and the default value must be set for each message. To assign a default cost center and provider to a message: 1. Select Quick Assign -> Settings from the LabCalls menu bar. 2. Browse to the message you would like to select using the Select a Message group. 3. Once you select the message, the message values will be displayed on the right side of the screen in Edit Default Values group. Select the default Cost Center and Provider. 4. Select the Save button. A green text group labeled Saved will flash next to the saved button to ensure that the settings have been saved. You should also see the icon update to reflect the new message status Message group. in the Select a Enabling a Default High Priority Enabling high priority as a default value for a specific message ensures that each time the message is selected for assignment, it is a high priority message. This feature reduces the amount of mouse clicks needed for assignment if a specific message will always be considered a high priority. To enable a message as high priority: 1. Select Quick Assign -> Settings from the LabCalls menu bar. 2. Browse to the message you would like to select using the Select a message group. 5

6 3. Once you select the message, the message values will be displayed on the right side of the screen in Edit Default Values group. Select the High Priority checkbox. 4. Select the Save button. A green text group labeled Saved will flash next to the saved button to ensure that the settings have been saved. You should also see the icon update to reflect the new message status Has Default Values in the Select a Message group. Enabling a 1-Click Assignment Enabling a 1-click assignment allows the user to assign messages in LabCalls Quick Assign without the message dialog being displayed. This feature requires a cost center and provider to be set as a default value and high priority can be selected optionally. This feature reduces the amount of mouse clicks needed for message assignment and allows for fast assignment of messages without setting any values in the message. 1. Select Quick Assign -> Settings from the LabCalls menu bar. 2. Browse to the message you would like to select in the Edit Default Message Values group using the Select a message group. 3. Once you select the message, the message values will be displayed on the right side of the screen in Edit Default Values group. Select the Enable 1-Click Assignment checkbox and set the Cost Center and Provider. 4. Select the Save button. A green text group labeled Saved will flash next to the saved button to ensure that the settings have been saved. You should also see 6

7 the icon update to reflect the new message status group. in the Select a Message LabCalls Quick Assign User Interface The next section will focus on the LabCalls Quick Assign interface used for patient search, message search, message assignment, and recent assignments. Patients Interface The Patients group in LabCalls Quick Assign features tabs used for patient search and adding a new patient. The search fields can be customized by the user through the Quick Assign->Settings menu discussed above. Patient Search At a minimum, the patient search group includes one field for patient search, a search button, an advanced search link, and list box to display the results. To change the fields used for patient search, refer to the Default Search Fields section in Quick Assign Settings. Some notes regarding patient search are: The returned results in a patient search will include minimal information to help identify patients with the same search fields. The information included is - User ID (UID) - Social Security Number (SSN) - File Number (File #) - Date of Birth (DOB) 7

8 The initial search will always select the first patient in the list Multiple search fields can be enabled and used to narrow search results. Refer to Default Search Fields section for setup. Wildcards are not supported, but partial searches of a field will return search results. Primary Search To search for a patient using the primary search: 1. Enter the search criteria in the textbox using the field indicated. 2. Select the Search button and the search results are displayed in the list box. 3. Select the patient. Selection of the patient is indicated by the orange box highlighting the patient. In the example to the below, we searched on all patients with last name of test and patient Charles Test is selected. Advanced Search To search for a patient using the advanced search: 1. Select the Advanced link under the search button and the available search fields will expand. 2. Enter the search criteria in any of the available fields. 3. Select the Search button and the search results are displayed in the list box. 8

9 4. Select the patient. Selection of the patient is indicated by the orange box highlighting the patient. Viewing a Patients Mailbox To view a patients mailbox: 1. Enter the search criteria in the textbox using the field indicated. 2. Select the Search button and the search results are displayed in the list box. 3. Select the patient. Selection of the patient is indicated by the orange box highlighting the patient. 4. Select the Mailbox link next to the selected patient. Adding a new patient To add a new patient to the LabCalls database: 1. Select the Add New tab in the Patients group. 2. Enter the patient s information in the fields provided. At a minimum, you must enter the patient s UID and Pin which are needed for access to the patient portal. 9

10 3. Select the Add New Patient button. Messages Interface The Messages group is used to search for messages in LabCalls Quick Assign. There are three primary tabs that allow a user to search and select messages and they are: Search Tab: search for messages by using key words Favorites Tab: select messages that have been flagged as a favorite and are frequently used Browse Tab: Browse for messages using the existing TeleVox folder structure Some notes regarding the Messages interface: Wildcards are not supported, but partial searches of a field will return search results. Results returned in the search screen include all messages in the LabCalls system, including the Televox folder. Results returned from the search screen are in alphabetical order sorted by message name. Results returned in the search screen include all messages with the search criteria included anywhere in the message. The search is not limited to the message name. 10

11 Results in the favorites tab are sorted by the most frequent messages added. Messages Search To search for a message in the search tab: 1. Select the Search tab in the Messages group. 2. Enter a key word to search in the text box. 3. Select the Search button and the results are displayed in the list box below the search. 4. Select the message. Selection of the message is indicated by the orange box highlighting the message. 11

12 Messages Favorites The message Favorites tab is a feature in LabCalls Quick Assign that allows the user to store their favorite or most frequently used messages to reduce search time. There are multiple methods for adding a message to the search tab and a favorite message is indicated by a yellow star. Adding a message to the Favorites Tab You can add a message as a favorite by three methods: 1. Messages Search Tab a. Select the Search tab in the Messages group. b. Enter a key word to search in the text box. c. Select the Search button and the results are displayed in the list box below the search. d. Select the star icon to the right of the Message. A yellow star indicates that the message has been saved as a favorite. e. You should now see the message in the Favorites tab. 12

13 2. Assigned Message dialog a. Refer to the message assignment section below for detailed instructions on message assignment. b. Once the assign message dialog id displayed, select the star icon in the upper right hand corner to make the message a favorite. A yellow star indicates that the message has been saved as a favorite. c. You should now be able to see this message in the Favorites tab. 13

14 Message selection in Favorites Tab: To select a message in the favorites tab: 1. Select the Favorites tab in the Messages group. 2. Select the message. Selection of the message is indicated by the orange box highlighting the message. 14

15 Removing a Messages from Favorites Tab To remove a message from the Favorites Tab: 1. Select the Favorites Tab in the Messages group. 2. Select the X to the right of the message you would like to remove. Messages Browse The Messages Browse tab is the folder tree structure used for message search in the previous version of LabCalls. The folder structure allows users to categorize messages into folders that can be easily searched. Note that in the Browse view, the messages are associated with icons to provide visual references of default values. To select a message in the Browse tab: 1. Select the Browse tab in the Messages group. 2. Select the folder where the message is located to expand the folder view. 3. Select the message. Selection of the message is indicated by the orange box highlighting the message. 15

16 Message Assignment Message assignment in LabCalls Quick Assign is a simple process that has been enhanced for faster message assignment with fewer mouse clicks and pages. Please refer to the sections above regarding patient search and message search as they are key steps in the assignment process. Some notes regarding message assignment: The Assign Message button is not enabled until a patient and message are selected. When the assign message button is enabled it will be highlighted orange. The Create Personal Message button is not enabled until a patient is selected. When the Create Personal Message button is enabled it will be highlighted orange. A patient will remain selected until another patient is selected. A message will remain selected until another message is selected. 16

17 Assigning a Library Message To assign a library message: 1. Search for a patient using the Patient search feature and select the patient. 2. Search for a message using any of the Message search tabs and select the message. 3. The Assign Message button should now be enabled. 4. Select the Assign Message button and the assign message dialog will display. a. Note: If quick assign is enabled in the settings tab for the selected message then the message dialog will not pop up and the message is automatically assigned using the default values. 5. Select the Cost center, Provider, and add any additional values for the message. 6. Select the Send Message button in the message dialog. Note: The message is now delivered and ready to be picked up by the patient. The message can be edited or archived at any point prior to the patient receiving the message through the Recent Assignments group or the patient mailbox. Assigning a Personal Message To assign a Personal message: 1. Search for a patient using the Patient search feature and select the patient. 2. The Create Personal Message button should now be enabled. 17

18 3. Select the Create Personal Message button and the message dialog will display. 4. Enter the message title, message text, Cost center, Provider, and enable any additional fields for the message. 5. Record the message using a microphone. 6. Select the Send Message button in the message dialog. Note: The message is now delivered and ready to be picked up by the patient. The message can be edited or archived at any point prior to the patient receiving the message through the Recent Assignments group or the patient mailbox. 18

19 Quick Assign Tips and Strategies Assigning multiple messages to one patient In many cases you will need to assign multiple messages to one patient. LabCalls Quick Assign improves this process by maintaining the selected patient until another patient is selected. To assign multiple messages to one patient: 1. Search for a patient using the Patient search feature and select the patient. 2. Search for a message using any of the Message search tabs and select the message. 3. Select the Assign Message button and complete the steps to assign a message. 4. Once assignment is complete, search for another message using any of the message search tabs and complete the process for message assignment. Note the patient remains selected in the patient search tab until another patient is selected. Assigning a message to multiple patients 1. Search for a message using any of the Message search tabs and select the message. 2. Search for a patient using the Patient search feature and select the patient. 3. Select the Assign Message button and complete the steps to assign a message. 4. Once assignment is complete, search for another patient using patient search and complete the process for message assignment. Note the message remains selected in the message search tab until another message is selected. a. Quick Assign Tip: Enable 1-click assignment for the message to be assigned to multiple patients to eliminate the message assignment dialog from displaying for each patient. Refer to the Quick Assign Settings section of this document to enable 1-Clilck assignment. Using Default Values for messages Default values for Cost Center, Provider, and High Priority can be set for each message. If you are consistently setting these values for a specific message, enable this feature in Quick Assign settings to reduce the number of mouse clicks required for message assignment. Using 1-Click Assignment The 1-click assignment feature of LabCalls Quick Assign allows the user to assign a message without interacting with the message assignment dialog and uses default values enabled in the settings. This feature is extremely valuable when assigning one message to multiple patients and improves the original batch assignment process. 19

20 Recent Assignments The Recent Assignments group at the bottom of the user interface is a feature that provides the user with a history of messages that have been assigned over a 24 hour period. Some notes regarding the recent assignments feature: Messages that have been assigned are stored in the Recent Assignments folder for a 24 hour period beginning and ending at 12:00 AM central time. Once a message has been received by a patient, it can no longer be edited. Messages are stored by message assignment time with the most recent message at the top. You can view all messages assigned or the five most recent by selecting the Show All or Show 5 Most Recent Link below the Recent Assignments heading. Editing an assigned Message To edit a message that has been assigned: 1. Find the assigned message in the Recent Assignments group. 2. Select the Edit link to display the message assignment dialog. 3. Make the necessary changes to the message in the assignment dialog. 20

21 4. Select the Send Message button to finalize the changes. Viewing the values of an assigned message To view the parameters or values of and assigned message, select the Params link next to the message and the values will be expanded below the message. Archiving an assigned message To archive a message that has been assigned: 1. Find the assigned message in the Recent Assignments group. 2. Select the Edit link to display the message assignment dialog. 3. Select the Archive button to remove the message from the patient s inbox. 21

22 Other Key Features and Important Changes Home Page The LabCalls home page has been redesigned for all users with LabCalls Quick Assign enabled. The home page redesign includes: A collapsible news section to enable better communication of updates and news from TeleVox leadership. Quick access buttons for LabCalls Quick Assign and Quick Assign settings. Quick Links to LabCalls Quick Assign Help Videos 22

23 Collapsing Menu The menu for LabCalls was redesigned to a collapsible menu to enable more screen real estate for message assignment. To expand and collapse the LabCalls menu, select the menu button at the top of the LabCalls Quick Assign Screen 23