Chimera Q System Upgrade Lab #7 Admin Panel

Transcription

1 Chimera Q System Upgrade Lab #7 Admin Panel

2 Table of Contents Chimera Laboratory # Learning Objectives... 4 Required Set up and Tools... 4 Handouts & Supplements Provided... 4 Feature Review... 5 Reporting... 5 Admin Panel... 7 Session Viewer... 8 User Editor... 8 Manage Locations Merge/Remove Patients Key Ring Editor Quick Text Management Conditionals Transmission Log Summary sections Progress Note Sections Diagrams Decision Support Automated Faxing Code Editor Family History Settings Social History Settings Screens/Vaccines/Injections Default Result Users MU Chart Calculator E-Script

3 User Message Locks Lab # 7: Assessment Worksheet

4 Chimera Laboratory # 7 Chimera Lab # 7: How to navigate and utilize the new Reporting Bin and Admin Panel features Learning Objectives After completing this lab, you will be able to: 1. Access the practice-level reporting bin 2. Manage user accounts, including managing Access Control Lists 3. Change practice-level configurations from the Admin Panel Required Set up and Tools This lesson requires the use of a computer with the following: Broadband internet access Firefox (The latest version release) Login credentials to Arête Healthcare Services sandbox environment Adobe Acrobat Reader A computer workstation with speakers o Only needed if viewing the tutorial simultaneously User credentials with the Admin Product and Admin ACLs User credentials with the Reports Product and Report ACLs Handouts & Supplements Provided This student will be given the following items to complete this lesson: Video tutorial posted to Arête s website:

5 Feature Review Key Red highlighted words are buttons that should be clicked throughout the demonstration Blue highlighted words are buttons that should be hovered over throughout the demonstration Green highlighted words indicate free text should be input Reporting New to the Chimera release is the re-structuring of practice-level reports. Instead of reports being specific and viewable only to the user who executes the report, all reports will be stored in a practice-wide reporting bin. Storage limitations at now the practice level rather than the user level. 1. Select Dashboard 2. Open the Reports page 3. Single click Report Box Figure 1 Selecting the Report Box Only users with the Report-specific Access Control Lists, or permission settings, can view these reports. Practice administrators will set these ACLs on a per user level. We will demonstrate this shortly

6 Figure 2 Reports in the Report Box 4. Single click the name to edit the description name of the report 5. Select the save icon to the right of the name field Figure 3 Click the Save Icon to save the Report 6. Single click the save icon to the right of the report status to view the report a. Depending on the report selected, users will view the report in another internet tab or in an excel spreadsheet Figure 4 Click the Save Icon to view the Report - 6 -

7 7. Return to the EHR Admin Panel One of Arête s top goals for this release is to provide users with enhanced management capabilities for their own EHR. 1. As a user with permissions to view and edit the Admin Panel, select Dashboard 2. Select Admin Panel The Arête team has added more options and settings to the Admin Panel for practices to manually update practice-level configurations. The Admin Panel has been re-organized into Products. Products can be defined as a group of functions that collectively allow users to perform a set of actions to complete a workflow. On the Admin Home Page users will see various sections, organized by products: Core, EHR, E- Script, and Messaging. Figure 5 Products Listed in the Admin Panel Including previous settings and new options, the complete list and description of practice-level - 7 -

8 Admin configurations are as follows: Session Viewer 1. Single click Session Viewer Administrators can now view what users logged into the EHR at any one time. Figure 6 The Session Viewer 2. Go back to the Admin Home User Editor Like before, Administrators can add, edit, and remove users from the practice. 1. Single click User Editor 2. Single click a Test User B - 8 -

9 Figure 7 Add, Edit, Remove Users from the User Editor The User Editor looks very similar to our previous User Editor Interface. You will also notice the user editor is divided into 2 sections: User Details (top half) and Practice Details (bottom half). One important change to note is the Generate Pass Phrase button which will re-set a user s passphrase immediately. 3. Click on Generate Pass Phrase - 9 -

10 Figure 8 Generating a Pass Phrase for a User 4. Confirm you want to change pass phrase by selecting OK As soon as you click OK the user s pass phrase has been changed. To be HIPAA compliant, the EHR will now automatically generate a pass phrase. It is the Administrators responsibility to copy this pass phrase and securely give it to the user so he or she can re-access the EHR. If this password is not copied and handed to the user, the user will remain to be locked out of the EHR. Figure 9 Generating the User s New Password

11 Access Control Also new to this release is an updated Access Control List. 5. Click on Access Control Figure 10 Accessing the Access Control Lists Here, the Admin can add Key s or individual permission settings, such as the ability to view/execute a report. 6. Click Can_Report 7. Select Add

12 Figure 11 Adding Keys to a Report To the right, the practice Administrator can add a Key Ring or a group of permission settings. Key Rings are another Practice-level configuration. Key Rings will be discussed later in this lab. 8. Select OK We have enhanced the Admin User Editor settings so that a practice administrator can edit a staff member s account that exists in multiple EHR datasets. For example, if this staff member has access to 2 EHR datasets, an Admin user in at least one of the same EHR datasets can update or disable that users EHR access during the same login session, eliminating the need to log in to each dataset separately. 9. In the Practice Details section, next to Practices: select Add 10. Select a demo practice to add to the user to the new practice

13 Figure 12 Adding additional Practices to a user 11. Select OK 12. Click on the Practices drop down just to show the user now exists in 2 EHR datasets Deactivating Users New to Chimera is the ability for Administrators to deactivate a user that is a default result handler or a pre-processor of a result within the practice. 13. Open the User Editor 14. in the Practice Details section, select No from the Active: dropdown Figure 13 Deactivating a user in the User Editor

14 When deactivating a user, the results that are owned by the user will be transferred to another user in the practice. This ownership change is to ensure all results continue to have ownership Ownership Rules Below are result ownership rules when deactivating a user with results ownership: If the deactivated user is a pre-processor a. Owner will be set to the provider for all new results b. Deactivated user will remain owner of all currently owned results If the deactivated user is default unknown patient handler a. the results will appear on the owners home page If the deactivated user is the default handler for a lab a. Deactivated user will remain owner of all currently owned results If the deactivated user is default global results handler (i.e. unknown provider) a. The administrator who deactivates the user will be made the new global results handler and will be notified as such with a recommendation to set this to an appropriate person b. New results will appear on the administrator s home page until the default result handler is changed. Any results that are inbound while the admin is the default owner will remain owned by the admin requiring forwarding c. Deactivated user will remain owner of all currently owned results Products With the re-design of Products, Administrators can allow or deny permissions for users to access those products. At a minimum, we recommend users be given access to Core, Messaging, the Schedule, and the EHR. 15. Add the following products by selecting the product from the drop down and selecting Add : Core, MSG, SCH, and EHR

15 Figure 14 Adding Products Window 16. Select Save at the top of the user editor 17. Return to the Admin Home Manage Locations Manage Locations has been minimally changed. 1. Click on Manage Locations Figure 15 Manage Locations Screen Administrators can manage the number of practice locations, location details, & name and number of exam rooms that display in the Workflow. 2. Click the Exam Rooms

16 Figure 16 Entering the Number of Exam Rooms to a Practice 3. Select Add Room Figure 17 Click Add Room to add an Exam Room 4. Change the name of the Exam Room 5. Save changes to the exam room edits by selecting Update Note there is no longer a drop down to choose a default practice. Instead, the EHR will default to the location that is listed at the top of this location list. 6. Select Save on the Manage Locations window Merge/Remove Patients Merge/Remove Patients is not new to this release. In the past we have limited access to this Admin Control. If you would like access to perform patient merges, please ask your Arete

17 Trainer at the time of your Chimera training. Key Ring Editor As mentioned before, Administrators can create Key Rings or groups of permission settings that can be assigned to users. 1. Click on Key Ring Editor 2. Select the Provider PNote Key ring from the drop down Figure 18 Key Ring Editor Screen For example, in this test environment, we have created a Progress Note key ring that should be given to all Providers in the system. Instead of assigning the individual keys to a provider to continue a note, co-sign a note, and so forth, this key ring contains all key s necessary for a provider to perform his or her job successfully when documenting patient progress notes. 3. Return to the Admin Home Quick Text Management 1. Single click Quick Text Management

18 From this window, an Administrator can set and edit pre-canned text for different fields in the EHR. These changes will be applied to every user. 2. Single click the plus sign icon next to Results For example, if the practice would like a defined list of comments that users add to a Result, the Administrator can create the list from this editor. 3. Single click Comments to display a list of the pre-canned text 4. Click the 1 st icon to the right of Comments Figure 19 Adding Quick Text to Fields in the EHR 5. Add a new quick text item ending the Name with _your name 6. Select Save in the Add/Edit Text window

19 Figure 20 Add/Edit Text Window 7. Close the quick text editor Conditionals New to Chimera, Administrators can add, edit, and remove conditional alerts, as well as the associated color specific alert. 1. Click on Conditionals 2. Add a Practice Conditional

20 Figure 21 Adding Practice Conditionals 3. Rename the conditional your name 4. Click on the square icon to the left of the conditional name

21 Figure 22 Assigning a Color to the Practice Conditional 5. Assign a color and select OK 6. Save Conditionals 7. Return to Admin Home Transmission Log Like previous versions of the EHR, we provide a full Transmission Log that will display all records of faxed transmissions viewable by date 1. Click Transmission Log 2. Select the date 3/19/2013 Figure 23 Transmission Log Screen 3. Return to the Admin Home

22 Summary sections Administrators can now set the order in which the summary sections display on the patient chart. 1. Single click on Summary Sections 2. Reorder the Summary sections by selecting the up and down arrow icons Figure 24 Setting the Order for Summary Sections Additionally, an admin user can set display limits for specific sections. For example, if a practice wants to limit how many vitals display when a patient chart is opened, the Administrator can set the Display Limit to Under Vitals, set the Display Limit to

23 Figure 25 Setting Display Limits in a Summary Section 4. Select Save 5. Return to the Admin Home Progress Note Sections Administrators can also set the order in which the progress note sections display in a patient progress note. Be cautious when changing the progress note section data. Per the WARNING at the top of the page: Modifying topics and options in the Review of Systems and/or Physical Exam sections will IMMEDIATELY impact any OPEN progress notes. Please be sure you have communicated any changes with staff and have set an appropriate time to perform such changes. No changes made to this page will affect the print/fax order of these sections, nor will any changes have any effect on signed progress notes. 1. Single click on Progress Note Sections 2. Reorder the SOAP note sections by changing the Insert after drop down

24 Figure 26 Changing the Order of the Progress Note Section From this configuration window, the Administer can also define the topics that display for the Review of Systems and Physical Exam sections. 3. Click on Topics under ROS or PE 4. Make Changes a. Delete a topic by selecting the trash can icon b. Scroll to bottom and Add Topic c. Reorder topics by selecting the up and down arrow icons

25 Figure 27 - Defining Topics for the Review of Systems and Physical Exam Sections 5. Save changes 6. Return to the Admin Home

26 Diagrams Like before, the Administrator can manage the diagrams that are available in the Physical Exam section of a progress note 1. Click on Diagrams 2. Select the arrow icon to add an Available Diagram to the Active Diagram List 3. Rename the Diagram Figure 28 The Diagrams Screen 4. Save 5. Return to the Admin Home Decision Support As mandated by Meaningful Use Stage 1, practices must enable at least 1 Decision Support Rule. This is where we allow a practice to add and remove decision support rules. 1. Click on Decision Support Rules

27 Figure 29 Adding/Removing Decision Support Rules 2. Select Create New Rule 3. Insert the following: a. Title: Cholesterol b. Description: This patient has a result which came back High of LDL Cholesterol. Suggestion actions include A, B, and C. c. Process on chart load: [checkbox] d. Conditions: Lab Result / Cholesterol, LDL / greater than / Select Save Figure 30 Create/Edit Rule Window

28 5. Return to Admin Home Automated Faxing Automated Faxing, which is specific to our Obstetric clients, remains unchanged. Code Editor The code editor is also unchanged in its functionality. However, we have added 1 enhancement. 1. Click on Code Editor Users still have the ability to edit the description names and create practice-defined ICD9 and CPT codes. Additionally, we now allow users to edit the description names and create practicedefined Orders. 2. Select Order from the drop down 3. Select Create New 4. Make edits to the Code Editor: a. Type: order b. State: Active c. Code: type mammogram and select Mammogram, Both Breasts i. Code and description will auto-populate d. Description: Change to Bi-lateral Mammogram 5. Save changes

29 Figure 31 Code Editor Window 6. Return to Admin Home Family History Settings Family History Settings remains unchanged. Administrators can add, edit, and remove Family History detail and relationship options. 1. Click on Family History Settings 2. Remove Family History Details and/or Family History Relations by clicking on the trash can icon 3. Add Family History Details and/or Family History Relations by clicking on the Add button a. Rename the new details 4. Reorder Family History Details and/or Family History Relations by clicking on the up and down arrows

30 Figure 32 Family History Settings Add/Edit/Remove 5. Return to Admin Home Social History Settings Social History Settings also has not changed. Administrators can add, edit, and remove Social History details and the associated type, duration, frequency, and amount options. 1. Click on Social History Settings 2. Remove the Drink Detail by clicking on the trash can icon 3. Add a new Social History Detail 4. Populate the topic name: Drink a. Types: Add Denies, Liquor, Wine, Beer b. Durations: leave blank c. Frequencies: Add Social, Daily, Weekends d. Amounts: Add 1 Drink, 2-3 Drinks, 4+ Drinks

31 Figure 33 Adding Social History Settings 5. Save change made to the Social History Settings 6. Return to Admin Home Screens/Vaccines/Injections The Health Maintenance Options, Screens, Vaccines, and Injections all work as they did pre- Chimera. When selected, these editors allow the Administrator to add, edit, and remove screens, vaccines, and injections that can be recorded on the patient chart

32 1. Click on Screens 2. Click the side arrow icon to add at least 3 options from the Available column to the Active column Figure 34 Screens Window Adding Available Options to Active 3. Save 4. Return to Admin Home 5. Repeat for Vaccines and Injections / Insertions, both listed on the Admin Home 6. Return to Admin Home Default Result Users In the Default Result Users editor, the Administrator can set a default user as the owner for eresults by specific labs. 1. Click on Default Result Users 2. General preprocessors:

33 a. Global user for unknown provider: Select any user from the drop down b. Global user for unknown patient: Select None (Incoming Results Only) 3. Lab-specific preprocessors: a. Choose any lab company and select a user from the drop down Figure 35 Default Result Users Window 4. Select Save 5. Return to Admin Home MU Chart Calculator The MU Chart Calculator configuration is a new setting in Chimera. The Administrator can set the Stage and Reporting Period that the Patient Level MU Calculator will calculate by. 1. Click on MU Chart Calculator 2. Select the [checkbox] to enable 3. Choose a Stage from the drop down and a Reporting Period Figure 36 Meaningful Use Chart Calculator

34 4. Save changes 5. Return to Admin Home E-Script The E-Script Patient Management button opens RCopia, allowing the Administrator to access several Rcopia Admin tools not typically available when accessing RCopia on the patient level. The 2 nd button, E-Script User Accounts, shows how Rcopia credentials are assigned to users. Currently, only Arête employees can enable and create Rcopia credentials. For more questions about the E-Script configurations, please talk to your training specialist during your upgrade. User Message Locks The Administrator can over-ride any user s setting to lock or unlock their message bin in the EHR. 1. Click on User Message Locks 2. Change User B message settings 3. Select Save 4. Return to Admin Home Figure 37 Modifying User Message Locks

35 Lab # 7: Assessment Worksheet Employee Name: 1. Name 3 new configuration and practice-settings available in Chimera that were not available in previous versions of the EHR. 2. True or False: Instead of reports being specific and limited to the user who runs the report, all reports will be stored in a practice-level reporting bin. However, storage limitations are determined per user. 3. To access the Reporting Bin and Admin Panel, a user must have the Reports and Admin. To run reports and make modifications to configuration settings found in Admin Panel a user must have Reporting and Admin. 4. The Session viewer allows administrators to view what users logged into the EHR: a) At any one time b) In the last week c) In the past, with a date restriction d) In the past, without a date restriction 5. True or False: Users can remove hard conditionals from their practice