HOW TO USE THE NEW FEATURES OF PATIENT FILES VERSION 5.0 About rmvisitlink and rmadmitlink:

Transcription

1 HOW TO USE THE NEW FEATURES OF PATIENT FILES VERSION 5.0 About rmvisitlink and rmadmitlink: You of course know that after clicking the Visits circle button at rmpatientfiles, you will be entering the rmvisitlink database and then just click New icon and this image (Fig. 1) below will appear. You need now to do one more thing for Version 5: You need to click the yellow box at Name area (arrowed Fig. 1), this will bring you back to rmpatientfiles list of names, you will also realize that the patient s name is already highlighted on the list, just click ENTER key or using the mouse click the same name, this will bring you back to the image below. The purpose for that is to Fetch these details: Photo of patient, Age in Years, Sex, Birthday, Address that was encoded in rmpatientfiles so you won t type that again. You will see it to be helpful especially on making a prescription or medical certificate inside rmvisitlink because those details are part of it. Do the same also for rmadmitlink. Figure 1

2 PRINITING RX INSIDE rmvisitlink Clicking the Prescription button and you will be lead to Rx Writer inside rmvisitlink. Below is the Rx Writer inside the Patient Files App (Fig.2). As you can see it just looks the same as the standard Rx Writer, only that it s inside rmvisitlink. But now that you are using the version 5, there are some new things, which are the following: 1. Be familiar of this code : <br>, you will notice that it appears in every drug prescribed below (encircled). It is a code needed by the program, for it to identify where you want to place a line break. This was not an advice in version 4. You may just click the blue arrowed button below, which will allow the code to be copied in the clipboard and just do a right click and paste it (CTRL + V) on areas of the prescription that you want a break. It is advisable that if you are not busy, try opening the rmrxpopup database directly and edit all your drugs by simply adding the <br> symbol on areas you want a line break. 2. To print the Rx below is also different than 4.0, you will now click File, Print Report (or CTRL + R). Figure 2 After clicking Print Report or CTRL + R, this is what will show up below (Fig. 3). The choices Rx Size 2 to 5 will give you the option on what size you desire. Also you can choose with or without the photo of the patient. Try to experiment and see the difference. (To know how to set the program to capture and print an Rx with a photo, you need to read the manual : How to Add Photo of Patient on a Printed Rx) Figure 3

3 Using the Print Report feature for Certificates: Printing a Medical Certificate: 1. Open Patient Files icon. 2. Open rmpatientfiles. 3. Look for the patient s name and click it 4. Click Visits button or Admission button 5. Look for the record he/she wishes to have a certificate and open it 6. Click the Medical certificate button, the diagnosis, chief complain, address, sex and age will already be there if it was filled on program > Fill the blank provided for additional words. 7. To print it, click File, PRINT REPORT> then look for Medical Certificate either Half Paper size or Letter size (Fig. 4), (depending on your bond paper) click it then Print. Figure 4

4 Printing a Summary of the Patients Records: If a patient wants a summary of all the consultation or admissions he/she had with you (like a patient transferring to another place or a referral to a subspecialist), you may easily provide a summary by doing the ff: 1. Look for the patients name at rmpatientfiles and open it 2. click Visits or Admissions circle button 3. At the list view make sure that the Date is chronological (you may do a Sort Forward by click the Date of Visit label on top of the row and click Sort Forward). 4. Once its sorted chronologically, click File> PRINT REPORT and click Out Patient Medical Record Summary (Fig.4a and 4b), click Next and Print it. Figure. 4a Figure 4b Printing one Report of the Patient s out patient visit or admission:

5 1. Look for the patients name at rmpatientfiles and open it 2. click Visits or Admissions circle button 3. Look for the record you want to make a printed report and open it. 4. Then click File> PRINT REPORT and click Out Patient Record, click Next and Print it. Figure 4c Printing a Vaccine Certificate: 1. Open Patient Files 2. Click rmpatientfiles 3. Look for the patient name you desire and open it. 4. Click Visit circle button. 5. You need to filter first those checked checkbox under Vaccine that says vaccine given today. If you haven t checked it just open the records that have vaccines given and check the said box (Fig. 4d). 6. Now close the records to go to the list view. 7. Click Filter icon 8. Click Filter Enabled 9. At Select Field, choose VACCINE FILTER and at Value Must Be, just check it and click OK (Fig.4e). What remains are the records with vaccine given. Now click File, click PRINT REPORT, click Vaccines (Fig. 4f) in the choices, click Print.(Fig.4g) Now click Filter icon again and remove filter to return other records to remove the filter to unhide the other records. Figure 4d

6 Figure 4e Figure 4f Figure 4g

7 How to use the Camera Feature of Version 5 As you can see below there is a camera icon in Version 5. For you to be able to embed your patient s photo into it, you need to understand first the following: 1. Images must be jpeg only. 2. You must set the USB camera that the image will be saved on this location: Documents>Handbase>Images folder 3. Presently, I m using this kind of USB cam : A4 Tech model PKS-730Gn (Fig.5) and it works well. You might consider of buying one for your clinic to be used by your secretary, mostly this is her task. What I like currently with A4 Tech usb cameras is the built in software that I can manipulate it to match my needs (ex. Set to JPEG, set to store photos to a designated folder mentioned by default, decrease image size to around 10kb to 20kb per photo, like 352 x 288 size.) Figure 5 4. You need to also install the Copy File Name software, it s included in the zip file I gave you inside Helpful Apps or download it here

8 5. You also need to install SyncToy (also inside Helpful Apps) or download it here if you want your secretary to be the one to take a picture of the patient and then she will just sync the photos to your PC inside your clinic. Just install it, instructions will come later. So this how it goes to get a picture: 1. Follow the above instructions on setting default location, smaller image size and JPEG default as well (I recommend A4Tech usb camera model PKS-730G). 2. Now try taking a picture. The photo will be saved to Documents>Handbase > Images folder. 3. Now Open Documents>Handbase > Images folder to see if the photo went there. 4. Once you see the photo, do a right click on the photo and click copy filename. If you cannot see Copy Filename on the right click pop-up (Fig.6), it means you haven t installed the Copy File Name software yet as mentioned above. Please install it first then try again. Figure 6 Note: If for example you choose to save the photos in a separate folder rather than the default: Documents>Handbase> Images folder, you may do it, but this time instead of doing a right click and click Copy File Name, you must do this: right click the folder, then click the shift key at the same time you click Copy File Name. The result of this is that you will be copying the full image location path and the file name itself. But if your setup is that your secretary s PC will be the one to take the photo and just be sent to your PC, you need to setup that the default is still Documents>Handbase> Images. 5. Once copied, minimize the Images folder (minimizing it allows you to reopen it easily) then go to the patient s record as seen below and click the camera icon.(fig.7)

9 Figure 7 You will see this image below, Fig. 8. You do a right click and Paste at the blank for Windows, so that the copied file name (or file path and name) of the patient will be pasted in the box provided. Or just do CTRL + V to paste. It is expected the file name you pasted will have a.jpg extension. If it doesn t have, you need to type in.jpg at the end of the pasted file name (important). Figure 8 Now click the Front Page button and it will bring you back to the intro page with the picture of the patient presented already, Fig.9. Basically this taking a photo thing is usually the job of your secretary. Thus, based on the instruction above, it is best that the folder images (found in Documents>Handbase>Images) will be always open and just get minimized at the task bar to easily re-opening it to do the above procedures. Once familiar it will really be easy for her. Figure 9

10 Now taking a photo will be saved in the secretary s PC in the Images folder (Documents>Handbase>Images). So it is expected that you cannot still see it in your PC (Doctor s PC) even if you already did a Merging. This is where SyncToy software will help. With SyncToy installed, you may be able to duplicate the Documents>Handbase> Images folder of your secretary with your (doctor s PC) Documents>Handbase> Images folder. Once the photos are in that location in your PC, it is expected that you will also see the photos embedded in Patient Files. Although transferring via USB flash disk the photos manually from your secretary to your PC time to time is one way but Synctoy can make this easier provided you have a Wifi router (this can function even without internet, as long as the wifi is just on). To make SyncToy work, do the following: 1. It must be installed in your secretary s PC. 2. Set the Images folder to be ready for sharing. Just right click the Images folder (Documents>Handbase>Images) and click Properties and Click Share. Do this on both PC s (Secretary and Doctor s). 3. Now open the SyncToy app, set the Left folder to be the Images found in the secretary s PC while the Right Folder, set it to the Images folder found in your PC. Browsing to get to the other PC, you must click Network, then go to the name of the other PC in the network, then look for the Images folder that was set to be SHARE capable and just click it. 4. If you have done the above successfully, you may now click the Run button in SyncToy and it is expected that the photos from the secretary s Images folder will also be seen in the Images folder of the Doctor s PC. It is now expected that the photo of the patient will also appear on the Patient Files if you already done a merging to pull the rmpatientfiles of the secretary to your own rmpatientfiles. Note: If the secretary is adding new info in an old record in rmpatientfiles, like for example, she added a photo to an old patient named Smith, Jhon she need to duplicate the record and delete the previous one. The reason is that our merging technique is only cable to merge new records and not old but edited records, thus if you added a new word or information to an old record, (yes it is still saved on the secretary s PC) but when you merge it to be seen in the Doctor s PC, it won t be seen to reflect the change (Note: this is through the aid of Dropbox, a separate manual deals with dropbox sharing). To solve this, the secretary will just duplicate the record, the duplicate copy will be treated by the program as a totally new record, thus all of the data in it will be pulled during a merging. The secretary will just delete the old duplicate copy. To duplicate a record, the secretary will do this: Close the record to appear as list view, do a right click on the particular record to duplicate, and click Copy Record to New. She will then do a SORT FORWARD for the name section, by just clicking the Name heading on top and click Sort Forward to make it alphabetical. Search for the name of the patient again and you will of course notice that there will be 2 of them. Do a right click on the 1 st one and click delete (the 1 st one is the old record, the 2 nd one is the new). Then click Save. A bit tasking I know, but for my secretary who is used to it, its nothing.

11 Where do I save my the photo of the patient s xray, photo of specimens or scanned lab results.? Click the Photo button below, Then click New icon for a new record in rmphotoslink database. Figure 10 This is how it will look below. Click the camera icon and it will lead you to code area. Figure 11

12 Figure 12 At the first blank area (Windows) you need to paste the name and the full location of the image. For example the image is saved inside a folder named Patient_Teves folder at Pictures folder do the following: Go to Pictures folder and open Patient_Teves folder (just an example), then locate the image you want to embed. Right click the image and click Copy Filename but this time also click SHIFT key at the same time (Fig.13). This will copy the full location of the image and paste it to the blank space (Windows) at the location button and click Front Page button. The benefit of copying the full location of the image allows you to choose any location in your PC or an external hard drive to store your images. Only in the location Documents> Handbase>Images where you don t need to copy the full location because this is the Default image location. Secondly if you copy the full location, you may be able to use the zoom function by clicking Open Image button which is the at the lower right area (Fig.15) Clicking Open Image Button will allow you to open the image file itself and from there you may zoom it based on the built-in photo viewer of Windows. If you want to write something on the image, you may right click it and click open to Paint. Using the Paint app you may add anything (like a circle Fig. 14) to the photo then exit Paint (click x at right upper area) and just save the changes. Then you may exit the Windows Photo Viewer also by clicking X button at upper right and then when you are back to the rmphotoslink, click the refresh button and the image will produce the changes you did when using the Paint for it. Fig. 13

13 Fig. 14 Fig. 15 Can I make a folder specific for the patient and just place all his photos and scanned documents there and if I want to open the folder I ll just click a button inside rmphotoslink? Certainly, you can do this. It s almost the same procedure as above except that you will be pointing to the folder itself instead of the image. Say for example you have folder named Patient_Teves and is located in Documents> Patients folders (you may use external drive if you like). Open Patient Files icon, open rmpatientfiles, look for the patient s name and open it, click Photos button to enter rmphotoslink and then click New. At the Label below (Fig. 16, 1 st arrow), you may type Folder only to remind you that it links to a patient s folder. Now open Documents and locate the said Patients folder (our example) then locate Patient_Teves folder, right click the folder itsel and click Copy File Name but together with pressing the SHIFT key (this will allow to copy not only the file name but the whole path location). Minimize the folder to go back to the image below click the Camera icon, and you will see Fig,. 17 below and then right click at blank for windows and click paste. Then click Front page button to go back. You won t see any changes but if you click Open Image or Open Folder button (Fig. 16 second arrow), you will see that the folder you linked will be opened. This will certainly be helpful to make you organized in using your PC during a consult.

14 Fig. 16 Fig. 17