RIS RECEPTION. Quick Reference Guide

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Christina Amice Harrison
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1 Quick Reference Guide RIS RECEPTION Adding and Editing Physician Information Next Avaiable Time Slot Editing Patient Information Manipulating the Scheduling Screen Unscheduled to Scheduled Printing Daily Schedule Scanning Documents Scheduling Apointments Scheduling Multiple Exams for the Same Patient Pre-Screening List REV applications@novarad.net

Use the filters to see the list of physicians you want. 3. Add a new physician by clicking this link. 4.

2 adding & editing physician information adding & editing physician information 1. Log into RIS and click on the Records tab and choose Physician from the drop-down menu. 2. Use the filters to see the list of physicians you want. 3. Add a new physician by clicking this link. 4. Fill out the three required fields. Don t forget to add an address or fax number for report distribution. 2 applications@novarad.net

If that physician will be signing reports in the RIS you MUST enter in their username. Other-wise they won t be able to sign reports. 7.

3 ADDING & EDITING PHYSICIAN INFORMATION 5. Click Next to advance to the next page. 6. Be sure to check the box if the physician is a referring physician or uncheck the box if the physician is a radiologist or signing physician. If that physician will be signing reports in the RIS you MUST enter in their username. Other-wise they won t be able to sign reports. 7. Enter in the username of the physician To edit a physician, search for that physician then click on the name. 8. Uncheck Referring Physician if the physician is a Radiologist 9. Choose the method that the physician prefers fro report distribution. 10. Method 2 only works if Method 1 fails applications@novarad.net 3

The signature will then appear on patient reports that the radiologist has signed.

Click on the link below to search for the next available time slot. 3.

4 next available time slot 11. Add an electronic signature by selecting Browse under Radiologist Signature Image. The signature will then appear on patient reports that the radiologist has signed. next available time slot 1. Log into RIS and go to the Scheduling page. 2. Click on the link below to search for the next available time slot. 3. Choose a Standard Procedure and a Required Time. You can narrow your search further by manipulating the rest of the filters on this page. 4 applications@novarad.net

5 NEXT AVAILABLE TIME SLOT 4. Click Search to get a list of available times. You will see the times below the filters. Click on the arrow next to the time you want to see. 5. If you want that time, click Choose Selected Time applications@novarad.net 5

Next Available time slot 6. To search for the next available time from the Quick Order and Full Schedule Wizard. Select the Scheduling tab and right-click on an available time slot. 7.

6 Next Available time slot 6. To search for the next available time from the Quick Order and Full Schedule Wizard. Select the Scheduling tab and right-click on an available time slot. 7. The Quick Order Wizard automatically launches. To go to the Full Schedule Wizard select the link in the upper-left hand corner. 8. Select the calendar on the left-side of the screen to select the next available appointment time. 6 applications@novarad.net

editing patient information editing patient information There are two places where you are able to edit patient information, from the scheduling screen and from the Records tab.

7 editing patient information editing patient information There are two places where you are able to edit patient information, from the scheduling screen and from the Records tab. Both links take you to the same place. SCHEDULING SCREEN 1. Double-click on any time slot. 2. Use the magnifying glass to search for patients

Click the arrow next to the name to put that patient on the schedule. 4.

8 EDITING PATIENT INFORMATION 3. Fill in the search criteria and find the patient you are looking for. Click the arrow next to the name to put that patient on the schedule. 4. Once the patient s name is on the Quick Order Wizard or Full Schedule Wizard a small pencil icon appears next to the name. Use this link to edit any patient information. 8 applications@novarad.net

9 editing patient information 5. From the editing pop-up box you can edit the patient s name, demographic information, emergency contact information, contraindications, and scan documents such as registration forms, ID cards, and insurance cards. RECORDS TAB 1. From the Records tab at the top of the page, choose Patients applications@novarad.net 9

EDITING PATIENT INFORMATION 2. Enter in the search criteria and click Search. Left-click on the patient you wish to edit and you will see the Choose Action Menu.

10 EDITING PATIENT INFORMATION 2. Enter in the search criteria and click Search. Left-click on the patient you wish to edit and you will see the Choose Action Menu. From that box you can edit the patient s information, scan in documents, view patient reports, delete that patient, view or add contraindications, view the patient s details, view the patient s imaging history, or resend HL7 notifications. 3. When you click Edit the Edit Patient pop-up box is displayed. 10 applications@novarad.net

Use the filters to make scheduling appointments easier. A.

11 manipulating the scheduling screen manipulating the scheduling screen 1. Log into RIS and go to the Scheduling page. 2. Use the filters to make scheduling appointments easier. A. Date filters Use the calendar to select the correct day

12 MANIpULATING THE SCHEDULING SCREEN B. View Type View Day, Week, or Month. C. Modality Type Select a specific modality type for scheduling. D. Facility Select a specific facility to schedule for. 12 applications@novarad.net

scroll through them together or view them separately. 1.

13 manipulating the scheduling screen E. View Layout See all modalities in one row where you can scroll through them together or view them separately. 1. Single View. 2. Multiple View

14 MANIULATING THE SCHEDULING SCREEN F. Find Next Available Time - To search for additional scheduling availability. G. Show/Hide Modalities Select specific modalities to view. H. Auto Refresh Click on the clock and set the auto refresh rate. 14 applications@novarad.net

manipulating the scheduling screen I. Marquee Select the Marquee to see the activity in a different workflow steps. unscheduled to scheduled 1. Login to RIS and go to the Patient Workflow tab. 2.

15 manipulating the scheduling screen I. Marquee Select the Marquee to see the activity in a different workflow steps. unscheduled to scheduled 1. Login to RIS and go to the Patient Workflow tab. 2. Select the Scheduling tab. 3. Right-click on the appointment time you would like to schedule the unscheduled patient. 4. Select the arrow to the left side of the patient s name applications@novarad.net 15

16 unscheduled to scheduled 5. The patient will now be scheduled for the selected appointment time

Make sure to select a Date and Time for the procedure.

17 unscheduled to scheduled 6. The Full Schedule Wizard will pop up and you will then be able to schedule that patient for an appointment. 7. Use the buttons at the bottom of the Order Wizard to complete registration and check the patient in. Make sure to select a Date and Time for the procedure. Find Next Available Time allows you to find a time slot that is available to schedule the procedure. 8. You are able to Print Requisitions, Cancel Procedure, Print a Reminder Letter, Print a Summary, View Order Documents, and View Patient Documents from the Choose Action Menu applications@novarad.net 17

Previous and Next advance you through the Full Schedule Wizard. 11.

Cancel will close the Full Schedule Wizard without saving any changes. 13.

18 unscheduled to scheduled 9. Save and Add New will allow you to schedule more than one study for this patient. 10. Previous and Next advance you through the Full Schedule Wizard. 11. Finish will place this study on the schedule. 12. Cancel will close the Full Schedule Wizard without saving any changes. 13. You are also able to see a list of the Unscheduled procedures by using the Marquee feature. 14. The Marquee icon is in the upper right-hand corner of the Scheduling, Patient Workflow, and View Procedure pages of the RIS. 15. Click on the icon to configure this feature. 18 applications@novarad.net

19 unscheduled to scheduled 16. Choose Unscheduled and click Enable. You will see the patient s names scroll across the Scheduling, Patient Workflow, and View Procedure s pages when they are in an Unscheduled status. 17. You are able to click on the patient s name as it scrolls across the screen to edit/ schedule that appointment. 18. Click on the patient s name and choose Edit Procedure from the Choose Action Menu. You can then schedule that patient for an appointment. printing daily schedule WORKFLOW TAB To print daily schedules from the Patient Workflow tab: 1. Select the Patient Workflow tab applications@novarad.net 19

To print that schedule, click on the Printer icon above the Scheduled tab. 5.

20 printing daily schedule 2. Choose the Scheduled tab. 3. Adjust the Date Filter, Modality Type, etc that you need. 4. To print that schedule, click on the Printer icon above the Scheduled tab. 5. After you click on the icon, you see this print pop-up box. Click Print in the upper right-hand corner to select the printer

21 printing daily schedule VIEW PROCEDURES TAB 1. Go to Orders then choose View Procedures.. 2. Use the filters to get the patient list you want. 3. Click on this icon to print. 4. Click Print to send this to the printer

printing daily schedule scanning documents You can add documents into the RIS at the patient level and at the study level.

Items you would scan in at the study level would be the referring doctor s order and any forms specific to that study

Select the patient you would like to add a document to and left-click on that exam. 3.

22 printing daily schedule scanning documents You can add documents into the RIS at the patient level and at the study level. Items you would scan in at the patient level would be the registration form, ID card, insurance card, etc. Items you would scan in at the study level would be the referring doctor s order and any forms specific to that study like an MRI form or Mammo form. PATIENT TAB 1. Log into the RIS, go to the Records tab and choose Patients. 2. Select the patient you would like to add a document to and left-click on that exam. 3. Choose Documents from the Choose Action Menu. This page will come up and you are able to start the scanning process by clicking on this link. 22 applications@novarad.net

Enter in a quick description so you can easily find the document you are looking for when you wish to view the document.

23 SCANNING DOCUMENTS 4. Either browse for the document or scan it in. Click on Scan to use the scanner. 5. Use the scanning software to acquire the image. Enter in a quick description so you can easily find the document you are looking for when you wish to view the document. Click Insert when finished. 6. You can also scan documents when scheduling an appointment. After selecting a patient on the Quick Order or Full Schedule Wizards, click on the pencil icon to edit that patient s information applications@novarad.net 23

24 scanning documents 7. From this editing page, select Documents to scan documents into the patient level

Menu. 2. Browse for the document or click on the Scan button to use your scanning software.

25 SCANNING DOCUMENTS 1. Find your patient on the Patient Workflow tab by choosing the filters and tabs. Click on the patient s name and choose View Order Documents or View Patient Documents from the Choose Action Menu. 2. Browse for the document or click on the Scan button to use your scanning software. Add a quick description so you know what the document is. Click Insert when you are done applications@novarad.net 25

26 scanning documents Scheduling an Appointment 1. Log into the RIS. 2. Click on the Scheduling tab. Note: You can make this your homepage by clicking the Set As Hompage link in the bottom right-hand corner of the webpage. QUICK ORDER WIZARD 1. Right-click on the desired time slot. 2. Select the magnifying glass to search for the patient. 3. Make sure to enter the appropriate study information. 4. When you have finished filling out the fields, you can either click Finish or Save and Add New

27 SCHEDULING AN APPOINTMENT FULL SCHEDULE WIZARD 1. Click this link from the Quick Order Wizard

SCHEDULING AN APPOINTMENT 2. Enter in the appropriate patient information. 3. The Full Schedule Wizard allows you to do a complete registration of the patient.

28 SCHEDULING AN APPOINTMENT 2. Enter in the appropriate patient information. 3. The Full Schedule Wizard allows you to do a complete registration of the patient. You can advance through the wizard by clicking Next or clicking on the links to the left of the page. At any time you can click Finish to complete the registration. 4. Use the free text fields to pass along information to the technologists, transcriptioist, radiologist, and billing department. 28 applications@novarad.net

29 SCHEDULING AN APPOINTMENT 5. Use the Magnifying Glasses to search patients or referring physicians. AFTER REGISTRATION 1. Once the patient has been registered and scheduled for an exam the receptionist needs to check in the patient. 2. Once the patient has arrived to the office, collect any additional documentation ie driver s license, insurance card, any specialized forms your facility requires, or the referring doctor s order. Enter the information into the RIS or scan the documents into the RIS for digital storage and easy recall later in the patient workflow. 3. Right-click on the patient s name on the schedule to check the patient into the RIS and pass the information onto the technologist applications@novarad.net 29

30 scheduling multiple exams scheduling multiple exams for the same patient 1. Double-click on a time slot to see the Quick Order Wizard pop-up. 30 applications@novarad.net

31 scheduling multiple exams 2. Fill in the appropriate patient and study information. 3. When finished click on the Save and Add New button. Same Patient/Same Accession This option will let you schedule a second exam for a patient with the same accession number. Same Patient/New Accession This option will let you schedule multiple exams for one patient. Each exam will have a different accession number. New Patient This option will let you schedule multiple patients without going back to the scheduling page. Each patient will have their own PID and accession numbers applications@novarad.net 31

SCHEDULING MULTIPLE EXAMS 4. Select the option that best suits your workflow. 5. If you select Same Patient/New Accession Number a new Quick Order Wizard pops up.

32 SCHEDULING MULTIPLE EXAMS 4. Select the option that best suits your workflow. 5. If you select Same Patient/New Accession Number a new Quick Order Wizard pops up. The patient information will automatically fill in and all you have to do is fill in the study information. 6. You can repeat steps 3-5 as many times as necessary. When you are done, click Finish. 7. You will notice the patient now has multiple exams on the schedule. 32 applications@novarad.net

33 scheduling multiple exams 8. If you look under the Patient Workflow tabs you will see the separate accession numbers. pre-screening list 1. Log into RIS and go to the Orders tab. Choose Pre-screening List from the drop-down menu

Notice the patients phone numbers are listed here.

34 PRE-SCREENING LIST 2. Use this list to call patients to remind them of their appointments. You can also use this list as a step to remind receptionists to collect registration, MRI, and Mammo forms. Notice the patients phone numbers are listed here. When you have finished contacting that patient, you should mark that patient as Screening Complete. That patient will then fall off this list. 3. To mark a study screened from the scheduling page. right-click on the patient and select Patient Screened. 34 applications@novarad.net

35 PRE-SCREENING LIST 4. To Mark a study Screened from the Patient Workflow pages, Click on the patient s name and choose Screened from the Choose Action Menu applications@novarad.net 35

RIS TRANSCRIPTIONIST. Quick Reference Guide

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