Quick Reference Guide. Topbar. Topbar Waiting Room App

Transcription

1 Quick Reference Guide Topbar Topbar Waiting Room App <1.3> July 2015

2 Organisation Contacts Sydney Office Pen CS Level 1, 35 Moore St LEICHHARDT NSW 2040 Phone: + 61 (0) Fax: +61 (0) Document Owner Matthias Merzenich Training Programs Manager Phone: matthias.merzenich@pencs.com.au Melbourne Office Pen CS Level 6, 3 Bowen Crescent Melbourne VIC 3004 Phone: Fax: SUPPORT FREECALL support@pencs.com.au Document Control Version Release Date Modified By Description Matthias Merzenich Initial Release Paul Mathews Screenshots updated & Add in Clinical System/Defer functionality added Matthias Merzenich Corrections Matthias Merzenich Corrections 6 July 2015 PAGE 2 of 13

3 Contents 1 PRE-REQUISITES...4 TOPBAR...4 RELEVANT DOCUMENTS...4 INTENDED AUDIENCE...4 GLOSSARY OF TERMS TOPBAR WAITING ROOM FUNCTIONALITY...6 DEMOGRAPHIC TAB Adding Missing Information Deferring Notifications...9 CLINICAL TAB...10 FILTERS TAB TROUBLESHOOTING July 2015 PAGE 3 of 13

4 1 Pre-requisites Topbar Pen CS Pty Ltd (PEN CS) have developed Topbar as an adjunct to the GP Clinical Desktop System to deliver useful tools and decision support information for the primary care sector at the point of care. Topbar is designed to provide prompts and relevant information to all clinic staff based on the patients being seen and also those who are on the waiting list for the day. The user interface is minimalistic and allows the users to focus on the patient details and clinical information but provides important additional tools and information. Complete and accurate patient records are a key component of primary health care and Topbar assists all staff with this important aim. This document assumes that Topbar has been installed and the user has been registered. All screen shots were done on Windows 7 using Medical Director 3 as clinical system. Relevant Documents Topbar Waiting Room App Quick Reference Guide This user guide describes how the Waiting Room App in Topbar work this document Topbar User Installation Guide This user guide provides instructions on how to install the user client of Topbar Topbar Installation and Setup Guide This user guide provides instructions on how to install and configure Topbar on the server Topbar User Guide General guide on Topbar user interface and usage. Topbar Patient Health Summary Quick Reference Guide This user guide describes how the MBS prompts in Topbar work. Topbar MBS App Quick Reference Guide This user guide describes how the MBS App in Topbar work. Topbar Cleansing Prompts Quick Reference Guide This user guide describes how the cleansing prompts in Topbar work. These guides are available from help.pencs.com.au/topbar.htm Intended Audience This document is for all users of Topbar and covers the installation of the client software 6 July 2015 PAGE 4 of 13

5 Glossary of Terms Term BP CAT4 GP Help Desk CKD CVD MBS MD Topbar Definition Best Practice Clinical Desktop System PEN CS Clinical Audit Tool General Practitioner PEN CS Help Desk Chronic Kidney Disease Cardiovascular Disease Medicare Benefits Schedule Medical Director Clinical Desktop System A decision support software tool by PEN CS Table 1: Glossary of terms used 6 July 2015 PAGE 5 of 13

6 2 Topbar Waiting Room functionality The Waiting Room icon is displayed on the left side of Topbar if any actions are recommended for the currently open patient. The number of actions is indicated by the number in the red circle next to the app name. Image 1: Topbar Waiting Room icon Patients who have arrived in the waiting room will be picked up from the waiting list in the billing system (Pracsoft or BP Management) and the patients names are displayed depending on missing data items. Currently there are three tabs Demographic, Clinical and Filters. By default the first tab with actions recommended is open, in this case the Demographic tab. To switch between tabs click on the name of the tab. The active tab is indicated by the blue colour of the tab s name. Image 2: Topbar Waiting Room Demographic Tab 6 July 2015 PAGE 6 of 13

7 Demographic tab This tab displays any missing and completed items from the patients record related to their demographic information in their patient record in the GP application. Items that require actions are displayed on top and completed items at the bottom of the screen. Both can be hidden or displayed by clicking the hide/display link. The items checked are: Address Contact (phone) Date of Birth Emergency Contact Ethnicity First Name Gender Last Name Medicare Number Next of Kin Postcode Suburb Green ticks indicate complete records and the red X indicates missing or incomplete data. The patient s consultation time is also listed. In our example we have three patients with missing demographic information as displayed below: Image 3: Demographic action required 6 July 2015 PAGE 7 of 13

8 Clicking on the patient s name will display the details of missing or incomplete information. This app is designed to be used by a receptionist and other non-clinical staff members as well as by the clinical staff members. By default non clinical users don t have access to the patient record in the GP application and therefore can t directly open the patient s record from this screen. Image 4: Topbar Waiting Room Demographic Tab Details Adding Missing Information An option is available for each missing demographic item. By clicking on this option it will open the patient s demographic tab in the GP Clinical Software, in this example Best Practice. 6 July 2015 PAGE 8 of 13

9 Image 5: Best Practice Edit Patient Screen Deferring Notifications Topbar allows the user to defer notifications if it is decided that the action is not currently relevant by clicking on the button. This will only defer the prompt for the user who clicked on defer. It will not defer the prompt for all Topbar users in the practice. Image 6: Defer prompt screen By clicking on defer you will have the option to specify a defer duration, the prompt defaults to a 3 month period, however, it is possible to define a customized duration by nominating the end date. 6 July 2015 PAGE 9 of 13

10 Image 7: Defer duration screen Users can enter an Optional Reason for deferring the prompt. If a reason is entered you can hover your mouse over the Deferred until section to view the reason. Image 8: Reason for defer screen By clicking on the option, the prompt will be active again. Clinical Tab This tab displays a list of patients currently on the waiting list for today with any missing and completed items from the patients record related to their clinical information in their patient record in the GP application. Items that require actions are displayed on top and completed items at the bottom of the screen. Both can be hidden or displayed by clicking the hide/display link. Topbar behaves differently for Best Practice and MD3 in BP you can jump straight into the patient s record to add missing details as described in the demographic section above while for MD3 users Topbar will open the patient record but not directly at the missing data item. This tab is only available for clinical Topbar users as determined on registration for the tool. 6 July 2015 PAGE 10 of 13

11 Image 9: Data Cleansing Clinical Tab In our example we have four patients with missing clinical information clicking on the patient s name will display the details of what is missing. 6 July 2015 PAGE 11 of 13

12 Image 10: Waiting Room Clinical Tab Missing information can be added by clicking on the screen in the patient s clinical record. link this will open the relevant Filters Tab The filters tab allows users to customise the items and conditions Topbar displays in the notifications. Once configured the filters will apply to the user logged on to Topbar who applied the changes regardless of which computer the user logs on at the clinic. All three tabs are shown in the filter tab and the individual items can be turned on or off by using the switches. Green indicates the item is active, Grey indicates it has been switched off. Additionally the Diagnosis Coded time allows configuration of the time period Topbar will check for coded diagnoses in the patient record. 6 July 2015 PAGE 12 of 13

13 Image 11: Waiting Room App Filters Tab 3 Troubleshooting For further assistance with Topbar, please contact the PEN CS Help Desk on or support@pencs.com.au 6 July 2015 PAGE 13 of 13