Krames On-Demand v6. Patient Education Application User Guide Krames StayWell 780 Township Line Road Yardley, PA

Transcription

1 Krames On-Demand v6 Patient Education Application User Guide 2012 Krames StayWell 780 Township Line Road Yardley, PA

2 Table of Contents Krames On-Demand User Guide... 1 Welcome to Krames On-Demand (KOD)... 1 About Krames HealthSheets... 1 About Drug Sheets... 1 About Custom Content Builder (CCB)... 1 KOD Login... 2 Introduction to the KOD Interface... 3 Information Bar... 4 Navigation Tabs... 4 Search Box... 4 Help Links... 4 Finding and Viewing HealthSheets... 5 Browse to Find HealthSheets... 5 Search to Find HealthSheets... 6 Default Search... 6 Full Text Search... 7 Spell Check [search terms]... 8 View HealthSheets and Drug Sheets... 9 Browse... 9 Search... 9 Browse Results: Actions Available... 9 Textboxes... 9 Dropdown Actions... 9 Search Results: Actions Available Finding and Viewing Drug Sheets Using the Medications Tab Searching by Drug Name Searching by Indication Searching by Classification Using Folders Organizing Frequently Used Sheets in Folders Managing Folders Creating Top Level Folders Creating Nested Folders Renaming Folders Moving Folders and Items Deleting Folders and Items Using the Folder Library Viewing the Folder Library Copying Library Folders

3 Using the Education Cart Adding Education Sheets to the Education Cart Managing the Education Cart Printing and Personalizing Sheets Printing One Sheet at a Time Personalizing Sheets before Printing Printing Multiple Sheets in One Operation Patient Documentation RecordWriter Patient Chart Secure Custom Content Builder Introduction Navigation Account Manager Setup Options Set Group Manager Privileges (Account Managers only) Define Custom Footer (Account Managers only) Export Custom Document List (Account Managers only) Block/Unblock Custom Documents (Account Managers and Group Managers with permission) Working with Custom Documents Creating a New Document About Text Formatting and Page Layout Formatting a New Document Entering Text Selecting Text in the Editor Applying Formatting Attributes Headings Lists Text/Paragraph Formatting Special Characters Tables Copy and Paste a Table from Microsoft Word Table Formatting and Properties Apply Table Properties Inserting Rows Deleting Rows Inserting Columns Deleting Columns Merge Table Cells Split Merged Table Cells

4 Image Management Open the Image Library Search Library (Krames) Insert an Image into a Document Adjust Image Size Search Library (Your Library) Browse Library (Your Library) Add Image to Library Add Text Next to an Image Document Management Preview Edit Delete Duplicate (Save As) Add Spanish (or other language) Publish Getting Help

5 Krames On-Demand User Guide Introducing the basic features available with Krames On-Demand Welcome to Krames On-Demand (KOD) Krames On-Demand (KOD) is a web-based patient education program containing over 3,000 singletopic HealthSheets and more than 2,000 drug sheets. In this manual, you ll learn easy steps for: Locating HealthSheets and drug sheets. Organizing sheets in folders for easy retrieval. Personalizing sheets with a patient s name and your comments. Printing sheets one-by-one or in batches. About Krames HealthSheets HealthSheets are available in English and Spanish. Each HealthSheet covers a specific topic and combines illustrations with easy-to-read text to help you communicate key points to your patients. You can use HealthSheets to explain diseases and conditions, introduce pre- and post-op procedures, and reinforce your self-care instructions. You may choose to use one sheet at time, or give patients several HealthSheets at once to cover all of the points they need to know. About Drug Sheets Drug sheets are licensed from Gold Standard Multimedia s Clinical Pharmacology. Written specifically for patients, the drug sheets describe the purpose of the drug and provide advice on contraindications, how and when to take the drug, side effects, and potential interactions with other drugs, foods, and alternative preparations. The drug sheets offer over 2,000 OBRA-compliant patient education sheets covering prescription, over-the-counter, herbal, and nutritional products. The drug sheets are also available in Spanish. About Custom Content Builder (CCB) Custom Content Builder (CCB) is an optional add-on module to KOD. CCB allows you to add self-produced materials to the KOD system so that all your patient education handouts Krames HealthSheets, drug sheets and self-produced materials are accessible in one program. Instructions for using CCB are included in this User Guide. 1

6 KOD Login KOD is accessed via an Internet connection to the KOD website. To access KOD, use your Internet browser to go to: FIGURE 1: KOD LOGIN At the KOD Login page (FIGURE 1), enter the login data provided by your Account Manager or Group Manager and click the SECURE LOGIN button. The login is secure in that the login information is encrypted when establishing a connection. TIPS FOR LOGGING IN Login information is not case-sensitive. If you enter your login information incorrectly, an error message will appear in red above the login boxes. Re-enter your data and try again. For KOD to function properly, cookies and JavaScript must be enabled in your browser. 2

7 Introduction to the KOD Interface All main KOD screens have similar layout and functional elements. The screenshot (FIGURE 2) illustrates the standard header and navigation. This section will provide a brief overview of the features used in the header and navigation. While in KOD, the following functions can be found: Information Bar Navigation Tabs Search Box Help Links FIGURE 2: KRAMES INFORMATION BAR, NAVIGATION TABS AND SEARCH BOX 3

8 Information Bar The Information Bar provides account-related information. Your Account is used to change passwords. Support provides access to support tools that include contact information, documentation and sources. Click on the LOG OUT button to exit the KOD application. Navigation Tabs The Navigation Tabs provide access to different functions within KOD. Browse allows users to browse through HealthSheets available in KOD arranged by specialty area. Folders provides access to content folders that are created and managed by the Account Manager, Group Managers, and users. Medications allows users to search for drug sheets by Name, Indication, and Classification. Education Cart is a temporary location for aggregating batches of patient education before dispensing to a patient or adding to a folder. RecordWriter documents patient education encounters (if active for the account). Search Box The Search Box allows quick search and access to content within KOD. It can always be found above the Navigation Tabs. Help Links The Help section provides page-related information. This includes general information on using particular features within KOD, as well as providing a key for the different symbols and abbreviations used throughout the program. 4

9 Finding and Viewing HealthSheets KOD provides different ways to locate HealthSheets and drug sheets: Browse and Search. Browse to Find HealthSheets The Browse function lets you find HealthSheets based on subject matter. This method of searching is called browsing because you can move from topic to topic to see groups of titles that are related by subject. The Browse page is organized as a click-through hierarchy of topics and subtopics. Each topic contains a number of subtopics. Under each subtopic, you find links to the HealthSheets that pertain to that subject area. To browse for HealthSheets on a particular topic: 1. Click the Browse tab on the toolbar. The Browse page will appear. You will see a list of topics. 2. The Browse HealthSheets selection displays the core KOD content. Your facility may have licensed additional content modules which will show as additional links. Click on the content you would like to browse (HealthSheets in this example). FIGURE 3: BROWSE HEALTHSHEETS 5

10 3. Click on a topic (e.g., Cardiology). A list of subtopics will appear underneath the main topic. 4. Click on a subtopic (e.g., Arrhythmias/Electrophysiology). A list of HealthSheet titles for that subtopic will appear. 5. Click on a title to view the HealthSheet. TIPS FOR BROWSING On the Browse HealthSheets page, click any link to open a topic, subtopic, or HealthSheet HealthSheets may appear in more than one place in the Browse hierarchy. If your organization has custom documents in KOD, they are contained under the Custom Documents link at the top of the Browse page. Search to Find HealthSheets KOD provides users with search tools to find HealthSheets and drug sheets. The search provides the following tools: Default Search: It is based on MeSH terms. When a user enters a search term, the search engine will search for matches. Full Text Search: If a user cannot find a match with the default search, a user can perform a full text search. The full text search will look for matches in the text of the document. Suggested Search Terms: As a user enters a word, search terms are presented to provide recommended search words and to help with spelling terms correctly. Spell Check: When a misspelled search term has been used, KOD will present the user with the correct spelling. By clicking on the correct word, the user can initiate a new search. Advanced Search: This allows users to search by ICD-9 and CPT codes, and apply filters to their search. Default Search To use the default search to find documents: 1. Click in the Search box in the header (FIGURE 4). 2. Enter a search term in the search field, or select a suggested search term from the dropdown list. FIGURE 4: DEFAULT SEARCH 3. Click on the SEARCH button to initiate the search. The Search Results will use an algorithm to group the documents that match the search term. 4. Choose the desired document(s) from the Search Results list (FIGURE 5). 5. To quickly select all titles found in your search, click in the small box to the left of Document Name. 6

11 FIGURE 5: SEARCH RESULTS Full Text Search When a user wants to search for more documents, the user can perform a full text search. This search will look for a search term in the body of the document (FIGURE 5): 1. Go to the Full text search on section on the Search Results page. a. The search term field will be populated with the original search term. 2. Click the SEARCH button to initiate the full text search. 3. All matches will be returned to the Search Results list. a. An algorithm will be applied to the search and place the most relevant documents at the top. 7

12 Spell Check [search terms] When users misspell a search term, KOD will translate it into a correct spelling (if it is in our dictionary). In addition, the spell check feature will allow the user to initiate a new search on the correct spelling (FIGURE 6). When a user enters a misspelled word, the following occurs: 1. A No documents found for search term message is presented. 2. The translation is presented in the Did you mean correct spelling message. 3. Click on the correct spelling and a new search will be initiated. FIGURE 6: SPELL CHECK 8

13 View HealthSheets and Drug Sheets Users are able to use Browse and Search to locate HealthSheets and drug sheets. Browse When a user uses the Browse option, the user will be able to view a single HealthSheet. The user will also be able to personalize this document and apply actions to it from the Action dropdown list. Click the Browse tab on the toolbar to begin. Search The Search Results allow a user to select one or more different types of documents to apply actions from the Action dropdown list. Enter a search term in the search field in the header to begin. Browse Results: Actions Available When viewing a single HealthSheet, the following actions can be applied to it (FIGURE 7). Textboxes A user can enter the patient s name and add instructions. This information will print with the document. FIGURE 7: ACTION OPTIONS Dropdown Actions Add to Folder adds the current HealthSheet to a new or existing folder within the Folders tab. The sheet can then be used at a later time. Add to Education Cart stores the HealthSheet in the Education Cart, a temporary storage place for aggregating patient education materials without permanently storing them in a folder. Print the current HealthSheet. View In allows viewing HealthSheets in any available language. Text Size defaults to Normal (12 pixels) and larger (16, 17, and 20 pixels). Language specifies the language for viewing or printing. Print Duplicate allows a duplicate English copy to be printed when printing in other languages. Tracking allows the user to document a patient encounter using Patient Chart or RecordWriter. 9

14 Search Results: Actions Available From a Search Results list (FIGURE 8), a user has the ability to select one or more documents and apply all the actions described on the previous page to all selected documents, at one time. FIGURE 8: SEARCH RESULTS 10

15 Finding and Viewing Drug Sheets Using the Medications Tab To locate drug sheets, KOD searches all drugs (brand and generic) and ingredients that match your search criterion. Search for drugs by name, indication (medical condition), or classification (e.g., beta-blockers, diuretics). For each search, choose one of the three methods. For example, you can search for all drugs that are antidepressants or all drugs that contain fluoxetine, but not all antidepressants that contain fluoxetine. Select the Medications tab to start a new search (FIGURE 9). FIGURE 9: MEDICATIONS TAB WITH SEARCH OPTIONS (NAME, INDICATIONS, AND CLASSIFICATIONS) Searching by Drug Name 1. Under Start a new search, click on the NAME button. 2. In the Search term field, enter your search term (brand name, generic name, or ingredient). 3. The default search will find only drugs that begin with the search term you enter. To find drugs that contain a term in any position, choose the Contains radio button. 4. Click the SEARCH button. A list of drugs that match your search term will be displayed. FIGURE 10: MEDICATIONS BY NAME 11

16 Searching by Indication 1. Click INDICATIONS under Start a new search. 2. Using the dropdown box under Indication Selection (FIGURE 11), select a letter to narrow the list of indications. For example, to find drugs that treat asthma, select A ; for colitis, select C. 3. Scroll down the list to find the indication you want. 4. Click on the indication to select it, then click SEARCH at the bottom of the page. 5. The Search Results page will appear showing a list of drugs that match the indication you selected. FIGURE 11: SEARCH BY INDICATION 12

17 Searching by Classification 1. On the Medications page, click CLASSIFICATIONS under Start a new search (FIGURE 12). 2. Scroll down the list to find the classification you want. 3. Click on the classification to select it. 4. Then click SEARCH at the bottom of the page. 5. The Search Results page will appear showing a list of drugs that match the classification you selected. 6. Click on any link to see the sheet. 7. To do another classification search, click on Change Classification just above the Search Results list from your last search. 8. Scroll to select another classification and click SEARCH. FIGURE 12: SEARCH BY CLASSIFICATION 13

18 Using Folders When you locate specific HealthSheets and drug sheets you want to use often, organize them by topic in folders. Folders can be nested up to three levels deep. After you have set up a folder and added documents to it, you can go directly to that folder anytime to print some or all of the sheets in one operation. Organizing Frequently Used Sheets in Folders In KOD, there are three types of folders: account folders, group folders, and user folders (FIGURE 13). Account folders are red. They are set up and modified only by the Account Manager. All users can view these folders and print the contained sheets. Group folders are orange. They are set up and modified by the Group Manager. Only general users who are members of that group can view and print sheets. Only the Group Manager can add or delete bookmarks in these folders or rename or delete these folders. User folders are yellow. They are set up and modified by general users of KOD. Other general users who are members of the same group can view these folders, print sheets, add or delete bookmarks, and rename or delete the folders themselves. FIGURE 13: FOLDERS TAB 14

19 Managing Folders All folder functionality is managed from the Folders page. To create a new folder, rename, move, or delete an existing folder, first go to the Folders page by clicking the Folders tab on the toolbar. FIGURE 14: CREATING A NEW FOLDER Creating Top Level Folders 1. Select Create New Folder on the Folders page. A New Folder will be created and highlighted (FIGURE 14). 2. Click on the highlighted text ( New Folder ) and change the name. TIPS FOR CREATING FOLDERS Folders cannot have the same name. For example: If you already have a User Level folder called Asthma, you cannot create a second User Level folder with the same name. To create a Top Level Folder, be sure no other folder is selected. A selected folder will be highlighted in grey. Folders can also be created when documents are selected for addition to a folder. 15

20 Creating Nested Folders A nested folder is simply a folder that is created within another folder. To create a nested folder: 1. Select the folder in which to create a New Folder by clicking on that folder s name ( Asthma in FIGURE 15). The selected folder will be highlighted in grey. FIGURE 15: CREATING A NESTED FOLDER. SELECTING A FOLDER 2. Click on Create New Folder from the left-hand menu bar (FIGURE 16). A new folder will be created within the selected folder. FIGURE 16: FOLDER MANAGEMENT MENU 1. Click on the highlighted text ( New Folder ) and change the name. In this example, we named the new folder Adult. FIGURE 17: NAMING A NEW NESTED FOLDER 16

21 Renaming Folders Folders can be easily renamed from the Folders page. 1. Click on the folder to be renamed. The selected folder will be highlighted in grey ( Adult in this example, FIGURE 18). FIGURE 18: SELECTING A FOLDER TO RENAME 2. Once a folder has been selected, Click the RENAME FOLDER link on the left-hand Folder Management menu. (FIGURE 19). FIGURE 19: FOLDER MANAGEMENT MENU 3. The selected folder s current name will be highlighted in blue ( Adult in this example, FIGURE 20). 4. Click on the highlighted text and then type in the new folder name. FIGURE 20: RENAMING A FOLDER EXISTING FOLDER NAME HIGHLIGHTED 17

22 Moving Folders and Items Folders and items (documents such as a HealthSheets and drug sheets) can be moved within and between folders. Moving a folder automatically moves any other folders or items contained within it. 1. Select a folder or document(s) by checking the box beside it. This will activate the Move Folder or Item option on the Folder Management menu. You can select more than one folder or document to move. However, they all have to move to the same new location. In this example, the Recovery folder is being selected (FIGURE 21). FIGURE 21: SELECTING A FOLDER OR ITEM TO MOVE 2. Click the Move Folder or Item option on the Folder Management menu. Manage Your Folder will appear (FIGURE 22). The list at the top will detail any folders that have been selected, as well as any document titles. Below that is a list of Available Folders into which you can move your selected folder(s). FIGURE 22: MANAGE YOUR FOLDER PAGE 3. There are three options for moving a folder or document: Add to Root (Top Level). Only folders can be added to the Root Level. Click on ADD TO ROOT in order to add a folder to the top level. Add to Selected Folder adds the folder or document(s) to the selected folder. Click on a folder to select it and then click on the ADD TO SELECTED FOLDER button. 18

23 Add to New Folder by naming the new folder and clicking the ADD TO NEW FOLDER button. A new folder can be created on the Root (Top) level or within a selected folder. Deleting Folders and Items Selected folders or items can be easily deleted. Deleting a folder automatically deletes any other folders or items contained within it. 1. Select a folder or document(s) by checking the box beside it. This will activate the Delete Folder or Item option on the Folder Management menu. You can select more than one folder or item for deletion. In this example, the Recovery folder has been selected (FIGURE 23). FIGURE 23: SELECTING A FOLDER FOR DELETION 2. Click the Delete Folder or Item option on the Folder Management menu (FIGURE 24). FIGURE 24: FOLDER MANAGEMENT MENU 3. A screen will list the folders and items that you have selected for deletion (FIGURE 25). 4. Click on DELETE ALL ITEMS SHOWN to proceed or CANCEL to stop. FIGURE 25: CONFIRMING DELETION OF FOLDERS AND ITEMS 19

24 Using the Folder Library The Folder Library is a collection of popular topics that can be copied into your own folders for use. It was developed to provide users a base of initial folders and ideas from which to start constructing their own folders. Once a folder has been copied from the Folder Library, it can be modified or deleted just like any other folder. Viewing the Folder Library Click the View Folder Library link under the Folder Library menu on the left-hand navigation bar in order to view the folder library (FIGURE 26). Once in the Folder Library, you can browse through any of the folders available in order to see their organizational structure and contents. FIGURE 26: VIEW FOLDER LIBRARY Copying Library Folders 1. Select the folder(s) to copy into your own folders ( Diabetes in this example, FIGURE 27). 2. Click the Copy Library Folder link in the left-hand navigation bar and the selected library folder(s) will automatically be copied over to the top level of your own folders. Once this has been completed, you can reorganize and edit the copied folders. FIGURE 27: COPYING A LIBRARY FOLDER 20

25 Using the Education Cart KOD offers an easy-to-use feature called Education Cart similar to the shopping cart functionality seen on many websites. It allows you to assemble education sheets from multiple sources, such as Browse, Search, Medications, and Folders and then batch print or add selected documents to folders. Education Cart is a temporary, session-based tool. It will automatically empty when you log out of the KOD program or close your Internet browser. Adding Education Sheets to the Education Cart 1. From Browse, Search, Medications, HealthSheets, or Folders, select documents that you would like to add to the Education Cart. Search results are used in this example (FIGURE 28). 2. Select Add to Education Cart from the Action dropdown and click GO. 3. A message will appear Selected education sheets were successfully added to Education Cart. 4. Repeat Steps 1 3 as necessary until all the desired education sheets have been added to the Education Cart. FIGURE 28: ADDING EDUCATION SHEETS TO EDUCATION CART 21

26 Managing the Education Cart At any time, click the Education Cart tab to view and manage the contents in Your Education Cart (FIGURE 29). Your Education Cart presents the information in sequential order. In the Order column, the first document is number 1 and then the items are numbered sequentially thereafter. 1. Selecting Items from Education Cart: All the contents of Your Education Cart are selected by default. You can select and deselect all the items by clicking on the checkbox to the left of Document Name. 2. Maintaining Sequential Order: Before actions can be applied to Your Education Cart, such as Print, Personalize and Print, and Add to Folders, the documents must be in sequential order. a. If a document is deselected and the order is not sequenced properly, the user will receive an error message. b. The document or documents will need to be deleted. See Delete Item(s) below. 3. Delete Item(s): This feature allows the user to delete documents from Your Education Cart. a. Deselect documents by clicking the Document Name checkbox and removing the checkmark. b. Select documents to delete. c. Click on DELETE ITEM. d. Documents will be placed in sequential order. Each document s checkbox should be checked (if not, click on the Document Name checkbox). e. Actions such as Print, Personalize and Print, and Add to Folders can be applied. f. Click GO to complete the Action. FIGURE 29: YOUR EDUCATION CART 22

27 Printing and Personalizing Sheets KOD is designed to access sheets quickly and print them according to your needs. You can print sheets from your Search Results or Folder. You can print them one at a time or in batches. You also have the option to add individual instructions for a particular patient. This section describes the various printing options KOD offers. Printing One Sheet at a Time Individual HealthSheets and drug sheets can be printed while viewing a sheet, from a Search Results page, or from the Folders page. To print a HealthSheet while you are viewing it: 1. Select Print from the Action for Selected Items dropdown. 2. Select the Text Size (the default is Normal, 12 pixel font ). 3. Select the Language from the dropdown box (the default is English ). If a language other than English is being printed, select either No Duplicate or English from the Print Duplicate dropdown box (the default is No Duplicate ). 4. Click the GO button to print the HealthSheet. 5. When your computer s Print dialog box appears (FIGURE 30), click PRINT or OK. The Print dialog box will close. To print a drug sheet while you are viewing it: 1. First be sure that the sheet you are viewing covers the dosage form you are interested in. If you want to print Spanish, you must be viewing the Spanish version. 2. Select Print from the Action for Selected Items dropdown. 3. Select the Text Size (the default is Normal, 12 pixel font ). 4. If a language other than English is being printed, select either No Duplicate or English from the Print Duplicate dropdown box (the default is No Duplicate ). 5. Click the GO button to print the HealthSheet. 6. When your computer s Print dialog box appears (FIGURE 30), click PRINT or OK. The Print dialog box will close. To print an individual sheet listed on the Folders page or a Search Results page: 1. Click the checkbox to select the sheet you want to print. On the Folders page, you must first open a folder to see the checkboxes. 2. Select Print from the Action for Selected Items dropdown. 3. Select the Text Size (the default is Normal, 12 pixel font ). 4. Select the Language from the dropdown box (the default is English ). 5. If a language other than English is being printed, select either No Duplicate or English from the Print Duplicate dropdown box (the default is No Duplicate ). 6. Click the GO button to print the HealthSheet. 7. When your computer s Print dialog box appears (FIGURE 30), click PRINT or OK. The Print dialog box will close. 23

28 FIGURE 30: Print Dialog Box Personalizing Sheets before Printing KOD gives you the option to add a patient s name and/or individual instructions to any HealthSheet or drug sheet. In KOD, the addition of this individual information is called personalization. Here s an overview of the personalization feature: By using the text boxes KOD provides, you can enter a patient s name and/or patient-specific notes. These show on the sheet when it is printed. The patient s name appears in the upper right-hand corner after the words Prepared for: Special instructions appear in a box at the bottom of the sheet. If you add personalization when you print multiple sheets in one batch, you can customize the notes that will appear on each individual sheet. To personalize and print a sheet while you are viewing it: 1. Enter the patient s name and/or your instructions in the text boxes provided at the top of the sheet. 2. Select Print from the Action for Selected Items dropdown. 3. Select the Text Size (the default is Normal, 12 pixel font ). 4. Select the Language from the dropdown box (the default is English ). 5. If a language other than English is being printed, select either No Duplicate or English from the Print Duplicate dropdown box (the default is No Duplicate ). 6. Click the GO button to print the HealthSheet. 7. When your computer s Print dialog box appears (FIGURE 30), click PRINT or OK. The Print dialog box will close. 24

29 Printing Multiple Sheets in One Operation One of KOD s timesaving features is batch printing printing multiple titles in one operation. This is useful when you print sheets that are in Folders for easy access. Follow these steps in this example to print several sheets at one time from the Folders tab. 1. Click the Folders tab on the toolbar and select the items you want to print by opening folders and clicking the checkboxes. You may select any combination of HealthSheets and drug sheets. 2. Select Personalize and Print from the Action for Selected Items dropdown. 3. Select the Text Size (the default is Normal, 12 pixel font ). 4. Select the Language from the dropdown box (the default is English ). 5. If a language other than English is being printed, select either No Duplicate or English from the Print Duplicate dropdown box (the default is No Duplicate ). 6. Click the GO button and fill in the personalization fields (FIGURE 31). Personalize Name and Notes : Anything typed in these boxes will appear on all the sheets. Document Specific Notes : Anything typed in these boxes will print right below any personalization added to the Note to be included on all documents: box on the sheet specified. 7. Click the PRINT button to continue. When your computer s Print dialog box appears (FIGURE 30), click PRINT or OK. The Print dialog box will close. FIGURE 31: PERSONALIZING AND PRINTING MULTIPLE SHEETS TIPS FOR PERSONALIZING AND PRINTING Always use the KOD print Actions, never the browser s print button. To save time, click the top left checkbox in any list of items to select all. Example: If you open the Folders tab and click the top left checkbox next to the Folder/Document Name heading, all the items in the folders will be selected. Your special instructions will appear exactly as you type them, even if the sheet you print is in Spanish. For notes in Spanish, you must type them in Spanish. Your organization s logo will appear in the upper left corner of printed sheets. The KOD logo does not print. 25

30 Patient Documentation There are two methods to document patient encounters in KOD. Your organization can implement RecordWriter to document patient encounters and store the information electronically, or use Patient Chart to create a physical record of an encounter. RecordWriter The RecordWriter module in KOD allows users to document patient encounters and store the information in a database and in the Electronic Medical Record (EMR) system. The process of documenting a patient encounter with RecordWriter is outlined in this section. 1. Select document(s) to print (FIGURE 32). 2. Ensure the Tracking option is set to RecordWriter. 3. Click GO. FIGURE 32: PATIENT DOCUMENTATION After clicking on GO, the user will land on the Patient Lookup page (FIGURE 33). 4. Enter the Medical Record Number, Account Number or Last Name to find a patient record in KOD. a. Users can apply filters to refine the search results. FIGURE 33: PATIENT LOOKUP 5. Click on the patient s Record # to open and complete the patient assessment (FIGURE 34). 26

31 6. Save the patient assessment by: a. Clicking SAVE to save the encounter. The assessment can still be updated. b. Clicking SAVE & CLOSE to save the encounter. The assessment cannot be modified. The assessment will be store electronically in KOD. In addition, when an assessment has been saved in KOD, the patient encounter can be sent and stored on the client s EMR with our ADT and Results Message feed. Refer to our HL7 Integration manual. FIGURE 34: PATIENT ASSESSMENT 27

32 Patient Chart This feature is configured by the Account Administrator for clients who do not use RecordWriter. When Patient Chart has been enabled, educators can create a paper record of a patient encounter. It records the list of documents that were provided to the patient. In addition, it includes a signature block so the educator and patient can sign the document. When the Administrator has configured the account to record patient encounters, educators can access the Patient Chart tool from the Tracking dropdown option, one of the Action options (FIGURE 35). FIGURE 35: PATIENT CHART The educator is required to either select Print or Personalize and Print to activate the Patient Chart option. When an educator selects Print, all the documents that were provided to the patient will be listed on the record (FIGURE 36). If the educator selects Personalize and Print, the educator s notes will also be included (FIGURE 37). FIGURE 36: RECORD OF PRINTED DOCUMENTS 28

33 FIGURE 37: RECORD OF PERSONALIZED DOCUMENTS 29

34 Secure Clinicians can use the Secure feature to send secure s to patients. Using the existing KOD workflow, clinicians can send health information by following the steps outlined in this section. The will be sent to a Health Vault account where the health documents will be stored and made available when patients log into their account. The patient will need to have a Health Vault account to pick-up the information. If the patient does not have a Health Vault account, the patient will need to have an active account to receive notification that health information has been sent. Their will have instructions on how to create their Health Vault account and access health information. FIGURE 38: SECURE 1. In the Action section, select Send via Secure (FIGURE 38). 2. Complete the fields (FIGURE 39) and select Submit. 3. It is recommended that the patient have a Health Vault account so the patient can go directly to their account and pick-up information. a. Otherwise, the patient will have to create a Health Vault account. b. The steps to set up an account: i. Send the to their active address ii. The patient will open their sent from Health Vault iii. The patient will have to follow the Get Started instructions provided by Health Vault 30

35 FIGURE 39: SEND VIA SECURE 31

36 Custom Content Builder Introduction Custom Content Builder (CCB) is an add-on module to Krames On-Demand (KOD). With CCB, you can add self-produced materials to the KOD system so that all your patient education handouts (Krames HealthSheets, drug sheets, and self-produced materials) are accessible in one program. End users can work with custom documents just as they do with HealthSheets: Use Search to find HealthSheets and custom sheets. Custom sheet links will be identified as custom documents in KOD. Locate custom sheets on the Browse page in a special folder called Custom Documents. Bookmark custom sheets into folders for quick access. Personalize with patient s name and special notes. Print with your logo in the upper-left corner. Print custom sheets in batches along with HealthSheets and drug sheets. In addition, end users can print custom sheets in a choice of font sizes: Normal (12 pixels) and larger (16, 17, and 20 pixels). Navigation To access CCB, you must be logged into KOD as an Account Manager or a Group Manager with CCB privileges. To get to the CCB Admin page : 1. Click on the Account Administration tab if you are not already on the KOD Admin page. 2. Select Custom Content Builder under the Administration Toolkit section. The CCB Admin page has two sections one for options and one for managing custom sheets. The CCB Admin page options will be different for each user depending upon the CCB permissions that have been assigned. In the Options section at the top of the page, there are five options available to the Account Manager: Create a new document Block/unblock custom documents Define custom footer Export custom document list Grant/deny user permissions Two of these options may be available to Group Managers, depending on the permissions that have been assigned: Create a new document Block/unblock custom documents The bottom section of the CCB Admin page lists the custom documents (sheets) that have been entered into the system. Depending on the user, the following options may be available: Preview Edit Delete Duplicate (Save As) Add other language version Publish 32

37 Account Manager Setup The Account Manager has the option to do the following custom setup: Designate a custom footer to appear on all custom sheets. Assign CCB privileges to selected Group Managers. These setup options are found in the Options section of the CCB Admin page. For details on performing these tasks, see below. Options Set Group Manager Privileges (Account Managers only) The Account Manager can assign CCB privileges only to Group Managers. (The Account Manager automatically has all privileges.) Group Managers can be assigned or denied the following privileges on a user-by-user basis: Create a new document Block/unblock custom documents Preview Edit Delete Duplicate (Save As) Add other language version Publish There are three options for assigning CCB privileges to Group Managers: 1. Create a new Group Manager. a. Go to Account Administration. b. Select Add a User. c. Select Group Manager as the user type. Fill out any required fields. d. Click SAVE and continue to Option 2 below. 2. Edit an existing Group Manager. a. Go to Account Administration. b. Select User Administration. c. Select a Group Manager from the dropdown box and click EDIT. d. Select the permissions you want the user to have. e. Click SAVE. 3. Use the CCB Admin page to manage permissions for all Group Managers. a. Select Grant/Deny User Permissions in the Options section. b. You will see all the current Group Managers for your account listed with a checkbox for each privilege. c. Select and/or deselect permissions as needed. d. Click SAVE. Account Managers can change the CCB user privileges at any time. 33

38 Define Custom Footer (Account Managers only) The Account Manager can designate a default footer for sheets created in CCB. The footer will appear at the end of the custom document. It will have a specific predefined font type and size, which will remain constant across all sheets regardless of the font size used for printing the rest of the sheet. Generally, a footer would contain copyright information, disclaimers, and any other information that should appear on all custom documents. For example: 2012 Company Name. All rights reserved. This information is not intended as a substitute for professional medical care. Always follow your health care provider s instructions. There are two options for setting up a footer: 1. Default footer is required: A pre-defined footer appears by default on all custom sheets. With this option, individual CCB editors cannot omit or edit the footer. Use this option to ensure that all custom sheets will carry the same copyright and disclaimer information. 2. Default footer is optional: A pre-defined footer appears by default on all custom sheets unless an individual CCB editor chooses to omit it. Use this option if some editors will be creating sheets that require a different footer. Use this option if you want the footers on Spanish sheets to be in Spanish. When the default footer is omitted, the editor must include the footer information in the body of the document. To set up your footer: 1. Select Define Custom Footer in the Options section. 2. Enter your footer text into the text box (text only, no images). 3. If you want the footer to be optional, click the YES radio button. Otherwise, the footer will be required. 4. Click SAVE to save your changes and return to the CCB Admin page. 5. You may change the footer text or the required option at any time. Export Custom Document List (Account Managers only) This feature allows the Account Manager to export a list of custom sheets that can be incorporated into a Microsoft Word document, an message, or other document. The export list will include the document number, title, and status (draft or published). To export the list: 1. Select Export Custom Document List in the Options section. 2. Select which custom documents to export: Blocked Only Unblocked Only All 3. Then select an export method: Print to screen Download as tab-delimited file 4. Click EXPORT LIST. a. If you choose Print to Screen, click on the browser s BACK button twice to return to the CCB Admin page. b. If you choose to download a file: i. Click SAVE in the File Download dialog box. ii. Next choose a location on your hard drive and click SAVE again. iii. After the file has been downloaded, open Microsoft Word and navigate to the file to open it. 34

39 Block/Unblock Custom Documents (Account Managers and Group Managers with permission) The CCB module has a block/unblock function that works the same way as the HealthSheet block/unblock function. If you want to make a custom sheet temporarily unavailable to your end users without having to delete it, you can block it. Custom sheets in the draft state are blocked automatically. Custom sheets that have been Published can be blocked and unblocked at any time (see Publish for more information on content states and publishing). To block and unblock custom sheets, follow these steps: 1. Click on Block/Unblock Custom Documents in the Options section. Unblocked sheets are listed in the box on the left. Only Published documents will appear on this list. Draft documents are blocked automatically until they are published. Blocked sheets are listed in the box on the right. If you haven t blocked any sheets, this box will be empty. 2. To select a title to block: a. Click on the title in the left column to select it; then click BLOCK to move it to the right column. b. Repeat this step to block additional titles. 3. To select a title to unblock: a. Click on the title in the right column to select it; then click UNBLOCK to move it to the left column. b. To save time, click UNBLOCK ALL to move all the titles in the Blocked column to the Unblocked column. c. Note: Unblock All will unblock all the blocked titles, even if you ve selected just one title or filtered the list (see below for an explanation of filtering). 4. To search either list for a specific title or titles, use the Filter function. a. Type a word from the sheet s title, or type the sheet s number into the text box below the list you want to search. b. Click FILTER. c. If the box becomes empty, no sheets matched your search criterion. d. To unfilter, click SHOW ALL. e. Note: If you move a title to a list that s been filtered, the title may not appear on the new list until you click SHOW ALL. 5. To save your changes, click SAVE. 6. If you wish to undo the changes you ve made (before you ve clicked SAVE), click CANCEL to restore the lists and start again. 35

40 Working with Custom Documents In the bottom section of the CCB Admin page, all the documents that have been created in CCB are listed, alphabetically, by title. Each item includes the document ID number (assigned by the system), title, language, author, last published date, and state ( Draft or Published ). To select a document to work on, you can scroll through the list or do a search. To search for a document: 1. Click on the SEARCH button in the yellow bar just above the list. 2. A search page will appear. Enter values for one or more of the criteria listed: Content ID Document Title Document Author Published Date (enter date range) Keywords Content State ( Draft or Published ) Language (English or Spanish) Note: If you enter more than one search element, the search engine will find all documents that match any of the keywords. 3. Click on SUBMIT SEARCH. Your results will appear at the bottom of the CCB Admin page. If no results are found, no documents will be displayed. 4. To bring back the complete list, click SHOW ALL. To choose a document to work on: 1. Click on the radio button to the left of the item. 2. Click on one of the function buttons below the list: PREVIEW, EDIT, DELETE, DUPLICATE, ADD (Other language version), , and PUBLISH. The number of buttons you see will depend on the permissions that have been granted to you by your KOD Account Manager. The button will appear only if your organization has subscribed to the er module. Creating a New Document This section outlines the steps to create a new document. Starting the CCB Editor: To begin a new English document: 1. Click on the Create a New Document link in the Options section of the CCB Admin page. 2. On the Document Information page, provide the following information: a. In the Title box, enter a title to identify your document in the system. (You may use a different title in the document itself.) b. If you wish to use a different title for the page links on KOD, enter it in the Display Title box. If the Display Title box remains empty, the system title will be used in the page links. 3. After filling out this page, click SAVE to work on your document. 4. An empty page will appear, ready for you to input your content. 36

41 To create a Spanish document, you must first create an English parent document. As with HealthSheets in KOD, English and Spanish documents in CCB are linked in the system by a shared document ID number and title; in CCB, a parent English document must be in the system before a Spanish version can be added. To begin a Spanish document: 1. Select the appropriate English document from the list of titles on the CCB Admin page. 2. Click ADD SPANISH. 3. On the Document Information page, you will see the information that has been assigned for the English version. a. Account Managers will have the option to change the original author for the Spanish version using the dropdown box that appears. b. Group Managers will not have the option to change the original author. 4. Click SAVE to work on your document. The work area will appear pre-populated with the English version of the document, including any images. a. You can use the existing English version as a guide for creating the Spanish version, or b. You can delete the English version and start with a blank document. About Text Formatting and Page Layout CCB stores your custom documents in a special database format (XML). This format tags the pieces of a document according to type of content e.g., heading, body paragraph, bulleted list, image, etc. When the document is viewed or printed, the system applies a style sheet that determines how each of these elements will look. When you paste text from another application that has its own tagging or style scheme, such as Microsoft Word does, CCB must first strip out the original styles and tagging before you can format the text in CCB. To avoid potential complications when copying Microsoft Word content into CCB, it is recommended that you copy or convert the Microsoft Word content into plain text. For instance, copy the Microsoft Word content into a Notepad document. This process will remove all the Microsoft Word formatting. After the formatting is removed from the text, copy it into CCB, and use the CCB editor to format the content. Converting to plain text and then copying content into CCB will help prevent formatting errors and problems. Formatting a New Document The steps to format documents can be applied to new documents and existing documents. For best results, build your document using these steps in the following order: 1. Enter your text 2. Apply heading styles 3. Apply list styles 4. Apply text and paragraph formatting 5. Add images 6. Preview your work and make final adjustments 7. Publish the document (if you have permission to publish) IMPORTANT: Your CCB session will time out after 60 minutes of inactivity. When the session times out, any changes that have been made since the last time you saved will be lost. To avoid losing your work, SAVE OFTEN. 37

42 Entering Text There are many ways to enter text into the CCB editor. You can type it in directly or copy and paste it from a Microsoft Word or text document. The following procedure is recommended: 1. Select just the text portion of your Microsoft Word document. 2. Copy the text. 3. Paste the text into the editor. 4. Save (grey SAVE button) before you continue. Not all parts of a Microsoft Word document can be accepted by the CCB editor. If you copy and paste everything from an existing document, it may generate validation errors when you save. You can circumvent these messages in two ways: 1. Remove text boxes and images from the Microsoft Word document before you copy and paste the text. 2. Save your Microsoft Word document as a text (.txt) document. Close the text document and reopen it. All superfluous formatting is now removed, and you can copy and paste the text directly. You can spell check the document manually at any time by clicking the SPELL CHECK button [ ]. You can undo and redo changes by clicking the UNDO button [ ] or REDO button [ ]. There are unlimited undos (since the last save). Selecting Text in the Editor To select all information on a page, press <CTRL> + A. To select a portion of the information on a page, hold down the left mouse button and drag the cursor across the data you want to select. To select a single word, place the cursor on the word and double-click the mouse. Applying Formatting Attributes There are two ways to apply attributes [ ]: 1. Select the text to format and press the desired formatting button on the toolbar. 2. Press the desired formatting button on the toolbar first. Then, begin typing the text. As you type, the formatting is applied. 3. To stop applying the formatting, press the button again. This toggles the attribute off. Headings There are three types of headings and paragraph format that can be applied to the text. Generally, Header 1 is for the title of the sheet, Header 2 is for headings and Header 3 is for sub-headings. As the heading style number gets larger, the type size decreases (FIGURE 40). You can further differentiate heading styles by adding underlining and/or italics. The paragraph text is applied to the body of the document. FIGURE 40: HEADER AND PARAGRAPH TEXT FORMATS 38

43 The document can have multiple headers. They are independent of each other so they can be applied as needed. To apply a heading style: 1. Place your cursor in the line of text. 2. Select the heading style from the dropdown box. To remove a heading style: 1. Place your cursor in the line of text. 2. Select another option from the dropdown box. Lists The CCB editor supports numbered and bulleted lists. List items can include text and images. The CCB editor does not allow you to specify styles for numbers or bullets. The style of the indicator is determined by the style sheet. To add list formatting: 1. Select the lines of text for your list. 2. Click the NUMBERED LIST icon [ ] or the BULLETED LIST icon [ ]. To remove list formatting: 1. Select the lines of text. 2. Click the same list button to deselect it. Text/Paragraph Formatting Using the toolbar, you can apply the following attributes to text [ ]: 1. Bold 2. Italics 3. Underline You can also apply alignment attributes to paragraphs [ ]: 1. Left align 2. Center align 3. Right align To add an attribute: 1. Select a word or section of text. 2. Click on the desired attribute button in the toolbar. To remove underlining, bolding, or italics: 1. Select the text. 2. Click on the desired attribute button in the toolbar. Special Characters 1. Insert a special character by placing the cursor where the character will be displayed. 2. Select the special character [ ] icon. 3. From the list, select the special character to add to the document. a. After selecting the special character, it will be added to the page. 39

44 Tables There are two ways to create tables in CCB: 1) Copy and paste from Microsoft Word, or 2) Use the Table feature in the CCB editor. Copy and Paste a Table from Microsoft Word 1. Create your table in Microsoft Word. 2. In Microsoft Word, apply the Normal style to the cells before you copy it. Images in a Microsoft Word table must be inserted in your CCB table using the CCB image database rather than copying them with your Microsoft Word table. (Copying images with a table will result in error messages.) 3. In the CCB editor, create a new line in your document by using the ENTER key. Place your cursor on the new line. 4. Paste the table into the CCB editor. 5. Add text formatting (bold, italic, larger font, alignment) to the headings and cell text as needed. Formatting will be discussed in the following section. Table Formatting and Properties To insert a table into a document: 1. Select the Insert Table icon [ ] and the CCB editor will insert a table with 2 rows and 2 columns (FIGURE 41). FIGURE 41: INSERT TABLE Apply Table Properties This allows the user to add a title, define the table width and table type (with or without grids). 1. Insert cursor into a table cell. 2. Select the Table Properties icon [ ] to open the Table Properties window (FIGURE 42). FIGURE 42: TABLE PROPERTIES 3. Enter a title in the Title field. The title will appear at the top of the table. 4. From the Table Type dropdown, select Standard or Grid. 5. Set the width of the table by entering the size in the Width field. a. Set to pixels by default. 40

45 Inserting Rows There are two options for inserting rows Insert row before [ ] or Insert row after [ ]. 1. Insert cursor into a row cell. 2. Select the appropriate icon to insert a row above or below the row that has the cursor. Deleting Rows To delete a row: 1. Insert cursor into a table cell of the row to delete. 2. Select the Delete icon [ ]. Inserting Columns There are two options to insert columns Insert column before [ ] or Insert column after [ ]. 1. Insert cursor into a column cell. 2. Select appropriate icon to insert column to the left or to the right of the selected column. Deleting Columns To delete a column: 1. Insert cursor into a table cell of the column to delete. 2. Select the Delete icon [ ]. Merge Table Cells This option allows users to merge cells to format tables. 1. Select a table cell. 2. Select Merge Table Cell [ ] to open the merge table cells window (FIGURE 43). 3. Enter column and rows that need to be merged. FIGURE 43: MERGE TABLE CELLS Split Merged Table Cells Tables that have been merged can be split. 1. Place the cursor in the merged cells. 2. Select the Split Merged Table Cell icon [ ]. 41

46 Image Management CCB contains a library of Krames medical images that can be used in custom documents. In addition, an image library ( Your Library ) can be created in CCB. This section will discuss methods to find images and insert them into a document. Open the Image Library In the CCB editor, select the image icon [ ] to open the library. The library will open in a new window (FIGURE 44) that displays the different library features and instructions. Each feature will be discussed in more detail in this section. FIGURE 44: CCB IMAGE LIBRARY 42

47 Search Library (Krames) To search the Krames library for images: 1. Select the option button labeled Krames Library. 2. Enter a search term (FIGURE 45) and click on GO. a. When a search term is entered, CCB presents a list of suggested search terms. b. Each suggested search term will return one or more matching images. c. Users can elect to enter their own search term instead of selecting a suggested search term. FIGURE 45: SEARCH KRAMES LIBRARY The search will return all matches to the search term entered (FIGURE 46). Users will have the following options: Mouse-over the image to enlarge it to view it. Select Full Size to view the actual image. Select Insert to insert the image into the document. FIGURE 46: IMAGE SEARCH RESULTS 43

48 Insert an Image into a Document 1. Select the Insert option located under the image thumbnail (FIGURE 46). 2. The Insert option will open a new page to view the image and add information (FIGURE 47). a. Enter any desired optional information in the Caption field. b. Enter any desired optional information in the Rollover Text field. 3. Click on the INSERT IMAGE button, and the image will be added to the document. FIGURE 47: INSERT IMAGE 44

49 Adjust Image Size The image size can be adjusted after it has been inserted in a document: 1. Click on the image in the document (FIGURE 48). Square boxes will appear on the corners of the image (as illustrated by the arrows). 2. Place cursor over a square. 3. Drag the square in the direction and size needed. 4. Repeat step 3 to obtain the proper dimensions. FIGURE 48: RESIZE IMAGE 45

50 An alternative method for resizing the image is by using a dialog box: 1. Double-click on the image in the document (FIGURE 49). 2. Enter information into the textbox. a. Alternate Text b. Caption c. Height: Original height is populated in the field. Change to resize height. d. Width: Original width is populated in the field. Change to resize width. e. Alignment 3. Select the UPDATE button to continue, or click CANCEL. FIGURE 49: RESIZE IMAGE ALTERNATIVE 46

51 Search Library (Your Library) Any image that has been added to Your Library and inserted into a document is searchable. Users will need to enter their appropriate keywords to find matching images. 1. Select the Your Library option. 2. Enter a keyword in the search field, then click the GO button. 3. The search will return a results list that matches the search term (FIGURE 50). FIGURE 50: SEARCH "YOUR LIBRARY" 47

52 Browse Library (Your Library) Users have the option to browse their image library. To browse Your Library : 1. Select Browse. 2. All images in the Your Library can be viewed (FIGURE 51). FIGURE 51: SEARCH RESULTS Add Image to Library CCB allows for accounts to create their own image library. Note: When an image is added to Your Library, it needs to be added to a document. The document must be saved. Any image that is not added to a document will be removed from the image database when it is indexed. To create Your Library : 1. Select ADD IMAGE TO LIBRARY. 2. Select BROWSE to search for an image on your workstation (FIGURE 52). a. Select an image. b. Assign a name to an image (e.g. Heart) in the New Name field. c. Enter a descriptive keyword (e.g. Heart Valve) in the Keyword field. 3. Click on UPLOAD IMAGE. 4. When an image has been added to Your Library, a message will be presented (FIGURE 53). FIGURE 52: ADD IMAGE TO LIBRARY 48

53 FIGURE 53: MESSAGE Add Text Next to an Image To type text next to an image, perform these steps: 1. Insert an image into a document. 2. Click on the image with the mouse pointer. 3. Left or right justify the image by clicking the appropriate icon [ ]. 4. Place cursor in the location to type and begin entering text. FIGURE 54: ADD TEXT NEXT TO AN IMAGE 49