WebEMR. User Guide. Version 4.6.2

Transcription

1 WebEMR User Guide Version 4.6.2

2 Copyright Vianeta Communications all rights reserved This manual contains Vianeta trade secrets, and is intended solely for use by Vianeta customers. Any unauthorized distribution or reproduction is strictly prohibited. Recipients of this document agree that all information contained herein is of a confidential nature; that they will treat it in a CONFIDENTIAL manner, and that they will not directly or indirectly, disclose or permit their agents or affiliates to disclose any information without prior written consent of Vianeta Communications. Information in this document is subject to change without notice and does not represent a commitment on the part of Vianeta Communications. Vianeta Communications 694 Tasman Drive Milpitas, CA USA Support: Tel: VIANETA Fax: Documentation comments/questions: documentation@vianeta.com This document is provided for informational purposes only. Please report any errors herein to Vianeta. Vianeta does not provide any warranties covering and specifically disclaims any liability in connection with this document.

3 Table of Contents Chapter 1: Getting Started Vianeta Enterprise Software for Healthcare Vianeta WebEMR System Requirements Hardware Software Service Internet Explorer Settings Internet Explorer 6.0 Settings Browser Cache and Cookies Settings for Vianeta WebEMR....8 Browser Security Settings for Vianeta WebEMR Logging In Logging Out Setting Preferences Home Page Top and Bottom Query Panels Charts Quick Find Reports Quick Find Preferences Navigation Menu Medical Records Specific Navigation Items Chapter 2: Basic Vianeta WebEMR Functions Play Dictations View Transcribed Reports List of Reviewers Viewing Linked Reports Viewing Alerts and Comments Alerts: Transcriptionist (MT) Comments Physician and MR User Comments Reviewing and Adding Comments via the Showing Report Screen.. 37 Page i of iv

4 View, esign, Review & Lock, Bulk esign esign (Physician Only) To Search for Reports Requiring Your esignature Review & Lock (Physician Only) Bulk esign (Physician Only) Bulk esign of Reviewed & Locked Reports Bulk esign of Reports (Not Previously Reviewed & Locked) Multiple Electronic Signatures Overriding Signatures Rejecting Reports (Physician Only) Queries Saving Queries Fax Page Fax View Fax Locator Printing Reports Print Preview (HTML Reports Only) Page Setup Envelope Setup Other Options Print Document Print Envelopes Close Help Chapter 3: Dictations Dictations Page Dictations and Proxies Change Job Status Search for Dictations Navigating through Multiple Pages of Dictations View and Print Customized Dictation Instructions Print Instructions Instructions Statistical Summary of Dictated and Transcribed Dictations Customizing Your View: Dictation Options Chapter 4: Physicians Physicians (Medical Records Only) View Specific Physicians (Medical Records Only) Customizing Your View Page ii of iv

5 Chapter 5: Templates Show Templates Summary Details Chapter 6: Charts Charts Expanded View The View Column Charts and Proxies Bulk View Adding/Reviewing Comments Edit Transcribed Reports Search for Reports with Chart Locator Advanced Chart Locator Associations Downloading Reports Agent-Redelivery Job Activity Report Summary Customizing Your View: Charts Options Chapter 7: CC Charts and CoSign Reports CC (Carbon Copy) Charts Expanded View Charts and Proxies Co-Sign Reports (Physician Only) Expanded View Special Status Values: esigned* and Reviewed & Locked* Charts and Proxies Search for Specific Charts with CoSign Reports Locator (Physician Only) To Search for Reports Requiring CoSignature Chapter 8: My Profile My Account Changing your Password Adding, Deleting, and Linking Medical Records Users (Medical Records Only) Linking Medical Records Users Adding Users Removing Users Proxies and Overrides Proxy Example Override Example Page iii of iv

6 Set Up Proxy Current User Proxied Creating Proxies Proxy Details Viewing Proxy Details Chapter 9: Reports Reports Statistics The Top of Each Report Statistics Summary Report MRNErrors Report QA Jobs by Work Type QA Jobs Listing QA Jobs Summary Ready Jobs by Work Type Ready Jobs Summary TAT Reports Aggregate TAT Reports for Non-QA Jobs TAT Reports for QA Jobs TAT Reports Aggregate (Transcribed Date) TAT Reports for Non-QA Jobs (Transcribed Date) TAT Reports for QA Jobs (Transcribed Date) Transcribed Reports by Work Type Transcribed Reports Summary WorkTypeErrors Report Chapter 10: Index and Glossary Approval Status Glossary Page iv of iv

7 CHAPTER 1 Getting Started Topics covered in this chapter include: Vianeta Enterprise Software for Healthcare on page 3 Vianeta WebEMR System Requirements on page 5 Internet Explorer Settings on page 8 Logging In on page 11 Logging Out on page 12 Setting Preferences on page 13 Home Page on page 15 Navigation Menu on page 19 Proprietary and Confidential Page 1

8 Getting Started Page 2 of 206

9 Vianeta Enterprise Software for Healthcare Vianeta Communications is the leading supplier of enterprise software for Clinical Documentation, Revenue Cycle Management, and Clinical Data Applications, powered by VNet Suite, the industry's first XML-based Edge Computing / Micro Server Platform. Clinical Documentation applications encompass the process of creation, storage, retrieval & distribution of clinical data in hospitals and medical clinics. Dictation/Transcription applications enable creation of clinical documents. Medical Records applications automate storage, editing, esignature & retrieval of clinical documents. Multi-Channel Report Delivery applications include distributed printing, automated faxing, HIS uploads, and role-based authenticated secure webaccess to clinical documents. Revenue Cycle Management applications help hospitals collect revenues faster & contain costs through streamlining of Coding, Billing & Case Management processes. Clinical Data Applications enable analyzing clinical data for use in research, Medical Device Testing, Pharmaceutical Drug Approval & Disease state management. Within the Clinical Documentation category, Vianeta manages the entire life cycle of dictation, transcription, and multi-channel report delivery, including dictation, transcription, QA, medical records review, physician editing and esignature, automated printing, and upload back to the hospital HIS system. Vianeta WebEMR provides access from any browser to manage the entire life cycle of dictation and transcription, from recording to reporting by Medical Records and Physicians. After a report is dictated, it immediately goes to the MTSO for transcription. Medical Records and the dictating Physician can connect to Vianeta WebEMR through the Internet and listen to the dictated Page 3 of 206

10 report. When the transcription is complete, Medical Records and Physician can review the report immediately on Vianeta WebEMR and that report can be electronically signed off, edited or rejected by the dictating Physician. Physicians, other healthcare providers and HIM professionals now have 24/7 access to dictations and transcribed reports through Vianeta WebEMR. Through a simple internet connection, and appropriate role-based authentication and access control, users can listen to the original dictation, monitor the transcription process, search archived reports... and more. esignature is one of the most useful Vianeta WebEMR features. From any Internet-connected PC, physicians and other healthcare providers can access, review and electronically sign-off of reports individually or in bulk. Physicians and other healthcare providers have the capability to reject reports with comments. After review and approval, the reports are automatically routed based-on user preferences and health system business rules. All reports are archived and accessible for viewing at any time. We have designed Vianeta Harmony and its components to be as intuitive as possible; if you are already familiar with the Windows environment and the interface offered by applications such as Microsoft Word, you should have little trouble in learning how to use Vianeta applications. This manual should have all of the information that you need. If you find any incorrect or missing information, please contact us by at Documentation@vianeta.com. Thanks for using Vianeta Harmony! Page 4 of 206

11 Vianeta WebEMR System Requirements Hardware Minimum Pentium MHz Processor Minimum 256 MB of RAM 2 GB of available hard disk space 1024 x 768 resolution Internet connection speed of 56Kbps or greater (DSL, Cable, T1 provide improved performance) 32 bit Sound Card Headphones/speakers Software Internet Explorer 6.0 (configured as stated below and in Internet Explorer Settings on page 8) Note: Concerning Internet Explorer 5.5, Microsoft published the policy Internet Explorer 5.5 Service Pack 2 Is Now in Extended Support on 3/30/03 at ie55exsupport.asp, including these excerpts: Internet Explorer 5.5 Service Pack 2 (SP2) has now entered the Extended Support phase of the Windows Desktop Product Life-Cycle Policies. For customers looking to upgrade their browser, we highly encourage you to download Internet Explorer 6 Service Pack 1 (SP1). This is our latest and most secure browser available. Cipher Strength must be 128-bit To check your Cipher Strength choose About Internet Explorer from the Help menu within Internet Explorer: Page 5 of 206

12 If the Cipher Strength is lower than 128 bit, e.g. 40 bit, then click on Update Information link located right next to it. Internet Explorer must be configured to access secure (https) sites. Some types of security measures that may be in use over your Internet connection may interfere with your access to Vianeta WebEMR. If you attempt to access Vianeta WebEMR and receive an error saying the page cannot be displayed or something else to that effect, you may be behind a proxy server or firewall that restricts you from using secure, encrypted communication. To check if your connection is restricted in this manner, point your web browser to a site such as or any other site with an address that starts with instead of If you receive errors when trying to access such sites, you need to contact your network administrator or ISP to get the restriction removed. Windows Media Player Adobe Acrobat Reader Page 6 of 206

13 For free download and use of Adobe Acrobat Reader go to or click the Adobe website: Service Phone line, DSL, cable, or Ethernet connectivity. ISP Service. Page 7 of 206

14 Internet Explorer Settings This section outlines the browser settings necessary for working with Vianeta WebEMR. Note: Concerning Internet Explorer 5.5, Microsoft published the policy Internet Explorer 5.5 Service Pack 2 Is Now in Extended Support on 3/30/03 at ie55exsupport.asp, including these excerpts: Internet Explorer 5.5 Service Pack 2 (SP2) has now entered the Extended Support phase of the Windows Desktop Product Life-Cycle Policies. For customers looking to upgrade their browser, we highly encourage you to download Internet Explorer 6 Service Pack 1 (SP1). This is our latest and most secure browser available. Internet Explorer 6.0 Settings Make sure that all of the browser settings are configured as explained below. Browser Cache and Cookies Settings for Vianeta WebEMR Procedure: 1. Select Tools > Internet Options... from the menu. 2. Click Temporary Internet Files > Settings. 3. Make sure Every visit to the page is checked on. Click OK. 4. Select Privacy > Advanced. 5. Make sure Override automatic cookie handling and Always allow session cookies are checked on. Click OK. 6. Click OK to close Internet Options. Browser Security Settings for Vianeta WebEMR Procedure: 1. Select Tools > Internet Options... from the menu. 2. Select the Security tab: Page 8 of 206

15 3. Click Custom Level Under the Miscellaneous section, look for Display mixed content: Page 9 of 206

16 5. Make sure that Display mixed content is set to Enable. Click OK. 6. Under Select a Web content zone..., click the Trusted Sites button. Click the Sites button. 7. In the Add this Web site to the zone: field, type: Click Add. 8. In the Add this Web site to the zone: field, type: Click Add. Click OK. 9. Click OK to close Internet Options. Page 10 of 206

17 Logging In Point your browser to the URL provided by the administrator (for example: A Security Alert from the browser might be displayed. This serves as an alert that pages will be viewed securely over an https connection. Click OK to continue. The Login screen is displayed: Enter the user name and password provided by your manager. Page 11 of 206

18 Logging Out To log out of Vianeta WebEMR, click on Sign Out, above the Navigation Menu. Page 12 of 206

19 Setting Preferences The Preferences screen provides a mechanism for changing the color theme of the interface. 1. To select a color theme for Vianeta WebEMR, click Preferences in the My Account menu item. The Preferences screen will appear: 2. Select the radio button next to the desired color theme (this affects the color of menus and backgrounds, etc.). 3. Click Done when finished. A confirmation window will appear stating that you will need to log in again to see the changes. 4. Click OK to be logged out. Click Cancel to continue working without viewing the changes until the next login. Page 13 of 206

20 Page 14 of 206

21 Home Page By default, the first page displayed upon logging in, is the Home Page: The Home Page displays a summary of information available to the user and provides a means for navigation throughout the site, using the links in the Navigation menu (across the top). For more information about the Navigation menu, see Navigation Menu on page 19. The Home Page consists of the following five sections, discussed in detail below: Top and Bottom Query panels, Charts Quick Find, Dictations Quick Find, and Preferences. By default, the Top Query panel is configured to show dictations, and the bottom panel to show charts. Top and Bottom Query Panels The top and bottom Query Panels show (by default) listings of Charts and Dictations, but are also used to display the results of Queries (for more Page 15 of 206

22 information about queries, see Queries on page 55). A user may specify a specific query to be displayed in each of the two panels. Specifying which query is to be used for each panel is managed through the Save Query dialog (for more information about saving queries, see Queries on page 55). Page 16 of 206

23 Charts Quick Find The Charts Quick Find section provides a method for quickly searching for a chart or charts. Enter as much or as little search criteria as necessary and click Find. The results are displayed as results in the Chart Locator. Reports Quick Find The Reports Quick Find section provides access to the various reports available to the user: Enter a date range, select a report and click Find. Page 17 of 206

24 Preferences The Preferences section allows you to select your Start Page. Use the dropdown arrow and select the desired page to open when to when logging on to Vianeta WebEMR. Page 18 of 206

25 Navigation Menu Use the Navigation Menu to select basic Vianeta WebEMR pages. The Navigation Menu appears as a horizontal bar near the top of the window. As each item is selected, a submenu is displayed immediately below the Navigation Menu, displaying a list of related links. Home: Provides an snapshot views of Dictations and Charts (or specified Queries), Chart Quick Find, Reports Quick Find, and Preferences. Please refer to Home Page on page 15 for more details. Charts: Contains the following functionality: Listen to Dictations, View Transcribed Reports, Reject, esign, and Review & Lock, Search for Reports with Chart Locator, Print or Download Report, Job Activity Report, Navigation through Multiple Pages of Report, Summary, Customized View of Jobs Displayed, Edit Report, Agent Re-Delivery. A search interface is also provided. Please refer to Charts on page 105 for more details. The Charts submenu contains: View, Locator, Summary, and Options. CC Charts: Dictating Physicians can view reports that have been CC d to them by other Physicians. The CC Charts submenu contains: View and Locator. CoSign Reports: Access reports to be cosigned by the current user. Please refer to CC (Carbon Copy) Charts on page 135 for details. The CoSign Reports submenu contains: View and Locator. Dictations: Contains the following functionality: Page 19 of 206

26 Listen to Dictations, View Transcribed Reports, Reject, Review & Lock and esign, Search for Dictations, Navigation through Multiple Pages of Dictations, View and Print Customized Dictation Instructions, Edit Report, Agent Re- Delivery, Statistical Summary of Dictated and Transcribed Dictations. A search interface is also provided. The Dictations submenu contains: View, Locator, Summary, Instructions, and Options. Reports: Provides access to the various reports, including some or all of the following: esign TAT Reports - Aggregate MRN Errors Report My Dictations QA Jobs by Work Type QA Jobs Listing QA Jobs Summary Ready Jobs by Work Type Ready Jobs Listing - Inserted Date Ready Jobs Summary Statistics Summary Report TAT Report with Dictation Minutes TAT Reports - Aggregate TAT Reports Aggregate by Transcribed Date TAT Reports for non-qa Jobs TAT Reports for QA Jobs TAT Reports Non-QA Jobs by Transcribed Date TAT Reports QA Jobs by Transcribed Date Transcribed Reports by Work Type Transcribed Reports Summary Page 20 of 206

27 Work Type Errors Report Templates: Provides a list of templates labeled by Work Type ID, Work Type (including a VUE, HTML or Word icon), Mandatory Fields, Optional Fields, Last Updated. Please refer to Show Templates on page 99 for details. The Templates submenu contains: View and Summary. My Account: Contains the following functionality: Change My Password, View contact information, billing address, and profile, Manage (create, modify, delete) proxies. Switch accounts to an account for which the current user is a proxy. Allows you to select a color theme (Preferences). Please refer to My Account on page 147 for details. The My Account submenu contains: Profile, Set Up Proxy, Proxy Details, and Preferences. Medical Records users will also have access to the Add User/Delete user link in this panel. Fax: Provides access to faxes sent by the Physician, including searching for specific faxes and re-sending failed faxes. Click on any of the column headers to resort the information by Job #, Fax #, Sent Date, Status, Physicians Name, Patient Name/ID or Priority. Please refer to Fax Page on page 57 for more details. The Fax submenu contains: View and Locator. Medical Records Specific Navigation Items Physicians: The Medical Records Manager is able to view a list of all the Physicians that are part of his/her responsibility. Physicians are labeled by Name, Specialty, Department, Author ID, Dictation System, Work Types, and Service Provider. The Physicians Locator Link will allow you to search for a specific physician. The Physicians submenu contains: View, Locator, and Options. Page 21 of 206

28 Page 22 of 206

29 CHAPTER 2 Basic Vianeta WebEMR Functions Topics covered in this chapter include: Play Dictations on page 25 View Transcribed Reports on page 29 Viewing Alerts and Comments on page 35 View, esign, Review & Lock, Bulk esign on page 41 Rejecting Reports (Physician Only) on page 51 Queries on page 55 Fax Page on page 57 Proprietary and Confidential Page 23

30 Basic Vianeta WebEMR Functions Printing Reports on page 61 Page 24 of 206

31 Play Dictations You may listen to dictations from the Dictations page or the Charts page (as well as listings on the Home page). Click on either the Dictations menu item or the Charts menu item as shown below: Available dictations will appear with a blue Play icon in the Play column. Click on the Play icon, and a new screen will appear with the Vianeta CVF Player that will automatically begin playing the dictation as shown below: Page 25 of 206

32 To play press the Play button:. To pause press the Pause button:. To stop playing press the Stop button:. To move forward (fast forward) in the dictation use your mouse to drag and release the Status Bar Indicator: The remaining buttons are not enabled during playback. A red Play icon indicates that the voice file has been archived. It is not possible to listen to archived Voice files. If a job is Rejected prior to archiving, the voice file will be kept until the status of the job returns to Transcribed. Please note that the actual length of time a voice file remains before being archived may vary, depending on site policy. Please contact your administrator for the length of time before archiving for your site. Page 26 of 206

33 Note: To view transcribed reports, while listening to dictations, click on the View Report icon or or in the Dictations or Charts screen to open the report. For more details, please refer to View Transcribed Reports on page 29. Page 27 of 206

34 Page 28 of 206

35 View Transcribed Reports Transcribed reports can be viewed from both the Dictations page and the Charts page. Transcribed reports can be linked or merged with other reports. If that is the case, the linked reports are also available. For more information about viewing linked reports, see Viewing Linked Reports on page 31. Reports templates (and, therefore, the reports created with them) can be either VUE-based, Microsoft Word-based, or HTML-based. The specific type of report template is indicated by the icon in the View column of the Dictations listing: To view a transcribed report, click on the View Report icon in the View column. When viewed, Microsoft Word-based templates ( ) are displayed in Word, but only if Microsoft Word or Microsoft s free Word viewer is installed on the client machine. Otherwise an error message is displayed. Note: When a Microsoft Word-based report is viewed, the View Bookmarks preference within Microsoft Word may be reset. This will affect all subsequent viewings of Microsoft Word documents, both inside and outside of Vianeta products. Page 29 of 206

36 VUE (Vianeta Universal Editor) based reports ( separate, VUE editor screen. ) are displayed in a HTML-based reports ( ) are displayed in a separate screen as well: Note that the CVF player controls are present on the toolbar. Use the CVF player to listen to the dictation while viewing the report. For information on how to use the CVF player, see Play Dictations on page 25. List of Reviewers The Showing Report dialog may display a list of Physicians that are specified as having to sign the report (the Reviewer List): Page 30 of 206

37 The Dictating Physician is listed in Green text. The presence of (E) next to the Physician s name indicates that Physician has electronically signed the report. CoSign Physicians that have not yet signed the report are listed in Red text (with Black text and (E) for signed reports). Physicians may or may not have the ability to add or remove Reviewers to the Reviewer List, depending on features assigned by the Administrator and to which groups the Physician belongs. Viewing Linked Reports When viewing a report with links (merges or addendums) to other reports, the Showing Report dialog is slightly different: Page 31 of 206

38 Note: Editing is not allowed from the Merged Document view. A listing of linked jobs is included at the bottom of the Showing Merged Document dialog. When Merged Document is selected in the Linked Jobs List, all of the linked jobs are concatenated in the view, with the first job displayed on top. Scroll down to view subsequent jobs. Select a specific document from the list to view only that document. Selecting a document from the list causes the listing of Physicians associated with that report to be displayed: Page 32 of 206

39 In this view, the job is presented as a single job, and can be edited/etc. as per the usual rules. Page 33 of 206

40 Page 34 of 206

41 Viewing Alerts and Comments Transcriptionists, Physicians, and MR users can enter comments regarding a dictation. The View column contains icons indicating the existence and type of comment. It is also possible to view or add comments via the Showing Report window (discussed below). Note: The ability to display MT comments must be enabled via groups. Alerts: Transcriptionist (MT) Comments For those reports that have comments from MT s attached, the Alert icon ( ) is present in the View column: The actual text of the Alert is visible on the Showing Reports screen (for more information about the Showing Reports screen see View Transcribed Reports on page 29): Page 35 of 206

42 Click the up/down arrow (circled in red, above) to hide or show the Alert For Physician: field (boxed in red, above). Note: Alerts are only available to Physicians via their own reports, not through reports they receive via CC Physicians. Physician and MR User Comments For those reports that have comments attached from Physicians or MR users, the View Comments icon ( ) is present in the View column. Clicking the View Comments icon displays the Comments screen: Page 36 of 206

43 Enter comments in the top section of the window if desired. Click Save Comments to save the changes. Reviewing and Adding Comments via the Showing Report Screen Additionally, it is possible to enter and view Physician and MR (Medical Records) Comments via the Showing Report screen (for more information about the Showing Reports screen see View Transcribed Reports on page 29): Page 37 of 206

44 The button will be labeled Review Comments when there are MR or Physician comments associated with that particular report. The button will be labeled Add Comments if there are no MR or Physician comments associated with that report. Click the Add Comments button in order to display the Adding Comments dialog. Enter comments and then click Save Comments. Page 38 of 206

45 Once comments have been added for a report, the display changes: The Add Comments icon changes to Review Comments. Also the comments are displayed in the Physician Comments: field (boxed in red, above). To open Page 39 of 206

46 or close the Physician Comments: field, click the up/down arrow on the right (circled in red, above). Page 40 of 206

47 View, esign, Review & Lock, Bulk esign To access the esign, Review & Lock and Bulk esign features: 1. Click on the Charts menu item and click on the View Report icon or or in the View column of the completed report in the Charts page. The Showing Report screen is displayed: Page 41 of 206

48 Note: When a Microsoft Word-based report is viewed, the View Bookmarks preference within Microsoft Word may be reset. This will affect all subsequent viewings of Microsoft Word documents, both inside and outside of Vianeta products. esign (Physician Only) The esign capability allows a Physician to electronically sign a report. This is a special feature and must be activated by your account administrator. If esign is enabled, the esign button is displayed on the Showing Report screen. Note: Bulk esign is available for signing multiple documents in a single process. For more information, see Bulk esign (Physician Only) on page 45. Note: For more information about multiple electronic signatures, see Multiple Electronic Signatures on page 49. Page 42 of 206

49 1. Upon clicking the esign button in the Showing Report screen, you will be prompted to enter your Vianeta WebEMR Password in the Authentication Window: 2. Click OK to complete esigning of the selected report. A report that has been esigned will display the message Report has already been electronically signed off. as shown above. To Search for Reports Requiring Your esignature 1. Click Charts. Click Chart Locator. Page 43 of 206

50 2. In Option 7: View Reports by Approval Status, mark the checkbox for Reports - Transcribed. You may apply any of the search criteria options in this dialog. 3. Click Search. Review & Lock (Physician Only) The Review & Lock button will be available to you if esign has been activated on your profile. This feature allows you to prevent further modification of a report until you are ready to Bulk esign the report. 1. Clicking the Review & Lock button will close the Showing Report screen and change the Approval Status of the report to Reviewed & Locked. A report that has been Reviewed & Locked may be unlocked via the Unlock button in the Showing Report Screen. Page 44 of 206

51 Bulk esign (Physician Only) Bulk esign of reports refers to signing multiple reports in a batch. The basic process is to first select the reports to review, click on the Bulk esign button, review each report (locking each report to be bulk esigned), and finally perform the bulk esign. Note: Bulk esign is not currently available for Word-based documents. Note: For more information about multiple electronic signatures, see Multiple Electronic Signatures on page 49. Bulk esign of Reviewed & Locked Reports If there are already reports marked as Reviewed & Locked, clicking the Bulk esign button will automatically bring up a screen with all of your Reviewed & Locked reports: Page 45 of 206

52 All of the Reviewed & Locked reports will be displayed with a check mark next to them. 1. Uncheck any reports that you do not want to esign by clicking on the check mark next to the date and time. Click the esign button to electronically sign off all the check marked Reviewed & Locked reports. Click the Unlock button to unlock any reports with a check mark so they can be modified. Click the Cancel button if you do not want to esign any reports at this time. Note: Up to 30 reports can be esigned at a single time. If more than 30 Reviewed & Locked reports are checked, only the first 30 will be esigned. Click on the Bulk esign button again, and the next group will be ready to esign. Bulk esign is limited to groups of 30 documents at a time in order to prevent browser timeouts and other Internet latency problems. Page 46 of 206

53 Once you click the esign button you will be prompted to enter your Vianeta WebEMR Password in the Authentication Window: 2. Type in your Password and click OK to bulk esign all of the reports that have been selected. Bulk esign of Reports (Not Previously Reviewed & Locked) Bulk esign is a process in which each selected report is displayed, and the Physician elects to either: Reject the report esign the report Review & Lock the report Skip the report (click Next) After any of these actions are performed, the next selected report is displayed. This continues until all of the selected reports have been processed. To perform Bulk esigning of reports: 1. Select jobs to Bulk esign by checking the checkbox next to the job in the Charts screen. 2. Click on Bulk esign. The Bulk esign of Reports screen is displayed. This dialog provides the ability to Review & Lock, esign, Reject, or Add Comments to each of the selected reports: Page 47 of 206

54 3. Performing any action described above, including clicking the Next button, brings up the next report in the list of checked reports. In this way, each of the reports is displayed one at a time until each has been processed. 4. Once all of the reports have been viewed, a screen displaying all of the Reviewed & Locked reports is displayed: Page 48 of 206

55 5. From this screen, clicking esign will esign the checked reports, and clicking UnLock will unlock the checked reports. Multiple Electronic Signatures Some additional features and considerations are involved where multiple Physicians electronic signatures are required. Overriding Signatures A Physician (assuming that the correct permissions have been assigned by the Administrator), can override the need for multiple signatures while esigning a chart that has multiple Reviewers listed. 1. Click the esign button on a chart to be electronically signed. 2. To override the need for multiple signatures, check the Override checkbox: Page 49 of 206

56 3. You will be prompted for comments regarding the override. Enter the information and click Save Comments. 4. Enter your esignature password and click the Sign button. Page 50 of 206

57 Rejecting Reports (Physician Only) Rejecting a report changes the status of the job to Rejected and places the job back in the pool of jobs to be transcribed, usually a QA workpool. A reject action by any signatory on the report that is not the dictating physician causes the report to be returned to the previous physician that reviewed and esigned the report. In general, this is the resident physician. The rejecting physician should enter comments detailing the reason for the reject. A reject by the dictating physician causes the report to return to transcription 1. To reject a report click on the Charts menu item. 2. Click the View Report icon, or in the View column of the completed report in the Charts screen you wish to reject. The Showing Report screen is displayed: Page 51 of 206

58 3. To reject this report, click the Reject button. 4. This will open the Reject screen where Comments must be provided before continuing with rejection of the report: 5. To save your comments and continue with rejecting the report, click the Save Comments & Reject button. Any saved comments will appear in the Comments screen for Supervisors and Transcriptionists, along with the Page 52 of 206

59 name of the person who typed the comments and the date and time they were submitted. Click the Cancel button to cancel the rejection of the report. Once you have saved your comments and rejected the report, both the Please Enter Comments screen and the Showing Report screen will close, changing the Approval Status of that report to Rejected in the Status column of the Charts screen. Page 53 of 206

60 Page 54 of 206

61 Queries A Query is basically a way to refer to a specific set of search criteria. Vianeta WebEMR allows users to create, save, and edit queries for Charts and Dictations. These queries can be referred to during subsequent sessions and can be used to populate the top and bottom panels on the Home Page. Queries are specific to the feature in which they are created. In other words, if a query is created on the Charts page, that query is only available to the Charts page (and, of course, the Home page), and not the Dictations page. A user may create as many queries as necessary. Saving Queries Saving a query makes that set of search criteria available for later searches. A query can also be used to pre-populate parts of the Home Page and can also be used as the default view for the page (Charts, Dictations, CoSign Reports, etc.) on which it is created. To save a query: 1. Save a query by using the Save Query button (or make a copy of the query with a separate name, using the Save As Query button). 2. The Save Query dialog is displayed: Page 55 of 206

62 3. Enter a name for the query (spaces are not allowed). 4. Mark Set As Default View if the query should be run each time that page is visited. 5. Mark Set As Home Page for: if the query should be run and the results displayed on the Home Page. Selected either Top or Bottom panel from the pull-down. 6. Click Done when finished. Page 56 of 206

63 Fax Page The Fax Page provides access to the Faxes associated with the your user profile and contains the following functionality: View a fax Search for specific fax(es) Re-send all failed faxes The Fax page displays (by default) all faxes sent by the current Physician, and includes the following information: Job Number, Fax Number, Sent Date, Status, Physician Name, Patient Name/ID, and Priority. Fax View In the Fax View page you will see a listing of all currently active faxes. You can resort the list by clicking on any of the column headers. Page 57 of 206

64 If you click the link to View Specific Faxes you will be taken to the Fax Locator Page. Fax Locator In the Fax Locator page you may search of a specific fax. There are several fields you can use to locate a fax. Fill out enough information to produce a unique ID and click Search. Page 58 of 206

65 Note: If your search fails, you will see a blank results screen. Return to the search page by clicking your browser s Back button. Page 59 of 206

66 Page 60 of 206

67 Printing Reports You may print your reports to any printer as you would any other document. Also, reports can be converted to different formats. The format you may print to is determined by the template type: Template HTML PDF Word HTML-based Yes No Yes VUE-based (VUE) No Yes Word-based No No Yes Choose the report(s) to print using the checkboxes on the left of the page, or choose the Check to select all reports option at the top of the page to print everything on that page. Once you have checked all the reports you wish to print, choose your printing option from the dropdown list. Finally, click the Print icon to print the selected reports. Page 61 of 206

68 Once the reports are checked, click the dropdown to select the download format: HTML, VUE and Word. Note: In order to use Word, Microsoft Word must be installed. Click the Print icon to begin printing the selected report(s). Print Preview (HTML Reports Only) Clicking the Print Preview icon in the view column loads the corresponding report in Print Preview mode: If this is your first time printing, you should go through the Page Setup, Envelope Setup, and Other Options screens to make sure the printing options are set up as desired. Page Setup Click on the Page Setup button to bring up the screen below: Page 62 of 206

69 Use this screen to set printing preferences for transcribed documents. These preferences will apply to all documents, not just the one being printing right now, and can be changed at any time. Paper - Select the appropriate paper size and paper source (most likely the defaults of Letter and Auto Select). Headers and Footers - Enter any header and footer codes for HTM printing. Orientation - Select between Portrait and Landscape mode. Margins - Set the page margins. Page 63 of 206

70 Printer... - Select between multiple printers available to the computer or network. Click OK to save your changes, or Cancel to keep everything as it was and return to the Print Preview screen. Envelope Setup The Envelope Setup screen is identical to the Page Setup screen, except that options set here will only affect envelopes. Envelope setup must be supported by the template. Usually Landscape mode is used for envelopes. Other Options Page 64 of 206

71 Return Address - To have a return address automatically printed on all envelopes, enter it in these fields. Print a copy for each CC - Will print an extra copy for each CC'd Physician on each report. Print envelopes - Enables envelope printing. Print an envelope for each CC - Will print an extra envelope for each CC'd Physician on each report. Use horizontal feed for envelope - Use the horizontal envelope feed on the printer if it has one. Print Document Clicking the Print Document on the printer selected during Page Setup. button will print the document Print Envelopes Clicking the Print Envelopes on the printer selected during Envelope Setup. button will print envelope(s) Close Clicking the Close ESC key also closes the screen. button closes this screen. Pressing the Help Clicking the Help button displays keystroke shortcuts as well as the Print Preview zoom keys (+ and -). Please note that you need to press Shift and the + key to zoom in using the + key across the top of the letter keys. Page 65 of 206

72 Page 66 of 206

73 CHAPTER 3 Dictations Topics covered in this chapter include: Dictations Page on page 69 Change Job Status on page 73 Search for Dictations on page 77 View and Print Customized Dictation Instructions on page 81 Statistical Summary of Dictated and Transcribed Dictations on page 85 Customizing Your View: Dictation Options on page 87 Proprietary and Confidential Page 67

74 Dictations Page 68 of 206

75 Dictations Page The Dictations Page provides access to the dictations belonging to the current user and contains the following functionality: Listen to dictations View transcribed reports Reject, review & lock and esign Search for dictations, run, create, modify, and save queries For more information about queries, see Queries on page 55. View and print customized dictation instructions Statistical summary of dictated and transcribed dictations Customized view of jobs displayed The Dictations page displays (by default) all dictations and transcribed reports. This screen shows job information including Date (in PST by default), Job Number, Patient Name and ID, Work Type name, approval Status, Play, and View a report. Click any of these column headers to resort the list by that data. 1. To access the Dictations page, click the Dictations menu item. This will open the Dictations Page: Page 69 of 206

76 The Dictations page shows a listing of up to the first 500 dictations, based on the results of the current Query. For more information about queries, see Queries on page 55. To sort the listing, click on the column headings (Date, Job #, Work Type, etc.). Clicking a column heading sorts the information in either ascending or descending order. Clicking the same column heading again will reverse the sorting. If the list of dictations is longer than can be displayed on one page, a list of page numbers is displayed on the upper and lower right side of the listing. Click on the page numbers to move through the listing. Note: If there is an active ADT feed, Vianeta WebEMR will display the Patient Name for each dictation with a status of Ready. This patient name is linked to what the physician has indicated by entering a patient identifier (usually Medical Record Number) during dictation. If the physician enters an incorrect patient identifier, the patient name listed in Vianeta WebEMR may be inaccurate. Page 70 of 206

77 Dictations and Proxies If the current user is set as a proxy for another user s account, those jobs belonging to the absent Physician are present in the listing as well. The simplest way to tell which jobs are listed due to proxy is to check the Physician Name (listed along with the Job number in the Job # column). Page 71 of 206

78 Page 72 of 206

79 Change Job Status The priority of a Ready job may be changed. 1. Click the Dictations menu item and click the Dictations tab at the top of the page. 2. Click on the underlined Status (Ready). The Change Job Status screen is displayed for the selected job as shown below: Page 73 of 206

80 3. Click the drop down arrow in the Priority section to change the priority of the job as shown below: 4. Finally, type your Password and click the Done button to complete the change as shown below: Page 74 of 206

81 The Priority of the job is now changed. Page 75 of 206

82 Page 76 of 206

83 Search for Dictations It is possible to search for Dictations and Transcribed Reports via the Dictations Locator page. The Dictations Locator form provides standard as well as advanced searching fields. 1. To access the Dictations Locator click the Dictations menu item and click the Dictations Locator link at the top of the screen: 2. Enter the criteria for the Dictations for which you are searching. Enter as much data as you can in the Dictations Locator screen: Page 77 of 206

84 3. When finished entering your criteria, click Search at the bottom of the screen. 4. Alternatively, click Advanced Locator to expand the search form: Note the Association field in the Advanced Locator search. Use the Association field to search for dictations based on related data such as Accession numbers, etc. For more information about Associations, see Associations on page 120. Page 78 of 206

85 For either search form, click Search to display the Dictations page with the results of your search: Notice that the search criteria used to return the list of dictations is available by clicking on the Search Criteria link at the top of the page. Click Search Criteria again to hide the information. 5. Optionally, click on the Save Query button to save the search criteria as a Query. For more information about queries, see Queries on page To return to the main Dictations page click the Dictations tab at the top of the screen. If you perform another search, the selections you made in the previous search will remain for the new search. Navigating through Multiple Pages of Dictations 1. If you have more than one page of Dictations you can click on the link to the next set of dictations using the button at the bottom of the page. If you wish to view dictations from a previous page you can click on Page 79 of 206

86 the link at the bottom of the screen to move to the previous page of dictations. Note: Only the most recent 500 dictations are displayed. To access any archived reports you must use the View Specific Dictations function. Page 80 of 206

87 View and Print Customized Dictation Instructions 1. To access the Dictation Instructions sheet, click the Dictations menu item then click Instructions in the submenu at the top of the screen: The Instruction Sheet page is displayed: Page 81 of 206

88 This screen displays all of the dictation instructions for the Physician whose name appears in the Instruction sheet for: field. If you are the Physician logged in you will only see your name here. If you are a Medical Records Manager you will see a pull-down list containing the names of all the Physicians you work with. The Instruction Sheet reflects the keymap information for a specific Physician. This information is maintained by the administrator. Page 82 of 206

89 2. To switch Physicians, click the pull-down arrow next to the Physician name and choose the appropriate Physician from the list. Once you have chosen a Physician the dictation instructions specific to that Physician will appear in the screen. Print Instructions 1. To print the instruction sheet, click the Print Instructions button at the bottom of the page. Follow your normal printing procedure and click OK in the print screen that appears. Instructions 1. To send a copy of the instruction sheet via , click the Instructions button at the bottom of the page. A confirmation message is displayed, stating that the has been sent to the address specified in the Physician profile. Click OK to continue. Page 83 of 206

90 Page 84 of 206

91 Statistical Summary of Dictated and Transcribed Dictations 1. To access the summary information, click the Dictations menu item then click Summary in the submenu at the top of the Dictations page. This will open the Dictation Summary page: Page 85 of 206

92 Available on this page: Total Number of Dictations, Number of Transcribed Dictations, Number of Dictations to be Transcribed, Average Job Length (in hh:mm:ss format), and the Average Turnaround Time (in minutes). Page 86 of 206

93 Customizing Your View: Dictation Options 1. To customize the display of the Dictations page, click the Dictations menu item and click Options in the submenu at the top of the page. This opens the Options page, providing several preference options: Step 1: Show New Dictations Use the radio buttons to choose whether to view dictations by date in a descending or ascending order. Page 87 of 206

94 Step 2: Mark Urgent Dictations Use the radio buttons to choose to either mark urgent dictations in red with bold text or a color of your choice. If you choose to pick your color from the color palette a Color Chooser screen is displayed. Use the mouse to click on the desired color (used to indicate urgent dictations) from the Color Chooser. Step 3: Choose Number of Dictations in Each Page Use the radio buttons to choose whether to view 10, 20, 30, 40, or 50 dictations per page. Step 4: Save Appearance To save the customization options selected, click Done. Page 88 of 206

95 CHAPTER 4 Physicians Topics covered in this chapter include: Physicians (Medical Records Only) on page 91 View Specific Physicians (Medical Records Only) on page 93 Customizing Your View on page 95 Proprietary and Confidential Page 89

96 Physicians Page 90 of 206

97 Physicians (Medical Records Only) Medical Records users have access to an additional item on the Navigation menu: Physicians. The Physicians page shows a list of up to 500 Physicians associated with that Medical Records user. The Physicians page also provides a method for searching for specific Physicians, and customizing how the listing of Physicians is displayed. Page 91 of 206

98 The Physicians page shows a listing of up to 500 Physicians. To sort the listing, click on the column headings (Name, Specialty, Department, etc.). Clicking a column heading sorts the information in either ascending or descending order. Clicking the same column heading again will reverse the sorting. If the list of Service Providers is longer than can be displayed on one page, the Next Page button is enabled. Click Next Page or click on a page number to view more Physicians. Click Prev Page to display the previous page of Physicians. Page 92 of 206

99 View Specific Physicians (Medical Records Only) 1. To access a list of specific Physicians, click the Physicians menu item and click the View Specific Physicians link at the top of the screen, or select Locator from the Physicians submenu. The Physicians search criteria screen is displayed: 2. Type in or select all the information you know for the Physician(s) you are searching for and click the Search button to find the Physician(s). A list is displayed, containing only those Physicians that meet the search criteria. Page 93 of 206

100 Page 94 of 206

101 Customizing Your View 1. To customize the display of the Physicians page, click the Physicians menu item and click the Customize tab at the top of the page. The Customize page is displayed, providing several preference options: Step 1: Show Physicians Page 95 of 206

102 Use the radio buttons to choose whether you want to view Physicians by date in a descending by last name or ascending by last name order. Step 2: Mark Physicians whose dictations are Pending Transcription as Use the radio buttons to choose either mark urgent dictations in red with bold text or a color of your choice. If you choose to pick a color from the color palette a Color Chooser screen opens: Use your mouse to click on the color you want for urgent dictations from the Color Chooser. Step 3: Choose Number of Physicians in Each Page Use the radio buttons to choose whether you want to view 10, 20, 30, 40, or 50 Physicians per page. Step 4: Save Appearance To save the selected customization options, click the Done button. Page 96 of 206

103 CHAPTER 5 Templates Topics covered in this chapter include: Show Templates on page 99 Summary Details on page 101 Proprietary and Confidential Page 97

104 Templates Page 98 of 206

105 Show Templates Templates are the blank forms viewed by the transcriptionists. These are fully customizable by your site administrator. 1. To view a template s format, click on the Templates menu item. This brings up a list of all your templates. Displayed are: the Work Type ID, Work Type name (and an icon specifying Word-based or HTML-based template), any Mandatory Fields that are part of the template, any Optional Fields that are part of the template, and the date that the template was Last Updated. Templates are maintained by the site administrator. 2. Click the underlined Work Type in the Work Type column. This opens a new screen displaying the appropriate template. The Showing Template screen displays the entire template: Page 99 of 206

106 Page 100 of 206

107 Summary Details 1. Click the Templates menu item and click on the Summary tab on the top of the screen to display a summary of all your Templates. For HTML-based templates, the listing includes the mandatory and optional fields for the listed templates: Page 101 of 206

108 Page 102 of 206

109 CHAPTER 6 Charts Topics covered in this chapter include: Charts on page 105 Bulk View on page 109 Edit Transcribed Reports on page 113 Search for Reports with Chart Locator on page 117 Downloading Reports on page 121 Agent-Redelivery on page 123 Job Activity Report on page 125 Summary on page 129 Customizing Your View: Charts Options on page 131 Proprietary and Confidential Page 103

110 Charts Page 104 of 206

111 Charts The Charts Page provides access to the charts available to the current user (including those that are available due to proxy) including the following functionality: Listen to dictations, view transcribed reports, view job activity View report Comments and Alerts For more information about Comments and Alerts, see Viewing Alerts and Comments on page 35. Reject, (Bulk) esign, (Bulk) View, and review & lock For more information about Bulk esign, see View, esign, Review & Lock, Bulk esign on page 41. For more information about Bulk View, see Bulk View on page 109. Search for reports with chart locator, create/edit Queries For more information about searching for specific charts, see Search for Reports with Chart Locator on page 117. For more information about Queries, see Queries on page 55. Print or download reports For more information about printing and downloading reports, see Printing Reports on page 61 and Downloading Reports on page 121. View a Summary of the status values for the Physician s charts Customize the view of jobs displayed (Options) The Charts page displays (by default) all reports that have been transcribed. The listing provides job information including Date (in PST by default), Job Number (includes Dictation Physician Name if you are logged in with a User Access account), Patient Name and ID, Work Type, Approval Status, Play to listen to the dictation, and View to view the report. 1. To access the Charts Page, click the Charts menu option. This will open the Charts page shown below (for Physicians): Page 105 of 206

112 Note: Medical Records (MR) users will see a slightly different screen where Bulk esign is replaced with Bulk View. Note: The first time you access the Charts page you may receive a message instructing you to install the Vianeta Print Client. Click the Yes button to install and run the Vianeta Print Client. In some cases it may be required to restart the machine. If required, Vianeta Print Client will prompt you to restart. The Charts page shows a listing containing up to the first 500 Charts, based on the results of the current Query. For more information about queries, see Queries on page 55. To sort the listing, click on the column headings (Date, Job #, Work Type, etc.). Clicking a column heading sorts the information in either ascending or descending order. Clicking the same column heading again will reverse the sorting. If the list of Charts is longer than can be displayed on one page, a list of page numbers is displayed on the upper and lower right side of the listing. Click on the page numbers to move through the listing. Select a different Query from the top pull-down menu to view a charts listing based on different criteria. To perform additional searches, or to create or modify Queries, click on the Chart Locator link at the top of the page. For more information about searching for Charts via the Chart Locator, see Search for Reports with Chart Locator on page 117. Page 106 of 206

113 Expanded View To view more information (ADT Information, Associations, Linked reports) about a Chart in the listing, expand the Chart by clicking on the plus sign (+) in the first column: The expanded view shows ADT information (Job Detail) including Attending, Admitting, Consulting, and Referring Physicians, as well as Links and Associations. Click the Expand All link at the top of the listing to expand all of the Charts. Click the same link to return all of the Charts to the collapsed (un-expanded) state. Click the minus sign (-) to collapse (un-expand) the Chart. The View Column The View column contains icons relating to the various charts, including chart type, and whether or not there are Comments or Alerts associated with each job. For more information on Comments and Alerts, see Viewing Alerts and Comments on page 35. For more information about viewing charts, see View Transcribed Reports on page 29. Page 107 of 206

114 Charts and Proxies If the current user is set as a proxy for another user s account, those jobs belonging to the absent Physician are present in the listing as well. The simplest way to tell which jobs are listed due to proxy is to check the Physician Name (listed along with the Job number in the Job # column). Page 108 of 206

115 Bulk View Bulk Viewing of reports refers to viewing multiple reports in a batch. The basic process is to first select the reports to review, click on the Bulk View button, and then review each selected report, optionally adding/reviewing comments or rejecting each. Bulk View is ONLY available for Medical Records (MR) users (Physicians can use Bulk esign. For more information, see View, esign, Review & Lock, Bulk esign on page 41). To access the Bulk View feature: 1. Login as a Medical Records user. 2. Click the Charts tab and check the check box next to each report to be viewed. 3. Click the Bulk View icon: 4. The Bulk View version of the Showing Reports screen is displayed: Page 109 of 206

116 Bulk View is a process in which each selected report is displayed, and the MR user elects to either: Reject the report Add or View a comment for the report Skip the report (click Next) After any of these actions are performed, the next selected report is displayed. This continues until all of the selected reports have been processed. Note: Depending on the permissions granted to the MR user, the Edit Report icon may be visible as well. For more information about Edit Report, see Edit Transcribed Reports on page 113. Page 110 of 206

117 When all of the selected reports have been viewed, the Next icon is grayed out. Closing the Showing Report window causes the Charts listing to be refreshed. If comments were added to a particular report, the Comment icon will be present in the View column for that report. Note: When a Microsoft Word-based report is viewed, the View Bookmarks preference within Microsoft Word may be reset. This will affect all subsequent viewings of Microsoft Word documents, both inside and outside of Vianeta products. Adding/Reviewing Comments If a report does not already have MR or Physician related comments associated with it, the Add Comments icon is present. If there are already comments associated with the report, the Review Comments icon is present instead. For more information about Adding or Reviewing MR and Physician comments, see Reviewing and Adding Comments via the Showing Report Screen on page 37. Page 111 of 206

118 Page 112 of 206

119 Edit Transcribed Reports The Edit Transcribed Reports feature allows the Physician to make last minute changes to a transcribed report. To Access the Edit Transcribed Reports feature: 1. Click on the Charts menu item and click on the View Report icon or or in the View column of the Transcribed report in the Charts page. The Showing Report screen is displayed: Page 113 of 206

120 The Showing Report window also provides the ability to play the voice file associated with the report, assuming that the voice file has not been archived. Note: The Edit Report icon is not available when viewing reports in the Showing Merged Document view. Note: The Showing Report window may look different, depending on whether the report is HTML- VUE- or Word-based. 2. Click the Edit Report button to make changes to this report. The following prompt is displayed, warning you the report will be locked and unusable by anyone else until you are done: 3. Click OK to make the report editable. Page 114 of 206

121 At this point the document may be edited. For Word-based templates, the report is displayed using Microsoft Word. If Microsoft Word is not installed, the report may not be edited from Vianeta WebEMR. Click anywhere within the document to begin modifying it. Notice that the Edit Report button has changed to a Save button as shown below: 4. Click the Save button to save the edits you have made to this document. A confirmation dialog will appear as shown below: Page 115 of 206

122 5. Click OK to complete saving the changes. To exit without saving the changes, click Cancel. Note: When editing a CoSigned report, the report is sent back to the dictating Physician for review after editing, unless the cosigner overrides. Page 116 of 206

123 Search for Reports with Chart Locator Chart Locator is the tool for quickly and easily tracking and finding charts and for creating and managing Queries. Use Chart Locator to find a specific chart, or set of charts. For example, to find charts from a certain date or all charts of a certain Status. If this type of search is something that will be needed frequently, save that search as a Query (for more information about Queries, see Queries on page 55). 1. To access the Chart Locator, click the Charts menu item in the Navigation menu. Choose Locator from the submenu, or, from the Charts screen, click the Chart Locator link near the top of the screen: The Chart Locator screen is displayed: 2. Enter search criteria for the chart or charts in question. Note that MR users will see a slightly different screen. Alternatively, select a pre-existing query Page 117 of 206

124 from the pull-down menu. Doing so causes the search form s fields to be populated with the query s search criteria. 3. At this point, it is possible to save the query. For more information on saving queries, see Saving Queries on page When the search information is complete click the Search button to retrieve the Chart(s) meeting the specified criteria: Notice that the search criteria used to return the list of charts is available by clicking on the Search Criteria link at the top of the page. Click Search Criteria again to hide the information. Page 118 of 206

125 Advanced Chart Locator The Advanced Chart Locator is a more detailed version of the Chart Locator, allowing for searches based on more criteria such as ADT Information and Associations (for more information about Associations, see Associations on page 120). Click Advanced Locator to expand the search form: The expanded search form: Page 119 of 206

126 Associations Associations are used to relate various kinds of data (such as a billing number, order number, accession number, etc.) with a report. This data can come from applications outside of Vianeta Harmony. Associating this additional data with a report provides the Physician with the ability to search using related data (such as accession numbers, order control, visit number, etc.) to find a specific report associated with that data. For example, a patient visit could result in multiple accession numbers (x-ray, lab tests, scans, etc.). Associating all of the x-ray numbers to the report would allow the Physician, or Medical Records user to find the report by searching for that specific accession number. Page 120 of 206

127 Downloading Reports It is possible to download electronic copies of all transcribed reports in order to create an archive, run custom billing, and so forth. Reports can be downloaded several different formats, based on the template type (Word, HTML, VUE), including: MS Word, VUE, and HTML. To download a report: 1. Click the checkbox next to the report. The checkbox will display a checkmark when selected. Check as many reports as you want to download. To download all reports on a page click the checkbox at the top of the page that reads, Check to select all reports and download. This selects all reports on the current page: 2. Once the reports are checked, click the dropdown to select the download format: Page 121 of 206

128 3. After selecting the format from the dropdown arrow, click the download icon. You will see a screen that prompts you to choose where you want to save the reports. Make sure to double-click on the folder in which you want to save your files. The file folder will appear open when it is selected: 4. When the download is complete a confirmation message is displayed. The file name includes the practice code, patient name, dictation date, and WorkType, as well as the dictation job number. An example: SJH-John M Smith doc (PracticeCode-Patient_First Mi Last_Name-DateOfDictation- WorkTypeNumber-DictationJobNumber.FileExtension) 5. Click OK in the screen to refresh the page. When the page is refreshed, the reports you downloaded will display as Delivered in the Status column. Page 122 of 206

129 Agent-Redelivery If a job has been originally delivered to the (HIS, FAX or Print agents), it may be redelivered to one or more of the agents by using Agent-Redelivery. This is very much like resetting the report to a transcribed status, enabling it to be delivered again. Agent-Redelivery resends the report only to the agents selected (HIS, FAX or Print). 1. To access Agent-Redelivery click the Charts menu option to open the Charts screen. 2. Under the Print drop-down arrow select Agent-Redelivery. 3. Select the job(s) on which to redeliver the reports by clicking the box to the left of the Date field. Click the box to the left of Check to select all reports to select all of the reports. 4. Click the Print icon to open the Redeliver screen. The Redeliver screen is displayed: Page 123 of 206

130 5. Select the agent(s) to redeliver the report(s) to by clicking a check mark in the box to the left of the agent. Click the Select All check box to select all of the agents. Click the Redeliver button to confirm the redelivery. The Report(s) will now be redelivered to the selected agent(s). Page 124 of 206

131 Job Activity Report Vianeta WebEMR includes audit trail Job Activity reports. Users can login and track what has happened to a job in terms of delivery and review - e.g. how many times the report was viewed, downloaded, faxed, printed, etc. 1. To access the Job Activity report click the Charts tab to view reports. 2. Click on the underlined link, i.e. Delivered, in the Status column for the report you are looking for. The Job Activity screen for the selected report is displayed: Page 125 of 206

132 The following table describes the complete listing of possible Agent/Status values: Status WEBEMR Print WebEMR Download Esigned Rejected Description When the document is printed from Vianeta WebEMR by clicking on the print icon. There are three possible values for Status: Success - Indicates a successful attempt. Pending - Still being attempted. Error - The attempt has failed. When the document is downloaded from Vianeta WebEMR by clicking on the download icon. There are three possible values for Status: Success - Indicates a successful attempt. Pending - Still being attempted. Error - The attempt has failed. When the document is esigned from Vianeta WebEMR. When the document is rejected from Vianeta WebEMR. Page 126 of 206

133 Status Reviewed & Locked Routed UnLocked Fax Viewed Print Agent WebEMR Edited Checked Out Description When the document is Reviewed & Locked from Vianeta WebEMR. When the job is routed to a particular user. When the document is unlocked from Reviewed & Locked Status. When the document is faxed. This also has three possible values for Status: Success - Indicates a successful attempt. Pending- Still being attempted. Error - The attempt has failed. When the document is opened and viewed. When the document is printed from the Print Agent. Possible values for Status include: Pending - Still being attempted. Success - Indicates a successful attempt. Error - The attempt has failed. Timeout Redeliver Request when an agent redelivery is requested via Vianeta WebEMR by selecting Agent Redelivery from the drop-down and clicking on the Print icon Reset by resend When the document is edited from within Vianeta WebEMR. When the edit button is clicked to edit the document the document is first checked out. The Start Time column indicates the time at which the action was initiated. The Complete Time column indicated the time the action completed, or timed out, failed with an error, etc. Page 127 of 206

134 Page 128 of 206

135 Summary The Summary page reports on how many jobs are in each of the various Approval Status values (for more information on Approval Status, see Approval Status Glossary on page 205). 1. To access Summary, click the Charts menu item and click on Summary in the Charts submenu: Page 129 of 206

136 Page 130 of 206

137 Customizing Your View: Charts Options To customize the display of the Charts page: 1. Click the Charts menu item and click the Options tab in the Charts submenu. This will open the Customize page, providing access to several preference options: Step 1: Show New Reports Use the radio buttons to choose whether you want to view reports by date in a descending or ascending order. Step 2: Mark Urgent Reports Page 131 of 206

138 Use the radio buttons to choose to either mark urgent reports in red with bold text or a color of your choice. If you choose to pick your color from the color palette a Color Chooser screen opens: Use your mouse to click on the color you want for urgent dictations from the Color Chooser. Step 3: Choose Number of Reports in Each Page Use the radio buttons to choose whether you want to see 10, 20, 30, 40, or 50 dictations per page. Step 4: Save Appearance To save the customization options you have selected click the Done button. Page 132 of 206

139 CHAPTER 7 CC Charts and CoSign Reports Topics covered in this chapter include: CC (Carbon Copy) Charts on page 135 Co-Sign Reports (Physician Only) on page 139 Proprietary and Confidential Page 133

140 CC Charts and CoSign Reports Page 134 of 206

141 CC (Carbon Copy) Charts A dictating Physician may be CC d on a report by another dictating Physician. During transcription, the MT adds CC Physicians from a list, as instructed by a dictating Physician. Physicians can view reports CC d to them by clicking on CC Charts in the Navigation Menu. A listing of all the reports CC d to the currently logged in Physician will be displayed: The reports can be treated as any other medical reports, so they can be printed, viewed, and downloaded (they may not, however, be esigned). The listing provides job information including Date (in PST by default), Job Number (includes Dictation Physician Name if you are logged in with a User Page 135 of 206

142 Access account), Patient Name and ID, Work Type, Approval Status, Play to listen to the dictation, and View to view the report. The listing includes up to the first 500 Charts, based on the results of the current Query. For more information about queries, see Queries on page 55. To sort the listing, click on the column headings (Date, Job #, Work Type, etc.). Clicking a column heading sorts the information in either ascending or descending order. Clicking the same column heading again will reverse the sorting. If the list of Charts is longer than can be displayed on one page, a list of page numbers is displayed on the upper and lower right side of the listing. Click on the page numbers to move through the listing. Select a different Query from the top pull-down menu to view a charts listing based on different criteria. To perform additional searches, or to create or modify Queries, click on the CC Chart Locator link at the top of the page. The CC Chart Locator is similar to the Chart Locator and basically works the same way (see Search for Reports with Chart Locator on page 117 for more information). Expanded View To view more information (ADT Information, Associations, Linked reports) about a Chart in the listing, expand the Chart by clicking on the plus sign (+) in the first column. This is identical to the detail displayed on the Charts page. See Expanded View on page 107 for more information. The expanded view shows ADT information (Job Detail) including Attending, Admitting, Consulting, and Referring Physicians, as well as Associations and Links. Click the Expand All link at the top of the listing to expand all of the Charts. Click the same link to return all of the Charts to the collapsed (un-expanded) state. Page 136 of 206

143 Charts and Proxies If the current user is set as a proxy for another user s account, those jobs belonging to the absent Physician are present in the listing as well. The simplest way to tell which jobs are listed due to proxy is to check the Physician Name (listed along with the Job number in the Job # column). Page 137 of 206

144 Page 138 of 206

145 Co-Sign Reports (Physician Only) Reports requiring multiple signatures are referred to as CoSign Reports. CoSign Reports follow a slightly different path through the system than typical reports, because they must be signed by multiple Physicians. CoSign Reports can have a status of esigned* or Reviewed & Locked* (for more information, see Special Status Values: esigned* and Reviewed & Locked* on page 141). CoSigned Reports are not considered esigned until either all of the Reviewers have signed, or the signatures have been overridden (see Overriding Signatures on page 49). CoSign reports can be Bulk esigned by Physicians and Bulk Viewed by Medical Records users. For more information, see Bulk esign (Physician Only) on page 45. The reports can be treated as any other medical reports, so they can be esigned (or bulk esigned), printed, viewed (or bulk viewed), and downloaded. The Co-Sign Reports page shows a listing of all reports on which the current user is specified as a Co-Signer. Page 139 of 206

146 Expanded View To view more information (ADT Information, Associations, Linked reports) about a Chart in the listing, expand the Chart by clicking on the plus sign (+) in the first column. This is identical to the detail shown on the Charts page. For more information, see Expanded View on page 107. The expanded view shows ADT information (Job Detail) including Attending, Admitting, Consulting, and Referring Physicians, as well as Associations and Links. Click the Expand All link at the top of the listing to expand all of the Charts. Click the same link to return all of the Charts to the collapsed (un-expanded) state. Click the minus sign (-) to collapse (un-expand) the Chart. Page 140 of 206

147 Special Status Values: esigned* and Reviewed & Locked* An asterisk next to a chart status (esigned* for example) indicates that the chart has been partially processed by the various required Physicians associated with that chart. Specifically, a status of esigned* indicates that the report has been esigned by at least one Physician, but it has not yet been electronically signed off by all required Physicians. If the Dictating Physician or any of the Reviewing Physicians edit the report, all proceeding esignatures are removed, and the job is moved to Transcribed status. A status of Reviewed & Locked* indicates that the report has been set to Reviewed & Locked status by at least one of the various required Physicians associated with the report, but it has not yet been electronically signed by any of the required Physicians. If the Dictating Physician or any of the Reviewing Physicians electronically sign the report, the status is changed to esigned*. For more information about the various possible status values, see Approval Status Glossary on page 205. Charts and Proxies If the current user is set as a proxy for another user s account, those jobs belonging to the absent Physician are present in the listing as well. The simplest way to tell which jobs are listed due to proxy is to check the Physician Name (listed along with the Job number in the Job # column). Page 141 of 206

148 Search for Specific Charts with CoSign Reports Locator (Physician Only) Chart Locator is the tool for quickly and easily tracking and finding reports and for creating and managing Queries. Use CoSign Reports Locator to find a specific report, or set of reports. For example, to find reports from a certain date or all reports of a certain Status. If this type of search is something that will be needed frequently, save that search as a Query (for more information about Queries, see Queries on page 55). 1. To access the CoSign Reports Locator, click the CoSign Reports menu item in the Navigation menu. Choose Locator from the submenu, or, from the CoSign Reports screen, click the CoSign Reports Locator link near the top of the screen: The CoSign Reports Locator screen is displayed: Page 142 of 206

149 2. In the Status field, selecting Reports - esigned* will return all reports that still require esignature. 3. Enter search criteria for the chart or charts in question. Alternatively, select a pre-existing query from the pull-down menu. Doing so causes the search form s fields to be populated with the query s search criteria. 4. At this point, it is possible to save the query. For more information on saving queries, see Saving Queries on page When the search information is complete click the Search button to retrieve the report(s) meeting the specified criteria: Notice that the search criteria used to return the list of reports is available by clicking on the Search Criteria link at the top of the page. Click Search Criteria again to hide the information. 6. Alternatively, click the Advanced Locator button to expand the search form: Page 143 of 206

150 Note the Association field in the Advanced Locator search. Use the Association field to search for dictations based on related data such as Accession numbers, etc. For more information about Associations, see Associations on page 120. To Search for Reports Requiring CoSignature 1. Click CoSign Reports and then click CoSign Report Locator. 2. In Option 7: View Reports by Approval Status, mark all of the checkboxes except Reports - esigned and Reports - esigned & Delivered. You may apply any of the search criteria options in this dialog. 3. Click Search. 4. The returned list of Reports are those that either require your esignature or have been esigned by you, and that have not been completely through the esign process (so they are still available for modification/signature/ comments/etc.). 5. Click the View Report icon in the View column of the list of reports to display the Showing Report dialog. Page 144 of 206

151 CHAPTER 8 My Profile Topics covered in this chapter include: My Account on page 147 Changing your Password on page 149 Adding, Deleting, and Linking Medical Records Users (Medical Records Only) on page 151 Proxies and Overrides on page 155 Set Up Proxy on page 157 Proxy Details on page 159 Proprietary and Confidential Page 145

152 My Profile Page 146 of 206

153 My Account The My Account page provides access to the following functionality: Changing your password Viewing contact information pertaining to your profile Gaining access to the number of dictations and templates from each of your dictation locations Creating a Proxy signatory 1. To access the My Account page, click on the My Account menu item and click on the Profile tab. You may view all information pertaining to your name and specialty and a quick view of the Number of Dictations done thus far at this location. You will also see the number of Transcription Templates you are currently using at this location. Page 147 of 206

154 Page 148 of 206

155 Changing your Password 1. You may change your login password at anytime. To do so, click the My Account menu item and click the Profile tab on the top of the screen. Click the Change My Password link at the top of the page. 2. This will open the Change Password page. Enter your current password, then enter in your desired password and repeat the new password in the confirmation field. Page 149 of 206

156 3. Click the Done button to complete the change. Your new password will take effect upon your next login. To exit this screen without changing your password, simply click on any menu tab on the top of the screen. Page 150 of 206

157 Adding, Deleting, and Linking Medical Records Users (Medical Records Only) Medical Records (MR) users have a different login for each Site Location they service. Through each Site Location, they are associated with all or a subset of physicians at that site location. Through the Add User function in the My Profile screen, the MR user can add their login information for other Site Locations, allowing them to log in as one of their usernames in the list and access physician and report information from their other usernames in the list. In the example below, the site Regional Medical Center has three locations: Cardiology Center, Surgery Center, and Psychiatric Center. The user MR_GJensen has three user names, one per Site Location: MR_GJensen (Cardiology), MR_GJensen2545 (Surgery), and MR_GJensen2546 (Psychiatric). Linking Medical Records Users Vianeta WebEMR User Account Linking requires a TO flag in the listing of Medical Records users in order for the users to be linked. FROM flags indicate that you have been linked FROM another account. The following table illustrates the linking relationships: MR User Listing Situation Solution MR_GJensen2545 (Surgery) TO Psychiatric (MR_GJensen2546) FROM Cardiology (MR_GJensen) MR_GJensen2546 (Psychiatric) FROM Surgery (MR_GJensen2545) FROM Cardiology (MR_GJensen) MR_GJensen (Cardiology) TO Surgery (MR_GJensen2545) TO Psychiatric (MR_GJensen2546) Can see Surgery and Psychiatric but not Cardiology Can see Psychiatric but not Surgery or Cardiology Can see Psychiatric and Surgery and Cardiology Add TO Cardiology (MR_GJensen) Add TO Cardiology (MR_GJensen) and TO Surgery (MR_GJensen2545) All three accounts are now linked Adding Users To add users to your log in, you must log in using one of your user logins. Page 151 of 206

158 1. Click the My Profile menu item then click on the My Profile tab at the top of the screen. Click the Add User/Delete User link at top of the page. 2. Type the UserName and Password of your second login in the screen below and click the Add User button. Page 152 of 206

159 This second user is now linked to your current login. The next time you log in as this user you will be able to see all the information for both logins. Link as many logins together as you wish to view from this login. Removing Users To remove a user: 1. Click on the My Profile menu item and click the My Profile tab at the top of the screen. 2. Click the check box next to that user and click the Delete User button to remove it from the list. Page 153 of 206

160 Page 154 of 206

161 Proxies and Overrides A Proxy provides a way to route reports to authorized Physicians (those with authority to sign charts in lieu of the original Physician) for a specified amount of time when the initial Physician owning a report is unavailable to sign the report in time (vacation, etc.). This backup Physician is referred to as a Proxy Signatory. The reports belonging to the proxied Physician are displayed in the Signatory s chart listings. An Override also provides a mechanism authorized Physicians to esign charts in lieu of the original Physician. Specifically, Overrides are used when a Proxy was not set up beforehand (in the case of an unexpected Physician absence). An Override moves a report past the esignature requirement, essentially ending the workflow. This feature is intended for Administrator and Senior Physician level users, and is not intended for general use. For more information about Overriding esignatures, see Overriding Signatures on page 49. A Physician sets up a Proxy via the Set Up Proxy menu item under My Account. The ability to Override is granted via membership of a Group. In order to perform an Override, a Physician or MR user must belong to a group to which that ability has been assigned. For more information about Groups, see the Transcription Desktop User Guide. Proxy Example Suppose that a Physician Dr. Jones is about to go on vacation. He has several reports awaiting transcription. In order to ensure that the charts are not left waiting for an electronic signature (thus aggravating Chart Deficiency), Dr. Jones logs in to Vianeta WebEMR and sets up a Proxy. He assigns Dr. Smith as his proxy, and so whenever a chart requires an electronic signature, Dr. Smith logs in to Vianeta WebEMR and Switches User Accounts to Dr. Jones. Assuming the account of Dr. Jones, Dr. Smith can now perform electronic signatures as though she were in fact Dr. Jones. Page 155 of 206

162 If Dr. Jones returns early from his vacation, he will see a message upon logging in to Vianeta WebEMR, informing him that his account is still proxied. Dr. Jones can then elect to remove the proxy via Switch Accounts under My Profile. Override Example If, on the other hand, Dr. Jones is unexpectedly detained during his vacation, and he is unable to return before the date indicated in the Proxy he set up before leaving, an Override will be required. Page 156 of 206

163 Set Up Proxy Proxy Setup is used to create a Proxy for the current user that is, to specify another user that has signatory privileges for the current user. Current User Proxied If the current user s account is proxied, a message noting this is displayed across the top of the screen ( Your account is currently Proxied ). A proxy can be disabled or modified by the proxied user via Proxy Details under My Account. For more information about disabling or modifying proxies, see Viewing Proxy Details on page 159. Creating Proxies To create a Proxy, 1. Click on My Account > Set Up Proxy: 2. Enter the search criteria and click Search. The results are displayed below the search form: Page 157 of 206

164 3. Select the desired Physician and click Set Up Proxy. Enter the End Date. Alternatively, click on the calender icon and then double-click on the desired date: 4. Press OK to create the Proxy. Page 158 of 206

165 Proxy Details Proxy Details shows a list of all users that have been designated as proxies for the current user s account, along with the date the proxy is set to expire. Viewing Proxy Details To view a list of users set to serve as proxies for your account, 1. Click on My Account > Proxy Details: 2. To remove the proxy, select a User and click Disable. 3. Clicking Add Proxy displays the Set Up Proxy dialog. Page 159 of 206

166 Page 160 of 206

167 CHAPTER 9 Reports Topics covered in this chapter include: Reports on page 163 Statistics on page 165 Summary Report on page 167 MRNErrors Report on page 169 QA Jobs by Work Type on page 171 QA Jobs Listing on page 173 QA Jobs Summary on page 175 Ready Jobs by Work Type on page 177 Ready Jobs Summary on page 179 TAT Reports Aggregate on page 181 Proprietary and Confidential Page 161

168 Reports TAT Reports for Non-QA Jobs on page 183 TAT Reports for QA Jobs on page 185 TAT Reports Aggregate (Transcribed Date) on page 187 TAT Reports for Non-QA Jobs (Transcribed Date) on page 189 TAT Reports for QA Jobs (Transcribed Date) on page 191 Transcribed Reports by Work Type on page 193 Transcribed Reports Summary on page 195 WorkTypeErrors Report on page 197 Page 162 of 206

169 Reports To access your reports click on the Reports menu item. Depending on the group to which you belong, you may view several reports about your jobs. Please note that this is a full listing of reports and the list presented in Vianeta WebEMR is determined by group membership. Statistics The Statistics section displays current statistical information for the account, including: The Total Dictations, the number of dictations Pending Transcription (Ready status), the number of dictations Pending Approval, the number of dictations Approved, the number of dictations Printed and Filed, and the number of dictations Rejected. Page 163 of 206

170 The Top of Each Report Click on any report in the Reports screen. At the top of each report type will be some standard information and accessibility buttons. 1. The From and To dates can be manually entered but may not span more than 16 days for each report. Enter the dates for the first report and the same dates will appear for each report you run unless you change them. 2. Select the GO! Button to run the report. When the report is generated you can print it by clicking the Print data from the report will print. icon. All The left and right arrows scroll from page to page to view all the pages of the report. You will see the report name with the date and time the report was generated. The date range for the report and the status are displayed. The Header names in each column may be clicked to re-sort the information. Page 164 of 206

171 Statistics The Statistics menu provides access to the System Performance report. 1. Click on Statistics from the Reports menu to see the System Performance report. The display shows how many Dictations have been made over a period of time and the current status of those jobs. The name mentioned in the title: Job Statistics for... is the name of the currently logged in user. 2. To select consolidated information on the last four months, click on the Monthly option. Medical Records (MR) users can view the statistics for a single Physician or for all of the Physicians that are associated with that MR user. When an MR user is running the report, the name of the Physician is in the pull-down menu at the top: Page 165 of 206

172 3. To select consolidated information on the last seven days, click on the Daily option. Page 166 of 206

173 Summary Report 1. To access this report click on the Reports menu item and click your cursor on the Summary Report menu item. Summary Report shows the summary of the reports sorted by status in the specified date range. It shows the total number of jobs in Transcribed, esigned, Review & Locked etc. status for the date range mentioned. 2. Scroll down to view the corresponding graph: Page 167 of 206

174 Page 168 of 206

175 MRNErrors Report 1. To access the Medical Record Number Errors report click on the Reports menu item and click your cursor on the MRNErrors menu item. This report shows all jobs for which the dictating Physician enters a MRN that was later changed by an MT as the MRN entered by the Physician caused an incorrect or missing patient name. The MT had to use Patient Lookup in order to correct the problem. Included is the following information: Job Number, Location, Physician Name, Job Name, Actual MRN, and Virtual MRN. 2. Scroll down to see the corresponding data: Page 169 of 206

176 Page 170 of 206

177 QA Jobs by Work Type 1. To access this report click on the Reports menu item and click your cursor on the QA Jobs by Work Type menu item. This report will show all of the jobs that are in QA status and will be sorted by the Number of Jobs for each Work Type. You will also see the Latest Transcribed Date. 2. Scrolling down you will see a graph representing the listing above. Page 171 of 206

178 Page 172 of 206

179 QA Jobs Listing 1. To access this report click on the Reports menu item and click your cursor on the QA Jobs Listing menu item. This report will show a listing of the jobs that are in QA status and will display the Job Number, Physician Name, Work Type, MT Name, Date Dictated, Turn Around Time, Transcribed Date and Priority. Page 173 of 206

180 Page 174 of 206

181 QA Jobs Summary 1. To access this report click on the Reports menu item and click your cursor on the QA Jobs Summary menu item. This report will show a summary of the jobs that are in QA status and will display the Location Name, Number of Jobs, Oldest Date Dictated and Total Dictation Minutes. Page 175 of 206

182 Page 176 of 206

183 Ready Jobs by Work Type 1. To access this report click on the Reports menu item and click your cursor on the Ready Jobs by WorkType menu item. This report will show a listing of the jobs that are in Ready status sorted by Work Types and will display the Location Name, Number of Jobs and Oldest Date Dictated. 2. Scrolling down you will see a graph representing the listing above. Page 177 of 206

184 Page 178 of 206

185 Ready Jobs Summary 1. To access this report click on the Reports menu item and click your cursor on the Ready Jobs Summary menu item. This report will show a summary of Ready jobs and will display the Location Name, Number of Jobs, Oldest Date Dictated and Total Dictation Minutes. Page 179 of 206

186 Page 180 of 206

187 TAT Reports Aggregate 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports - Aggregate menu item. This report will show a total (aggregate) of the Turn Around Times for all QA and NON QA jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Date Dictated. 2. If there is more than one Work Type, scroll down to see a graph representing the listing above: Page 181 of 206

188 Page 182 of 206

189 TAT Reports for Non-QA Jobs 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports for non-qa Jobs menu item. This report will show the Turn Around Times for all non-qa jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Date Dictated. 2. Scrolling down you will see a graph representing the listing above. Page 183 of 206

190 Page 184 of 206

191 TAT Reports for QA Jobs 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports for QA Jobs menu item. This report will show the Turn Around Times for all QA jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Date Dictated. 2. Scrolling down you will see a graph representing the listing above. Page 185 of 206

192 Page 186 of 206

193 TAT Reports Aggregate (Transcribed Date) 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports - Aggregate menu item. This report will show a total (aggregate) of the Turn Around Times for all QA and NON QA jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Transcribed Date. This report is based on Transcription date instead of Dictation date. Basing the reports on Dictation date instead of Transcription date ensures that reports based on Turn Around Time will show consistent results for a given date range, regardless of when the report is run. The existing TAT reports based on Dictation date showed reports that were dictated and transcribed for a specific date range. Reports that were dictated during that date range but were not yet transcribed would not show up in the report; however, if that same report was run for the same date range a day later, the number of transcribed reports could increase. For example: For the date range of 1/1/03-1/8/03, say there were a total of 100 dictations, 95 of which were transcribed by the time the report was run on 1/9/03. The remaining 5 were transcribed later in the day on 1/9/03. Running the report again on 1/10/03 (or even later in the day on 1/9/03) would show 100 reports, where running the report a day earlier showed If the listing includes multiple work types, a graph will be generated below the report: Page 187 of 206

194 Page 188 of 206

195 TAT Reports for Non-QA Jobs (Transcribed Date) 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports for non-qa Jobs menu item. This report will show the Turn Around Times for all non-qa jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Transcribed Date. This report is based on Transcription date instead of Dictation date. Basing the reports on Dictation date instead of Transcription date ensures that reports based on Turn Around Time will show consistent results for a given date range, regardless of when the report is run. The existing TAT reports based on Dictation date showed reports that were dictated and transcribed for a specific date range. Reports that were dictated during that date range but were not yet transcribed would not show up in the report; however, if that same report was run for the same date range a day later, the number of transcribed reports could increase. For example: For the date range of 1/1/03-1/8/03, say there were a total of 100 dictations, 95 of which were transcribed by the time the report was run on 1/9/03. The remaining 5 were transcribed later in the day on 1/9/03. Running the report again on 1/10/03 (or even later in the day on 1/9/03) would show 100 reports, where running the report a day earlier showed If the listing includes multiple WorkTypes, a graph is generated below the report. Page 189 of 206

196 Page 190 of 206

197 TAT Reports for QA Jobs (Transcribed Date) 1. To access this report click on the Reports menu item and click your cursor on the TAT Reports for QA Jobs menu item. This report will show the Turn Around Times for all QA jobs and will display the Work Types, Number of Jobs of that Work Type, Average Expected Turn Around Time, Average Turn Around Time and Location Name. This is based on Transcribed Date. This report is based on Transcription date instead of Dictation date. Basing the reports on Dictation date instead of Transcription date ensures that reports based on Turn Around Time will show consistent results for a given date range, regardless of when the report is run. The existing TAT reports based on Dictation date showed reports that were dictated and transcribed for a specific date range. Reports that were dictated during that date range but were not yet transcribed would not show up in the report; however, if that same report was run for the same date range a day later, the number of transcribed reports could increase. For example: For the date range of 1/1/03-1/8/03, say there were a total of 100 dictations, 95 of which were transcribed by the time the report was run on 1/9/03. The remaining 5 were transcribed later in the day on 1/9/03. Running the report again on 1/10/03 (or even later in the day on 1/9/03) would show 100 reports, where running the report a day earlier showed If the listing includes multiple WorkTypes, a graph is generated below the report: Page 191 of 206

198 Page 192 of 206

199 Transcribed Reports by Work Type 1. To access this report click on the Reports menu item and click your cursor on the Transcribed Reports by WorkType menu item. This report will show all of the Transcribed jobs for each Work Type by Location Name and will display the Latest Transcribed Date. If the report includes multiple WorkTypes, a graph based on that data will be included beneath the listing. Page 193 of 206