Total Record Getting Started Guide

Transcription

1 Total Record Overview Total Record is the electronic medical records system used at InVision Human Services. Total Record maintains information about the programs at InVision and the clients participating in those programs. Managing client information, such as health care providers, medical appointments, annual plans and incident reports, to name a few, removes the need for paper files and forms and minimizes the duplication of effort. InVision is committed to the ongoing and increased use of Total Record to manage client information and to the increased efficiencies and availability of information that it provides. This Getting Started Guide will guide you through accessing Total Record, logging in and getting familiar with navigating the software. In addition to this Getting Started Guide, there are detailed instructions on the specific use of many areas and features of Total Record at InVision. There is also an extensive Total Record User Guide developed by the software vendor that explains additional features and functionalities available in Total Record. For access to these additional resources, please contact your supervisor/manager. Accessing Total Record The Total Record software environment is housed on InVision s corporate office servers and is accessible in two ways, (1) from within the offices using Internet Explorer OR (2) from outside the offices using Citrix. Both will be discussed below: 1. Accessing Total Record from a computer at InVision s corporate or remote offices To access Total Record from a computer that is at InVision s corporate or remote offices, including accessing Total Record from a View virtual machine (if applicable), open Internet Explorer and type in the browser s address window. You can also create a desktop shortcut or save this address in your browser s favorites for ease of access in the future. NOTE: Internet Explorer is the only approved internet browser application for Total Record. Some features will not work as intended in other browsers. 2. Accessing Total Record from outside the offices using CITRIX To access Total Record from outside the offices, including access from any residential home, log into InVision s Citrix environment and click on the Total Record icon as shown on the Applications Main screen.

2 Logging into Total Record Once Total Record is opened, you can log in using the same username/password combination used to log into your InVision issued laptop/desktop and/or your login to Citrix and InVision . Your Total Record login will always match your InVision main network login, therefore, when your InVision password expires and is changed, your Total Record password will change automatically as well. The Total Record login will resemble the below main login screen. Enter your User Name: and Password: and then click [Login] or press the enter key on your keyboard. 2

3 Total Record General Navigation Once logged into Total Record, by default, the first screen that appears is the Demographics screen in the Consumers area. Your job role and the security associated with that role, will determine what information is accessible to you when you log in. The tabs show below are the tabs associated with a Supervisor s screen. Each section of the header area in the below picture is described below: Main Navigation Tabs Category Tabs Screen Selection Tabs There are three sets of tabs available for navigation through the Total Record screens, each of which is associated with the selected tab above it. 1. At the highest level are the Main Navigation Tabs. Defaulted to Consumers, select another tab to run reports or setup configuration as needed. 2. The Category Tabs are associated with the selected Main Navigation Tabs and categorize screens under that Main Navigation area. Under the Consumers tab are tabs such as Demographics, Incidents, Health Information and Progress Notes. 3. Finally, under each selected Category Tab is potentially a set of Screen Selection Tabs which specifically displays a screen based on the selection. Throughout these training documents, you will be guided to select each tab appropriately in order of level. Therefore, the Consumers Demographics General tab will define each of the levels of Main Navigation Category Screen Selection appropriately. Finding and Navigating a Client s Information To find a client and display that client s information, use the Consumer Name drop-down selection menu as shown below. Consumer drop-down selection and Search There are many ways to find a client. 3

4 1. Select the drop-down arrow to see an alphabetical list starting with clients whose last name starts with A. The More Results at the end of the list will expand the list more. When you locate the client you are looking for, select their name to display their information. 2. Begin to type the last name of the client to narrow the selection drop-down and then select the client name. 3. Type the Consumer ID number in the Consumer Selection field and select the client. NOTE: Consumer ID number is not the same as the InVision assigned Project Code. 4. Click on the red Advanced Search link to display a search box that provides other useful searching options as shown and described below: a. First Name type in the client s first name to display a list of all clients with that first name and select the client appropriately. b. Case Number type in the client s project code in the format 999, where 999 is the client s unique 3-digit project code. 5. Once the search information is entered, click on the [Search] button or press the enter key on your keyboard to display that client s information or display all clients who meet that search criteria as shown below. Click on the Select link to go to that client s demographics information. 4

5 General Navigation Icons All screens throughout Total Record have similar navigation features. Understanding the navigation and action tools and icons will help you throughout the system. Each tool, icon or action are described below: The Add New Links Any place in Total Record where adding additional information is possible, you will see an Add New. link under the Screen Selection Tabs or somewhere else appropriately on the page as shown below on the Contacts tab. In this example, clicking Add New Contact will allow for the entry of an additional contact for this client. More information on Client Contact information specifically is available in other training materials. Edit/Save/Undo/Delete icons Any place there is data that can be changed, the Edit/Save/Undo/Delete icons will show on the right side of the screen next to the information that is editable as shown below: Each icon is described below: a. Edit - click the Edit icon to edit the information in the row or on the page. b. Save - after editing the information in the row, always remember to click on the SAVE icon to save the changes that were made. c. Undo - after editing the information in the row, if you would prefer NOT to save the change, click the Undo icon to undo any changes that were made. d. Delete - click the Delete icon to delete the entire row of information. You will NOT be asked to confirm your delete action so please be careful using the delete icon. Selecting/Entering Dates When entering information, many times a start and/or end date are necessary fields. To enter a date, do one of the following: a. Type the date in the date field in the mmddyyyy format without any special characters (/) or (-). The software will autoformat the date with the backslash (/) as shown below: 5

6 b. Click on the calendar icon to display the current month s calendar so the date can be selected on the calendar. To advance to a future month click the [Mo+] link, future year click the [Yr+] link. To select a past month click the [-Mo] link or past year click the [-Yr] link. Select a day link to close the date box or click the [Close] link at the top right corner of the box. c. The date selected will then display in the date field appropriately. Summary These instructions were designed to give you an overview of how to access, log into and navigate Total Record at InVision Human Services. Additional training information is available to specifically discuss other areas of the software appropriately. Some features shown or discussed above may or may not be available to you based on your job and security role. Additional information For additional information on navigating Total Record in any specific area of the software, please reference the comprehensive Total Record User Guide or contact your supervisor/manager for more information. 6