eclinicalworks V10 Immunization User Guide

Transcription

1 eclinicalworks V10 Immunization User Guide eclinicalworks Interfaces Implementation Revision 1

2 INTRODUCTION Purpose The purpose of this Immunization User Guide is to help users with an overview of how an electronic interface works in eclinicalworks. This guide explains how to set-up various immunizations related sections needed for the interface to successfully transmit patient information from eclinicalworks to state registry. Additional features that are supported by our interface have also been described. The information in this guide is for uni-directional immunization interfaces in which patient immunization records are transmitted from eclinicalworks to state registry.

3 Updating Emergency Contact, VFC status NOTE: Recommend to update those fields for all patients < 19 years old In order to update the Emergency contact/vfc status, click on the Blue icon as shown below. Search for the respective patient, select the respective patient and then click on the Patient Info icon as shown below.

4 In order to update the Emergency contact, click on the Select button next to emergency contact.

5 Fill in the fields shown below. Mandatory fields are indicated by the red asterisk *. Then click on the OK button.

6 To update the VFC status click on the Additional Information - Additional Info - button as shown below:-

7 Choose the appropriate VFC status for the patient from the drop down as indicated below. Then click the OK button:-

8 Looking up immunizations: 1. The list of immunizations can be found under the EMR menu. 2. From the EMR menu, select the Immunizations/Therapeutic Injections option and then click on Immunizations/Therapeutic Injections. 3. The Immunization window opens:

9 4. Select one of the following options from the drop-down list at the top of the window: All - View all immunizations in the system. Active - View only the active immunizations in the system. Inactive - View only the inactive immunizations in the system. 5. To search for an immunization, enter the desired text in the Find field. 6. To browse through results one page at a time, click the < Prev or Next > buttons.

10 Adding New Immunizations: 1. From the EMR menu, select the Immunizations/Therapeutic Injections option and then 2. Click on Immunizations/Therapeutic Injections. 3. The below window opens:

11 4. Click the New button:- 5. Select Immunizations or Therapeutic Injections from the drop down menu. 6. Fill in the Immunization/Thera peutic Injection Name. 7. Click the Select button next to the CPT Code 8. Search for the appropriate CPT code. 9. Select the appropriate CPT code and click the OK button.

12 10. Click the Select button next to the CVX code. 11. Choose the appropriate CVX code and click the Select button. 12. Click on the Select button next to the Administration code.

13 13. Select the appropriate administration code and then click on the OK button. 14. Fill in the Dose information and click on the OK button.

14 15. Select the VIS Information and then click Add to document VIS Date and Vaccine Name 16. For Immunizations that do not need to be sent to the State Registry, uncheck the Export to the State Registry box. This option is not available when documenting Therapeutic Injections.

15 Managing Lot Numbers: From the EMR menu, select the Immunizations/Therapeutic Injections option and then click on Vaccine Lot Numbers. Click the New button and Lot Number window opens. Fill in the Lot Number, Expiry Date, VIS Date, Dosage, No of Doses, Doses Remaining. Click the Sel button next to Manufacturer and select the appropriate

16 Manufacturer from the list. If the Manufacturer code is not present in the list then click on the new button and add the appropriate manufacturer. Once the Manufacturer has been selected, click the OK button. Then choose the facility, Lot type, and NDC Code as well. Lot type indicates if this Immunization is Government supplied (VFC), non VFC, and Patient brought in. Click the Add button next to Immunization and choose the appropriate Immunization from the list.

17 VXU BASED IMMUNIZATION WORKFLOW CURRENT IMMUNIZATION: In order to document a current immunization: a. An appointment for the vaccine will need to be created in ecw and Progress Note will need to be accessed. b. In Progress Note scroll down, select Immunization. As displayed on the screen shot below. c. This will take you to the Immunizations/Therapeutic Injections screen. d. Click on the Add button.

18 2. Once in the Immunization Details screen, here you will fill all information pertaining to the vaccine. When done click the OK button or Save and New to document another Immunization for the patient.

19 The trigger to send the Immunization records to the State Registry is selecting Administered and Ok button.

20 PAST / HISTORIC IMMUNIZATION In order to document Past/Historic appointments we will need to access the Patient Hub. The workflow is illustrated below: Past/Historical Immunizations information will need to be entered via the Patient Hub. Search for the patient. Select the patient name (highlight in blue) Upon selection the Patient Hub will populate. As displayed on the screen shot below: Select Patient Name From Patient Hub, select Imm/T.Inj

21 When the Immunizations/T. Injections screen populates. Start by selecting ADD Once in the Immunization Details screen, here you will place all information pertaining to the vaccine. Select Y for vaccine given in the past. When done click the OK button. Immunization Interface Dashboard - Functional Flow Details ecw Immunization Dashboard has the capability to generate the reports on Immunization orders for a given date with the following status information. 1. Sent successfully 2. Sent Failed to send 3. Not yet sent 4. Not qualified to send.

22 INTERFACE DASHBOARD The navigation steps to Interface Dashboard from ecw application are as follows: Click on File -> Interface Dashboard It will open the Interface Dashboard screen with default Clinical tab selected. Click on Immunization tab from the above screen.

23 Now select the OUTBOUND menu item from Reports menu on the left side pane. It will display the default selected items as follows: Interface Name: Name of the immunization interface. Date Between And: The current date Status: Sent with two check boxes checked- Successfully Sent and Failed to send. When you select the appropriate Status filter and click on Run Report button, it will display the immunization records accordingly.

24 Statuses: Successfully sent check box when selected and clicked on Run Report button, will display all the immunization records sent successfully to registry between the given dates selected. Failed to send check box when selected and clicked on Run Report button, will display all the immunization records failed to send to registry (between the given dates selected). Not yet sent drop down when selected and click on Run report button, will display all the immunization records generated in the system between the given dates and waiting for the interface task to pick up and send them to the registry. Not qualified to send drop down when selected and click on Run report button, will display all the immunization records generated in the system between the given date range, but not qualified to send them to registry due to the following reasons. Consent is not given Patient is older than the age criteria Lot number is empty for current immunization Encounter is not locked Immunization is deleted Patient demographics missing or patient belongs to different state Message Rejected

25 Run Report button when clicked on the down arrow, will give you two options. Export and Print. The option export when selected will export the report to MS Excel (xls) and allows opening or saving the xls file. The option print will allow you to print the report generated.