Sevocity v.12 Provider-Patient Data Exchange (PPDX) User Reference Guide

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1 Sevocity v.12 User Reference Guide support@sevocity.com

2 Table of Contents Product Support Services...2 About Sevocity v Terms and Definitions...3 Icons Used in this Guide...3 What is PPDX?...3 The Value of PPDX...3 Activation and Access...4 Using PPDX with Referrals...5 Using PPDX from Chart Tools...7 Provider PDX Inbox...8 Viewing Messages... 8 Sending Messages... 9 Importing C-CDAs and Attachments Product Support Services Sevocity offers live US-based support and ongoing web-based training free of charge for all customers. For questions not answered in this guide or to schedule a personalized training session, please contact a Support Specialist at , support@sevocity.com, or via the Contact Us option under the Help menu in Sevocity. About Sevocity v.12 Sevocity v.12 is ONC 2015 Edition compliant and has been certified by an ONC-ACB in accordance with the applicable eligible certification criteria adopted by the Secretary of Health and Human Services. ONC Certified HIT is a registered trademark of HHS. Page 2 of 13

3 Terms and Definitions Terminology used throughout this guide is specific to the language and function of Sevocity within the scope of the topic presented. C-CDA: A document format that enables a patient s clinical data to be transmitted from one Health IT system to another. Continuity of Care Document (CCD): A type of C-CDA that captures patient information for use in transitioning a patient from one provider or setting of care to another. Direct/Direct Exchange: Refers to the DirectTrust healthcare industry alliance, which created and maintains standards and policies for secure health information exchanges. Referral Note: A type of C-CDA that captures patient information for use in a referral from one provider or setting of care to another Icons Used in this Guide Recommended workflow System setup Workflow tip What is PPDX? Provider-Patient Data Exchange, or PPDX, is a Sevocity feature that allows encrypted communication between two parties using Direct Exchange (Direct) transport standards. Direct transport standards enable the secure and interoperable exchange of health information with other providers or settings of care also using Direct standards. Information sent through PPDX is encrypted at the start point and transmitted to the endpoint, where it is decrypted and displayed for the recipient. PPDX messages can be initiated from the Referrals section the chart or encounter, from Chart Tools, or created directly from the Provider PDX Inbox. The Value of PPDX Using PPDX supports the national strategy to transform healthcare by reducing costs and improving the quality of patient care by first promoting the transition from paper to electronic records and then creating opportunities for interoperability. Interoperability between Health IT systems improves patient safety and reduces administrative burden by streamlining documentation. PPDX is designed to be used with the ease of but without the concern of data security that presents itself when using unencrypted for information exchanges. Page 3 of 13

4 Activation and Access Customers who have not registered for PPDX should contact Sevocity Support at to begin the registration process. Once registration is completed, the PPDX account will be activated and ready to use. User access to PPDX is determined at the time of registration but can be updated upon customer request. The Provider PDX Inbox will display on a new tab on the Sevocity Desktop for users with PPDX access. Provider PDX Inbox A blue envelope icon will display in the notifications area when a new PPDX message is received. Double-clicking on the notification icon will navigate the user to the Provider PDX Inbox. PPDX notification icon In order to use PPDX to send information to another provider or setting of care, the provider or practice must be created as a Clinic Contact with a secure address. To create or update a Clinic Contact 1. Go Tools > Preferences > CLINIC > Contact List > Begin Edit 2. Click Add to create a new contact or select an exisiting contact and click Change to update the contact information 3. Enter the contact details for the person or business a. Type the provider or practice s secure address in the Secure field 4. Click Save to create or update the contact Page 4 of 13

5 Provider contact with a secure address Using PPDX with Referrals PPDX messages can be initiated from the Referrals sections in the chart or encounter. Sending a referral through PPDX electronically transmits the patient and referral information in a Referral Note C-CDA that can be viewed and incorporated into the patient s record by the receiving provider. To send a referral electronically: 1. From the Referrals tab in the chart or the Orders/Referrals tab in the encounter, select the referral to be sent a. The contact in the Refer to section of the referral must have a secure address 2. Click Send 3. Type a Subject and Message 4. If sending from the patient chart, click Add in the Past Encounters section to select an encounter to send with the referral and click OK a. If sending from the encounter, the patient information from the open encounter will be included with the referral 5. Lab results can be included by clicking Add in the Labs section and selecting the lab result(s) to be sent 6. Click OK to send Page 5 of 13

6 Sending a referral using PPDX A green arrow will display next to the referral, indicating it has been sent using PPDX. The contact to whom the referral was sent will also display in the referral view detail. Referral detail for referral sent using PPDX Page 6 of 13

7 Using PPDX from Chart Tools Sending a clinical summary through PPDX electronically transmits the patient s information in a Continuity of Care Document C-CDA that can be viewed and incorporated into the patient s record by the receiving provider. To send a clinical summary electronically: 1. From the patient chart go to Chart Tools > Send Clinical Summary 2. Populate the required fields of User, To, Subject, and Message 3. Select Summary of care record or Clinical summary from selected encounter a. If Clinical summary from selected encounter is chosen, a patient encounter must be selected to continue sending the clinical summary. Click Add in the Patient Encounter section to add an encounter b. Lab results can be included by clicking Add in the Labs section and selecting the lab result(s) to be sent 4. Click OK to send Sending a clinical summary using PPDX Sending a clinical summary from Chart Tools will create a record of the transaction in the patient s chart that can be viewed in the Past Encounters tab. Page 7 of 13

8 Message detail for a clinical summary sent using PPDX in the Past Encounters tab Provider PDX Inbox The Provider PDX Inbox displays messages received and also allows users to create and send new messages. Users with access to multiple PPDX accounts are able to filter the messages that display in the PPDX Inbox by selecting and deselecting the checkbox next to each account name in the To Filter section. PPDX Inbox with multiple accounts Deselecting the checkbox will only remove the messages from current the inbox view. This action will not delete or permanently remove any messages from the inbox. The PPDX Inbox refreshes automatically but may be refreshed on demand by clicking the Refresh button. Viewing Messages To read a message in the PPDX Inbox, select the message and click View. The message body and attachments will display Page 8 of 13

9 Viewing a message from the PPDX Inbox To delete a message, select the message and click Discard. A message will display to verify the user would like to discard the message before deleting it from the inbox. Once deleted, a PPDX message cannot be retrieved or restored. Sending Messages Providers may create and send messages directly from the PPDX Inbox or reply to or forward received messages. To create a new PPDX message: 1. Click New from the PPDX Inbox 2. Populate the required fields of To, Subject, and the message body 3. Click Add to select attachments to include (optional) a. Multiple file attachments are allowed b. Maximum size per file is 2MB 4. Click OK to send Page 9 of 13

10 Creating a new PPDX message Messages that are not successfully transmitted to the intended recipient will generate an Undeliverable message in the PPDX Inbox. To reply to a PPDX message: 1. Select the message from the inbox and click View 2. Click Reply 3. Populate the message body 4. Click Add to select attachments to include (optional) a. Multiple file attachments are allowed b. Maximum size per file is 2MB 5. Click OK to send To forward a PPDX message: 1. Select the message from the inbox and click View 2. Click Forward 3. Select a recipient in the To field 4. Populate the message body 5. Click Add to select attachments to include (optional) a. Multiple file attachments are allowed b. Maximum size per file is 2MB 6. Click OK to send Page 10 of 13

11 Importing C-CDAs and Attachments Messages in the PPDX Inbox may include attachments which can be viewed and stored or incorporated as structured data into a patient s chart. Attached files will display in the Attachments section of the message view. C-CDA files received as attachments can be reconciled and incorporated into a patient s chart. All other file types can be stored as imported documents. PPDX message with an image attachment To store an attachment as an imported document: 1. From the Provider PDX Inbox, select a message with an attachment 2. From the Attachments section, select the checkbox next to the file to import 3. Click Import 4. Click Select to search for and select a patient and select the I have verified the document belongs to the above patient checkbox 5. Click Next 6. Enter the following required document information: Type, Clinical Date, and Summary a. Provider is optional 7. Click Sign or Store to Chart Page 11 of 13

12 Storing an attachment to the patient chart The saved attachment can be viewed from the Imported Documents tab of the patient chart. C-CDA attachments can be reconciled and incorporated into a patient s chart or imported into a Reconciliation encounter if additional documentation is required. To reconcile and incorporate a C-CDA attachment: 1. From the Provider PDX Inbox, select a message with a C-CDA file attachment 2. From the Attachments section, select the checkbox next to the C-CDA file to be reconciled 3. Click Import 4. Click Select to search for and select a patient and select the I have verified the document belongs to the above patient checkbox 5. Click Next 6. Click Reconcile 7. Reconcile the file by selecting the checkbox(es) next to the problems, allergies, and medications to be incorporated into the patient s chart a. At least one problem, allergy, or medication must be selected to complete the reconciliation 8. Click Review 9. Review the incorporated data for accuracy and click Reconcile/Sign to complete the reconciliation or click Start Reconciliation Encounter to document additional information in a Reconciliation encounter type Page 12 of 13

13 Reconciling a C-CDA from the Provider PDX Inbox From the Attachments section of an open message, select the C-CDA file to be reconciled and click View to view the contents of the file prior to beginning a reconciliation. Page 13 of 13