MESSAGE CENTER MESSAGE CENTER. Medical Informatics Physician Education Program (901) Methodist Healthcare June 2012 v.

Transcription

1 1 The Message Center is located in the onechart Organizer. It is a tool used to assist providers with managing electronic documents, orders and messages. The Inbox Summary allows providers to manage the Message Center workflow using the following tabs: Inbox and Proxies. (The Pools tab is not available for use at this time.) The Message Center Toolbar contains various functions. The category that is selected in the Inbox tab will determine which toolbar functions will be active. The Inbox Summary Workspace displays a list of documents, orders or messages when a category in the Inbox tab is selected. Click the column headers in the Inbox Summary Workspace to sort and rearrange column items. Items displaying in bold font in the Inbox Summary Workspace have not been opened. Double-click an item in the Inbox Summary Workspace to open it. The item will display in a new tab, which allows navigation between the Inbox list and the item. Click the X on the tab to close the item. Comments wrap in a tool tip displaying the entire comment when it is wider than the column width on Items listed in the Inbox Summary Workspace. In order to view the comment, position the mouse cursor over a comment in the Notification Comments column of an item listed.

2 2 INBOX The Inbox tab contains the following categories: Display, Inbox Items, Work Items and Notifications. The Display field contains timeframe options for viewing inbox items. The Inbox Items category contains the following sub-categories: Documents, Sign, Review, Orders and Messages. The Work Items category contains the following sub-categories: Saved Documents, Paper Based Documents and Documents to Dictate. The Notifications category contains Sent Items and Trash. The Inbox sorts various categories such as Documents, Orders, Messages, Saved Documents, Documents to Dictate and Sent Items. INBOX ITEMS DOCUMENTS The Documents category in the Inbox folder displays documents the provider needs to sign or review. Manage Inbox Documents The Message Center allows providers to Review, Sign, Sign/Review and Forward, Refuse, and/or Modify a document. 1. Select the Documents category or the Sign or Review sub-categories in the Inbox Summary. 2. The tab displays with a list of documents to sign and/or review. Double-click a document from the list. 3. The document opens in a separate tab with the Action Pane located at the bottom. The Action Pane default selection will be either Sign or Review. a. To sign the document and forward it to another provider to sign or review, select Additional Forward Action and then select Sign or Review from the dropdown menu. Search and select the recipient in the To field. b. To refuse to sign or review a document, select Refuse and a reason from the dropdown menu in the Reason field. 4. Click Next to finalize the action or click OK and then click the tab X to finalize the action and remove the document from the inbox or click OK & Next to finalize the action, remove the document from the inbox and open the next item. NOTE: Please be aware that if OK & Next is utilized on the last item in a category, the next item to open will be in the following category. Modify an Inbox Items Document To modify documents in Message Center perform the following steps: 1. Open the document in the Inbox Summary Workspace. 2. Click the Modify icon in the toolbar or right-click within the document and select Modify from the dropdown menu.

3 3 3. The Modify Document window displays. 4. If the document is a saved document (Preliminary Report): a. Complete documentation directly within the document. b. When documentation is complete, click Sign. c. The document displays with a Final Report status. 5. If the document is a signed document (Final Report): a. Enter information under *Insert Addendum Here. b. Click Sign. c. The document displays with the notation: Document Contains Agenda 6. Click Next in the Action Pane to remove the document and open the next item listed in the Inbox tab. ORDERS Approve an Inbox Order The Orders category contains orders placed by non-physicians that require physician approval. To approve an Inbox order: 1. Select the Orders category in the Inbox Summary. 2. The Orders tab displays with orders listed in the Inbox Summary Workspace. Double-click an order from the list. 3. The order displays with the Action Pane located at the bottom of the window. Approve (No dose range) is the default selection in the Action Pane. 4. Click Next to finalize the action or click OK and then click the tab X to finalize the action and remove the document from the inbox or click OK & Next to finalize the action, remove the document from the inbox and open the next item. NOTE: Approving orders in batch results from the Inbox Summary Workspace is not recommended since Multum drug checking is not completed when this is performed. Refuse an Inbox Order If an order is sent to a provider s Inbox in error, the provider may refuse the order. To refuse an Inbox order: 1. Select the Orders category in the Inbox Summary. 2. Double-click an order from the list in the Orders tab in the Inbox Summary Workspace to open it. 3. Select Refuse in the Action Pane at the bottom of the window. 4. Select a reason from the dropdown menu in the Reason field. 5. A comment may be added in the Comments field. 6. Click Next to finalize the action or click OK and then click the tab X to finalize the action and remove the document from the inbox or click OK & Next to finalize the action, remove the document from the inbox and open the next item.

4 4 NOTE: Refusing an Inbox order does not cancel or stop it. To cancel or stop an order, select the Orders menu option within the patient chart, right-click the order, select Cancel/DC from the dropdown menu, click Sign and then click Refresh. MESSAGES Providers may use Message Center messaging to send or receive general messages and to save to a patient s chart. NOTE: Messages should NOT contain time sensitive data. Currently, Due and Remind dates & times should not be set when sending messages. Message Center Toolbar Certain Message Center Toolbar functions become active when an item is selected in the Inbox Summary Workspace. Communicate: Allows a provider to create a new message by clicking the dropdown menu and selecting, Message. The New Message window will display. NOTE: The New Message window toolbar allows the user to change font and message characteristics, insert templates and manage auto text. Open: Opens a selected message, document or order. Reply: Replies to a selected message. Reply All: Replies to all recipients. Forward: Forwards a selected message. Delete: Deletes a selected message. Message Journal: Allows providers to review all Inbox messages for a selected patient. Select Patient: Allows providers to view all messages involving the selected patient. Select All: Selects all messages in view. Save a Message to a Patient Chart A patient may be associated to a new message or when replying to a received message. If a message is to be saved to a patient s chart: 1. Enter the patient s last name in the Patient field. 2. Click the Binoculars. 3. Select the appropriate patient name and encounter in the Patient Search window.

5 5 4. If a new message is being created, enter the recipient s name in the To field. If replying to a message, the recipient will automatically populate in the To field. NOTE: A recipient name entered in the To field will display with a light blue background and a red X at the end when creating a new message, replying to or forwarding a message or forwarding a document. This feature will improve the ease of editing recipients. To delete a recipient name from the To field, click the red X. 5. If a new message is being created, enter a subject in the Subject field. If replying to a message, the subject will automatically populate in the Subject field. 6. Enter the appropriate message in the Message area. 7. Click Save to Chart. 8. Click Send. NOTE: If Save to Chart is selected, the As: field will become active and display Phone Msg. When the message is sent, the message will be a permanent part of the medical record and will be located in Notes in the PHONE MESSAGES folder. NOTE: If a message is deleted in Message Center, but has already been saved to a patient s chart, the message will NOT be deleted from the patient s chart, only from the Inbox. Auto Text The Auto Text functions may be used when forwarding an item listed in the Inbox Summary Workspace, when sending a message or when replying to a message. To insert Auto Text when replying to a message, perform the following steps: 1. Select the message in the Inbox Summary Workspace to highlight it. 2. Click Reply in the toolbar OR double-click the message to open it and click Reply in the toolbar.

6 6 3. If displaying at the top in the body of the message, click in front of <Add Text> or <Add Addendum> and then click Enter to remove it. 4. Begin typing the saved Auto Text abbreviation and click Enter when the blue box containing the abbreviation displays. The saved Auto Text will populate the message. NOTE: Auto Text may also be inserted by using the right-click function within the body of the message, select Insert Auto Text from the drop down menu, select the appropriate phrase to insert from the Select Phrase to Insert dialog box and click OK. The Recipient Validation Window The Recipient Validation window displays when attempting to send a new message or when attempting to forward an item to a recipient without onechart access or Message Center access. Click Cancel in the Recipient Validation window to return to the New Message dialog window of the item being sent. The recipient's name will remain in the To field. Changes to the recipient and other attributes of the item may be made prior to sending. NOTE: Clicking OK will return to the New Message dialog window and automatically remove the recipient from the To field.

7 7 WORK ITEMS The Work Items category contains the following sub-categories: Saved Documents, Paper Based Documents and Documents to Dictate. The Saved Documents category contains saved documents created in the Notes, PN_DOC and PNED Menu options within the patient chart. Providers may complete and sign saved documents from within Message Center using this category. The Paper Based Documents category contains requests sent by Health Information Management for paper document deficiencies. A Paper Based Document request will display as a Preliminary Report with the following statement: This is a paper based document. After the provider has completed any deficiencies on the paper based document, HIM will remove the request from the provider s inbox. The Documents to Dictate category contains outstanding dictation notices sent by Health Information Management. A Document to Dictate request will display as a Preliminary Report with the following statement: This is an anticipated document. When the provider has completed the dictation and HIM has transcribed the dictation, the request will be removed from the Documents to Dictate category and the transcribed document will display in Sign under the Documents category to be signed by the provider. NOTIFICATIONS The Notifications category contains Sent Items and Trash. PROXIES The Message Center allows providers to access other providers Inbox items using proxy authorization. This allows another provider to perform activities other providers have authorized. GRANT PROXY AUTHORIZATION 1. Click the Proxies tab located in the Inbox Summary. 2. Select Manage. 3. The Setup window displays with the Manage Proxy tab defaulting open to the Given proxy view. 4. Click Add at the bottom of the Proxy Given By Me section. 5. Enter the provider s last name in the User field in the New Given Proxy section. 6. Click the Binoculars icon next to the User field to search for the provider if there are multiple matches.

8 8 NOTE: To grant proxy to more than one user, use the down arrow to move the current user to the Additional Users field. One user name must remain in the User field. If all names are listed in the Additional Users field, the provider will not be able to save the proxy. 7. Specify a Begin Date and End Date to define the provider s proxy access timeframe. 8. Select an item from Available Items to grant itemized proxy to the provider. 9. Click Grant to add the item to Granted Items. NOTE: Grant All will transfer All Available Items to Granted Items. 10. To remove an item(s) from Granted Items, click Revoke All or select the item(s) and click Revoke. 11. Click Accept & Next to place the provider in the Proxies Given By Me section of the Setup window. 12. Click OK at the bottom of the Setup window. 13. The Commit Progress window displays with the message Settings saved successfully. Click OK.

9 9 14. Select a user name in the Given tab or Received tab and then click Details to view proxy details on proxies given or received. 15. Select the user name to highlight it in the Given tab and then click Remove to remove a proxy provider. NOTE: A recipient of a proxy will receive an inbox message notification when the provider gives or removes a proxy. Access a Proxy Provider s Inbox To view a proxy provider s inbox, click the Proxies tab, click the dropdown arrow in the Proxy field and choose the provider name from the dropdown menu. To select a timeframe for viewing items in a proxy inbox, click the dropdown arrow in the Display field and select an option from the dropdown menu.