Quick Reference Guide. Topbar

Transcription

1 Quick Reference Guide Topbar Topbar LinkedEHR App <1.0> August 2015

2 Organisation Contacts Sydney Office Pen CS Level 1, 35 Moore St LEICHHARDT NSW 2040 Phone: + 61 (0) Fax: +61 (0) Document Owner Matthias Merzenich Training Programs Manager Phone: matthias.merzenich@pencs.com.au Melbourne Office Pen CS Level 6, 3 Bowen Crescent Melbourne VIC 3004 Phone: Fax: SUPPORT FREECALL support@pencs.com.au Document Control Version Release Date Modified By Description Matthias Merzenich Initial Release 9 September 2015 PAGE 2 of 16

3 Contents 1. PRE-REQUISITES TOPBAR LINKEDEHR PROJECT PCEHR (NASH) CERTIFICATE RELEVANT DOCUMENTS INTENDED AUDIENCE GLOSSARY OF TERMS CONFIGURING YOUR SYSTEM FOR THE LINKEDEHR APP TOPBAR SETTINGS... 6 PCEHR Certificate... 7 HPI-O... 8 HPI-I USING LINKEDEHR REGISTERING A NEW PATIENT WORKING WITH REGISTERED PATIENTS PATIENT HISTORY TAB Sending New Shared Health Summary Sending New Clinical Metrics Opening LinkedEHR Record in Browser PROVIDER HISTORY TAB TROUBLESHOOTING September 2015 PAGE 3 of 16

4 1. Pre-requisites Topbar Pen CS Pty Ltd (PENCS) have developed Topbar as an adjunct to the GP Clinical Desktop System to deliver useful tools and decision support information for the primary care sector at the point of care. Topbar is designed to provide prompts and relevant information to all clinic staff based on the patients being seen and also those who are on the waiting list for the day. The user interface is minimalistic and allows the users to focus on the patient details and clinical information but provides important additional tools and information. Complete and accurate patient records are a key component of primary health care and Topbar assists all staff with this important aim. This document assumes that Topbar has been installed and the user has been registered. All screen shots were done on Windows 7 using Best Practice as clinical system. LinkedEHR Project LinkedEHR is the answer to managing patients with a chronic disease and a team of health professionals involved in their care. LinkedEHR is a care planning system that is specifically designed to provide a Shared Care Plan. It records goals, targets and referrals so that patients will receive the right level of care required for their chronic disease conditions. The system was developed by the Western Sydney Medicare Local (now WentWest PHN) in association with Ocean Informatics. Why to choose LinkedEHR? Gain clinical control over patient workflow A Shared Care Plan that is quick and easy to create and update Instant referrals and acknowledgement from Allied Health Professionals LinkedEHR is at no cost to practitioners or patients to set up or maintain the system. Please refer to for more information on LinkedEHR PCEHR (NASH) Certificate To successfully configure Topbar for the LinkedEHR you need to have your PCEHR certificate and the password that was provided with the certificate. The certificate can be on a CD/USB stick or already copied to a folder on your computer as long as you know where the certificate is located and have the correct password for the configuration. Relevant Documents Topbar LinkedEHR Quick Reference Guide This user guide describes how the LinkedEHR app in Topbar work this document Topbar MBS Prompts User Guide This user guide describes how the MBS prompts in Topbar work Topbar Single Sign On Quick Reference Guide This user guide provides instructions on how to set up Topbar to sign you in with your clinical system. Topbar User Installation Guide This user guide provides instructions on how to install the user client of Topbar 9 September 2015 PAGE 4 of 16

5 Topbar Installation and Setup Guide This user guide provides instructions on how to install and configure Topbar on the server Topbar User Guide General guide on Topbar user interface and usage. Topbar Patient Health Summary User Guide This user guide describes how the PHS app in Topbar work. Topbar Cleansing Prompts User Guide This user guide describes how the cleansing prompts in Topbar work. These guides are available from help.pencs.com.au/topbar.htm Intended Audience This document is for all users of Topbar participating in the LinkedEHR project by WentWest PHN and covers the configuration and use of the LinkedEHR app. Glossary of Terms Term BP CAT4 CKD CVD CM EHR GP Help Desk HI HPI-I HPI-O MBS MD NASH PCEHR SHS Topbar Definition Best Practice Clinical Desktop System PEN CS Clinical Audit Tool Chronic Kidney Disease Cardiovascular Disease Clinical Metrics Electronic Health Record General Practitioner PEN CS Help Desk Health Identifier Health Provider Identifier Individual Health Provider Identifier Organisation Medicare Benefits Schedule Medical Director Clinical Desktop System National Authentication Service for Health Personally Controlled Electronic Health Record Shared Health Summary A decision support software tool by PEN CS Table 1: Glossary of terms used 9 September 2015 PAGE 5 of 16

6 2. Configuring your system for the LinkedEHR app Before you can connect to the LinkedEHR, your clinical system and Topbar will need to be set up with the correct certificates and identifiers. This guide assumes that your clinical system (MD3 or BP) is already setup for Medicare billing and that you have the PCEHR (NASH) certificate in a folder on your computer or on disk/usb stick. Medical Director 3 Please see the details below to find your HPI-I and HPI-O in MD3: HPI-I is under 'Users' > 'Setup Users' HPI-O is under 'Tools' > 'Options', 'Practice' tab Best Practice Please see the details below to find your HPI-I and HPI-O to copy it to the relevant fields in Topbar: HPI-I is under 'Users' > 'Setup Users' HPI-O is under Setup ; 'Practice details' Topbar Settings To configure the LinkedEHR settings log on to Topbar and click on the LinkedEHR app Figure 1: LinkedEHR app Once the app is displayed full screen you need to click on the SETINGS tab. On this screen all missing fields need to be populated. Please follow the instructions below to add your details. Figure 2: LinkedEHR Settings 9 September 2015 PAGE 6 of 16

7 PCEHR Certificate To add the PCEHR (NASH) certificate click on the button and locate the certificate on your machine, select it and click on Open. This certificate is not the Medicare signing or encrypting certificate, it is issued for connecting to the PCEHR. Please contact Medicare for assistance if you have not been issued with a PCEHR (NASH) certificate yet. See for more information and to download the application. Figure 3: Locate PCEHR Certificate You will be prompted for the password that was provided with the certificate: Figure 4: PCEHR Certificate Password Enter the password and click on Save this will add the certificate to Topbar: Figure 5: PCEHR Certificate Added 9 September 2015 PAGE 7 of 16

8 HPI-O To update your organisations Healthcare Provider Identifier Organisation (HPI-O) you need to enter the provided number in the HPI-O field in Topbar and click on system: MD3: 'Tools' > 'Options', 'Practice' tab BP: Setup ; 'Practice details'. You can copy your HPI-O from the field in your clinical Figure 6: HPI-O Added HPI-I To enter your Healthcare Provider Identifier Individual (HPI-I) number you need to enter the provided number in the HPI-I field in Topbar and click on. You can copy your HPI-I from the field in your clinical system for your user name: MD3: 'Users' > 'Setup Users' BP: 'Users' > 'Setup Users' You will be asked to confirm your identity: Figure 7: HPI-I Identify Confirmation Once you have clicked on the Confirm button your HPI-I will be updated: Figure 8: HPI-I Added This concludes the setup in Topbar you can now use the LinkedEHR app. 9 September 2015 PAGE 8 of 16

9 3. Using LinkedEHR For a full description of the benefits and details on how to register for the LinkedEHR please see: Registering a new patient A patient with a valid Health Identifier (HI) who has not registered for the LinkedEHR can be registered through the app. Clicking on the LinkedEHR app in Topbar will open the app in full screen. Figure 9: LinkedEHR in Topbar for unregistered patient The Patient History tab in the LinkedEHR app will display the Register option as shown below: Figure 10: LinkedEHR Register Patient Clicking on the Register icon will open the same SHS data selection screen as for a registered patient please refer to the section below on how to select data and how to submit a SHS or CM to the LinkedEHR. Working with registered patients After opening a registered patient in your compatible clinical system, the LinkedEHR app changes appearance in your Topbar it will show the tick symbol indicating that the patient is registered. Figure 11: LinkedEHR app for registered patient 9 September 2015 PAGE 9 of 16

10 Figure 12: LinkedEHR Patient History Tab Patient History Tab This Tab allows to see existing shared health summaries (SHS) and event summaries (CM) that were uploaded from the logged on provider at this location, as well as uploading a new SHS or CM. You can also open the patient s record in your browser. The option Open in IE will ignore your default browser and open the online patient EHR in Internet Explorer. A patient will need a valid IHI Sending New Shared Health Summary Clicking on the Send New SHS button will open up a new screen allowing you to choose what to include in the SHS. Figure 13: Send New SHS The SHS selection screen is split into History/Problems/Diagnoses on the left and Medication/Administration on the right. You can select items manually by clicking in the tick box next to the item or use the options on top of the screen and choose between select All, None or Latest only. This can be done for both sides separately. By default any item with information in the patient record will be selected. 9 September 2015 PAGE 10 of 16

11 Figure 14: LinkedEHR New SHS Selection 1 Clicking on NEXT in the bottom right corner will show the next selection screen with Vital Signs on the left and Family History/Alcohol/Smoking related information on the right. The same options to select All, None or Latest are present and again all items with information in the patient record will be selected by default. Figure 15: LinkedEHR New SHS Selection 2 9 September 2015 PAGE 11 of 16

12 Clicking on NEXT again will open the Review and Submit screen. Here a preview of the SHS will be shown and a tick box is shown to confirm patient understanding and consent to share the data. The SHS cannot be uploaded unless the box is ticked. Figure 16: LinkedEHR Review and Submit Screen Clicking on SUBMIT will upload the SHS. The status of the upload will be shown in the patient history tab as the file uploaded is not very large this should normally take a short time only depending on your internet speed: Figure 17: SHS Uploading Once the upload is complete, the displayed information changes: Figure 18: SHS Upload Complete The Provider History tab will also show the new information: 9 September 2015 PAGE 12 of 16

13 Figure 19: LinkedEHR Provider History Tab Sending New Clinical Metrics The Clinical Metrics (CM) contains information about the current session and is normally uploaded after a patient has been seen. The CM don t repeat the information already included in the SHS but rather adds observation and other measurements taken in the current session and is meant to be updated frequently. Clicking on the SEND CLINICAL METRICS button will open the CM selection screen Figure 20: SEND CLINICAL METRICS icon The CM selection screen is split in two sections, Vital Signs on the left and Investigation on the right. All measurements in the patient record are shown but only the latest results are selected by default. This can be changed by manually editing the selection or by using the All, None, Latest option on top of the results: Figure 21: LinkedEHR CM Selection 1 9 September 2015 PAGE 13 of 16

14 The NEXT button on the bottom right will open the next screen: Figure 22: LinkedEHR CM Selection 2 By default the reason for visit and progress notes from the visit will be uploaded as part of the CM. Should you or the patient wish to exclude information from the progress notes this screen allows to edit the notes information can be removed or added by simply deleting parts of the notes or typing new information in the window. Please note that this will NOT change your patient notes in your clinical system, this will only apply to the Clinical Metrics to be uploaded! Clicking on NEXT will open the Review and Submit screen this will show the content of the CM to be uploaded and also has a tick box to declare patient consent to upload this CM. The CM can t be uploaded without ticking the box. Figure 23: LinkedEHR CM Review and Submit Screen 9 September 2015 PAGE 14 of 16

15 Clicking on SUBMIT will upload the CM. As for the SHS, the status of the upload will be displayed on the patient history tab and will change from Sending to Success on completion. Figure 24: CM Upload Success Opening LinkedEHR Record in Browser IE is the recommended browser as there might be some issues with other browsers if you are using a different browser and experience problems with the online portal please tick the box under the OPEN LINKEDEHR RECORD icon. Figure 25: Open LinkedEHR Icon Accessing the LinkedEHR through your browser will give you access to all information uploaded for the currently open patient in the Topbar LinkedEHR app you can only see what the current provider has uploaded. The browser access also offers access to reporting and care planning for full information on the capabilities and tools please refer to 9 September 2015 PAGE 15 of 16

16 Figure 26: LinkedEHR Browser Access Provider History Tab Any activity for the logged on provider will be displayed on this screen. Details of the SHS or CM that have been uploaded can be retrieved by clicking on the item name. Figure 27: LinkedEHR Provider History 4. Troubleshooting For further assistance with Topbar, please contact the Pen CS Help Desk on or 9 September 2015 PAGE 16 of 16