ADT EPR Provincial Manual 10 Getting Started in EPR Gateway Version Revision Date Course Length

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1 Provincial Manual Version 0.1 Revision Date Course Length 2014-May Minutes

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3 Table of Contents How to use this Manual?... 4 How this Manual is Structured... 4 Icons in the Guide... 4 User Roles... 4 PHIA and the Electronic Patient Record (EPR)... 5 Login to the EPR Gateway... 5 Maintaining EPR Login Credentials (Change Password)... 6 Need Help with User ID or Password?... 7 Opening the ADT EPR Application... 7 Screen Appearance First Time You Login... 7 Open ADT EPR from the Sidebar... 7 EPR Gateway Overview... 8 Application Sidebar... 8 Switch to a Different Application in EPR... 9 The EPR Gateway Icons Set ADT EPR to Open First Breadcrumb Trail User Notification Bar Main Content Areas May 30, of 13

4 HOW TO USE THIS MANUAL The EPR Manual is used as support material for training of end users, and support staff which assists with learning new software and how to use it with their daily work. A digital file and printed copy are available for distribution if needed as an easy to use reference. This manual may be used by the site to help train employees. The content in this manual is subject to minor adjustments and will be updated as required. This manual has been created to support Provincial Best Practices. HOW THIS MANUAL IS STRUCTURED This manual is divided into sections which provide a structured approach to help you apply your new skills to your job using the EPR Gateway. The manual sections consist of: An overview of a function Sub-sections explaining the required steps to perform functions Icons in the Guide This icon identifies a warning. The consequences of doing or not doing a certain action. This icon identifies a tip or a shortcut. USER ROLES When you login to ADT EPR through the Gateway EPR, the patients and applications that you can access are controlled by the security role assigned to you and by the privacy status of the patient. Security is role-based and allows the user access to the functions that they will use in ADT EPR. Examples of security types include: Type of User Registration Clerk Bed Management Clerk Management ADT EPR Viewer Description Users who will be registering patients Users who will be opening, closing, assigning beds Users who will be creating visit type changes, corrections Discharges & transferring patients User who will run management reports but may also do corrections and audits Users who will have view only access. May 30, of 13

5 PHIA AND THE EPR According to current PHIA legislation, each person is responsible for maintaining security of patient information as well as ensuring that only authorized personnel have access to patient information. The following must be followed by all staff and physicians: Users must always log in using their own user name and password (except in training) Users may not share their confidential password Users are not to use their security to access the EPR for another employee or individual Every time a user logs on to the EPR Gateway, the EPR application tracks who accessed patient files and any changes that were made to patient data LOGIN TO THE EPR GATEWAY 1. Double-click the My Citrix Apps icon on the workstation desktop. The My Citrix Apps window opens. 2. Double Click the EPR Gateway icon. -OR- Go to the Start button on your task bar located on the workstation desktop. 3. Select Citrix and then select Citrix Access Gateway. Note: Mandatory Fields must be filled in. 4. Enter User ID in the User Name field, as provided by your manager. Note: The User Name is not case sensitive (can be typed in capital or small letters). 5. Press the Tab key to advance the cursor to the Password Field or move mouse cursor into Password box and click May 30, of 13

6 6. In the Password field enter the password. Note: Passwords are case sensitive and may only include lower case characters and numbers. 7. Click on Login or press Enter on keyboard. Note: Asterisks (*) display in the password field instead of what you are typing. This is to prevent anyone from seeing your password as it is entered. 8. Click on the arrow at the bottom of the EPR screen to expand the Application Sidebar and choose ADT EPR. MAINTAINING EPR LOGIN CREDENTIALS (CHANGE PASSWORD) The combination of user name and password is the essential link to your ability to access patients and functionality in the EPR Gateway. You are forced to change your password the first time you login, and at regular intervals thereafter. You should initiate a change at any time when you feel the confidentiality of this information is at risk. Your password can be changed from the User Preferences Icon in the Gateway Toolbar. 1. Click on the User Preferences icon found in the Gateway Toolbar. The User Preferences window opens 2. Click on the Change Password link on the bottom left hand corner of the window. 3. Enter the Current Password, New Password and Confirm New Password. 4. Click on the Change Password button. PHIA Note: The Gateway will log activity by User ID. It is critical to change your password if you believe the security has been compromised. May 30, of 13

7 NEED HELP WITH USER ID OR PASSWORD? Note: For help with User ID OR Password Call the MB ehealth Service Desk at OR from outside Winnipeg call OR OPENING THE ADT EPR APPLICATION Screen Appearance First Time You Login Note: The first time you log into the EPR Gateway, the screen may appear as a blank grey screen. 1. To activate an application you will need to expand the Application Sidebar by clicking on the arrow at the bottom left of the screen. 2. The Sidebar will open and you will need to click on the application you wish to open. Note: This procedure will not have to be repeated again. Open ADT EPR from the Sidebar Users with more than one application are able to switch between multiple applications easily. The QuickPick feature allows the user to: 1. Open an application in the Main Content Area OR close an Application 2. Click on the ADT EPR on the sidebar option OR click the QuickPick arrow 3. Click the Open ADT EPR Tab May 30, of 13

8 EPR GATEWAY OVERVIEW Note: When using a shared workstation, check the User Notification bar to see who is currently logged in; if it is not your User ID, log out and login with your User ID and Password. Application Sidebar Allows the user to: Switch between the current application and another application easily (For users with more than one application) The QuickPick feature allows the user to: Open an application in the Main Content Area Choose a patient from a listing of 14 recently viewed patients Close an Application To access Sidebar: Click on the arrow May 30, of 13

9 Switch to a Different Application in EPR If you want to switch to another EPR Gateway application, but you have unsaved data, ADT EPR will prompt you to save the data before switching. ADT EPR considers that you have unsaved data in the application, if you have any of the following windows open: Patient Sequence Patient/Visit Sequence May 30, of 13

10 The EPR Gateway Icons Gateway Icons Recently Viewed Patients Allows you to access your recently viewed patients within the applications. Currently not in use. User Preferences If you have access to more than one application within the EPR Gateway, you can designate which one to open as the default application. This default application will be the one to open each time you login to the EPR Gateway. You can still access the other applications if the default application is not the one you want to use. Setting the Default Application: 1. On the Gateway Toolbar click the User Preferences icon 2. Click the General Tab 3. Choose the application to be set as the default application from the drop-down list 4. Click OK Suspend Session: The Suspend Session feature locks the current session after a predetermined amount of inactivity, preventing others from using the EPR with incorrect User Information. Manual Suspend Session: You can choose to suspend your session at any time by clicking on the Suspend Session icon found in the gateway toolbar. Automatic Suspend Session: After 7 minutes of inactivity the EPR will automatically suspend your session. It is best to log off the EPR or manually suspend your session when you need to leave a computer, rather than relying on the automatic suspension. Note: The suspended session will appear in the Window Task bar at the bottom of the screen. It will remain available on that computer for 30 minutes. If you do not resume the suspended session within that time frame, the session will be logged off. To prevent a session from being logged off, move your mouse or press any key on the keyboard. The suspended session can be quickly resumed at the same computer and will take you back to the same screen you were working on before your session was suspended. The same user can have sessions suspended on multiple computers at the same time. Other users can use the EPR on the same computer while your session is suspended. To resume a suspended session: 1. Click the session in the Task Bar at the bottom of the screen with your User name on it 2. Enter your EPR Password 3. Press Enter on the keyboard OR click the Resume button Note: You must resume an inactive session before logging off or shutting down the EPR Gateway. May 30, of 13

11 Shutdown Gateway Closes the EPR Gateway and all applications you are currently logged in to. You should log off the EPR Gateway: Anytime that you need to leave the computer unattended, to prevent unauthorized access to the system If another user wants to use the computer EPR Gateway automatically logs you off the system after a set number of minutes of non-use (i.e. the keyboard or mouse have not been used). This feature prevents others from using the system with your User information should you leave the system running. When the system automatically logs you off, all work that has not been saved is lost. Log off the system using the Toolbar Icon 1. Click the Logoff icon in the Gateway Toolbar OR Press the F12 key Note: Clicking on this icon or pressing F12 lets you exit and close the system immediately, regardless of which application you are in. To exit out of the EPR Login Screen 1. Click on the Exit button on the top right of the Login Screen. Help Access Online Help (Reference Guide) for the current application in the main content area. Online Help is available no matter where you are in the application. Access Online Help from any Scheduling EPR Window 1. Press the F1 key OR From the menu, select Help > ADT EPR Help Topics The Online Help window appears 2. The topic for the window you are currently looking at will show on the screen OR click on table of content (toc) and search for the information you require. May 30, of 13

12 Set ADT EPR to Open First If you have access to more than one (1) application, you can designate which one to open as the default application 1. Click on the User Preferences icon found in the Gateway Toolbar. The User Preferences window opens 2. Click on the General tab. 3. From the First Open Solution dropdown list, select ADT EPR. 4. Click the OK button Breadcrumb Trail o o Tells you the current application and current tab you are on. Allows direct access to any application listing by clicking on application name and highlighting the new application. User Notification Bar Displays: o o o Current user login name and role Current date and time Current environment May 30, of 13

13 MAIN CONTENT AREAS Depending on which application you open your screen view may look as follows: Scheduling EPR ADT EPR Clinical EPR EDIS May 30, of 13