My RMH Medical Record User Guide

Contents User Experience... 2 Recommended Browsers... 2 Alternate Languages... 2 Home Page... 3 Visits Page... 5 Diagnosis/Conditions Summary... 6 Reports... 7 Vitals... 9 Medications... 10 Appointments... 12 Download My Data... 13 Share My Data... 14 Sharing Your Data with another My RMH Medical Record User (Self-Proxy Access)... 15 Guidance on Self, Parent/Guardian, & Legal Custodian Enrollment... 17 Managing Your Account... 19 Account/Profile Settings... 19 Login Issues... 19 Frequently Asked Questions (linked to RMHOnline.com site; click the Help and FAQ link) If this User Guide does not answer your questions, you may contact us at SRMH_portal@sentara.com or (540) 564-7200. 1 06/05/14

User Experience My RMH Medical Record User Guide Recommended Browsers For the best user experience, we recommend the following browsers: Internet Explorer version 9 or above, or current versions of Chrome and Firefox. What is a browser? Your browser is the application that you use to access and browse the Internet. Mobile browsers like Safari also work, but the site is not designed for mobile devices. However, a mobile site is in development and coming soon! If the portal text and icons are too small, hold down your keyboard s Ctrl key and press the + key to enlarge them. Hold the Ctrl key and press the key to reduce the size. Please note that Sentara RMH Medical Center cannot provide support for browser related issues. Alternate Languages The portal has the option to translate the site text into alternate languages. Spanish (Español) translation is offered and Russian and Arabic are under development and coming soon. While the site text is translated (web pages and forms), the health information data is not. Information in reports and other data presented through the portal will be in English. You can change the language from the login page. 2 06/05/14

Home Page Start your visit on the Home Page, which displays an overview of your health information available in the portal. Under the My Personal Information section, you can view your contact information or upload your picture. Simply click the "Edit" link under your contact information or select "Settings" in the upper right corner of the Home Page to change your information. Use the My Visit History section as a quick snapshot of the health information that is available for you to view in the portal, with new items referenced. Clicking on the links in My Visit History section will take you to the corresponding page for that information. For example, click on "[#] visits" to go to the Visits Page. You can quickly navigate back to the Home Page at any time by clicking the Home tab. Manage your personal health information in My Health Information. You may add additional information in this section, but when you update allergies, medications, procedures and medical conditions here the nurses and providers within the hospital will not see those changes and they 3 06/05/14

do not become part of your official medical record. It is for your safety that those questions be asked each time you are patient to capture up-to-date information. The purpose of My Health Information is to provide a way for you to add to the information you find in your portal record for your own reference or to share with others, including doctors and other providers. You can share this information with others from the Share tab. Under the My Appointments section, you can catch up on your outpatient visits and get more information on each visit by clicking on the Click here to view all appointments at the bottom of the page or the APPOINTMENT tab at the top. You may also be able to view future, canceled, no show and attended visits. 4 06/05/14

Visits Page View your health information by visit or encounter on the Visits page. Sentara RMH Medical Center does not provide all the data compiled during your visit in the portal. Nurses notes, STD tests, pathology reports and HIV tests are examples of tests that do not go to the portal. You may go to the Release of Information desk or Health Information Management office to request copies of any of those documents. The List of Visits shows your encounters or visits in reverse chronological order highlighting the most recent visit first. It gives you the type of visit, account number, primary provider, visit 5 06/05/14

location and the reason for the visit. You can distinguish between types of visits based on the icon next to the visit date. The Selected Visit section to the right of the screen shows all of the information available for you from the selected visit. You can open the collapsed sections by clicking on the down arrows. You can collapse open sections by clicking the up arrows. The number of items in each section displays after each section's title. Click on the hyperlinks (highlighted areas that are underlined) in each section for additional information. Some links take you to another part of the portal, while other links may take you to another web site. Diagnosis/Conditions Summary From the Home page, you can access the Diagnosis/Conditions Summary link under the My Visit History section. You can also access it from the Visits page from the top menu. 6 06/05/14

Here you can look at the diagnosis or condition codes determined by your provider. By clicking the linked code you are redirected to a web page that gives a more detailed coding description if desired. Reports The Reports page lists reports generated for a given visit. Examples are discharge instructions, lab and microbiology reports, diagnostic imaging reports, and other provider reports. The Reports page is accessed from the Reports tab from the top menu, or you can click the [#] Reports link from under the My Visit History section on the Home page. The most recent report is always listed first with new indicated if you have not read it. You can also use the Find feature to narrow the list of reports displayed. 7 06/05/14

You can scroll and search for the desired report and use the arrow tabs near the bottom of the page to tab to other reports. When you highlight or click on a report, it pulls up details of the test. Above the Details arrow, the hospital/clinic visit the report was generated is displayed. Use the Find more information link to access external reference information on the test or condition. 8 06/05/14

Vitals The Vitals page contains many of the vital sign measurements recorded during a particular visit. You can access the page from the Vitals tab at the top menu or from the My Visit History section of the Home page. The Vital sign measurement sets are listed individually in the left pane. You can select a particular set to display the details to the right. Click the Vitals Summary link to list all vitals for a particular visit or across all visits. You can also filter the Vitals Summary list for specific vital sign types and/or change the view to summarize for all visits. 9 06/05/14

Medications The Medications Page contains all the current home medications that your provider instructed you to take when you were discharged from the hospital. You can access this page by clicking on the Medications tab from the top menu or from the My Visit History section of the Home page by clicking the [#] medications link. 10 06/05/14

Medications prescribed for you are listed in the left pane. Selecting a medication displays the detail to the right. Click the Find more information link to access external reference information on the medication if you would like to do further research. You can also view medications given to you during your hospital stay. You may do this from the Visits page by clicking the visit you wish to view. Once the visit is highlighted, click on the Medications group on the right side under the Selected Visit section and click on the medication name to display the details. 11 06/05/14

Appointments The Appointments page is the area where your scheduled outpatient appointments are listed. You can access this page by clicking on the Appointments tab from the top menu or from the My Appointments section of the Home page. Appointments are listed in the left pane. Selecting an appointment displays the detail to the right. Use the arrows to collapse or expand sections. There are several functions on this page to request a new appointment or request a change or cancellation, as well as to add appointments to your calendar and setup reminders. If you are a Sentara RMH Medical Group patient, you may click the link to access their portal for your provider appointments. 12 06/05/14

Download My Data My RMH Medical Record User Guide You have the ability through the portal to view your hospital data, download the information to your own computer or USB device, or transmit your information to another provider or a third party of your choice. You can access this function through the Download My Data tab from the top menu. Reference the explanations on the right side to select the preferred document format from the menu on the left. You can preview the document before downloading. Choose the preferred option and click the Download button. Note that different browsers handle the download process differently where some (like Internet Explorer) will prompt you for where to save the file while others (like Chrome and Firefox) download automatically to a folder defined in the browser settings. 13 06/05/14

Share My Data The portal provides the ability to download your information to your computer or a flash drive, send information via secure email, and also print your information to carry to your next provider visit if desired. You can also send to a third party system via URL if needed. Click the hyperlinks (highlighted and underlined text) and follow the directions provided. Note that the Download My Data feature referenced previously is one of the options under the Share feature. There are other ways to download, print or share specific items through the Email, Save, and Print menu options. These options will email, save or print the specific portal item selected, such as a report, medication, appointment, etc. Note that the Email option here and under the Share tab utilizes secure email to protect your personal health information. The recipient will receive an email indicating that they have received an email message that has been encrypted for privacy and security, providing a link to a secure site where the email recipient will have to register and login to open the email message. 14 06/05/14

Sharing Your Data with another My RMH Medical Record User (Self-Proxy Access) While using the portal, you have the ability to share portal access with other family members or friends as needed. Click on the Allow all or some of my information to be viewed by another My RMH Medical Record user link from the Share tab to get started: Please read the associated text which gives you further information. Then click the small Share button at the lower right hand side of the screen and complete the form. Each time you click in a box on the left hand side, hints and directions are provided on the right side to assist you. You have the option to provide Full access, View Only, or Custom access selecting specific information that the person is allowed to view. You can also choose how long you will give this person access (option to expire). 15 06/05/14

Caution: When choosing Full access, you are giving that person the ability to not only change your information in My Health Information section on the Home page, but also the ability to share your information with anyone else they choose. It is our recommendation that you choose the View Only or Custom access when sharing your information. When you click OK when complete, the screen will show you the share name of the person with whom you are sharing, their email, whether they have accepted the invitation and the access you granted them. You can stop sharing your information at any time by clicking the checkbox for the share record and then clicking the Stop Sharing button. This will immediately revoke their access. You can revoke access when it is granted by you AND when legal custodian access is granted by Sentara RMH Medical Center upon a person providing us documentation that they have legal rights to your information. Bottom line, you control access to your health information. Upon granting share access, the system sends the following email to the person you requested. When they click the hyperlink click here, it will give them the option to accept or reject the invitation and provides directions on how to add your profile to their account or to set up an account if they do not have one. When they accept, the status in your Share screen will change from Pending to Active. If they reject the invitation it will display as Rejected. If they have not acted upon the invitation it will show as Pending until the 7 days has expired. 16 06/05/14

If the Share recipient does not have an account, they may sign up for My RMH Medical Record. If they already have an account, they may log in as they normally do which will add the shared profile to their portal account. They can change to the shared profile from the top-right menu and click Go to access your portal information. Guidance on Self, Parent/Guardian, & Legal Custodian Enrollment Self-Enrollment: You must be at least 18 years of age with a valid email address to have a portal account. Parent/Guardian Enrollment: For children 13 years or younger a parent/guardian may register for access to the child s information, but when the child reaches the age of 14 the access is revoked due to state laws governing access to some types of health information for young adults. To reinstate the access, the parent and the young adult together must complete forms to register for access. Here is a guide for assistance: 13 years and younger: Parent may register for access to their child s information under the parent s portal account. Access will automatically revoke upon the child s 14 th birthday. 17 06/05/14

14-17 years of age: My RMH Medical Record User Guide A 14-17 year old must have a current email address and will be the main owner of the portal account, but must have the signature of the parent to open an account. They can then share the portal with their parent if they so choose using the previously referenced Share My Data feature. The parent does not have access to their young adult s portal unless the young adult grants this access. To enroll a minor 14-17 years of age, the forms can be downloaded and printed from the RMHOnline.com website, filled out then faxed, mailed or emailed to the Health Information Management office (540-564-7274) and access can be given to the minor. Please refer to the Forms section located on the RMHOnline information page. When the minor reaches 18 years of age there is no change to the portal account. They are then considered to have an adult portal account and may continue to grant access as desired. Legal Custodian Enrollment: This is access to someone else s portal information over the age of 18 where you have documented guardianship or legal rights to their health information. An example may be access to health information for an older parent who is incapacitated, etc. The legal document that is required is a Healthcare Power of Attorney. A general or financial Power of Attorney or an Advance Directive is not valid to enroll in a legal custodial portal account. Sentara RMH Medical Center advises the use of Self-Enrollment for the older adult and then sharing their portal with their adult child through the Sharing feature. For information on how to manage this sharing, see the Sharing Your Data with another My RMH Medical Record User (Self-Proxy Access) section of this User Guide. 18 06/05/14

Managing Your Account My RMH Medical Record User Guide Account/Profile Settings You can manage your account settings through the Settings tab at the top-right of the screen. Here you can mange your Account Settings for email address, password and security questions. The Manage Profiles link is another way to get to the shared profiles you setup through the Share feature. Under the Profile Settings section you can update your contact information, site picture, and configure default appointment reminders. The Change Contact Information link provides a form to change your address or phone number, and this information is routed to a Sentara RMH Medical Center staff person who will update the information in the hospital system. You will not see the change within the portal until the hospital system is updated. Login Issues If you have trouble logging in, click the link to reset your password or retrieve your username. You will need to know the email address to which the account was registered. In addition, you will need to know the answers to your challenge questions to reset your password. If you forget your password AND your challenge questions you must contact us and re-enroll in the portal. 19 06/05/14