Administrator's Reference Manual - THEMIS :: Login · Open the THEMIS website at https: ... 6. From the Profiles grid box, ... Administrator's Reference Manual March 2015 11

AVISTA, Incorporated®

P.O. Box 636 1575 East Business Hwy 151 Platteville, WI 53818

©2004-2006 Proprietary Information

Phone: (608) 348-8815 Fax: (608) 348-8819

Website: www.avistainc.com E-Mail: [email protected]

Amphion Medical Solutions Copyright © 2004 - 2015 phone: 608.227.0560|web: www.amphionmedical.com | fax: 866.769.4855

THEMIS ADMINISTRATOR’S REFERENCE MANUAL

Administrator's Reference Manual March 2015

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Amphion Medical Solutions – Copyright © 2004 - 2015

Table of Contents

1. INTRODUCTION 4

2. SETTING UP AND LOGGING IN 4

4. USING THE ADMINISTRATION MODULE 7

Creating Facilities 8 Editing Facility Descriptions 8 Creating a User 9 Deleting a User 10 Editing User Information 11 Alternate Image Location 11 Assigning Roles 11 Deleting Profiles 11

5. COMMON USER SELECTION CONTROLS 12

Delete 12 New 12 Save 12 Global 12 Facility 14 Coder 14 Chart Type 14 Routing 14 Proofer 14 Chart Priority 14 Scanned On Begin Date 14 Scanned On End Date 14 Discharge Date Begin Date 14 Discharge Date End Date 14 Completed Date Begin Date 15 Completed Date End Date 15 Account Number 15 Patient Name 15 MR Number 15 Diagnosis Codes 15 Procedure Codes 15 DRG 15 CPT/HCPCS 15 Other 15 Chart Status 15 Page Size 15

5. USING THE CHARTS MODULE 16

Assigning Unassigned Charts ....................................................................................................................16 Assigning Proofing Charts.........................................................................................................................16 Deleting Charts ..........................................................................................................................................17 Changing a Chart’s Routing ......................................................................................................................18 Changing the Chart Type ...........................................................................................................................18 Changing a Chart’s Facility 18 Changing a Chart’s Status 18 Changing a Chart’s Discharge Date 19


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Viewing the Chart Image 19 Editing the Chart 19 Viewing the Status of Charts 20

6. USING THE CODE MODULE 22

Installing the Coding Software 22

7. USING THE REPORTS MODULE 23

Viewing Reports 23 Running a Coding Productivity Report .....................................................................................................24 Running a Queue Status Report .................................................................................................................25 Running a Scanned Chart Report ..............................................................................................................26 Running a Coding Results Report .............................................................................................................27 Select All 28 Clear All 28 Cancel 28 View/Print 28 Export to Disk 28 Export to E-mail 29

9. USING THE AUDITS MODULE 30

Running a Chart Activity History Report ..................................................................................................30

9. USING THE SCAN MODULE 33

Installing the Scan Software ......................................................................................................................33

10. DATA SECURITY 34

Data Transfer .............................................................................................................................................34 Data Storage ..............................................................................................................................................34


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1. Introduction

The administration module is the central management tool for the Themis system. It allows an

administrator to complete various tasks throughout the flow of the system including the scanning of charts,

assigning of charts to coders, and assigning of coded charts to reviewers. This module has access to run and

print various reports to assist in managing status as well as the ability to add, update, or delete facilities,

users, and profiles.

2. Setting up and Logging in

Logging on to THEMIS

1. Open the THEMIS website at https://themis.amphionmedical.com

2. Enter your log in name and password in the dialog box.

3. Click the “Login” button.

4. Select your profile from the drop down menu.

5. Click “Select”.

Recovering a Forgotten Password

1. Open the THEMIS website at https://themis.amphionmedical.com

2. Enter your log in name in the dialog box.

3. Click the ‘Reset Password?’ link.

4. Enter the answer to your security question.

5. Click “OK”.

6. Retrieve your temporary password from your email.

7. Login using your temporary password.

8. Change your temporary password immediately upon logging in.

NOTE: A confirmation will display explaining that your password has been sent to your email account.

https://themis.amphionmedical.com/

https://themis.amphionmedical.com/


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Figure 1: Login Dialog Box

Updating Personal Information

1. Log in to the system. (See Logging on to Themis)

2. Click the ‘Personal Information’ link.

3. Type the appropriate information.

4. Click ‘Save’ when the information is entered.

5. Click ‘Done’ when you are finished updating.

NOTE: To assign the appropriate facility and profile responsibilities while updating your personal

information, choose the applicable facility from the drop down menu at the bottom of the screen and

choose ‘Assign.’ Choose the profile responsibilities by choosing ‘Update’ in the Facility Profile box, select

the boxes that correspond to your duties, and choose ‘Save.’

Resetting Your Password

When you open the Themis site, you will be prompted to change your password. To change your password,

complete the following steps:

1. Enter your new password information and click “OK.” See Figure 2.


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NOTE: Make sure your new password is at least 8 characters long and contains at least one

capital letter and one digit.

2. At the authorization and privacy screen, click one of the module tabs to continue using the site or

click “Log Off” on the upper right side of the screen.

Figure 2: Changing your Password


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4. Using the Administration Module

The Administration Module contains access to basic maintenance of the facilities, users, and the system

messages. The module allows the user to add, update, and delete facilities, user information, and system

messages by utilizing the following four tabs: Facilities, Personal, Profile, and Systems. See Figure 3.

Figure 3: Administration Module Section Tabs

Using the Facilities Tab While viewing the various facilities, you can choose to look at facilities that are active or inactive by

changing the status from the drop-down menu. See Figure 4. You also have the ability to expand your view

so that you are able to view child facilities that might fall under each parent facility; to do this, click the ‘+’

sign found to the left of the parent facility

Figure 4: Facility Status Field

Figure 5: Create New Facility


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Creating Facilities

1. Click the ‘Administrator’ Module.

2. Choose the ‘Facilities’ tab.

3. Click edit next to the facility you would like to add a child facility to. See Figure 4.

4. Click ‘Create New Child Facility’. See Figure 6.

5. Type the applicable facility information.

6. Click the ‘Done’ button. See Figure 6

Figure 6: Creating a New Facility Screen

Editing Facility Descriptions


2. Choose the ‘Facilities’ tab.

3. Click ‘Edit’ in the row that the applicable facility is located.

4. Type in the updated information.

5. Click ‘Done’.


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Using the Users Tab

Creating a User


2. Choose the ‘Users’ Tab.

3. Click the ‘Create User’ button. See

Figure 7: Creating a New User in the User Section

4. Type in the required user information. The required fields have a red asterisk next to them. See Figure

7.1. You may update additional fields as you wish.

Figure 7.1

5. Select the facility profile you wish to assign and click ‘Save and Assign’. See Figure 7.2.

Figure 7.2

6. From the Profiles grid box, click the ‘Assign’ button at the far right column. See Figure 7.3.

Figure 7.3


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7. Place a checkmark in the role(s) you wish to grant to the new user. See Figure 7.4.

Figure 7.4

8. Click ‘Update.’ See Figure 7.5.

Figure 7.5

9. Click ‘Save.’ See Figure 7.6.

Figure 7.6

10. The system will send an authentication email to the new user’s email address. See Figure 7.7.

Figure 7.7

Deleting a User


2. Choose the ‘Users’ Tab.

3. Click ‘Delete’ in the row that the applicable user is located.

4. Click ‘OK’ at the Alert.


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Editing User Information


2. Choose the ‘User’ Tab.

3. Click ‘Edit’ in the row that the applicable user is located.

4. Type in the updated information. See Figure 7.

5. Click ‘Save.’

6. Click the ‘Add’ button to add a user or click the ‘Done’ button to exit.

Figure 8: Editing or Adding User Information in the Users tab

Alternate Image Location This feature allows a facility administrator to assign a location where unencrypted chart images will be

saved to as a user is scanning in charts. This option comes with a very strong warning message indicating

the seriousness of using the feature. Extreme care should be taken in ensuring the location files are being

written to is safe, and restricted in who can access the images. Only UNC paths can be used, so the files

cannot be saved automatically to the user’s hard drive. The various fields that are on the Scan applications

main window can also be added to the filename to make the filename meaningful, yet dynamic. The key of

each of these variables is provided in the Alternate Image Location configuration. If for some reason the

user cannot write to the specified location, they will receive an error message and be unable to scan charts.

Using the Profiles Tab Assigning Roles

1. Click the ‘Administrator’ Module tab.

2. Choose the ‘Profiles’ tab.

3. Click the ‘Assign’ link at the end of the desired row.

4. Click the boxes that accompany the roles for that user.

5. Click ‘Update.’ You should be back at the main profile screen.

Deleting Profiles

1. Click the ‘Administrator’ Module tab.

2. Choose the ‘Profiles’ tab.


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3. Click the ‘Delete’ link at the beginning of the appropriate user’s row.

NOTE: When you click the ‘Delete’ link, the user’s profile is automatically deleted without an alert box to

verify the deletion.

5. Common User Selection Controls

Before understanding the Charts, Reports, and Audit module in details, you should learn the common user

selections that all of these modules use similarly. The user selections will appear on the top of the page

under the module tabs. See Figure 9. The user selection contains four buttons and a check-box. They

include the following:

1. Delete

2. New

3. Save

4. Global (check-box)

Figure 9: Common User Selections for Charts, Reports, and Audit Module

Delete

Clicking the “Delete” button will erase the file, text or specific data you have selected. In the certain

locations within the modules, an alert box will appear asking you whether you want to delete so be

certain the information is to be deleted.

New

Pressing on the “New” button will clear the content in the Filter Name box. This will allow you create a

new filter.

Save

The “Save” button allows you to save the current filter name. To create a different filter name, you

should use the “New” button.

Global

CLICKING THE “GLOBAL” CHECK BOX ALLOWS YOU TO ALLOW ALL USERS TO USE THE

SELECTED FILTER.


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Selection Fields Description

To specify a report search you can choose various fields to narrow down criteria. For an example, you will

be able to view the reports from a certain facility just by checking the facility box and by selecting the

specific facility name from the drop down menu. You can select all the fields or just a few to view or print

reports. Some of the fields have drop down menus to choose from while the other fields have to be typed in

manually. When running a specific report, these fields help narrow down the search. If you are looking for

a chart done by one specific coder all you have to do is to select the box for “Coder” and select that specific

coder’s name from the drop down menu and then press “Apply.” It will allow you to view or print all the

charts done by that specific coder. If you want to narrow down your search even further, you can choose

the “Chart Status”, “Chart Type”, “Patient’s Name” etc. to view or print a specific chart done by a specific

coder.

The following fields are available for you to choose from when viewing or printing a report. See Figure 10.

Figure 10: Reports Module – Initial page


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Facility

This field has a drop down menu, which allows you to choose a specific facility name in order to

view/print the charts only from that specific facility.

Coder

This field is a drop down menu, where you can choose a specific coder’s name from the drop down

menu in order to view/print reports done by that coder.

Chart Type

The Chart Type drop down menu allows you to choose from different types of charts. This menu

contains the following five types of charts: Inpatient, Outpatient (Diagnostics), Outpatient (Clinic),

Outpatient (Ambulatory Surgery), Outpatient (ER), and Interventional Radiology.

Routing

Routing is a drop down menu that lets you choose between the four routing fields: Coding, CCQM,

Training, Advice and Special Review.

Proofer

The Proofer drop down menu allows you to choose a specific proofer’s name to run a specific report

detailing charts assigned to that user to proof.

Chart Priority

The Chart Priority drop down menu allows you to choose from four different priority types including:

Low, Medium, High, and STAT.

Scanned On Begin Date

This box has a calendar area that allows you to choose a beginning date when the reports were scanned.

Scanned On End Date

This box also has a calendar area that allows you to choose an end date when the reports were scanned.

Discharge Date Begin Date

This box allows you to choose a beginning discharge date.

Discharge Date End Date

This box allows you to choose an end discharge date.

Coded On Begin Date

This box allows you to choose a beginning coded on date.

Coded On End Date

This box allows you to choose an end coded on date.


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Completed Date Begin Date

This box allows you to choose a beginning completed date.

Completed Date End Date

This box allows you to choose an end completed date.

Account Number

The account number is specific to a patient or chart. If you know the Account Number, enter it in this

box to find a chart instantly.

Patient Name

This box lets you type in a Patient’s name to view/print specific reports done on that patient.

MR Number

This box allows you to type in a specific MR number to find a chart.

Diagnosis Codes

This allows you to type in a diagnosis code in order to find reports based on that type of diagnosis.

Procedure Codes

This allows you to type in a procedure code in order to find reports based on that type of procedure.

DRG

Allows you to type in a specific DRG code in order to find reports that contain that specific DRG.

CPT/HCPCS

Allows you to type in a specific CPT/HCPCS code in order to find reports that contain that specific

CPT/HCPC code.

Other

This box allows you to type in any useful terms to view/print a report.

Chart Status

The Chart Status box has a field of its own. Once the “Chart Status” box is selected, it allows you to

choose from different status of charts. The different statuses a chart can be are Unassigned, Open,

Downloaded, Pending, Coded, Draft, Proofing, Updated, Abstracted, and Deleted.

Page Size

This is a special box and is only displayed when the “Coding Results Report” is selected. This box has a

field that allows you to type in a numeric page size. The maximum number of pages can be viewed is

200.


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5. Using the Charts Module

The Charts Module allows the user to add, update, and delete chart data with the help of various field

options. The initial screen can be seen in Figure 11.

Figure 11: Initial Charts Screen

Assigning Unassigned Charts

1. Click the ‘Charts’ module.

2. Select the “Assign” button in the Function drop down menu.

3. Select the “Chart Status” box.

4. Select the “Unassigned” box.

5. Click the “Apply” button. A list of the unassigned charts will appear.

6. Choose the chart you wish to assign by selecting the box to the left of the Account Number.

7. Choose the coder you wish to assign to the chart from the drop down menu. See Figure 12.

8. Click the “Assign” button.

9. Click on the “Done” button.

Assigning Proofing Charts


2. Select the “Chart Status” box.

3. Select the “Proofing” box.

4. Click the “Apply” button. A list of the charts that have been placed in proofing, but not yet assigned a

proofer will appear.

5. Choose the chart you wish to assign by selecting the box to the left of the Account Number.

6. Choose the proofer you wish to assign the chart to from the “proofer” drop down menu.

7. Click the “Assign” button.

8. Click the “Done” button.


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Figure 12: Assigning Charts

Deleting Charts


2. Select ‘View/Edit’ from the ‘Function’ drop down menu.

3. Choose the type of chart(s) you wish to delete from the Chart Status field.

4. Click ‘Apply.’

5. Click the box in the row of your selection(s).

6. Click the ‘Delete Chart’ button.


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Figure 13.1: Changing Chart Criteria

Changing a Chart’s Routing


2. Select ‘View/Edit’ from the “Function” drop down menu.

3. Enter the information needed in the fields to find your chart.


5. Select the box next to the chart you wish to change.

6. Check the ‘Routing’ box and select the Routing you want to change it to. See Figure 13.1.

7. Click ‘Change.’

Changing the Chart Type

1. Click the “Charts” module.

2. Click the ‘View/Edit’ module under the ‘Function’ drop down menu.




6. Check the ‘Chart Type’ box and select the Chart Type you want to change it to. See Figure 13.1.


Changing a Chart’s Facility



10. Choose the type of chart(s) you wish to delete from the Chart Status field.

11. Check the Facility box and select the facility that holds the chart that needs to be moved.



14. Select the facility you want the chart to be moved from the Facility drop down menu. See Figure

13.1.


16. Click ‘Done.’

Changing a Chart’s Status






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6. Check the ‘Chart Status’ box and select the Chart Status you want to change it to. See Figure 13.1.

7. Click ‘Change’.

Changing a Chart’s Discharge Date






6. Check the ‘Discharge Date’ box and select the Discharge Date you want to change it to. See

Figure 13.1.

7. Click ‘Change’.

Viewing the Chart Image





5. Click ‘Chart Image’ to view the chart. See Figure 13.2.


Editing the Chart





5. Click ‘Edit’ to edit the information associated with that chart. See Figure 13.2.

6. Edit the information as necessary. See Figure 13.3.

7. Click ‘Save’.



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Figure 13.2: View/Edit Chart

Figure 13.3: Edit Chart

Viewing the Status of Charts


2. Select ‘Status’ from the “Function” drop down menu.



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5. View the status of the chart. See Figure 14.

- If a chart is in pending the pending reason will appear in the column found on the right-hand

side of the screen.

- If the chart is in draft the draft reason will appear in the column on the right-hand side of the

screen.


Figure 14: Chart Status


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6. Using the Code Module

Installing the Coding Software 1. Choose the ‘Code’ module.

2. Click the “Install ChartView Coding Software…” link as seen in Figure 15.

3. Follow steps 2 -3, as shown in Figure 15.

**You must have Administrative rights to your PC in order to download the Themis software. If you do

not have Admin rights, please consult your IT support team for assistance.

Figure 15 – Code Module, Application Installation


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7. Using the Reports Module Viewing Reports

The Reports Tab allows the administrator to view and print reports. The following four reports can be run

by the administrator: Coding Productivity Report, Coding Results Report, Queue Status Report and

Scanned Chart Report.

Once the Reports tab is selected, the following window will appear. See Figure 16.

Figure 16: Reports Module – initial page

The administrator can choose the type of report desired from the drop down menu. If no other box is

selected from the initial page, pressing “Apply” button will open all reports to view/print.


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Running a Coding Productivity Report

1. Click on the “Reports” Module.

2. Choose “Coding Productivity Report” from the “Report” drop down menu.

3. If necessary choose any of the desired fields to narrow down the search. For example, choose

a specific coder to analyze which how many charts that specific coder has not completed.

4. Click on “Apply”.

Choosing Coding Productivity Report will display the production of coding of specific charts. See Figure

17 for details.

There are two user selection buttons in this screen: Print and Done. The user can either print the report by

clicking on the “Print” button or can go back to the “Reports” module initial screen by clicking on the

“Done” button.

Figure 17: Coding Productivity Report screen


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Running a Queue Status Report


2. Choose “Queue Status Report” from the “Report” drop down menu.

3. If necessary choose any of the desired fields to narrow down the search. For example choose

a specific facility to identify the status of specific charts assigned to that facility.


Choosing Queue Status Report will display the number of charts currently assigned to a specific facility. It

also displays the date the charts were scanned on, the types of the charts, and the reviewer/coders name to

whom the chart has been assigned. See Figure for details.

The Queue Status Report screen has two user selection buttons: Print and Done. You can either print the

report by clicking on the “Print” button or can go back to the “Reports” module initial screen by clicking on

the “Done” button.

Figure 18: Queue Status Report screen

Chart Status

Chart Type

Coder/Consultant

Facility

Date Scanned


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Running a Scanned Chart Report


2. Choose “Scanned Chart Report” from the “Report” drop down menu.

3. If necessary choose any of the desired fields to narrow down the search. For example, choose

a specific coder to find out what charts that coder has scanned.


Choosing the Scanned Chart Report will display the number of scanned charts. This page also displays the

chart type, Patient name, Account Number, DOS, Scan Date, Coded Date, and Date Comp (date of

completion). See Figure 19 for details.

Scanned Chart Report screen also has two user selections buttons: Print and Done. The user can either print

the report by clicking on the “Print” button or can go back to the “Reports” module initial screen by

clicking on the “Done” button.

Figure 19: Scanned Chart Report screen


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Running a Coding Results Report


2. Choose “Coding Results Report” from the “Report” drop down menu.

3. If necessary choose any of the desired fields to narrow down the search.


NOTE: Indicate number of pages desired before pressing “Apply.”

When report type “Coding Results Report” is selected from the drop down menu, instead of displaying the

reports it will display a list of reports. This page allows the administrator to select a specific report or all the

reports in order to view or print. The Coding Results Report screen has several user selection buttons:

Select All, Clear All, Cancel, View, Export to Disk, and Export to Email. The administrator can also

choose if running the report abstracts selected chart(s), and if the report should include any Pending Reason

the selected chart(s) have.

Figure 20: Coding Results Report


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The following components are used within the Reports module screens. In order to understand how the

Reports screen work, learn the buttons and fields explained below.

Select All

The “Select All” button selects all the displayed reports.

Clear All

The “Clear All” button will de-select the previously selected reports.

Cancel

The “Cancel” button will return you to the Reports Module – initial page. See Figure 20.

View/Print

Pressing this button will display the selected reports in a PDF file.

Export to Disk

This button allows the administrator to save a report either on the computer’s hard drive or onto a

disk. Complete the following steps to export to disk.

1. Press “Export to Disk” button.

2. Select “Save”. See Figure 22.

3. Then choose a location where the report to be saved.

4. Select “Save”. See Figure 22.

Figure 22: Save reports to Disk


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Export to E-mail

Clicking on the “Export to E-mail” button allows you to send a Coding Results Report to a specific email

with a text message as seen in Figure 23. A PDF file of the report will be sent to the email requested.

Figure 23: Export to E-mail sending screen


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9. Using the Audits Module

Running a Chart Activity History Report

The Audit module looks at the chart activity history for specified charts. To run a Chart Activity History

Report, complete the following:

1. Click on the “Audit” Module. See Figure 24.

Figure 24: Audit module – initial screen

2. Enter any information in the selection fields to find the chart you wish to audit.

3. Click on “Apply”. A list of possible charts that fit your selected criteria will appear. See

Figure 25.


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Figure 25: List of Possible Charts to Audit

4. Select the chart(s) you wish to audit.

5. Click the ‘Audit’ button. The Chart Activity Report will display. See Figure 26.

This screen displays the Date, Action taken on that date, the current Chart Status after

performing the action, a message explaining the action, and the user who performed action.


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Figure 26: Chart Activity Report screen


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9. Using the Scan Module Installing the Scan Software

1. Choose the ‘Scan’ module.

2. Click the “Install Scanning Software…” link as seen in Figure 27.

3. Follow steps 2 -3, as shown in Figure 27.

**You must have Administrative rights to your PC in order to download the Themis software. If you

do not have Admin rights, please consult your IT support team for assistance.

Figure 27: Scan Module – Installation screen


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10. Data Security This section discusses the data security features.

Data Transfer All data transferred over the internet is through the HTTP/SSL(HTTPS) protocol using the default port

(443). In addition to the data being encrypted by the HTTPS protocol all data is encrypted, prior to

transfer, using the Rijndael symmetric encryption algorithm. Request for data transfer over the internet are

further validated with username/password/pin number checks.

Data Storage All chart data stored on local PCs is encrypted using the Rijndael symmetric encryption algorithm.

Documents

Administrator's Reference Manual - THEMIS :: Login · Open the THEMIS website at https: ... 6. From the Profiles grid box, ... Administrator's Reference Manual March 2015 11