axiUm 4.5 Chart Tracking Manual · Chart Tracking Manual Modified: 6-May-10 3 of 17 Chart Out Tab This tab allows you to search for and display all charts that are checked out

Chart Tracking Manual Modified: 6-May-10 1 of 17

Contents Introduction ...................................................................................................................................... 2 Chart Tracker Tabs .......................................................................................................................... 2

Chart Requests Tab ..................................................................................................................... 2 Chart Out Tab .............................................................................................................................. 3 Chart History Tab ......................................................................................................................... 3 User History Tab .......................................................................................................................... 4

Field Definitions ............................................................................................................................... 4 Chart In ........................................................................................................................................ 4 Chart Out ...................................................................................................................................... 5 Chart Tracker ............................................................................................................................... 7 Chart Tracking Setup ................................................................................................................... 8

Setting up axiUm for Chart Tracker ............................................................................................... 10 Set up Chart Tracker .................................................................................................................. 10 User Setup for Students ............................................................................................................. 11

Using Chart Tracker ....................................................................................................................... 12 Searching Charts ....................................................................................................................... 12 Submitting Chart Requests ........................................................................................................ 12 Scanning Charts Out .................................................................................................................. 12

Scanning Out Today ............................................................................................................... 12 Scanning Out for a Future Date ............................................................................................. 13

Scanning Charts In..................................................................................................................... 14 Calculating Status Indicators ..................................................................................................... 14 Releasing Chart Locks ............................................................................................................... 15 Deleting Chart Requests ............................................................................................................ 15 Printing Chart List ...................................................................................................................... 16

Troubleshooting ............................................................................................................................. 16 No Beeps on Scan ..................................................................................................................... 16

Chart Tracking Manual

Version 4.81


Introduction

Manage patient charts using the Chart Tracking module. You can request charts and scan charts in and out.

Chart Tracker Tabs

Chart Requests Tab

This tab allows you to search for and display all submitted chart requests.


Chart Out Tab

This tab allows you to search for and display all charts that are checked out. At the end of a clinic session, or the end of the day, chart room personnel can generate a list of charts that have not been returned.

Chart History Tab

This tab allows you to search for and display a history of chart movements within the system. For example, you can search for all events for an individual chart number, across a date range, and see all users that had access to the physical chart, including the dates and times of each provider.


User History Tab

This tab allows you to search for and display a full history of the movement of charts within the system for an individual user.

Field Definitions

Chart In

Chart # Input

This field displays the patient’s chart number. If you scan a chart, this is where axiUm displays the chart number. If you enter it manually, this is where you will enter the chart number.

Chart #

This read-only field verifies the chart number you scanned or entered.

Patient Name

This read-only field verifies the name of the patient when you scan or enter a chart.


Chart Area

This read-only field verifies the location of the chart.

Search Alt Chart First

If alternate chart numbers are used the search can be set to search for an alternative match before searching the main chart numbers. Note: if there are actually two physical charts that share the same record number, there may be a discrepancy. When the chart is scanned out twice (once using the chart number and again using the alternate chart number) and one of them is scanned in, the system assumes both charts are in. In this situation the users chart time out or number of charts out may not be correct.

Chart into Location

This drop-down field is the physical location where you are currently scanning the charts into.

Close

This button closes the Chart In window.

Chart Out

Scan Charts Out For

This section tells the system what request date to look for and what date and time to stamp the chart out.

Current Date /Time

Select a date/time or a user input date and time can be used for pre-scanning charts for the next day. The time setting has no effect on the chart out function finding the chart request, only the date is used. The time is only used when marking the time the chart went out. If there are more than one chart requests for the same chart in a single day the one found will be the one for the earliest appointment.

The Charts considered out as of setting can be set to the Current Time for the current time or the Out for time if the date and time input by the user are to be used as the checkout date and time.


Date / Time

This option is used when you are scanning charts out for a future date.

Date

This option is available if the date/time option is selected. The Date option displays the future date you want the chart out.

Time

This option is available if the date/time option is selected. The Time option displays the time for the future date you want the chart out.

Chart Out Without Request

This checkbox allows providers to check out charts without submitting a request. Selecting this checkbox displays additional information in the Chart Out window.

Location

This drop-down field displays the location that the chart is to be taken to after checking it out without a request.

User Login

This field displays the name of the provider who is checking out the chart without a request.

Days

This field displays the number of days the provider is checking out the chart without a request.

Hours

This field displays the number of hours the provider is checking out the chart without a request.

Reason

This field displays the reason why the provider is checking out the chart without a request.

Chart Out With Override

Selecting this checkbox will override any chart locks that may be applied to the chart.


Chart Tracker

User

This field displays the user who charted out.

Chart #

This field displays the patient’s chart number.

Location

This drop-down field displays the location that the chart was charted into or out of.

Date From

This field displays the date from which the chart was scanned in or out.

Date To

This field displays the date to which the chart was scanned in or out.

Current Loc’n

This drop-down field displays the current location of the chart.

Time From

This field displays the time from which the chart was scanned in or out.


Time To

This field displays the time to which the chart was scanned in or out.

Group

This drop-down field displays the user group.

Sts Indicators

This checkbox means that axiUm calculate status indicators. For more information on status indicators, see section Calculating Status Indicators.

Setup

The Setup button displays the Chart Tracker Setup window to make changes to the defaults for the Chart Tracker module.

Release

The Release button is a chart lock override. Charts that are locked can be released and checked out using this command. This button is only available with the Chart Request tab selected.

Search

The Search command button causes the module to search for the chart requests matching the search criteria and the list sub-tab selected.

Chart Out

The Chart Out command button displays the Chart Out window. See section Chart Out for field definitions.

Chart In

A left click on the Chart In button will display the Chart In window. See section Chart In for field definitions.

Delete

The Delete command deletes the selected list item. This button is only available with the Chart Request tab selected as only chart requests can be deleted.

Print

Send the current list to the selected printer with the Print command.

Chart Tracking Setup


Chart-In Location

Select the default Chart-In Location for this workstation. This will be the default location this workstation returns charts to.

Search Alt Chart First

If alternate chart numbers are used the search can be set to search for an alternative match before searching the main chart numbers. Note: if there are actually two physical charts that share the same record number, there may be a discrepancy. When the chart is scanned out twice (once using the chart number and again using the alternate chart number) and one of them is scanned in, the system assumes both charts are in. In this situation the users chart time out or number of charts out may not be correct.

Show Chart Area Column

This turns on and off the display of the Area column in the sub tab list dialogs. This is the area of the chart room that the physical chart is stored in.

Chart considered out as for Out for Time

Charts are often scanned out ahead of time. This setting makes the time the chart is considered out the Scan Charts Out For: time set in the Chart Out window (see below) and not the current time by default.

Beep on scan

A sound is made when a chart is scanned in or is scanned out to verify the scan was made. The sound played for a successful scan differs from the sound played when a scan is unsuccessful or encountered errors.

Edit Chart Area when scan in chart

This option allows the chart area to be edited when a chart is scanned in. This option adds a second step to the check in procedure by requiring the save button to be pressed.

Identify Provider By

This option allows the provider lookup to be set to either the User Login or the Provider Code. When a user selects "Chart Out without a request" the window will dynamically change the field name to User Login or Provider Code as selected in the setup.


Setting up axiUm for Chart Tracker

AxiUm has the ability to completely lock a patient chart from a user security level under certain conditions. This is achieved through two levels of checks - lock warnings and lock errors. A warning will still allow a user to select a patient, an error will not. Some axiUm users require a complete chart lock because electronic chart Locks and setting a patient to inactive still allows some account activity such as scheduling.

Set up Chart Tracker

Setup allows the axiUm user to define the workstations default settings for Chart Tracker. Only users with a security level allowing access will be able to select the Setup button and make changes to the defaults for the Chart Tracker module.

To set up Chart Tracker:

1. Go to the Chart Tracker module.

2. Click on Setup.

axiUm displays the Chart Tracker Setup window.

3. Enter the fields and select from the options.

For a list of field definitions, see the section Field Definitions.

4. Click OK.

axiUm saves the settings and closes the Chart Tracking Setup window. The next time you open the Chart Tracker module, axiUm defaults to these settings.

If your institution has not converted all paper-based records to an electronic version, you need a way to flag the electronic charts so that they do not appear within the Chart Request screen.


To set up axiUm to use both electronic and paper charts:

1. Go to the Patient Info window’s Codes tab.

For instructions on opening the Patient Info window, refer to the axiUm User Guide for Rolodex / Patient Card.

2. Go to the Additional section.

3. Go to the Paper Chart check box.

If you leave this checkbox empty, axiUm does not submit a chart request when you book an appointment.

If you try to submit a manual request for a paper chart that does not exist, axiUm displays a warning. Areas that automatically do a chart request are blocked, and areas where the user expressly requests a chart now displays a warning.

User Setup for Students

To set up students for chart tracking:

1. Go to Maintenance module’s Users window.

2. Go to the Additional tab.

3. Go to the Charts section.

4. Select from the following:

Disable Auto Chart Request

Charts Locked From User

Max Charts

Max Hrs Out

For a list of field definitions, refer to the Maintenance module manual for the Office tab.

5. Go to Electronic Chart Locks.

Click on the ellipsis button and select a chart tracking lock to use.

For information on chart lock warning and errors, refer to the Maintenance module manual for the Office tab.


Using Chart Tracker

Searching Charts

To search for a chart:

1. Select a tab.

2. Enter the fields and options.

For field definitions, refer to the section on Field Definitions.

3. Click Search.

axiUm displays all items that match the search criteria.

Submitting Chart Requests

There are two types of requests you can make:

Manual

Automatic

For instructions on making manual and automatic chart requests, refer to the axiUm User Guide for Rolodex / Patient Card.

Scanning Charts Out

Scanning Out Today

To scan a chart out for today:

1. Click Chart Out.

axiUm displays the Chart Out window.

2. In the Chart # Input field, scan the barcode on the chart.

Alternatively, manually enter the number in the field.

3. Press Enter.

Alternatively, wait for the number of seconds of time-reading to expire, and axiUm will automatically register the chart number.

axiUm displays the chart number and patient name in the read-only verification fields. The chart is now checked out.

4. Click Close.

axiUm closes the Chart Out window.

If there are no requests for that chart on the date selected but there have been in the past an error window will be displayed.


If there are chart requests for that chart in the future but not on the date selected, an alternate error message will be displayed.

The Out for time option is invalid, is ignored, and marks the chart as out as of the current time and date if the Scan Charts Out For: is set to Current Date/Time.

The user can then type in the patient’s chart number or scan the barcode on the chart to mark the chart as out. If the chart has never been requested, axiUm displays a message.

If the chart that is entered or scanned cannot be found in the axiUm database axiUm displays the following message.

Scanning Out for a Future Date

To scan a chart out for a future date:

1. Click Chart Out.

axiUm displays the Chart Out window.

2. Select the date/time option.

3. In the Date field, enter the date you want to check out the chart.

4. In the Time field, enter the time for the date you want to check out the chart.

5. In Charts considered out as of drop-down field, select one of the following:


Current time

Out for time

For information about the options, refer to the section Field Definitions.



7. Press Enter.

Alternatively, wait for the time lapse to expire, and axiUm will automatically register the chart number.

axiUm displays the chart number and patient name in the read-only verification fields. The chart is now checked out.

8. Click Close.

axiUm closes the Chart Out window.

Scanning Charts In

To scan a chart in:

1. Click Chart in.

axiUm displays the Chart In window.



3. Press Enter.

Alternatively, wait for the number of seconds of time-reading to expire, and axiUm will automatically register the chart number.

axiUm displays the chart number and patient name in the read-only verification fields. The chart is now checked in.

4. Click Close.

axiUm closes the Chart In window.

Calculating Status Indicators

To calculate chart lock status indicators:

1. Go to the Chart Request tab.

2. Click on the Calculate Sts Indicators checkbox.

3. Click Search.

The Sts and Rel columns display the status and release.

Sts

This column displays the various types of chart lock statuses:

P – Patient Hold


U – User Hold

Rel

This column displays the various types of chart release statuses:

P – Patient Release. To display this, go to the Patient Card window’s Codes tab and select the No Chart Lock checkbox. Alternatively, go to the Rolodex module’s selection list, highlight the patient, right-click, and select No Chart Locks.

M – Manual Release. This means the chart lock has been manually overridden.

Releasing Chart Locks

The Release button is a chart lock override. Charts that are locked can be released and checked out using this command. This button is only available with the Chart Request tab selected.

To release a chart lock:

1. Calculate status indicators.

For instructions on calculating status indicators, refer to section Calculating Status Indicators.

2. From the list view, highlight an item.

3. Click Release.

axiUm displays the Chart Request Override Warning window.

4. Click Yes to manually override the chart lock.

axiUm displays an M in the Rel column to indicate that the chart is manually overridden.

Deleting Chart Requests

You can only delete chart requests. These are the items in the Chart Request tab. You cannot delete items from other tabs.

To delete a chart request:

1. Search for a chart.

For instructions on searching charts, refer to section Searching Charts.

2. From the list view, highlight an item.

3. Click Delete.

axiUm displays a message.


4. Click Yes.

axiUm closes the message box and deletes the selected item.

Printing the Chart List

To print the chart list:

1. Search for charts.

For instructions on searching charts, refer to section Searching Charts.

2. Click Print.

axiUm displays the Select Printer window.

3. Select a Printer.

4. Click Select.

axiUm prints all the charts on the list to the selected printer, similar to how they appear on the Chart Request tab’s list view.

Troubleshooting

No Beeps on Scan

Some workstations refuse to make a sound when taking charts out and the Maintenance - System - Station Options - Chart Tracking - Chart Tracking - BeepOnScan is turned on. This Beep is coming from the workstations speaker and there is a setting within Windows that can disable the speaker.

To correct this problem:

1. Open Windows Device Manager (Start - Control panel - System - Hardware tab).

2. In Device Manager click View and click Show hidden devices.

This will make Non-Plug and Play Drivers visible in Device Manager.

3. Expand Non-Plug and Play Drivers by clicking the plus and double-click Beep or right clicking on Beep and selecting properties.

4. Within the Beep properties window click the Driver tab.


5. Under the driver tab if you wish to temporarily enable this device click the Start button. If you wish to permanently enable this device under the Startup Type select System and then the start button.

Documents

axiUm 4.5 Chart Tracking Manual · Chart Tracking Manual Modified: 6-May-10 3 of 17 Chart Out Tab This tab allows you to search for and display all charts that are checked out