DataTrkWEBTraining Manual CCS WITH EXERCISES...Title Microsoft Word - DataTrkWEBTraining Manual_CCS_WITH_EXERCISES.docx Created Date 4/20/2013 8:58:56 PM

Healthcare Advisor Series

DataTrkWeb Training Manual

Rev. 2.5.41

This manual was prepared by RiskQual Technologies, Inc. for use by intended recipients. The information in this manual is the exclusive property of RiskQual Technologies, Inc. and is subject to change without notice. It contains proprietary information of RiskQual Technologies, Inc. and is provided under for the purpose of client/prospect review. 2001-2013 RiskQual Technologies, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, or translated in any form or by any means, electronic, mechanical, manual, or otherwise, without prior written permission of RiskQual Technologies, Inc.

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Table of Contents

GETTING STARTED WITH HEALTHCARE ADVISOR SERIES (HASWEB) ................................... 1 About Datatrk-Web ...............................................................................................................1 Starting Healthcare Advisor Series (HAS) .........................................................................2

Logging In .........................................................................................................................2 Login Assistance ............................................................................................................3

SELECTING AN ENTRY TYPE ................................................................................................. 4 Terminology Used Throughout .............................................................................................5 Navigating Through The System...........................................................................................5

ADDING A PATIENT EVENT ................................................................................................. 6 Event Number ...................................................................................................................6 Contract.............................................................................................................................7 Facility/Campus .................................................................................................................7 Patient Event? ...................................................................................................................8 Event Date ........................................................................................................................9 Event Time ......................................................................................................................10 Location Where Event Occurred ......................................................................................11 Event Type ......................................................................................................................11 Event Sub Type ...............................................................................................................12 Event Description ............................................................................................................12 Did Event Result in Injury? ..............................................................................................13 Injury Sustained...............................................................................................................13 Physician Notified? ..........................................................................................................14 Physician Notified Search ................................................................................................14 Date Physician Notified ...................................................................................................15 Time Physician Notified ...................................................................................................15 Was Patient Taken To Hospital? .....................................................................................16 Client Aware? ..................................................................................................................16 Media Involved? ..............................................................................................................17 Was Event Witnessed? ...................................................................................................17 Witness Type ..................................................................................................................17 Employee Search ............................................................................................................18 Physician Search .............................................................................................................20 Witness First Name .........................................................................................................20 Witness Last Name .........................................................................................................21 Equipment Involved? .......................................................................................................21 Select Equipment ............................................................................................................22 Were Other Parties Involved? ..........................................................................................22

Event Save .........................................................................................................................23 Complete Exercise A & B – Enter New Event(s) .................................................................26 Exercise A – Enter New Patient Event ................................................................................27 Exercise B – Enter New Site or Visitor or Employee Relations Event .................................28

ADDING A QUALITY REVIEW/STUDY ..................................................................................... 29 Contract...........................................................................................................................31 Facility/Campus ...............................................................................................................31 Instructions ......................................................................................................................32

Patient ID ........................................................................................................................32 Patient Last Name ...........................................................................................................32 Date Range for Data Collection .......................................................................................33 Date of Study ..................................................................................................................34 Month & Year Written on MAR? ......................................................................................35 Physician’s Name Documented on MAR? .......................................................................36 Presence or absence of allergies is documented on MAR? .............................................36 Medication start and stop dates documented on MAR? ...................................................37 Reason Med not given documented on MAR?.................................................................37 Signed Refusal form in record? .......................................................................................38 Documented Refusal referred to Healthcare Practitioner? ...............................................38 Nurses signed the MAR? .................................................................................................39 Enter # boxes on the MAR that should be filled ...............................................................39 Enter # boxes on the MAR that are filled .........................................................................39 Additional Comments/Details ...........................................................................................40 Reviewer Info ..................................................................................................................40 Chart Review Save ..........................................................................................................40 Review Next Chart ..........................................................................................................41 Complete Study ...............................................................................................................42 Print Summary.................................................................................................................42 Complete Improvement Plan ...........................................................................................43 Date Improvement Plan Created .....................................................................................44 Description/Details ..........................................................................................................44 Description of Issue or Deficiency....................................................................................45 Goal/Targeted Change ....................................................................................................45 Describe Action Steps .....................................................................................................46 Responsible Persons.......................................................................................................46 Target Date .....................................................................................................................46 Re-Evaluation Date .........................................................................................................47 Start New Entry/Study .....................................................................................................48

Complete Exercise C – Enter Quality Chart Reviews ..........................................................48 Exercise C – Enter New Quality Reviews/Study .................................................................49

SEARCH FOR EXISTING EVENTS.......................................................................................... 50 Complete Exercise D – Search for Existing Events .............................................................53 Exercise D – Search for Existing Events .............................................................................54

SEARCH FOR EXISTING QUALITY REVIEWS .......................................................................... 55 Complete Exercise E – Search For Existing Quality Reviews .............................................59 Exercise E – Search for Existing Quality Reviews/Studies ..................................................60

APPENDIX A – TURN OFF POP UP BLOCKER FOR HASWEB SITE .......................................... 61

DataTrkWeb Training Manual Page #: 1

Getting Started with Healthcare Advisor Series (HASWeb)

About Datatrk-Web DataTrk-Web is one of the many modules within the HAS (Healthcare Advisor Series) system, a comprehensive information management system for Event Reporting, Patient and Guest Complaints, Quality Management, Claims and Workers’ Compensation. The DataTrk-Web module is implemented so that it can be accessed throughout the organization by authorized employees/staff throughout all facilities/sites. HASWeb provides users with the ability to enter event/incident reports for Patient/Site or Employee Relations events as well as Quality Reviews/Studies. The data entry screens/prompts have been uniquely designed by your corporate officers to make the event/incident and quality review/study entry process as efficient as possible. Updates can be made to the entry process should you realize that there may be improvements that can be made to make the data entry process more efficient and effective. Please communicate with your corporate risk/quality officers. Through DataTrk-Web, users will be able to enter patient and non patient or site events/incidents as well as quality reviews/studies. You will be provided with options for each of these types of entries which in turn provide respective data entry fields and questions that focus the data entry on the respective type of entry you are doing. Data entered via DataTrkWeb will be accessible to your corporate risk/quality officers to produce detailed, analytical and/or graphical reports to review trends in the data.


Starting Healthcare Advisor Series (HAS) To execute DataTrkWeb, go to the respective link in the Application Links section of CCSMGR (right hand side of home page).

The HAS DataTrk-Web system is a web-browser module and therefore displays inside your Internet Explorer window, as shown below:

Logging In The Login screen will display. Enter your user identification and password as prompted, then click LOGIN.

Your user ID and password are the same as your CCS network User ID and Password.


Login Assistance If you forget your User ID and/or Password, contact CCS Help Desk at 1-866-631-0051 or you can also click on the link below the Login page CCS IT Help Desk to send them an email to [email protected]

Check your Pop Up Blocker Settings BEFORE you login so that Pop Up Blockers in Internet Explorer are turned OFF for the HASWeb system. Otherwise when you enter your User ID and Password, you will be exited from the application.

See Appendix A for detailed instructions on how to turn off Pop Up Blocker on your station. Once this is setup, you do not have to make any further/ongoing changes.

Upon a successful login, the following screen displays:

The above screen displays allowing you to select the type of Entry you need to make.

mailto:[email protected]


Selecting An Entry Type You may choose the Entry Type by making a selection from the dropdown menu. Click on the down arrow to view your choices. A menu of available choices will display:

Click to make a selection.

Note: Event includes Patient/NonPatient/Site or Employee Relations Incidents

Once the Entry type has been selected from the dropdown menu, the following screen displays:


From this screen, you can enter a new event by clicking

PLEASE NOTE - The system will not allow you to Save an entry unless ALL of the Required fields have been answered.

If you click at any point during the entry, and it hasn’t been saved yet, no data will be saved. The HASWeb system works much the same way as when you use Internet Explorer to Browse the internet. If you close out of it in the middle of processing something, it will not go through.

It is important that you, as an event reporter, include accurate and complete data when documenting an event with DataTrk-Web. ***

Terminology Used Throughout Event shall refer to Events/Occurrences/Incidents

Patient shall refer to Inmate/Patient who had the incident/event or who’s chart is being reviewed

Employee – CCS Employee/Staff

Additional Parties Involved – Other parties directly involved in the event other than the patient/person who had the event

Witness – other person/employee/patient who witnessed the event

Navigating Through The System The system will prompt you on the right side of the grid for every question that you need to answer. The questions will display based on logic that is built into the system so that only those questions that you need to answer display.

It is important that you navigate through the questions as they are being asked. Do not navigate through the questions by clicking EDIT on the grid on the left. This may cause you not to see questions that are pertinent to the event/entry you are doing.

If you make a selection or enter a response to a question and continue and realize later once you’ve answered it, that you need to change its response, you may click on to the right of that row for that question and the question displays on the right side. You may change your answer and continue answering the rest of the questions as prompted on the right side.


Adding a PATIENT Event All types of entries are very similar in their workflow. We will focus on the entry of a sample Patient Event/Incident Report.

To add a new patient event/incident, select Patient/Site Event from the dropdown list.

Click .

The following screen will display with an electronic version of the Event Report to be completed:

The form on the left is a representation of all the questions that will be asked of you during the event entry and is provided for your flexibility in viewing the answers entered for each question as you enter them. Throughout the entry process every selection made on each field on the right side of the screen will be displayed in the appropriate row on the left side.

Please DO NOT click Edit on the Grid above to move ahead within the grid to answer questions. Enter data based on what’s prompted on the right side of the screen, as that is the flow of the process and the system will prompt you for every question that you need to answer.

You can click Edit on any question on the grid that you already populated with an answer and perhaps the answer was incorrect and the system will return you to that question to allow you to change its value/answer.

Event Number The Event/Incident Number will be system generated upon saving the event and will display at that time on the grid.


Contract Your default Contract relative to the facility/site where you work will be highlighted. If this is the Contract relative to the facility/site where the event occurred, click NEXT to select and continue.

If the Contract relative to the facility/site where the event occurred is different, click on the drop down arrow to select the respective Contract.

Facility/Campus Click on the drop down arrow and a list of active facilities/sites for the selected Contract displays:

Select the Facility/Campus where the incident occurred by highlighting the facility/campus and clicking once. The facility/campus where you currently work will be highlighted already. If the


event/incident occurred at that facility/campus, you may simply click NEXT to continue to the next question.

Once you select the facility/campus, the system will display the facility/campus code and name selected on the grid on the left.

Patient Event?

The Patient Event question displays for the user to choose if this event is related to a patient or some other type of person such as a visitor or a general site event (affecting several people or no people affected at all).

Upon answering Y, the Patient Admission Search question will display for selection of the patient involved in the event. Enter the patient’s last name and click SEARCH to display the patient records for that patient last name that exist for that Contract and Facility/Site. You can narrow the search down if it is a common last name within your facility by adding a comma a space and the first name or first initial of first name (i.e., PATIENT, S).

Click the ENTER Key or to search for the patient with the patient name you entered. A listing of the patient records within your facility that meet the value entered will display: NOTE – If No Patient records are found, you may not have selected the correct Contract and/or Facility/Site. Patient record searches only display those patients that exist in the HASWeb system for the Contract and Facility/Site you selected in previous questions.

Highlight the admission record of the patient that was primarily involved in the incident/the incident happened to. The patient admission will be selected and the patient demographics information will display on the grid on the left showing you the details of the patient admission you selected.


Click on the name of the patient for which you are entering the event and the patient’s information will populate on the left hand side of the screen. The system will advance to the next question automatically.

Event Date


Choose the Event date from the calendar lookup or you may type in the date. The information will display on the left hand side of the screen.

Upon entry of the event date, the system will automatically populate the Day Of Week for that Date. This can be used later on for reporting purposes.

Event Time

Enter the time of the event in military time and click Next.


Location Where Event Occurred

Click on the drop down arrow to display the Location of the event. Only those Locations pertinent to the facility/site where the event occurred selected previously will display. Click on an option to make a selection. The system will advance to the next question automatically.

Event Type


Click on the drop down arrow to make a selection as to the type of event. Click on an option to make a selection. The system will advance to the next question automatically.

Event Sub Type

Click on the drop down arrow to make a selection as to the type of event. The sub types shown in the lookup will be determined by the event type chosen above. Click on an option to make a selection. The system will advance to the next question automatically.

Event Description

Enter a description of the event. The text is unlimited and will wrap if the entry does not display on the screen. Click Next to advance to the next question.


Did Event Result in Injury?

Click Yes or No to answer. The system will advance to the next question. If Yes, the Injury Sustained will be requested. If No, this question will not display.

Injury Sustained

Click on the drop down arrow to display the types of Injury Sustained resulting from this event. Click on an option to make a selection. The system will advance to the next question automatically.


Physician Notified?

Click Yes or No to answer. The system will advance to the next question. The system will advance to the next question automatically.

Physician Notified Search

Enter the name of the physician in the value box and click search. Click on the name of the physician and the physician’s name will populate on the left hand side of the screen. The system will advance to the next question automatically.


Date Physician Notified

Choose the date the physician was notified from the calendar. The system will advance to the next question automatically.

Time Physician Notified

Enter the time the Physician was notified (in military time) and click Next to advance to the next question.


Was Patient Taken To Hospital?

Click Yes or No to answer. The system will advance to the next question.

Client Aware?

Is Client aware of the event? Click Yes or No to answer. The system will advance to the next question.


Media Involved?

Click Yes or No to answer. The system will advance to the next question.

Was Event Witnessed?

Click Yes or No to answer. The system will advance to the next question. If Yes, the system will allow you to enter the information relative to the first witness.

Witness Type


Click on the drop down arrow to display the type of witness. Click on an option to make a selection. The system will advance to the next question automatically.

Employee Search

If you select Employee as the Witness Person Type, the Employee Search question displays for you to answer. The cursor will be positioned in the Value field above. Enter the last name of the Employee that

witnessed the event in that Value field and either click the ENTER Key or click on . A listing of all the active employees for the facility/site where the event occurred that have the last name you entered will display. Click on the employee record that you wish to select. The system will place the value of that Employee’s ID and Name on the witness section of the grid and continue to the next question.


If you select PATIENT as the Witness Person Type, the Patient Search question displays for you to answer. The cursor will be positioned in the Value field above. Enter the last name of the Patient that

witnessed the event in that Value field and either click the ENTER Key or click on . A listing of all the patients for that facility that have the last name you entered will display. Click on the patient record that you wish to select. The system will place the value of that Patient’s ID and Name on the witness section of the grid and continue to the next question.


Physician Search

If you select PHYSICIAN as the Witness Person Type, the Physician Search question displays for you to answer. The cursor will be positioned in the Value field above. Enter the last name of the Physician that

witnessed the event in that Value field and either click the ENTER Key or click on . A listing of all the physicians for that facility that have the last name you entered will display. Click on the physician record that you wish to select. The system will place the value of that Physician’s ID and Name on the witness section of the grid and continue to the next question.

Witness First Name


If you select a witness person type other than PATIENT, EMPLOYEE or PHYSICIAN, the system will just prompt you to enter the Witness First Name per above. Enter the first name and

click to advance to the next question.

Witness Last Name

Enter the last name and click to advance to the next question.

Equipment Involved?

Click on Yes or No to answer if equipment was involved in the event. The system will advance to the next question automatically.


Select Equipment

If you answer Yes to Equipment Involved?, this question will display. Click on the drop down to display the options available for selection. Click to make a selection. The system will advance to the next question.

Were Other Parties Involved?

Once you answer, the system will advance to the next question. If you answer Y to above question, you will be prompted after saving the event to enter parties involved in the event.


The information for Reporter Name, Date and time will automatically filter in from the user’s login information as shown above. This information will be available in the HAS system for follow up should it be needed.

Event Save Upon completing your responses for every question that is prompted, and answering all the

required questions, the button at the upper left corner of the grid will be enabled and the system will prompt you per above to Preview your work prior to saving by clicking on the

link below the grid to review your answers.

PLEASE NOTE - If the button on the upper left of the grid IS NOT enabled, that means that you have navigated through a Required Entry question on the grid and it hasn’t been answered. At the end of the entries, then the system will prompt/advise you of which questions are required entry that have not been answered yet and therefore the incident cannot be saved.

Click on the grid to review the required questions (the ones with a RED *) on the left of the question name, and check which one hasn’t been answered. If you find any that are not answered, click on to the right of that row for that question to display the question on the right side and answer it. This should never happen because if you answer each question within the grid as the system prompts you, it will ensure that all required questions are answered prior to getting to the end of the questions.

As soon as all required questions have been answered, the button will be enabled and you can click it to Save the event/incident.

An event number will be assigned at this time and the links to follow up information will be available on the right hand side of the screen as shown below:


If you need to enter any follow up you or anyone has done for the event you just entered, you

may document it as follow up for the event by clicking on the link.

Choose Initial User Follow Up from the dropdown. The system will advance to the next question.

Enter the follow up date from the calendar provided.


Describe the follow up you performed and click Next.

Click Save and Return at the top of the screen to save this information.

The screen will now show that an additional follow up has been added for this event.


You can click on to display the data entry.

Try It!

Complete Exercise A & B – Enter New Event(s)


Exercise A – Enter New Patient Event TRAIN1 – TRAIN10

1. Choose Entry Type: Event Type of event = PATIENT/SITE EVENT Facility = Select Your Facility

2. Search for a patient name by entering a last name in the Value box. Click ENTER or Click SEARCH

Select a patient from the grid displayed. Hint: Choose Select or click on the row

You can use PATIENT, TESTING

3. Enter the date and time of the event Date – pick from calendar – single click Time - military time

4. Continue your selections as you wish until you get to Event Type

5. Choose Event Type: Clinical Event

6. Choose an Event Sub Type from the drop down as you wish.

7. Enter Injury Information by answering Yes to initial question.

8. Check Physician notified? Y Search for and select a Physician. Enter the time and date the physician was notified. You may use PHYSICIAN, TESTING

9. Check that there is a witness and enter Witness Type: PATIENT or PHYSICIAN or EMPLOYEE Search for above selection

10. Continue your entries as you wish and SAVE your Event.


Exercise B – Enter New Site or Visitor or Employee Relations Event TRAIN1 – TRAIN10

1. Choose Type of event = PATIENT/SITE EVENT Contract = Leave your default or Select Another Contract Facility = Leave your default or Select Another Facility

2. Select Person Type: SITE Enter short description of the site issue (i.e., Riot)

3. Enter the date and time of the event

Date – pick from calendar – single click Time - military time

4. Continue your selections until you get to Event Type

5. Choose Event Type: Riot

6. Check that there is a witness and enter Witness as another PATIENT or PHYSICIAN or EMPLOYEE

7. Continue your entries as you wish and SAVE your Event.

Select Employee Relations Event Type

1. Search for Employee 2. Enter Employee Last Name and SEARCH 3. Enter Event Date & Time 4. Select Location of Event 5. Select Event Type: Discrimination 6. Select Event Sub Type: Age 7. Enter Concern description 8. Continue your entries as you wish and SAVE your Event.


Adding a Quality Review/Study Following is an example on entries of chart reviews for Medication Administration Study

Select Quality Study


Upon clicking on the Drop Down, a selection of Quality Studies displays:

Above list displays all the available Quality Studies you can select. Click NEW to begin a new Study Upon clicking NEW, the questions display to be answered:


Contract

The Contract relative to the facility/site you work in is highlighted. You can click NEXT to continue or click on the arrow to select a different Contract.

Facility/Campus

The facility/campus within the selected Contract that you work in is highlighted. You can click on drop down to select a different one.


Instructions

The selected Study’s Instructions/Guidance text displays for you to read and begin the Study. If your population size or anything else you are doing for this study is different from above instructions/guidance, you may enter a very brief note in the box above to note what you are doing different from the instructions/guidance. Click NEXT to Begin the Study.

Patient ID

Enter the patient’s ID and click Next.

Patient Last Name

Enter the patient’s last name and click Next. The reason you have to enter a patient last name is for the system to confirm that the patient with the ID entered and last name entered is in fact a


patient in the Contract and Facility/Site you selected above. If so, it will continue and display the respective patient’s demographics on the grid per sample below:

If the patient ID and last name you entered do not match a patient in the system for that Contract and Facility/Site, you will be prompted as follows:

There is an interface between your CCS patient/inmate repository and HASWeb. If you do not find a patient in above selection, please contact CCS IT Help Desk for assistance at 1-866-631-0051 or CCS Corporate Risk/Quality management. They will be able to assist in searching in the main HAS system for the patient ID and/or name to determine what the issue may be.

Date Range for Data Collection


Enter date range for data collection for the study. You only need to enter date range for data collection for the first chart of every study. From that point on, every other chart you review within the same study will default to this same Date Range For Data Collection value.

Date of Study

Select Date of Study from the calendar. You only need to enter date of study for the first chart of every study. From that point on, every other chart you review within the same study will default to this same date of study value.

Upon selection of Date of Study, 3 questions include themselves into the grid automatically showing the Study Type, Study Category and Sub Category assigned to the entry based on the template the user is in. This information will be helpful in later searching for studies/chart reviews and for your CCS corporate quality officers on trending/reporting of this data.


Month & Year Written on MAR?

Click on Yes, NO or NA to answer if month and year were written on the MAR. The system will advance to the next question automatically. If the user answers No to any of the questions as in the example above, they will get another question asking them to explain


Physician’s Name Documented on MAR?

Click on Yes, NO or NA to answer if physician’s name was written on the MAR. The system will advance to the next question automatically.

Presence or absence of allergies is documented on MAR?

Click on Yes, NO or NA to answer if presence or absence of allergies is documented on the MAR. The system will advance to the next question automatically.


Medication start and stop dates documented on MAR?

Click on Yes, NO or NA to answer medication start and stop dates are documented on the MAR. The system will advance to the next question automatically.

Reason Med not given documented on MAR?

Click on Yes, NO or NA to answer if reason med not given is documented on the MAR. The system will advance to the next question automatically.


Signed Refusal form in record?

Click on Yes, NO or NA to answer if med was refused, is there a signed form on the MAR. The system will advance to the next question automatically.

Documented Refusal referred to Healthcare Practitioner?

Click on Yes or No to answer if document was referred to Healthcare practitioner. The system will advance to the next question automatically.


Nurses signed the MAR?

Click on Yes or No to answer if document the nurses have signed the MAR. The system will advance to the next question automatically.

Enter # boxes on the MAR that should be filled

Enter the number of available boxes on the MAR that should be filled and click Next to advance to next screen. NOTE – System expects 3 digits. If 2 digits or less, please enter leading zeroes.

Enter # boxes on the MAR that are filled


Enter the number of available boxes on the MAR that should be filled and click Next to advance to next screen. NOTE – System expects 3 digits. If 2 digits or less, please enter leading zeroes.

Additional Comments/Details

Enter any additional comments regarding this particular chart review. Click NEXT to continue.

Reviewer Info

The system sets the User ID of the reviewer entering the review, Reviewer Name and Time of the Review automatically.

Chart Review Save Upon completing your responses for every question that is prompted for a given chart review,

and answering all the required questions, the button at the upper left corner of the grid will be enabled and the system will prompt you to Preview your work prior to saving by clicking

on the link below the grid to review your answers.


PLEASE NOTE - If the button on the upper left of the grid IS NOT enabled, that means that you have navigated through Required Entry question(s) on the grid and it hasn’t been answered. At the end of the entries, then the system will prompt/advise you of which questions are required entry that have not been answered yet and therefore the chart review cannot be saved.

Click on the grid to review the required questions (the ones with a RED *) on the left of the question name, and check which one hasn’t been answered. If you find any that are not answered, click on to the right of that row for that question to display the question on the right side and answer it.

This should never happen because if you answer each question as the system prompts you ON THE RIGHT side of the screen, it will ensure that all required questions are answered prior to getting to the end of the questions and that the format of the questionnaire is maintained as planned.

As soon as all required questions have been answered, the button will be enabled and you can click it to Save the chart review.

A Quality Review Number will be assigned by the system upon Save.

Review Next Chart Once the first chart entry is saved for the study, a button will display at the top right of the grid

for Click on “Review Next Chart” button to review the next chart for the same study. The system will position the cursor in a new entry screen and display the first question for selection:

The Contract, Facility will default/be the same as the previous chart’s information. The Master Number question response on the grid for the new entry will be automatically prefilled with the Quality Review Number of the first chart review in the study.


The first question for all subsequent chart reviews within the same study to be answered is Patient ID per below:

Enter the Patient ID and subsequent question responses to complete the next Chart Review. Follow the same instructions as detailed above to complete the chart review. Upon completion of the chart review, Click on Save to save the review.

Click on button again to continue on to review the next chart in your study. Continue as above for each chart review that you need to do within the same study.

Complete Study When you have saved your last chart review for the study you are doing, Click on

button at the top of the grid. This will complete your study and the system will know that is the last chart review for the

particular study and the button will be enabled for you to Print The Summary for the study completed.

Print Summary Upon clicking on “Print Summary” button, the system will display a Summary report and graph summarizing the questions reviewed for the particular study and aggregate the responses for the charts reviewed within the study and provide a corresponding graph as per sample below:


You can click on PRINT button to print the summary above. Click BACK button to return to the particular study.

Complete Improvement Plan Once the Study is completed, if per the CCS guidelines, you have to complete an Improvement Plan, the option will be displayed for you to complete an improvement plan. Click BACK after printing the summary. The system will return you to the main entry screen displaying your last chart reviewed for that study. The option to add Improvement Plan details is provided to the right side under Additional Info section.

Click on the “Click Here to Add Improvement Plan” to begin entering your improvement plan. The questions to answer for the Improvement Plan will display to the right.


Date Improvement Plan Created

Select the date the improvement plan was created. The system will advance to the next screen.

Description/Details

Enter a description of the Improvement Plan and click Next to advance to the next question.


Description of Issue or Deficiency

Enter a description of the Issue or Deficiency identified in your study. Click Next to advance to the next question.

Goal/Targeted Change

Enter a description of the Goal or Targeted change and click Next to advance to the next question.


Describe Action Steps

Enter a description of the Action Steps you have taken or to be taken and click Next to advance to the next question.

Responsible Persons

Enter the name(s) of the persons responsible to take action and click Next to advance to the next question.

Target Date


Select the target date from the calendar for action(s) to be taken. The system will advance to the next question.

Re-Evaluation Date

Select the re-evaluation date for the action/steps to be taken.


At the end of the Improvement Plan questions, the system will prompt you as follows:

You can review your responses on the grid to the left and if you need to change any response,

you can click on to the right of the particular response and it will display that response for you to change/edit.

Click button to save the improvement plan documentation and return to the last review done for that study. The system displays the improvement plan completed in the View section per below:

Start New Entry/Study

To start a new study, click on button. The system will return you to the main screen where you can click on Select Quality Study to select the type of study you need to complete.

Try It!

Complete Exercise C – Enter Quality Chart Reviews


Exercise C – Enter New Quality Reviews/Study TRAIN1 – TRAIN10

1. Choose Entry Type: Quality Study Type of Study: Medication Administration Contract = Leave your default or Select your Contract Facility = Leave your default or Select Your Facility

2. Enter a Patient ID Enter the above patient’s last name

3. Enter the date range for the study

4. Select Study Date – pick from calendar – single click

5. Answer Y/N questions as you wish

6. Enter comment at the end of the chart review

7. Save your review

8. Review another patient chart (HINT: Click on Review Next Chart)

9. Answer all questions as prompted for the new chart review

10. Save your chart review

11. Complete the Study and Print the Summary


Search For Existing Events If you have been designated by corporate management to have access to search for existing events, the Search for Existing Events option displays upon selecting an Entry Type and then an Event Type in the first screen after login per below:

The events that will display will be for the selected Event Type AND for the facility/ies and/or Department/Areas that you have security/access to. You may have further restrictions on what events you’re able to view. Please check with your Corporate System Administrator on your access level.

NOTE – You may not EDIT an event once it has been saved, you can only VIEW the main event details and Add follow up or additional event details such as Additional Equipment Involved, Additional Medication Involved, Additional Witnesses and/or Additional Parties Involved.

To search for existing events, click on the arrow next to Field option and the system displays a list of fields that are available to use as a filter to search for events for that given event type:

Click on the field you want to search by (i.e., Event Type).

Upon selecting a Coded value field, the system will display a drop down selection on the Value prompt per below:


Click on the arrow in the Value prompt to display the available codes in the system for that coded value selected in “Select Field” per below:

Click to make a selection on the Event Type you want to filter your search by.

The system will put the selection on the Filter and return you to the query/search section to add to your filter or click SEARCH to search for your events based on the first filter:


Click on “Select Field” to add another field to your filer (i.e., Injury or Location). The corresponding drop down list will be displayed for you to make that selection.

If you select a Date in your “Select Field” drop down, then select a Condition in the condition drop down (Greater, Greater or Equal To, Less Than, Less or Equal To). Make a selection on the Calendar that displays per below:

Once you are done entering filters for your query, click on button.

A listing of the events that meet the filter/criteria you selected will display:

(Remember – An additional filter is also placed on your results based on your Security/Access level for the data you are querying such as contract/facility/site access and any other restrictions your system administrator may have placed on your security account).


The information that’s displayed for each event is pertinent to the entry form that is used to enter data for that type of event. These columns can be customized to show or not and some additional columns of information can be displayed.

Contact your System Administrator if you need to see certain columns of information that are not displayed.

Click at the beginning of the event row that is displayed to view the details entered for that event/event. The system will display the details of the event as it was entered:

You can click on at the bottom of the grid above to continue viewing the

remainder of the event details page by page. You can click on to move back within the event details page by page.

Click on any of the “Additional Event Info” links provided to you if you need to enter additional data for the event.

Click to exit the event selected and return to the Search for Existing Events listing of events and select another event/event to view or click on another Event Type to enter a new one or Search.

Try It!

Complete Exercise D – Search for Existing Events


Exercise D – Search for Existing Events TRAIN1 – TRAIN10

1. Choose Entry Type: Event Type of Event: Patient/Site Event

2. Select Field: Contract – pick the same Contract you used for your event

3. Select Field: Facility – pick the same Facility you used for your event

4. Select Field: Event Date – pick the date of the event you used

5. SEARCH for the events that meet above criteria

6. Select the last event you entered

7. Enter a follow up for your event


Search For Existing Quality Reviews If you want to review the responses for a particular chart review that was done or you need to review additional charts for an existing study, you can Search for Existing Quality Study Entries. This option displays upon selecting an Entry Type of Quality Study and then a Quality Study Type in the first screen after login per below:

To search for existing quality reviews, click on the arrow next to Field option and the system displays a list of fields that are available to use as a filter to search for quality reviews for that given Study:

Click on the field you want to search by (i.e., Contract).

Upon selecting a Coded value field, the system will display a drop down selection on the Value prompt per below:

Click on the arrow in the Value prompt to display the available codes in the system for that coded value selected in “Select Field” per below:


Click to make a selection on the Contract you want to filter your search by.

The system will put the selection on the Filter and return you to the query/search section to add to your filter or click SEARCH to search for your quality reviews based on the first filter:


Click on “Select Field” to add another field to your filer (i.e., Facility). The corresponding drop down list will be displayed for you to make that selection.

If you select a Date in your “Select Field” drop down, then select a Condition in the condition drop down (Greater, Greater or Equal To, Less Than, Less or Equal To). Make a selection on the Calendar that displays per below:

Once you are done entering filters for your query, click on button.

A listing of the quality reviews that meet the filter/criteria you selected will display:

The chart reviews that will display will be for the selected Study AND for the facility/ies and/or Department/Areas that you have security/access to. You may have further restrictions on what reviews you’re able to view. Please check with your Corporate System Administrator on your access level.

NOTE – You may not EDIT or CHANGE a quality review once it has been saved, you can only VIEW the details and Review additional Charts for that particular Study, and/or Print The Summary, or Add Improvement Plan documentation for the study.

In the example above, a listing of all chart reviews that exist for above Contract and Facility and Study Date greater than or equal to 4/1/2013 display:


The information that’s displayed for each quality review is pertinent to the Study that you selected at the top in “Select Study Type”. These columns can be customized to show or not and some additional columns of information can be displayed.

The most recent reviews that exist are at the top of the list.

There’s a count of reviews that meet your search criteria at the top left of the grid

If there are additional quality reviews on additional pages, the page numbers of pages of data available will display at the top and bottom left corner of the grid. You can click on any of the page numbers to view data on that page

Contact your System Administrator if you need to see certain columns of information that are not displayed.

Click at the beginning of the quality review row that is displayed to view the details entered for that review. The system will display the details of the chart review as it was entered:


You can click on at the bottom of the grid above to continue viewing the

remainder of the event details page by page. You can click on to move back within the event details page by page.

Review Additional Charts

If you need to review additional charts for this same Study, you can click on

button and the system will advance to a new chart review and display the first question for you to answer for that chart.

You can answer all the pertinent questions for the chart review(s) that need to be completed. Follow the instructions above for completing the chart reviews.

When you’ve completed all the reviews, you can Complete the Study and Print the Summary.

Click on Performance Improvement Plan link provided to you if you need to enter an Improvement Plan for the Study as a result of adding the additional chart reviews, etc.

Click to exit the quality review selected and return to the Search for Existing Quality Study Entries and select another quality review to view or click on another Study Type to enter a new one or Search.

Try It!

Complete Exercise E – Search For Existing Quality Reviews


Exercise E – Search for Existing Quality Reviews/Studies TRAIN1 – TRAIN10

8. Choose Entry Type: Quality Study Type of Study: Medication Administration

9. Select Field: Contract – pick the same Contract you used for your entries

10. Select Field: Facility – pick the same Facility you used for your entries

11. Select Field: Study Date – pick the date of the study you used for your entries

12. SEARCH for the quality reviews that meet above criteria

13. Select the last quality review you entered

14. Review another chart

15. Complete the study

16. Print another Summary


Appendix A – Turn Off Pop Up Blocker For HASWeb site

1. In Internet Explorer 8 and below go to Tools. In Internet Explorer 9 and 10 press the Alt key then

go to Tools unless unhidden.

2. Go to Internet Options.

3. Go to the Security Tab, click on

Trusted Sites, and then Sites.

4. Make sure the page you want is in the “Add this website to the zone” box and then press Add.

5. If not an https site, uncheck “Require server verification (https:) for all sites in this zone” box.


6. Click on Close.

7. Select Custom level.

8. Scroll down most of the way and verify Use Pop-up Blocker is set to Disable and click OK.

9. Click OK. 10. Webpage should now be running in Trusted Sites without pop up blockers.


Congratulations !

You Have Completed Training On HAS – DataTrkWeb Module

Documents

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