Meditech CWS Application Training Manual

Community-Wide Scheduling
Applications Training Manual
Client Server 6.0
About this Manual
This manual provides overviews and descriptions of the
routines within Community-Wide Scheduling.
We suggest that you use the online Help for information about
responding to individual prompts, a glossary of terms, and to take
advantage of the hypertext links that indicate related topics.
This manual is current as of the date it was created. For
the most up-to-date information about this application,
consult the online Help.
Table of Contents
CWS Diagram………………………………………………………………….. 1
Moving the Cursor in Fields………………………….……………………. 2
Keyboard Shortcuts…………………………………………………………. 3-5
Main Desktop……………………………………………………………………... 6
Scheduler Desktop………………………………………………………………. 7
Entering a Patient……………………………………………………………….. 8
Alternate Ways of Finding a Patient…………………………………………… 9
Patient Desktop…………………………………………………………………… 10
Function Buttons………………………………………………………………… 11-12
Footer Buttons……………………………………………………………………. 13
Booking a Patient Appointment………………………………………………… 14
Editing/Rescheduling an Appointment………………………………………. 15
Viewing an Appointment…………………………………………………………. 16
Booking a Pending Appointment………………………………………………. 17
Booking a Set……………………………………………………………………… 18-20
Booking a Series………………………………………………………………….. 21
Registration………………………………………………………………………… 22
Check-in…………………………………………………………………………….. 23
Search for an Appointment……………………………………………………. 24
Search for Alias…………………………………………………………………… 25
Department Desktop…………………………………………………………….. 26
Resource Desktop……………………………………………………………….. 27-29
Editing a Resource Schedule…………………………………………………. 30-31
Appointment Book Desktop…………………………………………………… 32-34
Meetings Desktop………………………………………………………………… 35
Routine Specific…………………………………………………………………… 36
Booking a New Meeting…………………………………………………………. 37
Waitlist Desktop…………………………………………………………………… 38
Waitlist Routine Specifics…………………………………………………….… 39
Entering Allergies………………………………………………………………….. 40-44
Acronyms for Meditech 6 modules………………………………………………45
CWS Training Exercise…………………………………………………………… 46-49
MEDITECH CWS DIAGRAM
1. MIS
GENERIC
2. RESOURCE
GROUP
*Collection of Similar
Items: Rooms, People,
Equipment.
3. RESOURCE
*Person, Place, or
Thing.
*Can belong to
multiple groups.
LOCATION
KM.SSU
or
SP.RAD
SPECIFIC
4. APPT
GROUP
*Group
Ie: Pool and Land
Enhanced and
Unenhanced
5. APPT TYPE
*duration
*PT/SCH Instructions
*Defines Resource GroupsInclude/Exclude Resources
*Define Default Patient Type
(CLI, RCR) *Day/Time/Max
Restrictions
Page 1
Moving the Cursor in Fields
You can move the cursor from one field to the next, as follows.
To move the cursor
Press (Key Name)
Click on
Within a Field
One space right
One space left
To beginning of field
<Home>
To end of field
<End>
Among Fields
To any field on a screen
Desired field
To next field
<Enter> or <Tab>
To previous field
<Shift>+<Tab>
To prior section of fields
<Shift>+<F6>(Prev Section)
To next section of fields
<F6>(Next Section)
Page 2
Healthcare Information Management
Keyboard Shortcuts
Function
Function Key in C/S
Look - up
F9
File
F12
Escape
Exit or Cancel or "X"
Line Delete
<CTRL> + <DELETE>
Session Suspend
<SHIFT> +F12
Online Documentation (Routine Level)
F1
Online Documentation (Prompt Level)
<SHIFT> + F1
Launch EMR Session
F11
Get Key
F5 and then F9
Next Field
<Tab> or <ENTER>
Previous Field
<SHIFT> + <TAB>
Next Page
<NEXT>
Switch between Body/Header/ Function Bar/Footer F8
External Links
F2
Patient Identification Shortcuts
Method
Example
Patient's Name
Last,First
Patient's Unit / Medical Record # U#
Patient's Account / Visit Number V56789
Patient's Social Security #
#123456789
Patient's Insurance Policy Number P#1234
Patient's EMR #
E#
Last patient worked on by User Spacebar + Enter
Page 3
Date & Time Shortcuts
Method
Example
Manually entering a date at a Date Pro mpt Format (US): MM/DD/Y Y
Format (Canadian): DD/MM /YY
Date Shortcuts
Healthcare
Information Management
Today T
Previous Date T-1
(continued)
Future Date T+n
Keyboard Shortcuts
Time Shortcut
Time right no w N
Manually entering a Ti me Military Formate: HHMM
Registration Shortcuts
Method
Example
Zip Code within City Field
02090 (Enter in Zip code)
City Name within Zip Code Field
Westwood + F9
To Populate "Same as Patient" Information
SP
To Populate "Same as Next of Kin" Information
SNOK
To Populate "Same as Person to Notify" Information
SPTN
To Populate "Same as Guarantor" Information
SG
To Populate "Same as Patient's Social Security #" Information SPS
Physician Identification
Method
Example
Lookup by Mnemonic
<F9>
Partial Mnemonic Look-up SMI + <F9>
Look-up by Provider Name N\ + <F9>
Extended Provider
/X + <F9>
Extended Provider Name N\/X + <F9>
Page 4
Employee Nam e LAST,FIRS
Healthcare Information Management
(continued)
Keyboard Shortcuts
T
Page 5
Main Desktop
Scheduler Desktop: Process routine that allows users to
book appointments and meetings, manage the waitlist
and control resource schedules. *
* The Scheduler Desktop will be the main focus of this guide.
Dictionaries: Build and maintain the Resource,
Appointment, Access, Other and Letter dictionaries.
System Management: View locks and verify that
background jobs are running efficiently.
Reports, Letters, Forms: Print system reports and
statistics. Letters and forms can be printed from here,
as well as, the message and letter queue.
Appointment Lists: Print reports based on appointments by
department, resource group, resource and appointment
type. Pending appointment lists and inpatient appointment
lists can also be printed from this routine.
Page 6
Scheduler Desktop
Patient:
Process Patient Appointments
Department:
Process Department
Appt Book:
Process Appointment Book
Resource:
Process Resource Schedules
Waitlist:
Process Waitlist Appointments
Meeting:
Process Reservations/Meetings
Page 7
Entering a Patient in the System
Enter patient’s name as LAST,FIRST MI all in capital
letters with no spaces between first and last. (Middle
initial is optional).
Optional: Enter in the patient’s sex and birth date in the
resulting question box. This will expedite searching the Medical
Records Index. After entering the information, press F12 (or
click on the green check mark) to file it.
Page 8
Alternate Ways of Finding a Patient
Press Space Bar + Enter to bring up the
last accessed patient.
Type # + a patient’s social security.
(#000998888)
Type A# + a patient’s account number.
(A#Z12345)
Type U# + a patient’s unit number.
(U#M12345)
Type B# + a patient’s date of birth.
(B#062755)
Type T# + a patient’s telephone number.
(T#7815550990)
Type P# + a patient’s primary insurance policy number.
(P#XX468)
Page 9
Patient Desktop
The patient desktop allows users to process appointments
for a patient. From this routine, users have the ability to
book, edit, view and change an appointment’s status. Access
to registration functions and to the other routines within
Community Wide Scheduling is also available from here.
Page 10
Function Buttons
Book:
Book a patient appointment.
Edit:
Appointment – Make changes to the selected
View:
View appointment detail on the selected
appointment.
Appointment Type – Change the type of
appointment scheduled.
appointment.
Pending: Book a pending patient appointment.
Set:
Book a new or pending appointment set.
Series:
Book an appointment series.
Page 11
Function Buttons (continued)
Orders: Once a patient is registered, branch to OM and enter
additional care area orders for the specific
appointment.
Registration: Pre-register - Fill in patient registration
information prior to the date of service.
Register - Register the account (date of service).
Questionnaire - Enter registration information without
preregistering/registering the patient.
SCH Patient Data - Edit patient demographic
information.
Check-In: Launches the user into the registration screen for an
account that is in either a SCH or PRE status if the
date matches the appointment’s date of service. If the
account is in a REG status, and the appointment is in a
BOOKED status, then clicking on ‘Check In’ will
automatically switch the appointment from BOOKED
to ATTENDED.
Page 12
Footer Buttons
Display:
Letters/Forms:
Switch Acct:
Change Status:
Duplicate:
Temporarily change your display settings.
The display can be set to show
appointments of different types, through
different dates or of different statuses.
Print/Queue a Letter or Form for the
selected appointment(s).
Change the account number on an
appointment to an existing or a new
account.
Change appointment status.
Create a duplicate appointment on the
same account.
Allergies:
Launch to the Enter/Edit Allergies screen
E/E Alerts:
Enter/Edit/View any patient alerts on the
for that patient.
patient.
Page 13
Booking a Patient Appointment
By clicking on the Book button, the booking screen
will be invoked.
From the patient desktop, users can enter in patient
data, address/employer data, authorizations/referrals
and insurance information.
Methods to search for appointment dates and times
First Available: The earliest an appointment can take place.
Search: The system provides a list
dates/times for the user to choose from.
of
available
Page 14
Editing/Rescheduling an Appointment
From the Scheduler Desktop, any mode, select the
appointment to edit or reschedule and hit the Edit
button to invoke the Edit Appointment routine.
Reschedule: Change the date/time of appointment.
Edit: Change information on the appointment itself.
This screen allows users to edit any existing information
about the scheduled appointment – resources, queries, new
date or time. Any edits done to the appointment will require
the user to enter in a Reschedule Reason.
Page 15
VIEW
From the Scheduler Desktop, any mode, select the appointment to
VIEW and hit the ENTER to invoke the VIEW Appointment routine.
This screen allows users to VIEW any existing information about
the scheduled appointment – Waitlist comments, demographics,
insurance, compliancy, instructions, appointment and patient
queries.
Page 16
BOOKING A PENDING APPOINTMENT
From the Scheduler Desktop, patient mode, select the patient you
wish to create a pending appointment and hit the ENTER to
invokethe Pending Appointment routine.
You will get a list of the patient’s current accounts, you can choose
to select from these or choose cancel to create a new
appointment. Complete the fields – You must list a Priority 1,2,3.
Priority 1 = True Waitlist for first available appointment
Priority 2 = Waiting for orders
Priority 3 = Pending for additional visits or preferences.
*Pending appointments flow to the “waitlist” desktop.
Page 17
Booking an Appointment Set
By clicking on the set button, users can book
appointment sets or schedule pending sets.
Users can book an appointment set by clicking on
the drop down box at the “Set type” field.
Users can book an appointment set “on the fly” by
bypassing the “Set type” field and manually entering
in the appointment types to be part of the set.
The EDIT button allows users to change the appointment
type details for the appointments in the set. This function
brings up the edit appointment screen.
Page 18
Booking an Appointment Set (continued)
This screen allows users to change:
◻
◻
◻
Appointment Types and Durations
Appointment Early and Late Start Times
Resources for each Appointment in the Set
◻
When booking appointment sets – always keep in
mind what the individual appointment types have set
as their ‘book minutes’ set, along with any start time
restrictions for the appointments. Keep Appointment
Profiles in mind if the associated resources have
Appointment Profiles attached to them. Appointment
Set availability will greatly depend on these factors.
Page 19
Booking an Appointment Set (continued)
After choosing the details about the appointment set, click
on the SEARCH button at the top of the screen:
Enter the search criteria and click FIND TIMES to get a
list of available times to choose from for the set. Notice
on the bottom right hand side of the screen, the details
about the timeslot selected are displayed.
Use the Prev Day, Next Day, Go to Day buttons to
navigate the DAY to search for available times for the set.
Page 20
Booking an Appointment Series
An Appointment Series is one appointment type that is scheduled
for multiple visits over a period of time on the same account. A
series can be scheduled on either Inpatient or Recurring
accounts. Clicking the SERIES function button will launch the user
into the Book Appointment Series screen:
Orders
This tab links to Order Management and access is
granted based on your job requirements. The account
must be in a pre-registration or registration status.
Page 21
Registration
Register - Register the account (date of service).
Questionnaire - Enter registration information without
preregistering/registering the patient.
SCH Patient Data - Edit patient demographic
information.
Page 22
Check-in
Launches the user into the registration screen for an
account that is in either a SCH or PRE status if the date
matches the appointment’s date of service. If the account is
in a REG status, and the appointment is in a BOOKED status,
then clicking on ‘Check In’ will automatically switch the
appointment from BOOKED to ATTENDED.
Page 23
Search for Appointment Shortcut
Use this routine to search for an appointment time without
entering patient information first.
Enter the appointment type at the ‘Type’ field, or perform an F9
look-up. Enter in the earliest date and latest date for the search.
Enter in any day or time restrictions and click ‘Find Times’.
The list will display with available appointment times.
Select the timeslot for the appointment and either click
‘Next’ or the ‘Appointment’ button on the top of the
screen to be brought back to the booking screen.
Page 24
Search for Alias
Use this routine to search for an appointment by Alias without
entering patient information first.
Enter the appointment location in the ‘Location’ field, or
perform an F9 look-up. Enter in all associated Resources and
then enter in the earliest date and latest date for the search.
Enter in the Alias you want to search (i.e. Arm) and any day
or time restrictions and click Find Times.
Page 25
Department Desktop
Use this routine to view appointments scheduled at a
particular department. The display can be changed to include
certain appointment types or appointment statuses.
This routine is ideal for departmental staff to utilize as a
work list or for a department head to keep track of a
department’s appointments.
The footer buttons on this screen are the same as the
Patient desktop, with one addition:
Transfer: Enables the user to transfer an appointment
from one resource to another.
Page 26
Resource Desktop
Use this routine to view or edit an individual resource schedule.
Appointments can also be scheduled from this routine.
This routine is ideal for hospital staff members who wish
to view his or her schedule or book appointment for
themselves. Schedulers can also utilize this routine to
process appointments for a single resource at a time.
Page 27
Resource Desktop (continued)
In the calendar portion of this routine, a gauge tracks
how much time the resource has booked each day. A red
gauge indicates that the resource has been overbooked.
In the pad portion of this routine, color coded boxes
displays availability. A white line indicates that the time
slot is available. A blue line indicates that the resource is
booked with an appointment at that time.
A red line indicates overbooked time. The appointment type
and patient name display in the timeslot. Each patient that is
booked in this time slot will display on an individual line. When
a users clicks on a line, additional patient and appointment
information is displayed on the bottom of the screen.
Page 28
Resource Desktop (continued)
If time is being held for the waitlist, the system will display a
“W” after any profile monogram. If a user clicks on the time
slot, the message "Time held for the Waitlist" will display.
Please see the parameters portion of the Dictionary Training
Reference Guide for more information on waitlist held time.
Page 29
Editing a Resource Schedule
Select the day to be edited and hit the Edit button. This
invokes the Edit Resource Schedule screen.
To make a resource unavailable for all or part of the day,
change the capacity for the available timeslot to “0”, or
simply delete the timeslot from the day.
Page 30
Editing a Resource Schedule (continued)
The screen can also be used to set up appointment
profiles for the selected timeslot:
Appointments can also be edited via the Resource Desktop
by invoking the Edit button on a highlighted appointment
By selecting ‘Appointment’, the user will be brought into
the edit appointment screen.
Page 31
Appointment Book Desktop
Use this routine to view the schedules for an entire resource
group at once. You can also view a resource’s schedule for the
week. Appointments can be booked from this routine, as well.
Appointments can be easily transferred between times and/or
resources via the cut and paste function at the bottom of the screen.
Page 32
Appt Book (continued)
The clock in the top left hand corner allows users to change
the default display values set up in the Access Dictionary:
Start Time: The time the schedule will begin in the Appt Book mode.
Number of Hours: How many hours (up to 20) to display at one
time
Time Interval: The interval that the schedule will be split
up into: 5, 10, 15, 20, 30, 45 or 60 minutes
Auto Refresh Rate (in secs): How often the screen will auto-refresh
Page 33
Appt Book (continued)
Views can be changed from Daily to Weekly. Daily shows you
all of the resources in the group for the day selected. Weekly
shows the weekly schedule for whichever resource is selected.
This routine is ideal for schedulers who need to view the
schedules of all resources in a group at the same time.
Timeslot Color Code
Color
Meaning
Red
Overbooked
Blue
Booked
Yellow
Waitlist
Gray
Unavailable
Green
No schedule defined
Orange
Profile
White
None of the Above
Page 34
Meetings Desktop
Use this routine to process meetings. New meetings
can be booked and existing ones can be edited.
Page 35
Meeting Routine Specifics
Upon entering the routine, users will be brought to a blank screen:
Perform an F9 lookup at the Reservation/Meetings
prompt to select a meeting type to process:
Page 36
Booking a Meeting
Select the Book button to book a new meeting.
The ‘schedule a meeting’ screen will appear next. It lists
the resources defined in the appointment type dictionary
needed for the chosen meeting. Any necessary changes
can be made at this time.
Page 37
Waitlist Desktop
Use this routine to keep track of patient appointments on
the waitlist.
Appointments can be booked directly from this routine if they
are in a pending status. Booked appointments can be edited
or cancelled from this routine.
Appointments can be sorted by clicking on the column header.
Appointments are also color coded by priority. This routine can
track how long a patient has been on the waitlist.
Page 38
The
The‘Pty’
‘Category’
‘SN’field
field
The
The
‘Date’
The
‘Type’
field
field
displays
displays
field
displays
the
athe
Y the
is
displays
appt’s
the
patient
category.
is
appointment’s
displays
the
appointment type
willing
priority.
Appointments
date to
on
(Red
have an
can
appointment
be the
sorted
by
is
which
priority
1, at
appt
gold
was
is
short
category
notice
put
priority
on the2,
blue
is priority
waitlist
3.)
Waitlist Routine Specifics
The ‘Time’
field displays
when the
appointment
was put on
the waitlist
Page 39
Entering Allergies/Adverse Reactions
•
•
Click on the Allergies Footer Tab – Next click on blue edit button in the allergies/adverse
reactions box
OR
Click on the function button Registration Tab– Select your Pre or Reg account. Next click on
the Allergies tab located at the top right of the screen and then click on the blue edit button
Note: If your patient has previously listed allergies you will see them listed below the allergy box
header.
Entering New Allergies
•
•
•
•
To enter a NEW allergy/adverse reaction, click on NEW
To edit an existing allergy/adverse reaction, click on EDIT
If the patient does not have any allergies, click NKA then SAVE
If you are unable to obtain the patient’s allergy information, click on unobtainable then SAVE
•
Look up the name of the allergy/adverse reaction in the “Search For” box using either the
“Starts with” or “Any word” search methods
Page 40
•
•
•
•
•
•
•
Click on the appropriate allergy from the drop down box.
It is important to select from the options in the drop down box to ensure the
allergy/adverse reaction will go through interaction checking. By selecting from the
drop down choices, you are choosing a “coded” allergy/adverse reaction.
Allergies/adverse reactions not selected from the drop down choices will NOT go
through interaction checking and are considered “uncoded” allergies/adverse
reactions. Note – some allergies/adverse reactions will not be found in the allergy lookup.
You must select either “Allergy” or “Adverse reaction”, the severity of the reaction and
“Verified” or “Unverified”. In CWS you will always choose “UNVERIFIED”.
Select the reaction from the drop down menu.
Enter a comment if needed
If you do not locate the allergy/adverse reaction you need within the look-up, an additional
option “ADD AS UNCODED” will appear above the search box. Click in the box to add
To enter additional allergies/adverse reactions, click NEW and continue as above. When you are
done, click on the Save button located at the bottom right of your screen.
Page 41
Editing Allergies (E/E Allergies/Adverse Reactions)
Use this screen to edit a patient’s existing allergy information (i.e. severity, etc.) then click
Confirm and Save.
If a patient reported that they were not allergic to something, you would need to use the edit button
in order to remove it from the list. If you asked a patient if they were still allergic to latex when
scheduling their appt, you would use the confirm button.
When you confirm an allergen, the Date field changes to the current date, and your name appears
as the User to reflect that you did ask the question.
Note: Uncoded allergies can be confirmed or removed, but they cannot be verified.
Page 42
Auditing Allergies (E/E Allergies/Adverse Reactions)
Use this screen to view the changes made to patient allergies. The screen displays a list of each
instance an allergy was entered, edited, or deleted. Selecting an entry from the list displays details
below it (who entered or edited the allergy and when it was done).
Page 43
Allergy Snapshot Screen (Allergies/Adverse Reactions)
Use this screen to see how a patient’s allergy information appeared on a certain date. You can click
on Calendar/Clock to choose a past date/time, or click Now to view how the allergy information
currently appears.
Page 44
Acronym Module Name ABS ADM B/AR BMV CDS COW CPOE CWS DR E-­‐Chart EDM ELR EMR e-­‐sign HIM ICR ITS LAB LIS MAM MIS MM MR MT MUSE Abstracting Admissions (now REG – Registration) Billing & Accounts Receivable Bedside Medication Verification (med admin) Customer Defined Screen Computer on Wheels Computerized Physician Order Entry Community Wide Scheduling Data Repository Electronic Legal Record Emergency Department Module (documentation of care in ED; includes nursing, physicians, therapies) Electronic Legal Record Electronic Medical Record (formerly PCI-­‐electronic record of patient info – view only) Rehab staff (falls under PCM-­‐Physician Care Module) Health Information Management Incomplete Record Imaging (Radiology, Dictaphone reports) Laboratory (includes LAB, Path, Mic, Blood Bank) Lab module Meditech Archiving Module Management Information Systems (dictionary building) Materials Management (MM-­‐S short; MM-­‐Long long) Medical Records Meditech Medical User Software Exchange (Assn that provides various WebEx’s & conferences about Meditech products) Master Patient Index MPI NPR OM ORM OV PATSCH PCM PCS PDOC PHA PP view QRM RAD REG RM RPRT SCA SCH TASK Universe Order Management (formerly OE) Operating Room Management (formerly MSM-­‐doc of procedure/care in OR) Other Vender (usually connected with interfaces) Patient Scheduling Physician Care Manager (physician e-­‐sign, documentation & order entry, Outpatient therapies) Patient Care and Safety (formerly NUR-­‐nursing, therapies, soc svs, case mgmt doc for inpatients) Physician Documentation (part of Physician Care Manager) Pharmacy Personnel & Payroll (Emp Health-­‐view access in Payroll Quality and Risk Management Radiology Registration (formerly ADM) Risk Management/Quality Management Reports Scanning & Archiving Module Community Wide Scheduling (issue submitted directly to Meditech) Total Meditech system Page 45
Community-Wide Scheduling
Application Training Exercise
Name:
1.
Date:
How do you schedule an appointment for a specific resource:
Routine:
Buttons:
_
Patient Name/Account #:
_
2. How do you transfer all scheduled appointments from one
resource to another:
Routine:
_
Buttons:
_
From Resource:
To Resource:
_
_
3. What are the steps for printing patient instructions:
Routine:
Buttons:
_
Patient Name/Account #:
_
Page 46
4. How do you preview a list of all appointments scheduled for your
department for next week:
Routine:
_
Buttons:
_
Dept:
Date:
_ # of Patients:
5. What are the steps to update the visit reason field:
Routine:
Buttons:
_
Patient Name/Account #:
_
6. What are the steps to reschedule a patient for another date and
time: Routine: _
Buttons:
_
_
Patient Name/Account #:
_
7. How do you cancel a patient appointment:
Routine:
_
Buttons:
_
Patient Name/Account #:
_
8. How do you view the system audit trail:
Routine:
_
Buttons:
_
9. What are the steps for scheduling a patient for multiple
appointments within the same day and same account number:
Routine:
_
Buttons:
_
Patient Name/Account #:
_
Page 47
10. How do you change the availability/profile for a resource:
Routine:
Buttons:
_
Resource:
Date of Change:
11. How do you book a meeting for multiple resources for the same
date and time:
Routine:
_
Buttons:
_
Meeting:
_
Date/Time:
_
12. How do you reschedule an appointment set:
Routine:
Buttons:
_
Patient Name/Account #:
_
13. How do you change an appointment from one type to another:
Routine:
Buttons:
_
Patient Name/Account #:
14. How
do
you
add
_
an
additional
resource
to
an
existing
appointment: Routine:
Buttons:
_
Patient Name/Account #:
_
15. How do you view your waitlist:
Routine:
_
Buttons:
_
Dept:
# on Waitlist:
_
Page 48
16. How do you schedule a patient for a series of appointments:
Routine:
Buttons:
_
Patient Name/Account #:
_
17. How do you reschedule one appointment within a series of
appointments: Routine:
Buttons:
_
Patient Name/Account #:
_
18. When should you say “NO” to Update Demo Recall:
Notes: _
19. How do you manually print a letter/form:
Routine:
_
Buttons:
_
Patient Name/Account #:
Letter:
_
_
Page 49
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