WebEMR - Vianeta Support Center

Transcription

WebEMR
User Guide
Version 4.6.2
Copyright © 2000 - 2004 Vianeta Communications all rights reserved
This manual contains Vianeta trade secrets, and is intended solely for
use by Vianeta customers. Any unauthorized distribution or
reproduction is strictly prohibited. Recipients of this document agree
that all information contained herein is of a confidential nature; that they
will treat it in a CONFIDENTIAL manner, and that they will not
directly or indirectly, disclose or permit their agents or affiliates to
disclose any information without prior written consent of Vianeta
Communications.
Information in this document is subject to change without notice and
does not represent a commitment on the part of Vianeta
Communications.
Vianeta Communications
694 Tasman Drive
Milpitas, CA 95035
USA
Support: 888.848.6382
Tel: 1.866.VIANETA
Fax: 1.408.519.2210
www.vianeta.com
Documentation comments/questions: [email protected]
This document is provided for informational purposes only. Please
report any errors herein to Vianeta. Vianeta does not provide any
warranties covering and specifically disclaims any liability in
connection with this document.
Table of Contents
Chapter 1: Getting Started . . . . . . . . . . . . . . . . . . . . . . .1
Vianeta Enterprise Software for Healthcare . . . . . . . . . . . .
Vianeta WebEMR System Requirements . . . . . . . . . . . . . .
Hardware . . . . . . . . . . . . . . . . . . . . . . . . . .
Software . . . . . . . . . . . . . . . . . . . . . . . . . . .
Service . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Internet Explorer Settings . . . . . . . . . . . . . . . . . . . . .
Internet Explorer 6.0 Settings . . . . . . . . . . . . . . . . .
Browser Cache and Cookies Settings for Vianeta WebEMR
Browser Security Settings for Vianeta WebEMR . . . . . .
Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Logging Out . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . .
Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Top and Bottom Query Panels . . . . . . . . . . . . . . . .
Charts Quick Find . . . . . . . . . . . . . . . . . . . . . .
Reports Quick Find . . . . . . . . . . . . . . . . . . . . . .
Preferences . . . . . . . . . . . . . . . . . . . . . . . . .
Navigation Menu . . . . . . . . . . . . . . . . . . . . . . . . .
Medical Records Specific Navigation Items . . . . . . . . . .
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Chapter 2: Basic Vianeta WebEMR Functions . . . . . . . .
Play Dictations . . . . . . . . . . . . . . . . . . . . . . . . . . .
View Transcribed Reports . . . . . . . . . . . . . . . . . . . . . .
List of Reviewers . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Linked Reports . . . . . . . . . . . . . . . . . . . .
Viewing Alerts and Comments . . . . . . . . . . . . . . . . . . .
Alerts: Transcriptionist (MT) Comments . . . . . . . . . . . .
Physician and MR User Comments . . . . . . . . . . . . . . .
Reviewing and Adding Comments via the Showing Report Screen .
Proprietary & Confidential
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Vianeta WebEMR 4.6.2 User’s Guide
View, eSign, Review & Lock, Bulk eSign . . . . . . . . . . . . . .
eSign (Physician Only) . . . . . . . . . . . . . . . . . . . . .
To Search for Reports Requiring Your eSignature . . . . . .
Review & Lock (Physician Only) . . . . . . . . . . . . . . . .
Bulk eSign (Physician Only) . . . . . . . . . . . . . . . . . .
Bulk eSign of Reviewed & Locked Reports . . . . . . . . .
Bulk eSign of Reports (Not Previously Reviewed & Locked) .
Multiple Electronic Signatures . . . . . . . . . . . . . . . . .
Overriding Signatures . . . . . . . . . . . . . . . . . . . .
Rejecting Reports (Physician Only) . . . . . . . . . . . . . . . . .
Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving Queries . . . . . . . . . . . . . . . . . . . . . . . . .
Fax Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fax View . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fax Locator . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . .
Print Preview (HTML Reports Only) . . . . . . . . . . . . . .
Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . .
Envelope Setup . . . . . . . . . . . . . . . . . . . . . . . .
Other Options . . . . . . . . . . . . . . . . . . . . . . . . .
Print Document . . . . . . . . . . . . . . . . . . . . . . . .
Print Envelopes . . . . . . . . . . . . . . . . . . . . . . . .
Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 3: Dictations . . . . . . . . . . . . . . . . . . . . . . .
Dictations Page . . . . . . . . . . . . . . . . . . . . . .
Dictations and Proxies . . . . . . . . . . . . . . . .
Change Job Status . . . . . . . . . . . . . . . . . . . .
Search for Dictations . . . . . . . . . . . . . . . . . . .
Navigating through Multiple Pages of Dictations . . .
View and Print Customized Dictation Instructions . . . . .
Print Instructions . . . . . . . . . . . . . . . . . . .
Email Instructions . . . . . . . . . . . . . . . . . .
Statistical Summary of Dictated and Transcribed Dictations
Customizing Your View: Dictation Options . . . . . . . .
Chapter 4: Physicians . . . . . . . . . . . . . . . . . .
Physicians (Medical Records Only) . . . . . . . . . . . .
View Specific Physicians (Medical Records Only) . . . . .
Customizing Your View . . . . . . . . . . . . . . . . . .
Page ii of iv
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Chapter 5: Templates . . . . . . . . . . . . . . . . . . . . . . . . . 97
Show Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Summary Details . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Chapter 6: Charts . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Charts . . . . . . . . . . . . . . . . .
Expanded View . . . . . . . . . .
The View Column . . . . . . . . .
Charts and Proxies . . . . . . . . .
Bulk View . . . . . . . . . . . . . . .
Adding/Reviewing Comments . . .
Edit Transcribed Reports . . . . . . . .
Search for Reports with Chart Locator . .
Advanced Chart Locator . . . . . .
Associations . . . . . . . . . .
Downloading Reports . . . . . . . . . .
Agent-Redelivery . . . . . . . . . . . .
Job Activity Report . . . . . . . . . . .
Summary . . . . . . . . . . . . . . . .
Customizing Your View: Charts Options .
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Chapter 7: CC Charts and CoSign Reports
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CC (Carbon Copy) Charts . . . . . . . . . . . .
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Expanded View . . . . . . . . . . . . . .
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Charts and Proxies . . . . . . . . . . . . .
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Co-Sign Reports (Physician Only) . . . . . . . .
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Expanded View . . . . . . . . . . . . . .
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Special Status Values: eSigned* and Reviewed & Locked* .
Charts and Proxies . . . . . . . . . . . . . . . . . . . . .
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Search for Specific Charts with CoSign Reports Locator
(Physician Only) . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
To Search for Reports Requiring CoSignature . . . . . . . . . . . 144
Chapter 8: My Profile . . . . . . . . . . . . . . . . . . . . . . . . 145
My Account . . . . . . . . . . . . . . . . . . . . .
Changing your Password . . . . . . . . . . . . . . .
Adding, Deleting, and Linking Medical Records Users
(Medical Records Only) . . . . . . . . . . . . . . . .
Linking Medical Records Users . . . . . . . . . .
Adding Users . . . . . . . . . . . . . . . . .
Removing Users . . . . . . . . . . . . . . .
Proxies and Overrides . . . . . . . . . . . . . . . . .
Proxy Example . . . . . . . . . . . . . . . . . .
Override Example . . . . . . . . . . . . . . . .
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Set Up Proxy . . . . . . .
Current User Proxied .
Creating Proxies . . .
Proxy Details . . . . . . .
Viewing Proxy Details
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Chapter 9: Reports . . . . .
Reports . . . . . . . . . . .
Statistics . . . . . . . .
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The Top of Each Report
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Statistics . . . . . . . . . . .
Summary Report . . . . . . .
MRNErrors Report . . . . . .
QA Jobs by Work Type . . . .
QA Jobs Listing . . . . . . .
QA Jobs Summary . . . . . .
Ready Jobs by Work Type . . .
Ready Jobs Summary . . . . .
TAT Reports – Aggregate . . .
TAT Reports for Non-QA Jobs .
TAT Reports for QA Jobs . . . .
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TAT Reports – Aggregate (Transcribed Date) .
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TAT Reports for Non-QA Jobs (Transcribed Date)
TAT Reports for QA Jobs (Transcribed Date) . .
Transcribed Reports by Work Type . . . . . . .
Transcribed Reports Summary . . . . . . . . .
WorkTypeErrors Report . . . . . . . . . . . . .
Chapter 10: Index and Glossary . . . . . . .
Approval Status Glossary . . . . . . . . . . . .
Page iv of iv
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CHAPTER 1
Getting Started
Topics covered in this chapter include:
• “Vianeta Enterprise Software for Healthcare” on page 3
• “Vianeta WebEMR System Requirements” on page 5
• “Internet Explorer Settings” on page 8
• “Logging In” on page 11
• “Logging Out” on page 12
• “Setting Preferences” on page 13
• “Home Page” on page 15
• “Navigation Menu” on page 19
Proprietary and Confidential
Page 1
Getting Started
Page 2 of 206
Vianeta Enterprise Software for Healthcare
Vianeta Communications is the leading supplier of enterprise software for
Clinical Documentation, Revenue Cycle Management, and Clinical Data
Applications, powered by VNet Suite, the industry's first XML-based Edge
Computing / Micro Server Platform.
Clinical Documentation applications encompass the process of creation,
storage, retrieval & distribution of clinical data in hospitals and medical
clinics.
• Dictation/Transcription applications enable creation of clinical documents.
• Medical Records applications automate storage, editing, eSignature &
retrieval of clinical documents.
• Multi-Channel Report Delivery applications include distributed printing,
automated faxing, HIS uploads, and role-based authenticated secure webaccess to clinical documents.
Revenue Cycle Management applications help hospitals collect revenues faster
& contain costs through streamlining of Coding, Billing & Case Management
processes.
Clinical Data Applications enable analyzing clinical data for use in research,
Medical Device Testing, Pharmaceutical Drug Approval & Disease state
management.
Within the Clinical Documentation category, Vianeta manages the entire life
cycle of dictation, transcription, and multi-channel report delivery, including
dictation, transcription, QA, medical records review, physician editing and
eSignature, automated printing, and upload back to the hospital HIS system.
Vianeta WebEMR provides access from any browser to manage the entire life
cycle of dictation and transcription, from recording to reporting by Medical
Records and Physicians. After a report is dictated, it immediately goes to the
MTSO for transcription. Medical Records and the dictating Physician can
connect to Vianeta WebEMR through the Internet and listen to the dictated
Page 3 of 206
report. When the transcription is complete, Medical Records and Physician can
review the report immediately on Vianeta WebEMR and that report can be
electronically signed off, edited or rejected by the dictating Physician.
Physicians, other healthcare providers and HIM professionals now have 24/7
access to dictations and transcribed reports through Vianeta WebEMR.
Through a simple internet connection, and appropriate role-based
authentication and access control, users can listen to the original dictation,
monitor the transcription process, search archived reports .... and more.
eSignature is one of the most useful Vianeta WebEMR features. From any
Internet-connected PC, physicians and other healthcare providers can access,
review and electronically sign-off of reports individually or in bulk. Physicians
and other healthcare providers have the capability to reject reports with
comments. After review and approval, the reports are automatically routed
based-on user preferences and health system business rules. All reports are
archived and accessible for viewing at any time.
We have designed Vianeta Harmony and its components to be as intuitive as
possible; if you are already familiar with the Windows environment and the
interface offered by applications such as Microsoft Word, you should have
little trouble in learning how to use Vianeta applications. This manual should
have all of the information that you need. If you find any incorrect or missing
information, please contact us by email at [email protected].
Thanks for using Vianeta Harmony!
Page 4 of 206
Vianeta WebEMR System Requirements
Hardware
• Minimum Pentium 3 700+ MHz Processor
• Minimum 256 MB of RAM
• 2 GB of available hard disk space
• 1024 x 768 resolution
• Internet connection speed of 56Kbps or greater (DSL, Cable, T1 provide
improved performance)
• 32 bit Sound Card
• Headphones/speakers
Software
• Internet Explorer 6.0® (configured as stated below and in “Internet
Explorer Settings” on page 8)
Note: Concerning Internet Explorer 5.5, Microsoft published the policy
“Internet Explorer 5.5 Service Pack 2 Is Now in Extended Support” on
3/30/03 at http://www.microsoft.com/windows/ie/support/
ie55exsupport.asp, including these excerpts:
“Internet Explorer 5.5 Service Pack 2 (SP2) has now entered the
Extended Support phase of the Windows Desktop Product Life-Cycle
Policies.”
“For customers looking to upgrade their browser, we highly encourage
you to download Internet Explorer 6 Service Pack 1 (SP1). This is our
latest and most secure browser available.”
• Cipher Strength must be 128-bit
• To check your Cipher Strength choose About Internet Explorer from the
Help menu within Internet Explorer:
Page 5 of 206
• If the Cipher Strength is lower than 128 bit, e.g. 40 bit, then click on
Update Information link located right next to it.
• Internet Explorer must be configured to access secure (https) sites.
• Some types of security measures that may be in use over your Internet
connection may interfere with your access to Vianeta WebEMR. If you
attempt to access Vianeta WebEMR and receive an error saying “the page
cannot be displayed” or something else to that effect, you may be behind
a proxy server or firewall that restricts you from using secure, encrypted
communication. To check if your connection is restricted in this manner,
point your web browser to a site such as https://banking.wellsfargo.com,
or any other site with an address that starts with https:// instead of http://.
If you receive errors when trying to access such sites, you need to contact
your network administrator or ISP to get the restriction removed.
• Windows Media Player
• Adobe Acrobat Reader®
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• For free download and use of Adobe Acrobat Reader® go to or click the
Adobe website:
http://www.adobe.com/products/acrobat
Service
• Phone line, DSL, cable, or Ethernet connectivity.
• ISP Service.
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Internet Explorer Settings
This section outlines the browser settings necessary for working with Vianeta
WebEMR.
Note: Concerning Internet Explorer 5.5, Microsoft published the policy
“Internet Explorer 5.5 Service Pack 2 Is Now in Extended Support” on
3/30/03 at http://www.microsoft.com/windows/ie/support/
ie55exsupport.asp, including these excerpts:
“Internet Explorer 5.5 Service Pack 2 (SP2) has now entered the
Extended Support phase of the Windows Desktop Product Life-Cycle
Policies.”
“For customers looking to upgrade their browser, we highly encourage
you to download Internet Explorer 6 Service Pack 1 (SP1). This is our
latest and most secure browser available.”
Internet Explorer 6.0 Settings
Make sure that all of the browser settings are configured as explained below.
Browser Cache and Cookies Settings for Vianeta WebEMR
Procedure:
1.
2.
3.
4.
5.
Select Tools > Internet Options... from the menu.
Click Temporary Internet Files > Settings.
Make sure Every visit to the page is checked on. Click OK.
Select Privacy > Advanced.
Make sure Override automatic cookie handling and Always allow session
cookies are checked on. Click OK.
6. Click OK to close Internet Options.
Browser Security Settings for Vianeta WebEMR
Procedure:
1. Select Tools > Internet Options... from the menu.
2. Select the Security tab:
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3. Click Custom Level...
4. Under the Miscellaneous section, look for Display mixed content:
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5. Make sure that Display mixed content is set to Enable. Click OK.
6. Under Select a Web content zone..., click the Trusted Sites button. Click the
Sites button.
7. In the Add this Web site to the zone: field, type:
https://appserver.vianeta.net. Click Add.
8. In the Add this Web site to the zone: field, type:
https://desktop.vianeta.net. Click Add. Click OK.
9. Click OK to close Internet Options.
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Logging In
Point your browser to the URL provided by the administrator (for example:
https://appserver.vianeta.net).
A Security Alert from the browser might be displayed. This serves as an alert
that pages will be viewed securely over an “https” connection. Click OK to
continue. The Login screen is displayed:
Enter the user name and password provided by your manager.
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Logging Out
To log out of Vianeta WebEMR, click on Sign Out, above the Navigation
Menu.
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Setting Preferences
The Preferences screen provides a mechanism for changing the color theme of
the interface.
1. To select a color theme for Vianeta WebEMR, click Preferences in the My
Account menu item. The Preferences screen will appear:
2. Select the radio button next to the desired color theme (this affects the color
of menus and backgrounds, etc.).
3. Click Done when finished.
A confirmation window will appear stating that you will need to log in again
to see the changes.
4. Click OK to be logged out. Click Cancel to continue working without
viewing the changes until the next login.
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Home Page
By default, the first page displayed upon logging in, is the Home Page:
The Home Page displays a summary of information available to the user and
provides a means for navigation throughout the site, using the links in the
Navigation menu (across the top). For more information about the Navigation
menu, see “Navigation Menu” on page 19.
The Home Page consists of the following five sections, discussed in detail
below: Top and Bottom Query panels, Charts Quick Find, Dictations
Quick Find, and Preferences. By default, the Top Query panel is configured
to show dictations, and the bottom panel to show charts.
Top and Bottom Query Panels
The top and bottom Query Panels show (by default) listings of Charts and
Dictations, but are also used to display the results of Queries (for more
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information about queries, see “Queries” on page 55). A user may specify a
specific query to be displayed in each of the two panels. Specifying which
query is to be used for each panel is managed through the Save Query dialog
(for more information about saving queries, see “Queries” on page 55).
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Charts Quick Find
The Charts Quick Find section provides a method for quickly searching for a
chart or charts.
Enter as much or as little search criteria as necessary and click Find. The
results are displayed as results in the Chart Locator.
Reports Quick Find
The Reports Quick Find section provides access to the various reports
available to the user:
Enter a date range, select a report and click Find.
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Preferences
The Preferences section allows you to select your Start Page. Use the dropdown arrow and select the desired page to open when to when logging on to
Vianeta WebEMR.
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Navigation Menu
Use the Navigation Menu to select basic Vianeta WebEMR pages. The
Navigation Menu appears as a horizontal bar near the top of the window. As
each item is selected, a submenu is displayed immediately below the
Navigation Menu, displaying a list of related links.
Home: Provides an snapshot views of Dictations and Charts (or specified
Queries), Chart Quick Find, Reports Quick Find, and Preferences. Please refer
to “Home Page” on page 15 for more details.
Charts: Contains the following functionality:
Listen to Dictations, View Transcribed Reports, Reject, eSign, and Review &
Lock, Search for Reports with Chart Locator, Print or Download Report, Job
Activity Report, Navigation through Multiple Pages of Report, Summary,
Customized View of Jobs Displayed, Edit Report, Agent Re-Delivery. A
search interface is also provided. Please refer to “Charts” on page 105 for more
details.
The Charts submenu contains: View, Locator, Summary, and Options.
CC Charts: Dictating Physicians can view reports that have been CC’d to
them by other Physicians.
The CC Charts submenu contains: View and Locator.
CoSign Reports: Access reports to be cosigned by the current user. Please refer
to “CC (Carbon Copy) Charts” on page 135 for details.
The CoSign Reports submenu contains: View and Locator.
Dictations: Contains the following functionality:
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Listen to Dictations, View Transcribed Reports, Reject, Review & Lock and
eSign, Search for Dictations, Navigation through Multiple Pages of Dictations,
View and Print Customized Dictation Instructions, Edit Report, Agent ReDelivery, Statistical Summary of Dictated and Transcribed Dictations. A
search interface is also provided.
The Dictations submenu contains: View, Locator, Summary, Instructions, and
Options.
Reports: Provides access to the various reports, including some or all of the
following:
• eSign TAT Reports - Aggregate
• MRN Errors Report
• My Dictations
• QA Jobs by Work Type
• QA Jobs Listing
• QA Jobs Summary
• Ready Jobs by Work Type
• Ready Jobs Listing - Inserted Date
• Ready Jobs Summary
• Statistics
• Summary Report
• TAT Report with Dictation Minutes
• TAT Reports - Aggregate
• TAT Reports Aggregate by Transcribed Date
• TAT Reports for non-QA Jobs
• TAT Reports for QA Jobs
• TAT Reports Non-QA Jobs by Transcribed Date
• TAT Reports QA Jobs by Transcribed Date
• Transcribed Reports by Work Type
• Transcribed Reports Summary
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• Work Type Errors Report
Templates: Provides a list of templates labeled by Work Type ID, Work Type
(including a VUE, HTML or Word icon), Mandatory Fields, Optional Fields,
Last Updated. Please refer to “Show Templates” on page 99 for details.
The Templates submenu contains: View and Summary.
My Account: Contains the following functionality:
Change My Password, View contact information, billing address, and profile,
Manage (create, modify, delete) proxies. Switch accounts to an account for
which the current user is a proxy. Allows you to select a color theme
(Preferences). Please refer to “My Account” on page 147 for details.
The My Account submenu contains: Profile, Set Up Proxy, Proxy Details, and
Preferences.
Medical Records users will also have access to the Add User/Delete user link
in this panel.
Fax: Provides access to faxes sent by the Physician, including searching for
specific faxes and re-sending failed faxes. Click on any of the column headers
to resort the information by Job #, Fax #, Sent Date, Status, Physicians Name,
Patient Name/ID or Priority. Please refer to “Fax Page” on page 57 for more
details.
The Fax submenu contains: View and Locator.
Medical Records Specific Navigation Items
Physicians: The Medical Records Manager is able to view a list of all the
Physicians that are part of his/her responsibility. Physicians are labeled by
Name, Specialty, Department, Author ID, Dictation System, Work Types, and
Service Provider. The Physicians Locator Link will allow you to search for a
specific physician.
The Physicians submenu contains: View, Locator, and Options.
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CHAPTER 2
Basic Vianeta
WebEMR
Functions
• “Play Dictations” on page 25
• “View Transcribed Reports” on page 29
• “Viewing Alerts and Comments” on page 35
• “View, eSign, Review & Lock, Bulk eSign” on page 41
• “Rejecting Reports (Physician Only)” on page 51
• “Queries” on page 55
• “Fax Page” on page 57
Page 23
Basic Vianeta WebEMR Functions
• “Printing Reports” on page 61
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Play Dictations
You may listen to dictations from the Dictations page or the Charts page (as
well as listings on the Home page). Click on either the Dictations menu item or
the Charts menu item as shown below:
Available dictations will appear with a blue Play icon
in the Play column.
Click on the Play icon
, and a new screen will appear with the Vianeta
CVF Player that will automatically begin playing the dictation as shown
below:
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To play press the Play button:
To pause press the Pause button:
.
.
To stop playing press the Stop button:
.
To move forward (fast forward) in the dictation use your mouse to drag and
release the Status Bar Indicator:
The remaining buttons are not enabled during playback.
A red Play icon
indicates that the voice file has been archived. It is not
possible to listen to archived Voice files. If a job is Rejected prior to archiving,
the voice file will be kept until the status of the job returns to Transcribed.
Please note that the actual length of time a voice file remains before being
archived may vary, depending on site policy. Please contact your administrator
for the length of time before archiving for your site.
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Note: To view transcribed reports, while listening to dictations, click on the
View Report icon
or
or
in the Dictations or Charts screen
to open the report. For more details, please refer to “View Transcribed
Reports” on page 29.
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View Transcribed Reports
Transcribed reports can be viewed from both the Dictations page and the
Charts page. Transcribed reports can be linked or merged with other reports. If
that is the case, the linked reports are also available. For more information
about viewing linked reports, see “Viewing Linked Reports” on page 31.
Reports templates (and, therefore, the reports created with them) can be either
VUE-based, Microsoft Word-based, or HTML-based. The specific type of
report template is indicated by the icon in the View column of the Dictations
listing:
To view a transcribed report, click on the View Report icon in the View
column. When viewed, Microsoft Word-based templates (
) are displayed
in Word, but only if Microsoft Word or Microsoft’s free Word viewer is
installed on the client machine. Otherwise an error message is displayed.
Note: When a Microsoft Word-based report is viewed, the View Bookmarks
preference within Microsoft Word may be reset. This will affect all
subsequent viewings of Microsoft Word documents, both inside and
outside of Vianeta products.
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VUE (Vianeta Universal Editor) based reports (
separate, VUE editor screen.
HTML-based reports (
) are displayed in a
) are displayed in a separate screen as well:
Note that the CVF player controls are present on the toolbar. Use the CVF
player to listen to the dictation while viewing the report. For information on
how to use the CVF player, see “Play Dictations” on page 25.
List of Reviewers
The Showing Report dialog may display a list of Physicians that are specified
as having to sign the report (the Reviewer List):
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The Dictating Physician is listed in Green text. The presence of “(E)” next to
the Physician’s name indicates that Physician has electronically signed the
report.
CoSign Physicians that have not yet signed the report are listed in Red text
(with Black text and “(E)” for signed reports).
Physicians may or may not have the ability to add or remove Reviewers to the
Reviewer List, depending on features assigned by the Administrator and to
which groups the Physician belongs.
Viewing Linked Reports
When viewing a report with links (merges or addendums) to other reports, the
Showing Report dialog is slightly different:
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Note: Editing is not allowed from the Merged Document view.
A listing of linked jobs is included at the bottom of the Showing Merged
Document dialog. When Merged Document is selected in the Linked Jobs List,
all of the linked jobs are concatenated in the view, with the first job displayed
on top. Scroll down to view subsequent jobs.
Select a specific document from the list to view only that document. Selecting
a document from the list causes the listing of Physicians associated with that
report to be displayed:
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In this view, the job is presented as a single job, and can be edited/etc. as per
the usual rules.
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Viewing Alerts and Comments
Transcriptionists, Physicians, and MR users can enter comments regarding a
dictation. The View column contains icons indicating the existence and type of
comment. It is also possible to view or add comments via the Showing Report
window (discussed below).
Note: The ability to display MT comments must be enabled via groups.
Alerts: Transcriptionist (MT) Comments
For those reports that have comments from MT’s attached, the Alert icon
(
) is present in the View column:
The actual text of the Alert is visible on the Showing Reports screen (for more
information about the Showing Reports screen see “View Transcribed
Reports” on page 29):
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Click the up/down arrow (circled in red, above) to hide or show the Alert For
Physician: field (boxed in red, above).
Note: Alerts are only available to Physicians via their own reports, not
through reports they receive via CC Physicians.
Physician and MR User Comments
For those reports that have comments attached from Physicians or MR users,
the View Comments icon (
) is present in the View column. Clicking the
View Comments icon displays the Comments screen:
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Enter comments in the top section of the window if desired. Click Save
Comments to save the changes.
Reviewing and Adding Comments via the Showing Report Screen
Additionally, it is possible to enter and view Physician and MR (Medical
Records) Comments via the Showing Report screen (for more information
about the Showing Reports screen see “View Transcribed Reports” on
page 29):
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The button will be labeled Review Comments when there are MR or Physician
comments associated with that particular report. The button will be labeled
“Add Comments” if there are no MR or Physician comments associated with
that report. Click the Add Comments button in order to display the Adding
Comments dialog. Enter comments and then click Save Comments.
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Once comments have been added for a report, the display changes:
The Add Comments icon changes to Review Comments. Also the comments
are displayed in the Physician Comments: field (boxed in red, above). To open
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or close the Physician Comments: field, click the up/down arrow on the right
(circled in red, above).
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View, eSign, Review & Lock, Bulk eSign
To access the eSign, Review & Lock and Bulk eSign features:
1. Click on the Charts menu item and click on the View Report icon
or
or
in the View column of the completed report in the Charts page.
The Showing Report screen is displayed:
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eSign (Physician Only)
The eSign capability allows a Physician to electronically sign a report. This is a
special feature and must be activated by your account administrator. If eSign is
enabled, the eSign button is displayed on the Showing Report screen.
Note: Bulk eSign is available for signing multiple documents in a single
process. For more information, see “Bulk eSign (Physician Only)” on
page 45.
Note: For more information about multiple electronic signatures, see
“Multiple Electronic Signatures” on page 49.
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1. Upon clicking the eSign button in the Showing Report screen, you will be
prompted to enter your Vianeta WebEMR Password in the Authentication
Window:
2. Click OK to complete eSigning of the selected report.
A report that has been eSigned will display the message ‘Report has already
been electronically signed off.’ as shown above.
To Search for Reports Requiring Your eSignature
1. Click Charts. Click Chart Locator.
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2. In Option 7: View Reports by Approval Status, mark the checkbox for
Reports - Transcribed. You may apply any of the search criteria options in
this dialog.
3. Click Search.
Review & Lock (Physician Only)
The Review & Lock button will be available to you if eSign has been activated
on your profile. This feature allows you to prevent further modification of a
report until you are ready to Bulk eSign the report.
1. Clicking the Review & Lock button will close the Showing Report screen
and change the Approval Status of the report to Reviewed & Locked.
A report that has been Reviewed & Locked may be unlocked via the Unlock
button in the Showing Report Screen.
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Bulk eSign (Physician Only)
Bulk eSign of reports refers to signing multiple reports in a batch. The basic
process is to first select the reports to review, click on the Bulk eSign button,
review each report (locking each report to be bulk eSigned), and finally
perform the bulk eSign.
Note: Bulk eSign is not currently available for Word-based documents.
Note: For more information about multiple electronic signatures, see
“Multiple Electronic Signatures” on page 49.
Bulk eSign of Reviewed & Locked Reports
If there are already reports marked as Reviewed & Locked, clicking the Bulk
eSign button will automatically bring up a screen with all of your
Reviewed & Locked reports:
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All of the Reviewed & Locked reports will be displayed with a check mark next
to them.
1. Uncheck any reports that you do not want to eSign by clicking on the check
mark next to the date and time. Click the eSign button to electronically
sign off all the check marked Reviewed & Locked reports. Click the Unlock
button to unlock any reports with a check mark so they can be modified.
Click the Cancel button if you do not want to eSign any reports at this time.
Note: Up to 30 reports can be eSigned at a single time. If more than 30
Reviewed & Locked reports are checked, only the first 30 will be
eSigned. Click on the Bulk eSign button again, and the next group will
be ready to eSign. Bulk eSign is limited to groups of 30 documents at a
time in order to prevent browser timeouts and other Internet latency
problems.
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Once you click the eSign button you will be prompted to enter your Vianeta
WebEMR Password in the Authentication Window:
2. Type in your Password and click OK to bulk eSign all of the reports that
have been selected.
Bulk eSign of Reports (Not Previously Reviewed & Locked)
Bulk eSign is a process in which each selected report is displayed, and the
Physician elects to either:
• Reject the report
• eSign the report
• Review & Lock the report
• Skip the report (click Next)
After any of these actions are performed, the next selected report is displayed.
This continues until all of the selected reports have been processed.
To perform Bulk eSigning of reports:
1. Select jobs to Bulk eSign by checking the checkbox next to the job in the
Charts screen.
2. Click on Bulk eSign. The “Bulk eSign of Reports” screen is displayed.
This dialog provides the ability to Review & Lock, eSign, Reject, or Add
Comments to each of the selected reports:
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3. Performing any action described above, including clicking the Next button,
brings up the next report in the list of checked reports. In this way, each of
the reports is displayed one at a time until each has been processed.
4. Once all of the reports have been viewed, a screen displaying all of the
Reviewed & Locked reports is displayed:
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5. From this screen, clicking eSign will eSign the checked reports, and
clicking UnLock will unlock the checked reports.
Multiple Electronic Signatures
Some additional features and considerations are involved where multiple
Physicians’ electronic signatures are required.
Overriding Signatures
A Physician (assuming that the correct permissions have been assigned by the
Administrator), can override the need for multiple signatures while eSigning a
chart that has multiple Reviewers listed.
1. Click the eSign button on a chart to be electronically signed.
2. To override the need for multiple signatures, check the Override checkbox:
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3. You will be prompted for comments regarding the override. Enter the
information and click Save Comments.
4. Enter your eSignature password and click the Sign button.
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Rejecting Reports (Physician Only)
Rejecting a report changes the status of the job to “Rejected” and places the job
back in the pool of jobs to be transcribed, usually a QA workpool.
A “reject” action by any signatory on the report that is not the dictating
physician causes the report to be returned to the previous physician that
reviewed and eSigned the report. In general, this is the resident physician. The
rejecting physician should enter comments detailing the reason for the reject. A
reject by the dictating physician causes the report to return to transcription
1. To reject a report click on the Charts menu item.
2. Click the View Report icon
,
or
in the View column of the
completed report in the Charts screen you wish to reject.
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3. To reject this report, click the Reject button.
4. This will open the Reject screen where Comments must be provided before
continuing with rejection of the report:
5. To save your comments and continue with rejecting the report, click the
Save Comments & Reject button. Any saved comments will appear in the
Comments screen for Supervisors and Transcriptionists, along with the
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name of the person who typed the comments and the date and time they
were submitted. Click the Cancel button to cancel the rejection of the report.
Once you have saved your comments and rejected the report, both the Please
Enter Comments screen and the Showing Report screen will close, changing
the Approval Status of that report to Rejected in the Status column of the
Charts screen.
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Queries
A Query is basically a way to refer to a specific set of search criteria. Vianeta
WebEMR allows users to create, save, and edit queries for Charts and
Dictations. These queries can be referred to during subsequent sessions and
can be used to populate the top and bottom panels on the Home Page. Queries
are specific to the feature in which they are created. In other words, if a query
is created on the Charts page, that query is only available to the Charts page
(and, of course, the Home page), and not the Dictations page.
A user may create as many queries as necessary.
Saving Queries
Saving a query makes that set of search criteria available for later searches. A
query can also be used to pre-populate parts of the Home Page and can also be
used as the default view for the page (Charts, Dictations, CoSign Reports, etc.)
on which it is created.
To save a query:
1. Save a query by using the Save Query button (or make a copy of the query
with a separate name, using the Save As Query button).
2. The Save Query dialog is displayed:
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3. Enter a name for the query (spaces are not allowed).
4. Mark “Set As Default View” if the query should be run each time that page
is visited.
5. Mark “Set As Home Page for:” if the query should be run and the results
displayed on the Home Page. Selected either Top or Bottom panel from the
pull-down.
6. Click Done when finished.
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Fax Page
The Fax Page provides access to the Faxes associated with the your user
profile and contains the following functionality:
• View a fax
• Search for specific fax(es)
• Re-send all failed faxes
The Fax page displays (by default) all faxes sent by the current Physician, and
includes the following information: Job Number, Fax Number, Sent Date,
Status, Physician Name, Patient Name/ID, and Priority.
Fax View
In the Fax View page you will see a listing of all currently active faxes. You
can resort the list by clicking on any of the column headers.
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If you click the link to View Specific Faxes you will be taken to the Fax
Locator Page.
Fax Locator
In the Fax Locator page you may search of a specific fax. There are several
fields you can use to locate a fax. Fill out enough information to produce a
unique ID and click Search.
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Note: If your search fails, you will see a blank results screen. Return to the
search page by clicking your browser’s Back button.
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Printing Reports
You may print your reports to any printer as you would any other document.
Also, reports can be converted to different formats. The format you may print
to is determined by the template type:
Template
HTML
PDF
Word
HTML-based
Yes
No
Yes
VUE-based
(VUE)
No
Yes
Word-based
No
No
Yes
Choose the report(s) to print using the checkboxes on the left of the page, or
choose the “Check to select all reports” option at the top of the page to print
everything on that page. Once you have checked all the reports you wish to
print, choose your printing option from the dropdown list. Finally, click the
Print icon
to print the selected reports.
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Once the reports are checked, click the dropdown to select the download
format: HTML, VUE and Word.
Note: In order to use Word, Microsoft Word must be installed.
Click the Print
icon to begin printing the selected report(s).
Print Preview (HTML Reports Only)
Clicking the Print Preview icon
in the view column loads the
corresponding report in Print Preview
mode:
If this is your first time printing, you should go through the Page Setup,
Envelope Setup, and Other Options screens to make sure the printing options
are set up as desired.
Page Setup
Click on the Page Setup
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button to bring up the screen below:
Use this screen to set printing preferences for transcribed documents. These
preferences will apply to all documents, not just the one being printing right
now, and can be changed at any time.
Paper - Select the appropriate paper size and paper source (most likely the
defaults of Letter and Auto Select).
Headers and Footers - Enter any header and footer codes for HTM printing.
Orientation - Select between Portrait and Landscape mode.
Margins - Set the page margins.
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Printer... - Select between multiple printers available to the computer or
network.
Click OK to save your changes, or Cancel to keep everything as it was and
return to the Print Preview screen.
Envelope Setup
The Envelope Setup screen is identical to the Page Setup screen, except that
options set here will only affect envelopes. Envelope setup must be supported
by the template. Usually Landscape mode is used for envelopes.
Other Options
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Return Address - To have a return address automatically printed on all
envelopes, enter it in these fields.
Print a copy for each CC - Will print an extra copy for each CC'd Physician on
each report.
Print envelopes - Enables envelope printing.
Print an envelope for each CC - Will print an extra envelope for each CC'd
Physician on each report.
Use horizontal feed for envelope - Use the horizontal envelope feed on the
printer if it has one.
Print Document
Clicking the Print Document
on the printer selected during Page Setup.
button will print the document
Print Envelopes
Clicking the Print Envelopes
button will print envelope(s)
on the printer selected during Envelope Setup.
Close
Clicking the Close
ESC key also closes the screen.
button closes this screen. Pressing the
Help
Clicking the Help
button displays keystroke shortcuts as
well as the Print Preview zoom keys (+ and -). Please note that you need to
press Shift and the + key to zoom in using the + key across the top of the letter
keys.
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CHAPTER 3
Dictations
• “Dictations Page” on page 69
• “Change Job Status” on page 73
• “Search for Dictations” on page 77
• “View and Print Customized Dictation Instructions” on page 81
• “Statistical Summary of Dictated and Transcribed Dictations” on page 85
• “Customizing Your View: Dictation Options ” on page 87
Page 67
Dictations
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Dictations Page
The Dictations Page provides access to the dictations belonging to the current
user and contains the following functionality:
• Listen to dictations
• View transcribed reports
• Reject, review & lock and eSign
• Search for dictations, run, create, modify, and save queries
For more information about queries, see “Queries” on page 55.
• View and print customized dictation instructions
• Statistical summary of dictated and transcribed dictations
• Customized view of jobs displayed
The Dictations page displays (by default) all dictations and transcribed reports.
This screen shows job information including Date (in PST by default), Job
Number, Patient Name and ID, Work Type name, approval Status, Play, and
View a report. Click any of these column headers to resort the list by that data.
1. To access the Dictations page, click the Dictations menu item. This will open
the Dictations Page:
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The Dictations page shows a listing of up to the first 500 dictations, based on
the results of the current Query. For more information about queries, see
“Queries” on page 55. To sort the listing, click on the column headings (Date,
Job #, Work Type, etc.). Clicking a column heading sorts the information in
either ascending or descending order. Clicking the same column heading again
will reverse the sorting.
If the list of dictations is longer than can be displayed on one page, a list of
page numbers is displayed on the upper and lower right side of the listing.
Click on the page numbers to move through the listing.
Note: If there is an active ADT feed, Vianeta WebEMR will display the
Patient Name for each dictation with a status of Ready. This patient
name is linked to what the physician has indicated by entering a patient
identifier (usually Medical Record Number) during dictation. If the
physician enters an incorrect patient identifier, the patient name listed
in Vianeta WebEMR may be inaccurate.
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Dictations and Proxies
If the current user is set as a proxy for another user’s account, those jobs
belonging to the absent Physician are present in the listing as well. The
simplest way to tell which jobs are listed due to proxy is to check the Physician
Name (listed along with the Job number in the Job # column).
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Change Job Status
The priority of a Ready job may be changed.
1. Click the Dictations menu item and click the Dictations tab at the top of the
page.
2. Click on the underlined Status (Ready).
The Change Job Status screen is displayed for the selected job as shown
below:
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3. Click the drop down arrow in the Priority section to change the priority of
the job as shown below:
4. Finally, type your Password and click the Done button to complete the
change as shown below:
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The Priority of the job is now changed.
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Search for Dictations
It is possible to search for Dictations and Transcribed Reports via the
Dictations Locator page. The Dictations Locator form provides standard as
well as advanced searching fields.
1. To access the Dictations Locator click the Dictations menu item and click
the Dictations Locator link at the top of the screen:
2. Enter the criteria for the Dictations for which you are searching. Enter as
much data as you can in the Dictations Locator screen:
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3. When finished entering your criteria, click Search at the bottom of the
screen.
4. Alternatively, click Advanced Locator to expand the search form:
Note the Association field in the Advanced Locator search. Use the
Association field to search for dictations based on related data such as
Accession numbers, etc. For more information about Associations, see
“Associations” on page 120.
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For either search form, click Search to display the Dictations page with the
results of your search:
Notice that the search criteria used to return the list of dictations is available
by clicking on the Search Criteria link at the top of the page. Click Search
Criteria again to hide the information.
5. Optionally, click on the Save Query button to save the search criteria as a
Query. For more information about queries, see “Queries” on page 55.
6. To return to the main Dictations page click the Dictations tab at the top of the
screen. If you perform another search, the selections you made in the
previous search will remain for the new search.
Navigating through Multiple Pages of Dictations
1. If you have more than one page of Dictations you can click on the link to the
next set of dictations using the
button at the bottom of the
page. If you wish to view dictations from a previous page you can click on
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the
link at the bottom of the screen to move to the previous
page of dictations.
Note: Only the most recent 500 dictations are displayed. To access any
archived reports you must use the View Specific Dictations function.
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View and Print Customized Dictation Instructions
1. To access the Dictation Instructions sheet, click the Dictations menu item
then click Instructions in the submenu at the top of the screen:
The Instruction Sheet page is displayed:
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This screen displays all of the dictation instructions for the Physician whose
name appears in the Instruction sheet for: field. If you are the Physician
logged in you will only see your name here. If you are a Medical Records
Manager you will see a pull-down list containing the names of all the
Physicians you work with.
The Instruction Sheet reflects the keymap information for a specific
Physician. This information is maintained by the administrator.
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2. To switch Physicians, click the pull-down arrow
next to the Physician
name and choose the appropriate Physician from the list. Once you have
chosen a Physician the dictation instructions specific to that Physician will
appear in the screen.
Print Instructions
1. To print the instruction sheet, click the Print Instructions button at the
bottom of the page. Follow your normal printing procedure and click OK in
the print screen that appears.
Email Instructions
1. To send a copy of the instruction sheet via email, click the Email
Instructions button at the bottom of the page. A confirmation message is
displayed, stating that the email has been sent to the email address specified
in the Physician profile. Click OK to continue.
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Statistical Summary of Dictated and Transcribed
Dictations
1. To access the summary information, click the Dictations menu item then
click Summary in the submenu at the top of the Dictations page.
This will open the Dictation Summary page:
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Available on this page: Total Number of Dictations, Number of Transcribed
Dictations, Number of Dictations to be Transcribed, Average Job Length (in
hh:mm:ss format), and the Average Turnaround Time (in minutes).
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Customizing Your View: Dictation Options
1. To customize the display of the Dictations page, click the Dictations menu
item and click Options in the submenu at the top of the page.
This opens the Options page, providing several preference options:
Step 1: Show New Dictations
Use the radio buttons to choose whether to view dictations by date in a
descending or ascending order.
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Step 2: Mark Urgent Dictations
Use the radio buttons to choose to either mark urgent dictations in red with
bold text or a color of your choice. If you choose to pick your color from the
color palette a Color Chooser screen is displayed.
Use the mouse to click on the desired color (used to indicate urgent
dictations) from the Color Chooser.
Step 3: Choose Number of Dictations in Each Page
Use the radio buttons to choose whether to view 10, 20, 30, 40, or 50
dictations per page.
Step 4: Save Appearance
To save the customization options selected, click Done.
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CHAPTER 4
Physicians
• “Physicians (Medical Records Only)” on page 91
• “View Specific Physicians (Medical Records Only)” on page 93
• “Customizing Your View” on page 95
Page 89
Physicians
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Physicians (Medical Records Only)
Medical Records users have access to an additional item on the Navigation
menu: Physicians.
The Physicians page shows a list of up to 500 Physicians associated with that
Medical Records user. The Physicians page also provides a method for
searching for specific Physicians, and customizing how the listing of
Physicians is displayed.
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The Physicians page shows a listing of up to 500 Physicians. To sort the listing,
click on the column headings (Name, Specialty, Department, etc.). Clicking a
column heading sorts the information in either ascending or descending order.
Clicking the same column heading again will reverse the sorting.
If the list of Service Providers is longer than can be displayed on one page, the
Next Page button is enabled. Click Next Page or click on a page number to view
more Physicians. Click Prev Page to display the previous page of Physicians.
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View Specific Physicians (Medical Records Only)
1. To access a list of specific Physicians, click the Physicians menu item and
click the View Specific Physicians link at the top of the screen, or select
Locator from the Physicians submenu.
The Physicians search criteria screen is displayed:
2. Type in or select all the information you know for the Physician(s) you are
searching for and click the Search button to find the Physician(s). A list is
displayed, containing only those Physicians that meet the search criteria.
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Customizing Your View
1. To customize the display of the Physicians page, click the Physicians menu
item and click the Customize tab at the top of the page.
The Customize page is displayed, providing several preference options:
Step 1: Show Physicians
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Use the radio buttons to choose whether you want to view Physicians by date
in a descending by last name or ascending by last name order.
Step 2: Mark Physicians whose dictations are Pending Transcription as
Use the radio buttons to choose either mark urgent dictations in red with bold
text or a color of your choice. If you choose to pick a color from the color
palette a Color Chooser screen opens:
Use your mouse to click on the color you want for urgent dictations from the
Color Chooser.
Step 3: Choose Number of Physicians in Each Page
Use the radio buttons to choose whether you want to view 10, 20, 30, 40, or 50
Physicians per page.
To save the selected customization options, click the Done button.
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CHAPTER 5
Templates
• “Show Templates” on page 99
• “Summary Details” on page 101
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Templates
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Show Templates
Templates are the blank forms viewed by the transcriptionists. These are fully
customizable by your site administrator.
1. To view a template’s format, click on the Templates menu item. This brings
up a list of all your templates.
Displayed are: the Work Type ID, Work Type name (and an icon specifying
Word-based or HTML-based template), any Mandatory Fields that are part
of the template, any Optional Fields that are part of the template, and the
date that the template was Last Updated.
Templates are maintained by the site administrator.
2. Click the underlined Work Type in the Work Type column. This opens a
new screen displaying the appropriate template.
The Showing Template screen displays the entire template:
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Summary Details
1. Click the Templates menu item and click on the Summary tab on the top of
the screen to display a summary of all your Templates. For HTML-based
templates, the listing includes the mandatory and optional fields for the
listed templates:
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CHAPTER 6
Charts
• “Charts” on page 105
• “Bulk View” on page 109
• “Edit Transcribed Reports” on page 113
• “Search for Reports with Chart Locator” on page 117
• “Downloading Reports” on page 121
• “Agent-Redelivery” on page 123
• “Job Activity Report” on page 125
• “Summary” on page 129
• “Customizing Your View: Charts Options” on page 131
Page 103
Charts
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Charts
The Charts Page provides access to the charts available to the current user
(including those that are available due to proxy) including the following
functionality:
• Listen to dictations, view transcribed reports, view job activity
• View report Comments and Alerts
•
•
•
•
•
For more information about Comments and Alerts, see “Viewing Alerts and
Comments” on page 35.
Reject, (Bulk) eSign, (Bulk) View, and review & lock
For more information about Bulk eSign, see “View, eSign, Review & Lock,
Bulk eSign” on page 41.
For more information about Bulk View, see “Bulk View” on page 109.
Search for reports with chart locator, create/edit Queries
For more information about searching for specific charts, see “Search for
Reports with Chart Locator” on page 117.
For more information about Queries, see “Queries” on page 55.
Print or download reports
For more information about printing and downloading reports, see “Printing
Reports” on page 61 and “Downloading Reports” on page 121.
View a Summary of the status values for the Physician’s charts
Customize the view of jobs displayed (Options)
The Charts page displays (by default) all reports that have been transcribed.
The listing provides job information including Date (in PST by default), Job
Number (includes Dictation Physician Name if you are logged in with a User
Access account), Patient Name and ID, Work Type, Approval Status, Play to
listen to the dictation, and View to view the report.
1. To access the Charts Page, click the Charts menu option. This will open the
Charts page shown below (for Physicians):
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Note: Medical Records (MR) users will see a slightly different screen—
where Bulk eSign is replaced with Bulk View.
Note: The first time you access the Charts page you may receive a message
instructing you to install the Vianeta Print Client.
Click the Yes button to install and run the Vianeta Print Client. In some
cases it may be required to restart the machine. If required, Vianeta
Print Client will prompt you to restart.
The Charts page shows a listing containing up to the first 500 Charts, based on
the results of the current Query. For more information about queries, see
“Queries” on page 55. To sort the listing, click on the column headings (Date,
Job #, Work Type, etc.). Clicking a column heading sorts the information in
either ascending or descending order. Clicking the same column heading again
will reverse the sorting.
If the list of Charts is longer than can be displayed on one page, a list of page
numbers is displayed on the upper and lower right side of the listing. Click on
the page numbers to move through the listing.
Select a different Query from the top pull-down menu to view a charts listing
based on different criteria. To perform additional searches, or to create or
modify Queries, click on the Chart Locator link at the top of the page. For
more information about searching for Charts via the Chart Locator, see “Search
for Reports with Chart Locator” on page 117.
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Expanded View
To view more information (ADT Information, Associations, Linked reports)
about a Chart in the listing, expand the Chart by clicking on the plus sign (+) in
the first column:
The expanded view shows ADT information (Job Detail) including Attending,
Admitting, Consulting, and Referring Physicians, as well as Links and
Associations.
Click the “Expand All” link at the top of the listing to expand all of the Charts.
Click the same link to return all of the Charts to the collapsed (un-expanded)
state.
Click the minus sign (-) to collapse (un-expand) the Chart.
The View Column
The View column contains icons relating to the various charts, including chart
type, and whether or not there are Comments or Alerts associated with each
job. For more information on Comments and Alerts, see “Viewing Alerts and
Comments” on page 35.
For more information about viewing charts, see “View Transcribed Reports”
on page 29.
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Charts and Proxies
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Bulk View
Bulk Viewing of reports refers to viewing multiple reports in a batch. The basic
process is to first select the reports to review, click on the Bulk View button,
and then review each selected report, optionally adding/reviewing comments
or rejecting each.
Bulk View is ONLY available for Medical Records (MR) users (Physicians can
use Bulk eSign. For more information, see “View, eSign, Review & Lock,
Bulk eSign” on page 41).
To access the Bulk View feature:
1. Login as a Medical Records user.
2. Click the Charts tab and check the check box next to each report to be
viewed.
3. Click the Bulk View icon:
4. The Bulk View version of the Showing Reports screen is displayed:
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Bulk View is a process in which each selected report is displayed, and the MR
user elects to either:
• Reject the report
• Add or View a comment for the report
• Skip the report (click Next)
After any of these actions are performed, the next selected report is displayed.
This continues until all of the selected reports have been processed.
Note: Depending on the permissions granted to the MR user, the Edit Report
icon may be visible as well. For more information about Edit Report,
see “Edit Transcribed Reports” on page 113.
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When all of the selected reports have been viewed, the Next icon is grayed out.
Closing the Showing Report window causes the Charts listing to be refreshed.
If comments were added to a particular report, the Comment icon will be
present in the View column for that report.
Adding/Reviewing Comments
If a report does not already have MR or Physician related comments associated
with it, the Add Comments icon is present. If there are already comments
associated with the report, the Review Comments icon is present instead.
For more information about Adding or Reviewing MR and Physician
comments, see “Reviewing and Adding Comments via the Showing Report
Screen” on page 37.
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Edit Transcribed Reports
The Edit Transcribed Reports feature allows the Physician to make last minute
changes to a transcribed report.
To Access the Edit Transcribed Reports feature:
1. Click on the Charts menu item and click on the View Report icon
or
or
in the View column of the Transcribed report in the Charts page.
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The Showing Report window also provides the ability to play the voice file
associated with the report, assuming that the voice file has not been
archived.
Note: The Edit Report icon is not available when viewing reports in the
Showing Merged Document view.
Note: The Showing Report window may look different, depending on
whether the report is HTML- VUE- or Word-based.
2. Click the Edit Report button to make changes to this report.
The following prompt is displayed, warning you the report will be locked
and unusable by anyone else until you are done:
3. Click OK to make the report editable.
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At this point the document may be edited. For Word-based templates, the
report is displayed using Microsoft Word. If Microsoft Word is not installed,
the report may not be edited from Vianeta WebEMR.
Click anywhere within the document to begin modifying it.
Notice that the Edit Report button has changed to a Save button as shown
below:
4. Click the Save button to save the edits you have made to this document. A
confirmation dialog will appear as shown below:
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5. Click OK to complete saving the changes. To exit without saving the
changes, click Cancel.
Note: When editing a CoSigned report, the report is sent back to the dictating
Physician for review after editing, unless the cosigner overrides.
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Search for Reports with Chart Locator
Chart Locator is the tool for quickly and easily tracking and finding charts and
for creating and managing Queries. Use Chart Locator to find a specific chart,
or set of charts. For example, to find charts from a certain date or all charts of a
certain Status. If this type of search is something that will be needed frequently,
save that search as a Query (for more information about Queries, see “Queries”
on page 55).
1. To access the Chart Locator, click the Charts menu item in the Navigation
menu. Choose Locator from the submenu, or, from the Charts screen, click
the Chart Locator link near the top of the screen:
The Chart Locator screen is displayed:
2. Enter search criteria for the chart or charts in question. Note that MR users
will see a slightly different screen. Alternatively, select a pre-existing query
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from the pull-down menu. Doing so causes the search form’s fields to be
populated with the query’s search criteria.
3. At this point, it is possible to save the query. For more information on
saving queries, see “Saving Queries” on page 55.
4. When the search information is complete click the Search button to retrieve
the Chart(s) meeting the specified criteria:
Notice that the search criteria used to return the list of charts is available by
clicking on the Search Criteria link at the top of the page. Click Search
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Advanced Chart Locator
The Advanced Chart Locator is a more detailed version of the Chart Locator,
allowing for searches based on more criteria such as ADT Information and
Associations (for more information about Associations, see “Associations” on
page 120). Click Advanced Locator to expand the search form:
The expanded search form:
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Associations
Associations are used to relate various kinds of data (such as a billing number,
order number, accession number, etc.) with a report. This data can come from
applications outside of Vianeta Harmony. Associating this additional data with
a report provides the Physician with the ability to search using related data
(such as accession numbers, order control, visit number, etc.) to find a specific
report associated with that data.
For example, a patient visit could result in multiple accession numbers (x-ray,
lab tests, scans, etc.). Associating all of the x-ray numbers to the report would
allow the Physician, or Medical Records user to find the report by searching
for that specific accession number.
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Downloading Reports
It is possible to download electronic copies of all transcribed reports in order to
create an archive, run custom billing, and so forth.
Reports can be downloaded several different formats, based on the template
type (Word, HTML, VUE), including: MS Word, VUE, and HTML.
To download a report:
1. Click the checkbox next to the report. The checkbox will display a
checkmark when selected. Check as many reports as you want to download.
To download all reports on a page click the checkbox at the top of the page
that reads, Check to select all reports and download. This selects all reports
on the current page:
2. Once the reports are checked, click the dropdown to select the download
format:
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3. After selecting the format from the dropdown arrow, click the download
icon
. You will see a screen that prompts you to choose where you want
to save the reports. Make sure to double-click on the folder in which you
want to save your files. The file folder will appear open when it is selected:
4. When the download is complete a confirmation message is displayed.
The file name includes the practice code, patient name, dictation date, and
WorkType, as well as the dictation job number. An example:
SJH-John M Smith-20021026-12-7163471.doc
(PracticeCode-Patient_First Mi Last_Name-DateOfDictationWorkTypeNumber-DictationJobNumber.FileExtension)
5. Click OK in the screen to refresh the page. When the page is refreshed, the
reports you downloaded will display as Delivered in the Status column.
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Agent-Redelivery
If a job has been originally delivered to the (HIS, FAX or Print agents), it may
be redelivered to one or more of the agents by using Agent-Redelivery. This is
very much like resetting the report to a transcribed status, enabling it to be
delivered again.
Agent-Redelivery resends the report only to the agents selected (HIS, FAX or
Print).
1. To access Agent-Redelivery click the Charts menu option to open the Charts
screen.
2. Under the Print drop-down arrow
select Agent-Redelivery.
3. Select the job(s) on which to redeliver the reports by clicking the box
the left of the Date field. Click the box to the left of Check to select all
reports to select all of the reports.
4. Click the Print icon
to open the Redeliver screen.
The Redeliver screen is displayed:
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to
5. Select the agent(s) to redeliver the report(s) to by clicking a check mark in
the box to the left of the agent. Click the Select All check box to select all of
the agents. Click the Redeliver button to confirm the redelivery.
The Report(s) will now be redelivered to the selected agent(s).
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Job Activity Report
Vianeta WebEMR includes audit trail Job Activity reports. Users can login and
track what has happened to a job in terms of delivery and review - e.g. how
many times the report was viewed, downloaded, faxed, printed, etc.
1. To access the Job Activity report click the Charts tab to view reports.
2. Click on the underlined link, i.e. Delivered, in the Status column for the
report you are looking for.
The Job Activity screen for the selected report is displayed:
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The following table describes the complete listing of possible Agent/Status
values:
Status
Description
WEBEMR Print
When the document is printed from Vianeta WebEMR by clicking on the
print icon. There are three possible values for Status:
• Success - Indicates a successful attempt.
• Pending - Still being attempted.
• Error - The attempt has failed.
WebEMR Download
When the document is downloaded from Vianeta WebEMR by clicking on
the download icon. There are three possible values for Status:
• Pending - Still being attempted.
Esigned
When the document is eSigned from Vianeta WebEMR.
Rejected
When the document is rejected from Vianeta WebEMR.
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Status
Description
Reviewed & Locked
When the document is Reviewed & Locked from Vianeta WebEMR.
Routed
When the job is routed to a particular user.
UnLocked
When the document is unlocked from Reviewed & Locked Status.
Fax
When the document is faxed. This also has three possible values for Status:
• Pending- Still being attempted.
Viewed
When the document is opened and viewed.
Print Agent
When the document is printed from the Print Agent. Possible values for
Status include:
•
•
•
•
•
Pending - Still being attempted.
Success - Indicates a successful attempt.
Error - The attempt has failed.
Timeout
Redeliver Request—when an agent redelivery is requested via Vianeta
WebEMR by selecting Agent Redelivery from the drop-down and
clicking on the Print icon
• Reset by resend
WebEMR Edited
When the document is edited from within Vianeta WebEMR.
Checked Out
When the edit button is clicked to edit the document—the document is first
“checked out.”
The Start Time column indicates the time at which the action was initiated. The
Complete Time column indicated the time the action completed, or timed out,
failed with an error, etc.
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Summary
The Summary page reports on how many jobs are in each of the various
Approval Status values (for more information on Approval Status, see
“Approval Status Glossary” on page 205).
1. To access Summary, click the Charts menu item and click on Summary in
the Charts submenu:
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Customizing Your View: Charts Options
To customize the display of the Charts page:
1. Click the Charts menu item and click the Options tab in the Charts
submenu. This will open the Customize page, providing access to several
preference options:
Step 1: Show New Reports
Use the radio buttons to choose whether you want to view reports by date in
a descending or ascending order.
Step 2: Mark Urgent Reports
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Use the radio buttons to choose to either mark urgent reports in red with
bold text or a color of your choice. If you choose to pick your color from the
color palette a Color Chooser screen opens:
Use your mouse to click on the color you want for urgent dictations from the
Color Chooser.
Step 3: Choose Number of Reports in Each Page
Use the radio buttons to choose whether you want to see 10, 20, 30, 40, or 50
dictations per page.
To save the customization options you have selected click the Done button.
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CHAPTER 7
CC Charts and CoSign
Reports
• “CC (Carbon Copy) Charts” on page 135
• “Co-Sign Reports (Physician Only)” on page 139
Page 133
CC Charts and CoSign Reports
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CC (Carbon Copy) Charts
A dictating Physician may be CC’d on a report by another dictating Physician.
During transcription, the MT adds CC Physicians from a list, as instructed by a
dictating Physician.
Physicians can view reports CC’d to them by clicking on CC Charts in the
Navigation Menu. A listing of all the reports CC’d to the currently logged in
Physician will be displayed:
The reports can be treated as any other medical reports, so they can be printed,
viewed, and downloaded (they may not, however, be eSigned).
The listing provides job information including Date (in PST by default), Job
Number (includes Dictation Physician Name if you are logged in with a User
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Access account), Patient Name and ID, Work Type, Approval Status, Play to
listen to the dictation, and View to view the report.
The listing includes up to the first 500 Charts, based on the results of the
current Query. For more information about queries, see “Queries” on page 55.
To sort the listing, click on the column headings (Date, Job #, Work Type, etc.).
Clicking a column heading sorts the information in either ascending or
descending order. Clicking the same column heading again will reverse the
sorting.
If the list of Charts is longer than can be displayed on one page, a list of page
numbers is displayed on the upper and lower right side of the listing. Click on
the page numbers to move through the listing.
Select a different Query from the top pull-down menu to view a charts listing
based on different criteria. To perform additional searches, or to create or
modify Queries, click on the CC Chart Locator link at the top of the page. The
CC Chart Locator is similar to the Chart Locator and basically works the same
way (see “Search for Reports with Chart Locator” on page 117 for more
information).
Expanded View
the first column. This is identical to the detail displayed on the Charts page.
See “Expanded View” on page 107 for more information.
Admitting, Consulting, and Referring Physicians, as well as Associations and
Links.
state.
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Charts and Proxies
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Co-Sign Reports (Physician Only)
Reports requiring multiple signatures are referred to as CoSign Reports.
CoSign Reports follow a slightly different path through the system than typical
reports, because they must be signed by multiple Physicians. CoSign Reports
can have a status of eSigned* or Reviewed & Locked* (for more information,
see “Special Status Values: eSigned* and Reviewed & Locked*” on page 141).
CoSigned Reports are not considered eSigned until either all of the Reviewers
have signed, or the signatures have been “overridden” (see “Overriding
Signatures” on page 49).
CoSign reports can be Bulk eSigned by Physicians and Bulk Viewed by
Medical Records users. For more information, see “Bulk eSign (Physician
Only)” on page 45.
The reports can be treated as any other medical reports, so they can be eSigned
(or bulk eSigned), printed, viewed (or bulk viewed), and downloaded.
The Co-Sign Reports page shows a listing of all reports on which the current
user is specified as a Co-Signer.
Page 139 of 206
Expanded View
the first column. This is identical to the detail shown on the Charts page. For
more information, see “Expanded View” on page 107.
Admitting, Consulting, and Referring Physicians, as well as Associations and
Links.
state.
Click the minus sign (-) to collapse (un-expand) the Chart.
Page 140 of 206
Special Status Values: eSigned* and Reviewed & Locked*
An asterisk next to a chart status (eSigned* for example) indicates that the
chart has been partially processed by the various required Physicians
associated with that chart.
Specifically, a status of eSigned* indicates that the report has been eSigned by
at least one Physician, but it has not yet been electronically signed off by all
required Physicians. If the Dictating Physician or any of the Reviewing
Physicians edit the report, all proceeding eSignatures are removed, and the job
is moved to Transcribed status.
A status of Reviewed & Locked* indicates that the report has been set to
Reviewed & Locked status by at least one of the various required Physicians
associated with the report, but it has not yet been electronically signed by any
of the required Physicians. If the Dictating Physician or any of the Reviewing
Physicians electronically sign the report, the status is changed to eSigned*.
For more information about the various possible status values, see “Approval
Status Glossary” on page 205.
Charts and Proxies
Page 141 of 206
Search for Specific Charts with CoSign Reports Locator
(Physician Only)
Chart Locator is the tool for quickly and easily tracking and finding reports
and for creating and managing Queries. Use CoSign Reports Locator to find a
specific report, or set of reports. For example, to find reports from a certain
date or all reports of a certain Status. If this type of search is something that
will be needed frequently, save that search as a Query (for more information
about Queries, see “Queries” on page 55).
1. To access the CoSign Reports Locator, click the CoSign Reports menu item
in the Navigation menu. Choose Locator from the submenu, or, from the
CoSign Reports screen, click the CoSign Reports Locator link near the top of
the screen:
The CoSign Reports Locator screen is displayed:
Page 142 of 206
2. In the Status field, selecting “Reports - eSigned*” will return all reports that
still require eSignature.
3. Enter search criteria for the chart or charts in question. Alternatively, select
a pre-existing query from the pull-down menu. Doing so causes the search
form’s fields to be populated with the query’s search criteria.
4. At this point, it is possible to save the query. For more information on
saving queries, see “Saving Queries” on page 55.
5. When the search information is complete click the Search button to retrieve
the report(s) meeting the specified criteria:
Notice that the search criteria used to return the list of reports is available by
clicking on the Search Criteria link at the top of the page. Click Search
6. Alternatively, click the Advanced Locator button to expand the search form:
Page 143 of 206
Note the Association field in the Advanced Locator search. Use the
Association field to search for dictations based on related data such as
Accession numbers, etc. For more information about Associations, see
“Associations” on page 120.
To Search for Reports Requiring CoSignature
1. Click CoSign Reports and then click CoSign Report Locator.
2. In Option 7: View Reports by Approval Status, mark all of the checkboxes
except Reports - eSigned and Reports - eSigned & Delivered. You may apply
any of the search criteria options in this dialog.
3. Click Search.
4. The returned list of Reports are those that either require your eSignature or
have been esigned by you, and that have not been completely through the
eSign process (so they are still available for modification/signature/
comments/etc.).
5. Click the View Report icon in the View column of the list of reports to display
the Showing Report dialog.
Page 144 of 206
CHAPTER 8
My Profile
• “My Account” on page 147
• “Changing your Password” on page 149
• “Adding, Deleting, and Linking Medical Records Users (Medical Records
Only)” on page 151
• “Proxies and Overrides” on page 155
• “Set Up Proxy” on page 157
• “Proxy Details” on page 159
Page 145
My Profile
Page 146 of 206
My Account
The My Account page provides access to the following functionality:
• Changing your password
• Viewing contact information pertaining to your profile
• Gaining access to the number of dictations and templates from each of your
dictation locations
• Creating a Proxy signatory
1. To access the My Account page, click on the My Account menu item and
click on the Profile tab.
You may view all information pertaining to your name and specialty and a
quick view of the Number of Dictations done thus far at this location. You
will also see the number of Transcription Templates you are currently using
at this location.
Page 147 of 206
Page 148 of 206
Changing your Password
1. You may change your login password at anytime. To do so, click the My
Account menu item and click the Profile tab on the top of the screen. Click
the Change My Password link at the top of the page.
2. This will open the Change Password page. Enter your current password,
then enter in your desired password and repeat the new password in the
confirmation field.
Page 149 of 206
3. Click the Done button to complete the change. Your new password will take
effect upon your next login. To exit this screen without changing your
password, simply click on any menu tab on the top of the screen.
Page 150 of 206
Adding, Deleting, and Linking Medical Records Users
(Medical Records Only)
Medical Records (MR) users have a different login for each Site Location they
service. Through each Site Location, they are associated with all or a subset of
physicians at that site location. Through the Add User function in the My
Profile screen, the MR user can add their login information for other Site
Locations, allowing them to log in as one of their usernames in the list and
access physician and report information from their other usernames in the list.
In the example below, the site Regional Medical Center has three locations:
Cardiology Center, Surgery Center, and Psychiatric Center. The user
MR_GJensen has three user names, one per Site Location: MR_GJensen
(Cardiology), MR_GJensen2545 (Surgery), and MR_GJensen2546
(Psychiatric).
Linking Medical Records Users
Vianeta WebEMR User Account Linking requires a “TO” flag in the listing of
Medical Records users in order for the users to be linked. FROM flags indicate
that you have been linked FROM another account. The following table
illustrates the linking relationships:
MR User Listing
Situation
Solution
MR_GJensen2545 (Surgery) TO
Psychiatric (MR_GJensen2546)
FROM Cardiology (MR_GJensen)
Can see Surgery and Psychiatric but not Cardiology
Add TO Cardiology
(MR_GJensen)
MR_GJensen2546 (Psychiatric)
FROM Surgery (MR_GJensen2545)
FROM Cardiology (MR_GJensen)
Can see Psychiatric but not
Surgery or Cardiology
Add TO Cardiology
(MR_GJensen) and TO
Surgery
(MR_GJensen2545)
MR_GJensen (Cardiology) TO Surgery (MR_GJensen2545) TO Psychiatric (MR_GJensen2546)
Can see Psychiatric and Surgery and Cardiology
All three accounts are now
linked
Adding Users
To add users to your log in, you must log in using one of your user logins.
Page 151 of 206
1. Click the My Profile menu item then click on the My Profile tab at the top of
the screen. Click the Add User/Delete User link at top of the page.
2. Type the UserName and Password of your second login in the screen below
and click the Add User button.
Page 152 of 206
This second user is now linked to your current login. The next time you log
in as this user you will be able to see all the information for both logins.
Link as many logins together as you wish to view from this login.
Removing Users
To remove a user:
1. Click on the My Profile menu item and click the My Profile tab at the top of
the screen.
2. Click the check box
next to that user and click the Delete User button to
remove it from the list.
Page 153 of 206
Page 154 of 206
Proxies and Overrides
A Proxy provides a way to route reports to authorized Physicians (those with
authority to sign charts “in lieu of” the original Physician) for a specified
amount of time when the initial Physician owning a report is unavailable to
sign the report in time (vacation, etc.). This “backup” Physician is referred to
as a Proxy Signatory. The reports belonging to the proxied Physician are
displayed in the Signatory’s chart listings.
An Override also provides a mechanism authorized Physicians to eSign charts
“in lieu of” the original Physician. Specifically, Overrides are used when a
Proxy was not set up beforehand (in the case of an unexpected Physician
absence).
An Override moves a report past the eSignature requirement, essentially
ending the workflow.
This feature is intended for Administrator and Senior Physician level users,
and is not intended for general use. For more information about Overriding
eSignatures, see “Overriding Signatures” on page 49.
A Physician sets up a Proxy via the Set Up Proxy menu item under My
Account. The ability to Override is granted via membership of a Group. In
order to perform an Override, a Physician or MR user must belong to a group
to which that ability has been assigned. For more information about Groups,
see the Transcription Desktop User Guide.
Proxy Example
Suppose that a Physician—Dr. Jones—is about to go on vacation. He has
several reports awaiting transcription. In order to ensure that the charts are not
left waiting for an electronic signature (thus aggravating Chart Deficiency), Dr.
Jones logs in to Vianeta WebEMR and sets up a Proxy. He assigns Dr. Smith as
his proxy, and so whenever a chart requires an electronic signature, Dr. Smith
logs in to Vianeta WebEMR and Switches User Accounts to Dr. Jones.
Assuming the account of Dr. Jones, Dr. Smith can now perform electronic
signatures as though she were in fact Dr. Jones.
Page 155 of 206
If Dr. Jones returns early from his vacation, he will see a message upon logging
in to Vianeta WebEMR, informing him that his account is still proxied. Dr.
Jones can then elect to remove the proxy via Switch Accounts under My
Profile.
Override Example
If, on the other hand, Dr. Jones is unexpectedly detained during his vacation,
and he is unable to return before the date indicated in the Proxy he set up
before leaving, an Override will be required.
Page 156 of 206
Set Up Proxy
Proxy Setup is used to create a Proxy for the current user—that is, to specify
another user that has signatory privileges for the current user.
Current User Proxied
If the current user’s account is proxied, a message noting this is displayed
across the top of the screen (“Your account is currently Proxied”). A proxy can
be disabled or modified by the proxied user via Proxy Details under My
Account. For more information about disabling or modifying proxies, see
“Viewing Proxy Details” on page 159.
Creating Proxies
To create a Proxy,
1. Click on My Account > Set Up Proxy:
2. Enter the search criteria and click Search. The results are displayed below
the search form:
Page 157 of 206
3. Select the desired Physician and click Set Up Proxy. Enter the End Date.
Alternatively, click on the calender icon and then double-click on the
desired date:
4. Press OK to create the Proxy.
Page 158 of 206
Proxy Details
Proxy Details shows a list of all users that have been designated as proxies for
the current user’s account, along with the date the proxy is set to expire.
Viewing Proxy Details
To view a list of users set to serve as proxies for your account,
1. Click on My Account > Proxy Details:
2. To remove the proxy, select a User and click Disable.
3. Clicking Add Proxy displays the Set Up Proxy dialog.
Page 159 of 206
Page 160 of 206
CHAPTER 9
Reports
• “Reports” on page 163
• “Statistics” on page 165
• “Summary Report” on page 167
• “MRNErrors Report” on page 169
• “QA Jobs by Work Type” on page 171
• “QA Jobs Listing” on page 173
• “QA Jobs Summary” on page 175
• “Ready Jobs by Work Type” on page 177
• “Ready Jobs Summary” on page 179
• “TAT Reports – Aggregate” on page 181
Page 161
Reports
• “TAT Reports for Non-QA Jobs” on page 183
• “TAT Reports for QA Jobs” on page 185
• “TAT Reports – Aggregate (Transcribed Date)” on page 187
• “TAT Reports for Non-QA Jobs (Transcribed Date)” on page 189
• “TAT Reports for QA Jobs (Transcribed Date)” on page 191
• “Transcribed Reports by Work Type” on page 193
• “Transcribed Reports Summary ” on page 195
• “WorkTypeErrors Report” on page 197
Page 162 of 206
Reports
To access your reports click on the Reports menu item. Depending on the
group to which you belong, you may view several reports about your jobs.
Please note that this is a full listing of reports and the list presented in Vianeta
WebEMR is determined by group membership.
Statistics
The Statistics section displays current statistical information for the account,
including: The Total Dictations, the number of dictations Pending
Transcription (Ready status), the number of dictations Pending Approval,
the number of dictations Approved, the number of dictations Printed and
Filed, and the number of dictations Rejected.
Page 163 of 206
The Top of Each Report
Click on any report in the Reports screen. At the top of each report type will be
some standard information and accessibility buttons.
1. The From and To dates can be manually entered but may not span more than
16 days for each report. Enter the dates for the first report and the same
dates will appear for each report you run unless you change them.
2. Select the GO! Button to run the report.
When the report is generated you can print it by clicking the Print
data from the report will print.
icon. All
The
left and right arrows scroll from page to page to view all the
pages of the report. You will see the report name with the date and time the
report was generated. The date range for the report and the status are displayed.
The Header names in each column may be clicked to re-sort the information.
Page 164 of 206
Statistics
The Statistics menu provides access to the System Performance report.
1. Click on Statistics from the Reports menu to see the System Performance
report. The display shows how many Dictations have been made over a
period of time and the current status of those jobs. The name mentioned in
the title: Job Statistics for... is the name of the currently logged in user.
2. To select consolidated information on the last four months, click on the
Monthly option.
Medical Records (MR) users can view the statistics for a single Physician or
for all of the Physicians that are associated with that MR user. When an MR
user is running the report, the name of the Physician is in the pull-down
menu at the top:
Page 165 of 206
3. To select consolidated information on the last seven days, click on the Daily
option.
Page 166 of 206
Summary Report
1. To access this report click on the Reports menu item and click your cursor
on the Summary Report menu item.
Summary Report shows the summary of the reports sorted by status in the
specified date range.
It shows the total number of jobs in Transcribed, eSigned,
Review & Locked etc. status for the date range mentioned.
2. Scroll down to view the corresponding graph:
Page 167 of 206
Page 168 of 206
MRNErrors Report
1. To access the Medical Record Number Errors report click on the Reports
menu item and click your cursor on the MRNErrors menu item.
This report shows all jobs for which the dictating Physician enters a MRN
that was later changed by an MT as the MRN entered by the Physician
caused an incorrect or missing patient name. The MT had to use Patient
Lookup in order to correct the problem.
Included is the following information: Job Number, Location, Physician
Name, Job Name, Actual MRN, and Virtual MRN.
2. Scroll down to see the corresponding data:
Page 169 of 206
Page 170 of 206
QA Jobs by Work Type
on the QA Jobs by Work Type menu item.
This report will show all of the jobs that are in QA status and will be sorted
by the Number of Jobs for each Work Type. You will also see the Latest
Transcribed Date.
2. Scrolling down you will see a graph representing the listing above.
Page 171 of 206
Page 172 of 206
QA Jobs Listing
on the QA Jobs Listing menu item.
This report will show a listing of the jobs that are in QA status and will
display the Job Number, Physician Name, Work Type, MT Name, Date
Dictated, Turn Around Time, Transcribed Date and Priority.
Page 173 of 206
Page 174 of 206
QA Jobs Summary
on the QA Jobs Summary menu item.
This report will show a summary of the jobs that are in QA status and will
display the Location Name, Number of Jobs, Oldest Date Dictated and Total
Dictation Minutes.
Page 175 of 206
Page 176 of 206
Ready Jobs by Work Type
on the Ready Jobs by WorkType menu item.
This report will show a listing of the jobs that are in Ready status sorted by
Work Types and will display the Location Name, Number of Jobs and Oldest
Date Dictated.
Page 177 of 206
Page 178 of 206
Ready Jobs Summary
on the Ready Jobs Summary menu item.
This report will show a summary of Ready jobs and will display the
Location Name, Number of Jobs, Oldest Date Dictated and Total Dictation
Minutes.
Page 179 of 206
Page 180 of 206
TAT Reports – Aggregate
on the TAT Reports - Aggregate menu item.
This report will show a total (aggregate) of the Turn Around Times for all
QA and NON QA jobs and will display the Work Types, Number of Jobs of
that Work Type, Average Expected Turn Around Time, Average Turn
Around Time and Location Name. This is based on Date Dictated.
2. If there is more than one Work Type, scroll down to see a graph representing
the listing above:
Page 181 of 206
Page 182 of 206
TAT Reports for Non-QA Jobs
on the TAT Reports for non-QA Jobs menu item.
This report will show the Turn Around Times for all non-QA jobs and will
display the Work Types, Number of Jobs of that Work Type, Average
Expected Turn Around Time, Average Turn Around Time and Location
Name. This is based on Date Dictated.
Page 183 of 206
Page 184 of 206
TAT Reports for QA Jobs
on the TAT Reports for QA Jobs menu item.
This report will show the Turn Around Times for all QA jobs and will
Name. This is based on Date Dictated.
Page 185 of 206
Page 186 of 206
TAT Reports – Aggregate (Transcribed Date)
on the TAT Reports - Aggregate menu item.
This report will show a total (aggregate) of the Turn Around Times for all
QA and NON QA jobs and will display the Work Types, Number of Jobs of
that Work Type, Average Expected Turn Around Time, Average Turn
Around Time and Location Name. This is based on Transcribed Date.
This report is based on Transcription date instead of Dictation date. Basing
the reports on Dictation date instead of Transcription date ensures that
reports based on Turn Around Time will show consistent results for a given
date range, regardless of when the report is run.
The existing TAT reports based on Dictation date showed reports that were
dictated and transcribed for a specific date range. Reports that were dictated
during that date range but were not yet transcribed would not show up in the
report; however, if that same report was run for the same date range a day
later, the number of transcribed reports could increase. For example:
For the date range of 1/1/03 - 1/8/03, say there were a total of 100 dictations,
95 of which were transcribed by the time the report was run on 1/9/03. The
remaining 5 were transcribed later in the day on 1/9/03. Running the report
again on 1/10/03 (or even later in the day on 1/9/03) would show 100
reports, where running the report a day earlier showed 95.
2. If the listing includes multiple work types, a graph will be generated below
the report:
Page 187 of 206
Page 188 of 206
TAT Reports for Non-QA Jobs (Transcribed Date)
on the TAT Reports for non-QA Jobs menu item.
This report will show the Turn Around Times for all non-QA jobs and will
Name. This is based on Transcribed Date.
2. If the listing includes multiple WorkTypes, a graph is generated below the
report.
Page 189 of 206
Page 190 of 206
TAT Reports for QA Jobs (Transcribed Date)
on the TAT Reports for QA Jobs menu item.
This report will show the Turn Around Times for all QA jobs and will
Name. This is based on Transcribed Date.
2. If the listing includes multiple WorkTypes, a graph is generated below the
report:
Page 191 of 206
Page 192 of 206
Transcribed Reports by Work Type
on the Transcribed Reports by WorkType menu item.
This report will show all of the Transcribed jobs for each Work Type by
Location Name and will display the Latest Transcribed Date.
If the report includes multiple WorkTypes, a graph based on that data will be
included beneath the listing.
Page 193 of 206
Page 194 of 206
Transcribed Reports Summary
on the Transcribed Reports Summary menu item.
This report shows all of the Transcribed Jobs for each Location, including
Number of Jobs, Oldest Date Dictated and Total Dictation Minutes.
If there are multiple locations in the report, a graph based on the data will be
included below the listing.
Page 195 of 206
Page 196 of 206
WorkTypeErrors Report
on the WorkTypeErrors menu item.
This report shows all jobs for which the dictating Physician enters a
WorkType that was later changed by an MT as the Worktype entered by the
Physician caused the wrong template to be downloaded for the MT. The MT
had to use Change Job Info in order to get the correct template.
Included is the following information: Location Name, Physician Name, Job
Name, Actual WorkType, and Virtual WorkType.
2. Scroll down to see the corresponding data:
Page 197 of 206
Page 198 of 206
CHAPTER 10
Index and
Glossary
• “Index” on page 201
• “Approval Status Glossary” on page 205
Page 199
Index and Glossary
Page 200 of 206
Index
A
Add Comments 38
Add User 151
Advanced Locator 119
Agent-Redelivery 123
Alert 35
archived dictations 26
associated reports 120
audit trail 125
B
Bulk eSign 45
Bulk View 109
C
CC Chart Locator 136
CC Physicians 135
Change Job Status 73
Change password 149
Chart Locator 117
Charts
color-coding 132
expanded view 107
proxy 108
sorting 131
status 141
Charts Page 105
Charts Quick Find 17
color-code dictations 88
Comments
physicians 36
saving 52
transcriptionist 35
CoSign Reports 139
D
Dictation Summary 85
Dictations 25
order 87
search 77
sorting 87
Dictations Page 69
download reports 121
E
Edit Transcribed Reports 113
editing CoSigned reports 116
Envelope Setup 64
eSign 41
F
Fax Locator 58
Fax View 57
H
Home Page 15
I
Instructions 81
Internet Options 8
J
Job Activity report 125
Job Status 73
L
Locate
Dictation 77
log out 12
Login 11
Page 201 of 206
M
Medical Records
add users 151
Bulk View 109
Color Chooser 96
Customize 95
Physicians 91
remove users 153
Site Location 151
statistics 165
View Specific Physicians 93
Merged Document 32
MRNErrors 169
My Account 147
N
Navigation Menu 19
O
Options 87
Override 155
example 156
P
Page Setup 62
Physicians page 91
Play dictations 25
Preferences
color 13
Start Page 18
Print 61
envelope setup 64
print reports 61
Priority 74
Proxy 155
example 155
proxy 71, 137
Page 202 of 206
Q
QA Jobs
Listing 173
Summary 175
Work Type 171
Query 55
Homepage 55
Query Panels
top and bottom 15
Quick Find
Charts 17
Reports 17
R
Ready Jobs
Summary 179
WorkType 177
Redelivery 123
Reject 52
Reports
Associations 120
downloading 121
merges or addendums 31
Quick Find 17
redelivery 123
rejecting 51
summary 129
Reports, generated 163
Review & Lock 44
Reviewer List 30
S
Search
for a dictation 78
Security Alert 11
Statistics 86, 165
status 141
Summary of Work 85
Summary Report 167
System Requirements 5
T
TAT Reports
Aggregate 181
non-QA Jobs 183, 189
QA Jobs 185, 191
Transcribed Date 187
Templates 99
Summary 101
Transcribed Reports 29
Summary 195
WorkType 193
Transcription date vs. Dictation
date 187, 189
V
View Comments 36
View Report 29
W
Work Type 99
WorkTypeErrors 197
Page 203 of 206
Page 204 of 206
Approval Status Glossary
The Approval Status column displays several different status indicators. Below
you will find the definitions of each.
Delivered: Indicates a delivered report. To learn details about the delivery
method you may click on the link in the Approval Status column to view the
Job Activity Report.
Downloaded: Sent to the transcriptionist to be transcribed.
Edited: Indicates a report that has been edited by a Physician.
eSigned: Indicates a report that has been eSigned by the Author through
Vianeta WebEMR. This report may not be rejected or modified by anyone.
eSigned*: Indicates that at least one of the necessary cosigners on a report has
electronically signed the report. This report could return to Transcribed status
if any of the Physicians associated with the report edit it. This status is only
applicable to reports requiring multiple signatures.
Hold: Indicates a dictation that has been placed on Hold by the Author and is
awaiting completion. Dictations marked “Hold” will not be routed to a Medical
Transcriptionist until they have been completed, at which point the status will
change to “Ready.”
Ready: Indicates a completed dictation that is waiting to be transcribed or is in
QA will be in Ready status. Such reports can be found on the Welcome page or
Dictations page for review.
Rejected: Indicates a report has been Rejected from the Vianeta WebEMR for
corrections. Once the report has been corrected the status will revert back to
“Transcribed.”
Reviewed & Locked: Indicates a report that has been Reviewed & Locked by
the Author through Vianeta WebEMR. This report may not be rejected or
modified by anyone.
Page 205 of 206
Approval Status Glossary
Reviewed & Locked*: Indicates that at least one of the necessary cosigners
for a report has reviewed and locked the report. If any of the Physicians
associated with the report electronically sign the report, the status becomes
eSigned*. This status is only applicable to reports requiring multiple
signatures.
Routed: Indicates the report has been routed to another user.
Reprinting: Sent back to the print agent to be printed again.
Transcribed: Indicates a completed report available for delivery or review
through Vianeta WebEMR.
Page 206 of 206

WebEMR - Vianeta Support Center

Transcription

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