Electronic Signature Authentication

Electronic Signature
Authentication
(ESA)
Resident/Fellow User Documentation
For ESA Assistance, please contact
Darlene Warwick at 40202
or
Nancy Collier at 724-2365 or pager 762-0607
or
Paula Dixon at 724-3798 or pager 633-2146
1
Dictation Requirements
• Identify yourself with your first and last
name
• Dictate the full patient name and MRN
• Dictate the Date of Service
• Always speak slowly and clearly
• Operative Notes and H&Ps must be
dictated within 24 hours
2
Dictation Requirements
• If dictation is to be sent to another physician – always
dictate first and last names of the other physician
Do not send a copy to the attending provider
• Identify the attending provider - first and last name
– If the attending provider is not dictated, transcription will flag
the document as incomplete
– You will be required to respond back to transcription with the
correct attending provider name.
– DO NOT TYPE THE ATTENDING’S NAME IN
THE BODY OF THE DOCUMENT
3
Accessing ESA through Citrix from the
S&W Network
ESA is accessible from
any PC with Internet
access that has Internet
Explorer V5.5 or higher.
The PC must have
Windows 2000 or the
Windows XP operating
system.
From any S&W
networked PC:
1. Display Internet
Explorer
2. Type mirage on the
browser address line.
Launch Internet Explorer Browser.lnk
3. Use your Network User ID and network
password to log into Citrix (Mirage)
4
Accessing ESA through Citrix from
Outside the S&W Network
• ESA is accessible from any PC with Internet access
that has Internet Explorer V5.5 or higher. The PC
must have a Citrix workstation file and Windows 2000
or the Windows XP operating system.
• Connect to your Internet Service Provider
• Type mirage.sw.org on the URL address line
• Press ENTER and the Citrix login window will display.
– You may be asked to download a Citrix
workstation file to the PC.
– Please do this and take all the defaults
recommended by the Citrix install program.
5
Citrix Log on Problems
If you do not know your Novell user ID or password
OR
If you get the “invalid credentials” error message when
logging in, please contact the IS help desk at 254-724-2501
for assistance. IS help desk is available 24/7.
6
Accessing ESA from the Citrix
Desktop window
Once you have logged
into Citrix, the Citrix
“desktop” will display.
Click once on the
SoftMed ESA ICON.
The SoftMed logon
window will display.
Use your ESA user ID
which is your NOVELL
user ID.
The first time ESA
password login is ESA.
This step will prompt
you to create a ESA
personal password.
DO NOT click Create Login.
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“ICA file not found” message
If you get the “ICA file
not found” message,
call the help desk
724-2501
8
The ESA Search Criteria Screen
After you have
successfully logged
into ESA, the ESA
Search Criteria
screen will display.
The default Search
criteria screen will
always be dictating
and not signed.
Click OK to display
the ESA dictating
document list.
9
Deficiency Details Button
• You can click the deficiency details
button to see any deficiencies
associated with your provider ID
number
• SoftMed deficiencies are currently
tracked on inpatient document types:
1. Admission H & P
2. Operative notes
3. Discharge summaries
4. Initial inpatient consultations
10
Viewing Deficiency Details
•When you click the deficiency details button,
you can view any medical record chart
deficiencies that are allocated to your
provider ID #.
•You can not update or change chart
deficiency allocations from ESA.
•Report all deficiency related problems via
GroupWise to the Record Completion email account. Record Completion will
respond within 24 hours.
•Please do not open IS help desk tickets on
chart deficiency problems.
11
Initial ESA document display screen
The ESA display column
headers “sort” similarly to an
Excel spreadsheet.
Your reports will be sorted by
Service Date to display the
oldest reports first.
Please note - when you sort
by service date, the
discharge summaries and
admit H&Ps service date will
be blank.
To sort by patient or MRNclick the grey “column
header” description.
•Please sign the oldest reports first.
•400 is the maximum number of ESA displayed
reports.
•It is very important to sign your reports within 30
days.
•Dictation will not be sent to another physician until it
has been E-signed.
12
Document Status Icons
13
Document Status ICON descriptions
Document with a ? =
The dictating resident
has an Incomplete
Transcription.
Document with a
Paper clip =
message “TO”
transcription from the
dictating resident or
from a Senior Staff to
the dictating resident
A document with a ? or paperclip cannot be E-signed
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The Document Viewer Window
•All document
header and
signature block
information will be in
Red text.
•If a change to the
header information
or attending
provider, needs to
be made, the
resident cannot
make the changes.
•Send a
message with
the changes to
transcription.
After you have sent a message with the correct information to
Transcription, click OK and select the Next Document button to
display the next report in the list.
15
ESA Messages (1)
If there is a problem with your
transcription, a yellow ESA
Message window will display
automatically when you open
the document in the ESA
viewer.
Read the message
1. Respond in the message box.
2. Click the OK button to close
the message window.
3.Click the Next Document
button to move to the next
report.
16
ESA Messages (2)
If there is a problem with your
transcription, a yellow ESA
Message window will
display automatically when
you open the document in
the ESA viewer.
•
Read the message
•
If you have an incomplete
document, Click the eraser
button to delete the text in
the message.
•
Click the OK button to
close the message
window.
•
Select edit to edit the
document.
•
Save the Document
17
Saving an Edited Document
When you have finished editing your report click
the ESA edit toolbar Save button ICON to save
your changes.
18
ESA Signature Box
DO NOT delete or type inside the signature
box
DO NOT delete the extra lines above or below
the signature box.
19
Editing Transcription
•When editing transcription “blanks”( <_________>), be sure to delete the
“blank” markers from the report text.
•After the document is E-signed, the medical content cannot be changed.
•If a change is required after E-signature, an addendum will need to be
dictated.
20
The Document Viewer print button
You may print a document from within ESA to use
as a personal portfolio. This copy will state – “not
an authenticated copy”.
21
The Preliminary E-Sign Step
After you have reviewed the report for medical content
accuracy and saved any edits, you must “preliminarily”
E-sign the report. Click the Review or Sign button.
The next document in your ESA list will automatically
display.
If you can not complete esigning all your dictations, use
the close button at the bottom
right-hand corner. This will
take you back to the document
display screen where you will
‘finalize’ the documents you
have preliminarily e-signed.
22
The Undo Button
If you accidentally “E-sign"
a document and want to
“undo” the preliminary
signature action, use the
UNDO button on the
document list window.
Highlight the document
you wish to “undo”.
Click the UNDO button.
Click the YES button to
confirm the undo action.
This will allow you make
further “edits” to the
document.
23
The ESA Finalize Step
All documents that have
been “Preliminarily Esigned" will have RED
check marks next to the
status ICON.
These documents will not
be "Authenticated" until you
have completed the Finalize
step.
Click the Finalize button
Enter your ESA personal
password to finalize the
documents.
24
The ESA Time Out Functionality
ESA is setup with the
same time out as the
S&W EMR system –
30 minutes of inactivity
and the system will
automatically log you out
of ESA.
If you do not perform the
finalize step and the
ESA time out occurs,
all ESA “preliminary
signatures” will be lost.
The preliminary
signature step will have
to be repeated .
25
The End
You have completed the orientation module
for how to use ESA.
Please sign and return to your Program
Administrator to show you have completed this
module.
Signature: _________________________
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