Cerner Provision Document Imaging

Cerner ProVision Document Imaging

Cerner ProVision Document Imaging......

Introduction

Features

Objectives

General Considerations

Capturing a Single Document......

Overview......

Workflow Process

Signing On

Reset Domain Password

Securing the System

Exiting the application

Suspending the Application

Changing Users......

Changing Your Password

Searching for your Patient

Patient Searches......

Patient Search Results and Visit Selection

Single Document Capture How To’s

System Steps......

Tips and Tricks

Image Modification......

Adding to a Document......

Copy / Paste to a Scanned Document......

Image Modification How To’s

System Steps......

Tips and Tricks

Erroring Out a Document......

Erroring Out a Document How To’s

System Steps......

Tips and Tricks

Viewing an In Error Document......

Viewing In Error Document How To’s

System Steps......

Tips and Tricks

Historical Document Preparation......

Printing and Troubleshooting an Epic Barcode Facesheet......

CDI Cover Page Generator......

Generate Multiple CDI Cover Pages......

Troubleshooting Single Document Capture......

Document Scanning Tips and Tricks......

Reporting a Scanning Problem......

Appendix......

General Label Information......

Confidentiality Label - Practice (sample)......

Confidentiality Label - HIM (sample)......

CPDI Scan Box Label (sample)......

Single Document Scanning with CPDIPage 1

Cerner ProVision Document Imaging

Introduction

Cerner ProVision Document Imaging (CPDI) is a tool that allows you to digitize your paper documents and load them into your application for viewing. CPDI helps you capture, store, retrieve and view images of paper-based information, delivering significant cost savings, enhanced efficiency and improved safety of patient records.

At the physician practices, users will be responsible to scan single documents into PowerChart and prepare the patient’s full medical record for batch scanning. The Hospital Information Management (HIM) department will be responsible to complete batch scanning of a patient’s complete medical record.

Features

Allows you to capture single and multiple documents at a time
Provides on-line access to documents
Allows multiple users to view documents at the same time

Objectives

In this lesson, you will learn how to:

Perform a Single Document Capture
Error Out document(s)
View In Error Documents
Preparation steps for single document scanning
Preparation steps for historical charts for batch scanning
Troubleshooting Single Document Capture
Report a Document Scanning Problem

General Considerations

When scanning documents into PowerChart:

Always make sure you are attaching the correct documents to the correct patient!
Always double-check your patient before you begin scanning.

Be sure that you are scanning the documents into the correct encounter.
Always double-check your visit before you begin scanning.

Be sure that all the documents you are scanning belong to the target patient.
This is important to the patient’s medical well being.

Always remember to scan your documents upside down and face down in to the scanner for Single Document Capture.
Not doing this will result in blank or incomplete documents.

Capturing a Single Document

Overview

As we move more and more toward Electronic Health Records, health care is now beginning to digitize patients’ paper documents as well. This will provide on-line access to patients’ documents and allows multiple users to view paper-based documents concurrently.

When scanning a patient’s paper document into eKiDs PowerChart, it is important to make sure you have selected the right patient.

It is in good practice to review the hospital policy and procedure manual for additional mandates in scanning documents here at CHKD.

Workflow Process

A patient has a paper document filled out during their medical visit.
The document will need to be scanned into PowerChart.
The patient needs to be identified in PowerChart.
The type of document needs to be established and scanned into PowerChart.

Signing On

Step 1 – Signing on to Citrix

To begin scanning a document you must first login to eKiDs PowerChart.

To access eKiDs PowerChart, first you must log into the Citrix Web Interface. You can quickly navigate to the Citrix Web Interface 3 ways:

Select the Citrix Web Access Icon on your desktop.
On KDnet, under Popular Links select eKiDs Access.
Type “ekids” into your web browser.

Your Citrix User Name and Password will be the same as your Network User Name and Password.

If you do not have a Network User Name/Password then submit a request to the IS Help Desk and they will be able to provide you your Citrix Web Interface Username (provided you have completed your Security Receipt form).

Reset Domain Password

You can change your domain password from the Applications

window within the Citrix Web Interface. By selecting the

“Reset Domain Password” icon, you can complete the steps

to reset your password.

This action will change your passwords

for Citrix, PACS and your network email account.

Once completed, these passwords will all match.
Signing On continued

Step 2 – Signing on to PowerChart

Select the PowerChart Icon that will allow you to log into eKiDs PowerChart.

The Information Services department will provide your Username once you have completed all required prerequisites. Your username is usually the first 6 letters of your last name and your first and middle initial (i.e., smithsab).

The first time you login, enter your username; the initialpassword to useis chkd and your employee number (i.e., chkd1234). You will then be prompted to change your password.

eKiDs PowerChart Passwords must be at least eight characters in length and must include at least one number.

Securing the System

Exiting the application

Users must secure their system when they are leaving the workstation. When you have finished using eKiDs PowerChart, it is your responsibility as a user to “log out” to prevent unauthorized access to the clinical data of our patients at Children’s Hospital of The King’s Daughters.

To exit the system, select the Exit Icon in the Organizer Tool Bar or select the Exit button on the Task Menu Command Toolbar.

Suspending the Application

If you need to step away from the eKiDs PowerChart system for a short period, you can choose “Suspend Application.” By using this option, the patient’s record is still open but is secure. Sign back in using your password.

Changing Users

You can also leave the patient record open so that another staff member can use the record; select the “Change User” option on the task menu command toolbar. This process will remove your name from the system and the let the new user sign on and take responsibility for the patient record.

Changing Your Password

You can also change your eKiDs PowerChart password as needed.

To do this, click on the “Task” menu command option and select “Change Password” from the menu. Repeat keying your new password in the Retype Password field and then click on “OK.”

Step 3 - Finding a Patient

Prior to scanning an image in PowerChart, you must first select your patient. The best place to select a patient record for scanning is from the Schedule tab in eKiDs once the patient has been checked in.

To open the record, double click in the patient’s name, this action will open the patient’s chart to the currently checked in visit.

Searching for your Patient

To begin searching for a patient:

Under the eKiDs PowerChart Menu, select Task and then ‘Find Patient’.

Alternatively, on the eKiDs PowerChart Toolbar, select the ‘Find Patient’ Icon.

Patient Searches

Within the Patient Search menu, there is a variety of ways to search for your patient. Input the applicable data into the correct search field and select the ‘Search’ button to search the database for your patient.

Name – use the 3,3 method to search for your patient. The 3,3 method is the first three letters of the patient’s last name followed by a comma and the first three letters of the patient’s first name.

Medical record number – if known, this is the fastest method for finding a patient.

FIN NBR – Financial Number (also known as account number, occasion of service, or encounter number) is the number given for each admission to the hospital or for a series of visits for outpatient treatments.

SSN– type in the first 3 numbers of the social security number or the entire number to conduct a patient search by Social Security number.

AgeRange – Enter an age range (i.e. 1 – 2) in addition to the name in the Name field to view patients that meet this criteria within the system.

Birth Date – enter the month/date/year in numerical order. This search should be used in conjunction with a name search.

Gender – Options include Male/Female/Unknown/Unspecified

If your search criterion is too general, you will get a message stating that too

many persons were found. Enter more search criteria to narrow the results.

Patient Search Results and Visit Selection

Patients that match your search criteria will be listed in the Patient Selection window. The top portion of the screen will display patients that match the entered search criteria. The bottom portion of the screen will display the visits for the highlighted patient.

It is important to select the correct Visit before scanning documents. For scanning purposes, always select the visit with an encounter type of “History.” If you accidentally select the wrong visit, you can change the visit selection from within the patient’s chart by clicking on the encounter hyperlink.

Click OK once you have found the correct patient and visit.

Clicking OK from here will open the patient’s chart.

Step 4 - Selectthe Documents Tab

Click on the Documents tab.

Step 5 - Click on the Scan / Import Icon

Click on the Scan / Import icon located on the toolbar.

This action will pull up the Scan box where you will have to identify the type of document, encounter date / date of service and author.
Step 6 – Select the Type of Document

In the *Type field, select the appropriate document type. Always make sure you are selecting the document type with your site’s initials. For example, CHKD documents needing to be scanned for ‘KD’ followed by the type of document (ex. KD Cardiac Cath) indicates the main hospital.

Step 7 – Enter the Date

In the *Date field, enter the encounter date or date of service or discharge date depending on your document.

The Subject Field can be used to enter information that will be displayed when the cursor hovers over the document in the hierarchy and will print on a copy of the image as the “Result Title.”

Step 8 – Click the Scan button

Click on the Scan button at the bottom of the screen.

Once the Scan button is selected, the TWAIN Driver box will pop up.
Step 9 – Prep the Documents for Single Document Scanning

Prep the documents to be scanned by verifying that the correct patient name and visit date are on each page to be scanned and that the pages are in the correct order. Make sure there are no staples, folds, or adhesive on the document that may affect scanning.

Insert the documents upside down and facing down into the scanner.

Step 10 – Scanning the Document

With the TWAIN Driver box open. DO NOT modify the default settings. Select Scan.

Each page will go through the scanner.

Important Note: If your PowerChart Organizer is maximized, once the Scan button is selected, the TWAIN box will disappear from view. The TWAIN box is actually behind the PowerChart Organizer. In order to bring the TWAIN box back to view, press ALT + TAB at the same time on your keyboard.

To prevent the TWAIN box from “disappearing”, minimize your PowerChart Organizer before scanning. To do this, select the minimize button in the upper right hand corner of PowerChart Organizer.

The TWAIN box should now appear on the screen.

Step 11 – Select Close

When scanning is complete, select Close.
Step 12 – Signing the Document

The scanned image will display on the screen.

Review the images, deleting any blank images.

Prior to signing, images can be moved, cut, copied, pasted, or rotated using Image Modification. See Image Modification on page 19 for more information.

Click on the Sign button. DO NOT click the save button, if you save the document, you will be the only person who will be able to see the imaged documents.

Step 13 – View Newly Created Document

A box will open stating “View newly created document now?”

Click “Yes” to view the scanned document.

The document will display under the appropriate folder

To move to the next patient, exit patient.

Select next patient and repeat process above.

Single Document Capture How To’s

System Steps

Steps

Notes

1. Double click on the Citrix Web Access icon and log in using you username and password. / Citrix Web Access uses the same credentials you use to log onto the network.
2. Double click on the PowerChart icon and log in to eKiDs PowerChart.
3. Enter the patient search criteria to find the target patient and encounter. / Enter the first 3 letters of the patient’s last and first name.
4. Open the patients chart, select the Documents tab.
5. Click on the Scan/import icon from the toolbar.
6. In the *Type field select the correct document type. / Document type should be selected carefully, it determines the placement of the scanned image in the patient’s on-line chart.
7. In the *Date field, enter the encounter date.
8. Click the Scan button.
9. Place the desired document on the scanner.
10. The TWAIN box will pop up. Click Scan. / If the TWAIN box disappears after selecting Scan, select ATL + TAB on your keyboard to bring back to view.
11. Select Close.
12. The image will display on the screen. Click Sign. / Do Not click the Save option, this will prevent others from viewing the scanned document.
13. A box will open stating “View newly created document now?” Click Yes.

Tips and Tricks

Insert ALL documents to be scanned upside down face down.

Be sure that documents are not “stuck” together.

Make sure there are no “folds” or creases in the document before scanning.

Remove any staples, clips, or sticky notes before scanning.

Image Modification

After closing the TWAIN screen the scanned images display on the screen and BEFORE signing the scanned image, you have the ability to modify the images or pages of a document in a number of ways listed below.

The below modifications will be done on the screen shown above.

Click on the buttons below the image to Rotate and/or Delete images.

Using the X below the image, you can delete all except one page of the scanned documents.

To delete ALL documents just scanned, but not signed, click on the X in the upper right corner of the screen to delete all scanned images.

To change the order of images just scanned, click on the thumbnails. To move an image, highlight the image to be moved and use the up or down thumbnail arrows to move the document to the appropriate position.

The thumbnail view can also be used to rotate and delete images, highlight the image and then click on the appropriate thumbnail button.

To replace an image of poor quality, put the page back into the scanner, click on the scan button, and select the Append button. The image of this page is placed at the bottom/as the last page of the document. Use thumbnails to move the image to the correct location and to delete the poor quality image.

The Append process can also be used to insert a missed page into the document just scanned and not signed.

After all changes have been made, sign the document.

If a document has been scanned to the wrong patient or account after the document is scanned and signed, either find the original documents or print the document from PowerChart, scan the documents into the correct account, and then ask your practice manager to In Error the document(s) found in the wrong account.

Adding to a Document

If you must add document after scanning, you will need to select the Append button. This option is only available when a document has not been signed. The Append option allows you to attach or fasten something to something else to an existing document.