Tip: This is how indexing will work in the latest version. It covers both indexing manually and with integration to your EMR via the "search button".

From Tracker and the New Inbound Items worklist, select the transaction you want to index.

Type in the patients last name, first name and DOB and select "Search".  If you are manually indexing, then skip the "search" and finish filling out the needed indexing fields and skip to Step 5 .

Select the patient (this is a new look for selecting the patient in blue text and is how you choose the information) Either choose one with "Unassigned" as the Account Number or one that has the correct Account Number that corresponds with one in your EMR. Tip: It helps if you have your EMR software pulled up on one screen and Trace-Tracker pulled up on another screen or window if you only have one monitor to reference)

Fill in any other custom indexing fields you may have. (Red text=Required Fields you will need to fill in) example: Document Type, Ordering Physician, Transaction Status etc. These may or may not be required depending on your hospitals choice on custom fields.

Click on "Save, Clear from List" to clear from the Inbound Item Worklist or select "Save Patient" if you have something else you need to do with this transaction before removing it from the New Inbound Item worklist.

Tip! This replaces the editing pop up window which used to cover the fax window when editing the indexing information. 

Editing a patient information has changed to be more inline and does not have a pop up which would cover up the fax you may need to see.  To begin, select an indexed transaction that you want to edit.  Select the "Pencil and Paper"icon edit entry which is now above the indexing fields. 

The indexing can then be edited in the actual indexing fields as shown below and no pop up will be shown.

Once finished editing, you can scroll up and select the "disk" icon to save your edits. 

Tip! This used to be the Magnifying Glass Icon to choose then find the fax confirmation section. Now it is located above the indexing area. You still will need to have indexed the patient to be able to see this information. This helps with those looking to send out a fax confirmation that a fax was sent.

If you need to have a fax confirmation letter, you can select the "Paper" icon and will present on a new page in your browser to then print, download or send using PixCert.

You can now choose to download, fax out using PixCert, or print this document. Please see the Tracker User Guide if you want to create a completely new transaction for the Fax Document Letter using the "Book" icon.

Tip! This is a new option to splitting a fax prior to Indexing to the Patient. You can choose what the pages are you need to split and then once the split is completed, index them as separate transactions. If you want to index and split while indexing, you can still choose to do it that way as well. This process has not changed however,  "Save and Split Transaction" should only be used when you do not have an automated export into your EMR.  If automated export is something you have, then after you have entered all your page ranges for each patient, use "Save Patient" or "Save, Clear from List", and the patient will be split upon export. 

Select your transaction and then select "Actions" and click on "Split" 

This guide provides instructions "How To" changes up to and including Version 8- M-114. It includes step-by-step instructions on Indexing changes. This is based upon using an HL7 Feed from the ADT system for basic Indexing. Manual indexing would follow the same procedure but no selection of "Search" is needed.  Other topics are just software or report updates and fixes.  Screen shots are generic and may not represent your hospitals exact screens of Trace.

SAT Folder

 Software Version 8-Rev. M-114 Tips

Team filter Added to the Dashboard in Tracker

'Edit Patient' Header to Remain Anchored 

Transaction Call Durations Report  Updated

Tracker Dashboard, the top row "Today's Stats" updated

Fax Inbound Processing Times Report-Update

Software Version 8-Rev. M-114 Tips

Indexing

Editing a Transaction

Fax Confirmation Letter

Splitting a Fax (prior to Indexing)