Software Version 8-Rev. M-114 Tips

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.

Chris Pentland
23 steps
3 minutes

Indexing

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.

Scroll up and select "Patients"

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.

Editing a Transaction

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.

Fax Confirmation Letter

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.

Splitting a Fax (prior to Indexing)

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"

Select “Actions” and choose “Split” and a Split Transaction pop up will appear which will tell you how many pages are associated with this split. Select what you want to do with the original transaction (Archive, Delete, Do Nothing) . Archive- Archives the original document, Delete-Deletes the original document, Do Nothing- leaves the original document in the New Inbound Item worklist. Choose “Add Split” and a new pop up will be presented.

Select “Add New Split” for each page you want to split out. Choose “Split” when finished.

A new split transaction search page will show with separate tracking numbers based upon the number of pages split

You can now either index these transactions to the patient on this page or go back to the New Inbound Item worklist and index them there.\ Tip: Remember to use "Clear From List" on the original transaction if you chose “Do Nothing” as an option.

Export History "Arrow" icon

Tip: Only present if we are exporting to the EMR via an Integration. This allows the user to quickly see the export status for a transaction without having to choose the button "Export" and then choosing the history of that transaction.

To view the Export History, choose the "Burgundy Arrow" icon and you can then view the export status and history of the patients transaction.

You can scroll to the right to see more information. Choose "Close" to finish.

TQA Report Query

[[The Query tab within TQA was not including the Fax In type transactions. This was fixed and will now show Fax In type transactions as part of a query if you choose them.]]

Report name change on Voice on Demand

The report titled Recording vs. Duration changes now to Transaction Call Durations and is just a name change in the report and not the data it reports on.

Queues (Tagging a Transaction)

Queue Assignments are a way to tag and group transactions together such as a Walk in Order, Spam Fax, Referral etc. The queue will live with the transaction if tagged until it is removed by the user. They can be used to create a worklist to then show these tagged items for processing or other actions. The Queue will not drop off after a period of time and can only be removed by manually un-tagging it. Setup is found under Administration tab in Tracker. Please refer to your Solutions Architect or Vyne Customer Support for assistance in setup.

Tell Us -Removal

The Tell Us has been removed from Tracker, PixCert and TVOD. This allows the system to function a bit faster and you can still submit suggestions through our Customer Support Team.

Index Time by Document Type Report

[[You can now run a report by Document Type and it will show indexing time it took to complete. This report will only be visible if there is a mapping in Trace. Administration Tool to identify the specific document type custom field. A new section in the Reports tab of Tracker is created for indexing reports. Other indexing reports, previously created, are moved to this new section.]]

Team filter Added to the Dashboard in Tracker

[[Added a filter to the top dashboard summary to allow for filtering the top dashboard stats by teams. A new dividing line has been added between the top dashboard stats and the summary charts below to emphasize that the two charting elements are independent.]]

See below example

'Edit Patient' Header to Remain Anchored

The Edit Header will now remain anchored to make saving the editing easier. See below:

Saving Patient Indexing Behavior Change

The behavior when adding a patient or performing an action on the patient, the saving the patient will show a notice of saving but will not change in the grid. A final save will force the refresh and the grid will then show the update.

See example below:

Average Call Times Report Updated

[[Corrected an issue where the average call time report does not display the correct column information when not used as a team.]]

Transaction Call Durations Report Updated

[[Corrected a sql problem that prevents the Transaction Call Duration report from returning results. ]]

Managers Productivity Report Updated

[[Corrected an issue where if you were running the manager's productivity report and tried to select a hospital or couldn't select a hospital (due to permissions) it would not show you all the transactions created for each user listed. NOTE: This report must be run after hours as if run during business hours, it could cause other worklists to not function. ]]

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

[[Dashboard view to display numeric values with the standard comma nomenclature.]]

Split Record Updated

[[Corrected a problem that prevented Tracker from recognizing that a patient had no page range assigned when invoking the split dialog. In addition, the two save options will not be available (they were disabled previously) in this situation in order to make it even clearer that there is a problem to address in the split.]]

Tracker Updated-Clear from List enforced

[[Corrected an issue where if the user has the application flag set to require an index before Clearing from List, then the act of completing will not occur until all requirements are met.]]

Fax Inbound Processing Times Report-Update

[[The Fax inbound processing report won't output a default date when the date isn't present for date indexed/completed. This makes the report more accurate.]]