Copyright, = Purdue University 2007

Online Maneuvering = Instructions for Vet=20 Tech and Junior Students Using the Jr. Surgery Hospital Information = System and=20 Electronic Medical Record &nbs= p; =20

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PART=20 1 =96 Introduction PART=20 2 =96 Using VTH & G119 / 155 Small Groups Lab=20 Computers PART=20 3 =96 HIS Logon PART=20 4 =96 Features of the HIS PART=20 5 =96 Tabs: Features & Functionality =20

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All = rights=20 reserved. No parts = of this=20 work may be reproduced in any form or by any means =96 graphic, or = mechanical,=20 including photocopying, recording, taping, or information storage and = retrieval=20 systems =96 without the written permission of Purdue University.

Products that=20 are referred to in this document may be either trademarks and/or = registered=20 trademarks of the respective owners. =20 The publisher and the author make no claim to these=20 trademarks.

While every=20 precaution has been taken in the preparation of this document, the = publisher and=20 the author assume no responsibility for errors or omissions, or for = damages=20 resulting from the use of information contained in this document or from = the use=20 of programs and source code that may accompany it. In no event shall the = publisher and the=20 author be liable for any loss of profit or any other commercial damage = caused or=20 alleged to have been caused directly or indirectly by this=20 document.

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=B7 =20 Home =B7 =20 PART=20 2 =96 Using VTH & G119 / 155 Small Groups Lab=20 Computers =B7 =20 PART=20 3 =96 HIS Logon =B7 =20 PART=20 4 =96 Features of the HIS

PART=20 5 =96 Tabs: Features & Functionality=20

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Welcome to=20 the Purdue University Veterinary Teaching Hospital and the Hospital = Information=20 System, hereafter referred to as the =93HIS=94.

In reality,=20 there are four (4) actual Hospital Information Systems: =

Production HIS =96 this is the = =93live=94 HIS and used=20 throughout the VTH by all hospital staff, clinicians, technicians and = senior=20 students=20
Development = HIS =96 used by HIS Support = Group=20 personnel for developing new and/or enhanced features of the HIS = before those=20 changes are pushed out to the Production HIS, and is not accessible by = other=20 personnel=20
Junior Surgery = HIS =96 used by junior = students and Vet=20 Tech students for entering patient record information in the Jr. = Surgery=20 EMR=20
Test HIS =96 a =93copy=94 of the = production HIS=20 used for training and practice purposes

The=20 Hospital Information System is a database containing information of all = clients,=20 patients, and visits that have come into the Veterinary Teaching = Hospital. The HIS is also where the = Electronic=20 Medical Records of all patients and visits are entered. It also contains an = appointment=20 scheduler and billing information. =20 If you will be entering information into the Production HIS, it = is=20 imperative that you take caution and enter the correct information on = the=20 correct patient visit; as information contained in the production EMR is = a legal=20 document and can be used in a court of law.

The other=20 three HIS databases contain duplicate, similar, or outdated copies of = the=20 production HIS, and while the data may not be up-to-date, they are = updated=20 regularly to perform = identically as=20 the Production HIS. The = Junior=20 Surgery HIS is specifically used for elective surgeries performed by = junior=20 students, assisted by veterinary technician students, and overseen = by faculty=20 clinicians.

While the = Junior=20 Surgery HIS performs identically to the Production HIS, junior students = will be=20 required = to enter the = following=20 information in the EMR:

General=20 History=20
Physical=20 Examination=20
Progress Notes=20 (SOAP)=20
Surgery=20 Report=20
Discharge=20 Summary

However,=20 please feel free to select any of the other hyperlink items in the EMR = you=20 desire and give them a try =96 just don=92t forget to complete the = required=20 information above. The = Junior=20 Surgery HIS is your opportunity to get a feel for entering information = into the=20 =93live=94 production HIS that you will be using throughout your senior = year=20 clinical rotations in the hospital.

Also keep=20 in mind that most junior students and vet tech students will be using = the=20 Production HIS in some sections during your rotations. Thus, the reason for this = manual vs. a=20 manual that has not, in the past, been as complete. While this manual cannot = possibly cover=20 every part of the EMR, we have tried to at least provide instructions on = maneuvering the HIS and EMR. = Please=20 take some time to review this material, and contact Tom if you need=20 help.

When=20 using the production HIS/EMR, please keep these points in mind: Privacy

=B7 = Please=20 keep in mind that the information stored in the HIS contains personal=20 information and should be considered privileged and private.

=B7 = The=20 privacy of this information and the security of the computers you use is = a=20 responsibility that should not be taken lightly.

=B7 = It=20 is imperative that all personnel having access to the HIS use this = information=20 only for the purposes for which it is intended.

Security

=B7 = The=20 HIS Support Group has made every effort to ensure the security and = privacy of=20 the information contained within the HIS. =20 Each user is required to have a logon and password to access the = HIS, and=20 for accountability.

=B7 = Your=20 logon and password for access to the HIS and to your computer is = not to be=20 given to anyone and should never be written down and left = where it=20 can be seen or obtained by others.

=B7 = It=20 is also very important to close the HIS, and logoff the = computer,=20 when not in use. = Failure to=20 close the HIS could allow another person to enter or change information = using=20 your credentials, leaving you responsible for those modifications. Leaving your computer = unattended while=20 logged on also leaves your email, documents and other personal = information=20 available to anyone who might have access to that computer.

=B7 = If=20 you have questions concerning privacy or security issues, how to change = and=20 create secure passwords, or any other questions, please contact the = Veterinary=20 Teaching Hospital HIS=20 Support Group=20 (see=20 Where to get HELP below)=20 for assistance, or go to the Purdue University web page, "Secure = Purdue", at=20 http://www.purdue.edu/securePurdue=20 to access information on Purdue policies concerning security and other=20 issues.

Where=20 to get HELP

Under=20 normal circumstances, the preferred method to obtain help or support = of any kind is to submit a = HIS Request using the form at the following = URL:

http://cheetah.vet.purdue.edu/Forms/HIS_Request.aspx

This form is also = available within=20 the Hospital Information System (see page 21)

If you need=20 immediate help or support for a critical problem, or if your computer is = non-functional, contact one of the personnel listed = below:

=B7 =20 For computer and printer = support,=20 contact Rick Siler at 6-3583 or page 423-5764

=B7 =20 For help and support with = using the=20 Hospital Information System and the Electronic Medical Record, contact = Tom=20 Carnahan at 4-5839 or page 423-8540. =20 If Tom is not available, please contact Ron Johnson at 6-2486 or = Eric=20 Biggs at 6-3785

=B7 =20 For problems/errors with = the=20 Hospital Information System or Electronic Medical Record, contact Eric = Biggs at=20 6-3785 or page 423-5047

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=B7 =20 Home =B7 =20 PART=20 1 =96 Introduction =B7 =20 PART=20 3 =96 HIS Logon =B7 =20 PART=20 4 =96 Features of the HIS

PART=20 5 =96 Tabs: Features & Functionality=20

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G119/155 Small Groups Lab = Computers=20 LOGON=20

For Junior = Surgery,=20 junior students and Vet Tech student must use the computers in the Small = Groups=20 Lab, room G119/155. You will logon to the = computers using=20 your Purdue career account credentials and then logon to the Jr. Surgery = HIS. The Jr. Surgery HIS = is not=20 available at any other location.

Student Use Computers in = the=20 Hospital=20

There are=20 several =93public=94 computers located throughout the hospital for = students to=20 perform their necessary computer functions when rotating through the = various=20 sections of the hospital.

Hospital Computer=20 LOGON

Each=20 section area will have a group of computers for student use. At this point in time, = however, students=20 cannot use their Purdue Career Account (PCA) logon and password to gain = access=20 to these computers. The = computers=20 in individual section areas have =93generic=94 logons and passwords for = the purpose=20 of automatically providing access to the printer in that area. Please keep in mind that these = logons=20 and passwords work only on the computers in the specified area; and the=20 passwords are case=20 sensitive. Below = is a list=20 of these generic logons and passwords listed by section and room:

SECTION &nbs= p; = ; =20 =20 ROOM =20 =20 LOGON =20 PASSWORD = # of=20 PCs

Dermatology &nbs= p; = ; = =20 G124 &nbs= p; =20 dermatology =20 LHg124 &nbs= p; =20 1

ICU Stat=20 Lab &nbs= p; = ; = =20 G276 &nbs= p; =20 icusl &nbs= p; =20 LHg276 &nbs= p; =20 3

Large=20 Animal Bullpen &nbs= p; = ; =20 G490 &nbs= p; =20 labp &nbs= p; =20 LHg427 &nbs= p; =20 6

Schedule PC=20 at LA Reception =20 G424 &nbs= p; =20 lapublic =20 LHg424 &nbs= p; =20 1

Oncology=20 Treatment &nbs= p; = ; =20 G284 &nbs= p; =20 onco &nbs= p; =20 LHg284 &nbs= p; =20 1

Ophthalmology exam = rooms &nbs= p; =20 G332 & 334 =20 ophtho &nbs= p;=20 0phth8! &nbs= p; =20 2

Small=20 Animal Bullpen &nbs= p; = ; =20 G306 &nbs= p; =20 sabp &nbs= p; =20 LHg306 &nbs= p; =20 8

Small=20 Animal Exam Rooms &nbs= p; = ; = =20 sabp &nbs= p; =20 LHg306 &nbs= p; =20 9

Small=20 Animal Medicine Treatment = G367 &nbs= p; =20 samtrt &nbs= p; =20 LHg367 &nbs= p; =20 3

Small=20 Animal Surgery Prep &nbs= p; =20 G572 &nbs= p; =20 sasx &nbs= p; =20 LHg5792 &nbs= p; =20 1

Small=20 Animal Surgery Treatment = G592 &nbs= p; =20 sasx &nbs= p; =20 LHg5792 &nbs= p; =20 3

Small=20 Animal Surgery Rounds rm. =20 G588 &nbs= p; =20 sxstudent =20 LHg588 &nbs= p; =20 5

Diagnostic=20 Imaging Student Lab =20 G384 &nbs= p; =20 imaging =20 LHg254 &nbs= p; =20 1

NOTE! It is mandatory that users = close the HIS=20 when finished with the HIS=97leaving the HIS open leaves that user = responsible for=20 any information that might be incorrectly entered or deleted by another=20 person.

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=B7 =20 Home =B7 =20 PART=20 1 =96 Introduction =B7 =20 PART=20 2 =96 Using VTH & G119 / 155 Small Groups Lab=20 Computers =B7 =20 PART=20 4 =96 Features of the HIS

PART=20 5 =96 Tabs: Features & Functionality=20

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LOGON

To=20 launch the HIS (Jr. Surgery HIS & the production = HIS):

Double-click=20 on the shortcut icon labeled =93Junior Surgery 3.0=94 . =20 You will find the Junior Surgery icon on the desktop of all = computers in=20 G119/155. =

At=20 some point, you may be using the production HIS. Double-click on the shortcut = icon=20 labeled "Hospital System 3.0" <= ![if !vml]> (production HIS). This icon can be found on all = hospital=20 computers. =

The=20 logon screen (shown below) will appear after a few=20 seconds:

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=A7 =20 Enter your = Purdue=20 career account username

=A7 =20 For = first-time users,=20 you will need to enter the temporary password: @tpw4Hu!

=A7 =20 Click=20 OK

=A7 =20 You will be = required to=20 change your password: Type the =93temporary=94 password again in the = line labeled=20 =93Current Password=94

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=A7 =20 Type your new = (or PCA)=20 password in the next two lines. =20 passwords require 8 = characters=20 consisting of at least 1 upper and 1 lower case letter, and 1 numerical = or=20 =93special=94 character (! # @ )

=A7 =20 Click=20 Save.

=20

=B7 =20 Once=20 you have initially changed your password, you will, from that point on, = enter=20 your Purdue Career Account (PCA) logon username and enter your new = password when=20 logging on to the HIS

=B7=20 please be = sure to logoff = or=20 close the HIS when not in use.

failure=20 to close the HIS could allow another person to enter or change = information using=20 your credentials, leaving you responsible for those modifications. Leaving a computer unattended = while=20 logged on also leaves the computer & HIS available to anyone who = might have=20 access to that computer. = You should=20 logoff the computers in G119/155 when leaving the computer; you do not = need to=20 logoff hospital computers.

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=B7 =20 Home =B7 =20 PART=20 1 =96 Introduction =B7 =20 PART=20 2 =96 Using VTH & G119 / 155 Small Groups Lab=20 Computers =B7 =20 PART=20 3 =96 HIS Logon

=B7 =20 PART=20 5 =96 Tabs: Features & Functionality

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=B7 = once=20 logged on, the HIS will open to the =20 Home=20 Tab and the My=20 Page=20 tab will appear as the default first view. =20

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The=20 Menu=20 Bar

The=20 Menu Bar has five optional menus that will display available options = when=20 selected:

File,=20 Reports, Tools, Window = and=20 Help

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The=20 following examples show the options and functions for each of the Menu=20 items

FILE=20 menu:=20 depending on whether you are currently on the Home Tab or on a Record = Tab, the=20 File Menu will list different options

While=20 on any of the Tabs located on the Home Tab, the File menu will = only allow=20 a user to:

send=20 a =93general=94 H-Mail=20

Log=20 Out of the=20 HIS

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While=20 on any of the Tabs located on a Record Tab, the File menu will = allow a=20 user to:

=B7 =20 Print=20 Labels

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=B7 =20 Send=20 H-Mails

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The=20 REPORTS=20 menu will list several optional reports that can be viewed and = printed. Not all users will have access = to all=20 reports.

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Census=20 report =96 allows viewing and printing of the census report; the census = lists all=20 patients that were physically in the hospital overnight, and used = primarily for=20 adding a =93Hospitalization Fee=94 to the client bill for each overnight = stay.

Admissions=20 report =96 allows viewing and printing of a =93real-time=94 list of = patients that have=20 been admitted to the hospital as of the current date and=20 time

Discharge=20 report =96 allows viewing and printing of a =93real-time=94 list of = patients that have=20 been discharged from the hospital as of the current date and=20 time

When=20 selecting the Census, Admissions, and = Discharge=20 Reports, the =93Build Report=94 form will = appear, and=20 functions identically for all three reports

=B7 =20 select=20 =93Small Animal=94 or =93Large Animal=94

=B7 =20 accept=20 or change the method of sorting

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=B7 =20 click=20 Build = Report

=B7 =20 leave=20 the =93Archive Date=94 blank to show a report for the current date, or = change the=20 date by using the drop-down calendar

The=20 TOOLS=20 menu:

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There=20 are several options listed in the Tools Menu and are explained = below. However, some of the options = can be=20 ignored since students should not or will rarely use = them:

=B7 =20 The=20 Referring DVM/Clinic should only be used by a Resident or Intern = for=20 emergency cases =96 not by students

=B7 =20 The=20 two Quick Quote options can be used, but students rarely have time to do = so

=B7 =20 Patient=20 DVM and Visit Staff History will rarely show = anything

My=20 Account option=20 allows a user to Change=20 Password=20

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the Options option = allows you=20 to Use=20 Large Font, alter=20 the Skin=20 Color of the=20 page, and Check=20 for Updates to the=20 HIS

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=B7 =20 Client=20 Pharmaceuticals=20 option:

Selecting=20 the Client Pharmaceuticals option will display a list of all = pharmaceuticals a=20 client has purchased. The = form will=20 list the pharmaceuticals purchased by date, visit, patient, and the specific = pharmaceutical=20 purchased.

The=20 individual columns can be sorted by clicking on the column header, and = the=20 columns can be re-arranged by =93dragging-and-dropping=94 a column to = another=20 position.

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The=20 WINDOW=20 menu: allows a user to switch between Tabs

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The=20 HELP=20 menu:=20 will allow a user to display the Version=20 News, send=20 an = HIS=20 Request, and the About will = list the=20 current version of the HIS

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Fill=20 in all pertinent information and click Submit to send the request to = the HIS=20 support group

The=20 Tool=20 Bar

The=20 Tool = Bar=20 is located directly below the Menu Bar.

Home Tab &nbs= p;=20

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There will be only two = available=20 tools while viewing the Home Tab:

New =96 allows adding a new = Client=20 only =20 H-Mail =96 = allows=20 reading or sending =93general=94 H-Mail

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Once a Record has been = selected, the=20 Tool Bar will have additional tool options available: besides the two tools = available on=20 the Home Tab, New and H-Mail, you will additionally see = Print=20 Labels

Record = Tab =20

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Labels will allow the user to print any of the following = labels (some=20 labels are =93permissions=94 specific)

Client = Mailing=20 labels=20
Visit / = RDVM=20 labels=20
DXI=20 labels =

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Examples of=20 label types are shown below

=20

Visit / = Referring DVM=20 Label

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Client = Mailing=20 Label &nbs= p; = ; = = DXI Label

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H-Mail will allow the user to = read and=20 send =93intra-hospital mail, choose the reference to = which

the mail will apply (such = as the=20 client, patient or visit), and automatically insert = that

information into the = =93Pertaining:=94=20 line of the H-Mail, as shown in the example below.

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Further=20 instructions on using H-Mail can be found in PART = 5

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There are = two=20 =93primary=94 tabs; Home = Tab and = Record = Tab

=B7 =20 Home =B7 =20 PART=20 1 =96 Introduction =B7 =20 PART=20 2 =96 Using VTH & G119 / 155 Small Groups Lab=20 Computers =B7 =20 PART=20 3 =96 HIS Logon

PART=20 4 =96 Features of the HIS=20

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Section=20 1:=20 The Home=20 Tab

When a user = logs onto=20 the Hospital Information System, the screen will always default to the = Home Tab=20 and display the My Page Tab.

Think of the = Home Tab=20 as the starting point from which you can view various lists on the My = Page,=20 perform various types of searches to find the information you need by = selecting=20 the Search Tab, view and schedule appointments on the Scheduler Tab, = create and=20 read =93intra-hospital=94 communications via the H-Mail = Tab.

Home=20 Tab

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The Home Tab contains = four=20 secondary tabs:

My Page Tab=20
H-Mail Tab=20
Scheduler Tab=20
Search Tab

Tabs=20 on the Home Tab

This section=20 will explain the functionality and use of the five available tabs = located on the=20 Home Tab.

My=20 Page Tab

The=20 first time you logon, the My = Page=20 tab will be blank. This = tab can be=20 personalized to show various informational list =93forms=94 which will = appear in the=20 right pane of the tab. = You can=20 =93re-personalize=94 your list at any time. =20

The=20 concept of the My List on = the My=20 Page is to provide a choice of readily available information to the user = upon=20 initial logon to the HIS. = For=20 example, a list of =93Active Visits (SA)=94 for Small Animal patients = can be=20 selected and added to the My List for immediate access to a real-time = list of=20 all Small Animal patients currently admitted to the=20 hospital.

A=20 single list or multiple lists can be added to =93My List=94 and the user = can select=20 any of the lists for viewing. =20 Instructions on how to personalize you=92re my Page and add lists = begin on=20 the following page

My=20 Page Tab &nbs= p; =20

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To = personalize=20 the=20 My = Page = tab, click on = Personalize = My=20 List.

The Start Preferences List = will=20 appear.

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Select any=20 of the desired Available Forms in = the left=20 pane, click=20 the =93add=94 arrow<= ![if !vml]>to=20 add the selected form(s) to Your Selected Forms = in the=20 right pane.

You can add=20 a single form, a selection of multiple forms, or a =93group=94 of forms, = as shown in=20 these two examples.

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The first=20 form listed under Your Selected Forms = will be=20 the default form shown on your =93My Page=94 Tab.

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You can=20 change which form is listed first by selecting a form and = clicking on=20 the up<= ![if !vml]>arrow=20 on the right to move a selection to the top. =

Select a=20 form and=20 click the down arrow<= ![if !vml]>to=20 move a form down in the list

To remove a=20 form, click on the desired form to highlight it, and = click the=20 Remove arrow<= ![if !vml]>

The image=20 below shows a =93personalized=94 My Page Tab. In this example, the =93Active = Visits=20 (SA)=94 was chosen on the My List (left pane) = to list=20 ALL active Small Animal visits currently in the hospital in the Active Visits (SA) = (right=20 pane).

=93Populated=94 My Page=20 Tab &nbs= p; =20 &nbs= p; =20

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To immediately view the = record for a=20 particular visit,=20 simply double-click on=20 the desired visit in = the=20 list. &nbs= p; =20

The=20 Record Tab = will then appear to = display the Client, Visit, and Patient information.

Record = Tab =20 &nbs= p; =20

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H-Mail=20 Tab

H-Mail=20 is an =93intra-hospital=94 messaging system with functionality being = similar to, but not=20 to be confused with, your regular campus E-Mail=97the exception being that messages sent or = received never=20 leave our HIS server (i.e.,=20 you cannot send an H-Mail to your Aunt Jane in Michigan)

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To send=20 or receive H-Mail, you MUST be a user of the HIS =

The=20 primary purpose of H-Mail is for communicating specific information or = questions concerning a Client, Patient, or = Visit.=20

A=20 =93General=94 non-specific communication H-mail can be sent by = clicking the H-Mail=20 icon while on the H-Mail Tab

To=20 send an H-Mail pertaining to a specific Client, Patient, or Visit you = must first=20 select the desired visit, patient, or client

Once=20 your search displays the desired visit, patient or client, click the = H-Mail=20 icon on the Tool Bar, then select Visit, Patient, or=20 Client

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The=20 H-Mail=20 =96 Write form=20 will open:

Enter=20 the recipient name in the Send To:=20 or select a name from the drop-down list=20
Type a=20 Subject: =
The Pertaining: will = automatically=20 populate with the:

1. =20 Visit=20 ID & Patient Name=20 =96 when selecting Visit

2. =20 Patient=20 ID & Name=20 =96 when selecting Patient

3. =20 Client=20 ID & Name=20 =96 when selecting Client

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Type=20 your message in the text area and click =93Send=94 when=20 finished=20
You can=20 also send an H-Mail to multiple recipients =96 select from the = drop-down list or=20 type a partial of the recipient=92s last name, then click the = checkmark or press=20 the <Enter> key to add to your recipient = list=20

When=20 a new (or unread) H-Mail is received, you will see a number in = parenthesis=20 appear on your Home Tab and on the H-Mail tab, signifying that you have = a new=20 H-Mail. You will also be = notified=20 via your regular campus E-Mail that a new H-mail has been=20 received.

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To read=20 an H-Mail message, simply double-click on the desired=20 message

In=20 this example, the sender has sent an H-Mail pertaining to a Visit. While this is simply a = =93test=94, in=20 reality the sender may have a question concerning the particular visit, = or may=20 be conveying additional information, etc. =20

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the=20 recipient can simply double-click on the item listed in the = =93pertaining=94 and=20 the system will automatically open the visit, patient or client, = allowing the=20 recipient to view necessary information without performing a=20 search

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You can=20 delete a message by right-clicking on the desired message and select = =93Delete=94,=20 or select =93Archive=94 to move it from your =93Inbox=94 to the=20 archive=20
Any=20 sent messages will also be saved to the =93Sent=94 for future=20 reference

Search=20 Tab:=20 Your=20 primary means of finding information

Searching: Client, = Patient, and=20 Visit Information

There are = three basic=20 ways to search for the desired Client, Patient or Visit=20 information:=20

(1) if = searching for a=20 current visit, double-clicking on the desired visit listed on your=20 =93personalized=94 My Page. =20 This method = was=20 previously covered in the My Page Tab section

(2) using the = available=20 Search Bar to the right of the Tool Bar at the top of the HIS=20 screen

(3) selecting = the=20 Search Tab and entering the desired search=20 criteria

=B7 =20 The Search=20 Bar

The search=20 bar will always be visible regardless of the tab you might be currently=20 viewing. This = functionality is by=20 default to allow a user to search from any tab while using the=20 HIS.

Search=20 Bar: criteria=20 box=20 and search by drop-down=20 list =20

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As shown in=20 the example above, you can search for information using any of the six = available=20 =93search by=94 options: Clients, Patients, Visits, Services, Referring DVM, or Referring = Clinic.

FYI:

=93Services=94 refers to =93Client = Services=94; a = service=20 provided to a client that is NOT related to a patient or visit, such as = the=20 purchase of pet food. = Not to be confused with =93Patient Service=94, which is a service = provided to=20 a client that is for a specific patient; although the patient is not = currently=20 admitted to the hospital. = A refill=20 of a prescription for a specific animal is a prime example of a patient=20 service.

After = selecting one of=20 the options in the=20 =93search by drop-down = list=94, enter = the search=20 criteria in the =93criteria=94 box = and click the=20 =93Go=94=20 button<= ![if !vml]>

FYI:

When searching by Clients = or=20 Patients, partial names can be entered: for example, if you are = unsure of=20 the spelling of a client=92s last name, such as =93McCorkel=94. The name might be spelled = McCorkle or=20 MacCorkel. In this = example you=20 might type =93mccork=94 as a partial last name. If the correct results = are not=20 returned, then try typing =93maccork=94. =20 As you can see, the spelling of a name can be somewhat specific = and all=20 variations should be tried before adding a new client or patient. The same holds true for first=20 names. Keep in mind that = your=20 results may be lengthy.

=B7 =20 The Search=20 Tab

The primary means of = searching is to=20 click the Search Tab and enter your search criteria the same as in the = Search=20 Bar. In fact, once you = complete a=20 search using the Search Bar, the Search Tab will automatically become=20 visible. The primary = difference=20 between the two is that the = Search Tab=20 has additional search options that can be enabled or disabled by = checking or=20 un-checking the box next to the option.

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The format for entering = a=20 Client = search criteria is: last=20 name (first), first name (last) =96 separated by = a comma=20 =20 examples: =93smith=94 (last name=20 only may return an extensive list of results); =93smith, joe=94; = or =93smythe,=20 joseph=94

SEARCH=20 Tab

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You can also Search by=20 Spouse/Other=20 name. In the example = below, the=20 client=92s partial last and spouse first name was entered into the = search=20 criteria:

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A Search by = Client=20 Phone Number can=20 also be performed by entering the complete number including the Area = Code: =93(765)=20 123-4567=94 (you must use the = parenthesis)

Be sure to check the = search option=20 for Phone:=20 notice the results in this example lists 3 numbers,=20

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Once you have completed a search, the = results will=20 appear as shown in the examples below:

Returned = client name=20 search results

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Client Record = Tab=20 showing client information =96 select and click on a patient from the = drop-down=20 list

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The format for entering = a=20 Patient = search criteria is: Client=92s last=20 name (first), Patient name (last) =96 separated = by a comma=20 =20 example: =93smith, rover=94

Search Results = using=20 Client last name and Patient name &nbs= p; =20 &nbs= p; =20

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You can also search by = Patient Name only. A partial of the patient = name can also=20 be used, although the list of results may be much longer. In the example below, the = full=20 patient=92s name was entered into the search = criteria:=20

Search Results = using=20 Patient name ONLY &nbs= p; =20

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FYI:

When searching by Patient = name only,=20 the list of results can get rather extensive. Searching using the client=92s = last name=20 in combination with the patient=92s name will usually result in a single = or only a=20 few returned results

To search by Patient ID, you = must enter=20 the complete AND correct ID number. A partial ID will produce = incorrect=20 results or no results at all.
In the example below, a = partial=20 ID number was entered to find Patient =93Fluffy=94 with ID=20 #726234

&nbs= p; = ; = =20

INCORRECT RESULT is = returned - this patient is = deceased &nbs= p; =20

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CORRECT = RESULTS using a=20 proper search with the complete and correct Patient = ID

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A Search by = Visit=20 ID can = also be=20 performed. Select=20 Visits in the search by drop-down list and enter the COMPLETE = Visit=20 ID number in the criteria.

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PARTIAL VISIT IDs CANNOT = BE=20 USED = and will=20 produce incorrect results or no results at all. =

Final=20 results of a search = with=20 populated Client, selected Patient, and most = current=20 patient Visit information

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FYI:

The Visit ID is a = combination of the=20 Patient ID with a dashed number following. The = dashed=20 number signifies the number of times the patient has =93visited=94 the=20 hospital, and is incremented by ONE for each successive = visit. example: S-729292-1, S-729292-2, S-729292-3

Visit IDs = also have a=20 preceding S or L. The S or L=20 distinguishes whether the patient is a Small Animal or Large=20 Animal

Once a search = has been=20 completed, you will also see a preceding visit identifying letter in = front of=20 the complete Visit Id within the Visit section.

There are four (4) Visit = Type=20 identifiers:

H =3D Hospital = Visit

F =3D Field=20 Visit

O = =3D Offsite=20 Visit

P =3D Patient=20 Service

RO =3D = Radiation=20 Outpatient

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Explanation of the Visit = Type=20 Identifiers

Hospital=20 Visit = =96 signifies=20 a normal visit and the patient has been admitted to the=20 hospital

Field=20 Visit = =96 signifies=20 a visit to an off-site farm/ranch; can include services to a herd or = group of=20 animals. Large Animal = Community=20 Practice or other types of Ambulatory services would be an example of = a Field=20 Visit

Offsite=20 Visit = =96 signifies=20 a Humane Society visit where Hospital personnel are performing an = elective=20 spay/neuter surgery on an animal physically located at the Humane = Society=20 facility.

Patient=20 Service =96 = a service = provided=20 to a specific and previously seen = Patient that=20 is NOT currently in-house or about to be admitted to the=20 hospital.

Examples of a Patient=20 Service:

=B7 =20 A client = picks up a=20 prescription or refill for a recently seen specific patient not=20 currently in the=20 hospital

=B7 =20 A fecal = sample from a=20 previously seen patient is brought in for lab work, and the patient is = not=20 currently in the hospital

A Patient=20 Service should NOT be confused with = a =93Client=20 Service=94

Examples of a Client=20 Service:

=B7 =20 A client = purchases a=20 3-dose box of =93Frontline=94 =96 the purchase is not specific to a = patient, and could=20 be used on multiple animals

=B7 =20 A fecal = sample from an=20 off-site clinic or hospital is brought in for lab work, and the patient = is not a=20 patient of the VTH or is unknown

=B7 =20 A client = makes a=20 purchase at Pet Food Sales = - can be=20 for multiple animals

Radiation=20 Outpatient = =96 signifies a series = of Radiation=20 Therapy sessions have been opened. =20 This visit is left =93open=94 until all therapy sessions for = the series are=20 completed. The patient = is=20 discharged after the last therapy session has been=20 completed.

Example:=20

A patient is brought = to the=20 hospital with a presenting problem and is admitted to the hospital = as a=20 =93Hospital Visit=94. = A History,=20 Physical Exam, and other procedures are performed and the patient = is=20 diagnosed as needing a series of Radiation Therapy = treatments. A schedule for therapy = sessions is=20 determined, and the patient is then discharged. The =93Hospital Visit=94 = is then=20 closed.

The patient comes to = the=20 hospital for the first of the series of therapy sessions = and is=20 admitted to the hospital as a =93Radiation Outpatient=94. The =93Checked IN=94 and = =93Checked OUT=94=20 date is recorded for this and all successive therapy sessions in = the=20 radiation therapy log on the RT Entry Log Tab. After the last therapy = session,=20 the patient is =93Discharged=94 and the =93Radiation Outpatient=94 = Visit is=20 closed.

Searching to = Lookup a=20 Procedure Price & Information

=20

Select Procedures = from the=20 =93drop-down=94 list=20
enter the ID, name or = partial name=20

of the = desired=20 procedure in the Search Criteria

click Search on the = Search Tab or=20 Go on the Tool Bar

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Double-Click on the = desired=20 procedure

Procedure = Information=20 results

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PART 5 =96 Section=20 2: The=20 Record Tab

Once=20 a Client, Patient, or Visit search has been performed, a Record Tab will = be=20 visible.

Record=20 Tab

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A=20 Record Tab will display the Client, Patient, and Visit information = in = the upper=20 portion of the tab. The = lower=20 portion will display various specific information on each tab when=20 selected.

the tabs on=20 a Record Tab can be re-arranged in any order by: =

moving the mouse pointer to = a tab=20
click and=20 hold the left mouse button
drag the=20 tab to the desired position
release=20 the left mouse button

The Record=20 Tab has many functions for = user=20 convenience

Client = information=20 area &nbs= p; = ; =20 Patient Information area

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Selective = Tabs &nbs= p; = ; = &= nbsp; &n= bsp; &nb= sp; =20 Visit information area

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Additional=20 Information=20

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You can view the = information=20 contained in the = =93Notes=94 = field by hovering over = the icon=20 with your mouse.

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Click on = the = =93Additional=20 Information=94 = Icon=20 to show complete = information for=20 the Client, Patient or Visit. =

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Client, Patient, and Visit Maintenance=20 screens:

Clicking on=20 the =93Additional Information=94 icon for the Client, Patient or Visit = will display=20 a Maintenance screen with more information not seen otherwise.

Examples of=20 the Maintenance screens are shown below =96 notice additional phone = numbers, RDVM=20 information, Chips & Tags info, etc:

Client = Maintenance=20 Screen

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Patient = Maintenance=20 Screen

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Visit = Maintenance=20 Screen

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Tabs=20 on a Record Tab

This section=20 will explain the functionality and use of the ten available tabs located = on a=20 Record Tab.

A Record Tab will = contain eleven=20 secondary tabs: