SMARTWORKS Online Ordering Process for FHS Medical Records Forms

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1 In cooperation with SMARTWORKS Online Ordering Process for FHS Medical Records Forms To request a login or seek assistance: Debbie Finel in Health Information Management (253) Fax # (253) Click on to and near the far right lower corner and you ll see button for For Franciscan Medical Staff. 1

2 Enter your User Name and password. (First time in, your password will be password.) Click on Submit. (First time in, you will be prompted to change your password.) Forms will be delivered via our established FHS courier routes. Choose Orders from the upper left, grey menu How to Place an Order 2

3 How to Enter an Order There are two ways to enter an order. (1) Product Search (2) Browse Catalog. Left click on the Orders button, upper left corner, to drop down and expose the links for these ordering options. Performing a Product Search Product Search finds an item based on a partial description or partial form number. For example, you can search for all Assessment forms by typing Assessment in the description field, click Search, and SMARTworks searches and presents all Assessment forms for your review. Also search, using a form number or partial number. 1. Ensure that all entries under Catalogs are highlighted 2. Select drop down option of product type (form number) or description. 3. Enter form number or description 4. Left click on Search 5. Enter Quantity and Add to Shopping Cart Note: All forms have a pdf image of the item loaded into SMARTworks. When the form number is underlined you will be able to left click on the link to open a picture or pdf of the form to confirm your choice 1) Next to Quantity enter how many to order. 2) Select Add to Shopping Cart Browse Catalogs You can also browse the various catalogs to find your item. The catalogs contain many items. The Product Search function is a more efficient method, to locate an item to view or order. Once you have located your item, however, enter the quantity, and click the Add Item to Shopping Cart button, if you are placing an order. 3

4 A message in Red then appears noting that the item has been added to your cart and you can then add additional items or proceed to the checkout. Checking Out 1) Review the order and delete any unwanted orders by clicking on the empty box to the left of the form ID and then hitting Delete. 2) If your order is finished, go to the box next to PO Number and enter the cost center provided to you by HIM. If you want to discard this order and start over, or continue shopping for more products, choose those buttons at the bottom of the screen. Otherwise proceed with this order by choosing Next Step. 4

5 Review the billing and shipping information:(billing information will auto-populate and will be used to track form useage.) 1) Under Shipping and ATTN enter your name or whose attention it should be sent to. Shipping information will identify delivery information. Forms will be distributed via FHS courier system. 2) Mail Stop, will be entered by Franciscan Health System. 3) Choose Next Step. Special Instructions for this order can be noted in Step 3: ALWAYS enter HIM under special instructions. Then Choose Next Step to proceed to Step 4. 5

6 At Step 4 you will review all information and finally choose the Submit Order button. 6

7 Creating your own Templates for frequently ordered forms Templates are a fast way to make repeat orders. It is a list of forms you want to order and it is saved under a name you create. Follow the steps above for creating an order and add items to your shopping cart. At that point, give the template a name by entering one in the box next to Current Order Name. Then choose the save order button at the bottom of the screen. And hit the OK button on the next screen which notes your order was saved. 7

8 Using a Template From the main page, choose View Orders from the Orders menu in the upper left. Then click on the number in the blue box next to the first item, Saved. Any Template you have created will be displayed and the name you gave it appears below. 8

9 Click on the Order Number and then review the order details. Choose Make Current when ready to use the template for a current order. Proceed by clicking on Yes and completing the order as you would for any order. 9

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