ClinicalConnect EMR Download Training Guide

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1 ClinicalConnect EMR Download Training Guide The information contained in this reference guide reflects upgrades in functionality as of February 17th, 2011

2 P a g e 2

3 Table of Contents About the EMR Download:... 4 Part 1a: Accessing Your EMR Subscription List... 5 Part 1b: Customizing EMR Delivery Preferences for All EMR Subscribed Patients... 7 Part 1c: Setting up your EMR Subscription Default Preferences... 9 Part 1d: Customizing EMR Delivery Preferences for an Individual Patient Part 1e: Manually Adding a Patient to your EMR Subscription List Part 2a: Generating and Downloading the EMR File: Manual Process Part 2b: Generating and Downloading the EMR File: Automatic Process Part 3: Staff Doing EMR Downloads for more than one Physician s EMR office Part 4: Resetting Subscriptions Part 5: Batch Edit Subscriptions P a g e 3

4 About the EMR Download: For more information go to the CC Web site: The EMR Download is used in physician s offices to integrate hospital specific electronic patient health information such as Labs, Microbiology, and Transcriptions etc. into a physician s office Electronic Medical Record (EMR). Patients are automatically added to physicians EMR subscription list based on the physician s CPSO number for Inpatients, Outpatients and ER patient encounters. Note: The EMR download will find hospital information for your EMR subscribed patients 30 days back from the day of the download. For the most recent status of participating hospital go to the ClinicalConnect Web site: Privacy: Personal Health information (PHI) accessed through ClinicalConnect can only be used for the purpose of providing healthcare or assisting in the provision of health care to a patient to whom the information relates. Users will abide by the privacy and security policies and procedures of their organization, Personal Health Information Protection Act and applicable professional standards and guidelines. The EMR delivery function is made up of two main parts; setting up your EMR preferences and downloading the EMR file: Part 1: a: Accessing Your EMR Subscription List b: Customizing EMR Delivery Preferences for All EMR Subscribed Patients c: Setting up your EMR Subscription Default Preferences d: Customizing EMR Delivery Preferences for an Individual Patient e: Manually Adding a Patient to your EMR Subscription List Part 2: a: Generating and Downloading the EMR file (Manual Process) b: Generating and Downloading the EMR file (Automatic Process) Additional Functions: Part 3: Staff Doing EMR Downloads for more than one Physician s EMR office. Part 4: Resetting Subscriptions Part 5: Batch Edit Subscriptions P a g e 4

5 Part 1a: Accessing Your EMR Subscription List Purpose: Your EMR subscription list (List of patients) is automatically populated based on your CPSO code for any inpatients, outpatients and ER census listings. This allows you to view the patients on you EMR Subscription List and the EMR delivery modules that you have selected for your patients. This is also where you can manually add or remove patients from your EMR list. In addition, you can make changes to the modules of information that are being downloaded for an individual patient using the EMR Delivery Subscriptions (refer to the section; Editing an Individual Patient s EMR Delivery Subscription) Note: You can also manually add a patient to your EMR subscription list for whom you are not the physician of record once you have passed the Physician of Record Override prompt. A Physician of Record Override is always tracked and triggers an alert to the Privacy Office. (refer to the section; Manually Adding a Patient to your EMR Subscription List) 1 2 Log into ClinicalConnect Select the drop down arrow from the Patient List option of the header. Select the EMR Subscriptions 3 The EMR Subscription lists your patients and the EMR download module(s) that have been associated for each patient. P a g e 5

6 Note: For first time users, the Subscriptions column will be blank until you set up your EMR download preferences selecting the modules that you wish to be included in the EMR download. You are now ready to set up your EMR delivery preferences for all of your patients on your EMR Subscription list. Please refer to Part 1b: Customizing EMR Delivery Preferences for All EMR Subscribed Patients P a g e 6

7 Part 1b: Customizing EMR Delivery Preferences for All EMR Subscribed Patients Purpose: Your EMR delivery preferences allow you to selected the patient modules to be delivered into your office EMR when you initate the EMR download from ClinicalConnect. This customization will ensure that you are downloading the most appropriate patient modules into your office EMR by selected from the modules that you have checked. For first time users, you will need to customize you EMR Delivery preferences for all patients first. TIP : For first time users the volume of data being downloaded the first time for all of your EMR patients may produce a large downloaded file. It is recommended that you contact your office vendor to ensure that your environment is ready to handle the EMR downloaded file. Select SETTINGS then choose Preferences. Scroll down the list of preferences to the EMR Delivery Preferences section. It is recommended that you set your EMR delivery preference settings as outlined below. Important Note: Your EMR Delivery preference settings can be changed anytime however, only new EMR subscribed patients will be impacted by your new changes. Enabled Auto subscribe your inpatients and outpatients (recommended setting) Ensure that this is Enabled If Disabled, any new inpatients or outpatients that would normally qualify to be added to your EMR Subscriptions will not appear on your EMR list. Subscription List: Sort By Full Name Subscription List: Sort Direction Ascending You can customize your EMR subscription list display options including the sort direction and the number of lines of information you wish to see per page. (recommended settings shown) Subscription List: Results per page All You can choose the layout orientation for your PDF List: PDF Export Orientation Portrait Never Export documents Portrait or Landscape Remove Subscribed Patients X Days After Discharge (recommended setting) You can select the number of days after discharge to have the patients removed from your removed from your EMR subscription list after discharge. It is recommended that you select Never (recommended setting). If you select NEVER remove subscribed patients after discharge, your EMR patient subscription list will grow over time however, only new information for the list of subscribed patients will be included in each download. Important Note: You will not get data downloaded to your EMR once the patient has been removed from your list. If the sources facility generates reports for the visits after your patient is already removed from your EMR list, those reports will not be downloaded into your EMR. If the patient has an inpatient, outpatient or ER hospital encounter, this patient will be automatically dd d t EMR li t P a g e 7

8 Modules: Transcription Lab Demographic Pathology Micro Blood Bank Radiology (recommended settings) TIP: For first time users, the volume of data being downloaded for all of your EMR patients may produce a large downloaded file. It is recommended that you contact your EMR vendors to ensure that your environment is ready to handle the EMR downloaded file. Select the EMR download modules for all your patients. Note: This will download module information for your EMR subscribed patients 30 days back from the day of the download. For the first time download, this may take some time to complete the entire download for all of the patients. Subsequent downloads will find only NEW information that has not been downloaded to your EMR. File List: Sort By Create Date File List: Sort Direction Descending These preferences relate to how the EMR downloaded files will be displayed within your Notification module. EMR File List: Results per page 8 (recommended settings) Please remember to SAVE your preference changes You are now ready to set up your EMR Subscription Default Preferences for your EMR patient list. Please refer to Part 1c: Setting up your EMR Subscription Default Preferences P a g e 8

9 Part 1c: Setting up your EMR Subscription Default Preferences Purpose: Your EMR subscription settings can also be changed from your EMR Subscriptions screen. These prefereces are similar to the previous EMR download settings however this route allows you to select the patients that you would like to customize your EMR download modules. These defaults will ensure that you are downloading the most appropriate patient modules for your EMR subscribed patients. Note: For first time users, you must customize you EMR Delivery preferences for all patients first. (refer to Part 1b: Customizing EMR Delivery Preferences for All EMR Subscribed Patients ) From your EMR Subscription list select the tab P a g e 9

10 It is recommended that you set your EMR Subscription preference settings as outlined below. Important Note: Your EMR Subscription preference settings can be changed anytime however, only new EMR subscribed patients will be impacted by your new changes. Enabled Auto subscribe your inpatients and outpatients (recommended setting) Ensure that this is Enabled If Disabled, any new inpatients or outpatients that would normally qualify to be added to your EMR Subscriptions will not appear on your EMR list. Subscription List: Sort By Full Name Subscription List: Sort Direction Ascending You can customize your EMR subscription list display options including the sort direction and the number of lines of information you wish to see per page. (recommended settings shown) Subscription List: Results per page 8 You can choose the layout orientation for your PDF Export List: PDF Export Orientation Portrait documents Portrait or Landscape Remove Subscribed Patients X Days After Discharge Never (recommended setting) You can select the number of days after discharge to have the patients removed from your removed from your EMR subscription list after discharge. It is recommended that you select Never (recommended setting). If you select NEVER remove subscribed patients after discharge, your EMR patient subscription list will grow over time however, only new information for the list of subscribed patients will be included in each download. Important Note: You will not get data downloaded to your EMR once the patient has been removed from your list. If the sources facility generates reports for the visits after your patient is already removed from your EMR list, those reports will not be downloaded into your EMR. If the patient has an inpatient, outpatient or ER hospital encounter, this patient will be automatically added to your EMR list. Select the EMR download modules for all your patients. Save and Apply your changes. TIP: For first time users, the volume of data being downloaded for all of your EMR patients may produce a large downloaded file. It is recommended that you contact your EMR vendors to ensure that your environment is ready to handle the EMR downloaded file. Note: This will download module information for your EMR subscribed patients 30 days back from the day of the download. For the first time download, this may take some time to complete the entire download for all of the patients. Subsequent downloads will find only NEW information that has not been downloaded to your EMR. P a g e 10

11 Part 1d: Customizing EMR Delivery Preferences for an Individual Patient Purpose: There may be situations where you would like to change the type of modules that are delivered from ClinicalConnect to your office EMR for an individual patient on your EMR Subscription list. These changes can be made using the Edit Subscriptions button found to the right of each patient line. Edit EMR Delivery Subscriptions Setting EMR Delivery Preferences for a patient: Your default EMR download preference settings can be modified for each individual patient using the Edit Subscriptions button (as shown). For example, you may only want the Labs module information downloaded for a specific patient. P a g e 11

12 Select the module(s) that you would like to include as part of the EMR download for this patient. Note: If you deselect all of the modules, this will manually unsubscribe the patient from your EMR list. Alternatively, you can set up a preference to have the patient automatically removed from your EMR list after discharge. Important Note: You will not get data downloaded to your EMR once the patient has been removed from your list. If the sources facility generates reports for the visits after your patient is already removed from your EMR list, those reports will not be downloaded into your EMR. Please ensure you SAVE your changes Ensure that this is Enabled. If Disabled, this patient will not be included in your EMR subscription list. Part 1e: Manually Adding a Patient to your EMR Subscription List Purpose: EMR Patient subscription lists (for inpatient, outpatients and ER patients) are generated automatically for physicians based on their CPSO numbers. However, there may be times when you may need to manually add a patient to your EMR subscription for reasons such as: consulting request, providing office care, providing coverage requests or other reasons. You may receive a Physician of Override screen (see below). Please Note : A Physician of Record Override is always tracked and triggers an alert to the Privacy Office To add a patient to your EMR subscription list manually, use the search functions at the top of your screen to find the Patient. Click on the patient line to open the patient chart. You may need to perform the Physician of Override prompt before you access the chart. P a g e 12

13 The Edit EMR Delivery Subscriptions icon can be found in the patient demographic header. Click on the icon to open and add the EMR delivery preferences for the patient. P a g e 13

14 Select the module(s) that you would like to include as part of the EMR download for this patient. Note: If you deselect all of the modules, this will manually unsubscribe the patient from your EMR list. Alternatively, you can set up a preference to have the patient automatically removed from your EMR list after discharge. Important Note: You will not get data downloaded to your EMR once the patient has been removed from your list. If the sources facility generates reports for the visits after your patient is already removed from your EMR list, those reports will not be downloaded into your EMR. Please ensure you SAVE your changes P a g e 14

15 Part 2a: Generating and Downloading the EMR File: Manual Process Purpose: Once you have set up your EMR delivery preferences you are now ready to generate and download the EMR file. As determined by your EMR office vendor, this download process can be done automatically or manually. This file will contain the patient information for the EMR modules that you have selected previously. This file will be used by your office EMR vendor to upload the information into your office EMR. Important Note: Please ensure that you are downloading the file from a computer that has been set up to receive EMR downloads as defined by the computer IP address previously in the set up process. If this has not been set up, you will receive the following message : Downloads are not permitted from your current IP address You will need to contact the HHS Computer Help Desk ext to log the problem. Manual Generating and Downloading the EMR file If your office EMR vendor cannot be set up to automate the EMR download process, you will need to do this manually. From the Patient List, access your EMR Subscription list Select the EMR Subscriptions 1 Click on 2 icon P a g e 15

16 You will notice a message alerting you that a file is being generated or is available for download in the orange banner. 3 Important Note: Refresh your page to see the progress of the download After refreshing your page, the orange banner notification will display the EMR file is ready message indicating that the file is ready to be downloaded into your office EMR. The Notification section on the left of the Main Menu also indicates that the EMR file is ready. 4 Click on the Notifications to access the file to download. The EMR Files page will show the number of files you have ready for downloading Please Note: When you are generating a file (regardless of the number of patient you have selected) there will only be one file created. This file will contain all of the individual records you have requested. Once the file is imported into your own office EMR application, it will handle separating the file into the individual patient records 5 Click on the file to download. It will automatically be sent to a designated location on your desktop. 6 Optional: The red icons allow you to delete the file after downloading. However, this is not required, as files that have been downloaded are automatically deleted from Notifications after 7 days. File that have not been downloaded are automatically deleted after 30 days. NOTE: Please ensure that you check that the file has been uploaded into you office EMR before deleting. Should you have a problem with the file, this information is required for troubleshooting. P a g e 16

17 Your message now will show that all files have been downloaded and there are no more outstanding files to download. You will also see a Download Date An Empty EMR File: There may be times when you may have an empty EMR file. An empty file may occur if there is no new data for patients since your last download. You cannot download an empty file. File is Empty TIP: There may be times when you may have an empty EMR file. If you place your mouse over a record, you may see a message indicating it is empty. An empty file may occur if there is no new data for patients since your last download. You cannot download an empty file. Optional: The red icons allow you to delete the file. However, this is not required, as this file will be automatically deleted after 30 days. Now you are ready to import the EMR file into your own office vendor solutions. Log in to your EMR office vendor to begin the import process. P a g e 17

18 Part 2b: Generating and Downloading the EMR File: Automatic Process Automatic Downloads Process: Some Vendors may set up an automatic EMR download from ClinicalConnect into your office EMR. In such cases, you will not see a download icon in your EMR subscription list as shown here. ClinicalConnect automatically creates a file each night and your office vendor EMR system will upload the data. (Example: Oscar) This will need to be set up with your office EMR vendor. P a g e 18

19 Part 3: Staff Doing EMR Downloads for more than one Physician s EMR office. Log into ClinicalConnect with your own access and select the EMR Subscription list. Select the drop down arrow from the Patient List option of the header. Select the EMR Subscriptions 1 2 Use the drop down list to pick the physician for whom you will be doing the EMR download. Click on 3 icon You will notice a message alerting you that a file is being generated or is available for download in the orange banner. 4 Important Note: Refresh your page to see the progress of the download P a g e 19

20 After refreshing your page, the orange banner notification will display the EMR file ready message indicating that the file is ready to be downloaded into your office EMR. The Notification section on the left of the Main Menu also indicates that the EMR file is ready. 5 Click on the Notifications to access the file to download. The EMR Files page will show the number of files you have ready for downloading Please Note: When you are generating a file (regardless of the number of patient you have selected) there will only be one file created. This file will contain all of the individual records you have requested. Once the file is imported into your own office EMR application, it will handle separating the file into the individual patient records. 6 Click on the file to download. It will automatically be sent to a designated location on your desktop. 7 Optional: The red icons allow you to delete the file after downloading. However, this is no t required, as files that have been downloaded are automatically deleted from Notifications after 7 days. File that have not been downloaded are automatically deleted after 30 days NOTE: Please ensure that you check that the file has been uploaded into you office EMR before deleting. Should you have a problem with the file, this information is required for troubleshooting. P a g e 20

21 Your message now will show that all files have been downloaded and there are no more outstanding files to download. You will also see a Download Date Now you are ready to import the EMR file into your own office vendor solutions. Log in to your EMR office vendor to begin the import process. Part 4: Resetting Subscriptions This function should not be used at this time P a g e 21

22 Part 5: Batch Edit Subscriptions Purpose: the Batch Edit Subscription function is used to make a change to the EMR download modules by adding or removing modules for select patients or all patients on your EMR Subscription list. The EMR download subscription change will affect all future EMR downloads. Note: This change will not impact any previously downloaded data. From the EMR Subscription screen, select the patients that you would like to change the EMR Download modules. Doe, John 1 Select patients by checking the box to the left OR use the Select ALL icon to select all patients on your EMR Subscription list. Doe, John 2 3 Select the modules you would like to have added to your EMR download for the patients you have selected. 4 Click Apply to save your changes 5 Click Continue to complete the change P a g e 22

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