myavatar Training Guide

Transcription

1 myavatar Training Guide June December

2 DOCUMENT CHANGE HISTORY VERSION NUMBER DESCRIPTION OF CHANGE NAME OF AUTHOR DATE PUBLISHED 1.0 FINAL VERSION RELEASED JANAN ZEIBAQ 9/30/ EXPANDED CHART VIEW SECTION TO SHOW NEW CRYSTAL REPORTS FEATURES. JANAN ZEIBAQ 10/6/ DATABASE ARCHITECTURE CHANGES FOR NEW CLIENT INSTALLATIONS JANAN ZEIBAQ 12/28/11 ADDED SOFT STOP/HARD STOP OVERVIEW PRODUCT CHANGES WITHIN MYAVATAR UNDOCKING/DOCKING FORMS ADDED FORM DESIGN IMPORT ENHANCEMENTS NOTE ADDED FORM DESIGN STANDARDS FOR USER DEFINED FORMS ADDED REGISTRY SETTING OVERVIEW ADDED SCHEDULING CALENDAR OVERVIEW REVIEWED STANDARD WIDGETS

3 Contents CONTENTS... 3 MYAVATAR TECHNICAL CONSIDERATIONS... 5 WHAT IS MYAVATAR... 5 SOFTWARE PRE-REQUISITES... 5 HARDWARE REQUIREMENTS (NEW CUSTOMERS)... 5 MINIMUM/RECOMMENDED DESKTOP SPECIFICATIONS... 6 DATABASE ARCHITECTURE (NEW CUSTOMERS):... 7 ALTERNATE CONFIGURATION- THREE ENVIRONMENT PLATFORM HARDWARE REQUIREMENTS (UPGRADE CUSTOMERS) MIDDLEWARE UPGRADE SOFT STOP/HARD STOP (CACHE LICENSES) NEW FUNCTIONALITY OVERVIEW NEW TERMS AND DEFINITIONS PRODUCT CHANGES WITHIN MYAVATAR NEW FUNCTIONALITY CLIENT DATA BAR & ALLERGIES DISPLAY SMART SEARCH PREFERENCES KEYBOARD SHORTCUTS ZOOMING ONLINE DOCUMENTATION ROLES OVERVIEW SECURITY ROLES VS. VIEW ROLES INTRODUCTION TO VIEW ROLES DEFAULT HOME VIEW RECOMMENDATIONS ON ASSIGNING SECURITY ROLES AND VIEW ROLES: PRE-DEFINED VIEW ROLES HOME VIEW DESIGNER USER ROLE FILE IMPORT/EXPORT CHART VIEW OVERVIEW CHART VIEW OVERVIEW CHART VIEW SETUP CHART VIEW FEATURES FORMS OVERVIEW FORMS OVERVIEW FORM DESIGNER REGISTRY SETTINGS OVERVIEW REGISTRY SETTINGS FORM CHANGE REGISTRY SETTINGS SEARCHING HIDING OR VIEWING HIDDEN REGISTRY SETTINGS SCHEDULING CALENDAR OVERVIEW APPOINTMENT SCHEDULING 2011 MODULE INSTALLATION SCHEDULING SETUP SCHEDULING CALENDAR FEATURES WIDGETS OVERVIEW WIDGET FEATURES WIDGET WIZARD

4 WIDGET DEFINITION WIDGET IMPORT/EXPORT

5 What is myavatar myavatar Technical Considerations myavatar is the user experience that is the result of the configuration of RADplus myavatar is a tool kit that provides new possibilities, both in the present and in the future, for increased integration in work flow, usability, and information sharing. It is a completely new user experience. The development was based on work with Blink Interactive, a leading human factors design firm and feedback from existing and prospective customers. Software Pre-Requisites An existing customer must be at the following product levels before they upgrade to RADplus 2011 (where applicable): Cache RADplus 2010 or RADplus 2006* PM2008 or CalPM2007* CWS2010* Order Entry 2004* MSO2007* AM 2005* *= The level of maintenance release required is current month 1 for every product installed in the Production environment, but our preference is completely up to date. (Example: Upgrade month is June then Customer XYZ must have all PM Maintenance Releases installed through April.) Hardware Requirements (New Customers) Netsmart recommends at least two dedicated 64-bit servers for the recommended SANDBOX, BUILD, UAT and PRODUCTION environment installation of RADplus Each SANDBOX, BUILD, UAT (User Acceptance Testing), or PRODUCTION environment requires either a dedicated server or virtual server. It is recommended that new Clients, who will support the Netsmart recommended four environment model, purchase one of the following: Multi-server 64-bit platform independent Caché key Netsmart recommends a multi-server key for shared usage between all environments and platform independence for potential future changes to the OS/bit set or existing mixed platforms to be supported between the four environments. Page 5 of 126

6 Multi-server 64-bit Caché key If the client is confident their OS/bit set platform will not change in the future and their existing four environments will be on a single platform, then this solution still shares the license usage but does not provide platform independence. Four individual 64-bit Caché keys Platform independence will provide future migration to a different OS and/or bit set if necessary. One key is for SANDBOX One key is for the BUILD One key is for the UAT One key is for PRODUCTION Minimum/Recommended Desktop Specifications User's Computer (Minimum) Processor Operating System RAM Hard Disk Space Monitor Mouse Browser Minimum Java Requirement 1 gigahertz (GHz) or faster 32-bit (x86) Windows XP or later 1 GB or greater 512 MB or greater VGA or higher (1024 x 768 pixels) Microsoft Mouse, or compatible pointing device Internet Explorer 6.0 SP1 or higher (32-bit only) JRE 1.6.0_22 User's Computer (Recommended) Processor Operating System RAM Hard Disk Space Monitor Mouse Browser Minimum Java Requirement 2 gigahertz (GHz) or faster 32-bit (x86) or 64-bit Windows XP or later 2 GB or greater 1 GB or greater VGA or higher (1024 x 768 pixels) Microsoft Mouse, or compatible pointing device Internet Explorer 7.0 or greater (32-bit only) JRE 1.6.0_22 Page 6 of 126

7 Database Architecture (New Customers): Netsmart recommends that new myavatar installations have four separate environments. Each of the below described environments will have their own OS, Caché instance and set of Namespaces for each product. This new database architecture is designed to support a true test (UAT) environment and a clearer log-in model to ensure users access the correct environment. Each environment must exist on its own server or virtual server. Clients can utilize a virtual server for the SANDBOX, BUILD and UAT environments since these will not require extensive server capacities. Although the PRODUCTION environment may also reside on a VM, Netsmart must work with the Client for defining the recommended server resources. Recommended Configuration- Four Environments SANDBOX (SBOX System Code) The SANDBOX environment is used strictly for users to play in the Avatar application in order to become familiar with myavatar. SANDBOX is pre-populated with sample data. This environment is not active for interoperable transactions such as HL7 or CCD exchange. It does not connect with CareConnect or ProviderConnect. Modeling is not intended to be performed within SANDBOX. If an Agency wishes to model within this environment, the envelopes must first be imported into the BUILD environment before being exported to import into either UAT or PRODUCTION. This is to ensure that the numbering never gets out of synch. BUILD (BLD System Code) The BUILD environment is used to perform file build and modeling. The ability to create a new client (e.g. filing admissions, call intakes and preadmissions) is disabled within this environment. The BUILD environment will always remain clean (i.e. without client data) and can be used to overwrite the UAT environment during initial conversion testing. It is recommended to perform all file build first in BUILD in order to overwrite UAT. After file build has been completed, User Acceptance Testing can begin. Further copies of BUILD into UAT will overwrite any testing scenarios created in UAT. If modeling is still being developed in BUILD, it is recommended that these envelopes be exported out of BUILD and then imported into UAT, rather than copy over UAT with BUILD. The BUILD environment will also be where additional modeling can be done after Go- Live. All envelopes will be exported from BUILD and imported into PRODUCTION Post Go Live. File Build for additional products in the Post Go Live phase will need to be entered directly into PRODUCTION. Page 7 of 126

8 UAT (UAT System Code) The UAT environment, although created by Netsmart s System Administration team, contains no actual Avatar software at the time of initial software installation. This environment will used for User Acceptance Testing before the Client is live with the application. Copies of the BUILD environment will overwrite this system during initial conversion testing but final conversion testing will be performed in PRODUCTION (see below for Post Go-Live Environments). It is recommended to perform all file build first in BUILD in order to overwrite UAT. After file build has been completed, User Acceptance Testing can begin. Further copies of BUILD into UAT will overwrite any testing scenarios created in UAT. Functionality such as modeling, site specific tab modeling and form designer will be disabled in this environment. The only modeling functionality enabled will be the ability to import envelopes created in the BUILD environment. This environment can be configured to test interoperable transactions such as HL7 or CCD exchange and connect with CareConnect or ProviderConnect. PRODUCTION (LIVE System Code) The PRODUCTION environment, although created by Netsmart s System Administration team, contains no actual Avatar software at the time of initial software installation. PRODUCTION will not be utilized until the final conversion testing. A copy of the BUILD environment will be copied into PRODUCTION so all of the file build will be present before conversion testing. Each conversion test will require another copy of BUILD into PRODUCTION. Functionality such as modeling, site specific tab modeling and form designer will be disabled in this environment. The only modeling functionality enabled will be the ability to import envelopes created in the BUILD environment. Once the Client is live with the product, no more copies into PRODUCTION will be performed. The PRODUCTION environment will house all live data upon Go Live. File Build for additional products in the Post Go Live phase will need to be entered directly into PRODUCTION. Summary of Environment Functionality Limitations SANDBOX- All functionality allowed since this is a play environment. BUILD- No Admissions are allowed. Modeling is enabled and should be done solely in this system. UAT- All functionality allowed except for Modeling. The Import functionality is the only modeling function enabled. The only envelopes that will be permitted for Import must have been exported from the BUILD environment. PRODUCTION- All functionality allowed except for Modeling. The Import functionality is the only modeling function enabled. The only envelopes that will be permitted for Import must have been exported from the BUILD environment. Page 8 of 126

9 Multiple Environments Clients have the ability to make multiple copies of the SANDBOX, BUILD or UAT environments. For example, Clients can create another UAT environment to dedicate for training only. If the client purchased a multi-server Caché license, this can be done without additional Caché costs. However, if the client purchased individual Caché licenses, they will need to purchase an additional license for each additional environment. Root System Codes vs. User Defined System Codes The new architecture structure does NOT allow for the creation of multiple root system codes. If a new myavatar client wishes to configure their system to have multiple root system codes they will need to follow the old database architecture where multiple root system codes exist within one namespace. The new architecture structure for myavatar installations only allows one root system code within each environment. However, clients can implement additional user defined system codes within a specific environment. This would only typically be done within the PRODUCTION (LIVE) environment. Each user defined system code can be accessed by logging in using the environment name, followed by the user defined system code name. (e.g. Instead of HOSP1, the Log-in would be LIVEHOSP1 in the PRODUCTION environment.) Updates All updates (maintenance releases or service packs) must be loaded into each separate environment. In the future, Netsmart will provide the ability to have these installations occur automatically by pulling these updates from a pre-defined file path location to be installed at a specific time. File Build File build will be done within the BUILD environment. This will include Modeling, Site Specific Tab Modeling, Form Designing, Dictionary builds and creation of Report Definitions. The BUILD environment is restricted from allowing new clients to be created. Therefore, Clients can choose to perform their Modeling in the SANDBOX environment first. Once completed, all Modeled envelopes, Site Specific Tab Modeling envelopes, Report definitions and Form Design envelopes should be imported into the BUILD environment first before importing them into UAT or PRODUCTION. Modeling will be disabled in both the UAT and PRODUCTION environments. Pre-Go Live Testing Process The BUILD environment will contain all of the file build and will remain a clean system. BUILD will be copied into UAT during initial conversion testing. UAT will also be used for testing purposes. If the Client prefers to separate their training environment from their testing environment, additional UAT environments can also be created. As Go-Live approaches, BUILD will be copied into the PRODUCTION environment in order for true conversion testing. This may occur several times until all testing has been completed. Since BUILD will not contain any client information, this is the appropriate environment to copy into PRODUCTION prior to Go Live. Page 9 of 126

10 Post Go Live File Build and Testing Process Many Clients prefer to go live with Avatar PM before implementing any other product. In this scenario, the BUILD environment will still be retained as a clean system. The additional file build for the new products will still be done in BUILD. Additionally, all file build done in BUILD for the new products should be exported out of BUILD (dictionary export, modeling export, etc.). The PRODUCTION environment should be copied into the UAT environment. All of the File Build exports should then be imported into UAT to test the process that will be done in PRODUCTION prior to the new product Go Live. Alternate Configuration- Three Environment Platform For those Clients who do not wish to support four environments due to the cost of additional Caché and OS licenses, they can implement three environments. This alternate configuration eliminates the SANDBOX area. Clients with this configuration would then use UAT to play and test the system functionality. BUILD (BLD System Code) The BUILD environment is used to perform file build and modeling. The ability to create a new client (e.g. filing admissions, call intakes and preadmissions) is disabled within this environment. The BUILD environment will always remain clean (i.e. without client data) and can be used to overwrite the UAT environment during initial conversion testing. It is recommended to perform all file build first in BUILD in order to overwrite UAT. After file build has been completed, User Acceptance Testing can begin. Further copies of BUILD into UAT will overwrite any testing scenarios created in UAT. If modeling is still being developed in BUILD, it is recommended that these envelopes be exported out of BUILD and then imported into UAT, rather than copy over UAT with BUILD. The BUILD environment will also be where additional modeling can be done after Go- Live. All envelopes will be exported from BUILD and imported into PRODUCTION Post Go Live. File Build for additional products in the Post Go Live phase will need to be entered directly into PRODUCTION. UAT (UAT System Code) The UAT environment, although created by Netsmart s System Administration team, contains no actual Avatar software at the time of initial software installation. This environment will used for User Acceptance Testing before the Client is live with the application. Copies of the BUILD environment will overwrite this system during initial conversion testing but final conversion testing will be performed in PRODUCTION (see below for Post Go-Live Environments). It is recommended to perform all file build first in BUILD in order to overwrite UAT. After file build has been Page 10 of 126

11 completed, User Acceptance Testing can begin. Further copies of BUILD into UAT will overwrite any testing scenarios created in UAT. Functionality such as modeling, site specific tab modeling and form designer will be disabled in this environment. The only modeling functionality enabled will be the ability to import envelopes created in the BUILD environment. This environment can be configured to test interoperable transactions such as HL7 or CCD exchange and connect with CareConnect or ProviderConnect. PRODUCTION (LIVE System Code) The PRODUCTION environment, although created by Netsmart s System Administration team, contains no actual Avatar software at the time of initial software installation. PRODUCTION will not be utilized until the final conversion testing. A copy of the BUILD environment will be copied into PRODUCTION so all of the file build will be present before conversion testing. Each conversion test will require another copy of BUILD into PRODUCTION. Functionality such as modeling, site specific tab modeling and form designer will be disabled in this environment. The only modeling functionality enabled will be the ability to import envelopes created in the BUILD environment. Once the Client is live with the product, no more copies into PRODUCTION will be performed. The PRODUCTION environment will house all live data upon Go Live. File Build for additional product in the Post Go Live phase will need to be entered directly into PRODUCTION. Hardware Requirements (Upgrade Customers) An existing customer must have a separate test server environment from their production environment in order to upgrade to RADplus This should be a separate physical server that does not contain any other testing or production environments on it for the upgrade or a virtual server environment. This will allow clients more flexibility in testing application patches, application/database upgrades, and test new reports or modeled screens, separate from their production environment. It is also recommended that medium and large customers have two servers, one for Caché and one for the Middleware. All servers must have a 64-bit Operating System. Clients that currently have a multi-server Caché key will only need to provide a separate physical or virtual server on which to install a test environment. Clients that currently have a single server Caché key will require an upgrade to a Caché Multi-Server key or the purchase of a separate Caché key for their test environment. (Netsmart recommends at least a 5 user key) An existing customer will need to do one of the following: Upgrade their existing 32-bit single server key to: Page 11 of 126

12 A 64-bit single server key & purchase an additional key for the separate test environment. (One key is for their test environment and one for their production environment. If a Client has a third environment than a third key will be needed.) A platform independent single server key & purchase an additional key for the separate test environment. (One key is for their test environment and one for their production environment. If a Client has a third environment than a third key will be needed.) A 64-bit multi-server key A platform independent multi-server key Upgrade their existing 32-bit multi server key to a 64-bit multi-server key. Purchase an additional Platform Independent Single Server Key or upgrade their Platform Independent Single Server Key to a Platform Independent Multi-server key. Middleware Upgrade If a client is upgrading their Middleware server as part of the RADplus 2011 upgrade, they should schedule time for Netsmart System Administration to install the new Middleware version to the new hardware to be used as part of their initial testing. This new Middleware hardware would be used for testing. Once the client upgrades fully, Netsmart System Administration will change the new Middleware to point to the Production database rather than the Test database. Soft Stop/Hard Stop (Cache Licenses) Cache puts a limit on the number of threads that a User can have opened during a session. A thread is defined as being one of the following: Form Chart View Soft Stop Warning Crystal Report Viewer Netsmart now provides a warning (Soft Stop) when a User is approaching their thread limit. The following will occur: When a User reaches a count of 15 thread connections, we provide a warning message stating that they have a Session Activity Limit Warning, as shown below. This warning message is alerting the User that they are approaching the maximum number of activities allowed in an Avatar session. The purpose of the warning is to allow the User to close unnecessary thread connections. If the User proceeds without closing a thread connection, they will eventually reach their limit and will get an error (Hard Stop). Page 12 of 126

13 Hard Stop Warning Netsmart will provide an error (Hard Stop) when a User has reached their thread limit. The following will occur: When a User reaches 18 thread connections, we provide an error message stating that they have a Section Activity Access Denied, as shown below. The error message is preventing the User from opening up any additional threads until they have closed an existing open thread. Page 13 of 126

14 New Terms and Definitions New Functionality Overview myavatar adds many new functions and changes to the selected terms below: Options become Forms Tabs become Sections Pages/Bookmarks become Subsections My Caseload becomes My Clients My Favorites becomes My Forms Post Its becomes Sticky Notes Chart Review becomes Chart View/Chart Overview Widgets-A window view of information available on the Home View or Chart View that contains stored data from Avatar or from a 3 rd party system Product changes within myavatar ERS (Executive Reporting System) is now a standard part of myavatar new installations Appointment Scheduling 2011 Module is now a standard part of myavatar new installations Registry Settings Form is modified in myavatar to provide better search functionality. Users will have the ability to hide Registry Settings after setting the value. New Functionality Client Data Bar & Allergies Display Smart Search Preferences Keyboard Shortcuts Zooming Online Documentation Page 14 of 126

15 Client Data Bar & Allergies Display The Client Data Bar displays when a user accesses a client chart. The Client s Name, Sex, Age and Date of Birth are displayed in the Client Data Bar from within the Chart View. To the far right of the Client Data Bar is the Allergies display. The Allergies display will display in red if there are known allergies entered into the Allergies and Hypersensitivities Form within Avatar CWS. Users can bring their mouse over the Allergies display to see a fly over of what Allergies the client has recorded. If there are no Allergies recorded, the display will not have a red alert icon and the number will show as zero. The Client Data Bar also displays when a user accesses a Form for a specific Client. This area of the screen is dynamic and the information that displays is dependent up on the episode and form that a user is accessing for the client. It will always display a base set of client demographic information and any Client Alerts filed for the client. Smart Search Smart Search is a new search format that will dynamically display all results as you type in the search criteria. All results conforming to the criteria will display. As more information is entered into the search prompt, the results will be refined. This Smart Search feature is available when searching for Clients, Staff or Forms within myavatar. Searching for Clients or Staff: This new format uses the Smart Search. As you type the last name, the drop down will display the client or staff meeting the search criteria. You can select the client or staff by double click or by using the arrow keys to move to the desired client and press Enter to select. Hitting the magnifying glass will launch a search window. If searching for a client you have the ability to select or select and view chart, which will launch the Client s Chart Review. Page 15 of 126

16 Preferences The Preferences Form can be accessed in the menu bar on the top right of your screen. This Form allows the User to define the following basic RADplus 2011 functionality. Spell Checking Printer Settings Themes Calendar Widgets Chart Spell Checking: The Spell Checking tab allows Users to define how spell checking is performed throughout Avatar. Page 16 of 126

17 The available Spell Checker choices are to the Standard or Microsoft Word Spell Checkers. Users can decide whether the spell check process will begin at the start of the text. If this option is not selected, spell check will start at the cursor mark. Additions and edits to the Spell Checker User Dictionary can be made within this tab. Spell Checking Use Fields with spelling errors will be underlined in red. Users can either click F7 or right click a misspelled field and select Spell Check. The Check Spelling dialog box will launch that will allow you to check the spelling and choose a new spelling or ignore. Page 17 of 126

18 Using Microsoft Spell Checker Users that choose to use Microsoft Spell checker will receive the following warning message upon selecting Use Microsoft Word Spell Checker within the Preferences screen. The warning message informs the use of a known issue with using Microsoft word as the Spell Checker in a RADplus 2011 environment. The spell check window will appear behind the myavatar session when it is launched for spell checking functions. Users must move to the hidden window and acknowledge the spell check edits. Printer: The Printer tab allows Users to select the printer and fonts to be used when printing Avatar information. Page 18 of 126

19 Users can choose default fonts to be used for specific printers. Start Position Offset- will adjust the printer start position. In the Left field, enter a negative number to move the start position to the right. In the Top Field, enter a positive number to move the start position down. Enter negative numbers to move the top start position up. The User must be given permission to change printer fonts within the User Definition or User Role Definition Forms. Themes: The Themes tab allows Users to select a default color theme for the Avatar application. In order for the new theme to take effect, Users must log out of the myavatar session, close the browser and re-launch the Avatar system. Calendar: The Calendar tab allows Users to select an external source to include personal appointments in the Avatar calendar display. Page 19 of 126

20 Press the Add Source button to add a new calendar source. The current choices available are My Outlook, Microsoft Exchange and Gmail. In the Select External Source dialog, choose the source. Click Ok. If appropriate, click Configure to change properties for the account. The account properties dialog displays. Enter the details, click Ok. The Calendar Widget will now display the appointments from the linked external source, as shown below. In addition, the Calendar integration with the Appointment Scheduling 2011 module can be seen when scheduling appointments for the User. This can be seen within the Scheduling Calendar Form. Page 20 of 126

21 Note- If you wish to choose My Outlook as an available source when configuring your Calendar, you must be using Microsoft Exchange 2007 or Widgets: The Widget tab of the Preferences Form is the Customize Widget screen. This is similar to the Home View Designer contained within the User Definition and User Role Definition Forms, shown below. The Home View Designer can be used to control the Widgets displayed in the Home View. System Administrators can grant access for Widgets to be available to Users to add on their own using the Customize Widget screen. *See View Roles Overview section in this document for more information on the Home View Designer. Home View Designer in User Definition/User Role Definition Page 21 of 126

22 Customize Widget Screen in Preferences Changes made to the Customize Widget screen with the Preferences Form will be specific to that User. Any Widget assigned to that User within either the User Definition or User Role Definition Forms will appear in the Assigned column of the Customize Widget screen. Users can add these Widgets and resize or move the Widgets to their preferred display. Changes made within the Customize Widget screen will not be permanently saved unless the User is granted the right to Allow Users to Customize Views within User Definition or User Role Definition by answering Yes to this question. If the Allow Users to Customize Views question is set to No, any changes made within the Customize Widget screen will be reset to the Users original assigned Home View after logging out of Avatar. Page 22 of 126

23 Users can also access the Customize Widget tab by clicking on the following icon on the top Menu Bar. Chart: The Chart tab of the Preference Form allows a User to define what data should appear within the Chart View. In the What episodes will display as tabs field: Select All to display all client episodes in Chart View. Select Open to display open client episodes in Chart View. In the Limit number of records to last field: Enter the number of client records to display in the Chart Overview Page 23 of 126

24 Keyboard Shortcuts myavatar incorporates the use of keyboard shortcuts. Click the Alt key displays the RADplus Utilities 2011 keyboard shortcut keys. Different keyboard combinations may display, depending on the form or widget being displayed. Click Alt to display the keyboard shortcut. Clicking the number or letter will display the item. For example, to enable the Search Forms field, click A. Use the keyboard to navigate through the selections. Clicking F5 will clear the selection in a drop down list or radio button field. Zooming myavatar allows Users to change the size of text and fields in a Form by zooming. The zoom bar is located at the bottom right of an open Form. There are different ways to zoom: Click and hold the zoom slider Click the plus or minus buttons to zoom in or out by 10%. Click the zoom level to display the Zoom Level screen Page 24 of 126

25 Select a zoom percentage, or click Custom to enter a specific zoom level and then click Ok. The zoom setting for a Form is saved even after exiting the Form or logging out of Avatar. Online Documentation myavatar allows Users to access Online Documentation from within any Form. The link to the Online Documentation is located on the left bar of the Form display. The Online Documentation will open in a new browser window to the section that addresses the Form the User currently had open. Page 25 of 126

26 The following products are currently setup to work with the Online Documentation link: Appointment Scheduling 2011 Avatar State Forms Ohio, Florida Cal-PM 2007 CWS 2010 emar 2011 Incident Tracking 2011 MSO 2011 OE 2011 RADplus 2011 RxConnect Customized Online Documentation Agencies now have the ability to customize their own online documentation. This can be done in one of two ways: Help Menu- A new Registry Setting RADplus Documentation Online Documentation User Defined Online Documentation is added to allow users to define an additional menu item under the menu Help. Enter the description to appear on the Help menu followed by the URL. Users can then access the additional documentation by going to the Help menu and launching the link. This will work with any valid URL. Page 26 of 126

27 Within Forms-Add a link to additional documentation that Users can launch from within Forms in Avatar. This setup is done within Form Designer and will override the Online Documentation link of Avatar forms with an alternate valid URL. After defining the URL in the Online Documentation URL field, submit the Form Designer Form. Page 27 of 126

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29 Roles Overview Security Roles vs. View Roles With the introduction of widgets a new process for creating roles is being implementing. In the past, User Roles defined in the User Role Definition form allowed you to create roles assigning forms, table and security access. These User Roles were then assigned to individual Users within the User Definition form. While that process has not changed, the method for creating the roles has. Primarily, the roles are now being segmented into two different types; Security Roles and View Roles. Security Roles are defined within the User Role Definition form to assign access to forms, table and general security. These are the typical type of role that was previously defined as a regular User Role. View Roles are also defined within the User Role Definition form to assign specific Home and Chart View displays. The Home View is the widget display when a user logs into the Avatar application. For those Users without an assigned View Role, the default Home View will display. The Chart View display can be seen when accessing a client s chart. These views should only be defined within the View Roles. Avatar comes pre-defined with 5 View Roles to choose from that can be modified and assigned to Users within the User Definition form. Introduction to View Roles View Roles are defined within the User Role Definition Form within RADplus These View Roles are defined to assign specific Home and Chart View displays. The View Roles are associated to Users within the User Definition Form. Upon initial login into myavatar, all Users will see the default Home View if they aren t assigned a View Role yet within User Definition. However, it is recommended that all Users be assigned a separate Security Role and View Role to help better maintain the roles across an Agency. RADplus 2011 comes with 5 Predefined View Roles that an Administrator can associate with a User within the User Definition Form. These View Roles are designed with a specific Home View layout but they can be modified to include or exclude other Widgets. The Home View can be accessed any time during the session by clicking the following icon: Default Home View Upon the initial login into your RADplus 2011 environment, the Default Home View will display. The predefined widgets are as follows: Client/Staff Widget Page 29 of 126

30 Forms & Data Widget Message Center Did you know? Client/Staff Widget: The Client/Staff Widget provides the ability to display a list of current clients and staff. Page 30 of 126

31 My Clients (Previously My Caseload): will display a list of all clients assigned to the Practitioner s Caseload. This assignment is done either at the time of admission or through the assignment of the Attending Practitioner. In addition, the User has the ability to add clients for their current session by selecting edit on the top right of the Widget. These added clients will only appear for the current session. Those client assigned to the User s caseload will always appear. For clients with associated To Do Items, a client status indicator will display within the Client section of the Client/Staff Widget. The indicator, as shown below, will be black if the To Do items were sent today. The indicator will be red if the To Do items are older than today. My Staff: If a User is associated with a Practitioner, their name will appear under the My Staff section. In addition, Users have the ability to add staff for their current session by selecting edit on the top right of the Widget. These added staff will only appear for the current session. If a user is associated with a site then all of the staff for that site will display under the My Staff list. Page 31 of 126

32 Recent Clients/Recent Staff: List of clients/staff you have accessed in this session. This list will be reset at log out. Right mouse click to Display Chart or Remove from List. You can drag and drop a staff from your Recent Client list up to the My Staff list and it will permanently add that staff person to your list of staff. Search Clients/Search Staff: This new format uses the Smart search. As you type the last name, the drop down will display the client or staff meeting the search criteria. You can select the client or staff by double click or by using the arrow keys to move to the desired client and press Enter to select. Hitting the magnifying glass will launch a search window. If searching for a client you have the ability to select or select and view chart, which will launch the Client s Chart Review. Page 32 of 126

33 Forms & Data Widget: The Forms & Data Widget provides the ability to display a list of frequently used Forms defined for the User, recently used Forms and the ability to search for Forms. Opening Multiple Forms: Forms can be accessed at any time within another Form. The icon shown below that appears to the right of the Form name can be used to search for a new Form. If it s a client specific form, a client search field will prompt the User in order to launch a new Form for a new client. Page 33 of 126

34 My Forms (Previously My Favorites): will display Forms that are frequently used and are assigned to a User Role. In addition, the User has the ability to add Forms to their My Forms section by selecting edit on the top right of the Widget and search for the Form to add. Users can also drag a Form from the Recent Forms section to the My Forms section Recent Forms: Displays a list of forms you have accessed in this session. This list will reset after log out. Search Forms: As you type the form name, the drop down will display the forms meeting the search criteria. You can select the form by double click or by using the arrow keys to move to the desired form and press Enter to select. Browse Forms: The regular menu structured can be used within this section. Click on the application you wish to Browse. The menu structure will appear for you to navigate to the correct Form you wish to access. The Forms available are those defined for the User. Page 34 of 126

35 Recommendations on assigning Security Roles and View Roles: In the past, User Roles defined in the User Role Definition form allowed you to create roles assigning forms, table and security access. These User Roles were then assigned to individual Users within the User Definition form. While that process has not changed, the method for creating the roles has. Primarily, the roles are now being segmented into two different types; Security Roles and View Roles. Security Roles are defined within the User Role Definition form to assign access to forms, table and general security. These are the typical type of role that was previously defined as a regular User Role. Items defined in this role are: a. Read/Write Form Access b. Table Access c. Security Questions d. Abstracts e. Select Chart Review Forms f. Workflow g. Document Management rights h. Appointment Scheduling rights i. My Forms (previously Favorites) View Roles are also defined within the User Role Definition form to assign specific Home and Chart View displays. The Home View is the widget display when a user logs into the Avatar application. For those Users without an assigned View Role, the default Home View will display. The Chart View display can be seen when accessing a client s chart. These views should only be defined within the View Roles. Items defined in this role are: a. Home View Widgets b. Chart View Widgets Netsmart recommends following one of the two options for setting up Roles: 1. Option #1- Creating one Role that will include security, form and table access and also the Home and Chart view designs. This allows for a quicker setup for an Agency. However, this would also mean that the Agency can t assign a similar View (Home and Chart View Design) to multiple Users that have different Security. This would require more management in the long run. Page 35 of 126

36 2. Option #2 (RECOMMENDED) - A Security Role and a View Role should be created and assigned to individual Users within User Definition. This allows Agencies to attach the same View Role to Users who have different Security rights. With Option #2, individual Users within User Definition will then be assigned a Security Role and View Role. If any user is assigned more than one Security Role, the Forms assigned to those Roles will all be available to the User. However, when assigning groups within the Chart Review Forms, multiple roles may have different groups that share the same Forms included. In this situation, all groups from all assigned Security Roles will appear in the Chart View. This means that a Form may appear more than one under different groups defined for Chart Review Forms. If any user is assigned more than one View Role, the first one encountered alphabetically will be the one used to display the Home and Chart View designs defined. User Role Definition: Creating the Security Role- Administrators will create a Security Role to grant access to Forms and determine Users security rights. The question Allow Views on Roles should be set to No, as shown below. Page 36 of 126

37 Creating the View Role- myavatar has five pre-defined View Roles that can be selected and/or edited. Administrators can create additional View Roles to assign to Users. These View Roles are used to grant the Home and Chart View design for the Users. The question Allow Views on Role must be set to Yes and the Launch Home View Designer and Launch Chart View Designer should be accessed to create the design of the Home View and Chart View for the Users. User Definition: Within the User Definition Form, you assign the appropriate Security Role and View Role to assign to the User. Page 37 of 126

38 Pre-Defined View Roles RADplus 2011 comes with 5 Predefined View Roles that an Administrator can associate with a User Definition record. These View Roles are designed with a specific Home View layout but they can be modified to include or exclude other Widgets. Billing Clinician Front Desk Information Technologist (System Administration) Executive Billing View: This Home View shows clients without eligibility, snap shots of account receivables, status of Quick Billing and Monthly Close Out. Page 38 of 126

39 Clinical View: This Home View allows Clinician s to manage their clients, see their To Do List and Calendar. Page 39 of 126

40 Front Desk View: This Home View allows front desk personnel the ability to manage client appointment and quick access to update client data. System Administration) View: This Home View allows System Administration personnel to view a dashboard to monitor system status, database size, interfaces and integrity checks. Page 40 of 126

41 Executive View: This Home View allows Executives to view a dashboard to monitor and track performance indicators, revenue, meaningful use data, bed management and either outpatient or inpatient information. Home View Designer The Home View Designer is used to control which widgets display in the Home View. The Home View Designer can be accessed from within User Definition or User Role Definition Forms. The question Allow Views on Role must be set to Yes in order to enable the Launch Home View Designer command button to click to launch the Home View Designer. Page 41 of 126

42 1. The Available column will display Widgets that are available to be moved to the Assigned column. 2. Once a Widget is moved to the Assigned column, it can then be moved to the Default Role Layout section which is the Home View design. This is done by selecting the Widget in the Assigned column and dragging it to the desired location on the Default Role Layout. 3. The Widget name will then display in bold in the Assigned column once it is placed in the Default Role Layout section. 4. To remove the Widget, click X on the top right corner of the Widget within the Default Role Layout to bring it back to the Assigned column. If Users are granted rights to Allow User to Customize Views in either User Definition or User Role Definition, then they will be able to make changes to their Home View within the Customize Widget tab in the Preferences Form. Page 42 of 126

43 User Role File Import/Export New Functionality is added in RADplus 2011 to allow Administrators to Export and Import User Roles. This functionality is necessary when setting up your PRODUCTION environment in preparation for Go Live. All setup and File Build will be done in the BUILD environment. The User Role records created in BUILD can then be exported and imported into the LIVE environment. This is necessary for those clients with a myavatar system in the old database architecture where multiple root system codes exist within one database. The new database architecture has separate environments for SANDBOX, BUILD, UAT and PRODUCTION. In this situation, the BUILD environment will be copied into PRODUCTION prior to Go Live. User Role File Export The User Role File Export Form is used to export User Roles so they may be imported into another database. The following will get included in the export file: Assigned Widgets Forms Document Management access SQL Tables Abstracts My Forms (previously Favorites) Chart Forms Views Workflow Lists Security Note- The Widgets and Abstracts need to be imported into the targeted database before importing the User Role Import file in order for these assignments to file during the Import process. If the Widgets and Abstracts don t exist in the targeted database, this specific information will not file during the Import process. Page 43 of 126

44 1. Click the Select Roles to Export command button. This will launch another screen where you select the roles you wish to export. Multiple roles can be selected for inclusion in the Export file. 2. After selecting the roles you wish to export, click OK to return to the main Form. 3. The selected roles will appear in the Roles Selected display field. 4. After confirming that the correct roles are shown, click Begin Export to create the XML file. Page 44 of 126

45 5. A Windows Save dialog box will appear to prompt you to designate a place to save the XML file. Choose the location and click Save. User Role File Import The User Role File Import Form is used to import User Roles into the database using the export file created in the User Role File Export Form from another database. The following will be included in the import file: Assigned Widgets Forms SQL Tables Abstracts Favorites Chart Forms Views Workflow Lists Security Note- The Widgets and Abstracts need to exist in the database you are importing the XML file into. If the Widgets and Abstracts don t exist in this database, this specific information will not file during the Import process. Page 45 of 126

46 1. Click the Select Import File command button. This will launch a Windows dialog box where you select the export file to import into Avatar. Select the file and click Open. 2. The Import Scan Results section will display and Warnings or Critical Errors that were found while processing the import file. Critical Errors will prevent the file from being imported. Warnings will not prevent the file from import, but alerts the user to a change that will be made in the system upon import. Page 46 of 126

47 3. Click Begin Import to complete the import process. User File Import Changes The User File Import Form is modified to allow importing additional roles to existing Users. Previously, this Form only allowed creation of new Users. The following logic changes were made to this Form: Allow existing Users to be updated If changing existing user s user description, a critical error will occur if the new user description is being used by another user. The role defined for the user in the import file will replace the current roles assigned to the user. Page 47 of 126

48 Chart View Overview The Chart View is an interactive screen that displays a client s medical record. The User must be given access to client chart within User Definition or User Role Definition Forms. Chart View Overview You can access a chart by selecting a client in the My Clients View and either right clicking and select Display Chart or double clicking on the client s name. The User must be given access to Chart View items within User Definition or User Role Definition in order to display the client s Chart. Once a client is selected they will appear on the top bar of the view. Below will also display the client s name, Patient ID, sex, age and date of birth. Page 48 of 126

49 The Chart View can be designed to contain specific Widgets that will display client specific information when accessing a client s Chart. These Widgets are defined within the Chart View Designer in User Definition or User Role Definition Forms. The Chart View can also be configured to display a list of Forms where previously filed data can be displayed within the Chart. Administrators have the ability to design Widgets and Forms for the Users to view within the Chart View. This is done either within User Definition or User Role Definition or the Chart View itself. Users also have the ability to add to the list of Forms to display within the Chart View itself. Chart View Setup Chart View setup is a two-step process where Administrators can define Forms to include in the Chart View and Widgets that should display. 1. Chart Form Designer- Forms to include are assigned in the Chart Form Designer by clicking the Select Chart Review Forms command button within User Definition or User Role Definition Forms. The Chart Forms Designer must be setup on the Security Role since this requires that Users have access to Forms in order to include within the Chart View. 2. Chart View Designer-Widgets to display are assigned in the Chart View Designer by clicking the Launch Chart View Designer command button within User Definition or User Role Definition Forms. The Chart View Designer should be setup on the View Role. Chart Form Designer Forms can be added to the Chart View in order to quickly access information filed for a specific client. Within User Definition or User Role Definition Forms, the Select Chart Review Forms command button will launch the Chart Form Designer screen where you can add Forms to the Chart View. Please note, that this must be setup on a Security Role since this requires that Users have access to Forms in order to include within the Chart View. Page 49 of 126

50 The Chart Form Designer screen allows Administrators to add or remove groups of Forms to display within the Chart View. After creating the groups and Forms within the groups, click the Submit button in the Chart Form Designer screen and then submit the User Role Definition or User Definition record to save the changes. Click this icon to search and add new forms to the Chart View. Click this icon to remove the selected Form from the Chart View. Page 50 of 126

51 Click this icon to create a new Form Group that will display on the Chart View with the associated Forms beneath it. Click this icon to rename the Form Group. Click this icon to remove Form Group. Click to move Form up in Chart View. Click to move Form down in Chart View Add Forms within Chart View Users have the ability to define Forms to view within the Chart View itself. Click this icon to add Forms to display within the Chart View. The process of adding Group and Forms is the same as within User Definition and User Role Definition. Page 51 of 126

52 NOTE: This feature only pertains to adding Avatar Forms to Chart View. You are not able to add Crystal Reports in this manner. Adding Crystal Reports to Chart View can be done by creating an Abstract within the Abstract Definition Form and then granted security access to this Abstract within User Definition or User Role Definition Forms. Users can also add a Crystal Report to be launched when selecting the Report link in the Chart Inquiry screen for Modeled Forms. Instead of printing the Chart Inquiry, a Crystal Report will be launched for printing. The Crystal Report must be imported using Import Reports for Command Button Launch Form. Chart View Designer The Chart View Designer allows a User to define Widgets that will be available in the Chart View. Once these widgets are available, they can be positions and sized in the Chart View. Within User Definition or User Role Definition, click the Launch Chart View Designer command button to launch the Chart View Designer. The question Allow Views on Role must be set to Yes in order to enable the Launch Chart View Designer command button to click to launch the Chart View Designer. Page 52 of 126

53 The Available column shows all Widgets that are available to be assigned. These include Product Widgets defined for the Chart. This includes Progress Notes, Treatment Plans, Diagnosis and Financial Eligibility. Select a widget and use the arrows to move it to the Assigned column. Assigned column will show all Widgets that are either already assigned or available to be assigned to the Chart View Design. You can click the Widget from the Assigned column and drag to the desired location on the Chart View Layout. You can remove the Widget from the view by clicking the x on the top right corner of the Widget. Those Widgets in use will appear as bold in the Assigned column. Click Submit to save the changes. You will be brought back to the User Definition or User Role Definition Form to file to save all changes. Page 53 of 126

54 Chart View Designer in Chart View The Chart View Designer can be launched from within Chart View by clicking the box icon to the right of the Chart View screen. This is the same as the Chart View Designer within User Definition or User Role Definition Forms. If Users are granted rights to Allow User to Customize Views in either User Definition or User Role Definition, then they will be able to make changes to their display within Chart View. Page 54 of 126

55 Chart View Features Navigation After selecting to open a client s Chart, Users can refresh the view at any time. This is especially necessary when adding new information into Forms while within Chart View. The refresh button will bring any recently filed data into display. In addition, when viewing Form data included in Chart View, the Overview button can be used to bring the user back to the original Chart View display with the previously defined Widgets. At any point, a user can choose to exit the Chart View using the exit button. Accessing Form Information Forms can be added to the Chart View in order to quickly access information filed for a specific client. The Forms defined for inclusion will appear on the left side of the Chart View, organized by the Groups defined in the Chart Forms Designer. When a Form is selected, information filed for the client will display in the Chart Inquiry screen. Each episode will have its own Chart Inquiry tab in which a user can toggle back and forth to view data. Users also have the ability to edit the existing row being displayed, add an additional row of data for the Form, or print the information displayed or print all records. NOTE: Edits to an existing row is only allowed if the row of data is in Draft status. If the data row is set to Final, now edits are permitted. Page 55 of 126

56 By selecting the Form name to the left a Chart Inquiry is generated to display the data filed for that client. Selecting to Edit will open the Form within Chart View to that specific row of data. For Modeled Forms, you need to Allow Entry of Form from within Chart within Form Definition, Chart Subsection, for the Edit link to appear. Selecting to Add will open the Form within Chart View for a new data entry row submission. For Modeled Forms, you need to Allow Addition of New Rows within Form Definition, Chart Subsection, for the Add link to appear. In addition, Users can search for Forms to open within Chart View. A new tab within Chart View will appear with the open Form. Users don t need to exit Chart View in order to file data within a Form. Page 56 of 126

57 Click this icon to search and open a Form while in Chart View. Page 57 of 126

58 Crystal Reports Adding Crystal Reports to Chart View can be done by creating an Abstract within the Abstract Definition Form and then granted security access to this Abstract within User Definition or User Role Definition Forms and adding it to the Chart View design. Crystal Reports for Modeled Forms Users can also add a Crystal Report to be launched when selecting the Report link in the Chart Inquiry screen for Modeled Forms. Instead of printing the Chart Inquiry, a Crystal Report will be launched for printing. The Crystal Report must be imported using Import Reports for Command Button Launch Form. The Report parameters must be defined in the following order to ensure that the specific row for the client will be displayed upon launching the report: PATID Unique Row ID After importing the report you can designate that this report be launched from within Form Definition. Set the Only Display Inquiry question to No. In the Report field, select the report you imported using Import Report for Command Button Launch Form. Page 58 of 126

59 From within Chart View, within the Chart Inquiry Screen, Users can choose the Report Link to launch this Crystal Report for Modeled Forms. Page 59 of 126

60 Sticky Notes Sticky Notes allows you to add an additional note to an existing row of data filed in a Form. These notes can only be entered when editing the row of data when accessing the Form for the client. Click this icon to launch the Sticky Note entry screen. Page 60 of 126

61 The Sticky Notes can also be added and viewed within Chart View by clicking the Sticky Notes link on the Chart Inquiry. The number of Sticky Notes filed with that row of data will also display. Clicking this link will launch the Sticky Note entry screen. Practitioner Credentials Information Practitioner Credentials is filed for Practitioners in the Practitioner Enrollment Form. Users can choose multiple credentials to display in a specific order. This credential information is seen within Chart View when viewing previously filed data for a Form included on Chart View. When a Practitioner has credentials filed for them and they enter data for a client, those credentials will display after their name and data entry date and time, at the very top of the data display. This information is also displayed when printing the data from within Chart View. Page 61 of 126

62 Compliance Indicators Compliance Indicators are used to show the status of completion of a Modeled Form. This is a convenient way for Clinicians to keep track of completing important assessments on time. Within Form Definition, in the Chart section, a status rule is defined to indicate when a Form should be completed. For example, you can choose to complete an assessment once per day. Form Definition Within Chart View, if any Form has a compliance indicator that is out of compliance, a red bullet will appear to the left of the Form. Page 62 of 126

63 Upon selecting the Form to view, the red bullet will appear next to the episode number that is out of compliance. Users can move their mouse to display a fly over which will display the Status Rule Tool Tip, defined in Form Definition, so Users are aware of what is out of compliance. Users must complete the Form in order to meet compliance. Once that is done, within Chart View, the red bullet is replaced with a black bullet from the episode display and the Form, indicating that the user has met compliance for the Form status rule. Page 63 of 126

64 The Compliance Indicator will also appear in the Client/Staff Widget if a Client has assessments that are not in compliance. It will appear in red if the assessment for the client is out of compliance for more than 4 days. If the assessment is out of compliance for today, the icon will appear in black. Abstracts Abstracts are user-defined Crystal Reports, specifically designed for the Chart View, which allow flexibility in data reporting. They contain information that is not related to a specific Form. There are two types of Abstracts: Client Views- Client specific Abstracts that can be episodic or non-episodic Other Chart Views- Other entity specific Abstracts All Abstracts must be defined in the Abstract Definition Form. The entity in which the report is pulling data from is defined in the Entity Database field. If the Abstract is run from the Client Entity, you also have a choice whether to make it episodic or non-episodic. Page 64 of 126

65 Abstracts can be selected to appear on the Chart View. Click the Select Abstract Items command button within User Definition or User Role Definition to assign the abstracts. Select the Abstracts you want to view in the Chart. These Abstracts are organized by entity, as shown below. Click OK and then submit the User Definition or User Role Definition Form to save all changes. Client Views Client Views are Abstracts that are client specific and can be either episodic or non-episodic. All Client Views it will appear underneath the Forms in the Overview section of Chart View. All nonepisodic Client Views will automatically launch the report when you click on the Client View name. Any episodic Client Views that are selected will launch an Episode tab display, which will contain client episodic specific information, and a link to Launch Client View. All non-episodic Chart Views that are selected will immediately launch the Crystal Report. Page 65 of 126

66 Other Entity Views Other Entity Views are Abstracts that are other entity specific, such as staff or user. These views are only available when accessing a Form with that specific entity. For example, if you define a staff entity Abstract, you need to enter a staff specific Form in order to view the Abstract. The Other Chart View will appear on the top right corner of the data bar. Select the Chart View to launch the report. Page 66 of 126

67 Document Viewer in Chart View The Clinical Document Viewer is used view documents that are stored in Document Management. This could be scanned images, imported documents or images generated from Forms. The Clinical Document Viewer is used when you would like to view documents for one client or more than one client. You may search for documents on particular criteria including clients, programs, episodes, or staff and you may sort the results many different ways. The Chart View in RADplus 2011 includes the Document Viewer to display documents in the same manner as the Clinical Document Viewer. The Form group called Documents will show all Forms defined that contain documents filed for that specific client and episode(s). This will only appear if the client has documents to view. The Form type(s) defined in Avatar will display under this Form group. Select the Form type to launch the Document Viewer. In the example below, the form type is Progress Notes. Page 67 of 126

68 The client s episodes and program are displayed as tabs with an additional Non- Episodic tab. The episodic tabs also display the episode admission and discharge date, if applicable. The number of documents available is show in the tab in parentheses. The document description, document date and status will display on each row. This is the same information as shown in the Clinical Document Viewer. Users can choose to View the document(s) from within the Chart View. Multiple documents can be opened at once by selecting View on each document row you wish to open and then click View at the bottom of the screen. This View button will only become enabled if you choose View on a document line. Users are also able to double click a record to launch the form to view. Users can choose to Print the document(s) from within the Chart View. Multiple documents can be printed at once by selecting Print on each document row you wish to print and then click Print at the bottom of the screen. This Print button will only become enabled if you choose Print on a document line. After selecting documents to view, each document will open and appear as a separate tab on the bottom of the screen that Users can toggle to back and forth. Click the X on each tab to close an individual document. Select Close All Documents to close all open documents. Page 68 of 126

69 A user must be given rights to view and print documents within the Document Management tab of User Definition or User Role Definition Forms. Specific Forms or All Forms can be chosen for view and printing rights. Users can also be given access to view voided documents. Page 69 of 126

70 Forms Overview Forms Overview myavatar introduces new Form design standards based on Blink s guidelines. These standards should be utilized when educating clients on how to create and implement user defined forms. New Terms: Options becomes Forms Tabs become Sections Pages/Bookmarks become Subsections Form Layout: All open Forms for the selected client will appear along the top of the Form. The Sections (Tabs) now appear on the left panel of the Form. Page 70 of 126

71 The Form Functions also appear on the left panel of the Form. You have the ability to Submit the Form, Stop Entry of the Form, Close all Forms for the selected Client, Print Report (enabled if report only), Add the Form to your My Forms (previously Favorites), Add a Sticky Note (only available when editing an existing row of data) and Add the Client to the Users My Client s list. Quick Launch Links- is a link to another Form that can be accessed within a specific Form. This is defined within Form Designer (see section below). The new Form Layout is a horizontal rather than vertical format. The scrolling bar to the right will allow you to move through all pages of the Form. The Sections will allow you quick access to a specific section. Page 71 of 126

72 Undocking/Docking Forms: Forms can be undocked from its current position. Forms that are eligible to be undocked will have an undock icon in the upper right corner of the Form. Click the undock icon and the Form will float over the remaining Widgets. This can be useful for larger Widgets which contain more data than is displayed when they are docked. Page 72 of 126

73 In order to re-dock the Form, simply click the icon again to return it to its previous position within the application view. Form Designer The Form Designer is used to modify the layout of any Avatar Option (Product and User Defined). This Form utilizes a layout screen that allows the User to do the following: Move text and data elements. Hide non-required data elements. Change data elements labels. Resize label text, and data entry fields. Use HTML to modify label display. Form Design Import Enhancements: All new installations of myavatar will already have new Form Design Import Enhancements installed. These new Form layouts modify the look of the Product Forms. The Form Design Import Enhancements will introduce the following changes: Removes the gray lines denoting the original page breaks Page 73 of 126

74 Change the way subsections are viewed on all product forms Items will be re-ordered within each subsection Date and Time fields will be modified to exclude the up and down arrows All field descriptions will appear at the top of the field, rather than on the side There will be two distinct columns within the Form. Upgrade Clients It is recommended that Upgrade clients import these Form Design Import Enhancements into their upgraded system. Upgrade clients will be required to make minor modifications within Form Designer for any Form that originally had fields that were added via Registry Setting or Site Specific Tab Modeling, as these fields will now appear at the end of the Form after importing the new Form Design Layout Import. If a client upgrading to RADplus 2011 does not want to import the new Form Design Import Enhancements, they will still see tabs become sections and will retain the original tab names. Pages will be identified with a gray line within the Form. NOTE: At any time, an Upgrade Client can revert back to the original Form Design if they are unhappy with the new Form Design Layout Import format for any Form. NOTE: If importing the Form Design Import Enhancements ALL gsa file, any Product Form that currently has Form Design Modifications on it will not be overwritten. These Forms will be skipped during the installation of the new Form Design Layouts. Product Update Portal All of the Form Design Import Enhancements can be found in the Product Update Portal. The product to select is RADplus 2011 Form Design Import Enhancements. There are two types of files to download; Select or All. Select- Downloading the Select RADplus 2011 Form Design Import Enhancements will provide you with individual XML files for each Product option. These XML files can be imported into the Form Designer using the Import Form Designer Copy feature. This allows an Agency to pick and choose which Form Design Import Enhancements they wish to use. All- Downloading the All RADplus 2011 Form Design Import Enhancements will provide you with a gsa file for each product. This gsa file can be imported into Avatar the same way you would a patch or enhancement, by using the Product Update and Customization Pack Installation Form for the appropriate product. Page 74 of 126

75 Working with Form Designer: If appropriate, click Import Form Designer Copy. This will allow Users to select a Form Design.XML file to import. In the Forms field, select the form. In the Sections field, select the section. The Section Name displays the section name. Edit the name if applicable. In the Other System Codes to File Form Designer Changes to field: Select additional system codes to make the changes made to the form available in those system codes. No changes are made to: forms not located in the selected system code, modeled forms that have not been copied to the selected system code. In the Revert To Other Form Designer Copy field: Select Yes to change the form back to an earlier version. Reverting removes edits made since the earlier version was filed. This is only available if Import Form Designer Copy was not utilized within the Form Session. Avatar product forms can be reverted to the original form state. User defined forms can be reverted to the original form state, which is the user defined form before Form Designer edits were made. Page 75 of 126

76 In the Export All Sections or Selected Section field, choose the form information to export to an XML file. This will only be available if previous Form design changes were filed. Select All Sections to export all form section information. Choose Selected Section to export the section selected in the Sections field. Click Export Form Designer Copy. The Form Designer Export dialog displays. Navigate to the directory, click Save. Any Avatar form can be exported, product forms, and RADplus Utilities modeled forms. Click Show Section button to display the Form Layout Screen. Changing the Screen Layout: Move Objects- Rearrange data element objects and labels. a. Click an object to select. b. Hold the Control key (Ctrl) to select multiple objects. c. Drag objects to move. Move objects in a group Right-Click Menu a. Press Ctrl and click an object. b. A green rectangle displays around the object. c. Hold Ctrl and click additional objects. A green rectangle displays around the objects. d. Hold Ctrl and move the objects as a group. e. Release Ctrl. a. Right-click an object. The Property Window displays. Page 76 of 126

77 b. Define the properties for an object. c. Select a property to edit. Available properties depend on the selected object. d. Select Required to change if the object is required (if allowed). e. Select Visible to change the object's display. f. Select ScriptLink to associate the object with a ScriptLink script. g. Select Section Index to change the object section order. h. Or, click Dock Properties to keep the Property Window displayed in the right frame. Edits made in Form Designer display in the field next to Dock Properties. Select the edited object to display its properties. Page 77 of 126

78 Resize Label and Data Element Objects Edit Label Text a. Click an object to resize. b. Drag the border to the desired size c. Release the mouse. Change the tab order Quick Links a. Select the label object, right-click. Select Change Text. b. A screen displays. Edit the text, click Ok. c. If appropriate, click Edit HTML. Label text in HTML format displays. Edit the HTML, click Ok. a. Press the F2 key once. b. Click an object to assign the tab order. c. Click multiple objects to assign the tab order for those objects. d. The object is highlighted. e. The Tab Index value updates (Property Window). f. Press the F2 key again in order to set the tabbing order. a. Create icons to open other Avatar or modeled forms. Clicking the icon opens the associated form, while keeping the user in the first form. b. Click Add. c. The Quick Link Screen displays. Page 78 of 126

79 d. Search for the appropriate Form and click Add. Settings Screen (ScriptLink Setup) Click the Settings Icon to display the Settings Screen. This will launch the ScriptLink screen to define scripts to a Form. Page 79 of 126

80 ScriptLink ScriptLink is a Web service interface that allows a facility to use business logic they have created to manipulate Avatar Forms and Form data elements. This provides a way for a facility to add custom programming to Avatar. ScriptLink works with languages such as Java,.NET, uscript, or any language that supports the SOAP 1.1 protocol. When combined with Avatar Web Services, information form a variety of sources can be integrated to a single solution. Use ScriptLink to populate fields using a facility s customized calculations. Define automatically generated , SMS Text Message or notification based on any Avatar field. Use ScriptLink and Avatar Web Services to pass specified filed information to and from modeled forms, product forms and to other sources. This eliminates the need to re-key information. Synchronize Avatar fields with fields in modeled forms and other sources. Assessment information can generate billing events without a user having any knowledge of service codes or other billing aspects. ScriptLink calls can be triggered when: A Form is opened Data is entered in a field A Form is filed NOTE: Any ScriptLink defined in Avatar in an environment must also be defined within the PRODUCTION environment prior to Go Live. There is currently no Import/Export feature for ScriptLink. Configuration of the script is performed in Form Designer as follows: 1. In the 'Available Scripts' fields, select the script for the event trigger. The scripts available to choose from should have been imported into Avatar using the Import WSDL for ScriptLink field on this window: Form Load - ScriptLink is triggered when the Form is opened. Pre-File - ScriptLink is triggered when data is entered or selected in a field. Post-File - ScriptLink is triggered when the Form is filed. 2. In the 'Script Parameter' fields, enter scripting parameters. The parameter is passed to the script as the second parameter of the 'RunScript' method. 3. If appropriate, in the 'Disable' fields:` Select Disable to inactivate an individual script. Select Disable All Scripts for Form to inactivate all ScriptLink scripts for the Form. Page 80 of 126

81 Select Disable All Scripts on Error to inactivate ScriptLink scripts when they trigger an error. The scripts will be disabled only when a "hard" error occurs (for example, the server hosting the script is down, or a SOAP error). 4. In the Scripting Logging Level field, select how ScriptLink behavior is logged. Logging is performed per Form. None - no logging is performed. Brief - displays information for each step in the process. Verbose - displays all field information passed, and field information passed back. 5. In the Review ScriptLink Logs field, view script activity: In the From Date & Time field, enter the starting date and time. In the To Date & Time field, enter the ending date and time. Select the script, click Launch Log. 6. In the Import WSDL for ScriptLink field, import a Web service to define a script: Enter the WSDL URL, click Import. Importing a WSDL for ScriptLink makes the script available for any Form that can be opened through Form Designer, in any system code contained in the namespace. 7. In the ScriptLink Reports field: Click Print Scripts for this Form to view ScriptLink scripts for the Form. Print Scripts for all Forms to view ScriptLink scripts for all Forms. 8. Click Return to Designer. Viewing the Grid Tabbing a. Show Grid - click to display a grid to help align objects. b. Select the grid size. c. If appropriate, click Snap to align object layout to the grid. d. When objects are moved or resized they will align to the nearest part of the grid. a. This is the LAST thing you do before saving b. Set Tab order by pressing the F2 button once and then clicking on each field c. Order should be left column first down to next subsection and then right column down d. If there is a scrolling text field that is over ½ page do 2 columns above it first and then it Page 81 of 126

82 Save Design e. Once you get to the end of the subsection, click the F2 button again to set the tabbing order. Repeat the steps with the next subsection as Tab order is done by subsection. f. Any hidden fields will not retain the tab order. If the field is unhidden it must then be included in the tabbing order of the Form. a. Save tab b. Submit Form c. Check form and tabbing order by going into the Form for testing of changes. Form Design Standards for User Defined Forms: For all Upgrade clients, it is recommended that they make modifications to all User Defined Forms, following our recommended standards based on the Blink guidelines. While all User Defined Forms do not need to be modified prior to Go Live, it is recommended that the Agency identify the 25 most frequently used User Defined Forms to modify prior to Go Live. This will aid in a more streamlined data entry process. Form Behavior Post-Upgrade Forms will exhibit the following behavior post upgrade: Tab Names (Admission Information, Demographics, etc.) in Options become Section Names Bookmark will convert to sub sections. Tabbing in options pre-upgrade will mirror tabbing order in forms post upgrade All site specific tab modeling added fields and fields added via registry settings will have the same placement as pre-upgrade within forms. (Note: If Form Design Import Enhancements are imported post upgrade, these fields will be moved to the bottom of the form and will need to be re-placed appropriately within the form.) Form Design Modification Recommendations The following outlines the Form Design Standards that should be utilized when modifying User Defined Forms using Form Designer: A. Modify the Label and Field Placement. All Field names should be above the field and left aligned. Page 82 of 126

83 B. Hide unnecessary buttons Date Fields Remove all spin buttons Remove T & Y if they are not appropriate (i.e. Date of Birth field) Time Fields Remove Spin buttons, H, M, AM, PM only leave Current and only if Current is appropriate If a date and time go together, try to put them together in the column on one row Single Select Fields/Multi-select fields Move dictionary values close together with only 1-2 dots between them If multiple rows of values, keep columns of values lined up vertically If several fields are together try to keep dictionary values lined up vertically between all fields Text Fields most should be ½ page, even if scrolling. If appropriate can make full screen but full screen = ¾ of a page instead of full page C. Review Tabbing Order & reset if needed This is the LAST thing you do before saving Set Tab order by pressing the F2 button once and then clicking on each field Order should be left column first down to next subsection and then right column down If there is a scrolling text field that is over ½ page do 2 columns above it first and then it Once you get to the end of the subsection, click the F2 button again to set the tabbing order. Repeat the steps with the next subsection as Tab order is done by subsection. Any hidden fields will not retain the tab order. If the field is unhidden it must then be included in the tabbing order of the Form. Page 83 of 126

84 Registry Settings Form Change Registry Settings Overview Changes were made to the Registry Settings Form in an effort to make it more user-friendly. This modified Form is introduced with RAD 2011 Enhancement #34, which will need to be installed into all upgraded systems. All new installations of myavatar will contain the new Registry Settings Form. In addition, new installations will get a number of preset and hidden registry settings that add standard functionality to the product. This was done in an effort to streamline the implementation process, as these preset Registry Settings are commonly used and add meaningful fields to be utilized within Avatar. The new functionality consists of the following: A new tree view for searches. The ability to hide registry settings and view registry settings that were pre-defined to be set to a certain value and hidden (new installations only). Any user can view hidden registry settings by simply selecting to Include Hidden Registry Settings when searching. The Registry Settings form now only lives under the PM menu and the enhancement removes the Registry Settings form from any of the child namespaces. Registry settings are now grouped in new categories in the new tree view to group the settings in a more meaningful way. Below are the new categories: Initial System Configuration: This category has been defined to include registry settings that can be used when making initial business model decisions. The envisioned usage would be predominantly during Kick-off/File Build stage. Agency System Configuration: This category has been defined to include registry settings that can be used when an Agency wants to set-up their systems functional behavior to support their business model. The envisioned usage would be predominantly during Product Implementation and Support stages. Form/Field Specific Configuration: This category has been defined to include registry settings that can be used when an Agency wants to further define behavior of forms/fields to support/facilitate an Agency s workflow. The envisioned usage would be predominantly during Product Implementation and Support stages. RADplus: Any RADplus Registry Setting would fall into this category. Registry Settings Searching The new Registry Settings Form allows you to search for settings with specific words or you have the ability to view all registry settings by clicking the View Registry Settings command button. This will launch the new tree view with the categories. Page 84 of 126

85 You simply navigate to the desired registry setting, highlight the setting and click OK to bring it back to the main page. The selected registry setting will default into the main page for editing after exiting the tree view. Page 85 of 126

86 Users can also perform a specific search for registry settings to limit the search results in the tree view. Simply enter text that would be included in the registry setting name, description or general function to produce the correct search results. By using the search feature, you have limited your search results. Hiding or Viewing Hidden Registry Settings Users can choose to hide a specific registry setting to no longer be available during a normal search. Settings that an Agency does not wish users to modify can be hidden from a normal search view. Users can also choose to unhide a registry setting that was previously hidden or that was preset and hidden upon new installations. This is done with the Hide Registry Settings field, shown below: You also have the ability to search for registry settings that have preset and hidden (new installations) or ones you have defined to be hidden. This is done using the Include Hidden Registry Settings field. When this field is set to Yes, hidden registry settings will be included in the search when viewing registry settings. Page 86 of 126

87 Appointment Scheduling 2011 Module Scheduling Calendar Overview myavatar supports the new Appointment Scheduling 2011 Module. This will introduce a new form called Scheduling Calendar, which is a calendar-based interface, similar to the way Microsoft Outlook works. This new Form can be used to manage appointments at multiple sites for staff members, clients and groups, all within one Form. Upon installation of the new Appointment Scheduling 2011 Module, the following Forms will be removed from the Scheduling Menu: Appointment Scheduling Group Appointment Scheduling Client Appointment Scheduling Most setup forms and Clinical Scheduling remains unchanged. If this is an upgrade project, the current setup and appointments will transfer over upon installation of the Appointment Scheduling 2011 Module. Installation In order to install the Avatar Appointment Scheduling 2011 Module, you must have the following installed or running on your system: Current Cache version is or higher Current RADplus version is 2011 or higher Must install RADplus 2011 Maintenance Release If the parent product is Avatar PM: Current Avatar PM version is 2008 or higher Must install Avatar PM 2008 Maintenance Release Must install Avatar Appointment Scheduling 1.0 Maintenance Release SCHEDULING If the parent product is Cal-PM: Current Avatar Cal-PM version is 2007 or higher You have the Avatar Appointment Scheduling 1.0 module installed Must install Cal-PM 2007 Maintenance Release Must install Avatar Appointment Scheduling 1.0 Maintenance Release SCHEDULING Page 87 of 126

88 Scheduling Setup Site Registration Form Use the Site Registration Form to register a site and identify operating days and hours, including the Site Holidays. You can also define the Missed Visit Service Codes within this Form. Staff Members Hours and Exceptions Use the Staff Members Hours and Exceptions Form to assign staff members to registered sites and identify their availability at each site. These entries define the staff member s availability for all appointments. You can also define exceptions to a staff member s available hours and Site Holidays. These exceptions can be edited or deleted to accommodate schedule changes. Site Schedule Allowable Users This Form allows you to define User access to schedule appointments. If this Form is not used, all users with security level access can schedule appointment to any registered site. Site Overbooking Allowable Users This Form allows you to define User access to the overbooking function within the Scheduling Forms. If this Form is not used, all users with security level access can use the overbooking functionality at any registered site. User Role Definition or User Definition Forms The User Role Definition and User Definition Forms now contain an Appointment Scheduling Tab to answer the following rights to either a User or User Role: Allow Check In/Out Appointments Allow Posting Payments From Check In/Out Financial Eligibility Form To Launch Allow Deleting Appointment If Progress Note Attached Page 88 of 126

89 Select Forms- This command button will launch a tree view of the Product menus. This allows you to define what forms are available on the right click menu, which is limited to 15 Forms. User Definition Only Allow Practitioners to see other practitioner calendars- This question is only available within the User Definition Form. Individual Users are associated with Staff Members. Therefore, the decision can t be made on the User Role level. If a User is already associated with a User Role, the other questions will be disabled and empty on the Appointment Scheduling tab, as shown below. Page 89 of 126

90 Scheduling Calendar Features Filter The Filter feature allows you to select the site you where you want to schedule appointments. Select the site and the list of Practitioners available for scheduling for that site displays. Select one Practitioner or multiple Practitioner names using the check boxes to view their schedule within the Calendar View. You can also click the Practitioner s name itself to highlight all of their appointments within the Calendar View. This is especially helpful when you have the Month View open for multiple Practitioners. It provides a way to quickly differentiate appointments for a specific Practitioner. Modify Calendar View You have the ability to change the display of the Calendar View by: Selecting a Day, Week or Month View. Page 90 of 126

91 Day View (with two Practitioners) Week View (with two Practitioners)- Use the scroll bars on the bottom and right to view entire week. Page 91 of 126

92 Month View Clicking either on the left or right arrow button to change the date selected Clicking directly on a different date in the calendar to change the date Clicking on the Today button to select today s date Select either Show Work Week or Shrink to Fit to also alter the Calendar View Display Page 92 of 126

93 Use the Zoom Feature to zoom in or out on a selected time slot, which is defaulted to show 15 minute increments. Additional Search and Reporting Features There are additional Search and Reporting Features available under the Calendar view selection on the left of the Scheduling Calendar Form. The features include: Find New Appointment Find Existing Appointments Refresh Reports Find New Appointment Link After selecting the link, the Find New Appointment screen is launched. You can filter your search for a new appointment time slot by Site, Start and End Date, Start and End Time, Days of the Week, Duration and practitioner. If you don t know which practitioner to search for, you have the ability to search by the practitioner s Ethnicity or Gender. Page 93 of 126

94 After entering the search criteria, click the Find Availability command button to launch the search. Select the appointment time slot your wish for the appropriate day and practitioner and click OK. The Appointment Details screen is automatically launched with the appointment Site, Date, Time and practitioner defaulted in. Find Existing Appointment Link After selecting the link, the Find Existing Appointment screen is launched. You can filter your search for a existing appointment time slot by Site, Start and End Date, Start and End Time, Days of the Week, Client or Group and Practitioner. If you don t know which Practitioner to search for, you have the ability to search by the Practitioner s Ethnicity or Gender. Page 94 of 126

95 After entering the search criteria, click the Find Appointment command button to launch the search. Select the correct appointment you want to view/edit click OK. The Calendar view will bring you to the correct Appointment selected. Refresh The Refresh Link allows you to refresh the appointment screen. The Scheduling Calendar will auto-refresh that gets kicked off anytime you utilize a function within this Form. However, you have the ability to Refresh the screen if it has been idle, in order to see any additional appointments added by other Users. Page 95 of 126

96 Reports The Print Reports screen will allow you to print the following: Quick Print of today s schedule Schedule with selection criteria Next appointment reminder for all future individual and group appointments for the selected client Appointment Display Color The type of appointments display in different colors on the chart, as follows: Light grey on the calendar view indicates a Practitioner is out of the office. This is defined as an exception within the Staff Member Hours and Exceptions Form. Light green indicates a Personal/Staff Appointment or Co-Staff Appointment Tan/Brown indicates a Client Appointment Blue indicates a Group Appointment White spec on the calendar view indicates available time for a Practitioner. Symbols Icons were created to represent Appointment Disposition. Check In- check mark Verified- V Page 96 of 126

97 Posted- P No Show- NS Cancelled- C Progress Note Written- Notepad icon with E displayed Adding New Appointments Within the Calendar, select the day of the appointment. You can either click and drag the time and duration of the appointment or just select the start time of the appointment. You can then right-click the selected time or time frame and select Add Appointment to launch the Appointment Details Form. Use this section to enter or edit appointment and Practitioner information. Users can enter individual or group appointments within this screen. Appointments with an unspecified End Time are automatically assigned 30 minute increments. Appointments are no longer restricted to 5 minute increments. NOTE: You have the ability to create a recurring appointment on a Daily, Weekly or Monthly schedule. Command Buttons on the Appointment Details Screen Within the Appointment Details Tab, there are also three command buttons that allow users to view and edit information for the client selected. Page 97 of 126

98 View Client Data- this will launch the Update Client Data Form where users can view and add/edit the information for the selected client. View Financial Eligibility- this will launch the Financial Eligibility Form where users can view and add/edit the information for the selected client and episode. You can choose to launch the Cross Episode Financial Eligibility Form, instead, within the User Role Definition or User Definition Forms. View Authorizations- this will launch a report showing the Managed Care Authorization information filed within Avatar for the selected client. Additional Appointment Features Once the appointment is saved, you can perform multiple functions within the Calendar by rightclicking an appointment. Once an appointment has been posted, the right-click menu is no longer available. You also have the ability to configure up to 15 product forms to be listed for quick access on this right-click menu. These Forms are defined within the User Role Definition or User Definition Forms using the Select Forms command button on the Appointment Scheduling tab. Check In/Check Out -is permission based but can be done by right-clicking the appointment. Details/Edit- this will launch the Appointment Details screen to view the details of the appointment or edit it. Reschedule- acts as cut/paste for an existing appointment. Click Reschedule and then paste the appointment to another date/time. This can also easily be done by left-clicking the appointment and dragging/dropping the appointment to a new date/time slot. Copy- allows you to create another instance of the appointment on a different date/time slot. Status Update- is where all missed visits or visit confirmations are tracked for appointments. Page 98 of 126

99 Overbook- If allowed to overbook Practitioners based on user permissions, a user will be able to overbook a Practitioner for a timeslot using this feature. Delete- removes an appointment. Group Appointments Add/Remove Group Members- If you currently selected appointment is a group appointment you will have this additional feature. This will launch the Add/Remove Group Members Form that can be done for that specific group appointment only. NOTE: Any selections made above on Group Appointments will launch a Group Member Selection Screen. This will allow you to perform the feature on select or all group members selected in this screen. Once you click OK, the function will launch for each group member, in turn. Posting the Schedule An appointment will become a service after the appointment has been posted. Once this occurs, the appointment can t be edited within the Scheduling Calendar. There are several ways to do this within the new Appointment Scheduling 2011 Module. Page 99 of 126

100 Verify and Posting Schedule Follow the two step process of verifying the schedule and then posting the schedule for individual or all Practitioners. Once a schedule has been posted you can t repost that Practitioner s schedule for that day. Verifying and Posting can be done by using the following Forms in the order outlined: Verify Staff Member Appointments- If the appointments have been verified only, users have the ability to right-click an appointment within the Scheduling Calendar to view the details of the appointment. However, the Appointment Details screen fields will all be disabled to prevent editing. Post Staff Member s Schedule- Once a schedule has been posted, the right-click menu is no longer available within the Scheduling Calendar. The Post Staff Activity Log This form allows you to enter and post appointments for a staff member, date and site. After filing the form, these charges are posted for services rendered. The following Registry Setting can be used to renter the Post Staff Activity Log and repost a schedule for a Practitioner who has already been posted that day: Allow Option Re-entry After Staff Member Schedule Is Posted Appointment Management This form allows you to manage client appointments, group appointments, and staff-only services within a single form. There is also an option to post the appointment upon filing. The following Registry Setting can be used to renter the Appointment Management Form and repost a schedule for a Practitioner who has already been posted that day: Lock Scheduler Upon Posting Page 100 of 126

101 Widgets Overview Widget Features A Widget is a window view available on the Home View or Chart View that contains specific data. Widgets are assigned via User Definition or User Role Definition. Once the Widgets are assigned by a system administrator, the individual Users will be able to add them to their Home View and Chart View. This was reviewed in the Home View and Chart View sections of this document. myavatar allows Users to expand, move and collapse the Widgets that appear on the Home View. These changes stay in effect even after logging out of Avatar. Standard Widgets Provided: myavatar comes standard with a number of Widgets that can be used. Some of these have interesting features that are outlined below: My Calendar Widget The My Calendar Widgets can be configured to link with Microsoft Exchange, Microsoft Outlook or GMail. Appointments recorded in these applications can be viewed within the My Calendar Widget. In addition, if the User is associated with a Staff Member, their appointments recorded within the Scheduling Calendar will also appear in the Widget. Page 101 of 126

102 To Do List Widget The To Do List Widget shows a Practitioner s To Do items. These would include reminders to write Progress Notes for services rendered, Co-Sign a Progress Note, Approve a Client Treatment Plan, etc. The To Do List Widget now has a column titled Note-to-Self which allows Users to enter text on the To Do Item row, itself. Coming in Today The first tab, Coming In Today, will display clients that have schedule appointments for the day. Selecting the staff will launch a screen that displays demographic information. Users will have the ability to do the following: View Authorization and Eligibility information, via a system generated report. Update demographic information by launching Update Client Data Form. Launch the Chart View for the client. Collect a co-payment, provided that the application is setup for this. Page 102 of 126

103 The second tab, Staff Calendars, will display the Staff Member s Calendars for individuals or site. The views available are Day, Week or Month. Message Center The Message Center Widget will display any messages that a User entered into the Send Message to All Terminals Form. Page 103 of 126

104 Expanding Widgets: The Widgets can be expanded vertically or horizontally. This is accomplished by clicking and dragging the Widgets to expand or change the size of the display. Page 104 of 126

105 Refreshing Widgets: There are some Widgets that contain a Refresh button to refresh data. This is necessary after logging into Avatar and staying within a session for a period of time. For example, the Message Center Widget won t show updated information after the initial login unless users use the Refresh button. Another example is the Forms & Data Widget, which allows you to see My Forms, Recent Forms and the ability to Search for Forms. If a User s Form Access was modified, the only way for those newly assigned Forms to appear on the product menu or available for search is to refresh the Widget. There are also Widgets who don t have a refresh button. These Widgets get refreshed automatically. Page 105 of 126

106 Moving Widgets: The Widgets can be moved by simply clicking and holding down on a section and moving it to the desired location. Minimizing/Maximizing Widgets: The Widgets can be collapsed to view other Widgets more thoroughly. Collapse a Widget by using the minimizing icon on the top right of the Widget. After a Widget has been collapsed, it will appear minimized within the bottom of the myavatar Home View. Double click the minimized Widgets to return it to the previous location on the Home View. Undocking/Docking Widgets: The Widgets can be undocked from its current position on the Home View or Chart View. Widgets that are eligible to be undocked will have an undock icon in the upper right corner of the Widget. Page 106 of 126

107 Click the undock icon and the Widget will float over the remaining Widgets. This can be useful for larger Widgets which contain more data than is displayed when they are docked. In order to re-dock the Widget, simply click the icon again to return it to its previous position on the Home View or Chart View. Page 107 of 126

108 Widget Wizard The Widget Wizard Form allows Users a quick way to add their own Widgets based on Avatar tables without knowing SQL knowledge. This is accomplished by selecting SQL tables and fields from a SQL table to display in a Widget. How to Create a New Widget: Enter the Widget ID, which must contain alphanumeric characters and _ and start with a letter. Enter a Title for the Widget that is descriptive enough to identify the Widget s function. Widget Attributes- you have the ability to allow or restrict a Widget from being minimized, refreshed or undocked. Click the Select Table command button to launch a table selection screen. Page 108 of 126

109 If the selected table contains certain fields, automatic joins to other tables and views will occur. Includes SYSTEM.patient_current_demographics if selected table contains PATID Includes SYSTEM.view_episode_summary_current if selected table contains EPID Includes SYSTEM.staff_current_demographics if selected table contains STAFFID Select Fields to Display- Select the fields you wish to display within the Widget. Notice, that those additional tables and views that are included are available for field selection. Page 109 of 126

110 Display Fields in Following Order- The order in which fields will display in the Widget is dependent on the order defined in this field. You can copy and paste the appropriate field in the correct position. Sort Column- choose the field from those selected to act as the Primary sort for the Widget. This can be done for a Primary, Secondary and Tertiary sort columns. Sort Order- choose to display the data based on the sorted field in either ascending or descending order. This can be done for a Primary, Secondary and Tertiary sort columns. Rows to Return- select how to display a defined number of (N-Number of Rows to Return field) in the Widget output. Select First-n-Rows to display the initial number of rows. Page 110 of 126

111 Select Last-n-Rows to display the ending number of rows. N-Number of Rows to Return- enter the number of rows of data to display. After submitting the Widget Wizard Form, the Widget will now be available to be assigned to a User Definition or User Definition Role. The User can then add this Widget to their Home View or Chart View. Below is the Widget example that was created. How to Edit a Widget: a. Click Select Widget. b. The Select Widgets screen displays. c. Widgets created in this form are available. d. Select the widget, click Ok. How to Delete a Widget: a. Click Select Widget. b. The Select Widgets screen displays. c. Widgets created in this form are available. Page 111 of 126

112 d. Select the widget, click Ok. e. Click Delete Widget. f. A delete confirmation dialog displays. Click Ok. Creating a Hyperlink to an Avatar Form: The Associate Which Field to Link field will be enabled an populated if the following criteria are met: a. There are fields selected from the Current Table in the field Select Fields to Display field. b. The SQL table selected in Current Table has a column named option_id. Only fields from the table selected in Current Table will be selectable from the dropdown dictionary. Select the column you wish to associate the hyperlink to within the Widget. Upon creation of the Widget, the column specified will display as a hyperlink in the row if the row has a valid form id in the column option_id. Page 112 of 126

113 Additionally, the link will automatically open to the specified row if the table is the primary filing table for the specified Form. If the Form is episodic, the link will also automatically open for that episode if the column EPISODE_NUMBER is also present in the current table. Widget Definition The Widget Definition Form allows Users to create customized Widgets using SQL statements, HTML and URLs. This is a more advanced way of creating Widgets and provides more flexibility. However, the User must have knowledge of how to write SQL statements and HTML code in order to utilize this feature. NOTE: Each Widget can support up to five SQL statements to gather necessary data. Do not write an SQL statement that performs a table scan. Widgets should be highly indexed. Test all SQL statements before implementing. Page 113 of 126

114 Select Widget- To enter a new or edit and existing Widget created within this Form, click Select Widget to launch the selection screen. Select the Add New Widget choice and click OK to add a new Widget. You also have the option to Copy From Widget from a previously defined Widget, defined in either Widget Wizard or Widget Definition. Page 114 of 126

115 In the Widget ID field, enter the ID. Use alphabetic or numeric characters, separate words with an underscore. In the Title field, enter the widget title. Widget Type- You have the choice of creating a Single Row SQL, Multiple Row SQL or URL Widget type. The Single Row SQL requires that you provide HTML code in order to format the Widget. The Multiple Row SQL is very similar to what is done within the Widget Wizard Form. Widget Attributes- you have the ability to allow or restrict a Widget from being minimized, refreshed or undocked. Creating a Single Row SQL: Single Row SQL- enter the SQL statement within the Single Row SQL field. Five SQL statements are supported. Single Row SQL required HTML code to format the Widget. Page 115 of 126

116 HTML Code- Enter the HTML code for the Widget. Below is the example Widget created. The Delete Widget command button will only be available after selecting an existing Widget. Click the Delete Widget command button in order to delete it. Creating a Multiple Row SQL: Multiple Row SQL- enter the SQL statement. This is similar to creating a Widget in Widget Wizard. Page 116 of 126

117 Creating a URL Widget: URL- Enter the URL address within the URL field. The Widget will display the URL page within Avatar. Creating a Hyperlink to an Avatar Form: Within Widget Wizard, you have the ability to create Hyperlinks to Avatar Forms. Depending on the information given in the special syntax, the hyperlink can open directly into an episode and row, bypassing the episode lookup and episode pre-display. Single Row SQL The Single Row SQL Linking requires the following syntax and must be added to the HTML Code Field: <LINK:Link Name:Form ID:Entity ID:Row ID:Episode Number:Application> Link Parameter Position Description Link Name 2 Required The text to display as a link. This can be any phrase you want to display as the link on the Widget. Form ID 3 Required The form ID to open. If you want to hardcode this value you can manually type in the id of the form, such as PATIENT557 (Diagnosis Form). If you want to populate the Form ID dynamically, depending on the returned values of the SQL statement, then use <SQLVAR>. Page 117 of 126

118 Entity ID 4 Row ID 5 Optional The entity ID in which you want to pass through the form upon launching. Optional The row to open the form for. Only applies to forms that have a pre-display. This SQL column usually either will have INDEX, uniqueid, or UID in its name, signaling it is the unique row id. Episode Number Application 6 7 Optional The episode number to open the form for. Only applies to forms that are episodic Optional The application where the Form ID is located. This must be used if the SQL query is taking the Form ID from a CDR table. If blank, the widget assumes the current application. Valid values are PM/CWS/MSO/CFMS. Note: If the Form ID is invalid, the text displays, but the link will not be made If the Episode Number is invalid for the client ID, the episode pre-display will appear If the Row ID is invalid for the form, entity, or episode, the form pre-display will appear. You can use the <SQLVAR> syntax within <LINK> to pass in variables from a SQL query. If not hardcoding the Form ID, you can use the <SQLVAR> statement to pass the value of option_id into the Link. This option_id must exist within the <SQLVAR>. Example This creates a link to a specific client s diagnosis in episode 2: <html> <body> Link Example <LINK:Diagnosis: <SQLVAR:1:option_id>:1:P :2> </body> </html> Page 118 of 126

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120 Multiple Row SQL The Multiple Row SQL Linking requires the following syntax: <LINK:Form ID Column:Entity ID Column:Episode Number Column:Row ID Column> Link Parameter Form ID Column 2 Entity ID Column 3 Row ID Column 4 Episode Number Column 5 Application 6 Note: Position Description You can place a link for a specific table column Required The form ID to open. If you want to hardcode this value you can manually type in the id of the form, such as PATIENT557 (Diagnosis Form). If you want to populate the Form ID dynamically, depending on the returned values of the SQL statement, then use <SQLVAR>. Optional The entity ID to open the form for, such as PATID. Optional The row to open the form for. Only applies to forms that have a pre-display. This SQL column usually either will have INDEX, uniqueid, or UID in its name, signaling it is the unique row id. Optional The episode number to open the form for. Only applies to forms that are episodic. Most often this is EPISODE_NUMBER. Optional The application where the Form ID is located. This must be used if the SQL query is taking the Form ID from a CDR table. If blank, the widget assumes the current application. Valid values are PM/CWS/MSO/CFMS. The <LINK> must be within the SELECT statement of the SQL query, before the comma separating the fields. If the Form ID is invalid the link will not be made If the Episode Number is invalid for the client ID, the episode pre-display will appear If the Row ID is invalid for the form, entity, or episode, the form pre-display will appear. Additionally, the SQL columns that are used in the <LINK> must be selected for query. They can be hidden from display by placing <HIDE> after the select query. For example, the following displays diagnosis information: SELECT TOP 5 SYSTEM.history_diagnosis.PATID, SYSTEM.history_diagnosis.date_of_diagnosis, Page 120 of 126

121 SYSTEM.history_diagnosis.principal_diagnosis_value As "Diagnosis Value" <LINK:Option_Id:PATID:P_INDEX:EPISODE_NUMBER>, SYSTEM.patient_current_demographics.patient_name, SYSTEM.history_diagnosis.Option_Id <HIDE>, SYSTEM.history_diagnosis.EPISODE_NUMBER <HIDE>, SYSTEM.history_diagnosis.P_INDEX <HIDE> FROM SYSTEM.history_diagnosis, SYSTEM.patient_current_demographics WHERE (SYSTEM.history_diagnosis.FACILITY=SYSTEM.patient_current_demographics.FACILI TY) AND (SYSTEM.history_diagnosis.PATID=?PATID) AND (SYSTEM.history_diagnosis.PATID=SYSTEM.patient_current_demographics.PATID) ORDER BY SYSTEM.history_diagnosis.date_of_diagnosis DESC Page 121 of 126

122 Widget Import/Export The Widget Export Form allows Users to export any Widgets created through the Widget Definition or Widget Wizard forms to an.xml file. This functionality is necessary when setting up your LIVE database in preparation for Go Live. All setup and File Build will be done in the BUILD database. The Widgets created in BUILD can then be exported and imported into the LIVE database. Widget Export The Widget Export Form is used to export Widgets so they may be imported into another database. All Widgets created within the Widget Wizard or Widget Definition Forms will be available for Export. A new question, Exclude From Export (Netsmart) is included in the Widget Wizard and Widget Definition Forms only to a Netsmart Administrator that logs into Avatar using CSMPROG. Any Widget with this question answered will not be available for selection within the Widget Export Form. 1. Click the Select Widgets command button. This will launch another screen where you select the Widgets you wish to export. Multiple Widgets can be selected for inclusion in the Export file. Page 122 of 126

123 2. After selecting the Widgets you wish to export, click OK to return to the main Form. 3. The selected Widgets will appear in the Selected Widgets display field. 4. After confirming that the correct roles are shown, click Export to create the XML file. Page 123 of 126

124 5. A Windows Save dialog box will appear to prompt you to designate a place to save the XML file. Type in the Export file name. You must type in.xml in the File Name to save it as an XML file. Choose the location and click Save. Widget Import The Widget Import Form is used to import Widgets into the database using the export file created in the Widget Export Form from another database. This functionality is necessary when setting up your LIVE database in preparation for Go Live. All setup and File Build will be done in the BUILD database. The Widgets created in BUILD can then be exported and imported into the LIVE database. Any Widgets in the import file that are already defined in the target database will be overwritten by the data in the import file. Page 124 of 126

125 1. Click the Select Import File command button. This will launch a Windows dialog box where you select the export file to import into Avatar. Select the file and click Open. 2. The Import Scan Results section will display and Warnings or Critical Errors that were found while processing the import file. Critical Errors will prevent the file from being imported. Warnings will not prevent the file from import, but alerts the user to a change that will be made in the system upon import. Page 125 of 126

126 3. Click Begin Import to complete the import process. Page 126 of 126

127 Client Desktop Requirements Below are the MyAvatar minimum system requirements from Netsmart. It has been reviewed and approved by Netsmart VP of System Engineering. Netsmart also confirmed java 1.6.0_20 works for MyAvatar. As you can see some of the minimum requirements were changed from the original recommended to the minimum required. User's Computer (Minimum) Processor Operating System RAM 1 gigahertz (GHz) or faster 32 bit (x86) Windows XP, or later 1 GB or greater Hard Disk Space Monitor 512 MB or greater VGA or higher (1024 x 768 pixels) Mouse Browser Minimum Java Requirement Microsoft Mouse, or compatible pointing device Internet Explorer 6.0 SP1 or higher (32 bit only) JRE 1.6.0_17 (32 bit only) User's Computer (Recommended) Processor 2 gigahertz (GHz) or faster 32 bit (x86) or 64 bit Operating System Windows XP, or later RAM 2 GB or greater Hard Disk Space Monitor 1 GB or greater VGA or higher (1024 x 768 pixels) Mouse Browser Minimum Java Requirement Microsoft Mouse, or compatible pointing device Internet Explorer 7.0 or greater (32 bit only) JRE 1.6.0_17 (32 bit only) *System requirements as of 9/21/12