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Client/Server Community-Wide Scheduling ApplicationUser Manual

Copyright by MEDICAL INFORMATION TECHNOLOGY, INC.

MEDITECH Circle, Westwood, MA 02090

(781) 821-3000

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MEDITECH

About this User Manual

This document has comprehensive overviews and descriptions of the routines in each feature of this application. It is derived from the online Help.

We suggest that you use the online Help for information about responding to individual fields, a glossary of terms, and to take advantage of the hypertext links that indicate related topics.

This document is current as of the date it was created. For the most up-to-date information about this application, consult the online Help.

MEDITECH supplies this publication in electronic form only. To obtain an updated edition, print the electronic (Microsoft Word .DOC) file, using one of the following methods: From within the Help on your MEDITECH system, select the Print menu and select Print

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Table of Contents

Scheduler Desktop........................................................................................................... 1

Overview of the Scheduler Desktop............................................................................................... 1Navigating and Understanding the Scheduler Desktop..................................................................1

Understanding the Scheduler Desktop Screen Layout..............................................................1Using Function Keys in the Scheduler Desktop........................................................................1Navigating the Scheduler Desktop Screen................................................................................2Understanding Tables................................................................................................................ 3

Desktop Modes.............................................................................................................................. 4Patient Mode............................................................................................................................. 4Department Mode...................................................................................................................... 4Appointment Book Mode.......................................................................................................... 4Resource Mode......................................................................................................................... 4Waitlist Mode............................................................................................................................ 5Meeting Mode........................................................................................................................... 5

Desktop Functions.......................................................................................................................... 5Book Appointment Function..................................................................................................... 5Edit Appointment Function....................................................................................................... 5View Appointment Function..................................................................................................... 6Pending Appointment................................................................................................................ 6Set Screen.................................................................................................................................. 7Book an Appointment Series Routine.......................................................................................7Check In.................................................................................................................................... 8

Desktop Header and Footer Buttons..............................................................................................8Overview to the Letter/Form Function......................................................................................8Allergies.................................................................................................................................... 8Instructions................................................................................................................................ 8E/E Alerts.................................................................................................................................. 9Search for Appt......................................................................................................................... 9Search for Alias......................................................................................................................... 9Next Appts................................................................................................................................ 9Critical Care Indicators........................................................................................................... 10Waitlist.................................................................................................................................... 10Demographics......................................................................................................................... 10Appointment Queries.............................................................................................................. 10Patient/Person Queries............................................................................................................ 10Letters/Messages..................................................................................................................... 10Orders...................................................................................................................................... 11

Group Booking Desktop..............................................................................................12Overview of the Group Booking Desktop....................................................................................12Group Booking Functions............................................................................................................ 13

Create Group........................................................................................................................... 13Edit Group............................................................................................................................... 13Reschedule Series.................................................................................................................... 14Add to Series........................................................................................................................... 14

Duplicate Group...................................................................................................................... 14View Group............................................................................................................................. 14Cancel Group.......................................................................................................................... 15Add Member........................................................................................................................... 15Complete Group...................................................................................................................... 16Reports.................................................................................................................................... 17

Calendar & List Mode Footer Buttons.........................................................................................17Move Member......................................................................................................................... 17Remove Member..................................................................................................................... 17

Appointment Lists.......................................................................................................18Standard Resource and Resource Group Inquiry Format Reports................................................18

Overview of the Standard Resource and Resource Group Inquiry Format Reports................18Resource Group Inquiry Report.............................................................................................. 18Resource Group Inquiry Detail Report...................................................................................18Resource Group Schedule Report...........................................................................................19Resource Group Daily Appointment Book Report..................................................................19Schedule with Appointment Times Report.............................................................................20Schedule with Appointment Detail Report..............................................................................20Basic Schedule Report............................................................................................................ 21Weekly Summary Schedule Report........................................................................................21Resource Appointment Inquiry Report...................................................................................22Daily Appointment/Schedule Book Reports...........................................................................22

Overview of the Daily Appointment/Schedule Book Reports............................................22Daily Appointment/Schedule Book (4 UP) Report............................................................23Daily Appointment/Schedule Book (2 UP) Report............................................................23Daily Appointment/Schedule Book (1 UP) Report............................................................23

Additional Reports....................................................................................................................... 23List SCH Appointment Status Routine...................................................................................23List SCH Patient Appointments Routine.................................................................................24SCH List Inpatient Appointments Routine..............................................................................24Failed OE Transfer List Routine.............................................................................................24List Appointments with Cancelled OE Orders Routine..........................................................25

By Appointment Type List Routines............................................................................................ 25SCH List Appointments for Appt Types Alphabetical Routine..............................................25SCH List Appointments for Appt Types Chronological Routine............................................25SCH List Appointments for Appt Types Status Routine.........................................................26SCH List Appointments for Appt Types Terminal Digit # Routine........................................26

By Department List Routines....................................................................................................... 26SCH List Appointments for Department Alphabetical Routine..............................................26SCH List Appointments for Department Chronological Routine............................................27SCH List Appointments for Department Status Routine.........................................................27SCH List Appointments for Department Terminal Digit # Routine........................................27

By Resource List Routines........................................................................................................... 28SCH List Appointments for Resources Alphabetical Routine................................................28SCH List Appointments for Resources Chronological Routine..............................................28SCH List Appointments for Resources Status Routine...........................................................28SCH List Appointments for Resources Terminal Digit # Routine..........................................29

By Resource Group List Routines................................................................................................ 29

SCH List Appointments for Resource Groups Alphabetical Routine.....................................29SCH List Appointments for Resource Groups Chronological Routine...................................29SCH List Appointments for Resource Groups Status Routine................................................30SCH List Appointments for Resource Groups Terminal Digit # Routine...............................30

Pending Appointment Lists.......................................................................................................... 30SCH List Pending Appts for Dept Appt Type Alphabetical Routine......................................30SCH List Pending Appts for Dept Appt Type Terminal Digit # Routine................................31SCH List Pending Appts for Dept Alphabetical Routine........................................................31SCH List Pending Appts for Dept Terminal Digit # Routine..................................................31SCH List Pending Appts Alphabetically Routine...................................................................32

Reports, Letters, and Forms.......................................................................................33Graphic of Using Letter Text....................................................................................................... 33Creating a Letter........................................................................................................................... 33Using Data Fields......................................................................................................................... 34Defining Message Formats........................................................................................................... 34

Letters/Forms Table Dictionary..............................................................................................35Letters, Forms, Messages............................................................................................................. 35

Overview of Printing Letters and Forms.................................................................................35Managing Print Queues........................................................................................................... 36Print Letters Routine............................................................................................................... 36Reprint Letters/Forms Routine................................................................................................36List Entries in Print Queue Routine........................................................................................37List Entries in Message Queue Routine..................................................................................37Print Dummy Letter Routine................................................................................................... 37Manually Printing Letters/Forms............................................................................................37Preventing a Letter from Printing for an Expired Patient........................................................38

Other Report Routines.................................................................................................................. 38List SCH Activity Log Routine...............................................................................................38List SCH Resources by Group Routine...................................................................................38List SCH Resource Groups by Department Routine...............................................................39List SCH Time Slots Routine.................................................................................................. 39List Appointments Unable to be Auto-Attended Routine.......................................................39

Resource Schedule List Routines.................................................................................................39List SCH Resource Basic Schedule Routine...........................................................................39List SCH Resource Basic Detail Routine................................................................................40List SCH Resource Schedule Edits Routine............................................................................40List SCH Basic Table Routine................................................................................................ 40List SCH Resource Daily Appointment Schedule Routine.....................................................41List SCH Resource Daily Schedule by Type Routine.............................................................41List SCH Resource Last Compiled Date Information Routine...............................................42List SCH Resource Next Compiled Date Information Routine...............................................42SCH Block Utilization Reports............................................................................................... 42

Overview to the SCH Block Utilization Reports................................................................42List Block Utilization by Appointment Type Routine.......................................................43List Block Utilization by Appointment Group Routine.....................................................43

Statistical Reports......................................................................................................................... 44SCH List Stats by Resource Routine.......................................................................................44SCH List Stats by Resource Group Routine............................................................................44

SCH List Stats by Appointment Type Routine.......................................................................45SCH List Stats by Department Routine...................................................................................45

Defining Programs....................................................................................................................... 45Defining a Program to Print a Custom Inquiry Report............................................................45Defining a Program for Printing Letters, Forms, and MS Word Documents..........................46Using Standard NPR Reports and Magic Program Names.....................................................46SCH Standard Reports and Magic Program Names Table......................................................47

Creating Appointment Fragments................................................................................................ 48Creating and Using Appointment Fragments..........................................................................48Using Default Appointment Fragments for Letters.................................................................49

System Management................................................................................................... 50Miscellaneous............................................................................................................................... 50

List SCH Text & Rules Fields Dictionary Routine.................................................................50Remove Letters from the Print Queue Routine.......................................................................50View Parameters Routine........................................................................................................ 50

Department Pt Appt Customer Defined Scrns for Dept.....................................................50Department Pt Appt Customer Defined Scrns CDS to Use................................................50Default Department Appointments Customer Defined Screen...........................................51Process Patient Appointments Customer Defined Screen..................................................51View Critical Care Indicators Customer Defined Screen...................................................51Ask to View Critical Care Indicators if No Query Values for a Patient.............................51Discharged Patients............................................................................................................ 52Expired Patients................................................................................................................. 52No Show Patients............................................................................................................... 52No Show Activity............................................................................................................... 52Enterprise SCH dB?........................................................................................................... 53Conflict Check Across HCISs?..........................................................................................53Only Check When Branching?........................................................................................... 53Midnight Run Start............................................................................................................. 53Training Printer.................................................................................................................. 54Enable Practice Management.............................................................................................54Enable Medical Practice Mgmt..........................................................................................54Prompt Pend on Cancel...................................................................................................... 54Show Bad Debt Flag?......................................................................................................... 54Auto Waitlist Category....................................................................................................... 55Automatically Attend Booked Recurring/Series Appts for Reg Rcr Pts? ADM in Pts?... .55Purge Canceled Appointments ____ Days After Appt Date..............................................55Purge Meetings/Reservations After ____ Days.................................................................56Purge Calendar Detail After ____ Days.............................................................................56Purge Letter Batches After ____ Days...............................................................................56Purge Statistics After ____ Days........................................................................................57Purge Compliance Data After ___ Days............................................................................57Auto Waitlist Program....................................................................................................... 57Allow Appointments to be Backdated Up to ____ Days....................................................57Phys Practice Pt Appt Customer Defined Screen CDS to Use...........................................58Phys Practice Pt Appt Customer Defined Screen for Practice............................................58Web Monitor Interval ___ (mins)......................................................................................58Clinical Order Default Patient Type...................................................................................58

Enable Additional Referral................................................................................................. 58Override System Date Error...............................................................................................59

System Status............................................................................................................................... 59View Scheduling Status Data Routine....................................................................................59

Dictionaries.................................................................................................................. 60Access Dictionaries and Related Routines...................................................................................60

Overview to Managing Access...............................................................................................60Access Level Dictionary......................................................................................................... 60

Copy Process Screen Level Dictionary Routine.................................................................61Access Dictionary................................................................................................................... 61

Overview to the Access Dictionary....................................................................................61General Screen (Access Dictionary)..................................................................................62Restrictions Screen (Access Dictionary)............................................................................62Appt/Res Restrictions Screen (Access Dictionary)............................................................63MRI Search (Access Dictionary).......................................................................................63Default Registrations Screen (Access Dictionary).............................................................63Screen Actions Screen (Access Dictionary).......................................................................64Display Preferences Screen (Access Dictionary)...............................................................65Account Creation Screen (Access Dictionary)...................................................................66Group Screen (Access Dictionary).....................................................................................66Edit Access by User Screen...............................................................................................66View Access by User Screen.............................................................................................67General Information........................................................................................................... 67

Overbooking and Booking Unavailable Times.............................................................67Restricting Users to Only Viewing Information............................................................68Restricting Users to Resource Groups, Resources, Appointment Groups, and Appointment Types....................................................................................................... 68

MRI Search........................................................................................................................ 69Assigning a Restricted Search Level Preceeding the MPI Search.................................69Determining How Users Can Search for Patients When Booking Appointments for a Practice.......................................................................................................................... 69

Appointment Dictionaries............................................................................................................ 70Appointment Group Dictionary............................................................................................... 70Appointment Set Dictionary.................................................................................................... 70Sequence Class Dictionary...................................................................................................... 71Appointment Conflict Dictionary............................................................................................ 72

Overview of the Appointment Conflict Dictionary............................................................72Examples of Appointment Conflicts..................................................................................73

Appointment Types Dictionary and Related Routines............................................................73Overview of the Appointment Type Dictionary.................................................................73General Information Screen (Appointment Type Dictionary)............................................74Appointment/Resource Screen (Appointment Type Dictionary).......................................76Restrictions Screen (Appointment Type Dictionary).........................................................76Start Times Screen (Appointment Type Dictionary)..........................................................78Instructions/Query Screen (Appointment Type Dictionary)..............................................79OE Data Screen (Appointment Type Dictionary)..............................................................80Insurance Screen (Appointment Type Dictionary).............................................................81Group/Billing Screen (Appointment Type Dictionary)......................................................82

Customer-Defined Data Screen (Appointment Type Dictionary)......................................83Purge OE Data Routine...................................................................................................... 84List Appointment Types with Inactive Locations and Queries Report...............................84Add Insurances by Insurance Group for an Appointment Type Routine...........................84

Letter Dictionaries........................................................................................................................ 85Canned Text Dictionary.......................................................................................................... 85Program Dictionary................................................................................................................. 86Letter Text Dictionary and Related Routines..........................................................................87

Letter Text Dictionary........................................................................................................ 87Enter/Edit MSWord Documents........................................................................................88

Other Dictionaries........................................................................................................................ 88Cancellation Reason Dictionary.............................................................................................. 88Custom Required Field Dictionary.......................................................................................... 89Training Printer Routine.......................................................................................................... 90Rules Dictionary...................................................................................................................... 90Schedule Edit Reasons Dictionary..........................................................................................91Waitlist Category Dictionary.................................................................................................. 92Reservations/Meetings Dictionary..........................................................................................92

Overview to the Reservations/Meetings Dictionary...........................................................92Specifying a Default Appointment Type............................................................................92

Resources/Schedule Dictionaries................................................................................................. 93Basic Template Dictionary...................................................................................................... 93View Schedule Elements Dictionary.......................................................................................93Resource/Appointment Type Conflict Dictionary...................................................................93Resource Groups Dictionary................................................................................................... 94

Resource Group Dictionary................................................................................................94SCH List Resource Group Appointment Types Routine....................................................94

Resource Schedule Dictionary................................................................................................ 95Overview of the Resource Schedule Dictionary.................................................................95Compile Basic Schedule Routine.......................................................................................95Copy Compiled Basic Schedule Routine...........................................................................95

MPM Scheduler Desktop.............................................................................................96Overview of the MPM Scheduler Desktop..................................................................................96Navigating and Understanding the MPM Scheduler Desktop......................................................97

Understanding the MPM Scheduler Desktop Screen Layout..................................................97Using Function Keys in the MPM Scheduler Desktop............................................................98Navigating the MPM Scheduler Desktop Screen....................................................................98Understanding Tables in the MPM Scheduler Desktop..........................................................99

Types of Tables.................................................................................................................. 99Selecting Items in a Table................................................................................................ 100Sorting a Table................................................................................................................. 101

MPM Specific Modes, Functions, and Footer Buttons..............................................................102Patient Mode......................................................................................................................... 102Practice Mode........................................................................................................................ 104Appt Book Mode................................................................................................................... 106Resource Mode...................................................................................................................... 108

Community-Wide Scheduling Glossary...................................................................111

Index................................................................................................................................ 1

Client/Server Community-Wide Scheduling User Manual

Scheduler Desktop

Overview of the Scheduler DesktopUse the Scheduler Desktop to schedule everything from appointments and meetings to physicians, rooms, and equipment.

The following modes are available to Scheduling users, depending on your access, as defined in the SCH Access Dictionary:

Patient

Department

Appt Book

Resource

Waitlist

Meeting

Navigating and Understanding the Scheduler Desktop

Understanding the Scheduler Desktop Screen Layout

The Scheduler Desktop layout consists of five regions.

The menu panel region resides on the right side of the screen. The menu panel displays accessible menu buttons, including modes and functions for the user. For ease of use, when using various activities from a single Desktop, modes divide the Desktop into sets of related functions.

The header region sits atop each screen. The header provides the user with additional information dependent upon the data displayed in the body region. The body resides in the middle of the screen. The body can contain multiple sections of information within multiple pages.

The footer region lies across the bottom of each screen. The footer contains buttons, which change depending on the user’s access and which mode or function the user utilizes. Footer buttons typically perform an action on an item within the body of the screen.

The utility button region rests in the bottom-right corner of every screen. When configured appropriately, these five buttons allow all users to access help and external links, print the current screen, suspend the session, and send email.

Using Function Keys in the Scheduler Desktop

The Scheduler Desktop provides you with a function key navigational system. With this navigational system you can quickly maneuver through applications with limited use of a

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mouse. You can use the shift button in combination with the function key to perform, in most cases, a related or opposite action to that of using solely the function key. You can customize a special function for both the shift and non-shift F3 and F11 keys; however, the system reserves the shift and non-shift F4 and F10 keys for future development.

Navigating the Scheduler Desktop Screen

While navigating the Scheduler Desktop you can utilize the mouse or the keyboard. With the use of navigating around the page using the keyboard’s function keys, arrow keys, and the use of hotkeys to select buttons, you can quickly and easily navigate the MPM screen. Using the system’s navigational system allows you to change your focus to different sections, pages, regions, and fields. After you focus on an area, the area turns green. Depending on the area, you can maneuver through fields or use hotkeys to activate buttons.

Press To navigate to

<Tab> or <Enter> The next field

<Tab>+<Shift> The previous field

<F6> The next section or block that appears within a body region

<F6>+<Shift> The previous section or block that appears within a body region

<F7> The next page if the screen has multiple pages

<F7>+<Shift> The previous page if the screen has multiple pages

<F8> The next region* of the screen in a clockwise direction

<F8>+<Shift> The previous region* of the screen in a counterclockwise direction

*The regions include the footer, body, menu panel, and utility buttons regions. For example, advancing to the next region while in the body would bring you to the menu panel and from there to the utility buttons, and so on.

While focusing on the Press To

Footer Buttons The letter underlined in the desired footer button (hotkey)

Access the desired footer button

Footer Buttons Change the focus to buttons above, below, to the left, and to the right of the current button

Menu Panel Buttons The letter underlined in the desired menu panel button (hotkey)

Access the desired menu panel button

Menu Panel Buttons Change the focus to buttons above, below, to the left, and to

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While focusing on the Press To

the right of the current button

Understanding Tables

Tables in SCH can provide you with a variety of information. Not only is it important that you understand the information that appears within a table, but also the different types of tables and how to manipulate a table’s attributes. Some tables depend on you selecting information to continue using the footers or functions. In some instances, you can highlight the desired information; however, sometimes you can select multiples of desired information by placing a checkmark adjacent to the desired items.

Types of Tables

Table Type Description

View Only Provide you with information only available for viewing/reading and not directly editable from the table

Selectable Allow you to select one or multiple pieces of information at a time

Editable Allow you to click on to edit the information within the table

Expand/Contract Allow you to click on to expand a table to view additional information or click on to collapse a table to view less information

Nested Appear within another table and provide you with additional information

Desktop Modes

Patient Mode

Use the Patient mode to work with a single patient’s appointment history and upcoming appointments. This is the default desktop mode, unless your organization has defined otherwise in the SCH Access Dictionary.

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In this mode, you begin by identifying a patient (or entering a new one). Depending on your access, you can book, edit, view, and register or check in appointments using the menu panel and footer buttons. Depending on the display criteria, the system can display booked, attended, cancelled, no show, and pending appointments in the table you see on the Patient screen.

The Patient screen also provides you with insurance, resource, and additional information about the selected appointment.

Department Mode

Department mode provides users a department-centric approach to the Scheduling desktop.

In this mode, you begin by identifying a department. You can select a function to perform from the following list:

book (enter), edit or view patient appointments

create, edit or view appointment sets or series

register or check-in a patient

Appointment Book Mode

Use the Appointment Book mode to work with a resource group’s schedule in either a daily or weekly format. Depending on your access, you can book, edit, view, check in appointments, and more using the menu panel and footer buttons.

Depending on the criteria you chose from the footer buttons, appointments appear in the table in either a daily hour-by-hour schedule for multiple resources or a weekly hour-by-hour schedule for a single resource.

The Appointment Book screen also gives you the ability to temporarily view otherwise unrelated resources.

Resource Mode

Use the Resource mode to work with a specific resource’s schedule. Depending on your access, you can book, edit, view, and check in appointments, and more using the menu panel and footer buttons.

Depending on the day you select, you can view available appointment slots and an hour-by-hour schedule for the selected day, which can include booked appointments, sets, and series. After selecting an appointment, additional details for both the patient and the appointment appear in the Patient Information and Appointment Information blocks.

The Resource screen also provides a meter that displays the percentage of any day scheduled.

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Waitlist Mode

Use the Waitlist Mode to access details of a particular resource group's pending appointments. Depending on your access, you can book, edit, and view pending appointments, using the menu panel and footer buttons.

You can view patient data, enter or edit alerts, associate letters, and more.

Meeting Mode

You can use the Meeting Mode to book new or review existing meetings and reservations. Use the menu panel and footer buttons to access these functions.

Desktop Functions

Book Appointment Function

Use the Book function to schedule patient appointments. This function also provides you with the options to review and edit current patient demographic information, plus authorization and referral data. You can search for appointments, review appointment instructions, switch an appointment to pending status, and enter scheduler's notes. You may also view a patient's next appointments, alerts, and critical care indicators, if available.

When you search for a patient, you can enter the sex and date of birth to narrow your search. You can continue searching the Master Patient Index (MPI) if no patient is found in the initial MPI search (usually the partial name search). Or, you can search for a visit or create a new patient. Appointments can be booked on a new visit (account) or you can look for a visit. You can search for appointments using the First Available and the Search function buttons.

Edit Appointment Function

Use the Edit Appointment function to edit most of the filed information for existing scheduled and pending appointments.

You can use this function to review and edit

appointment details

current patient demographic data

authorization and referral data

You can also search for new appointment times, review instructions, edit scheduler’s notes, edit Customer Defined Screen queries and view a patient's Next Appointments, Alerts and Critical Care Indicators if possible.

Note: You cannot edit patient information such as name, account number, unit number, patient type, and facility.

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To edit, highlight an appointment of interest and then select the Edit function. Click Edit Appointment. The selected appointment appears.

Note: Individual Appointments that belong to a set or series can be edited. The system will warn that the appointment is part of a set of series and will offer the option to reschedule the whole set. There is no routine for rescheduling a series. Of course, there is no need to mention all of this on the Edit Screen since there are specific routines used for rescheduling the set.

View Appointment Function

Use this function to view details of the selected appointment. You cannot edit field values via these screens.

However, you can access screens detailing patient information in the following categories:

Waitlist

Demographics

Insurance

Compliancy

Instructions

Appointment Queries

Patient/Person Queries

Letters/Messages

Orders

Allergies

Auths/Referrals

Pending Appointment

This screen allows you to view and edit the appointment information associated with the pending appointment you select. You can enter a visit reason. The appointment information includes patient data that you can edit, resources involved, scheduler notes, duration, as well as priority, waitlist category, and short notice information.

Set Screen

Use this routine to book appointment sets or pending appointment sets.

When you click the Set function button, you can choose whether to enter a set or a pending set. If you select a set, you can still change it to a pending set by entering a priority. The Waitlist screen and associated fields then appear.

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You can edit any of the information fields for appointment or pending appointment sets. In addition, you can create a custom appointment set by selecting several individual appointment types from the Appointment Type Dictionary. The order within the set can be automatically determined by the system according to sequence classes. If you enter the appointment types in the wrong order when creating an appointment set, the system issues a warning and automatically re-orders them.

You can also

enter associated scheduling notes

enter or edit Patient Data

search for appointment slots

Book an Appointment Series Routine

After you book an appointment or an appointment set for an inpatient or recurring outpatient, the system asks if you want to create a series of appointments for the patient. If you enter Y, the Book an Appointment Series Routine appears.

You can enter a series of appointments for PPR and RCR patient types from the Enter Series Function in the Process Patients Appointments and the Process Medical and Practice Management Appointments routines.

To book a series, enter the frequency and either the total number of appointments, or the final date for the series. You can enter more than one frequency for the appointment series (for example, EVERY TUE and EVERY THU), however, you cannot enter a total number of appointments (Qty field) and a final date (Thru Date field). You can impose a further restriction on the number of appointments found using the Total Appts/Appt Sets for Series field.

The system searches for available time slots. If the correct quantity of time slots is found, information for the new appointment series appears at the bottom of the screen. If a time slot for one appointment in the series is not available, a warning message appears. You can do any of the following:

search for another suitable time slot

exit from the routine

overbook the time slot

search for a time slot on the next date

If the automatic search does not find slots, you can edit the frequency and run the search again.

Check In

Use this routine to document the time group members arrive for their group sessions, enter or edit the provider that performed the group session, and enter the co-pay amount paid by group members.

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Desktop Header and Footer Buttons

Overview to the Letter/Form Function

When you choose this function, the Print Letter/Form screen appears. After you identify the letter or form you want to print, you can choose to

print the letter/form immediately

send it to the print queue to print on a specified date

delete it from the print queue

Allergies

Use this screen to view any allergies or adverse reactions associated with this patient. You can view the severity of the allergy or adverse reaction, when it was added for the patient, and whether or not it is verified.

You cannot edit field values via this screen.

Instructions

When you begin a search for an appointment or reservation/meeting in any mode, the Instructions screen may be available. This screen may contain

instructions for the scheduler

instructions for the patient

scheduling queries

Click the enabled Instructions button to review the instructions.

You can associate scheduling instructions and queries in the Appointment Type Dictionary in Community-Wide Scheduling and in the Operating Room Procedure Dictionary in OR Management. To print the instructions (for example, to send or give to a patient), enter Y at the appropriate printing field and specify a device on which to print the instructions. You can also define whether or not they automatically appear when the appointment type is selected via the Access Dictionary.

E/E Alerts

Use this screen to enter, edit, or review free text alerts associated to the selected patient.

Search for Appt

This screen is available in all Scheduling modes. You can use this screen to customize appointment slot searches by defining the

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earliest and latest date on which the appointment can be made. If you make no entry, the system searches for slots between today and the latest date for which the resource's schedule has been compiled.

earliest and latest time of day on which the appointment can be made.

days of the week to exclude in the search.

Click the Find Times button at the bottom to begin your search.

Search for Alias

Use this screen to search for appointment types that share the same alias across locations/facilities without the need to identify a patient or account number. You can enter search criteria such as locations, resources, and alias.

The times found by the search appear on a Lookup screen. You can select the first available appointment, or edit your search criteria and search for another appointment time for one or all of the found appointments.

After you select an appointment time, you are brought to the appropriate appointment enter/edit screen where you can assign patient information to the appointment type and file the appointment.

Note: You can book only single appointments in this routine. You cannot book appointment sets.

Next Appts

Use this screen to see upcoming appointments for the selected patient.

Critical Care Indicators

Use this screen to view the critical care indicators (entered via Admissions) for the selected patient.

Waitlist

Use this screen to view the waitlist details of the selected appointment. You can view the latest date this appointment can be booked, its waitlist category, and whether it can be booked on short notice. Any additional waitlisting comments also appear.


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Demographics

This screen provides you with a view of the patient’s demographic information for the selected appointment. The patient information includes contact information and employer information. This screen also includes an area for a bad debt flag, if applicable.

The header on this screen includes the patient’s name, age/sex, date of birth, allergies and adverse reactions (ADRs), appointment type, appointment time, and other account-specific data.

Appointment Queries

Use this screen to view any queries associated with this appointment based on its appointment type.


Patient/Person Queries

Use this screen to view any queries associated with this appointment based on its account.


Letters/Messages

Use this screen to view any messages or letters printed, queued, or deleted in association with this appointment. You can view the letter or message mnemonic and date. You can also view recipients and whether the account or appointment is being held.


Orders

Use this screen to view the order details of the selected appointment. You can view the associated procedure and who ordered it, the service date and time, ordering provider, and more. Any additional order-related queries also appear.


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Group Booking Desktop

Overview of the Group Booking DesktopThe Group Booking Desktop is used for booking and managing multiple group members (patients) for one or more group appointments at a time.

For example, these might be behavioral health group therapy sessions or educational classes such as diabetes education, prenatal classes, etc. In group booking, you can reserve resources such as class rooms or clinicians for single group sessions or for a series of group sessions that take place on a cyclical basis.

Routines

Group members can be added to these appointments when booking the sessions or at a later time. You can move members from one group to another via the Move Member routine. Members can be cancelled from one or more groups via the Remove Members routine.

You can edit existing booked groups via the Edit Group routine. Series of groups may be rescheduled via the Reschedule Group routine. Also, you can duplicate single and series group appointments with or without the existing group members for future sessions using the Duplicate Group routine.

Use the View Group routine to view the details of a booked group, including an audit trail of all actions taken throughout the history of the group.

The Cancel Group routine allows you to cancel one or multiple sessions of group appointments.

You can also use Group Booking to manage groups when members arrive for their scheduled sessions. Use the Check In routine to

document the time a patient arrives

record any co-payments collected from the patient

enter or edit the Provider conducting the group session

You can enter Group Notes at any point throughout the process of managing your group appointments.

With the Complete Group routine, you can mark members as Attended or No Showed for their session or Cancel them from the session if they were excused from attending it. From this routine, you can also register patients, enter/edit the Provider, and document co-payments collected.

Note: Completing a group (filing all required fields) triggers Charge and Collection batches to flow to the Billing and Accounts Receivable application.

Reports

Standard Reports are available via the Reports button. These include the:

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Sign In Sheet to collect the signatures of group members as they arrive for the group appointment

Attendance Sheet to print for the Group Leader

Hardcopy report

List Group Appointments report to print the current screen

Reprint Receipts option

Modes

You have the option of two different modes when you sign onto the Group Booking Desktop.

Calendar mode mimics the look of a Calendar.

List mode lists the single and series of group sessions in list format.

In both modes, function buttons are arranged vertically on the right hand side of the screen, with footer buttons along the bottom of the screen. You can define either Calendar or List as the default desktop on the Group screen in the SCH Access Dictionary.

Group Booking Functions

Create Group

Use this routine to book a single group appointment or a series of group appointments. You can add group members during this process or just acquire the resources, dates, and times and add the members to the groups at a later time. You can add members in the process of creating a single group or a series of group appointments.

To enter group notes while creating groups, click the Group Notes button at the top of the screen.

Edit Group

Use this routine to edit fields pertaining to Single or Series of Group Appointments. If the group you highlight is part of a series, a prompt appears from which you can choose either Edit Single or Edit Series.

These two Edit Group functions offer the following options:

Edit a Single Group - Use this function to edit the details of a single group session. You can edit the resource, date, time, duration, location, and group notes. Also, you can edit patient demographic data for any members in the group. Patient and Appointment queries can also be edited for each member.

Edit Series - Use this function to edit fields and apply those edits to multiple sessions of a series of group appointments. For example, if a resource needs to be edited, use this routine to make the edit to multiple sessions in one seamless process.

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Reschedule Series

Use this routine to reschedule an existing series of Group Appointment sessions to another set of frequency criteria. You can add the existing group members to the new rescheduled sessions. You can also increase or decrease the quantity of sessions remaining in the series.

Add to Series

Use this feature to add additional group appointments to an existing series. You can also add the existing group members to the additional group appointments.

Duplicate Group

Use this routine to make a copy of an existing single group appointment or series of group appointments for another period in the future. You also have the option to add the existing group members to the duplicated single or series of group appointments.

If you highlight a group that belongs to a series, the following message appears: How would you like to proceed?

Duplicate Single Duplicate Series

If you select Duplicate Single, all of the fields on this screen are identical to the fields in the Create Single Group screen.

If you select Duplicate Series, all of the fields are the same as Create Series.

The exception is that the Frequency data from the previous series appears as default values in the Frequency fields for the duplicated series.

View Group

Use this routine to view the details of one group at a time, whether it is a single booked group or if it belongs to a series. This function includes an audit trail of all of the events that took place regarding the selected group. Also, you can review Group Notes associated to the group appointment, if applicable.

You can also view Member details, such as:

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An individual audit trail for the patient appointment

Appointment Instructions if any are defined in the Appointment Type Dictionary

Patient Demographics

Appointment Queries

Patient Queries

Patient Compliancy Data

Patient Allergy Data

Patient Alerts

Authorizations/ Referrals linked to the group members

Cancel Group

Use this function to cancel a single group or an entire series of group appointments. Any patients booked for the group(s) are cancelled from the group. The system prompts you to cancel any patient accounts that no longer have any Scheduling activity.

The following cancellation options are available:

Cancel Selected Group

Click this button to display a screen with the required field, Cancel Reason. At this field, you use the Lookup to the Cancel/ Reschedule Reason Dictionary.

If group members are booked for the single group appointment, a plus sign appears to the left of the date on the bottom of the screen. Click it to expand the group session to view the Patient Name, Account Number, Medical Record Number, Patient Type, and Sex/Age.

If no members are booked for the single session you are cancelling, the plus sign does not appear. You need only enter a cancellation reason.

Cancel Multiple Groups

When you click this button, the same screen appears. Click the black checkmark to the left of the word Date to select all of the group appointments in the series for cancellation. If you prefer to only cancel some of the appointments in the series, click on the individual appointment boxes that appear to the right of the + sign.

The Cancel Reason field is required also required (with a Lookup to the Cancel/Reschedule Reason).

Again, the + sign indicates which members are booked for the sessions. Click this button to see the details. If no + sign appears next to the appointment, no members are booked for the sessions.

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Add Member

Use this function to add one or more new or existing patients to a single group or to an entire series of group appointments.

If you click the Add Members button with a group appointment that is part of a series selected, the following options appear:

Selected Group

Multiple Groups

Viewing Group Appointments

In the bottom section of the screen, click the + sign to the left of the Date to expand the appointment. You can view the list of members currently booked in the group appointment.

Note: The system issues the following warning if the patient being added is currently booked for the selected group:

This patient is already in all of your selected appointments

Note: If adding any additional members to a group that is at or has exceeded the maximum number of group members allowed, the system issues the following warning:

At least one session will exceed the maximum group type. Would you like to proceed?

[ Always Overbook ] [ Yes ] [ No ]

This standard warning appears when adding members to a single group or a series of groups. Click Yes to add the new member, and you will be warned every time another member is added.

Click Always Overbook and the system issues the warning only once for the first member that causes the group to exceed the maximum. Additional patients added while you are still in the Add Members routine will not evoke the warning.

Enter, Edit, or View Group Information

You can also enter/edit demographic information for the group members and answer any Customer Defined Screen queries associated with the appointment or patient. Also, Alerts and Patient Allergies can be entered or edited based on your access. Enter Schedulers Notes via the Notes button. You may also view and print any Patient or Scheduler Instructions if there are any defined in the Appointment Type Dictionary.

If the patient has other appointments booked, the Next Appts footer button is enabled to view these appointments. If a Critical Care Indicator Customer Defined Screen is associated in the Scheduling Parameters, the Critical Care Indicators Button is enabled so that you can view this information.

Complete Group

This routine is used after the group session has commenced. The following functions can be performed via the Complete Group routine:

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Group Members can be marked as Attended, No Showed or Removed from the Group.

The Performing Provider can be defined or edited.

Co-Payments received can be documented and receipts printed.

Registration functions can be performed.

Clicking on the Complete footer button once all required fields have been filled out triggers the B/AR batch to be queued.

Reports

Click this function button for a list of standard reports. The list differs based on whether the group highlighted is with or without booked group members.

Without Members: Hardcopy and List Group Appointments reports

With Members: Attendance Sheet, Hardcopy, List Group Appointments, Reprint Receipts, and Sign In Sheet reports

Calendar & List Mode Footer Buttons

Move Member

Use this routine to remove a member from one or more of one group appointment type and add the member to another group. This routine essentially combines the Remove Member and the Add Member routines into one routine.

For example, this routine could be used for a member who has either improved or declined and needs to be removed from one type of group and added to another type of group to meet their current needs.

Remove Member

Use this routine to remove a member from one or more single or series of group sessions.

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Appointment Lists

Standard Resource and Resource Group Inquiry Format Reports

Overview of the Standard Resource and Resource Group Inquiry Format Reports

The resource and resource group inquiry formats provide you with different mechanisms to view resource and resource group schedule information. You can attach the standard inquiry reports to resources and resource groups in the Resource Group Dictionary.

Resource Group Inquiry Report

This report is available after you select a resource group at the Resource Group field in Appointment Book mode and then select Inquiry via the Reports function button.

Use this routine to print the schedule for the selected resource group and date highlighted on the calendar. You can specify the range of times for the schedules you want to print.

For each resource associated with the resource group, the following information appears on this report:

Department to which the resource group belongs

Available time ranges

Booking capacity for each time range

Number of booked appointments

Number of booked reservations

Resource Group Inquiry Detail Report

This report is available after you select a resource group at the Resource Group field in the Appointment Book mode and then select Inquiry via the Reports function button.

Use this routine to print the schedule for the selected resource group and date highlighted on the calendar. You can specify the range of times for which you want to print.

For each resource associated with the resource group, the following information appears on this report:

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Number of booked appointments

Number of booked reservations

For each booked appointment, Appointment type , duration, and status Patient name, location, and account number

Resource Group Schedule Report

This report is available after you select a resource group at the Resource Group field in the Appointment Book mode and then select Inquiry via the Reports function button.

Use this routine to print (in graphical format) the availability of the resources within the selected resource group for the date highlighted on the calendar. For each resource associated with the resource group, the following information appears on this report:


Resource mnemonic and name

Graphical representation of the schedule available appointment slots appear as dashes (-----) booked appointment slots appear as asterisks (*****)

Resource Group Daily Appointment Book Report

This report is available after you select a resource at the Resource Group field in the Appointment Book mode and then select Inquiry via the Reports function button.

Use this routine to print a summary of booked and available appointment times for all of the resources in the selected resource group for the date highlighted on the calendar. The following information appears on this report:

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Resource Group

Appointment times (in 30 minute intervals)

For each resource in the resource group: Number of booked appointments for the resource’s schedule Number of booked appointments for the appointment slot Percentage of day booked Number of available times Associated appointment profile mnemonic

Schedule with Appointment Times Report

This report is available after you select a resource at the Resource field in the Resource or Appointment Book mode and then select Inquiry via the Reports function button.

Use this routine to print a resource’s schedule for the date highlighted on the calendar. The following information appears on this report:

Resource name and date for which the schedule is printed


For each range, booking capacity number of booked appointments, reservations, and available appointment slots associated resource group and department

Schedule with Appointment Detail Report


Use this routine to print the booked appointments for the selected resource for the date highlighted on the calendar. The following information appears on this report:

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Time ranges with booked appointments


Number of booked appointments booked reservations available appointment slots

Associated resource group and department

For each appointment, Patient name, sex, age, and account number Appointment type, name, and location

Basic Schedule Report


Use this routine to print a resources schedule and any associated appointment profiles for the date highlighted on the calendar. The following information appears on this report:




Number of available appointment slots

Appointment profile associated with a appointment slot (if applicable)

Associated resource group and department

Weekly Summary Schedule Report


Use this routine to print a seven-day summary of booked and available appointment times beginning from the date highlighted on the calendar. The following information appears on this report:

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Resource

Week for which report is generated

Appointment times (in 15 minute intervals)

For each day/date Number of booked appointments for the day’s schedule Number of booked appointments for the appointment slot Percentage of the day booked Number of available times

Resource Appointment Inquiry Report


Use this routine to print patient appointment information for a time range you enter for the date highlighted on the calendar. The following information appears on this report:

Resource

Date and time range

Appointment Time Booking capacity Number of booked appointments for the time period Number of available appointment slots for the time period Associated resource group and department Type and name Start time, end time, and duration

Patient name, sex, age, and account number

Edit date and comment

Daily Appointment/Schedule Book Reports

Overview of the Daily Appointment/Schedule Book Reports

Use the Daily Appointment/Schedule Book 4 UP, 2 UP, and 1 UP Reports to print schedule information for the resource highlighted on the calendar. The following information appears on all three reports:

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Appointment slots

For each appointment, booking capacity appointment time and location patient name edit date and comment

Note: Unavailable appointment times appear with XXXX.

Daily Appointment/Schedule Book (4 UP) Report


Use this routine to print appointments in four columns for the selected resource for the date highlighted on the calendar.



Use this routine to print appointments in two columns for the selected resource for the date highlighted on the calendar.



Use this routine to print appointments in one column for the selected resource for the date highlighted on the calendar.

Additional Reports

List SCH Appointment Status Routine

Use this routine to print a listing of appointments by appointment status. For each appointment status, the following information appears:

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Appointment date and time, type, and duration

Patient name, unit number, and account number

Facility

Ordering Provider

List SCH Patient Appointments Routine

Use this routine to print a listing of appointments by patient name and a range of dates. For each appointment, the following information appears:

patient name, unit number, account number, and location

appointment dates, times, types, duration, and statuses

ordering physician

facility

SCH List Inpatient Appointments Routine

Use this routine to print a listing of inpatient appointments for a range of locations and dates. For each location and facility, the following information appears:

Patient name, unit number, account number, and location

Appointment dates, times, types, duration, and statuses

Ordering provider

Failed OE Transfer List Routine

Use this report to list all failed OE transactions from SCH for a date range. The following information appears for each transaction.

appointment type and date

action performed by the user for each order (for example, file, cancel, edit)

patient name, account, and unit number

user

ordering physician

Use the Process Failed OE Transactions Routine to process each appointment transaction on the list.

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List Appointments with Cancelled OE Orders Routine

Use this routine to print a listing of active patient appointments with associated Order Entry orders that have been cancelled in Order Entry. You can run this report for a range of dates. The following information appears on the report:

Patient name and account number

Appointment Date Time Type Status

Associated OE order information (for example, date, time, category, procedure, and status)

By Appointment Type List Routines

SCH List Appointments for Appt Types Alphabetical Routine

Use this routine to print a listing of all appointments by appointment type for a date range. For each appointment type, appointments appear alphabetically by patient.

You can include or exclude the following:

cancelled appointments

no show appointments

scheduler notes

reason for visit

SCH List Appointments for Appt Types Chronological Routine

Use this routine to print a listing of all appointments by appointment types for a date range. For each appointment type, the appointments appear chronologically (earliest to latest) by appointment date and time.


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scheduler notes

reason for visit

SCH List Appointments for Appt Types Status Routine

Use this routine to print a listing of all appointments by appointment types for a date range. For each appointment type, the appointments appear by status.


scheduler notes

reason for visit

SCH List Appointments for Appt Types Terminal Digit # Routine

Use this routine to print a listing of all appointments by appointment type for a date range. For each appointment type, the appointments appear by terminal digit of the patient's unit number (medical record number).




scheduler notes

reason for visit

By Department List Routines

SCH List Appointments for Department Alphabetical Routine

Use this routine to print a listing of appointments by department for a range of dates. For each department, appointments appear alphabetically by patient.


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scheduler notes

reason for visit

SCH List Appointments for Department Chronological Routine

Use this routine to print a listing of appointments by department for a range of dates. For each department, appointments appear chronologically.




scheduler notes

reason for visit

SCH List Appointments for Department Status Routine

Use this routine to print a listing of appointments by department for a range of dates. For each department, appointments appear by appointment status. You can print the report for a specific appointment status or all statuses.


scheduler notes

reason for visit

SCH List Appointments for Department Terminal Digit # Routine

Use this routine to print a listing of appointments by department for a range of dates. For each department, appointments appear by terminal digits of patient unit numbers (medical record numbers).


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scheduler notes

reason for visit

By Resource List Routines

SCH List Appointments for Resources Alphabetical Routine

Use this routine to print a listing of appointments for resources associated with a resource group for a range of dates. For each resource, the appointments appear alphabetically by patient name.




scheduler notes

reason for visit

SCH List Appointments for Resources Chronological Routine

Use this routine to print a listing of appointments for resources associated with a resource group for a range of dates. For each resource, the appointments appear chronologically.




scheduler notes

reason for visit

SCH List Appointments for Resources Status Routine

Use this routine to print a listing of appointments for resources associated with a resource group for a range of dates. For each resource, the appointments appear by status.


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scheduler notes

reason for visit

SCH List Appointments for Resources Terminal Digit # Routine

Use this routine to print a listing of appointments for resources associated with a resource group for a range of dates. For each resource, the appointments appear by terminal digits of the patient unit number (medical record number).




scheduler notes

reason for visit

By Resource Group List Routines

SCH List Appointments for Resource Groups Alphabetical Routine

Use this routine to print a listing of appointments for resource groups associated with a department for a range of dates. For each resource group, appointments appear alphabetically by date (in ascending order).




scheduler notes

reason for visit

SCH List Appointments for Resource Groups Chronological Routine

Use this routine to print a listing of appointments for resource groups associated with a department for a range of dates. For each resource group, appointments appear chronologically by appointment date and time (earliest to latest).


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scheduler notes

reason for visit

SCH List Appointments for Resource Groups Status Routine

Use this routine to print a listing of appointments for resource groups associated with a department for a range of dates. For each resource group, appointments appear by and status.


scheduler notes

reason for visit

SCH List Appointments for Resource Groups Terminal Digit # Routine

Use this routine to print a listing of appointments for resources groups associated with a department for a range of dates. For each resource group, appointments appear by terminal digits of patient unit numbers (medical record numbers).




scheduler notes

reason for visit

Pending Appointment Lists

SCH List Pending Appts for Dept Appt Type Alphabetical Routine

Use this routine to print a listing of pending appointments sorted by department and appointment type. For each appointment type, the following information appears:

patient name, unit number, and account number

appointment priority and waitlist date

ordering physician

waitlist category

whether the patient is available for the appointment on short notice

the latest date the appointment can take place

You can include or exclude scheduler notes on the report.

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SCH List Pending Appts for Dept Appt Type Terminal Digit # Routine

Use this routine to print a listing of pending appointments sorted by department and appointment type. Patients with PENDING appointments are listed in numerical order according to the terminal digits in their medical record number. For each appointment type, the following information appears:

patient unit number (terminal digit number), name, and account number


ordering physician

waitlist category




SCH List Pending Appts for Dept Alphabetical Routine

Use this routine to print a listing of PENDING appointments by department. For each department, the following information appears:



ordering physician

appointment type and description

waitlist category




SCH List Pending Appts for Dept Terminal Digit # Routine

Use this routine to print a listing of PENDING appointments sorted by department. Patients with PENDING appointments are listed in numerical order according to the terminal digits in their medical record number. For each department, the following information appears:

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ordering physician


waitlist category




SCH List Pending Appts Alphabetically Routine

Use this routine to print a listing of PENDING appointments by patient name. For each patient, the following information appears:



ordering physician

department


waitlist category




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Reports, Letters, and Forms

Graphic of Using Letter Text

Creating a LetterThe following flowchart shows how you can use a letter text to set up a typical letter for an appointment group and their appointment types.

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Using Data FieldsYou can insert data fields into letter text, canned text, or into the text of an appointment fragment using the <Get> key. Data fields are also used in writing rules.

Data fields are always enclosed in square brackets [ ] and start with the letter f. For example, if you insert the data field [f pt name last] into a letter, the patient’s last name is retrieved and printed in a letter. Since the patient is connected to the scheduled appointment type, and the letter containing the data field is defined to print for that appointment type, the correct patient information is retrieved and printed.

Defining Message FormatsYour health care organization can create text for use as formats to print messages. Follow these steps when creating a custom message format:

1) Create the text for messages in the Letter Text Dictionary.

2) Use the Letters/Forms/Messages Table to associate a message text format with an appointment group and appointment type, and determine which triggering events send a message. You can also determine which recipients (inside and outside of your health care organization) receive messages.

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Letters/Forms Table Dictionary

The Letters/Forms Table Dictionary lets you define when printing programs for letters created in the Letter Text Dictionary, MS Word, or forms created in the NPR Report Writer are queued to print. The table also lets you determine when messages created in the Letter Text Dictionary are sent and who receives the messages.

This table only lets you determine when letters/forms go to the print queue. However, the table does not actually start the print process. You must manually start the print process using the Print Letters/Forms Routine.

Use the Letters/Forms Table Dictionary to

select specific appointment groups and appointment types to determine which triggering events (for example, booking or cancelling an appointment) send a letter, form, or message to the print queue

select an entry from the Program Dictionary to determine which letter or form is sent for patients, reservations, and meetings

determine whether users can send messages from the Letter Text Dictionary when an appointment is booked or edited

determine if a letter, form, or message is sent on the scheduled appointment date or the date of the

triggering event message can be sent to a recipient with a mailbox or a patient with an e-mail address, or

both message is sent to a printer at a location or in a department, a user responsible for

resources within the Resource Schedule Dictionary, or individual users and devices.

Note: To test letters, use the Print Dummy Letter Routine. The letter prints but without specific patient or appointment information.

Letters, Forms, Messages

Overview of Printing Letters and Forms

Once you set up letters to automatically go to the print queue, you can batch print letters that are all of the same type and sort them by various criteria. For example, you might send letters to all patients in a smoking cessation class asking if they found the classes effective and print the batch on the last Friday of the month.

You can also print letters on demand using the Letter/Form Function in the following routines:

Process Department Appointments

Process Patient Appointments

Process Reservations/Meetings

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Managing Print Queues

There are four routines on the standard Reports, Letter & Forms Menu that let you print letters and manage print or message queues:

Print Letters

Reprint Letters

Print Dummy Letter

List Entries in Message Queue

Print Letters Routine

Use this routine to print letters in the print queue. All letters of a particular type and print date print together. Letters do not print out automatically, therefore, you must manually start the print process by using this routine. It is recommended that you print letters on a regular basis as they become due to print. To print letters in the print queue, follow these steps:

1) Identify a program with letters/forms waiting in the print queue. To help you do this, first run the List Entries in Print Queue Routine.

2) Decide how to sort the batch of letters. You can use any data fields in the system as primary and secondary sort keys. For example, you could sort by appointment date, and then by appointment type.

If you do not want the letters to sort according to data fields, bypass the Sort Key 1 and Sort Key 2 fields.

3) Decide how you want to sort accounts, by patient name or by account number. Enter NAME or ACCOUNT NO. at the Account Sort field.

4) Enter a range of dates for which you want to print this letter or form. All letters or forms of this type sent to the queue within the time range are printed.

5) At the New Letter/Form On field, you can print a new letter whenever there is a change in sort key 1 or 2, patient name, appointment type, or date.

6) Enter the device on which to print. The system assigns a batch number to the letters you are printing.

Reprint Letters/Forms Routine

Use this routine to resume printing if a printing problem occurs while you are in the middle of printing a batch of letters and forms.

To do this, enter the batch number the system assigned when you created the print batch (There is a Lookup of batches in the print queue). Identify the last appointment that printed. (A Lookup into the batch is available.) Printing resumes once the printer problem has been resolved.

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List Entries in Print Queue Routine

Before you use the Print Letters Routine, you need to know what letters are in the print queue. To list the individual letters and forms waiting to be printed, use the List Entries in Print Queue Routine.

To do this, enter a range of mnemonics and a range of dates to include and a device to which to print. The following information appears on the list:

letters waiting to print

their print dates

patient unit (MPI) and account numbers

name, sex, and age of each patient

List Entries in Message Queue Routine

You can list the messages waiting to be transmitted in the future by using this routine. Enter a range of message mnemonics, a range of dates to include, and a device to print on. The following information appears on the list:

message send dates

patient unit (or MPI) numbers and account numbers

name, sex, and age of each patient

recipient of each message

Print Dummy Letter Routine

Use the Print Dummy Letter Routine when you are create a letter or form and want to see how it looks without including patient or appointment data. A copy of the letter prints so you can check the spacing and content of the letter.

To do this, identify a letter for which you want to print a representation or dummy. A Lookup into the Program Dictionary containing only letter-type programs appears. You can select a device on which to print the letter. The dummy letter prints without patient and appointment information.

Manually Printing Letters/Forms

In addition to automatic print queuing and batch printing, the Scheduling application also allows manual printing of letters and appointment forms on demand for patients or providers. To do this, select the Letter/Form Function from the Options menu in any of the following routines:

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Process Patient Appointment

Process Department Appointments


When to Use Manual Printing

It is easier and usually preferable to let the system take care of sending letters and forms to the print queue and then to batch print them frequently. Normally, you would manually print a form or letter only if you needed it right away and the system was set to print after a delay, or there was some other unusual circumstance.

For example, you could use the Letter/Form function to print a copy of directions to the appointment location to give the patient when you book an appointment at another facility.

You can also use the Letter/Form Function to add or delete a letter or form from the print queue in case of error. This is probably its most frequent use.

Preventing a Letter from Printing for an Expired Patient

When a patient dies in your health care organization, you want to prevent the system from automatically sending an appointment reminder letter. To do this, enter N at the Print if Pt Has Expired? field in the Program Dictionary when appropriate for letters and appointment fragments.

Other Report Routines

List SCH Activity Log Routine

Use this routine to print a listing of events occurring in SCH for a range of dates. For each date, the following information appears:


patient age and sex

appointment type

ordering physician

event type (BOOK, EDIT, PEND, CANCEL, NO SHOW, ATTEND, LETTER, ACCTXFER, or ALL events)

time and user who performed the event

List SCH Resources by Group Routine

Use this routine to print a listing of resources associated with a resource group for a range of resource groups.

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List SCH Resource Groups by Department Routine

Use this routine to print a listing of resource groups associated with a department for a range of departments.

List SCH Time Slots Routine

Use this routine to print a listing of time slots for a specified status (for example, BOOKED, UNAVAILABLE, or ALL) for a range of resources and dates.

List Appointments Unable to be Auto-Attended Routine

When your health care organization defines appointments (in the Appointment Type Dictionary) to be automatically ATTENDED upon patient registration, the Midnight Run automatically attempts to register PRE-RCR patient accounts and then attends the associated appointments. If the patients are not registered properly, the appointments remain in a BOOKED status.

Use this report to list appointments that the Midnight Run failed to automatically attend. Your health care organization can use this report to determine which patient appointments need to be manually ATTENDED using the Change Status Function. The following information appears on the report:

date and time the Midnight Run attempted to auto-attend an appointment

appointment type

patient location and facility

patient account and unit number

Resource Schedule List Routines

List SCH Resource Basic Schedule Routine

Use this routine to print basic schedules for a range of resources and dates. For each resource, the following information appears:

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available dates and times

appointment booking capacity

resource groups for which the schedule is assigned

edit reason and comment

department

associated appointment profile

Note: This information also appears in the Resource Schedule Dictionary in a more detailed format.

List SCH Resource Basic Detail Routine

Use this routine to print a listing of basic schedules for a range of resources and dates. For each resource, the following information appears:

available dates and times



resource groups for which the schedule is assigned

List SCH Resource Schedule Edits Routine

Use this report to print a listing of edits made to resource schedules through the Edit Function in the Process Resource and Process Resource Schedules routines. For each resource and date, the following information appears:

schedule edit effective date

date, time, and user who made the edit


old and new schedule information

List SCH Basic Table Routine

Use this routine to print resource basic schedules for a range of resources and dates. For each resource and date in the specified range, the following information appears:

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start and end of the schedule


number of available appointment slots

resource group to which the resource is associated


number of booked reservations and appointments for each time period

If a schedule was manually edited through the Edit Function in the Resource and Process Resource Schedules routines, *** MANUALLY EDITED *** appears above the schedule.

List SCH Resource Daily Appointment Schedule Routine

Use this routine to print a detailed daily schedule for a range of resources and dates. For each resource, the following information appears:

appointment date time status duration location and facility

ordering physician

patient name and account number

List SCH Resource Daily Schedule by Type Routine

Use this routine to print a listing of appointment types for a range of resources and dates. For each resource and appointment type, the following information appears:

appointment date status duration location and facility

ordering physician

patient name and account number

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List SCH Resource Last Compiled Date Information Routine

Use this routine to list the following information for each resource in the Resource Schedule Dictionary:

number of days for which the schedule is compiled

number of additional days for which the schedule is automatically compiled

date the schedule was last compiled

date through which the schedule is compiled

You can include active, inactive, or all resources.

List SCH Resource Next Compiled Date Information Routine

Use this routine to list the following information for each resource in the Resource Schedule Dictionary.

number of days for which the schedule is compiled

number of additional days for which the schedule is automatically compiled

date the schedule was last compiled

date through which the schedule is compiled

the next date the schedule is automatically compiled

You can include active, inactive, or all resources.

SCH Block Utilization Reports

Overview to the SCH Block Utilization Reports

You can print the SCH Block Utilization reports to determine if operating rooms (in Operating Room Management) and time slots (in Community-Wide Scheduling) are reserved to maximize your health care organization's revenue potential. You can use these reports to determine what percentage of the actual time reserved for the provider group, provider, appointment group, or appointment type was

used by them

used by another provider group, provider, appointment group or appointment type

unused

The block utilization reports are compiled automatically by the Midnight Run after the last day in each GL period. You can print each report for a GL period. Each report includes year-to-date totals. Time slots that are edited from the Edit Resource Schedule or Edit Operating Room Schedule routines are not included in the statistics. Edits to appointment profiles after statistics are compiled do not affect the statistics.

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List Block Utilization by Appointment Type Routine

Use this routine to print appointment type utilization statistics based on resource’s appointment profiles. This report details the actual number of appointment types booked into time slots and time used for the appointments based on the total allocated time. The system automatically compiles these statistics on a monthly basis. These statistics are printed for

time slots for resources that have an appointment profile for only one appointment group in the Resource Schedule Dictionary

appointment groups that have only one associated appointment type

The following information appears on this report:

total time allocated for each appointment type based on appointment profile From and Thru fields (in hours and minutes)

actual time used for each appointment type (in hours and minutes)

number of appointments that took place

percentage of time allocated used for appointments

amount of allocated time used by other appointment types

percentage of allocation time used by other appointment types

total time used

Use the SCH List Block Utilization by Appointment Group Routine to print block utilization statistics for appointment groups that have more than one associated appointment type. The appointment type statistics are independent from the appointment group statistics. The appointment type statistics show utilization of time slots that are defined for one appointment type, while the appointment group statistics show utilization of time slots defined for more than one appointment type within the same appointment group.

List Block Utilization by Appointment Group Routine

Use this routine to print appointment group utilization statistics based on resource’s appointment profiles. This report details the actual number of appointment types from each appointment group booked into time slots and time used for the appointments based on the total allocated time. The system automatically compiles these statistics on a monthly basis. These statistics are printed for time slots for resources that have an appointment profile for only one appointment group in the Resource Schedule Dictionary. The following information appears on this report:

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total time allocated for each appointment type based on appointment profile From and Thru fields (in hours and minutes)

actual time used for each appointment type (in hours and minutes)

number of appointments performed

percentage of time allocated used for appointments

amount of allocated time used by other appointment types

percentage of allocation time used by other appointment types

total time used

Use the SCH List Block Utilization by Appointment Type Routine to print block utilization statistics for appointment groups with only one associated appointment type. The appointment type statistics are independent from the appointment group statistics. The appointment type statistics show utilization of time slots that are defined for one appointment type, while the appointment group statistics show utilization of time slots defined for more than one appointment type within the same appointment group.

Statistical Reports

SCH List Stats by Resource Routine

Use this routine to print appointment statistics for a range of resources and dates. For each resource, the following information appears:

total number of scheduled appointments with the status of NO SHOW, ATTENDED, CANCELLED, or WALK IN

total schedule capacity (in minutes)

total number of minutes actually booked

Note: Rescheduled appointments do not appear in the statistics. When users reschedule appointments, the statistics are not updated until the next SCH Midnight Run.

SCH List Stats by Resource Group Routine

Use this routine to print appointment statistics for a range of resource groups and dates. For each resource group, the following information appears:

resources within the resource group

total schedule capacity (in minutes) for each resource within the group


For each date in the date range, sub-totals appear for all of the categories. In addition, totals for the entire period and range of resource groups appear at the end of the report.

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SCH List Stats by Appointment Type Routine

Use this routine to print appointment statistics for a range of dates and appointment types. For each appointment type, the following information appears:

resource associated with the appointment type


the expected/average and actual appointment duration

For each date in the date range, sub-totals appear for all of the categories. In addition, totals for the entire period and range of appointment types appear at the end of the report.

SCH List Stats by Department Routine

Use this routine to print appointment statistics for a range of dates and departments. For each department and date in the range, the total number of scheduled appointments with the status of NO SHOW, ATTENDED, CANCELLED, or WALK IN appear.

Totals for the entire period and range of departments appear at the end of the report.

Defining Programs

Defining a Program to Print a Custom Inquiry Report

Your health care organization can create custom inquiry reports for use as formats in the Resource and Appointment Book modes.

Follow these steps when creating a custom inquiry report:

1) Create a custom report and assign it a new MAGIC program name using the NPR Report Writer.

2) In the SCH Program Dictionary create a mnemonic for the custom report assign a report program type to the report at the Pgm Type field enter the MAGIC program name associated with the custom report at the MAGIC Pgm

Name field

3) In the Resource Group Dictionary, add the custom report to the Resource Schedule Formats and Resource Group Schedule Formats fields.

4) View and print the custom reports using the Inquiry Function in the Resource or Appointment Book modes.

Report Program Types

Enter one of the following program types when creating a custom inquiry report.

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Program Type Report appears under the Inquiry Function in the

GROUP SCH Process Resource Group Schedule Routine

RES SCH Process Resource Schedule Routine

SCHED BOOK

Process Resource Schedule Routine

Defining a Program for Printing Letters, Forms, and MS Word Documents

Your health care organization can create text for use as formats when printing custom letters, forms, and MS Word documents. Follow these steps when creating a custom format:

1) Create one of the following. Text for a letter in the Letter Text Dictionary or MS Word. Text for a custom letter or form in NPR Report Writer.

2) Use the Program Dictionary to assign appointment fragments as APPT FRAG program types, letters as LETTER program types,

appointment forms as APPT FORM program types, and MS Word documents as MS WORD program types at the Pgm Type field

a MAGIC program name to allow the letter or form to print

3) Use the Letters/Forms/Messages Table to associate a letter or form with an appointment group and appointment type and determine which triggering events send letters or forms to the print queue.

Letters are connected with the standard MAGIC program, SCH.APPT.print.ltr.R. Forms are connected with the standard MAGIC program SCH.APPT.print.R. Appointment fragments are connected with the standard MAGIC program SCH.APPT.appt.frag. These programs format letters and forms before they print. You can indicate the number of appointments to print per letter, a default appointment fragment, and whether the letter should print for an expired patient. For appointment fragments, you must enter either a MAGIC program name at the MAGIC Pgm Name field or a letter text entry from the Letter Text Dictionary at the Fragment Text field.

Using Standard NPR Reports and Magic Program Names

Use the list of standard report and MAGIC program names as a guide when creating custom reports for your Community-Wide Scheduling system. You can view the formats for these reports in NPR and use them as template guidelines when creating your custom report. You can create reports for:

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pending appointments resource group formats

resource schedule formats letters, forms, and messages

appointment type statistical reports

department resource schedule lists

resource miscellaneous reports

resource group

SCH Standard Reports and Magic Program Names Table

Report Name Magic Program Name Format/Report Type

Resource Group Inquiry SCH.CAL.rsrc.grp.inq Resource Group

Resource Group Inquiry Detail SCH.CAL.rsrc.grp.inq.det Resource Group

Resource Group Schedule SCH.CAL.rsrc.grp.sched Resource Group

Resource Group Daily Appt Book SCH.CAL.rsrc.grp.appt.book Resource Group

Schedule with Appt Times SCH.CAL.sched.appt Resource Schedule

Schedule with Appt Detail SCH.CAL.sched.appt.detail Resource Schedule

Basic Schedule SCH.CAL.sched.basic Resource Schedule

Daily Appt/Schedule Book (4 up) SCH.CAL.sched.book Resource Schedule

Daily Appt/Schedule Book (1 up) SCH.CAL.sched.book.x1 Resource Schedule

Daily Appt/Schedule Book (2 up) SCH.CAL.sched.book.x2 Resource Schedule

Weekly Summary Schedule SCH.CAL.inquiry.week Resource Schedule

Resource Appointment Inquiry SCH.CAL.inquiry.day Resource Schedule

Alphabetical SCH.APPT.list.by.appt.type.alpha Appointment Type

Chronological SCH.APPT.list.by.appt.type.chron Appointment Type

Status SCH.APPT.list.by.appt.type.status Appointment Type

Terminal Digit # SCH.APPT.list.by.appt.type.tdo Appointment Type

Alphabetical SCH.APPT.list.by.dept.alpha Department

Chronological SCH.APPT.list.by.dept.chron Department

Status SCH.APPT.list.by.dept.status Department

Terminal Digit # SCH.APPT.list.by.dept.tdo Department

Alphabetical SCH.APPT.list.by.resource.alpha Resource

Chronological SCH.APPT.list.by.resource.chron Resource

Status SCH.APPT.list.by.resource.status Resource

Terminal Digit # SCH.APPT.list.by.resource.tdo Resource

Alphabetical SCH.APPT.list.by.rsrc.grp.alpha Resource Group

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Report Name Magic Program Name Format/Report Type

Chronological SCH.APPT.list.by.rsrc.grp.chron Resource Group

Status SCH.APPT.list.by.rsrc.grp.status Resource Group

Terminal Digit # SCH.APPT.list.by.rsrc.grp.tdo Resource Group

Dept by Appt Type-Alpha SCH.APPT.list.pend.by.dept.typ.alpha Pending Appointments

Dept by Appt Type-Term Digit SCH.APPT.list.pend.by.dept.typ.tdo Pending Appointments

Department-Alpha SCH.APPT.list.pend.by.dept.alpha Pending Appointments

Department-Term SCH.APPT.list.pend.by.dept.tdo Pending Appointments

Alphabetical SCH.APPT.list.pend.alpha Pending Appointments

Appointment Status SCH.APPT.list.status Miscellaneous

Patient Appointment SCH.APPT.list.pt.appts Miscellaneous

Inpatient Appointments SCH.APPT.list.inpatient.appts Miscellaneous

Failed OE Transfers SCH.APPT.list.oe.fail Miscellaneous

List Entries in Print Queue SCH.APPT.list.lett.queue Letters, Forms, Messages

List Entries in Message Queue SCH.APPT.list.mess.queue Letters, Forms, Messages

List by Appointment Type SCH.STATS.list.appt.type Statistical

List by Department SCH.STATS.list.dept Statistical

List by Resource SCH.STATS.list.resource Statistical

List by Resource Group SCH.STATS.list.rsrc.grp Statistical

Resource Basic Schedule SCH.CAL.list.basic Resource Schedule List

Resource Basic Detail SCH.CAL.list.detail Resource Schedule List

Resource Table Schedule SCH.CAL.list.table Resource Schedule List

Resource Daily Appointment Schedule

SCH.APPT.list.resource.sched Resource Schedule List

Resource Daily Schedule by Type SCH.APPT.list.res.appt.typ.sched Resource Schedule List

Activity Log SCH.APPT.list.activity Miscellaneous Report

List Resources by Resource Group SCH.RES.list.groups Miscellaneous Report

List Resource Groups by Department SCH.RSRC.GRP.list.depts Miscellaneous Report

List Time Slots SCH.CAL.list.time Miscellaneous Report

Creating Appointment Fragments

Creating and Using Appointment Fragments

Appointment fragments are pieces of text that contain data fields the system uses to retrieve appointment information from the SCH database (for example, appointment type, date, and

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location). After the actual appointment fragment text is created, you can assign an APPT FRAG program type to the fragment in the Program Dictionary. The Program Dictionary connects the appointment fragment to an entry in the Letter Text Dictionary or a fragment created in NPR Report Writer. You can insert appointment fragments into customized letters, forms, and e-mail messages using the <Get> key. The system can then retrieve the information embedded in the text and print the fragment. APPT FRAG type programs allow fragments to print multiple times in a letter or message when a patient has more than one appointment.

Using Default Appointment Fragments for Letters

If you enter an appointment fragment at the Default Appt Fragment field in the Program Dictionary, you can refer to this fragment simply as [a*] in the body of a letter. The entire fragment is included when you print the letter.

You can also enter a default appointment fragment in the Appointment Type Dictionary and refer to this default format as [a*] in a letter.

When [a*] is included in a letter, the appointment fragment in the Appointment Type Dictionary is referenced first. If the Appointment Type Dictionary has no default format, the default appointment fragment in the Program Dictionary is used.

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System Management

Miscellaneous

List SCH Text & Rules Fields Dictionary Routine

Use this routine to list all appointment and rule data fields in your system. You can use data fields as appointment text fields in letters, messages, and canned text. Data fields retrieve information from MEDITECH databases and insert information in the appropriate place in the text (for example, appointment date/time, and patient's name).

Remove Letters from the Print Queue Routine

Use this routine to remove letters from the print queue. You can remove a range of letters or forms for a specified date range. After the routine is run, a message indicates the number of letters removed from the queue.

View Parameters Routine

This routine allows you to view the values set for your Community-Wide Scheduling parameters. The parameters include the following.

Department Pt Appt Customer Defined Scrns for Dept

Enter the department to which you want to assign a Customer-Defined screen entered at the CDS to Use field of this parameter.

If a Customer-Defined screen is associated with a department, the screen appears when a user books an appointment for that department in the Process Department Appointment Routine.

Departments not entered at this field use the CDS assigned at the Default Department Patient Appointment Customer Defined Screen parameter.

Responses to queries on this CDS pass to ADM if the same query exists on a CDS in the ADM questionnaire screens.

Note: This CDS is also assigned in the Patient Customer Defined Screen Map Dictionary.

Department Pt Appt Customer Defined Scrns CDS to Use

Enter the Customer-Defined screen you want to associate with the department entered at the For Dept field of this parameter.

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If a Customer-Defined screen is associated with a department, the screen appears when a user books an appointment for that department in the Process Department Appointment Routine.

Departments not entered at this field use the CDS assigned at the Default Department Patient Appointment Customer Defined Screen parameter.



Default Department Appointments Customer Defined Screen

Enter the Customer-Defined screen that appears when a user books appointments in the Process Department Appointment Routine for all departments not entered at the Specific Department Patient Appointment Customer Defined Screens parameter.



Process Patient Appointments Customer Defined Screen

Enter the Customer-Defined screen that appears when users process patient appointments in the Process Patient Appointment Routine.



View Critical Care Indicators Customer Defined Screen

Enter the mnemonic of the Customer-Defined screen that appears after users identify a patient in the Scheduling and Operating Room Management applications. This CDS displays the patient’s critical care indicator information.

Lookup: MIS Customer Defined Screen Dictionary (Limited to Indicator type screens)

Ask to View Critical Care Indicators if No Query Values for a Patient

To always ask the user to view a patient’s critical care indicators when booking an appointment, enter Y. Otherwise, enter N. If you enter N, the View Critical Care Indicators

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field does not appear unless the patient has associated critical care query values in the Admissions Demo Recall.

Discharged Patients

When a patient is discharged in Admissions, Community-Wide Scheduling automatically cancels future appointments assigned to that account. This parameter assigns the cancellation reason for those appointments.

This is also applicable for Operating Room Management. Future cases assigned to the Discharged account will be automatically cancelled.

Lookup: Cancellation Reason Dictionary

Note: If you leave this field blank, Scheduling does not automatically cancel appointments upon discharge.

Expired Patients

Enter the cancellation reason the Community-Wide Scheduling (SCH) system assigns to booked and pending appointments that are cancelled when a patient is discharged with a discharge disposition that indicates an expired patient. If the patient's Demo Recall file includes a discharge disposition for expired patients, SCH cancels all of the patient's appointments.

This is also applicable for Operating Room Management.


No Show Patients

Enter the cancellation reason assigned to NO SHOW appointments. If you leave this field blank, SCH does not assign a cancel reason to NO SHOW appointments.



No Show Activity

Your health care organization can use the OE Data page of the SCH Appointment Type Dictionary to associate OE procedures, categories, and order sets with appointments.

After you book operating room procedures and appointments, the system files these orders automatically in OE.

Use this parameter to determine whether a cancellation request is sent to OE when an appointment with associated OE orders is changed to a NO SHOW status in Scheduling.

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To Enter

Send a cancel request CNC

Not send a cancel request NRQ or NIL

If there is a NO SHOW cancellation reason defined in the SCH Cancellation Reason Dictionary, the reason appears at the bottom of the OE Review Order screen (when an appointment’s status is changed to NO SHOW in SCH). If there is no NO SHOW reason defined, an “Appointment No Showed in SCH” message appears.

Enterprise SCH dB?

To access the Enterprise Scheduling and Scheduling by Branching routines, enter Y. Otherwise, enter N.

Conflict Check Across HCISs?

The cursor stops at this field only if the response to the Enterprise SCH dB? parameter is set to Y.

To allow the system to perform conflict checks in other HCISs within and enterprise when checking for a patient’s available times, enter Y. If you do not want the system to check other HCISs, enter N. If you enter Y at this field, the conflict check is based on the Only Check When Branching? parameter.

Only Check When Branching?

This field requires a response if there is a response entered at the Conflict Check Across HCISs? parameter.

To perform conflict checks only if a user has entered an appointment via the Schedule by Branching or Enterprise Scheduling routines, enter Y. If you want the system always performs conflict checks, enter N.

Midnight Run Start

Enter the time at which the Midnight Run (MNR) background job starts each night. Regardless of the time you enter, the job only performs its tasks on events that occur through midnight of the previous day.


The tasks the MNR performs related to ADM activity are:

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Auto-attends (RCR/IN) appointments that have accounts that are registered or admitted (Automatically Attend Booked Recurring/Series Appts for Reg Rcr Pts? ADM in Pts? Parameter).

Marks appointments as NO SHOW for those appointments that are associated with account numbers that have not been registered, but whose appointment date is in the past.

Removes appointments that are associated with a purged Admission account.

Training Printer

Enter the printer to which messages are sent before your system is LIVE. After your system is LIVE, delete the entry at this field or in the Enter/Edit Training Printer Routine.

Enable Practice Management

If your health care organization has contracted for MEDITECH’s Physician Practice Management, enter Y. Otherwise, enter N. If you enter Y, additional PPM routines become available.

Enable Medical Practice Mgmt

This parameter must be set to Y if your health care organization has contracted for the Medical and Practice Management application. Otherwise, enter N or leave this field blank.

If you enable access to the SCH Practice Dictionary and the Medical and Practice Management Process screen, your health care organization can create encounters in the EAR (Electronic Ambulatory Record application).

Prompt Pend on Cancel

Use this parameter to determine if PENDING appointments are automatically created when users cancel BOOKED appointments.

If you enter Y, the Enter Cancelled Appointment Data Screen appears when users cancel booked appointments. The Create Pending Appointments? and Waitlist Date? fields appear when users cancel appointments with a cancellation reason type of HOSPITAL or OTHER.


Show Bad Debt Flag?

To allow the Bad Debt Flag to appear when processing patient appointments, enter Y. If this parameter is set to N, the Bad Debt Flag does not appear.

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Auto Waitlist Category

Enter the waitlist category you want to assign to appointment types that are automatically waitlisted by the Midnight Run when not ATTENDED.

Lookup: Waitlist Category Dictionary

Automatically Attend Booked Recurring/Series Appts for Reg Rcr Pts? ADM in Pts?

This parameter determines if the Midnight Run automatically changes both RCR series appointments and IN series appointments to an ATTENDED status. If your Application Specialist enters Y, the system automatically updates the appointment status to ATTENDED during the Midnight Run of that day's appointment. In addition, this parameter updates the Revisit Routine in ADM based on the following workflow:

A revisit is created in Admissions when the initial appointment in a series is registered. The revisit assumes the registration date and time.

For all future appointments in the series, a revisit is created when the appointment is ATTENDED. This revisit assumes the appointment date and time.

If a revisit is entered in ADM, the system updates the appointment to ATTENDED if the Auto Attend When Pt Is Registered? field in the Appointment Type Dictionary is set to Y. The system takes the revisit date, time, and location and match it to the booked appointment and attend that appointment. When appointment view indicates that the CWS/ADM background job attended the appointment.

If a patient has multiple appointments booked for the same day for the same location, only one revisit is created.

If a patient has multiple appointments booked for the same day with different locations, a revisit is created for each location.

The ADM statistics yields one hit for each revisit (which is for each location separately) that is created.

Purge Canceled Appointments ____ Days After Appt Date

Enter the number of days after an appointment date has passed that CANCELLED appointments are deleted from the system. After this time, appointments no longer appear on appointment lists. The recommended value is 14 days.

If you leave this field blank, the system purges CANCELLED appointments based on the value defined in the Admissions File Maintenance Parameter for scheduled (SCH) accounts. Compare the value you enter at this parameter with the value entered in Admissions. If the value entered in Admissions is smaller, Admissions purges the appointments.

Note: This parameter affects only cancelled appointments.


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Purge Meetings/Reservations After ____ Days

Use this parameter to control the purging of outdated meeting and reservation information (that is, meetings and reservations that were never converted to patient appointments).

Enter the number of days prior to which you want outdated meeting and reservation information to be purged by the Midnight Run. For example, to purge information older than 30 days, enter 30.

Caution

If your site has not previously purged meeting information, you may want to purge the information over a period of several days to prevent overloading the Midnight Run. For example, assume that your site has been using meetings for 3 years and your final goal is to purge Meeting/Reservation material after 30 days. On the first day, set the parameter to 730 to purge data that is over two years old. On the second day, set the parameter to 365. On the third day, set the parameter to 30.

Note: Enter a value for this parameter prior to setting the Auto-Attend field in the Reservation Dictionary to Y.

Purge Calendar Detail After ____ Days

Use this parameter to determine when the system deletes the following information from the Resource Calendar file:

basic schedules for each day

time slot statuses: (A)vailable (B)ooked (O)verbooked (R)eserved (U)navailable

resource schedule daily availability and associated appointments

If you leave this field blank, the default value is 30 days. If you plan to view calendar detail for more than 30 days in the past, enter a higher value.


Purge Letter Batches After ____ Days

Use this parameter to determine when the system deletes letter batches. After letter batches are deleted, users can no longer reprint the letters from deleted batches via the Reprint Letter Batch Routine. However, users can always print any letter individually on demand.

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If you leave this field blank, the system assumes the default value of 90 days. The recommended value is 14 days.


Purge Statistics After ____ Days

Use this parameter to determine when statistical data is deleted from the system. After the statistical data is purged, it is no longer used on any statistical report. The recommended value is 400 days.

This is also applicable to the status of Operating Room Management, that is, the number of booked vs. no show vs. attended appointments.

Purge Compliance Data After ___ Days

Use this parameter to determine when patient compliancy information is deleted from the system. The recommended value is 90 days.


Auto Waitlist Program

If you leave the Auto Waitlist Category field blank, enter a MEDITECH-defined program that the Midnight Run uses to create a waitlist category for appointments that are not ATTENDED.


Allow Appointments to be Backdated Up to ____ Days

Use this parameter to determine the number of days users can backdate an appointment. If you leave this field blank, the system assumes a default value of 7 days. This parameter also controls the registered accounts that are accessible in the SCH when a user books an appointment and uses the Active Account File Lookup. If this parameter is set to 7 days, then users will only see active accounts with a service date of 7 days in the past. Any registered active accounts with a service date of 8 or more days in the past are not accessible in SCH.

Your health care organization can use backdating when users forget to enter appointments into the system and the correct date of the appointment needs to be entered for statistical purposes.


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Phys Practice Pt Appt Customer Defined Screen CDS to Use

Enter the Customer-Defined screen you want to associate with the practice entered at the For Practice field of this parameter.

If a Customer-Defined screen is associated with a practice, the screen appears in the Schedule Patient Appointment Routine before the user enters an appointment type at the Type field.

Phys Practice Pt Appt Customer Defined Screen for Practice

Enter the practice to which you want to assign the Customer-Defined screen entered at the CDS to Use field of this parameter.

If a Customer-Defined screen is associated with a practice, the screen appears in the Schedule Patient Appointment Routine before the user enters an appointment type at the Type field.


Web Monitor Interval ___ (mins)

This parameter determines the frequency that the resource provider and patient appointment Web pages are updated throughout the day. Enter the number of minutes the system should pause between processing scheduling information (that is, appointments being booked or edited) on the Web queue. If no value is entered at this parameter, the system uses a default value of 15 minutes.

Note: Appointment edits are sorted by provider and date for all Community-Wide Scheduling databases. Therefore, if your health care organization uses multiple scheduling databases, this parameter should be consistent across all scheduling databases.

Clinical Order Default Patient Type

Enter the patient type your health care organization wants to appear as the default value when a POV Clinical Order is created in the Process Department Appointments and Process Physician Practice Routines. You can enter CLI, REF/CLIENT, or REF/INS.

Enable Additional Referral

If you want two Referral fields to appear on appointment entry screens, enter Y. Otherwise, if you want only one Referral field to appear, enter N.

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Override System Date Error

To override a Scheduling system date error, enter Y. If you enter Y, O is recorded on the Scheduling Midnight Run system date error transaction log and the Midnight Run status of POSSIBLE SYSTEM DATE ERROR is automatically changed to DATE ERROR OVERRIDE.

If you enter N, you cannot override system date errors.

System Status

View Scheduling Status Data Routine

Use this routine to view (but not edit) the status of the Community-Wide Scheduling system. Each time you access the routine, the most current system status information appears on the screen. You can view the following information.

SCH background job status

Message background job status

The last read and queued entry in the Admissions transfer file

The Midnight Run current status last completed date last start date and time last finish date and time last date the system unable to auto-attend appointment

Background compile current status

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Dictionaries

Access Dictionaries and Related Routines

Overview to Managing Access

Three types of access exist in Community-Wide Scheduling:

Access to the Scheduling application itself, its application databases, and its standard and custom menus (defined in the MIS User Dictionary)

Access to specific Process routines in SCH and to functions and options in those routines (defined in the Access Level Dictionary)

Access to information about appointments for specific (defined in the Access Dictionary) facilities departments resource groups and resources appointment groups and appointment types

To facilitate the editing of a user’s access, access management is divided between the Access Level and the Access dictionaries. If you make a change (for example, add a new function) to a Process screen level, then all the access groups associated with that level are automatically updated with the new function. You do not need to edit each access group.

To assign a user to a new access group, use the Edit User's Access Routine.

Note: The Access Level Dictionary must be created before the Access Dictionary because each access group created in the Access Dictionary must have a Process screen level defined for it.

Access Level Dictionary

This dictionary allows you to define user access to the following routines:

Process Resource Schedules Process Waitlisted Appointments

Process Resource Group Schedules Process Appointment Book Schedule

Process Patient Appointments Process Triage Waitlist

Process Department Appointments Process OE Failed Transfers


You can assign SCH users access to both the Admissions (ADM) and the Order Entry (OE) applications.

You can also define which tasks or functions a user can perform in each process screen and the order in which the functions appear. Users can only access the functions you define here.

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Use the Edit User's Access Routine to change process screen levels for an individual user.

Note: You can define each user to belong to one access group (that is, defined access to one Process screen level) at a time. If you attempt to assign a user to another access group, you receive a warning message.

Copy Process Screen Level Dictionary Routine

Use this routine to create a new entry in the Process Screen Level Dictionary by copying an existing entry into a new entry with a new name.

Access Dictionary

Overview to the Access Dictionary

Use this dictionary to create access groups that contain one or more users. The Access Dictionary defines and determines

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the access level from the Access Level Dictionary assigned to the access group

which users are in an access group

whether the group can overbook a resource or book appointments at unavailable times (for example, weekends and evenings)

whether restrictions on users viewing or scheduling appointments exist for certain facilities departments resource groups and resources appointment groups and appointment types

a first search level for the MPI search that can be restricted to patients who visited your location or facility

how the user searches for and finds the patient’s MPI information and Admission’s visit when booking appointments for a practice

default values in the Appointment Times Pad screen when booking appointments for a practice through the Process Appointment Book Schedule Routine

Note: A user can belong to only one access group at a time. If you try to assign a user to a second access group, a warning message appears. You must first remove the user from the old group. To change a user's access group, use the Edit User's Access Routine.

General Screen (Access Dictionary)

Use this screen of the Access Dictionary to define access groups and their characteristics.

On this screen you can identify the following information for users with the selected access level:

whether overbooking or booking of unavailable times can occur

ability to process the waitlist

which users are in the access group

Restrictions Screen (Access Dictionary)

The Restrict To fields on the Access Dictionary’s General Information screen allow you to restrict users in an access group to specific facilities, departments, resource groups, resources, appointment groups, and appointment types.

The Restrict To Facilities field allows you to restrict users in an access group to scheduling and viewing appointments for patients in the ADM database for one or more facilities. Likewise, the Restrict To Department field allows you to restrict users to scheduling and viewing appointments for any departments listed at this field.

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Note: If you leave any Restrict To fields blank, you in effect give users complete, unrestricted access to scheduling appointments and viewing appointment information.

Appt/Res Restrictions Screen (Access Dictionary)

Use this screen of the Access Dictionary to restrict users to

selected resource groups, resources, appointment groups, and appointment types

view (instead of processing) the same information

MRI Search (Access Dictionary)

Use this screen of the Access Dictionary to determine how to

assign a Restricted Search Level Preceeding the MPI Search

search for Patients When Booking Appointments for a Practice

search the EMR Database

Default Registrations Screen (Access Dictionary)

Use this screen to enter default registration forms for all patient types, for the selected locations.

The default registration forms assigned to each patient type appear when you choose the Register, Pre-Register, Questionnaire, or SCH Pt Data option from the Reg/Edit function in any of the process routines. When in the Reg/Edit Function, you may be brought directly into a questionnaire, or asked to choose a questionnaire type depending on the values entered on this screen.

All access groups automatically contain a .DFT location with default values.

The registration form used for a location is determined by the location associated with the appointment's resource groups. If no location is associated, the defaults associated with the .DFT location are used.

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Screen Actions Screen (Access Dictionary)

Use this screen of the Access Dictionary to give users the ability to define the default settings for the following patient data screens when they book appointments in Community-Wide Scheduling. You can set each screen to be skipped or viewed by members of this access group.

Critical Care Indicator

Health Maintenance

Future Office Procedures

Patient Alerts

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Display Preferences Screen (Access Dictionary)

Use this screen of the Access Dictionary to determine the default values that appear when users in this access group use the selected mode.

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Account Creation Screen (Access Dictionary)

Use this screen of the Access Dictionary to define the kinds of accounts you want to appear in Lookups for users booking patient appointments. You can also control users’ ability to create new accounts.

Group Screen (Access Dictionary)

Use this screen of the Access Dictionary to define the display attributes for the Group Booking Desktop. You can select a default mode and refresh rate. You can also define default values for the List and Calendar modes appearances.

Edit Access by User Screen

Use this routine to quickly change a user’s access level in Community-Wide Scheduling while protecting other access level information from inappropriate changes.

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This routine allows you to change a single user's access level in one step without requiring access to the main Enter/Edit Access Dictionary Routine. This allows user access levels to be changed quickly. For example, if a scheduling clerk is promoted to supervisor, follow these steps to change their access group.

1) At the User field in the Edit Access by User screen, enter the clerk’s mnemonic.

2) The clerk’s former access group, CLERK, appears at both the Old Access and New Access fields.

3) At the New Access field, delete the default value for the old access group and enter the new access group (SUPERVSR) and file the routine.

Users must exit from the application and sign on again to use new access capabilities.

Note: Edits to user access are captured on the MIS Audit reports if your health care organization has designated the Scheduling Access screens for auditing.

View Access by User Screen

Use this routine to view a single user’s access level without editing it.

General Information

Overbooking and Booking Unavailable Times

You can use the Access Dictionary to specify whether users in an access group can overbook resources (that is, book more than the maximum number of appointments allowed in a single time slot). This number is defined in the Resource Schedule Dictionary. To allow users to overbook, enter Y at the Allow Overbooking ? field in the Access Dictionary.

Overbooking occurs only if

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the resource is eligible for overbooking

the user is permitted to overbook

overbooked time does not exceed the total overbooked minutes/day entered at the Max Mins/Day field for the resource (defined in the Resource Schedule Dictionary)

The Access Dictionary also allows you to determine whether users can book appointments in unscheduled time slots (for example, weekends and evenings) or at times that are specifically excluded (for example, lunch hours, regular conference periods).

To allow users to book in unscheduled time slots, enter Y at the Allow Booking 'Unavailable' Slots? field in the Access Dictionary.

Restricting Users to Only Viewing Information

If you enter Y at the View fields that appear next to each Restrict To field in the Access Dictionary, you can restrict users in an access group to view only certain information. If you make no entry or enter N at the View field, users can view and Process information.

For example, if a user has view-only access to a resource group, the user can view information for the resources within that resource group when the resources are temporarily working for another resource group.

No View fields are associated with the Restrict To Facilities and Restrict To Departments fields. Generally, users make appointments for only one or a few facilities or departments and do not need to see appointments in other facilities or departments. The facility and department levels are fairly global and schedulers generally do not need to look outside of the facility and department levels for appointment information.

Restricting Users to Resource Groups, Resources, Appointment Groups, and Appointment Types

Some schedulers may work only for certain resource groups and resources. You may want to limit schedulers’ access to specific resource groups and resources. Likewise, you can also restrict users to booking certain appointment types within an appointment group.

For example, Anna, a scheduler working for Main Street Physicians, might be restricted to the resources of Drs. Morris and Welby in a resource group. When she uses the Process Resource Schedules Routine, she sees only the resources of Drs. Morris and Welby at the Resource field Lookup. She is also restricted to booking appointments for those resources in the Main Street Physicians resource group when booking appointments in the Process Patient Appointment Routine.

To prevent you from overly-restricting an access group, the system checks the specified appointment groups and types when you file the access group. The check ensures that the appointment groups and appointment types entered at the Restrict to Appointment Groups and Restrict to Appointment Types fields are associated with resource groups and resources entered at the Restrict to Resource Groups and Restrict to Resource fields. If none of the appointment groups or appointment types is associated with the resource groups or resources, a warning message appears and you cannot file the entry.

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Users with resource/resource group or appointment type/appointment group restrictions can book appointments only if

they have access to booking appointments in the Process routines (via their group's Access screen level)

at least one of the resource groups or resources to which they are restricted is involved in the appointment type being booked

Note: If you restrict users to a specific resource group but do not restrict them to specific resources, they have access to all resources in the group.

MRI Search

Assigning a Restricted Search Level Preceeding the MPI Search

If your health care organization has access groups that work with small numbers of patients, you can assign a first search level to access groups you define in the Access Dictionary. This first level precedes a regular Master Patient Search and can reduce your search to patients who have at least one visit which matches the locations and facilities used as a filter. The regular MPI Search retrieves all patients from the Medical Records database with which your Community-Wide Scheduling database is associated.

On the MRI Search screen of the Access Dictionary, you can assign a search level (usually PARTIAL NM) to an access group and restrict the patients that appear on the MPI Search Lookup for that level. The patients that appear in the MPI Search Lookup for the first search level must have visits at the locations or facilities entered on the MRI Search screen of the Access Dictionary. If the user moves to the next search level, all patients in the MRI database become eligible for selection criteria applied by the regular MPI search.

After the Partial Name search is done and the user fails to select a patient, the Partial Name Lookup - Patient Not Found screen appears. At the Patient Name field, the user can modify the name originally entered as it may be inappropriate for a full Master Patient Index Search (that is, for the Soundex).

After filing the Partial Name Lookup - Patient Not Found screen, an expanded Partial Name Lookup appears and the location and facility restrictions are not used. If you do not select a patient from this level, you move to the next search level, and the results of the Soundexed search levels appear.

Determining How Users Can Search for Patients When Booking Appointments for a Practice

Use the search method fields on the MRI Search screen of the Access Dictionary to determine how patient visits are identified when creating appointments.

When a user identifies a patient at the Patient field in any Process routine, the system performs the search entered at the Search Method to use before Master Patient Index Searches field. In cases where the search method entered at this field does not find any matching

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patients, you can use the additional search method fields to further streamline the user’s search. You can determine if users can

continue to search MRI when the patient is not found in the initial search

create a new patient visit

allow the system to assign a new medical records number when the user does not continue searching the MRI database

look in Admissions before creating a new visit for the patient

create a new visit before looking in Admissions for the patient

Appointment Dictionaries

Appointment Group Dictionary

Use this dictionary to do the following.

Provide a method of grouping appointment types, that is, all the events that you may schedule.

Determine the facility where health care staff perform groups of appointment types.

Link departments (MIS Locations) to this appointment group.

Every appointment type must be performed at a particular facility.This dictionary defines departments and resource groups that each appointment group uses to build the appointment types.

Note: Only entries to which you have access (as defined in the Access Dictionary) appear in Scheduling and Operating Room dictionary Lookups.

Appointment Set Dictionary


Establish a series of appointment types that need to be scheduled in a particular sequence booked within a certain time frame.

Allow the booking of partial appointment sets and waitlist appointments for which a date and time cannot be found.

Set a minimum time needed between the appointment types and the maximum duration of the entire set.

Identify the default patient type for this appointment set.

For clinical reasons, some types of exams need to be performed together or in a special order. Appointment sets can help assure that patients and staff schedule appointment types in the correct order.

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Sequence Class Dictionary

Use this dictionary to establish the order of appointments within an appointment set.

Each sequence class is assigned a numerical value. Every appointment type can be associated with a sequence class. When an appointment set is created (either within the Appointment Type Dictionary or upon an appointment entry), the system references the sequence class of each appointment type in the set to determine that the appointment types are ordered correctly. If not, the system automatically reorders them appropriately.

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Appointment Conflict Dictionary

Overview of the Appointment Conflict Dictionary


Determine which appointment types conflict with one another.

Indicate whether a warning or rejection message appears during the appointment process.

A conflict is a situation, which when true, prevents booking an appointment type once a time slot has been found. The system evaluates the conflict after it has searched and found an appointment. For appointment types that already were scheduled, the system assumes that the reverse situation is also true.

In the Appointment Type Dictionary, you can define those appointment types that should not be scheduled within a certain number of minutes, hours or days before or after another appointment type.

For example, if a patient has a stomach biopsy done 10 days before a barium swallow, the biopsy may leave defects that can be interpreted as ulcers when viewed on a barium contrast X-ray. To prevent a barium swallow from being booked under these circumstances, you can create an entry for the barium swallow in the Appointment Conflicts Dictionary and associate the barium swallow with the conflicting appointment type, biopsy.

When schedulers attempt to book a barium enema, either a warning or rejection message appears if a rectal biopsy has been scheduled for the patient within the defined time.


Examples of Appointment Conflicts

Use the following examples as a guide when creating appointment conflicts in the Appointment Conflict Dictionary. You can set up appointment conflicts to issue a warning or rejection if an appointment is

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Not scheduled before or after another appointment

Scheduled before or after another appointment

Not scheduled within a certain timeframe of another appointment

Scheduled within a certain timeframe of another appointment

Note: If you create an appointment type to conflict with itself, the conflict can only be of the category WITHIN and not BEFORE or AFTER.

Appointment Types Dictionary and Related Routines

Overview of the Appointment Type Dictionary

This dictionary identifies all possible events that you schedule at your health care organization. When schedulers record patient appointments, they select entries from this dictionary. Use this dictionary to facilitate the appointment scheduling process by allowing you to define all appointment criteria at once.

In the Appointment Type Dictionary, you can do the following.

Define the types of appointments you can schedule at your health care organization.

Define an alias for the appointment type (an easy-to-recall abbreviation that you may use in a multi-facility environment).

Determine which resource groups and resources are necessary for appointments to take place.

Specify when auto-attending can occur and whether you can attend PRE SDC or PRE IN patients without registering them first.

Disallow appointments that share the same resource to be booked during the same time slot regardless of the appointment type's booking factor.

Define any clinical or patient conflicts (for example,age, sex, patient type, and insurance) that need to be placed on each appointment type.

Define specific ranges of times that appointments can be booked

Record instructions for the scheduler and patient when this appointment type is BOOKED.

Assign categories, procedures, and order sets from the Order Entry Application to appointment types

If a BOOKED appointment is not ATTENDED, determine if a PENDING appointment is created by the Midnight Run.

The Appointment Type Dictionary consists of the following screens:

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General Information

Appointment/Resource

Restrictions

Start Times

Instructions/Query

Group/Billing

OE Data

Insurance

Customer-Defined Data


General Information Screen (Appointment Type Dictionary)

Use the General Information screen of the Appointment Type Dictionary to define the following information:

appointment group to which the appointment type belongs

whether this type is for patient appointments or other purposes, such as a class or staff meeting

aliases used to refer to the appointment type (for example, nicknames, synonyms, abbreviations, or acronyms).

maximum duration of the appointment type

the default patient type that appears on the scheduling screen

the order (sequence) in which appointment types appear in the appointment set

a scheduling CDS that collects clinical information about the patient that appears when scheduling an appointment

a default appointment fragment (defined in the Program Dictionary) used in letters for this appointment type

waitlist-related criteria

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Appointment/Resource Screen (Appointment Type Dictionary)

Use the Appointment/Resource screen of the Appointment Type Dictionary to define the following info:

whether the appointment is automatically ATTENDED when the patient is registered

whether the appointment type is required or suggested to be booked as part of an appointment set

whether the location of the appointment depends on the resource group needed, an outpatient location, or an inpatient location

the resource groups and resources associated to this appointment type

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Restrictions Screen (Appointment Type Dictionary)

Use the Restrictions screen of the Appointment Type Dictionary to define conflicts and restrictions that the system checks when users schedule an appointment type. A restriction is a condition that, when evaluated as true by the system, prevents users from booking an appointment. The system evaluates restrictions before searching for a time slot and evaluates conflicts after finding a time slot.

If you assign a reject action to a restriction, users cannot enter the associated appointment type when scheduling an appointment. If you assign a warning action to a restriction, a warning message appears before users can file the appointment type. However, users can still file the appointment.

Similarly, if you assign a reject action to a conflict, users cannot file the appointment date and time found. If you assign a warning action to a conflict, a warning message appears, but users can file the appointment date and time found.

Searching automatically allows you to avoid time slots with conflicts.

You can define the following types of conflicts and restrictions:

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sex and age restrictions

patient type restrictions (inpatient or outpatient) and the time of day than an appointment type can be booked

restrictions based on patient responses to Customer-Defined screen queries

conflict rules

Start Times Screen (Appointment Type Dictionary)

Use the Start Times screen of the Appointment Type Dictionary to define day and start time restrictions for this appointment type. You can

restrict this appointment type from being booked on certain days of the week.

define the blocks of times (that is, early and late start times) users can book this appointment type.

define which days of the week on which users cannot book each block of time.

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If an appointment type has an associated restriction, a warning message appears when a scheduler tries to book the appointment.

In addition, you can define the following for Medical and Practice Management appointment types.

The type of appointment the system uses as a follow up to this appointment type.

The default number of days in the future a follow up appointment is booked for this appointment type.

The type of appointment search the system uses when booking a follow up appointment for this appointment type.

Which practices, facilities, and locations for which the system creates new accounts upon check-in of an MPM appointment.

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Instructions/Query Screen (Appointment Type Dictionary)

When you begin a search for an appointment or reservation/meeting, the Scheduler/Patient Instructions Screen may appear. This screen contains

instructions for the scheduler

instructions for the patient

scheduling queries

Scheduling instructions are defined in the Appointment Type Dictionary in Community-Wide Scheduling and in the Operating Room Procedure Dictionary in Operating Room Management (ORM). Also in ORM, you can create facility and physician-specific notes. These notes and instructions are available to users when booking procedures.

To scroll through a long set of instructions that doesn't fit the allotted field space, enter V (for VIEW) at the View/Print fields. To print out a set of instructions (for example, to send or give to a patient), enter P (for PRINT) and specify a device on which to print the instructions.

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OE Data Screen (Appointment Type Dictionary)

Use the OE Data screen of the Operating Room Procedure Dictionary or the SCH Appointment Type Dictionary to associate OE categories, procedures, and order sets with operating room procedures and appointments.

After you book operating room procedures and appointments, the system files these orders automatically in OE.

Insurance Screen (Appointment Type Dictionary)

Use the Insurance screen of the Appointment Type Dictionary to define patient insurance and referral restrictions.

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Group/Billing Screen (Appointment Type Dictionary)

Use the Group/Billing screen of the Appointment Type Dictionary to define whether the selected each appointment type can be booked for a group appointment. You can

define group size

allow an override of group size

define minimum and maximum procedure codes

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Customer-Defined Data Screen (Appointment Type Dictionary)

Use this screen to enter additional information about each appointment type. You can link queries to this screen in the MIS Application.

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Purge OE Data Routine

Use this routine to permanently purge inactive OE procedures, categories, and order sets from the SCH Appointment Type Dictionary. Use the Inactive OE Data Purged From Scheduling Appointment Type Dictionary Report to print a list of all purged data. This report runs automatically after you use this routine.

List Appointment Types with Inactive Locations and Queries Report

Use this report to print a listing of all appointment types associated with an inactive or non-existent MIS location or MIS Customer-Defined query.

Only those appointment types with a value entered at the Always at Location field (in the Appointment Type Dictionary) are checked when the report is run. Your health care organization can use this report to keep dictionary information up-to-date and accurate, and prevent EMR transaction failures due to patient appointments being linked to inactive MIS locations or queries.

The following information appears on this report:

appointment type name and mnemonic

inactive location

inactive query

Add Insurances by Insurance Group for an Appointment Type Routine

Use this routine to quickly associate insurance restriction actions or referral/authorization restriction actions to selected appointment types and insurances.

If you enter an appointment group, all active appointment types associated with the appointment group appear on the report.

The system adds restrictive actions to

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insurances for the selected appointment types that pass the facility restrictions defined in the MIS Insurance Dictionary.

appointment types when their associated appointment's group's facility is associated with an Authorization and Referral Management (ARM) database.

You can prevent changes to existing appointment type insurance restrictions when you enter an N response in the Override Existing Entries field.

The following information appears on the report.

Appointment type

Insurance

Old and new insurance restriction actions

Old and new Referral and Authorization restriction actions

Reason for no change if no change

Letter Dictionaries

Canned Text Dictionary

Use this dictionary to store

small pieces of commonly used text to insert into other letter, form, and message text

text templates that can be accessed in routines and dictionaries with screen editors

In canned text entries, you can

include data fields, appointment fragments, queries, and group responses that retrieve patient and appointment information

insert other canned text entries

When you use the <Get> key, appointment fragments, data fields, queries and group messages are replaced by data from the application when canned text entries are printed in letters, forms, and messages. You can enter data in this dictionary once and use it an unlimited number of times.

The Canned Text Dictionary works as a word processor. Each entry can include an unlimited amount of text.

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Program Dictionary

After the text of a letter, form, or appointment fragment is created in the Letter Text Dictionary, MS Word, or NPR Report Writer, you need to assign the text to programs in the Program Dictionary. Each program type requires different information for the letter or form to print correctly.

You can use a standard MAGIC program name to print a standard report, or create a program custom name to print a customized report. For example, you must enter a letter text and a MAGIC program name to print a letter type program. Also, if the letter contains an appointment fragment, you can specify the number of appointments to print in one letter.

In addition to attaching program types to letters, forms, and MS Word documents, you can assign program types to appointment fragments and custom inquiry reports for resource and resource group schedules.

You can designate which letter and MS Word program type entries are also automatically archived when printed.

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Letter Text Dictionary and Related Routines

Letter Text Dictionary

Use this dictionary to create text for letters, messages, and appointment fragments. After text is created, use the Program Dictionary to associate the text of only letters and appointment fragments with a print program. The link between the text and a program type determines the criteria for printing custom letters and reports.

The Letters/Forms/Messages Table determines which events trigger the printing of letters, or the sending of e-mail messages.

When creating text in the Letter Text Dictionary, you can use the <Get> key to insert elements into the body of the letter text:

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Enter/Edit MSWord Documents

If your system is configured to run Microsoft Word, use this routine to create documents.

Other Dictionaries

Cancellation Reason Dictionary

Use this dictionary to define all possible reasons patients or staff can cancel or reschedule an appointment. Cancellation reasons can be assigned to NO SHOW appointments. Cancellation reasons appear on the View Appointment screen. You can view a list of cancellation reasons for all of a patient's CANCELLED appointments from the View Cancel Reason screen in the Options Function.

Also, with each cancellation reason, you can assign a cancellation reason type of HOSPITAL, PATIENT or OTHER. The cancellation reason type determines if a PENDING appointment is created when an appointment is CANCELLED. The waitlist date for PENDING appointments appears on the View Appointment Screen.

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For example, if the Prompt Pend On Cancel? parameter is set to Y, and you cancel an appointment with a cancellation reason type of HOSPITAL or OTHER, a PENDING appointment is automatically created.

Custom Required Field Dictionary

This dictionary allows you to define which fields are required on the Schedule Patient Data Screen. The Schedule Patient Data Screen is designed to quickly capture basic information when an appointment is booked, without going through the full registration process.

You can define the following fields as required on this screen:

primary insurance carrier, authorization number, and policy number

ordering physician (provider who ordered the appointment booked)

patient's home address, phone number and primary care physician

reason for the visit or diagnosis

Social Security number

patient's employer address and phone number

short notice and waitlist categories associated with PENDING appointments

These fields are not required on the Schedule Patient Data Screen, but your health care organization can define them as required.

The standard required fields are: Name, Sex, Age/DOB, and Home Phone. These are always required and this requirement cannot be changed using this routine.

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Training Printer Routine

Use this routine to change the printer on which you are training staff during the period of time before your system goes Live. The current training printer appears. You can enter the device name that you want to designate as the new training printer at the Set the Training Printer Parameter to field.

Rules Dictionary

Use this dictionary to write customized rules for your Community-Wide Scheduling Application. These rules, written in the MAGIC programming language, establish criteria for making appointments. You can attach rules to appointment types in the Appointment Type Dictionary. For example, you can set up rules that help prevent conflicts from occurring in the booking process.

The Rules Dictionary

performs customized checks when booking appointments

requires an understanding of MAGIC Programming

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Schedule Edit Reasons Dictionary

Use this dictionary to create reasons you might edit a resource or resource group's schedule.

To edit resource schedules, use the Edit Function in the Process Resource and Process Resource Schedules routines. When edits are made in the Edit Resource Schedule and Edit Operating Room Schedule screens, the reasons entered at the Edit Reason field appear on the List SCH Resource Schedule Edits Report.

If your health care organization uses Operating Room Management and the Internet Gateway, you can indicate which reasons in this dictionary are available from the MEDITECH Internet Gateway.

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Waitlist Category Dictionary

Use this dictionary to create user-defined waitlist categories for PENDING appointments.

If a PENDING appointment is created, users can enter a waitlist category. PENDING appointments with an associated waitlist category of triage appear in the Triage Waitlist Routine.

Reservations/Meetings Dictionary

Overview to the Reservations/Meetings Dictionary

Reservations and meetings are appointment types not associated with specific patients. Like appointments, meetings and reservations use resources that must be present for specific periods of time. Reservations and meetings take place at a given location, and each has an earliest start time, latest start time, and a definite duration.

Use this dictionary to perform any of the following:

define the types of reservations and meetings your health care organization can schedule

create schedules for reservations and meetings in the Resource Schedule Dictionary

link reservations or meetings to default appointment types and reservation types

determine whether the Midnight Run auto-attends a reservation or meeting

After you create a reservation or meeting in this dictionary, you can define or edit its resources using the Process Reservations/ Meetings Routine.

Specifying a Default Appointment Type

To connect the reservation or meeting to an appointment type, use the Default Appointment Type field in the Reservations/Meetings Dictionary. The appointment type assigned at this field appears on the Process Reservations/Meetings screen when you schedule a reservation or meeting.

When creating appointment types that are associated with reservations and meetings in the Appointment Type Dictionary, associate the appointment type with a reservation or meeting appointment group. Assigning the appointment type to a reservation or meeting appointment group limits the Lookup at the Type field in the Schedule a Reservation/Meeting Screen. For

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example, enter G/ and press Lookup at the Type field in the Schedule a Reservation/Meeting Screen. Select MEETINGS from the appointment group Lookup. The appointment type Lookup is limited to appointment types in the meeting appointment group.

If you assign an appointment type to a meeting appointment group in the Appointment Type Dictionary, patient-specific fields, restrictions, and instructions are not used when booking appointments and appointment sets. These fields apply to reservations, however, because reservations involve patients. When you book a patient into a reserved time slot for an appointment type, any conflicts and restrictions and scheduler instructions defined for that appointment type are applied.

Resources/Schedule Dictionaries

Basic Template Dictionary

Use this dictionary to create generic schedules for multiple resources and enter their available frequencies, days, and times. Creating templates saves the effort of creating many schedules that have the same availability and frequency. Once you create a template, it is simple to organize resources in the Resource Schedule Dictionary.

If you answer Y to the Init W/Sched field in the Resource Schedule Dictionary, the template you select appears in the Basic Schedule portion of the screen. If you want to insert a time slot, move the cursor above the line you want to insert a new line. When you press <Insert>, a blank line is created for the new time slot.

Note: The Basic Template Dictionary uses information from the Schedule Element Dictionary. The Schedule Element Dictionary is built by MEDITECH and is part of your system's parameters, you cannot edit the Schedule Elements Dictionary. There is a View Schedule Elements Routine that allows you to view available entries.

View Schedule Elements Dictionary

Use this dictionary to view the schedule elements you can use when creating

schedule templates in the Basic Template Dictionary

resource schedules in the Resource Schedule Dictionary

The Schedule Element Dictionary is an internal dictionary built by MEDITECH. You cannot edit the contents of the Schedule Elements Dictionary.

Resource/Appointment Type Conflict Dictionary

Use this dictionary to

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define the maximum number of appointments of a particular type a resource can perform in one day

assign the number of book minutes and default durations to appointment types for a resource

define appointment type conflicts that are specific to a resource

determine whether a warning or rejection message appears during the appointment process

For example, if a provider cannot perform two complex appointment types back-to-back, you can assign a limit of appointments of the same type a resource can accommodate in one day.

If two resources require a different amount of time to perform an appointment type, you can assign default appointment durations for each resource.


Resource Groups Dictionary

Resource Group Dictionary


Identify all possible resource groups to schedule an appointment.

Record the single department (MIS Location) responsible for this particular resource group.

Define the format of lists you want to print for a resource group or any resources attached to that group.

Identify a customer-defined screen to collect extra information for any resource group list or report.

When staff members book appointments, the system searches for available resources within one or more resource groups. You define the resource groups that are involved in a particular search in the Appointment Type Dictionary.


SCH List Resource Group Appointment Types Routine

Use this routine to list appointment types that use a particular resource group. This information is defined in the Appointment Type Dictionary.


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Resource Schedule Dictionary

Overview of the Resource Schedule Dictionary

Use this dictionary to define resources and their schedules to use when booking appointments. When you search for available appointments, the system checks the resource schedules to determine if and when a resource is available to be booked.

You can determine which resource groups the system should use when booking Operating Room Management appointments.


Compile Basic Schedule Routine

This routine allows you to compile a resource group's basic schedule in the background while you do something else on your computer. A resource's schedule must be compiled to a date for the system to automatically search for and book a time slot on that date.

The latest date for which a resource's schedule is compiled (basic schedule is applied to a date and it is divided in to available time slots) is the compile date. This date is displayed at the Compiled Thru field in the Resource Schedules Dictionary. You may also compile the schedule for a single resource at a time by using the Resource Schedule Dictionary. After you file an entry in this dictionary, you are fielded to compile the schedule.

If you manually edit days in a resource schedule, those edits stay in place when the system automatically compiles the upcoming schedule that includes those days.

The Compile Basic Schedule Routine is more convenient than using the Resource Schedule Dictionary because it allows you to compile all resources in a resource group at once without tying up your computer. To check the status of the compilation, use the System Status Inquiry Routine.

Note: The Compile Basic Schedule Routine runs on the Calendar Compile background job client.

Copy Compiled Basic Schedule Routine

This routine enables you to copy a resource's compiled basic schedule to another resource. It allows you to define a date range that the schedule will be copied to.

This routine helps expedite the process of building the Resource Schedule Dictionary. If several resources have the same availability, a basic schedule can be defined and compiled for one resource and copied to as many others as necessary.

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MPM Scheduler Desktop

Overview of the MPM Scheduler DesktopUse the MPM Scheduler Desktop to schedule everything from physicians and rooms to equipment and meetings in both ambulatory and acute environments. With the MPM Scheduler Desktop, you can schedule patient appointments, manage resources, schedule meetings or reservations, generate reports, and more.

The MPM Scheduler Desktop includes seven scheduling modes:

Patient – can display MPM appointments by patient

Department – displays acute appointments by department

Practice – displays MPM appointments by physician practice

Appointment Book – can display MPM appointments by resource group

Resource – can display MPM appointments by resource

Waitlist – displays pending appointments

Meeting – displays meetings scheduled by meeting type

Because of the importance of confidentiality and patient privacy, the MPM Scheduler Desktop allows the health care organization to customize access to scheduling information

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and desktop routines. The Access Dictionaries determine access to schedule data and individual button options by establishing access groups.

Navigating and Understanding the MPM Scheduler Desktop

Understanding the MPM Scheduler Desktop Screen Layout

The MPM Scheduler Desktop layout consists of five regions. The menu panel region resides on the right side of the screen. The menu panel displays accessible menu buttons, including modes and functions for the user. For ease of use, when using many necessary and various activities from a single Desktop, modes divide the Desktop into sets of related functions.

The header region sits atop each screen. The header provides the user with additional information dependent upon the data displayed in the body region. The body resides in the middle of the screen. The body can contain multiple sections of information within multiple pages.

The footer region lies across the bottom of each screen. The footer contains buttons, which change depending on the user’s access and which mode or function the user utilizes. Footer buttons typically perform an action on an item within the body of the screen.

The utility button region rests in the bottom-right corner of every screen. When configured appropriately, these five buttons allow all users to access help and external links, print the current screen, suspend the session, and send email.

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Using Function Keys in the MPM Scheduler Desktop

The MPM Scheduler Desktop provides you with a function key navigational system. With this navigational system you can quickly maneuver through applications with limited use of a mouse. You can use the shift button in combination with the function key to perform, in most cases, a related or opposite action to that of using solely the function key. You can customize a special function for both the shift and non-shift F3 and F11 keys; however, the system reserves the shift and non-shift F4 and F10 keys for future development.

Navigating the MPM Scheduler Desktop Screen

While navigating the MPM Scheduler Desktop you can utilize the mouse or the keyboard. With the use of navigating around the page using the keyboard’s function keys, arrow keys, and the use of hotkeys to select buttons, you can quickly and easily navigate the MPM screen. Using the system’s navigational system allows you to change your “focus” to different sections, pages, regions, and fields. After you “focus” on an area, the area turns green. Depending on the area, you can maneuver through fields or use hotkeys to activate buttons.

Press To navigate to

<Tab> or <Enter> The next field

<Tab>+<Shift> The previous field

<F6> The next section or block that appears within a body region

<F6>+<Shift> The previous section or block that appears within a body region

<F7> The next page if the screen has multiple pages

<F7>+<Shift> The previous page if the screen has multiple pages

<F8> The next region* of the screen in a clockwise direction

<F8>+<Shift> The previous region* of the screen in a counterclockwise direction

*The regions include the footer, body, menu panel, and utility buttons regions. For example, advancing to the next region while in the body would bring you to the menu panel and from there to the utility buttons, and so on.

While “focusing” on the Press To

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Footer Buttons The letter underlined in the desired footer button (hotkey)

Access the desired footer button

Footer Buttons Change the focus to buttons above, below, to the left, and to the right of the current button

Menu Panel Buttons The letter underlined in the desired menu panel button (hotkey)

Access the desired menu panel button

Menu Panel Buttons Change the focus to buttons above, below, to the left, and to the right of the current button

Understanding Tables in the MPM Scheduler Desktop

Tables in the MPM can provide you with a variety of information. Not only is it important that you understand the information that appears within a table, but also the different types of tables and how to manipulate a table’s attributes.

Some tables depend on you selecting information to continue using the footers or functions. In some instances, you can highlight the desired information; however, sometimes you can select multiples of desired information by placing a checkmark adjacent to the desired items.

Types of Tables

Table Type Description

View Only Provide you with information only available for viewing/reading and not directly editable from the table

Selectable Allow you to select one or multiple pieces of information at a time

Editable Allow you to click on to edit the information within the table

Expand/Contract Allow you to click on to expand a table to view additional information or click on to collapse a table to view less information

Nested Appear within another table and provide you with additional information

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Selecting Items in a Table

Certain tables allow you to select one or multiple items. To select a desired item, click on the item. After selecting an item, the system highlights the selected item green. You can also

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select an individual item by pressing the spacebar on the highlighted item. To select multiple pieces of information you must place checkmarks in the boxes adjacent to the desired items. To select or deselect all of the items, click the checkmark in the table’s heading.

Sorting a Table

Certain tables allow you to choose to sort the displayed information by the column heading. You can change the way items appear on the screen by placing your cursor over a column by which you want to sort. If your cursor becomes a pointing hand, click to sort the table. You can choose to sort the table from beginning to end or from end to beginning by clicking on the triangle icon.

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MPM Specific Modes, Functions, and Footer Buttons

Patient Mode

Use the Patient mode to work with a single patient’s appointment history and upcoming appointments for both ambulatory and acute appointments. Depending on your access, you can book, edit, view, and check in appointments and more using the menu panel and footer buttons.

Depending on the display criteria, the system can display booked, attended, cancelled, no show, and pending appointments in the table of the Patient screen. The Patient screen also provides you with insurance, resource, and additional information on the highlighted appointment.

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After selecting a patient, with appropriate access you can use the menu panel buttons to

Book an appointment

Schedule a walk-in appointment

Schedule a follow-up appointment

Edit an appointment

View appointment information

Create a pending appointment

Schedule a set or series of appointments

Make a payment to the cash drawer

Edit a patient’s registration information

Check in a booked appointment

Process a billing account

Access Patient Portal

Place clinical orders

Create a task

Open a patient’s chart

View and print reports

The following footer buttons allow you to perform additional tasks on an appointment or change the display settings temporarily.

Button FunctionDisplay Select from criteria for displaying both pending and scheduled

appointments for the patient.Letters Forms Print, queue, or delete letters and forms for the selected

appointment.

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Encounter Form Generate an encounter form for the highlighted appointment.Switch Acct Switch the ADM account type for the appointment.Change Status Change the selected appointment’s status.Duplicate Create a duplicate of the highlighted appointment for another

date and time.Allergies Enter and edit allergies and adverse reactions for the selected

patient.Times Record times for the appointment above and beyond what the

system automatically tracks.E/E Alerts Enter or edit free-text, patient-specific alerts for the selected

patient.Health Maint View the selected patient’s Health Maintenance and Disease

Management record.Future Office Procs View the highlighted patient’s future office procedures, if

applicable.

Practice Mode

Use the Practice mode to work with a list of ambulatory appointments for a specific practice. Depending on your access, you can book, edit, view, check in appointments, and more using the menu panel and footer buttons.

Depending on the display criteria, the system can display booked, cancelled, no show, attended, and pending appointments in the table of the Practice screen. The Practice screen also gives you the ability to attach a Customer-Defined screen to display additional data about the highlighted appointment.

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After selecting a practice, with appropriate access you can use the menu panel buttons to

Book an appointment



Edit an appointment


Create a pending appointment

Schedule a set or series of appointments


Edit a patients registration information





Create a task

Open a patients chart



Button FunctionDisplay Select from criteria for displaying both pending and scheduled

appointments for the practice.Letters Forms Print, queue, or delete letters and forms for the selected

appointment.

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Encounter Form Generate an encounter form for the highlighted appointment.Change Status Change the selected appointment’s status.Duplicate Create a duplicate of the highlighted appointment for another

date and time.Allergies Enter and edit allergies and adverse reactions for the selected

patient.Times Record times for the appointment above and beyond what the

system automatically tracks.E/E Alerts Enter or edit free-text, patient-specific alerts for the selected

patient.Health Maint View the selected patient’s Health Maintenance and Disease

Management record.Future Office Procs View the highlighted patient’s future office procedures, if

applicable.

Appt Book Mode

Use the Appointment Book mode to work with a resource group’s schedule in either a daily or weekly format. This mode includes both ambulatory and acute appointments. Depending on your access, you can book, edit, view, check in appointments, and more using the menu panel and footer buttons.

Depending on the criteria you chose from the footer buttons, appointments display in the table in either a daily hour-by-hour schedule for multiple resources or a weekly hour-by-hour schedule for a single resource. The Appointment Book screen also gives you the ability to temporarily view otherwise unrelated resources.

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After selecting a resource group, with appropriate access you can use the menu panel buttons to

Book an appointment



Edit an appointment








Create a task




Button FunctionDaily Display an hour-by-hour, combined daily schedule for all of

the resource schedules tied to the selected resource group.Weekly Display an hour-by-hour, individual weekly schedule for each

of the resource schedules tied to the selected resource group.Prev Day Navigate to the previous calendar day.

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Next Day Navigate to the next calendar day.Go To Day Input a specific date to view.Cut Move an appointment from one timeslot and place it in a new

timeslot.Copy Create an identical appointment from one timeslot and insert it

in an additional timeslot.Paste Place a copied or cut appointment into a new timeslot.Change Status Change the selected appointment’s status.Transfer Transfer the appointment from one resource to another.Temp Rsrc Group Add resources to form a temporary resource group to view in

the appointment book mode.

Resource Mode

Use the Resource mode to work with a specific resource’s schedule for both ambulatory and acute appointments. Depending on your access, you can book, edit, view, and check in appointments, and more using the menu panel and footer buttons.

Depending on the day you select, you can view available appointment slots and an hour-by-hour schedule for the selected day, which can include booked appointments, sets, and series. After selecting an appointment, additional details on both the patient and the appointment appear in the Patient Information and Appointment Information blocks The Resource screen also gives you a meter that displays the percentage of the day scheduled.

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After selecting a resource, with appropriate access, you can use the menu panel buttons to

Book an appointment



Edit an appointment








Create a task




Button FunctionPrev Month Navigate to the previous calendar month.Next Month Navigate to the next calendar month.Go To Day Input a specific date to view.Cut Remove an appointment from one timeslot and place it in a

new timeslot.

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Copy Create an identical appointment from one timeslot and place it in an additional timeslot.

Paste Place a copied or cut appointment into a new timeslot.

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Community-Wide Scheduling Glossary

abort

To prevent a job from finishing, a job can be aborted by the system or by a user.

For example, you can abort a print job before it is completed.

access

To obtain entry to, or to locate, read into memory, and make ready for, some operation. Users' ability to work with particular facilities, departments, resource groups, resources, appointment groups and types, routines, dictionaries, or process screen button functions are limited to those to which they have access.

access category

A category that designates the facilities and departments with which users can work.

access group

A group of users that has been authorized in your module's Access Dictionary to use a specific set of functions for a Process routine.

access level

For system security purposes, a degree of access granted via your module's Access Dictionary to a group of users who perform similar tasks.

account number

A unique number that identifies each patient visit.

account number

A unique number that identifies each health care organization visit for a patient. The number is used for identification and billing purposes.

account number (HCIS)

A unique number that identifies each health care organization visit for a patient. The number is used for identification and billing purposes.

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acknowledged problem order

A problem order that is marked to show that OE users at your health care organization are aware of it (via the Acknowledge function in the Process Problems Routine).

When a problem is marked as ACKNOWLEDGED, it remains on the ordering provider's list of problems until resolved.

action

A code that describes the current responsibility for an auth/referral.

Typically, action codes indicate that some steps are needed by the requesting provider or PCP, the specialist, or the insurance carrier. When you assign an action, you specify on whose worklist the auth/referral appears next.

active dictionary entry

A dictionary entry that is ACTIVE. ACTIVE entries appear in the Lookup at a prompt.

admission status

A status indicating the current stage of a patient's visit to the health care organization.

Patients can be classified into one of the following admission statuses.

scheduled (SCH)

pre-admitted (PRE)

pre-registered (PRE)

admitted (ADM)

discharged (DIS)

departed (DEP)

Patient statuses are combinations of admission statuses and patient types.

Advanced Beneficiary Notice

A waiver form that users can print when the medical necessity status of an ICD9 code the user enters for an ordered procedure is either REJECTED or UNKNOWN. By signing this waiver form, the patient acknowledges financial responsibility for having the procedure performed.

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Alert Feature

A diagnostic feature of the MEDITECH HCIS that notifies programmers, system operations personnel, and other staff via e-mail when an error situation occurs. MEDITECH modules' parameters define when alerts are issued. The MIS Alert dictionaries define which error situations the system checks and what action to take when an error situation occurs.

The Alert feature checks the following for error situations. Once notified, you can take corrective action before the situation worsens.

system

servers

background jobs

client PCs

network

modules

application databases

allergy/adverse drug reaction

In general, allergies and adverse drug reactions are undesirable reactions caused by exposure to a specific drug or allergen (a substance that is the source of an allergy).

Allergies/adverse reactions can be coded or uncoded.

allergy

Occurs after a person is exposed to a drug or other substance several times and then develops an immune response to it.

For example, a person may take penicillin once without ill effect, but on subsequent exposures may develop increasingly severe symptoms.

adverse reaction

Occurs on the first exposure to a drug or other substance and is the result of an individual metabolic difference rather than an immune response. Symptoms appear with no prior exposure and cease when the substance is removed.

For example, a person who takes erythromycin may experience nausea. However, the nausea ceases when the person stops taking the medication.

Allergies/adverse reactions can be coded or uncoded.

application

See module.

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application database

A set of parameters, data, and dictionary files for a single application. A health care organization can have multiple databases for the same application. For example, ADM databases ADM.A and ADM.B. Each database operates independently and has its own set of parameters, data, and dictionary files. Databases are defined in the MIS parameters.

application server

In a 3-tier network, a personal computer that executes programs for MEDITECH modules.

appointment

A time and date entered into the schedules of the needed resources and reserved for a specific patient.

appointment fragment

A piece of text, created as letter text and then attached to a program in the Program Dictionary. The text for appointment fragments include data fields that can retrieve variable appointment information from the SCH database (for example, appointment date/time, location, type).

Defining a piece of text with data fields as an APPT FRAG type in the Program Dictionary allows the system to print the fragment text multiple times in a letter if a patient has more than one appointment.

appointment group

A group of closely-related appointment types, associated in the Appointment Group Dictionary with a common facility, departments within the facility, and resource groups within those departments

For example, you could define an appointment group, Lower GI Tests, consisting of related appointment types such as barium enema, sigmoidoscopy, colonoscopy, rectal biopsy, etc., associated with the Gastroenterology Department in the East Building Facility.

appointment list

A list of the available appointment times on the process appointment calendar.

appointment orders

A type of order characterized by a time and date entered into the schedules of the needed resources and reserved for a specific patient.

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appointment profile

A block of time reserved for booking certain appointment types. You can enter the profile time in the Resource Schedule Dictionary after answering Y to the Appt Edit Prompt. You can also modify the time when editing a resource's basic schedule in the Process Resource Routines.

appointment set

A group of appointment types that must be completed in a specific sequence within a certain time period.

appointment slot

A discrete block of time in which you can schedule a patient appointment.

appointment status

A label describing an appointment's stage in the scheduling process.

ATTENDED

BOOKED

CANCELLED

NO SHOW

PENDING

appointment type

A specific care session (EKG, XRAY, physical therapy, inoculation); an event that you may schedule.

archive

To copy old data from a live disk to a long-term storage medium (disk or tape). After data is archived, it is often purged from the live disk to create space for new data.

at risk day

Each day of an inpatient stay that is not authorized by the patient’s insurance. A day is not considered authorized unless all of the following conditions exist:

The auth/referral date is no later than the day in question.

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The auth/referral expiration date is no earlier than the day in question.

The auth/referral’s status is APPROVED, CLOSED, or EXPIRED.

The auth/referral is mapped to a referral type of I (inpatient) in the MIS Referral Type Dictionary.

atom

One of the following constructions: constant, literal, identifier, function, or parenthesized expression.

attended appointment

The status of an appointment after a registered patient has appeared for the scheduled appointment. If the appointment type dictates, appointments can be automatically changed to ATTENDED when the patient is registered.

audit trail

A log of changes made to data, for example, a report that shows changes in a patient's height and weight. The log can also show the user who made the edits.

auth/referral

In the MEDITECH ARM Module, a request made by a provider for authorization of specific care services performed by another provider.

Health plans may require that designated primary care providers initiate an auth/referral for coverage of specialty services. The insurance provider or managed care office must approve the auth/referral before the specialist's services are covered.

authorization

See auth/referral.

authorization number

A number issued by the insurance carrier indicating that a referral for health care services is approved. This number appears as the auth/referral's identification number on auth/referral Lookups and in the Authorization Number field on the Process Referral and Process Referral by Patient screens

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authorized services

Services that an insurance plan ordinarily covers under the terms of the patient's insurance benefit. To provide these services, an insurance carrier or managed care office usually requires a referral from a provider affiliated with the plan.

auto-attend

An appointment that is automatically changed to ATTENDED status when a patient is registered in Admissions. You can determine if an appointment type should be auto-attended in the Appointment Type Dictionary. Use the SCH Reservation Dictionary to determine if a reservation or meeting type should be auto-attended.

backfiled order

An order that is entered in another module and transmitted to the Order Entry Module (OE) (for example, an order placed in the Provider Order Management Module (POM) and filed to OE).

background billing interface job (OE BAR INFCE)

An internal program designed to compile billing information to be collected by the Billing/Accounts Receivable Module (B/AR), and calculate the previous day's statistics.

The background billing interface job runs once a day, just after midnight, and only if the OE background print job is running.

background job

A job that runs without user interaction. Background jobs are predefined to run on a dedicated background job client.

background print job (OE BKG)

An internal program designed to process print jobs and report print job status to users.

When the background print job is running, the following events occur:

orders and requisitions entered via OE print at their appropriate destinations, or transfer directly to interfacing modules like Blood Bank, Laboratory, Microbiology or Imaging & Therapeutic Services.

orders or reports in the print job's delay queue are sent again

the system reviews orders of patients discharged via Admissions, and cancels future orders

When the background print job is not running, none of the above occur.

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basic schedule

A list of the times of day and days of the week that a schedule is available and the resource groups to which the resource is assigned at various times

For example, Dr. Jane Jones works 8:00 to 12:00 each weekday morning with the resource group, General Surgeons, at the local hospital, Then she has a half-hour of unscheduled time for lunch from 12:30 to 1:00 p.m. and then sees patients at the Main Street Clinic from 1:00 to 5:30 every afternoon except Thursday .This is her basic schedule. Her actual schedule is the basic schedule filled in with appointment with specific dates, times, and patients.

Compare with resource schedule and schedule.

basic template

A generic schedule, that is, blocks of time during the week marked as included or excluded that you can apply to any resource in the Resource Schedule Dictionary.

Basic templates, defined in the Basic Template Dictionary, can be copied into a Resource Schedule Dictionary entry for a resource and tailored to fit that resource's needs. For example, you could define a schedule template called Nine to Five with the morning hours from 9:00 to noon included; the time from noon to 1:00 p.m. excluded (for lunch) and the hours from 1:00 to 5:00 p.m. included again.

The Nine to Five Schedule template can then be copied into a resource's schedule and modified by including or excluding other times during the week (for example, by including 6:00 to 8:00 p.m. every Thursday for evening appointments). This makes it more convenient to set up schedules for a large number of resources.

bed status

Describes the condition of a bed at your health care organization as defined in the MIS Bed Dictionary. For example, CLEAN or BED UNAVAILABLE.

Users can assign patients to any bed, regardless of its status. Even if a bed has an inappropriate bed status, such as DIRTY, it is technically available for patient assignment as long as the bed is unoccupied.

bed type

An indicator that classifies the level of care assigned to a patient during a stay in a health-care facility.

benefit plan

A combination of benefits contracted under an insurance plan.

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bill on status

The order status (for example, ORDERING or RESULTING) in clinical modules at which a procedure is eligible to be sent as a charge to the Billing/Accounts Receivable (B/AR) Module.

In the LAB modules, you specify order status at the LMB Bill Status (LAB, MIC, and BBK) and PTH Bill Status (PTH) parameters. You can override these values at the Bill on Status prompts in the Test and Procedure dictionaries.

In ITS, you specify order status at the Bill on Status prompt in the Procedure Dictionary (Billing/Printing page). You can override this value by site in the same dictionary.

In Order Entry, you specify order status at the Bill on Status prompt in the Category Dictionary.

billing comment

A message on the printed form that provides useful information about the account, for use by other staff.

billing procedure code

A code used to transfer charge information for a test or procedure from a MEDITECH module to the Billing/Accounts Receivable module.

The system uses the billing procedure code corresponding to a procedure's HCPCS/CPT Code to evaluate whether the procedure is medically necessary. Billing procedure codes are assigned (in the MIS Billing Requirement Data Routine) to a set of requirements with specific diagnosis and modifier data defined for each code.

billing site

The site credited when a procedure is advanced to its bill-on status. The billing site is the site the user has selected to gain access to the system and advance the procedure to its bill-on status.

binary operator

An operator placed between two atoms to form an expression that is evaluated from left to right.

book an appointment

To set aside for a patient a specific date and time in the schedules of the resources needed for a given appointment type

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booked appointment

The status of an appointment when first made. BOOKED appointments are assigned a date, time, and location. Time is allocated for these appointments on resource schedules.

buffer

A reserved portion of memory in which data is temporarily held while being transferred to another location.

button

A visual representation of a routine, menu, or function. You access the routine, menu, or function by clicking on the button.

Desktop Buttons

The presence of a button on a desktop indicates you have access to the button's corresponding routines or menus.

Buttons on Process Screens

Process screens have a row of buttons on the top of the screen. If a button is inactive ("grayed out"), you cannot access the routines, menus, or functions associated with that button.

Toolbar Buttons

The buttons on the MEDITECH toolbar are consistent in all modules. They perform basic functions such as saving or exiting a screen.

cache

As a noun, memory where frequently used data values are stored.

As a verb, to place frequently used data values into memory.

calendar

Days and months on process resource screens that you can mark or research.

cancellation reason

The reason that an appointment does not proceed as planned.

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cancelled appointment

You can mark appointments as CANCELLED and attach cancellation reasons via the Change Status Routines in the Process Appointments routines.

If the cancelled appointment has a cancel reason type of something other than PATIENT, the system automatically creates a pending appointment.

If the Appointment Type Dictionary indicates it is an auto-waitlisting type, a PENDING appointment is automatically created when the appointment is cancelled.

If an appointment with the status of PENDING is created when an appointment is cancelled, the cancellation reason for that appointment is stored in the newly created PENDING appointment.

canned text

A frequently used text passage that you can store in the Canned Text Dictionary for your module and use as needed.

Canned text can include data fields that are replaced by data from the application database when a user inserts the canned text into a text file.

capitated payment

Under a capitation arrangement, the payment made to an eligible provider at the end of each month. The payment is based on a fixed amount for all that provider's members.

capitation

A system in which providers agree to accept an established payment in advance in return for services. The provider is periodically paid a specified fixed amount for each person served (for example, PMPM – per member per month) for a group of specified health services, regardless of the actual number or nature of services delivered.

care area

A location in a health care organization that has primary responsibility for a patient's care. An example is the patient care station to which the patient is assigned. Such a location can be designated as Inpatient or Outpatient in the MIS Location Dictionary.

care group

An organized group of health care providers who usually work together in the same location. Also referred to as a practice.

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care plan

A type of plan of care that is open-ended, relying on achievement of specified goals and does not have a specific ending date (unlike a critical path).

category

A logical grouping of procedures or orders within the Order Entry Module (OE), reflecting a department or division within a department Cardiology, Laboratory, Blood Bank, Work, Dietary, and Medication are examples of categories.

category

A label that you assign to a group of people. This label lets you to send reminders to a group rather than to individuals.

You create a category in the Category Dictionary, then use the Access Dictionary to make the category available to user groups.

category type

The characteristic of a category that governs whether

the associated order or requisition applies to patients, locations, or both

a change in price appears in the Billing/Accounts Receivable Module

the category's procedures can be interfaced with other modules

The following table describes the types of categories.

Type Dictionary Patients Location ChargesUsed in Routines

Order Procedure Yes No Yes Enter Orders

Stock Procedure Yes Yes Yes (for patients)

Enter Orders

Enter Requisitions

Diet Dietary Procedure

Yes No No Enter Orders

Nursing Care Procedure

Yes No Yes Enter Orders

Payment Payment Procedure

Yes No Posted to GL or B/AR

Enter Misc. Cash

Enter Orders

Work Procedure No Yes No Enter Requisitions

Category types are assigned to categories in the OE Category Dictionary.

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chart split printer

A printer in the network used to convert archive files into .tif images.

claim

A request for payment in accordance with the terms of an insurance policy. A claim can also refer to the amount of money requested.

client PC

A personal computer (PC) that accesses shared network resources provided by a server.

clinical department

A department within LAB, ITS, and PCS used to track procedures, interventions, user access restrictions. For example, LAB departments provide organization of workload for the testing and reporting of specimens. LAB departments include Chemistry, Hematology and Urinalysis.

GL departments have matching clinical departments, however, clinical departments have no link with GL departments. The B/AR module does not recognize clinical departments.

coded/uncoded allergies/adverse reactions

coded

Allergy/adverse reactions defined in the MIS Allergy/Adverse Reaction Dictionary. For example, the PHA Module uses only coded allergies/adverse reactions to check for medication reactions.

uncoded

Allergy/adverse reactions entered via the Enter/Edit Patient Data - Allergies/Adverse Reactions screen. For example, a user might enter an uncoded allergy/adverse reaction when he or she is not sure whether the allergy/adverse reaction is valid.

coding method

A standardized scheme or format for procedure codes. Examples are REV codes, CPT codes, and ICD-9 codes. The same procedure can be represented by several different codes, depending on the coding method.

coding status

An indicator of the stage in the coding process of a patient account.

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Status Description

ASSIGNED Account assigned to a user

UNASSIGNED

Account not assigned to a user

PENDING Message sent to Scan User or Routing Administrator

HOLD Temporary status

COMPLETE Coding completed for account

compilation number

A number that you can use to identify the compilation of a selection file, log, or purge list. The system assigns the number when you compile a file (or a temporary list of accounts).

Note: For purge lists, the compilation number is also known as the purge list number.

compile date

The latest date for which a resource's schedule is compiled in the Resource Schedule Dictionary. The system cannot search for and book appointment slots for dates beyond the compile date. This date is displayed for a resource at the Compiled Thru prompt in the Resource Schedule Dictionary.

To extend the compile date for a resource, use the Compile Basic Schedule Routine on the standard Resource Dictionary Menu.

confidential status

A status indicating that information for a patient is private. Access to confidential information is restricted to authorized users only. In a Lookup, the letter c appears to the left of a confidential patient's name.

Patient confidentiality is assigned through routines in various MEDITECH modules as shown below.

Routine Module

Enter/Edit VIP/Confidential Status Routine Admissions

Location Dictionary MIS

Enter/Edit Patient Routine Medical Records

Enter/Edit Temporary Location Routine Order Entry

(patients at a confidential location)

Compare with VIP status and sealed records.

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constant

A string of digits, decimal points, and letters beginning with a digit or decimal point.

continuous order

An order that remains active indefinitely until canceled or put on hold. Continuous orders are generated daily by the Midnight Run.

contraindication

A patient condition that precludes prescribing a specific medication. That is, a patient with this condition should not take the medication at all or only in reduced doses because of potential side effects.

For example, drugs that affect the kidneys, such as gentamicin, are contraindicated for patients with impaired renal function.

control structure

A programming tool that allows a process to select one of several alternative actions.

coordination of benefits provision

A provision in a group insurance plan specifying that the plan does not pay for amounts reimbursed by another group health insurer. These provisions ensure that an insured's benefits from all sources do not exceed the entire allowable medical expense.

copayment

The amount of health care cost that the covered person is responsible for paying (varies depending on benefit plan).

covered services

Health care services that are authorized for payment by the insurance carrier, within a given plan.

CPT (Current Procedural Terminology) Code

A standard code that identifies a medical test, procedure, or product.

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critical path

A type of plan of care that describes an optimal sequence and timing of key events in the process of care for a particular problem. A critical path has a timeline and a specific ending date, unlike a traditional care plan.

critical pathway

A patient Plan of Care encompassing goals, diagnoses (from patient care or other disciplines), and interventions (from patient care or other disciplines). A critical pathway can be defined by level or by day.

Critical paths do not require patient care diagnoses, and may only have goals and interventions.

current diet

The diet for a patient’s next scheduled meal. Meal times are defined in the OE Customer-Defined Parameters Dictionary.

The current diet generally appears on meal labels. Thus, the current diet is also called the display diet.

cursor

An indication of your position on the screen, most often in the form of a flashing vertical line at a prompt.

custom report

A unique report created using the NPR Report Writer.

custom report

A unique report created using the NPR Report Writer.

customer-defined screen

A data entry screen you can create to collect information that is important to your health care needs. This screen allows you to record information that is not standardly captured.

Customer-Defined screen (CDS)

An entire screen or a portion of a screen that your health care organization can use to collect data not captured on a standard screen.

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CDSs occur in most MEDITECH modules. CDSs are defined in the MIS Customer-Defined Screen Dictionary, where you can specify information about each prompt and the corresponding response field on the screen. Your health care organization's assignment of CDSs in dictionaries and parameters determines when and where CDSs appear in your modules.

data element

A keyword code that allows you to retrieve current information about a patient or department.

data field

A single element of MAGIC code that retrieves an item of data from the MEDITECH database, for example, a patient's age or a lab specimen number.

Data fields can be inserted into documents such as labels or letters or incorporated into rules. For example, [f pt name] represents a data field which retrieves a patient's name and inserts it into a label, letter, rule, etc.

data item

A single piece of information on a panel. For example, on the Vital Signs panel, the data items listed are temperature, pulse, respiratory rate, and blood pressure.

deductible

An initial amount specified in an insurance policy from which a benefit plan is exempted. The policy holder must pay this amount before the plan covers any remaining expenses under the terms of the policy.

default response

A pre-determined prompt response that automatically appears at certain prompts. You can edit default responses.

delay queue

A temporary location in which new Order Entry Module (OE) orders are placed after they have been unsuccessfully transmitted several times from the print queue. OE continues attempting to transmit orders from the delay queue after it completes transmitting orders from the print queue.

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An order can be placed on the delay queue for many reasons, for example, if the designated printer is non-existent (not defined or INACTIVE in the UNV Printer Dictionary), malfunctioning, or disconnected.

Demo Recall

A permanent file that stores patient demographic information, such as insurance, next of kin, address, and guarantor. The system creates a single Demo Recall file for each patient.

The Demo Recall file contains the type of information that typically does not change with each visit. For example, the Demo Recall file stores address information but not the admitting doctor.

Using Demo Recall information minimizes the amount of data entry required. For example, during admission, when a previous patient arrives for a new visit, the system updates the screen with the information stored in the Demo Recall file for that patient. Registration personnel review and update the information that has changed since the last visit.

demographic information

Information that is not key field information but that is used to identify a particular patient. The following fields are considered demographic fields in MEDITECH's ARM Module.

Maid/Oth Name Home Phone

Street Marital Status

City Employment Status

State Employer

Zip Code Work Phone Number

department

A location in a health care organization that is responsible for administering various procedures. An example is the Cardiology Department. Such a location is designated as a Department in the MIS Location Dictionary.

dependent

An insurance plan member who is entitled to receive coverage based upon a family relationship to the plan subscriber. Each plan determines which family members (spouses, children, elderly parents) qualify as dependents and may place conditions on these relationships. For example, children might qualify for coverage only if they are under 18.

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desktop

The menu that appears when you sign onto a MEDITECH module. A desktop contains buttons that indicate the contents of the menu or routine that appears when you click on the button.

Each button provides access to a menu or a routine. Menus may lead to other menus. Routines are distinguished from menus on the desktop by a small black arrow in the lower left corner of the button.

standard and custom desktops

Each MEDITECH module has a standard desktop, which can display up to 25 buttons. Administrators control access to the routines and menus on the standard desktop by creating custom menus and desktops in the NPR Module.

Custom menus and desktops are created to suit the unique needs of individual users, and usually contain only the routines necessary for a user to perform his or her job.

destination

A printer or device receiving information such as patient orders. You can also have a destination set.

destination set

A predefined group of devices (that is, destinations) receiving information, such as patient orders. A printer from the set is selected based on the patient's facility or order site.

dictionary

A user-defined set of information unique to your health care organization. Dictionaries contain relatively permanent information that is commonly shared by multiple departments throughout your health care organization.

dictionary entry

An entry in a dictionary. ACTIVE dictionary entries appear as choices in the list that appears when you press at a prompt.

Lookup lists appear at prompts that refer to dictionaries.

distribution group

A group of users, defined in the MIS Distribution Group Dictionary, which are grouped together for convenience as recipients of on-line messages (For example, all the users in the

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Pediatrics Department might form a distribution group called Pediatrics). Distribution groups can incldue, not only individual users, but also other distribution groups.

download

To transfer a file from one system to another. For example, you can download a report from a MEDITECH module to your PC.

Drill Down Reporting

This feature provides process screens that allow users to track GL batch information from GL back to the module that generated the batch. Users can print reports throughout the drill down process to obtain various levels of information.

DSM-IV (Diagnostic and Statistical Manual of Mental Disorders, Fourth Edition)

A system of codes maintained by the American Psychiatric Association. All DSM-IV diagnostic codes are also valid ICD-9-CM codes. The following axes are used in the DSM-IV classification system.

Axis Description

I Clinical disorders and conditions that need clinical attention (for example, anxiety disorders, mental disorders due to a general medical condition, mood disorders, somatoform disorders and subtance-induced disorders)

II Personality disorders and mental retardation

III General medical conditions

IV Psychosocial and environmental problems

V Global Assessment of Functioning Scale

duplicate order

An order entered more than once, for the same patient, within less than the time specified for the procedure at the Duplicate Order Hours prompt in the Procedure Dictionary.

If you enter a duplicate procedure during order entry, a message alerts you, and you are asked to supply a clinical justification for the duplication.

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duplicate order hours

The minimum number of hours allowed between consecutive orders of the same procedure and for the same patient. Your health care organization sets this interval in the Procedure Dictionary.

EAR

The Electronic Ambulatory Record used as part of the Medical and Practice Management Suite.

e-code

An ICD-9-CM code used for Durable Medical Equipment (DME). E-code stands for External Cause of Injury code.

Electronic Data Interchange (EDI)

The automated exchange of data and documents in a standardized format.

For example, the Materials Management module uses EDI when it sends purchase orders to a vendor directly. Also, the Admissions module uses EDI when it receives insurance information directly from an outside insurance database.

electronic signature

A MEDITECH feature that allows eligible users to "sign" reports, orders, and patient records that are electronically stored.

This feature allows your providers to verify records without signing paper copies. It also allows your health care organization to store reports and patient records electronically, eliminating voluminous paper files.

element code

In the Group Response Dictionary, a code that identifies an entry's mnemonic.

EMR (Enterprise Medical Record)

A MEDITECH module that collects, stores, and displays clinical data for patients within a health care organization.

Health care providers use EMR to access multiple sources of patient information at one time. EMR accepts data from many separate MEDITECH enterprises, such as hospitals, clinics, and provider offices, as well as data from outside vendor applications.

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Patient information processed by EMR ranges from demographic and status data to orders performed and medications administered during a visit. Because this information is never purged from EMR, patient histories are permanently maintained.

Note: For certain facilities, for example, employee health and veterinary lab testing, you may not want patient data to go to the EMR. Therefore, in the MIS Facility Dictionary (MIS System Dictionaries in the MIS Toolbox), the prompt, Suppress from EMR?, can be set to Y to prevent data transfer from NUR, PCS, and other Modules.

EMR Identifier (EMR ID)

The unique name assigned in various dictionaries to EMR items. The EMR ID is the name by which a dictionary item appears in the Enterprise Medical Record (EMR). Items must have an EMR ID before they can appear in EMR.

The EMR ID allows you to differentiate similar items in various dictionaries. For example, a Microbiology procedure and a LAB test could have identical mnemonics within their respective dictionaries. Assigning an EMR ID prevents any confusion in EMR.

EMR Item

An item from one of several MEDITECH dictionaries that has been assigned an EMR ID. Items can be tests, interventions, queries, or procedures.

EMR prefix

One or more characters that precede an EMR number. The number prefix is determined by a health care organization and entered by a MEDITECH Applications Specialist using an EMR utility.

The prefix cannot:

contain characters that are illegal in a Windows® file name (for example, .<>*)

end in a numeral

include lowercase alphabetical characters (that is, they must be capitalized)

MEDITECH recommends a one- or two-character upper-case alphabetic prefix.

enterprise

A health care organization comprised of several different types of care-delivery services. Examples include, acute care hospitals, long term care facilities, home health agencies, outpatient centers, and physician practices.

For example, in SCH, multiple facilities can use one SCH database to book appointments at all the facilities in the enterprise. Or, several facilities can use multiple SCH databases to

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book appointments across the enterprise. Users can view booked patient appointments in different facilities using one routine.

Enterprise medical record (EMR) number

A unique number assigned to a individual receiving services by the Enterprise Medical Record Module. This number identifies an individual's medical records throughout the individual's lifetime. Each EMR number has a unique one- or two-character prefix.

The system assigns an EMR number to an individual during registration. Users can identify individuals by EMR number at most Patient prompts. The number accompanies other demographic information (such as account number and admitting provider) on many screens throughout EMR.

expression

A combination of symbols, identifiers, values, and operators that yields a result upon evaluation. In programming, the resulting value might then be assigned to a variable, passed as an argument, tested within a control statement, or used as part of another expression.

facility

An independent registration area and medical record department, typically with a single Master Patient Index, within an MIS. During admission/registration, a patient is assigned to a facility and given an account number that includes a facility identifier.

A facility may be a part of the organization's physical location or an off-site location.

In the MIS module, system administrators can restrict user access to facilities.

failed OE transactions

A transaction status that is assigned to an OE order that the system has failed to file in OE.

favorite order sets

One or more commonly placed orders that a specific provider can order in the Provider Order Management Module (POM). (POM is accessible from both EMR and PCS).

When entering orders in POM, providers can edit the default values and responses defined for the favorite orders in the OE Favorite Order Sets Dictionary.

field source type

The source from which a data field is created.

Standard fields are supplied by MEDITECH.

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Custom fields are created by MEDITECH specifically for your health care organization.

Modified fields are standard fields that have been edited by MEDITECH for your health care organization.

file

Verb To save information to a file.

Noun A collection of related information.

financial class

A group of common insurances defined in the MIS Financial Class Dictionary. Insurances are associated with a default financial class in the MIS Insurance Dictionary (one of the MIS clinical dictionaries).

Your health care organization can use the financial class to retrieve information for reporting purposes or to determine which patient types are subject to medical necessity evaluation.

Financial class can be linked in the ABS Patient Class Dictionary with a patient type to form a patient class. For example, the type Inpatient can be combined with the financial classes MC and MD (Medicare and Medicaid) to form a patient class IN MC-MD

folder number

A unique folder identifier that the system assigns when it creates folders (in the Scan Routine) and files with account information. The folder number then remains with the folder until it is transferred to permanent storage.

An alpha prefix distinguishes the type of folder.

folder scanning status

An indicator of the stage (that is, which routine) in the scanning process of a folder and its scanned images.

Status Routine

S Scan Forms Routine

A Assign Forms ID

R Rescan Documents)

footer buttons

Buttons that appear at the bottom of screens. Users can click footer buttons to process (that is, take action on) selected data, or data within the body of the screen.

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foreground job

A job that usually requires user interaction. Foreground jobs usually run on a user's client PC, but can (on rare occasions) run on a background job client.

formula

Dosage instructions for administering a patient's dietary supplement (such as Ensure).

frame

An independently functioning section of the EMR screen.

The Menu frame displays the EMR menu options. The Data frame displays visit information.

free text

Text that can be made up of any combination of characters with no pre-defined format. Some MEDITECH fields allow free-text entries. Other fields require specific types of responses such as numeric, date, or time.

function

A routine that is available from within a process routine.

For example, in the Order Entry module, Cancel Orders is a function in the Review Orders Routine.

future order

An order for a procedure whose service date occurs in the future (T+1). The category's Hold Future Orders? field must be set to Y.

For example, the system waits until the service date arrives before it deducts an item from the Materials Management for a stock-type order.

generic user

A user who is not specifically defined as a user in an ARM Access Dictionary entry. (The user is not entered in the Users field on the main Enter/Edit Access screen. )

GL corporation

A number assigned to a health care organization (or part of one). The number is used to separately track revenues and expenses for each facility within a multi-facility organization.

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GL department

A location within a health care organization that generates either revenues and expenses or expenses only. Examples of departments include Cardiology (which generates revenues and expenses) or Housekeeping (which generates expenses only). In the GL chart of accounts, a department is constructed by combining a GL corporation component with a generic department component.

GL expression

A formula for creating GL account numbers. Instead of entering one GL account number at a time, you can define an expression that combines GL components to form one or more account numbers. The system looks at the expression you have defined to determine which dictionaries contain the component values needed for creating the account.

For example, CRP_"."_"1100.0030" combines all CRP component values with the literal account value "1100.0030".

GL period

A period of time (usually a month) used for

tracking financial and statistical activity

compiling financial and statistical reports

You can define GL Periods in the MIS GL Accounting Periods Dictionary.

A fiscal year can be divided into either 12 or 13 GL periods.

group appointment

A time and date entered into the schedules of the needed resources and reserved for a group of patients.

group response

A group of related responses assigned to a Group type query.

For example, you might define a group response of Pain that includes the responses None, Slight, Moderate, and Extreme. The responses appear in a Lookup.

Group responses are defined in the MIS Group Response Dictionary.

group response type

A type of response, assigned to a group, that restricts user prompt responses to a consistent, limited set.

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HCIS (Health Care Information System)

A set of related databases that share dictionaries and data within a ring. MEDITECH stores all application databases (for example, MIS, BAR, etc.) in an HCIS. When defining an HCIS, MEDITECH specifies the list of servers that the HCIS is allowed to use. Each HCIS is linked logically (not physically) to a ring.

Note: Most health care organizations have only one HCIS associated with each ring. However, multiple HCISs (for example, Live A and Live B) can exist on one ring.

HCPCS/CPT Code

A standard code that identifies a medical test, procedure, or product.

You can define HCPCS/CPT Codes in the MIS HCPCS/CPT Code Dictionary.

CPT (Current Procedural Terminology) is an AMA (American Medical Association) code system. For example, a complete blood count has a CPT code of 85022.

HCPCS (HCFA Common Procedure Coding System) are Medicare codes used to supplement CPT codes. For example, a plaster cast has an HCPCS code of L2102.

HHIS (Home Health Information System)

A set of related computer databases used by home health care organizations to track and manage their activities. An HHIS can be linked to and share information with an HCIS.

ICD9 Code

A medical diagnostic code that serves as a criterion for determining insurance reimbursement.

This code is used mainly to document the reason for ordering a procedure. ICD9 codes indicate the condition mostly responsible for causing hospitalization or other use of health care services.

ICD9 refers to the International Classification of Diseases (ninth revision).

icon

A small graphic that is a symbol for a type of visit. The following is an example of the icon that indicates a recurring visit.

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identifier

A text string that is used as a label, such as the name of a procedure or a variable in a program.

Inbox/Outbox

Routines used to send and receive information to and from applications. The Inbox processes incoming data, and the Outbox processes outgoing data.

Inboxes and Outboxes are used by sites that combine the following:

MEDITECH modules and non-MEDITECH applications

Client/Server (C/S) and MAGIC modules (that is, mixed platform sites)

Different Client/Server (C/S) systems, such as conventional C/S modules and Long Term Care (LTC)

index file

A system-created internal file that contains subsets of information for a record. Several MEDITECH modules (such as ABS, B/AR, MC, MM, MRI, P/P and PRV) use index files.

When you compile a report, if you include an index file as a select field, the report compiles faster than it does without an index file.

Example Using an Index File

Assume that you want to create an Abstracting report that includes all females admitted in the month of August 1999.

1) In the Compile an ABS Patient Report Routine, you respond to the select field.

2) Because the ADM DATE Select field has index files, the system searches this field before it searches the SEX field.

The system finds only the records of those patients who were admitted in the month of August 1999 (ignoring all other patient records).

3) Then the system searches only the records that appear in the first search for those that have a value of F in the SEX field.

4) Because the system needs to search only a portion of the total patient records, the report compiles in less time than it would compile if it searched all patient records.

inpatient

A patient who is admitted to your health care organization for treatment. Inpatients are assigned a room and bed, and incur automatic room and bed charges.

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input

Data that the user types into the system.

insert mode

A text entry mode in which the text editor inserts all characters you type at the cursor position. To make room for each new character, any existing characters to the right of the cursor are shifted one space to the right.

Many text editors let you choose between insert mode and overtype mode.

insurance carrier

A company that underwrites and administers insurance policies.

insurance plan status

A patient has one of the following insurance plan statuses.

Status Description

PENDING The patient's policy is not yet effective (the policy's effective date has not arrived)

VERIFIED The patient is entitled to receive care under the policy plan (the policy's effective date has arrived)

DENIED The patient was refused coverage by the insurance carrier or is otherwise not entitled to receive care under the policy plan

integration

The sharing, by different applications, of diverse patient, financial, and clinical information.

interaction (medication)

A chemical or physiological reaction that can occur when two or more different medications are taken together. Subsequent drugs may increase or decrease the effect of the first drug.

For example, if captopril, commonly used to lower blood pressure, is given to patients who are also taking a diuretic, the combination may occasionally produce a sudden reduction of blood pressure.

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interaction/conflict group

A group of order-checking settings defined in the MIS Interaction/Conflict Group Dictionary for orders placed by providers in Ambulatory Order Management (AOM), Operating Room Management (ORM) and Provider Order Management (POM).

inter-corporate transfer (ICT)

A transaction to cover situations in which moneys are "due to" or "due from" corporations. For example, in a multicorporate environment, one corporation's Accounts Payable might pay an invoice covering goods for departments in another corporation.

Inter-corporate transfer (ICT) transactions are necessary to keep each corporation's accounts in balance. ICTs are typically needed in batches read in from other applications. The system does not allow you to post a batch if its corporations' total debits and credits are out of balance.

interface

A program that allows one module to transfer data to and from another module or non-MEDITECH software.

MEDITECH defines interfaces in the MIS Inbox and Outbox. You can monitor these interfaces using the MIS Inbox and Outbox Routines.

interface queue

A central repository in which orders are placed in a sequence while waiting to be transmitted to an interfacing module which is temporarily unavailable.

interfaced order

An order that the Order Entry (OE) or the Provider Order Management (POM) module transmits to another MEDITECH module (for example, LAB or ITS) or to another vendor's module. Interfaced orders have categories defined in the Category Dictionary with both the

Process by Care Area prompt set to N

Interface to System prompt set to another MEDITECH module (LAB, MIC, BBK, RAD, DPT, NUR, or PHA) or the Outbox Recipient prompt set to another vendor's module

Interfaced orders cannot be canceled or amended in OE or POM. Users in these modules can only request cancellation of an interfaced order by users of another module.

intermediary

An agent that contracts with service providers to process patients, authorization referrals, and reimburse claims (or some combination of all three) covered by a benefit plan.

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In addition to handling membership and financial matters, an intermediary may perform other functions such as providing consultative services to providers, serving as a center for communication with providers, or making audits of providers' needs. An intermediary may also contract out some portion of the financial risk associated with a particular benefit plan to a satellite Managed Care office.

intermediary number

See precertification number .

internal name

A name given to a report for the purpose of locating the report. The internal name does not appear on the report. The first five characters of the report, zcus., are assigned by the system. You supply additional characters to identify the report.

Internet Gateway

A Web browser-based product that organizes information (in HTML format) from your clinical, administrative, and financial modules for access over the Internet and intranets. All MEDITECH information transmitted over the Internet is encrypted (scrambled) to ensure security.

The Internet Gateway gives the following authorized users real-time access to pertinent health care information.

Care Providers Information Systems Staff

Executives Other Employees

Administrators Patients

These users can access the information from within a health care facility or from a remote location such as the user's home.

The Internet Gateway is interactive. For example, patients can request appointments or prescription renewals.

intervention

A task or action that a caregiver performs. Examples of interventions include measure vital signs every 30 minutes, administer a bath Q1D.

job

A function or task performed by a computer system. You can classify a job as either a background job or a foreground job.

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Julian Date

A five-digit internal format for expressing a date. The first two digits denote the year, and the next three denote the day of the year, from 1 to 366.

Examples:

04005 denotes January 5, 2004

04365 denotes December 31, 2004

96366 denotes December 31, 1996 (a leap year)

key field

A field containing information that ARM uses for patient identification.

Key field Used for

Name Patient identification within MRI and ARM

Birthdate Patient identification within MRI

Sex Patient identification within MRI

Social Security Number

Patient identification within MRI and ARM

leave of absence (LOA)

A Medicare term for a period during which a patient is temporarily absent from a facility for therapeutic or rehabilitative purposes and is expected to return after midnight of the same day or at a later date. The bed and room assigned to a patient on LOA are held until the patient returns.

letters

Letters are used to communicate information to patients or providers outside of your organization.

literal

A value, used in a program, that is expressed as itself rather that as a variable value or the result of an expression.

live date

The date that a health care organization fully operates with the MEDITECH application or system.

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Live system/date

The system MEDITECH sets up when the customer is ready to actively use the software.

Live date refers to the date on which the facility stops using its existing system and begins using the MEDITECH system on a daily basis.

local variable

A data field that is generated during execution of a rule. A local variable has the ability to change its value with each execution.

location

A specific floor, unit, or area within a health care organization that provides patient care and other services.

In a multi-entity environment, each location must be associated with one facility. An entry for all physical locations in an HCIS must be made in the MIS Locations Dictionary. A location may be classified as one of the following types:

Inpatient (where rooms and beds exist)

Outpatient (non-inpatient areas where patients receive treatments)

Other departments (areas in your organization that do not provide patient care services) For example, Business Office, Nursing Administration, or Dietary Department)

lock

A safeguard the system uses to prevent several users from accessing the same data or procedure at the same time.

LTC (long term care)

An admitted account in a long term care facility. These accounts are distinguished from typical acute care accounts that are expected to be discharged in a few days. The EMR Module displays LTC accounts separately from acute care accounts.

MAGIC

MEDITECH's proprietary programming language. The operating system executes MAGIC program statements after they are interpreted.

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MAGIC code

MEDITECH's programming language and operating system. Programs written in the MAGIC programming language are interpreted and executed by the MAGIC operating system.

major sort

See primary sort.

managed PC

A personal computer (PC) associated with a location.

Master Patient Index (MPI)

A file that permanently stores the following patient information.

name

unit number

date of birth

age

sex

maiden/other names

mother's name

visit history

record status

The system uses this information during the MPI Search to help you identify patients who possess a record in the MPI.

max

For each period in a particular schedule, the maximum number of simultaneously occurring appointments you can book.

medical necessity

A set of criteria used by insurance carriers to approve or deny payment for procedures ordered on a patient.

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To determine the medical necessity status of a procedure, the system evaluates an ICD9 (diagnostic) code that the user enters for that procedure. Insurance carriers cover the costs of procedures only when a patient's diagnosis indicates the procedure is medically necessary.

medical necessity status

The status of an ICD9 code that the user enters for a patient's ordered procedure.

To evaluate the procedure for medical necessity, the system compares this code to acceptable ICD9 codes (defined in the MIS Billing Requirement Data Routine) for the patient's financial class and patient type.

Medical necessity statuses appear in the Status field of the MIS Enter ICD9 Codes for Orders screen. The following table summarizes the medical necessity statuses.

Status Description

APPROVED The diagnosis entered in the clinical module matches an acceptable diagnosis defined in the MIS CPT Requirements Dictionary.

REJECTED The diagnosis entered in the clinical module does not match an acceptable diagnosis defined in the Billing Requirements Dictionary.

UNKNOWN Acceptable diagnoses are not defined in the Billing Requirements Dictionary for the billing procedure.

If the status of a procedure is REJECTED or UNKNOWN, the user can print the Advanced Beneficiary Notice. By signing this form, the patient acknowledges financial responsibility for having the procedure performed.

menu

A list from which you access routines or other menus. Menus appear when you click on a desktop button or item from another menu.

standard and custom menus

MEDITECH provides a set of standard menus with each module. Standard menus are available on a module's standard desktop. Administrators control access to routines by creating custom menus and desktops in the NPR Module.

Custom menus and desktops are created to suit the unique needs of individual users, and usually contain only the routines necessary for a user to perform his or her job.

Merge From patient

A patient whose patient record has been incorporated into another patient file. Also called a merged patient.

If merged information exists for the patient currently selected on the Process Patient screen, the Process Merged Records function is available (to users with access to the function).

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Users with access to Merge routines can use the Process Merged Records function to view and list any patient records that are merged with the selected patient.

Merged patients do not appear on the ARM Patient Lookup.

Merge To patient

A patient who has had one or more patient records incorporated into his or her patient file via the MRI Merge Patients Routine.

If merged information exists for the patient currently selected on the Process Patient screen, the Process Merged Records function is available (to users with access to the function). Users with access to Merge routines can use the Process Merged Records function to view and list any patient records that are merged with the selected patient.

merge/unmerge

merge

To combine the records of a patient who has two or more medical record numbers into one patient record (with one medical record number) via the MRI Merge Patients Routine. Merged patients do not appear on the ARM Patient Lookup. Depending on your access, you can use the Process Merged Records function to view and list merged patients’ records.unmerge

To return merged patient records to their original, unmerged state via the MRI Unmerge Patients Routine.

merged patient

See Merge From patient.

messages

Messages communicate information via e-mail to your staff and outside providers.

Microsoft® Word queue

A queue containing Microsoft® Word documents (for your ARM database) waiting to be compiled (assembled or created) or printed.

Note: The background job that processes the Microsoft® Word queue appears as MSWord Queue-ClientPC in the MIS Process Background Job Routine.

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Midnight Run

A background job that runs daily at a set time, usually at night when network activity is light. A Midnight Run performs system-maintenance tasks that vary by module.

For example, in the Admissions Module, the Midnight Run

compiles patient charges

updates the Admissions census and statistics

deletes inactive accounts

discharges recurring patients

min/max range

The acceptable range of minimum and maximum percentage values at which an image is displayed.

minimum gap

The shortest time period allowed between two steps in an appointment set sequence.

minor sort

See secondary sort.

MIS

Medical Information System. The MIS Module is a collection of shared dictionaries and utility routines that allow your health care organization to create customized databases. For example, the MIS User Dictionary contains all the users in your health care organization.

MIS Dictionaries

The dictionaries that are the foundation for several applications. For example, the Provider, Location, Customer Defined Screen, and Insurance MIS Dictionaries are shared by several applications.

mnemonic

A short series of characters that represents a larger, more complex series of characters.

Mnemonics identify entries in MEDITECH dictionaries.

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modifier

A code that modifies (or clarifies) a procedure's HCPCS/CPT Code (for example, LEFT for an arm x-ray or REPEAT for a LAB test). Users can associate an unlimited number of modifiers with any billing procedure code.

module

A set of related programs within the MEDITECH Information System that operates independently and may share data with other modules.

A module consists of a set of routines organized in a system of menus. For example, Order Entry is a module.

Note: Application and module are synonymous.

MPI Search

The steps you take to retrieve a patient's record when identifying a patient at the Patient or Record prompts. Search criteria include the following:

name (exact and Soundex)

date of birth

sex

maiden/other name

The search takes several passes through the patient database, applying a broader range of criteria after each pass in which the desired patient was not found. After each pass, you can choose from a list of patients who fit the criteria.

multi-entity

A health care organization with more than one facility.

nil

Having no value.

no show appointment

The status of an appointment for which the patient does not appear. You can manually change appointments to NO SHOW. You can set a parameter to allow the Midnight Run to change the appointment to NO SHOW at the end of the appointment date if the patient is not registered and the appointment is not marked as ATTENDED.

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If the Appointment Type Dictionary indicates that it should be waitlisted if not ATTENDED, a PENDING appointment is automatically created.

non-interfaced order

An order used only in the Order Entry (OE) or in the Provider Order Management (POM) modules. Non-interfaced orders have categories defined in the Category Dictionary with the Process by Care Area prompt set to Y.

Non-interfaced orders can be canceled and amended only in OE or POM. Such orders are not sent to any other module (PHA, LAB, or NUR, for examples).

notification

A set of criteria used to generate messages to alert providers of significant changes in the conditions of their patients. Providers can receive notifications via e-mail, the PWM Physician Desktop, or the PWM Process Workload screen.

The following provider notifications can be defined in the MEDITECH system.

General, system-wide notifications that define criteria for sending messages to the desktops of ordering, attending, or ER providers when a LAB test or nursing query response is recorded for any of their patients. These notifications are defined in the MIS Notifications Dictionary and attached to numeric tests in the LAB Test Dictionary or to nursing Interventions in the NUR Intervention Dictionary. For example, your organization could define a notification for all doctors whose patients have abnormal BUN levels.

Provider-specific notifications defined for individual providers in the PWM Preferences Dictionary. These notifications send messages to the provider's desktop when a LAB test or NUR query response is recorded for any of his or her patients. For example, a provider could define a notification to send messages when a temperature above 106o F is recorded for any of his or her patients.

Patient-specific notifications defined in POM by a provider to send messages to his or her desktop when a LAB test or NUR query response is recorded for a patient. For example, a provider whose patient has liver disease could define a notification to send a message when an elevated bilirubin level is recorded for that patient.

Note: For information about computer system notifications, see the Overview of Alert Notification Options Dictionary in MIS.

nursing assessment

The initial step in the nursing process that involves obtaining a complete history and a physical examination of an individual receiving services. For example, the history includes family illnesses and risk factors. The physical examination involves visual and tactile inspection of the individual.

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After these steps have been performed, a nursing diagnosis is written. A nursing diagnosis (for example, individual has diabetes and needs to learn how to manage this disease) is different from a medical diagnosis (for example, acute lobar pneumonia). The nursing diagnosis is a statement of the individual's mental and physical condition that involves action by the nursing staff.

The nursing care of an individual depends on the nursing assessment.

nursing intervention

The steps involved in the actual care of an individual (for example, teaching a diabetic to give himself an insulin injection). An intervention is a result of making an assessment, making nursing diagnoses, and planning an individual's care.

Evaluation of the immediate and long-term goals, expected and actual outcomes of the intervention determine the accuracy of the nursing diagnoses, effectiveness of the nursing plan in meeting the needs of the individual, and usefulness of the interventions.

occurrence code

A code that identifies the accident type that caused hospitalization. Occurrence codes are used on the UB92 claim.

occurrence span

The date range associated with an occurrence code.

OE site

An OE site is where tests and procedures are carried out. Each OE site must be defined in the OE Site Dictionary. Sites provide Order Entry with the flexibility of mapping a procedure charge to different revenue sites and GL corporations.

For example, a health care organization may have 2 EKG charges. Site A charges $100.00 and Site B charges $75.00. In the OE Procedure Dictionary, there is only one space for a billing procedure number. In order to accommodate the scenario above, the OE Site Dictionary allows your health care organization to map this single OE procedure to two different revenue sites.

Also, an OE site can be used to select a printer from the destination set.

OOP (out of pocket amount for patient)

The charge portion (including deductibles, copayments, and co-insurance) for which the patient is responsible. Out of pocket expenses can also refer to the payment of services not covered by or approved for reimbursement by the health plan.

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operator

In programming, a symbol or other character indicating an operation that acts on one or more elements. Operators may be mathematical, logical, or concatenation.

option set

A group of functions or routines that are defined in the Option Set Dictionary for the module in which you are working. You can be authorized to use option sets via the Access Dictionary.

order

A request to have a specific procedure performed on a patient. An order consists of the following components:

physician quantity (optional)

category service date

procedure and service time

priority

order entry statistics

The statistics that allow ancillary department users to track the procedures performed by their departments. Accurate statistics can help manage pinpoint workload fluctuations and schedule staff more effectively.

The Order Entry module generates statistics about procedures ordered for patients in the hospital. The statistics are broken down by:

quantity of the procedure ordered

the dollar amount for the quantity

the unit value for that quantity (quantity X dollar amount)

order set

A group of procedures that are commonly ordered together to streamline the ordering process. An order set can contain procedures from the same category or several different categories. For example, your health care organization can define a standard set of procedures for every patient scheduled for surgery.

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order source

The method of communication used by an ordering physician to transmit an order to the user who actually entered the order (for example, Verbal, Telephone, or Fax). Order Sources are defined in the Order Source Dictionary).

For some order sources (for example, verbal), your system may require that the order be queued for signature and a signature line be added to the printed order.

order status

The current degree of completeness of an order or a report in the MEDITECH system. Click here for a table that describes order statuses.

order statuses (table)

Status Description

CNC (X) The order was CANCELLED.

UNV (U) The order was entered by an unverified user and needs to be verified before it is transmitted.

UNV APP The order was entered in OE and is associated with a pending appointment in SCH.

VER (V) The order has not been transmitted to the interfacing module.

TRN (S) The order was TRANSMITTED to the interfacing module.

LOG (L) The order was LOGGED in the interfacing module (that is, the order crossed the interface). This status includes pending orders from PHA.

IPR (I) The ITS order was updated to IN PROCESS status in ITS.

TKN (T) The ITS order was updated to TAKEN status in ITS.

CMP (C) The ITS/DPT order was COMPLETED in ITS/DPT.

RES (R) The order has a RESULT associated with it.

UNV SCH The order originated in SCH, but is incomplete in OE.

CMP The order was COMPLETED.

CMP? A user in the care area has requested that the order be completed in the interfacing module.

TRN CNC? The order was PRINTED in the receiving department, but a user in the care area has requested a cancellation.

LOG CNC? The order was LOGGED in the receiving department,

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but a user in the care area has requested a cancellation.

IPR CNC? The order is IN PROCESS in the receiving department, but a user in the care area has requested a cancellation.

outcome

The goal of patient care intervention.

outpatient

A patient who visits your health care organization for treatment, but does not incur automatic room and bed charges. Outpatients undergo registration rather than admission.

output

Processed data that prints either to paper or to a screen.

output format

A printed order. The printing format determines the content and appearance of the printed order form. The MEDITECH system is delivered with over 30 standard output formats

See Also: Table of OE Standard Output Formats

override comment

A pre-defined comment that may be required by the PHA Customer-Defined Parameters whenever a medication order fails a check in Pharmacy for an allergy, duplicate order, drug interaction, adverse drug reaction, food interaction, or disease contraindication. Override comments may also be required for clinical indications. Valid override comments are defined in the PHA Override Comment Dictionary.

The OE System Parameters specify which interaction checks are carried out when an order is entered in OE, POM, or via the Web order page.

If an override comment is required, you must enter a comment before you can file the order in OE. Such override comments appear on the Interactions Overridden Report in the Pharmacy Module.

overtype mode

A text entry mode in which each character you type overwrites any character that already exists at the cursor position.

Many text editors let you choose between overtype mode and insert mode.

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page

One screen of data. Because you cannot scroll vertically in EMR, you view data on pages by clicking on the Prev Page and Next Page buttons.

panel

An EMR screen that displays visit data transferred to EMR from a source module (for example, MEDITECH's Laboratory Module). Panels display a range of information for selected visits that includes:

demographic and status data

history data

orders

medications

laboratory and other reports

care trends and activity

Note: MEDITECH assigns panels to EMR Views. In the MIS FS Parameters, your MEDITECH Applications Specialist defines which Views appear in EMR. Then when you access a panel that has Views, the default View automatically appears. You can select which View you want to access by clicking on an active View Selection button.

parameter

A value that customizes a MEDITECH module to meet your health care organization's unique needs. For example, the Start Midnight Run After parameter determines when a module starts the Midnight Run to update and maintain the module's database.

The two basic types of parameters are:

system parameters, which can be edited only by MEDITECH Applications Specialists (an Enter/Edit Parameter routine is a part of each module's Toolbox).

customer-defined parameters, available in some modules, which customers can change themselves without harming the integrity of their systems.

Note: Most modules contain View and List routines that allow you to examine your current system parameters for troubleshooting purposes.

password

A code you enter to gain access to MEDITECH modules.

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patient category: Clinical (CLI)

A category of outpatients who visit a clinic within the hospital.

This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or REG (registered). For example, PRE CLI denotes a preregistered clinical patient.

patient category: Inpatient (IN)

A category of patients who are assigned a room and bed, and who receive automatic room/bed charges

This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or ADM (Admitted). For example, ADM IN denotes an admitted inpatient.

patient category: Provider Office Visit (POV)

A category of patients who are treated in a provider's office, for example, by a physician, nurse practitioner, or psychologist.

This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or REG (registered). For example, REG POV denotes a registered provider office visit patient.

patient category: Recurring (RCR)

A category of patients who return to the hospital multiple times for related visits, for example, physical therapy or chemotherapy patients

Recurring patients receive one account number for a series of visits

This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or REG (registered). For example, SCH RCR denotes a scheduled recurring patient.

patient category: Referred (REF)

A category of patients referred from outside your health care organization.

This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or REG (registered). For example, PRE REF denotes a preregistered referral patient.

patient category: Surgical Day Care (SDC)

A category of patients visiting a hospital for outpatient surgery, for example, for minor operating room procedures or dentistry.

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This patient category may be combined with the admissions statuses SCH (scheduled), PRE (preregistered), or REG (registered). For example, PRE SDC denotes a preregistered surgical day care patient.

patient compliancy

A method of tracking the number of dates on which appointments for a patient were BOOKED, ATTENDED, CANCELLED, RESCHEDULED, or marked as a NO-SHOW. Patient compliancy data is purged by the Midnight Run after the number of days in the Purge Compliancy After ___ Days parameter passes.

Patient Instructions Content (PIC)

A MEDITECH product that provides health care organizations with standard patient discharge instructions. Organizations that license PIC can print the instructions via the Emergency Department Management Module (EDM) and any other module that can access the PIC product.

patient status

A status that indicates a patient’s stage in the admission process. Patient statuses for each patient type include the following.

Admission Status

Patient Type Scheduled

Pre-Admitted or Pre-Registered

Admitted

Discharged or Departed

Inpatient (IN) SCH IN PRE IN ADM IN DIS IN

Observation (INo) SCH INo PRE INo ADM INo

DIS INo

Clinical (CLI) SCH CLI PRE CLI REG CLI

DEP CLI

Emergency Room (ER) no status PRE ER REG ER DEP ER

Provider Office Visit (POV)

SCH POV

PRE POV REG POV

DEP POV

Provider Practice Record

SCH PPR PRE PPR REG PPR

DIS PPR

Recurring (RCR) SCH RCR

PRE RCR REG RCR

DIS RCR

Referred (REF) SCH REF PRE REF REG DEP REF

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Admission Status

REF

Surgical Day Care (SDC)

SCH SDC PRE SDC REG SDC

DEP SDC

patient status: Admit (ADM)

The admissions status of a patient who has been admitted to a hospital and assigned a bed and room

The ADM status may be combined only with patient category IN, for example ADM IN (admitted inpatient)

patient status: Preadmit or Preregistered (PRE)

The admissions status of an inpatient who has been preadmitted (admission information has been taken but no bed and room assigned) or of any outpatient who has been preregistered (registration information has been recorded but that patient has not yet attended the appointment).

The PRE status may be combined with any of the patient categories, for examples PRE CLI, (preregistered clinical patient) or PRE IN (Preadmitted inpatient)

patient status: Registered (REG)

The admissions status of an outpatient who has appeared for an appointment and for whom the necessary registration information has been recorded.

Patients cannot be registered until the scheduled date of the appointment.

The REG status may be combined with any of the outpatient categories, for examples REG CLI, (scheduled clinical) or REG POV (scheduled provider office visit) patients

patient status: Scheduled (SCH)

The status of a patient with a scheduled appointment.

The SCH status may be combined with any of the patient categories, for examples SCH CLI, (scheduled clinical) or SCH POV (scheduled provider office visit) patients

patient type

A classification given to a patient upon admission. Patients can be classified into one of the following groups.

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Type Description

IN An inpatient who is admitted (for at least an overnight stay) and assigned a bed and room.

INo An observation outpatient who is assigned a room and bed, without incurring automatic room and bed charges. The observation patient is billed as an outpatient, treated as an inpatient in real time reports, and treated as an outpatient in statistical reports.

CLI A clinical outpatient who registers for an isolated appointment (not a series) such as examinations, treatments, or consultations.

ER An outpatient who receives treatment at your Emergency Room. Depending on their illnesses or injuries, patients may be admitted as inpatients, or treated as outpatients and discharged.

POV An outpatient who goes to a provider's office for an examination, consultation, or treatment. The POV accounts are created in the Physician Practice Management Module.

PPR An outpatient account within a particular provider's practice. These accounts are re-used for each patient encounter at the provider's practice. An encounter is a patient visit or part of a patient visit to a provider's practice.

RCR An outpatient who goes for a regularly scheduled series of clinical appointments (for example, a chemotherapy patient).

REF An outpatient who has been referred from another organization for consultation or further treatment.

SDC An outpatient who undergoes a minor operation at a surgical daycare center. SDC patients are not normally admitted for an overnight stay unless complications arise.

PCP (primary care physician)

The physician who acts as the primary gatekeeper in health plans. That is, the PCP must create referrals for specialists. Particularly in HMOs and some PPOs, all plan members must choose or are assigned a PCP.

pending appointment

The status of an appointment that has no date and time associated with it. A PENDING appointment is given a priority of 1, 2, or 3. You can only change a PENDING appointment to CANCELLED using the Change Status Function. You cannot create a series of PENDING appointments.

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percentage

The amount of the image you want to view. The acceptable range is between 10 and 60%, where 10 is the minimum and 60 is the maximum percentage.

period

See GL period.

period end vector

A "snapshot" or list of all account data at the time the Period End program checks the account.

permanent location

An inpatient’s location in the health care organization as defined in the Admissions Module

permanent storage

Area defined in the MIS Application Storage parameters to which the system moves and stores scanned images after processing in the Assigned Form ID Routine.

Users can view images in permanent storage in the Enterprise Medical Record Application (EMI) and the Electronic Chart based on the respective settings at the Electronic Chart Form and EMR ID for Scanned Forms fields in the MIS Medical Records Forms Dictionary.

PHA standard procedure

A MEDITECH-defined procedure from a category specified in the OE parameters as the OE category associated with the Pharmacy and Provider Order Management interface:

<MED> Medication

<COMP> Compound

<IV> Intravenous Fluids

<ALT IV> Alternating Intravenous Fluids

The PHA standard procedures are used by the Provider Order Management Module (POM).

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physician query form

In the Coder Worklist Routine, a form selected from the Physician Query Dictionary that a physician completes and electronically signs. The physician query form assists the coder in assigning the correct codes to the account.

PIN (personal identification number)

A security code used to authenticate

users logging onto the MEDITECH system

providers using the electronic signature feature

A PIN can also be assigned to a provider by an insurance company for insurance verification.

plan information

Information used to identify a patient's insurance plan and the critical information that it contains. The following fields are considered plan information fields in MEDITECH's ARM Module.

Policy Number Group Name

Care Group Group Number

PCP Effective Date

Status Expiration Date

Relationship to Patient Verified Date

Coverage #

plan of care

A group of problems (or diagnoses), outcomes (or goals), interventions, and orders assigned to a patient.

The two types of plans of care are critical path and care plan.

plan of care

All patient care diagnoses, goals, interventions, and orders associated with a patient.

PMPM (per member per month)

Under a capitation arrangement, the amount paid per member per month. The contracted amount can vary depending on the member's age and sex.

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Examples of PMPM payments:

Amount an insurance carrier pays per member per month to a managed care office

Amount a managed care office pays to a provider regardless of the actual number or nature of services delivered

pointer type response

A type of prompt response that restricts a user to entries in a specific dictionary.

POS (point of service) plan

A set of health insurance benefits that allows subscribers to select between different delivery systems (that is, HMO, PPO and fee-for-service) when in need of health care services and at the time of accessing the services, rather than making the selection at the time of open enrollment at place of employment.

In general, patients who go outside the network of approved providers for services may pay more out of pocket expenses.

PPO (preferred provider organization)

An organization of health care organizations and physicians that agrees to render particular services to a group of people, perhaps under contract with a private insurer. The services may be furnished at discounted rates and the insured population may incur out-of-pocket expenses for covered services received outside the PPO if the outside charge exceeds the PPO payment rate.

A PPO can be a separate legal entity or it may be a function of an already formed health plan, HMO, or PHO. The entity may have a health benefit plan that is also referred to as a PPO. PPOs are a common method of managing care while still paying for services through an indemnity plan.

Most PPO plans are point of service plans, in that they pay a higher percentage for care provided by providers in the network.

PPR patient type

A patient for whom a Provider Practice Record account number has been assigned. A patient receives one PPR account number for each facility visited. All appointments booked at a practice are booked under the same PPR account number.

practice

An organized group of health care providers who usually work together in the same location. Also referred to as a care group.

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precertification number

A temporary authorization number used by some insurance carriers to identify an auth/referral before the auth/referral is approved. Also called intermediate number by some organizations.

If no authorization number is available for an auth/referral, the system uses the precertification (or intermediary) number as the auth/referral's authorization number.

If a temporary authorization number prefix is defined in your ARM parameters (for example, PRECRT or INTERM), that prefix appears in front of the precertification number on auth/referral Lookups and in the Authorization Number field on the Process Auth/Referral and Process Auth/Referral by Patient screens.

premium

The amount paid or payable (often in installments) for an insurance policy.

primary care physician

The provider responsible for coordinating the patient's overall care.

primary plan

The insurance plan that is billed first when a patient is insured by two or more plans. In a coordination of benefits situation, the primary plan pays the full benefits provided by its plan before any benefits are paid by another medical expense plan.

primary sort

Also known as "major sort" and "sort 1", the initial sort criterion by which the system arranges data on a report.

For example, in the Payroll/Personnel module, you can create an employee report with a primary sort criterion of "payroll". Assume your health care organization uses three payrolls: Payroll A, Payroll B, and Payroll C. The report lists employees in Payroll A first, followed by Payroll B and Payroll C.

Note: Most reports allow you to specify a secondary sort as well.

print destination window

The window that appears when you initiate printing.

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print queue

A temporary location in which new Order Entry Module (OE) order forms (output formats) labels, and requisitions are placed in a sequence for printing at their designated destinations .

Print Screen

When you select File/Print on the verb strip, the print screen appears.

print server

A PC that controls one or more printers for your network configuration. The printer server can be any PC on the network.

When you print a file from your PC, the operating system on your PC sends the file to the print server. The print server then puts this file on a queue associated with a printer, and the printer prints the files on that queue.

priority

The level of urgency associated with a procedure's transmission to an ancillary department. You define a procedure's priority in the Procedure Dictionary. The three levels of priority, ranging in order from most urgent to least, appear below.

STAT The most urgent type, these always transmit immediately to the appropriate departments, prior to Urgent and Routine Orders

Urgent Take precedence over Routine orders

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Routine Placed in the queue for transmission after STAT and Urgent orders.

problem number

A sequential system-generated number used for referring to a problem order. Problem orders also have Web numbers as well as problem numbers.

Problem number ranges are used in printing the Problems List..

problem order

An order placed from a provider's Web page that cannot be filed into OE. For example, OE may not be able to file a procedure for patients without medical or admissions records, or for whom drug interactions are defined in the PHA Module. Missing required information is also a source of problem orders (for example, query responses, quantity).

Web orders with order comments attached are also included in the list of problems even if nothing is wrong with them.

procedure

A test, treatment, or intervention within a category performed on a patient. For example, an EKG is a procedure within the Cardiology category.

Process Orders Background Job

A background job that reads and evaluates the Process Queue. Orders are put on the Process Queue when they are entered. The Process Orders Background Job

queues any forms that should be printed

queues orders to cross interfaces from OE to another module

changes order from a status of VERIFIED to a status of TRANSMITTED

assigns order numbers

creates charges when orders are set to bill upon transmittal

updates statistics with information from incoming orders

queues orders to go to the Material Management Module (MM)

process queue

A temporary memory location in which new Order Entry Module (OE) orders await assignment of an order number. The system also generates billing and statistics information for the new orders before they advance to the print queue.

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Note: This queue is processed by service date. If a category is defined with the Hold Future Orders? prompt set to Y, orders in the category are put on the queue by service date and not actually processed until midnight of the future date.

process routine

A routine that organizes other routines and menus to streamline the various tasks you perform on a single item (for example, a purchase order).

Process routines are distinguished by a row of buttons across the top of the screen. Each button takes you to a single routine or a menu of associated routines. These powerful screens allow you to perform a variety of functions on the same item (or group of items) without having to leave the screen.

process screen level

A level assigned to a group of users who perform similar tasks. Each screen level defines the ability to view, inquire, and print information.

process screen level

A level assigned to a group of users who perform similar tasks. Each screen level defines the ability to view, inquire, and print information.

product

A type of insurance plan. The following table explains available insurance product types.Product Description

HMO Health Maintenance Organization. A managed health plan that arranges for care for a fixed prepaid payment.

PPO Preferred Provider Organization. A managed health plan that uses a provider network.

POS Point Of Service plan. A policy that allows members to decide at the time of service whether to go out-of-plan for service.

OTH Any other insurance product offered by health care organizations.

profile monogram

A two-letter code to identify a resource’s profile. For example, if a resource handles only urgent calls, the profile monogram might be UC. This monogram appears next to the availability of each time slot in the Process Appointment Book Routine. You can use a numeric value only in the second character of this field.

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prompt

A screen element that asks a user for a response.

For example, at the Patient prompt, the appropriate response is the patient's name.

Note: At some prompts, responses are optional.

provider

A user who provides patient care or treatment as defined by the following:

Provider Description Defined in the

Physicians, nurses, and ancillary personnel, such as physical therapists

MIS Provider Dictionary

Non-physicians, such as nurses, who use the PCS Module

NUR Care Provider Dictionary

You can also enter free text requested and requesting provider names on referrals. Free text provider names appear on

compiled referral reports, both detail and summary format

the standard auth/referral form

the List Edit History and List Service Edit History reports

Care providers can perform the nursing interventions defined for them according to their care provider type. Care providers can also perform other functions within the PCS Module.

You can define a user as a provider in the MIS Provider Dictionary, as a care provider in the NUR Care Provider Dictionary, or as both a provider and a care provider.

Note: In the MIS User Dictionary, the This User is Provider? prompt allows the provider to use the electronic signature feature and to view Inpatient and Outpatient visits via the Internet Gateway. The prompt does not allow you to define the user as a provider.

provider group

In MIS, a set of providers in a group practice or association (for example, a group of surgeons who form a corporation) defined via the MIS Provider Group Dictionary. MIS provider groups can be used to control access to patient data, sort the ADM Provider Census Report, or share lists in the Patient Care Inquiry (PCI) Module. A provider can belong to only one MIS provider group.

In LAB, a set of providers defined via the LIS Provider Group Dictionary. LAB provider groups can be used as selection criteria to determine which providers receive patient reports and which specimens appear on management and patient reports.

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Individual providers can belong to more than one LAB provider group. You can assign a report to more than one LAB provider group.

provider notification date

The date on which a provider is notified that a renewable order needs to be renewed. This is usually set up to be one or more days before the order is actually automatically renewed.

provider type

Most health care organizations employ different types of providers. The MIS Provider Type Dictionary allows your organization to categorize its providers. Typical provider types include:

resident

physical therapist

registered nurse

physician assistant

staff physician

consulting physician

purchasing facility

A division or section of your health care organization that controls access to specific purchasing, requisition, invoice, and asset information.

For example, if your organization consists of four corporations (01, 02, 03, and 04), you could have one purchasing facility assigned to corporations 01 and 02, a second purchasing facility assigned to corporation 03, and a third purchasing facility assigned to corporation 04.

purge

To systematically eliminate old or unneeded information from a live disk to create space for new data. The information is usually archived before it is purged.

query

A user-defined prompt created to capture information unique to a specific health care organization. Queries capture information that standard MEDITECH prompts do not.

Queries are defined in the MIS Query Dictionary and are assigned to Customer-Defined screen.

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queue

A central location in which orders are placed in a sequence for printing and transmission. The MEDITECH Information System includes several queues, including the Print Queue, the Delay Queue, and the Interface Queue.

record

A completed form. A record consists of the following:

the name of the record

field values (responses to questions)

MEDITECH applications contain thousands of records.

redaction

Rectangular box electronically placed on forms output in the Electronic Chart to conceal selected areas of data on the image.

referral

A request made by a provider for authorization of specific care services performed by another provider. In the Authorization and Referral Management Module, referrals are called auth/referrals.

Health plans may require that designated primary care providers initiate a referral for coverage of specialty services. The insurance provider or managed care office must approve the referral before the specialist's services are covered.

referral check

A check that the system performs during auth/referral entry. You create auth/referral checks in the ARM Auth/Referral Check Dictionary.

When a user enters an auth/referral for a practice that is associated with an auth/referral check, the system issues a warning if the information on the auth/referral meets any of the conditions defined for the auth/referral check.

referral identification number

The number that the system uses to track an auth/referral. This number appears as the auth/referral's Authorization number in Lookups and as the auth/referral's authorization number on the Process Referral and Process Referral by Patient screens.

The ARM Module uses three types of identification numbers for auth/referrals. These are, in order of priority (highest to lowest):

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Authorization number

Precertification or intermediary number

Tracking number

The system uses the highest priority number available for each auth/referral as that auth/referral's authorization number.

referral services

The coding methods, service codes, and quantities assigned to an auth/referral.

referral status

An auth/referral can have any of the following referral statuses:

Status Description

APPROVED The patient's insurance carrier authorized coverage in accordance with the terms of the referral.

CANCELLED

The referral was withdrawn.

CLOSED All authorized services on the referral were provided.

DENIED Coverage was refused under the patient’s insurance plan.

EXPIRED The referral's expiration date (if any) has passed or before care (any or all) was provided.

PENDING The patient's insurance carrier is reviewing the referral.

You can also create alternate statuses and map them to one of the above statuses via the ARM Alternate Referral Status Dictionary.

referral type

A classification system that you set up to group similar procedures for use on referrals. Referral types classify referrals according to the usual types of procedures or services included on an auth/referral (for example, office visit, physical therapy, or surgery).

You also use referral type to designate whether an auth/referral is an inpatient or outpatient type. You can assign services or groups of services to a referral type so that auth/referrals containing these services contain similar information (for example, limits on units, or expiration dates).

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Referral types are defined in the MIS Referral Type Dictionary. Referrals need to be reviewed immediately

Registration Category (Canada)

A classification that Canadian health care organizations use during the admissions process to assign patient account numbers according to patient status and institution. Patients are assigned to registration categories via the Admissions Module (ADM). Patient registration categories are defined in the MIS Registration Category Dictionary.

renewable order

An order placed for a procedure with a predetermined renewal period defined in the OE Procedure Dictionary at the Renewable Order Period prompt. If you enter 5 at this prompt, the order is automatically regenerated every five days.

required field

A prompt that requires a response before you can proceed to the next prompt or screen.

requisition

An order for supplies, maintenance work, or other requirement not directly associated with patient care.

Requisitions typically are ordered for a location rather than for a patient. The Process Requisitions Routine allows you to manage the requisitions for a location.

reservation

A block of time set aside in the schedules of one or more resources for a particular appointment type without a specific patient being involved.

Reservations are often set aside for specialized procedures involving resources that are not always available. For example, the Ophthalmology Department might reserve Friday mornings for cataract surgery.

After a reservation appointment type is created in the Appointment Type Dictionary, reservations are defined in the Reservations/Meeting Dictionary.

When you try to book a patient for an appointment type for which there is a reservation, the system tries first to fit the appointment into the reserved time slot. If no reserved time is left, it will try to book the appointment into any other time that the resources are available

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resolved problem order

A problem order that is marked (via the Resolve/Unresolve function in the IG Process Problems Routine) to show that was corrected by OE users at your health care organization. When a problem is marked as resolved, it no longer appears on the ordering provider's list of problems or on the patient's Recent and Active Orders Web page.

resource

Personnel, equipment, rooms, or locations in your health care organization that has a schedule and controlled availability.

resource

Personnel, equipment, room, or a site in your health care organization that has a schedule and controlled availability.

resource group

A collection of related resources. For example, Radiology Rooms and Physical Therapy Equipment.

resource schedule

A schedule that defines when each staff member, equipment, or room is available.

Compare with basic schedule and schedule.

restorable order

Orders that can be saved for a limited time period after an inpatient or recurring outpatient is discharged. If the patient is readmitted within the defined time period and users attempt to enter new orders, they can restore and edit the orders. The system saves the orders with the visit information filed under the patient's unit number in the Medical Records Module.

resume

To restart the application after it has been suspended. The application restarts at the point that it was suspended. The screen and application resume as if the suspension had not interrupted the application's operation.

revenue site

An accounting entity to which one or more clinical sites can be mapped.

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You can define revenue sites in the MIS Revenue Site Dictionary.

In its Site Dictionary, each clinical site is associated with a revenue site. Each combination of test/procedure and revenue site may be associated in Billing/Accounts Receivable (B/AR) with a different charge.

The use of revenue sites allows distinctions in revenue reporting that are not possible by the use of GL corporation alone.

review time

The length of time in days which a diet can remain in effect before being reviewed by the patient's physician. The review time is customer-defined and can be different for each diet.

ring

A distinct set of source and object code.

A universe can have multiple rings (for example, the TEST and LIVE rings) which are defined in the UNV Ring Dictionary. When defining a ring, consultants specify the servers on which the various parts of the code are placed.

A ring needs one of each type of server drive (Programs, VMagic Data, Other Data, and Shared Files).

route

The method of medication administration (IV, PO, IM).

routine

A series of related prompts on one or more screens. Routines typically allow users to collect data, process data, or generate output such as reports or forms.

rule

One or more lines of code that are interpreted during a routine. Rules may be created by MEDITECH consultants or users to handle specific requirements of a health care organization.

You can define rules to do many things. For example, you can define rules to

restrict orders to a certain age range or gender

query the user further about patient information entered

send weekend reports to a specific printer

flash a warning message

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ask a question

prevent a user from proceeding

scan user

A user who scans documents.

schedule

A resource's basic schedule, filled in with one or more appointments at specific dates and times with specific patients.

Compare with basic schedule and resource schedule.

schedule element

The day on which, or frequency with which, a resource is available for an appointment.

search criteria

Dates/times/days of the week that you mark a patient or resource as available or unavailable. The application then searches for an appointment time according to the criteria you define.

search criteria

Criteria you enter that determine which records appear in a report.

Note: Selection criteria and search criteria are synonymous.

search level

A series of criteria for patient information (name, sex, date of birth) that determines how the Medical Records application looks for patients in the Master Patient Index. Your health care organization decides how it wants to organize the series of criteria.

secondary sort

Also known as "minor sort" and "sort 2", the sort criterion by which the system arranges data on a report within the primary sort.

For example, in the Payroll/Personnel module, you can create an employee report with a primary sort criterion of "payroll" and a secondary sort of "department". Assume you have three payrolls (Payroll A, Payroll B, and Payroll C) and twenty departments (Dept 1, Dept 2,

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Dept 3, etc). The report lists employees in Payroll A first, followed by Payroll B and Payroll C. Within each payroll, the report lists employees by their department.

Thus, the report lists employees in Payroll A, Dept 1 at the beginning of the report and lists employees in Payroll C, Dept 20 at the end.

selection criteria

See search criteria.

selection file

A list of patient, referral, provider, or other information that the system selects according to selection criteria you enter.

You enter these criteria in the Selection Dictionary or via the Compile Reports Routine. The system compiles the information into a file when you run the Compile Reports Routine. You can then print a customer-defined report containing this information via the appropriate compiled report Print routine.

selection screen

A screen used to choose items (for example, specimens, units, or donors), based on a set of search criteria.

sequence class

A group of appointment types to which a numeric value is assigned.

When appointment sets are created from these appointment types (either in the Appointment Set Dictionary or during the booking process), the system checks the sequence class numbers to determine whether the appointment types are in correct order. If not, the system prompts you to put them in the correct order.

series order

A procedure that is scheduled to be repeated several times on a predefined schedule. A series order consists of the following components:

predefined start date and time

predefined stop date and time

directions for completing the order

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service code

A procedure to which codes have been assigned by a third party or intermediary. The standardized scheme for the code is the coding method.

For example, in the Revenue Code coding method, LAB procedures are usually assigned service codes in the 300 range, such as

314 LAB – Biopsy

371 Anesthesia – Incident to Radiology

382 Blood – Whole Blood

service date

The date on which the order is processed.

service date

The date on which a service was performed.

service group

A group of related services used in the MIS Insurance Benefit Dictionary to define levels of services available to plan members, (for example, allergy and cardiology).

You can group several coding methods under one service group. For each coding method (defined in the MIS Coding Method Dictionary), you can

associate a range of service codes that are defined in the MIS Service Code Dictionary)

give the range a description that appears in Lookups and on reports

service period

A time period during which services are available to individual plan members or groups of members.

session

A period during which a user interacts with an application or program. A session begins with the user signing onto or launching an application or program and ends with the user closing it.

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set of billing requirements

A group of one or more billing procedures with specific medical necessity data (diagnoses and modifiers) defined for each.

When evaluating a patient for medical necessity, the system checks the set of billing requirements for the patient to determine whether a billing procedure is medically necessary for a patient's diagnosis (ICD9 codes).

sign off

Exit from the MEDITECH system.

signa (SIG)

The medication prescription label indicating the frequency of administration, for example, q4h prn.

site

A work area within a LAB, OE, PHA, PCS, or ITS department. Sites are generally defined within each clinical application. For example, there can be multiple sites within a LAB department to identity the various locations at which lab testing is performed. Sites are used to

Route requisitions to different locations.

Breakdown reports and revenue by site within one department.

Restrict procedures by site.

Specialize billing based on the site performing a procedure (revenue site).

sort criteria

Values you enter that determine the arrangement of items in a report or on a Process screen worklist.

Primary sort

The initial sort criterion by which the system arranges data on a report or Process screen worklist.

For example, in the Payroll/Personnel module, you can create an employee report with a primary sort criterion of "payroll". Assume you have two payrolls: Payroll A and Payroll B. The report lists employees in Payroll A first, followed by Payroll B.

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Note: Most reports and Process screen worklists allow you to specify a secondary sort as well.

Secondary sort

The sort criterion by which the system arranges data on a report or Process screen within the primary sort.

For example, in the Payroll/Personnel module, you can create an employee report with a primary sort criterion of "payroll" and a secondary sort of "department".

Assume you have two payrolls (Payroll A and Payroll B) and twenty departments (Dept 1, Dept 2, Dept 3, etc). The report lists employees in Payroll A first, followed by Payroll B. Within each payroll, the report lists employees by their department.

Thus, the report lists employees in Payroll A, Dept 1 at the beginning of the report and lists employees in Payroll B, Dept 20 at the end.

sort criteria

Criteria you enter that determine the arrangement of records in a report.

sort level

The type of report you are compiling (restricted by the last sort field you enter). The sort level indicates the collection of records you are sorting on the report (patient or referral). ARM uses the following sort levels.

Sort LevelAvailable if you select these sort fields

PATIENT Patient fields only

AUTH/REF Referral fields and patient fields

A PATIENT sort level is the most limited level. If you select PATIENT, the system assumes you are sorting patient records. You can sort the report by patient fields only (because the system cannot determine which referrals are associated with the patients you selected).

If you select an AUTH/REF sort level, the system assumes you are sorting a collection of referrals. You can sort the report by referral and patient fields (because each referral contains patient and referral information).

Soundex

A method of respelling a name by its alphabetic (Standard) or numeric (Russell) equivalents for easier identification during the MPI Search. Soundex allows you to identify a patient without knowing the exact spelling of the patient's name.

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source module

A module from which EMR data originates. The source may be MEDITECH or another vendor's interface. For example, Pharmacy is a source module that sends medication orders to EMR.

specialist/specialty provider

A provider of services that are beyond the capabilities or resources of a patient's primary care provider. A specialist normally provides services at the request of a primary care provider or another specialty care provider.

Provider specialties are defined in the MIS Provider Dictionary.

specific user

A user who is specifically defined as a user in an ARM Access Dictionary entry (by being entered at the Users prompt on the main Enter/Edit Access screen).

stock order

A request for stock items, supplies, or materials for a department, or care area. Requisitions typically are ordered for a location rather than for a patient. However, on some occasions a stock requisition can be entered for patient use (on patient's behalf).

stock requistions

A hardcopy form that is printed after a user enters a stock order for stock items, supplies, or materials.

subscriber

An insurance plan member entitled to receive coverage either because the member pays the premiums on an insurance policy or some organization (such as an employer) pays the premiums on the member's behalf.

supplemental text

Text linked to an intervention that can be used to continue the intervention's description, or that can be used as pertinent information that a caregiver must know when performing an intervention.

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suspend

To temporarily stop the operation of a software application. When the suspended application restarts, the screen and application resume at the point of suspension.

In EMR for example, when you click Suspend in the menu frame the system minimizes the EMR screen and the account information is replaced by a password prompt. After re-entering your password, the EMR session resumes.

Suspended EMR Screen

The system also suspends EMR when viewing some reports. When you exit the report viewer, the EMR session resumes.

system message

Text that appears on your screen, usually in response to an entry. A system message gives instructions about how to complete a prompt, or explains why an entry is inappropriate. To clear the message from the screen, press <Enter>.

temporary location

The location for a patient temporarily removed from his or her permanent locations. For example, if a patient’s location appears as t 1E in the Enter Orders Routine, t 1E is defined as the patient’s temporary location in the Order Entry Module, not in the Admissions Module. While a patient is assigned to a temporary location (such as the operating room), the system sends all messages for the patient to the temporary location.

terminal digit filing

A method of filing medical records by dividing the unit number into groups of digits. For example, record number 123456 in terminal digit order might be 56 34 12.

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Test system

A system that MEDITECH sets up for customers to use for

training users

testing software updates

text editor

A word processing feature that is available in many MEDITECH routines.

timeline

A timetable of events for a critical-path plan of care. Based on the diagnoses, the timeline lists what interventions are performed and the expected outcomes.

For critical paths based on days, the timeline defines the length of the stay and the target dates and times relative to the individual's stay.

For paths based on levels of care, the timeline defines the number of levels and duration of each level.

toolbox

A set of utility routines that have a fundamental impact on a module. Only MEDITECH consultants have access to the toolbox.

The toolbox includes the parameters, dictionaries, routines, and reports that help MEDITECH staff install and maintain a module.

tracking number

An internal number that the system assigns to an auth/referral when the referral is entered into the system.

If no authorization number or precertification/intermediary number is available for an auth/referral, the system uses the tracking number to identify the referral on referral Lookups and in the Authorization Number field on the Process Referral and Process Referral by Patient screens.

training printer

The device to which all reports and requisitions print during staff training.

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transaction type

The transactions noted in the ITS Transaction Log or LAB Transaction Log reports indicate whether the transaction

incurred an error (E)

was transmitted successfully (F)

An example of an error is when a procedure does not exist in the Order Entry Module (OE), and the Imaging & Therapeutic Services Module (ITS) attempts to transmit this procedure.

transaction type

A standardized group of significant edits that your organization can monitor. For example, you might want to monitor the edits that were made to the PCPs on a group of referrals during a particular period of time.

Transaction types (supplied by MEDITECH) are defined in the ARM toolbox and associated with patient or referral fields on your screen.

treatment program

A group of pre-reserved timeslots for appointment types and resources that comprise a patient treatment plan. When a treatment program is assigned to a patient, the reserved time slots are changed to BOOKED appointments.

TWAIN interface

An image capture application programming interface (API) for operating systems. TWAIN is typically used as an interface between image processing software and a scan device or digital camera so that the system can understand the scan.

type ahead Lookup

A system search for items based on the characters that you type in the Lookup field. As you type each character, the system recompiles the results and displays matching entries.

unauthorized services

Services that are not ordinarily part of a patient's benefit plan, but which the insurance carrier or Managed Care office may cover under special conditions (for example, some emergency services).

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unit number (medical record number)

An identification number used by the Medical Records (MRI) module to differentiate patient records. A unit number extends across multiple patient visits and serves as a permanent identifier for the patient's record. You can usually identify patients at Patient prompts by entering their unit numbers.

unit number (medical record number)

An identification number used by the Medical Records (MRI) module to differentiate patient records. A unit number extends across multiple patient visits and serves as a permanent identifier for the patient's record. You can usually identify patients at Patient prompts by entering their unit numbers.

unit price

The dollar amount your health care organization typically associates with a specific procedure. You can associate separate unit prices for the hospital component and professional component of the charge. The hospital component covers such items as equipment and recovery room usage. The professional component covers the clinician's fee for performing and interpreting the results of a procedure.

unit value

A measure of the relative workload needed to complete a procedure. This is a value used to generate statistics that enable hospital personnel to create various reports. The values can be a positive number with up to 6 digits, and a maximum of 1 decimal place.

universe

The network architecture used by one or more HCISs. The architecture includes the hardware and software that make up the HCISs as well as the users who maintain and use the HCISs. In addition, the Universe module allows you to view and list internal dictionaries, view database analysis, and manage backups.

During system setup, MEDITECH assigns a unique mnemonic (for example, MMH) to each universe. A universe contains servers, server disk drives, rings, HCISs, users, clients, and printers.

Note: Multiple parallel universes can exist on a single physical network.

user

An staff member who is authorized to sign onto and operate the MEDITECH system.

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user

An employee authorized to access a MEDITECH module. System administrators assign passwords to users and grant users access to the modules, routines, and menus they need to perform their jobs.

user group

Any cluster of personnel in your health care organization who have been authorized to use specific Order Entry functions and routines. Since you define user groups and their capabilities in the Order Entry Access Dictionary, they are sometimes called access groups.

Verified status (VER)

A status assigned to an order that has been verified but has not yet been transmitted.

View

An EMR set of panels that is organized differently from the standard set of panels. These Views display data on different panels from the standard View. But, all the data that EMR displays in the standard View is displayed on the different panels associated with another View. In the MIS FS Parameters, your MEDITECH Applications Specialist defines which Views appear in EMR. These can include any or all of the following Views:

Medical/Surgical Behavioral

Long Term Rehabilitation

The View Selection buttons appear at the top of the certain panels (for example, Other Reports and Care Trends). One View is selected as the default View, which EMR automatically displays when you access the affected panel.

The View you select determines which panels you can access. For example, the Surgery Panel Selection button is available for the Long Term Care View on the Long Term Other Reports panel. However for the Rehabilitation View, the Surgery Panel Selection button does not appear on the Rehab Other Reports panel.

VIP status

A status for an individual who requires extra attention, such as a celebrity or an individual with a disability.

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waitlist date

The default date that a PENDING appointment is assigned when changing an appointment to NO SHOW or when cancelling an appointment. Today's date is the waitlist date if an appointment has never been waitlisted.

waitlisted appointment

A PENDING appointment that is created

by the Midnight Run when a BOOKED appointment is not ATTENDED if the Auto Waitlist if Not ATTENDED? prompt in the Appointment Type Dictionary is set to Y.

when an appointment is manually CANCELLED for a reason other than PATIENT and the Prompt Pend On Cancel? parameter is set to Y.

Web ID number (patient)

A patient identification number used in tracking Web orders and problems and in printing the Web Orders List and Problems List.

If your organization uses the EMR module, this is the same as the patient's EMR number. If not; the Web ID number is formed from the patient's internal MRI number plus a code identifying the patient's HCIS.

MRI numbers are limited to a single HCIS, but EMR and Web ID numbers can span several HCISs. This ability to span several HCISS is essential for multi-facility organizations.

Web number

A sequential system-generated number used for referring to a Web order.

Web number ranges are used in printing the IG Problems List and the IG Web Orders List.

Web OE Background Job

A background job that runs constantly, processing orders from the Web and transferring them to OE. You can have multiple OE Background Jobs depending on your Customer-Defined Parameters (# of Web Filer BJs parameter).

Web order group

A group of Web procedures that can be assigned to one or more providers to use in ordering from the Web via the Internet Gateway.

The Web procedures in the group appear on the provider's Web Ordering page and providers can order individual procedures by simply clicking to check them off.

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Web procedure

A combination of an OE category and an OE procedure and associated necessary ordering information.

Providers can order Web procedures via the Internet Gateway by checking off the procedures that they want to order.

Web request (Change Information Request Form)

The electronic form in the Internet Gateway that Web users use to enter and submit requests for demographic changes.

Web request status

The following statuses that the system assigns to Web requests.

Web RequestStatus Definition

SUBMITTED The most recently submitted Web request that is not yet processed.

REJECTED A Web request that preceded the most recently submitted form

CANCELLED A Web request that is manually deleted from the system.

IN PROCESS A Web request that is currently updating the patient record

PROCESSED A Web request that completely updated the patient record.

Web users

Users who have access to the Internet Gateway .

Web users are defined In the MIS Web User Dictionary.

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worklist

An ordered list that appears on a Process screen. Worklists allow users to see instantly which

patients need to be processed

reminders need to be acted upon

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Index

IndexAaccess..........................................................................................................................................60, 61, 62

assigning search level..........................................................................................................................69defining.................................................................................................................................................60editing...................................................................................................................................................66managing.............................................................................................................................................66restricting........................................................................................................................................62, 76

access levels............................................................................................................................................61copying.................................................................................................................................................61

activities (user).........................................................................................................................................38appointment conflicts...............................................................................................................................73

defining.................................................................................................................................................72examples..............................................................................................................................................73

appointment fragments............................................................................................................................48assigning to a program.........................................................................................................................86creating and using................................................................................................................................48inserting data fields..............................................................................................................................34using defaults for letters.......................................................................................................................49

appointment groupsdefining.................................................................................................................................................70listing block utilization statistics............................................................................................................43

appointment seriesbooking...................................................................................................................................................7

appointment setsbooking...................................................................................................................................................7defining.................................................................................................................................................70defining search criteria...........................................................................................................................9establishing order of appointments in..................................................................................................71sequence classes in.............................................................................................................................71

appointment slotsblock utilization statistics..........................................................................................................42, 43, 44booking unavailable.............................................................................................................................67listing.................................................................................................................................................... 39

appointment statisticslisting..............................................................................................................................................44, 45

appointment type conflictsdefining.................................................................................................................................................93

appointment types....................................................................................................................................74assigning a default fragment................................................................................................................49assigning to an appointment group......................................................................................................74associating OE procedures..................................................................................................................80associating with a sequence class.......................................................................................................71attaching customer-defined data..........................................................................................................83attaching rules......................................................................................................................................90automatically attending........................................................................................................................74

Index

connecting with a reservation/meeting.................................................................................................92defining appointment conflicts..............................................................................................................72defining day restrictions.......................................................................................................................78defining general information.................................................................................................................74defining patient/scheduler instructions.................................................................................................79defining restrictions..............................................................................................................................76defining start times...............................................................................................................................78dictionary screens........................................................................................................74, 76, 79, 80, 83listing appointments by..................................................................................................................25, 26listing block utilization statistics............................................................................................................43listing for resource groups....................................................................................................................94listing statistics for................................................................................................................................45purging inactive OE data from dictionary.............................................................................................84

appointmentsbooking.............................................................................................................................................7, 74defining search criteria...........................................................................................................................9listing................................................................................................................23, 25, 26, 27, 28, 29, 30listing by appointment type............................................................................................................25, 26listing by department......................................................................................................................26, 27listing by patient...................................................................................................................................24listing by resource..........................................................................................................................28, 29listing by resource group................................................................................................................29, 30listing by status.....................................................................................................................................23listing non-auto-attended......................................................................................................................39listing pending appointments.........................................................................................................31, 32listing statistics...............................................................................................................................44, 45listing with cancelled oe orders............................................................................................................25searching for..........................................................................................................................................9unable to be auto attended..................................................................................................................39

auto-attended appointmentslisting.................................................................................................................................................... 39

Bbackground jobs

viewing statuses...................................................................................................................................59basic schedules

compiling..............................................................................................................................................95copying.................................................................................................................................................95defining.................................................................................................................................................93listing........................................................................................................................................39, 40, 41

basic templatesassinging to resources.........................................................................................................................93defining.................................................................................................................................................93

block utilizationreporting.........................................................................................................................................42, 43

booking....................................................................................................................................................68

Ccancellation reasons

Index

defining.................................................................................................................................................88canned text

defining.................................................................................................................................................85inserting data fields..............................................................................................................................34listing data fields for.............................................................................................................................50types..................................................................................................................................................... 85

conflictsdefining...........................................................................................................................................72, 93

custom reportsusing standard NPR Reports and MAGIC program names...........................................................46, 47

custom required fieldsdefining.................................................................................................................................................89

Ddata fields

listing.................................................................................................................................................... 50using.....................................................................................................................................................34

default appointment typespecifying for reservations/meetings....................................................................................................92

departmentslisting appointments by............................................................................................................26, 27, 31listing appointments for resource groups.......................................................................................29, 30listing resource groups within...............................................................................................................39listing statistics for................................................................................................................................45restricting user access to.....................................................................................................................62

documentscreating MS Word................................................................................................................................88

Ffacilities

restricting users to................................................................................................................................62forms

assigning to a program.........................................................................................................................86creating................................................................................................................................................87defining a program for printing.............................................................................................................46determining when they print.................................................................................................................35listing data fields for.............................................................................................................................50manually printing..................................................................................................................................37printing.......................................................................................................................................8, 35, 37queuing and sending............................................................................................................................35reprinting..............................................................................................................................................36

fragments...........................................................................................................................................48, 49creating and using................................................................................................................................48

functionsappointment...........................................................................................................................................8

Iinquiry formats.........................................................................................................................................18

using standard.......................................................................................................18, 19, 20, 21, 22, 23

Index

inquiry reportscreating custom....................................................................................................................................45

instructions/queries....................................................................................................................................8insurances

adding by insurance group...................................................................................................................84

Lletter text

creating appointment fragments for.....................................................................................................48inserting data fields..............................................................................................................................34using.....................................................................................................................................................33

lettersassigning to a program.........................................................................................................................86defining a program for printing.............................................................................................................46defining text..........................................................................................................................................87determining when they print.................................................................................................................35listing data fields for.............................................................................................................................50manually printing..................................................................................................................................37preventing from printing for expired patients........................................................................................38printing.................................................................................................................................8, 35, 36, 37queuing and sending............................................................................................................................35reprinting..............................................................................................................................................36using default fragments........................................................................................................................49

letters/forms/messages table...................................................................................................................35logs

printing activity.....................................................................................................................................38

MMagic Program Names

using.....................................................................................................................................................46message queue

listing entries........................................................................................................................................37messages

assigning to a program.........................................................................................................................86creating................................................................................................................................................87defining a program for printing.............................................................................................................46defining text to print..............................................................................................................................34determining when sent and to whom...................................................................................................35listing data fields for.............................................................................................................................50printing.................................................................................................................................................34

midnight Runcompiling in background......................................................................................................................59

MPI searchassigning search levels........................................................................................................................69

MS Wordcreating documents..............................................................................................................................88defining a program for printing.............................................................................................................46

Index

NNPR Reports............................................................................................................................................46

creating custom inquiry reports............................................................................................................45using...............................................................................................................................................46, 47

OOE transactions

viewing failed........................................................................................................................................24order entry interface

purging inactive procedures.................................................................................................................84troubleshooting.....................................................................................................................................24

overbooking.......................................................................................................................................67, 68

Pparameters

viewing.................................................................................................................................................50patient data screen

defining what appears..........................................................................................................................89patient instructions

viewing...................................................................................................................................................8pending appointments

assigning a waitlist category................................................................................................................92booking sets...........................................................................................................................................7listing..............................................................................................................................................31, 32

Physician's Practice Management Modulesearch criteria.........................................................................................................................................9

print queueslisting.................................................................................................................................................... 37managing.............................................................................................................................................36triggering events for.............................................................................................................................35

printersentering training...................................................................................................................................90

process screen levelsdefining.................................................................................................................................................60

programsdefining for printing letters

forms

and MS Word documents.............................................................46defining to print a custom inquiry report...............................................................................................45

Qqueries

when scheduling....................................................................................................................................8queues

listing entries........................................................................................................................................37managing print.....................................................................................................................................36

Index

Rreservations/meetings

defining.................................................................................................................................................92resource conflicts

defining.................................................................................................................................................93resource groups

defining.................................................................................................................................................94defining reasons for schedule edits.....................................................................................................91listing..............................................................................................................................................28, 29listing appointment types......................................................................................................................94listing appointments for..................................................................................................................29, 30listing by department............................................................................................................................39listing resources within.........................................................................................................................38listing statistics for................................................................................................................................44restricting access to.............................................................................................................................68

resource schedulesallowing overbooking access...............................................................................................................67associating with resource groups.........................................................................................................95creating................................................................................................................................................95defining.................................................................................................................................................93defining reasons for edits.....................................................................................................................91listing........................................................................................................................................39, 40, 41listing compile information....................................................................................................................42listing edits...........................................................................................................................................40

resource/appointment type conflictsdefining.................................................................................................................................................93

resourcescopying compiled schedules................................................................................................................95defining schedules for..........................................................................................................................95listing........................................................................................................................................28, 29, 38listing appointments for........................................................................................................................28listing basic schedules...................................................................................................................39, 40listing edits to schedules......................................................................................................................40listing schedule compile information....................................................................................................42listing statistics for................................................................................................................................44overbooking..........................................................................................................................................67printing daily schedules........................................................................................................................41

rulesdefining.................................................................................................................................................90inserting data fields..............................................................................................................................34listing data fields for.............................................................................................................................50

SSCH Block Utilization Reports.................................................................................................................42

listing by appointment group................................................................................................................43listing by appointment type...................................................................................................................43

schedule edit reasonsdefining.................................................................................................................................................91

Index

schedule elementsusing in basic templates.......................................................................................................................93viewing.................................................................................................................................................93

scheduler instructionsviewing...................................................................................................................................................8

schedulescompiling basic.....................................................................................................................................95copying compiled.................................................................................................................................95defining basic templates for.................................................................................................................93listing........................................................................................................................................39, 40, 41listing resource compile information.....................................................................................................42

scheduling queries.....................................................................................................................................8scheduling restrictions.......................................................................................................................62, 68search criteria

entering for appointments......................................................................................................................9search levels

assigning restricted..............................................................................................................................69searching for patients

determining how...................................................................................................................................69sequence classes

defining.................................................................................................................................................71series

booking appointments............................................................................................................................7sets

defining.................................................................................................................................................70statistics

block utilization.........................................................................................................................42, 43, 44listing..............................................................................................................................................44, 45

statuseslisting appointment.......................................................................................................23, 26, 27, 28, 30listing timeslots.....................................................................................................................................39viewing system.....................................................................................................................................59

system statusviewing statuses...................................................................................................................................59

Ttemplates

defining basic.......................................................................................................................................93terminal digits

listing appointments by......................................................................................................26, 27, 29, 30text

defining.................................................................................................................................................85transactions

viewing failed........................................................................................................................................24troubleshooting

viewing system status..........................................................................................................................59

Uunavailable times

Index

booking and overbooking.....................................................................................................................67user activities...........................................................................................................................................38

Wwaitlist categories

defining.................................................................................................................................................92