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Operator's guide - 'UI EHR/PM Transfer Agent'
for Windows Client Server EHRs
(V2.7) |
This page contains instructions that automate the download
of patient
panel information.
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Section 1: Computer Setup - Required components
- A Windows computer configured to
access the Client's EHR/PM system by using EHR client software
'Client's EHR/PM' is the client's
Electronic Health Records or Practice Management system from which
patient records will be extracted
Note: Choose a computer that can be dedicated to
the download function;
this computer must not to be used for any other purpose
during the download process
We anticipate the unattended download process will occur off hours,
during evenings and weekends.
- Install macro program into
Windows
Legacy solutions (XP & Win 7-10):
Macro Toolworks download
Plan B Macro:
Do_It_again_download
Last resort (w/MS mouse & KB)
MS_Keyboard_Mouse_Center
download (Win 7 -10, you must know if you have 32 bit
or 64 bit OS version)
- Drag Macro Toolworks icon to taskbar at bottom
('Macro Toolworks' Desktop Icon = Multi
color gears)
-
Confirm there is
sufficient
local storage space (>50GB) to hold patient information
-
Create a directory
that will hold patient charts
Make a note
of the directory name and location.
-
A compression
(zip, 7zip, pkzip) utility that supports passwords
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Another computer to view these
online instructions.
=============================
Section 2: Client site setup - Required
staff & accounts:
- An experienced EHR/PM user familiar with the
Client's EHR/PM
An online reference desk is provided: EHR
reference documents
- A user account for the target
EHR and/or PM.
If
possible, Obtain a READ ONLY account in order to eliminate any
inadvertent changes to patient chart.
- Technical staff:
Setup download applications & post process files
Manage client naming conventions, zip w/pw,
ftp to processing site, Notifications
=================================
Section 3: Project report files -
- The Project Log file
- Spreadsheet contents:
specifications for the client's quality program
- The Clients report CMS submission Program Year (PY),
Submission Type (ACO/QPP/APM)
- Client info
- Staffing contact info
- Other client site specific
administrative information.
- User & contact info of
personnel who downloaded info
- Date/Time of download
(start/end)
- Method used to transfer
information (Browser or EHR windows client application)
- EHR information: Type
(Client/Server or Cloud based) Revision/version number of EHR and/or
PM systems
- Computer system used to
download info & download directory
Project log file format: Excel (XLS).
Transmission format: XLS file is zipped w/PW
Project log file naming convention: For sharecare clientID #FL4100 and
date 01-30-2018, Log filename should be: FL4100_20180130_LOG
B. Communication of results
(To be executed by onsite tech support or ROI admin)
- FTP the following files -
(filename include account#_date_DatatypeID)
a. Completed
Project log files
Data relevant to your process stage:
b. Initial process step: TA
file: Transfer agent file (Represents mouse movements to download 5
patients by MRN)
c. Subsequent process step: Exported Patient
data: All combined in zip file w/PW.
- FTP Protocol:
Contact nickbooth@cuhsm.org
for Filezilla configuration file for ftp account access
Customer management protocol:
FTP Project log files to: Subdir
name: /client's Sharecare account#
FTP patient data to subdirectory: Subdir
name: /client's Sharecare account#/clients system#
Client's system
number is identified in Project log file(s).
- Email notification of ftp
transfer to filesentinel@cuhsm.org re:
client's Sharecare account #_date_clients system#
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Section 4: Reference for
instructions: Command Sequence
notation
Notation for command execution:
-
Each command in the list below are executed in the
target window
described by (parenthesis)
-
(EHR) Indicates command will be typed/mouse/clicked into
EHR application.
-
(Macro Toolworks) Indicates command will be
typed/mouse/clicked into Macro Toolworks
application
-
(Desktop) Indicates command will be
typed/mouse/clicked into
Windows Desktop
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(Taskbar) Indicates icon will be clicked on in
taskbar at bottom of window
In other words, Focus must
be established to the target window before each command step is
executed
============================================
Section 5: Instructions:
Download electronic charts for
5 patients
-
(Desktop) Open EHR application .
-
(EHR) Expand application to full screen (Review upper
right corner of window: When in full screen, two boxes will appear
to left of X).
For this process to function properly,
you must keep EHR application in full screen mode.
-
(EHR) Navigate through EHR menus
to select a patient by MRN with several face
to face visits during the Program Year (See PY in Section
3A)
-
(EHR) Navigate through EHR menus
to export that patient's chart.
If you do not know how the export patient
records:
Take down notes while following these steps to navigate to 'EXPORT' menu
A. Methods that help you find
'EXPORT' menus:
i. Use the EHR help function (F1) and search for 'Export' or
'Referral' or 'HIE'
ii. Identify a EHR poweruser & ask them to
demonstrate the Export functions, OR
iii. Use our collection of online reference documents at this
page:
EHR
reference documents
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(EHR) When you export a patient
chart, the EHR will display a dialog box for selecting options:
Type in filename: Use
patient's MRN/Chart Number as filename
Select directory to store
(Directory location icon: Look for box with 3 buttons
Choose directory described in Section 1 step 1d.
Select patient
record type (Longitudinal... or CCDA or CDA)
Hint: Select patient record type that includes all visits; Avoid options that
only include one date or one visit.
-
(EHR) Click on 'OK' to start export
operation
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(EHR) After operation completes, verify that patient chart file has
been stored in folder location (See above: Section 1 step 1d.)
-
(EHR) Practice steps
3-8 with 5 different patients so that you
can remember the menu locations
-
(EHR) Optional: Repeat above
process using hot keys to navigate through menus.
Hot keys are Combination of ALT, CNTL, cursor and tab keys to navigate
menus. (Example: Hold down ALT key and press F - to display
File menu)
This process will be more
reliable if you use hot keys
-
(EHR) Close EHR application
================================================================
Section 6: Instructions:
Create 'Transfer Agent Training file'
-
(Desktop) Open EHR application .
-
(EHR) Expand application to full screen (Review upper
right corner of window: When in full screen, two boxes will appear
to left of X).
For this process to function properly,
you must keep EHR application in full screen mode.
-
(Taskbar) Open 'Macro Toolworks': click
'Macro Toolworks' icon in taskbar (on bottom)
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(Macro Toolworks) 'Macro Toolworks' Window
will appear
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(Macro Toolworks) To begin
recording process, click on 'Record': locate icon gallery - 2nd icon
w 'green circle w/plus sign'
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(Macro Toolworks) 'Macro
Recording' Dialog will appear. Click on 'Record Now'.
When recording, Macro Toolworks places a small window in lower right
corner of screen.
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(EHR) Download the electronic
charts for 5 different patients by MRN by repeating steps 3-8 as described
in Section 5.
There is no rush to this process: Please take your time & minimize
mouse clicks.
Wait for ~ 15 seconds after completion of each patient file.
-
(Macro Toolworks) Press 'STOP'
key to stop recording.
-
(Macro Toolworks) Macro
Toolworks will ask 'Do you want to add new item now?' Click on
yes.
-
(Macro Toolworks) Verify
recording: Use icon 'Blue Circle' to playback process, watch screen & verify
proper operations are executed.
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(Macro Toolworks) Save file.
Use menu File=> save. Filename should include
fields: Sharecare Client ID# AND date
AND 'TAT'
Filename fields are to be separated by underscore:
Example: For sharecare clientID #FL4100 and date 01-30-2018,
filename should be: FL4100_20180130_TAT
==================================================================
Section
7: Instructions: Post processing for 'Transfer Agent Training
(TAT) file'
-
(Windows) Open file
explorer
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(Windows) Navigate
to directory setup identified in 'Site Prep' (See ''Section 1 Step
D' );
-
(Zip utility) Zip up files
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(Excel) Record all activities in
log file (see Section 3a)
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Verify that all filenames include
required fields: Client's accountnumber_date_datatypeID.zip
Fields are to be separated by underscore in filename: Example:
FL4100_20180130_TAT.zip
Explicit datatypeID: TAT - transfer agent trainng, PCPDF - paper
chart in PDF format, SB-Superbill, LOG - Project Log file
Implicit datatypeID: ORU, CCDA, 837
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(Filezilla) Transfer results via
ftp as directed in Section 3B.
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(email) Email list of filenames
transmitted & PW to filesentinel@cuhsm.org
© Copyright, CMS Gateways, LLC
All rights reserved
Licensed by CUHSM QCDR - Consortium for Universal Health System Metrics |
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