UM - English


Addresses

Addresses
Selecting a town or city name: Note: Currently possible in person registration forms.

1. Click on the small icon to the right of the "City/town" input. A window will appear. 2. The ten most frequentyl used names will be displayed on the list. 3. If the name is on the list, click on it. 4. If the name is not on the list, type it (or some beginning letters) into the search input. 5. Click on the "Search" button. 6. The search result will be displayed on a list. Adding a new town or city name

1. Select "Special Tools" from the main menu. 2. Select "Address Management". 3. Enter username and password if prompted 4. Select "Enter New Data". 5. Enter the relevant data into the form.

Appointments

Appointments
How to schedule an appointment 1. First, register the person. If he was previously registered, find his registration data using the "search" option.

Note: Most probably, the hospital worker does not know if the person was registered earlier and it is always advisable to search for the person using the "search" function before deciding to start a new registration.

2. Select the "Appointments" option from the right options menu. 3. Click the "Schedule new appointment" link.

4. Enter the appointment data. The following data are compulsory for a valid appointment:

   

Appointment date Department Physician or clinician Purpose

5. Click the "Save" button.

Billing

Billing
How to start the billing module

1. Select "Special Tools" from the left main menu. 2. Select "eCombill" from the displayed submenu in the main page. 3. Enter username and password if prompted.

How to create a bill

1. Search for the patient first. Select "Search for patient" from the displayed menu. 2. After selecting the patient from the list, the following submenu items will be displayed:

      
Select Hospital Services Select Laboratory Services View Bill View Payment Make a new payment Generate a Final Bill

How to create billable items

Creating hospital service item

Creating Hospital Service Item

1. Click the "Create Hospital Service Item" menu item.

2. Enter the name of the item e.g. "Ward bed in 2 beds room". 3. Enter the code number of the item e.g. "W100933".

* Note: the code number must be decided upon by the hospital.

1. Enter the price per unit e.g. "100" (for one night) 2. Enter the maximum possible discount (in percent) e.g. "5" = 5 %

* Note: do not enter the "%" character

1. Click the "Save" button.

Creating laboratory test item

Creating Laboratory Test Item

1. Click the "Create Laboratory Test Item" menu item. 2. Enter the name of the item e.g. "Hematocrit measurement". 3. Enter the code number of the item e.g. "BB90003".

* Note: the code number must be decided upon by the hospital.

1. Enter the price per unit e.g. "13" (for one test).

* Note: do not enter the unit.

1. Enter the maximum possible discount (in percent) e.g. "5" = 5 %

* Note: do not enter the "%" character

1. Click the "Save" button.

EMR Electronic Medical Records

 

EMR
How to write a report?

How To Write A Report?

1. Search for the patient first to display his admission data. 2. Click the "Notes & Reports". 3. The "Admission history and physical" type of record will be displayed by default while other record types are listed on the right. 4. Click the record type you intend to write a report (for example "consultation notes"). 5. The data entry form will be generated. Type your notes or report. 6. Never forget to check the date before saving. 7. Click the "Save" button to save the report.

                       

The default EM Records are:

Admission History and Physical Allergy Anticoagulant daily notes Chart notes Consultation notes Daily ward's notes Development Diagnosis Diet plan Discharge summary Doctor's daily notes Doctor's directive Extra notes on therapy & diagnosis Inquiry to doctor IV daily notes Material LOT, Charge Nr. Nursing care report Nursing effectivity report Nursing problem report Operation notes Other Problem PT,ATG,etc. daily notes

  

Therapy

How to create a record for patient You can create a record via the options menu that appear on the right side of the patients admission data. See How to write a report? Some records can also be created starting from the patient's charts folder.

Encounter/Patient images or photos

Department Administration

Department Administration
How to administer departments?

 

Select "System Admin" from the left main menu. Select "System Admin" from the displayed set of options on the main page.

 Select "Department Administration" from the next displayed set of options. The administration module has 3 options
1. 2. Create = create new department Department Profiles = lists all availabel departments

3. Configuration Options = several operations on departments How to create a new department

 Select the "Create" option.  A form will appear. Enter the data for the new department.  The compulsory data for a valid department are:
Department's formal name e.g "Emergency clinic" Department's internal ID e.g. "emgcy_clinic" Note: No special characters nor space allowed. Use underscore in place of space e.g "internal_med"" Type of department Medical Non-medical e.g. repair & maintenance, janitorial service

Other data are non-compulsory but it is highly recommended to

complete them whenever possible. What is a signature line? Information (or "signature") that will appear as single line on forms and documents. What is a signature stamp text? A multiple lines of information that will appear on forms and documents. It can also contain the address of the clinic, ward, or department.

Diagnoses, Procedures & DRG (Diagnosis Related Groups)

Diagnoses, Procedures & DRG

How to start the DRG module?

How To Start The DRG Module?

The DRG module can only be started from 2 points

1. 2.

admission module showing the client's data or records OR log book

1. From admission module

 Click on the "DRG (composite)" option on the right menu  A new window will appear showing the module.
2. From OR log book

 Click on the "Functions" button located in the middle frame. A menu will drop down.  Select the "DRG (composite)" item  A new window will appear showing the module

What is the internal DRG group?

How to select a DRG group?

How To Select A DRG Group?

By searching

 Click on the "Search" button, and a search window will appear.  Type the search keyword in the input and press "Search" button.
Note: You can use the following wildcards:

% equivalent to * & equivalent to ?

The returned result will be displayed on a list. Each item has a checkbox on the left.

Check the checkbox of the item that you want to select. You can check several boxes.

Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

 Click on the "Take over selections" button. By "Quicklist"

Click on the "Quicklist" button, and a window will appear Items which were previously selected will be diplayed on the list. Check the checkbox of the item that you want to select. You can check several boxes. Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

  

 Click on the "Take over selections" button. By creating a new group

how to create a new DRG group?

What is "Quicklist"?

What Is "Quicklist"?
The Quicklist shows a list of the last items that were selected. This will help a user to quickly select the most-used diagnosises. It is populated automatically based on previous usage.

What does "->ICD/ICPM" buttton do?

ICD/ICPM
The "->ICD/ICPM" will display all diagnosis and/or procedure codes previously selected to belong to a specific DRG group:

How to use it

 The diagnosis and/or procedure codes will be displayed on a list. Each item has a checkbox on the
left.

 Check the checkbox of the item that you want to select. You can check several boxes.
Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

 Click on the "Apply selections" button. Here is the "->ICD/ICPM screenshot". Workflow chart
Resolving group in diagnosis and procedure codes

Resolving Group In Diagnosis And Procedure Codes

http://care2x.org/docswiki/img/wflow_drg_res.png

A needed group is not yet available, how to create a new DRG group?

How To Create A New DRG Group?

Click on the "Create new" button and a new window will appear The items are as follows

Internal code Nr

The code number for the group. It could be in a format according to the provider's local policy (internal code) or national or international standard. The national or international code is preferred if available.

Description

Descriptive name of the group. It is should be concise enough to convey the purpose of the group. Avoid descriptions longer than 80 characters.

Synonyms or keywords

Set of words or character combinations that will be linked to the group. Usually words or acronyms traditionally used by the personnel to describe the case or diagnoses/procedure combination. Aids greatly in searching for the item. It could vary from department to department or from provider to provider. For example: an ENT department says "SRP" while the plastic surgery department says "RSP" to mean "nose lifting" or septorhinoplasty. Note: Separate words with commas.

Is sub-group?

If the group being created belongs to a higher level group, check YES.

Parent code Nr.

If the group being created is a sub-group, enter here the the code number of its parent group.

Standard Code Nr.

If a standard code for the group is known, but internal policies dictate creating/using internal codes, you can enter here the standard code.

Other notes

Additional notes and information for the group. Note: Will not aid in searching.

What is the ICD/Diagnosis?

How to select a diagnosis code?

How To Select A Diagnosis Code?


By searching

 

Click on the "Search" button, and a search window will appear. Type the search keyword in the input and press "Search" button.

Note: You can use the following wildcards: % equivalent to * & equivalent to ?

  
The returned result will be displayed on a list. Each item has a checkbox on the left. Check the checkbox of the item that you want to select. You can check several boxes.

Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

  
Click on the "Take over selections" button.

By "Quicklist"

  

Click on the "Quicklist" button, and a window will appear Items which were previously selected will be diplayed on the list. Check the checkbox of the item that you want to select. You can check several boxes.

Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

 
Click on the "Take over selections" button.

 By using the "->ICD/ICPM" table Workflow charts

Starting DRG module and selecting diagnosis codes Resolving group in diagnosis and procedure codes

 

What is "Quicklist"?

What Is "Quicklist"?
The Quicklist shows a list of the last items that were selected. This will help a user to quickly select the most-used diagnosises. It is populated automatically based on previous usage.

What is the ICPM/OPS/Procedure?

How to select a procedure code?

How To Select A Procedure Code?

By searching

 Click on the "Search" button, and a search window will appear.  Type the search keyword in the input and press "Search" button.
Note: You can use the following wildcards: % equivalent to * & equivalent to ?

 

The returned result will be displayed on a list. Each item has a checkbox on the left. Check the checkbox of the item that you want to select. You can check several boxes.

Note.. To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

Click on the "Apply selections" button.

By "Quicklist"

 

Click on the "Quicklist" button, and a window will appear Items which were previously selected will be diplayed on the list.

Check the checkbox of the item that you want to select. You can check several boxes.

Note: To reset all checked checkboxes, click on the "X" icon at the topmost row of the list.

Click on the "Apply selections" button.

Workflow chart

 

Starting DRG module and selecting procedure codes Resolving group in diagnosis and procedure codes

What is "Quicklist"?

What Is "Quicklist"?
The Quicklist shows a list of the last items that were selected. This will help a user to quickly select the most-used diagnosises. It is populated automatically based on previous usage.

Workflow charts

   

Starting DRG module and selecting groups Starting DRG module and selecting diagnosis codes Starting DRG module and selecting procedure codes Resolving group in diagnosis and procedure codes

Duty Plan Management - Doctors

Duty Plan Management - Doctors

Creating the duty plan

   

Click "Doctors" on the main menu. Click "DOC Scheduler" on the subsequent page. If prompted, select the department of the duty plan. The planner will appear.

     

Click on the button beside the day where you want to assign a doctor A list of doctors assigned to the department will pop up. Click the name of the doctor to be assigned to the selected date. You can either assign one doctor to a single date or complete the entire month plan before saving. To save the plan, click the "Save" button Once finished, click the "Cancel" or "Close" button

Duty Plan Management - Nurses

Duty Plan Management - Nurses

Creating the duty plan

         

Click "OR" on the main menu. Click "ORNOC Scheduler" on the subsequent page. If prompted, select the department of the duty plan. The planner will appear. Click on the button beside the day where you want to assign a nurse A list of nurses assigned to the department will pop up. Click the name of the nurse to be assigned to the selected date. You can either assign one nurse to a single date or complete the entire month plan before saving. To save the plan, click the "Save" button Once finished, click the "Cancel" or "Close" button

Images

Uploading Encounter images

Uploading Encounter Images

How to upload images or photos of an encounter?

   

Click "Special tools" on left main menu. Click "Fotolab" on the sub menu. Search for the patient by entering a search keyword Search keywords can be: The encounter number (or admission number)

Name, first name, or a few characters.

   

When the patient is found on the list, click the "green" icon. Browse the image to be uploaded Enter the date when the image was taken Click "Save".

Dicom Images

Dicom Images
How to list available Dicom images?

   

Select "Radiology" from the left main menu. Select "DICOM Images" from the displayed submenu in the main page. Enter username and password if prompted. The search page will appear. Enter a search keyword to search for the patient. You can enter one of the following PID number first name family some beginning letters (or numbers) of the above the wild card "%" to display all patients with dicom images combination of search word and "%" The search results will be displayed as a list. (Screenshot: dicom search result) If the image has an accompanying note, the "info" icon will be displayed beside its upload date. To read the image's accompanying note, click on its "info" icon. A window will pop up displaying the note's details. How to view Dicom images?

Click on the "small torso" icon in the "View here" column to start the Dicom viewer inside the current main frame.

Click on the "torso/window" icon in the "View in window" column to start the Dicom viewer in a separate pop-up window.

Upload Dicom images

Upload Dicom Images

Uploading Dicom images

 

Click "Upload Dicom". Find the person first (note: person, not patient, since images are not strictly related to a single already existing encounter)

   

If the person is on the listed search result, click on the button beside it. Enter the related encounter's number (if known). Enter the related documents' numbers or id's (if known). Search and select the dicom files. Note: Only dicom files with ".dcm" extensions will be accepted. Uploading more than the default number of image files

 Enter the number in the input field after the "I need to upload..." line.  Click "Go" button. Screenshot here
upload dicom

Insurance

Insurance
Selecting an insurance company

 Note: Currently possible only in person registration or client admission forms.  Click on the small icon to the right of the "Insurance co." input. A window will appear.  The ten most frequently used company names will be displayed on the list.  If the name is on the list, click on it.  If the name is not on the list, type it (or some beginning letters) into the search input.  Click on the "Search" button.  The search result will be displayed on a list. Adding a new insurance company data  Select "Special Tools" from the main menu.  Select "Insurance Co. Management".  Enter username and password if prompted

 Select "New Data".  Enter the relevant data into the form.

Medical Depot

Medical Depot
In the Medical Depot, you can

 Order non-pharmaceutical products (e.g. Thorax drain)  Create your own product catalog  Receive product orders  Acknowledge product orders  Activate Medibot to watch for coming orders  Add new product item in the databank  Manage product information in the databank How to order products?

How To Order Products?

     
Click "Medical Depot" on the main menu. Click "Ordering" on the subsequent page. A double frame will appear inside the main frame. On the right frame, you can search for the product you want to order. If your own ordering catalog is not empty, its contents will be listed on this frame If the product is on the list, you can:

1.

click on the green "left" arrow to place one piece of the product in the order basket on the left :#check the checkboxes of several products, enter the number of pieces to order, then click "Put in the basket" button.

Note... If you have searched for the product

1.

click on the green "left" arrow to put one piece in the basket (this product will added to your own catalog automatically)

2.

click on the green "down" arrow button to add the product into your catalog (without placing it in the order basket)

How to create own's product catalog?

How To Create Own's Product Catalog?

   
Click "Medical Depot" on the main menu. Click "My product catalog" on the subsequent page. Search for the product. Enter a search keyword and click the "Search" button. A search keyword can be:

1. 2. 3.

Product's name Product's description Ordering number (number internal to your organization)

 The results will be displayed on a list.  If the product is on the list, you can display its complete information by:
1. 2. clicking on the blue "info" icon clicking on its name

To add the product to your catalog

 

click on the green down arrow icon or click the "Put this article in the catalog" button that appears below the product's complete information

How to add products into the databank?

How To Add Products Into The Databank?

   
Click "Medical Depot" on the main menu. Click "Databank" on the subsequent page. Click "New product" on the next sub menu page Enter the information. The following are compulsory information:

1. 2. 3. 4.

Ordering number (internal number to your organization) Product's (article) name Product's description Number of pieces per order

 Click the "Save" button to save the product information.

How to attach the product's picture to the information record?

 Before saving the information, click the "Browse" button beside the "Picture file" field.  The file manager will appear.  Choose the needed image file to attach.  Click the "Save" button to save the product information with the image.
How to manage products in the databank?

How To Manage Products In The Databank?

    
Click "Medical Depot" on the main menu. Click "Databank" on the subsequent page. Click "Management" on the next sub menu page Search for the product. Enter a search keyword and click the "Search" button. A search keyword can be:

1. 2. 3. 4. 5.

Product's name Product's description Ordering number (number internal to your organization) Serial number Industry number

 The results will be displayed on a list.

What to do with the information?

 Update the data  Delete the data

Nurses

Nurses
Adding nurses

 

Click "Nursing" on the main menu. Click "Nurses' List" on the subsequent page.

 

If prompted, select the department. If you want to add the nurse to a different department, select the new department from the "Change department" combo box and click the "Change" button.

 

Search for the nurse.

If the new is found and displayed on the list, click the "Add to list" button. The nurse is not found, what to do?

Add the nurse as an employee first then assign him to a department as a nurse, please go to Personnel Management

Personnel Management
Adding a new employee

     

Click "Special tools" on the main menu. Click "Personnel Manager". Check if the person is already registered in the system. Enter a keyword and search for the person. If the person is found and displayed on the list, select it. If the person is not found, register him first in the sytem. Click the "New person" tab.

 After the person is registered in the system, click the "Add employ" button. Assigning employee to a department
After adding the employee, click on the "Assign as a DOCTOR (or NURSE) to a department" on the left

submenu column. Assigning phone and beeper numbers to an employee

 After adding the employee, click on the "Add phone/beeper info" on the left submenu column. Minimum required data for personnel employment
Job function Date of joining Contract start (date)


How to

Nursing Ward

Nursing Ward

 display a ward's occupancy list

Display A Ward's Occupancy List

1. Click the "Nursing" item on the main menu. 2. On the displayed page, click on the name (or ID) of a ward. 3. Enter username and password if prompted

 admit a client to a ward

Admit A Client To A Ward

You admit a patient by assigning him a bed

Click on the "+" icon of an empty bed. NOTE: Consider all the factors that limit the choice of a bed:

  

Private or non-private status Proximity to relevant places in the ward (eg. nurses' station, bathtub) If client has roommate(s):

 same sex?  age difference?  type of disease?  reasons for admission?  psychological profile?  habits, snoring, visitors?  religion? (applicable?)  Search for the patient, type the name (or some beginning characters) and click "Search" button.  The search results are displayed on a list  Look for the patient on the list. If found, take a second look again and/or countercheck with the
client's admission documents. See NOTE below why.

 Click on the "Yes, this one" button on the right client. NOTE 
Once a patient is assigned a bed, he is officially admitted to the ward. You cannot simply delete him if you made the mistake of assigning him wrongly. Therefore, you have to be sure that you found the right client on the list before clicking that button.

I did make the mistake, what to do now?

Discharge the patient choosing either "change of bed","change of room", or "change of ward" as the reason.

 open a client's charts folder

Open A Client's Charts Folder

There are several ways to open the patient's charts folder

1. Click the green "folder" icon. 2. Click the patient's name on the occupancy list. 3. Click the mini color coded bars.

 display reports and test results

Display Reports And Test Results

Displaying

    

Click the "Diagnostics results" button. A large window will pop up. The available reports and results are listed on the left frame. The first report on the list is automatically shown on the right main frame. To display another report, click its number on the list.

Printing

   

Click the "Print out" button. A print version of the report will be created in a new window. The browser's own printer dialog will appear. Make necessary configurations on the printer dialog and click "Print".

 enter intra-ward notes about a client

Enter Intra-Ward Notes About A Client

   

Click the "talk balloon" icon. An entry window will appear. Type the notes or reports. Click "Save" button to save notes. Note... Entered data cannot be deleted by the nursing staff.

What to do if erronous report or information was saved?

 Just type a follow up report pointing out the error and state the correct version.

 discharge a client

Discharge A Client
Discharge a living patient

       

Click the "paper-with-green-arrow" icon. A discharge form will appear. Enter discharge date (if not default date). Enter discharge time. Select the discharge reason. Type discharge notes (if notes are available) Click the "Yes, I'm sure..." checkbox. Click "Discharge" button.

Discharge a deceased patient

       

Click the "paper-with-green-arrow" icon. A discharge form will appear. Enter discharge date (if not default date). Enter discharge time. Select "Death of patient" as discharge reason. Type discharge notes (if notes are available) Click the "Yes, I'm sure..." checkbox. Click "Discharge" button.

If the discharge date is same with the date of patient's death, click "Ok" on the prompt window, otherwise click "Cancel".

 transfer a client

Transfer A Client
Transfer to another ward

  

Click the "2-green-vertical-arrows" icon on the patient's row. A window will appear showing the list of the available wards. To transfer to another ward, click the button beside that ward

Transfer to different bed but in the same ward

 

Click the "2-green-vertical-arrows" icon on the patient's row. A window will appear showing the list of the available wards and a button to list the ward's rooms and vacant beds.

 

Click button to list the beds. To transfer to another bed. Click the button of that vacant bed. Note... in transferring a patient, make sure that it conforms with your occupancy policies.

    

For example: sex, females should not be mixed with males Same or similar types of illness. Degree of illness. Level of needed privacy/isolation.

With the charts folder, how to

enter temperature & blood pressure values

Enter Temperature & Blood Pressure Values

Please go to -> temperature and/or blood pressure values

Temperature And/Or Blood Pressure Values

How to enter a temperature or blood pressure

  

Click on the chart area corresponding to the chosen date.

A pop-up window for entering the temperature and/or blood pressure data will appear.

Enter the data and time. Enter the time and temperature on the right "Temperature" column. Enter the time and blood pressure on the left "Blood pressure" column. Tip: To enter the current time, type "n" or "N" (meaning NOW) in the time field. The exact current time will appear automatically in that field.

  

If you have several data, enter all of them before you save.

Click the "Save" button to save the newly entered data.

If you are finished, click the "Close" button to close the window and go back to the chart.

Or follow the instructions below

 Click on the graph within the column of the intended date.  An entry window will appear.  Enter the time at which the measurement has been made. Time format is HH.MM.  Enter the blood pressure values.
You can enter the values in various formats:

  

120/89 120 89 120-89

  

Enter the temperature data. Enter the time of measurement. Enter the temperature value. Temperature format is e.g. 37.1 (decimal period)

 

enter diet plan

Daily Diet Or Nutrition Plan

    

How to enter a diet plan Step 1: Click on the " Diet plan " corresponding to the chosen date. Step 2: A pop-up window for entering or editing the diet plan will appear. Step 3: Enter the diet plan. Step 4: Click the "Save" button to save the newly entered diet plan. Note: If you want to cancel, click the "Cancel" button .

Step 5: If you are finished, click the "Close" button to close the window and go back to the chart.

enter allergy information

Allergies
How to enter allergy information

  

Click the (clip) icon next to " Allergy ". A pop-up window will appear showing the entry field for allergy information. Type the allergy or CAVE information in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

enter diagnoses and therapy notes

Diagnoses & Therapies

How to enter main diagnosis and/or therapy

  

Click the (clip) icon next to "Diagnosis/Therapy". A pop-up window will appear showing the entry field for diagnosis/therapy information. Type the diagnosis or therapy information in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 If you are finished, click the "Close" button to close the window and go back to the chart.

enter daily notes

Daily Notes, Diagnostic Reports, Daily Short Orders

How to enter information on daily diagnosis, notes, orders or therapy plan?

Click either the empty column or the existing daily diagnosis/therapy corresponding to the chosen date.

http://207.44.195.231/~care2x/docswiki/images/entry_daily_notes.png

A pop-up window will appear showing the entry field for diagnosis/therapy information for the chosen date.

Type the diagnosis or therapy information in the " Please enter new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

enter anticoagulant prescription

Anticoagulant Medication
How to enter anticoagulants?

  

Click the (clip) icon beside " Anticoagulants ". A pop-up window will appear showing the entry field for anticoagulants. Type the information on the anticoagulants and or dosage in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click "Close" button to close the window and go back to the chart.

enter anticoagulant dosage/administration notes

Daily Anticoagulant Administration Notes

How to enter information on daily anticoagulant application

Click either the empty column or the existing anticoagulant information corresponding to the chosen date.

A pop-up window will appear showing the entry field for daily anticoagulant application for the chosen date.

Type either the dosage, or applicator information in the " Enter the new information here or edit the current entries: " field. Note: If you want to cancel, click "Cancel" the button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

enter medicine prescriptions

Medicine Prescriptions & Dosage

How to enter medication and dosage plan

    

Click " Medication ". A pop-up window will appear showing the entry fields for medication and dosage plan. Type the medication on the left column. Type the dosage plan on the middle column. Click the radiobutton of the color coding for the medication if necessary.

* Green for antibiotics and their derivatives. * Yellow for dialytic medicines. * Blue for hemolytic (coagulant or anticoagulant) medicines. * Red for intravenous applied medicines.

Enter your name in the " Nurse: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the medication plan.  If you are finished, click the "Close" button to close the window and go back to the chart.

color coding of medicine

Color Coding Of Medicine

* Green for antibiotics and their derivatives. * Yellow for dialytic medicines. * Blue for hemolytic (coagulant or anticoagulant) medicines. * Red for intravenous applied medicines.

enter daily medicine dosage & administration notes

Daily Medicine Dosage & Administration Notes

How to enter information on daily medication application and dosage

 

Click either an empty medication column or the existing information corresponding to the chosen date. A pop-up window will appear showing the medication and dosage plan with entry fields for the day's information.

 

Click the entry field corresponding to the chosen medication. Type either the dosage, applicator information, or start/end symbols in the field. Note... If you want to cancel, click the button .

 If you have several entries, enter all of them before saving.  Click the button to save the information.  If you are finished, click the button to close the window and go back to the chart.

enter extra information

Extra Diagnoses & Therapies

How to enter extra diagnoses or therapy notes

  

Click the (clip) icon next to "Notes, extra diagnoses". A pop-up window will appear showing the entry field for notes and extra diagnoses. Type the notes or extra diagnoses in the "Please enter new information here:" field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

enter physical therapy (PT), anti-thrombosis-gymnastics (ATG),& related notes

PT (Physical Therapy), ATG (Anti-Thrombosis Gymnastics)

How to enter information on daily physical therapy (PT), anti-thrombosis gymnastics (Atg), etc.

  

Click the " Pt,Atg,etc: " corresponding to the chosen date. A pop-up window will appear showing the entry field for the chosen date. Type the information in the " Please enter new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

Outpatient

Outpatient
How to display the patients' list of the outpatient clinic

   

Click "Ambulatory" on the main menu. Click the "Outpatient clinic" menu item of the outpatient clinic or department. The list of patients should be listed. If the list is empty, look at the "waiting list" on the upper right box of the page.

 If you see a waiting patient assigned to this clinic, click on its name to finally admit him in the clinic. How to see the pending admission appointments for the outpatient clinic?  Click the "Appointments" menu option of the outpatient clinic. How to attend to pending requests to an outpatient clinic?
Click "Pending requests" menu option of the outpatient clinic. The pendings requests will be listed on a left column. The first request form on the list will be displayed immediately.

 

 

To review a particular request, click on its batch number on the list. To print out a request form, click the "Print" button.

Patient admission

Patient Admission
How to admit a patient?

 

Click "Admission" on the left main menu. Login if prompted. The search page will be displayed. Verify first if the person is already registered in the system.

 Enter a keyword to search for the person.  The search result will be listed. If the person you need to admit is in the list, click the "Yes, this
one" button. The person's registration data will be displayed.

 Click the "Admit inpatient" button to admit the person as inpatient.  Or: click the "Outpatient visit" button to admit the person as outpatient.

The admission form is displayed now, what to do next?

 Fill in the admission data. The compulsory items to fill in or select are:        
Admission type Clinic or department (for outpatient) Ward (for inpatient) Referral diagnosis Referring physician Referer's suggested therapy Special notes Click "Save" button to save the admission data.

After saving the admission data, the options are still disabled (grayed). Why? This will give you the option to cancel the admission before the patient is finally admitted into the hospital. To activate the options, you need to finally admit the patient by assigning him a ward or acknowledging him in the outpatient clinic.

How to assign a patient to a ward or acknowledge him in an outpatient clinic?

 

Click the ward's name (or clinic's name) displayed in the admission form. You will be directed to the ward or clinic.

Admitting a patient (graphic workflow chart)

Patient's Charts

Patient's Charts
Screenshot of patient's charts: How to

 enter allergy information

Allergies
How to enter allergy information

  

Click the (clip) icon next to " Allergy ". A pop-up window will appear showing the entry field for allergy information. Type the allergy or CAVE information in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 enter anticoagulant prescription

Anticoagulant Medication
How to enter anticoagulants?

  

Click the (clip) icon beside " Anticoagulants ". A pop-up window will appear showing the entry field for anticoagulants. Type the information on the anticoagulants and or dosage in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click "Close" button to close the window and go back to the chart.

enter anticoagulant dosage/administration notes

Daily Anticoagulant Administration Notes

How to enter information on daily anticoagulant application

Click either the empty column or the existing anticoagulant information corresponding to the chosen date.

A pop-up window will appear showing the entry field for daily anticoagulant application for the chosen date.

Type either the dosage, or applicator information in the " Enter the new information here or edit the current entries: " field. Note: If you want to cancel, click "Cancel" the button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 enter daily notes

Daily Notes, Diagnostic Reports, Daily Short Orders

How to enter information on daily diagnosis, notes, orders or therapy plan?

Click either the empty column or the existing daily diagnosis/therapy corresponding to the chosen date.

http://207.44.195.231/~care2x/docswiki/images/entry_daily_notes.png

A pop-up window will appear showing the entry field for diagnosis/therapy information for the chosen date.

Type the diagnosis or therapy information in the " Please enter new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 enter diet plan      

Daily Diet Or Nutrition Plan

How to enter a diet plan Step 1: Click on the " Diet plan " corresponding to the chosen date. Step 2: A pop-up window for entering or editing the diet plan will appear. Step 3: Enter the diet plan. Step 4: Click the "Save" button to save the newly entered diet plan. Note: If you want to cancel, click the "Cancel" button .

Step 5: If you are finished, click the "Close" button to close the window and go back to the chart.

 enter temperature & blood pressure values

Enter Temperature & Blood Pressure Values

Please go to -> temperature and/or blood pressure values Or follow the instructions below

 Click on the graph within the column of the intended date.  An entry window will appear.  Enter the time at which the measurement has been made. Time format is HH.MM.  Enter the blood pressure values.
You can enter the values in various formats:

  

120/89 120 89 120-89

  

Enter the temperature data. Enter the time of measurement. Enter the temperature value. Temperature format is e.g. 37.1 (decimal period)

 enter medicine prescriptions

Medicine Prescriptions & Dosage

How to enter medication and dosage plan

    

Click " Medication ". A pop-up window will appear showing the entry fields for medication and dosage plan. Type the medication on the left column. Type the dosage plan on the middle column. Click the radiobutton of the color coding for the medication if necessary.

* Green for antibiotics and their derivatives. * Yellow for dialytic medicines. * Blue for hemolytic (coagulant or anticoagulant) medicines. * Red for intravenous applied medicines.

Enter your name in the " Nurse: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the medication plan.  If you are finished, click the "Close" button to close the window and go back to the chart.

enter daily medicine dosage & administration notes

Daily Medicine Dosage & Administration Notes

How to enter information on daily medication application and dosage

   

Click either an empty medication column or the existing information corresponding to the chosen date. A pop-up window will appear showing the medication and dosage plan with entry fields for the day's information. Click the entry field corresponding to the chosen medication. Type either the dosage, applicator information, or start/end symbols in the field. Note... If you want to cancel, click the button .

 If you have several entries, enter all of them before saving.  Click the button to save the information.  If you are finished, click the button to close the window and go back to the chart.

 IV orders

daily IV notes

Daily IV Notes
How to enter information on daily intravenous (IV) medication application and dosage

Click either an empty column or the existing information next to " Intravenous>> " corresponding to the chosen date.

http://207.44.195.231/~care2x/docswiki/images/entry_daily_iv.png

 

A pop-up window will appear showing the entry field for the day's intravenous medication information.

Type either the dosage, applicator information, or start/end symbols in the " Enter the new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 enter diagnoses and therapy notes

Diagnoses & Therapies

How to enter main diagnosis and/or therapy

  

Click the (clip) icon next to "Diagnosis/Therapy". A pop-up window will appear showing the entry field for diagnosis/therapy information. Type the diagnosis or therapy information in the " Please enter new information here: " field. Note: If you want to cancel, click the "Cancel" button .

 If you are finished, click the "Close" button to close the window and go back to the chart.

 enter extra information

Extra Diagnoses & Therapies

How to enter extra diagnoses or therapy notes

  

Click the (clip) icon next to "Notes, extra diagnoses". A pop-up window will appear showing the entry field for notes and extra diagnoses. Type the notes or extra diagnoses in the "Please enter new information here:" field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 extra notes, LOT, charge, serial numbers, etc.

Extra Notes, LOT, Charge, Serial Numbers, Etc.

How to enter notes on implants, LOT nr, charge nr, etc

  

Click the (clip) icon next to " Notes ". A pop-up window will appear showing the entry field for auxiliary notes. Type the information on the LOT, charge nr, implants in the " Please enter new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

 enter physical therapy (PT), anti-thrombosis-gymnastics (ATG),& related notes

PT (Physical Therapy), ATG (Anti-Thrombosis Gymnastics)

How to enter information on daily physical therapy (PT), anti-thrombosis gymnastics (Atg), etc.

  

Click the " Pt,Atg,etc: " corresponding to the chosen date. A pop-up window will appear showing the entry field for the chosen date. Type the information in the " Please enter new information here: " field. Note... If you want to cancel, click the "Cancel" button .

 Click the "Save" button to save the information.  If you are finished, click the "Close" button to close the window and go back to the chart.

Pharmacy

Pharmacy
In the pharmacy, you can

 Order pharmaceutical products  Create your own product catalog  Receive product orders  Acknowledge product orders  Activate OrderBot to watch for coming orders  Add new product item in the databank  Manage product information in the databank
How to oder pharmaceutical products?

How To Oder Pharmaceutical Products?

     
Click "Pharmacy" on the main menu. Click "Ordering" on the subsequent page. A double frame will appear inside the main frame. On the right frame, you can search for the product you want to order. If your own ordering catalog is not empty, its contents will be listed on this frame If the product is on the list, you can:

1. 2.

click on the green "left" arrow to place one piece of the product in the order basket on the left frame check the checkboxes of several products, enter the number of pieces to order, then click "Put in the basket" button.

Note... If you have searched for the product

1.

click on the green "left" arrow to put one piece in the basket (this product will added to your own catalog automatically)

2.

click on the green "down" arrow button to add the product into your catalog (without placing it in the order basket)

How to create own's pharmaceutical product catalog?

How To Create Own's Pharmaceutical Product Catalog?

   

Click "Pharmacy" on the main menu. Click "My product catalog" on the subsequent page. Search for the product. Enter a search keyword and click the "Search" button. A search keyword can be: Product's name Product's description Ordering number (number internal to your organization) Serial number Industry number

 
1. 2.

The results will be displayed on a list. If the product is on the list, you can display its complete information by:

clicking on the blue "info" icon clicking on its name


1. 2.

To add the product to your catalog

click on the green down arrow icon or click the "Put this article in the catalog" button that appears below the product's complete information

How to add pharmaceutical products into the databank?

How To Add Pharmaceutical Products Into The Databank?

   
Click "Pharmacy" on the main menu. Click "Databank" on the subsequent page. Click "New product" on the next sub menu page Enter the information. The following are compulsory information: Ordering number (internal number to your organization) Product's (article) name Product's description Number of pieces per order

Click the "Save" button to save the product information.

How to attach the product's picture to the information record?

Before saving the information, click the "Browse" button beside the "Picture file" field.

  

The file manager will appear. Choose the needed image file to attach. Click the "Save" button to save the product information with the image.

How to manage pharmaceutical products in the databank?

How To Manage Pharmaceutical Products In The Databank?

    
Click "Pharmacy" on the main menu. Click "Databank" on the subsequent page. Click "Management" on the next sub menu page Search for the product. Enter a search keyword and click the "Search" button. A search keyword can be: Product's name Product's description Ordering number (number internal to your organization) Serial number Industry number

The results will be displayed on a list.

What to do with the information?

 

Update the data Delete the data

Physicians & Surgeons

Physicians & Surgeons

How to add a doctor?

          

Click "Special tools" on the left main menu. Click "Personnel Management" on the displayed submenu on the main page. Enter username and password if prompted. Search for the doctor's registration data first, to check if he is already registered. If the person is not yet registered (not found), register him first by selecting the "New Person" tab option. Once the person's registration data is displayed (of after you have registered him), click the "Add employ" button. Enter the employment data and click the "Save" button. Once you see the employment data, click on the "Assign as DOCTOR to a department". If prompted, select a department. The doctor's name will be displayed on the lower part of the succeeding page. Click the "plus" icon to add the doctor to the department's list.

Person registration

Person Registration
Registering a person

  

Click "Person" on the left main menu. Click "Person registration" on resulting submenu page. Try to find the person first to check if he was previouly registered by entering a search keyword and pressing "Search" button.

 

If the person appears on the resulting list, click the button beside it. If the person does not appear on the resulting list, do one of the following:

   
click "New person" tab on the upper left or... click "I need an empty form please" button below the list. Enter the registration data in the form. The minimum data required are:

Family name (or last name) First name (or real name) Date of birth Sex Street address name House or Building number

  Click "Save" button Adding the person's picture (during registration)

Before you save the registration information, click the "Browse..." button below the "Picture preview" dummy picture.

Select the picture.

 Click "Save" button. Adding the person's picture (after registration)

Click the "Update data" button and the registration form with the information will be displayed Click the "Browse..." button below the "Picture preview" dummy picture. Select the picture.

  

 Click "Save" button. Selecting the city or town address -> Addresses

Addresses
Selecting a town or city name: Note: Currently possible in person registration forms.

1. Click on the small icon to the right of the "City/town" input. A window will appear. 2. The ten most frequentyl used names will be displayed on the list. 3. If the name is on the list, click on it. 4. If the name is not on the list, type it (or some beginning letters) into the search input. 5. Click on the "Search" button. 6. The search result will be displayed on a list. Adding a new town or city name

1. Select "Special Tools" from the main menu. 2. Select "Address Management". 3. Enter username and password if prompted 4. Select "Enter New Data". 5. Enter the relevant data into the form.

Selecting the insurance company -> Insurance

Insurance
Selecting an insurance company

 Note: Currently possible only in person registration or client admission forms.  Click on the small icon to the right of the "Insurance co." input. A window will appear.  The ten most frequently used company names will be displayed on the list.  If the name is on the list, click on it.  If the name is not on the list, type it (or some beginning letters) into the search input.  Click on the "Search" button.  The search result will be displayed on a list. Adding a new insurance company data  Select "Special Tools" from the main menu.  Select "Insurance Co. Management".  Enter username and password if prompted  Select "New Data".  Enter the relevant data into the form.
Updating registration data

  

Click the "Update data" button and the registration form with the information will be displayed. Enter additional information or edit old information. Click "Save" button.

Registering a person (graphic workflow chart)

 Personnel Management Adding a new employee

Click "Special tools" on the main menu. Click "Personnel Manager". Check if the person is already registered in the system. Enter a keyword and search for the person. If the person is found and displayed on the list, select it. If the person is not found, register him first in the sytem. Click the "New person" tab.

     

 After the person is registered in the system, click the "Add employ" button. Assigning employee to a department
After adding the employee, click on the "Assign as a DOCTOR (or NURSE) to a department" on the left

submenu column. Assigning phone and beeper numbers to an employee

 After adding the employee, click on the "Add phone/beeper info" on the left submenu column. Minimum required data for personnel employment

Job function Date of joining Contract start (date)

Product Catalog

Product Catalog
How to create own's product catalog? 1. Click "Medical Depot" (or "Pharmacy) on the main menu. 2. Click "My product catalog" on the subsequent page. 3. Search for the product. Enter a search keyword and click the "Search" button. 4. A search keyword can be:

  

Product's name Product's description Ordering number (number internal to your organization)

5. The results will be displayed on a list. 6. If the product is on the list, you can display its complete information by:

 

clicking on the blue "info" icon clicking on its name

7. To add the product to your catalog

 
Note

click on the green down arrow icon or click the "Put this article in the catalog" button that appears below the product's complete information

Your product catalog is not the product databank. A product catalog is only a listing of products that you order very often for your department. It aids in creating your order "sheets" quickly by avoiding searching for the product.

Radiology

Radiology
Requesting a test

     

Click "Test request" Search for the patient first by entering a search keyword. If the patient is on the resulting list, click the button beside it. Enter the appropriate request information or select the needed test. Enter the date (if not the default date). Enter the physician's or clinician's name

 Click the "Save" button. Processing pending request

Click "Pending request" The pending requests' numbers will be listed on the left column, while the first request form on the list will be automatically displayed.

 

 

To display another request form, click on its number on the left column. Acknowledge the request form by entering the date, initial findings, technician's name, and other relevant data.

 Click the "Save" button to acknowlege. Entering diagnostic findings or reports

After acknowledging the request form, press the "Findings" button. Type the findings, reports, or diagnosis. Enter date (if not the default date). Type physician's or clinician's name.

   

 Click "Save" button. Listing Dicom Images

Go to=> Dicom Images

Dicom Images
How to list available Dicom images?

  

Select "Radiology" from the left main menu. Select "DICOM Images" from the displayed submenu in the main page. Enter username and password if prompted.

The search page will appear. Enter a search keyword to search for the patient. You can enter one of the following PID number first name family some beginning letters (or numbers) of the above the wild card "%" to display all patients with dicom images combination of search word and "%" The search results will be displayed as a list. (Screenshot: dicom search result) If the image has an accompanying note, the "info" icon will be displayed beside its upload date. To read the image's accompanying note, click on its "info" icon. A window will pop up displaying the note's details. How to view Dicom images?

Click on the "small torso" icon in the "View here" column to start the Dicom viewer inside the current main frame.

Click on the "torso/window" icon in the "View in window" column to start the Dicom viewer in a separate pop-up window.

How to upload Dicom images?

Go to => upload Dicom images

Upload Dicom Images

Uploading Dicom images

 

Click "Upload Dicom". Find the person first (note: person, not patient, since images are not strictly related to a single already existing encounter)

   

If the person is on the listed search result, click on the button beside it. Enter the related encounter's number (if known). Enter the related documents' numbers or id's (if known). Search and select the dicom files. Note: Only dicom files with ".dcm" extensions will be accepted. Uploading more than the default number of image files

 Enter the number in the input field after the "I need to upload..." line.

 Click "Go" button.

Telephone Directory

Telephone Directory
Using the telephone directory

 Click "Directory" on the main menu Searching for phone or beeper numbers
Enter a search keyword and click the "Search" button A search keyword can be:

 

    

A person's name or last name A department's name A room's name or ID A ward's name or ID

The search will display the results on a table.

User configuration

Choosing colors for the display

Choosing Colors For The Display

Choosing background and text colors

    

Select "[Special Tools]" from the main menu. Select "Configuration options". Select "Color options". To set a background color, click the "Background color" link. To set a text color, click the text:

Main menu items

   
Note

Text color (title of the function of module) Main frame (color of titles or menu items inside the main frame) Click the "Apply" button to apply the new color. Clicking the "Ok" button will apply the new colors and return to the "Special functions" page.

A color chart will pop-up. Select the color you like by just clicking on the color. Choosing the "hover" and "active" links color

 Follow steps 1 and 2 of from above.  Click "Extended color options".  Click the "..hover link" link to select the color for the link when mouse is hovering.  Click the "..active link" link to select the color for an active link.  Click the "Apply" button to apply the new color.  Clicking the "Ok" button will apply the new colors and return to the "Special functions" page.

Choosing the mascot

Choosing The Mascot

Choosing background and text colors

    
Note

Select "Special Tools" from the main menu. Select "Configuration options". Select "Mascot options". Click the radio button of the mascot you like. Click the "Save" button

If you want to hide the mascot, click the "Do not show mascots" radio button.

Hiding the mascot

Hiding The Mascot

    
Select "Special Tools" from the main menu. Select "Configuration options". Select "Mascot options". Click the "Do not show mascots" radio button. Click the "Save" button

Selecting the CSS design theme

Selecting The CSS Design Theme

    
Select "Special Tools" from the main menu. Select "Configuration options". Select "CSS Theme Styles". To select a CSS theme, click its radio button. Click "Save" button.

Selecting the GUI template (Smarty template based)

Selecting The GUI Template

    
Select "Special Tools" from the main menu. Select "Configuration options". Select "Smarty Template Styles". To select a template style, click its radio button. Click "Save" button.

Selecting the Icons set (Version> 2.0.1)

Selecting The Icons Set

    
Select "Special Tools" from the main menu. Select "Configuration options". Select "Common Icons Styles". To select an Icons set, click its radio button. Click "Save" button.

Selecting the Main Menu style (Version > 2.0.1)

Selecting The Main Menu Style

 
Select "Special Tools" from the main menu. Select "Configuration options".

   

Select "Main Menu Styles". To select main menu style, click its radio button. Click "Save" button. Refresh your browser to display the new menu design.