Read SVAP20_Vision_VCT_Preference_Cards_2.6.pdf text version

Preference Cards (SVAP20)

Vision 4.1 (March 2012)

VCT Training Guide

SourceMedical

Vision Preference Cards (SVAP20)

Learning Center of Excellence

Last change made: March 2012

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the express written consent of Source Medical Solutions, Inc. is strictly prohibited. This system is intended for use with Source Medical Solutions licensed software.

Vision is a registered trademark of Source Medical Solutions, Inc. All other products or company names are used for identification purposes only and may be trademarks of their respective owners.

CPT codes, descriptions, and material only are copyright 2000 American Medical Association (AMA). All rights reserved. No fee schedules, basic units, related values or related listings are included in CPT. AMA does not directly or indirectly practice medicine or dispense medical services. AMA assumes no liability for data contained or not contained herein. The responsibility for the content of any "National Correct Coding Policy" included in this product is with the Health Care Financing Administration and no endorsement by the AMA is intended or should be implied. The AMA disclaims responsibility for any consequences or liabilities attributable to or related to any use, non-use or interpretation of information contained in this product. The images, descriptions, and examples used in the documentation are illustrations only and not meant to track one patient throughout the data entry process. All patients and patient data are for illustrative purposes only and do not represent actual patients. Any reference to an actual person is purely coincidental.

Material in this publication is subject to change without notice.

If you detect any errors or omissions, or have comments or suggestions for changes, please e-mail the Learning Center of Excellence contact at [email protected] Source Medical Solutions, Inc. Attn: Learning Center of Excellence 866 North Main Street Ext. Wallingford, CT 06492 Fax 203-949-6299

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 2

Vision Preference Cards (SVAP20)

Table of Contents

Vision Basics ........................................................................................................................................... 4 Logging In ............................................................................................................................................ 4 System Wide Features ......................................................................................................................... 5 Preference Cards .................................................................................................................................... 6 Preference Card Introduction ............................................................................................................... 6 Creating New Surgeon Information....................................................................................................... 7 Surgeon's Profile: ............................................................................................................................. 7 Add/Update a Preference Card ............................................................................................................ 8 Instruments, Equipment, Medications, Sutures, Dressings, Drapes, General Supplies ........................ 10 Add Instruments ............................................................................................................................. 11 Add Equipment ............................................................................................................................... 12 Add Supplies .................................................................................................................................. 13 Preference Card Maintenance ............................................................................................................ 14 Copy Preference Cards ...................................................................................................................... 15 Printing Preference Cards .................................................................................................................. 16

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 3

Vision Preference Cards (SVAP20)

Vision Basics

Before we begin, there are a few basics that should be reviewed about the Vision software. Understanding these basic features will help you better understand the more complex features of the system.

Logging In

Logging into Vision requires a Username and Password. After double clicking on the Vision icon, you will see the above screen where your personal Username and Password can be entered. After entering both the Username and Password, click Log in.

Keep in mind, the Username and Password are case sensitive and the system may require a change to the Password on a periodic basis. Depending on your facilitys settings, the system may or may not allow the same password to be used again.

Be aware that if the Username and/or Password are repeatedly entered incorrectly or if a user has exceeded the time span for system inactivity, the account will become locked and will need to be unlocked by the systems administrator. The number of attempts a user will have when entering a password and the time span for inactivity are determined by the facilitys settings.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 4

Vision Preference Cards (SVAP20)

System Wide Features

Arrow 1:

The first arrow at the top points to the software header, which displays the Source Medical software that you are currently using. You will also find the designated four letter support code for your facility. For example if your surgery center was "System Test Ambulatory Surgery Center," you may see on your top row "Vision ­ TASC." You will need this four letter support code whenever you contact the Vision Support Team.

Arrow 2:

The second arrow points to the toolbar that list all of the general categories of the Vision system. By left clicking on any of these toolbar headers, you will see a list of specific modules in the system you can open. For example, if you were to left click on the "Financial" toolbar header you would find links to modules such as Post Charges or Payments & Adjustments.

Arrow 3:

The third arrow points towards the picture icons that are direct links to the specific modules in the Vision system. These are quick and easy ways to get to these modules if you know exactly where you want to go. For example, instead of left clicking on the "Financial" toolbar followed by left clicking Post Charges, you may simply left click on the Post Charges icon. Not all modules are accessible from the picture icons.

Arrow 4:

The fourth arrow points to the Vision Managers. Left clicking on any of the given managers will open that manager, which will have a number of picture icons. Like the picture icons from Arrow 3, these icons are direct links to the specific modules.

Arrow 5:

The fifth arrow points to the Open Windows. In the above screen, you will see that there are currently no open windows. As you open different modules in the system, a link to that open module will appear in the Open Windows box. Always be aware of what windows you have opened so that you can avoid potentially duplicating your work.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 5

Vision Preference Cards (SVAP20)

Preference Cards

Preference Card Introduction

The Cards icon will link you to the Preference Card Manager where you can add, view, edit, and maintain your surgeons preference cards.

Preference cards store information about surgeons and the procedures they perform. Creating preference cards within Vision has many time-saving applications. The process of creating preference cards has been stream-lined to save your surgery center time on the front end by reducing the volume of redundant data entry. For instance, you will only have to enter your surgeon's profile once, and this information will be available on every preference card. Once created for one surgeon, cards can then be copied to another surgeon, and then edited to meet their needs. Using preference cards can also save time during scheduling and when entering clinical details related to inventory. When a scheduler selects a surgeon and preference card, information including the scheduled time and procedure can be automatically populated or trigger conflict checks to ensure that scheduling for the case is done properly. On the clinical side, all equipment and supplies entered on the preference card will be populated to the assigned case. This reduces time spend on accurately depleting inventory by turning the task into a simple edit for clinical staff.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 6

Vision Preference Cards (SVAP20)

Creating New Surgeon Information

Select a surgeon from the drop-down menu. To add or edit their profile, click on the hyperlink Surgeon's Profile. The system will not allow you create preference cards for a surgeon until a profile has been created. If a card is attempted to be created without a surgeons profile, the following error message will be displayed.

Surgeon's Profile:

The surgeon's profile stores surgeon-specific information which prints on all of that physicians preference cards regardless of procedure.

Surgeon: This field is automatically populated from the previous screen. Glove Size: Enter in a glove size for the surgeon. This is a free text field. Radio Station/Music: If a surgeon has a preferred radio station or type of music, it can be entered here. Room Temp.: Enter the desired room temperature for the surgeon here. Comment: Any additional comments pertaining to the surgeon may be entered here. Preferred Lab: down menu. If the surgeon has a preferred lab that they like to use, choose the lab from the drop-

Phone Interruptions?: If the surgeon allows phone interruptions, this box can be checked. Requested Staff: If the physician has preferred staff, they can be selected from the drop-down menus.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 7

Vision Preference Cards (SVAP20)

Add/Update a Preference Card

Once a surgeon is selected, click on Add to enter into the Preference Card Add/Update screen.

Procedure: Select a procedure from the drop-down menu. You can also enter and select the key for the procedure, which is typically the CPT code. You may add multiple related procedures as needed. Procedures can be added, updated, or removed with use of the buttons on the right. Auto Fill Order (1 ­ 5): The Auto Fill Order is an optional feature available when adding associated procedures to a preference card. Assigning an auto fill order will automatically assign the scheduled procedures when a preference card is selected at time of scheduling. If a facility does not want the procedure to automatically populate, this field can be left blank. Card Description: The description for the preference card is entered here. You can use the exact wording of the procedure by highlighting the procedure description, right-clicking, choosing Copy, and pasting it into the Card Description field. Room Time to Reserve (Min.): The amount of time that the OR should be reserved should be entered here. This will provide the scheduler with a visual queue to how long the procedure should be scheduled for. Anes. Type: Choose an anesthesia type here. # of Circulating Nurses: Select the number of circulating nurses that the surgeon prefers to have in the room.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 8

Vision Preference Cards (SVAP20)

# of Scrub Nurses: Select the number of scrub nurses that the surgeon prefers to have in the room. Patient Position: Enter the position the patient should be in at the start of the procedure. Skin Prep: Enter any skin preparation information here. Comment: Any comments pertaining to this preference card can be added here. These comments are card specific and will only print when this card is printed. Historical Data: These fields will automatically be generated by the system to allow you to analyze reserved time versus historical time. The times used in this calculation are the Begin and End times in the Intra-Op tab of Clinical Details. Vision will evaluate the last 10 cases performed in which this preference card was scheduled. Out of those 10 cases, the longest and shortest times are removed. An average is then taken from the remaining 8 cases. This will give you an average of how much time the surgeon is using to perform the procedures listed on the preference card. Here are the rules that are used in the historical data calculations: The case must be scheduled with only 1 preference card. The case must be marked as Performed. The primary surgeon on the performed case in Clinical Details must be the scheduled surgeon on the preference card. The case must have valid Begin and End times in the Intra-Op tab of Clinical Details.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 9

Vision Preference Cards (SVAP20)

Instruments, Equipment, Medications, Sutures, Dressings, Drapes, General Supplies

Data entry in these fields should be done in the order listed in this sections heading. This will help to ensure that supplies are entered in the appropriate field and those listed under general supplies should not have fallen into the other categories. Note: Vision will not allow you to add the same supply in two different fields for the same clinical area. Right Click in the field you wish to add resources to.

Add/Update ­ Both options bring you to the same screen, allowing you to fulfill either function described. The interface for adding resources varies slightly between Instrument, Equipment and the Supply categories.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 10

Vision Preference Cards (SVAP20)

Add Instruments

Instrument ­ Select from the drop-down menu. You may also type the description of the item you wish to add, this will populate the drop down based on the information you entered. This searches the beginning of the description only. Quantity Open ­ Enter the quantity that is anticipated to be used when this preference card is scheduled. Have Available ­ Enter how many additional resources to be set aside for use ,,if needed. Area ­ Select the clinical area the resource will be used in selections reflect the tabs in the clinical details section of Vision. The default is ,,IntraOp. If your facility assigns resources to other clinical areas, separate preference cards will be generated for each area used. Comments ­ Comments may be entered here for the resource. These are displayed on the printed card. Save & New ­ Select once all data for the resource is entered if there are more to add after, or to keep the window open for review. Save ­ Select once all data entry for the category is complete. This option saves your work and closes the window. Cancel ­ Closes the window without saving any changes.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 11

Vision Preference Cards (SVAP20)

Add Equipment

Equipment ­ Select from the drop-down menu. You may also type the description of the item you wish to add, this will populate the drop down based on the information you entered. This searches the beginning of the description only. Quantity ­ Enter how many of the resource to be scheduled for use. Area ­ Select the clinical area the resource will be used in selections reflect the tabs in the clinical details section of Vision. The default is ,,IntraOp. If your facility assigns resources to other clinical areas, separate preference cards will be generated for each area used. Comments ­ Comments may be entered here for the resource. These are displayed on the printed card. Save & New ­ Select once all data for the resource is entered if there are more to add after, or to keep the window open for review. Save ­ Select once all data entry for the category is complete. This option saves your work and closes the window. Cancel ­ Closes the window without saving any changes.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 12

Vision Preference Cards (SVAP20)

Add Supplies

Medications, Sutures, Dressings, Drapes and General Supplies all use the same interface.

Supply ­ Select from the drop-down menu. You may also type the description of the item you wish to add, this will populate the drop down based on the information you entered. Checking the Contains box allows for searching in any part of the description. Quantity Open ­ Enter how many of the resource to be scheduled for use. Have Available ­ Enter how many additional resources to be set aside for use ,,if needed. Area ­ Select the clinical area the resource will be used in selections reflect the tabs in the clinical details section of Vision. The default is ,,IntraOp. If your facility assigns resources to other clinical areas, separate preference cards will be generated for each area used. Display Order ­ For the first supply added in each category, enter the number 1, any additional supplies will have this field auto-populated to the next available display order. This can be overwritten if needed. Comments ­ Comments may be entered here for the resource. These are displayed on the printed card. Save & New ­ Select once all data for the resource is entered if there are more to add after, or to keep the window open for review. Save ­ Select once all data entry for the category is complete. This option saves your work and closes the window. Cancel ­ Closes the window without saving any changes.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 13

Vision Preference Cards (SVAP20)

Preference Card Maintenance

Resources can be changed on many preference cards at once through the Maintenance hyperlink. Users can Add, Update, Remove, or Replace resources on all cards for one or many surgeons easily through this interface.

Select Maintenance at the top of the preference card interface.

Resource Type ­ Select which type of resource is being updated. This will filter the drop down menus for searching and selecting the specific resource to be updated. Action ­ Select the radio button which reflects what kind of update needs to be performed. Surgeon ­ Use the checkboxes to indicate which surgeon(s) cards require updating. The Clear All button will change to Select All as appropriate. The highlighted section of the window changes based on the selection made for ,,Action but is similar to the interface used when adding a supply for the first time. Shown is the interface for the `Replace Resource on Preference Card action. It allows the user to choose a supply to replace and a resource to replace it with. Vision will search all the cards for the surgeon(s) selected and replace every instance of the old resource with the resource data entered for the new supply.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 14

Vision Preference Cards (SVAP20)

Copy Preference Cards

Preference cards can be copied from one surgeon to another using the Copy Cards hyperlink in the Preference Card Manager screen.

Source Surgeon ­ Select the surgeon whose preference cards are to be copied. Target Surgeon ­ Select the surgeon to whom the cards will be copied Select All ­ Selects all of the cards available to be copied under the ,,Source Surgeon Preference Cards. Copy ­ Initiates the copy process Source Surgeon Preference Cards ­ Displays a list of all preference cards created for the ,,Source Surgeon. Target Surgeon Preference Cards ­ Displays a list of all preference cards currently in use for the ,,Target Surgeon.

After the Copy button is pressed, a Results box will appear, confirming the number of cards that you selected to be copied and how many actually did copy over to the new target surgeon. Select OK; the copied cards will now appear in the Target Surgeon Preference Cards list.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 15

Vision Preference Cards (SVAP20)

Printing Preference Cards

Preference Cards can be printed by accessing the Preference Cards report from the reporting interface. To access Reports, click on the Reports button in the toolbar.

From the Report Groups drop-down list, select Scheduling.

In the list of Scheduling reports displayed, click Preference Cards. The Preference Cards filter screen is then displayed.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 16

Vision Preference Cards (SVAP20)

Print Option - Select the option for printing preference cards: All Cases By Date of Service, Individual Case, Individual Preference Card, All Cards for Individual Surgeon, or Individual Surgeon by Date of Service. If All Cases By Date of Service is selected, enter the beginning and ending dates of service. If Individual Case is selected, select the patient and the case from the drop-down lists displayed in the lower-left corner of the screen. If Individual Preference Card is selected, select the surgeon and preference card from the dropdown lists displayed in the lower-left corner of the screen. If All Cards for Individual Surgeon is selected, select the surgeon from the drop-down lists displayed in the lower-left corner of the screen. If Individual Surgeon by Date of Service is selected, enter the beginning and ending dates of service and select the surgeon from the drop-down lists displayed in the lower-left corner of the screen.

Schedule - Select the room if printing by date of service: All or a specific room. Case Type - Select the case type if printing by date of service: All or a specific case type. Resource Area - Select the Resource Area if printing by date of service. Format - Select format for how the information should be displayed on the printout: Consolidated Preference Card shows all resources in all resource areas together on one card. Separate Preference Card per Area will list all resources in the areas of PreOp, InterOp, PACU, etc, separately in a different section of the preference card printout. Include Supply Cost? - Select Yes for this option if the cost of the resource should be included on the printout. Multiple Preference Cards per Patient Case Handling Option - Select Back to Back or Merge to determine how preference cards longer than one page should be printed. Include Resource Location/Bin/Shelf? - Select Yes to include the bin and shelf location next to the resource on the preference card output.

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 17

Vision Preference Cards (SVAP20)

Use Mixed-Case Display for Resource Presentation? - Select Yes to print out the resources on the preference card in Mixed-Case Display, i.e., the first letter of each word in uppercase with all other letters lowercase. Include Page Banner on Report? Not functional in this release. Sample Report

©2012 Source Medical Solutions, Inc. All Rights Reserved. This document contains unpublished, confidential and proprietary information of Source Medical Solutions, Inc. Any unauthorized use, reproduction or transfer of this document without the exp ress written consent of Source Medical Solutions, Inc. is strictly prohibited. Page 18

Information

18 pages

Find more like this

Report File (DMCA)

Our content is added by our users. We aim to remove reported files within 1 working day. Please use this link to notify us:

Report this file as copyright or inappropriate

822547


You might also be interested in

BETA