ONCOCHART TRAINING
FRONT DESK PERSONNEL
MEDICAL ASSISTANTS
Contents
Patient Navigator ....................................................................................... 2
Registering/Adding a New Patient .......................................................... 2
Select the Patient ................................................................................... 4
Exploring Patient Navigator ....................................................................... 5
Information Center .................................................................................. 5
Demographics ........................................................................................ 5
Contact Info ............................................................................................ 5
Emergency Contact ................................................................................ 6
Insurance ................................................................................................ 6
Microsoft HealthVault ............................................................................. 6
ONCOIntake ........................................................................................... 6
User Defined........................................................................................... 7
Notes ...................................................................................................... 7
Assigning Photos/Images/documents to the EMR ..................................... 8
Scanning Pictures/Documents/Reports .................................................. 8
Scanning documents using a scanner with a document feeder: ............ 8
Dragging and Dropping documents into ONCOCHART ......................... 8
Creating New Node ................................................................................ 8
Pool Images............................................................................................ 8
Assign Images/Files From Patient Navigator .......................................... 9
ONCOCHART Scheduler ........................................................................ 11
Add Patient Appointment ...................................................................... 11
Add Outage .......................................................................................... 11
Creating Favorites ................................................................................ 12
ONCOIntake ............................................................................................ 13
INDEX...................................................................................................... 14
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FRONT DESK
PERSONNEL
MEDICAL
ASSISTANTS
The ONCOCHART sections more commonly
utilized by Front Desk personnel and Medical
Assistants will be the Patient Navigator,
Utilities, and Scheduler.
Patient Navigator
The Patient Navigator is the “command central” for patient related data. There are various components in the patient
navigator that will assist you in inserting and extracting patient information. Patient Navigator can be accessed
through various parts of the program which will be discussed throughout this manual.
Registering/Adding a New Patient
1. Click Patients from the Menu.
2. Click Add New Patient.
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This will open the Demographics portion of the Patient Navigator. Unlike the normal Demographics data area,
when you are adding a new patient, you can only add information into the form and then save it, thereby closing
this form.
3. Fill in all appropriate data by tabbing through the fields
a. All data appears in Upper Case automatically.
b. All fields in RED are required
c. If you don’t have a social security number when you initially register a patient, then click on the
checkbox next to No SSN. The program will generate a random NS number for the patient.
d. As soon as an entry is made in this data area, Save is enabled and allows you to save your
changes. If no entries are made, SAVE button remains disabled.
4. Click SAVE when you have filled in all the required infomraiton.
5. Your NEW patient is now part of the ONCOCHART database and can be selected by using the Patient
Grid.
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Select the Patient
1. This icon, the first on the left of the screen, will take you to the Patient Grid when you want to select an
existing patient.
-OR2. Select Open Patient Navigator from the Patients menu.
3. Select the Type of Patient. Patient can be filtered by their statuses (New, Active, Inactive, Never Seen,
Expired or All) and records may be searched through different search fields (Name, SSN, Primary ID,
Secondary ID, Account Number or Physician Name).
4. Find the desired patient.
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5. Double-click to open the selected patient or use the ENTER key on your keyboard to open the patient
navigator.
Exploring Patient Navigator
The demographics topic deals with areas for all parts of the patient’s record that deal with demographic
subjects. This section is divided into a number of subtopics which are explained below.
Information Center
The information center provides the user a brief “snap shot” of patient’s chart that is of greatest importance.
Since different users have different areas of interest, ONCOCHART will retain the setting for each user. To
determine what modules to show in the information center:
1. Click on the SETTINGS button at the bottom of the screen. This will open the Patient Module Settings form.
2. Put a check mark on the boxes corresponding to the Patient Modules that you want to see in the Information
Center.
3. Hit SAVE.
Demographics
The demographics form contains basic patient demographic information such as Status, Name, SSN,
Registration Date, DOB, Gender, Patient IDs etc. The required fields in this form are shown in RED. This is
also the form that allows the user to edit patient demographic information. To edit the demographic
information:
1. Simply start making changes, this will activate the SAVE button.
2. Once the necessary changes are made click on the SAVE button.
Patient’s photo ID can also be added using this form. To add patient photo ID:
1. Click on the “Click to Add Photo ID” icon.
2. Click on YES when you are provided the ONCOCHART message.
3. Navigate towards the folder on your computer that holds the patient’s photo ID.
4. Select the photo ID and
5. Hit OPEN.
Contact Info
This form allows the user to add patient’s address and other contact information such as phone number, email etc.
To add patient’s address:
1. Simply type in the information and
2. Click the SAVE button.
To add other contact information:
1. Click on ADD button,
2. Select the desired contact type and method,
3. Enter the correct information, and
4. Click on OK button.
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You can also select a contact preference at the bottom of the screen if patient has one.
Emergency Contact
It is highly advisable that emergency contact be added for every patient. To add emergency contact for a patient:
1. Click on the ADD button.
2. Enter information for the fields in RED.
3. Check the boxes “Primary Contact” and “Approved for PHI” if applicable.
4. Click on the SAME AS PATIENT button if the emergency contact’s address is the same as the patient’s.
5. Click OK to save the new information.
6. ADD the contact information for the emergency contact.
Note: you cannot add contacts for emergency contact when you have the contact information section in add/edit
mode.
Insurance
This form is used to collect patient’s insurance information. Patients are allowed up to 3 different levels of
insurance information for a patient. To add or edit the insurance information:
1. Select the correct level of insurance being added (Primary, Secondary or Other) by clicking on the appropriate
radio button in the Insurance Coverage frame.
2. Click on ADD or EDIT depending on the action you want to perform.
3. Choose the insurance company from the drop down menu.
4. Enter information for all the fields in RED for the subscriber. If the patient is the subscriber then use the “Is
Patient” button. If the subscriber is different than the patient but has the same address as the patient, enter the
subscriber name and use the “Use Patient Address” button.
5. Enter any other information that’s applicable.
6. Hit SAVE.
Use the DELETE button if the patient doesn’t use the insurance listed in the form. In addition to the DELETE
button, the form also has “View Current Insurance” and “View Insurance History” buttons. The buttons are self
explanatory.
Microsoft HealthVault
This option will be available to users if Microsoft HealthVault is enabled at your center. To enable HealthVault at
your center you will need to contact ONCOCHART support. To enroll a patient to HealthVault:
1. Choose a security question.
2. Choose a security answer.
3. Click on the ENROLL button. (You need to be connected to the ONCOCHART community to perform this
action)
4. Once the enrollment is complete the PRINT button will become available.
5. Print this form and give it to the patient as this document contains instruction for the patient on how to access
the account from home.
ONCOIntake
ONCOIntake is a medical questionnaire that a patient fills out before their initial consult. This part of the
program is now available online however; it is still available as a separate program. There is a price associated with
using ONCOIntake on the web. Contact ONCOCHART support for more information.
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If ONCOIntake is being accessed online, this option will be available for the users. To enroll a patient:
1. Click on the ONCOIntake tab.
2. The username and password will automatically be selected. Check the “Show Password” box if you want to
see the password. You can also generate a new password by clicking on the GENERATE button.
3. Click on ENROLL button and then PRINT button to print a document to give to patient. The document
contains information on how to get to ONCOIntake online and login information.
User Defined
This subsection of demographics contains questions and answers (if applicable) from the “User Defined
Demographics” form under General Maintenance. This form is used to collect patient information that is unique to
your center. Once you have finished entering all the necessary information, click on SAVE button.
Notes
This section is used to enter any other necessary information that may be used for proper patient care or for
administrative purposes. This form acts like a text box where you can free type the text and hit SAVE when finished.
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Assigning Photos/Images/documents to the EMR
Scanning Pictures/Documents/Reports
Scanning documents using a scanner with a document feeder:
1. First create a folder on your desktop where you will be storing the scanned documents.
2. Line up your documents in document feeder (you may need to test this to see which way your
documents need to be organized to read properly)
a. Set the scanner to scan images/documents as a .pdf, if it doesn’t do this by default. You can scan
and save images as .jpg also, but if you scan all documents as a .pdf you can store them all in the
same folder.
b. Continue scanning as needed, naming documents appropriately.
Dragging and Dropping documents into ONCOCHART
1.
2.
3.
4.
Launch ONCOCHART.
Select the patient for which you need to assign pictures and files (see above on how to select a patient).
Click on EMR located on left side of screen.
Locate the folder where you want pictures to reside. You may need to click on Show All to see all of
your EMR folders, even the empty ones.
5. On your desktop, open the folder where you have stored your scanned documents.
6. Organize it on your screens so that you see your folder and the ONCOCHART EMR.
7. Drag the documents/images over to the appropriate folder in the EMR.
Note: you cannot drag a picture or document onto a “parent” folder; you must drag it into a child folder or
create a child folder to place the picture or document into.
Creating new node
ONCOCHART EMR contains several nodes. If you cannot find a node that matches the type of document you are
trying to assign then you can create a custom EMR node.
1. Click on the EMR tab.
2. Right click anywhere in the white space in the folder section or on an existing node if you want to create a
child node.
3. Chose the option “Add New Node”.
4. Add node text and define the type of node you want to create. (Hovering over the different options gives a
brief description about the node type).
5. Hit SAVE.
Pool Images
ONCOCHART® allows you to collect images into a pool, which can then be assigned to patients and
incorporated in their electronic chart, or EMR. What kind of images can be pooled? Not only standard graphictype files, like jpg, gif, pdf and bmp, but also text-type files, like doc, txt, doc and xls.
1. Click Utilities.
2. Click EMR Pool files.
3. Navigate to the folder where your images and/or files are located.
4. Select the images from your folders or camera that you want to upload to ONCOCHART.
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Assign Images/Files From Patient Navigator
1. Select patient from Patient Navigator.
2. On the left menu, click on Miscellaneous.
3. Click Assign Files to EMR. If you haven’t already pooled your images, then click Pool Files button
 Navigate to files you wish to import into ONCOCHART.
 Select files and click open.
4. Choose the EMR Topic:
a. From the list of Topics on the left, navigate through the file structure until you find the correct
node into which you want to assign this image or group of images.
b. Select the images/files that you want to assign to this node.
c. Once all the images/files are selected click on the APPLY button.
OR
d. Drag and drop the image/file onto the node.
e. Here you can change the document title, date of service and physician if you need to. Check the
Send Notification to Selected Physician box if you want the program to automatically send an
email notification to the physician. Check the Pre-approve For Me box to show that you have
approved the file. Check the Delete Original File box if you want the program to automatically
delete the original file from the pool.
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ONCOCHART Scheduler
The Scheduler screen is used by virtually all users in the ONCOCHART system. It allows them to view
and change appointments they have scheduled, both for themselves and other users. Appointments can be
canceled, procedures and comments can be modified, and the current status of a patient's appointment can be
viewed or altered.
1. Click on the Scheduler Icon or go to the Scheduler menu at the top.
2. The scheduler can viewed in 1 day, 5 days, 7 days, and 30 (month) days view.
3. Click on the Today icon to go to today’s date.
4. Click on Search to search for appointments. Appointments can be searched by patient name, outage,
resource, and date range. When searching for appointments you can include the past appointments in the
search results by checking the include past appointments box.
5. Click on Settings to set different setting for the scheduler view.
Add Patient Appointment
1.
2.
3.
4.
Select a date you want to schedule an appointment.
Right click on the time slot and select the Add New Patient Appointment option.
Find the patient in the patient selector form and double click on hit Enter to choose the patient.
Adjust the appointment date and time in the Appointment Date/Time frame. If the appointment being
created is a recurring appointment
a. Click on the RECURRENCE button
b. Make sure the appointment time is correct
c. Choose the recurrence date
d. Choose the recurrence range
e. Hit OK to save
5. Add comments in the Comments box if applicable.
6. Choose the appropriate Resource and Procedure and hit SAVE.
Add Outage
1. Select a desired date and time slot.
2. Right click on the time slot and choose the Add New Outage option.
3. Adjust the appointment date and time in the Appointment Date/Time frame. If the appointment being
created is a recurring appointment
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a. Click on the RECURRENCE button
b. Make sure the appointment time is correct
c. Choose the recurrence date
d. Choose the recurrence range
f. Hit OK to save
5. Add comments in the Comments box if applicable.
6. Choose the appropriate Resource and Procedure and hit SAVE.
Creating Favorites
ONCOCHART scheduler allows its users to create favorite views for easy access when viewing
appointments. To create favorite views simply drag a resource to the favorites section. If you want to create a
favorite view the combines multiple resources
1. Highlight the desired resources.
2. Drag them into the favorites section.
3. You will be given an option to name your view.
4. Enter the name in the textbox and hit CONTINUE button.
To create a temporary view, click on the resource you want to view and click the GO button. To remover favorite
views just right click on the view that you want to remove and select the appropriate action.
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ONCOIntake
ONCOIntake is a medical questionnaire that a patient fills out before their initial consult with the physician. Even
though this part of program is available on the web some may choose to use the older format. To access ONCOIntake
in the older format
1. You will need to have the patient first entered in ONCOCHART.
2. Take the patient to a computer and start the program.
3. Press the Green Play button.
4. Select between English and Español as your language of choice.
5. Have the patient enter the last 4 digits of their SSN. Click on the numbers. Click Enter.
6. Have the patient enter their date of birth. Click on the numbers. Click Enter.
7. When their name appears, click or touch Yes.
8. Read instructions and click or touch OK.
9. Answer questions by touching or clicking the answer(s).
10. Touch or click Next to go to the next question.
11. Touch or click Previous to go to the previous question.
12. Click or touch OK on the final Thank You screen.
13. Print the results if desired.
14. Answers populate the Initial Nurse Assessment and the Initial Evaluation.
NOTE: patient must answer ALL the questions for the answers to populate into INA and INI.
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INDEX
A
Adding a New Patient ..................................................................................................................................... 3
Add Patient Appointment................................................................................................................................ 12
Assign Files to EMR ....................................................................................................................................... 10
E
EMR ............................................................................................................................................................. 9
I
Information Center ......................................................................................................................................... 6
O
ONCOintake ............................................................................................................................................. 7, 14
Outage ........................................................................................................................................................ 12
P
Patient Grid ................................................................................................................................................... 2
Patient Navigator ........................................................................................................................................... 3
S
Scheduler..................................................................................................................................................... 12
Select the Patient ........................................................................................................................................... 4
T
Type of Patient .............................................................................................................................................. 3
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