MNScreen Training Manual
Out-of-Hospital Births
Newborn Screening Program
Minnesota Department of Health
June 2015
TABLE OF CONTENTS
PART 1 – REPORTING RESULTS THROUGH MNSCREEN
GETTING STARTED .......................................................................................................................... 2
ADDING A PATIENT RECORD ........................................................................................................... 2
SEARCHING FOR PATIENT RECORDS ............................................................................................... 4
HEARING SCREENING - MANUAL ENTRY MODE ............................................................................. 5
PULSE OXIMETRY SCREENING – MANUAL ENTRY MODE ............................................................... 8
PART 2 – MANAGING YOUR MNSCREEN SITE
MANAGING TRANSFERS
............................................................................................................ 11
MISSING RESULTS ......................................................................................................................... 12
ACCESS FOR NEW HIRES ............................................................................................................... 13
CONTACT
For technical support and password reset:
OZ Systems Helpdesk
888-727-3366
For screening program support:
Newborn Screening Program
651-201-5466
health.state.mn.us/newbornscreening
MNScreen training materials available at
http://www.health.state.mn.us/divs/phl/newborn/providers/mnscreen.html
© 2015 OZ Systems and Minnesota Department of Health. All rights reserved.
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PART 1
GETTING STARTED
LOGGING IN
To log into MNScreen, you will need a working internet connection and your username and password.
Each user at your facility will have an individual account. Usernames and initial passwords will be
provided by the Newborn Screening Program. You will be asked to change the password during your first
login. For information on creating accounts for new screeners, refer to “Access for New Hires” on page
13.
MNScreen Site
www.MNnewbornscreening.com
Username
Password
Please record your password in a safe place where other users will not
have access to it.
If you are having trouble accessing the MNScreen site, please check that you are connected to the
internet before contacting the OZ Systems Helpdesk. If other websites are working and MNScreen is
unavailable, contact the OZ Systems Helpdesk at 888-727-3366.
PASSWORD REQUIREMENTS
MNScreen has strong password requirements for an additional layer of security. Your password is case
sensitive and must meet the following requirements:
1. Be between 6-35 characters
2. May not contain the username or any part of the users’ full name
3. Must contain at least three of the following:
a. Uppercase letters
b. Lowercase letters,
c. Numbers, and/or
d. Special characters.
4. May not be same as your last six passwords
A user may not change his/her password more than once every two days.
You will be asked to change your password during your first login and every 120 days thereafter. If you
forget your password, contact the OZ Systems Helpdesk at 888-727-3366 ext 3.
ADDING A PATIENT RECORD
ADD A PATIENT RECORD BY MANUAL ENTRY
Patient accounts must be created for newborns before screening results can be reported. Individual
patient accounts should be created for ALL newborns born at your facility. Follow the directions below
to create patient accounts.
Step 1: Click Patients on the left menu bar. Click Add Patient.
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Step 2: Enter infant’s demographic information.
Step 3: Enter Mother’s Details.
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The following fields are required to add a patient record:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Patient’s Last Name
Patient’s Medical Record Number (or identification number)
Patient’s Date of Birth
Time of Birth
Gender
Weight
Gestational Age
Hospital (or birth facility)
Mother’s Last Name
Enter all information if known.
Step 4: Click Save and Finish.
SEARCHING FOR PATIENT RECORDS
PERFORM SEARCH
You can search for and view patient records that have been added by users in your facility.
Step 1: Click Patients on the left menu bar. Click New Search.
Step 2: Enter your search criteria. You can search by demographic information, location of patient,
and/or screening results status. To search by screening results status, click on the tabs under Hearing or
CCHD and Birth Conditions and select desired outcomes in the field boxes.
Step 3: Click Submit Search Criteria. A list will generate of all patients meeting your search criteria. Click
View next to a patient to view the patient’s record.
SAVE SEARCH CRITERIA
Step 1: Prior to clicking Submit Search Criteria, name your search in the field box next to Save This
Search.
Step 2: Click Save This Search. All
saved searches will appear in the
Saved Searches box at the bottom of
the page.
Step 3: To run a saved search, click on
the desired search in the Saved Searches box. Click Run Selected Search.
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HEARING SCREENING - MANUAL ENTRY MODE
ENTER RESULTS IN MNSCREEN
Step 1: After performing a hearing screen on a patient, log into
MNScreen and locate the patient’s record. Click Patients on the
left menu bar, New Search, and search for the patient record or
click Patient, Patient Journey, and In Patient. All inpatient
newborns in need of a hearing screen in your facility will be
located in the In Patient tab. Click View next to the correct
patient record.
Step 2: Expand the Hearing ribbon by clicking the plus symbol. Click Case Details.
Step 3: Click Enter
Manual Screening
Results on the Case
Details page. Previous
screening results will
be listed on the Case
Details page.
Step 4: Enter location and equipment information. Enter the hearing results from your screening
device. Enter the date/time of the screen. Select Birth Screen in Test Type field. Select the screener.
Click Save.
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Step 5: All screening results will now be shown on the Case Details page. Click Save & Return to Child
Information Page. The latest screening results will show on the patient record. The patient’s hearing
status will show as “In Process” until the patient passes a hearing screen in both ears. The Outcome will
be “Normal Hearing” when passing results are reported.
If a patient is discharged from your facility and referred the birth hearing screen, report primary care
provider information and follow-up appointment or referral information in MNScreen. Follow steps in
“Enter Primary Care Provider Information” and “Enter Follow-up Appointment or Referral Information”
on pages 6-7. If parents have refused screening, follow steps in “Report Refusals” on page 8.
ENTER PRIMARY CARE PROVIDER INFORMATION
If a patient has been discharged from your facility and referred the final hearing birth screen, enter
primary care provider information. Locate the patient’s record by logging in to MNScreen, clicking
Patients on the left menu bar, Patient Journey, and Out Patient Screening or by clicking Patients, New
Search, and searching for the patient’s record. Click View to view the patient record.
Step 1: Click Add Professional
Contact under Professional Contacts.
Step 2: Use the drop-down menu to
select the service that the
professional contact provides
(typically PCP/Medical Home).
Step 3: Select search for a person or
search for place. Click Locate
Professional Contact.
Step 4: A search screen will pop up
where you can enter search criteria. Click Submit Search Criteria. Click Select next to the correct person
or place.
Step 5: Click Save & Return to Demographics Information Page. The contact you selected will be listed
under Professional Contacts.
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ENTER FOLLOW-UP APPOINTMENT OR REFERRAL INFORMATION
If a patient has been discharged from your facility and referred on the hearing birth screen, enter followup outpatient rescreen appointment, audiology appointment, or referral information in MNScreen.
Locate the patient’s record by logging in to MNScreen, clicking Patients on the left menu bar, Patient
Journey, and Out Patient Screening or by clicking Patients, New Search, and searching for the patient’s
record. Click View to view the
patient record.
Step 1: Click Outpatient under the
Location section on the patient’s
record. If the patient’s location is not
on Outpatient, you will not be able
to enter appointment information
for this patient.
Step 2: Click Add
Professional Contact
under Professional
Contacts.
Step 3: Use the dropdown menu to select the service that
the professional contact provides (OP
Screening or Audiologist).
Step 4: Select search for a person or
search for place. Click Locate
Professional Contact.
Step 5: A search screen will pop up where you can enter information on the person or place you are
searching for. Click Submit Search Criteria. Click Select next to the correct person or place.
Step 6: Click Save & Return to Demographics Information Page. You will now see the contact listed
under Professional Contacts.
Step 7: To enter scheduled appointment information, scroll down and expand the blue Hearing ribbon.
Click Case Details.
Step 8: Next to Outpatient,
Required – Not Schedule
will be listed. Click Edit.
Step 9: Select the facility where the
appointment is scheduled at.
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Step 10: Enter the appointment date and time
and any other notes for this appointment. Click
Save & Return to Hearing Page. Click Save and
Return To Child Information Page.
REPORT REFUSALS
Parents who choose to refuse newborn screening must complete and sign the Parental Refusal of
Newborn Screening form found
here: http://www.health.state.mn.us/divs/phl/newborn/materials/education.html
A copy must be sent to the Newborn Screening Program.
PULSE OXIMETRY SCREENING – MANUAL ENTRY MODE
ENTER RESULTS IN MNSCREEN
Step 1: After performing a pulse oximetry screen for the right hand and either foot on a patient, log in
to MNScreen and locate the patient’s record. Click Patients on the left menu bar, New Search, and
search for the patient record or click CCHD, CCHD Journey, and In Patients Needing Screening. All
inpatient newborns in need of a pulse
oximetry screen in your facility will be
located in the In Patients Needing
Screening tab. Click View next to the
correct patient record.
Step 2: Expand the CCHD
ribbon by clicking the plus
symbol. Previous screening
results will be listed under
CCHD Screening Results.
Click Enter Manual
Screening Results.
Step 3: Enter the Preductal
(hand measurements) and
Postductal (foot measurements)
screening results for this patient
as indicated on your pulse
oximeter device. Enter the
Oxygen Saturation, Heart Rate,
and Perfusion Index (if available
on your pulse oximeter).
Step 4: Enter the date/time of
when the screen took place. Your facility will be listed as the screening facility. Select the screener who
performed the screen from the drop down list.
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Step 5: MNScreen will produce a suggested outcome based on MDH’s pulse oximetry screening
protocol after Preductal and Postductal results have been entered. This suggested outcome will show to
the right of Suggested Result. Select the suggested outcome from the drop down menu in Screening
Results.
Step 6: To report these results, click Save and Return to Child Information Page.
Step 7: All screening
results will now be shown
under CCHD Screening
Results under the blue
CCHD ribbon. The patient’s
CCHD Outcome will show
as “In Process” until the
patient passes a pulse oximetry screen or a disorder is detected. The Outcome will be “No Disorder
Detected” when a passing pulse oximetry screen is reported.
If a patient has a disorder detected by screening, indicate where the patient was transferred to by
following instructions in “Managing Transfers” on page 10. If parents have refused screening, follow
steps in “Report Refusals” below.
ENTER REFERRAL INFORMATION
If a patient has a disorder detected by pulse oximetry screening, enter the location that patient was
referred or sent to for follow-up care. Locate the patient’s record by logging in to MNScreen, clicking
Patients on the left menu bar, CCHD tab, CCHD Journey, and Disorder Detected or by clicking Patients,
New Search, and searching for the patient’s record. Click View to view the patient record.
Step 1: Click Add Professional
Contact under Professional Contacts.
Step 2: Use the drop-down menu to
select the service that the
professional contact provides
(typically Other Services or Any).
Step 3: Select search for a person or
search for place. Click Locate
Professional Contact.
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Step 4: A search screen will pop up where you can enter search criteria. Click Submit Search Criteria.
Click Select next to the correct person or place.
Step 5: Click Save & Return to Demographics Information Page. The contact you selected will be listed
under Professional Contacts.
REPORT REFUSALS
Parents who choose to refuse newborn screening must complete and sign the Parental Refusal of
Newborn Screening form found
here: http://www.health.state.mn.us/divs/phl/newborn/materials/education.html
A copy must be sent to the Newborn Screening Program.
Refusal of pulse oximetry screening can be marked in MNScreen by viewing the patient’s record,
expanding the CCHD ribbon, clicking Enter Manual Screening Results, selecting “Refused” in the
screening results field box, and clicking Save and Return to Child Information Page.
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This manual reviews expectations on managing your facility’s MNScreen site. In addition to reporting
screening results reviewed in Part 1, the manager has the responsibility of maintaining the facility’s
MNScreen site and fixing user errors described in Part 2. Please perform the following tasks on a weekly
schedule or assign another staff member these responsibilities.
MANAGING TRANSFERS
PART 2
TRANSFER A PATIENT RECORD
To indicate to the Newborn Screening Program that a patient has been transferred to a different facility
prior to screening, transfer the patient’s record in MNScreen.
Step 1: Locate the patient’s record by clicking Patients, New Search, and searching for the patient’s
record. Click View to view
the patient record.
Step 2: Click Transfer
Patient under
Professional Contacts.
Step 3: Follow the steps listed. In
the Select a Service bar, click
Birth Screen Provider. Click
Search for a Place. Click Locate
Professional Contact.
Step 4: Enter the Facility Name.
Check that the State field is
correct. Click Submit Search
Criteria. Click Select next to the
correct facility.
Step 5: The facility will now be listed under Step 2. Click Save & Return to Demographics Information
Page.
You will now return to the
patient’s record where the facility
will be listed under Professional
Contacts. The facility will remain gray until the facility accepts the patient as a transfer in MNScreen.
VIEW TRANSFERS OUT
To view patient records that your facility has transferred out, click
Transfers on the left menu bar. The Transfers Out Complete tab lists
transfers that have been accepted by the facility. The Transfers Out
Pending tab lists transfers that have not yet been accepted by the
facility. If your facility transfers to an out-of-state facility, all transfers will
remain in the Transfer Out Pending tab. Out of state facilities do not have access to MNScreen, but
please continue to report patient transfers so the Newborn Screening Program may follow-up
appropriately.
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MISSING RESULTS
SEARCH FOR RECORDS BY DATE RANGE
Perform a search to find patient records with missing screening results. Report missing results in
MNScreen by following the directions below.
Step 1: Click Patients in the left menu bar. Click New Search.
Step 2: Search by dates of birth that you want to review (e.g. 01/01/2015 through 01/07/2015). Click
Submit Search Criteria.
Step 3: A list will generate of all patients born between the dates of birth. Click Export Results at the
bottom of the list.
EXPORT FILE
Step 1: Choose fields in the Available
Export Fields box. Highlight the field,
and click the top + sign to move it to
the Fields to Include in Exported File
list. Use the following fields at a
minimum: Patient’s Last Name,
Patient’s First Name, Patient’s
Medical No, Patient’s Date of Birth,
Primary Contact’s Last Name, Birth Screening Outcome,
and CCHD Outcome.
Step 2: In the File Type under Additional Export
Information, choose Tab Delimited.
Step 3: To save this configuration for
future searches, check yes under Save
Configuration. Name your search in the
description field box. We suggest Missed.
For future searches, select your search
under Saved Configurations.
Step 4: Click Export File. The file will download.
Step 5: Open the downloaded file. Copy the text and paste into an Excel document. Use this Excel
document to find patients with “Missed” listed in Birth Screening Outcome (no hearing screening results
reported) and/or “Missed” listed in CCHD Outcome (no pulse oximetry screening results reported).
Step 6: Follow directions in “Hearing Screening-Manual Entry Mode” and “Pulse Oximetry ScreeningManual Entry Mode” to report missing screening results. Report screening results found in your facility
records.
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ACCESS FOR NEW HIRES
ADD A NEW USER
At the time of start-up, your staff was added to the MNScreen user database. For new hires, you will
need to create a user account and give the staff member access to your facility’s MNScreen site. If a new
hire was a MNScreen user at a previous facility, skip to “Add User as Facility Screener”.
Step 1: Log in to MNScreen. Click Admin tab. Click Add User.
Step 2: Enter the user’s details. Assign User Login Name as the first letter of the first name and full last
name. User Login Names must be 6 characters or more. If the name created as suggested above does
not have 6 characters, add a 1 to the end of the username.
Examples:
Name: Johnson, Judy
Username: jjohnson
Name: Beck, Catherine
Username: cbeck1
Name: Lee, Cha
Username: clee12
Assign a password. The user will be prompted to change this password at the first login. User Login
Name, User Password, Confirm Password, Title, Last Name, and First Name are required fields.
Remaining fields are optional.
Step 3: Click Save. The user has now been added to the MNScreen site.
Note: If a user forgets his/her password, call the OZ Systems Helpdesk (888-727-3366 ext 3) to reset it.
ADD USER AS FACILITY SCREENER
Now that the user has been added to MNScreen, you must assign this user as a screener at your facility.
Step 1: Click Admin tab. Click Manage Screeners.
Step 2: Scroll down. Click Add a Screener.
Step 3: Search for the user. Click Submit Search Criteria.
Step 4: Click Select next to the correct user. All MN birthing facilities have access to this user database.
Please check that you are selecting the correct user.
Step 5: Assign access rights by checking the boxes.
DO NOT GIVE SCREENERS GRANTABLE RIGHTS.
DO NOT GIVE SCREENERS ACCESS TO DESIGNATE AGENTS.
Check boxes in the left column except Designate Agents. Only the nursery manager should have access
to designate agents (ability to add new users).
Step 6: Click Save. The screener will be listed on the Managing Screeners page.
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