System Administrator Courseware and Reference Guide
iChart® Enterprise Express® TextSystem
Version 7.5
Trademarks
Nuance®, the Nuance logo, Dictaphone®, Enterprise Express®, EXSpeech®, Enterprise Workstation®, iChart®, GoMD™ ,
Boomerang®, and Walkabout™ are trademarks or registered trademarks of Nuance Communications, Inc. or its affiliates in
the United States and/or other countries. All other trademarks referenced herein are trademarks or registered trademarks of
their respective owners.
Patents
The Enterprise Express® Text product is protected by one or more of the following patents in the United States and in other
countries: US 6,578,007; US 6,738,784; and NZ 521,579, and is the subject of pending U.S and foreign patent applications.
Copyright Notice
This manual is copyrighted and all rights are reserved by Nuance Communications, Inc. No part of this publication may be
reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in
any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior
written permission of Nuance Communications, Inc., 1 Wayside Road, Burlington, MA 01803.
Copyright © 2006-2008 Nuance Communications, Inc. All rights reserved.
Disclaimer
Nuance makes no warranty, express or implied, with respect to the quality, reliability, currentness, accuracy, or freedom
from error of this document or the product or products referred to herein and specifically disclaims any implied warranties,
including, without limitation, any implied warranty of merchantability, fitness for any particular purpose, or noninfringement. Nuance disclaims all liability for any direct, indirect, incidental, consequential, special, or exemplary
damages resulting from the use of the information in this document. Mention of any product not manufactured by Nuance
does not constitute an endorsement by Nuance of that product.
Notice
Nuance Communications, Inc. is strongly committed to creating high quality voice and data management products that,
when used in conjunction with your own company’s security policies and practices, deliver an efficient and secure means of
managing confidential information.
Nuance believes that data security is best maintained by limiting access to various types of information to authorized users
only. Although no software product can completely guarantee against security failure, the Enterprise Express software
contains configurable password features that, when used properly, provide a high degree of protection.
We strongly urge current owners of Nuance products that include optional system password features to verify that these
features are enabled! You can call our support line if you need assistance in setting up passwords correctly or in verifying
your existing security settings.
Published by Nuance Communications, Inc.
Burlington, Massachusetts, USA
Visit Nuance Communications, Inc. on the Web at www.nuance.com.
L-2940-007
11/2008
Contents
Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Overview of the iChart® System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Login Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Introduction to the EXText Explorer Application . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Components EXText Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
IDC Connectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Configuration Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Integrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Overview of the EXText System Administrator’s Role . . . . . . . . . . . . . . . . . . . . . . 9
Initial Setup Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
System Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Optional Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Getting Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chapter 2: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Setting Up Your Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Word Settings—Word 2000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Automatic Formatting and Correction Options . . . . . . . . . . . . . .
Setting Other Word Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hiding the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Word Settings—Word 2002 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Setting the Automatic Formatting and Correction Options . . . . . . . . . . . . . .
Setting Other Word Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hiding the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Word Settings—Word 2003 for Word Client . . . . . . . . . . . . . . . . . . . .
Setting the View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Edit Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Save Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Compatibility Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Spelling and Grammar Options . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Track Changes Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Text Services Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Word Settings—Word 2003 for EX Editor . . . . . . . . . . . . . . . . . . . . . .
Setting the View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Edit Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Save Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Compatibility Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Spelling and Grammar Options . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Track Changes Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Text Services Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Word Settings—Word 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Word 2007 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting and Closing the EXText Explorer Application . . . . . . . . . . . . . . . . . . . .
About the Exploring EXText Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the EXText Explorer Menu and Toolbar . . . . . . . . . . . . . . . . . . . . . . . .
Using the EXText Settings Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 3: Viewing and Editing Sites . . . . . . . . . . . . . . . . . . . . . . 85
Viewing a Site Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Editing a Site Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
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Editing the Site Name, Time Zone, and
VES Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing the Signature Script Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing the Routing Script Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing the Section Heading Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing the Site-Wide Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 4: Managing Worktypes and Templates . . . . . . . . . . . . 101
Introduction to Worktypes and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating and Managing Worktypes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Worktype . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Document Information Fields for a Worktype . . . . . . . . . . . . . .
Editing Worktype Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Worktype Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening, Closing, and Saving Worktype Templates . . . . . . . . . . . . . . . . . .
Creating a Customized Template by Copying an Existing Template . . . . . .
Creating a Customized Template by Inserting a Template File . . . . . . . . . .
Creating a Customized Template by Modifying a Blank File . . . . . . . . . . . .
Using Advanced Template Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Inserting Graphics in a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Inserting an Authentication Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Making Bookmarks Visible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Automatic Removal of Section Headings . . . . . . . . . . . . . . . .
Deleting Worktype Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 5: Managing Document Routing Destinations . . . . . . . 135
Introduction to Document Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Overview of the Document Routing Process . . . . . . . . . . . . . . . . . . . . . . . .
Routing Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Fax or Email Routing Destination from a Provider’s Profile . . . .
Deleting a Routing Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 6: Working with Routing Scripts . . . . . . . . . . . . . . . . . . 141
Introduction to Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Advanced Routing Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Routing Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 7: Testing and Troubleshooting Document Routing . . 153
Introduction to Testing and Troubleshooting Document Routing . . . . . . . . . . .
Performing Routing Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing Routing Analysis in EX Editor . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing Routing Analysis from the Document Information Dialog
Box in Word Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing Routing Analysis from a Document in Word Client . . . . . . . . . .
Performing a Routing Events Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Routing Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Routing in Word Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing Routing in EX Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 8: Managing Security with User Types . . . . . . . . . . . . . 165
Introduction to User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 9: Managing Applications with Word Client/EX Editor
Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Introduction to Users’ Word Client and Microsoft Word Settings . . . . . . . . . . .
Word Client/EX Editor Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Word Client/EX Editor Settings . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Find Documents Dialog Box . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Find Demographics Dialog Box . . . . . . . . . . . . . . . . . . . . .
Configuring the Select Provider Dialog Box . . . . . . . . . . . . . . . . . . . . . . . .
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Configuring the Select Worktype Dialog Box . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Order Selection Dialog Box . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Document Information Dialog Box . . . . . . . . . . . . . . . . . . .
Configuring the Revision History Dialog Box . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Miscellaneous Selection Options . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Typing Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the Word Client and EX Editor Options . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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194
196
197
199
200
201
202
Chapter 10: Setting Up Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Introduction to Setting Up Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating User Profiles for Transcriptionist/Editors . . . . . . . . . . . . . . . . . . . . . .
Creating Transcriptionists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Transcriptionist/Editors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching for a Transcriptionist/Editor by Name . . . . . . . . . . . . . . . . . . . . .
Searching for a Transcriptionist of a Particular User Type . . . . . . . . . . . . . .
Editing Transcriptionist/Editor Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Transcriptionist/Editors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction to Electronic Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Primary Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Proxy Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Multiple Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Routing and Upload Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Text Accompanying Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Signature Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Signature Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Granting Proxy Signing Rights to ESig Providers . . . . . . . . . . . . . . . . . . . . . . .
Creating Signature Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Signature Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Signature Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Signature Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Signature Scripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning a Signature Script to a Provider . . . . . . . . . . . . . . . . . . . . . . . . .
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Assigning a Signature Script to a Worktype . . . . . . . . . . . . . . . . . . . . . . . .
Assigning a Signature Script to a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Removing the ESig Privilege . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
230
231
232
233
Chapter 11: Concurrent Review . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Introduction to Setting Up Concurrent Review . . . . . . . . . . . . . . . . . . . . . . . . .
Activating Automatic and Manual Concurrent Review . . . . . . . . . . . . . . . . . . .
Creating Review Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Review Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Review Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting ACR Options and Defining Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting ACR Options and Defining ACR Filters for a User Type . . . . . . . . .
Selecting Reviewable User Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
236
236
237
239
240
242
243
249
251
Chapter 12: Address Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Creating Address Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Address Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Address Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Address Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
254
257
257
257
258
Chapter 13: Managing Normals and ESP Lists . . . . . . . . . . . . . 259
Introduction to Normals and Expanded Sentences and Phrases (ESPs) . . . . .
Working with ESPs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transcription and Dictation Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Personal and Site-Wide Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Transcription Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Dictation Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing a Normal’s Properties or Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
260
260
261
261
261
262
262
263
265
265
266
267
Chapter 14: Managing Patient Demographics . . . . . . . . . . . . . . 269
Creating Patient Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Managing Patient Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
vi
Contents
Searching for Patient Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing or Editing Patient Demographics . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Patient Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Encounters and Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Encounters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
271
272
273
273
273
275
278
Chapter 15: Managing Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Introduction to File Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
File Maintenance Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About the Archiving Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Archive Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating an Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting Archive Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Preparing the Archive Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Documents and Archive Media Options . . . . . . . . . . . . . . . . . . .
Running the Archive Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accessing Archived Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting Archive Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding and Viewing Archived Documents . . . . . . . . . . . . . . . . . . . . . . . . .
Printing and Saving Archived Documents . . . . . . . . . . . . . . . . . . . . . . . . .
Backup Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Determining Data Storage Needs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Backing Up the EXText Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reusing an Existing Backup Tape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Maintaining a Backup Tape Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
280
280
280
280
282
282
282
283
286
288
289
289
293
294
294
295
296
297
298
Chapter 16: EXText Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Introduction to Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Patient List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Site List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Provider List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transcriptionist List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Worktype List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Line Count by Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Line Count by Transcriptionist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Line Count by Provider (Physician) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
300
300
302
302
303
304
305
308
312
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iChart
iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Line Count by Worktype . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Generating Lists and Line Count Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting the Reports Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Display Features for the EXText Reports Dialog Box . . . . . . . . . . .
About the EXText Reports Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Lists and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing, Saving, and Opening Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exiting the Reports Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
316
320
320
321
322
323
329
331
332
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Appendix A: Advanced Printer Settings . . . . . . . . . . . . . . . . . . . 357
Preventing Attachments from Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Printing a Document from Multiple Bins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Appendix B: Data Field Tokens . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Appendix C: System Functions and Utilities . . . . . . . . . . . . . . . . 369
Reviewing EXText System Events with EXText Auditor . . . . . . . . . . . . . . . . . . .
Starting EXText Auditor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching for Events to View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing a List of Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Display Refresh Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
370
370
371
373
374
Appendix D: Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Customers in North America . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
International Customers Outside North America . . . . . . . . . . . . . . . . . . . . . 377
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
viii
Chapter 1
Introduction
Objectives
In this chapter, you will:
• Ensure that you and your facility meet the
prerequisites for the EXText system.
• Identify components of the EXText Explorer
application, including security, integration,
licenses and configuration.
• Identify components of the EXText Explorer
application available in iChart®.
• Describe the purpose of the Internet Data Center
(IDC).
• Describe the purpose of the iChart
Configuration Standards.
• Describe the per seat and concurrent licensing
bases for software modules.
• List the systems that can be integrated with the
EXText system.
• Discuss your roles and tasks as the EXText
system administrator.
1
iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
About This Guide
The iChart® suite of services is built upon health care’s most proven dictation
and report management platform—the Dictaphone Enterprise Express®
system. The foundation for this technology is the Internet Data Center (IDC),
which consists of large-scale installations of the Enterprise Express dictation
and transcription management systems, telephone speech recognition software
and servers, natural language processing engines, and the appropriate
telecommunications, management, e-commerce, archiving, and security
systems. The iChart equipment is housed at the Internet Data Center and
maintained by the IDC staff.
This guide describes the EXText Explorer application, which is part of the
iChart Enterprise Express TextSystem software suite, referred to as EXText. It
contains comprehensive instructions for setting up and maintaining your
EXText system.
Overview of the iChart® System
The Dictaphone iChart® suite of services is built upon health care’s most
proven dictation and report management platform—the Dictaphone Enterprise
Express system. The iChart Enterprise Express VoiceSystem (EXVoice) is at
the forefront of a new generation of voice technology. It is the most
comprehensive single and multi-site network solution available for managing
both voice and data.
The foundation for iChart technology is the Internet Data Center (IDC), which
consists of large-scale installations of the Enterprise Express dictation and
transcription management systems, telephone speech recognition software and
servers, natural language processing engines, and the appropriate
telecommunications, management, e-commerce, archiving, and security
systems. The iChart equipment is housed at the IDC and maintained by the
IDC staff.
The iChart Enterprise Express TextSystem software suite includes the modules
listed below. Some modules might not be available on your workstation
because you have not been granted the privilege to access them, or because
they are optional applications that have not been purchased.
As EXText administrator, you need to be familiar with these applications:
•
2
EXText Explorer—As administrator, you use this application to set up and
maintain the EXText system. Refer to “Introduction to the EXText Explorer
Application” on page 4.
Chapter 1: Introduction
•
EXText Word Client—Transcriptionist/editors use Word Client to transcribe
or edit documents. Refer to your EXText System Transcriptionist/Editor
Courseware and Reference Guide.
•
EX Editor—Transcriptionist/editors use this transcription and editing
application, new with Enterprise Express® Version 7.5, to transcribe or edit
documents. Refer to your EX Editor 7.5 Transcriptionist/Editor
Courseware and Reference Guide.
•
EXText Auditor—Provides information about alert, security, and
informational events. Refer to “Reviewing EXText System Events with
EXText Auditor” on page 370.
Security
The iChart® EXText software provides a level of security that is consistent with
industry standards for dictation and transcription products. Although every
attempt is made to provide administrators with a method of restricting user
access to system records, Nuance cannot guarantee against all breaches in
security when using this product.
To maximize the effectiveness of this product’s security features, users should
be aware of the limitations of password security, and should note the following
points.
•
System administrators should assign passwords to all iChart Enterprise
Express users (for example, providers, transcriptionist/editors, and those
using client applications such as EX Editor, Job Lister and EXText
Explorer).
Although passwords are not mandatory to operate this software, Nuance
strongly recommends that passwords be assigned to ALL users.
•
Security of all passwords should be guarded.
•
All passwords should be changed as needed to maintain their secrecy, and
should consist of at least four or more characters.
•
There is a predefined or configurable limit to the number of password entry
attempts that can be made before a user is disconnected. This feature assists
in discouraging repeated access attempts by unauthorized users.
If any iChart Enterprise Express clients are accessing the system by way of the
internet, Nuance recommends that you work with your Internet Service
Provider (ISP) to develop a security solution that prevents unauthorized user
access.
3
iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Login Security
Logins and passwords for all EXVoice and EXText applications are
managed and validated against user information in the EXVoice Explorer
application. Login failures result in related error messages that might
require administrator assistance.
Introduction to the EXText
Explorer Application
The EXText Explorer application provides administrative features you use to
set up and manage the Enterprise Express TextSystem.
The EXText configuration must comply with the latest version of the
iChart Configuration Standards. For more information, refer to
“Configuration Standards” on page 8.
Using EXText Explorer, you can:
•
create, define, and maintain worktypes
•
establish provider and transcriptionist/editor user accounts
•
assign security rights
•
establish document routing protocols
•
configure Word Client or EX Editor settings for individual users and user
types
•
create blocks of frequently used text and phrases that can be easily inserted
into a document
•
perform other administrative duties that allow you to set up the EXText
system and tailor it to the needs of the users
Components EXText Explorer
User Types
User types are groups of individuals who log on to the EXText system.
Typical examples of user types are system administrator, backup system
administrator, transcriptionist/editor, EWS provider, clerk, and IS
personnel.You can customize each user type by granting it privileges or
giving it access to applications, sites, and worktypes.
4
Chapter 1: Introduction
Transcriptionists
You will need to create a user identity for each transcriptionist/editor who
accesses the system. You can set Word Client or EX Editor options and
typing goals for each transcriptionist/editor. The EXText Explorer
window allows you to search for a transcriptionist/editor using his or her
partial or full name.
Worktypes
A worktype is a document category. Each worktype has one template or
format that all documents in that category use; this gives the documents a
uniform appearance. As iChart EXText administrator, you need to define a
worktype for each type of document produced at your facility.
Signature Scripts
You create a signature script as part of the proxy signing process or when
multiple electronic signatures are required on documents for ESig
providers. You can create signature scripts at the enterprise or site level.
Routing Scripts
A routing script determines where the system sends completed documents.
A routing script might contain any combination of routing destinations
such as printers, faxes, emails, or batches (collections of documents
scheduled to distribute at specific times). In most cases, document routing
is by worktype.
Providers
Providers are persons who play some role in providing care to a patient.
You must define all EXVoice dictators as EXText providers. In addition,
you might need to define other persons or entities as EXText providers for
document routing purposes.
Demographics
Patient demographics are a collection of permanent patient data such as
medical record number, name, date of birth, social security number, and
insurance number. This information is used in reports generated using
Enterprise Workstation, Word Client, and EX Editor.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
IDC Connectivity
The foundation of iChart is the creation of a Dictaphone international Internet
Data Center (IDC) consisting of large-scale installations of Enterprise Express
dictation/transcription management systems, telephone speech recognition,
software and servers, natural language processing engines, and appropriate
telecommunications management, e-commerce, archiving, and security
systems.
Depending on your configuration, an SSL (Secure Sockets Layer) or VPN
(Virtual Private Network) will be used to connect to the IDC EXText systems.
SSL: An SSL provides a secure connection between a client and server, over
which any amount of data can be sent securely. An SSL URL (address) starts
with https instead of http.
VPN: All VPN sessions occur over IPSec and are encrypted using Triple DES
(Data Encryption Standard). Users are authenticated using three factors: a user
ID, a PIN, and a one-time password generated with a SecurID token card
assigned to each user.
The iChart model includes a site-to-site VPN connection between the customer
main location and the IDC. At the customer location, a dedicated ISP
connection of suitable bandwidth is provisioned and typically terminated on an
iChart-owned and maintained VPN Concentrator. The equipment is shipped
pre-configured to enable connectivity between agreed-upon customer IP
segments and specific iChart servers. All communications are encrypted using
DES. All iChart-provided equipment, such as the Voice Subsystem and the HIS
(Health Information System) interface gateway resides at the customer’s main
location, on the safe side of the VPN concentrator. All user-to-site and site-tosite ISP connections are the responsibility of the customer. We recommend that
customers procure their ISP connections from one of the Tier 1 ISPs.
Data protection policy: iChart’s data backup methodology includes daily full
backups of all IDC servers. Tapes are rotated weekly and stored off site. On
line storage of voice and medical reports is negotiable. The default retention
period is seven days for voice files and 90 days for reports. Additionally,
iChart will retain these for a mutually agreed-upon period for a fee.
6
Chapter 1: Introduction
CLU Knowledge
Bases
Automatic
Coding
Engines
Telephony Speech
Recognition Engine
Telephone
Telephone Network
iChart
Internet
Data Center
Client Site
Dictation
Servers
Walkabout
Digital Portable
Firewall
GoMD Pocket
PC
Web Servers
Repository
Archive Servers
Remote
Transcriptionist
Enterprise Workstation
browser-based report
editing and electronic
signature
Transcriptionist
editing of speech
recognition-generated
text
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Configuration Standards
Nuance Corporation has provided you with a set of configuration standards,
referred to as “iChart Configuration Standards,” that govern the configuration
of your iChart system. These standards exist to maximize performance and
decrease the likelihood of system failure.
An iChart logo displays in this manual wherever a configuration procedure
refers to iChart Configuration Standards:
To ensure compliance with the standards, you must configure the settings as
indicated in the iChart Configuration Standards. The current iChart
Configuration Standards document is available at
http:\\admin.iChart.com.
An audit is performed from time to time to ensure that customers (or clients)
are complying with the standards.
Licenses
Software module licenses are sold per seat or on a concurrent basis. Per seat
requires that one license be purchased per workstation. Concurrent licenses
limit the number of users logged on simultaneously.
Integrations
The EXText system can be integrated to exchange information with other
computer systems. It can be integrated with:
•
EXVoice
•
A Health Information System for:
• Download of demographics
• Upload of transcribed documents
•
8
A Radiology Information System (RIS) for download of orders.
Chapter 1: Introduction
Overview of the EXText System
Administrator’s Role
As EXText system administrator, you are responsible for setting up the EXText
system after the initial installation and for maintaining the system on an
ongoing basis.
Initial Setup Tasks
This section provides an overview of the setup process and introduces some
terms you need to know. For more detailed definitions of these terms and
others, refer to the Glossary on page 333.
Although there is no definite order in which you must perform the setup tasks,
you will find that some system elements are dependent on others. To set up the
system as quickly and efficiently as possible, therefore, you should follow the
steps in the order they are provided in this manual. You need to:
1.
2.
3.
4.
5.
6.
7.
Define a worktype for each kind of document produced at your facility.
Worktypes might include the History and Physical and Operative
Notes. Refer to “Introduction to Worktypes and Templates” on
page 102.
Set up routing for documents in the system. Refer to “Overview of the
Document Routing Process” on page 136.
Create user types for each group of EXText users. User types might
include transcriptionist/editors, health care providers, and possibly
others such as administrators, supervisors, or clerks. Refer to
“Managing Security with User Types” on page 165.
Configure settings that govern the Word Client or EX Editor
application, if necessary. In most cases, you do not need to change the
default settings. Refer to “Managing Applications with Word Client/
EX Editor Settings” on page 243.
Define user IDs for the administrators, transcriptionist/editors, and
providers who use your system. Refer to “Setting Up Users” on
page 203.
Set options for ESig (Electronic Signature) providers if your system
includes the Enterprise Workstation application.
Add patient information, such as demographics, encounters, and
orders, if necessary. Although patient information might be furnished
by your HIS integration, as administrator you can also add this data
manually. Refer to “Managing Patient Demographics” on page 269.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
8.
Define frequently used text, including normals and ESPs (Expanded
Sentences and Phrases). A normal is a block of standard text, typically
describing a normal condition, that the transcriptionist/editor can enter
quickly by typing an abbreviation. An ESP is a block of text that
expands automatically as the transcriptionist/editor types the
designated abbreviation. Refer to “Managing Normals and ESP Lists”
on page 259.
System Maintenance
After initial setup, you will be responsible for performing ongoing system
maintenance. For example, from time to time you might need to add a new
provider ID, change a routing destination, or update a transcriptionist/
editor’s goal settings. This administrator guide provides detailed
instructions for all ongoing maintenance tasks.
Optional Settings
If desired, you can request that iChart® Managed Services (iCMS) set up and
maintain pause session reasons and review reasons. As administrator, you can
create address blocks for your documents.
•
Pause session reasons are standard reasons that all transcriptionist/editors
can use when they stop normal transcription duties, for example, to take
time for a meal or to perform other required work activity that is not
transcription-related.
•
Transcriptionist/editors can flag documents for review by their supervisors.
To flag a particular document for review, the transcriptionist/editor can
select a review reason from a drop-down list while typing the document.
You can request that iCMS define a set of valid review reasons as part of
the site profile.
•
The address blocks feature allows setting up a list of provider addresses
based on provider roles, or any other reference, so that transcriptionist/
editors can easily insert addresses in a document rather than transcribing
them. This feature is not available in the Offline Word Client application.
Getting Technical Support
Refer to Appendix D, “Technical Support” on page 375 of this guide for
information on obtaining technical support from Nuance.
10
Chapter 1: Introduction
Chapter Summary
Review Questions
1.
2.
Name some of the components of EXText Explorer.
Answer: Scheduled event handlers, user types, transcriptionists,
worktypes, signature scripts, routing scripts, providers, demographics
What are some of the steps the system administrator needs to perform
to set up the EXText system?
Answer: Site, worktypes, user-defined fields, routing destinations, user
types, Word Client or EX Editor settings, ESPs, providers,
transcriptionists
Practical Exercise
Match the application to its function:
This exercise can also
be done as a group
exercise in class, led by
the instructor.
A. EXText Explorer
______Transfers documents created
offline to the EXText server
B. Archive Client
______Used for system configuration
C. Document Importer
______Used to create and manipulate
archive files
D. Word Client or EX Editor
______Used for transcribing dictation
Answers: C, A, B, D
Transition
For transcriptionist/editors to use EXText Word Client or EX Editor successfully,
you must configure the proper settings within Microsoft Word. In the next
chapter, you will configure your workstation.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
12
Chapter 2
Getting Started
Objectives
In this chapter, you will:
• Set up your workstation.
• Practice logging on and off the EXText Explorer
application.
• Access the components of the Exploring
EXText window and know the function of each.
• Use the EXText Settings window.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting Up Your Workstation
Before you begin working with the EXText Explorer and EXText Word Client or
EX Editor applications, you should follow the procedures in this chapter to set
up formatting and various other important options in the Microsoft Word
application.
This chapter provides separate procedures for Word 2000, Word 2002, Word
2003, and Word 2007. Be sure to follow the appropriate instructions for your
operating system.
¬
Key point:
Installing the main
printer driver on the
transcriptionists’
workstations helps
provide WYSIWYG
(What You See Is What
You Get).
Transcriptionists
generally take pride in
their work and review a
completed document
prior to sending it to
print/upload. They look
for errors, as well as any
extra pages or stray
lines stuck onto another
page. BUT, if the view of
the document they see
on their workstation
doesn't match how the
document will print, then
they are wasting their
time. WYSIWYG is a
good thing!
14
Caution: Ensure that the default driver for the transcriptionist/editor’s
local printer is installed on his or her workstation. This driver must be a
copy of the driver added to the server on which the EXText router service
resides; the same driver should also be loaded on the administrator's
workstation prior to any setup of templates.
Chapter 2: Getting Started
Microsoft Word Settings—
Word 2000
Follow the procedures in this section if your workstation is running
Word 2000.
For Word 2002, refer to “Microsoft Word Settings—Word 2002” on page 26.
For Word 2003, refer to “Microsoft Word Settings—Word 2003 for Word
Client” on page 39 or “Microsoft Word Settings—Word 2003 for EX Editor”
on page 52, depending on which transcription/editing application you are using
at the workstation.
For Word 2007, refer to “Microsoft Word Settings—Word 2007” on page 65.
Note: The settings mentioned in this section and circled in the illustrations
are mandatory, but other settings in the dialog boxes shown are optional.
You can enable or disable the optional settings according to your own
preference.
Setting the Automatic Formatting and
Correction Options
These options control heading styles and other automatic formatting.
To set the automatic formatting options (Word 2000):
1.
2.
3.
In Microsoft Word, select Format > AutoFormat from the menu bar.
In the AutoCorrect dialog box, click Options....
Select the AutoFormat As You Type tab.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
4.
5.
6.
7.
16
In the Apply as you type section, disable Headings.
Optional: Select Automatic numbered lists if this feature does not
cause interference with document formatting at upload. Consult with
your Nuance Service representative regarding this feature.
In the Automatically as you type section, disable Define styles based
on your formatting.
Select the AutoFormat tab.
Chapter 2: Getting Started
8.
9.
In the Apply section, disable Headings and Other paragraphs.
In the Preserve section, disable Styles.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
10. Select the AutoCorrect tab.
11. If you prefer to use AutoCorrect instead of, or in conjunction with,
ESPs, enable the Replace text as you type option.
12. Click OK to save your settings.
Caution: Abbreviations in ESP and AutoCorrect must be
mutually exclusive. Duplicates will cause doubling of expansions
or freezing of Word/Word Client.
18
Chapter 2: Getting Started
Setting Other Word Options
You will need to set some general viewing and formatting options for your
documents.
To set the view options (Word 2000):
1.
2.
Select Tools > Options from the menu bar.
In the Options dialog box, select the View tab.
3.
4.
5.
In the Show section, disable ScreenTips.
In the Formatting marks section, disable Hidden text.
In the Print and Web Layout options section, disable Vertical ruler.
To set the general options (Word 2000):
1.
2.
Select the General tab.
Disable Blue background, white text.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Note: You can leave this option enabled, if desired.
20
Chapter 2: Getting Started
To set the save options (Word 2000):
1.
Select the Save tab.
2.
In the Save options section, enable Save AutoRecover info every: and
set the interval to 1 minute.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To set the file locations (Word 2000):
22
1.
Select the File Locations tab.
2.
In the File types section:
a. Select AutoRecover files.
b. Click Modify.... The Modify Location window opens.
Chapter 2: Getting Started
c. In the Modify Location window, locate and select the
C:/DocNeT/ folder.
d. Select the WorkingDocuments folder.
e. Click OK to close the window.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To set the spelling and grammar options (Word 2000):
1.
Select the Spelling & Grammar tab.
2.
In the Spelling section:
a. Enable Always suggest corrections.
b. Disable Ignore words in UPPERCASE.
c. Disable Ignore words with numbers.
Click OK to save your settings.
3.
24
Chapter 2: Getting Started
Setting the Security Options
To set the security options (Word 2000):
1.
Select Tools > Macro Security... from the menu bar.
2.
3.
4.
In the Security dialog box, select the Security Level tab.
Select Low.
Click OK.
Hiding the Office Assistant
To hide the Office Assistant:
1.
2.
Select Help from the menu bar.
If the Hide Office Assistant option appears on the Help menu, click it
to hide the assistant.
OR
If the Show Office Assistant option appears on the Help menu, you do
not need to take any action. Press the Esc key on your keyboard to
close the Help menu.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Microsoft Word Settings—
Word 2002
Note: The settings mentioned in this section and circled in the illustrations
are mandatory, but other settings in the dialog boxes shown are optional.
You can enable or disable the optional settings according to your own
preference.
Follow the procedures in this section if your workstation is running
Word 2002.
For Word 2000, refer to “Microsoft Word Settings—Word 2000” on page 15.
For Word 2003, refer to “Microsoft Word Settings—Word 2003 for Word
Client” on page 39 or “Microsoft Word Settings—Word 2003 for EX Editor”
on page 52, depending on which transcription/editing application you are using
at the workstation.
For Word 2007, refer to “Microsoft Word Settings—Word 2007” on page 65.
Setting the Automatic Formatting and
Correction Options
These options control heading styles and other automatic formatting.
To set the automatic formatting options (Word 2002):
1.
2.
26
In Microsoft Word, select Format > AutoFormat from the menu bar. If
AutoFormat does not appear in the menu, click the down arrow to
display the full menu.
In the AutoFormat dialog box, click Options....
Chapter 2: Getting Started
3.
In the AutoCorrect dialog box, click the Autoformat As You Type
tab.
4.
5.
In the Apply as you type section, disable Built-in Heading Styles.
In the Automatically as you type section, disable Define styles based
on your formatting.
Optional: Select Automatic numbered lists if this feature does not
cause interference with document formatting at upload. Consult with
your Nuance Service representative regarding this feature.
6.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
7.
Select the AutoFormat tab.
8.
In the Apply section, disable Built-in Heading styles and Other
paragraph styles.
In the Preserve section, disable Styles.
9.
28
Chapter 2: Getting Started
To set the automatic correction options (Word 2002):
1.
Select the AutoCorrect tab.
2.
If you prefer to use AutoCorrect instead of, or in conjunction with,
ESPs, enable the Replace text as you type option.
Note: Abbreviations in ESP and AutoCorrect must be mutually exclusive.
Duplicates will cause doubling of expansions or freezing of Word/Word
Client.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
30
3.
Select the Smart Tags tab.
4.
5.
6.
Disable Label text with smart tags.
Disable Show Smart Tag Actions buttons.
Click OK to save your settings.
Chapter 2: Getting Started
Setting Other Word Options
You will need to set some general viewing and formatting options for your
documents.
To set the view options (Word 2002):
1.
2.
Select Tools > Options from the menu bar.
In the Options dialog box, click the View tab.
3.
In the Show section, disable Startup Task Pane, ScreenTips, and
Smart tags.
In the Formatting marks section, disable Hidden text.
In the Print and Web Layout options section, disable Vertical ruler.
4.
5.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To set the general options (Word 2002):
1.
2.
Select the General tab.
Disable Blue background, white text.
Note: You can leave this option enabled, if desired.
32
Chapter 2: Getting Started
To set the editing options (Word 2002):
1.
Select the Edit tab.
2.
In the Editing options section, disable Keep track of formatting.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To set the save options (Word 2002):
34
1.
Select the Save tab.
2.
In the Save options section:
a. Disable Embed linguistic data and Embed smart tags.
b. Enable Save AutoRecover info every: and set the interval to 1
minute.
Chapter 2: Getting Started
To set the security options (Word 2002):
1.
Select the Security tab.
2.
3.
Click Macro Security...
In the Security dialog box, select the Security Level tab.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
4.
Select Low.
To set the file locations (Word 2002):
1.
36
Select the File Locations tab.
Chapter 2: Getting Started
2.
3.
In the File locations section:
a. Select AutoRecover files.
b. Click Modify....
c. In the Modify Location window, locate and select the
C:/DocNeT/ folder.
d. Select the WorkingDocuments folder.
Click OK to close the window.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To set the spelling and grammar options (Word 2002):
1.
Select the Spelling and Grammar tab.
2.
In the Spelling section:
a. Enable Always suggest corrections.
b. Disable Ignore words in UPPERCASE.
c. Disable Ignore words with numbers.
Click OK to save your settings.
3.
Hiding the Office Assistant
To hide the Office Assistant:
1.
Select Help from the menu bar.
2.
If the Hide Office Assistant option is on the Help menu, click it.
OR
If the Show Office Assistant option is on the Help menu, you do not
need to take any action. Press the Esc key on your keyboard to close the
Help menu.
38
Chapter 2: Getting Started
Microsoft Word Settings—
Word 2003 for Word Client
Follow the procedures in this section if your workstation is running Microsoft
Office Word 2003 for Word Client. When you have completed the procedures
below, close all applications and restart your workstation.
Notes:
• To make these settings, you must first open a blank document in
Microsoft Word. Do not make the settings after you have logged in to
Word Client.
• The settings specified in this section and circled in the illustration
are required, but where this section does not indicate a required
setting for an item, the setting is optional. You can enable or disable
the optional settings according to your own preference.
Setting the View Options
To set the view options (Word 2003 for Word Client):
1.
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the View tab, select the following options:
• Highlight
• Status bar
• Horizontal scroll bar
• Vertical scroll bar
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
3.
40
Click OK.
Chapter 2: Getting Started
Setting the General Options
To set the general options (Word 2003 for Word Client):
1.
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the General tab, select the following options:
• Allow starting in Reading Layout
• Update Automatic links at open
3.
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Edit Options
To set the edit options (Word 2003 for Word Client):
1.
42
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Edit tab, select the following options:
• Typing replaces selection
• Drag-and-drop text editing
3.
Click OK.
Chapter 2: Getting Started
Setting the Print Options
To set the print options (Word 2003 for Word Client):
1.
2.
3.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Print tab, select the following options:
• Allow A4/Letter paper resizing
• Background printing
• Drawing objects
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Save Options
To set the save options (Word 2003 for Word Client):
1.
2.
3.
44
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Save tab, select the following options:
• Allow background saves
• Save AutoRecover info every 1 minute
Click OK.
Chapter 2: Getting Started
Setting the Compatibility Options
To set the compatibility options (Word 2003 for Word Client):
1.
2.
3.
4.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Compatibility tab, select the Microsoft Office Word 2003
option from the Recommended options for: drop-down list.
Ensure that none of the check boxes is selected. Scroll down to see all
of the check boxes.
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Spelling and Grammar Options
To set the spelling and grammar options (Word 2003 for Word Client):
1.
2.
3.
46
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Spelling and Grammar tab, ensure that none of the check
boxes is selected.
Click OK.
Chapter 2: Getting Started
Setting the Track Changes Options
To set the track changes options (Word 2003 for Word Client):
1.
2.
3.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Track Changes tab, make the settings shown in the illustration
below.
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Security Options
To set the security options (Word 2003 for Word Client):
1.
2.
48
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Security tab, select the following options:
• Store random number to improve merge accuracy
• Make hidden markup visible when opening or saving
Chapter 2: Getting Started
3.
Click Macro Security. The Security dialog box opens.
4.
5.
On the Security Level tab, select Low.
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the File Location
To set the file location (Word 2003 for Word Client):
1.
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the File Locations tab, ensure that the AutoRecover Files file type
is assigned to the C:\DocNet\Working Documents folder.
If it is not:
a. Click Modify.... The Modify Location dialog box opens.
3.
50
b. Navigate to and select the C:\DocNet\Working Documents
folder and click OK.
Click OK.
Chapter 2: Getting Started
Setting the Text Services Options
To set the text services options:
1.
In the Windows Control Panel, select Language and Regional
Options.
The Text Services and Input Languages dialog box opens.
2.
In the Installed Services group, remove all the items except
Keyboard.
Click Apply.
Click OK.
3.
4.
Tip: Clicking the Add... button opens a dialog box where you can
restore any installed services you need when not using Word
Client.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Microsoft Word Settings—
Word 2003 for EX Editor
Follow the procedures in this section if your workstation is running Microsoft
Office Word 2003 Professional and EX Editor. When you have completed the
procedures below, close all applications and restart your workstation.
Notes:
• To make these settings, you must first open a blank document in
Microsoft Word. Do not make the settings after you have logged in to
EX Editor.
• On the following pages, you must set the circled items as shown. It
is recommended, but not required, that you also set the other items
as shown.
Circled settings
must be set as
shown.
All other settings
shown are
recommended, but
not required.
Setting the View Options
To set the view options (Word 2003 for EX Editor):
1.
52
With a blank document open in Word, select Tools > Options from the
menu bar.
Chapter 2: Getting Started
2.
On the View tab, set the options as shown below.
3.
Click OK, or select another tab to set more options.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the General Options
To set the general options (Word 2003 for EX Editor):
1.
54
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the General tab, set the options as shown below.
3.
Click OK, or select another tab to set more options.
Chapter 2: Getting Started
Setting the Edit Options
To set the edit options (Word 2003 for EX Editor):
1.
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Edit tab, set the options as shown below.
3.
Click OK, or select another tab to set more options.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Print Options
To set the print options (Word 2003 for EX Editor):
1.
2.
3.
56
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Print tab, set the options as shown below.
Click OK, or select another tab to set more options.
Chapter 2: Getting Started
Setting the Save Options
To set the save options (Word 2003 for EX Editor):
1.
2.
3.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Save tab, set the options as shown below.
Click OK, or select another tab to set more options.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Compatibility Options
To set the compatibility options (Word 2003 for EX Editor):
1.
2.
3.
4.
58
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Compatibility tab, select the Microsoft Office Word 2003
option from the Recommended options for: drop-down list.
Ensure that none of the check boxes is selected. Scroll down to see all
of the check boxes.
Click OK, or select another tab to set more options.
Chapter 2: Getting Started
Setting the Spelling and Grammar Options
To set the spelling and grammar options (Word 2003 for EX Editor):
1.
2.
3.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Spelling and Grammar tab, make the settings shown below.
Click OK, or select another tab to set more options.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Track Changes Options
To set the track changes options (Word 2003 for EX Editor):
1.
2.
3.
60
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Track Changes tab, make the settings shown in the illustration
below.
Click OK, or select another tab to set more options.
Chapter 2: Getting Started
Setting the Security Options
To set the security options (Word 2003 for EX Editor):
1.
2.
With a blank document open in Word, select Tools > Options from the
menu bar.
On the Security tab, set the options as shown below.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
3.
Click Macro Security. The Security dialog box opens.
4.
5.
On the Security Level tab, select Low.
Click OK.
6.
Click OK, or select another tab to set more options.
Setting the File Location
To set the file location (Word 2003 for EX Editor):
1.
2.
62
With a blank document open in Word, select Tools > Options from the
menu bar.
On the File Locations tab, ensure that the AutoRecover Files file type
is assigned to the C:\DocNet\Working Documents folder.
Chapter 2: Getting Started
If it is not:
a. Click Modify.... The Modify Location dialog box opens.
3.
b. Navigate to and select the C:\DocNet\Working Documents
folder and click OK.
Click OK.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Setting the Text Services Options
To set the text services options:
1.
In the Windows Control Panel, select Language and Regional
Options.
The Text Services and Input Languages dialog box opens.
2.
In the Installed Services group, remove all the items except
Keyboard.
Click Apply.
Click OK.
3.
4.
Tip: Clicking the Add... button opens a dialog box where you can
restore any installed services you need when not using EX Editor.
64
Chapter 2: Getting Started
Microsoft Word Settings—
Word 2007
Follow the procedures in this section if your workstation is running Microsoft
Office Word 2007. When you have completed the procedures below, close all
applications and restart your workstation.
Notes:
• To make these settings, you must first open a blank document in
Microsoft Word. Do not make the settings after you have logged in to
EX Editor.
Setting the Word 2007 Options
To set the Word 2007 options:
1.
2.
3.
4.
Open a blank document in Word 2007.
Click the Office button at the upper left corner of the Word window.
Click Word Options.
In the Word Options window, configure the settings as shown in each
of the following sections.
Note: On the following pages, you must set the circled items as
shown. It is recommended, but not required, that you also set the
other items as shown.
Circled settings
must be set as
shown.
All other settings
shown are
recommended, but
not required.
Note: When you have finished making the settings, click OK to
exit the Word Options window, and then close Word 2007.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Popular Options
Set the Popular options as shown below.
66
Chapter 2: Getting Started
Display Options
Set the Display options as shown below.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Proofing Options
Set the Proofing options as shown below.
68
Chapter 2: Getting Started
Save Options
Set the Save options as shown below.
Notes:
• The EX Editor application will override the Save files in this format
setting by specifying the older Word document format (*.doc).
• For the AutoRecover file location, Default file location, and Server
drafts location, keep the default locations that have been set by
Word.
Keep default
file location
Keep default
file location
Keep default
file location
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Advanced Options
Set the Advanced options as shown on the following pages.
Advanced Editing Options
Advanced Cut, Copy, and Paste Options
70
Chapter 2: Getting Started
Advanced Show Document Content Options
Advanced Display Options
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Advanced Print Options
Advanced Save Options
72
Chapter 2: Getting Started
Advanced Preserve Fidelity When Sharing This Document Options
Advanced General Options
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Advanced Compatibility Options
Trust Center Settings
To configure the Trust Center settings:
1.
2.
3.
In the Word Options window, click Trust Center.
Click Trust Center Settings to continue.
For Add-Ins, ActiveX Settings, Macro Settings, Message Bar, and
Privacy Options items, configure the settings as shown on the
following pages.
Trust Center Add-Ins
74
Chapter 2: Getting Started
Trust Center ActiveX Settings
Trust Center Macro Settings
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Trust Center Message Bar
76
Chapter 2: Getting Started
Trust Center Privacy Options
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Starting and Closing the EXText
Explorer Application
The EXText Explorer application is the system-wide software application used
to configure and maintain the EXText system and tailor it to your needs.
To start EXText Explorer:
1.
Take one of the following actions:
If you are
launching
from
2.
Then
Your desktop
Double-click the Explorer icon.
The Start
button
Click Start > Programs > EXText
Client Applications > Explorer.
OR
Press Ctrl+Esc, and then use the arrow
keys to navigate to Programs, to
EXText Client Applications, and then
to Explorer.
If this is the first time you have started EXText Explorer since its
installation, the EXText Settings dialog box opens.
a. Enter the name or IP address of your EXText server.
b. Select ncacn_ip_tcp as the protocol.
c. Click OK.
78
Chapter 2: Getting Started
3.
The Welcome to EXText window opens.
Enter your Logon ID and Password and click OK.
If this is the first time you have used the EXText Explorer application,
your iChart representative will have provided you with a logon ID and
password.
Note: If EXVoice and EXText are integrated on your system, login and
password information is managed and validated through the EXVoice
system.
4.
Click OK or press Enter. The Exploring EXText window opens.
To close EXText Explorer:
• From the Exploring EXText window, either select
File > Exit or click the
button in the upper right corner of the
window.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
About the Exploring EXText
Window
The Exploring EXText window is the main window from which you select
options. Each option and its function is listed below.
Selection
Operation
User Types
Configure system access rights.
Transcriptionists Configure a profile for each transcriptionist/
editor.
Worktypes
Configure the document templates for each
type of report.
Signature scripts Configure destinations for documents
requiring multiple electronic signatures.
Routing scripts
Configure destinations for outgoing reports,
such as providers and sites.
Providers
Configure a profile for each person who
authors documents.
Demographics
Configure a record of each patient.
Using the EXText Explorer Menu and
Toolbar
The EXText Explorer main window
contains a menu bar and toolbar
(shown at right) you can use to access
basic features.
The following tables summarize the menu and toolbar options,
respectively.
Menu Item
80
Description
File
Refresh the screen or exit
Help
Access EXText Explorer software version
information
Chapter 2: Getting Started
To perform this action
Use this
button
Access EXText Explorer
software version information
Go to previous
You can access the majority of options for EXText Explorer through
shortcut menus. To access any shortcut menu, right-click the desired icon
or folder, file name, or item in the left or right pane.
Using the EXText Settings Window
When you first start the EXText application after installation, the EXText
Settings window opens. In this window you specify the EXText server to
which you want the EXText Explorer application or other EXText applications
to connect. At each subsequent login, the EXText applications establish a
connection to the server you specify here. In most cases, you will not need to
change the server address.
The EXText Settings window also allows you to indicate whether EXText
applications are to use the EXVoice server settings that reside on the EXText
server or other settings that you configure locally.
Tip: You might need to verify these EXVoice server settings on a Word
Client user’s workstation if TransNet jobs do not download as expected.
If you need the EXText applications on the workstation to connect to a different
server, you can open the EXText Settings window at any time.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
To use the EXText Settings window to change server settings:
1.
From the Windows Start menu, select All Programs > EXText Client
Applications > Settings. The EXText Settings window opens.
2.
In the Server Name field, enter the name or IP address of the EXText
server.
In the Protocol field, select ncacn_ip_tcp.
If you want to change the EXVoice server settings, select the Voice
Server Settings tab.
3.
4.
5.
6.
7.
82
Select Use server settings or Use local settings.
If you selected Use local settings, select a protocol from the drop-down
list and enter the IP address of the EXVoice server.
Click OK.
Chapter 2: Getting Started
Chapter Summary
Review Questions
Describe the purpose of each of the items shown in the Exploring EXText
window.
1.
User Types
2.
Answer: Configure system access rights.
Transcriptionists
3.
Answer: Configure a profile for each transcriptionist/editor
Worktypes
4.
Answer: Configure the document templates for each type of report.
Signature Scripts
5.
Answer: Configure destinations for documents requiring multiple
electronic signatures.
Routing Scripts
6.
Answer: Determine where the system sends completed documents
Providers
7.
Answer: Configure a profile for each person who authors documents.
Demographics
Answer: Configure a record of each patient.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Practical Exercises
Practical Exercise 2-1
Log in to the EXText Explorer application.
Transition
In the next chapter, you will view and edit a site profile.
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Chapter 3
Viewing and Editing Sites
Objectives
In this chapter, you will:
• View a site profile
• Configure various components that affect the
entire site
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Viewing a Site Profile
The Nuance implementation team sets up your sites during initial installation
of your system. Follow the procedure below to view a site’s configuration.
To view the site profile:
1.
In the Exploring EXText window, right-click the site you want to view
and select View... from the shortcut menu.
The View site profile window opens.
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Chapter 3: Viewing and Editing Sites
2.
3.
Use the tabs of the View site profile window to see each of the site’s
properties in view-only mode.
When you have finished, click Close to close the window.
Editing a Site Profile
If necessary, you can edit a site profile at any time after the initial setup. This
section provides instructions for configuring the following items in the site
profile:
•
Site name, time zone, and VES option
•
Signature script assignment
•
Routing script assignment
•
EXVoice to EXText field mapping
•
User-defined fields
•
Section heading formats for EX Editor documents
•
Site-wide normals
According to iChart configuration standards, you do not need to configure
these items:
•
Line counting options: Your iChart implementation team configures the
line counting options during site configuration, according to the terms of
your contract.
•
EXVoice to EXText field mapping: Because the iChart servers provide a
one-to-one site ratio, field mapping is unnecessary.
For information on editing address blocks, refer to “Editing Address Blocks”
on page 257. For information on configuring the Concurrent Review tab in
the site profile, refer to “Concurrent Review” on page 235.
Editing the Site Name, Time Zone, and
VES Option
Once a site has been created, you cannot change its Site ID number. You
can, if necessary, change the site’s name.
Caution: Be sure to coordinate any changes to the site name with the IDC.
The time zone feature allows you to configure a site to use a different time
zone than that of the server. You might want to use this feature if your
server is in one time zone and your transcription or dictation is performed
in another. Once you have configured the site’s time zone, you will need to
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
insert the time zone-adjusted tokens in your worktype templates to fully
implement this feature. Refer to “Using Time Zone-Adjusted Tokens” on
page 121.
Caution: Because changing a site’s time zone has some implications for the
interface, it is important that you work with Nuance implementation
personnel when setting up this feature.
The VES (Variable Entry Screen) option indicates whether all the
worktypes for the site have the same document information fields, or
whether the fields are to be set up separately for each worktype at this site.
Document information fields appear in the Document Information dialog
box in the Word Client application, and in the main application window’s
work area in EX Editor.
To edit the site name, time zone, and VES (Variable Entry Screen)
option:
1.
2.
3.
88
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
In the Name field, enter a meaningful name for the site.
To configure a default time zone for the site, select the time zone from
the Time Zone drop-down list. The time zones are sorted
alphabetically by Greenwich Mean Time (GMT) offset. By default, the
time zone setting, <Use Server Time Zone>, is selected.
Chapter 3: Viewing and Editing Sites
4.
TDMS Best Practices
recommend using the
same VES screen for
every worktype.
5.
Select the VES option for the site:
• Select Use the same VES screen for every Worktype if all
worktypes within this site will share the same document information
fields. With this option, you can manage the document information
fields for all of this site’s worktypes by editing the site. If you select
this option, you can configure options on the VES Setup tab
(page 91). If you do not select this option, the VES Setup tab is not
displayed.
• Select Allow custom VES screens for each worktype if you want
to select fields separately for each of the worktypes used at this site.
Editing of document information options is at the worktype level.
Click OK to save your settings.
Editing the Signature Script Assignment
Signature scripts indicate the order in which documents are forwarded to
single or multiple signers. This feature is applicable only if your system
includes the ESig (Electronic Signature) feature in EWS. If your system
does not include ESig, you do not need to perform the procedure in this
section.
To edit the signature script assignment:
1.
2.
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Select the Signatures tab.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
3.
4.
It is a TDMS best
practice to assign the
routing script at the
worktype level.
From the list of available signature scripts, select the script you want to
use at this site.
Click OK to save your changes.
Editing the Routing Script Assignment
Routing scripts are sets of instructions that govern the automatic routing of
documents to their destinations. Use this procedure to assign a routing
script to the site.
To edit the routing script assignment:
1.
2.
3.
4.
90
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Select the Routing tab.
Select the routing script you want to assign to this site.
Select either the blended or exclusive mode.
• If you select blended mode, EXText routes documents at this site to
all the destinations in this script and to all the destinations in any
other scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
Chapter 3: Viewing and Editing Sites
5.
exclusive script with the highest priority, and no other script, will be
executed.
• If you select exclusive mode, the script you select here takes the
place of any other scripts associated with the document, unless there
is another exclusive script with higher priority.
Click OK to save your changes.
Selecting User-Defined Fields
The procedure in this section applies only where the Document
Information properties are to be set at the site level. You set this option by
selecting Use the same VES screen for every Worktype on the General
tab.
The site profile gives you the opportunity to make one or more database
fields available for display in dialog boxes and in documents produced at
the site. You select these fields on the VES Setup tab. Refer to your iChart
Configuration Standards document for a list of UDFs specific to iChart.
To select the user-defined fields:
1.
2.
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Select the VES Setup tab.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
3.
4.
5.
6.
Select a database field you want to use for this site from the Available
Fields list.
Click Select >> to transfer the field name to the Selected Fields list at
the right.
Repeat Steps 3 and 4 for each of the fields you want to appear in the
document information for this site’s documents.
To see how the field(s) you have added will appear, click Test. Repeat
the preceding steps, if necessary, until the fields appear as you want
them.
Added user-defined fields
7.
92
Click OK to save your settings.
Chapter 3: Viewing and Editing Sites
Editing the Section Heading Formats
For documents transcribed or edited in EX Editor, section heading formats
are configurable as part of the site properties. For Word Client documents,
the section headings are configured in Customization Client.
To edit the section heading formats for EX Editor documents:
1.
2.
3.
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Select the EX Editor Macro Settings tab.
In the Section Headings group, set the properties for section headings
in this site’s documents:
a. Click the ellipsis button to open the Font dialog box, and select the
font name, style, and size properties. Click OK when you are
finished.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
OR
Type the font name in the Name field, and the font size in the Size
field.
4.
5.
6.
7.
94
b. Select each property you want to assign to the section headings:
Bold, Italic, Underline, All Caps. Leave unchecked any properties
you do not want to assign to the section headings.
In the Number of Tabs field, indicate how many tabs are to be inserted
to the right of each section heading. If you do not want to insert any
tabs, leave the number at zero.
Select Colon appended if you want a colon to appear to the right of
each section heading.
Select New Line appended if you want to begin a new line after each
section heading.
When you have finished, click OK to save your settings. The properties
you assigned here are applied to all section headings for this site’s
documents.
Chapter 3: Viewing and Editing Sites
Editing the Site-Wide Normals
Normals are text blocks that can be inserted into a document, saving
repetitive typing. A transcriptionist/editor can use transcription normals
in the Word Client or EX Editor application to insert stored text in a
document. A provider whose dictation is processed through the EXSpeech
application can use dictation normals.
Through the site’s properties, you can edit existing site-wide dictation and
transcription normals or add new ones. For detailed information on all
types of normals, refer to Chapter 13.
To edit a site-wide normal:
1.
2.
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Select the Normals tab.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
3.
Select the normal you want to edit and click Edit. The ‘Normal’
Properties dialog box opens.
4.
In the Abbreviation field, edit the abbreviation transcriptionist/editors
type to invoke the normal.
Edit the Description for the normal, if desired.
5.
6.
7.
8.
Type the Keyword the provider will use to insert this normal during
dictation, if applicable. The keyword phrase should contain at least two
words and at least two syllables. Do not use a single, commonly-used
word as a keyword phrase.
If the normal is to be used only by transcriptionists, you can leave the
keyword blank.
Click Edit text. The EXText Word editing window opens.
Modify the normal’s full text as desired.
Tip: Refer to“Inserting Parameters in Normals” on page 126 for
information about using brackets to insert parameters within
normals.
9.
When you have finished, press Ctrl+N to save your changes.
OR
To cancel and exit the editing window, press Ctrl+T and click Yes at
the confirmation prompt.
10. Click OK to return to the site profile.
To create a new site-wide normal:
1.
96
In the Exploring EXText window, right-click the site and select Edit
site profile... from the shortcut menu. The Edit site profile window
opens.
Chapter 3: Viewing and Editing Sites
2.
Select the Normals tab.
3.
4.
Click New. The ‘Normal’ Properties dialog box opens.
Type the abbreviation transcriptionist/editors can type to invoke the
normal.
Type a description for the normal, if desired.
Type the Keyword the provider will use to insert this normal during
dictation, if applicable. The keyword phrase should contain at least two
words and at least two syllables. Do not use a single, commonly-used
word as a keyword phrase.
If the normal is to be used only by transcriptionists, you can leave the
keyword blank.
5.
6.
7.
8.
Click OK. The EXText Word editing window opens.
Type the full text of the normal exactly as you want it to appear in your
documents.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Tip: Refer to“Inserting Parameters in Normals” on page 126 for
information about using brackets to insert parameters within
normals.
9.
When you have finished, press Ctrl+N close the window, save the
normal, and return to the Normals tab. The site-wide normal is added
to the list.
OR
To cancel and exit the editing window, press Ctrl+T and click Yes at
the confirmation prompt.
10. Click OK to return to the site profile.
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Chapter 3: Viewing and Editing Sites
Chapter Summary
Review Questions
1.
2.
Scenario: The default time zone setting for iChart customers is Eastern
Time because that is where the iChart Internet Data Center is located.
Your facility is located in California and you want your documents to
reflect the date and time for your location. Can you change setting for
your site?
Answer: Yes, with some conditions.
In the above scenario, what do you need to do to implement the time
zone change if you are not in the implementation phase?
Answer: To begin the process, contact the iChart implementation
team. After your site is configured for the time zone, insert the time
zone tokens in your document templates and authentication statements.
Practical Exercises
None.
Transition
In the next chapter, you will learn how to set up worktypes for your documents.
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100
Chapter 4
Managing Worktypes and
Templates
Objectives
In this chapter, you will:
• Describe the purpose of worktype templates.
• Build and test a basic template.
• Manage worktype templates.
• Customize your basic template.
• Use advanced features to enhance your template.
• Delete a template.
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TDMS Standard: 1:1
Worktype ratio from
EXVoice to EXText.
As we prepare for the
speech recognition
future, keep in mind that
having matching
worktypes between
EXVoice and EXText
will make the transition
much easier.
Introduction to Worktypes and
Templates
A worktype is a document category. Each worktype has one template or format
that all documents in that category use; this gives the documents a uniform
appearance. Common worktypes include History and Physical, Consultation,
Discharge Summary, Office Note, Chart Note, and Procedure Report. As
iChart EXText administrator, you need to define a worktype for each type of
document produced at your facility, including any adhesive labels you want
automatically produced for EXText documents.
Worktypes are identified by name, ID number, and initials. The worktype and
its associated template are “triggered” when a provider inputs the worktype ID
number prior to beginning dictation.
Caution: It is very important that you not begin working with worktypes
and their associated templates unless you have completed the workstation
setup described in Chapter 2. Failure to do so can cause your template to
become corrupted.
It is recommended that
you set up worktypes
under individual sites,
unless the interfaces
indicate otherwise.
Creating and Managing Worktypes
Caution: You must configure the Word settings following the instructions in
Chapter 2 before working with worktypes and their templates.
Creating a New Worktype
To create a worktype:
1.
In the Exploring EXText window, right-click the Worktypes
subfolder and select New Worktype... from the shortcut menu..
2.
The WorkType ID field automatically displays the next sequential
number. Leave the number in place, or change it to the number that
corresponds to this worktype in EXVoice.
Type a description for the new worktype. Do not include special
characters, such as an ampersand (&), in the description.
3.
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Chapter 4: Managing Worktypes and Templates
OR
Click the Quick List >> button and select a description from the list.
If you are using the
quick list, but you need
to add another word to
the title, do the quick list
first, then make your
changes. Quick list will
override any text that
already exists in the
description field.
4.
5.
6.
Type a set of initials to identify the worktype.
• If your EXText system is to upload documents to an HIS, EMR, or
other system, the initials must match the mnemonic used by that
system.
• The set of initials can be up to five characters in length.
• Do not use special characters such as ‘&’.
Click Next >. The New Worktype Wizard - Step 2 dialog box opens.
If applicable, select a signature script for authentication of documents
of the new worktype. Documents of this worktype will be forwarded
for authentication through EWS based on the signature script you
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select. If you do not need to assign a signature script to this worktype,
leave the default, <none>, selected.
7.
8.
104
Click Next >. The New Worktype Wizard - Step 3 dialog box opens.
Select a routing script for this worktype. Documents of this worktype
will be routed according to the instructions in the script you select. If
you have not yet defined any routing scripts, or if documents of this
worktype do not require routing, leave the default, <none>, selected,
and skip to Step 10.
Chapter 4: Managing Worktypes and Templates
9.
If you selected a routing script, select the routing script mode: Blended
or Exclusive.
• If you select blended mode, EXText routes documents to all the
destinations in this script and to all the destinations in any other
scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
exclusive script with the highest priority, and no other script, will be
executed.
• If you select exclusive mode, the script you select here takes the
place of any other scripts associated with the document, unless there
is another exclusive script with higher priority.
For more information on blended and exclusive routing scripts, refer to
Chapter 6.
10. If you selected the option Allow custom VES screens for each
worktype at the site level, you need to configure the Variable Entry
Screen (Document Information dialog box) settings for this worktype.
Click Next > to open the Add Worktype Wizard - Step 4 dialog box
and follow the procedure “Configuring Document Information Fields
for a Worktype” on page 106.
If you selected the option Use the same VES screen for every
worktype at the site level, you have finished defining the worktype.
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11. Click Finish. If you have already set up user types, and if your users’
access rights are restricted by site, a message indicates that you might
need to reconfigure access rights for users so they can see the new
worktype on the system. Click OK to close the message box. The new
worktype is added to your system.
Configuring Document Information Fields
for a Worktype
The Document Information dialog box (Word Client) or document
information area (EX Editor) allows transcriptionist/editors to verify site,
worktype, provider, and patient information, as well as any additional data
fields you select. Select only fields you want the transcriptionist/editors to
see and whose values you want them to be able to change. The fields you
define here appear in the Documentation Information dialog box in Word
Client or the document information area in EX Editor when you begin a
document.
To configure document information fields for a worktype:
1.
2.
106
Select a database field, from the site or individual worktype level, from
the Available Fields list.
Click Select >> to transfer the field name to the Selected Fields list at
the right.
Chapter 4: Managing Worktypes and Templates
3.
4.
Repeat Steps 1 and 2 for each of the fields you want displayed for
documents of this worktype.
To see how the field(s) you have added will appear, click Test. Click
OK to return to the Add Worktype Wizard.
Added userdefined
fields
Editing Worktype Properties
Note: You cannot change a worktype’s ID number. If a worktype’s ID
number needs to be edited, you must delete the entire worktype and create
a new one.
To edit a worktype’s properties:
1.
In the Exploring EXText window:
• To edit a worktype, click the plus sign next to the folder representing
the site containing the worktype you want to edit. With the site
folder expanded, click the plus sign next to the Worktypes
subfolder to display available worktypes. Right-click the worktype
you want to edit and select Edit Worktype... from the shortcut
menu.
Tip: Be sure to select Edit Worktype... and not Edit Template....
These menu options represent different functions.
The Edit Worktype dialog box opens.
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2.
3.
4.
5.
On the General tab, change the worktype’s Description or Initials, if
desired.
Make any necessary changes on the Signatures and Routing tabs.
If you selected worktype-specific document information field settings
when you created your site, make any needed edits on the VES Setup
tab.
Click OK to save your changes.
Managing Worktype Templates
A blank Word template is automatically created for every worktype in your
system. You can customize the template by copying an existing template,
inserting an existing template file into the new template, or by modifying
the blank template document.
This section shows you how to set up a worktype template using each of
the above methods. Refer to “Mandatory Template Headers and Footers
Setup” on page 114 for some important features you should configure for
all worktype templates.
Caution: To prevent conflicts, more than one person should not modify a
single worktype template at one time.
Opening, Closing, and Saving Worktype
Templates
To open and close a worktype template:
1.
Right-click a worktype and select Edit Template... from the shortcut
menu. The template opens in a Microsoft Word window.
Tip: The EXText menu appears in the Word menu bar.
2.
108
When you have finished working in the template:
• To save your changes, select EXText > End editing Template
(Ctrl+N) from the menu bar.
• To cancel without saving, select EXText > Cancel editing
Template (Ctrl+T) from the menu bar.
Chapter 4: Managing Worktypes and Templates
Creating a Customized Template by
Copying an Existing Template
Copying an existing worktype template immediately applies all its features,
including headers, footers, and tokens, to the new template; you do not
need to refresh the tokens when you use this method. You can copy only
the worktypes you are authorized to see.
Note: For you to copy a template, there must already exist at
least one worktype and template.
To copy an existing worktype template:
1.
2.
Follow the procedure beginning on page 102 to create a new worktype.
Right-click the new worktype and select Copy template from... from
the shortcut menu.
The Select a Worktype template to copy... dialog box opens.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
Cross check the
inserted template file
with the standard
template during this
procedure for the first
customer template for
proper format
requirements.
3.
Select the template you want to copy and click OK. A warning message
appears.
4.
Click Yes. The selected template’s features are applied to your new
template.
Creating a Customized Template by
Inserting a Template File
These procedures allow you to copy the features of an existing template
into a new one by inserting a file.
Note: When you have completed this procedure, you must save the template
to the EXText server using Ctrl+N before saving it to your workstation.
Failure to do so could result in a damaged template.
Caution: You must perform all of the steps below. If you omit any steps or
do not perform them as shown below, your template will not work properly.
To prepare the template:
1.
2.
3.
4.
5.
6.
7.
8.
110
Right-click a worktype and select Edit Template... from the shortcut
menu. The template opens in a Microsoft Word window.
Select Format > Font from the menu bar.
Select your font and click Default.
Select File > Page Setup.
On the Margins tab, set all margins to 0.7'' or higher.
On the Layout tab:
• Select the Different first page check box if you want subsequent
pages to differ from the first page.
• Set the header and footer margins 0.7'' or greater to accommodate
top hole punching, if desired.
Click Default....
Click OK.
Chapter 4: Managing Worktypes and Templates
To insert the file into the template:
1.
2.
3.
Select Insert > File.
Navigate to and select the template you want to insert.
Click Insert.
To complete the file insertion procedure:
1.
2.
Press Ctrl+End to move to the end of the file and press Ctrl+Enter to
add a second page.
With the insertion point on the last line of the second page, take the
following actions to re-establish each token in the document.
a. Press Ctrl+K, and then click the down arrow.
b. Select the token.
c. Press Enter.
Commonly-Used Tokens
DictatorInitials
WorktypeDesc
3.
4.
5.
Use the standard
template during this
procedure for the first
customer template.
Once the first template
is fully customized and
tested, save it in the
system, reopen it, then
perform a Save As so
you can use this for the
remaining templates.
6.
When you have inserted all the tokens that were in the inserted
template, press the Backspace key repeatedly until you have deleted all
the tokens you inserted in the previous step.
If you want to place other tokens within the inserted template, refer to
“Adding Tokens to a Template” on page 119.
Remove the second page of the template, if it is blank.
Click to place the insertion point where you want the transcriptionist/
editor to start typing on the first page.
Press Ctrl+N to end and save.
Creating a Customized Template by
Modifying a Blank File
You can:
• Define headers and footers to appear on each page of the document
• Perform the mandatory header and footer setup tasks that allow the
document to be uploaded correctly
• Add tokens to a template
• Add ‘copy’ text
WE DO NOT SUPPORT
TABLES in templates.
• Add CC lists
• Add field markers
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Caution: In EXText Version 7.0 and higher, the procedure for inserting
graphics or other files in your templates has changed. Refer to “Inserting
Graphics in a Template,” on page 124, for some important notes.
Note: The placement of the insertion point when you save the template is
very important. Be sure to place the insertion point at the position where
you want the transcriptionist/editor to begin typing. The insertion point is
also very important for documents processed by EXSpeech; this position is
where the draft text will be inserted.
Working with Headers and Footers
You can define the header and footer that is to appear on the first page of
your documents, and a different header and footer for the second and
subsequent pages.
Note: Refer to “Mandatory Template Headers and Footers Setup” on
page 114 for some important features you need to add to your headers and
footers once you have defined them.
To open the Headers and Footer formatting bar:
1.
Select View > Header and Footer from the menu bar. The Header
and Footer toolbar appears.
-PageAuthor, Page #, Date
Confidential, Page #, Date
Created By
Created On
Filename
Filename and Path
Last Printed
Last Saved By
Page X of Y
Time
Insert Page
Number
Page
Number
Insert
Number
of Pages
Date
Page
Setup
Show/Hide
Document
Text
Show
Next
Same
as
Previous
Show
Previous
Switch Between
Header/Footer
Review and become familiar with this toolbar. You will use it to create
and define the headers and footers in your templates as explained in the
following procedures.
Note: If you select the date and time options when you create
your headers and footers, be aware that this information is
updated every time you save or print.
2.
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Click Close on the toolbar to return to the open template.
Chapter 4: Managing Worktypes and Templates
Creating Headers and Footers
Caution: If you want different headers and footers on the first page of your
documents than on subsequent pages, define this requirement on the
Layout tab of the Page Setup (page 110) before you create headers and
footers. If you create headers and footers first, and later change the layout
options, the headers and footers can disappear.
Follow this procedure for the initial setup of headers and footers. You can
define different first and subsequent pages, if desired.
To create the headers and footers:
1.
2.
Create the first page header and footer:
a. If the header that you see is labeled Header, click Show Previous
to go to the First Page Header. The header is now labeled
First Page Header.
b. Enter the header information for the first page.
c. Click the
button to switch to the first page footer.
d. Enter the footer information for the first page.
e. Click the
button again to switch from the first page footer to the
first page header.
Create the second page header and footer, if applicable:
a. Click Show Next
to display the second page header, which is
labeled Header.
b. Enter the header information that is to be on the second and all
subsequent pages.
3.
4.
5.
6.
c. Click the
button to switch between the second page header and
the second page footer.
d. Enter the footer information that is to be on the second and all
subsequent pages.
Click Close to exit the header/footer and return to the open template.
If you defined a second page, delete the second page and any additional
carriage returns. All of the header and footer information you created is
saved as part of the template, even though you delete the second page.
Click to place the insertion point at the position on the first page where
the transcriptionist/editor is to begin typing.
Save the template with Ctrl+N, or continue with the setup described in
the next section.
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Mandatory Template Headers and Footers Setup
Important: In order to upload reports on EXText with header and footers,
and to guarantee placement in the correct location, this procedure is
mandatory for all templates.
The procedure below affects the upload of documents; it causes removal of
the headers and footers during the upload. Further, the Start Header/End
Header and Start Footer/End Footer tags described in this procedure
exclude the header and footer from the EXSpeech evaluation processes.
Adding these tags is important in order to prevent the information in the
header and footer from being used during evaluation of a dictator’s speech.
Perform this procedure whether or not you have put any text in the header
or footer.
To add mandatory start and end tags to the header and footer:
1.
2.
Open the template.
Place the insertion point at the beginning of the first line of the header.
If applicable, press Enter to create a blank line.
3. In the blank line you created in Step 2, type <START HEADER>.
4. Place the insertion point at the end of the last line of the header and
press Enter to create a blank line.
5. In the blank line you created in Step 4, type <END HEADER>.
6. Switch to the footer, and at the beginning of the first line press Enter to
create a blank line.
7. In the blank line you created in Step 6, type <START FOOTER>.
8. Click to place the insertion point at the end of the last line of the footer,
and press Enter to create a blank line.
9. In the blank line you created in Step 8, type <END FOOTER>.
10. Repeat this procedure for the second page in the template, if you
selected the Different first page option in the page setup (page 110 or
page 117).
Your headers and footers should resemble these examples:
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Chapter 4: Managing Worktypes and Templates
To make the start and end tags hidden:
1.
2.
3.
Select the text <START HEADER>.
Select Format > Font from the menu bar.
In the Font dialog box, select the Hidden check box and click OK
4.
Repeat Step 3 for all the start and end tags in the template.
Tip: To toggle between hiding and displaying hidden text, click
the Show/Hide button on the toolbar.
Page Numbering
To add the page number in the header or footer:
1.
With the header or footer displayed, place the insertion point where you
want the page number to appear.
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2.
Click the Page Number button
to insert only the current page
number.
OR
Select Insert AutoText and select Page X of Y from the drop-down
list.
3.
Close the Header and Footer toolbar.
Using PCL Codes for Printer Tray Selection
If your template’s first page is to print on a different type of paper than the
rest of its pages, you can use PCL (Printer Control Language) codes to
direct the printer to use paper from two separate trays when printing
documents of this worktype. For example, you might load Tray 3 with
special letterhead paper and Tray 4 with plain paper. The first page prints
on paper from Tray 3, and all subsequent pages print on paper from Tray 4.
The procedure below explains how to insert PCL codes in your template’s
headers. The actual PCL codes your printer requires, however, might differ
from those shown in the example. To ascertain the codes you need to use,
consult the printer’s manufacturer.
To insert PCL codes in the template’s headers:
1.
2.
3.
4.
In EXText Explorer, right-click the worktype and select Edit
Template... from the shortcut menu. The template opens in a Microsoft
Word window.
Create a temporary page break by pressing Ctrl+Enter.
Select View > Header and Footer from the menu bar. The Header
and Footer toolbar opens.
Click the Page Setup icon.
Page Setup
icon
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Chapter 4: Managing Worktypes and Templates
The Page Setup dialog box opens. Select the Layout tab if it is not
already visible.
5.
Select Different first page and click OK. In the template, the First
Page Header and First Page Footer boxes should be visible. If not,
click the Show Previous icon until they are visible.
Show
Previous icon
6.
Set up the printer tray command for the first page:
a. With the insertion point in the First Page Header box, select Insert
> Field... from the menu bar.
b. Select Print from the Field Names list.
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c. In the Field Codes text box, complete the data by typing the PCL
codes that will direct your printer to send the page to Tray 3. In this
example, the codes appear as follows: PRINT 027”&14H”
7.
d. Click OK.
Set up the printer tray command for the second page and all subsequent
pages:
a. Click the Show Next icon.
Show Next
icon
The Header box appears.
b. With the insertion point in the Header box, select Insert > Field
from the menu bar.
c. Select Print from the Field Names list.
d. In the Field Codes text box, complete the data by typing the PCL
codes that will direct your printer to send the page to Tray 3. In this
example, the codes appear as follows: PRINT 027”&15H”
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8.
e. Click OK.
Press Alt+F9 to show the field codes. Ensure the codes are correct in
the First Page Header and Header boxes, and then click Close.
9.
Click to place the insertion point at the position on the first page where
the transcriptionist/editor is to begin typing.
10. Press Ctrl+N to save the template.
Adding Tokens to a Template
To add a token to a worktype template:
1.
2.
3.
In the Exploring EXText window in EXText Explorer, right-click the
worktype and select Edit Template... from the shortcut menu. The
template opens in a Microsoft Word window.
Position the insertion point by clicking where you want the token to
appear.
From the EXText menu, select Insert Token (Ctrl+K). The Select a
Token dialog box opens to the Data Tokens tab.
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4.
Select a token from the list and click OK. The token appears in the
template.
Note: Refer to“Data Field Tokens” on page 361 for a complete
description of the standard field tokens available for your use.
For information on creating user-defined fields, refer to
“Managing User-Defined Fields” on page 73.
Removing the Timestamp from a Date/Time Field
If desired, you can change the format in which a field appears in the
document. Date/time fields, for example, display in their default format,
MM/DD/YYYY 00:00:00 (or DD/MM/YYYY 00:00:00, depending on the
standard date format in your country). If you want only the date to appear
in the document, you can change the field’s format.
Any changes you make to field formatting affect only documents created
from the current template; if you add a field you have reformatted to
another template, you will need to change its format there as well.
The following procedure illustrates how to change the VisitAdmitDate
field’s format so that the date appears as MM/DD/YY in the document. For
more information on field formatting, including the available format
options for date fields, refer to your Microsoft Word documentation.
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HINT: We can change
formatting of data
brought in through
tokens. This
VisitAdmitDate scenario
is one example. See the
hints documentation for
EXText on the Service
Portal for detailed
instructions to change
other formats.
Another common
scenario includes
changing the date of
dictation from 1/22/2008
to January 22, 2008 for
letters.
To remove the timestamp from a date/time field:
1.
In the Exploring EXText window in EXText Explorer, right-click the
worktype and select Edit Template... from the shortcut menu. The
template opens in a Microsoft Word window.
Click to position the insertion point where you want the token to
appear.
Press Ctrl+K. The Select a Token dialog box opens.
On the Data Tokens tab, select VisitAdmitDate.
Click OK. The token appears in the template.
Select Tools > Options from the menu bar.
On the View tab, select Field Codes.
Click OK to close the Options dialog box. The field’s format appears
in the template:
2.
3.
4.
5.
6.
7.
8.
{DOCPROPERTY “VisitAdmitDate”\* MERGEFORMAT}
9.
Change the VisitAdmitDate field’s format to the following format:
{DOCPROPERTY “VisitAdmitDate”\@ MM/DD/YY MERGEFORMAT}
10.
11.
12.
13.
Select Tools > Options from the menu bar.
On the View tab, disable Field Codes.
Click OK to close the Options dialog box.
Click to place the insertion point at the position where the
transcriptionist is to begin typing.
14. Press Ctrl+N to save the template.
Using Field Shading for Tokens
To distinguish tokens easily from the surrounding text, you should confirm
that the Field Shading feature is enabled.
To enable field shading:
1.
2.
3.
Select Tools > Options... from the menu bar.
On the View tab, select Always from the Field Shading drop-down
list.
Click OK to save your setting.
Using Time Zone-Adjusted Tokens
If your transcription or dictation is performed in a time zone other than the
server’s time zone, you might want to use the time zone-adjusted date and
time tokens in your templates. These permit display of the local date and
time in the dictated date, transcribed date, and authenticated date rather
than the server date and time.
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The tokens are:
• TimeZoneAdjustedDictatedDate
• TimeZoneAdjustedTranscribedDate
• TimeZoneAdjustedAuthenticatedDate
To implement the time zone-adjusted date and time tokens, send an email
to [email protected]. There might be a cost associated with
upgrading your software, as well as for implementing this optional feature.
To use the tokens, you must assign a default time zone in the site
configuration. Refer to page 87.
Adding the ‘Copy’ Text
To identify the various copies of the document, you can insert a CopyText
token at the position where you want the routing script text to appear on the
printed document. For example, you might want the document to display
‘Chart Copy’ or ‘Attending Physician Copy’ at the top or bottom.
Note: It is recommended that you place the ‘copy’ text in the footer.
The copy text does not appear until the document is routed. You will not
see it while you are viewing the document in Word Client or EX Editor.
To add copy text:
1.
2.
3.
4.
With the insertion point at the position in the template where you want
the copy text to appear, press Ctrl+K to open the list of tokens.
Select the CopyText token. The token is inserted in the document.
Click to place the insertion point at the position where the
transcriptionist/editor is to begin typing.
Press Ctrl+N to save the worktype template.
Tip: If you want the text to be bold, select the CopyText token and
then press Ctrl+B to make it bold.
Adding CC List Tokens to Worktype Templates
Adding a CCList token, or variable field, to a worktype template creates a
field for the names of persons to whom documents of this worktype are to
be forwarded. The names in the field can either be loaded automatically or
entered manually.
To add a CCLlist token to a worktype:
1.
2.
122
In the Exploring EXText window, right-click the worktype you want
to edit and select Edit Template... from the shortcut menu. The
worktype template opens.
Type cc: at the position where you want the CC list to appear.
Chapter 4: Managing Worktypes and Templates
3.
4.
5.
6.
7.
Press Enter to move the insertion point to the next line.
Press Ctrl+K to open the Insert Token dialog box.
Select the CCList token and click OK. The CCList token appears in the
document.
Click to place the insertion point at the position where the
transcriptionist/editor is to begin typing.
Press Ctrl+N to exit the template, save it to the database, and return to
the Exploring EXText window.
Adding Field Markers
It is recommended that transcriptionist/editors use field markers, and not
macros, to navigate through the body of a document. Using field markers,
also referred to as jump codes, makes it easier for transcriptionist/editors to
move between fields and return to previous fields to enter data. Field
markers also require less maintenance than macros and are easy to use.
With field markers in the body of the report, pressing F11 to move through
the report causes the cursor to stop at all markers, usually placed at each
heading. Pressing F11 also stops at tokens, but because most tokens are in
the headers and footers and at the end of the report, moving through the
body by using F11 doesn’t stop at tokens within headers and footers in
most cases.
To create a field marker:
1.
2.
3.
4.
5.
6.
In the Exploring EXText window, right-click a worktype and select
Edit template....
Set up the template’s tokens, headers and footers, and so on.
With the insertion point at the position where you want to insert the
field marker, press Ctrl+F9. This creates a point to which the cursor
can jump. You have correctly executed the command to insert the field
marker when you see this symbol { }. Repeat this step in the template
as necessary.
Press the End key, or click outside the field marker, and continue
creating the rest of the template.
Click to place the insertion point at the position where the
transcriptionist is to begin typing.
When finished, press Ctrl+N to save and exit.
Note: The field markers are visible only prior to saving the
template to the EXText Server. To see the field markers later, you
must select Tools > Options and place a check mark next to Field
Codes on the View tab. To avoid duplicating field markers,
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disable viewing of field codes only when you finalize the
template.
To test field markers:
1.
Begin a document in Word Client or EX Editor.
2.
3.
4.
Complete the document information and open a document.
Start typing and press F11 to move to the next field.
Move back to the previous field by pressing Shift+F11.
Using Advanced Template
Features
This section introduces some advanced features you can use with worktype
templates. As you build your template, you should test it each time you add a
new feature before making other changes.
You can:
•
Insert graphics
•
Change the placement of an authentication statement
•
Add section headings
•
Remove section headings automatically for EXSpeech processing
Caution: To prevent conflicts, only one person should edit a single
worktype template at one time.
Inserting Graphics in a Template
¬
KEY POINT!
This is critical for
upgrade customers.
Caution: The procedure for using graphics or other files in templates has
changed with EXText Version 7.0 and higher. Whether you have upgraded
your EXText system to 7.5 from an earlier version than 7.0. or whether 7.5
is your first installation, be sure to review the important information in this
section.
In versions of EXText prior to 7.0, it was necessary for you to use linking,
rather than inserting (embedding or pasting), to place logos or other graphic
files in templates. This method was recommended in order to reduce file
size and prevent your system databases from filling too quickly.
Because EXText Versions 7.0 and higher use Microsoft Word 2003 on the
server, optimal system performance now requires that you insert graphics
rather than linking them. Furthermore, if you have upgraded to 7.5 from a
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version of EXText earlier than 7.0, you must modify any existing templates
to ensure that all graphics are inserted rather than linked. Templates must
not contain any linked files. To ensure good database performance and
prevent system failure, you should continue to monitor your database size
carefully and perform archiving and purging regularly.
Procedures for inserting graphics and for modifying any templates that
contain linked files are given below. The process of archiving and purging
of files is discussed in “Running the Archive Process,” on page 286.
Appendix C, System Functions and Utilities, contains procedures for using
the EXText System Monitor to manage database performance.
To ensure consistent display on administrative and transcription
workstations, the graphics should be saved on each workstation in the same
location, C:\DocNet\art\customername, where customername represents
the name iChart assigns to your organization. If you do not know your
iChart customer name, email iChart Managed Services at
[email protected].
To insert a graphic in a template:
1.
Store the graphic file in C:\DocNet\art\customername (for
customername, substitute your organization’s name).
2. In EXText Explorer, select the worktype whose template contains
linked graphics.
3. Right-click and select Edit template... from the shortcut menu. The
template opens.
4. Click to place the insertion point at the position where you want to
insert the graphic.
5. Select Insert > Picture > From File from the menu bar. A file
selection window opens.
6. Locate the folder containing the graphic file and select the file.
7. Click Insert. The graphic is inserted in the template.
8. Click to place the insertion point at the position where the
transcriptionist/editor is to begin typing.
9. Press Ctrl+N to save the worktype template.
10. Test the results by using the template on another workstation. The
image should appear in the document and print when you print the
document.
Inserting an Authentication Statement
Use this procedure to place the authentication statement in a worktype
template.
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To insert an authentication statement:
1.
2.
3.
Open the template.
Click to place the insertion point where you want to insert the token
and press Ctrl+K to select Authentication Statement. It is
recommended that you place the statement below the provider’s
signature line.
Click OK. The authentication statement appears as a bookmark in your
template.
Making Bookmarks Visible
To activate the View Bookmarks feature:
1.
2.
3.
126
In the Exploring EXText window, select Tools > Options from the
menu bar.
On the View tab of the Options dialog box, select the Bookmarks
option in the Show group.
Click OK.
Chapter 4: Managing Worktypes and Templates
Configuring Automatic Removal of Section
Headings
Within its body, a template might contain section headings such as
“History of Present Illness” or “Past Medical History.” Section headings
are undesirable, however, in a speech-recognized document. When a
transcriptionist/editor opens a speech-recognized file for editing in the
Correction Client or EX Editor application, the entire draft text is inserted
in the document within points designated in the template.
Note: To make bookmarks visible, use the procedure “Making Bookmarks
Visible” on page 126 to activate the View Bookmark feature.
To configure the template for automatic removal of section headings:
1.
In the Exploring EXText window, right-click the worktype whose
template you want to configure and select Edit Template... from the
shortcut menu.
2.
Click to place the insertion point at the beginning of the first section
heading.
Select Insert > Bookmark from the menu bar. The Bookmark dialog
box opens.
Select the HEADING bookmark from the list.
3.
4.
OR
Type HEADING in the Bookmark name field, and then click Add.
5.
6.
The bookmark is inserted at the cursor location.
Click to place the insertion point at the end of the last section heading.
Select Insert > Bookmark from the menu bar. The Bookmark dialog
box opens.
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7.
Select HEADING_END from the list
OR
Type HEADING_END in the Bookmark name field.
8.
Click Add. The bookmark is inserted.
HEADING
Bookmark
HEADING_END
Bookmark
9.
Click to place the insertion point at the position where the recognized
text is to be inserted in a draft text document, and where the
transcriptionist/editor is to begin typing in a standard transcription job.
10. Press Ctrl+N to save your changes to the template.
Deleting Worktype Templates
You can delete a worktype only if no documents exist that were created
from it.
If you attempt to delete a worktype that has already been associated with
one or more documents, you see a warning message and you are not able to
delete the worktype. You must first either change the worktype for all
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associated documents or delete the documents. If any documents of this
worktype have been authenticated, you will need to call the Help Desk or
email iCMS at [email protected]. Refer to Chapter 15 for more
information about archiving.
Caution: Exercise care in deleting documents when the system is in
production, to avoid deleting valid patient records.
To delete a worktype:
1.
2.
3.
Locate the worktype you want to delete from your site in the
Worktypes folder.
Right-click the worktype and select Delete from the shortcut menu.
If no documents have been created for this worktype, click Yes at the
prompt. The worktype is deleted.
OR
If documents with this worktype exist on your system, a warning
message indicates that you cannot delete the worktype.
To delete a document in Word Client:
1.
2.
3.
4.
5.
6.
7.
Open the Word Client application.
From the EXText Transcription Menu dialog box, click Search for
Documents... or press Ctrl+S.
In the Find Documents dialog box, enter the criteria needed to locate
the document(s) you want to delete.
Click Find. Any documents meeting your criteria appear in the list at
the bottom of the dialog box.
For more information on finding documents in Word Client, refer to
your Word Client documentation.
Select the document(s) you want to delete and press Ctrl+D. A
warning message appears.
Type your Logon Password.
Type the word PURGE in capital letters in the indicated field, as shown
in the illustration.
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8.
Click OK. Any documents you selected are removed from the list.
Once the document(s) have been deleted, you can delete the worktype
in EXText Explorer.
To delete a document in EX Editor:
130
1.
2.
Log in to the EX Editor application.
From the Enterprise Express Editor window, press Ctrl+S or select
Search for Documents.
OR
From the Word window, press Ctrl+S or select Document Search
from the Edit tab.
The search criteria fields appear in the work area.
3.
4.
Select the worktype from the Worktype drop-down list on the Main
tab. Press Enter or click Search. Any documents with this worktype
appear in the search results list.
Select the document(s) and press Ctrl+D. A warning message appears.
5.
Type your logon Password.
Chapter 4: Managing Worktypes and Templates
6.
7.
Type the word PURGE in capital letters in the indicated field, as shown
in the illustration.
Click OK. Any documents you selected are removed from the list.
Once the document(s) have been deleted, you can delete the worktype
in EXText Explorer.
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Chapter Summary
Review Questions
1.
What start and end tags are required in all templates?
Answer: <START HEADER> <END HEADER> <START FOOTER>
<END FOOTER>
2.
Does each worktype need to have a unique ID?
Answer: A worktype ID cannot be duplicated within the same site or
within the group of global worktypes. The same ID can exist in more
than one site, however.
3.
What function allows data to be entered automatically into a document?
Answer: Tokens
4.
What keyboard command do you use to insert a “jump to” location in a
worktype template?
Answer: Ctrl+F9
Practical Exercises
Practical Exercise 4-1
1.
2.
3.
132
Create a worktype in your site.
Open the worktype template for editing.
Create default font, margins, and a different first page header.
Chapter 4: Managing Worktypes and Templates
4.
5.
6.
Create a header and footer. Remember to use the start and end tags.
Include page numbering in the footer.
Create your second page header and footer.
Add the CopyText token to the footers.
Practical Exercise 4-2
In this exercise, you will create the body of the template you began in the
previous exercise.
1.
2.
3.
4.
5.
6.
7.
Add headings with jump codes and a signature line and token.
Add HEADING and HEADING_END bookmarks.
Add tokens for the dictator’s initials and dictation date and time.
Add tokens for the transcriptionist’s initial and the transcription date
and time.
Add an authentication statement token.
Add the CC line and token(s).
Save the template using Ctrl+N. Then open the template again for
editing, and save it to disk using File > Save As....
Transition
In this module we learned how to create worktype templates. This will allow for
greater productivity for your transcriptionists by automating the document
creation process. In the next module, you will set up document routing.
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134
Chapter 5
Managing Document
Routing Destinations
Objectives
In this chapter, you will:
• Describe the document routing process.
• Create routing destinations for documents.
• Manage routing destinations.
• Request appropriate routing destinations for
your facility.
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Introduction to Document Routing
Before You Begin
Before you begin setting up automatic routing:
• iChart must have added the necessary printer queue addresses and
drivers.
• If routing is through fax, email, or batch distribution, your facility must
have purchased these optional iChart modules.
The EXText system can automatically route the documents your
transcriptionist/editors produce to the appropriate places or persons at your
facility. When the transcriptionist/editor submits a completed document,
the system sends the document to the destination(s) specified in the routing
information associated with the document.
As system administrator, you can:
• Create, manage, and delete fax and email routing destinations from
within a provider’s profile. For other routing destinations, such as a
printer or electronic file transfer location, you need to make a request
through iChart Managed Services (iCMS).
• Define routing scripts. A routing script is made up of one or more
routing destinations. You define the script and assign one or more
routing destinations to it; the script is stored in the database. The
destinations you have added to a routing script are routing script items.
• Assign routing scripts to components.
• If desired, define advanced routing conditions that alter the routing of a
document.
Overview of the Document Routing Process
The EXText system routes a document based on the routing information
associated with it. Routing information might come from the properties of
the site where the document originated, from the document’s worktype,
from both, or from elsewhere.
More than one routing script might apply to a document. For example, if
one script has been associated with the document’s site of origin and
another with the document’s worktype, both scripts might affect the
document’s routing. Depending on the way you configure routing, the two
scripts might be blended, or one might be exclusive and override the other.
If the two scripts are blended, the document is sent to all the destinations in
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Chapter 5: Managing Document Routing Destinations
both scripts. If one of the two scripts is exclusive, the document is sent only
to that script’s destinations.
An exceptional condition, also referred to as an advanced routing
condition, can determine whether a particular script’s routing is carried out.
You can set one of any of the following conditions for a routing script, a
routing script item, or a routing destination:
• Always route: The document is always to route according the routing
script.
• Only route when the condition is true: The document routes according
to the script only when the specified conditions are true.
• Always route except when the condition is true: The document routes
according to the script only when the specified conditions are false.
For example, you might want reports for patients in rooms on the first,
second, and third floors to be routed only to the nursing station printers on
their respective floors. You would need to:
• Create a routing script and add each of the three printer routing
destinations to it. Assign this script to your site.
• To each of the three routing script items in the routing script, add an
advanced routing condition. The routing condition directs the script to
route to the destination only when the patient’s room number is in a
specific range.
Procedures for setting up advanced routing are in “Advanced Routing
Conditions” on page 145.
Routing Destinations
A routing destination is a printer, email address, electronic file transfer
location, or other point to which you want to route documents. To set up
automatic document routing, you begin with routing destinations.
The EXText system can accumulate documents and send them to a routing
destination at one designated time or at multiple times. This feature, called
batch routing, is a separate application module and requires some
additional configuration.
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Defining a Fax or Email Routing Destination
from a Provider’s Profile
To add a fax or email routing destination from a provider's profile:
1.
2.
3.
4.
5.
138
In the Exploring EXText window, right-click either the global or sitespecific Providers folder and select Find Provider. The Find
Provider dialog box opens.
Enter Last Name, First Name, or ID number to narrow the search, and
then click OK to search. You see a list of providers.
Right-click the provider you want to edit, and then select Edit
Provider. The Edit Provider Profile dialog box opens.
Enter the provider’s fax number or email address in the appropriate
field.
Click OK to save changes and return to the Exploring EXText
window.
Chapter 5: Managing Document Routing Destinations
Deleting a Routing Destination
To delete a routing destination:
1.
2.
3.
4.
5.
6.
7.
Check on Service Portal
for more information on
technical issues
regarding the
scheduling of batch
routing using the 24:00
option.
Right-click the EXText folder.
Select Routing Destinations from the shortcut menu.
Click the tab for the type of routing destination you want to delete:
Printers, Fax, E-mail, or Batch Routing.
Highlight the routing destination you want to delete.
Click Delete. If you attempt to delete a routing destination that is in
use, you will see an error message.
Click OK.
Refer to the applicable sections on the following pages to add printer,
fax, email, or batch routing destinations to the EXText folder or site
folder.
Chapter Summary
Review Question
1.
If a cover sheet is added to Batch Routing destination method, what
must be the final step in order for the cover sheet to take effect?
Answer: Contact your Nuance Service Help Desk or your IT
department to request restarting of the DocNet Router and Schedule
services on the EXText Router server.
Practical Exercises
Practical Exercise 5-1
Create one printer, one fax, and one email routing destination in your site.
Practical Exercise 5-2
HIM wants to distribute History and Physicals to the nursing station
printers based upon the patient’s room number.
• 2E printer (2nd floor East nursing station) for rooms 200-249
• W printer (2nd floor West nursing station) for rooms 250-299
• ER printer for rooms 100-120.
• ICU printer for rooms 130 - 150.
Create the necessary routing destinations.
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Transition
In the next chapter, we will use routing destinations to build a script to send
documents automatically. We will also discuss where to assign routing scripts.
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Chapter 6
Working with Routing
Scripts
Objectives
In this chapter, you will:
• Understand how the EXText system uses routing
scripts to route documents to their destinations.
• Create routing scripts.
• Manage routing scripts.
• Assign routing scripts to items such as
worktypes and user types.
• Apply exceptional (advanced) conditions to
routing scripts.
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Introduction to Routing Scripts
A routing script can be made up of any combination of routing destinations,
such as printers, faxes, emails, or batches (collections of documents scheduled
to distribute at specific times). The following illustration shows a typical
script.
The script name, Memorial Hospital Radiology Results, indicates the name of
the hospital and the type of documents this script will route.
The Send document to... box indicates the destination, description, automatic
inclusion in CC list (if chosen), and destination method for any radiology
results documents. In the illustration above, one copy is to be routed to a
printer and marked Referring Physician Copy. Another copy is to be routed to
the provider’s preferred destination, as defined in his or her profile, and
marked Dictating Provider Copy. Refer to “Setting the Preferred CC Routing
Destination for a Provider” on page 219.
In most cases, document routing is by worktype. It is suggested, therefore, that
you create a routing script for each of your worktypes.
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Chapter 6: Working with Routing Scripts
We recommend creating
routing scripts under the
individual site folders.
Creating Routing Scripts
Use this procedure to create a new routing script and add routing script
items to it.
To add a new routing script:
1.
Click the plus sign (+) by the site folder, and then right-click the Routing
Scripts folder.
2.
Select New Routing Script from the shortcut menu. The Add a New
Routing Script dialog box opens.
3.
Enter a name in the Script Name field. Make sure you label it clearly
for identification purposes. For example, type “St. Mark’s Burn
Hospital, General Records.”
Click New >> to add an item to the routing script.
Select the type of destination: Printer, Fax, Email, Batch, or Provider
Role. (The ICode option is no longer used.) The selected dialog box
opens.
4.
5.
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6.
Take one of the following actions.
If you
selected
Printer
Then select
And
A printer
If desired, enter appropriate text in
destination from
the Text To Appear on Document
the drop-down list. field.* For example, type “Chart
Copy.”
Select the number of copies needed.
Fax or Email A fax or email
destination by
using the Select
(Fax/Email)
Destination
button.
If desired, enter appropriate text in
the Text To Appear on Document
field.* For example, type “Chart
Copy.”
Batch
A batch script from Enter appropriate text in the Text To
the drop-down list. Appear on Document field.* For
example, type “Consulting
physician’s copy.”
Provider
Role**
A provider role
from the dropdown list.
If desired, select the Automatically
Include in CC List check box.
*For the text to appear on the document, you must insert the CopyText
token in the template for the worktype(s). See “Creating a Customized
Template by Modifying a Blank File” on page 111.
**The provider roles feature identifies providers by the roles they
assume at different times.
7.
Refer to Advanced Routing Conditions below to add any advanced
routing conditions.
8. Click OK to return to the Add a New Routing Script dialog box. Note
that the routing script item you just added is highlighted in the Send
Document To field.
9. Repeat Steps 5 through 9 as many times as necessary to add the
destinations needed to complete a routing script.
10. When finished, click OK to return to the Exploring EXText window.
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Chapter 6: Working with Routing Scripts
Managing Routing Scripts
Editing Routing Scripts
To edit a routing script:
1.
2.
3.
4.
5.
In the Exploring EXText window, locate and right-click the routing
script you want to edit.
Select Edit Routing Script from the shortcut menu to open the Edit
Routing Script dialog box.
Select the item you want to edit, and then click Edit. The appropriate
routing script item dialog box opens.
Make your edits, and then click OK to return to the Edit Routing
Script dialog box.
Click OK to return to the Exploring EXText window.
Deleting Routing Scripts
Note: If the routing script you intend to delete is currently
assigned to a worktype or other object, you might want to change
the assignment before you delete the script.
To delete a routing script:
1.
2.
3.
In the Exploring EXText window, locate and right-click the routing
script you want to delete.
Select Delete from the shortcut menu. A message prompts you for
confirmation of the deletion.
Click Yes to delete the routing script and return to the Exploring
EXText window.
Advanced Routing Conditions
You can apply an advanced, or exceptional, routing condition to a routing
script, a routing script item, or a routing destination. An advanced condition
prevents normal routing when specific conditions occur.
You can apply advanced conditions to more than one item; all conditions that
apply to a particular document work together to affect the document’s routing.
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We recommend that you
assign a condition to the
destination if the printer
is dedicated to that
condition.
If you place a condition
on the destination, you
should also create
another destination; this
destination should have
a different description
but the same printer
queue address and no
restrictions. This allows
printing 'on the fly' from
the same printer. For
example: Floor 1 Room
100-199 ON DEMAND
A condition applied to a:
•
Routing Script — Controls whether the entire routing script runs, based on
a condition you specify.
•
Routing Script Item — Controls whether an individual copy routes based
on the condition.
•
Routing Destination — Prevents the destination from receiving documents
based on the condition.
Caution: Using advanced conditions at the Routing Destination level
might limit your ability to route documents to that destination on the fly.
For example, if the first floor printer is restricted to receive documents only
when the patient location is on the first floor, you are not able to manually
route a document for a patient to that printer if the patient is on another
floor. It is recommended that you have additional printer queue addresses
available with no conditions for on the fly printing, when a printer queue
address has a condition for an active routing script.
When the EXText server receives a completed document, the system reviews
the document for routing instructions. First, it determines whether routing
scripts applicable to the document are in blended or exclusive mode. Then, it
checks for a routing script with precedence or priority over others. Finally, it
checks for any advanced routing conditions that apply.
To add a routing condition to a routing script:
1.
2.
3.
146
Locate the routing script in the Routing Scripts folder.
Right-click the routing script you want to edit.
Select Edit Routing Script from the shortcut menu to open the Edit
Routing Script dialog box showing a list of routing script items for
that script.
Chapter 6: Working with Routing Scripts
4.
Select the Advanced tab to place a condition on the routing script.
5.
Select either Only route when condition is true or Always route
except when condition is true.
Click Edit condition to open the Edit Condition dialog box.
6.
7.
8.
9.
Select a token from the EXText Token list box.
Choose an operator from the Operator list. For example, if you chose
the token DischargeDate, you might choose the > (greater than)
operator.
Enter a value in the Value field. For example, choosing the
DischargeDate token requires you to enter a number as a value. If you
enter zero, this condition is met when a discharge date is present.
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10. When finished, click OK to close the Edit Condition dialog box.
11. Click OK to exit the Edit Routing Script dialog box. The condition is
applied to the routing script.
To add a routing condition to a routing script item:
1.
2.
3.
4.
5.
6.
In the Exploring EXText window, expand the Routing Scripts folder
and right-click the routing script that contains the item to which you
want to assign a condition.
Select Edit Routing Script... from the shortcut menu. The Edit
Routing Script dialog box opens.
In the Send Document To... list, select the routing script item to which
you want to assign a condition.
Click Edit... to open the editing dialog box for the type of item you
selected.
Click the Advanced tab to place a condition on the selected item.
Click either Only route when condition is true or Always route
except when condition is true.
7. Click the Edit condition... button to open the Edit Condition dialog
box. Refer to the illustration on the previous page.
8. Select a token from the EXText Token list box.
9. Choose an operator from the Operator list.
10. Enter a value in the Value field.
11. When finished, click OK to close the Edit Condition dialog box.
12. Click OK to exit the Edit Routing Script Item dialog box. The
condition is applied to the routing script item.
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Chapter 6: Working with Routing Scripts
Notes: Every routing script has an Advanced tab. The script
runs only when the conditions on this tab are met.
Every routing script item has an Advanced tab. Any conditions
applied here determine whether this particular copy is to be
routed. Multiple routing script items within a routing script can
each have a different advanced condition.
Each routing destination has an Advanced tab. If this tab shows
any conditions, the routing destination receives only documents
that meet them.
Assigning Routing Scripts
Once a routing script is created, you usually assign it to an EXText item such as
a user type or worktype. (A transcriptionist/editor can select a script from
within a document if you have granted him or her the privilege to do so.)
The majority of your site’s routing needs will most likely be covered with one
routing script that is assigned to your site. This routing script contains the
“rules” for your site.
The “exceptions” to the rules might need to be configured in other routing
scripts. Depending on the type of exception, the routing script might be
assigned to a worktype, provider, user type, and so on.
For example, if the rule is that all worktypes have one copy printed in Medical
Records, EXCEPT for Radiology, then the routing script assigned to the site
sends the document to the Medical Records department. Radiology requires a
separate, exception routing script assigned to it that sends one copy of each
document to the Radiology department. The rules routing script is assigned to
the site as blended and the exceptions routing script is assigned to the worktype
(Radiology) as exclusive.
Continuing with the example above, a provider wants an extra copy of all
reports he dictates sent directly to his office. The solution provided above is
still applicable, however, you must add another exception routing script. This
exception routing script is assigned to the provider as blended. This routing
script prints one copy at the provider’s office in addition to the copy that goes
either to Medical Records or Radiology, mentioned above.
In calculating the routing path for a particular document, the EXText software
evaluates all scripts associated with the document, following a specific order. It
first evaluates any script attached to the site. It continues by evaluating any
script attached to the transcriptionist/editor who typed the document, to the
user type of the individual who produced it, to the provider who dictated it, and
finally, to the document’s worktype. If at any point in this sequence it
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encounters a script that is exclusive, it stops the process and follows only the
exclusive script.
Review the routing assignments described in the following table, their purpose,
and examples to help you make assignment decisions.
Assignment
150
Purpose
Example
Site
Affects all
Every document has the same routing
documents created needs, as in an ancillary clinic.
at that site.
Transcriptionist
Runs only for a
particular
transcriptionist/
editor.
Print one copy to the supervisor’s
printer only for a new transcriptionist/
editor or one with a poor quality-check
history.
User Types
Runs for users
assigned to that
user type.
You can create a user type called New
Transcriptionist/editors, assign a
routing script that overrides the
normal document routing, and print
only one copy to the supervisor’s
printer.
Providers
Assignment to a
An extra review copy should print for
provider is invoked every document a provider dictates.
only when he is the
Note: Assigning a routing script
Dictator.
to a provider is not the same as
provider role routing or CC
routing.
Worktype
Most common
History and Physical should generate a
routing assignment. Chart copy and a Dictator copy;
Consultation should generate a Chart
copy, Dictator copy, and Attending
Physician copy.
Chapter 6: Working with Routing Scripts
Chapter Summary
Review Questions
1.
What role does hierarchy play in document distribution?
Answer: Determines which routing script is looked at first.
2.
What function allows you to select many different routing script items
for one type of document?
Answer: Routing script
3.
What function allows you to select specific criteria to determine if a
document is routed or not?
Answer: Advanced conditions‘
4.
What are the two modes for routing scripts?
Answer: Blended and exclusive
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Practical Exercise
Practical Exercise 6-1
HIM would like to distribute History and Physicals to the following
locations:
• One Chart copy to the HIM batch
• One Attending Physician copy to the physician’s preferred destination
• One Dictating Physician copy to the physician’s preferred destination
Create the necessary provider roles and routing scripts.
Transition
Now that we have set up and assigned routing scripts, let’s see how we can track
the actual routing of documents.
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Chapter 7
Testing and
Troubleshooting
Document Routing
Objectives
In this chapter, you will:
• Describe how you can use routing analysis and
routing events auditing to test and troubleshoot
document routing.
• Analyze and manage routing events.
• Audit routing events for a document.
• Review a document’s routing path to
troubleshoot routing.
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Introduction to Testing and
Troubleshooting Document
Routing
Routing Analysis provides a snapshot of the routing that is to occur for a
particular document, based solely on the routing scripts assigned throughout
the EXText system. Items not included in the routing analysis are CC recipients
that transcriptionist/editors add by pressing Ctrl+A and destinations they add
by pressing Ctrl+G.
A Routing Events Audit is an audit record of all routing for a particular
document once it has been saved.
Performing Routing Analysis
You can perform routing analysis in EX Editor or Word Client.
Performing Routing Analysis in EX Editor
Follow this procedure to perform routing analysis in EX Editor, either from
the main window or from a document that is open in the Word window. To
perform routing analysis in Word Client, refer to the procedures beginning
on page 157.
To analyze a document’s routing:
1.
2.
154
Log in to EX Editor.
From the Enterprise Express Editor window, press Ctrl+S or select
Search for Documents.
OR
With a document open in the Word window, press Ctrl+S or select
Document Search from the Edit tab.
Chapter 7: Testing and Troubleshooting Document Routing
The search criteria fields appear in the work area.
3.
Click Last typed document to retrieve the document that was
transcribed or edited most recently. The document appears in the search
results list.
OR
Click Today’s documents to retrieve all documents transcribed or
edited today. Any documents typed today appear in the search results
list.
OR
a. Enter your search criteria in one or more of the fields on the Main
tab. For example, if you know the date range during which the
document was transcribed, enter the beginning and ending dates in
the Transcribed date fields. To refine your search further, select
Waiting, Signed, Cancelled, or any combination of these statuses.
b. On the Orders tab, enter any order information you have, for
example, the order ID.
c. On the UDF tab, enter any additional criteria. The fields you see on
this tab depend on your system configuration; they are defined by
your system administrator in the EXText Explorer application.
d. Press Enter or click Search. Any documents that meet your criteria
appear in the search results list. The Filter field displays the search
criteria used to retrieve the documents.
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4.
5.
Select the document and click Route. The current routing information
for the document appears in the work area.
Click Analyze.... The Routing Analysis dialog box opens.
For each destination, the list provides the following information:
• Whether the conditions have been met to send the document to the
destination. If the conditions have been met, the word ‘pass’
appears.
• The name of the script that designated the destination, or the words
‘<Manually added> if the destination was assigned without a script.
• The text, if any, that appears on the document sent to this
destination.
• The type of destination, for example, ‘fax’ or ‘printer.’
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Chapter 7: Testing and Troubleshooting Document Routing
To see more information:
a. Select a destination and click Details.... The Routing Item Details
dialog box opens. In addition to the information shown in the
destination list, this dialog box displays the Condition On field,
which shows the instructions that control whether the document
goes to this destination.
b. When you are finished, press Enter or click Close.
6.
7.
Click Close to return to the routing list.
Click OK or Cancel.
Performing Routing Analysis from the
Document Information Dialog Box in Word
Client
To perform a routing analysis from the Document Information dialog
box:
1.
2.
Log in to the Word Client application.
In the Document Information dialog box for that document, provide
the information about the document you want to analyze.
Note: As long as you provide adequate information in this dialog
box, the document does not yet have to exist for you to access the
routing analysis.
3.
Click the Routing button. The Routing Analysis dialog box opens and
displays a list of all the possible routing destinations for this document,
based on any advanced conditions applied within the routing scripts or
to a routing destination. The columns shown in the Routing Analysis
dialog box are explained in the following table.
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Column
Definition
OK
Yes or No indicates whether this routing item
is to be routed.
Script
The routing script from which this routing
item came.
Note: Routing scripts can be assigned to
the worktype, provider, transcriptionist/
editor, or user type (transcriptionist/
editor or provider). Up to a total of six
routing scripts can apply to a single
document.
4.
Description
The routing destination to which this routing
item is being directed, derived from either the
routing item or provider role.
Copy Text
As defined in the routing item or provider role
default setup.
Type
As defined in the routing item, provider
profile, or provider role default setup.
Show Routing
Conditions
By default, shows all routing conditions. Click
the drop-down arrow to view only successful
or only failed routing events.
Routing Script
By default, shows all routing scripts affecting
this document. Click the drop-down arrow to
select only one routing script to view.
To view more information about a particular item in the analysis, select
the item and click the Details button. The Routing Item Detail dialog
box opens. A description of the information in that dialog box is
presented in the following table.
Column
Definition
Routing
Destination
Location to which this item is to be distributed.
A routing destination can be a printer, a fax
number, an email address, or a batch.
Routing Script
The routing script from which this routing item
came.
Note: Routing scripts can be assigned to
the worktype, provider, transcriptionist/
editor, or user type (transcriptionist/editor
or provider). Up to a total of six routing
scripts can apply to a single document.
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Chapter 7: Testing and Troubleshooting Document Routing
Column
Copy Text
Definition
As defined in the routing item or provider role
default setup.
Script Item Condition:
Description
The advanced condition placed on this routing
item.
Value
The value of the token used in the advanced
condition on the routing item.
Destination Condition:
5.
6.
Description
The advanced condition placed on the routing
destination.
Value
The value of the token used in the advanced
condition on the routing destination.
Click the Close button to close the Routing Script Item Detail dialog
box.
Click the Close button to close the Routing Analysis dialog box and
return to the Document Information dialog box.
Performing Routing Analysis from a
Document in Word Client
To view the routing logic for a document already created in Word
Client:
1.
2.
3.
From the Word Client EXText Transcription menu, select Search
for Documents and search for the document you want to analyze.
In the Find Documents dialog box, find the applicable document and
highlight document line item and click the Route button. The Routing
dialog box opens showing the most recent routing for this document,
regardless of whether the routing was derived from routing scripts or
manually adjusted by the transcriptionist/editor.
To use the routing analysis feature, click the Analyze button. This
shows the same routing analysis logic that was available from the
Document Information dialog box.
Note: The routing analysis shows only routing events from the
routing scripts assigned even if the transcriptionist/editor
manually removed the routing at the time the document was
created.
4.
Click the Close button to close the Routing Analysis dialog box.
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Performing a Routing Events Audit
The routing events audit shows all routing events for a particular document
and whether they were successful.
To view routing events in EX Editor:
1.
2.
The Routing Events
tab is activated on the
server.
To activate it, refer to
EETN109.
3.
Follow the instructions beginning on page 154 to find the document
whose history you want to view.
Select the document and click Revisions.... The Document Properties
dialog box opens.
Click the Routing events tab to view the document’s routing history.
Note: The Routing events tab is not visible unless it has been
activated by Nuance Service.
4.
Press Enter or click Close.
To view routing events in Word Client:
1.
2.
160
From the EXText Transcription menu, select Search for Documents
and use the Find Documents dialog box to search for the document
you want to analyze.
Select the document and click the Route button. The Routing dialog
box opens showing the most recent routing that was saved for this
Chapter 7: Testing and Troubleshooting Document Routing
document, regardless of whether the routing was derived from routing
scripts or manually adjusted by the transcriptionist/editor.
Note: If an administrator or clerk edited or rerouted this
document after its initial creation, the Routing dialog box shows
the most recent routing destinations to which this document was
sent.
3.
4.
5.
Be careful to select click
Cancel and not OK.
To view the routing audit for the document, click the Events button.
The Routing Events dialog box shows all routing events for this
document, as well as a date and time stamp, success status, and type of
routing destination. If the document had been routed more than once,
all routing events are listed. Click the Details button to see details of
failed routing events. The Routing Events dialog box shows both
manually edited routing destinations and routing that originated from
routing scripts.
Click the Close button to exit the Routing Events dialog box.
Click Cancel on the Routing dialog box to exit without rerouting the
document again.
Caution: Be sure to click CANCEL and not OK. If you click OK
the system routes the document again.
6.
Click Close on the Find Documents dialog box to exit.
Reviewing the Routing Path
You or the transcriptionist/editor can test the routing path of a document while
editing the document in Word Client or EX Editor. You can also view the
routing of a document that is not currently open in the Word window.
Reviewing Routing in Word Client
Take one of the following actions to view a document’s routing in the Word
Client application.
To view an open document’s routing in Word Client:
• In the document window, press Ctrl+G.
To view a closed document’s routing in Word Client:
• In the Find Documents dialog box, select a document and press
Alt+R (or click Route).
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With either action, the Routing dialog box displays the routing path for the
selected document.
Reviewing Routing in EX Editor
Take one of the following actions to view a document’s routing in the
EX Editor application.
To view an open document’s routing in EX Editor:
• With the document open in the Word window, press Ctrl+G or select
Routing from the Edit tab (Word 2007). The document routing
appears in the Enterprise Express Editor window.
To view a closed document’s routing in EX Editor:
1.
2.
3.
Follow the procedure beginning on page 154 to find the document.
Select the document, and click Route to view the document’s routing.
Click Cancel to exit.
Caution: Clicking OK or pressing Enter will route the document to all of
the destinations shown.
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Chapter Summary
Review Questions
1.
Which feature allows you to refresh the routing script on a specific
document?
Answer: Recalc
2.
What documents will be seen in the Routing Queue Viewer application?
Answer: Documents that have not been distributed.
Practical Exercises
Practical Exercise 7-1
1.
2.
Open the Routing Queue Viewer and observe the different views.
Choose a document in the Routing Queue Viewer and redirect the
document to another destination.
Practical Exercise 7-2
Test the routing analysis from within an open document in EXText Word
Client.
Practical Exercise 7-3
1.
2.
Create three batches in your site with separate run times and dates.
Attach all three batches to a worktype.
3.
4.
Create a document using the worktype.
In the Routing Queue Viewer, ensure that all three of your batches are
scheduled correctly.
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Transition
In the next chapter, you will create user types in EXText to manage available
privileges.
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Chapter 8
Managing Security with
User Types
Objectives
In this chapter, you will:
• Identify groups of users having similar security
and privileges.
• Create user types for the groups of users
identified.
• Manage user types.
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Introduction to User Types
User types are groups of individuals who log on to the EXText system. Typical
examples of user types are system administrator, backup system administrator,
transcriptionist/editor, provider, clerk, and IS personnel.
You can customize each user type for different privileges or access to
applications, sites, and worktypes. Although this guide focuses mainly on
transcriptionist/editor and provider user types, you can use the same
procedures to create other user types.
At a minimum, it is recommended that you create user types for:
•
Transcriptionist/editor
•
Provider
•
Backup administrator
Tip: In addition to these three user types, it is recommended that you create
a user type with no privileges.
On occasion, you might need to add user types if other functions in your
facility or enterprise need to use the modules, new positions are created that
need to be added, or if positions are renamed.
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Creating User Types
To add a new user type:
1.
From the Exploring EXText window, right-click User Types and
select New User Type from the shortcut menu. The Add a user type
wizard opens.
2.
In the User Type Description field, enter a type; for example,
transcriptionist/editor, administrator, IS department, and so on.
To grant all available privileges to this user group, click Grant All.
OR
Select privileges from the Available Privileges field and then click
Grant to transfer them to the Granted Privileges list box.
To select non-consecutive privileges, hold down the Ctrl key while
selecting. The following table contains a list of privileges and their
functions.
3.
Privilege
Explanation
Address Block:
Create
Create an address block.
Delete
Delete an address block.
Edit
Edit an address block.
Demographic:
Create
Create a new patient demographic.
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Privilege
Explanation
Demographic, con’t.
Delete
Delete a patient demographic from the system.
Edit
Edit or modify a patient demographic.
View
View a patient demographic in a read-only mode.
Document:
Create
Create a new EXText document.
Create addendum
Allows the user to create an addendum to a document after
it has been authenticated and is no longer allowed to be
edited. (Used with Electronic Signature.)
Edit
Modify an EXText document’s content.
Force Routing
Route document before review.
Modify CC List
The transcriptionist/editor can use the Ctrl+A command in
Word Client or EX Editor to add a new document
destination. The transcriptionist/editor can also add copy
text to appear in document if the CopyText token is present
in the template, and can select an option to add the
recipient’s name to the carbon copy list.
Modify Routing
The transcriptionist/editor can add or remove routing
destinations, routing scripts, or both in the Routing dialog
box accessible through the Ctrl+G command in Word
Client or EX Editor.
Route
Route an EXText document to some location.
View
View an EXText document in read-only mode.
Encounter:
Create
Create a patient encounter.
Delete
Delete a patient encounter.
Edit
Edit a patient encounter.
View
View a patient encounter in read-only mode.
ESig:
Assign user password Allows a user to assign a provider with an initial ESig
password.
168
Authenticate
Documents
User can authenticate documents in ESig.
Cancel document
Removes the document from the awaiting authentication
status. The document is not presented for authentication
again.
Change password
Change a provider’s ESig password.
Chapter 8: Managing Security with User Types
Privilege
Void existing
signature
Explanation
Void a previously authenticated document. The document
waits again for authentication.
Logon:
Explorer
Log on to EXText Explorer to manage the EXText system
objects and settings.
EXText Word Client Log on to the EXText Word Client to manage EXText
documents.
Normals:
Create
Create site-wide document normals that are available to all
other users, through EXText Explorer or Word Client.
Maintain
Delete, create, and modify systemwide document normals
that are available to all other users.
Provider:
Create
Create a new provider profile.
Delete
Delete an existing provider profile not in use.
Edit
Edit an existing provider profile.
View
View an existing provider profile.
Quality Assurance:
QA: ACR—Access
Open the Automatic Review dialog box and review ACR
documents.
QA: ACR—Edit
Others’ Jobs
Open other users’ ACR jobs for editing.
QA: ACR—Edit Own Open user’s own ACR jobs for editing.
Jobs
QA: ACR—View
Others’ Jobs
Open other users’ ACR jobs for viewing.
QA: ACR—View
Own Jobs
Open users’ own ACR jobs for viewing.
QA: MCR Access
Open the Manual Review dialog box and review MCR
documents.
QA: MCR—Edit
Others’ Jobs
Open other users’ MCR jobs for editing.
QA: MCR—Edit
Own Jobs
Open user’s own MCR jobs for editing.
QA: MCR—Operate Flag documents for review by a supervisor.
QA: MCR—View
Others’ Jobs
Open other users’ MCR jobs for viewing.
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Privilege
Explanation
QA: MCR—View
Own Jobs
Open user’s own MCR jobs for viewing.
QA: QA Settings
Modify settings related to QA functions in the EXText
Explorer application.
Routing destination:
Create
Create a new routing destination. Define a specific
location or device available for document distribution. If
privilege is granted, a user who can add a provider can add
a fax or email destination.
Routing script:
Create
Create a new routing script to be used in automatic
document distribution.
Delete
Delete a routing script that is not in use.
Edit
Edit an existing routing script - add, delete, or modify
routing destinations.
View
View existing routing script list of destinations.
Signature
Destination:
Create
Create a signature destination.
Delete
Delete a signature destination.
Edit
Edit a signature destination.
View
View a signature destination.
Signature Queue:
Manage
Manage the signature queue.
View
View the signature queue.
Signature Script:
Create
Create a signature script.
Delete
Delete a signature script.
Edit
Edit a signature script.
View
View a signature script.
Site:
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Edit
Edit an existing site profile.
View
View an existing site profile.
Chapter 8: Managing Security with User Types
Privilege
Explanation
Transcriptionist/
editor:
Create
Create a new transcriptionist/editor profile.
Edit
Edit an existing transcriptionist/editor profile.
View
View an existing transcriptionist/editor profile.
User type:
Create
Create a new user type. User types allow you to group
users according to security privileges, routing scripts, and
so on.
Delete
Delete an existing user type not in use.
Edit
Edit an existing user type. If granted, allows a member of
this user type to edit privileges of other users.
View
View an existing user type.
Worktype:
Create
Create a new worktype and template.
Delete
Delete an existing worktype.
Edit
Edit an existing worktype and template.
View
View an existing worktype.
4.
5.
6.
7.
8.
9.
Click Grant to move selected privilege(s) to the Granted list.
• To remove a privilege, select it and click Revoke to move it back to
the Available Privileges list.
• Click Grant All to give all available privileges to the user type.
• Click Revoke All to remove all privileges.
In the Max query results to return field, enter 500 as the maximum
number of records you want a search to return in Word Client,
EX Editor, or EXText Explorer.
Click Next.
Select a routing script or select None if none is needed. Refer to
“Working with Routing Scripts” on page 141 for more information
about routing scripts.
Select either Blended or Exclusive mode and when to actuate routing
of the document.
Click Finish to return to the Exploring EXText window.
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Managing User Types
Editing User Types
To edit a user type:
1.
2.
3.
172
Right-click the user type you want to edit and select Edit User Type.
The Edit User Type dialog box opens.
Select each tab and make your changes. Follow the procedures below
to configure the settings on each of the tabs.
General tab
“Configuring the User Type’s
General Settings” on page 173
Routing tab
“Configuring Routing Options” on
page 174
ESig tab
“Configuring the ESig Provider
Defaults” on page 175
ESig Find
Results
Access tab
“Configuring the ESig Find Results
Access Options” on page 176
Site/WT
Access tab
“Granting or Restricting Site/
Worktype Access” on page 177
Common
Worktypes
tab
“Reducing the Length of the
Worktype List for EWS Users” on
page 180
QA Settings
and QA
Access tabs
“Setting ACR Options and Defining
Filters” on page 242 and “Selecting
Reviewable User Types” on
page 249
When you have finished editing the user type, click OK.
Chapter 8: Managing Security with User Types
Configuring the User Type’s General Settings
On the General tab, you can change the description of the user type and
grant or remove privileges. You can set a limit on the number of results
returned from database searches.
To configure the general settings:
1.
2.
3.
Enter a description of the user type.
From the Available Privileges list, select the privileges you want to
assign to users of this type. As you click on a privilege, its description
appears in the Explanation text box.
• Click Grant to transfer the privilege(s) you have highlighted to the
Granted Privileges list.
• Click Grant All to grant all the available privileges.
• To remove one or more privileges, select the granted privilege(s)
and click Revoke.
• Click Revoke All to remove all privileges from this user type.
Refer to the table beginning on page 167 for descriptions of each of the
privileges.
In the Max query results to return field, enter the maximum number
of results users’ database searches will return. This number limits, for
example, the number of results retrieved from the database when the
user searches for demographic information.
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Configuring Routing Options
On the Routing tab, you can select routing scripts, routing script mode, and
other options for the user type.
To configure routing options:
1.
Select the routing script that applies to documents created by users of
this type.
OR
2.
3.
174
Select <none>.
Select the routing script mode: Blended or Exclusive.
• If you select Blended mode, EXText routes documents to all the
destinations in this script and to all the destinations in any other
scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
exclusive script with the highest priority, and no other script, will be
executed.
• If you select Exclusive mode, the script you select here takes the
place of any other scripts associated with the document, unless there
is another exclusive script with higher priority.
Select one or more events that are to trigger the routing of documents
for ESig users.
Chapter 8: Managing Security with User Types
Configuring the ESig Provider Defaults
The ESig tab is present only if your facility has purchased and activated the
optional Electronic Signature module in EWS. On this tab, you configure
systemwide defaults that are automatically copied into any new ESig
provider’s profile. Providers with ESig privileges see the selected fields in
ESig application windows.
Tip: You can set an existing provider to these defaults by clicking the
Default button in his or her profile.

Note: See “Removing the ESig Privilege” on page 232.
To set the ESig provider defaults:
1.
2.
3.
4.
In the Available Fields list, select the field(s) you want ESig providers
to see.
Click Add. The fields are transferred to the Selected Fields list.
• Use the Clear button to move all fields back to the Available Fields
list.
• Use the Defaults button to restore the Selected Fields list to the
defaults.
Click an item in the Selected Fields list. The column heading ESig
users see above the selected field appears in the Heading field.
Make any desired changes to the field’s heading.
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5.
6.
7.
Repeat Steps 3 and 4 for each of the items in the Selected Fields list.
The selected headings appear in the order they will in ESig. Click and
drag any heading to the position where you want it to display. Drag any
field’s vertical border to the left or right to adjust its width.
In the ESig cutoff date field, enter date after which the provider's
signature is required on documents.
Configuring the ESig Find Results Access Options
The ESig Find Results Access tab is present only if your facility has
purchased and activated the optional Electronic Signature module in EWS.
The options on this tab control ESig providers’ viewing rights.
To configure ESig viewing rights:
1.
176
The Site/Worktype Access list shows the sites and worktypes to which
a provider has viewing privileges.
• To add more sites and worktypes, click Add. Select the site and
worktype(s) you want to add and click OK.
• To change an existing site/worktype entry, select it and click Edit....
Select the site and worktype and click OK.
• Click Remove to revoke access to any sites or worktypes.
Chapter 8: Managing Security with User Types
2.
3.
4.
5.
6.
• Click Grant all to give the provider access to all sites and
worktypes. With full access granted, an asterisk (*) appears under
Sites and Worktypes.
Select one of the conditions:
• Any constraints must match (AND): All data associated with the
document must meet these criteria or proxy rights are denied.
• Any constraints can match (OR): If any of the data associated
with the document meets these criteria, rights are granted.
Enter the provider department by which you want to filter.
To filter by a user-defined field (UDF) in the provider table (example:
provider group name), click the Provider UDF down arrow and select
the UDF. Then enter the value for that UDF in the data field.
To filter by provider role, select the desired provider roles in the
Selected Roles list and click Add Role.
Click OK.
Granting or Restricting Site/Worktype Access
¬
KEY POINT!
If you enable this feature
before you configure it,
no one, not even the
admin ID, will be able to
see anything except the
big EXText folder in
Explorer. You will not
have enough power to
configure the feature.
You MUST perform this
configuration before you
enable it.
By default, all Enterprise EXText users are restricted from viewing and
creating documents within Word Client or EX Editor or viewing and
manipulating settings within Explorer for all sites and worktypes defined in
the EXText system. The access restriction feature allows you to grant
viewing, editing, and creation privileges by site and worktype for each user
type defined in the EXText system. When site and worktype access security
is enabled, users can view only those sites and worktypes you defined for
their user type.
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To grant or restrict access to sites and worktypes:
From the Exploring EXText window, right-click the user type you want to edit
and select Edit User Type from the shortcut menu. The Edit User Type dialog
box opens.
You can assign site
and worktype access
to user types.
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Chapter 8: Managing Security with User Types
7.
Click the Site/WT Access tab to view the site and worktype selections.
8.
To allow access to all sites and worktypes:
a. Click Grant All. A confirmation prompt appears.
b. Click Yes. An asterisk appears in both the site and worktype
columns to indicate access has been granted to all sites and
worktypes.
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To allow access to some sites and worktypes:
a. Click Add to open the Site/Worktype List dialog box.
9.
b. Click the Site drop-down arrow and select a site.
c. In the Worktypes list, select the worktypes this user type can access.
(To select consecutive worktypes, drag the mouse over the ones you
want to select; to select nonconsecutive worktypes, hold down the
Ctrl key and click the worktypes individually.)
d. Click OK. The site and worktypes appear in the Site/Worktype
Access text box. If necessary, repeat Steps A through D to add other
sites and worktypes.
Click OK to save your settings.
10. Repeat Steps 1 through 4 for each of the user types in the EXText
system.
Reducing the Length of the Worktype List for EWS
Users
Enterprise Workstation® (EWS) users are unlikely to use all the worktypes
created for a site. To limit the worktype selection list EWS users see when
they begin dictation, complete the steps in the following procedure.
To designate EWS worktypes:
1.
2.
3.
180
In the Exploring EXText window, right-click the EWS user type and
select Edit User Type from the shortcut menu.
In the Edit user type dialog box, click the Common Worktypes tab.
Select a worktype in the Available Worktypes list and click Add>> to
move it to the Selected Worktypes list.
Chapter 8: Managing Security with User Types
4.
5.
Repeat Step 4 for each worktype EWS users should see in the selection
list.
When you are finished, click OK. Only the worktypes in the Selected
Worktypes list will be listed in the EWS application.
Deleting User Types
To delete a user type:
1.
2.
From the Exploring EXText window, right-click the user type you are
going to delete and select Delete. A message prompts you to confirm
deletion.
Click Yes to delete and return to the Exploring EXText window.
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Chapter Summary
Administrative settings are your control over the system. Managing these
settings is how you can keep your system safe. You learned how the EXText and
EXVoice Explorer applications have control over these settings so that access to
these applications is limited to a small group of trusted individuals.
Review Questions
None.
Practical Exercises
Practical Exercise 8-1
Scenario: Your facility has two levels of QA. 10% of all transcriptionists’
work is pulled for QA. The work is reviewed by lead transcriptionists. If
the reviewing lead transcriptionist has further questions, he or she can send
the document for review by the transcription supervisor. In addition, 5% of
the lead transcriptionist’s work is pulled for QA. This work is reviewed by
the transcription supervisor.
Determine how many user types you need to create in order to accomplish
this scenario. Determine which of the QA tabs you need to configure for
each of these user types.
Practical Exercise 8-2
Create ‘Provider,’ ‘Administrator,’ ‘Transcriptionist,’ and ‘No Privileges’
user types.
Practical Exercise 8-3
Create a user type for transcription clerks. The clerks do not transcribe,
however, they reprint documents as needed.
Transition
We’ve given our transcriptionists access to the system. Now let’s add users.
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Chapter 9
Managing Applications
with Word Client/EX Editor
Settings
Objective
• Adjust Word Client/EX Editor and Microsoft
Word settings for transcriptionists and other
users.
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Introduction to Users’ Word Client
and Microsoft Word Settings
This section shows you how to adjust Word Client/EX Editor and Microsoft
Word settings both for user types and for individual transcriptionist/editors.
Word Client/EX Editor Settings
Word Client/EX Editor settings determine the appearance and operation of
the EXText Word Client or EX Editor application. EXText allows custom
design of dialog boxes, connection types, the ESP Phrase Expander, and
many other Word Client and EX Editor features. You can to customize the
settings by user type or individual transcriptionist/editor.
Managing Word Client/EX Editor Settings
To manage Word Client/EX Editor settings:
1.
From the Exploring EXText window, take one of the following
actions:
If you are
changing the
setting for a
2.
184
Then
User Type
Right-click the user type you want to
edit.
Transcriptionist/
editor
Follow the procedure on page 209 to
locate the transcriptionist/editor. Rightclick the transcriptionist/editor you want
to edit.
Select Word Client Settings from the shortcut menu. The Word
Client Settings dialog box opens. Follow the procedures below to
configure the settings on each tab.
• Find Documents Dialog: “Configuring the Find Documents Dialog
Box” on page 185
• Find Demographics Dialog: “Configuring the Find Demographics
Dialog Box” on page 188
• Select Provider Dialog: “Configuring the Select Provider Dialog
Box” on page 190
• Select Worktype Dialog: “Configuring the Select Worktype Dialog
Box” on page 192
Chapter 9: Managing Applications with Word Client/EX Editor Settings
3.
4.
5.
• Select Order Dialog: “Configuring the Order Selection Dialog
Box” on page 194
• Job Information Dialog: “Configuring the Document Information
Dialog Box” on page 196
• Revision History Dialog: “Configuring the Revision History
Dialog Box” on page 197
• Misc. Select Dialogs: “Configuring Miscellaneous Selection
Options” on page 199
• Typing Goals: “Configuring the Typing Goals” on page 200
• Options: “Configuring the Word Client and EX Editor Options” on
page 201
After you have completed your changes, click OK. The Users Affected
by Change dialog box opens.
Deselect are any users to whom you do not want the changes to apply.
To deselect them, hold down the Ctrl key while clicking on each user.
Click OK. A message box lists the users whose settings are being
saved. When all settings are saved, the system returns you to the
Exploring EXText window.
Configuring the Find Documents Dialog Box
Settings on the Find Documents Dialog tab control the appearance and
content of the dialog box in which users search for documents.
To configure the Find Documents dialog box:
1.
2.
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
The Available Fields list shows the database fields that can appear in
the search results.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
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3.
4.
5.
6.
7.
186
• Select an item in the Selected Fields list and click Delete to remove
it. To remove all the items, click Clear.
iChart Configuration Standards Version 6.2 require that you select
Document ID and VoiceRecordID as the first two columns.
Click an item in the Selected Fields list. The column heading for this
item appears in the Heading field. Make any desired changes to the
field’s heading.
iChart Configuration Standards Version 6.2 require that you name the
DocumentID column as Doc ID and the VoiceRecordID column as
Voice Job ID.
Repeat Step 3 for each of the columns you have selected.
The selected headings appear in the order they will in Word Client or
EX Editor. Click and drag any heading to the position where you want
it to display. Drag any field’s vertical border to the left or right to adjust
its width. Click on any column heading to see the column’s settings.
In the Prompts group box, specify the labels you want shown next to
each of the search fields.
Click OK.
The example on the next page shows how settings on this tab affect the
Find Documents dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
These screen shots are
a fantastic quick
reference to exactly
what dialog boxes are
being impacted when
we make changes in
Word Client settings.
Common change:
Transcriptionist:
Transcriptionist instead
of Transcriptionist:
Original Trans
These settings on the Find Documents Dialog tab
cause the Find Documents dialog box to appear as
shown below.
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Configuring the Find Demographics Dialog
Box
On the Find Demographics Dialog tab you set options for patient
demographic and visit searches.
To configure the Find Demographics dialog box:
1.
2.
3.
188
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
Follow the steps below for the Demographic Search Results group
and the Visit Search Results group:
a. The Available Fields list shows the database fields that can appear
in each of these search results lists.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
• Select an item in the Selected Fields list and click Delete to
remove it. To remove all the items, click Clear.
b. Click an item in the Selected Fields list. The column heading for
that field displays in the Heading field.
c. Make any desired changes to the field’s heading.
d. Repeat Steps B and C for each of the items in the Selected Fields
list.
e. The selected headings appear in the order they will in Word Client or
EX Editor. Click and drag any heading to the position where you
want it to display. Drag any field’s vertical border to the left or right
to adjust its width. Click on any column heading to see the column’s
settings.
Click OK.
The example on the next page shows how the settings on this tab affect
the Find Demographics dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
Common change: If
customer calls visit an
"Encounter" or an
"Account," then rename
the title and appropriate
headings.
These settings on the Find Demographics Dialog
tab cause the Find Patients and Visits dialog box
to appear as shown below.
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Configuring the Select Provider Dialog Box
Use the Select Provider Dialog tab to configure the appearance and content of
the dialog box in which the user selects a provider.
To configure the Select Provider dialog box:
1.
2.
3.
4.
5.
6.
7.
190
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
The Available Fields list shows the database fields that can appear in
the provider list.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
• Select an item in the Selected Fields list and click Delete to
remove it. To remove all the items, click Clear.
Click an item in the Selected Fields list. The column heading for that
field appears in the Heading field.
Make any desired changes to the field’s heading.
Repeat Step 3 and Step 3 for each of the items in the Selected Fields
list.
The headings you selected appear in the order they will in Word Client
or EX Editor. Click and drag any heading to the position where you
want it to display. Drag any field’s vertical border to the left or right to
adjust its width. Click on any column heading to see the settings for
that column.
Click OK.
The example on the next page shows how the settings on this tab affect
the Select Provider dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
These settings on the Select Provider Dialog tab
cause the Select Provider dialog box to appear as
shown below.
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Configuring the Select Worktype Dialog Box
Use the Select Worktype Dialog tab to configure the appearance and
content of the dialog box in which the user selects a worktype.
To configure the Worktype Selection dialog box:
1.
2.
3.
4.
5.
6.
7.
192
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
The Available Fields list shows the database fields that can appear in
the worktype list.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
• Select an item in the Selected Fields list and click Delete to
remove it. To remove all the items, click Clear.
Click an item in the Selected Fields list. The column heading for that
field appears in the Heading field.
Make any desired changes to the field’s heading.
Repeat Steps 3 and 4 for each of the items in the Selected Fields list.
Click and drag any heading to the position where you want it to display.
Drag any field’s vertical border to the left or right to adjust its width.
Click on any column heading to see the column’s settings.
Click OK.
The example on the next page shows how the settings on this tab affect
the Select Worktype dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
These settings on the Select Worktype Dialog tab
cause the Select Worktype dialog box to appear as
shown below.
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Configuring the Order Selection Dialog Box
Use the Select Order Dialog tab to configure the columns displayed in the
dialog box in which users select orders.
To configure the order selection dialog box:
1.
2.
3.
4.
5.
6.
7.
194
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
The Select Order Results Fields list shows the database fields that can
appear in the list of available orders.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
• Select an item in the Selected Fields list and click Delete to
remove it. To remove all the items, click Clear.
Click an item in the Selected Fields list. The column heading for that
field appears in the Heading field.
Make any desired changes to the field’s heading.
Repeat Steps 3 and 4 for each of the items in the Selected Fields list.
Click and drag any heading to the position where you want it to display.
Drag any field’s vertical border to the left or right to adjust its width.
Click on any column heading to see the column’s settings.
Click OK.
The example on the next page shows how settings on this tab affect the
order selection dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
These settings on the Select Order Dialog tab
cause the order selection dialog box to appear as
shown below.
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Common change: Visit
ID to Encounter or
Account.
Configuring the Document Information
Dialog Box
Use the Job Information Dialog tab to modify the field labels displayed in
the standard Document Information dialog box.
To configure the Document Information dialog box:
1.
2.
3.
196
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
In the Prompts group box, specify the labels you want shown next to
each of the search fields.
iChart Configuration Standards Version 6.2 require that you label the
Job ID field as Voice Job ID.
Click OK. The example below shows how the settings on this tab affect
the Document Information dialog box.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
Configuring the Revision History Dialog Box
Use the Revision History tab to configure the appearance and content of
the dialog box in which the user views a document’s revision history.
To configure the Revision History dialog box:
1.
2.
3.
4.
5.
6.
7.
8.
In the Dialog Title field, enter the name that is to appear in the title bar
at the top of the dialog box.
The Available Fields list shows the database fields that can appear in
the revision history list.
• Select one or more fields and click Add to transfer them to the
Selected Fields list.
• Select an item in the Selected Fields list and click Delete to
remove it. To remove all the items, click Clear.
Click an item in the Selected Fields list. The column heading for that
field displays in the Heading field.
Make any desired changes to the field’s heading.
Repeat Steps 3 and 4 for each of the items in the Selected Fields list.
Click and drag any heading to the position where you want it to display.
Drag any field’s vertical border to the left or right to adjust its width.
Click on any column heading to see the column’s settings.
In the Prompts group box, specify the labels you want shown next to
each of the Document Statistics fields.
Click OK.
The example on the next page shows how settings on this tab affect the
Revision History dialog box.
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These settings on the Revision History tab cause
the Revision History dialog box to appear as
shown below.
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Chapter 9: Managing Applications with Word Client/EX Editor Settings
Configuring Miscellaneous Selection
Options
Use the Misc. Select Dialogs tab to set options for the dialog boxes in
which users select sites, printers, routing destinations, and normals.
To configure the miscellaneous selection options:
1.
2.
For each type of selection dialog box:
a. In the Dialog Title field, enter the name that is to appear in the title
bar at the top of the dialog box.
b. To change the text of a column heading, click the column heading
and then enter the desired text in the Heading field.
c. Click and drag any column heading to the position where you want it
to appear. Drag any field’s vertical border to the left or right to
adjust its width.
Click OK.
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Transcriptionists can
override these goals
with their personal
goals.
Configuring the Typing Goals
Use the Typing Goals tab to set daily, weekly, and monthly goals for
transcriptionists.
To configure the typing goals:
1.
2.
3.
4.
200
In the Daily group box, enter the total daily lines and documents.
In the Weekly group box, enter the total weekly lines and documents
and indicate the day of the week on which weekly accumulated totals
are to be reset to zero.
In the Monthly group box, enter the total monthly lines and
documents. Indicate the day of the month on which the monthly
accumulated totals are to be reset to zero.
Click OK.
Chapter 9: Managing Applications with Word Client/EX Editor Settings
Configuring the Word Client and EX Editor
Options
This screen shot mostly
reflects TDMS Best
Practices. However,
settings for Allow only
one document to be
opened for editing at a
time and Show
Enterprise wide items
on select screens by
default depend on the
customer; there is no
best practice for these
settings.
Use the Options tab to customize various options for the Word Client or
EX Editor application and choose a connection type. You can select any,
all, or none of the application options.
Both Display a warning
if... options depend on
the customer. If they
are using encounters,
then the warning for
encounters is generally
enabled. If they are
using orders, then the
warning for orders is
generally enabled.
To configure the Word Client and EX Editor options:
1.
There is currenly no
recommendation for
Process low confidence speech jobs
with standard player.
On the Options tab, iChart Configuration Standards Version 6.2
require that you select ALL the application options EXCEPT for the
following items:
Allow only one document Allows only one document to be open at a time.
to be opened for editing at This setting requires a transcriptionist/editor to
a time.
put documents on hold before creating or opening
another document.
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Ask user if changes made
in the CC list should be
changed in the document.
EXText prompts the user to indicate whether
changes in the CC List should be entered into the
document’s list field as well.
Display a warning if a
document is started
without specifying an
order.
EXText requests confirmation when a
transcriptionist/editor creates a new document
without entering an Order ID.
2.
3.
iChart Configuration Standards Version 6.2 require that you select
Modem (slow) as the type of connection between EXText workstations
and the EXText server.
Click OK.
Chapter Summary
Review Question
1.
Scenario: TDMS Hospital is not using orders for HIM transcription.
Should you enable the Display a warning if the document is started
without specifying an order option?
Practical Exercise
Practical Exercise 9-1
Configure the Word Client/EX Editor settings for your facility.
Transition
So far, you have created the groups that the users will belong to and customized
Word Client or EX Editor to function most efficiently for those groups. In the
next chapter, you will create users and assign them to the user types you have
already created for them.
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Chapter 10
Setting Up Users
Objectives
In this chapter, you will:
• Create administrators and transcriptionist/
editors.
• Manage administrators and transcriptionist/
editors.
• Create providers.
• Manage providers.
• Understand both single- and multi-tiered
electronic signatures.
• Grant proxy rights for electronic signature.
• Create signature destinations.
• Manage signature destinations.
• Assign signature scripts.
• Remove the ESig privilege from a provider.
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Introduction to Setting Up Users
This chapter provides instructions for setting up transcriptionist/editors and
providers as EXText users.
Creating User Profiles for
Transcriptionist/Editors
For each transcriptionist/editor, you assign a logon ID and a logon password.
iChart standards require passwords for all transcriptionist/editors. For all
transcription users, including both transcriptionists and administrative users,
passwords are synchronized between EXText and EXVoice. When you change a
password in EXText Explorer, the change is passed to EXVoice Explorer.
Likewise, when a password is changes in EXVoice Explorer, the change is
passed to EXText Explorer.
Creating Transcriptionists
To create a new transcriptionist:
1.
204
Right-click Transcriptionist and select New Transcriptionist from
the shortcut menu. The Add a Transcriptionist Wizard opens. The
Wizard displays a long, system-generated number in the ID field.
Chapter 10: Setting Up Users
2.
Enter the transcriptionist/editor’s ID in the ID field, typing over the
system-generated number.
Note: If EXVoice and EXText are integrated on your system, login
and password information is managed and validated through the
EXVoice system and must agree across all Enterprise Express
applications. The transcriptionist/editor’s ID must match the
EXVoice User ID.
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Have trainee flag this
page! This page and the
next are a very handy
quick reference
representation of what
fields must match
between EXVoice and
EXText.
3.
4.
Type the transcriptionist/editor’s first name, middle initial, if any, and
last name.
Type the transcriptionist/editor’s initials.
OR
5.
6.
7.
206
If you use the Tab key to move the insertion point to the Initials field,
the initials are filled in for you.
Type the eMail address, if desired. In most cases, this field is not used.
Click Next> to continue with the next step in the Wizard.
Enter the transcriptionist’s logon ID and password. The logon ID
appears in uppercase. Logon IDs are not case-sensitive. iChart
standards require that you define the logon ID as follows: the first letter
of the transcriptionist/editor’s first name, followed by the first three
letters of his or her last name, followed by his or her user ID number.
Chapter 10: Setting Up Users
The ID number must be within the site’s assigned range. The login ID
and password MUST match the Voice Client login and password.
8.
Select the transcriptionist’s User Type from the drop-down list.
Transcriptionist/editors are responsible for document creation. The user
type you assign for them controls their privileges in the EXText system.
System administrators or clerical personnel who require privileges to
create, edit, or route documents should be included under the
transcriptionist user type.
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9.
Click Next> to continue with the next step in the Wizard.
10. Select a routing script to apply to this transcriptionist’s documents, if
desired. In most cases, you do not assign a routing script here.
11. If you selected a routing script, indicate whether the script is to be
applied in blended or exclusive mode.
• If you select Blended mode, EXText routes documents to all the
destinations in this script and to all the destinations in any other
scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
exclusive script with the highest priority, and no other script, will be
executed.
• If you select Exclusive mode, the script you select here takes the
place of any other scripts associated with the document, unless there
is another exclusive script with higher priority.
Note: If you need information on selecting a routing script for
Wizard Step 3, see “Creating Routing Scripts” on page 143.
12. Click Finish to return to the Exploring EXText window.
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Chapter 10: Setting Up Users
Question for trainee:
We saw this already.
Where did we configure
this information?
Because we did this for
the entire User Type,
we do not need to do
this for each user unless
the user will be
customized.
Managing Transcriptionist/Editors
Searching for a Transcriptionist/Editor by
Name
To search for a transcriptionist/editor by name:
1.
In the Exploring EXText window, right-click Transcriptionists and
select Find Transcriptionist... from the shortcut menu.
2.
In the Search for Transcriptionists dialog box, enter the
transcriptionist/editor’s first name, last name, or both. You can enter a
partial name in either field.
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3.
Click OK. The names of any transcriptionist/editors found appear in the
Exploring EXText window.
Searching for a Transcriptionist of a
Particular User Type
To search for a transcriptionist of a particular user type:
1.
2.
In the EXText Explorer window, expand the User Types item.
Right click on the user type and select List Users... from the shortcut
menu.
A dialog box displays a list of all transcriptionists of the selected type.
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Chapter 10: Setting Up Users
Editing Transcriptionist/Editor Settings
To edit transcriptionist/editor settings:
1.
Locate the transcriptionist by name using the procedure in “Searching
for a Transcriptionist/Editor by Name” on page 209. Right-click the
transcriptionist/editor you want to edit and select Edit
Transcriptionist from the shortcut menu.
OR
Locate the transcriptionist by user type using the procedure in
“Searching for a Transcriptionist of a Particular User Type” on
page 210. Click Edit....
The Edit Transcriptionist Profile dialog box opens.
2.
3.
Make changes as necessary on each tab. Refer to “Creating
Transcriptionists” on page 204.
Click OK to save your changes and return to the Exploring EXText
window.
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Deleting Transcriptionist/Editors
Deleting transcriptionist/editors is not recommended, because documents
associated with their IDs might exist. Do not delete a transcriptionist/editor
except when you know she has not processed any documents.
If a transcriptionist/editor leaves your facility, do not reuse her ID; reusing
IDs can cause reporting and line count errors. Instead, remove any
privileges from the transcriptionist, or move her ID to a group that has no
privileges.
To delete a transcriptionist/editor:
• Email [email protected] to request the deletion.
Do not create global
providers on a Nuance
training system. Any
global providers will be
deleted.
Be aware of project
scope when determining
where to create
providers. In certain
EWS situations, global
providers might help,
but, if the provider
belongs to multiple
EXVoice sites, then that
provider needs multiple
IDs on EXText also.
212
Creating Providers
Providers are the persons who initiate the creation of transcription or who selfedit documents by dictating voice recordings.
You must define all EXVoice dictators as EXText providers. In addition, you
might need to define other persons or entities as EXText providers for
document routing purposes. For example, you might define an insurance
company as a provider.
You might want to create two IDs for a provider if she prefers not to
electronically sign some documents; create one ID with the ESig option and
one without.
Chapter 10: Setting Up Users
To create a new provider:
1.
Locate and right-click the Providers folder and select New from the
shortcut menu. The Add Provider Wizard opens.
User-defined
provider fields (if
any) appear here.
2.
The dialog box displays a long, system-generated number in the
Provider ID. Enter the ID for this provider, typing over the systemgenerated number. The ID you enter for the provider must match
the User ID you assigned to the provider in the EXVoice
application.
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3.
If your EXText system uploads documents to an HIS or EMR (Electronic
Medical Record) system, enter the Alternate ID. This ID must match
the provider’s identity on the system to which your EXText system
uploads.
4.
Enter the provider’s First Name, Last Name, and other identifying
data.
• If your system is equipped with Electronic Signature, the Signature
field you enter here appears on transcribed documents this provider
signs.
• The EXText system will use any Fax and Email address you enter
here to route documents automatically to this provider, if your
routing is set up to do so. You must enter this information if the
provider is to receive documents by fax or email.
Click Next >.
Enter the provider’s street address, city, state, country or region, and zip
code. This information is optional.
5.
6.
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Tip: In most cases, you create an address block for the provider’s
entire address rather than using a separate token (database field)
for each part of the address. The address fields in this step are
necessary only if you intend to use tokens. Refer to “Creating
Address Blocks” on page 254.
7.
8.
Click Next >.
Select the appropriate routing script, if any. If you select a script, select
Blended or Exclusive mode.
• If you select blended mode, EXText routes documents to all the
destinations in this script and to all the destinations in any other
scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
exclusive script with the highest priority, and no other script, will be
executed.
• If you select exclusive mode, the script you select here takes the
place of any other scripts associated with the document, unless there
is another exclusive script with higher priority.
9. Click Next >.
10. If ESig software is not installed and activated on your system, click
Finish to return to the Exploring EXText window.
OR
If your system has ESig, take the following actions:
a. Click Assign Password to open the ESig Password dialog box.
b. In the ESig Password dialog box, assign the provider a password
for activating the ESig application from other applications such as
GoMD™ Dictate or Enterprise Workstation®.
Tip: Enter this same password in the Login field of the Client
settings group box on the Personal tab in the EXVoice Explorer
application when adding or editing ESig users. Refer to the
illustration on the next page.
c. Select the appropriate user type from the User Type drop-down list.
d. In the ESig Cutoff Date field, indicate the start date for the
requirement of the provider’s signature on documents. The User
Type Cutoff Date field is not used in this version of EXText.
e. Click Finish.
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Add Provider Wizard Step 4
Note: After you add a provider, you must edit that provider to
select a preferred routing destination—printer, fax, email, or
batch—if these options are enabled on your system. If you want
to route documents to the provider’s preferred destination,
provider roles are required and you must select the provider’s
preference in the provider profile. Refer to “Editing Providers”
on page 217.
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Chapter 10: Setting Up Users
Managing Providers
Finding Providers
To find a provider:
1.
2.
3.
Locate and right-click the Providers folder.
Select Find Provider. The Find Provider dialog box opens.
Enter the requested information and click OK. Any providers found are
listed in the Providers folder.
Tip: You can also display all providers in the database by entering
nothing and clicking OK. This is not recommended if thousands of
providers are in your database.
4.
Click OK.
Editing Providers
To edit a provider:
1.
2.
Follow the instructions for Finding Providers.
From the search results list, right-click the provider to be modified and
then select Edit Provider. The Edit Provider Profile dialog box
opens.
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3.
Click any tab to view and edit its contents.
Note: The Edit Provider Profile Wizard includes a Carbon Copy
Routing tab that is not present in the Add a Provider Wizard. Refer
to “Setting the Preferred CC Routing Destination for a Provider”
on page 219.
4.
If the ESig tab is not present, skip this step and continue with Step 5.
OR
5.
218
If the ESig tab is present:
a. Click the ESig tab.
b. If desired, enter a new password by clicking Change Password.
When finished, click OK.
c. Review the Add Provider Wizard dialog box shown on page 216 to
make any other changes in the ESig tab fields.
When finished, click OK to return to the Exploring EXText window.
Chapter 10: Setting Up Users
Setting the Preferred CC Routing Destination for a
Provider
Use this procedure to distribute documents based on a provider’s
preference for receiving copies of documents.
To set the preferred CC routing destination:
1.
2.
3.
4.
Right-click the Providers folder in either the global or site-specific
location.
Take one of the following actions:
Click Find Provider and enter search criteria to narrow your search.
OR
Click OK to see the entire list.
Right-click the provider name, and then select Edit Provider. The Edit
Provider Profile dialog box opens.
Click the Carbon Copy Routing tab.
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5.
Select the physician’s preference for receiving document copies.
Notes:
220
•
If you select Fax (as shown in the above illustration), or Email, the
address automatically fills the field.
•
Fax numbers or email addresses added on the General tab during
entry into the Edit Provider Profile window do not appear on the
CC Routing tab until you save the profile. (The CC Routing tab is
not visible when you are adding a new provider.)
•
If you select Don’t Route Extra Copy, the provider will not receive
a copy of the document, even where his or her name appears in the
CC list.
6.
For printer or batch, click the drop-down menu to select the preferred
destination.
7.
Click OK to close the Edit Provider Profile dialog box and save your
changes.
Chapter 10: Setting Up Users
Deleting Providers
To delete a provider:
1.
2.
3.
Follow the instructions in “Finding Providers” on page 217.
When the search results display, right-click the provider name you want
to delete and click Delete Provider. A confirmation window opens.
Click Yes to delete the provider and return to the Exploring EXText
window. Note that the provider has been deleted.
Introduction to Electronic
Signatures
Signature scripts indicate which providers will sign documents and in what
order.
Primary Signature
All signature scripts include at least one primary signature, which can be
specified by the signer’s name, role, or group (known as a signature
destination), as follows:
• Provider name—The document is routed to the same provider by
name every time the script is run.
• Provider role—The document is routed to whichever provider is
acting in the role specified in the script.
• Group (signature destination)—The document is routed to all
members of a group and can be signed by any one of them.
Proxy Signature
For every primary signature in a routing script, you can optionally select a
proxy signature. Like a primary signature, a proxy signature is specified as
a particular provider name, a provider role, or a provider group (signature
destination).
Proxy signatures are useful when the primary signer has gone on vacation
or for some other reason is unavailable to sign a document as quickly as
necessary.
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Caution: You must set up proxy signatures well in advance; if a signer is
unavailable to sign a document, and you have not designated a proxy
signer, the document will not be signed until the primary signer returns and
signs it. The document will remain in the primary signer’s queue and will
not appear in the proxy signer’s queue. You cannot designate a proxy
signer for a document that has already been dictated.
Multiple Signatures
When more than one EWS provider is required to sign a document
electronically, you can create a signature script to route the document to as
many primary signers (or their proxies) as necessary. Each signature in a
script is called a script item. As in a single-signature script, each signer in a
multiple-signature script can be specified as a particular provider name, a
provider role, or a provider group (signature destination).
Note: The Multiple ESig features must be configured for your installation
by Nuance Service for you to be able to add more than one signature item
to a script.
Ordered and Unordered Multiple-Signature Scripts
Multiple-signature scripts can be ordered or unordered, as follows:
• Ordered—Each signature in the script must be obtained in sequence
before the document appears in the reports I can sign or reports I can
proxy sign list of the provider whose signature is required next. The
document is fully authenticated when the last signature is obtained.
• Unordered—The document appears in the reports I can sign or
reports I can proxy sign list of all providers whose signature is
required. It remains in the list for each provider until that provider signs
the document. The document is fully authenticated when all signatures
are obtained, or when a master signature, if one is designated in the
script, has been obtained.
Master Signatures in Unordered Scripts
You can designate one or more items in a signature script as master, or
final signer. Once a master signature has been obtained, the document is
considered completely authenticated, even if other signers have not signed
the document. If a script does not have a master, all signers must sign
before the document is completely authenticated.
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Chapter 10: Setting Up Users
Routing and Upload Options
You can also select options for the point at which a document begins the
routing process and when it is uploaded to your HIS (if HIS uploads are
configured for your organization).
Text Accompanying Signatures
As part of the multiple electronic signature feature, there are three types of
signature statements that can appear on the report when it is signed. The
signature statement indicates the type of signature applied to the document:
intermediate, proxy, or final.
The options for the signature statements are system-wide settings.
Normally, the signature statement appears at the bottom of the report, but
you can alter the worktype template to change where the statement appears.
Creating Signature Scripts
Signature scripts can be assignedto any or all of the sites, worktypes, or
providers in the enterprise. Signature scripts created at the site level can
only be assigned to the worktypes or providers within that site.
Prerequisites
When you create a script, you specify one or more primary signers and an
optional proxy signer for each primary signer. Each signer can be a specific
provider, a provider role, or a group of providers, known as a signature
destination. To specify the signers, they must already exist in your system;
that is, you must have created any provider profiles, provider roles, or
signature destinations you want to add to the script as script items.
Instructions for creating signature destinations are on page 228 in this
chapter.
Creating a Signature Script
To create a signature script:
1.
2.
In the Exploring EXText window, under either the Enterprise folder or
a site folder, right-click the Signature Scripts folder and select New
Signature Script... from the shortcut menu.
In the Edit Signature Script dialog box, in the Name field, supply a
descriptive name for the script. Use a meaningful name that will help
you identify the script later, when you assign it to a provider, worktype,
or site.
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3.
224
To add an item to the script, click Add. The Signature Script
Requirement dialog box opens.
Chapter 10: Setting Up Users
Note: To hide the provider names, and show only roles and
groups, clear the Show providers check box.
4.
5.
6.
7.
8.
9.
Select one provider, role, or group in the Primary signature
(required) list.
If you are assigning a proxy signer to this primary signature, in the
Proxy signature list, select one provider, role, or group.
If you want the primary signer (and optional proxy signer) you selected
to have master status, select the check box next to On signature,
document is completely authenticated.
Click OK to return to the Edit Signature Script dialog box. The
signers you selected are listed in the row for the script item you just
created.
To specify another script item, click Add again and repeat Step 4
through Step 7 for each item.
If you specified more than one script item for this script and you want
signing to occur in a certain order, select the Signatures ordered check
box. When the box is checked, scroll arrows appear at the right of the
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
list box. Use them to put the list in the order in which the document is
to be signed.
10. In the Routing settings group box, select the routing requirements for
this script. This selection determines the conditions under which the
document is routed to the printers, faxes, and email addresses in the
routing script associated with a given document.
• Do not route on signing: After it is signed, the document is not sent
to the destinations in the routing script.
• Route document on each signature: As each signature is added to
the document, a copy is routed according to the instructions in the
applicable routing script. Each report routed shows the signatures
that have been added to date. Because signers might also edit the
report, the report’s contents might differ each time it is routed.
• Route only on last signature: The document is routed only after it
has been fully authenticated.
For information on routing scripts, refer to your EXText documentation.
11. If your system is configured with the HIS Upload feature, in the HIS
Upload Settings group box, select the upload requirements for
electronically signed documents
• Do not upload on signing: After it is signed, the document is not
uploaded to the HIS.
• Upload document on each signature: As each signature is added to
the document, a copy is uploaded to the HIS. Depending on how the
HIS system is set up, the data file that accompanies the uploaded
report might contain information that identifies the report as a
preliminary or final document.
• Upload only on last signature: The document is uploaded to the
HIS only after it has been fully authenticated.
12. When you are finished, click OK to save the script and close the dialog
box. The script is listed in the Signature Script folder.
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Managing Signature Scripts
Editing Signature Scripts
You can edit the items in a signature script to change the primary and proxy
signers, add an item, or delete an item.
To edit a signature script:
1.
2.
3.
Right-click the script you want to change and select Edit Signature
Script from the shortcut menu. The Edit Signature Script dialog box
opens.
Take any of the following actions:
• To add an item to the list, click Add. The Signature Script
Requirement dialog box opens. Make your selections, and then
click OK.
• To delete an item from the list, select the item and click Delete. The
item is removed from the list.
• To edit an item, select the item and click Edit. The Signature Script
Requirement dialog box opens. Make the necessary changes and
click OK. (For example, select a different primary or proxy signer.)
In the Edit Signature Script dialog box, when you are finished with
your changes, click OK.
Granting Proxy Signing Rights to
ESig Providers
You can grant proxy signing rights to ESig providers by establishing the proper
settings in the EXText Explorer application. ESig providers with proxy signing
rights can sign documents dictated by another provider whether or not they
share the same provider role. For example, if five providers are members of a
practice, one, some, or all could sign for each other, depending on the dictating
provider’s preference.
Establishing proxy signing rights for individuals or groups is a three-part
process that requires creating a signature destination and script and adding the
script to the provider's profile.
Both system administrators and site administrators can set up proxy signing.
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Creating Signature Destinations
Signature destinations are used to associate providers with their practice, role,
or another provider for purposes of assigning proxy signing rights.
To create a signature destination:
1.
2.
3.
4.
5.
6.
7.
Right-click the site folder and select Signature Destinations from the
shortcut menu. The Signature Destinations dialog box opens.
Click New. The New Signature Destination dialog box opens showing
a list of providers.
In the Name field, type a name for the destination. For example, type
“Surgical Associates” or “Dictator-Attending” (meaning the attending
physician is proxy for the dictator).
From the list box, select the providers who are associated with the
destination. (Hold down the Shift key to select consecutive names;
hold down the Ctrl key to select non-consecutive names.)
When finished, click OK to return to the Signature Destinations
dialog box.
Click Close.
Create a signature script (see “Creating Signature Scripts” on page 223)
with the same name as the destination and add the associated name(s)
from the signature list as the primary or proxy signer.
Note: When a group is used as the primary signature, the
document is available for all members of the group and appear in
each member's waiting list until the document is signed by one of
the members.
8.
228
In each of the associated provider profiles, select the appropriate
signature script (see “Assigning a Signature Script to a Provider” on
page 229).
Chapter 10: Setting Up Users
Managing Signature Destinations
Editing Signature Destinations
To edit a signature destination:
1.
2.
3.
4.
Right-click the EXText folder and select Signature Destinations from
the shortcut menu. The Signature Destinations dialog box opens
showing a list of previously created destinations.
Select from the list the destination you want to edit and click Edit. The
Edit Signature Destination dialog box opens showing the destination
name and the providers (highlighted) associated with this destination.
To add providers, select the new providers and re-select the original
providers. To remove previous providers, select only the new
providers; your original selections are no longer selected.
When finished, click OK, and then click Close.
Deleting Signature Destinations
To delete a signature destination:
1.
2.
3.
4.
Right-click the EXText folder and select Signature Destinations from
the shortcut menu. The Signature Destinations dialog box opens
showing a list of previously created destinations.
Select from the list the destination you want to delete and click Delete.
Click Yes to the prompt to confirm deletion. The signature destination
is deleted.
Click Close to close the Signature Destinations dialog box and save
your changes.
Assigning Signature Scripts
Assigning a Signature Script to a Provider
A signature script assigned to a provider overrides site and worktype script
settings and the enterprise default setting.
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To assign a signature script to a provider:
1.
2.
3.
Right-click the provider name to whom you want to assign a signature
script and select Edit provider from the drop-down menu. The Edit
provider profile dialog box opens.
Click the Signatures tab and view the list of signature scripts.
Select the script for this provider, and then click OK. All ESig
documents for this provider will use this script.
Assigning a Signature Script to a Worktype
You can associate a specific signature script with a worktype so that when
that worktype is used for a document requiring signatures, the system
routes the document according to that signature script as long as no script
was found at the provider level.
To assign a signature script to a worktype:
1.
230
Right-click the worktype for which you want to select a signature script
and select Edit worktype from the shortcut menu. The Edit
worktype… dialog box opens.
Chapter 10: Setting Up Users
2.
Click the Signatures tab. The tab shows any signature scripts created at
the site level.
3.
Select a script and click OK. This script will be used for documents
created by ESig providers if no script has been selected at the provider
level.
Assigning a Signature Script to a Site
You can associate a specific signature script with a site so that any time a
document from that site requires signatures, the system routes the
document according to that signature script as long as no script was found
at the provider or worktype levels.
To assign a signature script to a site:
1.
Right-click the site to which you want to assign a signature script and
select Edit site profile from the shortcut menu. The Edit site profile
dialog box opens.
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2.
Click the Signatures tab. The tab displays any signature scripts you
created at the site level
3.
Select a script and click OK. This script will be used for documents
created by ESig providers if no script has been selected at the provider
or worktype levels.
Removing the ESig Privilege
Once you set up the ESig privilege for a provider, the only way to remove it is
to change the provider’s user type to None and remove his or her password.
You can also disable the privilege in EXVoice by clearing the Disable Client
Login check box. This check box is located in the user’s profile.
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Chapter Summary
Review Questions
None.
Practical Exercise
Practical Exercise 10-1
1.
2.
Create one administrator and three transcriptionists.
Create three provider users in your site. Add a different carbon copy
routing destination to each provider (printer, email, fax).
Transition
In the next chapter, you will configure and activate the manual and automatic
concurrent review features.
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Chapter 11
Concurrent Review
Objectives
In this chapter, you will:
• List the steps for activating and configuring the
concurrent review features.
• Activate the manual and automatic concurrent
review features.
• Define manual review reason codes.
• Assign review privileges for administrators,
reviewers, and transcriptionist/editors.
• Create filters that determine what jobs are to be
sent automatically for review.
• Determine which jobs reviewers will see and
review.
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Introduction to Setting Up
Concurrent Review
This chapter provides basic instructions for setting up and configuring your
system for automatic concurrent review (ACR) and manual concurrent review
(MCR).
To set up and activate these features, you will need to take these actions:
•
Activate manual concurrent review, automatic concurrent review, or both.
•
Define review codes that represent the reasons documents are sent for
manual review.
•
Assign the appropriate privileges to transcriptionist/editors, administrators,
and document reviewers.
•
Create filters that select documents for automatic review.
•
Edit your reviewers’ user types to list the transcriptionist user type(s) they
will review.
Caution: In an integrated EXText and EXVoice system, do not set the % of
jobs flagged for QA value in an EXVoice master profile that will affect
users whose work is to be subject to manual or automatic concurrent
review. This setting causes a given percentage of EXVoice jobs to be
assigned an ‘SQA’ flag. Jobs flagged as SQA, however, are not sent for
concurrent review and will therefore be bypassed, regardless of the criteria
you set up to select documents for concurrent review.
Refer to the System
Design Discovery to
determine if customer is
using EXText's QA
process and the defined
parameters.
Activating Automatic and Manual
Concurrent Review
Follow the procedure below to activate ACR or MCR at an individual site or at
the enterprise site level.
To activate manual and concurrent review at the site or enterprise
level:
1.
In the Exploring EXText window:
For the enterprise site, right-click EXText on... and select Enterprise
Profile from the shortcut menu.
OR
For an individual site, right-click a site name and select Edit Site
Profile from the shortcut menu.
The Edit Site Profile dialog box opens.
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2.
3.
4.
5.
Select the Concurrent Review tab.
To activate MCR, select the Enable Manual Concurrent Review
check box.
To activate ACR, select the Enable Automatic Concurrent Review
check box.
Click OK.
Creating Review Codes
Transcriptionist/editors choose a review code when placing a document in
MCR. At least one review code must exist before transcriptionist/editors can
flag documents for MCR.
To create review codes:
1.
From the Exploring EXText window, right-click the site and select
Edit Site Profile... from the shortcut menu.
OR
Right-click on the enterprise site and select Enterprise Profile... from
the shortcut menu.
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2.
Select the Concurrent Review tab.
3.
Click Add.... The Add Review Code dialog box opens.
4.
In the Review Code field, enter the code that represents the reason for
the review request. The code can contain up to 20 characters.
Enter a description of the review code. The description can contain up
to 64 characters.
If you want this review code to be the default for this site, select the This
is the default review code check box.
Click OK. The review code is added to the list on the Concurrent
Review tab.
5.
6.
7.
Tip: You can change the order in which the codes appear by
selecting a code and clicking Move Up or Move Down. The
transcriptionist/editor sees the codes in the order you set here.
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Managing Review Codes
You can change a review code’s description or delete a review code that is
not used. You can set an existing review code as the default code.
To edit a review code:
1.
From the Exploring EXText window, right-click the site and select
Edit Site Profile... from the shortcut menu.
OR
2.
3.
4.
5.
6.
7.
Right-click on the enterprise site and select Enterprise Profile... from
the shortcut menu.
Select the Concurrent Review tab.
Select the review code you want to edit.
Click Edit.
Modify the review code description as needed.
If desired, place a check mark in the This is the default review code
check box or remove the existing check mark.
Click OK.
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To delete a review reason code:
1.
From the Exploring EXText window, right-click the site and select
Edit Site Profile... from the shortcut menu.
OR
2.
Right-click on the enterprise site and select Enterprise Profile... from
the shortcut menu.
Select the Concurrent Review tab.
3.
4.
5.
Select the review reason code you want to delete.
Click Delete.
Click OK.
Assigning Review Privileges
To use the concurrent review features, you must assign the appropriate
privileges to the user types for transcriptionist/editors, administrators, and
document reviewers. User privileges determine who has access to the QArelated administrative settings, who can view, edit, or review ACR and MCR
documents, and who can flag documents manually for review.
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To assign review privileges:
1.
In the Exploring EXText window, right-click the user type you want to
edit and select Edit User Type. The Edit User Type dialog box opens.
2.
On the General tab, grant the desired user privileges to users of this
type. The tables below contain suggested privileges for each user type.
User Privileges for Transcriptionist/Editors
Document: Force Routing
QA: ACR—View Others’ Jobs*
QA: ACR—View Own Jobs*
QA: MCR—Edit Others’ Jobs*
QA: MCR—Edit Own Jobs
QA: MCR—Operate
QA: MCR—View Others’ Jobs*
QA: MCR—View Own Jobs
*Optional
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User Privileges for Administrators
QA: ACR Access
QA: MCR Access
QA: QA Settings
User Privileges for Reviewers
QA: ACR Access*
QA: ACR—Edit Others’ Jobs
QA: ACR—Edit Own Jobs
QA: ACR—View Others’ Jobs
QA: ACR—View Own Jobs
QA: MCR Access*
QA: MCR—Edit Others’ Jobs
QA: MCR—Edit Own Jobs
QA: MCR—Operate
QA: MCR—View Others’ Jobs
QA: MCR—View Own Jobs
*Optional
3.
Click OK to save your settings.
Setting ACR Options and Defining
Filters
The options you set in this section determine which jobs are automatically sent
for review. On the QA Settings tab, you set up QA filters that control the way
the EXText system selects documents for automatic review. Filter settings
include site, worktype, and provider, as well as the sampling size. You can also
create a single- or multi-tier review process. The procedures below show you
how to set options and define filters for a transcriptionist user type and for an
individual transcriptionist/editor.
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Chapter 11: Concurrent Review
Setting ACR Options and Defining ACR
Filters for a User Type
To set ACR options and define ACR filters for a user type:
1.
2.
3.
4.
5.
In the Exploring EXText window, right-click the user type and select
Edit User Type... from the shortcut menu.
Select the QA Settings tab of the Edit User Type dialog box.
Select Enable Automatic Concurrent Review to activate the ACR
feature.
Select Apply ACR filters to MCR documents if you want documents
flagged by transcriptionist/editors for review to be treated as ACR
documents if they meet existing ACR filter criteria. This setting is
recommended.
Select Ignore Stat Jobs if you want ‘stat’ jobs to be omitted from the
ACR process. ‘Stat’ jobs are those with a priority greater than the high
priority in the provider’s master profile. This setting is strongly
recommended.
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6.
Click Add. The Define QA Filter dialog box opens.
7.
Select Created Documents if this filter is to be applied when the
document is created. Use this option if this filter is to select documents
for first-tier review.
OR
8.
9.
Select Reviewed Documents if this filter is to be applied when the
document is reviewed. Use this option if this filter is to select documents
for second-tier review or higher.
If the filter is to retrieve only documents for a specific site, select the site
from the Site drop-down list.
If the filter is to retrieve only documents of a certain worktype, select the
Worktype.
10. If the filter is to retrieve only documents dictated by a particular
provider, take the following actions to select the provider.
a. Click Choose... The Select Provider dialog box opens.
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b. Select the provider whose documents this filter is to retrieve. You can
sort the list to help locate the provider. Click Sort (F5) >> or press
F5 and then select site, ID, last name, or signature as the sort order.
c. Click Select. The dialog box closes and the selected provider’s
identity is added to the filter criteria.
11. In the Sample Size (%) list box, select the sample percentage. If you set
the percentage to zero, this filter does not select any documents. If you
set it to 100, the filter selects all documents that meet the other criteria.
12. In the Max Samples (Per Month) field, set the maximum number of
documents this filter is to retrieve per month.
OR
If you do not enter a number in this field, there is no limit to the number
of documents this filter retrieves per month.
13. Click OK. The filter is added to the QA Filters list for this user type.
To set ACR options and define ACR filters for an individual
transcriptionist/editor:
1.
2.
In the Exploring EXText window, locate the transcriptionist/editor
following the instructions on page 209.
Right-click the transcriptionist/editor’s name and select QA Settings...
from the shortcut menu.
The Edit QA Settings dialog box opens.
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3.
4.
5.
6.
7.
Select Enable Automatic Concurrent Review to activate ACR for this
transcriptionist/editor.
Select Apply ACR filters to MCR documents if you want the
documents this transcriptionist flags for review to be treated as ACR
documents when they meet existing ACR filter criteria.
Select Ignore Stat Jobs if you want this transcriptionist’s ‘stat’ jobs to
be omitted from the ACR process. ‘Stat’ jobs are those with a priority
greater than the high priority in the provider’s master profile.
Click Add. The Define QA Filter dialog box opens.
Select Created Documents if this filter is to be applied when the
document is created. Use this option if this filter is to select documents
for first-tier review.
OR
Select Reviewed Documents if this filter is to be applied when the
document is reviewed. Use this option if this filter is to select documents
for second-tier review.
8. If the filter is to retrieve only documents for a specific site, select the site
from the Site drop-down list.
9. If the filter is to retrieve only documents of a certain worktype, select the
Worktype.
10. If the filter is to retrieve only documents dictated by a particular
provider, take the following actions to select the provider.
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Chapter 11: Concurrent Review
a. Click Choose... The Select Provider dialog box opens.
b. Select the provider whose documents this filter is to retrieve. You can
sort the list to help locate the provider. Click Sort (F5) >> or press
F5 and then select site, ID, last name, or signature as the sort order.
c. Click Select. The dialog box closes and the selected provider’s
identity is added to the filter criteria.
11. In the Sample Size (%) list box, select the sample percentage. If you set
this percentage to zero, the filter does not select any documents.
12. In the Max Samples (Per Month) field, set the maximum number of
documents to be retrieved by this filter per month.
OR
If you do not enter a number in this field, there is no limit to the number
of documents this filter retrieves per month.
13. Click OK. The filter is added to the QA Filters list for this
transcriptionist/editor.
To clear any customized filters you have set up for an individual
transcriptionist/editor:
1.
2.
In the Exploring EXText window, right-click the transcriptionist’s user
type and select Edit User Type... from the shortcut menu.
Select the QA Settings tab of the Edit User Type dialog box.
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3.
248
Click Show Users. A list of users of this type displays. Users with
customized settings display an icon and the word ‘Yes.’
Chapter 11: Concurrent Review
4.
Select the user you want to clear and click Clear.
OR
Click Clear All.
The filters you have defined for the user type are applied to the selected
user(s) and any customized filters are removed.
5.
Click OK.
Selecting Reviewable User Types
In this procedure, you give groups of reviewers access to the documents they
are to review. Settings on the QA Access tab control the lists of sites and
reviewable user types that the reviewers see in the Manual Review and
Automatic Review dialog boxes, where they select documents for review.
To select reviewable user types:
1.
2.
3.
In the Exploring EXText window, right-click on the reviewers’ user
type and select Edit User Type from the shortcut menu. The Edit User
Type dialog box opens.
Select the QA Access tab.
Select the Site from which you want to select user types. The user types
appear in the Available Groups column.
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4.
Click Add > to transfer the selected user type(s) to the Review Groups
list at the right.
OR
Click Add All > to transfer all available groups to the Review Groups
list.
5.
You can assign an alias to a review group if you want the name the
reviewer sees to be different from the user type name. To assign an alias
to a user type:
a. In the Review Groups list, select the user type to which you want to
assign an alias.
b. Click Edit.... The Edit Review Access Item dialog box opens.
c. Type the alias you want the reviewers to see.
d. Click OK. The alias appears in the Alias column next to the User
Type name.
6.
7.
8.
250
Repeat Step 3 through Step 5 for each applicable site.
When you have finished editing the user type, click OK. Reviewers
belonging to this user type will be able to filter review documents by the
sites and user types you selected.
Click OK to save your changes.
Chapter 11: Concurrent Review
Chapter Summary
Review Questions
1.
2.
What is automatic concurrent review (ACR)? What is manual
concurrent review (MCR)?
Answer: ACR allows the EXText system to retrieve a sample of your
facility’s transcribed or edited documents automatically and present
them to supervisors for review. MCR allows transcriptionist/editors to
flag documents for review by a supervisor.
What are some reasons to configure automatic concurrent review?
Answer: Quality assurance procedures include review of work output.
With a new transcriptionist, you might want 100% review. With a new
physician, you might want to check a certain percentage of a
transcriptionist’s work.
3.
At least _______ review code(s) must exist before transcriptionist/
editors can flag documents for review.
Anwer: One
Practical Exercises
None.
Transition
None.
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252
Chapter 12
Address Blocks
Objectives
In this chapter, you will:
• Create address blocks.
• Manage address blocks.
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Creating Address Blocks
This feature allows you to set up a mini-template of provider addresses based
on provider roles or provider names. With address blocks, rather than
transcribing the provider’s address, the transcriptionist can easily insert it by
entering a single item. Address block information comes from the General and
Address tabs of a provider profile. An address block can be based on provider
roles or provider names. The address block feature is not available in the
Offline Word Client application.
To prepare to add an address block:
• Enter name and address information in the General and Address tabs
of a provider profile.
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Chapter 12: Address Blocks
To add an address block:
1.
2.
3.
Right-click the server and select Enterprise Profile to open the Edit
Enterprise Profile dialog box.
Click the Address Block tab, and then click New to open the Create
Address Block dialog box.
In the Address block name field, enter a name that describes the type
of address block you are creating. For example, for documents being
sent to a referral provider, you might enter “Referral address.”
Note: If you want this name to be the default for your site, check
the Default address block for site check box.
4.
5.
Click OK. A new address block template opens.
Press Ctrl+K to open the Select a Token dialog box, which displays a
list of tokens you can use to build the address block.
6.
Select a token and click OK. The token is added to the template.
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7.
Repeat Steps 5 and 6 for each token you want to include in the address
block.
Tip: The ProviderFullAddress token suppresses the second and
third address lines automatically when they are blank. Refer to the
example.
This address block:
ProviderSignature
ProviderAddress1
ProviderAddress2
ProviderAddress3
ProviderCity, ProviderState ProviderZip
produces this result in the document when the third address line is
blank:
Dr. Isaac Beekman
123 Main Ave.
Suite 5
New York, NY 10009
This address block:
Provider Signature
ProviderFullAddress
ProviderCity, ProviderState ProviderZip
produces this result:
Dr. Isaac Beekman
123 Main Ave.
Suite 5
New York, NY 10009
8.
9.
256
Format the address block as desired by altering the template’s margins,
adding tabs, or applying other formatting.
Press Ctrl+N to save and add the address block template to the
database.
Chapter 12: Address Blocks
Managing Address Blocks
Editing Address Blocks
To edit an address block:
1.
2.
3.
4.
Right-click a site and select Edit Site Profile to open the Edit site
profile dialog box.
Click the Address Block tab, and then click Edit to open the Edit
Address Block dialog box.
Take one of the following actions:
• Select and edit the name to rename the address block.
• Click Edit Text to open Word and edit the address itself.
Press Ctrl+N to save your changes.
Deleting Address Blocks
To delete an address block:
1.
2.
3.
4.
5.
Right-click a site and select Edit Site Profile to open the Edit site
profile dialog box.
Click the Address Block tab.
Select the address block you want to delete.
Click Delete.
Click OK.
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Chapter Summary
Review Question
1.
Preparation for address blocks includes entering information in
____________________________.
Answer: Provider profiles.
Practical Exercises
None.
Transition
In the next chapter, you will begin to look at creating and managing normals and
ESPs.
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Chapter 13
Managing Normals and
ESP Lists
Objectives
In this chapter, you will:
• Review how normals and ESP lists improve
productivity.
• Compare transcription and dictation normals,
and personal and site-wide normals.
• Create normals, including normals for
transcriptionists and dictators, that can be used
globally and on a personal level.
• Manage normals.
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Introduction to Normals and
Expanded Sentences and Phrases
(ESPs)
In the EXText system, you can store frequently-used text in two ways:
•
by creating Normals—large blocks of text that can be inserted into a
document.
•
by creating Expanded Sentences and Phrases (ESPs)—short sections of
text that can be quickly inserted into a document.
Working with ESPs
The ESP feature reduces transcription time and increases transcription
accuracy by storing frequently-used words, sentences, and phrases for quick
and easy retrieval. An ESP entry consists of an abbreviation and an expansion.
The expansion is triggered by typing the abbreviation followed by a trigger
character. Trigger characters include the space bar, the Enter key, and some
punctuation characters. The maximum number of characters in an ESP
abbreviation is 20, and the maximum for an expansion is 500.
Each transcriptionist/editor can create one or more personal ESP lists.
Detailed instructions for creating personal ESP lists are in the Word Client and
EX Editor documentation.
The ESP feature is designed so that the ESP file for each transcriptionist/editor
loads automatically at any workstation based on the login name. The ESP file
remains on that workstation until the transcriptionist/editor logs off Word
Client or EX Editor. The file name consists of the transcriptionist/editor’s login
name and an .esp file extension, for example, csmith.esp. The file location
varies depending on the operating system and the editing application used.
During a Word Client or EX Editor session, the ESP file is saved at the
workstation. When the transcriptionist/editor logs out, a copy of the ESP file is
also saved to the EXText server. If a Word Client workstation’s connection to
the server is lost and the transcriptionist/editor continues working off line—
that is, does not exit Word Client—the ESP list remains available for use on the
workstation.
The ESP feature also allows you to import existing word lists from a .txt file or
from a Productivity Plus (PRD+) file. PRD+ is a third-party software program
that serves a similar function as ESP. Detailed instructions for importing word
lists are in the courseware guides for Word Client and EX Editor.
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Chapter 13: Managing Normals and ESP Lists
Working with Normals
Normals are text blocks that can be inserted into a document, saving repetitive
typing. They are stored in the EXText server and are accessible from an active
document in Word Client or EX Editor. Normals are not available when using
Word Client off line. You can create normals from the Word Client and
EX Editor applications as well as from EXText Explorer.
Caution: When the transcriptionist/editor inserts a normal in a transcribed
document, the software places a bookmark at the beginning and end of the
normal text. These bookmarks prevent the EXSpeech software from using
the inserted text in its evaluation processes.
It is important, therefore, that transcriptionist/editors not type transcribed
text within an inserted normal text block. For example, they should not
invoke a normal to insert a set of report section headings in the document
and then type the text under each heading from dictation. Because there are
bookmarks at the beginning and end of the set of headings, the entire
report, including the transcribed dictation, is excluded from evaluation.
Rather than using a normal to insert the entire set of headings,
transcriptionist/editors should invoke a separate ESP for each section
heading.
Transcription and Dictation Normals
A transcriptionist/editor can use transcription normals in the Word Client
or EX Editor application to insert a block of stored text in a document.
When a transcriptionist/editor types the normal’s abbreviation followed by
the Ctrl+R command, the software replaces the abbreviation with the
stored text.
A provider whose dictations will be processed through the EXSpeech
application can use dictation normals, also referred to as autonormals,
during dictation. The provider pronounces the trigger word “Dictaphone”
followed by the normal’s keyword phrase at the point where a block of
stored text is to appear. When a transcriptionist/editor opens the speechrecognized file in the Correction Client or EX Editor application, the stored
text replaces the keyword phrase.
Personal and Site-Wide Normals
A personal transcription normal is available only to one transcriptionist/
editor. A transcriptionist/editor can create personal normals in Word Client
or EX Editor, or you, as administrator, can use the EXText Explorer
application to add them to the transcriptionist/editor’s profile.
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A site-wide transcription normal is available to all transcriptionist/editors
in a site. As administrator, you can create site-wide transcription normals in
the EXText Explorer application as part of the enterprise site’s normal
properties. If you have granted the Create Site-Wide Normals privilege to
their user type, transcriptionist/editors are able to create site-wide
transcription normals. Refer to “Creating User Types” on page 167 for
information on assigning privileges to user types.
A personal dictation normal is available only to one provider. Dictation
normals are created using EXText Explorer to edit each provider’s profile.
If the provider dictates at multiple sites and her provider profile is entered a
the site level, you must add the dictation normal to her profile in each of the
sites.
A site-wide dictation normal is available to all providers in a site. Refer to
“Editing the Site-Wide Normals” on page 95.
Creating Normals
Creating Transcription Normals
As administrator, you can create transcription normals through the EXText
Explorer application. Transcriptionist/editors can create them through
Word Client or EX Editor. This section shows you how to create them in
EXText Explorer. Refer to your Word Client or EX Editor documentation
for information on creating transcription normals in those applications.
Creating Personal Transcription Normals
You create personal transcription normals for the transcriptionist/editor’s
profile.
To create a personal transcription normal for the transcriptionist/
editor’s profile:
1.
2.
3.
262
In the Exploring EXText window, under the appropriate site folder,
expand the Transcriptionist item and right-click the transcriptionist/
editor name.
Select Edit transcriptionist... from the shortcut menu.
In the Edit Transcriptionist Profile dialog box, click the Normal tab.
Chapter 13: Managing Normals and ESP Lists
4.
Click New.
5.
In the Normal Properties dialog box, type the abbreviation the
transcriptionist/editor will type to invoke the normal. The abbreviation
can contain up to ten characters and must not include spaces,
punctuation, or symbols.
Type a brief description of the normal, if desired.
Click OK. The EXText Word window opens.
Type the normal text exactly as you want it to appear in your reports.
6.
7.
8.
Tip: Refer to “Inserting Parameters in Normals” on page 126
for information about using brackets to insert parameters within
normals.
9.
Press Ctrl+N to save the normal, close the window, and return to the
Normals tab.
10. Click Close to return to the Exploring EXText window.
Creating Dictation Normals
Dictation normals, or autonormals, are available to providers who have
received a “draft” rating from the Fluency Meter evaluation for the input
device they use to dictate. You must define the autonormals in the EXText
Explorer application to make them available to providers, and you must
inform the providers of the autonormals they can use. You can add a
keyword phrase to a transcription normal to make it a dictation normal, or
you can create a new dictation normal.
You can use the same keyword for more than one autonormal. For
example, you might assign a single keyword to two different providerspecific autonormals with different normal text for each. The Correction
Client inserts the provider-specific normal text.
The keyword phrase should contain at least two words and at least two
syllables. Do not use a single, commonly-used word as a keyword phrase.
Because autonormal keyword phrases are usually downloaded nightly to
the EXSpeech system, the autonormals you create might not be available to
providers immediately. Any associated abbreviations, however, are
available immediately to transcriptionist/editors for manual insertion in
documents.
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Creating Personal Dictation Normals
You create personal dictation normals from the provider’s user profile.
This section provides instructions for creating personal dictation normals
from the provider’s user profile. Refer to Chapter 3 for instructions for
creating site-wide dictation normals.
To create a personal dictation normal from the provider’s user profile:
1.
2.
3.
4.
5.
6.
7.
8.
9.
In the Exploring EXText window, expand the Providers folder and
right-click the provider. If necessary, right-click the Providers folder
and select Find provider... to use the Find feature.
Select Edit Provider....
In the Edit provider profile dialog box, click the Normals tab.
Click New to open the ‘Normal Properties’ dialog box.
If desired, type the abbreviation transcriptionist/editors type to invoke
the normal.
Type a description for the normal.
In the Keyword field, type the phrase or word the provider is to use to
insert this normal during dictation.
Click OK. The EXText Word window opens.
Type the normal text exactly as you want it to appear in your reports.
Tip: Refer to“Inserting Parameters in Normals” on page 126 for
information about using brackets to insert parameters within
normals.
10. Press Ctrl+N to save the normal, close the window, and return to the
Normals tab.
11. Click OK to return to the Exploring EXText window.
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Managing Normals
Editing a Normal’s Properties or Text
You can edit transcription and provider normals’ properties and text by
editing a transcriptionist/editor or provider profile. Transcription normals’
properties can also be edited while working in Word Client or EX Editor.
This section provides instructions for editing normals’ properties and text
through a transcriptionist/editor profile or a provider profile. You can edit
site-wide normals through the site properties.
To edit a normal’s properties through the transcriptionist/editor’s
profile:
1.
2.
3.
4.
5.
In the Exploring EXText window, find the transcriptionist/editor.
Right-click on the transcriptionist’s name and select Edit
transcriptionist... from the shortcut menu.
Select the Normals tab in the Edit transcriptionist profile dialog box.
Select the normal whose properties you want to edit and click Edit.
Edit the abbreviation and description as needed and click OK.
6.
Click OK.
To edit a transcription normal’s text through the transcriptionist/editor
profile:
1.
2.
3.
4.
5.
6.
7.
8.
In the Exploring EXText window, find the transcriptionist/editor.
Right-click on the transcriptionist’s name and select Edit
transcriptionist... from the shortcut menu.
Select the Normals tab in the Edit transcriptionist profile dialog box.
Select the normal whose properties you want to edit and click Edit.
Click Edit Text.
Edit the normal’s text as needed.
Press Ctrl+N to save the normal text.
Click OK.
To edit a dictation normal’s properties through a provider profile:
1.
2.
3.
4.
In the Exploring EXText window, find the provider.
Right-click on the provider’s name and select Edit provider... from the
shortcut menu.
Select the Normals tab in the Edit provider profile dialog box.
Select the normal whose text you want to edit and click Edit.
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5.
6.
Edit the abbreviation, description, and keyword phrase as needed and
click OK.
Click OK.
To edit a dictation normal’s text through the provider profile:
1.
2.
3.
4.
5.
6.
7.
In the Exploring EXText window, find the provider.
Right-click on the provider’s name and select Edit provider... from the
shortcut menu.
Select the Normals tab in the Edit provider profile dialog box.
Select the normal whose text you want to edit and click Edit.
Click Edit Text.
Edit the normal’s text as needed.
Press Ctrl+N to save the normal text.
8.
Click OK.
Deleting Normals
This section provides instructions for deleting normals from the
transcriptionist/editor profile or from the provider profile.
To delete a transcription normal through the transcriptionist/editor
profile:
1.
2.
3.
4.
5.
6.
In the Exploring EXText window, find the transcriptionist/editor.
Right-click on the transcriptionist’s name and select Edit
transcriptionist... from the shortcut menu.
Select the Normals tab in the Edit transcriptionist profile dialog box.
Select the normal you want to delete and click Delete.
At the prompt, click Yes. The normal is removed from the list.
Click OK.
To delete a dictation normal through the provider profile:
1.
2.
3.
4.
5.
6.
266
In the Exploring EXText window, find the provider.
Right-click on the provider’s name and select Edit provider... from the
shortcut menu.
Select the Normals tab in the Edit provider profile dialog box.
Select the normal you want to delete and click Delete.
At the prompt, click Yes. The normal is removed from the list.
Click OK.
Chapter 13: Managing Normals and ESP Lists
Chapter Summary
Review Questions
None.
Practical Exercise
Practical Exercise 13-1
1.
2.
3.
Create two normals in EXText Explorer.
Create two normals in Word Client or EX Editor. Use tokens and jump
codes.
Test all four of your normals in Word Client or EX Editor. Use Ctrl+J
to change the token information, and then test the normals again.
Transition
Now that we have created normals, let’s look at how we can manage patient
information including demographics, encounters, orders, and other tracking
information.
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268
Chapter 14
Managing Patient
Demographics
Objectives
In this chapter, you will:
• Create patient demographic information.
• Manage patient demographic information.
• Create and manage patient encounter and order
information.
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Creating Patient Demographics
¬
KEY POINT!
Adding demographics
manually with this
method when an HIS
Interface is in place can
cause duplicate patients
in the system saved in
different locations
(global or site-specific).
Scenario: If the patient
is added to the site, but
the HIS Interface is
putting demographics
and visits at the global
level, your site-specific
patient will not get new
visits assigned. This
causes a problem
because Word Client
generally checks the site
for the demographic
first. But, in this case the
site level demographic is
not the one getting visits
assigned (by the
interface). In essence
Word Client is looking
for the patient in one
place, but the interface
is updating that patient's
information in another
place. So, the MT
typing the job may not
find the correct visit for
the dictation and has to
hunt for it. This not only
is confusing, but it also
negatively affects MT
productivity.
270
Patient demographics are a collection of permanent patient data such as
medical record number, name, date of birth, social security number, and
insurance number. This information is stored in the EXText database under
Patient Demographics and used in reports generated using Enterprise
Workstation, EX Editor, and Word Client.
Caution: You should not add a new patient with this procedure if an HIS
integration is in place.
To create a new Patient Demographic:
1.
Right-click the Demographics folder and select New. The
Demographics dialog box opens.
Userdefined
fields
2.
Any user-defined fields added to the demographic table appear at the
bottom of the Demographic dialog box.
Fill the fields with the requested data.
Notes: MRN, Last Name, and First Name are required fields.
The month, day, and year segments of the date field are filled
from the right as you type.
3.
When finished, click OK.
Chapter 14: Managing Patient Demographics
Managing Patient Demographics
Searching for Patient Demographics
To search for a patient demographic:
1.
Right-click the Demographics folder and select Find Demographic
from the shortcut menu. The Search for Demographics dialog box
opens.
2.
Enter search information such as the MRN and last name.
Example:
You are looking for Mary Wilson with the MRN
of 123. In the Last Name field enter Wil.
EXText locates all patients with the last name
starting with Wil. Entering the MRN narrows the
search for that patient.
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3.
Click OK to return to the Exploring EXText window. The
demographic appears under the Demographics folder.
Viewing or Editing Patient Demographics
To view or edit a patient demographic:
1.
2.
3.
4.
Right-click the Demographics folder in which the information is
stored.
Select Find Demographic in the shortcut menu. The Search for
Demographics dialog box opens.
Enter search information such as the MRN and last name.
Right-click the patient name and take one of the following actions:
If you want
to
view,
Then
a. Select View. The View Demographics
window opens.
Note: This procedure allows you to
view information only, not make
changes.
b. When finished viewing, click Close to
return to the Exploring EXText window.
edit,
272
a. Select Edit Demographic. The
Demographic dialog box opens.
b. Edit the demographics.
c. Click OK to save and return to the
Exploring EXText window.
Chapter 14: Managing Patient Demographics
Deleting Patient Demographics
To delete a patient demographic:
1.
Right-click the Demographics folder and select Find Demographic
from the shortcut menu. The Search for Demographics dialog box
opens.
Check the box
if you want the
system to
search the
entire
enterprise.
2.
3.
4.
5.
Enter appropriate information, such as the MRN and last name, on
which to base your search.
Select the patient's demographic you want to delete.
Right-click, and then select Delete. A message prompts you for
confirmation to delete.
Click Yes to delete (or No to cancel). The demographic is deleted and
you are returned to the Exploring EXText window.
Working with Encounters and
Orders
Encounters
Creating Encounters
An encounter is a visit by a patient to a medical facility. Records of these
visits are stored within the patient’s demographic. Encounters can be
automatically added and updated by a Health Information System, entered
by a transcriptionist/editor in Word Client or EX Editor, or entered by you
in EXText Explorer. You can also define privileges in Explorer to limit
transcriptionist/editors from entering encounters.
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To create an encounter for an existing demographic:
1.
2.
3.
4.
5.
6.
Click New. The Encounter for dialog box opens.
7.
In the Encounter ID field, enter a number (required). (This could be
the patient account number or billing number.)
Enter all requested information.
8.
274
Right-click the Demographics folder and select Find Demographic
from the shortcut menu. The Search for Demographics dialog box
opens.
Enter search information such as the MRN and last name.
Click OK.
From the resulting list, right-click the patient for whom you want to add
an encounter.
Select View encounters from the shortcut menu. The Encounters for
window opens.
Chapter 14: Managing Patient Demographics
9. Click OK to save the encounter.
10. When finished, click Close to return to the Exploring EXText window.
Modifying Encounters
To modify a patient encounter:
1.
2.
3.
4.
5.
6.
7.
8.
Right-click the Demographics folder in which the information is
stored.
Select Find Demographic in the shortcut menu. The Search for
Demographics dialog box opens.
Enter search information such as the MRN and last name, and then click
OK.
Right-click the patient whose encounter you want to edit.
Select View encounters in the shortcut menu. The Encounters for
dialog box opens with all encounters for that patient.
Select the encounter you want to edit, and then click Edit.
Edit encounter information as needed.
Click OK to save your changes and return to the Exploring EXText
window.
Orders
An order is an exam or procedure ordered by a physician for a patient.
X-rays, blood tests, and prescriptions are examples of orders. Several
procedures or tests can be ordered during a single visit (encounter). These
orders can be added automatically and updated by a Health Information
System, entered manually by a transcriptionist/editor through EX Editor or
Word Client, or you can enter them in EXText Explorer. You can also
define privileges in EXText Explorer to limit transcriptionist/editors from
entering orders.
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Creating Orders
To create an order for a demographic encounter:
1.
2.
3.
4.
5.
6.
7.
8.
Right-click the Demographics folder in which the information is
stored and select Find Demographic in the shortcut menu. The Search
for Demographics dialog box opens.
Enter search information such as the MRN and last name.
Click OK.
Right-click the patient for whom you want to add an order.
Click View encounters from the shortcut menu. The Encounters for
window opens.
Select the encounter for the order you want to access from the list.
Click Orders. The Orders for window opens.
Click New to add an order. The Order for dialog box opens with the
Visit ID already entered.
9. Enter the Order ID (required) and any user-defined field information.
10. Click OK to save the order.
11. Click Close until you return to the Exploring EXText window.
Managing Orders
Editing or Deleting Orders
To edit or delete an order:
1.
2.
3.
4.
5.
276
Right-click the Demographics folder and select Find Demographic in
the shortcut menu. The Search for Demographics dialog box opens.
Enter search information such as the MRN and last name and click OK.
Right-click the patient whose order you want to edit or delete and select
View Encounters. The Encounters for window opens.
Select the encounter whose order you want to edit or delete.
Take one of the following actions:
Chapter 14: Managing Patient Demographics
6.
• If you are editing, click Orders. The Orders for window opens.
Click Edit and edit the order, and then click OK.
• If you are deleting, click Delete. Respond to the confirmation
prompt to delete.
Click Close until you return to the Exploring EXText window.
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Chapter Summary
Review Questions
1.
If an HIS interface is present, should you manually enter demographics?
Why or why not?
Answer: No, it can cause duplicate patients in the system.
2.
What fields are mandatory for the demographic?
Answer: MRN, Last Name, and First Name.
Practical Exercises
Practical Exercise 14-1
Use the knowledge gained in this chapter to help you test the interface.
View demographics to make sure all required fields are being filled in with
valid data. View encounters/visits to make sure all required fields are being
filled in with valid data. View orders to make sure all required fields are
being filled in with valid data.
Practical Exercise 14-2
Perform this exercise if no interface is present.
1.
2.
3.
4.
Add two patients in EXText Explorer. Give the patients your last name.
Search for each patient you added.
Edit each patient’s encounter.
Now add two patients in the Word Client or EX Editor application.
Search for and edit each patient.
Transition
Now that we have covered all of the necessary components for transcription to
take place, let’s take a look at system maintenance and what you can do and see
about documents that have been transcribed. Let’s start with archiving
transcribed documents off the system.
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Chapter 15
Managing Files
Objectives
In this chapter, you will:
• Understand the basic components of managing
files.
• Use the Archive Client application to create an
archive.
• Access an archived document.
• Back up existing EXText documents.
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Introduction to File Management
File Maintenance Responsibilities
There’s more to file maintenance than keeping files organized and labeled
properly. As the system administrator, you have the responsibility of
routinely archiving mature files to a medium that must be readily
accessible not only to you but to transcriptionists, supervisors, and medical
records personnel. The archiving software available for use with the
EXText system is Archive Client.
Ensuring that EXText files are backed up daily is also part of file
maintenance. Backup copies of valuable data can be retrieved if the local
workstation files are inaccessible or corrupted. For this reason, you should
maintain a reliable backup library.
As the EXText system administrator, you should make sure that the entire
EXText system is included in your facility’s disaster recovery backup plan.
The software Nuance recommends for disaster recovery is Veritas®, and it
is usually administered by your information systems (IS) department.
About the Archiving Process
Archiving allows you to permanently store EXText documents on storage
media such as a drive or server on your network. The program used to
create and manipulate archive files is EXText Archive Client. Once the
EXText documents are archived, they are removed from the EXText server.
As the system administrator, you determine what is archived and when.
EXText Archive Viewer works with Archive Client to view documents that
have already been archived. It is primarily used by transcriptionists,
supervisors, and clerical personnel.
Working with Archive Client
EXText archive services run on the EXText server and automatically start
when you start the server. You can use the Archive Client program to
perform the following functions:
• select documents for archiving by date, site, and worktype
• archive to a network drive or removable disk media
• copy selected documents to an archive location and automatically
delete them from the EXText server
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Chapter 15: Managing Files
Media Requirements
The standard Archive Client program allows you to archive documents to a
mapped network drive or to a removable medium, such as a zip drive.
If you are archiving to a server on your network, it must have a minimum
of four (4) gigabytes of usable drive space per archive volume and should
be set up with a share name to which the EXText system has write-access.
Size and Time Constraints
The size of an archive is limited only by the available space on the disk
media. If your archive volume exceeds the capacity of the disk, the Archive
Client program completes the archive operation and informs you that there
is not enough space left on the media. You will need to archive any
remaining documents in a separate volume.
The time required to complete an archive operation depends on the number
of documents you’re archiving, the version of EXText you’re using, and the
selected archive media. As volume size increases, the archive rate
decreases. As a result, doubling volume size more than doubles the time
required.
File Format
Archived files are stored in three segments in the following format:
Segment
Description
Archive
Header
Contains statistical data about the archive file,
such as the software version in place at the time of
archival, the size of the header, and the size of the
document.
Archive
Document
Data
The Archive Document Data segment contains
data about the document itself, such as the
demographic, encounter, order, worktype,
provider, and transcriptionist. The patient
demographic, encounter, and order data are not
deleted from the EXText system at the time of
archive. If no additional documents are created for
that patient, the demographic, encounter, and order
scrubbers will delete the information once the
appropriate time period has elapsed.
Archive
Document
Contains the Word document file.
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Creating an Archive
To create an archive, you must:
1.
2.
3.
4.
Start the Archive Client application.
Prepare the storage medium.
Select documents and options.
Run the archive process.
Starting Archive Client
Before you can perform the operations described in this section, you must
have archiving privileges.
Note: Only one user can be logged on to Archive Client at one time.
You can start Archive Client from any client workstation networked to the
EXText server.
To start Archive Client:
1.
2.
On the Windows taskbar, click Start > Programs > EXText > Archive
Client. The Welcome to EXText dialog box opens.
Type your user ID and password, then click OK (Enter). The EXText
Document Archive dialog box opens. See page 283 for an illustration
of the dialog box.
Note: If an archive operation is currently in progress, you will be
unable to log on to the Archive Client program unless you log on
as the user who initiated the operation.
From the EXText Document Archive dialog box you can perform all
steps required to select and archive EXText documents.
Preparing the Archive Media
To prepare the archive media:
282
1.
Verify that designated disk storage media contains enough available
continuous free space to hold the archive.
2.
If necessary, delete files and defragment the disk to create sufficient
free disk space.
Chapter 15: Managing Files
Selecting Documents and Archive Media
Options
Once your archive medium is ready, you must specify document selection
and media options in the EXText Document Archive dialog box. You
must enter data in every field.
To specify document selection criteria and archive media:
1.
Open the EXText Document Archive dialog box. Refer to the
reference letters in the following illustration and the corresponding
explanations below.







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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide

Specify the type of document date to use as the archive
cutoff date. The previously used setting is selected by
default. To change the setting, click the Archive By arrow
and select the desired date type from the drop-down list.
Select only one of the following options:
•
Document Transcribed Date: Document’s original
creation date.
•
Document Dictated Date: Document’s dictation date as
recorded in the Word Client Document Information
dialog box.
•
Document Last Modified Date: Date document was last
edited or revised.
•
Document Authenticated Date: Date the document was
authenticated (electronically signed) by the provider.

Check this box if you want to archive only authenticated
documents.

Archive Cutoff Date: Using mmddyyyy format, specify the
date before which documents are eligible to be archived. The
archive software compares this date to each document’s date
(as specified in the Archive By field) and selects documents
dated before the date you enter here. Press Backspace to
erase a digit. Do not type “slash” (/) delimiters.
Last Used Date: A read-only field for viewing. You can
select this field, but not edit it. Displays the Archive Cutoff
Date for the last successful archive operation. If the last
archive operation was only partially completed (a user might
have clicked Complete in the Archive Progress area of the
EXText Document Archive dialog box), the date displayed
might not reflect the actual cutoff date of the documents that
were archived.

284
Specify one of the following options:
•
Disk: Selects disk drive and path specified in Select
Archive Location field.
•
Delete: Allows you to delete historical EXText
documents rather than archiving them. Deleted
documents are not recoverable.
Chapter 15: Managing Files

This field (and the associated Browse button) is available
only if you selected Disk as the Media Type, in which case,
you must enter a location (server or network drive). Type the
drive letter and directory path if you know them. (Or click
Browse to open the Drives on Server dialog box, select any
available drive [removable or fixed], and click OK. The
Drives on Server dialog box displays only drives on the
EXText server. To specify available network drives on other
servers, you must type the drive specification directly into
the Select Archive Location field.)
Archive Client creates a DocNeT directory and Archive
subdirectory in the disk path you specify. For example, if
you specify E:\ as the path, the program creates the following
archive directory structures for the archive index and
documents, where [Volume ID] is a variable that stands for
the actual volume number:
Documents: E:\DocNeT\Archive\[Volume ID]\Docs
Index: E:\DocNeT\Archive\[Volume ID]\Index

Select a single site from the list to include documents from
that site, or select ALL Sites to include documents from
every site. Use the vertical scroll bar along the right side of
the list to view additional sites.
Note: To archive documents from multiple sites (but not
from all sites), you must perform separate archive
operations for each site.

Specify one, multiple, or all document worktypes to be
included in the archive.
To select
Then
All,
check the All Work Types check box.
One,
select the desired worktype.
Multiple,
click the first worktype you want, then
hold down the Ctrl key while you
select each additional worktype.
A
consecutive
range,
select the first one you want, then hold
down the Shift key while you select
the last worktype in the range.
Note: To deselect a worktype, hold down the Ctrl key
while you select the unwanted worktype.
2.
3.
In the Archive By field, select the date type by which to archive.
If desired, check the Archive Only Authenticated Docs checkbox.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
4.
In the Archive Cutoff Date field, type the date (according to the date
type selected in Step 2) before which documents are eligible to be
archived.
Note: The Last Used Date field displays the archive cutoff date of
the last successful archive operation. You cannot edit this field.
5.
6.
7.
8.
Under Media Type, click Disk.
In the Select Archive Location field, enter the location where you
want to store the archived documents.
In the Sites List box, select the site(s) for archiving.
In the Work Types List box, select one, several, or all worktypes for
inclusion in the archive.
Running the Archive Process
Once you have specified your archive selection criteria and location, you
can run the archive process to perform the following tasks:
• Scan the document database for documents that meet selection criteria
and mark them for archiving.
• Write selected documents to the designated archive storage area.
• Delete archived documents from the EXText server document database.
Note: Patient Demographic, Encounter, and Order data are not deleted
from the EXText system at the time of archive. Scrubbers delete the
information at the appropriate time if no additional documents are created
for affected patients.
To run the archive process:
1.
In the EXText Document Archive dialog box, click Start Archive to
start the archive process, using the document and media selection
criteria previously entered. The EXText Document Archive dialog
box expands to allow you to view progress and status of the archive
process. Refer to the reference letters in the following illustration and
the corresponding explanations below.








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Chapter 15: Managing Files

Numeric identifier automatically created by archive
software and used to catalog archive volumes.

Horizontal bar that indicates percentage completion of
archive process.

Number of documents written to archive volume.

Total number of documents selected for archive.

Message indicating current archive task or operation. Status
messages include:
While full archive is in progress:
• Selection of documents to archive could take a while
please wait…
• Marked documents for archive
• Writing document information to storage
• Deleting documents archived from DocNeT database.
Please wait…
• Successfully completed archiving < > documents
When you cancel an archive (click the Cancel button):
• Selection of documents could take a while please wait…
• Marked documents for archive
• Writing document information to storage
• Rolling back the unfinished archive
• Archive cancelled upon user request
When you complete an archive (click the Complete
button):
• Selection of documents could take a while please wait…
• Marked documents for archive
• Writing document information to storage
• Successfully completed archiving < > documents

Completes the archive process at its current state and closes
the archive volume. Documents already written to storage
are deleted from the EXText server document database.
Documents not yet written to storage are reset as available
for editing, viewing, and future archiving.
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2.

Returns any archived or deleted documents to the document
database, deletes the archive volume, and resets all
previously marked documents as available for editing,
viewing, and future archiving.

Closes the Archive Client program but allows any ongoing
archive process to continue in the background. As long as
an archive is in progress, only the user who initiated the
archive can log into the Archive Client program from any
workstation on which the Archive Client software is
installed. If an archive is still in progress at the time of
logon, the EXText Document Archive dialog box shows
current Archive Progress status information. If the archive
process has finished at the time of logon, a confirmation
message displays.
Press any of the command buttons on the right to manage the archive
process.
Note: If there is not enough space on the disk medium to hold all
the documents selected for archive, Archive Client completes the
archive operation when the medium is full and displays the
following message:
3.
Click OK or press Enter to close the message box. Documents already
written to storage are deleted from the EXText server document
database. Documents not yet written to storage are reset as available for
editing, viewing, and future archiving.
Accessing Archived Documents
The Archive Viewer program is an Enterprise Express Text System utility that
allows transcriptionists, their supervisors, and clerical personnel to retrieve,
view, and print documents previously archived by means of the EXText Archive
Client program.
In particular, you can use Archive Viewer to perform the following functions:
288
•
search for and select archive volumes and documents for viewing
•
view and print archived documents or save them as Microsoft Word
documents
Chapter 15: Managing Files
As the EXText system administrator, you might be responsible for teaching
users how to use the Archive Viewer program. In this case, you can provide
them with the following information.
Starting Archive Viewer
Before performing the operations described in this section, you must first
start and log on to Archive Viewer. To log onto this program, you need the
proper privileges. Check with your EXText system administrator if you
cannot access Archive Viewer.
You can run Archive Viewer from any client workstation networked to the
EXText server.
To start EXText Archive Viewer:
1.
2.
On the Windows taskbar, click Start > Programs > EXText > Archive
Viewer. The Welcome to EXText dialog box opens.
Type your logon ID and password, then click OK or press Enter. The
Select Archive Documents dialog box opens. (See the illustration on
the next page.)
Note: If EXVoice and EXText are integrated on your system, login
and password information is managed and validated through the
EXVoiceSystem and must agree across all Enterprise Express
applications.
Finding and Viewing Archived Documents
If you have the proper privilege, you can search for documents without
accessing the archive medium where the documents are actually stored. To
view a document, however, you must access the drive where the documents
are archived.
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To find and view an archived document:
1.
Log on to Archive Viewer to open the Select Archive Documents
dialog box. Refer to the reference letters in the following illustration
and the corresponding explanations below.













290






In the appropriate field, type the numeric ID of the
document and archive volume you want to select, or leave
blank to include all.

In the appropriate field, type the numeric ID of the site and
worktype for the document you want to select, or leave
blank to include all. Users with the proper privilege can
view documents in read-only mode. If you have the
privileges for the worktype but not the site, or if you don’t
have the privilege for either, you will be denied access.

Type the complete patient medical record number (usually
alphanumeric) for the document you want to select, or
leave blank to include documents for all patients.

In the appropriate field, type the last name, first name, or
both of the patient associated with the document you want
to select. You can type the first few characters of either
name. Leave blank to include documents for all patients.
Chapter 15: Managing Files

Type the numeric ID of any provider associated with the
document you want to select, or leave blank to include
documents for all providers.

In the appropriate field, type the last name, first name, or
both of the provider associated with the document you want
to select. You can type the first few characters of either
name. Leave blank to include documents for all providers.

In the appropriate field, type the numeric ID of any
encounter (visit) and order associated with the document
you want to select. Leave blank to include documents
without regard for encounter or order information.

Type the numeric ID of the transcriptionist for the
document you want to select. Leave box blank to include
documents for all.

In the first field, type the transcription date (if known) of
the document you want to retrieve. Type a date in both
fields to specify a range of dates. Leave blank to include all
volumes without regard for transcription date.
Use mmddyyyy format. Press Backspace to erase a digit.
Do not type “slash” (/) delimiters.

In the first field, type the exact creation date (if known) of
the archive volume you want to retrieve. Type a date in
both fields to specify a range of dates. Leave blank to
include all volumes without regard for archive date.
Use mm/dd/yyyy format. Press Backspace to erase a digit.
Do not type “slash” (/) delimiters.

In the first field, type the Archive Cutoff Date (if known) of
the archive volume you want to retrieve. Type a date in
both fields to specify a range of dates. Leave blank to
include all volumes without regard for cutoff date.
Use mmddyyyy format. Press Backspace to erase a digit.
Do not type “slash” (/) delimiters.

In the first field, type the Authenticated Date (if known) of
the document you want to retrieve. Type a date in both
fields to specify a range of dates. Leave blank to include all
volumes without regard for cutoff date.
Use mmddyyyy format. Press Backspace to erase a digit.
Do not type “slash” (/) delimiters.
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
Type the numeric ID of the authenticating provider of the
document you want to retrieve, or leave blank to include
documents for all providers.

If selection criteria is entered, lists volume and document
references that match. If no selection criteria is entered,
lists all references stored in the Archive Server database.
The list initially sorts by Volume ID; the first item in the list
is selected by default.

Clears all references listed as the result of the Find
command.

When you click here, one of the following results occurs:
If the
document is

Then
Found,
Microsoft Word opens the selected
document in read-only mode.
Not found
a message indicates the network path or
the document might not be available.
Archived to
disk,
Archive Viewer looks for the appropriate
disk media. If found, Microsoft Word
opens the selected document in readonly mode.
Exits Archive Viewer.

After clicking Find, use the scroll bars and column
headings to search for the desired document in either or
both of the following manners:
• Use the scroll bar along the right side of the list to display
documents further down the list
• Click any column heading to resort the list by that
attribute. Click again to sort in reverse order.
2.
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Take one of the following actions:
• Fill as many fields as you can with information about the archive
volume or document you are looking for, then click Find (Alt+F) to
Chapter 15: Managing Files
3.
4.
list volume and document references that match your selection
criteria.
• Leave all text boxes blank and click Find (Alt+F) to list all
references stored in the Archive Server database.
Any found documents are listed at the bottom of the dialog box.
If necessary, scroll through the document list to find the document you
want. Select the desired document and click View (Alt+V).
If necessary, load the appropriate removable disk media, or map to the
network drive containing the desired archive volume. Then click OK to
start Microsoft Word and display the selected document as read-only.
Note: While viewing a document, you can print it or save it to
another file (see “Printing and Saving Archived Documents” on
page 293).
5.
When you finish viewing a document, select File > Exit (Alt+F, X) to
close the document, exit Word, and return to the Select Archive
Documents dialog box.
Notes:
•
If you have printed the document, causing Word to update fields
(including Word Client document variables or tokens) or modified
the document in any way, you are prompted to save your changes.
Click No (N) to close the document and exit Word without saving
your changes.
•
While viewing an archived EXText document in Word, you cannot
return to the Select Archive Documents dialog box or view another
archived EXText document until you exit Word.
Printing and Saving Archived Documents
While viewing an archived document in Microsoft Word, you can print the
document to a local or network printer or save the document to an editable
Word file.
To print an archived document:
1.
With an archived document open in Microsoft Word, select File >
Print (Ctrl+P) to open the Print dialog box.
Note: To print the document without changing any print settings,
on the Microsoft Word toolbar.
click the Print button
2.
3.
Verify and change settings if necessary.
Click OK (Enter) to print the document and close the Print dialog box.
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To save an archived document to an editable file:
1.
2.
3.
4.
With an archived document open in Microsoft Word, select File > Save
(Ctrl+S) or Save As (Alt+F, A) to open the Save As dialog box (or
click the Save button
on the Microsoft Word toolbar).
In the File name field, type the file name. You cannot save to the
original document.
If necessary, click the Save as type arrow and select another document
format.
Click Save (Enter) to save the document and close the Save As dialog
box.
Backup Procedures
The backup procedure is done in two phases. The first phase copies the
database containing the EXText documents to a directory on the local hard
drive. The second phase stores transactions that occur in the database and can
be used in conjunction with the database backups to re-create a database up to
a specific point in time. Both phases are performed automatically at predefined
times and are stored on the EXText server.
Caution: In case of fire, flood, multiple drive failure, or virus, you should
not rely on the backup to prevent data loss.
Determining Data Storage Needs
The amount of time for which the data needs to be stored is directly related
to the medium rotation scheme you use. For example, if you use one
medium and perform a backup every day, your backups will never be more
than a day old.
Because storage media are relatively inexpensive when compared to the
value of your data, it’s a good idea to periodically back up your entire
system on media other than that used in the medium rotation scheme and
store it permanently. You can perform these backups as often as every
week or once a month depending on your needs.
The threat of viruses is an issue here also. Some viruses take effect
immediately, while others can take days or weeks to cause noticeable
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damage. Because of this, you should have at least the following backups
available to restore at any time:
• a daily backup
• a one-week-old “normal” backup
• a one-month-old “normal” backup
Having these backups available should allow you to restore your system to
a time before it became infected.
Veritas Backup Exec for Windows NT and Windows 2000 (third-party)
software can back up servers, workstations, and agents; this needs to be
considered when choosing a medium rotation strategy. You will need to
coordinate times that are suitable to back up different devices. For
example, you might want to back up file servers during the evening and
back up workstations at lunch time.
While there is no requirement on how often you should back up your data,
there is one consideration that can help you decide: the cost of recreating
data that was added or modified since the last backup. Calculate the
manpower, lost time, lost sales, and other costs that would be incurred if
the file server or workstation crashed right before the next backup was to
take place (always assume the worst-case scenario). If the cost is excessive,
you should adjust your strategy accordingly.
Backing Up the EXText Server
The EXText server maintains an online disk backup of the database. These
backups are called dump files and must be backed up off the machine to
maintain recovery integrity. As the system administrator, you (or IS) are
responsible for transferring backup data to tapes and maintaining a tape
backup library.
Notes:
• The NT backup program does not back up open files. You must arrange to run
backup when the EXText system has no scheduled events running.
• This backup is not intended for disaster recovery.
• If Archive Client is also used on the EXText server, make sure you perform the
archive before a scheduled backup.
To back up files to tape:
1.
2.
3.
Insert a tape into the EXText server DAT drive.
Press Ctrl+Alt+Delete as instructed on the dialog box of the EXText
server to gain access to the login window.
Enter your login ID and password.
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4.
5.
Click Start > Programs > Administrative Tools (Common), then
select Backup.
Insert a tape.
Note: If you do not insert a tape now, a message prompts: No
tape in the drive. Simply insert a tape and the window will
automatically refresh to provide the tape status.
If you insert
Then
A new, unused tape, the Backup - [Tapes] window indicates that
the tape inserted is blank. Close the window
and go to Step 6.
an existing backup
tape,
6.
7.
8.
the Backup - [Tapes] window indicates that
the tape inserted is a tape created on…,
follow the steps in the topic ““Reusing an
Existing Backup Tape” on page 296”. Then
continue with Step 6.
From within the backup program, select the Drives window if
necessary, then double-click the drive on which the dump files are
stored.
Deselect the top folders, which deselects all subfolders.
Select the DocNeT folder.
Note: If the SQL data and the dump file are on the same drive,
open the DocNeT folder and deselect the SQL subdirectory.
9. Click Backup to open the Backup Information dialog box.
10. Click OK to start the backup process. When the process is complete,
the Backup Status window contains status.
11. Click OK to close the Backup Status window.
12. Eject the tape and follow the maintenance guidelines for a backup tape
library.
Reusing an Existing Backup Tape
To reuse an existing backup tape:
1.
2.
3.
296
With a used tape inserted in the EXText server DAT drive, select
Operations > Erase Tape. The Erase Tape dialog box contains a
warning and information about the tape currently installed in the DAT
drive.
Ensure that Quick Erase is enabled and click Continue. The process
begins and the Erase Status message box displays status information.
Wait for the operation completion message to appear, then click OK.
Chapter 15: Managing Files
4.
Close the backup dialog box and, if you were in the middle of
performing a tape backup, continue the backup procedure at Step 6 of
“Backing Up the EXText Server” on page 295.
Maintaining a Backup Tape Library
The system administrator (or IS) should maintain an orderly library of
backup tapes for disaster recovery purposes, keeping at least the most
recent backup tapes in the library in addition to the one that will be used for
the next scheduled backup.
The following guidelines are recommended for backing up your tapes:
• Label the tape and include the date of the backup.
• Store tapes in a secure place.
• Rotate the tapes to reuse tapes with unneeded files.
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Chapter Summary
Review Questions
1.
What date format is used for inputting dates into fields where required?
2.
Answer: ddmmyyyy
What is the application used to create an archive?
3.
Answer: Archive Client
What is the application used to view documents previously archived?
Answer: EXText Archive Viewer
Practical Exercises
Practical Exercise 15-1
Create an archive, prepare documents, select options, and run the archive
process.
Practical Exercise 15-2
Access the archived documents, view, and print them.
Transition
None.
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EXText Reports
Objectives
In this chapter, you will:
• Review the available lists and line count reports.
• Use the Reports application to:
– Start and exit the application.
– Set the display features for your reports.
– Generate reports.
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Introduction to Reports
The EXText Reports application generates management reports that list the
contents of EXText databases (providers, demographics, sites, transcriptionists,
and worktypes) and displays line counts and other document statistics. You can
use these reports to verify EXText databases and to track transcriptionist
productivity.
In particular, you can use the EXText Reports application to:
•
list all providers, patients, sites, transcriptionists, and worktypes in the
EXText database
•
generate document line counts by provider, patient, site, transcriptionist,
and worktype
•
view, print, or save any list or line count report
Line count reports provide transcription activity by site, transcriptionist,
provider, and worktype. For any of these you can generate three different kinds
of reports:
•
Daily Detail
•
Document Detail
•
Summary
These reports help you track productivity of individual transcriptionists or
measure transcription activity across your enterprise.
This chapter discusses each EXText report you can generate and provides
additional information to help you understand their purpose and use.
Note: Some examples of dialog boxes and windows throughout this user
guide might be titled EEText instead of EXText. This, however, does not
affect their function.
Patient List
Patient lists contain information from patient records stored on the EXText
server. You can select patients by site, first name, last name, or medical
record number (MRN). In a multi-facility enterprise, site-based medical
records supervisors can use these lists to:
• extract patient demographics for a site; for example, sort by MRN, age,
or address
• verify the existence of a particular patient record
• check specific demographic information for a patient, such as date of
birth, address, social security number (SSN), and phone
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Enterprise-level managers can use these lists to generate multi-site profiles
and summaries of patient demographics with totals.
The table below shows the information you can select and display about
each patient. You can also sort on any field.
Information type/
Field name
Description
Site
Site’s EXText ID
MRN
Patient’s Medical Record Number
Last Name
Patient’s last name
First Name
Patient’s first name
MiddleInit
Patient’s middle initial
Birth
Patient’s date of birth
Sex
Patient’s sex
Address
Patient’s address
Home Phone
Patient’s home phone
Work Phone
Patient’s work phone
SSN
Patient’s social security number
The following illustration is an example of a multi-site patient list sorted by
site, then by MRN. Additional fields were also selected. You can sort on
any column.
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Site List
Site lists contain the Site ID and name of all sites defined on the EXText
server. Site-based or enterprise-level managers can use these lists to verify
the presence or spelling of a particular site or the current site total.
When generating site lists, you can show the site ID and site name. The
following illustration is an example of a site list sorted by site ID.
Provider List
Provider lists contain information from provider records that are stored on
the EXText server. You can select providers by site, first name, last name,
and signature. In a multi-facility enterprise, a site-based supervisor of a
medical records department can use provider lists to:
• extract providers for a site; for example, sort by last name or ID
• verify the existence of a particular provider record
• check specific provider information, such as an ID or signature
Enterprise-level managers can use provider lists to generate multi-site
provider profiles and summaries with totals.
When generating provider lists, you can select and view the information
contained in the following table about each provider. You can also sort on
any field.
Information type/
Field name
302
Description
Site
Site’s EXText system numeric ID
Last Name
Provider’s last name
Chapter 16: EXText Reports
Information type/
Field name
Description
First Name
Provider’s first name
Init
Provider’s middle initial
ID
Provider’s EXText system numeric ID
Initials
Provider’s initials
Signature
Provider’s signature
The following illustration is an example of a multi-site provider list sorted
by site, then by last name. Additional fields were also selected.
Transcriptionist List
Transcriptionist lists contain information from transcriptionist records
stored on the EXText server. You can select transcriptionists by first or last
name. Site-based and enterprise-level managers can use these lists to:
• extract transcriptionists; for example, sort by last name or ID
• verify the existence of a particular transcriptionist record
• check specific transcriptionist information, such as an ID or
email address
• generate a summary listing of transcriptionists with totals
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When generating transcriptionist lists, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field name
Description
Site
Site’s EXText system numeric ID
Last Name
Transcriptionist’s last name
First Name
Transcriptionist’s first name
MI
Transcriptionist’s middle initial
Inits
Transcriptionist’s full initials
ID
Transcriptionist’s system numeric ID
Email address
Transcriptionist’s email address
The following illustration is an example of a transcriptionist list sorted by
last name, then by first name. Additional fields were also selected.
Worktype List
Worktype lists display information from worktype records stored on the
EXText server. You can select worktypes by site and name. In a multifacility enterprise, site-based transcription supervisors can use these lists
to:
• extract worktypes for a site; for example, sort by worktype name or ID
• verify the existence of a particular worktype
• check specific worktype information, such as an ID or whether a
worktype is defined for a site or enterprise
Enterprise-level managers can use worktype lists to generate multi-site
worktype profiles and summaries, including totals.
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When generating worktype lists you can select and view the information
contained in the following table. You can also sort on any field.
Information type/
Field name
Description
ID
Worktype’s EXText ID
Site
Site’s EXText ID
Init
Worktype initials or abbreviation
Name
Worktype’s full name
The following illustration is an example of a worktype list sorted by
worktype ID, then by site. Additional fields were also selected.
Line Count by Site
Line Count by Site reports display transcription activity statistics for
selected sites in an enterprise. In a multi-facility enterprise, site-based
managers can use these reports to track their own facility’s productivity
and compare it to productivity in other facilities. Enterprise-level
management can use these reports to track each facility’s productivity
against productivity for the enterprise as a whole.
Note: In all line count reports, line counts are calculated as specified in the
Line Counting Setup tab for each site profile in the EXText Explorer
application. For additional information, refer to Chapter 4 of this manual.
Daily Detail
The Line Count by Site Daily Detail report lists transcription productivity
information by date for selected sites and date range.
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When generating a Daily Detail report, you can view the information
contained in the following table. You cannot specify sort fields for this
report.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Date*
Transcription date
Edit Time
Total editing time
Hold Time
Total time documents were on hold
# Revs
Number of document revisions
created
Lines
Line Count: Number of lines
transacted
*required field
The following illustration is an example of a multi-site Daily Detail report
sorted by date within site (the default). Additional fields were also selected.
Document Detail
The Line Count by Site Document Detail report lists transcription
productivity information by document for selected sites and date range. For
each included site, the report generates a separate table and calculates line
count totals.
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When generating the Document Detail report, you can select and view the
information contained in the following table. You can also sort on any field
within a site.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Patient First
Patient’s first name
Patient Last
Patient’s last name
Doc ID
Document’s EXText ID
Worktype
Worktype initials or abbreviation
Provider First
Provider’s first name
Provider Last
Provider’s last name
Last Mod.
Date document was last modified
Lines
Line Count: Number of lines
transcribed
Edit Time
Total editing time
Hold Time
Total time documents were on hold
*required field
The following illustration is an example of a multi-site Document Detail
report sorted by site (default), then by Doc ID. Additional fields were also
selected.
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Summary
The Line Count by Site Summary report lists totaled transcription
productivity information for selected sites and date range. The report
generates a single table and calculates a totaled line count for all sites.
When generating the Site Summary report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
# Docs
Number of documents
summarized
# Revs
Number of document revisions
created
Edit Time
Total editing time
Hold Time
Total time documents were on
hold
Lines
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a multi-site Summary report
sorted by site (default). Additional fields were also selected.
Line Count by Transcriptionist
Line Count By Transcriptionist reports provide productivity statistics for
selected transcriptionists. Transcription supervisors can use these reports to
set productivity standards and track and measure the productivity of
individual transcriptionists against those standards.
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Daily Detail
The Line Count by Transcriptionist Daily Detail report lists transcription
productivity information by date for selected transcriptionists and date
range. For each included transcriptionist, the report generates a separate
table and calculates line count totals.
When generating the Daily Detail report, you can select and view the
information contained in the following table. You cannot specify sort fields
for this report.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Date*
Transcription Date
# Docs
Number of documents
summarized
# Revs
Number of document revisions
created
Edit Time
Total editing time
Hold Time
Total time documents were on
hold
Lines
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a Daily Detail report on all
transcriptionists for a specified time period sorted by date within
transcriptionist (the default). Additional fields were also selected for this
report.
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Document Detail
The Line Count by Transcriptionist Document Detail report lists
transcription productivity information by document for selected
transcriptionists and date range. For each included transcriptionist, the
report generates a separate table and calculates line count totals.
Note: If you or a transcriptionist believes his line count is incorrect, run a
Document Detail report to list all the documents with his line counts. If any
show a zero count, contact Nuance technical support.
When generating the Document Detail report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information type/
Field Name
310
Description
Trans*
Transcriptionist’s ID
Patient First
Patient’s first name
Patient Last
Patient’s last name
Worktype
Worktype initials or abbreviation
Provider First
Provider’s first name
Provider Last
Provider’s last name
Site
Site’s EXText ID
Last Mod.
Date document last modified
# Revs
Number of document revisions created
Chapter 16: EXText Reports
Information type/
Field Name
Description
Lines
Line Count: Number of lines transacted
Edit Time
Total editing time
Hold Time
Total time documents were on hold
Doc ID
Document’s EXText ID
*required fields
The following illustration is an example of a Document Detail report on all
transcriptionists sorted by Transcriptionist (default), then by Site, Patient
Last, and Patient First. Additional fields were also selected.
Summary
The Line Count by Transcriptionist Summary report lists totaled
transcription productivity information for selected transcriptionists and
date range. The report generates a single table and calculates a totaled line
count for all transcriptionists.
When generating the Summary report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field
Name
Description
Trans*
Transcriptionist’s EXText ID
# Revs
Number of document revisions
created
# Docs
Number of documents summarized
Edit Time
Total editing time
Hold Time
Total time documents were on hold
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Information
type/Field
Name
Lines
Description
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a Summary report on all
transcriptionists sorted by Transcriptionist (default). Additional fields were
also selected.
Line Count by Provider (Physician)
Line Count by Provider reports provide transcription activity statistics for
selected providers in selected sites across an enterprise. Site-based and
enterprise-level management can use these reports to see which providers
generate the most transcription activity. By selecting the appropriate
groups of providers, facilities can also report transcription activity by
service or specialty.
Daily Detail
The Line Count by Provider Daily Detail report lists transcription
productivity information by date for selected sites, providers, and date
range. For each included site and provider, the report generates a separate
table and calculates line count totals.
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When generating the Daily Detail report, you can select and view the
information contained in the following table. You cannot specify sort fields
for this report.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Provider Last*
Provider’s last name
Provider First* Provider’s first name
Date*
Transcription date
# Revs
Number of document revisions
created
# Docs
Number of documents summarized
Edit Time
Total editing time
Hold Time
Total time documents were on hold
Lines
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a multi-site, multi-provider
Daily Detail report sorted by date within site and provider (the default).
Additional fields were also selected.
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Document Detail
The Line Count by Provider Document Detail report lists transcription
productivity information by document for selected sites, providers, and
date range. For each included site and provider, the report generates a
separate table and calculates line count totals.
When generating the Document Detail report, you can select and view the
information contained in the following table. You can also sort on any field
within Site and Provider.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Provider Last*
Provider’s last name
Provider First* Provider’s first name
Patient Last
Patient’s last name
Worktype
Worktype initials or abbreviation
Doc ID
Document’s EXText ID
Last Mod.
Date document was last modified
# Revs
Number of document revisions created
Hold Time
Total time documents were on hold
Lines
Line Count: Number of lines transacted
Edit Time
Total editing time
*required fields
The following illustration is an example of a multi-site, multi-provider
Document Detail report sorted by Site (default), then by provider (Provider
Last, Provider First), then by patient (Patient Last). Additional fields were
also selected.
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Summary
The Line Count by Provider Summary report lists totaled transcription
productivity information for selected sites, providers, and date range. The
report generates a single table and calculates a totaled line count for all
selected providers by site.
When generating the Summary report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Provider Last*
Provider’s last name
Provider First* Provider’s first name
# Docs
Number of documents summarized
# Revs
Number of document revisions
created
Edit Time
Total editing time
Hold Time
Total time documents were on hold
Lines
Line Count: Number of lines
transacted
*required fields
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The following table is an example of a multi-site Summary report sorted by
Site (default), then by provider (Provider Last, Provider First), then by #
Docs. Additional fields were also selected.
Line Count by Worktype
Line Count by Worktype reports provide transcription activity statistics for
selected worktypes in selected sites across an enterprise. Site-based and
enterprise-level management can use these reports to see which worktypes,
typically associated with certain medical specialties or services, account for
the most transcription activity.
Daily Detail
The Line Count by Worktype Daily Detail report lists transcription
productivity information by date for selected sites, worktypes, and date
range. For each included site and worktype, the report generates a separate
table and calculates line count totals.
When generating the Daily Detail report, you can select and view the
information contained in the following table. You cannot specify sort fields
for this report.
Information
type/Field
Name
Site*
Description
Site’s EXText ID
Worktype (Wt)* Worktype initials or abbreviation
Date*
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Transcription date
Chapter 16: EXText Reports
Information
type/Field
Name
Description
# Docs
Number of documents
summarized
# Revs
Number of document revisions
created
Edit Time
Total editing time
Hold Time
Total time documents were on
hold
Lines
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a multi-site, multi-worktype
Daily Detail report for a specific time period sorted by date within site and
worktype (the default). Additional fields were also selected for this report.
Document Detail
The Line Count by Worktype Document Detail report lists transcription
productivity information by document for selected sites, worktypes, and
date range. For each included site and worktype, the report generates a
separate table and calculates line count totals.
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When generating the Document Detail report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field
Name
Site*
Description
Site’s EXText ID
Worktype (Wt)* Worktype initials or abbreviation
Patient First
Patient’s first name
Patient Last
Patient’s last name
Provider First* Provider’s first name
Provider Last*
Provider’s last name
Doc ID
Document’s EXText ID
Last Mod.
Date document last modified
# Revs
Number of document revisions
created
Lines
Line Count: Number of lines
transacted
Edit Time
Total editing time
Hold Time
Total time documents were on hold
*required fields
The following illustration is an example of a multi-site, multi-worktype
Document Detail report sorted by Site, then by Worktype (Wt), then by
patient (Patient Last, Patient First). Additional fields were also selected. In
this report, the Report Header/Footer font was changed (to Arial Narrow,
10 point, bold) for aesthetic purposes.
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Summary
The Line Count by Worktype Summary report lists totaled transcription
productivity information for selected sites, worktypes, and date range. The
report generates a single table and calculates a totaled line count for all
selected worktypes by site.
When generating the Summary report, you can select and view the
information contained in the following table. You can also sort on any
field.
Information
type/Field
Name
Description
Site*
Site’s EXText ID
Worktype*
Worktype initials or abbreviation
# Docs
Number of documents summarized
# Revs
Number of document revisions
created
Edit Time
Total editing time
Hold Time
Total time documents were on hold
Lines
Line Count: Number of lines
transacted
*required fields
The following illustration is an example of a multi-site, multi-worktype
Summary report sorted by site (default), then by Worktype (the default).
Additional fields were also selected. In this report, the Report Header/
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Footer font was changed (to Arial Narrow, 10 point, bold) for aesthetic
purposes.
Generating Lists and Line Count
Reports
This section focuses on how to use the EXText Reports application to generate
available lists and reports. Topics include: starting and exiting the application,
generating lists and line counts, and using the EXText Reports window to
perform other related functions. See “Introduction to Reports” on page 300 for
illustrations, examples, and explanations of each list and report.
Starting the Reports Application
Before you can perform the operations described in this chapter, you must
have system administrator or supervisor (or equivalent) access privileges to
start and log on to the EXText Reports application.
To start the Reports application:
1.
2.
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On the Windows task bar, click Start > Programs > EXText >
Reports. The Welcome to EXText dialog box opens.
Type your Logon ID and Password, then click OK (Enter). The
EXText Reports dialog box opens.
Chapter 16: EXText Reports
Setting Display Features for the EXText
Reports Dialog Box
You can set the following display features for the EXText Reports dialog
box:
• show or hide the toolbar
• show or hide the status bar
• specify fonts for reports screen display and printing
• change report column widths
The following illustration identifies the location of the display features in
the EXText Reports dialog box.
Menu bar
Toolbar
Column
border
Report
display area
Status bar
Although you will probably choose to show the toolbar and status bar most
of the time, there might be occasions when you will want to hide these
dialog box elements to increase the report display area.
One way to change a report’s display properties is to modify the display
fonts. For example, you can use bold type to differentiate headers and
footers from body text, or you can resize the display font to accommodate
differing amounts of content in the report. In particular, you can specify
fonts for:
• page header and footer
• report header and footer
• report detail lines
Finally, you can resize report columns to accommodate the information
they contain. The show, hide, and fonts features are available from the
View menu.
To show or hide the toolbar:
• Select View > Toolbar (ALT+V, T). When the toolbar is showing, a
check mark precedes the Toolbar selection. Repeat to hide the toolbar.
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To show or hide the status bar:
• Select View > Status Bar (ALT+V, S). When the status bar is showing,
a check mark precedes the Status bar selection. Repeat to hide the
status bar.
To set the display fonts:
1.
2.
Select View > Fonts (ALT+V, F). The Fonts submenu opens.
Select the desired option. The Font dialog box opens.
3.
If necessary, scroll through the lists to select a font, font style, and point
size. The Sample box shows your selection.
Check the Strikeout or Underline features if desired, and select a color
if necessary from the Color drop-down list.
Select a Script option if necessary. Scripts refer to the language setting
for your computer. This setting might already be set to the default for
the language type.
When finished, click OK. A message will prompt you to keep the new
font.
Click Yes (Y) to keep the font or No (N) to restore the original setting.
4.
5.
6.
7.
To resize report columns:
• Drag a border between two column headings in the report display area.
About the EXText Reports Dialog Box
You can use the EXText Reports dialog box to perform all EXText
Reports activities, including:
• generate lists and line count reports
• open previously saved reports
• print and save reports
• set display features of the EXText Reports dialog box
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About Lists and Reports
Lists
Lists identify and describe the following EXText objects:
• patients
• sites
• transcriptionists
• worktypes
When you generate a list, you can choose the information it will contain
and the order in which the information displays.
To generate a list:
1.
2.
Select the Lists menu to open it.
Select an option. The following series of illustrations show the dialog
boxes common to the different types of list reports. The shaded
numbers refer to descriptions (below) for each section of the dialog
boxes.
Note: The Sites list report has no Constraints tab.



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This Constraints tab of the Patient List Constraints dialog box is common to list reports for
patients and providers. The label next to group box  varies with the report type.
 Sites available for inclusion in a report. Initially, all sites are
selected. You can modify selections as follows:
To clear all selections in the list, click Clear (Alt+C).
To select a single item that is not selected, click the item.
To cancel a single selection, click the item.
To select all items in the list, click All (Alt+A).
 Allows you to limit the content of the report. Click the
filtering option you want to use: Begins With or Contains
(select only one). Then type one or more characters in the text
box.
 (If you are generating a provider list report, this section is
labeled Signature Line.) Allows you to limit the content of
the report. Click the filtering option you want to use: Begins
With or Contains (select only one). Then type one or more
characters in the text box.

This Constraints tab of the Transcriptionist List Constraints dialog box is common to list reports
for transcriptionists.
 Allows you to limit the content of the report. Click the
filtering option you want to use: Begins With or Contains
(select only one). Then type one or more characters in the text
box.
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Chapter 16: EXText Reports


This Constraints tab dialog box is common to list reports for worktypes.
 Sites available for inclusion in a report. Initially, all sites are
selected. You can modify selections as follows:
To clear all selections in the list, click Clear (Alt+C).
To select a single item that is not selected, click the item.
To cancel a single selection, click the item.
To select all items in the list, click All (Alt+A).
 Allows you to limit the content of the report. Click the
filtering option you want to use: Begins With or Contains
(select only one). Then type one or more characters in the text
box.







The Fields and Sorts tabs contain the same elements. These tabs are common to all list reports.
 Fields available for inclusion in a report.
 Click Select (Alt+S) to move highlighted available fields to the
Selected field.
 Click Remove (Alt+R) to move highlighted selected fields to
the Available field.
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 Fields that have been selected for inclusion in a report.
 Moves a highlighted field up (Alt+U) or down (Alt+D).
 Allows you to edit field settings for a highlighted field.
 Returns Available and Selected field lists to their default
settings.
3.
4.
Verify the settings on each tab and make any desired changes.
When all settings are correct, click OK (Enter) to generate the report
and display it in the EXText Reports dialog box. Click Cancel at any
time to close the Constraints dialog box and clear the reports display
area.
Line Counts
Line counts provide information you can use to track transcriptionist
productivity. You can request line counts by:
• site
• transcriptionist
• provider
• worktype
For each of these categories you can generate the following report types:
Daily Detail, Document Detail, and Summary. When you generate a line
count report, you can specify the information you want and the order in
which it displays. For more information about each of these reports and
their use, see “Introduction to Reports” on page 300.
To generate a line count report:
1.
2.
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Select the Line Counts menu and the type of line count report you
want. A submenu opens that is identical for all profiles.
On the submenu, select the report type you want. The Line Count
Constraints dialog box for the selected report opens.
Chapter 16: EXText Reports
The following series of illustrations show the dialog boxes common to the
different types of line count reports. The shaded numbers refer to descriptions
(below) for each section of the dialog boxes.



Group boxes A and B on the Constraints tab are common to line count reports for sites,
transcriptionists, providers, and worktypes. Group box C appears only on the provider
Constraints tab.
 Enter a date range (mm/dd/yyyy) for the period you want to
include.
Note: If you don’t enter a 4-digit year, your report will not run.
 (In line count by transcriptionist, this section will be labeled
Include Transcriptionists.) Allows you to select sites or
transcriptionists to include in the report. Initially, all sites or
transcriptionists are selected. You can modify selections as
follows:
To clear all selections in the list, click Clear (Alt+C).
To select a single item that is not selected, click the item.
To cancel a single selection, click the item.
To select all items in the list, click All (Alt+A).
 (Providers only) Allows you to limit the content of the report.
Click the filtering option you want to use: Begins With or
Contains (select only one). Then type one or more characters
in the text box.
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






The Fonts and Sorts tabs contain the same elements. These tabs are common to line count
Document Detail and Summary reports for sites, transcriptionists, providers, and worktypes.
(The Daily Detail report has no Sorts tab.)
 Fields available for inclusion in a report.
 Click Select (Alt+S) to move highlighted available fields to
the Selected field.
 Click Remove (Alt+R) to move highlighted selected fields
to the Available field.
 Fields that have been selected for inclusion in a report.
 Moves a highlighted field up (Alt+U) or down (Alt+D).
 Allows you to edit field settings for a highlighted field.
 Returns Available and Selected field lists to their default
settings.
3.
4.
Verify the settings on each tab and make any desired changes.
When all settings are correct, click OK or press Enter to generate the
report and display it in the EXText Reports dialog box. Click Cancel
at any time to close the Constraints dialog box and clear the report
display area.
See the example of the procedure below and the resulting report on the next
page.
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Chapter 16: EXText Reports
Example:
Use the following example for how to generate a Line Count by Provider
Summary report for all providers in special care hospitals during a certain
month. The fields are sorted by site then by last and first name.
1. Select Line Counts > By Provider > Summary to open the Provider Line
Count Constraints dialog box.
2. On the Constraints tab, enter a date range (in
MM/DD/YYYY format) representing the time period you want to include.
3. On the Constraints tab, in the Include Sites box (with all sites selected), click
each hospital for which you don’t want to cancel its selection.
4. On the Fields tab, add or remove fields in the Selected box until only the
following fields are listed in this order: Site, Last Name, First Name, # Revs,
Edit Time, Lines.
5. On the Sorts tab, add or remove fields in the Selected box until only the
following fields are listed in this order: Site, Last Name, First Name.
6. Click OK (Enter) to generate the report and display it in the EXText Reports
dialog box.
Printing, Saving, and Opening Reports
You can print and save generated list and line count reports. You can also
open and display a previously saved report.
To print a report:
• With the report open, select File > Print (Ctrl+P) or click the Print
button
on the toolbar.
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To save a report:
1.
With the report open, take one of the following actions:
If you are
Then
saving a new report, select File > Save (Ctrl+S) or click the Save
button
on the toolbar. The Save As dialog
box opens.
The default file name, “Untitled.dnr,” is
selected in the File name box. The default file
type, “Reports (*.dnr),” is selected in the Save
as type box. (If necessary, navigate to a
different folder where you would like to save
the report.) Go to step 2.
saving a previously select File > Save As (Alt+A). The Save As
saved report to a
dialog box opens. The default file name,
different file name, “Untitled.dnr,” is selected in the File name
box. The default file type, “Reports (*.dnr),”
is selected in the Save as type box. (If
necessary, navigate to a different folder where
you would like to save the report.) Go to
Step 2.
resaving a
previously saved
report,
2.
3.
select File > Save (Ctrl+S), or click the Save
button
on the toolbar. This save procedure
is complete.
In the File name box, replace the word “Untitled” with a name for your
file, but retain the .dnr file extension.
Click OK or press Enter to save the report and close the Save As
dialog box.
Note: If you regenerate a report, you will be prompted to save it
as a new report.
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To open a previously saved report:
1.
Select File > Open (Ctrl+O), or click the Open
toolbar. The Open dialog box opens.
button on the
Default folder
in Look in
box
Default file
type in Files
of type box
2.
3.
4.
The DocNeT\Bin folder is the default location in the Look in box. The
file type “Reports (*.dnr)” is the default in the Files of type box.
If necessary, navigate to a different folder in which the folder you want
is located.
Select the file. The file name shows in the File name box.
Click Open (Enter) to open the report and view it in the EXText
Reports dialog box.
Exiting the Reports Application
To exit the Reports application:
• Select File > Exit (Alt+F, X or Alt+F4).
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Chapter Summary
Review Questions
1.
2.
If a detailed line count report shows documents with a zero line count,
what should you do?
Answer: Contact Nuance technical support.
Can you run a line count report by provider?
Answer: Yes.
Practical Exercises
Practical Exercise 16-1
Generate a list of all worktypes in your site.
Practical Exercise 16-2
Generate a line count report for all work transcribed by any transcriptionist
for the last week.
Transition
This concludes the basic EXText system information. The following pages of
this manual contain additional, optional information. This includes a glossary,
additional printer settings, additional data fields, and basic troubleshooting
utilities available.
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Glossary
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This glossary contains a list of terms and definitions used in your user guides.
AA
Acoustic Adaptation. The process by which the EXSpeech system attempts
to learn how the provider sounds when speaking. This process is used to
adapt the provider’s acoustic model. AA occurs three times per input
device for each provider.
Accession Number
A term used in the hospital Radiology Information System (RIS) that refers
to the sequence of numbers assigned to patient activity. Also referred to as
film number, plate number, or exam. In the Word Client application,
accessions are referred to as “orders” in some dialog boxes.
ACR
Automatic Concurrent Review. This quality assurance feature allows the
EXText system to retrieve a sample of your facility’s transcribed or edited
documents automatically and present them to supervisors for review. The
sampling is controlled by filters set up by the administrator. See also:
MCR (Manual Concurrent Review)
Acoustic
Adaptation
See AA.
Addendum
Content added to a Word Client document after it has been electronically
signed by a provider using the Enterprise Workstation application. After a
document is signed, it cannot be edited. If a transcriptionist who has the
Create Addendum privilege attempts to edit a signed document, Word
Client automatically offers the option to create an addendum.
Administration
Groups
Groups of EXVoice client users with similar system access and security
privileges.
Administrator
The person responsible for day-to-day management of the EXSpeech,
EXText, and EXVoice systems. The term also refers to the ‘administrator’
account in each of these systems. In EXSpeech, the ‘administrator’
account is created in the EXSpeech Explorer and is used to log in to the
EXSpeech Explorer, Customization Client, and Performance Viewer
applications.
Advanced
Condition
An instruction in a routing script that prevents or allows document routing
when specific conditions occur.
AGC
Automatic Gain Control. The adjustment by the system of the recording
volume to accommodate the user. For example, if a dictator’s volume
fluctuates during a recording, the volume level remains consistent during
playback.
Alphanumeric Text Text consisting of letters, numbers, punctuation marks, and other
conventional symbols.
Alternate Tab
334
A tab on the New Dictation Keypad or Modifying Dictation Keypad
dialog box. On this tab, you can define a keypad accessed by pressing the
Alt key (or another key you have assigned to act as the Alt key).
Glossary
Analog Recording
A voice recording stored on a tape or other storage device that is not
digital.
Arcade Mode
In Correction Client 1.3, a playback mode in which you can edit a
document when the cursor is moving in sync with the audio file playback.
This mode is also referred to as “on the fly.” For example, in arcade mode,
you can press “S” to stop playback instead of Alt+S.
Application Service A service (usually a business) that provides remote access to an
Provider (ASP)
application program across a network protocol, typically HTTP. iChart is
an Application Service Provider.
Archive
A storage device used as backup or permanent storage.
Archive Client
Software program that allows you to select archive criteria and perform
archiving of files.
Archive Viewer
Software that allows you to view a read-only copy of archived documents.
ASP
See Application Service Provider.
Auditor
The process that an operating system uses to detect and to record securityrelated events. The records of such events are stored in a security log. File
contents are available only to those with the proper security or logon ID.
Authentication
Using the EXText Electronic Signature application not only to sign a
document, but to verify the accuracy of its contents. Documents requiring
only one signature are also authenticated by that signature. Documents
requiring more than one signature are not authenticated until all the
signatures are acquired unless one is a master. Documents requiring more
than one signature, one of which is a master, are authenticated upon the
signing of the master.
Authentication
Statement
Configurable text that appears in a document after the document is
electronically signed. You can create separate statements for standard,
proxy, and intermediate electronic signatures.
Authentication
Status
EXText document status that indicates whether the document is signed or
available to be signed using the Enterprise Workstation application. A
document’s authentication status can be:
Not Signed/Not Authenticated: completed transcription waiting for
provider signature (authentication).
Signed/Authenticated: electronically signed (authenticated) document.
Auto Importer
Software that transfers reports transcribed on a third-party transcription
system into EXText. These can include documents produced in
PowerScribe.
Automatic
See ACR.
Concurrent Review
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Autonormal
A normal that has been assigned a keyword phrase the provider can
pronounce during dictation to insert the normal’s text automatically. This
can occur only when a licensed EXSpeech provider dictates a draft
worktype/input device combination and pronounces the autonormal
trigger word followed by the autonormal keyword phrase. See also
Normal.
Average Minutes
per Job
A value equal to the total minutes for a group of jobs divided by the
number of jobs.
Average Turn
The average time between when dictation is completed and when
Around Time (AVG transcription is completed, determined by dividing the combined total
TAT)
times by the number of jobs.
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Backlog
The amount of untyped dictation—in minutes or lines—that is currently
available on the EXVoice system.
Backup
A copy or image of a database or transaction log, from which databases
can be restored in the event of media failure. Backups are accomplished
using SQL Enterprise Manager or the DUMP statement. Also called
dump. To back up means to create a copy of a database or transaction log
on another device (a dump device).
Blended Mode
If a routing script is applied to a document in blended mode, EXText routes
documents to all the destinations in the script and to all the destinations in
any other scripts that apply to the document. If there is more than one
exclusive routing script that applies to the document, however, the
exclusive script with the highest priority, and no other script, will be
executed. See also exclusive mode.
Bookmark
Within a dictation, an author can press a key marking a reference point for
other users such as reviewers to go directly to this point within the
dictation. This is also referred to as an impression.
Browse
The button in a dialog box that allows you to search for information or
files needed by that dialog box.
Call Alert
An option used to notify designated users when dictation is available for
review.
Case-Sensitive
Case-sensitive means that capitalization matters. For example, the user ID
“Uncle” is different from “uncle,” which is different from “UNCLE,” and
so on. If you choose to use capitals in your user ID or password, you must
continue to use them every time the system requests this information.
CC List
Carbon copy list. A list of document recipients that appears on a printed
report.
CCOW
Clinical Context Object Workgroup. An HL7 standard that allows the
identity of the current user to be passed between applications on the same
computer. Each of the applications must log in to a central CCOW server.
Glossary
Check Box
A box used to select an option.
Client
A generic term referring to an entity having a contract with iChart.
‘Client’ also refers to a software application or hand-held recording
device, such as an iPAQ or Walkabout, that communicates with the
EXVoice system.
Concentrator
A multiplexor that combines multiple channels onto a single transmission
medium in such a way that all the individual channels can be
simultaneously active.
CopyText Token
A token used to identify the printed copy’s purpose. For example, an
original and a copy are routed to a printer. The CopyText token indicates
which is the original and which is the copy. The token might be replaced
with the word ORIGINAL or CHART COPY to identify the original and the
copy might be labeled PHYSICIAN COPY.
Correction Client
A software application that allows a transcriptionist/editor to remove any
errors that occurred during the speech recognition process. Text appears in
a Microsoft Word-type editing window.
Criteria Form
The Criteria Form dialog box opens when you click Run Selected
Report on the main window of the Job Lister application. It is used to
enter the date, the cost/line, lines/minute, and site information for the
report you are running. Its components vary slightly, depending on the
report you select.
.csv
A file type that can be opened in Microsoft Excel.
Customization
Client
A software application used by the EXSpeech system administrator to add
site-specific words to the facility’s language models and to customize
formatting rules applied to draft text by the postprocessor.
DAT
Digital Audio Tape. An electronic storage medium used for archiving
EXText documents.
Customer
An iChart client whose employees create dictation.
Data
Any information the computer can process, store, or produce.
Database
A collection of data organized for rapid search and retrieval by a
computer.
Date Dictated
The date and time on which the dictator completed the report and marked
it ready for transcription.
Date Target
Transcription
The date on which the transcription should be completed. The result of
adding the target time factor to the date and time a dictated report was
closed.
Date Transcribed
Date and time a report was last edited.
Date Transcription The date and time when the report was typed.
Completed
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Default
A value or setting that the system uses when no other value or setting is
selected.
.deh files
DocNeT Event Handlers are DLLs that are custom-designed by Nuance to
meet system or customer needs. The way in which these files are called by
DocNeT Scheduler is stored in the SQL database and modified through the
user interface in the DocNeT Explorer Administrative Module.
Delimiter
A character marking the beginning or end of a unit of data.
Demographic
See Patient Demographics.
Department
A major division of a business, usually at one site (for example, the
Radiology Department), used to group dictation jobs.
Dialog Box
A temporary window that requests information used to carry out tasks.
Dictated Length in
Minutes
The duration of a dictation in minutes.
Dictated Length of
Typed Reports in
Minutes
The calculated duration of a report in minutes after the report is
nominalized for the speed of the dictator (one typed line = six seconds of
dictation.)
Dictated Report
A report that has been signed off by a provider.
Dictation
A voice recording of information spoken by a provider or author. Also
referred to as a report or a job.
Dictation Anomaly Special notation that a transcriptionist/editor can enter into a document to
indicate that a portion of dictation is inaudible or unclear. Dictation
anomalies must be removed from a document before it can be
authenticated.
Dictation Cost
The dollars and cents value assigned to a job equal to weighted length
(lines) multiplied by the cost/line multiplied by lines/minute.
Dictation Site
The site where the provider dictated the report.
Dictator
See Provider.
Dictator ID
The provider’s user ID code. By using both the provider user ID and site
code, you can correctly identify the creator of a job.
Digital Audio Tape See DAT.
Digital Job Transfer Transfer of voice files from the local VCB to the IDC.
(DJT)
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Digital Recording
Recording of voice or sound stored on a computer.
DJT
Digital Job Transfer. The transfer of dictation job records between one
system and another over a network.
Glossary
DLL
Dynamic Link Library. Contains software routines that are called by
executable software applications. These routines can be called by any
program that needs them to perform tasks.
Document ID
System-wide, unique document number automatically assigned to a
document when it is created.
Document
The report identification dialog box that appears at the beginning of each
Information Dialog dictation. It allows the transcriptionist to verify that the worktype,
Box
provider, and patient information is correct for the document about to be
transcribed or edited. Also known as the Variable Entry Screen (VES),
Document Information Screen (DIS), or Job Information Screen (JIS).
Domain
A user group to one or many different servers across a network. Domains
allow users to connect to one domain and have access privileges to many
different servers.
Draft
The term used in the EXSpeech application to categorize the quality of a
provider’s speech as suitable for converting to text. “Draft” is one of the
ratings assigned by FM evaluation. When a provider receives a draft rating
for an input device and the provider is licensed, all of that provider’s
dictations on that input device that are recognized return draft text to the
transcriptionist/editor for editing. Additionally, NBS (Nothing But Speech)
technology is applied to all draft dictations.
In the EXText applications, draft refers to the original output of the speech
recognizer as it appears in Correction Client or EX Editor.
Drop-Down Box
A box that contains a list of items that are displayed for selection when
you click on the arrow.
DTMF
Dual Tone Multi Frequency. The tone a telephone system emits when a
user presses the telephone keypad. A different frequency is produced for
each telephone key 1-9, 0, *, # and fourth column tones A through D. The
EXVoice system reacts to each tone received, allowing the EXVoice system
to perform commands.
Dump File
An online disk backup of the database kept for recovery purposes.
Electronic Medical A patient record stored on a hospital’s computer system.
Record (EMR)
Electronic
Signature
An application that allows physicians to view, edit, and authenticate
dictated documents on line, using any computer on the hospital’s network.
Also referred to as ESig.
EMR
See Electronic Medical Record.
Encounter
A visit by a patient to a facility. See also Visit
Enterprise
The global system and objects that are available to all sites.
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Enterprise Express A dictation/transcription management software suite built on Microsoft
Windows NT and SQL Server technologies, allowing voice to be moved
anywhere on a network (LAN/WAN) or the Internet.
Enterprise Express See EXText.
TextSystem
enterprisewide
Global or shared, available to all sites. User types and transcriptionist/
editors are always enterprisewide.
ESig
See Electronic Signature.
ESP
Expanded Sentences and Phrases. A utility that allows you to type
predefined abbreviations of words or phrases that automatically expand to
full form as they are typed, thus saving transcription time.
EWS
Enterprise Workstation. Formerly known as Physician Workstation,
software that provides access to browser-based computer dictation, report
editing, and electronic signature capabilities.
EX Editor
A transcription and editing application that combines the features of
Word Client and Correction Client.
Exclusive Mode
Routing scripts assigned in exclusive mode override all other routing
scripts. These are typically used to handle exceptions. The exclusive script
takes the place of any other scripts associated with the document, unless
there is another exclusive script with higher priority.
EXSpeech
Enterprise Express SpeechSystem. A client/server speech recognition
system that works in conjunction with the Enterprise Express®
VoiceSystem (EXVoice), Enterprise Express TextSystem (EXText), and
Integrated TransNet.
EXText
Enterprise Express TextSystem. A transcription and document
management system for centralized or multi-site environments.
EXVoice
Enterprise Express VoiceSystem. An open architecture dictation and
transcription software suite presented in easy-to-use Windows format.
EXVoice Client
Viewer
An application within the EXVoice system that allows the users currently
accessing the system to be monitored.
EXVoice Dashboard An application within the EXVoice system that allows users to monitor
system activity at a glance.
EXVoice Explorer
An application within the EXVoice system that allows the system
administrator to configure system and user settings
EXVoice Job Lister An application within the EXVoice system that allows users to view jobs
and their statuses on the EXVoice system. System or user-defined reports
allow the job information to be displayed in columnar formats. RDY
status indicates the job is dictated and ready to be typed. SGN indicates
the job is typed and signed off by the transcriptionist/editor.
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Glossary
EXVoice Prompt
Generator
An application within the EXVoice system that allows users to create,
modify, and build sets of custom voice prompts, voice forms, and error
messages to be heard by other users accessing the EXVoice system.
Available only on the main voice server workstation.
EXVoice Server
Address
The address where the EXVoice system data server is located. It can be a
TCP/IP, Named Pipes (NetBeui), or IPX/SPX protocol address.
EXVoice Server
Protocol
The protocol used to connect to the EXVoice system data server.
EXVoice SQL
Server Address
The address where the EXVoice system SQL database is located.
EXVoice Telephone The telephone number that accesses the phone lines connected to the
Number
EXVoice server for dictation, transcription, and listening. The telephone
lines connect directly into ports on the EXVoice system.
EXVoice
Workstation
A personal computer configured with EXVoice system client software,
network-connected to the EXVoice system. Used as an administrative tool
or as an input/output device for creating, retrieving, or modifying jobs
related to the EXVoice system. Different configurations and permissions
control which features are available on the EXVoice client workstation.
Fat Client
In a client/server architecture, a client that performs the bulk of the data
processing operations. The data itself is stored on the server. See thin
client for contrast. Although the term usually refers to software, it can also
apply to a network computer that has relatively strong processing abilities.
Field
An area in a window or dialog box that contains information entered. For
example, the Last Name field might contains the last name of a patient.
FIFO
First In First Out. In a dictation pool organized in this order, the oldest
dictation is typed first.
Filter
A search criterion, such as a name or job number, that narrows the search
for a document or record.
Filtering
In EXSpeech, a process performed on all calculations in the Performance
Viewer application. When calculating performance, data for any provider/
transcriptionist pair that does not have pre-EXSpeech data is excluded
from the calculation. For example, if transcriptionist #1 edited work for
Dr. Smith and Dr. Jones during period 1, but does not have any preEXSpeech data for Dr. Smith, then only the work edited for Dr. Jones is
used in the calculation for the period.
Fluency Meter
See FM.
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FM
Fluency Meter. The process where the EXSpeech system compares the
output from a recognition engine and the output from a transcriptionist for
a set of voice files in order to classify a provider. The possible outcomes are
draft, rerun FLM in future, and nonspeech. Fluency meter evaluation will
occur one or two times for each input device/provider combination.
Firewall
Software that isolates your computer from the internet using a “wall of
code” that inspects each individual “packet” of data as it arrives at either
side of the firewall.
Footer
Information that appears at the bottom of every page of a document, such
as the page number.
Gateway
A computer used for passing data from one system to another where the
data is translated and placed in a fixed data link for communication.
Global
Enterprise-wide objects and settings available to all sites. Global-only
items are: System/EXText, User Types, Transcriptionist/Editors, and
Scheduled Event Handlers.
Header
In EXVoice, information pertaining to an individual dictation, either
DTMF input from the user or EXVoice system-created information such as
Job#, Worktype, Field 1, Field 2, Dictator User ID, Time Dictated,
Transcriptionist ID, and Name.
In EXText, information that appears at the top of each page of a document,
such as the name of the facility.
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HIS
Health Information System.
Host System
In digital job transfer, or transfer of user data between systems, the system
where the jobs or user originate.
Hosted
A customer configuration where the main servers are located at the
Internet Data Center (IDC).
Hours of Dictation
An hourly breakdown of the number and length of all dictated reports
during a designated time period.
Hours of
Transcription
An hourly breakdown of the number and length of all transcribed reports
during a designated time period.
Hours Past Target
The interval elapsed between a fixed target time for transcription signoff
and the actual transcription signoff time.
Hub
A hardware device that connects workstations to an internal network.
iChart
Internet-based access to Nuance dictation, transcription, speech
recognition, and report coding applications.
icMS
iChart Managed Services
Glossary
ID Field Matching
A feature that reduces the number of field input errors by allowing only
certain values to be entered in a field. The ID Field Matching node in the
left pane of the EXVoice Explorer allows you to associate text values with
a particular field ID number. For example, in Field 1 the value ‘1’ might
signify a History and Physical, and the value ‘2’ might signify a preoperative report. The EXVoice system uses the values you specify here to
validate entries the provider makes at the time of dictation.
IDC
Internet Data Center. The foundation of iChart, consisting of installations
of Enterprise Express dictation/transcription management systems,
telephone speech recognition, software, and servers, natural language
processing engines, and appropriate telecommunications management, ecommerce, archiving, and security systems.
In-Evaluation
One of the possible outcomes of the Fluency Meter process. A provider
with this rating either has not yet gone through FM evaluation, or has gone
through the first FM evaluation without achieving a draft rating.
Initialization File
A file that stores settings for a software program. When the software
program is started, it reads those settings from the initialization file. In
EXSpeech, the postprocessor initialization file contains the rules the
postprocessor uses to format draft documents
Input Device
The recording device that a provider uses when dictating voice files that go
through speech recognition. These devices are enabled in the EXSpeech
tab of the provider’s EXVoice user profile.
Intercept
A service on the EXVoice system allowing a user to intercept completed
dictation for editing. The dictation is accessible if a transcriptionist/editor
or reviewer has not accessed it.
Internet Data
Center (IDC)
The foundation for iChart technology. The Internet Data Center consists
of the Enterprise Express dictation and transcription management
systems, telephone speech recognition software and servers, natural
language processing engines, and the appropriate telecommunications,
management, e-commerce, archiving and security systems. The iChart
equipment is housed at the IDC and maintained by the IDC staff.
Internet Service
Provider (ISP)
A company that provides access to the internet.
IPX/SPX
The network-level and transport-level protocol used by the Novell
Netware.
ISSI
Information System Status Interface. An interface that transfers EXVoice
data to a third party transcription or tracking system in HL7 format.
Job
A single dictation or voice file on the EXVoice system. Sometimes referred
to as a report.
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Job Filter
A set of criteria the system uses to identify jobs on which you want it to
perform a particular action. For example, you can set up filters that use
priority levels or target times to ensure that higher-priority jobs are
handled first.
Job ID
In EXVoice, the job identifier linked to the EXVoice Record ID field,
which can be used for EXVoice system integration.
In EXText, the ID number the system assigned to the job.
Job Information
Screen
See Document Information Dialog Box.
Job Number
A unique sequential number the EXVoice system assigns to each job
(dictation or voice file) created. You can use a job number as one of the
criteria in a search filter to locate the job.
Keypad
Keypads are the number keys located on a telephone. When a number is
pressed, a tone is sent to the EXVoice system. The EXVoice system
interprets the tone and performs functions based on system-defined or
user-defined settings.
Label
The name of a field or column. Also referred to as field name or column
heading.
Language Model
See LM. See also LMA, LMID.
LDAP
Lightweight Directory Access Protocol. A set of protocols that allows
applications to access directory information.
Length in Hours
The duration of a dictation, expressed as a number of hours.
Length in Minutes
The duration of a dictation, expressed as a number of minutes.
LIFO
Last In First Out. In dictation pools organized in this order, the dictation
last received is typed first.
LM
Language Model. A file that contains information about word usage
specific to a particular category of medicine. Language models include
cardiology, radiology, operative notes, and so on. Each LM does not
correspond exactly to a medical specialty, as the LMs are created based on
statistical word usage. The EXSpeech system automatically assigns LMs to
a provider through the LMID process.
LMA
Language Model Adaptation. This process adds words to a language model
and generates a list of unknown words that can then be categorized from
the Language Model Adaptation tab of the Customization Client
application. This process runs on the EXSpeech system every evening or
with every instance of recognition, whichever occurs less frequently.
LMID
Language Model Identification. A process that analyzes words for a
provider and assigns the best fit language model.
Glossary
Macro
A series of Microsoft Word commands and instructions grouped together
as a single command to accomplish a task automatically. For more
information, see the topic “Create a macro” in Microsoft Word Help.
Manual Concurrent See MCR
Review
Master Profile
A template created on the EXVoice system for easy management of similar
types of users. For example, you can create master profiles for dictation
users and transcription users. Master profiles allow you to determine who
can do what with a voice file; dictate, transcribe, review, and so on. The
master profile is also where you configure the information you want
providers to enter upon dictation.
MCR
Manual Concurrent Review. This quality assurance feature allows
transcriptionist/editors to flag documents for review by a supervisor.
See also: ACR (Automatic Concurrent Review)
Medical Record
Number
See MRN
Menu
A list of options or features to select or open.
Minimum Volume
Commitment
See MVC
MIS
Management Information System. An MIS interface transfers data to a
third party system through a serial port in ASCII format.
MRN
Medical Record Number. A unique number assigned to each patient.
MT
See transcriptionist/editor.
MTE
See transcriptionist/editor.
MVC
Minimum Volume Commitment. The minimum transcription line count
per month a customer has agreed to produce.
Named Pipes
A communications protocol used in smaller networks, usually confined to
one facility. Also known as NetBeui.
Nesting ESPs
See Expanded Sentences and Phrases.
Network
A group of connected computers allowing information to be shared with
all users that have permission.
Network Logon
Network logon allows a user to connect to a server using a network
connection. The logon usually consists of User Name, User Password,
and a Domain.
Network User Name A unique name given to a user to access a server on a network. These
names are usually managed by the Information Systems (IS) department.
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Network User
Password
A password is usually connected to a user name established on a network.
The password provides security to a user, preventing others from
accessing the network using their name.
NLPR
Natural Language Patient Record. Nuance software that performs
linguistic processing of medical records and extracts from them medically
relevant facts.
Node
An item in the tree shown at the left side of the Exploring EXText
window in EXText Explorer.
Nonspeech
One of the ratings assigned by fluency meter evaluation. When a provider
receives a rating of nonspeech after both FM evaluations for an input
device, the FM has determined that the provider’s dictations are not
suitable for draft editing.
Normal
A block of standard text that can be inserted into a document by typing an
abbreviation code or by dictating the word ‘Dictaphone’ followed by a
keyword.
Normal Tab
A tab on the New Dictation Keypad or Modifying Dictation Keypad
dialog box. On this tab, you can define the normal keypad, that is, the
commands executed by a single keypress. See also: Alternate Tab, Shift
Tab
Oldest Report
The date and time of the oldest Ready job per worktype and site on the
system.
On-Site
A customer configuration where the main servers are located at the
customer’s facility.
Open Report
A dictation placed on hold by the author for later completion. This
dictation is not available to any other users. The provider can disconnect
from the system and the job will remain saved; it will not go to
transcription or be reviewed until the provider finishes it or marks it ready
for transcription.
Order
An exam or procedure ordered by a physician for a patient, for example,
an X-ray, blood test, or prescription. Several orders can be included per
visit.
Ordered Script
Signature routing scripts are considered ordered when they are organized
in a specific order for routing to signers. An document does not move to
(nor appear in the waiting list of) a subsequent signer until the previous
signer has signed it.
Out of Vocabulary
Word
A word identified through language model adaptation that is not contained
in the language models. These words are presented on the Language
Model Adaptation tab of the Customization Client application for
disposition.
Glossary
Patient
Demographics
A collection of permanent patient information such as medical record
number, date of birth, name, social security number, and insurance
number.
Pause Session
A period of time during which the transcriptionist/editor pauses playback
of the dictation to take a break from normal transcription duties. For
example, he or she might take time for a meal or other required work that
is not transcription-related.
PCL
Printer Command Language (PCL). A set of codes that controls printer
functions. You need to add PCL codes to a routing script to set up such
functions as printing from a specific bin of a particular printer.
PDF
Portable Document Format. A file format that allows users to open and
view a document using the Adobe® Reader® software.
Pending
Pending words are words that the administrator has chosen to ignore in the
Customization Client application. These words reside on the Pending tab
of the Customization Client application. (Pending words are words that the
administrator will re-visit for disposition at a later time.)
POC Viewer
Point of Care Viewer. Allows a dictation user to see patient data in EWS in
ways that give quick access to specifics at the point of care.
Pool
Pools on the EXVoice system allow jobs that meet specified criteria to be
grouped together.
Pool Script
Pool scripts on the EXVoice system group pools together in order to
organize work sent to transcriptionist/editors.
Postprocessor
The component of the EXSpeech system that takes the draft text produced
by a recognition engine and formats it based on rules the system
administrator configures using the EXSpeech Customization Client
application.
Preferred Service
Provider (PSP)
A transco certified by icMS to meet certain quality standards. PSPs are
referred by iChart to iDictate customers in need of transcription services.
Primary Signer
The provider having primary responsibility for signing a document. In a
signature routing script, the primary signer is one whose name is listed in
the Primary signature column.
Printer Command
Language
See PCL
Priority Level
The ranking of a job in order of importance to other jobs in the system.
The priority rating can be used when setting up routing scripts to have
high priority dictation transcribed before lower (or normal) priority
dictation. Priority numbers range from 0 to 255 (lowest to highest
priority).
Priority Order
In dictation pools organized in this order, dictation with the highest
priority setting is typed first, in first-in-first-out order.
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Prompt
A displayed message requesting you to respond to a choice, condition, or
action. For example, you might be prompted to click a Yes or No button or
provide a required entry. A prompt might also be an auditory message
requesting that you enter data or press numbers on a phone keypad in
response to a question.
Prompt Generator
See EXVoice Prompt Generator.
Prompt Library
A library of either system-defined or user-defined prompts the EXVoice
system uses to relay information or commands to the user during
Dictation, Transcription, Review, Intercept, or Validate service.
Prerecorded system prompts can be specified in the ID Configuration tab
of the User Profile. The prompts allow the user to be prompted for
different items that might be used for Fields 1 - 6. The default prompt for
the dictator is “Enter Field 1 followed by the pound key.” Selecting
Worktype for this user changes the prompt to, “Enter Worktype followed
by the pound key.”
Protocol
A set of rules or standards designed to enable computers to connect with
one another and exchange information.
Provider
A person who creates and records information on the EXVoice system to
be transcribed or reviewed by others. Also referred to as an author or
dictator.
Provider Group
A group of providers formed for the purpose of satisfying the signature
requirement for a script item, whether primary or proxy. A document
requiring the signature of a provider group can be signed by anyone
assigned to that group. A provider group can be created at the site level
and it is not associated with provider roles. It can be temporary or
permanent and you can change its members as necessary.
Provider ID
The number, unique within a site, assigned to each provider.
Provider Role
This feature allows the system to identify providers by the roles they
assume during a patient’s care. Provider roles might include Attending
Physician, Referring Physician, Ordering Physician, and so on.
Administrators can associate provider roles with user-defined fields to
display in the Document Information dialog box, and can use them to
manage document distribution.
Proxy
Having the power to act as a substitute for another. For example, a
provider with proxy rights can sign or authorize documents dictated by
another provider.
Purger Script
A set of instructions that controls the purging (deleting) of signed-off
voice files from the system. When files are purged, the job information
remains on the system
Glossary
Question Mark (?)
Search
In Word Client, this feature allows you to enter a question mark in a search
criterion field. This causes a dialog box to open and display a set of values
from which to select.
Recognition Engine Also known as a recognition server or REW. A computer on which
recognition of audio files, language model identification, acoustic
adaptation, and fluency meter evaluation occur.
Recognition Engine Selecting this item in the left pane of the EXSpeech Explorer allows you to
Status
view the current status of your system’s recognition engines.
Recording Format
Allows different sampling rates for telephone and personal computerbased dictation. The higher the number, the better the quality of recording
but the lower the amount of voice storage.
Recording Method A specified method used to record dictation. Dictation onto the EXVoice
system is digitally recorded, meaning the alteration of frequencies the
voice produces while speaking is measured and stored on the hard drive.
The more times the frequencies are measured requires more hard drive
memory to store the recording. The more times frequencies are measured
the better the sound quality of the recording.
ReEvalDraft
The mode used to re-evaluate users who have already qualified for Draft
status.
Refreshing
Method used in pool scripts where the entire pool script refreshes every
time new work that meets the pool script’s criteria is received.
Rejected Words
Rejected words are words that the system administrator has chosen not to
add to the site language models. These words reside on the Rejected tab of
the Customization Client application. Rejected words are not presented to
the administrator again in the Customization Client application for
disposition.
Report
A list of structured information, extracted from the Enterprise Express
Voice database, that meets specified criteria and is used by management.
A report is also a voice recording by a dictator or author. Also referred to
as a dictation.
Reuse
A button in the NLPR program that opens the Reuse Viewer in the EWS
application. In EXVoice, checking the NLPR Re-use check box allows the
Reuse button to appear. The Reuse feature allows physicians using EWS to
select information from previous documents to reuse in the document they
are currently dictating.
Review
An available user service allowing a person to access the EXVoice system
and listen to (review) all dictation, including completed jobs and those in
process. Filters are used to limit the dictation access to certain user types.
RIS
Radiology Information System.
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RISI
Radiology Information System Integration. An interface between your
Radiology Information System and EXVoice.
Round Robin
A method used in pool scripts to allow a transcriptionist/editor to
complete a given number of jobs from one pool, continue to the next pool
and complete the same number of jobs, continue to the next pool and
complete the same number of jobs, and so on.
Routing
In EXText, the process of managing the distribution of completed
documents to their recipients by defining routing destinations and scripts,
and by assigning routing scripts to objects such as user types,
transcriptionist/editors, providers, worktypes, or sites.
In Word Client, routing a document means sending it to its destinations.
By default, documents are automatically routed when the document is
ended with Ctrl+N.
Router
A device that connects one network to another network and can block
unnecessary traffic.
Routing Analysis
Provides a snapshot from the Document Information dialog box of the
routing that occurs for a particular document, based solely on the routing
scripts assigned throughout the EXText system. Items not included in the
routing analysis are any CC recipients transcriptionist/editors have added
by pressing Ctrl+A or destinations they have added by pressing Ctrl+G.
Routing Destination The destination of the completed document. Routing destinations can be
printers, faxes, e-mail addresses, electronic files, or batches. A routing
destination, once it is assigned to a routing script, becomes a routing script
item.
Routing Events
Audit
An audit trail of all routing for a particular document after it has been
saved.
Routing Queue
Viewer
A feature that allows you to view documents that have not yet been sent
and redirect them to different destinations. You can also use it as a
troubleshooting tool for routing problems or questions without having to
perform an SQL query to gather the same information.
Routing Script
A set of routing destinations, such as printers, faxes, emails, or batches
(collections of documents scheduled to distribute at specific times).
Administrators can assign routing scripts to objects such as user types,
transcriptionist/editors, providers, worktypes, and sites.
Routing Script Item A line item, consisting of a destination and its criteria, within a routing
script. Each routing script may contain many routing script items.
Scheduled Event
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A periodic task performed by the EXText system software at a specific
point. Events can be anything performed by a Windows program, such as
running a report or backing up data files. These events are listed in the
Scheduled Events folder in the Exploring EXText window, grouped by
the event handlers that manage those tasks.
Glossary
Scheduled Event
Handler
Special DLLs that EXText Explorer uses to automate periodic
administrative tasks such as database backups, routine reporting, Auditor
purging, and document archival.
Scheduler Entries
Scheduler entries report the status of system maintenance scripts that are
currently running, are scheduled to run, or have been completed.
Seat License
A license assigned to a user of a certain application or equipment; for
example, Enterprise Workstation requires seat licenses.
Secure Sockets
Layer (SSL)
A protocol developed by Netscape for transmitting private documents
over the internet.
Self-Assign
A transcriptionist/editor uses this feature to specify which jobs will be
received from the EXVoice system for typing. When calling the EXVoice
system, the transcriptionist/editor selects jobs based on predetermined
filters established in the user profile.
Self-Assign Pool
This type of dictation pool refreshes every time a job is specially assigned
through the Job Lister application.
Sequential
A method used in pool scripts to allow a transcriptionist/editor to
complete all jobs within one pool, proceed to the next pool and complete
all jobs, and continue to the next pool and complete all jobs, and so on.
When the transcriptionist/editor is in the second pool and a job comes in
meeting the first pool criteria, he will not return to the first pool until all
other pools are completed.
Service
Users on the EXVoice system are assigned one or more services including
Dictation, Transcription, Review, Intercept, and Validate. Enabling a
service allows the user to use the related feature.
Session Statistics
A compilation of the session activity for the transcriptionist/editor.
Shift Tab
A tab on the New Dictation Keypad or Modifying Dictation Keypad
dialog box. On this tab, you can define a keypad accessed by pressing the
Shift key (or another key you have assigned to act as the Shift key).
Signature
Destination
The function that allows ESig providers to be designated as proxy signers
for authors of ESig documents.
Signature Script
A collection of signature routing script items, each one representing a
signing action. If a script contains two items, two electronic signatures are
required before the document is marked authenticated (unless one
signature is a master).
Site
A department, location, or facility. Each site has a name and ID. A site is
simply a way to group users together. It can, but does not have to represent
a physical location or department.
Site ID
A unique, system-wide numeric identifier assigned to each site.
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Site
Synchronization
Also referred to as ‘site sync,’ the process of copying properties from one
site to another.
Site-specific
Objects and settings applied to worktypes, routing scripts, providers, and
patient demographics that indicate their relationship to a specific site.
Smart ReWrite
A technology that allows the speech-recognition software to learn from
the corrections transcriptionists make to draft documents, for better
recognition of subsequent documents.
Special Assign
Assigning jobs to a transcriptionist/editor using the EXVoice Job Lister
application. Once a job is Special Assigned to a transcriptionist/editor
using EXVoice Job Lister, the job meets a pool criteria that automatically
sends the jobs to this transcriptionist/editor based on the pool script
assigned. The transcriptionist/editor must be typing in pools to receive
these jobs.
Speech Recognition Technology that interprets patterns of human speech and converts them
accurately into written text.
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SQL
Structured Query Language. A database query and programming language
originally developed by IBM for mainframe computers. It is widely used
for accessing data in querying, updating, and managing relational database
systems.
SQL Database
The database application used by the EXVoice system to store information.
Use Client Configuration to specify its location.
Standard Reports
Standard reports are prerecorded reports or sections of reports that a
dictator can insert into a dictation. Using standard reports can save time,
as the dictator doesn’t need to dictate the standard information, only the
information that is specific to this dictation.
Static Data
Any data that does not change. For example, if Field 3 equals Department
Number and the department consists of 15 users sharing the same profile,
instead of having the users prompted to “Enter department number,” you
might enter static data of “Dept. 956” in the ID Configuration tab for the
profile. “Dept. 956” would be automatically entered without a prompt
every time one of the users calls in to the system.
Subject
The patient, client, case, or file about which the report is dictated,
indicated by an ID number.
Subtotal
The partial sum of a column, for example, total jobs, worktype, average
turnaround time (AVG TAT), sometimes calculated for a specific site,
dictator, or transcriptionist, on a Reports Module 2000 report.
Suppress
In Correction Client 1.3, to skip over silences, pauses, and spoken
punctuation without playing them.
Glossary
Target System
In digital job transfer, the system to which dictation audio and attached job
information is transferred. In user synchronization, the remote system
sends a request to the target system for information that is to be sent to the
remote system.
T-1
A dedicated phone connection supporting data rates of 1.544 MBPS; 24channels; each supports 64Kbits per second.
Target Time
The target time is created by the EXVoice system by calculating the date
and time the dictation becomes ready for the transcriptionist/editor plus
the Target Time definition created for this type of dictation. A job dictated
at 12:00 p.m. with a Target Time Definition of four hours has a target time
of 4:00 p.m.
Target Time Order In dictation pools organized in this order, the dictation with the newest
target time is typed first.
TAT
Turnaround Time. The amount of time specified for a dictated job to be
typed, or the maximum amount of time allowed for a job to be typed.
TCP/IP
Transmission Control Protocol/Internet Protocol. A preferred protocol
used for communicating over networks, including the Internet.
Thin Client
In client/server applications, a client designed to be especially small so
that the bulk of the data processing occurs on the server. Although the
term thin client usually refers to software, it is increasingly used for
computers, such as network computers and Net PCs, that are designed to
serve as the clients for client/server architectures. A thin client is a
network computer without a hard disk drive, whereas a fat client includes
a disk drive.
Token
A document variable or data field you insert into a document to display
information stored in the EXText system database.
Total
The total sum of a column, for example, total jobs, total length, worktype,
average turn around time (AVG TAT) on a Reports Module 2000 report.
Total Jobs
The sum total of reports (sometimes grouped by a unit such as site,
department, dictator, transcriptionist, worktype) on a Reports Module
2000 report.
Total Jobs
Transcribed
The total number of jobs on the system, sometimes delimited by site or
date parameters, that have been signed off by transcriptionists.
Total Length (in
minutes)
The duration of all reports expressed as a number of minutes. The total can
be delimited by site or date parameters.
Training Editor
A tool medical transcriptionist/editors use to become familiar with the
editing shortcut keys and to practice their editing skills.
Transco
An iChart client that performs typing for its own clients (that is, clients
without a formal contractual arrangement with iChart other than being
identified in the appropriate customer addendum of the transco contract).
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Transcribed Jobs
Jobs that have been signed off, that is, marked as transcribed, by a
transcriptionist.
Transcribed Length The duration of the transcribed report in minutes.
(in minutes)
Transcription
The act of typing a text document from a voice recording.
Transcription Site
A field in EXText that identifies the transcriptionist’s site. Because it is
possible for transcriptionists from different sites to have the same ID code,
both the site and ID codes are needed to correctly credit a job to a
particular transcriptionist.
Transcriptionist ID The ID number of the transcriptionist.
Transcriptionist/
Editor
An individual responsible for transcribing dictated audio, for editing draft
text output from speech recognition, or both.
Turnaround Time
See TAT.
TVI
Text-to-Voice Interface. A feature that checks the EXText system for
patient demographic information. EXVoice sends a request for specific
patient information to EXText, using one of three items (MRN, Visit ID,
Order ID) to retrieve the data, and returns that information to the EXVoice
system in a predefined location.
UDF
User-Defined Field. A field created to store data unique to your facility,
and used in dialog boxes or documents.
Unit Cost
The monetary value assigned to a unit (line) of dictation.
User
A person whose identity resides in the Enterprise Express system in some
manner; for example, an administrator, provider, or transcriptionist/editor.
User ID
Numeric identifier for each user, unique within a site. The site ID
combined with the user ID make up an identifier unique in the system.
User Type
A group of users having similar security and privileges. Administrators
assign system access rights to each user type. User types are systemwide.
User-Defined Field See UDF.
Users (Customized) Users on the EXVoice system that are created under a master profile and
further modified with personal settings.
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Validate
A feature allowing one person to verify another person’s dictation before
it is sent for transcription. Teaching hospitals generally use this feature for
the physician to verify an intern’s dictation on a patient. Once validated,
the dictation is sent to be typed.
Validation
The process by which a provider examines the candidate medical facts
(problems, medications, allergies, and procedures) that the NLPR system
found mentioned in a document.
VCB
See Voice Capture Box.
Glossary
Veritas
Third-party software that provides a disaster recovery backup (DRB) for
worst-case scenarios such as fire, flood, virus, and so on. It copies the
entire EXText system to removable media for storage at a remote location.
Visit
Any meeting between a patient and a provider, for example, when the
patient sees the provider at an office or clinic.
Virtual Private
Network (VPN)
A network that is constructed by using public wires to connect network
nodes.
Visit Number/ID
A numeric identifier assigned to each visit. See also Encounter.
Voice Capture Box
(VCB)
An EXVoice system that is located at the customer site. EXVoice uses
Digital Job Transfer (DJT) to send the voice files to the IDC’s EXVoice
system.
Voice Form
A voice form is designed to lead a dictator step-by-step through a dictation
by prompting for specific information in a specific order. Voice forms are
played when a dictator completes field entry and is working in the body of
the dictation.
Voice Path
The path to one or more drives on which you store audio files.
Voice Prompt
Library
A collection of prompts assigned to a specific library name. The EXVoice
system comes with professionally recorded prompt libraries that can be
modified or copied. You must assign libraries to a channel or user profile
for the prompts to be heard.
Voice-to-Text Site
Filters
Filters that map incoming dictation jobs to designated EXText sites based
on specified job information values.
Voice-to-Text
Integration
An interface that transfers data from EXVoice to EXText.
Voided Document
An EXText document whose authentication is canceled after the provider
has electronically signed it using the EXText ESig application.
Administrators can void signed documents only if they have the requisite
privilege in the Word Client application. Nuance does not recommend or
endorse this action.
VPN
See Virtual Private Network.
Weighted Length
In EXVoice, the weighted length of a dictation equals the length of the job
multiplied by the provider weighting factor. The weighting factor is
assigned under the dictator’s profile.
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Worktype
A type of document, such as an operative report or a referral letter.
Worktypes can be systemwide or site-specific. Each worktype has its own
worktype ID and abbreviation. The system administrator defines
worktypes and designs their document templates. See also: Worktype
Template.
Worktype Template A preformatted document the system administrator designs for each
worktype. The template usually includes data fields and formatted text
relevant to the type of document produced from it. It can include headers,
footers, tokens, signature block, tabs, and margin settings.
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Appendix A
Advanced Printer Settings
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Advanced printer settings allow you to:
•
Prevent attachments from printing
•
Print a document from multiple bins
Preventing Attachments from Printing
At times, a transcriptionist might need to print a document but not its attachment(s). You can
prevent the attachment from printing by entering an invalid PCL code. In effect, the invalid
code forces the printer to attempt to print the attachment from a paper source that does not
exist. The PCL code affects only printers and does not prevent attachments from being
emailed or faxed to other destinations.
To prevent attachments from printing:
1.
2.
3.
4.
5.
Right-click on the worktype you want to edit and select Edit Template. The Word
Client template opens for that worktype.
From the View menu, select Header and Footer.
Type 027“&l0H” on the top line of the header.
From the Format menu, select Font.
In the Effects portion of the Font window, select Hidden.
6.
7.
8.
Click OK.
Click the Close button on the Header and Footer toolbar to return to the document.
Press Ctrl+N to save changes and exit the template.
Printing a Document from Multiple Bins
When letterhead or forms are used for the first page of a document, you can print the first page
of a document from one bin and pages two through the end from another. In this case you must
edit the worktype template to change the page setup.
To print a document from multiple bins:
1.
2.
3.
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Right-click on the worktype to be edited and select Edit Template from the shortcut
menu.
Create a temporary page break within the template by pressing Ctrl+Enter.
Open the header by selecting View > Header and Footer. The Header and Footer
toolbar opens.
Appendix A: Advanced Printer Settings
4.
Click the Page Setup icon
5.
In the Header and Footer field, click the Different First Page check box, and then
click OK. Your first page header and first page footer should be visible. If they are not,
click the Show Previous button in the Header and Footer toolbar until the first page
header or footer is visible.
From the Microsoft Word menu, click Insert > Field. In the Categories field, select
All.
In the Field list box, select Print and enter the printer PCL code in the Field Codes
text box.
6.
7.
. The Page Setup dialog box opens.
Note: The code shown in the illustration above and below is for example
purposes only.
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8.
Click OK. The code appears in the header. Check to make sure it is correct.
Note: You can turn field codes on and off in the header and footer by pressing
Alt+F9.
9.
10.
11.
12.
13.
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Click the Show Next icon
on the Header and Footer toolbar to open the next
header.
Repeat Steps 6 through 8 to insert the PCL code for the second printer bin, and then
click OK.
Click Close to close the header and footer.
Select and remove the manual page breaks.
Press Ctrl+N to close and save the template.
Appendix B
Data Field Tokens
The table on the following pages contains the data tokens available in EXText.
The list of tokens that appears when you use Ctrl+K to add a field to a
worktype template includes both the standard tokens and any user-defined field
(“UDFs”) created in your EXText system.
Refer to your iChart Configuration Standards document for a list of UDFs
specific to iChart.
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Table
362
Token Label
Description
Demographics
Age
Patient’s age; calculated from DOB and
current date.
Demographics
DOB
Patient’s date of birth
Demographics
FullMRN
Medical Record Number as received from
HIS with leading zeros or alpha characters
Demographics
HomePhone
Patient’s home phone number
Demographics
PatientAddress1
As entered in Patient Demographics
Demographics
PatientAddress2
As entered in Patient Demographics
Demographics
PatientCity
As entered in Patient Demographics
Demographics
PatientFirstName
As entered in Patient Demographics
Demographics
PatientFullName
Combined field consisting of Patient Last
Name a comma Patient FirstName a space
Patient Middle Initial.
Demographics
PatientLastName
As entered in Patient Demographics
Demographics
PatientMiddleInitial
As entered in Patient Demographics
Demographics
PatientMRN
As entered in Patient Demographics
Demographics
PatientState
As entered in Patient Demographics
Demographics
PatientZIP
As entered in Patient Demographics
Demographics
PreviousMRN
Related to ToMRN; updated during Merge
transaction. Contains the Previous MRN
for a patient.
Demographics
Race
As entered in Patient Demographics
Demographics
Sex
Patient gender (male or female)
Demographics
SSN
Patient’s Social Security Number
(888888888)
Demographics
ToMRN
Used only if a hospital creates more than
one record for a patient and then combines
those records. This field will contain the
“good” MRN for that patient.
Demographics
WorkPhone
Patient’s work phone number
Document
AuthenticatedBySignature
Signature of provider who electronically
signed the document
Appendix B: Data Field Tokens
Table
Token Label
Description
Document
AuthenticationStatement
The contents of the Authentication
statement as defined in Edit
Authentication button on the Esig tab of
the EX Text Options dialog of the
Enterprise site.
Document
BeginDictatedDateTime
Date and time the dictation job was begun.
Job Lister field – Date D. Created
Document
CCList
Token for position of names from carbon
copy list
Document
CopyText
Token for placement of copy text data
Document
DictatedDate
Date the dictation job was completed
Document
DictatedDateTime
Date and time the dictation job was
completed. EXVoice field – Date D.
Closed
Document
DocumentID
Unique, sequential number assigned
automatically to an EXText document
when it is saved.
Document
DocumentLast ModifiedOn
Date the document was last saved by
pressing Ctrl+N.
Document
EsigDocumentStatus
Documents signed in EXText or EWS
have “Signed” status
Document
ExternalDocumentID
Number entered in Job ID field of
Document Information Screen when “Start
New Manually” is selected in Word Client
Document
LocalSiteID
Used by iChart for tracking customers who
do overflow PowerScribe work.
Document
QAstatus
Used for iChart routing purposes
Document
RevisionCount
Total number of revisions made to a
document, including its original creation
Document
SiteID
ID of the EXText site where the document
was created.
Document
SiteName
Name of the EXText site where the
document was created.
Note: If you would like to implement time zone-adjusted date and time tokens in your templates, send
an email to [email protected]. There might be a cost associated with upgrading your
software, as well as for implementing this feature.
Document
TimeZoneAdjustedDictatedDate
The date and time the provider completed
the dictation, converted to the local time
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Table
364
Token Label
Description
Document
TimeZoneAdjustedTranscribedDate
The date and time the transcriptionist
completed the document, converted to the
local time
Document
TimeZoneAdjustedAuthenticatedDate The date and time the document was
authenticated, converted to the local time
Document
VoiceDateSourceClosed
Date/Time stamp for DJT, Walkabout and
Boomerang jobs
Document
VoiceDictatorTimezone
Time zone setting of the local workstation
where Walkabout or Boomerang job was
dictated
Document
VoiceOriginalJobID
Applies when DJT has been used. It is Job
ID from EXVoice system where job
originated.
Document
VoicePriority
Priority of the dictated job (0 – 255)
Document
VoiceRecordID
Job ID from EX Voice system.
Document
WorktypeDesc
Description of worktype, from Text
Explorer
Document
WorktypeID
ID number of worktype, fromText
Explorer
Document
WorktypeInit
Init(ials) of worktype, from Text Explorer.
Document
AuthenticationDate
Date of electronic signature in either
EXText or EWS. In addition, if HIS
AutoImporter imports a signed document
the authentication date is provided by the
tag file and derived from the HL7 interface
Document
BeginDictatedDate
Date the dictation job was begun
Encounters
AccountStatus
Indicates the latest type of update to a
visit: (Admission, Discharge, an so on)
Encounters
AdmissionPriority
(Use defined by integration)
Encounters
Bed
As received from HIS
Encounters
DateOfService
Date of exam or other service; received
from HIS
Encounters
DischargeDate
Date of patient discharged
Encounters
ENCPreviousMRN –
Updated during Merge transaction.
Contains the Previous MRN for this
record.
Encounters
FullVisitID
Visit number as received from HIS with
leading zeros or alpha characters
Encounters
PatientClass
Single alpha character
Appendix B: Data Field Tokens
Table
Token Label
Description
Encounters
PatientLocation
Often, the nursing station location or unit;
sometimes a patient’s room and bed
number; contents as sent by HIS.
Encounters
PatientType
Inpatient or outpatient
Encounters
PreviousEncounters
Field is used HISMapper, and updated
following an HL7 Encounters Merge
transaction
Encounters
Room
As entered in Encounters
Encounters
VisitAdmitDate
Date a patient was admitted.
Encounters
VisitAdmitDateTime
Date and time a patient was admitted
Encounters
VisitID
Unique number for a visit; usually created
by the HIS. Also known as Encounter ID
Orders
OrderComment
Comments attached to an order
Orders
OrderControl
As sent by HIS system
Orders
OrderExamCode
As sent by HIS system
Orders
OrderID
Unique number for that order
Orders
OrderingProvidersID
ID of Provider who placed order
Orders
OrderingProvidersName
Name of Provider who placed order
Orders
OrderPatientLocation
Location of patient for the order
Orders
RequestedDateTime
Date and time of order
Providers
DictatorAddress1
Address 2 of dictating provider’s profile
Providers
DictatorAddress2
Address 2 of dictating provider’s profile
Providers
DictatorAddress3
Address 3 of dictating provider’s profile
Providers
DictatorCity
City in dictating provider’s profile
Providers
DictatorEMailAddress
Email address in dictating provider’s
profile
Providers
DictatorFax
Fax number in dictating provider’s profile
Providers
DictatorFull Address
A combined field consisting of Address 1,
Address 2, Address 3, City, State and Zip
in that order from the profile of the
dictating provider.
Providers
DictatorID
ID of Provider selected in Document
Information screen
Providers
DictatorInitials
Initials in dictating provider’s profile
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Table
366
Token Label
Description
Providers
DictatorName
A combined field consisting of the
dictating provider’s First Name, Middle
Initial and Last Name, in that order.
Providers
DictatorPhone
Phone number in dictating provider’s
profile
Providers
DictatorSignature
Signature in dictating provider’s profile
Providers
DictatorState
State in dictating provider’s profile
Providers
DictatorZIP
ZIP Code in dictating provider’s profile
Providers
DictatorDepartment
Department in dictating provider’s profile
Transcriptionist
EditingTransEMail Address
Email of the last transcriptionist to edit the
document.
Transcriptionist
EditingTransID
ID of the last transcriptionist to edit the
document.
Transcriptionist
EditingTransInitials
Initials of the last transcriptionist to edit
the document.
Transcriptionist
EditingTransName
Name of the last transcriptionist to edit the
document.
Note: In this case, ‘Edit’ refers to
modifying an existing document, not to
editing speech recognized text.
Transcriptionist
TransEmailAddress
Email address of the transcriptionist who
first saved the document (will be blank, if
not entered)
Transcriptionist
TransID
ID of the transcriptionist who first saved
the document
Transcriptionist
TransInitials
Initials of the transcriptionist who first
saved the document
Transcriptionist
TransName
Name of the transcriptionist who first
saved the document
UDF for Integration / AdmDrID
Encounters
ID of provider identified as the Admitting
doctor
UDF for Integration / AdmDrName
Encounters
Name of provider identified as the
Admitting doctor
UDF for Integration / AttDrID
Encounters
ID of provider identified as the Attending
doctor
UDF for Integration / RefDrID
Encounters
ID of provider identified as the Referring
doctor
Appendix B: Data Field Tokens
Table
Token Label
Description
UDF for Integration / AttDrName
Encounters
Name of provider identified as the
Attending doctor
UDF for Integration/
Encounters
Name of provider identified as the
Referring doctor
RefDrName
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368
Appendix C
System Functions and
Utilities
Caution: If your database usage exceeds 25 GB, you should
follow the archiving and purging procedures in “Managing
Files,” on page 279. Do not allow the total database usage to
exceed 50 GB.
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Reviewing EXText System Events with
EXText Auditor
The EXText Auditor application allows you to monitor ongoing system activity, detect use
patterns, and identify potential problems. Auditor displays information about four types of
system events: Document, Informational, Security, and Alerts.
Document events include actions associated with the creation, modification, viewing, routing,
and archiving of documents.
Security events are associated with system access functions or changes to system objects.
Security events include: user logon, logoff, and failed logon attempt; creation, modification,
or deletion of a DocNeT object; and denial of access to a system function.
Alert events are associated with a failure or error condition involving a system function or
information flow. Alert events include problems with the EXText Router, Word Controller,
Scheduler, or dictation interface.
Monitoring events usually involves selecting (filtering) and viewing the events, and
displaying detailed event information.
In the Auditor application, a hierarchy of event-related entries — either general or specific —
include:
•
Event Type — Identifies the kind of system activity being monitored. For example: alert,
security.
•
Event Templates — A set of templates associated with each event type that define the
available formats for describing individual events.
Example
10001 <UserType><UserName> logon succeeded.
The logon provided the proper credentials to log on to the EXText system.
•
Event — Identifies a specific system activity using an available event template.
Before you can perform event operations, you must start and log on to the EXText Auditor
application.
Starting EXText Auditor
To start EXText Auditor:
1.
2.
370
Select Start > Programs > EXText > Auditor.
Enter your logon ID and password.
Appendix C: System Functions and Utilities
3.
Click OK. The Search Filter dialog box opens.
Searching for Events to View
The EXText Auditor application provides two ways to search for (or filter) system events
for viewing:
• Search Filter dialog box for detailed, customized event filtering.
• Menu and toolbar commands in the EXText Auditor dialog box for filtering by event
type only.
To filter (search for) events:
1.
2.
Take one of the following actions:
• Start EXText Auditor.
• Select View > Filter Events from the EXText Auditor window.
• Click the Search button
on the EXText Auditor toolbar.
In the Search Filter dialog box, select any search criteria you want to use to filter
events.
Note: To reset the Search Filter fields to their original default values, click Reset.
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3.
Click OK. The EXText Auditor window opens listing results of the search. See the
table below for the names and descriptions of the fields in the Search Filter dialog
box.
4.
Close the Search Filter dialog box by clicking Cancel. This cancels all changes to
search filter settings.
Field
372
Purpose
Sort by
Specifies how to sort events. You must select one; Newest first is
the default.
Date Range
Specifies the time period within which the events are to be
searched. Type the date in mm/dd/yyyy format.
Event types
Specifies which event types to display. Selecting one or more of
these options selects the appropriate event templates in the Events
list.
Appendix C: System Functions and Utilities
Field
Options
Purpose
Specifies additional criteria to display events associated only with
a particular user ID or application, or to limit the number of events
displayed. You can select any, all, or none of these options.
User ID: Type an ID associated with the event(s) to be displayed.
Leave this field blank to include all users. Document ID: This
field is currently not in use.
Application: Select an application from the list or select All.
Max Events Return: Enter a number to indicate the maximum
events to display. Enter 0 to display all matching events.
Note: A lower number enables the system to return search
results faster.
Events
Lists events and highlights those associated with event types you
specified in the Event types section. To select templates belonging
to an Event type, select the check box for that Event type.
To select additional event templates, hold down the Ctrl key while
you click the templates not currently selected.
To cancel a template selection, hold down the Ctrl key while you
click a selected template.
To select all event templates in the list, click Select All.
To clear selections in the list, click Clear All.
To select a single event, click the event.
To select consecutive events in the list, click the first event to
include and then hold down the Shift key while you click the last
event in the range.
Viewing a List of Events
Entering search criteria in the Search Filter dialog box results in generation of a list of
events you can view in the EXText Auditor dialog box as described in the procedures
above. The number of events available for display depends on the Purge Auditor
Scheduled Events settings in the EXText application.
For each listed event, the system displays the following attributes, which appear as column
headings in the events list.
Column Heading
Description
Sequence #
A unique tracking number assigned by the system when an
event occurs.
Event ID
Numeric code that uniquely identifies each event whenever
it occurs.
Date
Date the event occurred.
Application
EXText application associated with the event.
Message
A brief description of the event.
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A status bar at the bottom of the EXText Auditor dialog box provides information about
displayed events and active search or filtering criteria as described in this table.
Field Name
Description
List Status
Designates list as “Ready” for filtering or sorting
operations and specifies number of items returned.
Application
Identifies application, if any, selected as search criteria.
Dates
Identifies date range, if any, entered as search criteria.
Informational Events
Indicates informational events are selected for inclusion
in list.
Alert Events
Indicates alert events are selected for inclusion in the list.
Document Events
Indicates document events are selected for inclusion in the
list.
Security Events
Indicates security events are selected for inclusion in the
list.
You can also view detailed information about an event by selecting it and pressing F1.
Each detailed information window contains the event ID, message, and detailed
information on why and how the event occurred.
Setting the Display Refresh Rate
To set or change the window refresh rate:
1.
2.
3.
374
In the EXText Auditor dialog box, select Audit > Options.
In the Refresh display every box, type the number of seconds that should elapse
before the next refresh update.
Click OK.
Appendix D
Technical Support
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
If you encounter a problem that you cannot resolve by referring to your online Help,
Documentation CD, or printed documentation, you can obtain technical support from Nuance.
Answers to most common questions are found in the Nuance iSupport Knowledge Base,
available on the Nuance Web site.
Additionally, telephone support is available in North America. Support coverage is available
24 hours a day, seven days a week. Support in areas outside of North America varies by
location.
Customers in North America
Nuance provides several methods and levels of support in the United States and Canada
depending on your product.
• Help Desk Telephone Support is available for systems.
• Depot repair is available for desktop and portable machines, as well as other select
products using our Desktop/Portable Express Repair Service.
Help Desk Telephone Support: Call 1-800-833-7776
Customers who have purchased a Maintenance Services Contract or whose systems are
under an initial Product Warranty can call the Customer Support Help Desk, toll-free at 1800-833-7776, 24 hours a day, 7 days a week. Charges for this service depend upon
product warranty coverage, Maintenance Services Contract coverage, and when you need
to talk to the Help Desk Agent.
Product Service: Call 1-800-677-7928
To request support or depot repair service, complete a Support Request form or contact the
Nuance Request Management Center at 1-800-677-7928. Charges for this service depend
on product warranty coverage, Maintenance Services Contract, and when you need
assistance.
Product Service for PowerScribe Products: Call 1-877-PSCRIBE
(1-877-772-7423)
To request support for a PowerScribe product, complete a Support Request form or
contact the Nuance Request Management Center at 1-877-PSCRIBE (1-877-772-7423).
Charges for this service depend on product warranty coverage, Maintenance Services
Contract, and when you need assistance.
Maintenance Services Contract Status or Questions: Call
1-800-228-1210
For information related to your existing Maintenance Services Contract, call our Service
Support Center at 1-800-228-1210, Monday - Friday, 8:00 a.m. - 5:00 p.m. Eastern time.
376
Appendix D: Technical Support
Additional Questions: Call 1-888-483-6266
For other questions, or for information on other Nuance products or documentation, please
contact our Customer Account Management Center at 1-888-483-6266, Monday - Friday,
8:00 a.m. - 8:00 p.m. Eastern time.
For additional information on product support, you can visit the product support section of
the Nuance Web site.
International Customers Outside North America
International customers requiring technical assistance can contact Nuance at our Headquarters
locations, your local office, or your distributor:
International Headquarters
Dictaphone International Limited
Ground Floor
Aquasulis
10-14 Bath Road, Slough
SL1 3SA
United Kingdom
Tel: +44 (0)845 059 7720
Fax: +44 (0)845 059 7730
Email:
[email protected]
For specific contact information in each country, you can also refer to the International page
on the Nuance Web site.
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
378
Index
A
ACR
defined 335
filters
clearing customized 247
for transcriptionist/editors 245
omitting stat jobs 243, 246
adding
CC list tokens to worktypes 122
copy text to templates 122
encounters 273
field markers to templates 123
items to signature routing scripts 227
orders 275
routing scripts 143
tokens to worktype templates 119
user types 167
worktypes 102
address blocks 10, 254–257
suppressing blank lines 256
advanced printer settings 357
advanced routing conditions 145
AGC 334
aliases for review groups 250
analog recording 335
Archive Client 280–282
file format 281
functions 280
media requirements 281
preparing media 282
size and time constraints 281
starting 282
Archive Cutoff Date field 286
archive media
preparing 282
requirements 281
Archive Viewer 280, 288–294
archived documents
finding 289
printing, saving, and viewing 293
saving to an editable file 294
archiving 280–288
attachments, preventing printing 358
Auditor application 3
setting refresh rate 374
starting 370
authentication statement, changing placement
125
author 348
Automatic Gain Control (AGC) 334
B
backing up
EXText server 295
files to tape 295
backup tapes 296
bins, printing from multiple 358
blank lines, suppressing in address blocks 256
blended routing scripts 90, 105, 174, 208, 215
C
CC (carbon copy) lists 122, 220
document not routing 220
CC routing, setting destinations 219
common worktypes for EWS users 180
concurrent review
review reasons 237
copy text, adding 122
copying templates 110
creating
signature destinations 228
signature scripts 223
site-wide dictation normals 95
Ctrl+D
for deleting documents 129
D
data field tokens 361
data storage, assessing needs for 294
date formats 120
deleting
documents 129
orders 276
patient demographics 273
providers 221
routing scripts 145
signature routing scripts 227
transcriptionist/editors 212
user types 181
worktypes 128
deleting documents 130
demographics. See patient demographics
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
dictation normals
creating 263
personal 264
different first page 116
Document Information dialog box 196
configuring fields for worktypes 106
routing analysis from 157
document routing. See routing
documents
analyzing routing 154
archiving 280
deleting in EX Editor 130
deleting in Word Client 129
different first page 116
printing from multiple bins 358
reasons for review 237
reviewing routing path 161
routing. See routing
section headings 93
selecting for archive 283
storing 280
domain 339
’Don’t Route’ option in provider profile 220
driver 14
Drives on Server dialog box 285
DTMF 339
dump files
backing up 295
E
editing
encounters 275
normals 265
orders 276
patient demographics 272
providers 217
routing scripts 145
signature scripts 227
sites 85
transcriptionist/editor settings 211
worktypes 107
electronic signatures. See ESig
email
routing destination 139
encounters 273–275
ESig
proxy signing rights for 227
removing privilege 175, 232
ESPs 260
events
searching for 371
viewing list 373
EWS, reducing worktype list for 180
EX Editor 340
380
EX Editor section headings 93
exceptional routing conditions 145
exclusive routing script 90, 105, 174, 208, 215
exiting
Reports application 331
expanded sentences and phrases. See ESPs
Exploring EXText window 80
EXText
backing up server 295
setup tasks 9
EXText Auditor application 370
refresh rate 374
EXText Explorer application
launching 78
EXText Reports application 299
EXText Reports dialog box 321, 322
EXText Settings window 81
EXVoice Explorer
main window 80
EXVoice server settings 82
EXVoice, mapping fields from 91
F
fax
routing destination 139
field mapping from EXVoice 91
field shading 121
field, reformatting 120
fields for selecting archive documents 286
file format 281
files
archiving process 280
maintenance responsibilities 280
managing 279
storage needs 294
filters
defined 341
Find Demographics dialog box 188
finding
archived documents 289
providers 217
transcriptionist/editors
by name 209
by user type 210
first page, different printer tray for 116
fonts
specifying for report display 321
footers 114
format for date field 120
formats for section headings 93
G
glossary of terms 334
graphics, inserting in worktype templates 124
Index
groups of signers 221
H
header and footer 112, 114
headers
PCL codes in 116
headings, formats for 93
help 81
HIS upload 226
I
iChart 2, 3
Configuration Standards 167, 171
iChart Managed Services. See iCMS.
iCMS 10, 125, 136
email address 129
icMS 342
icons in toolbar 80
IDC 6, 343
initial setup tasks 9
inserting a template 110
integrations 8
Internet Data Center. See IDC
introduction 4
menu options
in EXVoice 80
Microsoft Word settings 184
miscellaneous selection options 199
multiple bins, printing document from 358
multiple electronic signatures 221
multiple signatures 222
multi-tier review 244
N
name of site 87
normals 261–267
editing 265
working with 261
Nuance contact numbers 375
O
jump codes 123
online help 81
opening reports 331
optional settings 253
options settings 10
Order Selection dialog box 194
ordered signature scripts 222
orders
adding 275
editing or deleting 276
working with 273
L
P
J
Last Used Date field 285, 286
library for backup tapes 297
licenses 8
line count
types 326
Line Count by Provider report 312
Line Count by Site report 305
Line Count by Transcriptionist report 308
Line Count by Worktype report 316
lists
and line count reports, generating 320
and reports 323
patients 300
provider 302
site 302
transcriptionist 303
worktype 304
M
main window, options and functions 80
mapping EXVoice fields 91
master signatures 222
MCR 345
defining review reasons 237
Media Type fields 286
media. See archive media
page numbers 115
passwords
about 3
patient demographics
deleting 273
searching for 271
viewing or editing 272
patient list, uses 300
pause session reasons 10
PCL codes in templates 116
PRD+ 260
preparing archive media 282
prerequisites
for document routing 136
primary signature 221
printer
driver, on transcriptionist workstation 14
printers 116
printing
advanced settings 357
archived documents 293
document from multiple bins 358
reports 329
printing first page 116
privileges 167
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
provider list, uses 302
provider roles 221
providers 212
deleting 221
editing 217
finding 217
removing ESig privilege 232
selecting signature scripts for 229
setting CC destinations 219
user profiles, about 212
proxy rights, granting to ESig providers 227
proxy signature 221
routing events audit
for document in Word Client 160
routing script 90
routing scripts
adding 143
assigning 149
assigning to sites 90
blended or exclusive 90, 105, 174, 208, 215
deleting 145
editing 145
working with 142
Q
Save options in Word 25, 35
saving
archived documents 293
reports 329
search for transcriptionist/editors
by name 209
section heading formats 93
section headings
automatic removal 127
security precautions 3
Select a Token dialog box 119, 121
Select Archive Location field 286
Select Provider dialog box 190
Select Worktype dialog box 192
selecting documents and media for archiving 283
server
changing address 81
settings for EXVoice 82
setting report display features 321
shortcut menus, accessing 81
signature destinations 221
creating 228
deleting 229
editing 229
signature script 89
Signature Script Requirements dialog box 223,
225
signature scripts 227
and document routing 223, 226
and uploading 226
creating 223
editing 227
ordered or unordered 222
prerequisites for creating 223
selecting
for providers 229
for sites 231
for worktypes 230
upload options 223
quality assurance 236
R
reasons for supervisory review 237
refresh rate, setting 374
related documents 9
removing section headings 127
reports
column width, changing 321
columns, resizing 322
Line Count by Provider 312
Line Count by Site 305
Line Count by Transcriptionist 308
Line Count by Worktype 316
line count, generating 326
lists and line count, about 300
opening, printing, and saving 329
types 300
Reports application
exiting 331
starting 320
review groups 250
setting aliases 250
review reasons 10, 237–238
Revision History dialog box 197
routing
advanced conditions 145
analyses and audits 154
analyzing 154
exceptional conditions 145
of documents 135
overview 136
reviewing from within document 161
routing analysis
for a document in Word Client 159
from the Document Information dialog box
157
items not included 154
routing destinations
defining 137
382
S
Index
signatures
master 222
multiple 222
primary or proxy 221
text with 223
sites
configuring section headings in 93
granting or restricting access to 178
lists of 302
routing script for 90
selecting signature scripts for 231
time zone 88
user-defined fields for 91
viewing and editing 85
Sites List field 286
site-wide dictation normals 95
size constraints of archive 281
starting
Archive Client 282
archive process 286
Archive Viewer 289
Reports application 320
stat jobs, omitting from ACR 243, 246
status bar, show/hide 321, 322
system
events, reviewing 370
setup 9
T
tape
backing up files to 295
technical support 375
templates. See worktype templates
text
with signatures 223
time required to archive 281
time zone 87
assigning to site 88
time zone-adjusted tokens 121
time, removing from token 120
tokens
adding CC list to templates 122
adding to worktype templates 119
copying in worktype templates 110
field shading in 121
in worktype templates 110
table of 361
time zone-adjusted 121
toolbar buttons
in EXVoice Explorer 80
toolbar, show/hide 321
Tools options in Word 19, 31
transcriptionist list, uses 303
transcriptionist/editors
deleting 212
editing settings 211
finding
by user type 210
searching for
by name 209
by user type 210
user profiles for 204
TransNet
jobs not downloading, troubleshooting 81
Trust Center settings 74
typing goals 200
U
unordered signature scripts 222
user profiles
provider 212
transcriptionist/editor 204
user types
about 166
adding 167
assigning privileges 167
deleting 181
finding users by 210
granting or restricting site/worktype access
177
user-defined fields 91, 270
for sites 91
users
privileges for 167
Word Client settings for 184
V
Veritas 280
VES option 87, 89, 91
viewing
sites 85
viewing archived documents 289
W
Word Client
settings for user types 184
Word Client options 201
Word settings 184
Word 2002 26
Word 2003 for EX Editor 52
Word 2003 for Word Client 39
Word 2007 65
Work Types List field 286
worktype list, uses 304
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iChart® Enterprise Express® TextSystem System Administrator Courseware and Reference Guide
worktype templates
adding field markers 123
adding tokens to 119
basic editing 108
CC list tokens in 122
copying 109
copying with tokens 110
editing to change page setup 358
graphics in 124
header and footer 113
inserting 110
mandatory header and footer 114
opening, closing, and saving 108
page numbers 115
PCL codes in headers 116
removing section headings 127
tokens in 110
worktypes 102
adding CC list tokens to 122
adding new 102
deleting 128
Document Information dialog box fields 106
editing 107
granting or restricting access to 178
narrowing focus for EWS users 180
selecting signature scripts for 230
384