IT Quick Reference Guide
for Newly Credentialed
Hoag Physicians and
Allied Health Providers
Contact an IT Clinical Training Specialist by emailing
[email protected] or by calling 949-764-8600 option 2.
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Version: 9.12.2016
IT Quick Reference Guide:
Table of Contents
Support Resources .................................................................................. 2
TigerText Pro– Secure Text Messaging ................................................... 2
HIE – Health Information Exchange ........................................................ 2
Telephone Dictation................................................................................ 2
ChartMaxx............................................................................................... 2
Logging On and Off SCM ......................................................................... 2
SHM – Secure Health Messenger ............................................................ 2
Finding a Patient in SCM ......................................................................... 2
Entering New Documents ....................................................................... 2
Order Entry ............................................................................................. 2
Signature Manager ................................................................................. 2
SCM Training Videos ............................................................................... 2
Accessing Hoag Applications from Home/Office ..................................... 2
Citrix Portal for Outside Access ............................................................... 2
Login and Passwords ............................................................................... 2
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Support Resources
 IT Service Desk: 949-764-8600 option 2 or extension
48600 option 2
 Training Team: email [email protected] or call 949-7648600 option 2 or extension 48600 option 2
 Medical Staffing Office: email
[email protected]; call 949-764-8245 or
extension 48245; or visit their website
https://medstaff.hoag.org
 Medical Records: 949-764-8326 option 1 or extension
48326 option 1
 HIE (Health Information Exchange): email [email protected]
or call 949-764-5151 or extension 45154
 Voice Recognition (Dragon)
Training and Support: email
[email protected] or call 949-7648600 option 2 or extension 48600
option 2
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TigerText Pro– Secure Text Messaging
Purpose
 Enables secure text messaging for Hoag community physicians.
 TigerText Pro is Hoag Hospital’s secure text messaging platform for
physicians to communicate Patient Protected Health Information
(PHI) with each other using iPhones and Android devices.
 TigerText Pro messages can be stored for up to 10 days. After that
the message will delete and cannot be retrieved.
 Note: Communicating patient Protected Health Information (PHI)
over standard, unsecured SMS networks could constitute a HIPAA
violation and poses risk of litigation.
Signing In to TigerText Pro
 Email/username: This is the cellphone
number you have downloaded the app on
plus @hoag.org
⁻ Example: [email protected]
 Password: The temporary password is
medical
⁻ Once logged in, remember to
change your password
For TigerText Pro assistance call TigerText at 1-800-572-0470 email
[email protected].
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HIE – Health Information Exchange
Purpose
HIE (Health Information Exchange) allows authorized healthcare users
to quickly get a comprehensive view of a patient's medical history, past
and present allergies, real-time lab results, and more.
Accessing HIE
 Through SCM (Hoag’s electronic health record)

 Through the website - http://hie.hoag.org
Printing a Patient’s Face Sheet
Within HIE, you are able to print a patient’s Face Sheet from your
home, office, or at Hoag.
For more information, please contact the Health Information Exchange
(HIE) Team at [email protected] or call 949-764-5151.
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Telephone Dictation
Telephone Dictation can be used for History and Physical
Notes, Consult Notes, Discharge Summaries, and Operative
Reports.
Dictation Line
OFF CAMPUS: (949) 764-4244
ON CAMPUS: extension 44244
Basic Dictation Line Instructions
After greeting:
 Enter physician ID. Press #.
 Enter business entity. Press #. (5 for Newport, 20 for HHI, 21
for HOI)
 Enter work type number. Press #. (1 for Preoperative H&P; 2
for History & Physical; 3 for Operative Report; 4 for
Consultation, 5 for Discharge Summary)
 Enter medical record number. Press #. (If you don't have this,
enter any 7 digits and press #.)
 Enter account number. Press #.
 Press 2 to begin dictating. State and spell patient's name, MR
number and date of service.
 Press 8# to dictate next report.
 Press 5# to disconnect. Wait to hear confirmation number.
For assistance call Transcription: 949-764-8337 or extension 48337.
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ChartMaxx
Purpose
ChartMaxx is Hoag’s database for the patient’s medical record. It is also used for
editing and signing telephone dictations.
To Access ChartMaxx
1. Double-click the ChartMaxx icon
2. Type in your Logon ID and Password
(For any issues with login or password, contact the Service Desk at
949-764-8600 option 2.)
To Sign a Telephone Dictation in ChartMaxx
Chart Completion will allow you to Sign or Reject deficiencies the for
patient’s chart
1. Click the Completion icon
2. Click the Signature checkbox
3. Click the Retrieve button.
This will open the document that
requires the first signature.
4. Click the Sign (There is a separate password
for signatures only, but it can be changed to
match the login password.)
5. ChartMaxx will open the next document
that requires a signature, and will continue
to open each document requiring a
signature.
6. If the document is incorrect, wrong physician, already signed etc.
Click the Reject button and select a reject reason.
If you have any questions regarding ChartMaxx, please contact Medical
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Records at 949-764-8326 option 1.
SCM – Sunrise Clinical Manager:
Hoag’s Electronic Health Record
Logging On and Off SCM
Logging On
1. On the desktop double-click the SCM (Sunrise
Clinical Manager) icon.
The logon dialog window displays.
2. In the User Name field, type your User ID.
3. In the Password field type your
temporary Password. (Upon logging in,
you will be prompted to change your
password.)
4. Click the Login button.
(For any issues with
login
or password, contact
the
Service Desk at 949-764-8600 option 2.)
5. From the My Applications Sidebar, select
Open Acute Care.
6. To hide Sidebar click on the Sidebar Arrow.
Logging Off
1. On the Gateway Tool Bar Click on the
Shutdown Allscripts Gateway
Icon.
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SHM – Secure Health Messenger
Purpose
Secure Health Messenger (SHM) allows the user to send and receive
messages (emails) that are part of the patient’s permanent medical
record. Hoag’s CDI (Clinical Documentation Improvement) Nurses and
Registered Dietitians currently use and send physicians SHMs.
Additionally, SHM will provide you a list of any incomplete SCM
documents.
SHM Filter Preference Setup
Note: This is a one-time setup.
Once you make these changes the
system will automatically
remember these settings. (For a
SCM Preference Setting
Appointment, contact the Training
Team at [email protected] or call
949-764-8600 option 2.)
1. Change the “From” date to
One Month Ago
2. Uncheck all the filters,
EXCEPT:
a. For Documents – Select:
“My Documents To Sign”
b. And SHM Messages –
Select: “All Received
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Msgs”
Finding a Patient in SCM
1. From the Main Toolbar, click on the Find Patient
Icon.
The Find Patient Window will open.
2. Type in the patient’s ID/MRN number or type in patient’s Last
name. (First name is optional.) You must spell the patient’s name
correctly.
3. Click on Search.
The Patient will display in the window.
4. To select the patient, click on the patient’s name. The patient will
highlight in blue.
5. Click on Show Visits.
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The Show Visits Window will open.
6. Click to highlight the desired visit. Look for the visit that has a
“Visit Status” of ADM (admit).
Note: Visit Status Key: ADM = Admit; PRE = Pre-Admit; DSC =
Discharge
7. Click OK.
Note: Clicking OK, the patient will be saved to a temporary list
that will not be available once you log out. Clicking the Save To
List button will add the patient to a Personal List.
If the patient is not on your My Inpatient List, once you order or
document something on that patient’s chart, you will be listed as a
Current Provider and the patient will appear on your list.
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Entering New Documents
The Enter Document
Icon, allows you to
create a new note for
the patient.
Document Entry:
1. From the Main Toolbar, click on the Enter Document (
) icon.
2. Either type in the name of the document you are looking for or
select the document from the Personal Documents list.
3. Click Open.
4. Use the Section Tab to navigate the note.
o To keep the section panel open on all
notes, hover your mouse over the
Sections tab and click the Push Pin icon.
5. Once done with documentation, click Save and will be prompted
to Submit as Final or Incomplete.
Note: The blue asterisk ( ) signifies that
this is a required section, that must be
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addressed in order to complete Page
the
document.
Order Entry
1. Select the patient from the Patient List.
2. Click the Orders Tab and review the current orders for the
patient.
3. Click the Enter Order Icon
located in the Patient Header.
4. Confirm that you are writing orders for the correct patient.
This will open up the Order Entry Worksheet.
5. Type the name of the order (ex: CBC) or order set (ex: Bed
Placement Order Set) in the order search field.
6. Select the desired order/order set from the list.
7. Click View to open/modify the order or click Add.
The order will move to the “Shopping Cart.”
8. Review the order(s), add more if needed, and click Submit.
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Signature Manager
When logging in you
will be prompted with
the Signature Manager
Window to sign any
orders that were entered on your behalf. Or… While logged in, click on
the Signature Manager Icon to open the Signature Manager window.
The Signature Manager window displays all orders/tasks/documents
that require your signature.
Note: The system automatically selects all tasks requiring your
signature
a. Review the tasks
i. Unselect the tasks you do not want to sign
b. Click Sign, the checks will turn red
c. Click Close
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SCM Training Videos
SCM training videos are available on Hoag’s Medical Staff Portal. Please
visit medstaff.hoag.org.
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Accessing Hoag Applications from Home/Office
Instructions for accessing Hoag’s Applications from your home or office
are available on Hoag’s Medical Staff Portal. You have the option to
download and use a VDI (Virtual Desktop Image) and/or Portal into the
applications using Citrix. Please visit medstaff.hoag.org for details.
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Citrix Portal for Outside Access
Patient information is accessible from home and office using Citrix.
In your internet browser’s address bar, type: portal.ehoag.org.
1. Enter your User Name and Password
Note: There is a onetime setup to download the Citrix Client onto
your computer/device. Click the link on the bottom of the screen
2. From the Citrix main menu you will have access to SCM,
ChartMaxx, PACS, HIE and other applications.
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Login and Passwords
Username: _________________
Temporary Network/Citrix Password: _________________
Temporary SCM Password: _________________
Temporary ChartMaxx Login Password: _________________
Temporary ChartMaxx Signature Password: _________________
Password requirements:
For your network/Citrix password, the password must be at least 8 characters in length
and must contain characters from three of the following four categories: Uppercase
letters; lowercase letters; numbers; and non-alphanumeric symbols/ punctuation. In
addition, an account lockout will now occur after 5 unsuccessful login attempts and
reuse of recently used passwords will be prohibited.
If you have any difficulties or are not emailed your temporary
passwords within 48 hours of this training, please call Hoag’s IT Service
Desk at 949-764-8600 option 2.
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