Section 1: Computer Setup - Required components:
- A Windows computer configured to
access the Client's EHR/PM via Browser
'Client's EHR/PM' is the client's
Electronic Health Records or Practice Management system from which
patient records will be extracted
Notes: Choose a computer that can be dedicated to
the download function;
this computer must not to be used for any other purpose
the during the download process.
- Internet Browser
HTML5 support preferred
Must be able to support 'SideeX' add-on
Firefox and Chrome are
'SideeX' supported browsers .
Do NOT use IE or MS Edge.
- Install 'SideeX' as Browser add-on.
Use the Browser
menu 'Add-on' to install Sideex.
-
Sufficient
storage (>100GB) to hold patient information
-
Create a directory
that will hold patient charts
Make a note
of the directory name and location.
-
A compression
(zip) utility that can support passwords
-
Another computer to view these
online instructions.
=============================
Section 2: Client site setup - Required
staff & accounts:
- An experienced EHR/PM user familiar with the
Client's EHR/PM
An online reference desk is provided: EHR
reference documents
- A user account for the target
EHR and/or PM.
If
possible, Obtain a READ ONLY account in order to eliminate any
inadvertent changes to patient chart.
- IT Technical staff:
Setup download applications & post process files
Manage client naming conventions, zip w/pw,
ftp to processing site, Notifications
=================================
Section 3: Project report files -
- The Project Log file
- Spreadsheet contents:
specifications for the client's quality program
- The Clients report CMS submission Program Year (PY),
Submission Type (ACO/QPP/APM)
- Client info
- Staffing contact info
- Other client site specific
administrative information.
- User & contact info of
personnel who downloaded info
- Date/Time of download
(start/end)
- Method used to transfer
information (Browser or EHR windows client application)
- EHR information: Type
(Client/Server or Cloud based) Revision/version number of EHR and/or
PM systems
- Computer system used to
download info & download directory
Project log file format: Excel (XLS).
Transmission format: XLS file is zipped w/PW
Project log file naming convention: For sharecare clientID #FL4100 and
date 01-30-2018, Log filename should be: FL4100_LOG_20180130
- Project result file(s) - Contains
results and administrative account management information
including, but not limited to:
- User & contact info of
personnel who downloaded info
- Date/Time of download
(start/end)
- Method used to transfer
information (Brower or EHR windows client application)
- EHR information: Type
(Client/Server or Cloud based) Revision/version number of EHR and/or
PM systems
- Computer system used to
download info & download directory
- Results: (To be in separate
files as Attachments)
Exported Patient
charts: All combined in zip file w/PW.
File that includes directory listing (w/size & date) of all
downloaded patient files
- Filenames used for attached
Results files.
- Communication of results
(To be executed by onsite tech support or ROI admin)
- FTP the following files -
(filename include account#_date_DatatypeID)
a. Completed
Project log files
Data relevant to your process stage:
b. Initial process step: TA
file: Transfer agent file (Represents mouse movements to download 5
patients by MRN)
c. Subsequent process step: Exported Patient
data: All combined in zip file w/PW.
- FTP Protocol:
Contact nickbooth@cuhsm.org
for Filezilla configuration file for ftp account access
Customer management protocol:
FTP Project log files to: Subdir
name: /client's Sharecare account#
FTP patient data to subdirectory: Subdir
name: /client's Sharecare account#/clients system#
Client's system
number is identified in Project log file(s).
- Email notification of ftp
transfer to filesentinel@cuhsm.org re:
client's Sharecare account #_date_clients system#
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Section 4: Cloud EHR Command Sequence
notation
Notation for command execution:
-
Each command in the list below are executed in the
target window
described by (parenthesis)
-
(EHR via Browser) Indicates command will be typed/mouse/clicked into browser
accessing the EHR website.
-
(SideeX) Indicates command will be
typed/mouse/clicked into SideeX
application
-
(Windows desktop) Indicates command will be
typed/mouse/clicked into
Windows Desktop
In other words, Focus must
be established to the target window before each command step is
executed
============================================
Section 5: Process to
create 'Transfer Agent training file' while downloading charts for
patient panel
-
(Windows desktop) Open browser &
expand to full screen.
For this download process to function properly,
you must keep browser in full screen mode.
(When in full screen: In upper right
corner of window- two small boxes will appear to left of X)
-
(Browser) Browse to EHR
website. When you see (EHR via Browser) in future command
lines, you will issue commands in browser.
-
(EHR via Browser) Optional: If
you do not know how the export patient records for referral:
Take down notes while following these steps to navigate to 'EXPORT' menu
A.
To export electronic patient charts (CCDAs) from practice:
Use the mouse
& keyboard to navigate to thru the EHR menus used to
'EXPORT' a complete patient chart.
B. Methods that help you find
'EXPORT' menus:
i. Use the EHR help function (F1) and search for 'Export' or
ii. Identify a EHR poweruser & ask them to
demonstrate the Export functions, OR
iii. Use our collection of online reference documents at this
page:
EHR
reference documents
c. Repeat step B for the menu(s) that would
list all patients seen by a provider during the year (PY) as
described in your project file.
-
(EHR via Browser) Make a bookmark
for the homescreen of the EHR.
-
(EHR via Browser) Use bookmark to
verify navigation to EHR homescreen.
-
(EHR via Browser) Select a test
patient with several face to face visits during the Program Year
-
(EHR via Browser) Navigate through EHR menus
to export a patient chart.
-
(EHR via Browser) Export Option Select:
Type in filename: Use
patient's MRN/Chart Number as filename
Select directory to store
(Directory location icon: Look for box with 3 buttons
Choose directory described in Section 1 step 1c.
Select type of patient
export (Longitudinal, CCDA, CDA) (Look for Button that selects
option)
-
(EHR via Browser) Click on 'select' to start export
operation
-
(EHR via Browser) Verify that patient chart file has
been exported
-
(EHR via Browser) Practice steps
5-9 so that you
execute them without error
Option: Use hot keys rather than mouse movements to
navigate menus.
Hot keys are Combination of ALT, CNTL, cursor and tab keys to navigate
menus. (Example: Hold down ALT key and press F - to display
File menu)
This process will be more reliable if you use hot
keys
-
(EHR via Browser) Close EHR application
================================================================
Section 6: Instructions:
Create 'Transfer Agent Training file'
-
(Windows desktop) Open browser &
expand to full screen.
For this download process to function properly,
you must keep browser in full screen mode.
(When in full screen: In upper right
corner of window- two small boxes will appear to left of X)
-
(Browser) Browse to EHR
website.
When you see (EHR via Browser) in future command
lines, you will issue commands in browser as (EHR via Browser)
-
(EHR via Browser) Open 'SideeX'
by clicking on Parrot icon (Found near top of browser window, to
right of URL text area)
-
(SideeX) Window will
appear
-
(SideeX) Move Sideex
Window to bottom of screen, only revealing the Red Button on top
right
-
(SideeX) To begin
recording process, click Red button in upper right hand corner of
Sideex window
-
(EHR via Browser) Repeat Section 5 steps
5-9 three times
-
(SideeX) Click on
Red Button to stop recording
-
(SideeX) Verify
recording by playing back & watch operations. Click on Green
Right arrow w/one line.
-
(SideeX) Save the
key recording by using the SideeX menu
at top of screen to select
'Save'.
Use directory setup identified in 'Site Prep' Step 2'
above.
-
(EHR via Browser) Using info
gathered for step 1.B.b, display the MRN list.
Save the list in the directory
setup identified in 'Site Prep Step 2' above.
-
(EHR via Browser) Minimize EHR
window
-
(Windows) Open file
explorer
-
(Windows) Navigate
to directory setup identified in 'Site Prep' (See 'Site Prep - Step
2');
Zip up files, rename zip file to
client's
account#,
and transfer as directed by cushm.org site.
-
You will be emailed
a SideeX download command list for your attached patient panel with
instructions
=================================================================
Section
7: Instructions: Post processing for 'Transfer Agent Training
(TAT) file'
-
(Windows) Open file
explorer
-
(Windows) Navigate
to directory setup identified in 'Site Prep' (See ''Section 1 Step
D' );
-
(Zip utility) Zip up files
-
(Excel) Record all activities in
log file (see Section 3a)
-
Verify that all filenames include
required fields: Client's clientaccountnumber_datatypeID_date.zip
Fields are to be separated by underscore in filename: Example:
FL4100_20180130_TAT.zip
Explicit datatypeID: TAT - transfer agent trainng, PCPDF - paper
chart in PDF format, SB-Superbill, LOG - Project Log file
Implicit datatypeID: ORU, CCDA, 837
-
(Filezilla) Transfer results via
ftp as directed in Section 3B.
-
(email) Email list of filenames
transmitted & PW to filesentinel@cuhsm.org
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