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chcs_vc_mrt_medical_record_tracking_files_part_1

VIEWS: 32 PAGES: 88

									                       DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM




    CHCS Virtual Classroom (VC) Instructor Guide
                        For:
   Medical Record Tracking (MRT): Medical Record
               Tracking Files, Part 1




                                       Visit Us Online at:
                                    http://dhims.health.mil

The DHIMS Program Office is a component of the Military Health System Office of the Chief Information Officer.
                              Course Notes

        • Purpose of Course
        • Target Audience
        • Environment for Application Share
        • Acronyms




        October 2007       VC_MRT_Medical Records Files Part 1, v2      2




Purpose of Course:
This is Course 1 of the MRT file courses. This class provides a comprehensive
overview of several parameters, files, and options within the System Definition Menu,
as well as two file options outside of MRT menus. The parameters, files, and options
include: PAD and PAS file parameters, File Room Set-up, Label Functions menu,
Type of Record Set-up, and the Application Set-up. The course will last
approximately 2 hours.
Target Audience:
MRT file managers
Environment for Application Share:
CHCS training database (TDB). Use the latest version (4.630-2.1) if it is available,
although older versions can be used with this course.
Pronunciations/Key Words/Acronyms:
A list of acronyms is provided on the following slide.




                                                                                        2
                                           Acronyms

           CHCS           Composite Health Care System
           CV Menu        Create Record/Volume Menu
           Demo           Demonstration
           DMIS ID        Defense Medical Information System Identification
           DOB            Date of Birth
           FMP            Family Member Prefix
           HCP            Health Care Provider
           MRT            Medical Record Tracking
           PAD            Patient Administration
           PAS            Patient Scheduling
           POC            Point of Contact
           RT             Record Tracking
           SSN            Social Security number
           TDB            Training Database

           October 2007             VC_MRT_Medical Records Files Part 1, v2   3




Instructor Notes: The acronyms listed here are for your reference. They are meant
to be reviewed on hard copy.




                                                                                    3
               Medical Record Tracking Files
                          Part 1

                               MRT File Managers




Text:
Hello and welcome to this presentation on MRT file maintenance.
My name is _________________, and I will be your presenter today.
This class is designed for medical records managers who are responsible for
maintaining files for their departments. The files are broken down into three
courses. This course will address the first section of the System Definition Menu.




                                                                                     4
                          Table of Contents

           Agenda                                                      6
           Course Objectives                                           7
           Lesson 1: MRT Parameters in the PAD and PAS Menus           8
           Lesson 2: File Room Set-up                                 27
           Lesson 3: Label Format Set-up                              38
           Lesson 4: Type of Record Set-up                            58
           Lesson 5: Application Set-up                               71
           Summary                                                    86
           References                                                 87
           Questions                                                  88




         October 2007       VC_MRT_Medical Records Files Part 1, v2        5




Instructor Notes:
Skip this slide. It is meant for the hard copy reader.




                                                                               5
                                       Agenda
          Lesson 1: MRT Parameters in the PAD and PAS Menus
          Lesson 2: File Room Set-up
          Lesson 3: Label Format Set-up
          Lesson 4: Type of Record Set-up
          Lesson 5: Application Set-up
          Summary
          References
          Questions




          October 2007      VC_MRT_Medical Records Files Part 1, v2   6




Text:
We will cover these lessons today.
Instructor Notes: Read the slide.




                                                                          6
                            Course Objectives

             • Discuss MRT parameters in the PAD and PAS
               menus.
             • Discuss the File Room parameters
             • Edit a bar-coded label for a record
             • Discuss the Type of Record Set-up
             • Discuss the Application Set-up




           October 2007       VC_MRT_Medical Records Files Part 1, v2   7




Text:
By the end of this course, you will be able to [read the slide].




                                                                            7
            Lesson 1: MRT Parameters in the
                 PAD and PAS Menus

                 Objective: Discuss MRT parameters in the
                 PAD and PAS menus




Text:
At the end of this lesson you will understand and be able to discuss this topic.
We will be looking at files mostly from a maintenance point of view. Most sites have
been operational on MRT for some time, so adding new data is a rare event.
First we’ll talk about the user guides that you can use for reference.




                                                                                       8
                 The MRT Implementation Guide

           • Contains detailed information on the MRT files
           • Contains recommended FileMan access
           • Contains recommended security codes




          October 2007       VC_MRT_Medical Records Files Part 1, v2      9




Text:
You should have a hard copy of the MRT Implementation Guide so that you can
refer to it to understand and maintain files. The latest copy of this guide is dated
1995 and the version of the software it addresses is 4.41. Your database version is
now at 4.6+, so the guide does not contain the latest changes which are mostly
related to retirement of records. However, the guide contains about 95% of the
information you will need to maintain your files.
You may obtain Implementation Update Guides (dated 2001 and later) through your
Site Manager. The Implementation Update Guides address the changes to files
related to retirement of records. Lesson 5 in our course today does deal with a few
fields that relate to retirement of records issues. We will address those issues then.




                                                                                         9
                         User Access in MRT




          October 2007      VC_MRT_Medical Records Files Part 1, v2    10




Text:
The Composite Health Care System (CHCS) is set up to allow user access based
upon certain file manager codes and security keys which we will talk about next.
The Database Administrator maintains control of this access in the system and will
assign codes to users based on their jobs. Let’s look at the definitions of these
codes and keys and discuss how the security is set up for MRT.




                                                                                     10
                          File Manager Codes

                                             MRT Supervisor FileMan access:


                                                         K, k, &, S



                            MRT Non-supervisory Personnel
                               (CLERKS) FileMan access:


                                            k, &

          October 2007      VC_MRT_Medical Records Files Part 1, v2           11




Text:
The system has certain codes called “File Manager Access Codes” which allow
different levels of access in each subsystem. These codes allow the user to read,
write, delete, and add entries to files through the MRT options. The codes on this
slide are assigned to MRT users:
Uppercase codes (as in upper case K) usually permit you to both read and write to
files. Supervisors are given this code along with the lower case k.
Lowercase codes (as in lower case k) usually permit read-only access and are
assigned to clerks.
The “&” FileMan code allows users to register new patients into CHCS. It should
only be assigned to users who have been trained and thoroughly understand how to
register patients into CHCS.
The “S” FileMan code belongs to the Patient Appointment Scheduling (PAS)
subsystem. It is a code which allows access to the clinic profile that has MRT
parameters. You may or may not be assigned this code depending on whether you
are allowed access to the PAS clinic profiles. If you are not assigned this code, you
may ask the administrator of clinic profiles to access MRT parameters if they need
editing. If you are assigned this code, you will also need access to the CPRO
menu. Ask your database administrator to assign this menu as a secondary menu if
so.
As you notice on this slide, supervisors are given all the codes mentioned on this
screen (with the exception of “S” if not allowed) so that they can perform all the
functions that a supervisor might need to do.




                                                                                        11
                                              Security Keys
          SECURITY KEY NAME                    DESCRIPTION


          RT SITEMGR This key is assigned to one point of contact (POC) – usually the Database Administrator. This key
                     controls the MRT Recompile Templates (COM), Initialization Menu (INI), and the Record Tracking
                     System Parameters (OVR) options. These options are only used during the initial file and table
                     build process.
          RT SYS        This key should be assigned to the MRT POC(s) who are allowed to edit MRT system parameters.
                        This key controls the MRT System Definition Menu (SD).
          RT DELETE     This key should be assigned to all users allowed to delete MRT records. This Key controls the
                        MRT Delete a Record (DR) option. Holder automatically receives RT RECORD DELETION bulletin.
          RT MRT-FR-
          SUPER         This key should be assigned to all File Room Supervisors, and perhaps one or two backups. This
                        key controls the ability to cancel and edit record requests, flag records as "missing", remove
                        "missing" flags (if the parameters are set so that only file room supervisors may remove missing
                        flags). Holder automatically receives RT ATTEMPT-ON-MISSING-REC bulletin.
          RT MRT-FR-
          STAFF         This key should be assigned to all MRT staff, including supervisors.
          RT INIT       This key should be assigned to all file room users who will need the OR Record Initialization
                        option. This option is not used at new sites.
          RT TRANS-
          RETIRE        This key locks the Transfer/Retire Menu and should only be given to file room personnel who will
                        be responsible for transferring or retiring records to holding areas or other archive facilities.
          RTFR1-25      These keys are for the file rooms to use in securing access to their file room. These 25 keys are
                        shared with Radiology Image Tracking.
          DIOUT         This key locks the user' ability to print, search, or inquire to file entries and to list file attributes
                        through FileMan or Ad Hoc report menu paths.
           October 2007                   VC_MRT_Medical Records Files Part 1, v2                                             12




Text:
Some menu options are locked with security keys and unless the user has the keys
those options are inaccessible. Here are the security keys that are assigned to MRT
and what they control. Your Database Administrator assigns these keys.
Instructor Notes:
Just talk about a few of the keys.
Text:
Ok, let’s talk about some parameters that affect MRT.




                                                                                                                                    12
                               PAD Parameters

          There are parameters in the PAD menu that control
          creation of records.
                                                        Admission options (inpatient)




           • Registration options (outpatient)



          October 2007         VC_MRT_Medical Records Files Part 1, v2                  13




Text:
Most of the files that drive the MRT software are located in the MRT menu.
However, there are some parameters outside of the MRT menus within the Patient
Administration (PAD) and PAS files that control records.
We’ll talk about the PAD parameters first. As part of the MRT function in CHCS,
you will create records. You can do so manually in the MRT menu, or you can set
PAD parameters to prompt the user to create records upon exiting registration and
admission.
These parameters are located in the PAD Parameters menu in the outpatient
registration and inpatient registration screens. Let’s go there.




                                                                                             13
            Demonstration (demo): PAD Parameters

                   Registration Options database
            • Log into the training Menu
              ROM
                  ADT      ADT Processing Menu
                  PAM      Patient Affairs/Administrative Menu
                  BSM      Bed Status Menu
                  IRM      Inpatient Record Menu
                  OUT      Outpatient Record Menu
                  MRM      Medical Records Menu
                  SDM      System Definitions Menu
                  CAS      Casualty SIDR Menu
                  ORM      Output Reports Menu

            Select PAD System Menu Option: SDM          System Definitions Menu




            October 2007              VC_MRT_Medical Records Files Part 1, v2     14




Instructor Notes:
Begin application share. When you use application share, you will not be showing
the following slides that have the screen captures. You will just use the notes to
speak about what the students are viewing. If you are unable to use application
share, use the slides as backup.
Log into the training database. Use the latest version (4.630-2.1) if it is available,
although older copies can be used with this course.
        Access: JABBER
        Verify:         WOCKY
Access the PAD System Menu (PAD), then the System Definition Menu (SDM)
and then PAD Parameter option (PAR)
Menu Path: Core Application Menu-PAD-SDM-PAR
Text:
Once we have entered the PAD parameters, we page down to the third screen.
Instructor Notes:
Page to the third screen




                                                                                         14
                 Demo: PAD Parameters (cont.)

             DIVISION: DIV A - TRAINING HOSPITAL                     DIVISION REG OUTPUTS
              Select REGISTRATION OPTIONS:
              DG ALLERGY EDIT
              DG EMBOSS CARD
              DG PATIENT ID LABEL
              DG REGISTRATION FORM - AUTO
              DG TRANS-CREATE




          October 2007         VC_MRT_Medical Records Files Part 1, v2                      15




Text:
This screen contains options that can be set to display at the end of registration.
Our training database has several options already added as you see on this screen.
The entry of interest to us is the one labeled “DG TRANS-CREATE.” This is the
option that tells CHCS to prompt you to create a record and a label. You may add it
to your parameters if it is not already there.
As a note, it is important to remember when making new entries into files that you
use all capital letters as the system sometimes does not recognize lower case and
displays them last in pick lists. Our entry is already added here.
Let’s open it up. I’ll put my cursor on the option and press <Enter>.




                                                                                                 15
                            Demo: PAD Parameters (cont.)

                       REGISTRATION OPTIONS: DG TRANS-CREATE                       DIVISION REG OUTPUTS

                        REGISTRATION OPTION: DG TRANS-CREATE
                            Request Text: CREATE MEDICAL RECORD
                          Default answer is NO
                        Ancillary Access:
                        PAD




                    October 2007         VC_MRT_Medical Records Files Part 1, v2                          16




Text:
This is what we will see:
REGISTRATION OPTION: This displays the option name you have selected.
Request Text:
This is the text you want the user to see when it prompts them to create a record upon exiting
registration. Text has already been entered here as: CREATE MEDICAL RECORD. CHCS adds a
question mark after the text you might input for this prompt.
Default answer:     Set of Codes: 0 = Do not use default, 1 = YES, 2 = NO
You can enter the default answer that you want to appear after the question entered above. In this
case the default answer to the question above has been entered as “NO.” CHCS will default ”NO”
when the user sees these prompts. The user may then change the answer to “YES” to create a record
if desired. A “YES” entry defaults the YES answer. An entry of “0” is the same as entering “NO.”
Ancillary Access:
The record creation prompt may be turned on for any of the subsystems. In this case, only PAD will
receive the question upon leaving registration. If laboratory, radiology, or pharmacy was entered here,
they would also receive the prompt. Remember, if you want the ancillaries to register patients, they
must be trained in registration. Training is important to prevent the creation of duplicate patients.
Let’s now view the inpatient registration option screen. I’ll just press <Enter> until you see that screen.




                                                                                                               16
                 Demo: PAD Parameters (cont.)

             DIVISION: DIV A - TRAINING HOSPITAL                         DIVISION ADM OUTPUTS

              Select ADMISSION OPTIONS:
              DG ADM WORK COVER SHEET - AUTO
              DG ADMISSION NOTICE
              DG EMBOSS CARD IN - AUTO
              DG INDEX CARD - AUTO
              DG LBL-PRINT
              DG MITRC
              MSAK TPC WORKSHEET - AUTO




          October 2007         VC_MRT_Medical Records Files Part 1, v2                     17




Text:
This screen displays the admission options screen. Again, several options have
already been entered here. The entry we are interested in is the DG LBL-PRINT
option. We will put our cursor on that and open it up.




                                                                                                17
                  Demo: PAD Parameters (cont.)

              ADMISSION OPTIONS: DG LBL-PRINT                             DIVISION ADM OUTPUTS

               ADMISSION OPTIONS: DG LBL-PRINT
                 Request Text: PRINT A MRT LABEL
               Default answer: NONE




           October 2007         VC_MRT_Medical Records Files Part 1, v2                     18




Text:
ADMISSION OPTIONS: This field displays the name of the option.
Request Text:
This is the text you want displayed to prompt the user to create a record upon
exiting the admission screens. Text has already been entered here.
Default answer: Set of Codes: N = None, 1 = YES, 2 = NO
Again, you can enter the default answer that you want to appear after the request
text entered above. An entry of “None” is the same as entering “NO.”
We have just looked at the PAD parameters. Let’s talk about the PAS parameters.
Instructor Notes:
Return to the slides.




                                                                                                 18
                              PAS Parameters

          • Clinic Profile
               - Patient Record Pull field = number of days to pull the record
                 ahead of an appointment

                   Orthopedics: pull records 1 day ahead of appointment


          • Clinic Profile
               - Appointment Type - Pull Patient Record = yes or no

            Follow up appointment: yes, pull the record for the appointment



          October 2007        VC_MRT_Medical Records Files Part 1, v2       19




Text:
There are two parameters located in the PAS menus that will affect how pull lists
work in MRT.
Any time that a patient has an appointment in the clinics, CHCS will put that patient
on a pull list for the file room where that record resides as long as it is set up
properly in MRT parameters.
The clinic profiles have a parameter called ‘Patient Record Pull’ which allows input
of the number of days ahead of an appointment to pull a record.
Each appointment type also has a parameter called ‘Pull Patient Record’ which will
indicate whether a record should appear on a pull list when a patient has this type of
appointment.
Let’s go back to the training database (TDB) and view these parameters.




                                                                                         19
                            Demo: PAS Parameters

                         Scheduling Supervisor Menu
                         Emergency Room Menu
                         Managed Care Program Menu

             Select PAS System Menu Option: Scheduling Supervisor Menu

                PROF     Profiles Menu
                TEMP     Templates Menu
                SCHE     Schedules Menu
                MGRM     Management Reports Menu
                NOTP     Notify Patients Menu (Cancel, No-Show, Wait List)
                ORDM     Operational Rosters & Displays Menu
                AHOC     Ad Hoc Report Menu
                FILE     File/Table Maintenance Menu
                BRPT     Batch Reports & Utilities Menu
                USRP     User PAS Menu
                CPAT     Correct Patient Data Menu

             Select Scheduling Supervisor Menu Option: P    Profiles Menu



          October 2007              VC_MRT_Medical Records Files Part 1, v2   20




Instructor Notes:
Exit the PAD parameters and return to the Core Application menu.
Enter the PAS submenu, the Scheduling Supervisor Menu, PROF, CPRO.
Menu path: PAS > Scheduling supervisor > PROF > CPRO >> 2nd screen
Enter Ortho and select #2 on the list.
Accept the default of “active” and enter through to the second screen, the Clinic
Profile.




                                                                                    20
                  Demo: PAS Parameters (cont.)
             HOSPITAL LOCATION: ORTHOPEDIC CLINIC
             --------------------------------------------------------------------------------
                        Wait List Activated:            Maximum Wait List Days:       day(s)
               Wait List Provider Mandatory:           Wait List Hold Duration:       day(s)
                  Auto Wait List Processing:            Schedule Hold Duration:     2 day(s)
              Prompt for Requesting Service:               Patient Record Pull:     1 day(s)
                                Clinic Type: COUNT       Radiology Record Pull:     1 day(s )
                         Check Holiday File: YES             Roster Production:     2 day(s)
                             Cost Pool Code:           Prepare Reminder Notice:     4 day(s)
                          Activation Status: ACTIVATED      Available Schedule:       day(s)
                   Access to Care Reporting: YES
                     Self-Referrals Allowed:
                   Clinic Appt Instructions:




          October 2007            VC_MRT_Medical Records Files Part 1, v2                       21




Patient Record Pull: Enter a whole number between 1 and 7.
This field controls the number of days in advance of an appointment that a patient's
medical records must be available to the clinic. In this example, CHCS adds the
record to the pull list for the clinic one day ahead of the patient appointment.
This parameter has caused problems for the clerks who pull records. Records room
personnel don’t know what date to input on pull lists to get the appointments for the
day they want. This is particularly problematic on weekends. If you were
generating a pull list for this clinic on Friday for Monday’s appointments, what date
should you input? In this case, you would have to input Sunday’s date to get
Monday’s appointments.
We always recommend clinics set this parameter to “0.” Then the record room
clerks can just input the day of the appointments they wish to pull. They don’t have
to think about which day to enter when creating pull lists.
There is another screen within this menu option that also contains a parameter that
affects MRT. Let’s page down another couple of screens.
Instructor Notes:
Page down to the Appointment Type screen.




                                                                                                     21
                  Demo: PAS Parameters (cont.)
             HOSPITAL LOCATION: ORTHOPEDIC CLINIC
             ------------------------------------------------------------------------

             Select APPOINTMENT TYPE:
               ACUT$
               EST$
               GRP
               PROC
               PROC$
               SPEC
               T-CON*




          October 2007         VC_MRT_Medical Records Files Part 1, v2              22




Text:
This screen indicates the types of appointments that this clinic uses. When we
place our cursor on an appointment type and open it up, we see other parameters
that apply to that appointment type.
Instructor Notes:
Place the cursor next to the EST$ appointment type and press <Enter>.




                                                                                         22
                   Demo: PAS Parameters (cont.)
              HOSPITAL LOCATION: ORTHOPEDIC CLINIC
               APPOINTMENT TYPE: EST$
              --------------------------------------------------------------------------------
                              Duration: 30                                Status: ACTIVE
                         Workload Type: COUNT                  Referral Required: YES
                   Pull Patient Record: YES                Pull Radiology Record: NO
               Produce Encounter Forms: YES                 Send Reminder Notice: NO
                  Total # of Overbooks: 49           Max # of Overbooks Per Slot: 5
                          Instructions:
               Select BOOKING AUTHORITY:




               Select APPT CHANGE AUTHORITY:




               Select OVERBOOK AUTHORITY:




           October 2007            VC_MRT_Medical Records Files Part 1, v2                       23




Text:
The field that applies to MRT is the ‘Pull Patient Record’ field.
Pull Patient Record: Set of Codes: "y" for YES, "n" for NO
This field defines whether a patient's medical record should be pulled/retrieved for
this clinic appointment type. The patient’s name will appear on the pull list for this
clinic when the appointment type is booked in this clinic.
Let’s return to the slides for a question.
Instructor Notes:
Exit this screen by entering <F10>. Return to the core application menu. Return to
the slides.




                                                                                                      23
                                        Question

          What FileMan codes does an MRT supervisor need?

               a.   K, k, O, o
               b.   K, k, &, S
               c.   K, &, S
               d.   None of the above




          October 2007         VC_MRT_Medical Records Files Part 1, v2   24




Text:
The correct answer is b. A supervisor needs uppercase K, lowercase k,
ampersand, and uppercase S.




                                                                              24
                                      Question

         What parameters are located outside of MRT that affect
         records?

              a.   PAS clinic profile parameters
              b.   PAD registration and admission parameters
              c.   Neither a nor b
              d.   Both a and b




         October 2007        VC_MRT_Medical Records Files Part 1, v2   25




Text:
The correct answer is d. Both PAS and PAD have parameters of which you need to
be aware.




                                                                                 25
                                        Question

          What parameter is recommended to be set to ‘0?’

               a.   PAS clinic profile parameter “Pull Patient Record: yes”
               b.   PAD registration parameter
               c.   PAS clinic profile parameter “Patient Pull Record: days”
               d.   None of the above




          October 2007         VC_MRT_Medical Records Files Part 1, v2         26




Text:
The correct answer is c. It is recommended that the Patient Pull Record number of
days parameter be set to “0.”
Now that we have talked about the parameters outside of MRT that affect records,
let’s go to Lesson 2 and talk about other parameters located inside MRT.




                                                                                    26
                 Lesson 2: File Room Set Up

                  Objective: Discuss the File Room
                  parameters




Text:
At the end of this lesson you will understand and be able to discuss this topic. Let’s
talk about centralized versus decentralized file rooms.
.




                                                                                         27
            Decentralized File Rooms

                                 Hospital

              Pediatric Clinic

               Primary Care                 Centralized File Rooms

                Active Duty
                                                 Hospital
                Red Team

                Blue Team                                   Outpatient Records


               White Team
                                                              Flight Surgeon
             Inpatient Records

                                                            Inpatient Records




Text:
File rooms can be set up according to your site’s needs Many Air Force sites are
using decentralized file rooms. You can see our example of decentralized file
rooms on the left side of this slide and notice the number of rooms that are set up.
Centralized file rooms in contrast have fewer rooms.




                                                                                       28
            Centralized vs. Decentralized Issues
                 Issue        Centralized File Room          Decentralized File Rooms
         Manning             Minimal staff                   A larger number of file rooms
                                                             requires additional staff.
         Cross booking of    Search one file room for a      May require searching in two or
         appointments        record                          more file rooms for records.
         Pull lists          One pull list needed            Pull lists need to be generated
                                                             for all file rooms due to cross
                                                             booking of appointments.
         Change of PCM and   No relabeling of records        A patient’s record must be
         clinic assignment                                   relabeled and moved if
                                                             reassignment of PCM or a
                                                             provider leaves.
         Floating records    Records filed in correct file   Records may accidentally be
                             room                            filed in incorrect file rooms.
         Overdue lists       Only one set of overdue lists   Each record room needs to
                                                             generate overdue lists.




Text:
There are a number of issues that may dictate how your site sets the number of file
rooms you use. Consider these issues when deciding whether to use centralized
vs. decentralized file rooms.
   Manning:
   A large number of file rooms requires additional staff.
   Cross booking of appointments:
   Patients whose records reside in one file room area may be booked in another
   area which may require searching in two file rooms.
   Pull lists:
   Pull lists need to be generated for all file rooms due to cross booking of
   appointments.
   Change of PCM and clinic assignment:
   If a patient moves from one PCM to another, the associated record must also be
   relabeled and moved. This also applies to when a provider leaves.
   Floating records:
   Records may accidentally be filed in incorrect file rooms.
   Overdue lists:
   Each record room needs to generate overdue lists.



                                                                                               29
                                File Room Set-up




                     Add file rooms                      Maintain existing file rooms



           October 2007          VC_MRT_Medical Records Files Part 1, v2                30




Text:
All the MRT functions are dependent upon how the CHCS files are populated. The
File Room Set-up is one of the basic foundation files that determine where records
can be stored.
This is where file rooms are added into the MRT files. Most sites have been
operational on MRT for some time, so most of the time you would just be checking
this file when troubleshooting. If this is a multi-divisional site, all file rooms for all
divisions must be set up here. You do not need to log into the other divisions to do
so. If you do add a new file room, it must also be added into two other files –
Hospital Location (located in the common files - the Database Administrator has
access) and the Borrowers-file Area File (file rooms are also borrowers of records).
NOTE: If you need to create a new file room, contact the Database Administrator to
add a new file room into the Hospital Location File first, then it can be added into the
File Room file and into the Borrowers file.
Let’s return to the Training Database (TDB).




                                                                                             30
                   Demo: File room Parameters

             Log into the training
          • ROM Registration Options Menu database
             ADT    ADT Processing Menu
             PAM    Patient Affairs/Administrative Menu
             BSM    Bed Status Menu
             IRM    Inpatient Record Menu
             OUT    Outpatient Record Menu
             MRM    Medical Records Menu
             SDM    System Definitions Menu
             CAS    Casualty SIDR Menu
             ORM    Output Reports Menu

          Select PAD System Menu Option: MRM Medical Records Menu
          Select Record Tracking File Room: OUTPATIENT RECORDS FILEROOM//   OUTPATIENT REC
          ORDS FILEROOM     MEDICAL RECORDS TRACKING [DIV A - TRAINING

          Do you want to use the file room's default devices? Yes//

          You are tracking 'MEDICAL RECORDS TRACKING' records
                    ... from the 'OUTPATIENT RECORDS FILEROOM' file area.

          October 2007            VC_MRT_Medical Records Files Part 1, v2                    31




Instructor Notes:
Begin application share.
Accept the default Yes at the prompt, “Do you want to use the file room’s default
devices?” Access the File Room Set Up (FSU).
Menu Path: Core Application Menu > PAD > MRM > Enter > Enter > SDM > FSU.
Enter: OUT for ‘Outpatient File area’ at the “Select File Area” prompt.
Text:
The (FILE AREA) field is a subset of the Hospital Location File. You can pull up any
hospital location that is designated as a file area in the common files and MRT files.
To be able to access a file room here, it must be entered into the Hospital Location
File first. We have entered the Outpatient File room, which is an existing file room
that has been operational for some time.




                                                                                                  31
            Demo: File room Parameters (cont.)
              BORROWERS-FILE AREAS: OUTPATIENT RECORDS FILEROOM               RT FILE ROOM SET-UP

               Phone Number: 4567
               Location/Room Number: RM# 271
               Record Sort: TERMINAL DIGITS
               Action If Home Is Different: QUESTION USER ABOUT CHANGE
               Default Record Master Type:
               Volumes Required: LAST VOLUMES

                                    *Printers Assigned to this File Room*
               Record Barcode Printer:
               Request Notice Printer: NL:
               Management Report Printer:
               Charge Card Printer:
               Pull List Printer:

                                *Security Key Needed to Select File Room*
               Which Security Key Is Needed?: RTFR1




           October 2007             VC_MRT_Medical Records Files Part 1, v2                         32




Instructor Notes:
Press <Enter> to move through the fields as you speak about them.
Text:
Each file room is considered a borrower of files and thus this screen is labeled
“Borrowers-File Area.” A file room is a subset of the Borrower file. We will talk
about the Borrower file at a later time.
Phone Number:                      Free Text; 1-15 characters
This is the telephone number of the file room. This field is optional, but should be
filled out. The number is displayed on the record profile, reports, etc.
Example: 233-1818, or 619-233-1818
Location/Room Number: Free Text; 1-15 characters
This is the location (building) and room # of the file room. This field is optional.
This information is displayed in the same locations as the phone number.
Example: Bldg 5/Room 320




                                                                                                         32
                 Demo: File room Parameters (cont.)
                  BORROWERS-FILE AREAS: OUTPATIENT RECORDS FILEROOM               RT FILE ROOM SET-UP

                   Phone Number: 4567
                   Location/Room Number: RM# 271
                   Record Sort: TERMINAL DIGITS
                   Action If Home Is Different: QUESTION USER ABOUT CHANGE
                   Default Record Master Type:
                   Volumes Required: LAST VOLUMES

                                        *Printers Assigned to this File Room*
                   Record Barcode Printer:
                   Request Notice Printer: NL:
                   Management Report Printer:
                   Charge Card Printer:
                   Pull List Printer:

                                    *Security Key Needed to Select File Room*
                   Which Security Key Is Needed?: RTFR1




               October 2007             VC_MRT_Medical Records Files Part 1, v2                         33




Text:
Record Sort:                  Set of Codes: a for ALPHA or t for TERMINAL DIGITS
This is the default method by which the file room prints pull lists, record requests, etc.
Suggested entry: Terminal Digits
Action If Home Is
Different:                    (This field is currently not operational.)
Default Record Master
Type:                 Pointer to the Record Types File (#195.2)
The radiology image tracking software is the same as medical record software. This field is
used in Image Tracking (radiology) ONLY.
Leave blank for MRT!
Volumes Required:             Set of Codes: 1 ALL VOLUMES or 0 for LAST VOLUME
This field controls which volumes of the patient record will print on pull and which batch lists
that the clerks print to pull records from the stacks.




                                                                                                             33
            Demo: File room Parameters (cont.)
              BORROWERS-FILE AREAS: OUTPATIENT RECORDS FILEROOM               RT FILE ROOM SET-UP

               Phone Number: 4567
               Location/Room Number: RM# 271
               Record Sort: TERMINAL DIGITS
               Action If Home Is Different: QUESTION USER ABOUT CHANGE
               Default Record Master Type:
               Volumes Required: LAST VOLUMES

                                    *Printers Assigned to this File Room*
               Record Barcode Printer:
               Request Notice Printer: NL:
               Management Report Printer:
               Charge Card Printer:
               Pull List Printer:

                                *Security Key Needed to Select File Room*
               Which Security Key Is Needed?: RTFR1




           October 2007             VC_MRT_Medical Records Files Part 1, v2                         34




Text:
                             *Printers Assigned to This File Room*
Record Barcode Printer: Pointer to the Device File (#3.5)
This is the default printer on which record labels are printed for this file room. This may
be left blank, and CHCS will then prompt the user for a printer when they register a
patient or print a bar-coded label when they create a new record or volume. We
suggest entering a default printer here. Let’s enter a printer.
Instructor Notes:
Enter NL: and select any in the list.
Request Notice Printer:            Pointer to the Device File (#3.5)
This is the default printer on which Request Notices are printed for this file room. It is
suggested that a default request notice printer be defined here. Requests for records
may be made by clerks or providers from the clinic. When clinic users send a request
for a record, they receive a printer prompt and may not know the name of the printer in
your file room to which these notices should print. If it is left blank, CHCS will prompt
the user for a printer.




                                                                                                         34
                  Demo: File room Parameters (cont.)
                  BORROWERS-FILE AREAS: OUTPATIENT RECORDS FILEROOM                  RT FILE ROOM SET-UP

                     Phone Number: 4567
                     Location/Room Number: RM# 271
                     Record Sort: TERMINAL DIGITS
                     Action If Home Is Different: QUESTION USER ABOUT CHANGE
                     Default Record Master Type:
                     Volumes Required: LAST VOLUMES

                                          *Printers Assigned to this File Room*
                     Record Barcode Printer:
                     Request Notice Printer: NL:
                     Management Report Printer:
                     Charge Card Printer:
                     Pull List Printer:

                                      *Security Key Needed to Select File Room*
                     Which Security Key Is Needed?: RTFR1




                October 2007               VC_MRT_Medical Records Files Part 1, v2                         35




Text:
Management Report Printer:                    Pointer to the Device File (#3.5)
This is the default printer on which Management Reports are printed. If left blank, the system
will prompt the user for a printer.
Charge Card Printer:                          Pointer to the Device File (#3.5)
This is the printer on which Charge/Routing Cards are printed for this file room. If left blank,
the system will prompt the user for a printer. We suggest entering a printer.
Pull List Printer:                            Pointer to the Device File (#3.5)
This is the default printer on which Pull Lists are printed for this file room. If left blank, the
system will prompt the user for a printer. We suggest entering a printer.
Which Security Key Is Needed?: Pointer to the Security Key File (#19.1)
The only key that can be used here is one of the record tracking (RT) security keys. This key
secures the file room so that only holders of the designated key may enter this file room to
perform transactions on a record. Records may not be checked in, transferred, or recharged
to the file room unless the user holds the security key. If this field is left blank, there is no
restriction and any user with the PAD menu can access the file room. Note: CHCS comes
with 25 file room security keys (RTFR1-25). Each file room should be assigned one of these
keys.




                                                                                                                35
            Demo: File room Parameters (cont.)
              BORROWERS-FILE AREAS: OUTPATIENT RECORDS F      RT FILE ROOM SET-UP --
                        CONTINUATION

               Select SYNONYMS:
               OPR
               OUTPATIENT RECORDS FILEROOM




           October 2007         VC_MRT_Medical Records Files Part 1, v2                36




Text:
Select SYNONYMS: Free Text 2-30 characters; Multiple values allowed.
This field sets alternate name(s) for this file area. You would want to add any names that
this file room is known under. The first synonym should be the same as the initial file
room name. CHCS naturally defaults this name here when you create a new file room.
Make sure NOT to delete or change this name unless you have changed the name that
the file room will be known under in this file and in the common files. Other actions that
depend on this file will not work correctly if the original synonym does not match the initial
file room name.
Notes on Adding File Room Names: You will need to ensure the file room name is not
longer than 30 characters if you create a new file room. If the name of the file room
location is more than 30 characters, you will be able to input the name initially, but CHCS
will not allow it to be a synonym. And remember, the synonym must match the initial file
room name.
Notes on Changing File Room Names: If you want to change a file room name, you
must change it in the common files – the Hospital Location File. Since you will most likely
not have access to that file, you would ask the Database Administrator to make that
change. Once that is done, you must access this file through the menu we have just
shown you, then manually remove the old synonym name, and enter the new one here.
That concludes our lesson on the file room. Let’s return to our slides for a question.




                                                                                                 36
                                      Question

          Why should one of the file room synonyms match the
          name of the file room?

               a. Because the synonym is a pointer and the file room
                  software will not work correctly if it is missing.
               b. Because you can access the file room through the
                  synonym.
               c. There is no reason why it needs to match.




          October 2007       VC_MRT_Medical Records Files Part 1, v2    37




Text:
The correct answer is a. The software will not work correctly if the synonym doesn’t
match.
Now that we have talked about the file room parameters, let’s go to Lesson 3 and
talk about labels.




                                                                                       37
               Lesson 3: Label Format Set-up

                  Objective: Edit a bar-coded label for a
                  record




Text:
This lesson addresses the formats for MRT labels. At the end of this lesson, you
will be able to edit a bar-coded label for a medical record.
Throughout this lesson, I will refer to these formats as label formats, but you may
print them on regular paper, label stock or card stock.
There are four different kinds of labels that are used in MRT: a bar-coded label for
the patient record jacket, a label for a charge out card, a label for a record request,
and a label for a borrower. We will talk about all of these, but we will only edit a
label for the record jacket.




                                                                                          38
                              Standard Labels
                                        Divisions
                 Borrower               Shared


                 Record Jacket Label    Shared


                 Chart Request          Shared


                 Charge Card/ Routing                   Individual
                 Card




Text:
You may specify the information to appear on the labels used by the MRT
application. Several standard label formats come with the system for this
application and may be used as the basis for a new format. If your site is a multi-
division site, all divisions must agree upon a single format for borrower, outpatient
and inpatient record jacket labels, and chart request cards. These labels are
shared by all divisions. The only label that can be customized per division is the
format for charge card/routing cards.




                                                                                        39
                      Labels: Text Positioning


                      Rows



                    Columns




Text:
When you set up labels, you will be indicating where the text will start. Row
placement is horizontal and column placement is vertical. We’ll look at this when
we edit a label.
Labels can be printed on dot matrix or thermal printers. DataSouth (dot matrix)
printers, are usually designated for printing record requests and charge cards.
Intermec Bar Code (thermal) printers are usually designated to print the bar-coded
labels that are placed on hard copy record jackets. Primary consideration in
choosing printers is the cost of the labels and ribbons.
You may use a bar code instead of text in fields on labels. I will show you that in a
few minutes. If you use bar codes on labels, they must be printed on an Intermec
printer or you must set up your Data South to be able to print bar codes.
Labels that measure 2" x 3" are best. Other standard sizes are 1-1/8" x 3" or 1-1/2"
x 3".
A list of data print fields which can be formatted on labels/flash cards is provided at
the end of this topic.
Let’s go to the application.




                                                                                          40
                      Demo: Label Format Set-up
              COM    Re-Compile Templates
              Log into the training database
           • FSU File Room Set-up
              LFM    Label Functions Menu
              TYS    Type of Record Set-up
              APP    Application Set-up
              BSU    Borrower Set-up
              SPL    Locations Specific to Record Tracking
              AMF    Additional MTF Facilities Add/Edit
              OVR    Record Tracking System Overall Parameters
              INI    Initialization Menu
              RES    Reason File Set-up
              MTS    Movement Type Set-up
              WER    Print Borrower Barcode
              PUR    Queue Purge Background Job

           Select System Definition Menu Option: LFM




           October 2007            VC_MRT_Medical Records Files Part 1, v2   41




Text:
We left off in the System Definitions Menu, so let’s start there.
Instructor Notes:
Begin at the System Definition Menu.
Access the Label Functions Menu (LFM). Then enter Label Formatter (LF).




                                                                                  41
                Demo: Label Format Set-up (cont.)
              LF      Label Formatter

                    into the training database
            • TLLogTest Label Format
            Select Label Functions Menu Option: lf     Label Formatter

            Select LABEL FORMAT NAME:??

            Choose from:
               BORROWER STANDARD         MEDICAL RECORDS TRACKING
               CHARGE OUT/ROUTING CARD         MEDICAL RECORDS TRACKING
               CHART REQUEST NOTICE         MEDICAL RECORDS TRACKING
               INPATIENT EMBOSSER CARD         MEDICAL RECORDS TRACKING
               INPATIENT STD RECORD LABEL         MEDICAL RECORDS TRACKING
               OUTPATIENT EMBOSSER CARD         MEDICAL RECORDS TRACKING
               OUTPATIENT STANDARD LABEL         MEDICAL RECORDS TRACKING
               You may enter a new LABEL FORMAT, if you wish
                  ANSWER MUST BE 3-30 CHARACTERS IN LENGTH
             The name of the Label Format which is being defined. Renaming of the
             Label Format is not recommended.

            Select LABEL FORMAT NAME:
            October 2007                VC_MRT_Medical Records Files Part 1, v2     42




Text:
Let’s look at the available labels.
Instructor Notes:
Enter: ??
Text:
There are several standard labels that exist already. You see them here in our
training database. You can always select any of the standard labels to edit. Just
remember that if that label is used by another division, that you may be changing
the label they use. Remember that the charge out/routing card is the only label that
can be division specific. Since most of these formats are shared, you won’t be
using naming conventions to create new labels. You may use a naming convention
for the charge out card since that’s not shared. You will notice the different label
types that exist here. Once we enter into one of these formats, you would see that
the set up is the same for each type. Notice too, that an embosser card can be set
up here.
We’ll look at the outpatient standard label.




                                                                                         42
              Demo: Label Format Set-up (cont.)
          0--------1---------2---------3---------4---------5---------6---------7---------8
          1
           • Log into the training database
                   0
                     TROY ISC
                              0        0         0         0         0         0         0



                         MEDICAL RECORDRECORD
           ___________________________________________________________

           Name: DOE,JANE

           FMP/SSN: 99/999-99-9999

           DOB: 05/10/57        Sex: FEMALE

           Pt Category          Spon Grade/Rnk: A06

           Rec #: 12345
                ||| Barcode goes here |||

           VOL #: 999

          Edit this format ? YES//
           October 2007              VC_MRT_Medical Records Files Part 1, v2                 43




Text:
This is what our current label looks like for outpatient records. You notice a ruler at
the top. This indicates the number of spaces that the current text takes up. “1”
indicates 10 spaces, “2” indicates 20 spaces, etc.
Let’s go ahead and look at the format.
Instructor Notes:
Accept the default.




                                                                                                  43
               Demo: Label Format Set-up (cont.)
          LABEL FORMAT: OUTPATIENT STANDARD LABEL                             RT LABEL EDIT

                                     database
           • Log into the training Formatter*
                              *Label
           Name: OUTPATIENT STANDARD LABEL
           Type of Label: RECORD
           Print Fields:
           BARCODE FOR RECORD
           DATE OF BIRTH
           FMP/SSN
           FREE TEXT
           FREE TEXT1
           HOME LOCATION
           NAME
           PATIENT CATEGORY
           RECORD #
           SEX
           SPONSOR GRADE/RANK
           TYPE OF RECORD
           VOLUME NUMBER

           Number of Rows in Format: 17      Number of Labels for Format: 1
           October 2007            VC_MRT_Medical Records Files Part 1, v2                    44




Text:
Name:               Required Field; Free Text 3-30 characters
This is the descriptive name for the label being formatted. Renaming of standard label
formats that come with the system is not recommended. Use the samples provided as
a guide if you want to set up a new label.
Type Of Label: Set of Codes: “r” for RECORD
                                          “b” for BORROWER
                                          “q” for REQUEST
This code defines the purpose of the label and limits the possible selection of print
fields. See the label print field listing at the end of this lesson.
Print Field:        Multiple values allowed. Pointer to the Label Print Field file
                    (#194.5)
These are the fields that will print on the label. Since we are viewing an existing label,
print fields have already been added. You may add or delete fields as needed. CHCS
pulls the information from the appropriate files to display on the label.
Let’s open up the HOME LOCATION field and see how it is set up.




                                                                                                   44
                   Demo: Label Format Set-up (cont.)
               PRINT FIELDS: HOME LOCATION                                  RT LABEL EDIT --
                • Log into the training database
                  CONTINUATION

                Field: HOME LOCATION                          Row: 1        Column: 10
                Title (Optional):
                Literal Text:

                Size : 2       Barcode:




                October 2007              VC_MRT_Medical Records Files Part 1, v2              45




Text:
Field:        Pointer to Label Print Field file (# 194.5)
This is the field name – in this case the HOME LOCATION field. You may change this to any
other selection from the list of available fields. You may also remove this field from your
label by pressing the <Delete> key.
Row:         Whole number between 1 and 66
This is where the HOME LOCATION will print horizontally on the label. Remember from our
slide, the row position is horizontal. The number of rows available is dependent on the size of
the label chosen. Normally, on a standard size label, the maximum number of rows is 18. If
a larger font size is used, fewer rows will be available for text as a larger size uses more
space on the label.
Column:      Whole number between 1 and 80
This field indicates where to start printing the HOME LOCATION vertically on the label. If you
assign a title to the field, the title will start in this column. If no title is to be printed, the actual
field value will start at this column. Labels currently in use have space for approximately 40
columns when the print size is compressed. Column position will depend on the size of the
label chosen. Normally the maximum number of columns is 35 on an Intermec Printer.




                                                                                                             45
                    Demo: Label Format Set-up (cont.)
                PRINT FIELDS: NAME                                    RT LABEL EDIT -- CONTINUATION

                • Log into the training database
                Field: NAME              Row: 6 Column:                        1
                Title (Optional): Name:
                Literal Text:

                Size : 3       Barcode: NO




                October 2007                 VC_MRT_Medical Records Files Part 1, v2                  46




Text:
Title (Optional): Free Text 1-15 characters
Enter a title here if the field that prints on the label is not self apparent. An example would be
a date field. You would want to title a date to know which date it represents. If a title is
entered, such as DOB (for date of birth), the system automatically inputs a colon and prints
the title preceding the field at the row and column specified, e.g., DOB: 10/14/1970.
The system automatically enters a space after any colon (:). If you leave this field blank, the
system will automatically enter a default when you have selected some fields (see field list
following this section). If you do not want the title to print, you may enter "NONE" in this field
or just leave it blank.
Literal Text:         Free Text 1-80 characters
This is the literal text that you want to print whenever you have selected a "free text" type
field. We will talk more about this field in a few minutes.
Example: --- MTF BORROWER LABEL ---
Size:                 Whole number between 1 and 3
This field determines the size of the print (font). “1” is the smallest print, and “3” is the largest.
Use size 3 when you want to make the field stand out more. Size 3 takes up more space
vertically and horizontally, so if you do use it, remember to place subsequent fields with that
in mind. Only Intermec printers will read the size field. If no entry is made in this field, the
system will use size 2. (DataSouth printers will not read this field for font size.)




                                                                                                           46
                Demo: Label Format Set-up (cont.)
            PRINT FIELDS: NAME                                     RT LABEL EDIT -- CONTINUATION

             • Log into the training database
             Field: NAME              Row: 6 Column:                        1
             Title (Optional): Name:
             Literal Text:

             Size : 3       Barcode: NO




             October 2007                 VC_MRT_Medical Records Files Part 1, v2                  47




Text:
Barcode:      Set of Codes: “y” for YES, “n” for NO
This field specifies whether the field you have selected should be displayed in bar code
format on the label. Barcodes appear in place of text where the field is set to print.
Normally the only field that is bar-coded is 'BARCODE FOR RECORD.’ However, Family
Member Prefix/Social Security Number (FMP/SSN), register #, and name fields may also
be bar-coded if desired. If any field is bar-coded, it only displays in bar code format and
does not display the text of the field.
Recommendation: Fields to be displayed in bar code format should be positioned at the
bottom of the label, and should start around column 5. The system will print as many bar
codes on the label as the number of fields you have indicated to display in bar code
format.




                                                                                                        47
                  Demo: Label Format Set-up (cont.)
              LABEL FORMAT: OUTPATIENT STANDARD LABEL                             RT LABEL EDIT

                                         database
               • Log into the training Formatter*
                                  *Label
               Name: OUTPATIENT STANDARD LABEL
               Type of Label: RECORD
               Print Fields:
               BARCODE FOR RECORD
               DATE OF BIRTH
               FMP/SSN
               FREE TEXT
               FREE TEXT1
               HOME LOCATION
               NAME
               PATIENT CATEGORY
               RECORD #
               SEX
               SPONSOR GRADE/RANK
               TYPE OF RECORD
               VOLUME NUMBER

               Number of Rows in Format: 17      Number of Labels for Format: 1
               October 2007            VC_MRT_Medical Records Files Part 1, v2                    48




Text:
Number Of Rows In Format: Whole number between 1 and 66
This is the total number of rows (including any blank rows) that print for this label. This
number tells CHCS how long the label is and when to form feed the next label.
Number Of Labels:                      Whole number between 1 and 99
This is the default number of labels to be printed when this label is generated.
Let’s look at a few more of these fields. Let’s talk about the FREE TEXT fields.
Instructor Notes:
Arrow back up to the FREE TEXT field and press <Enter>.




                                                                                                       48
                Demo: Label Format Set-up (cont.)
          PRINT FIELDS: FREE TEXT                                      RT LABEL EDIT --
           • Log into the training database
             CONTINUATION

           Field: FREE TEXT                              Row: 3        Column: 26
           Title (Optional):
           Literal Text: RECORD

           Size : 2       Barcode:




           October 2007              VC_MRT_Medical Records Files Part 1, v2              49




Text:
Field:
A ‘FREE TEXT’ field allows you to enter any text that you want to appear on the
label. You would enter it in the “Literal Text” field.
Column:
I want to change the column to print the text at 28, so I will do that.
Literal Text:
I want to change the text in the literal text field to “OUTPATIENT.”
This is where we enter the text we want to print on the label.
Once these changes are made, we will look at another field. Let’s look at the ‘date
of birth’ field next. We will look at the label in just a moment.




                                                                                               49
              Demo: Label Format Set-up (cont.)
           PRINT FIELDS: DATE OF BIRTH                                 RT LABEL EDIT --
           • Log into the training database
              CONTINUATION

            Field: DATE OF BIRTH                         Row: 10       Column: 1
            Title (Optional): DOB:
            Literal Text:

            Size : 2      Barcode:




           October 2007              VC_MRT_Medical Records Files Part 1, v2              50




Text:
I chose this field so that we can talk about the Title field. Remember I mentioned
that with certain fields you will want to precede the data with a title. Date fields are
such examples. In this case, the date that displays on the label will be preceded
with DOB. You will want to input a title for any field where it isn’t clear what the data
represents. This title prints at the row and column indicated and is followed by the
data from the field.
Ok, let’s look at another field.
Instructor Notes:
Return to the prior screen.




                                                                                               50
              Demo: Label Format Set-up (cont.)
         LABEL FORMAT: OUTPATIENT STANDARD LABEL                           RT LABEL EDIT

          • Log into the training database
                         *Label Formatter*
          Name: OUTPATIENT STANDARD LABEL
          Type of Label: RECORD
          Print Fields:
          BARCODE FOR RECORD
          DATE OF BIRTH
          FMP/SSN
          FREE TEXT
          FREE TEXT1
          HOME LOCATION
          NAME
          PATIENT CATEGORY
          RECORD #
          SEX
          SPONSOR GRADE/RANK
          TYPE OF RECORD
          VOLUME NUMBER




          Number of Rows in Format: 17    Number of Labels for Format: 1
         Ask for Help = HELP     Screen Exit = F10     File/Exit = DO


          October 2007                  VC_MRT_Medical Records Files Part 1, v2            51




Text:
You notice a ‘BARCODE FOR RECORD’ field. You will use this field to print on
record labels. It prints the record number and DMIS ID. It can then be scanned
when charging records out and checking them in. There are other bar-coded fields
here. Let’s take a look by typing “B” in this field chooser.
Instructor Notes:
Type a BA in the Print Fields section in the blank area just under VOLUME
NUMBER.
Text:
You will receive a prompt asking if you want to edit the BARCODE FOR RECORD
field. We will answer NO so that we can see other selections.




                                                                                                51
              Demo: Label Format Set-up (cont.)
          ______________________________________________________________________________

           • Log into the training database
            BARCODE FOR BORROWER
            BARCODE FOR REQUEST
            BARCODE NAME




          ___Make choice = SELECT________________Exit = F10___________________________
           FREE TEXT1
           HOME LOCATION
           NAME
           PATIENT CATEGORY
           RECORD #
           SEX
           SPONSOR GRADE/RANK
           TYPE OF RECORD
           VOLUME NUMBER




           October 2007            VC_MRT_Medical Records Files Part 1, v2                 52




Text:
You see that there are other hard-coded bar code fields here. These are the most
common fields that might be bar-coded. Of course, you may opt to have any field
bar-coded by answering the field with a “YES” when editing a field.
Let’s exit this label and see what it looks like now.




                                                                                                52
              Demo: Label Format Set-up (cont.)
                    TROY ISC

                            training database
           • Log into theRECORD OUTPATIENT
                    MEDICAL
           ___________________________________________________________

           Name: DOE,JANE

           FMP/SSN: 99/999-99-9999

           DOB: 05/10/57        Sex: FEMALE

           Pt Category          Spon Grade/Rnk: A06

           Rec #: 12345
                 ||| Barcode goes here |||



           VOL #: 999



          Select LABEL FORMAT NAME:
           October 2007               VC_MRT_Medical Records Files Part 1, v2   53




Text:
This is what our edited label now looks like. Let’s return to the slides to view the
print fields you can use for label formats.




                                                                                       53
                            List of Label Print Fields
            PRINT FIELD                     TYPE OF LABEL        DEFAULT TITLE     EXAMPLE

            ADMISSION DATE                  RECORD or REQUEST                      02/08/93
            ADMITTING PHYSICIAN             RECORD or REQUEST                      WELBY,MARCUS
            AGE                             RECORD or REQUEST    Age:              65
            APPOINTMENT CLINIC              RECORD                                 ENT CLINIC
            APPOINTMENT DATE                RECORD                                 02/08/93
            APPOINTMENT PROVIDER            RECORD                                 WELBY,MARCUS
            ATTENDING PHYSICIAN             RECORD                                 WELBY,MARCUS
            BARCODE FOR BORROWER            BORROWER                               6/234
            BARCODE FOR RECORD              RECORD or REQUEST                      A2222/12345
            BARCODE FOR REQUEST             REQUEST                                REQ12234-
            BARCODE NAME                    ALL                  NAME              JOHN DOE
            BORROWER'S LOCATION             BORROWER             Borrower's Loc:   RM 456-D
            BORROWER'S PHONE                BORROWER             Phone #:          444-3333
            CURRENT BORROWER/LOCATION       REQUEST              Current Bor:      WELBY,MARCUS
            CURRENT DATE/TIME               ALL                  Printed at:       Aug 6, 1986
            CURRENT PHONE #                 REQUEST              Current Phone#:   333-5533
            CURRENT ROOM#                   REQUEST              Current Room#:    456D-1
            DATE OF BIRTH                   RECORD or REQUEST    Dob:              05/10/57
            DEERS ELIGIBILITY CODE          RECORD or REQUEST    DEERS:            E-50
            FMP/SSN                         RECORD or REQUEST    FMP/SSN:          99/999-99-9999
            FREE TEXT                       ALL
            FREE TEXT1 through 6            ALL
            HOME LOCATION                   RECORD or REQUEST    Home Location:    TROY ISC
            NAME                            ALL                  Name:             DOE,JANE
            MTF                             ALL                  MTF:              FT.KNOX




           October 2007                 VC_MRT_Medical Records Files Part 1, v2                     54




Text:
This is the list of label print fields that are available for selection on labels. Since
this list is long, I’ve continued it onto the next slide.




                                                                                                         54
                     List of Label Print Fields (cont.)
           PRINT FIELD                                           TYPE OF LABEL       DEFAULT TITLE      EXAMPLE

           PATIENT CATEGORY                                      RECORD or REQUEST   PAT CAT:
           PATIENT PHONE                                         RECORD or REQUEST                        555-1212
           RECORD #                                              RECORD or REQUEST   Record #:            12345
           REGISTER NUMBER                                       RECORD or REQUEST                        8888888
           REQUEST #                                             REQUEST             Request #:           566
           REQUEST COMMENT                                       REQUEST             Comment:             SEND TO DR. CASEY
           REQUESTED DATE/TIME                                   REQUEST             Needed:              JAN 17,1986 11:30
           REQUESTING USER                                       REQUEST             User:                BOB TYPUSER
           REQUESTOR                                             REQUEST             Borrower:            ICU
           REQUESTOR'S DIVISION                                  REQUEST             Requestor's Div:     MAIN DIVISION
           REQUESTOR'S LOCATION                                  REQUEST             Requestor's Loc:     RM 456-D
           REQUESTOR'S PHONE                                     REQUEST             Requestor's Phone #: 444-3333
           SEX                                                   RECORD or REQUEST   Sex:                 FEMALE
           SPONSOR DUTY PHONE                                    RECORD or REQUEST                        619-535-7118
           SPONSOR GRADE/RANK                                    RECORD or REQUEST                        AO6
           SPONSOR NAME                                          RECORD or REQUEST                        DOE,JOHN
           STATION/UNIT                                          RECORD or REQUEST                        2ND MAR DIV
           TYPE OF RECORD                                        RECORD or REQUEST   Record Type:          MEDICAL RECORD
           VETERAN                                               RECORD or REQUEST   Veteran:             YES
           VOLUME NUMBER                                         RECORD or REQUEST   Volume #:             999

           FIELD: Name of field that will appear on the label.
           TYPE: Record, Request, or Borrower




           October 2007                         VC_MRT_Medical Records Files Part 1, v2                                       55




Text:
Use this list to decide on fields to include on your label. That concludes this lesson.
Let’s return to our slides for a question.




                                                                                                                                   55
                                      Question

          True or False:
          A bar-coded field will print the text on the label as well
          as the bar code.




          October 2007       VC_MRT_Medical Records Files Part 1, v2   56




Text:
The correct answer is false. Only the bar code prints on the label.




                                                                            56
                                          Question

           A date field needs to have a title because:

                a.   It is hard to determine what the date might represent.
                b.   The title defines what the date is.
                c.   Both a and b
                d.   Neither a nor b




           October 2007          VC_MRT_Medical Records Files Part 1, v2      57




Text:
The correct answer is c. If a date prints on the label without a title, it is hard to
determine what that date represents. The title field defines the date.
Now that we have talked about the label format parameters, let’s go to Lesson 4
and talk about the Type of Record Set-up.




                                                                                        57
             Lesson 4: Type of Record Set-up

                 Objective: Discuss the Type of Record
                 Set-up




Text:
The system comes with ten standard record types that are already set up.
However, sites may create any new record types they desire. For instance some
sites have created records they call “Active Duty.” The only consideration is that
when records are auto-created (when leaving the registration menus, when creating
records from pull lists, etc.) the system will create the standard “Outpatient” or
“Inpatient” type record. The only way to create records other than the standard
outpatient record is through the CV menu. For standard record types, all divisions
must agree with the parameters set with the exception of overdue cutoff days, which
is definable by each record room for that record type. If you change entries in any
of the record types that are shared between divisions, those changes will effect all
divisions.




                                                                                       58
                    Nine Standard Record Types

          •     EXTENDED AMBULATORY RECORD
          •     DENTAL
          •     FAMILY ADVOCACY
          •     FETAL MONITORING STRIPS
          •     INPATIENT
          •     MENTAL HEALTH
          •     OUTPATIENT
          •     SOCIAL WORK
          •     SUBSTANCE ABUSE

          October 2007      VC_MRT_Medical Records Files Part 1, v2      59




Text:
There are nine standard record types that come with CHCS. These record types
are selectable whenever you are creating new records. The standard records are
used to determine the types of records that can be retired so they are selectable
when you create a list of records to retire. You may also create your own record
types, such as an occupational health record, in this file. Then you may select that
record type when using the CV menu to create new records.
Let’s look at how records are set up by accessing the MRT files again.




                                                                                       59
                   Demo: Type of Record Set-up

             Log into the training database
          • COM Re-Compile Templates
             FSU    File Room Set-up
             LFM    Label Functions Menu
             TYS    Type of Record Set-up
             APP    Application Set-up
             BSU    Borrower Set-up
             SPL    Locations Specific to Record Tracking
             AMF    Additional MTF Facilities Add/Edit
             OVR    Record Tracking System Overall Parameters
             INI    Initialization Menu
             RES    Reason File Set-up
             MTS    Movement Type Set-up
             WER    Print Borrower Barcode
             PUR    Queue Purge Background Job

           Select System Definition Menu Option: TYS




          October 2007             VC_MRT_Medical Records Files Part 1, v2   60




Text:
We left off in the System Definitions Menu, so let’s go back there.
Instructor Notes:
Begin at the System Definition Menu.
Access the Type of Record Set-up (TYS).
Enter a ?? to see the record types that exist.
Text:
You see all record types that exist in our database. You may add a new record type
here. Let’s edit the outpatient record.
Instructor Notes:
Enter FETAL for a Fetal Monitoring record.




                                                                                     60
              Demo: Type of Record Set-up (cont.)
             RECORD TYPES: FETAL MONITORING STRIPS                        RT TYPE SET-UP
             • Log into the training database
              Name: FETAL MONITORING STRIPS         Abbreviation:
              Standard Record Type: FETAL MONITORING STRIPS
              Retirement Record Types:
               INPATIENT

              Can Record Be Requested?:               Is Record Temporary?:
              Ask For Content Descriptor?:
              Master Folder:
              Multiple Volumes Allowed?: YES
              Description:



              Inquiry Display Order: 4               Inactivation Date:

                                       *Label Format Specifications*
              Record Label Format:
              Request Notice Format:


             October 2007              VC_MRT_Medical Records Files Part 1, v2             61




Text:
Name:                         Required Field: Free Text 3-30 characters, Alpha         characters
only
This is the name of the record type you have selected. You can edit the name, but
remember this is a shared file between divisions. So you would want to coordinate any
changes.
Abbreviation:                 Free Text 1-3 characters.
This is a short code for the record type. It can be used when requesting the record at a
record type prompt such as when creating a record in CV.
Standard Record Type: Set of Codes: the nine standard record types
Every record type that is created needs to be associated with a standard record type. This
field is used in the identification of records eligible for retirement. As an example, you could
set up an occupational health record. It is considered an outpatient record. So
“OUTPATIENT” is the entry that you would select here.
Retirement Record
Types:                        Set of Codes: The nine record types already              mentioned
The Retirement Record Type allows the grouping of records with different Standard Record
types to be included during the retirement of records. A Retirement Record Type must be
entered for this record type to be available for retirement. In our example here, we see that
a Fetal Monitoring Strip record will appear on a list that is generated for Inpatient records
and will be retired along with inpatient records.




                                                                                                    61
             Demo: Type of Record Set-up (cont.)
            RECORD TYPES: FETAL MONITORING STRIPS                        RT TYPE SET-UP

             Name: FETAL MONITORING STRIPS         Abbreviation:
             Standard Record Type: FETAL MONITORING STRIPS
             Retirement Record Types:
              INPATIENT

             Can Record Be Requested?:               Is Record Temporary?:
             Ask For Content Descriptor?:
             Master Folder:
             Multiple Volumes Allowed?: YES
             Description:


             Inquiry Display Order: 4               Inactivation Date:

                                      *Label Format Specifications*
             Record Label Format:
             Request Notice Format:




            October 2007              VC_MRT_Medical Records Files Part 1, v2             62




Text:
Can Record Be Requested?:                  Set of Codes: "y" for YES, "n" for NO
This indicates whether this record type may requested by a user in the clinic or by pull
list functions. If a “NO” is entered, this record type will not appear on a pull list. The
suggested entry is “YES” for any records that need to appear on pull lists.
Is Record Temporary?:                      Set of Codes: "y" for YES, "n" for NO
This field indicates whether the record is a temporary record. The user may need to
create a temporary record for a patient if the OUTPATIENT record is missing. Usually
you would set up a record called TEMPORARY if you desire to do this.
Ask For Content Descriptor?: Set of Codes: "y" for YES, "n" for NO
If a “YES” response is entered for this parameter, users will be prompted to enter an
optional description of the contents of a record when a new record is created using the
CV menu option. The content descriptor is also displayed in Record Inquiry.
At this time, an answer of 'no' in this field will not prevent the prompt from appearing to
the user.
Master Folder:                             Pointer to the Record Types File (#195.2)
For use by Image Tracking (radiology ONLY). ***LEAVE BLANK***




                                                                                               62
             Demo: Type of Record Set-up (cont.)
             RECORD TYPES: FETAL MONITORING STRIPS                        RT TYPE SET-UP

              Name: FETAL MONITORING STRIPS         Abbreviation:
              Standard Record Type: FETAL MONITORING STRIPS
              Retirement Record Types:
               INPATIENT

              Can Record Be Requested?:               Is Record Temporary?:
              Ask For Content Descriptor?:
              Master Folder:
              Multiple Volumes Allowed?: YES
              Description:


              Inquiry Display Order: 4               Inactivation Date:

                                       *Label Format Specifications*
              Record Label Format:
              Request Notice Format:




             October 2007              VC_MRT_Medical Records Files Part 1, v2             63




Text:
Multiple Volumes Allowed?: Set of Codes: "y" for YES, "n" for NO
Indicates whether or not you may create more than one volume per patient of this Record
Type. Both inpatient, outpatient, and most other record types can have more than one
volume.
Description:                       Free Text 1-80 characters.
This is an optional description of the record type.
Inquiry Display Order:             Required Field; Whole Number 0 - 999
This is the order in which the record type will appear on the Record Inquiry.
Inactivation Date:                 Date field
Input a date here if all divisions are no longer going to use this record type.
Record Label Format:               Pointer to the Label Format File (#194.4)
This is the label format that will print when a new record is created. Let’s enter the
Inpatient Standard Label format.
Request Notice Format:             Pointer to the Label Format File (#194.4)
This is the label format that will print when this record type is requested by clinic users.
Let’s exit the Fetal Monitoring record since it doesn't have much data and look at the
Outpatient record entry.
Instructor Notes:
Exit this entry and re-enter TYS and input OUT. Page to the second screen.




                                                                                                63
                Demo: Type of Record Set-up (cont.)
                RECORD TYPES:                                   RT TYPE SET-UP -- CONTINUATION
               • Log into the training database
                                    *Cutoff/Purge Parameters*
                Pending Request Cutoff (Days): 3
                Current Borrower Future Request Time Minimum (minutes): 1440

                # Previous Movements to Retain: 10
                Request Purge Cutoff (Days): 5
                OK to Purge Data?: YES

                                     *Missing Record Control Parameters*
                Control of Finding Records: ANY USER




               October 2007            VC_MRT_Medical Records Files Part 1, v2                   64




Text:
Pending Request Cutoff (Days):                Whole number between 1 and 100
This is the number of days an unfilled request for the record type may remain in “PENDING”
status before it reverts to a status of “UNFILLED” and the request is purged by the RT purge
process. Try to keep the number as low as possible in order to prevent a “build-up” in the
REQUESTED RECORDS file. NOTE: This does not apply to pull lists. A pull list in a
requested status will only be purged after 30 days.
Current Borrower Future
Request Time Minimum (Minutes): Whole Number between 1 and 99999
The earliest future date/time, in minutes, that the current borrower of a record may request
that same record after he/she has returned it. Said another way, how long does he/she have
to wait to request this same record again. (1440 minutes = 1 day.) This field may also be left
blank, thereby not restricting the borrowing of records by the same borrower consecutively.
Suggested entry: blank




                                                                                                      64
           Demo: Type of Record Set-up (cont.)
           RECORD TYPES:                                    RT TYPE SET-UP -- CONTINUATION
          • Log into the training database
                                *Cutoff/Purge Parameters*
            Pending Request Cutoff (Days): 3
            Current Borrower Future Request Time Minimum (minutes): 1440

            # Previous Movements to Retain: 10
            Request Purge Cutoff (Days): 5
            OK to Purge Data?: YES

                                 *Missing Record Control Parameters*
            Control of Finding Records: ANY USER




          October 2007             VC_MRT_Medical Records Files Part 1, v2                   65




Text:
# Previous Movements To Retain: Whole Number 10 - 100
This is the number of previous movements of a record (e.g., charge-out, check-in)
which should be retained online for this record type. Remember that this is specific
to the individual record. For example, if you set the outpatient record type to retain
25 movements and a patient has 3 volumes of their outpatient record, up to 25
movements will be stored online for each volume, totaling a possible 75 movements
to print/display just for this patient's outpatient records. Try to keep the number of
previous movements as low as possible.
Request Purge Cutoff (Days):                     Whole Number 1 - 100
This is the number of days that requests, (filled and pending), should be retained in
the system before being purged. Try to keep the number as low as possible.
OK To Purge Data?:                               Set of Codes: "y" for YES, "n" for NO
When set to yes, old pull list requests, previous movements, etc. are purged.
Suggested entry: YES




                                                                                                  65
           Demo: Type of Record Set-up (cont.)
           RECORD TYPES:                                   RT TYPE SET-UP -- CONTINUATION
          • Log into the training database
                               *Cutoff/Purge Parameters*
           Pending Request Cutoff (Days): 3
           Current Borrower Future Request Time Minimum (minutes): 1440

           # Previous Movements to Retain: 10
           Request Purge Cutoff (Days): 5
           OK to Purge Data?: YES

                                *Missing Record Control Parameters*
           Control of Finding Records: ANY USER




          October 2007            VC_MRT_Medical Records Files Part 1, v2                   66




Text:
Control Of Finding Records:             Set of Codes:
                                        f: FILE ROOM SUPERVISOR ONLY!
                                        a: ANY USER
This defines which users are able to remove 'missing' record flags from the record
type. If this field is set to FILE ROOM SUPERVISOR ONLY, only users who hold
the RT MRT-FR-SUPER security key will be able to remove the missing flag from
the record. If this field is set to ANY USER, then any user, including PAS users,
can remove the “missing” flag and process the record. A bulletin is generated and
sent to all members of the mail group set up for MRT missing records bulletins and
to all holders of the RT MRT-FR-SUPER security key. Remember that this is only
sent to CHCS mail and not Outlook unless set up to do so. Suggested entry: Any
User




                                                                                                 66
            Demo: Type of Record Set-up (cont.)
           RECORD TYPES:                                   RT TYPE SET-UP -- CONTINUATION
           • Log into the training database
                                   *Other Records to Create When*
                                   *Initializing the *
            Linked Records:




                              *File Rooms Allowed to Store *
            Allowable File Rooms:
             OUTPATIENT RECORDS FILEROOM
             OP RECORD HOLDING, AREA 1
             OP RECORD HOLDING, AREA 2




           October 2007            VC_MRT_Medical Records Files Part 1, v2                  67




Text:
Linked Records:                 Pointer to the Record Types File (#195.2);
                                Multiple values allowed.
This entry would indicate other record types which should also be created when this
record type is initially created. It is not suggested to use this option with MRT. This
option was designed for Image Tracking.
Allowable File Rooms: Pointer to the Borrowers/File Areas File (#195.9);
                      Multiple values allowed.
All file rooms that may store this record type should be entered here. At a multi-
division site, ALL division file rooms that have this record type MUST be entered
here. If the file areas are not identified here, clerks will not be able to create this
record type in their file room.
Let’s look at the subfields associated with the Outpatient Records File room.
Instructor Notes:
Place your cursor on Outpatient Records File room and press <Enter>.




                                                                                                 67
           Demo: Type of Record Set-up (cont.)
           ALLOWABLE FILE ROOMS:                            RT TYPE SET-UP -- CONTINUATION
           • Log into the training database
            Allowable File Room: OUTPATIENT RECORDS FILEROOM
            Overdue Record Cutoff (Days): 3




           October 2007            VC_MRT_Medical Records Files Part 1, v2                   68




Text:
Allowable File Room: This is the name of the file room you selected.
Overdue Record Cutoff (Days): Whole number between 1 and 100
This is the number of days a record may be kept by a borrower before it becomes
overdue for this file room. Once this parameter is reached for a borrowed record, it
will show on the Overdue Records List. It is best to keep this number low.
This is the last entry in the Type of Record Set-up file. Let’s go back to the slides
for a question.




                                                                                                  68
                                    Question

          True or False:
          You may create any record type that you need.




          October 2007     VC_MRT_Medical Records Files Part 1, v2    69




Text:
The correct answer is true. Although there are standard record types, you may
create any record type that you need to function.




                                                                                69
                                     Question

          True or False:
          The Master Folder field is used in MRT.




          October 2007      VC_MRT_Medical Records Files Part 1, v2     70




Text:
The correct answer is false. It is meant to be used in radiology image tracking
software.
Now that we have talked about the file room parameters, let’s go to Lesson 5 and
talk about the Application Set-up.




                                                                                   70
                Lesson 5: Application Set-up

                  Objective: Discuss the Application Set-up




Text:
The Application Set-up file controls some parameters that are common among
divisions and also the individual division parameters that control MRT. If this is a
multi-divisional site, each division must be set up with their own parameters in this
file. Shared parameters means that coordination will need to occur with all divisions.




                                                                                         71
                         Demo: Application Set-up
             COM    Re-Compile Templates
             Log into the training database
          • FSU File Room Set-up
             LFM    Label Functions Menu
             TYS    Type of Record Set-up
             APP    Application Set-up
             BSU    Borrower Set-up
             SPL    Locations Specific to Record Tracking
             AMF    Additional MTF Facilities Add/Edit
             OVR    Record Tracking System Overall Parameters
             INI    Initialization Menu
             RES    Reason File Set-up
             MTS    Movement Type Set-up
             WER    Print Borrower Barcode
             PUR    Queue Purge Background Job

          Select System Definition Menu Option: APP




          October 2007            VC_MRT_Medical Records Files Part 1, v2   72




Text:
We left off in the System Definitions Menu, so let’s go back there.
Instructor Notes:
Begin at the System Definition Menu.
Access the Application Set-up (APP).




                                                                                 72
               Demo: Application Set-up (cont.)
          RECORD TRACKING APPLICATION: MEDICAL RECORDS TR   RT APPL SET-UP -- CONTINUATION
          • Log into the training database
                         *Application Parameter Set-up for MEDICAL RECORDS TRACKING*

           Service: ADMINISTRATIVE SUPPORT DEPARTMENT
           Synonyms:
           MAS
           MRT



                                       *Division Parameters*
           Division:
           DIV A - TRAINING HOSPITAL
           NAVAL BRANCH CLINIC NORTH
           NAVAL BRANCH CLINIC SOUTH
           NAVAL HOSPITAL




          October 2007             VC_MRT_Medical Records Files Part 1, v2                   73




Text:
Service:       Pointer to the Department and Service File.
The Department/Service responsible for the application. Patient Administration may
be input or this field should be left blank.
Synonyms: Free Text 3-30 characters; Multiple values allowed.
Alternate names or codes for the application. At least one synonym MUST be
entered, e.g., MRT or RT.
               * DIVISION PARAMETERS*
Contained within these fields are the individual parameters that are set for each
division that uses MRT.
Division:      Pointer to the Medical Center Division File. Multiple values
               allowed.
Enter ALL divisions that will use MRT. Let’s look at Division A.




                                                                                                  73
                Demo: Application Set-up (cont.)

           DIVISION: DIV A - TRAINING HOSPITAL               RT APPL SET-UP -- CONTINUATION

            Division: DIV A - TRAINING HOSPITAL
            Central File Area: OUTPATIENT RECORDS FILEROOM
            Default Pull List Sort: TERMINAL DIGITS
            Folder Pull Method:
            Print Pull Notice:




           October 2007            VC_MRT_Medical Records Files Part 1, v2                    74




Text:
The following parameters apply to each division that will be using the application.
Division: This is the division you have selected.
Central File Area: Pointer to the Borrowers-File Areas File (#195.9)
This is the central file room for this division. The file room entered in this field will
be displayed as the default when signing into the MRT application in that division.
Also patients who were registered in a given division will appear on the batch list for
that division's central file area.




                                                                                                   74
                Demo: Application Set-up (cont.)
           DIVISION: DIV A - TRAINING HOSPITAL               RT APPL SET-UP -- CONTINUATION
           • Log into the training database
            Division: DIV A - TRAINING HOSPITAL
            Central File Area: OUTPATIENT RECORDS FILEROOM
            Default Pull List Sort: TERMINAL DIGITS
            Folder Pull Method:
            Print Pull Notice:




           October 2007            VC_MRT_Medical Records Files Part 1, v2                    75




Text:
Default Pull List Sort:        Set of Codes:
                               t: for Terminal digits
                               c: for Clinic name then terminal digits
                               a: for Appointment time
                               p: for Clinic name then patient name
This is the default method by which pull lists are printed in this division. The user
can change the default when printing.
Folder Pull Method:            Set of Codes:
                               0: for PULL SUB-FOLDER
                               1: for PULL MASTER FOLDER
This parameter is for Image Tracking (Radiology ONLY). LEAVE BLANK.
Print Pull Notice:             Set of Codes:
                               0: for Print only if request not charged
                               1: for Always print pull notice
This parameter is for Image Tracking (Radiology ONLY). LEAVE BLANK.




                                                                                                   75
                Demo: Application Set-up (cont.)
           DIVISION: DIV A - TRAINING HOSPITAL              RT APPL SET-UP -- CONTINUATION
          • Log into the training database
                        *Record Type Parameters Within DIV A - TRAINING HOSPITAL*
           Type of Records:
           APV AMBULATORY PATIENT VISIT
           INPATIENT
           OUTPATIENT




          October 2007             VC_MRT_Medical Records Files Part 1, v2                   76




Text:
                     *Record Type Parameters Within (Division)*
Type Of Records:         Required Field; Pointer to the Record Types File
                         (#195.2) Multiple values allowed.
Each record type that this division uses must be entered here. Once the record
type is entered, there are subfields that need to be filled out. Let’s look at the
OUTPATIENT record.




                                                                                                  76
                     Demo: Application Set-up (cont.)
                TYPE OF RECORDS: OUTPATIENT                      RT APPL SET-UP -- CONTINUATION
                • Log into the training database
                 Type of Record: OUTPATIENT
                 Default Home Location: OUTPATIENT RECORDS FILEROOM
                 Months of Inactivity:
                 Default Initial Borrower: OUTPATIENT RECORDS FILEROOM
                 Charge Tag Format: CHARGE OUT/ROUTING CARD
                 Routing Tag Format: CHARGE OUT/ROUTING CARD




                October 2007            VC_MRT_Medical Records Files Part 1, v2                   77




Text:
Type of Record:               This is the record type we are editing for this division.
Default Home Location: Pointer to the Borrowers-File Areas File (#195.9)
This is the home location the system should assign to these kind of records when they are
initially created using registration, admission, or the CV option in this division. The user has
the option to change this default when creating the record if the user has access to that file
room. This entry must be a file room.
Months Of Inactivity:         Pointer to the Borrowers-File Areas File (#195.9)
                              Required entry 0 - 500
This computes to the earliest date that a record can be considered for retirement. Enter the
number of months back the system will search a record when creating a retire/transfer list. A
record will be included in the list if the date of last activity, which is entered when the list is
created, is prior to the number of months entered in this field. This parameter will not apply to
records being moved to another file room. The earliest possible retirement date for a record is
computed as the last day of the last year minus the months of inactivity.
       Inpatient records:     The standard is one year for a non-teaching facility or five
       years for a teaching facility.
       Outpatient records: The standard is two years for all facilities.
Default Initial Borrower: Pointer to the Borrowers-File Areas File (#195.9)
This is the borrower that will default in the borrower field upon creation of a record. It is usually
the same as the default home location. When creating the record the user may change the
field.




                                                                                                        77
               Demo: Application Set-up (cont.)
          TYPE OF RECORDS: OUTPATIENT                      RT APPL SET-UP -- CONTINUATION
          • Log into the training database
           Type of Record: OUTPATIENT
           Default Home Location: OUTPATIENT RECORDS FILEROOM
           Months of Inactivity:
           Default Initial Borrower: OUTPATIENT RECORDS FILEROOM
           Charge Tag Format: CHARGE OUT/ROUTING CARD
           Routing Tag Format: CHARGE OUT/ROUTING CARD




          October 2007            VC_MRT_Medical Records Files Part 1, v2                   78




Text:
Charge Tag Format:           Pointer to the Label Format File (#194.4)
This is the name of the charge-out card format to be used when charging out
records in this division. A new label format (3-30 characters) can also be entered
here, but the user would then have to go into Label Format functions and define the
parameters of that label.
Routing Tag Format:          Pointer to the Label Format File (#194.4)
This is the name of the routing card format to be used when charging out records in
this division. A new label format (3-30 characters) can also be entered at this time,
although this is generally the same as the charge-out card.




                                                                                                 78
                   Demo: Application Set-up (cont.)
              RECORD TRACKING APPLICATION: MEDICAL RECORDS TR   RT APPL SET-UP -- CONTINUATION
              • Log into the training database
                                        Miscellaneous Parameters*
               Profile/Report Header: MEDICAL RECORD
               Entity Select Prompt: Select PATIENT:
               Entity Display Header: Patient Name
               Record Prompt: RECORD



               Default Record Creation Type: OUTPATIENT
               Borrower Barcode Format: BORROWER STANDARD



               File Room Supervisor Key: RT MRT-FR-SUPER
               File Room Staff Key: RT MRT-FR-STAFF



               Deleted Record Mail Group: RT DELETE
               Missing Record Mail Group: RT MISSING
               ASCII File Mail Group: RT MTRR ASCII NOTIFY

              October 2007            VC_MRT_Medical Records Files Part 1, v2                    79




Text:
                                      *Miscellaneous Parameters*
The parameters under this heading are shared by all divisions. Usually they are set up at
initial software installation and need not be changed.
Profile/Report Header:        Free Text 5-40 characters
This field allows definition of the heading which will appear on the Record Inquiry and Trace
Movement History reports. Usually this is set up at each site at initial installation and need
not be changed.
Entity Select Prompt:         Free Text 3-40 characters
This field is used to enter the wording to appear on the screen for 'Select' prompts which point
to the PATIENT file. You may use both upper and lower case letters. Recommended entry:
Select Patient
Entity Display Header:        Free Text 3-25 characters
This field is used in the Records Charged to a Borrower report as the title for the patient name
list, and as a header for any report columns which feature the NAME field from the PATIENT
file. Use both upper and lower case letters. Recommended entry: Patient Name




                                                                                                      79
                 Demo: Application Set-up (cont.)
            RECORD TRACKING APPLICATION: MEDICAL RECORDS TR   RT APPL SET-UP -- CONTINUATION
            • Log into the training database
                                      Miscellaneous Parameters*
             Profile/Report Header: MEDICAL RECORD
             Entity Select Prompt: Select PATIENT:
             Entity Display Header: Patient Name
             Record Prompt: RECORD



             Default Record Creation Type: OUTPATIENT
             Borrower Barcode Format: BORROWER STANDARD



             File Room Supervisor Key: RT MRT-FR-SUPER
             File Room Staff Key: RT MRT-FR-STAFF



             Deleted Record Mail Group: RT DELETE
             Missing Record Mail Group: RT MISSING
             ASCII File Mail Group: RT MTRR ASCII NOTIFY

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Text:
Record Prompt:                       Free Text 3-30 characters
This prompt is used in all options where a record prompt exists. Use both upper and
lower case letters. Recommended entry: Record
Default Record Creation:             Pointer to the Record Types file (#195.2)
Enter the type of record the system should initially create for a patient when the user
creates a record upon registration or from the pull list. If any linked records have
been defined, these will be created at the same time. Recommended entry:
OUTPATIENT
Borrower Barcode Format: Pointer to the Label Format File (#194.4)
This is the label format to be printed for borrowers associated with the MRT
application. Either a standard format or a site-defined format may be used. All
divisions must use the same Borrower Barcode Format.




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                    Demo: Application Set-up (cont.)
               RECORD TRACKING APPLICATION: MEDICAL RECORDS TR   RT APPL SET-UP -- CONTINUATION
               • Log into the training database
                                         Miscellaneous Parameters*
                Profile/Report Header: MEDICAL RECORD
                Entity Select Prompt: Select PATIENT:
                Entity Display Header: Patient Name
                Record Prompt: RECORD



                Default Record Creation Type: OUTPATIENT
                Borrower Barcode Format: BORROWER STANDARD



                File Room Supervisor Key: RT MRT-FR-SUPER
                File Room Staff Key: RT MRT-FR-STAFF



                Deleted Record Mail Group: RT DELETE
                Missing Record Mail Group: RT MISSING
                ASCII File Mail Group: RT MTRR ASCII NOTIFY

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Text:
File Room Supervisor Key:          Set of Codes: the RT security keys
Although this field allows any of the RT security keys, it must be RT MRT-FR-SUPER key to
work properly. Holders of this key will receive all RT mail bulletins.
File Room Staff Key:               Set of Codes: the RT security keys
Although this field allows any of the RT security keys, it must be RT MRT-FR-STAFF key to
work properly.
Deleted Record Mail Group:         Pointer to the Mail Group File (#3.8)
The mail group that is listed here must be setup initially through the Manage MailMan menu
(Database Administrator duty). Then that mail group is added here. This mail group will receive
bulletins each time an MRT record is deleted from the system. NOTE: This sends messages via
CHCS mail, not Outlook Mail unless it is set up in CHCS mail to do so. Holders of the RT
DELETE key will also receive these bulletins.
Missing Record Mail Group: Pointer to the Mail Group File (#3.8)
The mail group that is listed here must be setup initially through the Manage MailMan menu
(Database Administrator duty). Then that mail group is added here. This mail group will receive
bulletins when a record is flagged as missing or has a missing flag removed. Note: This sends
messages via CHCS mail, not Outlook Mail, unless it is set up in CHCS mail to do so.
ASCII File Mail Group:             Pointer to the Mail Group File (#3.8)
This field contains the name of the mail group which will be notified, via mail bulletin, when a
record retirement index is ready to be formatted in ASCII format. NOTE: This sends messages
via CHCS mail, not Outlook Mail unless it is set up in CHCS mail to do so.




                                                                                                       81
                   Demo: Application Set-up (cont.)
              RECORD TRACKING APPLICATION: MEDICAL RECORDS TR   RT APPL SET-UP -- CONTINUATION
              • Log into the training database
                                           *Borrower Parameters*
               Borrower File Parameters:
              +HOSPITAL LOCATION
               MEDICAL CENTER DIVISION
               MEDICAL TREATMENT FACILITY
               PROVIDER
              +RT FILEROOM SPECIFIC LOCATIONS FILE




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Text:
                                         *Borrower Parameters*
These parameters are shared by all divisions.
Borrower File Parameters:                Multiple values allowed. Points to six different
                                         files
This group of parameters allows definition of the different entities which may be defined as
borrowers. There are six kinds of borrower types that can be defined. These parameters
define whether the phone number field is displayed upon accessing the entry and whether
the prompt for ‘Associated Borrower’ is seen when using this borrower type. Entities from
the following files may be used:
        1. HOSPITAL LOCATION (#44) Clinics, file rooms, PAD locations.
        2. MEDICAL CENTER DIVISION (#40.8) Other divisions on your CHCS platform.
        3. MEDICAL TREATMENT FACILITY (#4) Other MTF’s in the military not on your
           CHCS platform.
        4. ADDITIONAL MEDICAL TREATMENT FACILITY (#8101.1) Civilian hospitals in
           your local area & National Personnel Record center.
        5. PROVIDER (#6) Users who are providers of care on CHCS.
        6. RT FILEROOM SPECIFIC LOCATIONS (#8376). All locations that don’t fit in
           other categories above.




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                      Demo: Application Set-up (cont.)
                 BORROWER FILE PARAMETERS: HOSPITAL LOCATION      RT APPL SET-UP -- CONTINUATION
                 • Log into the training database
                  Borrower File: HOSPITAL LOCATION
                  Ask Phone/Room?: NO
                  Ask for Associated Borrower?: YES
                  Show Charged Records?: YES




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Text:
Borrower File:
This is the name of the borrower you selected from the prior screen. It will be one of the six
file entries we talked about.
Ask Phone/Room?:                               Set of Codes: "y" for YES, "n" for NO
If set to yes, when this borrower class is selected, the system will prompt the user to update
the borrower's phone number and location/room.
Ask For Associated Borrower?:                  Set of Codes: "y" for YES, "n" for NO
If set to yes, when this borrower class is selected, the system will prompt the user to enter an
Associated Borrower. The best use for a ‘yes’ entry may be in the case of ward and clinic as
borrowers (enter the ward/clinic as the borrower, and the health care provider (HCP) as the
associated borrower).
Show Charged Records:                          Set of Codes: "y" for YES, "n" for NO
If set to yes, when a borrower is selected, the system displays all medical records currently
charged to that borrower. In the case of clinics and providers, who may have literally
hundreds of records charged to them at any one time, it is usually cumbersome and time-
consuming for the user to return through multiple screens of information, and the parameter in
this case should probably be set to “no.”
This concludes our lesson on the Application file. Let’s return to the slides for a question.




                                                                                                        83
                                      Question

          Where are the individual division parameters found in
          the Application Set-up?

               a. Borrower file parameters
               b. Miscellaneous parameters
               c. Division parameters




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Test:
The correct answer is c. The division parameters contain individual fields relating to
the division defaults.




                                                                                         84
                                     Question

          Where are the defaults for the home location and initial
          borrower for record types found in this file?

               a. Borrower file parameters
               b. Miscellaneous parameters
               c. Division parameters




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Test:
The correct answer is c. The division parameters contain the defaults for each
record type that it uses.
Instructor Notes:
This concludes our course on MRT Files Part 1. Let me summarize what we talked
about today.




                                                                                 85
                                             Summary

                   •   PAD and PAS parameters
                   •   File Room Set-up
                   •   Label Set-up
                   •   Record Type
                   •   Application Set-up




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Text:
• In Lesson 1, you learned about the parameters within PAD and PAS that affect record creation
  and pull lists. PAD parameters allow creation of records upon filing registration and the
  admission screens. The PAS parameters contain the number of days ahead of the appointment
  that a record should be pulled. They also indicate whether to pull records or not for each
  appointment type.
• In Lesson 2, you learned about centralized vs. decentralized file rooms. You also learned about
  how to set up a file room.
• In Lesson 3, we reviewed a label for a record. We saw how to set up fields within the label.
• In Lesson 4, we reviewed the Record Type file. I mentioned the nine different standard record
  types and that you can add other record types into the files. We also talked about all the fields
  that control record types.
• In Lesson 5, you learned about the RT Application Set-up. Most fields within this file are shared
  among all divisions, with the exception of the division parameters. Those fields contain the
  default file rooms, and individual record type parameters.




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                                  References

           • MRT Implementation Guide: SAIC/CHCS Doc. TC-4.4-
             0579, dated 18 Sep 1995




          October 2007      VC_MRT_Medical Records Files Part 1, v2    87




Text:

You may request the MRT Implementation Guide through the SAIC’s Data
Management Department’s website from your SAIC CHCS system specialist.

You may also print this presentation after we have completed the class today.
Remember to print the PowerPoint slides in notes pages format.




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                      Questions?




October 2007   VC_MRT_Medical Records Files Part 1, v2   88




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