Chart Maintenance

AxiUm TrainingAxiUm Training

University of KentuckyCollege of Dentistry

Chart Maintenance Training Module

July 2006

WelcomeWelcome Why AxiUm? (from Overview)Why AxiUm? (from Overview) Path to electronic patient recordPath to electronic patient record Used in 24 other U.S. dental schoolsUsed in 24 other U.S. dental schools Provides greater educational exposure for students and residents. Provides greater educational exposure for students and residents. State-of-the-art Technology for staff , faculty students/residents recruiting State-of-the-art Technology for staff , faculty students/residents recruiting Increased efficiencyIncreased efficiency Improved reportingImproved reporting More user-friendlyMore user-friendly EPR will permit view of all patient encounters across clinics.EPR will permit view of all patient encounters across clinics.

Introductions (JoAnn Lowery, Glena Jarboe)Introductions (JoAnn Lowery, Glena Jarboe) Train how to use Chart Maintenance ModuleTrain how to use Chart Maintenance Module Session will be 1 hour so we won’t have a breakSession will be 1 hour so we won’t have a break We will not have computers logged on during training but will give hands on We will not have computers logged on during training but will give hands on

material at end of demonstration to practice. You may ask questions during the material at end of demonstration to practice. You may ask questions during the demonstration. We will also give handouts for notebook. demonstration. We will also give handouts for notebook.

If you have chart number, proceed to step 3. (You may also check where a chart is located by going to the patient card).

If you don’t have the chart #, follow the instructions below for locating chart #.

Step 1:Step 1: Choose Choose RolodexRolodex icon from icon from main screen.main screen. Rolodex

Icon

Step 2: Search for Existing Step 2: Search for Existing Patient Record Patient Record

Enter search info here

Click this button to begin search

STEP 3 – AFTER CHART # STEP 3 – AFTER CHART # LOCATEDLOCATED

After locating chart #, click chart After locating chart #, click chart tracker icon on desktop.tracker icon on desktop.

Chart Tracker

STEP 4 – CHECKING STEP 4 – CHECKING CHARTS IN VERSUS OUTCHARTS IN VERSUS OUT

Chart In

Chart Out

DETERMING WHEN TO USE DETERMING WHEN TO USE CHART IN OR CHART OUTCHART IN OR CHART OUT

If you are checking charts to a location without a provider, use the chart check in button.

If you are checking charts to an individual user or provider use the chart check out button.

Please refer to the next slide to determine the appropriate location/provider. (I would suggest you copy that page to refer to).

Use Chart Check in ButtonUse Chart Check in Buttonwith locationwith location Dental Records—0 Dental Records—0

Walk-in Clinic—1314Walk-in Clinic—1314 Dental Records Medical Dental Records Medical

Releases—1318Releases—1318 Pedo Night Clinic--1339Pedo Night Clinic--1339 Adult Dentistry—1340 Adult Dentistry—1340 Pediatric Dentistry – 1341Pediatric Dentistry – 1341 Orofacial Pain Center – 1342Orofacial Pain Center – 1342 KY Clinic South—1343KY Clinic South—1343 Orthodontics-Resident—1345Orthodontics-Resident—1345 Orthodontics-Faculty—1346Orthodontics-Faculty—1346 Oral Maxifacial Surgery-1348Oral Maxifacial Surgery-1348 Urgent Care-Dental ER—1354Urgent Care-Dental ER—1354 11stst Year Student Files--1355 Year Student Files--1355

Use Chart Check out ButtonUse Chart Check out Button

with location and Provider/userwith location and Provider/user Periodontal Clinic – 1349 (need Periodontal Clinic – 1349 (need

provider/user)provider/user) Student Clinic -1351 (need Student Clinic -1351 (need

provider/user)provider/user) Non Clinical Staff (need Non Clinical Staff (need

provider/user)--1352provider/user)--1352 Faculty Clinic (need provider/user)—Faculty Clinic (need provider/user)—

13441344 Research—1353(need provider/user)Research—1353(need provider/user) Oral Pathology—1356(need Oral Pathology—1356(need

provider/user)provider/user) Radiology—1357(need Radiology—1357(need

provider/user)provider/user)

CHECK INCHECK INIf choosing check in, click on chart in. If choosing check in, click on chart in.

This will open the chart in box.This will open the chart in box.

COMPLETING THE CHART IN COMPLETING THE CHART IN FORMFORM

Choose location before putting chart # Choose location before putting chart # in the chart # input field. This is on a in the chart # input field. This is on a timer and may time out if you do chart timer and may time out if you do chart # first. # first.

Enter the chart # in the chart # input Enter the chart # in the chart # input field. Hit enter, then close (Enter will field. Hit enter, then close (Enter will act as your save button).act as your save button).

CHART OUTCHART OUT

If you are checking chart out to an If you are checking chart out to an individual, individual, click chart outclick chart out. This will open an . This will open an additional box for chart out.additional box for chart out.

CHART OUT WITHOUT CHART OUT WITHOUT REQUEST (EXAMPLE: PHONE)REQUEST (EXAMPLE: PHONE) Check the chart out without request Check the chart out without request

field. This will open an additional section field. This will open an additional section on the bottom of the form. on the bottom of the form.

If you are pulling from a chart list of If you are pulling from a chart list of appointments, you will appointments, you will notnot check this check this box.box.

CHART OUT WITHOUT CHART OUT WITHOUT REQUEST FORMREQUEST FORM

Chart Out Without Request

CONTINUATION OF CONTINUATION OF CHECKING CHART OUT CHECKING CHART OUT

WITHOUT REQUESTWITHOUT REQUEST

Enter the chart number in the chart Enter the chart number in the chart number input field. After entering #, number input field. After entering #, hit enter.hit enter. Then click the close Then click the close button. button.

VIEWING LOCATION OF VIEWING LOCATION OF PATIENT CHART FROM PATIENT CHART FROM

PATIENT CARD(ROLODEX)PATIENT CARD(ROLODEX)

rolodex

PATIENT CARDPATIENT CARD

CHART LOCATION

CHECK HISTORY OF CHART CHECK HISTORY OF CHART LOCATIONLOCATION

Chart History

CHECK HISTORY OF A CHECK HISTORY OF A USERUSER

User

User Histor

y

Search

Determining charts that a Determining charts that a provider still has checked outprovider still has checked out

Change the date in the Date From

field to 10/1/1992

(QSI go live date)Click on

the chart out

button

Enter the user/provider( Use the more

button to locate the user

USER REPORTUSER REPORT

User Histor

y

User

APPOINTMENT LISTAPPOINTMENT LIST

Search

Location

Appointment Date

Checking Charts out from an Checking Charts out from an appointment listappointment list

Enter chart

number

Check this box

Enter the appointment

date

DELETE BUTTONDELETE BUTTON

You will not be using the delete button. You will not be using the delete button. This buttonThis button will not delete a chart will not delete a chart checked out in errorchecked out in error. Access to this . Access to this button will be blocked since it’s only button will be blocked since it’s only function is to delete a chart request that function is to delete a chart request that was made when an appointment was was made when an appointment was scheduled. We will not be using chart scheduled. We will not be using chart request from scheduling.request from scheduling.

Set Up ButtonSet Up Button

RELEASE BUTTONRELEASE BUTTON

If a chart is “locked” for some reason If a chart is “locked” for some reason (example: financial), the release button (example: financial), the release button will allow you to override the lock and will allow you to override the lock and check the chart out. Supervisors will be check the chart out. Supervisors will be the only staff with access to this button.the only staff with access to this button.

THANK YOUTHANK YOU Practice, get excitedPractice, get excited Feel free to repeat a training sessionFeel free to repeat a training session Use the materials in the NotebookUse the materials in the Notebook Contact JoAnn Lowery or Glena Contact JoAnn Lowery or Glena

Jarboe if you get stuckJarboe if you get stuck