MedEDocs
Report Viewer User’s Guide
Mededocs transcription system
Report Viewer User’s Guide
©MedEDocs
2409 Brook Crest Drive
Mesquite, TX 75150
Table of Contents
Introduction*
Overview*
Key Terms*
Pictorial Guide*
Main Window*
Tool Bar*
Print Summary*
Search Dialog*
Right Click Menu*
Comments*
Calendar*
Edit Window*
How to…*
Get Started*
Select Files from the Report Viewer Display*
Print a Summary Report and Comments*
Enable/Disable Automatic Summary*
Print Draft Copies*
Edit Documents*
Print Final*
E-mail Documents*
Archive*
Sort Display Information*
Correct Patient Information*
Correct Date*
Change Display Options*
Search for Documents*
Add Electronic Signature*
Change Priority*
New Features*
The MedEDocs Report Viewer allows the medical provider to track the progress of their dictation throughout the process and gives the provider control of the documentation process, including the ability to change the priority, edit, print, fax and email documents. Each individual on the medical provider’s staff has a unique user name and password, and it is imperative that each user always log on the system with their user name and password. It is a violation of Federal HIPAA laws to log into the Report Viewer using another person’s user name and password. In addition, HIPAA requires an audit trail for all documents, and this is accomplished through the proper use of the Report Viewer software. Depending on the user’s needs and responsibilities, some users may have full access with editing capabilities (e.g. nurses and administrators) while others may have limited capabilities such as view only (e.g. billing office personnel). The commands that are displayed for any given user will depend on the level of access assigned to them as indicated to MedEDocs by the medical provider’s account administrator.
Dictated voice files progress through the MedEDocs System automatically, yet can be individually controlled when necessary. The Report Viewer reports the progress of each dictated file under the column labeled "Status." Throughout the process, voice files and document files are stored on the MedEDocs Central Server which provides for the safety and integrity of the entire system and assures HIPAA compliance. Here is an overview of each step in the dictation/transcription process:
Close
—a command used to close an individual document without closing the Document Viewer. If used while in Edit mode, the changes will NOT be saved on the MedEDocs Central Server but the document will be archived. If multiple files were selected in Edit mode, the next selected document will open in the Document Viewer.Comments
—notations made by the transcriptionist or the quality assurance editor indicating the report needs additional attention or clarification by the medical provider or their staff. These notations might include questions about the report, an explanation of blanks, or discrepancies noted during transcription.Default
—a software setting that is used automatically especially if the user does not indicate a preference.Demographics
—information about the patient and the encounter. This information includes the patient’s name, medical record number, and date of service, and were applicable the encounter number, billing information, and accession number.Dictator
ID—A unique number on the MedEDocs system assigned to each dictator.Document
Viewer—a component of the Report Viewer software which includes MS Word and a patient Demographic Bar. The Document Viewer opens a transcribed document within MS Word allowing the medical provider to view and edit the document. The Demographics Bar allows the medical provider to correct the patient’s name, medical record number or the date of service, and the changes will be reflected in the document and in the database maintained on the MedEDocs Central Server.DOS
—abbreviation for Date of Service. This corresponds to the date the patient was seen (e.g. date of visit, encounter date, date of exam).Download
—to move a file toward you. Usually, this term describes the movement of a file from a server to a workstation.Draft
—A printed copy of a report used for review and markup.Electronic
signature—An electronic notation on the document itself which can only be added by the dictating physician. To apply the electronic signature, the dictating physician must log in using their user name and password and apply the Electronic Signature command.Exit
—a command in the Document Viewer that will close the current document and the Document Viewer at the same time. See also Document Viewer.Job
number—a unique number assigned to each audio file/document pair. Job numbers typically start with the dictator’s ID followed by a 2-digit number indicating the year and 2-4 digits indicating the date the file was created. The method used for creating the job number depends on the system used to create the audio file (ie the telephone dictation system, the digital hand-held system or other system).MedEDocs Central Server
—a central storage location for all dictation and transcription files on the MedEDocs System. All users access this same server through an internet connection, but the information displayed for each user depends on their access and security level.MRN/
Patient ID—this number is a unique alphanumeric identifier assigned to every patient. Usually, this number is the patient’s account number as determined by the medical provider’s practice management system or hospital billing/management system, but in the absence of such information, a unique number will be assigned to the patient by MedEDocs. This unique number is the primary record locator for the patient’s information within the MedEDocs database. It is important that the medical provider supply unique numbers when possible. If numbers are accidentally duplicated within the MedEDocs system, the patient name will replace the original name associated with the duplicated medical record number.Patient
name—the patient’s name as it appears in the MedEDocs Central Server database. Within the database, all names must be formatted as last name, first name and middle initial (optional). The format of the patient’s name within the document itself may be different, but the database entry must be written consistently.Priority
—Sets the urgency and therefore determines the order in which the file is transcribed. Stat dictation (priority 0) is always transcribed ahead of all other documents. Priority 1 is transcribed before priority 2 and so on. Priority is normally determined by the work type and is set when the account is initially created. Stat dictation is marked at the time of dictation, or a file may be upgraded to stat. Of course, work types and their respective priority may be changed when necessary.SAVE & ARCHIVE
—a command used to permanently save the changes made to a document. All documents are actually stored on the MedEDocs Central Server and any changes made to a document by the medical provider need to be saved on the MedEDocs Central Server for future reference. If a document is edited, but the Save and Archive command is not used, the archived document (on the MedEDocs Central Server) will not reflect the changes. This obviously can create patient care issues if an archived copy of the report (without the appropriate changes) is subsequently accessed, printed or otherwise used to make patient care decisions.SAVE AS READY
—a command which will save the changes to a document and store the edited document on the MedEDocs Central Server for future reference but the status of the document will remain "Ready."Server
—a computer designed to store and control access to files. Compare a Server to a Workstation, which is a computer used by an individual for many different tasks.Status
—the following terms are used to describe the various stages of the dictation/transcription process. These descriptions will appear in the Report Viewer under the column "Status."Not assigned
—These files have been received from the various dictation inputs (phone, hand-held or interfaces) but have not been downloaded by a transcriptionist.Assigned
TO MT—These files have been downloaded by a transcriptionist and are being transcribed.Waiting
FOR QA—These files have been transcribed by a transcriptionist but have been marked for review. Files may be reviewed in order to evaluate and train a transcriptionist new to the account or to fill in blanks or missing patient information.Assigned
TO QA—These files are currently being reviewed by a quality assurance editor.wait FOR Approval
—These files are waiting for dictator approval. This status only applies when the Electronic Signature feature has been activated for that dictator. These files may be viewed and edited by the medical provider’s staff, but cannot be archived until the dictator has applied an electronic signature.Approved
—These files have been approved by the dictator and have an electronic signature applied. At this point, these files cannot be edited. They can be printed, attached to email, and/or faxed.APPROVED/DRAFT
—These files are still in Approved status but a draft copy has been printed. If the draft copy is acceptable (i.e. does not require editing), then the file may be archived without printing again.Ready
—These files have completed the transcription process and are ready to be processed by the medical provider or their staff. These files may be edited, printed and/or attached to email.Ready
/Draft—These files are still in Ready status but a draft copy has been printed. If the draft copy is acceptable (i.e. does not require editing), then the file may be archived without printing again.Archived
—These files have been edited and printed and no longer need the immediate attention of the medical provider or their staff. Documents in archive status cannot be edited. All archived documents can be retrieved using the Search Archive feature. In order to permanently edit a document, files must be in the Ready status (i.e. unarchived).SPECIAL REVIEW-
These documents are waiting for review by 2nd level document/language specialists. Files may be reviewed in order to evaluate and train a transcriptionist or QA editor or to fill in blanks or missing patient information or to evaluate the overall quality of the work being returned.Tech
Hold—These files have failed to progress automatically through the system and need to be reset or repaired by the MedEDocs Information Systems department. Voice files originating on a hand-held recorder are backed up on the processing computer’s hard drive and a copy is maintained for 30 days. Even if a voice file fails to upload to the MedEDocs Central Server, the backup copy can be retrieved, preventing the dictator from having to re-dictate. Customers will be contacted if they are needed to upload a copy of the voice file from the backup folder.Type
—indicates the work type or document type. Examples include History and Physical, Letter, Consultation, Operative Report, Discharge Summary. The dictator may indicate the type of report when using the phone-in dictation system, but the transcriptionist ultimately sets this work type based on the type of template used in order to create the document.Upload
—to move a file away from you. Usually this term describes the movement of a file toward (onto) a server. Pictorial Guide
Auto Refresh – The Report Viewer displays real-time Job status. Job status is automatically updated at 6-minute intervals when the main window is active. Information is automatically updated when program options (Column or status preference or calendar date range) are changed or when returning from a View/Edit session. The auto refresh feature is suspended when main window is minimized or is not the active window.
Null-Information for this field is not available
Click on any Column Header to sort by that column.
TOOL BAR
EXIT
—Closes the Main window and exits the applicationREFRESH— Updates the display with updated information and program preferences.
View
—Opens the selected document(s) to be viewed, no changes to the document will be saved.Edit
—Opens the Document Viewer with the selected documents displayed in MS Word. Use this command to view, edit and save changes to a document. May also be used to print files using the Print command in MS Word. Note: Files in Archive status cannot be edited.Print Draft
—Prints selected documents (or all available documents if no documents are selected). After printing, documents will be marked Ready/Draft indicating a draft copy has been printed. These documents will remain in Ready status until one of these commands are used: Email, Print Final, Archive or Edit/Send to Server.Print Final
—Prints selected documents (or all documents displayed if none are selected). Documents are automatically archived.FAX— Sends Selected documents as a fax. The user will be prompted for a name and fax number for the recipient. Fax delivery is accomplished by the MedEDocs fax server.
Print Comments
— Prints a summary document with comments for each document for the selected files (or all files if none are selected). This is useful for identifying files that need editing or additional information before printing a final copy.Archive
—Saves a final copy of the selected file(s) on the MedEDocs Central Server. After archiving, files will not display under Ready status. To locate, view or print a file from Archive, change the view to Archive or All or use the search feature.SEARCH-Opens a search criteria dialogue box.
VIEW BAR
Allows the user to choose the type of information displayed. Several options are available and are explained below. Preferences are saved.
WORKTYPE-Displays the Work Type associated with document.
PRIORITY-Displays the priority of the workflow. The smaller the number the higher the priority (Stat is 0). Priority of any unassigned job can be set to Stat using the right click menu. (With job selected, right click and choose change priority from the shortcut menu.)
VISIT-Display Visit ID (Encounter or Billing Number) associated with the document. This value is manually entered by the transcriptionist if supplied by the dictator or practice.
ACCESSION-Display accession number associated with document.
DOS-Date of Service. The user can elect to display date of service or upload time (or both), however if no choice is made, Upload time is automatically selected. (See Upload Time)
*The report viewer displays jobs that were uploaded between the dates indicated in the date range.
UPLOAD TIME-Time job was uploaded to our system and made available for transcription. The user can elect to display date of service or upload time (or both), however if no choice is made, Upload time is automatically selected.
*The report viewer displays jobs that were uploaded between the dates indicated in the date range.
LOCATION-Customer ID. Displays system identifier for the customer or location associated with documents. Multi location logins automatically display location column. Location column is optional for single location users.
STATUS BAR
Allows the user to choose documents to be displayed.
Ready (Default)
—Displays all documents in Ready or Approved status regardless of date range. This includes documents which have been transcribed but not archived by the medical provider/staff. If the user has electronic signature privileges, then documents that are awaiting their signature/approval are also displayed.ARCHIVE
— Displays all files in archive status, which have been dictated and uploaded to the MedEDocs Central for a defined date range. (See Date Range/Calendar Control)All
—Displays all files, which have been dictated and uploaded to the MedEDocs Central for a defined date range. This display shows files in all status.PRINT SUMMARY OPTION Prints a summary page with document information and comments whenever the Print Draft or Print Final command is used. Uncheck to disable automatic summary page. To print the summary report by itself, use the Print Comments command from the toolbar.
SEARCH CRITERIA DIALOGUETo search for a document using specific search criteria, click on the Search button on the Tool Bar or choose the search option from the right click menu
Search
—Optional search criteria. User may enter search criteria in one or more fields to narrow search. The asterisks (*) should be used as a wildcard for sounds like or unknown searches. Asterisks can be used before or after text or both. If date of service criteria is entered the upload date range is automatically adjusted to include the date of service range.Hint: For best results type the first few letters of the last name followed by an asterisk.
Examples-The following search criteria could be used to locate
SABA, KIMBERLY
Saba*
*ABA*
*Kim*
*Kimberly
Select a job and right click to display shortcut menu.
SEARCH-Opens Search dialogue box to enter search criteria
CLEAR SEARCH-Clears search criteria from buffer and refreshes view
Unarchive Document
—Changes an archived document back to Ready status. Archived documents cannot be edited, so this function allows the medical provider to edit a document after it has already been archived. A file must be selected before choosing this command.Change Job Priority
—Allows the medical provider to change the priority of an unassigned file. Dictation will be designated as Stat (Priority 0). A file must be selected BEFORE choosing this command. This command will not change the priority of a dictation if the file is currently assigned to a transcriptionist or QA editor. Call your account administrator to upgrade to stat.
The Report viewer opens displaying all ready documents regardless of date uploaded. Changing the view "Archived" or "All" jobs will narrow the results to jobs that were uploaded within the date range defined in the date range bar. The Report Viewer automatically enters a default date range of 14 days. This range can be changed manually or by using the calendar control.
Clicking the calendar button opens the calendar control. This calendar can be used to select a date of range of dates to be displayed. To select a range of dates, left click on the first desired date. Hold the left button down while dragging the mouse pointer across the dates to be included. The selection can go across months (you can select grayed dates). When the desired range has been selected, release the left mouse button. The calendar is automatically closed and the range applied to the date range fields. The data grid is automatically updated with this new date information.
Dates can be manually entered into the date fields if preferred. After changing the dates in either field, press the Enter key or click the refresh button to apply the new date range settings and refresh the view.
Select job and click the View or Edit button
Buttons are automatically enabled/disabled according to document status and user’s level of access.
View/Print only
Edit Mode
Signature mode
TOOL BAR
EXIT—Closes the Edit window and returns the user to the Main screen. Any unsaved changes are lost. Do not use the exit function in the Word window.
SAVE + ARCHIVE—Saves changes to the current document to the central server and sets the status to "Archive".
Sign
—Available only for the dictator. Creates an electronic user-date stamp associated with the document for verification of date and time document was approved. Sets the status of the document to "Approved". If applicable, the phrase "Electronic signature not obtained" is replaced with the phrase "Electronically signed by" with the authors Name and ID.ARCHIVE
—Discards any changes made to the document. Closes the Edit window and sets the status of the current document to "Archive".SAVE AS READY—Saves changes to the current document to the central server and sets the status to "Ready".
FAX
— FAX current document (server copy). The user will be prompted for a name and fax number for the recipient. Fax delivery is accomplished by the MedEDocs document fax server. Note (If the user has made changes to the current document, he should choose one of the save to server options before faxing to guarantee that the correct version is faxed.)DISCARD CHANGES
—Discards any changes to the current document, closes the edit window and returns the user to the Main Window. Document reset to ready status.DEMOGRAPHICS BAR
When the document is opened, the patient name, date of service and medical record number (MRN) are displayed in the demographics bar. Changes made here will be saved to the database When a save or sign command is used (Save + Archive, Save as Ready, or Sign). Any demographics fields in the document that are tied to these fields will automatically be updated in the document. Changes made directly to text within a field (shaded area) inside of the document will be lost. Other changes made within the document will be saved if any save or sign command is used.
READ ONLY DOCUMENTS
Documents opened by the view command are "Read-Only" (as indicated in the Word Title Bar) and cannot be edited. Any changes made to these documents will be lost. If changes need to be made to archived documents, the document will need to be unarchived using the right click menu from the Main window. The unarchive function returns the document to ready status and creates an audit trail. Once the status has been returned to ready the document can be edited and saved by authorized users.
How to…Click the Report Viewer icon on the Desktop. Type in your user name and password and click the Log in button. Passwords are case sensitive. The Report Viewer will open with Ready documents already displayed. Choose from the following tasks:
Select Files from the Report Viewer Display
Select a range of files by clicking to the left of the first desired row using the left mouse button and then pressing the Shift key on the keyboard while clicking the last file in the range with the left mouse button. To select a few files, click each file with the left mouse button while holding down the Control key on the keyboard. Alternatively the shift key and up or down arrows can be used to select consecutive rows. After selecting files, click one of the command buttons at the top of the display. Note: If no files are selected, the Print Draft, Print Final, Print Comments, and E-Mail command buttons will apply to all files displayed.
Print a Summary Report and Comments
Printing a Summary report of documents with comments creates a worksheet for managing the list of files to be processed. A Summary sheet includes the patient’s name, medical record number, report name (work type), dictator and job number. Comments will appear directly below the document information on the Summary report. The transcriptionist or the quality assurance editor may attach comments to a file to alert the medical provider or medical records clerk to problems or deficiencies that could not be resolved during the transcription process. Reviewing the list of Comments before printing the documents can be useful for identifying files that need to be edited.
To print a Summary report by itself, select documents in the Report Viewer Display. Click the Print Comments toolbar button.
Note: If the Print Summary option is checked a Summary report will automatically print when the Print Draft or Print Final command is used.
Enable/Disable Automatic Summary Page
Prints a summary page with document information and comments whenever the Print Draft or Print Final command is used. Uncheck to disable automatic summary page. To print the summary report by itself, use the Print Comments command from the toolbar.
Print Draft Copies
Draft copies of documents may be useful for reviewing and creating a markup document for editing. Select the file(s) to be printed and click the Print Draft command button at the top of the Report Viewer display. Note (If no documents are selected, all available documents will be printed. If the draft copy is acceptable, the job can be marked for archive without printing again. Documents requiring editing can be selected for editing.
Note: If the Print Summary option is checked a Summary report will automatically print when the Print Draft or Print Final command is used.
To edit the text of a document or patient information associated with the document, select the document from the Report Viewer display and click the Edit command button.
The Document Viewer and a copy of MS Word will open. The Demographics bar will appear above the MS Word window. Use this bar to edit the patient’s name, the medical record number or the date of service. Regardless of how the patient name and date should appear within the document itself, the format in the demographic bar is always the same: last name, first name middle initial (optional). Specific codes are used within the document to format the patient’s name (i.e. title case, all caps, order of first and last name). Be careful with punctuation and spacing within the Demographic Bar, as this information is stored in the database. If typed incorrectly (e.g. with leading spaces or too many spaces between names), you may be unable to search and find the patient’s name in the future. DO NOT USE QUOTATION MARKS WITHIN THE PATIENT’S NAME IN THE DEMOGRAPHICS BAR. If the patient has a nickname, do not place the name in quotations like Robert "Bob" Bryan.
Edit the document itself using MS Word. All commands and features of Word are fully operational with the exception of the Save and Open commands on the File menu. These commands are disabled because the Document Viewer must maintain control of file management.
Important tips for editing documents: Display the formatting marks by clicking the paragraph symbol on the Standard toolbar. These formatting marks will not print, but they will guide you while editing the file, as they mark the end of paragraphs, spaces, and tabs.
Also, under the Tools menu, choose Options. On the tab labeled View, choose Field shading: Always. With this option selected, all information within the document that is part of a field will appear in a gray shaded box. Any information marked by a shaded box should be changed using the Demographic Bar across the top of the display instead of changing it directly in the document itself. The shaded boxes mark information in a field (also called field results), and fields cannot be edited directly. Changes made directly in a field will not "stick" and the next time the document is viewed, the corrections will be lost. If the patient has a nickname to be typed in quotation marks, delete the patient name field completely from the face of the document and retype the patient’s name without using a field.
To edit information in the header space of a Word document, click the View menu on the main menu bar of MS Word and choose Headers and Footers. The header space will open and the document text will be grayed out. Edit the header or footer space. If the date has been changed in the Demographics Bar, you will want to update the fields. Select the text and right click. Choose Update fields. When finished, click Close on the Header and Footer toolbar.
When you have finished editing the document, you may print the document while the file is still open. Click on the toolbar Print button to print to the default printer. If special printing needs are required use the CTRL+P command in Word to display the printer dialog box. You may also choose to batch print later. After editing the document, click the desired button in the Document Viewer tool bar; NOT the File menu on the MS Word menu bar. Choose one of the following commands:
EXIT
—Closes the Edit window and returns the user to the Main screen. Any unsaved changes are lost. Do not use the exit function in the Word window.Print—Prints the current document using default printer settings. Hint (Use the "Ctrl+P" command within MS Word to display the printer dialog box for special printer requirements.)
SAVE + ARCHIVE—Saves changes to the current document to the central server and sets the status to "Archive".
Sign
—Available only for the dictator. Creates an electronic user-date stamp associated with the document for verification of date and time document was approved. Sets the status of the document to "Approved". If applicable, the phrase "Electronic signature not obtained" is replaced with the phrase "Electronically signed by" with the authors Name and ID.ARCHIVE
—Discards any changes made to the document. Closes the Edit window and sets the status of the current document to "Archive".SAVE AS READY—Saves changes to the current document to the central server and sets the status to "Ready".
FAX
— FAX current document (server copy). The user will be prompted for a name and fax number for the recipient. Fax delivery is accomplished by the MedEDocs document fax server. Note (If the user has made changes to the current document, he should choose one of the save to server options before faxing to guarantee that the correct version is faxed.)DISCARD CHANGES
—Discards any changes to the current document, closes the edit window and returns the user to the Main Window. Document reset to ready status.Use this command to print selected documents, a Summary report and simultaneously archive documents. Note (If no documents are selected, all available documents will be printed and archived.
Note: If the Print Summary option is checked a Summary report will automatically print when the Print Draft or Print Final command is used.
Select the files to be sent as an attachment to email. Click the Email command button at the top of the Report Viewer Display. The default mail client (usually Outlook or Outlook Express) will open. Select a recipient from the list or click New Contact to add the recipient’s address to the current address book. After selecting the recipient, click OK. The selected documents will be sent as an attachment along with a Summary report. A warning box may appear telling you another program is attempting to email documents. Click OK.
NOTE: The Email documents command will also archive documents. If you need a printed copy of these documents, use the Print Draft command button first and then select the files again and click the Email command button. This will give you a hard copy of the file, email the selected documents and archive the documents.
Archived documents are stored on the MedEDocs Central Server and can be accessed at any time in "Archive" or "All" view or by using the Search commands. Documents, which have been processed and printed, are moved to archive in order to keep the list of documents displayed manageable. Archived documents may be printed, viewed or E-mailed while still in archive status. If an archived document needs to be edited, it must be returned to Ready status using the Unarchive command from the right click menu. Archived documents are stored on the MedEDocs Central Server, not the local hard drive.
The displayed documents can be sorted based on any of the column headers. For example, to sort the list alphabetically using the patient’s last name, left click the Patient name column header. In the same way, click the date column to sort the list of files chronologically. Sorting can be in ascending or descending order. The sort order preference will be maintained during a session or until changed. The sort preference will be discarded when the program is closed.
To correct the patient’s name, medical record number or the date of service, select the file from the Ready status display and click the Edit command button across the top of the Report Viewer display. The Document Viewer will open along with the Demographics bar. Carefully make changes to the patient’s name in the Demographic bar, maintaining the correct spacing and the correct format (upper case with last name, one comma, one space, first name. Be careful not to insert any leading spaces in front of the patient’s last name). You may also change the date of service using the Demographics bar and this information will be updated in the database as well as the document itself. In some instances, the date on the document and in the second page header space will be based on the date typed into the demographics area when the file was transcribed. These dates must be changed using the Demographics bar. To distinguish field data within the document, follow the instructions above under Edit Documents. IT IS IMPORTANT THAT YOU FOLLOW THE CORRECT PROCEDURE FOR CORRECTING DEMOGRAPHIC INFORMATION. This information becomes a part of the permanent database and errors in the database such as incorrect names and dates may make it difficult or even impossible to locate the patient’s information/reports in the future. When correcting names and dates, be sure all fields update in the document and the document header. Read the Edit Documents section carefully before printing.
The date used in the Report Viewer display can be changed to suit your needs. Click the desired column from the View bar to select which date to display. The user can elect to display date of service or upload date (or both), however, if no choice is made Upload date is automatically selected. The date of service will be based on information provided to the transcriptionist. If the date is not dictated and no other supporting data is made available to the transcriptionist (e.g. patient census sheets or office schedules), the date of service entered by the transcriptionist may be incorrect.
If the date of service needs to be corrected, select the file from the Ready status display. Click the Edit command button. Change the date in the Demographics bar. Check the face of the document to see if the date was typed directly into the document as opposed to being updated through a field. Read about fields and displaying field shading under Editing Documents above.
There are many options available to the user to customize what information is displayed and how it is displayed. The Display or View bar is used to select which columns are displayed. These preferences are saved between sessions. For a detailed explanation of these options see the View Bar section of the Pictorial Guide section of this manual.
The Report Viewer is set to automatically display all documents in the Ready or Approved status each time the Report Viewer software is opened. Jobs waiting for Approval (Electronic signatures) are automatically displayed for those users authorized for electronic signature.
The Report Viewer software is designed to automatically refresh with updated information at 6-minute intervals. Changing options or using certain commands will automatically refresh the view with updated information. The auto refresh feature is automatically suspended if the window is minimized or if the user is in an Edit session. Auto refresh automatically resumes when the Main window is activated. A manual refresh button is supplied to refresh the view between intervals.
Search
—Optional search criteria. User may enter search criteria in one or more fields to narrow search. The asterisks (*) should be used as a wildcard for sounds like or unknown searches. Asterisks can be used before or after text or both. If date of service criteria is entered the upload date range is automatically adjusted to include the date of service range.Hint: For best results type the first few letters of the last name followed by an asterisk.
Examples-The following search criteria could be used to locate
SABA, KIMBERLY
Saba*
*ABA*
*Kim*
*Kimberly
Electronic Signatures are available for dictators who choose this option when the account is established. This feature may be turned on by contacting your MedEDocs Account Administrator. Transcribed documents requiring an electronic signature will appear in the Report Viewer as "Wait for Approval." The electronic signature command button is not available to anyone other than the dictator to assure that the electronic signature is applied only by the dictator. The dictator must log in using their user name and password and approve each document.
Select file (see more information on selecting files at the beginning of the How To section) and click Edit. The Edit window will display with the selected document open. After reviewing or editing the document, the dictator will click the "Sign" button to apply the electronic signature and save the current document to the central server. Signed documents will update to Approved status. At this point, documents may be printed and archived by the dictator’s staff or the dictator.
It is possible to change the priority of a job before it is transcribed. The change priority command in the right click menu allows the medical provider to change the priority of an unassigned file. Dictation will be designated as Stat (Priority 0). A file must be selected BEFORE selecting this command. Will not change the priority of a dictation if the dictation is currently assigned to a transcriptionist or QA editor. Call your account administrator to upgrade to stat.
The Report Viewer allows the display of Ready and Archived documents concurrently for a selected date range. This allows a more complete picture of the workflow for the period.
There is no longer a need to look "Under the Rainbow". All functions are available from the main screen toolbar or right click menu.
Tool tips are available for all buttons and fields by hovering the mouse over the button or fields.
Online context-sensitive help is available by pressing F1.
More information is available to the user. New columns include Visit ID (encounter number), Accession Number, Location, and choice of date information.
The user no longer has to choose between displaying upload times or date of service. Both columns can be displayed simultaneously.
Information can now be sorted in ascending or descending order.
New Display bar allows the user to select the columns displayed in the Main report. User preferences are saved for the next session. Multi location logins automatically display Location column. Location column display is optional for single location users. Optional columns include Work Type, Priority, Visit ID (Encounter Number), Accession number, Date of Service, Upload Time, and Location.
Document faxing is facilitated from either the Main screen or the View/Edit screen. The user will be prompted for a name and fax number for the recipient. Fax delivery is accomplished by the MedEDocs document fax server.
Main screen and document screens automatically adjust to screen size and resolution. Scroll bars are available allowing more information to be displayed if desired.
Communication of comments is greatly enhanced. Documents with comments are identified by the presence of a # sign appearing in the patient name column. Document comments can be displayed on the selected job from the right click menu. For a multiple job selection, comments are displayed sequentially and jobs de-selected. Document comments can also be displayed for one or more jobs by selecting the Print Comments button from the tool bar.