Public Health Provincial Quick Reference Cards

Meditech Public Health (CMPH)
Quick Reference Cards
Feb 2015
Logon/ Access:
Launching Meditech
Double click the My Apps Icon on your desktop
 Double click on the Meditech Folder
 Double click on the Meditech 5.67 Icon.
MEDITECH LOGON Screen will appear.
Enter your User Name and Password
In the HCIS field, press F9 to select Test or Live.
Meditech Desk Top will appear with the menu relevant to your program.
Before proceeding ensure Caps Lock is on.
General Principles & Security:
 Single click only when using mouse in Meditech.
 Charting:
> Never remove existing comments.
> Most recent documentation should appear first / on the top
> Use proper charting format
DD MMM YYYY, Text, first initial. Last name, professional designation.
Example: 14 FEB 2014, Child Fainted, J. Doe, RN.
> There is no spell check in Meditech. Check your spelling before saving.
 IT will audit staff using Meditech. Your viewing of data must be limited to the clients you are providing service for at that time. The viewing of information on other clients (this includes information on yourself &
family members) can result in disciplinary action.
 All Meditech passwords require a minimum of 8 characters (number & letter combination & one Capital letter
 Ensure your computer is locked if you need to leave as all activity can be traced back to the logged in user
(CTRL + ALT + DEL then enter) or (Windows symbol + L).
 Audit Check: From the Public Health menu
choose Custom Reports, then choose
Standard Reports, then choose
Immunization Activity by User.
NOTE: Fill in all fields, but keep the
“Site Office” field blank.
Meditech Short Cuts
T = Today
T + (#) = Today plus (# of days)
T — (#) = Today minus (# of days)
N = Now (current time)
SP - Same as Patient
SNOK - Same as Next of Kin
SPTN - Same as Person to Notify
SG - Same as Guarantor
Enter Postal Code in “city” field
and the city/province/postal code
will automatically populate
Name LAST,FIRST (no spaces)
Phone 10 digits (no spaces or dashes)
DDMMYY - Date Format (no slashes)
L#L #L# - Postal Code (one center space)
Keyboard Short Cuts
(ESC) - Exit
F9 - Lookup
F12 - Save
(Spacebar) once then (Enter) Recalls previous patient
 Window Symbol (bottom left of keyboard) +
“L” - Locks computer screen
 Control “C” - Copy
 Control “X” - Cut
 Control “V” - Paste
 “Tab” or “Enter” to navigate forward
 “Shift” + “Tab” to navigate backward
To select all clients on your list click on the
Check mark the top of your list, click it again
and Uncheck your entire list.
To select specific clients click on the box in
front of your client’s
name. This will place a
check mark in that box.
Mother-Baby Link
Acute Care Facilities that use Meditech
Following a discharge from acute care for mom and baby (separately or together) a PreDischarge Referral is completed and an inquiry will appear in CSI.
Mother-Baby links created in acute care are visible in the EMR.
This routine creates a Public Health visit link in the EMR.
 Open Status—Pre-discharge referral will arrive in open status
 Accept for service: Intake+Pro button to register client into PH (then register mother if client was
 Direct to another site for service: Highlight Inquiry,
 Edit Inquiry button, Contact tab and edit site
 Intake Status—Client registered to Public Health. No longer able to edit.
 Closed Status—Edit Inquiry button used to close inquiry without
proceeding to intake status (i.e. received in error).
Manual Mother-Baby Link
 To Create Mother-Baby Link in Public Health
Register the mother to PH
Register the baby to PH
Newborn Menu
Newborn ULI in Newborn Field
Mother ULI in New Mother Field then tab
CAUTION: “Yes” to copy demographics from new mother to baby will include changing the baby’s
last name to the mother’s. Always choose “No”.
Please see the Public Health Meditech User Manual -
Person Mode
Change List:
Gives you the ability to change the List you wish to view. There are 3 types of lists found under
Change List. Lookup List, Custom List and Request—Search List
Searching for a Client - Use Lookup List
 Recommend searching with ULI (# plus 9 digit ULI number with no spaces).
 If client not found with ULI, search client by name (LAST,FIRST)
 To avoid duplication do not register client until you have thoroughly searched EMR.
Client Lists
Custom Lists: Clients on these lists are viewable by you only. These clients will stay on your
Custom List until you physically take them off.
Look-Up List: Useful for finding client you need just for that moment. These clients are a one time
view only. Clients on this list will only stay on your list while in the current Meditech
session. Once you return to the menu this list will clear.
Request—Search List: These lists identifies the service or program that a client is registered to and
is viewable by all staff within your HCIS.
Edit List: Gives you the ability to change the clients you have on your Custom List and allows you
to change the status of a registration on a Request—Search list.
CM Coordinator Desktop
In the CM Coordinator Desktop PHNs and Admins are trained on the use of all the
Side Buttons.
Resource Sch and Schedule Appt enables you to choose from the pop up whether
to go directly into the client’s appointment or to go to the appointment book.
Associations button enables you to link a mom and a baby or an entire family
together, usually this shows the children in the home linked with mother’s/primary
caregiver’s record.
Note: If the client’s record is the child’s/baby’s so the relationship to the client
Is usually “Parent” or “Foster Parent” under the F9 lookup, and the reverse
relationship is usually “Child” or “Foster Child”.
Letters button provides a way to generate form letters to individual
clients. The letters are attached to the client’s electronic record.
 Editing letters: Content within CDC letters was approved provincially
Editing is required for the words in bold font
 Exit from viewing the letter by toolbar top left file icon, scroll down to exit
 Address for letterhead is address of office where client is registered
New Request button, enables you to place clients on one or more search lists. These
lists may be viewed by all staff within the HCIS depending on their search criteria.
A client may be registered to more than one service (list) and program (site/office)
at one time.
Clinical Details Legend
This will assist you
in reviewing
your clients record
Comments & Exceptions
General Information
 The Exemption at the top of the Comments and Exceptions screen pertains to the client and all
vaccines (Example: client refusing all vaccines).
 The Component section at the bottom of the Comments and Exceptions screen pertains to each
single antigen.
Columns in Component Section:
Exemption Date — Does not change the Schedule Projection table, as client is still eligible. Always
use Current Date
Reason: All reasons will begin with CX—client refusal
Stopped Date — Removes Eligible Component from Schedule Projection table. Always use Current
Reason: All reasons will begin with CS— history of disease, positive serology, completed series, immunocompromised, Hep B carrier, series stopped, previous adverse reaction, or allergy.
Override Date — Changes the Eligible Date in Schedule Projection table. Always use Projected/
Future Date
Reason: All reason will begin with CO— Nurse override (such as Hep A, accelerated HABV or Hep B,
Adult Td with no previous vaccine recorded)
Note: You can only have one date, in one column at a time on any given component.
If you are entering an exception for a multiple component vaccine, enter the exception for each component,
i.e. MMR = an exemption date on MEA, MU and RUB components
Please see the Public Health Meditech User Manual -
PCS—Editing/Correcting Documentation
** PCS documents may be edited within 7 days
Editing after 7 days you will need to contact the IT Service Desk.
Step #1: Highlight the intervention to edit.
Step#2: Click the ‘History’ column for that intervention (the column that calculates the
amount of time since documentation occurred). Once you click the ‘History’ column you will
go to a different screen.
Step #3: Highlight & click on the documentation to edit. The documentation that was completed will be displayed.
Step #4 Make the desired changes
Step #5: Click ‘Return’. You will be returned to the prior screen
Step #6: Click ‘Return’ again
Step #7: Click ‘Save’ to save your work
PCS—Removing an Intervention
To Remove a DUPLICATED intervention that has not been documented on or saved.
Unsaved documentation is ‘pink’ in color.
Step #1: Highlight the duplicate
Step #2: Click ‘Delete Intervention’
If the duplicate has been documented on or saved, it cannot be deleted without first cancelling the documentation (if within 7 days).
To Remove Entire Intervention (i.e. saved by mistake):
*This is the same process that is used to change the status of an intervention from ACTIVE
to COMPLETE (i.e. when the intervention is no longer needed, such as Infant Feeding Data
for the preschool clinic)
Step #1: Highlight the intervention. Note the history column is empty so you can proceed
Step #2: Click the ‘status’ column for that intervention. You will get a pop-up box
Step #3: Change the status to ‘Complete’.
PCS—Cancelling Documentation
Steps to Remove Documentation from Intervention:
Editing allowed within 7 days.
Step #1: Highlight the intervention that requires documentation cancellation
Step#2: Click the ‘History’ column for that intervention (the column that calculates the amount of
time since documentation occurred) You will go to a different screen.
Step #3: Highlight & click on the documentation to cancel
Step#4: Click ‘undo’
Step #5: Pop up box will automatically appear. Enter the reason for cancelling and click ‘OK’
Step #6: Click ‘Return’. You will be returned to the prior screen
Step#7: Click ‘Save’ to save your work
NOTE: We can no longer cancel the intervention only your documentation within an intervention. We
would simply choose Complete, if we needed an intervention removed from the client’s working documents.
Allergies & Adverse Reactions
Meditech Definitions:
 Hypersensitivity reaction of the immune system to foreign substances normally considered harmless.
Example: Peanuts, Bee Stings, Morphine
Adverse Reaction
 A reaction to a drug, food, vaccine or other substance which is noxious or unintended. It may or may not
involve the immune system.
Example: Nausea/vomiting following Demerol injection
Intolerance (type of adverse reaction)
 Unpleasant symptoms that occur after consuming a substance, due to lack of particular enzyme/chemical
needed for absorption/metabolism and/or elimination of the substance.
Example: lactose intolerance
Allergy Ratings
(M) Mild: transient or mild discomfort less than 48 hours; no limitations in activity, no medical intervention
(I) Intermediate: mild to moderate symptoms, no or minimal medical intervention or therapy required
(S) Severe: marked or significant incapacitation, medical intervention and/or hospitalization, may be lifethreatening
(U) Unknown: unable to determine the severity (the use of this descriptor for severity should be used minimally
Please see the Public Health Meditech User Manual -
EMR— The EMR is the Complete Client Record
The Following are Viewable in the EMR
▪ Client’s Demographic information
▪ Client’s Immunization/ Lab results
▪ Client’s Growth Chart
▪ Care Activity / Notes
Downtime Procedure
Unplanned Downtime
 If downtime occurs unexpectedly while actively working in the system, the work in progress will
not be saved.
Report unexpected downtime to Service Desk for your area.
The procedure for planned or unplanned downtime is the same:
 Reference PHN Shared Drive or the Rural Public Health User Manual Appendices on InSite for
Downtime Procedures, Clinic Downtime Work Sheet and PCS Assessments.
 Daily schedules and the Immunization Profile Report from Client Immunization Screen may be
printed as a reference for planned downtime
 Document date and time of assessments and client information on the Clinic Downtime Worksheet
and PCS Assessments.
 Immunization may be provided if adequate information is available and the PHN is comfortable
that client may be safely immunized.
 Once the system is accessible enter information from the Downtime Worksheets, backdating to
the date and time the assessment occurred.
 When entering information for someone else, ensure you record their ID number as the care provider. Once entered, leave the paper documentation for their review and verification before
 Meditech User Manual found on Insite
Public Health Meditech User Manual -