Physician Portal
User’s Guide
Physician Portal™
Physician Information System™
Copyright © 2012 PatientKeeper, Inc.
All rights reserved. This material contains the valuable properties and trade secrets of PatientKeeper of Waltham,
Massachusetts, United States of America (PatientKeeper) embodying creative efforts and confidential information, ideas and
expressions, no part of which may be reproduced or transmitted in any form or by any means or retained in any storage or
retrieval system without the express written permission of PatientKeeper.
Disclaimer and Limitation of Liability
PatientKeeper believes the information in this document is accurate as of its publication date. While PatientKeeper has made a
conscientious effort to avoid errors, some may still exist. The information in this document is subject to change without prior
notice and should not be construed as a commitment by PatientKeeper.
Trademarks
PatientKeeper and/or other PatientKeeper products referenced herein are either trademarks or registered trademarks of
PatientKeeper, Inc. Other trademarks referenced herein are the property of their respective owners.
Third Party Materials
Certain materials referenced herein are licensed from the American Medical Association.
CPT copyright 2011 American Medical Association. All rights reserved.
Fee schedules, relative value units, conversion factors and/or related components are not assigned by the AMA, are not part of
the CPT, and the AMA is not recommending their use. The AMA does not directly or indirectly practice medicine or dispense
medical services. The AMA assumes no liability for data contained or not contained herein.
The responsibility for the content of any “National Correct Coding Policy” included in this product is with the Centers for
Medicare and Medicaid Services and no endorsement by the AMA is intended or should be implied. the AMA disclaims
responsibility for any consequences or liability attributable to or related to any use, nonuse or interpretation of information
contained in this product.
CPT is a registered trademark of the American Medical Association.
As used in the PatientKeeper documentation and software, the term “MEDITECH” refers to systems, solutions, products and
software owned or licensed by Medical Information Technology, Inc.
Patents
One or more patents apply to this software, including without limitation U.S. Patent Nos. 7,099,896; 7,110,955.
Part Number: PPUG74101252012
Contents
1 Getting Started ........................................................................................................................................1
Configuring the PatientKeeper System..................................................................................................................................2
Access Levels.........................................................................................................................................................................2
Access Restrictions to Patients and Their Data .....................................................................................................................3
Restrictions to Selecting Patients....................................................................................................................................3
Restrictions to Viewing Clinical Data ............................................................................................................................3
Logging Into Physician Portal................................................................................................................................................4
Level 1 and 2 Administrators..........................................................................................................................................5
Level 3 Users ..................................................................................................................................................................6
Logging Out of Physician Portal............................................................................................................................................6
Common Features of the Physician Portal .............................................................................................................................6
Username and Access Level ...........................................................................................................................................7
Tabs for Navigation ........................................................................................................................................................7
Send Message, Provider Directory, Help, and Logout Options.....................................................................................8
Filter Drop-Down Lists...................................................................................................................................................8
Patient Identifying Information ......................................................................................................................................8
Column Headings for Sorting .........................................................................................................................................8
Selecting Items from Displays of Information ...............................................................................................................8
Scroll Bars.......................................................................................................................................................................9
Buttons ............................................................................................................................................................................9
Hypertext Links ..............................................................................................................................................................9
Icons................................................................................................................................................................................9
New Message Icon...................................................................................................................................................9
Refresh Icons ...........................................................................................................................................................9
Printer Icons...........................................................................................................................................................10
Details Icons ..........................................................................................................................................................10
Send Message Icons...............................................................................................................................................10
Mark as Viewed Icons ...........................................................................................................................................10
Annotate Icons .......................................................................................................................................................10
Graph Icon .............................................................................................................................................................10
Date and Address Formats ............................................................................................................................................11
Looking up Provider Contact Information...........................................................................................................................11
Sending Messages to Other Users........................................................................................................................................13
Sending Patient-Specific Messages ..............................................................................................................................14
Sending a General Message ..........................................................................................................................................15
Viewing and Responding to Messages .........................................................................................................................15
Sending Physician Feedback to PatientKeeper Support ......................................................................................................17
2 Establishing your Preferences .............................................................................................................19
Quick Guide to Preference Settings .....................................................................................................................................20
General Settings ............................................................................................................................................................20
Patient List Settings ......................................................................................................................................................22
Defining View Filters ............................................................................................................................................23
Defining Short List Data Filters ............................................................................................................................25
Short List Data Populators.....................................................................................................................................26
PAGE I
Defining Rounding Order Lists .............................................................................................................................27
Defining Profiles....................................................................................................................................................28
Lab Results Settings......................................................................................................................................................29
Problem List Settings....................................................................................................................................................30
Hiding Departmental Diagnosis Codes or Categories ...................................................................................32
Adding New Diagnosis Codes or Categories ................................................................................................33
Copying, Moving, or Deleting Categories ....................................................................................................34
3 Managing Your Patient Short List......................................................................................................37
Overview of the Patient List Tab .........................................................................................................................................38
Information Displayed in the Patient List Area ............................................................................................................39
Types of Patients Found on the Patient List .................................................................................................................39
Basic Functionality of the Patient List Area ........................................................................................................................41
Selecting and Viewing Multiple Patients.............................................................................................................................43
Sorting Your Patient List .....................................................................................................................................................43
Applying Profiles to Your Patient List ................................................................................................................................44
Filtering Your Patient List ...................................................................................................................................................45
Refreshing Your Patient List................................................................................................................................................46
Adding a Patient to Your List ..............................................................................................................................................46
Adding a Patient to Your Short List from the Patient List Tab ....................................................................................47
Adding an Existing Patient to Your Short List......................................................................................................47
Manually Registering a Patient and/or Visit, with Searching................................................................................48
Manually Registering a Patient and Visit, with No Searching ..............................................................................50
Adding a Patient to Your Short List from Patient Search Tab .....................................................................................51
Removing Patients from Your List ......................................................................................................................................53
Sending a Patient to Another User .......................................................................................................................................54
Sending a Patient to Another User from Patient List Tab ............................................................................................54
Sending a Patient to Another User from Patient Search Tab........................................................................................55
Getting Another Provider’s Patients ....................................................................................................................................56
Printing the Rounding Report ..............................................................................................................................................58
Printing the Clinical Rounding Report.................................................................................................................................60
Printing the Clinical Rounding Report for Yourself.....................................................................................................60
Printing the Clinical Rounding Report for Another User .............................................................................................62
Printing your Patient List .....................................................................................................................................................64
4 Displaying Patient Information ...........................................................................................................67
Understanding What Information is Available for Patients.................................................................................................67
Understanding the Patient Data Display ..............................................................................................................................68
Using the Patient Data Display on the Patient List Tab.......................................................................................................70
Using the Details Icon to Access the Patient Data Display .................................................................................................71
Viewing Visit Information for a Patient ..............................................................................................................................72
Understanding the Physicians Section of the Visit Detail ............................................................................................74
Viewing Patient Details .......................................................................................................................................................75
Viewing Vitals for a Patient.................................................................................................................................................76
Viewing Comments for Vitals and I/Os...............................................................................................................................79
Viewing Intake/Output for a Patient ....................................................................................................................................80
Viewing Medication Orders for a Patient ............................................................................................................................81
Viewing Allergies for a Patient............................................................................................................................................86
Viewing Lab Results for a Patient .......................................................................................................................................88
Sorting Lab Results.......................................................................................................................................................90
Filtering Lab Results.....................................................................................................................................................90
Searching for a Specific Panel or Component ..............................................................................................................91
Panel Summary View ...................................................................................................................................................92
Expanded Panels View .................................................................................................................................................93
PAGE II
Component List View ...................................................................................................................................................94
Component Table View ................................................................................................................................................96
Viewing the Details of a Panel or Component .............................................................................................................99
Panel Table ............................................................................................................................................................99
Panel Details ........................................................................................................................................................100
Component Details ..............................................................................................................................................100
Using the College of American Pathologists (CAP) Reporting Option .....................................................................101
Graphing Lab Results .................................................................................................................................................103
Annotating a Component ............................................................................................................................................104
Marking All Lab Results as Viewed...........................................................................................................................106
Viewing Test Results for a Patient.....................................................................................................................................107
Viewing Clinical Notes for a Patient .................................................................................................................................109
Viewing the Details of a Text-Based Clinical Note ...................................................................................................111
Viewing the Details of a Scanned Clinical Note ........................................................................................................112
Viewing the Status of Orders for a Patient ........................................................................................................................112
Viewing the Order Status Display Option ..................................................................................................................113
Viewing the Orders Display Option ...........................................................................................................................114
Viewing Orders by Different Sort Options..........................................................................................................114
Viewing Active Orders ........................................................................................................................................115
Viewing Orders by a Specific Time Frame .........................................................................................................115
Viewing by Order Type .......................................................................................................................................116
Viewing the Details of an Order..........................................................................................................................117
Viewing Problems for a Patient .........................................................................................................................................117
Viewing an Overview of a Patient .....................................................................................................................................119
Viewing New Results for a Patient ....................................................................................................................................119
Multi-Graphing Clinical Data ............................................................................................................................................121
Viewing a Summary of All Patients ..................................................................................................................................123
Marking Clinical Data as Viewed ......................................................................................................................................126
5 Viewing the Source of Clinical Data .................................................................................................129
Viewing Source on the Patient Data Display.....................................................................................................................130
Filtering by Source on Patient Data Display.....................................................................................................................131
6 Managing Patient Problems...............................................................................................................133
Entering a New Problem ....................................................................................................................................................133
Selecting a Problem from the Diagnosis Picker .........................................................................................................135
Searching for a Problem from the Master Diagnosis List ..........................................................................................136
Editing or Deleting Problems.............................................................................................................................................137
7 Searching for Patients or Visits .........................................................................................................139
Access Restrictions to Patient and Visit Search.................................................................................................................140
Overview of Patient and Visit Search ................................................................................................................................140
Using Predefined Searches .........................................................................................................................................140
Using the Search for Patients Option..........................................................................................................................142
Using the Search for Visits Option .............................................................................................................................142
Common Search Criteria Fields.........................................................................................................................................143
8 Registering Patients and their Visits .................................................................................................149
Access Restrictions to Registration Functions...................................................................................................................151
Where are the Registration Functions? ..............................................................................................................................152
Overview of Manual Registration......................................................................................................................................153
Common Data Elements in Manual Registration ..............................................................................................................156
Patient Data Elements .................................................................................................................................................156
Visit Data Elements ....................................................................................................................................................157
PAGE III
Manually Registering a New Patient .................................................................................................................................158
Manually Registering a Patient and Adding a Visit in One Step.......................................................................................159
Registering a Patient and Visit from the Patient Search Tab......................................................................................160
Registering a Patient and Visit from the Schedule Tab ..............................................................................................161
Manually Adding a Visit to a Patient.................................................................................................................................162
Manually Adding a Visit from the Patient Search Tab...............................................................................................162
Manually Adding a Visit from the Schedule Tab .......................................................................................................164
Editing a Patient .................................................................................................................................................................164
Editing a Patient from the Patient Search Tab ............................................................................................................165
Editing a Patient from the Patient List Tab.................................................................................................................165
Editing a Patient from the Schedule Tab ....................................................................................................................166
Editing a Visit ....................................................................................................................................................................166
Editing a Visit from the Patient Search Tab ...............................................................................................................167
Editing a Visit from the Patient List Tab ....................................................................................................................168
Editing a Visit from the Schedule Tab........................................................................................................................168
Cancelling a Visit...............................................................................................................................................................169
Cancelling a Visit from the Patient Search Tab..........................................................................................................169
Cancelling a Visit from the Schedule Tab ..................................................................................................................170
Reassigning Visits to New Providers or Services ..............................................................................................................171
Reassigning Visits from the Patient Search Tab.........................................................................................................171
Reassigning Visits from the Schedule Tab .................................................................................................................172
Moving a Visit from One Patient to Another.....................................................................................................................173
Merging Visits....................................................................................................................................................................175
Merging Patients ................................................................................................................................................................177
Unmerging Patients.....................................................................................................................................................180
Verifying Manually Registered Patients ............................................................................................................................182
Allowed Patient/Visit Merges............................................................................................................................................184
Common Registration Scenarios........................................................................................................................................184
Scenario 1: Find all patients who were admitted today, and assign them to a specific provider or group.................184
Scenario 2: Cancel all visits today for a specific provider. ........................................................................................185
Scenario 3: Find all patients who were discharged yesterday, and add a discharge diagnosis...................................185
Scenario 4: Find all patients who were manually registered recently and merge them to authenticated patients......185
9 Viewing Schedules...............................................................................................................................187
Overview of the Schedule Tab....................................................................................................................................189
Selecting Criteria for the Schedule Display................................................................................................................189
A Note About Single User View .................................................................................................................191
Using the Schedule Display ........................................................................................................................................191
Refreshing the Schedule Display.........................................................................................................................191
Printing the Schedule Display .............................................................................................................................191
Viewing Detailed Patient Information.................................................................................................................192
Adding, Cancelling, or Reassigning Visits from the Schedule Display ..............................................................192
Index.......................................................................................................................................................193
PAGE IV
1
Getting Started
The PatientKeeper Physician Portal is the web-based clinical results application that consists of several functions:
Patient List, Patient Summary, Schedule, Patient Search, Inbox, Administration, and Preferences. This
manual describes those functions that are used on a daily basis to review patient clinical information. These
include: Patient List, Patient Summary, Schedule, Patient Search, Inbox, and Preferences. Healthcare
providers access these options to manage their patient lists, view patient information, review their personal
schedules, and set their personal preferences. Administrators might use the system to manage patient demographic
and visit information. Some personnel in your institution may have dual roles as both billing administrators and
healthcare providers, and would therefore use all of these functions.
The Physician Portal application allows healthcare providers to perform the following tasks:

Manage the contents of their personal patient list, including adding, removing, sending, and getting
patients

Temporarily register patients who are not in the institution’s master patient list (referred to as manual registration)

View demographic, visit, or clinical data for a specific patient, who may or may not be on their personal
patient list

Enter clinical problems for their patients

Enter personal annotations relating to a patient’s clinical data
GETTING STARTED
PAGE 1
CONFIGURING THE PATIENTKEEPER SYSTEM

View a summary of all new clinical data for an individual patient, or all patients on their list

View their personal schedule (and possibly the schedule for their department, or for the entire institution)

Customize the system to meet their needs, by creating their own view filters
The PatientKeeper Physician Portal application allows administrators to perform the tasks listed below. Some
personnel in your institution may have dual roles as both administrators and healthcare providers, and would
therefore also use the functions previously listed for providers.

View demographic or clinical data for a specific patient

Temporarily register patients who are not in the institution’s master patient list (referred to as manual registration)

Reassign patient visits from one provider or service to another

Manage the entire system’s configuration (as described in the Administration Tools)
Configuring the PatientKeeper System
The PatientKeeper system is designed to be very flexible, so that each institution can adapt the application to fit
their specific needs. In addition, each user can also adapt the application to fit their own personal needs, using a
series of preference settings. The majority of these preference settings are configured using the Physician Portal
application, on the Preferences tab (see Establishing your Preferences on page 19).
Changes that you make on the Preferences tab affect the behavior of both the Physician Portal application and
your handheld device (if you use both of these applications). Users may also make some slight modifications
directly on their handheld device.
In addition to the changes you may make yourself to your personal preference settings, there are a variety of
settings that only a system administrator may change. These settings usually affect your ability to access certain
functions throughout the application. If you find that you do not have access to a particular feature that is described
in this manual, but you would like to use it, contact your system administrator.
Access Levels
When you log into the PatientKeeper Physician Portal application, the tools available to you are determined by
your access level to the system. Your access level can be one of the following:

Level 1: These administrators have institution-wide privileges, that is, full access across all departments
and users. Typically, these are system administrators who are responsible for the information technology
systems within your healthcare organization. They are responsible for configuring the system to meet your
organization’s needs. They have complete rights over themselves, as well as all other users in the system,
including the ability to add new users.

Level 2: These administrators can have a variety of different privileges, depending on how your organization has chosen to implement the system. They may be able to configure profiles and patient list filters for
users within the departments for which they are responsible. They may also be able to add new users.

Level 3: These users are typically healthcare providers. They use the Physician Portal system to manage
their patient lists, view patient information, review their schedules, and create personal filters to control the
number of patients on their patient lists. Additionally, your organization may provide limited access to
PAGE 2
GETTING STARTED
ACCESS RESTRICTIONS TO PATIENTS AND THEIR DATA
ancillary staff, who might use the system to manually register patients, and cancel or reassign appointments.
Access Restrictions to Patients and Their Data
In addition to the basic access levels described in the previous section, there are a variety of other settings that
determine your access to specific functions within the application. Each of those is discussed in the sections that
describe those functions. However, there are some additional settings that affect your ability to access patients and
clinical data throughout the entire application as a whole. These settings include the following:

Restrict Patient Lookup To (see Restrictions to Selecting Patients on page 3)

Clinical Results View Access (web only) (see Restrictions to Viewing Clinical Data on page 3)
Restrictions to Selecting Patients
The Restrict Patient Lookup To setting determines which patient visits are available for selection throughout the
system. Some organizations are comprised of multiple facilities and therefore have a very large patient census. In
this case, the system administrator may use the Restrict Patient Lookup To setting to reduce the number of patient
visits from which a user can select, in order to make it easier for them to find the patient visits they want.
Depending on how a user’s account is set up, they may be able to select patient visits in the following categories:

Patients with a relationships to the user: Any patient visit that has a relationship with the user (i.e., the
user is the scheduled provider, attending provider, admitting provider, or has some other relationship to the
patient’s visit).

Patients with relationships to providers in user’s departments: Any patient visit that has a relationship
to a provider who works in the same department(s) as the user. (Please note that if the other provider also
works in a department to which this user does not belong, this user can still view the provider’s patients
from the outside department.)

Patients in facilities associated with user’s departments: Any patient visit that takes place in a facility
that is associated with the user’s department(s). If the user’s department is not associated with any facilities, then the user has access to all patients in all facilities.

All patients: Any patient visit in the entire organization.
Once a user has selected a patient visit, the amount and type of information that they can view for that patient may
also be restricted, based on the Clinical Results View Access (web only) setting.
Restrictions to Viewing Clinical Data
The Clinical Results View Access (web only) setting is used to restrict access to clinical data such as reason for
visit, medications, lab results, test results, clinical notes, etc. Typically, these restrictions are put in place for nonclinical personnel, such as billing or administrative staff, thereby allowing them to view only the information that is
needed for billing and scheduling functions. Depending on how a user’s account is set up, they may be able to see
clinical data for the following sets of patients:

No Access: The user cannot view clinical data for any patients.

Patients with Relationship to User: The user can view clinical data only for patients with whom they
have a relationship.
GETTING STARTED
PAGE 3
LOGGING INTO PHYSICIAN PORTAL

Patients with Relationships to Providers in User’s Departments: The user can view clinical data for
only those patients who have a relationship to a provider who works in the same department(s) as them.
(Please note that if the other provider also works in a department to which this user does not belong, this
user can still view clinical data for the provider’s patients from the outside department.)

Patients in Facilities Associated with User’s Departments: The user can view clinical data for only
those patients who are being seen in a facility that is associated with their department(s). If the user’s
department is not associated with any facilities, then the user has access to clinical data for all patients in
all facilities.

All Patients: The user can view clinical data for all patients.
Logging Into Physician Portal
To log into the application, do as follows:
1. Enter the web site URL, as provided by your healthcare organization, for the PatientKeeper Physician
Portal application.
2. From the PatientKeeper screen that appears, enter your Username and Password. Usernames and
passwords are case-sensitive.
NOTE: If you enter your password incorrectly, you will see an error message stating, “Login failed -incorrect password.” If this happens, type your password again. After three attempts, your username is
disabled and you can no longer log into the system. You must contact your system administrator to correct
the problem.
3. Click the Login button. The PatientKeeper window appears, displaying tabs for each option to which you
have access depending upon the access settings granted in your user profile. The Login window remains
open. You can minimize it so you can access it later from the tool bar if desired.
NOTE: You must not close the login window. Doing so logs you out of the system.
PAGE 4
GETTING STARTED
LOGGING INTO PHYSICIAN PORTAL
Level 1 and 2 Administrators
When you log into the system, the main browser window is opened, with a series of navigational tabs along the top.
From here, you can access all of the options to which you have been granted access by clicking the tabs along the
top of the screen. Typically, these include the Patient List, Schedule, Patient Summary, Patient Search, Inbox,
and Administration tabs. Level 1 administrators have full access to all of the available functions on all of these
tabs. Level 2 administrators have access to the same main tabs. However, on the Administration tab, they have
access to only a subset of the settings found there. If an administrator is not a provider who treats patients, they can
disable the Patient List and Patient Summary tabs, as these options will have no functional value for them.
Username and Access Level
GETTING STARTED
Navigation Tabs
PAGE 5
LOGGING OUT OF PHYSICIAN PORTAL
Level 3 Users
When a level 3 user logs into the system, they see the Patient List option, from where they can access other
options by clicking the tabs along the top of the screen. These include the Patient Summary, Patient Search,
Schedule, Inbox, and Preferences options. Level 3 users do not have access to the Administration tab.
Username and Access Level
Navigation Tabs
Logging Out of Physician Portal
To log out of the system, click the Logout option that appears in the top right corner of every screen.
You can also log out of the system by clicking the Logout button that appears in the Login window, which is most
likely minimized on your toolbar.
Common Features of the Physician Portal
When a level 3 user has finished logging in for the first time, the Patient List tab of the PatientKeeper Physician
Portal application is immediately displayed. Each subsequent time that the user logs into the system, the last tab
that they were using is displayed as their starting point.
PAGE 6
GETTING STARTED
COMMON FEATURES OF THE PHYSICIAN PORTAL
The Patient List tab is the main access point for patient information. Many of the elements found on the Patient
List screen can also be found on the main screens of the other PatientKeeper tabs. These features behave in a
similar manner across the entire application, and are described below.
Tabs for
navigation
Filter dropdown
Buttons to
manage
your list
Username &
access level
New
Message
Icon
Click to
select items
Patient
identifying
information
Hypertext
links
Scroll
bars
Send Messge, Provider Directory,
Help, & Logout options
Column
headings
for sorting
Refresh
icon
Printer
icon
Username and Access Level
The title bar of the window displays the name of the user who is currently logged into the system, as well as their
access level. If another user leaves the application open on a desktop, you should log them out and log in as
yourself prior to using the system.
Tabs for Navigation
Each major category of information is located on a tab in the PatientKeeper system. Simply click on a tab to view
the information contained on it. The number of tabs that are displayed depend upon the options your institution has
chosen to implement, as well as your security access level. Most healthcare providers and ancillary staff see some
combination of the following tabs: Patient List, Patient Summary, Schedule, Patient Search, and Preferences.
GETTING STARTED
PAGE 7
COMMON FEATURES OF THE PHYSICIAN PORTAL
Send Message, Provider Directory, Help, and Logout Options
The Send Message, Provider Directory, Help, and
Logout options are located in the upper right corner of
every screen. Click Help to open the on-line help for
the PatientKeeper application. The Send Message option is discussed in Sending Messages to Other Users on
page 13, the Provider Directory is discussed in Looking up Provider Contact Information on page 11, and the
Logout option is discussed in Logging Out of Physician Portal on page 6.
NOTE: If available, users can send feedback directly to PatientKeeper Support via the Feedback (
button also located in the upper right corner of the screen. Please see your PK Administrator for details.
)
Filter Drop-Down Lists
Filters are used to decrease the number of items that are currently displayed on the screen (patients,
medications, lab results, visits, etc.), allowing you to momentarily focus on a particular subset. Most
screens have a pre-defined list of commonly used filters, similar to the filter list found on the Patient
List tab. Just click the drop-down list to select a filter. Select All from any filter list to revert back to
the full list of items.
Patient Identifying Information
Many screens throughout the system are used to display detailed information for a
specific patient. For example, the right half of the Patient List screen (illustrated on
the previous page) is used for patient displays. Whenever a specific patient’s
information is displayed, the title bar of the display window contains the name of the
currently selected patient, their age, gender, and the first available identifying number from this prioritized list of
three potential numbers: medical record number, account financial number, or account visit number.
Column Headings for Sorting
Most columns throughout PatientKeeper can be used to sort the displayed data. Click the column heading once to
sort the list in ascending order, and click it again to sort in descending order.
The orange arrow
indicates that this list
is sorted in
chronological order by
arrival date.
Selecting Items from Displays of Information
Many screens display information in a table format, consisting of columns and rows. The rows might contain
patients, visits, lab tests, etc. In many instances, you must select a row in order to perform some type of action on it.
For example, you must select a patient from your patient list, in order to view a list of their visits. To select a row,
simply click on it. To deselect a row, click on it again. In options where it is appropriate to select more than one
row, you can do so by continuing to click on row after row. You do not need to hold down the control key to select
PAGE 8
GETTING STARTED
COMMON FEATURES OF THE PHYSICIAN PORTAL
more than one row. When a row is selected, the background color changes from white to light orange. To deselect a
row, click on the row again.
Patient is
selected
Scroll Bars
When the current display is longer or wider than one page, use the vertical or horizontal scroll bars to view the
entries at the bottom or right side of the page.
Buttons
Many screens contain buttons that allow you to perform some type of action. For example, on
the Patient List tab, there are buttons that allow you to add or remove patients from your list.
Often, you must select an item prior to clicking a button. For example, you must select a visit from the visits
display prior to clicking the Edit Visit button.
Hypertext Links
Hypertext links appear as regular underlined blue or red text. When you click on a hypertext link,
a window appears, displaying information related to the option you are currently viewing. You
may or may not be able to change the information displayed in the window. Similar to buttons, you
must often select an item prior to clicking on a hypertext link.For example, on the Patient List tab
you must select a patient prior to clicking on any of the links in this illustration.
Icons
There are a variety of icons that are used throughout the system. Each of these has a specific function that is
consistent wherever it is used.
New Message Icon
The New Message icon is located at the top center of the main PatientKeeper window. If you have new
messages in your inbox, the envelope icon is yellow and it is followed by a count of the number of new
messages. If there are no new messages, the envelope icon is gray. Click this icon to display the Inbox
tab. The Inbox tab is discussed in Sending Messages to Other Users on page 13,
Refresh Icons
Throughout the day, data is changed in the system. For example, visits may be added or cancelled. If you
leave a particular option displayed on your desktop for an extended period of time, you would not see the
latest information unless you clicked the Refresh icon. This button retrieves the most current information
from the database and re-displays it on your screen.
GETTING STARTED
PAGE 9
COMMON FEATURES OF THE PHYSICIAN PORTAL
Printer Icons
Any time you see a Printer icon, you can click it to send the data displayed within that window to a
printer. If you would like to see a preview of the printed report, prior to sending it to a printer, hold down
the Control key and then click the Printer icon. The report is then displayed on your screen.
Details Icons
Although not available on the main Patient List screen, many other options contain a Details icon (a
printed page) whenever a list of patient names or visits is displayed. You can click this icon to help you
confirm whether or not you have selected the correct patient or visit, prior to entering or editing information. When
you do so, the standard patient data display screen is displayed, which includes demographic, financial, visit, and
clinical information. Please refer to Displaying Patient Information on page 67 for more information. In the
example below, the Details icon is visible when selecting a patient to add to your patient list.
Click the Details icon to open the
patient data display.
Send Message Icons
If your organization has implemented the Messaging module, you can use the Send Message icon to send
a patient-specific message to another user in the organization. The message will contain a link (the Details
icon
) to the patient’s Patient Data Display so that the recipient can easily view the patient’s information
directly from the message screen. See Sending Messages to Other Users on page 13 for more information.
Mark as Viewed Icons
The system tracks whether or not you have viewed certain clinical data items. These include lab results,
test results, order status, clinical notes, and problems. You can use the Mark as Viewed icon to indicate
that you have viewed one or more of these data items. See Marking Clinical Data as Viewed on page 126
for instructions.
Annotate Icons
You can use the Annotate icon to add annotations to specific lab result at any time. These are your
personal remarks, or reminders to yourself, about the patient’s lab results. See Annotating a Component on
page 104 for instructions.
Graph Icon
Whenever you see the Graph icon, you can graph one or more clinical items. You can graph lab results
and vital signs individually, or you can graph two or more of these items together: lab results, vital signs,
or medications. See Multi-Graphing Clinical Data on page 121 for more information.
PAGE 10
GETTING STARTED
LOOKING UP PROVIDER CONTACT INFORMATION
Date and Address Formats
At the time of installation, your PatientKeeper representative can configure the system to display date and address
information in either US format (the default) or non-US format.
Item
Date formats
Label for State/Province
fields
Label for Zip/Postal Code
fields
US Format
mm/dd/yyyy or mm/dd/yy
State
Non-US Format
dd/mm/yyyy or dd/mm/yy
Province
Zip or Zip Code
Postal Code
Looking up Provider Contact Information
The Provider Directory is an optional feature that your organization may or may not have chosen to implement. If
implemented, the Provider Directory option appears at the top right corner of the screen, and is available to all
users, regardless of their access level.
The Provider Directory displays basic contact information for any providers that your institution wishes to
maintain in the system. For example, you may be able to look up phone numbers (home, office, service, pager, or
mobile), specialties, departments, addresses, or e-mail addresses. This information may be available for providers
associated with your organization, referring providers, and/or providers in your geographic area.
When you click the Provider Directory option located at the top right corner of your screen, the Provider Search
screen appears. From this screen you can search for a particular provider in order to view their information.
To look up information for a provider, follow the steps below:
1. Enter all or part of the provider’s name in the Last Name and/or First Name fields. To further refine your
search, you may also select a category from the Category drop-down list. The types of categories available
in this list depend on the information your organization has chosen to load into the system. For example,
you might see a list of specialties and/or departments.
2. Click the Search button.
GETTING STARTED
PAGE 11
LOOKING UP PROVIDER CONTACT INFORMATION
The screen displays all providers who are a match, based on the last name, first name, and category that
you entered. If you do not see the provider you want, click the Reset button to clear the current search criteria and start again.
3. Click on the name of the provider whose information you wish to view, and that provider’s information is
displayed in the Provider Details section at the bottom of the window. To see the details for a different
provider on the list, simply click on their name and the Provider Details window is refreshed to show the
new provider’s information.
Search for
the provider.
Select the
provider.
Information
is displayed.
4. Click the Close button to exit the Provider Directory option, or click Reset to clear your search criteria and
search for a different provider.
PAGE 12
GETTING STARTED
SENDING MESSAGES TO OTHER USERS
Sending Messages to Other Users
The Messaging module is an optional feature that your organization may or may not have chosen to implement. If
implemented, this feature allows you to send messages to other users of the PatientKeeper application, such as
other providers, and possibly administrators. These messages can then be viewed via the Inbox option on both the
Physician Portal application and the Handheld Native platform. Please note that messages cannot be sent or viewed
on the Browser platform.
You can send general messages, or you can send messages about specific patients that contain a link to the Patient
Data Display for those patients (via the Details icon
). For example, if you wanted to request a consult from
another provider, you could send the text of your message, along with a link to the patient’s information, so that the
recipient provider could immediately review the patient’s history.
Whether or not a particular user can send messages, and to whom they can send them (users in the same
department, users in the same facility, or all users), is based on the Can Send Messages To setting in their user
profile. Please note that the messaging application does not allow you to send messages to persons outside of the
organization; it is for internal communication only.
When the messaging application is turned on for a user, several elements related to messaging are visible on the
screen: the Inbox tab, the New Message icon
, the Send Message about Patient icon
, and the Send
Message link.
Inbox tab to view and
respond to messages
New Message
icon
Link to send general
messages
Icon to send patientspecific messages

The Inbox tab
appears among the top-level navigational tabs. Click this tab to view and respond to
messages that have been sent to you from other users. See Viewing and Responding to Messages on
page 15.

The New Message icon (an envelope
) appears at the top center of the main PatientKeeper window.
If you have new messages in your Inbox, the envelope icon is yellow and it is followed by a count of the
number of new messages. If there are no new messages, the envelope icon is gray. You can click this icon
to display the Inbox tab.
GETTING STARTED
PAGE 13
SENDING MESSAGES TO OTHER USERS

A Send Message about Patient icon
appears on the Patient List tab (located in the top right corner of
the Patient Data Display area) and on the Patient Search tab (located in the bottom right corner of the
screen, once the search results are displayed). Select a patient and then click this icon to send a patient-specific message to another user, containing a link (the Details icon
) to the currently selected patient’s
Patient Data Display. Please note that the link itself does not contain patient information. When the recipient clicks the Details icon, they can view whatever types of patient information they are normally authorized to view. For example, if a patient-specific message is sent to an administrator who is not authorized to
view clinical data, when that administrator clicks the Details icon, they can view only non-clinical information. See Sending Patient-Specific Messages on page 14.

A Send Message link appears near the top center of the screen. Click this link to send a general message to
another user. See Sending a General Message on page 15.
Sending Patient-Specific Messages
Sending a message about a particular patient, that contains a link to that patient’s information, is easy.
From the Patient List tab:
1. Click on a patient name in your patient list on the left side of the screen.
2. Click the Send Message about Patient icon
Display.
, located in the upper right corner of the Patient Data
The Send Message window opens. It is composed of three sections: the User Search area at the top left is
where you search for the users to whom you want to send a message, the Recipients area at the top right
contains the final list of recipients that you have identified, and the bottom half is where you enter the message itself. Since you are sending a patient-specific message, it contains the patient’s name, age, gender,
and MRN, along with a Details icon (the link to the patient’s information), just below the Subject field.
Search for users here.
Link to patient information.
PAGE 14
The users you have selected
as recipients are listed here.
Click to mark as important.
GETTING STARTED
SENDING MESSAGES TO OTHER USERS
3. In the User Search area, enter some or all of the recipients last name or username in the User Name/ID
field, and then click the Search button. All users whose name or username contains those letters appears
immediately below. To further refine your search, you can select a department from the Department dropdown list. To limit the number of matches, select a number from the Max # of Search Results drop-down.
4. In the results area just below the Max # of Search Results field, click on a user to select them, and then
click the Add Selected Users button. This action moves the user’s name to the Recipients section, located
on the right side of the screen. You can select more than one user. You can also perform multiple searches
to find several different users (click the Reset button to clear the search criteria and start a new search).
5. Enter the subject of your message in the Subject field.
6. Check the Importance: High box if you want this message to be flagged as important in the recipient’s
Inbox.
7. Enter the text of your message in the Message field.
8. Click the Send button to send the message, or click Cancel to exit without sending the message. Once sent,
the recipient can view the message via the Inbox tab on the Physician Portal application.
From the Patient Search tab:
1. Locate the patient by entering some descriptive criteria in the Patient Search Criteria or Visit Search
Criteria fields, and the clicking either the Search for Patients or Search for Visits button (see Searching
for Patients or Visits on page 139 for more information).
2. Click on the patient to select them from the search results in the bottom section of the screen.
3. Click the Send Message about Patient icon
, located at the bottom right corner of the screen.
The Send Message window opens. The steps from this point forward are identical to those listed above.
Follow the instructions, starting at Step 3 on page 15.
Sending a General Message
To send a general message, follow these steps:
1. Click the Send Message link, located at the top center of the screen.
2. The Send Message window opens. The screen is identical to that seen when sending a patient-specific
message, except that it does not contain a link to patient information.
3. Follow the steps outlined in Sending Patient-Specific Messages, starting at Step 3 on page 15.
Viewing and Responding to Messages
The messages that other users have sent to you, as well as the messages you have sent to them, can be viewed on
the Inbox tab. You can print messages, reply to them, or forward them to another user. If the message concerns a
particular patient and contains a link to the patient’s information, you can click the Details icon
to view the
patient’s information immediately.
To view the messages you have sent or received, follow these steps:
1. Access the Inbox using either of these methods:
–
Click the Inbox tab; or
–
Click the New Message icon
GETTING STARTED
, located in the top center of the main PatientKeeper window.
PAGE 15
SENDING MESSAGES TO OTHER USERS
The Inbox screen appears. It contains two panes. The left pane has two sub-tabs labeled Messages and
Outbox. The Messages tab lists all messages you have received. The Outbox tab lists all messages you
have sent. The right pane displays the details of the message that is currently selected on either the Messages or Outbox tab.
Messages & Outbox sub-tabs
Important flag
Inbox tab
Details icon (link to patient information)
List of messages
Action buttons for this message
Text of the message
2. To view messages that others have sent you, click the Messages sub-tab (the default view), scan the list of
messages, and then click the message that you want to read. Messages that you have not yet read appear in
bold typeface, while messages that you have already viewed are displayed in regular typeface. (To view
messages that you have sent to others, click the Outbox sub-tab.)
3. The details of the message appear on the right pane of the screen. If the message contains a link to patient
information, the patient’s name, age, gender, MRN, and a Details icon are included in the heading area at
the top of the message. From this pane you can take a variety of actions:
PAGE 16
–
Click the Details icon
(if present) to view the Patient Data Display for the patient. Please refer to
Understanding the Patient Data Display on page 68 and All of the display options in the Patient Data
Display window (located to right of the Patient List) function in a very similar manner. The basic steps
to view patient information are always the same: on page 70 for more information.
–
Click the Print icon
–
Click Reply to send a response back to the sender. The Send Message screen opens with the sender’s
name already selected in the Recipients area, and the text of the original message listed in the Message
field. Select any additional recipients, if desired, and enter the text of your response in the Message
field.
–
Click Reply to All to send a message to the sender, as well as all other persons included on the original
message. The Send Message screen opens with the sender’s name and all other persons already
selected in the Recipients area, and the text of the original message listed in the Message field. Add or
remove persons from the list of recipients, if desired, and enter the text of your response in the
Message field.
to print a copy of the message.
GETTING STARTED
SENDING PHYSICIAN FEEDBACK TO PATIENTKEEPER SUPPORT
–
Click Forward to send a copy of the message to a new recipient. The Send Message screen opens with
text of the original message listed in the Message field. Select one or more recipients and enter any
additional message you want to include in the Message field.
–
Click Delete to delete the message from your Inbox.
Sending Physician Feedback to PatientKeeper Support
Sending feedback about PatientKeeper software is another optional feature that your organization may or may not
have chosen to implement. If implemented, the Physician Feedback option appears at the top right corner of the
screen, and is available to all users. Use the Physician Feedback option to enter and send comments (directly to
PatientKeeper Support) on how you think a PatientKeeper application is working.
To send feedback to PatientKeeper’s Support team:
1. Click the Feedback button in the upper right portion of the Physician Portal screen.
1
2
3
3
2
4
The Feedback form displays, allowing you to provide feedback about a PatientKeeper application.
2. Enter the following information on the form:
–
Category: This is the selection list that identifies the types of feedback you can send. Select one
feedback category from the selection list.
–
Comments: Enter your free-text comments in this field. Your comments should correspond to the
Category you selected. For example, if you selected:

General Feedback: Comment on your general experience using a PatientKeeper application.

This application is working well because...: Comment on one or more aspects of the application
that you deem are working well. For example, you can cite a specific feature, or workflow, or
GETTING STARTED
PAGE 17
SENDING PHYSICIAN FEEDBACK TO PATIENTKEEPER SUPPORT
functional area that has improved how you process charges, clinical data, or orders, or how you
communicate with other providers, departments, or groups within your organization.

This application is not working well because...: Comment on one or more aspects of the
application that you deem are not working. For example, if you find that a button, link, icon, or
scroll bar isn’t working properly, or if data is loading slowly or incorrectly, or if a workflow seems
overly complicated or problematic, enter comments that describe these problems.

This application could work better if...: Suggest ways in which you think the application as a
whole or any of its features or functionality could be improved.
3. Click the Submit button to send your feedback directly to PatientKeeper Support.
Per DEV-30713 Physician Portal: Feedback collection tool. Above section describes this new feature. Not
for 7.3.0 - Carry over to 7.4.0 doc only. Sheila 11/02/2011
PAGE 18
GETTING STARTED
2
Establishing your Preferences
The Preferences tab allows you to configure the settings for general and module-specific behavior. These settings
affect the behavior of the various modules on both your handheld device and the PatientKeeper Physician Portal
application. These are your personal settings and apply only to the user who is currently logged into the system.
Both system administrators and healthcare providers can set personal preferences, although administrators with an
Access Level of either Level 1 or Level 2 are able to configure a much broader range of settings. This chapter
reviews the preference settings that a typical healthcare provider with an Access Level of Level 3 would see. For a
full description of the preference settings available to an administrator, please refer to the Administration Tools
User’s Guide.
ESTABLISHING YOUR PREFERENCES
PAGE 19
QUICK GUIDE TO PREFERENCE SETTINGS
To access the Preferences option, log into the system and click the Preferences tab at the top of the screen. The
Preferences tab consists of the Edit Settings menu and a workspace.
Preferences Tab
Current User
Edit Settings
Menu
Workspace
From the Edit Settings menu, you are able to access General settings, as well as the settings for the modules to
which you have been given access. These may include Patient List, Provider Info, Problem List, and Lab
Results settings.
Quick Guide to Preference Settings
The table below provides a quick guide to the various activities available on the Preferences tab.
Task
Change your password, clear web
settings, and set tooltip preference
Create personal profiles containing
short list filters, short list
populators, and rounding lists
Create snapshots for viewing
specific groupings of lab results
Modify diagnosis picker lists for
ICD-9 codes
Settings Used to Accomplish Task
General Settings on page 20
Patient List Settings on page 22
Lab Results Settings on page 29
Problem List Settings on page 30
General Settings
The General Settings screen shows you some general information on file for your user account, and allows you to
change your password. It also enables you to set your preference for the location of tool tips, and to clear all
PAGE 20
ESTABLISHING YOUR PREFERENCES
QUICK GUIDE TO PREFERENCE SETTINGS
previously used web settings. When you select General from the Edit Settings menu, the General Settings screen
appears.
The General Settings screen allows you to view or edit the following information:

Username: This setting displays your username within the PatientKeeper system. This is the name you use
when logging into the system on both the web and your handheld device.

First Name: This setting displays the first name of the user.

Last Name: This setting displays the last name of the user.

Personnel ID: This setting displays the unique identification number assigned to the user. This field is
read-only.

Position: This setting specifies the user’s position in the hospital. This field is read-only.

Complete/Incomplete: This setting specifies whether or not this user is completely set up in PatientKeeper. The status must be complete for the user to be able to login to PatientKeeper or initiate a sync.

Departments: This setting lists the departments to which the user has been assigned. This field is readonly.

Password: There are different types of authentication protocols that can be used to secure access to the
data in the PatientKeeper system. These include basic authentication and multi-authentication (MEDITECH® Downtime, LDAP, ActiveDirectory, or other).
A user may be able to change their server password using this option in the PatientKeeper application.
Whether or not it can be changed here depends on the authentication protocol that your organization has
implemented. If the password is not editable in PatientKeeper, you must instead change the password
directly in your backend system, or by using your multi-authentication service (MEDITECH Downtime,
LDAP, AD or other). In this case, consult your system administrator to confirm the method that should be
used to change your server password.
To change the server password from the PatientKeeper application, click the Edit link. In the Change
Password form, fill in the current password, the new password, and the new password a second time for
confirmation. Pay attention to whether you are typing in uppercase or lowercase, as passwords are casesensitive. Also, it is important to note that passwords cannot be longer than 16 characters. Click the Save
button to change the password.
ESTABLISHING YOUR PREFERENCES
PAGE 21
QUICK GUIDE TO PREFERENCE SETTINGS

Clear user web settings: The system recalls the settings you last used in the Physician Portal application.
For example, it recalls the last tab you selected, the sort order of the search results on the Patient Search
tab, the last filter you used on the Patient List tab, and whether the patient list was minimized or maximized. The next time you log in, all of these settings are maintained. If you want to clear those settings,
click this hypertext link.

Show Tooltips Above Cursor (Affects THIS Computer Only): Tooltips are small informational boxes
that pop up when you hover your cursor over an item on the Physician Portal application. For example,
when you hold your cursor over a specific provider in a list of provider names, a box with detailed information about that provider is displayed. Normally, that box appears below the cursor. When accessing the
system via a tablet, instead of a desktop or laptop computer, the user’s hand and stylus can obstruct their
view of the tooltip. Tablet users can check this box, which then forces the tooltip to appear above the cursor, so that they can see it more clearly. This setting does not affect the small one-line tool tips that are seen
when hovering over tab names, buttons, or icons. It affects only the larger, more substantial tool tips seen
when hovering over provider names or lab result details/comments.
The tooltip appears above
the cursor, instead of
below it.
Patient List Settings
The Patient List Settings screen allows you to specify the default behavior of your short patient list on your
handheld device, as well as the short list on the Physician Portal application. For a thorough explanation of how
these settings, as well as others, interact to compile your short patient list, please refer to the Administration Tools
User’s Guide.
When you select Patient List from the Edit Settings menu, the Patient List Settings screen appears.
The Patient List Settings screen allows you to view and/or configure the following parameters:

PAGE 22
View Filters (Web, Handheld Native/Browser). See Defining View Filters on page 23.
ESTABLISHING YOUR PREFERENCES
QUICK GUIDE TO PREFERENCE SETTINGS

Short List Data Filters (Web, Handheld Native/Browser). See Defining Short List Data Filters on
page 25.

Short List Data Populators (Web, Handheld Native/Browser). See Short List Data Populators on
page 26.

Rounding Order Lists (Web, Handheld Native/Browser). See Defining Rounding Order Lists on page 27.

Profiles (Web, Handheld Native/Browser). See Defining Profiles on page 28.

Current Profile (handheld only): (Handheld Native) This setting specifies the profile currently being
used for the selected user on their Handheld Native (it does not affect their current profile on the Patient
List tab of the Physician Portal application). Click the Edit link to choose a different profile or to preview
the effects of available profiles. When you click the Edit link, the Change Current Profile dialog box
appears. Select a profile from the drop-down list. Click the Preview button to view the effects of the
selected profile, including those on the short list, and those to be added via short list data populators. Be
careful when specifying a Current Profile as it directly affects the number of patients that appear on your
short patient list and may dramatically affect the time required for syncing your handheld device.
Defining View Filters
The View Filters setting displays the list of Stock View Filters created at a departmental level, as well as any
personal filters that you may have created yourself. Personal filters are easily identifiable by the underscore ‘_’ that
precedes their name. View Filters are used to decrease the number of patient visits that are currently displayed on
your patient list on the web or handheld platforms. It does not permanently remove any patient visits from your list-it temporarily takes them out of your view so that you can focus on a particular subset. You can always revert back
to your full list by selecting All from the filter drop-down list.
Click the Edit link to modify the hide/unhide settings for the stock filters, or to add a new personal filter.

To set the hide/unhide properties for a stock filter, select the filter by clicking on it in the View Filters form
and then click the Hide or UnHide button in the Quick Details box. Note that the button toggles between
Hide and Unhide depending upon whether or not the filter is currently hidden. Hide a view filter if you do
not want it to appear as a choice on the filter drop-down list on the handheld or Physician Portal application. You might hide a stock filter if you did not find it to be useful for your personal needs.
To create a personal filter, click the New Filter button on the toolbar and the Create Personal View Filter
screen appears. The remainder of this section reviews the basic steps involved in creating a view filter.
In the Quick Details box, enter the following:
–
Filter Name: (Web, Handheld Native/Browser) Enter a name for the filter as you would like it to
appear in the drop-down list of filters.
ESTABLISHING YOUR PREFERENCES
PAGE 23
QUICK GUIDE TO PREFERENCE SETTINGS
–
Filter Scope: (Web, Handheld Native/Browser) Use this field to determine to which subset of patient
encounters the filter will be applied. Select one of the following filter scopes:

Current Encounter: For each patient on the user’s short list, the filter selects from only the most
recent visit with which the user has a relationship.

All Related Encounters: The filter selects from all encounters with which the user has a
relationship, for the patients on their short list.

All Encounters: This scope only applies when the view filter is used on a handheld device. The
filter selects from all of the encounters associated with all of the patients on the user’s short list. If
the filter finds an encounter with which this provider does not have a relationship, he is prompted
to declare one, in order for the patient to be added to his short list, and viewed on the filter. After
the filter has been applied, if more than one visit was found that matches the filter’s properties, the
visit information displayed in the Location column and dynamic third column is recalculated.
Information from the most recent visit with which the user has a relationship, and that matches the
filter criteria, is displayed.
In the Create Personal View Filter form, enter the following:
–
Filter Property and Property Value: (Web, Handheld Native/Browser) From the drop-down lists
select a property and a corresponding value, and then click the Add button at the end of the row to save
the combination. Repeat this for each Filter Property/Property Value combination you wish to add to
the filter criteria. Note that if you have more than one Filter Property and Property Value
combination, the filter will return only those patients that meet all the criteria.
Each filter has multiple criteria, such as Location, Visit Type, and Medical Service. All of the specified criteria must be met (a logical AND operation is performed) for a visit to be included in the filter
results. In other words, the logic applied to a View Filter is as follows:
(visit is of Visit Type) AND (visit is in Locations) AND (visit is a member of Medical Services)
Within a given criterion (such as Location, Visit Type, or Medical Service), only one of the selected
options needs to be true for the entire criterion to be satisfied. For example, if several individual locations (Ambulatory Surgery and Dialysis Center) are selected under Location, only one of them needs
to be true (a logical OR operation is performed) for the entire Location criterion to be satisfied. The
same is true for Visit Type and Medical Service.
Click the Save button in the Quick Details box to save the personal filter. Once the personal filter is created, you can use the Edit button to change the properties of the filter and the Delete button to remove it.
PAGE 24
ESTABLISHING YOUR PREFERENCES
QUICK GUIDE TO PREFERENCE SETTINGS
Listed below are some sample View Filters.
Location(s)
Filter Scope
Result:
Location(s)
Medical Service(s)
Personnel Relationship
Financial Class
Filter Scope
Result:
Simple View Filter
1N,2N
Current Encounters
This simple View Filter shows all patient visits in locations 1N and 2N.
The system reviews only the most recent visit (with which you have a
relationship) for each patient on your short patient list when selecting
which visits to show. So if a patient’s most recent visit with which you
have a relationship is not in 1N or 2N, no visit would be displayed in the
filter results for that patient (even if the patient also had an older visit
that was located in 1N).
Complex View Filter
1N,2N
Cardiology
Attending
Medicare
All Related Encounters
This View Filter shows only the patient visits in locations 1N or 2N that
were admitted to the Cardiology service, who have you listed as their
attending physician, and are also covered by Medicare. The system
reviews all encounters on your short patient list (current, past, and
future) when selecting which encounters to show.
Defining Short List Data Filters
The Short List Data Filter parameter allows you to define personal Short List Data Filters that are available only
to the selected user. Personal filters are easily identifiable by the underscore '_' that precedes their name. This
setting also displays any Stock Short List Data Filters that were created at the departmental level, and which are
available for your use.
Patient visits that meet the criteria in the Short List Data Filter are placed on the user’s final short patient list (on
both handheld devices and the Physician Portal application). Essentially, these filters narrow the scope of the short
list by taking some of the patients with whom the user has a relationship off of their short list. This lets you control
how much data is sent to the user’s handheld during a sync, and can significantly reduce the amount of time it takes
for a sync to complete.
Each filter has multiple criteria, such as Personnel Relationships, Location, Visit Type, and Medical Service. All
of the specified criteria must be met (a logical AND operation is performed) for the Short List Data Filter to apply.
In other words, the logic applied to a Short List Data Filter is as follows:
(relationship is of type Personnel Relationships) AND (visit is of Visit Type) AND (visit is in Locations)
AND (visit is a member of Medical Services)
In other words, the patient must have a visit that meets all of the criteria of a given filter for that visit to be left on
the user’s short list.
Within a given criterion (such as Personnel Relationships, Location, Visit Type, or Medical Service), only one
of the selected options needs to be true for the entire criterion to be satisfied. For example, if several individual
locations (Ambulatory Surgery and Dialysis Center) are selected under Location, only one of them needs to be true
(a logical OR operation is performed) for the entire Location criterion to be satisfied. The same is true for
Personnel Relationships, Visit Type and Medical Service.
ESTABLISHING YOUR PREFERENCES
PAGE 25
QUICK GUIDE TO PREFERENCE SETTINGS
A single profile can have multiple Short List Data Filters. Only one of the filters needs to be satisfied (a logical OR
operation is performed on filters) for a patient visit to remain on the short list. If you wish to include both Service A
and Service B on the user’s short list, create two Short List Data Filters, one with each Medical Service.
Listed below are some sample Short List Data Filters.
Simple Short List Data Filter
Location(s)
Result:
Location(s)
Visit Type
Medical Service(s)
Result:
1N,2N
Of the patient visits with which the user has a relationship, this simple
Short List Data Filter selects all patient visits in nursing units 1N and 2N,
to keep on the user’s short list.
Complex Short List Data Filter
Rehab A, Rehab B
Outpatient
Physical Therapy
Of the patients with which the user has a relationship, this filter selects
only the outpatients in the Rehab A or B location who are being treated
by the Physical Therapy service, to keep on the user’s short list.
Click the [Edit] link to view the details of all Stock Short List Data Filters for the department to which the user
belongs. From here you can also create personal filters.

To create a personal filter that is available only to a profile for the selected user, click the New Filter button on the toolbar and the Create Short List Data Filter form appears. Enter a name for the short list data
filter in the Name field in the Quick Details box.
Click the Edit link for each field to bring up a screen where you can select the criteria by checking its box.
Once you have selected the criteria, click the OK button and the Quick Details box will be updated to
show what you selected. Note that the Create Short List Data Filter form always appears empty as
shown; the details are only displayed in the Quick Details box. Click Save in the Quick Details box to
create the new personal Short List Data Filter.
Short List Data Populators
The Short List Data Populator setting displays the Stock Short List Data Populators that were created at a
departmental level and are available for selection by the user. For security reasons, individual users are not allowed
to create their own Short List Data Populators, although they can specify which Stock Short List Data
Populators to use in their Profiles. Click [View] to see details about the Stock Short List Data Populators
available to this user.
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Short List Data Populators select certain patient visits with whom the user does not have a declared relationship,
and adds them onto their short list (on both handheld devices and the Physician Portal application). At the time the
patient visit is added to the short list, a new relationship is declared for that visit, of the type specified in the
Populator Relationship parameter of the user's current Profile. Essentially, short list data populators create
relationships with the visits that meet the criteria defined in the populator.
A Short List Data Populator is only applied if it is included in a Profile. A profile can have multiple Short List
Data Populators. The resulting short list will include all patients remaining on the user's short list after the Short
List Data Filters have been applied plus any patients added by the Short List Data Populators.
Each populator has multiple criteria, including Location, Visit Type, Financial Class, Insurance, Provider
Groups, and Medical Service. The criteria must be met for the majority of the criteria (a logical AND operation is
performed between Location, Visit Type, Financial Class, Insurance, and Provider Group), or the Medical
Service criterion must be met (a logical OR operation is performed between Medical Service and the result of
ANDing the other criteria) for the Short List Data Populator to apply. For example, when creating a populator
based on Visit Type, Location, and Medical Service, the logic applied to a Short List Data Populator is as follows:
[(visit is of Visit Type) AND (visit is in Locations)] OR (visit is a member of Medical Services)
For example, if Location were set to Hospital A, Visit Type to Outpatient, and Medical Service to Audiology,
then all outpatients at Hospital A are added to the user's short list, as well as all Audiology patients (regardless of
their Location or Visit Type).
Within a given criterion (such as Location, Visit Type, or Medical Service), only one of the selected options must
be true for the entire criterion to be satisfied. For example, if several individual locations (Ambulatory Surgery and
Dialysis Center) are selected within Location, only one of them must be true (a logical OR operation is performed)
for the entire Location criterion to be satisfied. The same is true for Visit Type, Financial Class, Insurance,
Provider Groups, and Medical Service.
Service(s)
Result:
Medical Service(s)
Visit Type
Result:
Simple Short List Data Populator
Cardiology
Of the patient visits with which the user does not have a relationship,
this simple Short List Data Populator selects all patient visits booked
with the Cardiology service, and adds them to the user’s short list by
declaring a relationship to them.
Complex Short List Data Populator
Cardiology, Cardio-Pulmonary
ER
Of the patient visits with which the user does not have a relationship,
this filter selects all emergency room visits, as well as all visits with the
Cardiology and Cardio/Pulmonary Services, and adds them to the
user’s short list by declaring a relationship to them.
Defining Rounding Order Lists
The Rounding Order Lists parameter allows you to define personal Rounding Order Lists that are available
only to the selected user. Personal rounding order lists are easily identifiable by the underscore '_' that precedes
their name. This setting also displays any Stock Rounding Order Lists that were created at the departmental level,
and which are available for your use.
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A Rounding Order List is a list of nursing stations, according to which the short patient list will be reordered on a
handheld device or the Physician Portal application. This lets you sort your short patient list in the order that you
round locations.
A Rounding Order List is only applied if it is included in a Profile. A profile can contain only one Rounding
Order List.
Click the Edit link to view the details of Stock Rounding Order Lists, or to add a new personal Rounding Order
List.

To view the properties for a stock list, select the Rounding Order List by clicking on it in the View
Rounding Order Lists form and the details will appear in the Quick Details box.

To create a personal rounding order list, click the New List button on the toolbar. Enter a List Label in the
Quick Details box. Then, select the nursing stations to include in the list by checking them in the hierarchical list displayed on Create Rounding List Order form.
The nursing stations are added in a group to the list, so it is likely you will want to specify the exact order
of the individual nursing stations. To do so, click the Sort button in the Quick Details box. Once the
rounding list is in the desired order, click the Save button in the Quick Details box to create it.
Once a personal list is created, you can subsequently use the Edit button to change its properties and the
Delete button to remove it.
Defining Profiles
The Profiles setting displays the profiles, both stock profiles and personal profiles, available to the selected user. A
profile is a single parameter that groups settings for Short List Data Filters, Short List Data Populators, and
Rounding Order Lists. This gives the user a quick means to switch between different sets of patients. This is
particularly useful if the user splits their time between different facilities within an organization. On those days
where they are in a particular facility, they only want to see data for patients within that facility. They can define a
profile for each facility, and can simply select the appropriate profile. When they log onto the Physician Portal
application or sync their handheld device, only those patients within that facility appear on their short patient lists.
Click the Edit link to view the details of stock profiles or to create one or more personal profiles (personal profiles
are easily identifiable by the underscore '_' that precedes their name).

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To create a profile, click the New Profile button on the toolbar to bring up the Edit Profile form. This form
contains a series of parameters for filters, populators, and rounding orders. Keep in mind that some fields
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may be left blank. For example, if you don’t want to include a short list data populator in the profile, you
can leave that field blank.
Specify the settings for the fields as follows:
–
Profile Name: Enter a name for the profile. This name will appear on the list of available profiles
when selecting the Current Profile.
–
Description: Enter a description for the profile that clearly indicates what patient visits it includes.
–
Long List Data Filter: This setting has no effect.
–
Short List Data Filters: Click the Edit link to choose one or more Short List Data Filters to be used
by the profile. You may select any combination of Stock Short List Data Filters and personal Short
List Data Filters.
–
Populator Relationship: Choose the default relationship that will be assigned to patients that do not
have a relationship with the user, but are added to the user’s list as a result of the short list data
populator (defined in the next field). If an active relationship already exists between the user and the
patient, then no new relationship will be assigned.
–
Short List Data Populators: Click the Edit link to choose one or more Stock Short List Data
Populators to be used by the profile.
–
Rounding Order: Choose the Rounding Order that will be used by the profile to order the patients
on your short patient list.
–
Exclude Discharged Patients?: This setting determines whether or not discharged patients meeting
the criteria outlined in the profile will be hidden from view when the user applies this profile. Set to
Yes to hide discharged patients; set to No to show discharged patients.
NOTE: This setting does not remove patients from the user's short list. It simply hides discharged
patients when the user views their short list with this profile applied. Patients are removed from the
user's short based on the Short List: Remove Days setting in the PK Visit Types option.
Lab Results Settings
The Lab Results Settings screen lets a user create personal snapshots and set how many days worth of lab data to
download to their handheld device. Snapshots are used to customize sets of lab components that are viewed on the
Physician Portal and on handheld devices. The department administrator may have created some stock snapshots
that users can access automatically. If these snapshots aren’t useful, the user can hide them so that they don’t
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appear as choices on the Physician Portal or the handheld device. When you select Lab Results from the Edit
Settings menu, the Lab Results Settings screen appears.
The Lab Results Settings screen allows you to view and configure the following parameters:

Snapshots: (Web, Handheld Native/Browser) This setting displays those snapshots that are available to
you as filters on the main Lab Results screen of either the handheld device or Physician Portal. A snapshot
is a customized grouping of lab components from arbitrary panels in your lab system. For example, you
may prefer to see Cholesterol, Sodium, and Triglyceride results grouped together. These could be added as
components of a snapshot, so that the information could be viewed together. If there are stock snapshots
that are not useful, you can hide them so that they aren’t available on the Physician Portal or your handheld
device. Only those stock snapshots that are not hidden will be available.
Click the Edit link to modify the hide/unhide settings for stock snapshots or to add new personal snapshots.

–
To set the hide/unhide properties for a stock snapshot, select the snapshot by clicking on it in the View
Snapshots form and then click the Hide or UnHide button in the Quick Details box. Note that the
button toggles between Hide and Unhide depending upon whether or not the snapshot is currently
hidden.
–
To create a personal snapshot that is available only to yourself, click the New Snapshot button on the
toolbar. Enter a Snapshot Title in the Quick Details box and then check those lab components you
wish to include in the snapshot. Click the Search button and enter search text to more easily locate
components. After you have selected all of the components for the snapshot, click the Save button to
create the snapshot. Once saved, personal snapshots are easily identifiable by the underscore ‘_’ that
precedes their name. After the personal snapshot is created, you can also use the Edit button to add or
remove components from the snapshot, and the Delete button to remove the snapshot.
# of Days Lab Data to Download: (Handheld Native) This setting determines how many days of lab data
per patient to download to your Handheld during a sync. Keep in mind that the amount of data downloading affects the length of time required for a sync. The PatientKeeper system allows up to 180 days of data,
although your system administrator may have set a lower maximum that you cannot exceed. If so, that
maximum is displayed on the lab settings screen.
Problem List Settings
The Problem List Settings screen allows you to decide which departmental Diagnosis Picker lists are visible on
the handheld device or the Desktop Charge Capture application. Diagnosis Pickers are used when entering
problems for a patient.
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When you select Problem List from the Edit Settings menu, the Problem List Settings screen appears.
The Diagnosis Picker list is simply a list of diagnosis codes from which users select the items they want to enter for
patients. Diagnosis codes are grouped under categories and subcategories, to make it easier for users to find the
ones they need. Administrators in each department can define a default departmental Diagnosis Picker list,
containing only those diagnosis codes that are appropriate to their department.
Every user in a department can then see their department’s default Diagnosis Picker list when entering new
problems for their patients. If a user does not find a particular diagnosis code or category on their department’s
Diagnosis Picker list to be useful, they can hide it.
To edit your personal Diagnosis Picker list, follow these steps:
1. Click the [Edit] link next to the Pickers field.
The Diagnosis Pickers for [your user name] screen opens, displaying your default departmental Diagnosis
Picker list, as well as any modifications you have made to it thus far.
–
Any diagnosis codes or categories that you have previously marked as hidden display the word
(Hidden) next to their name.
–
Any categories that are part of your default departmental Diagnosis Picker display the word (Dept)
next to their name. You can hover your mouse over the word (Dept) to see the department from which
the are derived.
–
At any point you can click the Reset User Pickers button at the bottom of the screen to reset your
Diagnosis Picker list back to the default departmental picker.
This user wants to see the last category he selected
each time the picker window is displayed.
Enter text here to search for
a specific category or code.
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This user has hidden the
Atherosclerosis category.
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At the top of the window there is a Search field you can use to narrow the list of pickers for viewing and
editing. Enter text in the Search field to display only those picker categories or diagnosis codes that contain the text. For example, if you entered “cardiac,” the picker list on the left side of the screen would show
only those categories or diagnosis codes that contained the word “cardiac.”
2. Click on My Pickers (on the left side of the screen) to display your entire Diagnosis Picker list on the right
side of the screen, or click on a category, to display the contents of just that category.
NOTE: You can use the Default Selection field to determine what item will be automatically selected on
the left side of the screen the next time you edit your picker list, or use the picker list to enter problems for
a patient. Your choices are:
–
Top Level: The top level category (My Pickers) is selected by default, which in effect shows all picker
categories and subcategories.
–
Last Selected Category: The last category you selected the last time you edited your picker list or
used the picker list to enter problems for a patient.
–
Nothing: Nothing is automatically selected.
3. You can now hide diagnosis codes/categories, or add new diagnosis codes/categories, as described in the
following sections.
Hiding Departmental Diagnosis Codes or Categories
To hide an individual diagnosis code:
1. Click on a specific diagnosis code name to open a pop-up window listing just that one item.
2. Click the Hidden check box to place a check mark in it.
To hide an entire category of diagnoses, or several items within a category, follow these steps:
1. Click the Edit link located to the right of a category name.
A window opens, displaying the category, as well as all the subcategories and diagnosis codes within the
category.
2. Click the Hidden check box next to the category name at the top of the screen, to place a check mark in it.
This hides the entire category.
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3. Or, alternately, you can hide one or more of the individual diagnosis codes or subcategories contained
within the category by clicking on the Hidden check boxes associated with them.
Click here
to hide
the entire
category.
Click
here to
hide one
or more
items.
Adding New Diagnosis Codes or Categories
You can add a new code or category to the top level of your picker list, which is always named My Pickers. You
can add free-standing codes at the top level, or you can create a series of categories and subcategories that contain
codes. In the example that follows, we will add one personal category to the My Picker level, and then add codes
and subcategories to it. Please note that you cannot add items to categories that were created at the departmental
level (as indicated by the Dept designation).
To create a personal picker subcategory:
1. Click the Edit link to the right of words My Pickers.
The Edit My Pickers window opens.
2. Click the Add Category button.
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3. Enter a name for your category, and then click OK. For example, you might name it “Smiths Personal
Pickers.”
4. Click Save at the bottom of the Edit My Pickers window to return to the main Picker screen.
Now that we have added a personal category, we will add diagnosis codes and subcategories to it:
1. Click the Edit link to the right of the name of the personal category that you previously created (in our
example, this is Smith’s Personal Pickers).
2. Take any of the following actions:
–
Select a diagnosis code from the master diagnosis list (so that you may include it in this category):
Search for a diagnosis code from the master list by typing all or part of a diagnosis code or name in the
Add Code field, select one from the results pop-up window, and then click the OK button.
–
Create a subcategory under the currently selected category (to which you can later add individual
diagnosis codes or subcategories): Click the Add Category button, enter a name for the subcategory,
and then click the OK button.
The new diagnosis code or subcategory is then displayed in the Children portion of the window.
In this example, we first created the personal category Smiths Personal Pickers. Now, we
are editing that category so that we can add items to it: an individual diagnosis code
(Cardiac arrest) and a subcategory (Cardiac Surgery Follow-up Diagnoses).
3. Continue adding diagnosis codes or subcategories until the contents of the currently selected category are
as you wish.
4. Click the Save button at the bottom of the screen.
NOTE: you can change the order of any of the child items (diagnosis codes or subcategories) in a personal
category by clicking the Reorder icon
, located next to the word Children. You can also delete any
child item by clicking the trash can icon
.
Copying, Moving, or Deleting Categories
The Picker window has buttons that enable you to copy, move, or delete picker categories. Here are some of the
actions you can take:
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
You can copy any category, whether personal or departmental, to form a newly named personal category.
Once copied, you can then modify its contents, if desired.

You can move a personal category from one location to another. For example, you might want to move a
personal category from the top level (directly under My Pickers) to a subcategory position under a different
personal category.

You can delete any personal category.
NOTE: You cannot move or delete a departmental category. However, you can hide departmental items
that you do not find useful, as described in Hiding Departmental Diagnosis Codes or Categories on
page 32.
To copy a departmental or personal category:
1. Click the Edit link to the right of the category you want to copy, so that it is opened for editing.
2. Click the Copy button at the bottom of the screen.
3. Enter a name for the new personal category in the New Category Name field.
4. Select a destination for this new personal category, by clicking on a category or subcategory from the list
that is displayed in the bottom section of the screen. Only personal categories and subcategories are listed
as potential destinations.
5. Click OK.
To move a personal category to a new position:
1. Click the Edit link to the right of the personal category you want to move, so that it is opened for editing.
2. Click the Move button at the bottom of the screen.
3. Select a destination for this personal category, by clicking on a category or subcategory form the list that is
displayed. Only personal categories and subcategories are listed as potential destinations.
4. Click OK.
To delete a personal category:
1. Click the Edit link to the right of the personal category you want to delete, so that it is opened for editing.
2. Click the Delete button at the bottom of the screen.
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3
Managing Your Patient Short
List
The Physician Portal application organizes patients into two main groups: the web census list and personal short
lists for each healthcare provider. The web census list contains all patients who have had a visit (inpatient,
outpatient, or other) at your organization. The short list is different for each provider: it contains those recent
patient visits from the census list with whom the provider has some type of active relationship. For example, the
provider might be the attending or admitting physician for a patient’s inpatient visit, or the scheduled provider on a
patient’s outpatient appointment. This short list is recalculated each time the user logs into the web application or
syncs a handheld device.
There are two tabs on the PatientKeeper application that allow a user to manage the patients who are on their short
patient list. These are the Patient List tab and the Patient Search tab. The primary difference between the two tabs
is that the Patient List tab gives healthcare providers access to patients who are on their short patient list, while the
Patient Search tab gives them access patients who are not on their short patient list (i.e., from here they can access
a patient on the census list). Administrators who do not actually treat patients usually do not have a personal short
patient list. In this case, the Patient Search tab is their primary access to patient data.
The Patient List tab is the provider’s main access point to patient list management tasks. It automatically supplies
the provider with a list of all the patients with whom they have some type of active relationship, by pre-selecting
them and displaying them on the screen. The user can sort or filter their list, as well as add or remove patients from
MANAGING YOUR PATIENT SHORT LIST
PAGE 37
OVERVIEW OF THE PATIENT LIST TAB
their list. If the ability to send patients to other healthcare providers is enabled for them, then they can also send
patients to other providers (i.e., add patients to other providers’ short lists). Similarly, if the Get Patients capability
is enabled for them, they can view other providers’ short patient lists and choose patients to move onto their own
patient list. Finally, a provider can easily work their way through their list, displaying clinical data without having
to search for each patient by name. The display functions are described in Displaying Patient Information on
page 67.
The Patient Search tab, by contrast, gives the user access to all patients, including those with whom they do not
have an active relationship. For a provider, this is an easy way to look up information about a patient who is not
under their direct care; they can view the patient’s demographic, visit, and clinical information without having to
add the patient to their short list. For the administrator, this is the usually way they view patient data, since they
typically do not have relationships with patients. Since the user does not have a formal relationship with the
patient, on the Patient Search tab they must first search for each individual patient name from the census list, prior
to viewing their information. The Patient Search tab also provides access to two patient list management
functions: a provider can add a patient to their short list, or a provider or administrator can select patients to send to
other users.
This chapter primarily reviews the patient list management functions that are found on the Patient List tab, since
this is the main access point for these types of activities. The add patient and send patient functions found on the
Patient Search tab are also discussed in the following sections of this chapter: Adding a Patient to Your List on
page 46 and Sending a Patient to Another User on page 54.
Overview of the Patient List Tab
The Patient List tab provides access to your personal short patient list. On the Patient List tab itself, the words
“Patient List” are followed by a number in parenthesis: this is number of patients currently displayed on your short
list.
The Patient List screen consists of two major elements: your patient list and a patient data display area.
Number of patients currently displayed
on the user’s patient list (23).
Your Patient List
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Patient Data Display Area
MANAGING YOUR PATIENT SHORT LIST
OVERVIEW OF THE PATIENT LIST TAB
The Patient List area is located on the left side of the screen. This section displays your short patient list. It contains
all of the patients for whom you are responsible, including, for example, inpatient admissions, outpatient
appointments, or recurring visits.
The Patient List area is where you manage your patient list. From here you can view basic information about the
patients on your list, add or remove patients from your list, send patients to other providers, get patients from other
providers, change the way your list is currently displayed, and print your list. There are a variety of buttons you can
use to perform these functions, all of which are described later in this chapter.
The Patient Data Display area is located on the right side of the screen. This portion of the screen is used to show
detailed information about any patient on your patient list. All of the display functions found on this portion of the
screen are described in Displaying Patient Information on page 67.
Information Displayed in the Patient List Area
The Patient List area is located on the left side of the Patient List tab. It contains only those patients with whom
you have some type of active relationship. For each patient on your list you can see his or her full name, age in
years, and gender.
Name, age in years, and gender is shown for all
patients.
Patient’s current visit is an inpatient visit: Days in
the hospital, location, and reason for visit.
Patient’s current visit is a pre-registration: Admission
date, type of visit (Pre-reg), and reason for visit.
Patient’s current visit is an outpatient appointment:
Appointment date, location, and reason for visit.
If an inpatient visit is discharged, the word
“Discharged” is displayed, along with the admission
date, and last location.
You can also see information from the patient’s current visit. The information that is displayed varies based on the
type of visit, but you might see information such as the number of days in the hospital (for inpatients), the
appointment date (for outpatients), the reason for visit, or the location. Please note that while you must have a
relationship to at least one of the patient’s visits in order for the patient to appear on your list, you might not have a
relationship to the current visit that is displayed on that list. Since any given patient can have multiple visits to your
organization, the system calculates each patient’s current visit based on a ranking system defined by your
organization. In brief, the dates of the patients visits are reviewed and the closest one to today is chosen, with past
dates chosen over future dates. If there is more than one visit tied for the closest visit, then the rank of the visit type
is used to determine which should have priority. Finally if the provider has a relationship to one and not another,
the one with which they have a relationship is chosen. Please refer to the Administration Tools User’s Guide for a
more detailed explanation of the current visit calculation.
Types of Patients Found on the Patient List
On the Patient List tab and elsewhere in PatientKeeper, you might see some patient names marked with quotation
marks or an asterisk. These distinguishing marks mean that these patients were entered manually, directly in the
MANAGING YOUR PATIENT SHORT LIST
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OVERVIEW OF THE PATIENT LIST TAB
PatientKeeper system rather than through the organization’s source registration system. The table below describes
each type of patient.
Patient Type
Non-Verified
(usually considered a
temporary patient because their
demographic data has not been
confirmed by registration
personnel)
Verified
(depending on your
organization’s workflow, could
be considered either a
temporary or permanent
patient)
Authenticated
(permanent patient)
Source
Where visible
Manually registered as a “non- Handheld and Physician Portal.
verified” patient on the
Physician Portal application or “Patient name” enclosed in
on a Handheld Native device. quotation marks (for example:
“Jones, Mary”)
Manually registered as a
“verified” patient on the
Physician Portal application;
Handheld: Patient name has no
special identifiers (for example:
Jones, Mary)
Or, a patient that was manually
registered as a “non-verified”
patient on the Physician Portal
application or on a Handheld
Native device, and who is then
subsequently marked as
“verified” on the web
application.
Back-end ADT/Registration
System
(for example, Cerner™ or
MEDITECH®)
Physician Portal:
Asterisk appended to end of
patient name (for example:
Jones, Mary*)
Handheld and Physician Portal:
Patient Name has no special
identifiers (for example: Jones,
Mary)
When you manually register a patient and indicate that you have a relationship to that person, the patient is
automatically added to your short patient list.
Authenticated Patients: These patients were
interfaced from the source ADT/Registration
system.
Non-Verified Patient: A patient who was
manually registered, but not yet verified, is
shown in quotation marks.
Verified Patient: A patient who was manually
registered, and was verified at the time of
registration or at a later date, is shown with an
asterisk.
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MANAGING YOUR PATIENT SHORT LIST
BASIC FUNCTIONALITY OF THE PATIENT LIST AREA
Basic Functionality of the Patient List Area
You can take a variety of actions to change the way your patient list is displayed, or to add or remove patients from
your list. All of the controls for these actions are located at the top of the Patient List area.
Buttons to
manage
your list.
Profile
drop-down
list.
View Filter
drop-down
list.
Minimize/Maximize
button.
Refresh
icon.
Your Patient List
There are several items that control the Patient List section of the screen:

Manage drop-down list: Includes several options by which you can manage the contents of your patient
list. Depending on the privileges granted in your user profile, you may see one or more of these options:
–
Add Patient: Add one or more patients to your short list (see Adding a Patient to Your List on
page 46).
–
Remove Current Patient: Remove the currently selected patient from your short list (see Removing
Patients from Your List on page 53).
–
Remove Multiple Patients: Select several patients from your short list to remove them (see Removing
Patients from Your List on page 53).
–
Send Patients to Another User: Send one or more patients on your list to another provider’s list (see
Sending a Patient to Another User on page 54).
–
Get Patients from Another User: Get a different provider’s list of patients and add them to your own
list, also referred to as patient handoff (see Getting Another Provider’s Patients on page 56).
–
Other Options for Adding Patients: If your organization has implemented XML customizations for
manually registering patients, you may see additional choices here, such as Add New Inpatient or
Add New Outpatient (see Adding a Patient to Your List on page 46).

Sort drop-down list: Change the order in which the patients on your list are sorted (see Sorting Your
Patient List on page 43).

Print drop-down list: Print a copy of your patient list, print a standard rounding report based on your
patient list, or print a clinical rounding report based on your own or another user’s patient list (see Printing
MANAGING YOUR PATIENT SHORT LIST
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BASIC FUNCTIONALITY OF THE PATIENT LIST AREA
your Patient List on page 64, Printing the Rounding Report on page 58, and Printing the Clinical Rounding Report on page 60).
NOTE: Depending upon your organization’s implementation, Print buttons may or may not be available.

Refresh
icon: Redisplay your patient list with the most up-to-date information (see Refreshing Your
Patient List on page 46).
All of these options are described in detail later in this chapter.

Profile drop-down list: This list controls the profile that is currently active for your web session. Profiles
are a combination of settings that allow you to optimize both the amount and composition of patient data
currently displayed on the screen. Profiles are generally used when a provider works in more than one
facility or location. An administrator (or any user) can design a profile for each location, so that the user
can switch between patient lists. (See Applying Profiles to Your Patient List on page 44 for more information.)

View Filter drop-down list: This list further controls the patients that are currently displayed in the Patient
List Area. You can see All patients, just those you have added to the list yourself (Added by User), or nonverified patients you have manually registered. You can also use department or personal view filters to narrow the scope of the list. (See Filtering Your Patient List on page 45 for more information.)

Minimize/maximize button: You can minimize the size of the Patient List, and thereby increase the size of
the Patient Data Display area, by clicking the minimize/maximize button. The Patient Data Display area
then takes advantage of the full screen when displaying detailed patient information. The Patient List
shrinks to the top left corner of the screen, and a Select Patient button appears in that area. To select a different patient while leaving the Patient List minimized, click the Select Patient button. A small version of
your patient list appears; just click on the name of the patient whose information you want to view now.
The Patient List shrinks
to the top left corner of
the screen.
Click here to select
a different patient
from your list.
Click the maximize button to This is the currently
restore the screen to the
selected patient.
standard format.
The list of
display
items
moves to
the left
side of
the
screen.
The Patient Data Display expands to fill the entire width of the screen.
PAGE 42
MANAGING YOUR PATIENT SHORT LIST
SELECTING AND VIEWING MULTIPLE PATIENTS
Selecting and Viewing Multiple Patients
You can access information for two patients at any given time. When you select a second patient from your short
list, a tab is created for each patient, allowing you to flip back and forth between the two by clicking on each
patient’s tab.
Click the Close icon to close the
tab for the second patient.
Tab with currently
selected patient.
To select a second patient, hold down the Alt key on your keyboard, and then click on the second patient’s row.
Two tabs are then displayed in the Patient Data Display area with the newly selected patient’s name highlighted in
orange. This patient’s tab is larger in size with the patient’s name in bold typeface to indicate that the patient is
currently selected.
Only two patients can be selected concurrently. If you want to view another patient, you must first close one of the
tabs by clicking the Close (X) icon, and then select a different patient from the list.
Sorting Your Patient List
By default, the patient list is sorted alphabetically by last name. You can change the sort order by clicking Sort and
then selecting Last Name, Location, or Age from the drop-down list.
Select the same item again to toggle between sorting the list in ascending or descending order. For example, if the
list is currently sorted in alphabetic order by Last Name, and you select Last Name again from the Sort dropdown, the list is then sorted in reverse alphabetic order.
If you have applied a profile (see Applying Profiles to Your Patient List on page 44), and you select Location as the
sort order, the list is sorted by the rounding order defined in that profile.
MANAGING YOUR PATIENT SHORT LIST
PAGE 43
APPLYING PROFILES TO YOUR PATIENT LIST
Applying Profiles to Your Patient List
Profiles are an optional feature that may or may not be used at your organization. In cases where a provider works
in more than one facility within the organization, profiles can be extremely useful, as they can be designed to
ensure that only the patient visits that the provider needs to see on any given day are included in their patient list.
A specific profile can be used on both a handheld device and on the Patient List tab of the Physician Portal
application. In fact, a user can apply one profile on their handheld device, and apply a different profile on the
Physician Portal system; they are not required to use the same profile on both platforms. Profiles contain a
combination of filters, populators, and rounding orders that can modify a user’s patient list in several ways. A
profile can add visits to the short list by creating relationships to them, remove unnecessary visits off the short list,
or sort the visits according to the order in which hospital rounds are performed.
Any given user might have just one, or several profiles defined in their Patient List Settings (please refer to Patient
List Settings on page 22 for instructions on creating a profile). If a user generally works in the same location and
sees the same group of patients from day to day, they need only one profile, or none. If a user works in more than
one department or location, they can use multiple profiles to help facilitate their work flow. For example, during
the week a user might be on the Cardiac Consult Service, while on weekends they might be covering for a
particular provider on the Inpatient Cardiac Medical Service. On Monday morning, the user could select their
Cardiac Consult profile and use it all week to see their cardiac consult patients. On the weekend, they could switch
to the Inpatient Cardiac profile so that they could cover the patients in the Inpatient Cardiac Medical Service over
the weekend.
Administrators can create Stock Profiles at a departmental level. These are available to all users within the
department. In addition, any user may create personal Profiles. These personal profiles are available only to the
user who created them. Personal profiles are easily identifiable by the underscore ‘_’ that precedes their name.
The Profile drop-down list is located at the top of the Patient List area. Note that No Profile Selected appears if
you have not selected a profile. In this case, your entire short patient list is displayed, which consists of all recent
patient visits with which you have a relationship, as well as any visits that you have manually added to your list.
To apply a profile to your patient list, click the Profile drop-down list, and select a profile name. If you are unsure
of what a particular profile will do, hold your mouse pointer over the name of the profile in question, and a
description of it appears. The Profile drop-down list also displays a handheld device icon
next to the profile
that is currently selected on your handheld device (if you use one).
PAGE 44
MANAGING YOUR PATIENT SHORT LIST
FILTERING YOUR PATIENT LIST
As soon as you select a profile, your short patient list is refreshed, immediately adding or removing patients from
your list, as defined in the profile settings. This profile remains selected until you change it (even if you log out and
log back in again).
Select a profile from the dropdown list.
This profile is currently selected
on the user’s handheld device.
The
patients at
7G are
added to
the short
list.
Filtering Your Patient List
You can use the View Filter drop-down list to decrease the number of patients that are displayed in the Patient List
area of your screen. View filters are applied after profiles. A view filter does not remove any patients from your
list--it temporarily takes them out of your view so that you can focus on a particular subset. You can always revert
to your full patient list (as defined by your currently selected profile, if you are using one) by selecting All from the
View Filter drop-down list. The View Filter drop-down list contains the following choices:

All: To see your entire short list (for example, outpatients who have an appointment with you, inpatients
for whom you are responsible, or patient visits you have manually added to your short list).

Added by User: To see just those patients that you have added to your patient list yourself (you don’t necessarily have an appointment with them, but you have decided to add them to your list to monitor them.)

Hidden: This setting has no effect.

Non-Verified: To see the non-verified patients that have been manually registered in PatientKeeper. “Nonverified” patients are usually temporary patients whose demographic data has not been confirmed by registration personnel. For more information, see Registering Patients and their Visits on page 149.

Departmental and Personal View Filters: Your department administrator may have designed special
view filters that are useful in to your department. In addition, you may design your own personal view filters on the Preferences tab, under Patient List settings. These departmental and personal view filters
appear at the bottom of the View Filter drop-down list, so that you may use them to view specific subsets
MANAGING YOUR PATIENT SHORT LIST
PAGE 45
REFRESHING YOUR PATIENT LIST
of your patient list. They are also available for use when viewing your short patient list on your handheld
device. For directions on designing a personal view filter, see Defining View Filters on page 23.
Standard filter options.
A personal view filter (preceded by
an underscore).
A departmental view filter.
Refreshing Your Patient List
Throughout the day, new patients may be added or removed from your short patient list. For example, other
providers might send some of their patients to you, or appointments could be added or cancelled. If you had left the
Patient List tab displayed on your desktop for an extended period of time, you would not see that new information
unless you clicked the Refresh
icon. This icon retrieves the most current patient list information from the
database, and re-displays it on your screen.
Adding a Patient to Your List
All of the recent patients with which you have a relationship (inpatients, outpatients, or others) are automatically
added to your short patient list, and are visible on the Patient List tab. However, there may be occasions when you
need to add a patient to your list. For example, another physician might ask for your assistance in caring for one of
their patients. In this case you would search the organization’s census list for the patient and then add them to your
short list. The Allow User-level Patient List Manipulation option in your user profile controls whether you have
the ability to add patients to your short list. If enabled, you can add patients to your short list from the following
tabs: Patient List, Sign-Out Summary and Patient Search.
NOTE: Some organizations are comprised of multiple facilities and therefore have a very large patient census.
In this case, your system administrator may have used the Restrict Patient Lookup To setting to reduce the
number of patients that are available on your census list. If, as a result of this restriction, you are not able to
find the patients you need to add to your short list, speak to your system administrator about adjusting your
patient list settings. For more information, see Access Restrictions to Patients and Their Data on page 3.
In another scenario, you might see a patient before the patient, or the patient’s visit, is registered in the
organization’s source ADT/Registration system. This means that the patient and/or their visit would not be on the
census list. In this case, you could manually register a new patient and their first visit. Or, if just the visit is missing,
you could manually add a visit to an existing patient record. The PatientKeeper system can accommodate this type
of workflow, but it is usually enabled only if authorized by the your organization. The Can Add/Edit PK Patients
and Can Add/Edit PK Visits settings in your user profile control whether you are able to manually register
patients and visits. If enabled, you can perform these tasks from the following tabs: Patient List, Sign-Out
Summary, and Patient Search.
The instructions for adding a patient from the census list to your short list, or manually registering a patient and/or
visit before adding them to your short list, are noted below.
PAGE 46
MANAGING YOUR PATIENT SHORT LIST
ADDING A PATIENT TO YOUR LIST

To perform these tasks from Patient List tab, see Adding a Patient to Your Short List from the Patient List
Tab on page 47. The steps for performing these tasks on the Sign-Out Summary are identical.

To perform these tasks from the Patient Search tab, see Adding a Patient to Your Short List from Patient
Search Tab on page 51.
Adding a Patient to Your Short List from the Patient List Tab
The Manage button on the Patient List tab contains one or more options that allow you to add patient visits to
your short patient list. The Manage button is also available on the Sign-Out Summary, and can be used there to
perform the same functions. There are several possible workflows, based on whether the patient is already
registered in the system:

Adding an Existing Patient to Your Short List on page 47: The provider searches the census list to find the
patient visit, and then adds it to their short list.

Manually Registering a Patient and/or Visit, with Searching on page 48: The provider first searches the
census list to confirm that the patient visit is not already registered. If the patient visit is not in the system,
the provider manually registers a new patient and visit, or manually adds a visit to an existing patient.Upon
saving, the new patient visit is added to the provider’s short list.

Manually Registering a Patient and Visit, with No Searching on page 50: The provider manually registers a
patient and visit without first performing a search for their record. Upon saving, the new patient visit is
added to the provider’s short list.
Adding an Existing Patient to Your Short List
In this workflow, the provider searches the census list to find an existing patient visit, and then adds the visit to
their short list.
1. Click the Patient List tab (or the Sign-Out Summary tab).
2. Click the Manage button.
3. Select the Add Patient option from the drop-down list.
The Add Patient(s) to your Patient List window appears.
4. Locate the patient visit(s) by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some data in the Patient Search and/or Visit Search Criteria fields and then clicking the
Search for Visits button. (See Searching for Patients or Visits on page 139 for instructions on using
the search criteria fields.)
MANAGING YOUR PATIENT SHORT LIST
PAGE 47
ADDING A PATIENT TO YOUR LIST
The bottom portion of the screen displays the patients that match your search criteria. If a patient has more
than one visit that matches your criteria, each of those visits is listed.
NOTE: By default, the search results show you the first 100 visits that match your criteria (you can change
this setting by selecting from the dropdown list). If there are more visits in the database that match your
criteria, but that are not shown on the results, you will see the warning message that Some results were not
shown due to the maximum specified. You should make your search criteria more specific to narrow the
field and decrease the number of matches.
5. Examine the search results:
–
If the patient visit you want is not listed, see Manually Registering a Patient and/or Visit, with
Searching on page 48
–
If the patient visit(s) you want are listed:
a. Select all of the patient visits that you want to add to your short list by clicking on the rows containing
their names. Or, click on the Select All button at the top of the list to select all of the patient visits in
the results window.
b. Specify your relationship to the patient visits using the Relationship drop-down list.
c. Click the Add button and the selected patient visits are added to your list. The Add Patient window
remains open so that you can continue searching for and adding patient visits to your list. When you
are done, click on the Close button.
Manually Registering a Patient and/or Visit, with Searching
In this workflow, the provider first searches the census list to confirm that the patient visit is not already registered.
If the patient visit is not in the system, the provider manually registers a new patient and visit, or manually adds a
visit to an existing patient. Upon saving, the new patient visit is added to the provider’s short list.
1. Click the Patient List tab (or the Sign-Out Summary tab).
2. Click the Manage button.
PAGE 48
MANAGING YOUR PATIENT SHORT LIST
ADDING A PATIENT TO YOUR LIST
3. Select the Add Patient option from the drop-down list.
The Add Patient(s) to your Patient List window appears.
4. Locate the patient visit(s) by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some data in the Patient Search and/or Visit Search Criteria fields and then clicking the
Search for Visits button. (See Searching for Patients or Visits on page 139 for instructions on using
the search criteria fields.)
The bottom portion of the screen displays the patients that match your search criteria. If a patient has more
than one visit that matches your criteria, each of those visits is listed.
In this example, we are searching for Howard Duffy’s visit.
-If this is the correct patient, but the wrong visit, select Howard Duffy’s row and then click Add Visit.
-If this is the wrong patient, do not select anything before you click Add Visit.
5. Examine the search results:
–
If the patient visit you want is listed, see Adding an Existing Patient to Your Short List on page 47.
–
If the patient you want is listed, but not the specific visit, you can add a visit to the patient.
a. Select the patient by clicking on the row containing their name.
b. Click the Add Visit button in the bottom right corner of the window, and select the type of visit that
you want to add (for example, inpatient, outpatient, or ER).
MANAGING YOUR PATIENT SHORT LIST
PAGE 49
ADDING A PATIENT TO YOUR LIST
–
If the patient you want is not listed at all, you can manually register the patient and add their first visit
all in one step.
NOTE: You might see the following message: “No Visits Found. Create a new visit from the search
criteria by clicking on one of the visit types below.” The message is followed by a list of visit types. In
this case, you can either select a visit type from this list, or click the Add Visit button described below.
a. Click the Add Visit button in the bottom right corner of the window, and select the type of visit that
you want to add (for example, inpatient, outpatient, or ER).
The manual registration screen opens.
6. Enter or edit the patient’s demographic information at the top of the screen, followed by their visit
information in the lower half. The information displayed on this screen varies based on the type of visit
you are adding, as well as your organization’s specific needs. See Common Data Elements in Manual
Registration on page 156.
7. Specify your relationship to the patient visit using the Relationship drop-down list in the lower left of the
registration screen.
8. Save your work:
–
Click Add and Save to save the patient and visit information, and also add the patient to your short
list.
–
Click Save and Edit Sign-Out to save the patient and visit information, add the patient to your short
list, and go on to edit the patient’s sign-out information. See the Sign-Out User’s Guide for information
about editing sign-out data.
NOTE: The Save and Edit Sign-Out button is present only if your organization has implemented the
Sign-Out application, and the Sign-Out Create/Edit Access preference in your user profile allows you
to edit sign-out data.
–
Click Cancel to exit without saving the patient and visit information.
Manually Registering a Patient and Visit, with No Searching
In this workflow, it is assumed that the patient is not registered in the system, so the provider manually registers a
patient and visit without first performing a search for their record. Upon saving, the new patient visit is added to the
provider’s short list. This workflow is useful in organizations that have a high volume of emergency room patients,
or where patient registration information is not interfaced to the PatientKeeper system (as might be the case in
small outpatient practices). This option is available only if your organization has implemented an XML
customization.
1. Click the Patient List tab (or the Sign-Out Summary tab).
2. Click the Manage button.
3. Select the Add [Visit Type] option from the drop-down list. The option names vary by organization, but
you might see options like “Add New ER Patient” or “Add New Outpatient.”
PAGE 50
MANAGING YOUR PATIENT SHORT LIST
ADDING A PATIENT TO YOUR LIST
The manual registration screen opens.
4. Enter the patient’s demographic information at the top of the screen, followed by their visit information in
the lower half. The information displayed on this screen varies based on the type of visit you are adding, as
well as your organization’s specific needs. See Common Data Elements in Manual Registration on
page 156.
5. Specify your relationship to the patient visit using the Relationship drop-down list in the lower left of the
registration screen.
6. Save your work:
–
Click Add and Save to save the patient and visit information, and also add the patient to your short
list.
–
Click Save and Edit Sign-Out to save the patient and visit information, add the patient to your short
list, and go on to edit the patient’s sign-out information. See the Sign-Out User’s Guide for information
about editing sign-out data.
NOTE: The Save and Edit Sign-Out button is present only if your organization has implemented the
Sign-Out application, and the Sign-Out Create/Edit Access preference in your user profile allows you
to edit sign-out data.
–
Click Cancel to exit without saving the patient and visit information.
Adding a Patient to Your Short List from Patient Search Tab
To add one or more patients to your short patient list from the Patient Search tab, follow these steps:
1. Click on the Patient Search tab.
2. Locate the patient visit(s) by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some data in the Patient Search and/or Visit Search Criteria fields and then clicking the
Search for Visits button. (See Searching for Patients or Visits on page 139 for instructions on using
the search criteria fields.)
MANAGING YOUR PATIENT SHORT LIST
PAGE 51
ADDING A PATIENT TO YOUR LIST
The Patient Search screen displays all patient visits that match your criteria.
In this example, we used the Search for Visits option to find Alex Duffy’s visit.
-If this is the correct patient and the correct visit, select Alex Duffy’s row and then click Add to Patient List.
-If this is the correct patient, but the wrong visit, select Alex Duffy’s row and then click Add Visit.
-If this is the wrong patient, do not select anything before you click Add Visit.
3. Examine the search results:
–
If the patient visit(s) you want are listed:
Select all of the patient visits that you want to add to your short list by clicking on the rows containing
their names. Or, click on the Select All button at the top of the list to select all of the patient visits in
the results window.
–
If the patient you want is listed, but not the particular visit, you can add a visit to the patient.
a. Select the patient by clicking on the row containing their name.
b. Click the Add Visit button in the bottom right corner of the window, and select the type of visit that
you want to add (for example, inpatient, outpatient, or ER).
The manual registration screen opens. Notice that the top portion of the screen containing the patient’s
demographic information is already filled in.
c. Enter the patient’s visit information in the lower half of the screen. The information displayed on this
screen varies based on the type of visit you are adding, as well as your organization’s specific needs.
d. Click the Save button to save the visit information.
The Patient Search screen re-appears with the previous search results displayed.
e. Click the Search for Visits button again to display the visit you just added.
f.
PAGE 52
Select the patient visit by clicking on its row in the search results.
MANAGING YOUR PATIENT SHORT LIST
REMOVING PATIENTS FROM YOUR LIST
–
If the patient you want is not listed at all, you can manually register the patient and add their first visit
all in one step.
NOTE: You might see the following message: “No Visits Found. Create a new visit from the
search criteria by clicking on one of the visit types below.” The message is followed by a list of
visit types. In this case, you can either select a visit type from this list, or click the Add Visit
button described below.
a. Click the Add Visit button in the bottom right corner of the window, and select the type of visit that
you want to add (for example, inpatient, outpatient, or ER).
The manual registration screen opens.
b. Enter the patient’s demographic information at the top of the screen, followed by their visit
information in the lower half. The information displayed on this screen varies based on the type of visit
you are adding, as well as your organization’s specific needs.
c. Click the Save button to save the visit information.
The Patient Search screen re-appears with the previous search results displayed.
d. Click the Search for Visits button again to display the visit you just added.
e. Select the patient visit by clicking on its row in the search results.
4. Click the Add to Patient List button.
A small pop-up is displayed with a Relationship drop-down list.
5. Specify your relationship to the patient visit using the Relationship drop-down list.
6. Click the Add button.
The patient visit is added to your short list.
Removing Patients from Your List
You can remove a single or multiple patient(s) from your short list at any time. You might do this if an appointment
had been cancelled, or if another provider saw the patient instead of you. To remove one or more patients from your
list:
1. Click the Patient List tab.
2. (Optional) If you only want to remove one patient, select that patient by clicking on their name in the
Patient List pane.
3. Click the Manage button in the Patient List window.
4. You can either:
–
Select the Remove Current Patient option from the drop-down list.
MANAGING YOUR PATIENT SHORT LIST
PAGE 53
SENDING A PATIENT TO ANOTHER USER
This item allows you to remove the currently selected patient on your short list of patients. A confirmation message appears. Click Yes to remove the patient. The patient is removed and you are done (you
do not have to follow the remaining steps below).
–
Select Remove Multiple Patients to remove more than one patient from the list.
The Remove Patients from your Short List window appears. All of the patients from your patient list
are displayed, based on the profile and view filter you are currently using. If you have a relationship
with more than one visit for a particular patient, each of those visits is listed.
5. Select all of the visits that you want to remove by clicking on each one. Or, click on the Select All button at
the top of the list to select all of the patient visits in the window. When a visit is selected, the background
color changes to light orange. To deselect a visit, click on it again.
6. Click the Remove button at the bottom of the window.
The patient(s) are removed from your list and the Patient List tab reappears.
Sending a Patient to Another User
A user can send patients to another user’s short patient list from both the Patient List and Patient Search tabs. The
main difference between performing the send action from these two options is the types of patient visits that can be
sent. From the Patient List tab, the user can only select patient visits from their own short patient list to send to
another user. From the Patient Search tab, the user can select any patient visit from the entire census list of patient
visits. Also, since administrators do not typically have their own personal short patient lists, the Patient Search tab
is their only access to the send function.
A provider might send a patient from their own short list to another provider’s short list if they wished to consult
with another provider regarding a particular patient’s care. An administrator might send one or more patients to a
provider’s short list if they wanted that provider to monitor or otherwise be involved in their care. In order to use
this feature, the Can Send Patients To option must be enabled for your account. This is one of the user preference
settings that only a system administrator (level 1 user) can change. The Can Send Patients To setting also
determines to whom you can send patients (just users with a common department, just users with a common
facility, or all users).
Sending a Patient to Another User from Patient List Tab
To send one or more patients to another user from the Patient List tab:
1. Click the Patient List tab.
PAGE 54
MANAGING YOUR PATIENT SHORT LIST
SENDING A PATIENT TO ANOTHER USER
2. Click the Manage button at the top of the Patient List window and select the Send Patient(s) to Another
User option from the drop-down list.
The Send Patient(s) to Other User(s) window appears. The top half of the window shows your patient
list, based on the current profile and view filter that you are using. If you have a relationship with more
than one visit for a particular patient, each of those visits is listed.
The bottom half of the window is where you will select the user(s) to whom you wish to send your
patient(s).
3. Select the visits that you want to send to another user by clicking on each one. Or, click the Select All
button at the top of the list to select all of the patient visits in the window. When a visit is selected, the
background color changes to light orange. To deselect a visit, simply click on it again.
4. Type any portion of the provider’s first or last name, username, or user ID in the criteria field in the bottom
half of the screen, and then click the Search for Users button.
All users who match your criteria are displayed in the bottom section of the screen.
5. Select the user(s) to whom you wish to send the patient.
6. Click the Send button. The patient is added to those users’ patient lists.
NOTE: If a user is not allowed to receive patients (as specified in the Patient List settings for that user
account), then the system will indicate that the patients could not be sent to the specified recipient.
The Select Patients to Send to Another User window remains open so that you can continue sending
patients to other users. When you are done, click the Close button.
Sending a Patient to Another User from Patient Search Tab
To send one or more patients to another user from the Patient Search tab:
1. Click the Patient Search tab.
MANAGING YOUR PATIENT SHORT LIST
PAGE 55
GETTING ANOTHER PROVIDER’S PATIENTS
2. Enter some patient or visit search criteria that describes the patient you want to add to your list. (See
Searching for Patients or Visits on page 139 for instructions on using the search criteria fields.)
3. Click the Search for Visits button.
All patient visits that match your criteria are displayed.
4. Locate the patient visit(s) on the results display, and click on one or more to select them.
5. Click the Send to User(s) button.
The system displays a window where you can select the user to whom you wish to send the patient.
6. Type in all or part of the user’s name in the Username/ID field, and then click the Search for Users
button.
A list of all users whose name or username contains the letters you entered is displayed.
7. Click on one or more users to select them, and then click the Send button.
Getting Another Provider’s Patients
You can move patients from another provider’s patient list onto your own, using the Get Patients from Another
User option on the Patient List tab. This function is useful when one provider is going off duty and another
provider coming on duty is taking over the care of the departing provider’s patients. Whether or not you can use
this feature is determined by the Can Get Patients From setting for your account.
If the Can Get Patients From setting is enabled for your account, the Get Patients from Another User option is
active in your Patient List window. To use this feature, the provider coming on duty should follow these steps:
1. Click the Patient List tab.
2. Click the Manage drop-down in the Patient List window and select the Get Patients from Another User
option from the drop-down list.
PAGE 56
MANAGING YOUR PATIENT SHORT LIST
GETTING ANOTHER PROVIDER’S PATIENTS
The Get Patients from Another User window appears. Use the left side of the window to select the provider from whom you wish to get patients. The right side of the window displays that provider’s patient
list, so that you may choose the patients you want to add to your own short list.
3. Enter information in the search criteria fields to find a specific provider.
–
User Name/ID: Enter a full or partial provider’s name in this field to view only user’s whose names
contain those letters.
NOTE: You may select from only those providers and departments from which you have permission
to get patients, based on your Can Get Patients From setting.
–
Department: Select a department to view only those providers within a particular department.
–
Max # of Search Results: For organizations with a high number of users, you can select a number
here to limit the number of matching providers that are displayed.
–
Access level: Select an access level to view only those providers with a particular access level.
4. Click the Search button.
All users who match your criteria are displayed.
5. From the list of users, select the provider whose patients you wish to move onto your patient list, by
clicking on his name.
Once you select a provider, that person’s entire short patient list is displayed on the right side of the window. All of the visits with which the provider has a relationship are listed. If the provider has a relationship
with more than one visit for a particular patient, each of those visits is listed.
6. (Optional) Narrow the list of patients further by applying one of the user’s Profiles or View Filters.
7. Select the visits that you want to add to your own patient list by clicking on each one. Or, click the Select
All button at the top of the list to select all of the patient visits in the window. When a visit is selected, the
background color changes to light orange. To deselect a visit, simply click on it again.
8. Choose your Relationship to the patients from the drop-down list.
9. Click the Add Patient(s) button to move the patients onto your list.
MANAGING YOUR PATIENT SHORT LIST
PAGE 57
PRINTING THE ROUNDING REPORT
Your patient list is updated to include the new patients. The Get Patients from Another User window
remains open so that you can continue searching for patients and adding them to your list. When you are
done, click the Close button.
Printing the Rounding Report
NOTE: The Rounding Report is an optional feature that may or may not be implemented for your
organization. If it is implemented, any user with access to the Patient List tab may print the Rounding
Report for the patients on their own short patient list. The report provides basic information for each
patient, such as name, medical record number, location, referring provider, and the three most recent
diagnoses. Depending upon your organization’s implementation, Print buttons may or may not be
available.
The Rounding Report mimics the patients currently displayed on the Patient List tab. Therefore, if you apply a
profile or view filter, or if you sort your Patient List in a particular manner prior to printing a Rounding Report, the
resulting report respects those settings.
To print the Rounding Report for your own short patient list, follow these steps:
1. Click the Patient List tab.
2. (Optional) Apply a profile and/or view filter to narrow the scope of your patient list to a particular subset
of patients.
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MANAGING YOUR PATIENT SHORT LIST
PRINTING THE ROUNDING REPORT
3. Click the Print drop-down located at the top of the Patient List and then select the Rounding Report
option. A preview of the Rounding Report is displayed on your screen.
4. Click the Print button to send the report to a printer, or click the Close button to exit this screen without
printing the report.
MANAGING YOUR PATIENT SHORT LIST
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PRINTING THE CLINICAL ROUNDING REPORT
Printing the Clinical Rounding Report
The Clinical Rounding Report is an optional feature that may or may not be implemented for your organization.
This feature is designed to provide users with timely clinical data when performing rounds. The Clinical Rounding
Report is an XML-based form that can be customized according to your organization’s requirements.
The following information is available to display for each patient on the report:

Basic information such as name, age, sex, date of birth, location, medical record number, account number,
visit type, reason for visit, and attending, admitting, referring, and consulting providers.

The most current and the range of vital sign readings (minimum and maximum) recorded within the last 24
hours. This section is blank if there are no readings within the last 24 hours.

Intake and output.

List of known allergies.

Active medications with dose, SIG, MAR last administration, and MAR status.

Microbiology information. For institutions whose back end system is MEDITECH®, the system can display the isolated organism (if any) for microbiology tests.

Test results displaying text-based clinical results of tests performed on the patient.

Most recent lab results for all components with only the most recent result for any given component displayed. For example, if there are 4 CBC panels done in the selected timeframe, only the most recent CBC
Panel displays. If a panel diagram is configured, it will also display.
There are two default XML-based report forms that can be customized to your organization’s requirements. One
report allows you to print one patient’s information on a single page with your organization’s logo (optional),
barcode (optional), and a signature line with timestamp. You can use this report as a progress note for inclusion in
the patient’s medical record. The second report prints the information of multiple patients on one page. This report
provides clinical information for rounds in a condensed format and can be used for writing notes that you can use
later to update medical records. You may have several report types available for use depending on your
organization’s needs.
NOTE: See your PatientKeeper representative to create a new Clinical Rounding Report or change an existing
one.
Whether or not a user can print the Clinical Rounding Report is determined by the Clinical Results View Access
setting on their account. This is one of the user preference settings that only an administrator can set. The Clinical
Results View Access setting also determines whether a person can print the Clinical Rounding Report for another
user’s short patient list. If granted permission to do this, a person may be able to print the report for other users with
a common department, other users with a common facility, or for all users. Most organizations only allow
administrators to print another user’s Clinical Rounding Report.
Printing the Clinical Rounding Report for Yourself
When you print the Clinical Rounding Report for your patient list, the report mimics the patient list as it is
currently displayed on the Patient List tab. Therefore, if you change the sort order or apply a profile or view filter
on the Patient List tab just prior to selecting Clinical Rounding Report from the Print drop-down, the resulting
display shows those settings.
To print the Clinical Rounding Report for your patient list, follow these steps:
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MANAGING YOUR PATIENT SHORT LIST
PRINTING THE CLINICAL ROUNDING REPORT
1. Click the Patient List tab.
2. Apply a profile and/or view filter, or change the sort order of the Patient List to create the list of patients in
the order you need for the report.
NOTE: If your list still displays more patients than you need after applying your profile and filter, you will
be able to select a subset of patients after you enter the Print Clinical Rounding Report screen.
3. Click the Print drop-down located at the top of the Patient List, and then select Clinical Rounding
Report.
The Clinical Rounding Report window appears.
4. Choose the type of Clinical Rounding Report from the Select Report Type drop-down.
5. Choose the reporting timeframe from Select Timeframe of either Last 24 Hours, Last 36 Hours, or Last 48
Hours based on an end time of when the report was generated. For example, if you chose a timeframe of
Last 24 hours and generate the report at 3:00 pm on February 24th, the report shows all the information
beginning at 3:00 pm on February 23rd.
6. (Optional) Click on any column to sort your patient list by criteria of the column heading. Use this sort
option to help locate specific patients.
NOTE: The Clinical Rounding Report will print your patient list based on this sort criteria.
7. Select the patients you wish to include on the Clinical Rounding Report.
MANAGING YOUR PATIENT SHORT LIST
PAGE 61
PRINTING THE CLINICAL ROUNDING REPORT
–
Click the Select All button to print the entire list of patients.
–
Click on individual patient names to choose a subset of the patient list to print.
The patients selected to print in the Clinical Rounding Report are highlighted.
NOTE: Click the Select None button to clear the patient list selections or click a highlighted patient name
to remove that patient from the Clinical Rounding Report.
8. Click the Generate Report button to create the Clinical Rounding Report based on all your criteria in a
PDF file.
NOTE: You need to have Adobe Acrobat Reader 8.2 or later to generate the report.
The PDF file of the Clinical Rounding Report generates and displays on your screen. You can minimize the
report while it generates or after it is generated if you wish to use other functionality in the application
before printing the report. To re-display the report, select the CRR button in the upper left corner of the
main window.
NOTE: You can only generate one report at a time. You must close out of report before printing another
Clinical Rounding Report.
9. Click the Print button to send the report to a printer, the Save button to save the file, or click the Close
button to exit this screen without printing the report.
Printing the Clinical Rounding Report for Another User
You can print a Clinical Rounding Report for another user’s patient list. Only those users who are providers are
available for selection based upon your search criteria.
To print the Clinical Rounding Report for another provider’s patient list, follow these steps:
1. Click the Patient List tab.
2. Click the Print drop-down list located at the top of the Patient List, and then select Clinical Rounding
Report for another user.
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MANAGING YOUR PATIENT SHORT LIST
PRINTING THE CLINICAL ROUNDING REPORT
The Clinical Rounding Report for Another User window appears.
3. Enter data in the search criteria fields to find a specific provider.
–
Username/ID: Enter a full or partial provider’s name in this field to view only user’s whose names
contain those letters.
NOTE: You may select from only those providers and departments for which you have permission to
print the Clinical Rounding Report, based on your Clinical Rounding Report View Access setting.
–
Department: Select a department to view only those providers within a particular department.
–
Max # of Search Results: For organizations with a high number of users, you can select a number
here to limit the number of matching providers that are displayed.
–
Access level: Select an access level to view only those providers with a particular access level.
4. Click the Search button.
The Search screen displays all providers who meet the criteria you entered in the search criteria fields.
5. Click on the name of the provider for whom you want to print the report.
The right pane displays that provider’s short patient list.
6. (Optional) Apply a profile and/or a view filter to the selected provider’s patient list. When you do so, it is
applied to the short list displayed on the right side of the screen, so that you can immediately see the
available list of patients that can be included on the report.
–
Profile: This drop-down list contains all profiles available to the provider for whom you are printing
the report, including any personal profiles they may have created.
–
View Filter: This drop-down list contains all view filters available to the provider for whom you are
printing the report, including any personal view filters they may have created.
NOTE: If the list still displays more patients than you need after applying your profile and filter, you will
be able to select a subset of patients after you enter the Print Clinical Rounding Report screen.
MANAGING YOUR PATIENT SHORT LIST
PAGE 63
PRINTING YOUR PATIENT LIST
7. Choose the type of Clinical Rounding Report from the Select Report Type drop-down.
8. Choose the reporting timeframe from Select Timeframe of either Last 24 Hours, Last 36 Hours, or Last 48
Hours based on an end time of when the report was generated. For example, if you chose a timeframe of
Last 24 hours and generate the report at 3:00 pm on February 24th, the report shows all the information
beginning at 3:00 pm on February 23rd.
9. (Optional) Click on any column to sort the patient list by criteria of the column heading. Use this sort
option to help locate specific patients.
NOTE: The Clinical Rounding Report will print the patient list based on this sort criteria.
10. Select the patients you wish to include on the Clinical Rounding Report.
–
Click the Select All button to print the entire list of patients.
–
Click on individual patient names to choose a subset of the patient list to print.
The patients selected to print in the Clinical Rounding Report are highlighted.
NOTE: Click the Select None button to clear the patient list selections or click a highlighted patient name
to remove that patient from the Clinical Rounding Report.
11. Click the Generate Report button to create the Clinical Rounding Report based on all your criteria in a
PDF file.
NOTE: You need to have Adobe Acrobat Reader 8.2 or later to generate the report.
The PDF file of the Clinical Rounding Report generates and displays on your screen. You can minimize the
report while it generates or after it is generated if you wish to use other functionality in the application
before printing the report. To re-display the report, select the CRR button in the upper left corner of the
main window.
NOTE: You can only generate one report at a time. You must close out of report before printing another
Clinical Rounding Report.
12. Click the Print button to send the report to a printer, the Save button to save the file, or click the Close
button to exit this screen without printing the report.
Printing your Patient List
You can print a report containing your short patient list at any time. The report contains basic demographic and
visit information for each patient on your list, including: patient name, date of birth, gender, the visit number,
location, reason for visit, type of visit, arrival and discharge date (for inpatients) or appointment date (for
outpatients), and length of stay.
NOTE: Depending upon your organization’s implementation, Print buttons may or may not be available.
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MANAGING YOUR PATIENT SHORT LIST
PRINTING YOUR PATIENT LIST
The patients included on the report mimic the patients currently displayed on the Patient List tab. Therefore, if you
change the sort order or apply a profile or view filter on the Patient List tab at the time you choose to print a
Patient List Report, the resulting report respects those settings.
To print your patient list, follow these steps:
1. Click the Patient List tab.
2. (Optional) Apply a profile and/or view filter, or change the sort order of the patient list.
3. Click the Print drop-down located at the top of the Patient List, and then select Patient List.
A preview of the Patient List report is displayed on your screen, along with the standard printer dialog box.
4. Select a printer from the standard printer dialog box, and then click Print.
The Patient List report is sent to the printer.
MANAGING YOUR PATIENT SHORT LIST
PAGE 65
PRINTING YOUR PATIENT LIST
PAGE 66
MANAGING YOUR PATIENT SHORT LIST
4
Displaying Patient Information
The PatientKeeper system provides the user with the ability to view patient data in different ways. For example,
they can view any type of data (demographic, visit, or clinical), for one individual patient at a time, or they can
view a summarized list of the new, unviewed clinical data, for all of the patients on their short list at once. This
chapter describes how to view all the patient data display options and the types of information that are available for
all of the patients in the system.
Understanding What Information is Available for Patients
With three potential types of patients in the PatientKeeper system, it is important to note that not all of the same
information is available for all types. Patients who were manually registered are usually considered to be
temporary patients. Clinical information such as lab results, clinical notes, allergies, and test results are not
available for these patients. Only authenticated patients (those that have been fully registered in your source ADT/
Registration system) will have these types of clinical data available.
For the temporary patients, only the basic demographic and visit information that was posted when the temporary
record was created are available. Once the patient has been fully registered in your source system, all the
information is available.
DISPLAYING PATIENT INFORMATION
PAGE 67
UNDERSTANDING THE PATIENT DATA DISPLAY
Regardless of the amount of data that is available for a given patient, you may or may not have permission to view
all of that data. The amount and type of information that you are allowed to view or edit for any patient on the
Patient List or Patient Search tabs is based the Clinical Results View Access (web only) setting.
The Clinical Results View Access (web only) setting is used to restrict access to clinical data such as reason for
visit, medications, lab results, test results, clinical notes, etc. Please refer to Access Restrictions to Patients and
Their Data on page 3 for further information on this setting.
Understanding the Patient Data Display
The PatientKeeper system provides a Patient Data Display to view any individual patient’s demographic, visit, or
clinical information. The Patient Data Display contains display options that group the available information into
useful categories. The Patient List screen consists of two major elements: your short patient list and the Patient
Data Display.
The Patient Data Display is located on the right side of the Patient List tab and can also be accessed clicking the
Details icon
which is available from many different screens. It contains three main elements:

PAGE 68
Timeframe drop-down list: Use this drop-down list to increase or decrease the amount of patient data that
is shown in the Patient Data Display area. You may choose to see data from a variety of filters (most are
predefined) using the following criteria:
–
Visit-based filters that begin calculations from the discharge date and time of the visit prior to current
visit. For example, if a patient had three visits – Visit 1 (Current visit) happened on 11/04/2011 at 10
am to present, Visit 2 happened on 10/31/2011 at 9 am to 11/01/2011 9 am, and Visit 3 happened on
10/15/2011 7 am to 10/15/2011 8 am and you selected the Most Recent Visit Filter, the filter calculates
the data from 11/01/2011 9:00 am to present. The Most Recent 2 Visits filter will return data from 10/
15/2011 8am to present.
–
Time-based filters that begin calculations starting from midnight of the current day to the number of
days chosen from the filter. For example, if on November 3rd, you select Last 30 days, the data
presents the past 30 days starting at 12:00 am on November 3rd and ending at 12:00 am on October
4th.
DISPLAYING PATIENT INFORMATION
UNDERSTANDING THE PATIENT DATA DISPLAY
–


Specific Date Range filter that calculates the data from the dates you enter.
List of display options: This is a list of the different types of information that you may display for any
given patient on your list. When you click on an item, the information in the display area changes to show
you that particular subset of patient data. Each of the display options is described in detail later in this
chapter:
–
Visits (see Viewing Visit Information for a Patient on page 72)
–
Patient Detail (see Viewing Patient Details on page 75)
–
Vitals (see Viewing Vitals for a Patient on page 76).
–
I/O (see Viewing Intake/Output for a Patient on page 80).
–
Medications (see Viewing Medication Orders for a Patient on page 81)
–
Allergies (see Viewing Allergies for a Patient on page 86).
–
Lab Results (see Viewing Lab Results for a Patient on page 88)
–
Test Results (see Viewing Test Results for a Patient on page 107)
–
Clinical Notes (see Viewing Clinical Notes for a Patient on page 109)
–
Order Status or Orders (see Viewing the Status of Orders for a Patient on page 112)
–
Problems (see Viewing Problems for a Patient on page 117)
–
Overview (see Viewing an Overview of a Patient on page 119)
–
New Results (see Viewing New Results for a Patient on page 119)
–
Custom links to external systems: If your organization has implemented a custom link to an external
system, such as an on-line reference tool or another hospital information system, it may be listed here
in the center column. For example, you might see a link to WebMD® or a fetal monitoring system. Just
click the link to access the system. You may be required to enter a username and/or password the first
time you access the external system.
Display area: This portion of the screen is where the detailed information for a particular patient is actually
shown.
DISPLAYING PATIENT INFORMATION
PAGE 69
USING THE PATIENT DATA DISPLAY ON THE PATIENT LIST TAB
Using the Patient Data Display on the Patient List Tab
All of the display options in the Patient Data Display window (located to right of the Patient List) function in a very
similar manner. The basic steps to view patient information are always the same:
1. Select a patient on the Patient List, by clicking on their name.
Currently selected patient
Time frame drop-down list.
List of
display
options
Patient Data Display Area
Currently selected
patient.
Timeframe
drop-down list.
Buttons to
add charges.
List of
display
options
Patient Data Display Area
2. Select a display option. For example, you might select Visits.
3. Select a date range from the Timeframe drop-down list.
PAGE 70
DISPLAYING PATIENT INFORMATION
USING THE DETAILS ICON TO ACCESS THE PATIENT DATA DISPLAY
The type of data that you selected (Visits in our example) is displayed in a summary window. The summary window is just what it sounds like: a summarized list of items (visits in this case) that fall within the
Timeframe that you selected.
4. You can now perform any of these activities:
–
Use a filter to view a specific subset of the data in the summary window. Many of the displays have a
filter option. For example, the filter on the Visits display allows you to select from a variety of visit
types, such as inpatient, outpatient, or emergency room. Filters are always located in the title bar of the
summary window.
–
Click on an item in the summary window to view additional details about it. When you do so, one or
more detail windows open below the summary window. For example, when you click on a visit in the
summary list, additional information about that one specific visit is displayed in the Visits Detail
window.
–
Change the Timeframe to increase or decrease the span of data in the summary window.
–
Click on a different display option to view different information about the same patient. For example,
you might now want to view Clinical Notes for the same patient.
Some display options have additional features or options that allow you to view the patient information in different
manners (graphs for example). Some also allow you to add annotations or to mark items as viewed. These
additional features are described under those display options whenever they are available.
As you are using the Patient Data Display, you will use a variety of filters, time frames, and display options. The
system recalls your preferences as you click from display option to display option. For example, when using the
Visits display option, you might select a Timeframe of Last 60 Days and a visit type filter of Inpatient. As you
select different display options, the Timeframe of Last 60 Days is maintained. Additionally, the next time you
select Visits, the system recalls that you had chosen Inpatient as your filter setting, and uses that setting again.
Theses settings are maintained after you log out. When you log back in again, the last Timeframe, display option,
and filter settings that you used are automatically selected for you.
NOTE: You can clear the last saved settings using the Clear user web settings option on the Preferences tab.
See General Settings on page 20.
Using the Details Icon to Access the Patient Data Display
The Patient Data Display can be accessed from either the Patient Summary, Schedule, or Patient Search tab by
clicking on the Details icon
. When you first click on any of these tabs, you may have to enter some search
criteria before any patients or visits are displayed, or a report might be automatically generated based on default
search criteria. You can always change the search criteria so that the report shows the patients or visits you want to
see. Once a list of patients or visits is displayed, you can click on the Details icon located to the right of any patient
name to open the Patient Data Display.
Please refer to the sections below for detailed instructions on how to use each option:

Patient Search (see Searching for Patients or Visits on page 139)

Patient Summary (see Viewing a Summary of All Patients on page 123)

Schedule (see Viewing Schedules on page 187)
DISPLAYING PATIENT INFORMATION
PAGE 71
VIEWING VISIT INFORMATION FOR A PATIENT
The steps necessary to open the Patient Data Display from either of these options are very similar. Let’s walk
through the steps, using the Patient Search tab as an example.
1. Click on the tab you want to open (the Patient Search tab in our example).
2. Enter some search criteria, and then click a button to search for a specific set of data.
In our Patient Search example, you would click the Search for Patients or Search for Visits button. (For
more information on using these search criteria fields, see Searching for Patients or Visits on page 139.)
All patients or visits that match your criteria are displayed in the results section at the bottom of the window.
3. Click the Details icon
beside the patient or visit you want to see.
The Patient Data Display opens. You can now click on the buttons and menu lists to more details about the
patient. See Step 2 - Step 4 of Using the Patient Data Display on the Patient List Tab for more information.
Time frame drop-down list.
Currently selected patient.
List of
display
options
Display area
4. Click the Close button to close the Patient Data Display and return to the option from which you started
(the Patient Search tab, in our example).
Viewing Visit Information for a Patient
Use the Visits option to review all the visits on file for a particular patient. The summary includes both inpatient
and outpatient visit information. In addition to the summarized list of visits, you can also view detailed information
for any specific visit on the list. The amount of detailed visit information available depends on your source ADT/
Registration system, as it is from there that the information is derived.
To see visit information, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
PAGE 72
from another option.
DISPLAYING PATIENT INFORMATION
VIEWING VISIT INFORMATION FOR A PATIENT
2. Click Visits from the display list.
The patient data display area shows the Visits window, which displays the following information:
–
Arrival: Depending on the type of visit, this can be either an admission date (as in the case of an
inpatient or emergency room visit), an appointment date (as in the case of an outpatient visit), or a start
date (as in the case of a recurring visit).
–
Provider: Depending on the type of visit, this can be either the scheduled provider (as in the case of
outpatient or recurring visits), or the attending provider (as in the case of inpatient or emergency room
visits, or when the scheduled provider field is blank on an outpatient or recurring visit).
–
Discharge: If the type of visit includes a discharge date (as in the case of an inpatient or emergency
room visit), and one has been recorded, it is displayed here.
–
Type: This is the type of visit, such as inpatient, outpatient, emergency room, etc.
–
Reason for Visit: The reason the patient was admitted, or the reason the visit was scheduled.
Click here to filter the
list by type of visit.
–
You can change the sorting order of the Visits display by clicking on any of the column headings. For
example, if you wanted to sort the visits by the responsible provider, you could click the Provider
field, which would sort the visits alphabetically by provider last name.
–
You can filter the list of visits by type of visit. To do so, click the drop-down filter located in the upper
right corner of the Visits window. The various types of visits used by your institution are included in
the filter list. Select an item from the list to view only those types in the Visits window.
3. If you would like to see further detail about a particular visit, simply click on it. A Visit Detail screen opens
below the Visits summary list, which shows you items such as care center, visit number, medical service,
billing information, and the physicians who were responsible for the patient during the visit (see
DISPLAYING PATIENT INFORMATION
PAGE 73
VIEWING VISIT INFORMATION FOR A PATIENT
Understanding the Physicians Section of the Visit Detail on page 74). The details shown depend on the
type of visit you are viewing. Here are examples of the visit details for an inpatient and an outpatient visit:.
Inpatient Visit
–
Outpatient Visit
The Visit Detail window also contains an Edit Visit button, if you have privileges to edit visit
information. Please refer to Editing a Visit on page 166 for more information.
Understanding the Physicians Section of the Visit Detail
The Physicians section of the Visit Detail display lists all of the providers and provider groups who have a
relationship to the visit. The items on this display can be broken into three categories:

Relationship Types: The top of the Physicians section contains a list of relationship types, such as Admitting, Scheduled, Added by User, or Added by Profile, along with the names of the providers who have
those types of relationships to the visit.

Provider Groups: Providers can be members of provider groups. If at least one provider in a group has a
system relationship to the visit, then the patient appears on the short list of that provider, as well as on the
short lists of all of the providers in the group. This field lists all of the provider groups that contain at least
one provider who has a system relationship to the patient visit. When the visit is added to the short lists of
the other providers in the group, a relationship of [PROVIDER GROUP NAME] is associated between the
provider and visit (for example, the relationship might be “Cardiology Group”). If the user who is currently logged in has a [PROVIDER GROUP NAME] relationship to the visit, a red asterisk (*) appears
after the name of that provider group. In addition, you can click the plus sign (+) to see a list of the providers who have that provider group relationship to the visit.

MEDITECHLIST: When a provider manually adds a patient to their list in the MEDITECH system, a
special MEDITECHLIST relationship is assigned in PatientKeeper. This field lists the number of providers
who have the MEDITECHLIST relationship to the visit, and includes a red asterisk (*) if the user who is
currently logged in also has it. In addition, you can click the plus sign (+) to see a list of the providers who
have the MEDITECHLIST relationship to the visit.
See the Administration Tools User’s Guide for more information on relationships, the MEDITECHLIST
relationship, or provider groups.
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DISPLAYING PATIENT INFORMATION
VIEWING PATIENT DETAILS
Viewing Patient Details
The Patient Detail option allows you to view detailed information about the patient. The following types of
information are available:

Demographics such as name, date of birth, gender, social security number, address, telephone, and MRN.
NOTE: In some cases, a patient record can have more than one MRN, if that patient is associated with
more than one facility in your source system. This can occur in a single-domain environment when
MEDITECH is your source ADT/Registration system. In this case, all MRNs associated with the patient
are displayed.

Visit information such as the patient’s current visit (please refer to Information Displayed in the Patient
List Area on page 39 for a definition of current visit) and their next scheduled visit.

Names of the physicians involved in the patient’s care.

Guarantor and billing information.

Other information specific to your organization, such as next of kin, code status, or advance directives may
also be available.
Keep in mind that the amount of information available depends on your source ADT/Registration system, as it is
from there that the information is derived.
For manually registered patients, you can see all of the information that was entered when their temporary record
was created in the PatientKeeper system.
If a manually registered patient has since been merged with an authenticated patient, this display also provides the
ability to unmerge the two patient records, if the merge was a mistake. You can do this using the Merge History
link at the bottom of the Demographics section of the display. For a full discussion of manually registering patients,
merging patient records, and unmerging patient records, please refer to Registering Patients and their Visits on
page 149.
To view detailed information for a specific patient, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Click on Patient Detail from the display list.
DISPLAYING PATIENT INFORMATION
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VIEWING VITALS FOR A PATIENT
The patient display area shows the Patient Detail window.
Viewing Vitals for a Patient
The Vitals option displays a history of vital sign readings for a particular patient.
The physiological parameters that are displayed as vital signs varies by institution. The following are a few of the
common parameters that hospitals may choose to display:

Pulse Rate: The rate at which the patient’s heart is beating, usually in beats per minute.

Respiratory Rate: The rate at which the patient is breathing, usually in breaths per minute.

Blood Pressure: The pressure(s) at which blood flows through the peripheral vascular system. Systolic
and diastolic pressures may be reported separately or as a compound measurement (for example, 120/80),
usually in mmHg.

Blood Pressure Mean, or Mean Arterial Pressure (MAP): A calculated blood pressure that may be available from some back-end systems. This weighted mean is calculated as MAP = (2/3) * Systolic Pressure +
(1/3) * Diastolic Pressure

Temperature (Fahrenheit): The patient’s temperature as obtained from a given anatomical location (such
as, oral, axillary, ear, or rectal), reported in Fahrenheit.

Temperature (Calculated Celsius): The patient’s temperature in Celsius, calculated from the value measured in Fahrenheit.

O2 Sat by Pulse: The oxygen saturation (SaO2) level of the patient’s blood as determined by a pulse oximeter, usually reported in percent (%).
To view a patient’s vital signs, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Click on Vitals from the display list.
3. Select the amount of information you wish to display using the Timeframe and Display at most n full
day(s) options. These two options are used together to determine the date range of vital sign information
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DISPLAYING PATIENT INFORMATION
VIEWING VITALS FOR A PATIENT
that is shown in all of the vital sign displays, including the vital signs Summary, the vital signs Table, the
Vital Detail pane, and the Vital Graph pane (see below for more information on each of these displays).
The Timeframe is applied first, and then any necessary adjustments are made based on the Display at
most n full day(s) value. For example, if your Timeframe is set to “Last 30 Days,” and then you enter “7”
in the Display at most n full day(s) field, the vitals display will show data for the elapsed portion of the
current day, plus the data from the seven full days prior to that. A “day” begins whenever your organization
starts its first shift (designated as the First Shift Start Time in PatientKeeper), and consists of three eighthour shifts.
NOTE: Any Timeframe that starts with the word “Last” functions as described above. However, the
date range will vary if you choose a Timeframe of “Specific Date Range,” or one that includes future
dates such as “Next 30 Days.” For example, if today is 12/5 and you have a specific Timeframe of
“11/1 - 11/30” along with a value of “7” in the Display at most n full day(s) option, you will see vitals
data for 7 full days going back from 11/30.
The patient data display area now shows the Vitals summary window. It is broken into two sections: the
top portion displays the vital signs Summary, and the bottom portion displays the vital signs Table.
Summary
Table
Use these two items to indicate the
amount of data you want to view.
–
The Summary contains a list of the patient’s vitals. Usually the vital signs are listed in alphabetical
order, although your organization may have customized the sort order. There is a row for each type of
vital sign, along with the units in which it is measured. The data for each type of vital sign is then
summarized in three columns as follows: the most recent measurement along with the date and time it
was taken, the previous measurement with its date and time, and the minimum and maximum
measurements taken within the last 24 hours (this column is blank if there are no readings within the
last 24 hours).
–
The Table displays the various types of vital signs in a tabular format, with the vital sign type listed on
the left vertical axis, and time intervals listed along the top from left to right. Information is displayed
for each day in reverse chronological order, with the most recent date displayed on the left, and older
dates continuing on to the right. Each date is broken into intervals of four hours (the default setting).
You can adjust the number of hours in each interval by clicking the Options button and entering the
number of hours that you want. You will notice that when you enter a larger block of time, more than
one reading may be included in each interval. If more than one reading is included in an interval, the
table cell shows the value of the most recent reading and also contains a notation indicating the total
DISPLAYING PATIENT INFORMATION
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VIEWING VITALS FOR A PATIENT
number of readings included in the time interval (for example, it would show (3) if the time interval
contained three readings).
In this example, we have
chosen 8 hour blocks,
which results in some
cells containing two
readings.
8 hour blocks
(2) readings per
table cell
4. If you would like to see more detailed information for a specific vital sign, you can do any of the
following: click on the vital sign’s row in the Summary, or click on the vital sign’s name or any cell in the
Table. Two small detail panes open below the summary window.
In this example we
clicked on a table cell
for HR (Heart Rate) to
view more information
about this vital sign.
However, we could also
click anywhere in this
row,...
...or on the vital name
here.
The two
values in
the cell are
highlighted
here.
–
PAGE 78
HR is automatically
graphed.
The Vital Detail pane (on the left) displays a list of all measurements within the number of days
currently selected in the Display at most n full day(s) field, for the given vital sign. Each row lists the
vital sign value and the date and time the reading was taken. The readings are listed in reverse
chronological order, with the most recent reading at the top. If you clicked on a cell in the Table view,
the reading(s) taken during that specific time block are highlighted in orange. To include more or less
readings in the list, use the Display at most n full day(s) field at the top of the Vitals window.
DISPLAYING PATIENT INFORMATION
VIEWING COMMENTS FOR VITALS AND I/OS
You can view comments that have been added to vital sign values. A blue asterisk next to a vital sign
indicates that a comment has been added. Holding your mouse pointer over the asterisk displays the
comment(s). Comments can be displayed in all three views (Summary, Table and Details), as well as in
the Vitals Graph pane. For more detailed information, see Viewing Comments for Vitals and I/Os on
page 79.
The blue asterisk
indicates that the
component has
an annotation
associated with it.
Hold your
mouse pointer
over the
asterisk to
view the
comment.
–
The Vital Graph pane (on the right) automatically graphs the values of the given vital sign. Vitals sign
values are usually numeric and are graphed as a standard line graph. However, if a vital sign value
contains any non-numeric characters (for example, “<2” or “>50”), then it is not included on the graph,
and message to that effect is displayed.
–
To change the starting and ending dates of the graph, use the Display at most n full day(s) field at the
top of the Vitals window. If the patient has been administered any medications, you can also graph the
selected vital sign against one medication, by selecting the medication from the drop-down list in the
graph window.
Here we chose to graph
the recorded
administrations of
Glyburide against the
FSBG readings.
NOTE: You can also click the Graph icon
in the top right corner of the Vitals display option to
access the multi-graphing feature. Multi-graphing allows you to graph multiple clinical items together,
such as lab results, medications, and vital signs. Please refer to Multi-Graphing Clinical Data on
page 121 for a detailed explanation of multi-graphing.
Viewing Comments for Vitals and I/Os
You can view comments associated with vital sign values and Intake and Output measurements. Typically,
whenever a nurse (or respiratory therapist, for example) records a patient’s vitals value or I/Os, they can add
comments about the value. A comment contains descriptive information, which can include: component name, date
and time the vitals or I/O measurement were taken, component value, and a note about the values as they relate to
the patient’s condition or treatment. A blue asterisk to the right of a value or measurement indicates that there is a
comment associated with the value. Holding your mouse pointer over the asterisk displays the comment(s).
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VIEWING INTAKE/OUTPUT FOR A PATIENT
For example, a nurse might enter a temperature comment to indicate that a medication has worn off and should not
be re-administered for another 2 hours. These comments can be a reminder to the attending nurse, as well as a set
of instructions for a nurse coming on duty.
The blue asterisk
indicates that the
component has
an annotation
associated with it.
Hold your
mouse pointer
over the
asterisk to view
the comment.
Viewing Intake/Output for a Patient
The I/O option displays a history of intake/output measurements for a particular patient. This display option
provides fluid balances, which represent the totals of fluid intake and fluid output, as well as Net, or the difference
between the total intake and total output. Some intake and output components, however, are not fluids and are
therefore not included in these calculations. Examples are stool count and number of breast feedings.
To view a patient’s intake/output, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on I/O from the display list.
The Intake/Output window displays the various types of intakes and outputs in a tabular format. Each
intake/output type is listed on the vertical axis, with blocks of eight-hour shifts listed from left to right, in
reverse chronological order. For each date in which a full 24 hours has elapsed, a block for the 24 hour
cumulative total is included to the left of the three eight-hour shifts that make up that day. For the current
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DISPLAYING PATIENT INFORMATION
VIEWING MEDICATION ORDERS FOR A PATIENT
date (today), there is no 24 hour cumulative total, since the day is still incomplete. Only the 8 hour shifts
are displayed.
In this example, there is no 24
hour cumulative total for today,
12/1/11, since day is not yet over.
This is the cumulative 24 hour total for
yesterday, 11/30/11. It contains the
totals for the 3 shifts to the right.
A blue asterisk next to an I/O component indicates that a comment has been added for that intake or output.
Hold your mouse pointer over the asterisk to display the comment(s). For more detailed information, see
Viewing Comments for Vitals and I/Os on page 79.
*
Hold your mouse pointer over the
asterisk to view the each of the I/Os
and their associated comments.
Viewing Medication Orders for a Patient
The Medications option displays a history of medication orders for a given patient. You can view the original order
from the physician for each medicine including its name, dosage, schedule, and possible conditions of
administration to the patient such as PRN, conditionals and alternating IVs. If your source medication system
tracks Medication Administration Record (MAR) information, the Physician Portal can also display MAR
information for each medication order.
To view a patient’s medication orders, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Medications from the display list.
The patient data display area shows the Medication Orders window. It includes the medication name, the
dose, and the sig (route and frequency), and the dates the order should start and stop. If MAR data is available, it also displays the date the medication was last administered. Discontinued orders, or any orders with
DISPLAYING PATIENT INFORMATION
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VIEWING MEDICATION ORDERS FOR A PATIENT
a stop date/time earlier than the current date/time, are displayed with a line struck through the text of the
name.
NOTE: A medication with zero dosage displays a blank dosage field in the Medication Orders window. To
view further information, including dosage instructions, click on the medication to open the Medication
Detail pane.
–
Any medications that you have not yet viewed on the Physician Portal application are displayed in
bold typeface. Once you have selected a medication and viewed the details, the typeface changes to
regular text. This feature helps you to quickly identify those medications that require your attention.
You can also mark all of a patient’s medications as viewed without having to individually select and
display each one. See Marking Clinical Data as Viewed on page 126 for more information and
instructions on this topic.
–
You may change the order in which the medications are sorted, by clicking on a column heading. For
example, clicking the Medication heading would sort the medications alphabetically by name.
–
Click the Graph icon
in the upper right corner of the summary window to graph any medication
against multiple clinical items (see Multi-Graphing Clinical Data on page 121).
–
You may filter the list of medications, by type of medication. To do so, click the drop-down filter
located in the upper right corner of the Medication Orders window.
Select an item from the list to view only those types in the Medication Orders window. You can filter
the list of medications to display only those in which you are interested. Each of the predefined filters
is described below. Please note that discontinued medication orders can appear in any of the filters
below, except the Active and On Hold filters.

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All: A comprehensive list of all medication orders, including active, future, and discontinued
orders.
DISPLAYING PATIENT INFORMATION
VIEWING MEDICATION ORDERS FOR A PATIENT

Active: Medication orders that are currently being administered. This includes all medications that
do not have an end date, or that have an end date later than the current date and time.
NOTE: When Active is selected as the filter, the Exclude Future Orders checkbox appears in the
title bar of the summary pane. Check the box to exclude all future medication orders from the list
of active medication orders. Future medications are medication orders that have a start date in the
future.

Scheduled: Medication orders that are to be administered on a regular schedule (i.e., medications
other than PRN). This includes both active and future Scheduled medications.

On Hold: Medication orders that are being withheld temporarily or are not being administered,
based on the deactivation and reactivation dates that have been specified on the order. If your
source system is Cerner®, this filter shows medications with a Suspended or On-Hold status.

PRN: Medication orders that are to be given on an as needed basis, such as for pain. This includes
both active and future PRN medications).

Conditional: Medication orders in which some aspect of the order is based on a piece of clinical
data or a clinical judgement. For example, the dosage for an insulin order might be based on the
patient's current blood glucose level. This includes both active and future Conditional
medications).

Alternate: Medication orders where two medications, or differing doses of the same medication,
are given sequentially. This includes both active and future Alternate medications).

IV: Medication orders where the route is intravenous or contains the letters IV, such as IV or
IVPB. This includes both active and future IV medications).

Discontinued, or Status: D/C, or Status: Discontinued: Depending on your source medication
ordering system, any of these three filter names may be used to signify medication orders that are
no longer being actively administered.

Status Filters: Medication orders that have a specific status assigned to them. There may be a
variety of filters based on the status associated with the medication order. These statuses are
derived from your source medication ordering system, so the list varies from one organization to
another. These filters use the format Status: followed by an abbreviation such as CM for
completed, or DC for discontinued.

Unverified: Depending on your source medication ordering system, the Unverified filter may be
available. This filter displays medications that are not flagged as having been verified in the backend system.
If you would like to see the details of a specific medication order, click on that item in the summary list.
One or two detail screens open below the summary list.
The first detail screen shows all known information about the medication order. The information shown
depends on the type of medication and your source system (many of these fields are available only if your
source system is MEDITECH). You might see the SIG, Strength, Rate, Dose Instructions, Admin Criteria,
PRN Reason, Special Instructions, On-Hold Comments, Start and End Dates, Hold Date, Resume Date,
Date Ordered, Ordered by (ordering physician), Order Status (from your source medication ordering sys-
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VIEWING MEDICATION ORDERS FOR A PATIENT
tem), Order ID, Notes/Comments, Label Comments, or Pharmacy RX Comments. In addition, you might
also see information about linked orders or compound orders.
A discontinued
medication
(Ciprofloxacin)
Single detail window if
no MAR data
available
The order for
Acetaminophen has a
PRN reason
The second detail screen appears only if Medication Administration Record (MAR) information is available. It displays every date and time the medication was administered, the dose administered, and the person who administered it. If a medication was not administered as ordered and this fact was documented,
the MAR contains the words “Not Given” in the Status column.
Second detail window
shows medication
administration
information.
A medication dose
that was not given.
–
PAGE 84
Some orders may have items listed in the Related Orders section of the detail screen. These are linked
orders (as indicated by the linked chain icon
). Linked orders are orders for medications that are
related, typically because they are administered together. For example, meperidine (Demerol) can be
DISPLAYING PATIENT INFORMATION
VIEWING MEDICATION ORDERS FOR A PATIENT
ordered for pain, along with promethazine (Phenergan) to prevent the nausea that is often caused by
the meperidine. Both drugs are commonly administered together after surgery.
This is the
Promethazine order.
It is linked to the
Meperidine order.
If you see a linked order in the Related Orders section of a detail screen, you can click on it to change
the detail screen to display the information about the related medication.
–
A compound order consists of a base medication with one or more additives or diluents that are
subsidiary to the base medication. The most common examples of compound orders are found in IV
medications. In the summary window, the base medication is listed first, with the additives indented
below it. The additives are also listed in the detail window for the base medication.
In this compound order
D5W is the base (parent)
medication. Indented
underneath is sodium
chloride, the additive
(child).
In the detail window, we
see D5W listed as the
base (parent) medication.
Sodium chloride, the
additive (child), is
included in the same
detail window.
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VIEWING ALLERGIES FOR A PATIENT
4. If your organization has implemented a link to one or more on-line drug reference tools, a link appears in
the title bar of the medication summary window and/or the medication detail window. This feature can be
customized via XML so that specific users, departments, or facilities can each link to different on-line
references. When implemented on the summary window (Check Interactions), the PatientKeeper system
retrieves the patient’s full list of active medications so that you can check for drug interactions. When
implemented on the medication detail window (Reference), the system pulls the currently selected
medication so that you can look up general usage information for that particular drug. When retrieving
medication information for use as the search string, the PatientKeeper system uses the appropriate
identifiers for the medications, such as the medication name, depending on the requirements of the on-line
reference tool. Just click the link to access the on-line drug reference tool. You may be required to enter a
username and/or password for the drug reference tool the first time you access it.
A Check Interactions link in
the summary window is
used to check for drug
interactions. It uses the
patient’s full list of active
medications list as a search
string.
A Reference link in the detail
window is used to look up
information about one
specific medication
(Albuterol in this example).
Viewing Allergies for a Patient
The Allergies display option lists all known allergies and reactions for a specific patient.You can see the allergy
description, the patient’s reaction, the severity, and the type of allergy (food, drug, etc.).
NOTE: If your source system sends an allergy “cancelled” status to PatientKeeper, then the cancelled allergies
are shown with a line struck through the allergy name. In addition, if your configuration is Direct Integration to
Cerner™ with Downtime Solution, an extra column for allergy status is displayed.
In addition to the summarized list of allergies, you can also view additional details about any allergy on the list. To
view allergies, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Allergies from the display list.
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DISPLAYING PATIENT INFORMATION
VIEWING ALLERGIES FOR A PATIENT
The patient data display area shows the Allergies window.
–
Any allergies that you have not yet viewed on the PatientKeeper Physician Portal are displayed in bold
typeface. Once you have selected an allergy and viewed the details the typeface changes to regular
text. This feature helps you to quickly identify new allergies. You can also mark all of a patient’s
allergies as viewed without having to individually select and display each one. See Marking Clinical
Data as Viewed on page 126 for more information and instructions on this topic.
–
You may change the order in which the Allergies are sorted, by clicking on a column heading. For
example, clicking the Reaction heading would sort the allergies alphabetically by reaction.
–
You may filter the list of allergies, by type of allergy. To do so, click the drop-down filter located in the
upper right corner of the Allergies window. The various categories of allergies defined by your
institution are included in the filter list. Select an item from the list to view only those types in the
Allergies window.
DISPLAYING PATIENT INFORMATION
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VIEWING LAB RESULTS FOR A PATIENT
4. If you would like to see the details of a specific allergy, simply click on that allergy in the summary list. A
detail screen opens below the summary list, showing you all known information about the allergy.
Viewing Lab Results for a Patient
Use the Lab Results option to view the results of lab tests that have been administered for a specific patient. The
PatientKeeper system organizes lab results into panels and components. A panel can consist of a single component,
or a group of components that are performed together. For example, a Prothrombin Time (PT) panel might consist
of that single component, while a Complete Blood Count (CBC) panel might consist of a variety of components
such as a hematocrit, a hemoglobin, a white blood count, and a platelet count.
To view lab results, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Lab Results from the display list.
The patient data display area shows the Lab Results summary window.
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DISPLAYING PATIENT INFORMATION
VIEWING LAB RESULTS FOR A PATIENT
This summary window lists all of the patient’s lab results for the timeframe that is currently selected. You can view
this list of lab results in any of four summary view formats, each of which is described in detail in later sections of
this chapter:

Panel Summary View on page 92

Expanded Panels View on page 93

Component List View on page 94

Component Table View on page 96
NOTE: You can also opt to display information and generate reports that meet the College of American
Pathologists (CAP) reporting requirements. For more information, see Using the College of American
Pathologists (CAP) Reporting Option on page 101.
You can easily switch between the four summary views by selecting the view you want from the drop-down list at
the top left of the lab results summary window.
Select the type of
summary view from this
drop-down list.
Click to multi-graph
These panels have
not been viewed
(bold).
Critically Abnormal
(red)
These panels have
been viewed (not
bold).
Abnormal (yellow)
Comment or
annotation indicator
Any lab results that you have not yet viewed on the Physician Portal are displayed in bold typeface. Once you have
selected a result and viewed the details the typeface changes to regular text. This feature helps you to quickly
identify those results which require your attention.
Lab results that fall outside of the normal range are highlighted in either yellow or red. Yellow highlighting
indicates that the lab results are abnormal, while red highlighting indicates that lab results are critically abnormal.
A blue asterisk next to a lab component indicates that the component has either a comment posted by a lab
personnel, or an annotation that you have entered (see Annotating a Component on page 104). Holding your mouse
pointer over the asterisk displays the comment or annotation.
An annotation
entered by the
user
DISPLAYING PATIENT INFORMATION
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VIEWING LAB RESULTS FOR A PATIENT
Sorting Lab Results
The results in all four summary views are sorted in descending order by date, as a default setting. This means that
the most recent results are shown first. However, you may change the order in which the results are sorted in any of
the first three summary views by clicking on a column heading. For example, if you were looking at Expanded
Panels and you wanted to sort the results by normalcy status, so that the critical or abnormal results were grouped
together, you could click the Norm column heading. Please note that you cannot change the sort order of the
Component Table view.
Results Limit field
Warning that there
are more results
than shown.
Click on a column
heading to sort the
list by that item.
This list is sorted in
descending order
by Date/Time, as
indicated by the
orange arrow.
Some patients may have accumulated hundreds of lab results over time. You can limit the number of results that are
retrieved, in order to improve computer response times, and also prevent historical data from being displayed on a
day to day basis. Using the Limit to field, you can set different limits for panels and components. For example, you
might set your panel limit to 50 and your component limit to 100. Simply enter the number you want to use as your
limit and then press the Enter key on your keyboard. When you do so, the most recent 50 panels or 100
components are retrieved, and the older results are excluded. When you set a results limit, the system recalls that
setting and uses it for all future displays. If a patient has more results than the limit you have set, the system
displays a warning message to that effect (for example: Showing 10 of 28 panels, sorted by Date/Time
(descending)). If you want to see the full set of results, you can always clear the limit field (delete the limit number
and the press the Enter key), or set a higher limit.
Filtering Lab Results
You may filter the list of lab results, based on several different types of criteria. To do so, click the drop-down filter
located in the upper right corner of the summary view window.
Filter for abnormal results
A departmental snapshot
A personal snapshot
Filters by category
Filter for results not in a category
When you select an item from the filter list, the current summary view (Panel Summary, Expanded Panels,
Component List, or Component Table) shows only those lab results that meet the filter criteria. The various types
of filter criteria are described here:

PAGE 90
All: Shows all of the patient’s lab results within the currently selected Timeframe.
DISPLAYING PATIENT INFORMATION
VIEWING LAB RESULTS FOR A PATIENT

Out of Range: Select this filter to view only those lab results which fall outside of the “normal” range for
the lab test in question.

Snapshots: Select a snapshot item to view a custom grouping of lab components. For example, you might
want to see all components related to coagulation together (such as an INR, PTT, and PT), even though
they might not have been administered in a group as a panel, or given on the same date.
Your system administrator can set up departmental snapshots of the lab components that most physician’s
like to view together, or you can also create your own personal snapshots of favorite groupings. Use the
Lab Results Settings option on the Preferences tab to create personal snapshots. For detailed instructions
describing how to create snapshots, please refer to Lab Results Settings on page 29.

Categories: Select a category to see all the results that fall within that category. If your institution uses
them, categories are broad groupings of lab results that are defined by the institution. Categories are different from snapshots, as they are usually a a more generalized grouping of lab component types, while snapshots contain a very specific set of related components. For example, you might see categories such as
Cardiac, Chemistry, or Endocrine. Since each institution defines their own categories, the ones you see on
your filter list may not be the same as those described here. Or if your institution does not use categories,
none will be listed.

Unfiled: Select this item to see the results that are not included in any of the categories defined by your
institution. If your institution does not use categories, Unfiled does not appear on the filter list.
Items on the filter list are always listed in the same order as they are in the description above. Specifically, the filter
items are listed in this order: All, Out of Range, departmental snapshots, personal snapshots (preceded by an
underscore), categories, and then Unfiled.
Searching for a Specific Panel or Component
The top of the summary view contains a search field and a contains/does not contain toggle that you can use to
include or exclude specific panels or components from the summary view.
To search for one specific type of panel or component follow the steps below. For example, you might want to see
just the CBC panels.
1. Select the desired summary view. Use Expanded Panels or Panel Summary to see panels, or use
Component List or Component Table to see components.
2. Select contains as your parameter (click contains or does not contain toggle between the two choices).
3. Type the name of the panel (for example, CBC) or component (for example, PT) in the search field and
then press the Enter key on your keyboard.
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VIEWING LAB RESULTS FOR A PATIENT
Only those panels or components whose name contains the text you entered are displayed.
The default
view shows all
panels.
Here we
searched
for just
CBC
panels.
In some cases, you might want to exclude a specific type of panel or component from the summary list. For
example, you might want to see all lab panels except the CBC panels.
1. Select the desired summary view.
2. Select does not contain as your parameter.
3. In the search field, type the name of the panel or component that you want to exclude and then press the
Enter key on your keyboard.
All panels or components whose name does not contain the text you entered are displayed.
Here we see everything
except CBCs.
To return to viewing all panels or components again, clear the text in the search field and press the Enter key.
Panel Summary View
Select Panel Summary from the drop-down list to see the most highly summarized view. This view contains a row
for each panel of components that the patient has had performed. For each panel it shows the date/time of the lab
panel, the panel name, the normalcy status of the panel as a whole (normal if all results were normal, abnormal if
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any component in the panel was abnormal, or critical if any component in the panel was critically abnormal), and
the completion status.
Panel
Name
Normalcy
Status
Completion
Status
You can click on any row in the Panel Summary to display the details of that panel. Two small detail windows
open: Panel Table (see page 99) and Panel Details (see page 100).
The panel you
selected is
highlighted in
orange, and
expanded to
show all of its
components in
the Panel Table.
The panel you
selected above,
with normalcy
flags and
normal ranges
for each
component.
Other instances of
the same panel,
for comparison.
Panel Table
Panel Details
Expanded Panels View
Select Expanded Panels from the drop-down list to see a slightly more detailed listing of the patient’s panels. This
view displays a row for each panel of components that the patient has had performed. In each panel’s row it shows
the date/time of the lab panel, the panel name, the individual components included in the panel and their numeric
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results, the normalcy status of the panel as a whole (normal, abnormal, or critical), and the completion status. For
Complete blood count (CBC) and Chem 7 panels, the panel detail view also contains a diagram of the results.
Chem 7 in diagram format.
Panel
Name
Components in
the panel and
their results
Normalcy
Status
Completion
Status
You can click on any row in the Expanded Panels view to display the details of that panel. Two small detail
windows open: Panel Table (see page 99) and Panel Details (see page 100).
The panel you
selected is
highlighted in
orange, and
expanded to
show all of its
components in
the Panel Table.
The panel you
selected above,
with normal
ranges for each
component.
Other instances of
the same panel,
for comparison.
Panel Table
Panel Details
Component List View
Select Component List from the drop-down list to display the most granular view of lab results. This view
displays a row for each component that the patient has had performed. So if, for example, the patient had a
particular component performed three times, there would be three rows--once for each occurrence. For each
component row it shows the date/time of the component, the panel name to which the component belongs, the
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individual component name, the numeric lab result value for the component (in either the Low, Normal/Unknown,
or High column), the normal range for the component, and the completion status.
Panel
Name
Component
Name
Result value in the
Low, Norm/Unknown,
or High column
Normal range
for the result
NOTE: For the Component List View, the PatientKeeper system compares the component result to the normal
range from the back-end system, to determine whether to place the result in the High, Norm/Unk, or Low
column. If there is no normal range defined in the back-end system, or if the result is not a single numeric
number (for example, 2+ or 5.5*), then the result is placed in the Norm/Unk column. However, even in these
cases, the back-end system may flag the result as Critical, Abnormal, or Normal. If the result is flagged as
Critical or Abnormal in the back-end system, then the PatientKeeper system highlights the result in yellow or
red to indicate the result’s status. For example, in the case of Urine Ketones there is no normal range, although
a value or zero or none is considered normal, and a value of 2 or more is considered abnormal. All results for
Urine Ketones will display in the Norm/Unk column within the Component List View, since there is no normal
range for test. However, if the result were 2 or 2+, and the back-end system flagged the result as Abnormal, the
result would show up in the Norm/Unk column with yellow highlighting (to denote flagged as abnormal from
the back-end system).
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You can click on any row in the Component List to display the details of that component. Two small detail
windows open: Panel Table (see page 99) and Component Details (see page 100).
The component
you selected is
highlighted in
orange, and the
panel to which it
belongs is
expanded to show
all of the other
components in the
Panel Table.
Other instances of
the same panel, for
comparison.
The component
you selected
above, with
additional
details.
Panel Table
Component Details
Component Table View
Select Component Table from the drop-down list to see a slightly different detailed display of component lab
results. The Component Table is similar to the Component List, in that it is a very granular view, which displays
components rather than panels. However, the Component Table uses a table format, while the Component List uses
a list format. The Component Table displays the type of component on the vertical axis, with each occurrence of
that component type listed on the horizontal axis. The cells of the table contain the numeric lab results for each
occurrence of the component on a specific date. There is only one row for each type of component. (The
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Component List, on the other hand, lists each occurrence of a component in its own row. If a particular component
is performed multiple times, there are multiple rows in the list.)
Dates and times
the components
were performed.
Component
names
Values of the results, listed for each date and
time the component test was performed.
Please note that this is the only view of the four summary views that does not allow you to change the sort order by
clicking on a column heading. Each panel is sorted in alphabetic order, with all of its components grouped
sequentially within it. For example, if the “CBC” panel contained eight components, and “Chem 7” panel
contained seven components, the components would be sortied as follows: all eight of the CBC’s components first
(since “CBC” falls before “Chem 7” alphabetically), and then all seven of the Chem 7’s components.
Regardless of the value you enter in the Limit to field, all of the components within a panel are always shown;
panels are never truncated. For example, if you entered “6” in the scenario described above, all eight of the CBC’s
components would be shown (because it will not truncate a panel), but none of the Chem 7’s components would be
shown (because the first component of that panel would be the ninth result, which would exceed the number you
entered in the Limit to field).
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You can click on a table cell containing a numeric result to display the details of that particular lab result. Two
small detail windows appear below the Component Table: Component Details (see page 100) and a Component
Graph (see Graphing Lab Results on page 103).
Click on a
component value
(in a cell of the
table) to view
additional details
about that specific
lab result.
The specific
result you
selected above,
along with the
values for
additional dates,
are graphed.
Component Details
Component Graph
You can also click on a component name on the vertical axis of the table to graph all of the results for that type of
component. The Component Graph is displayed below the Component Table.
Click on a
component name
(not a value) to
graph all of the
results for that
component test
type.
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Viewing the Details of a Panel or Component
If you would like to see the details of a specific panel or component, simply click on that row or cell in any of the
four summary views (Panel Summary, Expanded Panels, Component List, or Component Table). Depending on
what you have selected, any combination of the following detail screens may appear below the summary view:

Panel Table

Panel Details

Component Details
NOTE: If you have CPOE enabled, you have the ability to reorder any of the labs using the Order Again
button
from any of these details screens. See the CPOE User’s Guide for more information.
Panel Table
If you click on a panel in either the Panel Summary or the Expanded Panels view, the Panel Table screen appears at
the bottom left of the summary view. This detail screen displays a table containing a history of all instances when
that same panel was performed within the Timeframe that you selected. For example, if your Timeframe was set
to the Last 30 Days, and you clicked on the PAN BASIC panel that was performed on 05/12/05 in the summary
list, all other PAN BASIC panels performed within the last 30 days would also be displayed. The panels are
displayed in a table format with all of the components within the panel listed on the vertical axis, and the dates and
times of each occurrence along the horizontal axis. The table cells contain the numeric results for each component.
The date/time heading of the particular instance of the panel that you originally selected in the summary list (05/12/
05 in our example) is highlighted in orange. The ability to view the other occurrences of the same panel, along with
the specific occurrence in which you were originally interested, allows you to identify any trends in the clinical
data.
Click here to
maximize this
window.
The panel you
originally selected.
Additional occurrences of
the same type of panel.
If you click on any cell containing a component’s numeric result, the Component Details screen (see page 100)
appears, where you can see further information about that specific lab result.
Click on a table
cell to see further
details about that
specific lab result.
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VIEWING LAB RESULTS FOR A PATIENT
If you click on a component name that is listed on the vertical axis, all of the lab result values for that type of
component are graphed on the Component Graph screen (see Graphing Lab Results on page 103).
Click on a
component test
name to graph all
of the results for
that test type.
Panel Details
If you click on a panel in either the Panel Summary or the Expanded Panels view, the Panel Details screen appears
at the bottom right of the summary view. This detail screen displays the details of the specific panel that you
selected in the summary view. It shows you the date and time of the panel, the components in the panel, the
numeric results, and both the normalcy status and normal range for each component.
Date and time
of the panel.
Numeric results and
normalcy status of the
component tests.
Normal ranges for each
component test.
If you click on any component row in this detail screen, the display changes to the Component Details screen (see
page 100), where you can see further information about that specific lab result.
Click on a
component test
row to display the
details of that
specific lab
result.
NOTE: If you have chosen to activate the CAP reporting option, slightly different information appears on both
the panel and component details pane, as well as the printed reports. See Using the College of American
Pathologists (CAP) Reporting Option on page 101 for more information.
Component Details
If you click on a row in the Component List, a cell in the Component Table, or on a component’s result in the Panel
Table or Panel Details (either of the two detail screens described above), the Component Details screen is
displayed. This detail screen shows you information about that one specific component lab result. You can see the
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date and time it was performed, the numeric result, the normalcy status, the normal range for the component, the
completion status, and any comments or annotations.
Detail for a component test
result that is numeric.
Detail for a component lab result that has text displayed in
fixed-width font. Click the Word Wrap icon to toggle between
fixed-width and variable-width font.
In some cases, the lab component contains formatted results, such as columns or tables. In this case, it is
automatically displayed in a fixed-width font to preserve the column/table layout. In addition, a word wrap icon
appears, allowing you to toggle between a fixed-width font that does not wrap (useful for formatted results)
and a variable-width font that does wrap (useful for viewing long comments).
You can click the Graph icon
to graph this lab result along with other occurrences of the same type of
component, over time (see Graphing Lab Results on page 103).
Click on the
Graph icon to
graph this
result along
with other
results for the
same test.
Using the College of American Pathologists (CAP) Reporting Option
Physician Portal can also be configured to display lab results and reports that meet the College of American
Pathologists (CAP) reporting guidelines. To activate this option, contact your PatientKeeper representative. When
activated, both the panel and component details panes (and associated CAP reports) display the following new
information:

Collected Date/Time: Date and time the panel was completed.

Normalcy Flags: Flags (H, HH, L, and LL) for components.

Units: Units of measure (for example, mmol/L or mg/dL) for components.

Resulted Date/Time: Date and time the lab results were posted.

Ordering Physician: Name of physician who ordered the lab work.
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
Performing Lab Abbreviation/Name/Address: Abbreviation, name, and address of the lab that performed the lab work.
The following illustration shows a comparison of the basic lab results information with that of the CAP Reporting
information.
Panel Table Detail with CAP
information highlighted in red.
Panel Table Detail with basic
information highlighted in red.
Click a
component
in the panel
to view its
details.
Component Detail with basic
information highlighted in red.
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Component Detail with CAP
information highlighted in red.
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VIEWING LAB RESULTS FOR A PATIENT
You can also print CAP reports for both panel and component details that show the additional information for
components. In this screen a CAP report was generated for the Sodium component. The CAP information
displayed on both the Component Details screen and the report are highlighted in red.
Component Details with CAP
Reporting Option Activated
Click the Printer icon to
display and print a CAP
report for the component.
Graphing Lab Results
Lab results can be graphed so that you can see a pictorial representation of the results over time. There are two
ways you can graph lab results:

You can click the Graph icon
in the top right corner of any of the four summary windows (Panel Summary, Expanded Panels, Component List, or Component Table) to access the multi-graphing feature.
Multi-graphing allows you to graph multiple clinical items together, such as lab results, medications, and
vital signs. Please refer to Multi-Graphing Clinical Data on page 121 for a detailed explanation of multigraphing.

While viewing some of the summary or detail lab displays, you can graph the results of an individual component. You can graph just the selected component, or you can graph the selected component against one
additional component. This section describes how to do this.
There are several screens from which you can graph an individual component’s results:

Component Table: This is one of the summary views. It displays all component types, with the results of
each occurrence of the component listed in columns from left to right. Simply click on a component name
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in the left-most column to display a graphical representation of that component’s results (see Component
Table View on page 96).

Panel Table: This is one of the detail views. It displays all of the components of a particular panel, along
with the results of other occurrences of the same panel listed in columns from left to right. Again, simply
click on a component name in the left-most column to display a graph (see Panel Table on page 99).

Component Details: This is one of the detail views. It shows you the details of one specific occurrence of a
component result in a textual format. A Graph icon
is located in the upper right corner of the Component Details window. Click on it to graph the results of this particular occurrence of the component’s
results along with any other occurrences of the same type of component (see Component Details on
page 100).
Regardless of which method you use to display the graph, the format of the graph itself is the same. The normal
bounds for the component are shaded green. The high and low values appear outside the normal bounds, and are
shaded red. To display the exact numeric value for a specific data point on the graph, hold your mouse pointer over
that point (you do not have to click on the point).
Most lab results are numeric. However, if a lab result contains any non-numeric characters (for example, “straw” or
“+2” or “<.5”), then it is not included on the graph, and message to that effect is displayed.
To expand or decrease the date range of the graph, select a new date range using the Timeframe drop-down list
located at the top of the Patient Data Display area.
While viewing the graph of a single component, you can graph it against one additional component. Just select the
second component from the drop-down list in the upper right corner, and it is added to the graph.
Standard Graph
for One Component
The Selected Component,
Plus One Additional Component,
Graphed Together
Abnormally
high
Normal
range
Abnormally
low
Hold your mouse
over a point on the
graph to display
details
Start and end
dates for the graph
A second component
(K - potassium) is graphed
against the currently
selected component
(Cr - creatinine).
Annotating a Component
You can add annotations to a component result at any time. These are your personal remarks, or reminders to
yourself, about the patient’s lab results. Annotations are visible to only you--other physicians cannot see them.
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You can enter an annotation from either the Component List in the summary window, or from the Component
Detail window. Note that an annotation is associated with a specific component in a panel. You cannot post an
annotation to the panel as a whole.
To enter an annotation, follow these steps:
1. Display the specific component lab result that you wish to annotate, using any of the methods described in
the Viewing Lab Results for a Patient section.
2. Click the Annotation icon
(a hand holding a pencil over a note pad) located in the top right corner of
either the Component List in the summary window, or the Component Detail window.
Click on
either of
these icons
The Annotate Component window appears.
3. Type your free text annotation in the Annotation field.
4. Click OK to save your annotation, or click Cancel to close the window without saving the annotation.
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The annotation is now associated with the component lab result.
The blue asterisk
indicates that the
component has an
annotation
associated with it.
Text of the
annotation.
Once a component is annotated, the annotation itself, or a blue asterisk
appears in a variety of displays:
indicating that an annotation exists,

In the Panel Summary, an asterisk appears next to the panel name, if one or more of the components in the
panel have an annotation.

In the Expanded Panels view, an asterisk appears next to the names of any components containing annotations.

In the Component List, an asterisk appears next to the names of any components containing annotations.

In the Component Table, an asterisk appears in the table cell for any component results that have an annotation.

In the Panel Table detail window, an asterisk appears in the table cell for any component results in the
panel that have an annotation.

In the Panel Detail window, an asterisk appears next to the lab result value, if any component in the panel
has an annotation.

In the Component Detail window, the full text of the annotation appears at the bottom of the textual lab
result.
Marking All Lab Results as Viewed
Any lab results which you have not yet viewed on the PatientKeeper Physician Portal are displayed in bold
typeface, while those that you have viewed are displayed in regular typeface. You can also mark all of a patient’s
lab results as viewed without having to individually select and display each one. See Marking Clinical Data as
Viewed on page 126 for more information and instructions on this topic.
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Viewing Test Results for a Patient
The Test Results option shows you a summarized list of the text-based clinical results of tests that have been
performed on a patient. The most common types of test results that you might be able to see include radiology,
pathology, microbiology, blood bank, or other test types that involve clinical interpretation.
To view test results, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click Test Results from the display list.
The patient data display area shows the Test Results summary window. The summary window displays the
date and time the test result was dictated, the test name, and the completion status. For institutions using
MEDITECH® as their back-end system, microbiology results may also display the isolated organism, if
any, just under the name of the microbiology test. Consult your PatientKeeper representative if you would
like to make this window larger or smaller via an XML customization.
Additional microbiology information
–
Any test results that you have not yet viewed on the PatientKeeper Physician Portal are displayed in
bold typeface. Once you have selected a test result and viewed the details, the typeface changes to
regular text. This feature helps you to quickly identify those results which require your attention. You
can also mark all of a patient’s test results as viewed without having to individually select and display
each one. See Marking Clinical Data as Viewed on page 126 for more information and instructions on
this topic.
–
You may change the order in which the Test Results are sorted, by clicking on a column heading. For
example, clicking the Test heading would sort the tests alphabetically by type of test. You could then
look at all of the results for a specific type of test together.
–
You may filter the list of test results, by type of test. To do so, click the drop-down filter located in the
upper right corner of the Test Results window. The various types of tests used by your institution are
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VIEWING TEST RESULTS FOR A PATIENT
included in the filter list. Select an item from the list to view only those types in the Test Results
window.
4. If you would like to see the details of a test result itself, simply click on that test result in the summary list.
A detail screen opens below the summary list, showing you the full contents of the test result. The test
results are shown in either variable-width or fixed-width font, depending on the type of test result. For
example, microbiology test results may be shown in fixed-width font to preserve any formatting required
for tables within the results.
NOTE: If your source system is MEDITECH®, the text of the report may include the report date/time
from the MEDITECH system, which can be different from the dictated date/time in the summary window.
This report
uses a table
format, so
we clicked
the Font
button to
view it in a
fixed-width
font.
Search for a text string
–
Use the Search field at the top of the detail window to find all instances of a particular word or phrase
in the result. First type in the desired phrase, and then click the magnifying glass icon (or press the
Enter key on your keyboard). Click repeatedly on the icon to move to each subsequent occurrence of
that word or phrase in the result.
–
Use the Font button
to toggle between a fixed-width and variable-width font. The fixed-width font
preserves the formatting of the report and makes it easier to read results that use a table or columnar
format.
–
Use the Order Again button
User’s Guide for more information.
to reorder the test if you have CPOE enabled. See the CPOE
5. If your organization has implemented a link to an external imaging system, such as a Picture Archiving and
Communications System (PACS), or a cardiology system for EKGs, that link appears on the title bar of the
test detail window. Just click the blue hypertext link to access the imaging system and view the image in
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question. You may be required to enter a username and/or password for the external system the first time
you access it.
Click the PACS Image link in
the detail window to view the
image of a test in an
external PACS system.
Viewing Clinical Notes for a Patient
The Clinical Notes option allows you to review a summary list of the notes on file for a particular patient. You can
see the date the note was written, the type of note (admission, discharge, etc.), and the author. In addition to the
summarized list of notes, you can also view the contents of any specific note on the list.
NOTE: If your organization scans clinical notes into your source system, those scanned documents may also
be included in the list of clinical notes. You can view the images of those notes here in the Physician Portal
application, but you should note that although they are included on the summary list on handheld devices, the
images cannot be viewed on a handheld device.
To view clinical notes, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Click the Timeframe drop-down list and select the amount of information to display.
3. Click Clinical Notes from the display list.
The patient data display area shows the Clinical Notes window that contains a list of all clinical notes for
the selected patient, including both text-based documents and scanned images of documents. It contains
columns for Date, Note Type, and Author. Consult your PatientKeeper representative if you would like to
adjust the height of this window, to make it larger or smaller.
For scanned documents, the word “Scanned” precedes the description of the note type (for example,
“Scanned: History and Physical”). In addition, the Author column shows the name of the person who
scanned the document into the system, while the image of the document itself usually contains the true
author. Your organization can suppress the Author column for scanned documents via an XML customiza-
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VIEWING CLINICAL NOTES FOR A PATIENT
tion if they do not want the name of the scanner to show. If this customization is implemented, the Author
column will be blank for scanned documents.
–
Any clinical notes that you have not yet viewed on the Physician Portal application are displayed in
bold typeface. Once you have selected a clinical note and viewed the details, the typeface changes to
regular text. This feature helps you to quickly identify those notes which require your attention. You
can also mark all of a patient’s clinical notes as viewed without having to individually select and
display each one. See Marking Clinical Data as Viewed on page 126 for more information and
instructions on this topic.
–
You may change the order in which the Clinical Notes are sorted, by clicking on a heading. For
example, clicking the Author field would sort the notes alphabetically by author.
–
You may filter the list of clinical notes, by type of note. To do so, click the drop-down filter located in
the upper right corner of the Clinical Notes window. The various types of notes used by your
institution are included in the filter list, as shown in the example below. Select an item from the list to
view only those types in the Clinical Notes window.
4. If you would like to see the details of a clinical note itself, simply click on that note in the summary list.
The Clinical Notes detail window opens below the summary list, showing you the full contents of the note.
The tools available on the detail window depend on whether the note is a text-based document or a scanned
document.
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
See Viewing the Details of a Text-Based Clinical Note on page 111 for instructions on viewing the
contents of a text-based document.

See Viewing the Details of a Scanned Clinical Note on page 112 for instructions on viewing the
contents of a scanned document.
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VIEWING CLINICAL NOTES FOR A PATIENT
Viewing the Details of a Text-Based Clinical Note
To view the contents of a text-based clinical note, use the vertical scroll bars to move your view to the top or
bottom of the document.
Vertical scroll bar
If MEDITECH® is your source system, the PatientKeeper system derives clinical notes from three sources:
departmental reports (medical records), nursing notes, and nursing interventions. Some of these reports use a wide
table or columnar format. In these instances, the PatientKeeper system preserves the formatting of the note by
displaying it in fixed-width format. In this case, a horizontal scroll bar allows you to move your view to the left or
right in order to see the contents of a wide document.
Search
feature
Vertical and
horizontal
scroll bars
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
You can use the Search field at the top of the window to find all instances of a particular word or phrase in
the note. First type in the desired phrase, and then click the magnifying glass icon (or press the Enter key
on your keyboard). Click repeatedly on the icon to move to each subsequent occurrence of that word or
phrase in the note.
Viewing the Details of a Scanned Clinical Note
To view the details of a scanned document, you can use the vertical and horizontal scroll bars. There are also
several controls at the top of the detail window that allow you to manipulate the scanned image for better viewing.
Person who scanned the
document.
Controls for viewing scanned
documents
Vertical and horizontal scroll bars

Use the controls at the top left of the detail window
to the window, or enlarge the document.

Use the controls at the top center
page, or last page of the document.

Use the controls at the top right
to reduce the document, fit the document
to go to the first page, previous page, next
to rotate the document to the left, or rotate it to the right.
NOTE: Please note that the Search field is not available for scanned documents.
Viewing the Status of Orders for a Patient
You may view the status of your existing orders within the Patient Data Display. Depending on your configuration,
you may see either the Order Status display option or the Orders display option. The Orders option is available only
if PatientKeeper CPOE™ is enabled; otherwise the Order Status option displays. For more information on the
additional views and functionality of order entry using CPOE, see the PatientKeeper CPOE™ User’s Guide.
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Viewing the Order Status Display Option
Use the Order Status display option to check the status of any orders for a given patient. This option lets you see the
status of the ordering process within your source order entry system, as well as the status from the department that
processes the order. Depending on how your source order entry system is configured, you might be able to view the
status of orders for the following types of items: tests, dietary needs, consults, notes, etc.
This option is unique in that it not only shows you the orders for tests that have available results, but also shows
you those in progress. This allows you to avoid redundant ordering for tests that have been taken, but for which the
results are not yet available.
To view orders, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Order Status from the display list.
The patient data display area shows the Order Statuses window. This summary list displays the date and
time of the order, the name of the order, and the completion status.
NOTE: For systems with MEDITECH® back-ends, the summary list contains a fourth column for the
Service date and time (the date and time the order was resulted). Furthermore, for those orders that are
associated with meal times such as breakfast, lunch, or dinner, an abbreviation for the type of meal replaces
the numeric time.
–
Any order statuses that you have not yet viewed on the PatientKeeper Physician Portal are displayed in
bold typeface. Once you have selected an order and viewed the details, the typeface changes to regular
text. This feature helps you to quickly identify those orders which require your attention. You can also
mark all of a patient’s orders as viewed without having to individually select and display each one. See
Marking Clinical Data as Viewed on page 126 for more information and instructions on this topic.
–
If you would like to change the sorting order of the Order Statuses summary list, simply click on a
column heading. For example, if you click the Date heading, the sort order of the list toggles between
ascending and descending chronological order by order date.
4. To view further information about a particular order, click on the row containing that order.A detail
window opens below the summary list. The detail window shows you the full name of the order, the status
DISPLAYING PATIENT INFORMATION
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VIEWING THE STATUS OF ORDERS FOR A PATIENT
of the order in your order entry system, the status of the order in the department that is processing it, the
start and stop dates of the order, the ordering physician, and any additional details.
Viewing the Orders Display Option
When you have CPOE enabled, you can view a patient’s existing orders within the Patient Data Display window.
From within the Orders display option, you can view the orders in the following ways using different filters:

Viewing orders by different sort options

Viewing active orders

Viewing orders by a specific time frame

Viewing by order type

Viewing the details of an order
NOTE: For more information on the additional views and functionality of order entry using CPOE, see the
PatientKeeper CPOE™ User’s Guide.
Viewing Orders by Different Sort Options
1. Select a patient in your Patient list and select the Orders link in the Patient Data Display window.
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DISPLAYING PATIENT INFORMATION
VIEWING THE STATUS OF ORDERS FOR A PATIENT
The list of existing orders displays in the Patient Data Display window.
2. Select a column heading of either Start (start date of order), Existing Orders (order description), or
Status (order’s current condition such as active, pending, or complete) as the criteria for sorting and
viewing your patient’s list of orders.
A red triangle appears next to the column name to indicate the selected sort option. The position of the triangle indicates if the orders are sorted in ascending
or descending order
.
3. (Optional) Select the column heading a second time to reverse the sort.
Viewing Active Orders
1. Select a patient in your Patient list and select the Orders link in the Patient Data Display window.
The list of existing orders displays in the Patient Data Display window.
2. Check the Active Only check box.
The list of existing orders changes to show only active orders. The Status column no longer displays as
only active orders are available for viewing.
Viewing Orders by a Specific Time Frame
1. Select a patient in your Patient list and select the Orders link in the Patient Data Display window.
DISPLAYING PATIENT INFORMATION
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VIEWING THE STATUS OF ORDERS FOR A PATIENT
The list of existing orders displays in the Patient Data Display window
2. Select the blue time frame link next to Active Only.
A drop-down list displays with the available time frame filter criteria.
3. Select a time frame from the drop-down list.
The list of existing orders displays only the orders for the selected time frame and the time frame link displays the selected time frame. For example, if you chose Last visit, the time frame link changes to Last
visit and only the orders associated with the patient’s last visit display.
NOTE: The time frame drop-down list that is available for all clinical data within Patient Data Display is
not enabled for the Orders window.
Viewing by Order Type
1. Select a patient in your Patient list and select the Orders link in the Patient Data Display window.
The list of existing orders displays in the Patient Data Display window.
2. Select the Order Type drop-down list.
A drop-down dialog displays with a list of available order type filters.
3. Select the order type filter from the drop-down list to apply to the list of existing orders.
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DISPLAYING PATIENT INFORMATION
VIEWING PROBLEMS FOR A PATIENT
The list of existing orders displays only the orders for the selected order type. For example, if you chose
Medications, the order type drop-down changes to Medications and only the medications orders associated with the patient display.
Viewing the Details of an Order
1. Select an order from your patient’s list of existing orders in the Patient Data Display window.
The Order Detail for the selected order displays in the lower half of Patient Data Display window.
2. Review the Order Detail information of the order.
For example, when you select a medication order, the Medication Detail and MAR information displays.
3. (Optional) Select Add to Favorites to add the order to your list of order favorites for future selection.
The Add to Favorites dialog displays. For more information on Favorites, see the chapter on Managing
Personal Favorites of the PatientKeeper CPOE™ User’s Guide.
4. Select the category (for example, Medications) where you want the order to display and select OK.
The order is added to your Favorites list and is available when you enter orders for any of your patients.
Viewing Problems for a Patient
Use the Problems option to view a summarized list of diagnosis codes on file for a particular patient.Providers can
also enter or edit problems (diagnoses) for their patients using this option. Please refer to Chapter 6, Managing
Patient Problems for instructions on how to enter or edit problems, as this section only discusses how to view
problems. The summary list shows you the date the problem was entered, the ICD-9 code, and the description for
each problem. In addition to the summary of problems, you can also view detailed information for any specific
problem on the list. To view problems, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
DISPLAYING PATIENT INFORMATION
from another option.
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VIEWING PROBLEMS FOR A PATIENT
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Problems from the display list.
The patient data display area shows the Problem List window.
–
Any problems that you have not yet viewed on the Physician Portal application are displayed in bold
typeface. Once you have selected a problem and viewed the details, the typeface changes to regular
text. This feature helps you to quickly identify those problems which require your attention. You can
also mark all of a patient’s problems as viewed without having to individually select and display each
one. See Marking Clinical Data as Viewed on page 126 for more information and instructions on this
topic.
–
If you would like to change the sorting order of the problems summary list, simply click on a column
heading. For example, if you click the Description heading, the sort order of the list toggles between
ascending and descending numerical order by ICD-9 code.
4. To view further information about a particular problem, click on the row containing that problem.The
Problem Detail window opens below the summary list. The Problem Detail window shows you the full
description, course, classification, date created, status information, and comments about the problem.
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DISPLAYING PATIENT INFORMATION
VIEWING AN OVERVIEW OF A PATIENT
Viewing an Overview of a Patient
This option shows you a high-level overview of the patient. This display is a composite of two other displays:
Visits and Clinical Notes. The overview simply stacks these displays one above the other, to facilitate viewing
different types of information all in one glance. At the bottom of the screen is a detail window, which displays the
details of the currently selected item, whether it be a visit or clinical note. To display an overview, follow these
steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on Overview from the display list.
The patient data display area shows the Overview window.
Each of the windows in the Overview functions in the same manner as it would when viewed individually.
For information about how these display options function, please refer to the descriptions of these items in
the preceding sections:
–
Viewing Visit Information for a Patient on page 72.
–
Viewing Clinical Notes for a Patient on page 109.
Viewing New Results for a Patient
The New Results display option shows a summarized list of all unviewed clinical data for the currently selected
patient. It simply takes all of the unviewed items that would normally appear as bold text in the Allergies, Clinical
Notes, Medications, Lab Results, Order Status, Problems, and Test Results displays, and lists them all in one
window. This is quick way for you to see “what’s new?” for a given patient. You can then click on any clinical data
item in the list to see further details about it.
NOTE: There is also a tab called Patient Summary, that is almost identical to this New Results display
option. It provides the same type of information (all new unviewed clinical data), and has many of the same
controls for viewing, sorting, and marking as viewed. However, the Patient Summary tab contains unviewed
clinical data for all of the patients on your short patient list, while the New Results display option contains data
for only one individual patient. Please refer to Viewing a Summary of All Patients on page 123 for more
information on the Patient Summary tab.
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VIEWING NEW RESULTS FOR A PATIENT
To display a patient summary for a particular patient, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list.
3. Click on New Results from the display list.
The first time you click the New Results option, a dialog box and the following message appear: “You currently have no clinical information categories selected to include in this view.” The message simply indicates that you must set your preferences for the types of clinical data that you want to view, and the display
options are conveniently presented so that you can do so. Click the checkboxes next to the items that you
want to see, and indicate the types of lab panels that you want to view (if any). The preferences you set
now are retained for the next time you use the New Results display. However, you can change your preferences at any time by clicking the Options button in the New Results title bar.
The patient data display area now shows the patient’s new results. The display contains columns for the
Type of clinical data item, the Date of the item, a brief Description of the item, and important Details. The
actual information shown in these columns varies by the type of clinical data involved. Please refer to
Viewing a Summary of All Patients on page 123 to view a description of the column contents for each type
of clinical item.
4. There are additional buttons and controls on the New Results display option that enable you to perform a
variety of activities. All of the buttons and controls listed below function in exactly the same manner as
they do on the Patient Summary tab. Please refer to Viewing a Summary of All Patients on page 123 for
detailed instructions on these topics.
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–
Click on a column heading to change the sort order of the display
–
Use the Limit to field to limit the number of clinical items that are currently displayed
–
Click the Options button to select only those categories of clinical data that you wish to view
–
Click the Mark as Viewed button to mark as viewed some or all of the currently displayed clinical
items
DISPLAYING PATIENT INFORMATION
MULTI-GRAPHING CLINICAL DATA
–
Click on any clinical item’s row to view additional details about it.
Click on any row to
see the clinical details
Details of the currently
selected item (a
clinical note)
When you do so, the system displays the same detail window(s) that would normally appear if you had
clicked on the same type of data item in its own display option in the Patient Data Display. Please refer
to the following sections for more information about the various detail displays:

Viewing Medication Orders for a Patient on page 81

Viewing Allergies for a Patient on page 86

Lab Results Panels: there are several detail windows for lab results. The ones that appear in New
Results are the Panel Table and Panel Details windows (see Panel Table on page 99 and Panel
Details on page 100).

Viewing Test Results for a Patient on page 107

Viewing Clinical Notes for a Patient on page 109

Viewing the Status of Orders for a Patient on page 112

Viewing Problems for a Patient on page 117
Multi-Graphing Clinical Data
As described in previous sections, vital signs and lab results can be graphed from their respective display options:

Vital signs are automatically graphed when an individual vital sign is selected. You can also graph the
selected vital sign against a medication. (See Viewing Vitals for a Patient on page 76.)

Lab components are automatically graphed when an individual component is selected. You can also graph
the selected component against another component. (See Graphing Lab Results on page 103.)
In addition to functionality above, multi-graphing is available from the Medications, Lab Results, and Vitals
display options. Multi-graphing allows you to select several medications, vital signs, and lab results, and graph
them all together. To multi-graph clinical data, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
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from another option.
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MULTI-GRAPHING CLINICAL DATA
2. Select the amount of information you wish to display by clicking the Timeframe drop-down list. The date
range you select here affects the items that are available for selection on the multi-graph screen. For
example, if you select a Timeframe of Last 30 Days, only those medication administrations, lab results,
and vital signs within the last 30 days will appear as selectable items on the multi-graph screen.
3. Click either the Medications, Lab Results, or Vitals display option, and then click the Graph icon
located in the upper right corner of the summary window.
4. On the Multi-Graph window click on the lab components, medications, and vital signs that you want to
graph. You may select more than one of each. To deselect an item, click on it again.
Select the lab
components,
medications, and vital
signs you want to graph
Glu (glucose) and
FSBG (finger stick
blood glucose) share a
similar scale.
Glyburide has its
own scale
5. As you select each item, it is automatically graphed.
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–
The date range is always graphed on the horizontal axis and is based on the Timeframe that you
selected on the Patient List tab. If you originally selected a large date range, and the items are too
compressed to read on the graph, you can decrease the timeframe by selecting a new range from the
Timeframe drop-down here on the Multi-Graph window. If you change the time frame in the MultiGraph window, the time frame selected on the Patient List tab is not affected.
–
Each clinical item is graphed on a vertical axis. If the clinical items share a similar numeric range, they
are graphed on the same vertical axis, as in the example above (see the Glucose lab component and the
FSBG vital sign). If you select many items with differing ranges, additional graphs may be displayed,
stacked one above the other, so that you can compare them over the same date range. You can continue
adding or removing clinical items for the graph by clicking on them from the drop-down lists.
–
To clear the graph and your selections of lab components, medications, or vital signs, click the Clear
button.
–
To display the exact value for a specific point on the graph, hold your mouse pointer over that point.
DISPLAYING PATIENT INFORMATION
VIEWING A SUMMARY OF ALL PATIENTS
There are a few important points to note about graphing medications. When graphing medications, you are in fact
graphing the recorded medication administrations. The numeric value at which each administration’s data point is
graphed is the medication dosage. In addition:

If the medication dosage field contains a comment instead of a numeric value, it is graphed at zero.

If a particular administration for a medication was not given (and that fact is recorded as a “not given”
medication administration record), it is graphed at zero.

If a medication was ordered but has not had any administrations, it is included in the drop-down list, but no
data points are graphed.
Viewing a Summary of All Patients
Each patient’s clinical data is constantly changing: new lab tests are performed, new clinical notes are written, new
medications are being prescribed, etc. The Patient Summary tab is designed to present the provider with all new
clinical data for all of the patients on their short patient list. This is a running summary of the clinical data they
have not yet viewed. For a provider, this is a quick way to see “what’s new?” for their entire patient list. Once they
view a particular item (for example, a particular lab result), whether via this option or any other option in the
PatientKeeper system, that item is marked as viewed and is removed from the Patient Summary tab.
NOTE: There is also a display option called New Results on the standard Patient Data Display that is almost
identical to the Patient Summary tab. It provides the same type of information (all new unviewed clinical
data), and has many of the same controls for viewing, sorting, and marking as viewed. However, the New
Results display option contains the unviewed clinical data for only one individual patient, while the Patient
Summary tab contains data for all of the patients on your short patient list. Please refer to Viewing New Results
for a Patient on page 119 for more information on the New Results display option.
To view the Patient Summary report, follow these steps:
1. Click the Patient Summary tab.
The first time you access the Patient Summary tab, the following message appears: “You currently have
no clinical information categories selected to include in this view.” The message simply indicates that you
must set your preferences for the types of clinical data that you want to view on this tab, and the display
options are conveniently presented so that you can do so. Click the checkboxes next to the items that you
want to see, and indicate the types of lab panels that you want to view (if any). The preferences you set
now are retained for the next time you access the Patient Summary tab. However, you can change your
preferences at any time by clicking the Options button in the Patient Summary title bar.
DISPLAYING PATIENT INFORMATION
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VIEWING A SUMMARY OF ALL PATIENTS
The Patient Summary now displays the latest clinical data for the patients on your list.
Click on any row to
see the clinical details
Profile dropdown list
View filters
Time frame
Limit field
Viewing
options
Mark items
as viewed
Details of the currently selected item (a test result)
It contains columns for the Patient name, the Details icon
, the Type of clinical data item, the Date of
the item, a brief Description of the item, and important Details. The actual information shown in the Date,
Description, and Details columns varies by the Type of clinical data involved. The table below describes
the contents of the columns for each type of clinical item.
Type
Allergy
Date
always blank
Description
allergen (penicillin, bee
sting, etc.)
Clinical Note
date/time the note was
written
medication order start
date/time
type of note (consult,
nursing assessment, etc.)
medication name and SIG date last administered to
information
the patient (if
administered)
order name
status of the order (final,
pending, etc.)
ICD-9 code and
problem status (active,
description
inactive, etc.)
test result name
test result status (final,
pending, etc.)
panel name
normalcy status (critical,
abnormal, or normal) and
status (final, pending,
etc.)
Medication
Order Status
order start date/time
Problem
date of onset
Test Result
test result date/time
Lab Result
Panel
lab result date/time
Details
type of allergy (food, drug,
etc.) and reaction
(nausea, rash, etc.)
author of the note
2. If desired, use any of the following options to control the amount, type, or format of the information you
wish to display, as well as the patients for whom you wish to display it:
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DISPLAYING PATIENT INFORMATION
VIEWING A SUMMARY OF ALL PATIENTS
–
Profile drop-down list: Select the profile that you wish to make active for this web session. Profiles are
a combination of settings that allow a provider to optimize both the amount and composition of patient
data currently displayed on the screen and are generally used when a provider works in more than one
facility or location. A provider might have a profile defined for each location, thereby allowing them to
switch the list of patients that is currently displayed. (See Applying Profiles to Your Patient List on
page 44 for more information.)
NOTE: When you first access the Patient Summary tab, the initial setting for the Profile drop-down
list is the same as that on the Patient List tab (or No Profile Selected, if no profile was selected there).
From that point forward, any profile selection you make on the Patient Summary tab functions
independently of that on the Patient List tab, enabling you to have different profiles selected on each.
Furthermore, once you select a profile for the Patient Summary tab, that setting is retained as you
switch from tab to tab, until you change it again.
–
View Filter drop-down list: select a view filter to control the patients from your short list that are
currently displayed in the report. You can see All patients, just those you have added to the list yourself
(Added by User), or Non-Verified patients that were manually registered and are not yet verified. You
can also use department or personal view filters to narrow the scope of the list. (See Filtering Your
Patient List on page 45 for more information.
–
Timeframe drop-down list: Select the date range of the information you wish to display.
–
Limit the amount of information to view: You can limit the number of clinical data items that appear
in the Patient Summary window using a combination of the Limit to field and the current sort order.
Simply type a number in the Limit to field and then press the Enter key on your keyboard. For
example, if the report were sorted in reverse chronological order by date, and you entered 50 in the
Limit to field, it would show only the 50 most recent items.
–
Select the type(s) of clinical data to view: Click the Options button
to select which of the
clinical data items you wish to view at any given time. For example, if you are considering prescribing
a medication, you might be interested in viewing only the allergies, medications, lab results, and
problems. Simply click the checkboxes for those items that you wish to display.
You may note that the Lab Panels item allows you to select the criticality of the lab results that you
want to see, if any at all:

Critical: Include only critical unviewed lab results

Abnormal: Include only abnormal and critically abnormal unviewed lab results

All: Include all unviewed lab results (critical, abnormal, and normal)

None: Do not show any lab results
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MARKING CLINICAL DATA AS VIEWED
–
Change the sort order: You can change the sort order of the report by clicking on any column
heading. By default, the items are sorted by Type of item, so that all of the allergies are grouped
together, then all of the clinical notes, etc.
3. Once the summary display is showing the clinical items that are of interest to you, you can:
–
Mark the clinical data as viewed: Click the Mark as Viewed button
as viewed. When you do so, you are presented with two options:
to mark the clinical data

Mark All Viewed: Click this option to mark as viewed all of the items in the summary display.

Mark All Viewed Before Today: Click this option to mark as viewed all of the items in the
summary view that have a date earlier than today. This includes all allergies in the current display
(even though they do not have a date associated with them).
Please note that only those items that are currently displayed on the summary are marked as viewed
when you select either of these options. For example, if your Timeframe were set to Last 7 Days, any
items that were older than seven days ago would not be included in the summary display, and therefore
would not be marked as viewed.
Similarly, if you had set your Options to view only Allergies and Medications, only the allergies and
medications would be marked as viewed. Since the nature of this option is to show only unviewed
items, once you click the Refresh icon
, or log out and back in, the items you marked as viewed are
removed from the display. Of course, you can always look at these items again by clicking on its
respective display option in the Patient Data Display (available on the Patient List tab, or by clicking
the Details icon
). In our example above, you could see the allergies and medications you had
marked as viewed by clicking on the Allergies or Medications display options. (See also Marking
Clinical Data as Viewed on page 126.)
–
View additional details for any clinical item: Click on any clinical item in the summarized list to see
further details about it. When you do so, the system displays the same detail window(s) that would
normally appear if you had clicked on the same type of data item in its own display option in the
Patient Data Display. Please refer to the following sections for more information about the various
detail displays:

Viewing Medication Orders for a Patient on page 81

Viewing Allergies for a Patient on page 86

Lab Results Panels: There are several detail windows for lab results. The ones that appear in
Patient Summary are the Panel Table and Panel Details windows (see Panel Table on page 99
and Panel Details on page 100).

Viewing Test Results for a Patient on page 107

Viewing Clinical Notes for a Patient on page 109

Viewing the Status of Orders for a Patient on page 112

Viewing Problems for a Patient on page 117
Marking Clinical Data as Viewed
The system tracks whether or not you have viewed certain clinical data items. These include allergies, lab results,
test results, clinical notes, medications, order status, and problems. Any of these clinical items that you have not yet
viewed on the Physician Portal application are displayed as follows in the various options:
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DISPLAYING PATIENT INFORMATION
MARKING CLINICAL DATA AS VIEWED

Unviewed clinical items are displayed in bold typeface in each of the various individual display options
found on the Patient Data Display (for example, unviewed test results are displayed in bold typeface on the
Test Results display option in the Patient Data Display).

The New Results display option in the Patient Data Display lists all unviewed clinical data for the currently selected patient, including clinical data from all of the categories listed above.

The Patient Summary tab lists all unviewed clinical data for all of the patients on your short patient list,
including clinical data from all of the categories listed above.
Once you have selected a particular clinical item, such as a test result, and viewed the details on either your
handheld or the Physician Portal, the typeface changes from bold to regular text in its respective individual display
option in the Patient Data Display. For example, that one test result would change from bold to regular typeface in
the Test Results display option. The clinical item is also removed from the New Results display option and the
Patient Summary tab.
You can also mark clinical data as viewed in groups, without having to individually select and display each specific
item.

You can mark as viewed an entire category of clinical data for a particular patient, from an individual display option on the Patient Data Display. For example, if you had just received a paper print-out of the
patient’s most recent test results, you could mark all of that patient’s test results as viewed from the Test
Results display option. The steps for this are described below.

You can mark as viewed all of a particular patient’s clinical data, or several categories of their clinical data,
all in one step, using the New Results display option. You might do this, for example, if you had just
reviewed a patient’s entire paper medical record. Instructions for this are in the section entitled Viewing
New Results for a Patient on page 119.

You can mark as viewed all of the new clinical data for all of the patients on your short list, in one step,
using the Patient Summary tab. You might do this, for example, if you had just reviewed all of the new
clinical data via that same tab. Instructions for this are in the section entitled Viewing a Summary of All
Patients on page 123.
To mark as viewed an entire category of clinical data for a particular patient, from an individual display option on
the Patient Data Display, follow the steps below. The steps are the same for all display options.
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Select the Timeframe that you wish to display.
3. Click the display option for the category of data that you want to mark as viewed, such as Lab Results,
Test Results, Allergies, Order Status, Problems, Medications, or Clinical Notes.
The patient’s unviewed clinical data is displayed, based on the Timeframe that you selected.
4. Click the Mark as Viewed
button (several pages with a check mark).
Please note that only those items that are currently displayed on the summary list are marked as viewed
when you click this icon. For example, if your Timeframe were set to Last 7 Days, any items that were
older than seven days ago would not be included in the summary display, and therefore would not be
marked as viewed. After clicking the Mark as Viewed icon, the summary display refreshes and the typeface of the unviewed data items is changed from bold to regular text.
DISPLAYING PATIENT INFORMATION
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MARKING CLINICAL DATA AS VIEWED
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DISPLAYING PATIENT INFORMATION
5
Viewing the Source of Clinical
Data
If your organization has implemented the Heath Information Exchange (HIE) option, then you can see the source
(from which your patients' clinical data was derived) on the Details panes of most clinical displays. For example, if
your organization shares data with other organizations in your area, then you could see from which organization a
particular item (such as a clinical note, a lab result, or an allergy status) was derived.
Depending on how your profile is configured, you may also be able to view the source of the clinical data on the
Summary screens of the clinical displays, as well as filter the Summary screen by source (for example, view only
those results that were derived from a particular hospital).
When the HIE option is implemented, it affects all of the displays below. It works in a similar manner in all of these
displays.

Allergies

Clinical Notes

Lab Results

Medications

Order Status (standard)

Problem List
VIEWING THE SOURCE OF CLINICAL DATA
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VIEWING SOURCE ON THE PATIENT DATA DISPLAY

Test Results

Vitals
NOTE: At this time, HIE is not available for the I/Os or CPOE Orders displays. Also, please note that HIE
works slightly differently on the Vitals and the Lab Results displays, as described in the following:
For the Vitals display, the Source column is not present on the Vitals Summary. Consequently, filtering or
sorting by source is unavailable. You can view the Source for an individual vital sign (for example, Blood
Pressure) via the Source field that is displayed on the Details pane.
The Lab Results display works differently in one respect: you cannot change the sort order of the Component Table on the Lab Results Summary. However, you can click on a table cell containing a numeric result
to display the details of that specific result. The Source field is then displayed under the Status field on the
Details pane.
If implemented by your organization, HIE functionality is also available on the Patient Summary tab where you
can view and sort patient data by source via the Source column. You can also filter the Patient Summary list by
source via the Sources filter.
Viewing Source on the Patient Data Display
When HIE is implemented for your organization, a Source field is included on the Detail panes of most of the
clinical displays. Its exact location may vary by display option.

Allergies: Near the top of the Details pane, just after the allergy name.

Clinical Notes: Near the top of the Details pane, just after the Status field for all types of Clinical Notes,
except those notes that have a MANUALREG source.

Lab Results: On the Details pane, as either the last field on the screen or under Status field.

Medications: On the Order tab, above the Notes/Comments field.

Order Status (standard): this pertains to all orders in which source appears under Physician Details.
NOTE: When both CPOE and HIE have been implemented, the Orders display option is available instead
of Order Status. The Source field appears last on the Orders Details pane. Please see your PK
representative for more information.

Problems: On the Details pane below the Status field.

Test Results: Near the top of the Details pane, just below the Search field.

Vitals: On the Details pane, just after the Time column.
In addition, a new column for Source may be present on the Summary pane of the clinical displays, if enabled in
your user profile:
Admin - User - HIE - Display Source in Clinical Summary (Web)
The Source column allows you to quickly see where the data came from. Just like any other column on a Summary
pane, you can use the Source column to sort the Summary list, effectively grouping all the results from the same
source(s) together:

PAGE 130
Click the ascending (
by Source.
) or descending (
) arrow in the Source column header to sort the summary list
VIEWING THE SOURCE OF CLINICAL DATA
FILTERING BY SOURCE ON PATIENT DATA DISPLAY
Filtering by Source on Patient Data Display
You may be able to filter the Summary pane of the clinical display by source, if enabled in your user profile:
Admin - User - HIE - Filter on Source (Web)
The Sources filter allows you to trim down the Summary list and view just the clinical items that were derived
from a particular source or sources that have been designated as HIE sources.
1
The Sources filter also works in combination with the standard filters for a given clinical display.
1. From the Summary pane for a clinical display, click Sources.
NOTE: An asterisk appears on the Sources* filter to indicate when one or more sources have been
excluded. No asterisk indicates that All Sources are included. In some cases, there may be other Sources
referenced by PatientKeeper that are not listed in the Sources Reference list. These too can also appear in
the Source Options.
VIEWING THE SOURCE OF CLINICAL DATA
PAGE 131
FILTERING BY SOURCE ON PATIENT DATA DISPLAY
The Source Options screen is displayed, showing a list of all available sources. All is the default.
2
3
2. Select the source(s) of data that you want to include from Source Options screen. You can either:
a. Select All to show clinical data derived from all sources; or
b. Uncheck All and select one or more specific sources.
3. When done, click OK.
4. (Optional) Select a standard filter for the current display option.
4
The clinical items that match the selected sources (and also the standard filter criteria, if you chose one) are
displayed. The sources and standard filter remain selected until you choose something different.
To go back to showing all of the source and clinical data for the patient:
1. Select the standard Filter and check All.
2. Select Sources*, and check the All check box.
3. Click OK.
PAGE 132
VIEWING THE SOURCE OF CLINICAL DATA
6
Managing Patient Problems
The Physician Portal application lets you collaboratively manage patient problems, particularly in settings where
there are several clinicians on the team (intern, resident, fellow, attending) or where night float residents typically
cover the nights before signing out to the day team. Clinical problems can also be added and modified by one
person to update other team members who also have a relationship to the patient.
On the Physician Portal, clinical problems can be added and modified using the Problems option, which is located
on the standard Patient Data Display. The Patient Data Display is available on the Patient List tab, or by clicking
the Details icon
from a variety of other options.
Entering a New Problem
To enter a new problem for a patient, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Click the Problems display option.
Any problems already associated with the patient are displayed in the summary Problem List window. You
can click on any problem to see the details about it.
3. Click the Add Problem button, located in the upper right corner of the Problem List window.
MANAGING PATIENT PROBLEMS
PAGE 133
ENTERING A NEW PROBLEM
The Add Problem dialog box appears.
4. Enter a problem for the patient. You can either select a problem from the Diagnosis Picker, or search
through the entire master diagnosis code list:
–
See Selecting a Problem from the Diagnosis Picker on page 135
–
See Searching for a Problem from the Master Diagnosis List on page 136
The selected diagnosis is shown in the Add Problem dialog box after the word Problem*.
5. Enter additional attributes for the problem. The list of attributes can vary by organization; those on your
system may not be the same as those listed here.
–
Hidden: This setting has no effect.
–
Status: Select the current status of the problem. Your choices are Active, Inactive, or Resolved.
–
Onset: Enter the date and time of onset for this problem, if known. If left blank, the current date and
time is saved as the date of onset.
–
Diagnosed: Enter the date and time that this problem was diagnosed, if known. If left blank, the
current date and time is saved as the diagnosis date.
–
Resolved: Enter the date and time this problem was resolved (if known, or if resolved).
6. Click the Save button to save this problem, or click Cancel to close the window without saving.
The problem is added to the Problem List summary.
PAGE 134
MANAGING PATIENT PROBLEMS
ENTERING A NEW PROBLEM
Selecting a Problem from the Diagnosis Picker
The Diagnosis Picker is a categorized list of diagnosis codes created specifically for your department. To select a
diagnosis using the Diagnosis Picker, click the DxPicker link. A window opens in which individual diagnosis
codes are grouped under categories and subcategories.
1. Click a category to display
the codes within it.
2. Click a code to select it.
3. The selected code is displayed
at the bottom of the window.
Click on a category or subcategory on the left side of the window. A list of diagnoses in that category is displayed
on the right side. Along the top of the dialog box, there are options you can use to further narrow the list of pickers.

Enter text in the Search field to display only those picker categories or codes that contain the text. For
example, if you enter “valve,” the picker list on the left shows only those categories or codes that contain
the word “valve.”

Use the Default Selection field to determine what item will be automatically selected on the left side of the
screen the next time you use the picker list to enter problems for a patient. Your choices are:
–
Top Level: The top level category (My Pickers) is selected by default, which shows all picker
categories and subcategories.
–
Last Selected Category: The last category you selected the last time you used the picker list to enter
problems for a patient, or edited your picker list on the Preferences tab, is selected by default.
–
Nothing: Nothing is automatically selected.
When you see the diagnosis you want on the right side of the screen, click on it. It is added to the Selected Items list
at the bottom of the screen. You may select only one diagnosis on this screen. Click the OK button when you are
done, and the Problem List window is redisplayed, listing the problem that you selected.
Please note that stock Diagnosis Picker lists are defined by your department administrator and are available for use
by any user in your department. However, you can modify the Diagnosis Picker list by hiding categories or codes
that you do not find useful, or by adding your own categories or codes. To edit your Picker list, go to the
Preferences tab and select Problem List from the Edit Settings drop-down list. See Problem List Settings on
page 30 for more information.
MANAGING PATIENT PROBLEMS
PAGE 135
ENTERING A NEW PROBLEM
Searching for a Problem from the Master Diagnosis List
To search for an item from the complete list of diagnoses, just enter a full or partial code or description, and then
click the Search icon
(or press the Enter key on your keyboard). If you enter a complete code or description
and there is an exact match for it, it is automatically selected. If there is not an exact match, a list of diagnoses that
are potential matches is displayed. Click on the one you want to select it.

Code Example 1: If you enter “428.0” the code 428.0 is selected automatically, since it is a complete code
and has an exact match in the list.
The exact match for 428.0 is
selected and displayed

Code Example 2: If you enter “20” all codes containing this 2-digit sequence are displayed, such as 200.00,
202.27, 208.81, etc., along with their text descriptions. You can then select the appropriate code from the
list.
Four pages of matches containing
the numerical sequence 20 are
displayed so that you may select the
one you want.

Description Example: If you enter “hemorrhage” all diagnosis descriptions that contain the word “hemorrhage” are displayed, along with their numeric codes. You can then select the appropriate diagnosis from
the list. Each diagnosis in the master diagnosis list can also have common keywords associated with it.
Check the Search Keywords checkbox to also search these diagnosis keywords for the phrase that you
entered.
NOTE: Your institution might implement a medical vocabulary to provide an alternate set of diagnosis
descriptions, such as the Intelligent Medical Objects (IMO) vocabulary. If your institution has
PAGE 136
MANAGING PATIENT PROBLEMS
EDITING OR DELETING PROBLEMS
implemented such a vocabulary, your search results will return medical descriptions that differ from the
ICD9 terminology, and the key word search feature will be disabled.
All diagnoses containing
“hemorrhage” are shown
Editing or Deleting Problems
To modify or delete a problem for a patient, follow these steps:
1. Select a patient on the Patient List tab, or click on the Details icon
from another option.
2. Click the Problems display option.
Any problems already associated with the patient are displayed in the summary Problem List window.
3. Click on the problem you want to modify or delete. The details of that problem are displayed in the
Problem Detail window. At the top of the window are the Edit and Delete buttons.
–
To resolve the problem, click the Resolve button associated with the problem on the list. Resolving a
problem updates the Last Used value with the current date and time, and changes the status from
Active to Resolved (you can change the status back to active by clicking the Activate button).
–
To modify the problem, click the Edit button. In the Edit Problem dialog box, change any of the
desired fields, and then click Save.
–
To delete a problem, click the Delete button, and then click Yes to confirm the deletion.
MANAGING PATIENT PROBLEMS
PAGE 137
EDITING OR DELETING PROBLEMS
PAGE 138
MANAGING PATIENT PROBLEMS
7
Searching for Patients or Visits
Everyone in your institution who uses PatientKeeper can search for a patient or visits. For example:

A healthcare provider searches for a patient visit to add it to her short list before she sees a patient. She can
search from the Patient List tab (Add Patient on the Manage drop-down list), or from the Patient Search
tab.

A physician who is providing a consult for a colleague looks up information for a patient who is not on his
short patient list. The provider uses the Patient Search tab to easily find the patient.

A provider in a supervisory role wants to look up information for a patient who is assigned to one of their
staff. Using the Patient Search tab, the provider has access to all the patients on the census list.

An administrator, who does not have a patient list of her own, needs to review patient information. The
administrator can find the patient using the Patient Search tab.

An administrator or provider who wants to verify that a patient or visit has not already been registered in
their source ADT/Registration system, before they manually register a new patient, or manually add a new
visit to an existing patient can look up the patient on the Patient Search tab.
In any of these scenarios, you use the search screen to enter identifying information about the patient or visit. The
same search screen appears after selecting the Add Patient option on the Patient List tab, or when a user accesses
the Patient Search tab. However, depending on the privileges the user has been granted in their user profile, some
of the buttons on this screen may be disabled.
SEARCHING FOR PATIENTS OR VISITS
PAGE 139
ACCESS RESTRICTIONS TO PATIENT AND VISIT SEARCH
Access Restrictions to Patient and Visit Search
There are several settings that control how you search, view, and edit information on the Patient List and Patient
Search tabs. Only a system administrator can change these settings.

The Allow Patient/Visit Search setting determines whether or not you have access to the Patient Search
tab.

The Restrict Patient Lookup To setting determines which patient visits you can select.

The Clinical Results View Access (web only) setting determines whether or not you have access to clinical data items, such as “reason for visit”, medications, lab results, test results, clinical notes, etc.
Please refer to Access Restrictions to Patients and Their Data on page 3 for further information on any of these
settings.
Overview of Patient and Visit Search
When you click the Patient Search tab, or select the Add Patient option on the Patient List tab, the Select
Patient window is displayed. This window contains the Patient Search Criteria and Visit Search Criteria fields
where you can enter identifying information about the patient or visit, and then perform a search.
You may also be able to run predefined searches on this screen. If your organization has implemented this feature,
there is a drop-down list of predefined searches located at the top of the screen, and a Run Predefined Search
button.
Your organization works with their PatientKeeper representative to define the search criteria fields. As a result, the
fields vary from institution to institution. See Common Search Criteria Fields on page 143 for a list of commonly
used search criteria fields.
You can use any of the search criteria fields to find the patient you want. The more specific your query, the fewer
matches will be listed, making it easier to look through the results. If your search is very broad, you’ll have more
results, and you might even get more than the maximum number of display results. Be as specific as you can when
you are filling in the search fields.
After you enter your search criteria, click either the Run Predefined Search, Search for Patients, or Search for
Visits button. Each button is useful in different situations and produces different results. Please refer to the
following sections for more information:

Using Predefined Searches on page 140

Using the Search for Patients Option on page 142

Using the Search for Visits Option on page 142
Using Predefined Searches
Predefined searches are an optional feature that may or may not be implemented at your organization (by default,
this feature is turned off). In general, predefined searches are lists defined from a third party list management
system (for example, your source HIS system) and fed to PatientKeeper via an interface. Predefined searches do
not use any other search criteria on the search screen. Predefined searches require custom implementation work by
your PatientKeeper team.
PAGE 140
SEARCHING FOR PATIENTS OR VISITS
OVERVIEW OF PATIENT AND VISIT SEARCH
Predefined searches return one entry per visit for the patient. If a patient has had multiple visits that match the
predefined search criteria, each of those visits is listed. Keep in mind that the Run Predefined Search button only
returns visits; therefore, a patient who does not have any visits that meet the criteria of the predefined search, will
not appear in the search results.
To use a predefined search, simply select a predefined search from the drop-down list and click the Run
Predefined Search button.
Click here to start the
predefined search
Use the Clear Criteria button to clear
the criteria fields and start over
Predefined
Search area
Visit and
Search
criteria fields
left blank
Display of
visits that
match your
criteria.
All patient visits that meet the predefined search criteria are selected and displayed in the results area at the bottom
of the screen. If you cannot easily locate the patient visit that you want from this list, enter some information in the
Patient Search Criteria and/or Visit Search Criteria fields and then click the Search for Patients or Search for
Visits button (see Using the Search for Patients Option on page 142 or Using the Search for Visits Option on
page 142). This is an entirely new search; the system does not combine the predefined search criteria with the
criteria in the Patient Search Criteria and/or Visit Search Criteria fields.
Once you have the search results, you can work with the patient information. You can:

Click the Details icon
to review a patient’s demographic, visit, or clinical information (see Displaying
Patient Information on page 67 for more information).

Click on one or more patient visits to select them, and then click the Add to Patient List button to add it to
your short patient list (see Adding a Patient to Your List on page 46 for more information).

Click on one or more patient visits to select them, and then click the Send to User(s) button to add them to
another user’s short patient list (see Sending a Patient to Another User on page 54 for more information).

Click on a patient visit to select it, and then click the Edit, Cancel Visits, Reassign Visits, Verify, or Add
Visit buttons to edit demographic or visit data, cancel a visit, reassign a visit to another provider or service,
verify a non-verified patient and the visit, or manually add a visit to a patient (see Registering Patients and
their Visits on page 149 for more information).
SEARCHING FOR PATIENTS OR VISITS
PAGE 141
OVERVIEW OF PATIENT AND VISIT SEARCH
Using the Search for Patients Option
The Search for Patients option lets you search the complete patient list, including all authenticated and manually
registered patients, regardless of whether or not they have had any visits. Clicking the Search for Patients button
returns only one entry per patient record.
To use the Search for Patients option, enter data in one or more of the Patient Search Criteria fields and then click
the Search for Patients button. All patient records that match the criteria you entered in the Patient Search Criteria
fields are displayed in the results area at the bottom of the screen. If you entered data in the Visit Criteria fields it is
ignored.
Use the Clear Criteria button to clear
the criteria fields and start over.
Patient
search
criteria
fields.
Click the
Search
for
Patients
button to
start your
search.
Display of patients that match your criteria.
Once the results are displayed, you can work with the patient information. You can:

Click the Details icon
to review that patient’s demographic, visit, or clinical information (see Displaying Patient Information on page 67 for more information).

Click the Add Patient button to manually register a new patient (see Registering Patients and their Visits
on page 149 for more information).

Click on a patient to select it and then click the Add Visit or Edit buttons to manually add a visit to the
patient, or edit the patient’s demographic information (see Registering Patients and their Visits on
page 149 for more information on these registration functions).
Using the Search for Visits Option
The Search for Visits option lets you search through the complete patient visit list to find patient visits. Clicking the
Search for Visits button returns one entry per visit for the patient. If a patient has multiple visits that match your
search criteria, all the visits are listed. Keep in mind that the Search for Visits button only returns visits; therefore,
if a patient does not have any visits, that patient does not appear in the search results.
PAGE 142
SEARCHING FOR PATIENTS OR VISITS
COMMON SEARCH CRITERIA FIELDS
When using the Search for Visits option, you can enter data in any of the Patient Search Criteria and/or Visit Search
Criteria fields. After you click the Search for Visits button, all visit records that match the criteria you entered are
displayed in the results area.
Use the Clear Criteria button to clear
the criteria fields and start over.
Patient
search
criteria
fields.
Visit search
criteria
fields.
Click the
Search for
Visits
button to
start the
search.
Display of
visits that
match your
criteria.
Once you have the search results, you can work with the patient information. You can:

Click the Details icon
to review the patient’s demographic, visit, or clinical information (see Displaying Patient Information on page 67 for more information).

Click on one or more patient visits to select them, and then click the Add to Patient List button to add it to
your short patient list (see Adding a Patient to Your List on page 46 for more information).

Click on one or more patient visits to select them, and the click the Send to User(s) button to add them to
another user’s short patient list (see Sending a Patient to Another User on page 54 for more information).

Click on a patient visit to select it, and then click the Edit, Cancel Visits, Reassign Visits, Verify, or Add
Visit buttons to edit demographic or visit data, cancel a visit, reassign a visit to another provider or service,
verify a non-verified manually created patient, or manually add a visit to a patient (see Registering Patients
and their Visits on page 149 for more information).
Common Search Criteria Fields
Listed below are the most common search criteria fields.

Predefined Searches
–
Predefined Search drop-down list: This field appears only if your organization has implemented
predefined searches. Select a predefined search from the drop-down list. Predefined searches are
created by your PatientKeeper team and vary by organization. The name of the search should be
descriptive enough to identify the visits that will be selected.
SEARCHING FOR PATIENTS OR VISITS
PAGE 143
COMMON SEARCH CRITERIA FIELDS

Patient Search Criteria Fields
–
Last: Enter all or the first few letters of the patient’s last name.
–
First: Enter all or the first few letters of the patient’s first name.
–
DOB: Enter the patient’s date of birth in your country’s standard format of either mm/dd/yyyy or dd/
mm/yyyy, or use the calendar icon to select from a pop-up calendar.
–
Gender: Select a gender of (M)ale, (F)emale, or (U)nknown.
–
SSN: Enter a nine digit social security number with or without dashes. For example, 123-45-6789 and
123456789 are both acceptable formats.
–
MRN: Enter a medical record number with up to four leading zeros, or do not use leading zeros at all.
For example, whether you enter 1234 or 00001234, the patients with the following MRNs are found:
1234, 01234, 001234, 0001234, and 00001234. If you enter more than four leading zeros, the system
finds an exact match (0000001234 finds 0000001234), or any number of leading zeros up to four
(0000001234 also finds 1234, 01234, 001234, 0001234, and 00001234).
NOTE: In some cases, a patient record can have more than one MRN, if that patient is associated with
more than one facility in your source system. This can occur in a single-domain environment when
MEDITECH is your source ADT/Registration system. In this case, you can use any of the patient’s
MRNs to find them. Any displays that include MRN show all MRNs associated with the patient.

Visit Search Criteria Fields
–
Visit Type: Select a type of visit from the drop-down list. The visit types are set by your organization
and might include inpatient, outpatient, emergency room, recurring, and pre-registration.
–
Visit Status: Select the visit status from the drop-down list. Your choices include Active, Inactive, or
Cancelled.
The Visit Status criteria uses both the visit’s status and the start and end dates for the visit type to determine which visits to include in the search results. The table below illustrates how various combinations
of Visit Status and start/end dates work together.
Visit Status
Search Criteria
ACTIVE
INACTIVE
CANCELLED
PAGE 144
Visit Status on the
Visit
ACTIVE
ACTIVE
INACTIVE
CANCELLED
INACTIVE
INACTIVE
ACTIVE
ACTIVE
CANCELLED
CANCELLED
CANCELLED
ACTIVE
INACTIVE
Today’s Date (or the date
is
on or between the Visit’s
Start and End Dates
Yes
No
n/a
n/a
Yes
No
No
Yes
n/a
Yes
No
n/a
n/a
defined in the search criteria)
Included in Search
Results?
Yes
No
Never
Never
Yes
Yes
Yes
No
Never
Yes
Yes
Never
Never
SEARCHING FOR PATIENTS OR VISITS
COMMON SEARCH CRITERIA FIELDS
Some important points to consider: 1) for visits that are based on admission and discharge dates, if the
Discharge Date is blank, it is considered to be in the future, and 2) the time of the visit is never considered; only the date is used.
–
Visit Number: Enter a visit number to find the specific visit with that number.
–
Appointment Date: For outpatients, enter a specific appointment date in your country’s standard
format (either mm/dd/yyyy or dd/mm/yyyy), or select one from the pop-up calendar. If you are
searching for a date in the past, you must also check Include Past Visits.
–
Admit Date: For inpatients, enter a specific date of admission in your country’s standard format
(either mm/dd/yyyy or dd/mm/yyyy), or select one from the pop-up calendar. To include inpatient
visits that have been discharged, you must also check Include Past Visits.
–
Discharge Date: For inpatients, enter a specific date of discharge in your country’s standard format
(either mm/dd/yyyy or dd/mm/yyyy), or select one from the pop-up calendar.
–
Admit/Appt Date: Enter a date in your country’s standard format (either mm/dd/yyyy or dd/mm/
yyyy) to search for either an inpatient visit with that admission date, or an outpatient visit with that
appointment date. If you are searching for inpatient visits that have been discharged, or outpatient
visits in the past, you must also check Include Past Visits.
–
Admitted on or after, Admitted on or before, Discharged on or after, Discharged on or before:
One or more of these fields may be available for use when searching for inpatients. Enter a date, or
select on from the pop-up calendar, that describes when the inpatient was admitted or discharged.
–
Admit in last N days: Limit the search results to recent inpatient admissions or outpatient
appointments by specifying the number of days since they were admitted. For outpatient appointments,
the appointment date is considered to be the admit date. Some of the common settings are:
–

Set to 0 to see inpatients admitted today (since midnight) or in the future. For outpatient
appointments, this would include appointments today or in the future.

Set to 1 to see inpatients admitted yesterday, today, or in the future. For outpatient appointments,
this would include appointments from yesterday (if Include Past Visits is checked), today, or in
the future.

Set to 30 to see inpatients admitted within the last 30 days or in the future. For outpatient
appointments, this would include appointments within the last 30 days (if Include Past Visits is
checked), today, or in the future.
D/C in last N days: Limit the search results to include current inpatients and recently discharged
inpatients by specifying the number of days since they were discharged. For outpatient appointments,
the appointment date is considered to be the discharge date. Some of the common settings are:

Set to 0 to see the inpatients discharged today (since midnight), along with current inpatients. For
outpatients, this would include appointments today or in the future.

Set to 1 to see the inpatients discharged yesterday and today, along with current inpatients. For
outpatients, this would include appointments from yesterday (if Include Past Visits is checked),
today, or in the future.

Set to 30 to see inpatients discharged within the last 30 days, along with current inpatients. For
outpatients, this would include appointments within the last thirty days (if Include Past Visits is
checked), today, or in the future.
SEARCHING FOR PATIENTS OR VISITS
PAGE 145
COMMON SEARCH CRITERIA FIELDS
–
Insurance Type: Select the patient’s insurance coverage from the drop-down list.
–
Facility: Select the facility in which the outpatient appointment is booked, or in which the inpatient is
located. In a single-domain environment, the Facility field is a simple drop-down list of facilities. In a
multi-domain environment (i.e., when there is more than one source MEDITECH system), the Facility
field displays of a list of domains, and indented underneath each domain is the list of facilities
associated with it.
–
Unit: For inpatient visits, select the patient’s current nursing unit. Please note that you must first select
a Facility, in order to view choices for the Unit field.
–
Med Service: Select the medical service with which the inpatient visit or outpatient appointment is
booked.
–
Provider Types: There may be several fields for various types of providers on your screen. For
example, your institution might want to use Admitting, Scheduled, and Attending providers as
selection criteria. Simply enter all or part of a provider’s last name in any of these fields. Only those
visits which have a matching provider name of that type are found.
–
Include Cancelled Visits: Leave this box unchecked so that cancelled visits are not included in the
search results. If you would like to see cancelled visits, check the box.
NOTE: If your source system is MEDITECH®, there are two different activities that can result in a
cancelled visit in the PatientKeeper system. The first, as you would expect, is the act of cancelling a
visit in the MEDITECH system. The second, is the act of editing the visit type, date, or time of a visit
in the MEDITECH system. When any of these elements are edited in MEDITECH, the end result in
the PatientKeeper system is two visits: the original visit, which is marked as cancelled, and a new visit
containing the updated information.
–
Include Past Visits: Leave this box unchecked so that visits whose end date is earlier than today’s date
are not included in the search results. If you would like to see past visits, check this box.
NOTE: A visit’s end date is based on the Current Visit: End Date associated with that type of visit
(see the Administration Tools User’s Guide for more information on this field). Typically, the discharge
date is considered the end date for visits that have admit and discharge dates (such as inpatient visits),
while the scheduled date is considered the end date for visits that have only a scheduled date (such as
outpatient appointments).
–

Miscellaneous Search Criteria Fields
–
PAGE 146
Show Only Mergeable: If your organization has implemented the patient merge feature, then the
Show Only Mergeable checkbox may be available as a search criteria on this screen (this field can be
enabled via an XML customization). Leave this box unchecked so that all visits (both those that can
and cannot be merged) are included in the search results. To see only those visits that can be merged
with other visits, check this box (see Merging Patients on page 177).
Non-Verified Patients: If your organization allows manual creation of non-verified patients, then the
Non-Verified Patients field may be available as a search criteria on this screen (this field can be
SEARCHING FOR PATIENTS OR VISITS
COMMON SEARCH CRITERIA FIELDS
enabled via an XML customization). A non-verified patient is a patient who has been manually
registered and has not yet been verified.
NOTE: This criteria is applicable only to patients. As a result, on the Patient Search tab, this
criteria is applied only when using the Search for Patients button, and is ignored when using the
Search for Visits button. On the Patient List tab, this criteria is not visible on the visit search
screen that appears after selecting the Add Patient option from the Manage drop-down list.
If your organization has enabled this field, you can use it as part of your search criteria. The options
include:

Blank: Leave the field blank (no option selected) if you want to include all patients in the search.
This includes patients who were manually registered and not yet verified, patients who were
manually registered and subsequently verified, and authenticated patients.

Exclude Non-Verified Patients: Select this option if you do not want to see any non-verified
patients in the results list.

Show only Non-Verified Patients: Select this option if you want to see only non-verified patients
in the results list. You could use this option to find all the non-verified patients in the census list, so
that you could verify them all at once using the Verify button.
SEARCHING FOR PATIENTS OR VISITS
PAGE 147
COMMON SEARCH CRITERIA FIELDS
PAGE 148
SEARCHING FOR PATIENTS OR VISITS
8
Registering Patients and their
Visits
The PatientKeeper system gives administrators and healthcare providers the ability to manually register new
patients directly in PatientKeeper, rather than through the facility’s source ADT/Registration system.
Usually when new patients are registered, their accounts are set up through the hospital or health company (HMO)
source registration system. To make the patient information available to PatientKeeper users, the source system is
then interfaced to PatientKeeper. A patient who is registered through the source system is known as an
authenticated patient.
In other cases, a new patient is registered directly in PatientKeeper. A patient who is registered through
PatientKeeper is called a manually registered patient. For example, if a doctor sees a new patient for the first time
in the ER, he can use PatientKeeper to capture basic patient information so that he can start treatment.
Patients are usually manually registered in the PatientKeeper system as a temporary solution, to accommodate
situations where visit, sign-out, or forms data must be posted before the patient is registered in your existing
hospital system. Manually registered patients and their visits are usually merged or resolved with an authenticated
REGISTERING PATIENTS AND THEIR VISITS
PAGE 149
patient record once the record is created in your source ADT/Registration system and then interfaced to the
PatientKeeper system.
NOTE: In some situations, the manually registered patient record is never merged with an authenticated
patient record. For example, some organizations may not have interface feeds from their associated Long Term
Care or Skilled Nursing Facilities. The patients seen in those facilities are manually registered in the
PatientKeeper system as permanent patient records, with all of the appropriate information for scheduling and
billing.
Patients can be manually registered on the web or Handheld Native devices (manual registration is not available on
Handheld Browser devices). These manually registered patients can be either verified or non-verified.
What is the difference between verified and non-verified patients?

Verified patients are identified with an asterisk at the end of their name (for example, DARR, MOLLY*). A
verified patient is one whose patient information is considered complete and accurate. Verified patients
have access to more workflows. This means that you can do many of the same tasks that you can do for an
authenticated patient.

Non-verified patients are identified by quotation marks around their name (for example, “DARR,
MOLLY”). A non-verified patient is one whose patient information has not yet been “verified” or confirmed, by an administrator. Non-verified patients are excluded from some workflows, and can be set to be
hidden.
How are non-verified patients created?

On the web platform, if the user’s Can Add/Edit PK Patients user preference is set to Can edit patients,
created patients are non-verified, then all manually registered patients are non-verified.

On the Handheld Native platform, if auto-verification is enabled, but the user does not complete all of the
fields required for auto-verification, then the patient is non-verified. Or, if auto-verification is not enabled,
then all manually created patients are non-verified.
How are verified patients created?

On the web platform, if the user’s Can Add/Edit PK Patients user preference is set to Can edit patients,
created patients are verified, then all manually registered patients are verified.

On the Handheld Native platform, if auto-verification is enabled, and the user completes all of the fields
required for auto-verification, then the manually created patient is verified automatically upon submission
to the server.
How does a patient change from a non-verified state to a verified state?

On the web, any user who has the Can Verify Patients user preference set to Yes can verify a non-verified
patient. The user finds the patient on the Patient Search tab, selects them, and then clicks the Verify button. Once the patient has been verified, the quotation marks are removed and an asterisk is appended to
their name (DARR, MOLLY*).

Or, if a non-verified patient is merged with a verified or authenticated patient, the resulting merged patient
takes on the status of the target patient (verified or authenticated, respectively).
The following tasks are described in this chapter:

PAGE 150
Register a new patient by entering basic demographic information. See Manually Registering a New
Patient on page 158
REGISTERING PATIENTS AND THEIR VISITS
ACCESS RESTRICTIONS TO REGISTRATION FUNCTIONS

Register a patient and create a visit at the same time. See Manually Registering a Patient and Adding a
Visit in One Step on page 159.

Add a visit, such as inpatient, outpatient, or ER, to an existing patient (authenticated or manually registered) Manually Adding a Visit to a Patient on page 162.

Edit basic demographic information for a patient. See Editing a Patient on page 164.

Edit a manually added visit. Or, edit a visit that has been interfaced from your source hospital system for
authenticated patients (this may not be available at all sites). See Editing a Visit on page 166

Cancel a manually added visit. Or, cancel a visit that has been interfaced from your source hospital system
for authenticated patients (this function may not be available at all sites). See Cancelling a Visit on
page 169

Reassign patient visits, either individually or in batches, to healthcare providers or groups, such as scheduled providers, hospitalists, or medical services (available for both manually added visits and visits that
have been interfaced from your source hospital system). See Reassigning Visits to New Providers or Services on page 171.

Move a visit from one patient to another (both authenticated and manually registered). See Moving a Visit
from One Patient to Another on page 173

Merge two visits for the same patient into one visit. See Merging Visits on page 175.

Merge patient records (both authenticated and manually registered). See Merging Patients on page 177.

Verify manually registered patients. See Verifying Manually Registered Patients on page 182
Although the manual registration functions are disabled by default, your PatientKeeper representative can
enable them in any of the configurations listed below.
–
PatientKeeper with PatientKeeper Repository™
–
Direct Integration to MEDITECH® with Downtime Solution
–
Direct Integration to Cerner™ with Downtime Solution
NOTE: In the direct integration configurations, all manually registered patient and visit data are stored in the
PatientKeeper system only, and are not sent back to the source system.
Manual registration cannot be enabled in systems where the PatientKeeper Repository is not used (for example, when Cerner™ or Siemens™ are the data repositories).
Access Restrictions to Registration Functions
Access to these options is controlled by your user preference settings, which are set by your system administrator.
In many organizations, healthcare providers are not given access to registration functions. Typically, only ancillary
staff or administrative personnel register new patients, add new visits, or otherwise change patient demographic or
visit data.

Can Access Patient List on the Web: This setting enables or disables the Patient List tab for a user (the
Patient List tab contains several registration functions).

Allow Patient/Visit Search: This setting enables or disables the Patient Search tab for a user (the Patient
Search tab contains many registration functions).
REGISTERING PATIENTS AND THEIR VISITS
PAGE 151
WHERE ARE THE REGISTRATION FUNCTIONS?

Scheduling Access: This setting enables or disables the Schedule tab for a user (the Schedule tab contains
several registration functions).

Can Edit Interfaced Patients: This setting enables or disables a user’s ability to edit basic patient demographic information for patients interfaced from your source ADT/Registration system.

Can Add/Edit PK Patients: This setting enables or disables a user’s ability to manually register patients
directly in the PatientKeeper web application, as well as to edit the basic demographic information for
those patients. It also determines whether the manually registered patients are verified or non-verified.

Can Edit Interfaced Visits: This setting enables or disables a user’s ability to edit visits that are interfaced
from your source ADT/Registration system.

Can Add/Edit PK Visits: This setting enables or disables a user’s ability to manually add visits directly in
the PatientKeeper system, as well as to edit those visits.

Allow Patient Assignment: This setting enables or disables a user’s ability to reassign patient visits to different providers or services, in all options from which this function is available.

Can Cancel Appointments: This setting enables or disables a user’s ability to cancel appointments, in all
options from which this function is available.
Since there are several settings that affect registration functions, a user may have access to one feature without the
other. For example, a user might have access to the Patient Search tab (to look up information for patients who are
not on their short list) but not be able to register new patients on that tab.
Where are the Registration Functions?
The table below lists all of the registration functions, and the tabs from which they are available:
Registration Task
Located on Tab(s)
Manually register a patient (without a Patient Search
visit)
*User must first perform a search to
confirm that the patient is not already in
the system.
Manually register a patient and a
visit.
Patient Search
*User must first perform a search to
confirm that the patient is not already in Schedule
the system.
Manually register a patient and a
visit. Then add the patient visit to
your short list.
Button/Sub-Option
Add Patient button, or Create a
new Patient from the search
criteria link
Add Visit button, or [Visit Type]
links (for example, Outpatient or
Inpatient links)
Add Visit button
Patient List
Sign-Out Summary
Manage button > Add Patient
option
Patient List
Sign-Out Summary
Manage button > Add [Visit
Type Name] option (for example,
Add Outpatient Visit option)
*User must first perform a search to
confirm that the patient is not already in
the system.
Manually register a patient and a
visit. Then add the patient visit to
your short list.
* No preliminary search required. Only
available via XML customization.
PAGE 152
REGISTERING PATIENTS AND THEIR VISITS
OVERVIEW OF MANUAL REGISTRATION
Registration Task
Manually add a visit to an existing
patient.
*User must first perform a search to
confirm that the visit is not already in
the system.
Verify patients
Cancel visits
Reassign visits
Merge patients, merge visits, or
move visits
Unmerge patient records that were
merged in error
Edit patient information
Edit visit information
Located on Tab(s)
Patient Search
Patient List
Sign-Out Summary
Patient List (or after
clicking the Details
icon)
Patient List (or after
clicking the Details icon)
Schedule
Patient Search
Patient Search
Schedule
Patient Search
Schedule
Sign-Out Summary
Patient Search
Patient List (or after
clicking the Details icon)
Patient Search
Patient List (or after
clicking the Details icon)
Patient List (or after
clicking the Details icon)
Patient Search
Patient List (or after
clicking the Details icon)
Sign-Out Summary
Button/Sub-Option
Add Visit button
Manage button > Add Patient
option
Visits display option > Add
button
Patient Detail display option >
Add button
Add Visit button
Verify button
Cancel Visit(s) button
Reassign Visit(s) button
Reassign Visit link
Merge link
Patient Detail display option >
Merge History link
Edit button
Visits display option > Edit Visit
button
Patient Detail display option >
Edit Patient button
Edit button
Visits display option > Edit Visit
button
Edit Visit link
All of the tabs listed above (Patient List, Sign-Out Summary Schedule, and Patient Search) also have functions
that are not related to manually registering patients or adding visits. For example, the Patient List tab is used by
providers to view clinical, demographic, or visit data for patients on their short list, as well as to manage the
contents of their short list (see Managing Your Patient Short List on page 37). The Sign-Out Summary is part of
the optional PatientKeeper Sign-Out™ application, and is used to manage patient sign-out information.
Overview of Manual Registration
The first step of manual registration is to determine if the patient is in the system.

Administrators, such as registration clerks, are the persons usually responsible for registration functions.
They usually work from the Patient Search tab and use the search criteria to search through all the patient
records to find patient data, such as when they are confirming insurance information. They might also perform registration tasks when reviewing provider schedules on the Schedule tab.

Healthcare providers occasionally perform registration functions. They usually work from the Patient List
tab (in addition to the Sign-Out Summary), searching their short patient list and the census list when they
need to find a patient. Providers can also use the Patient Search tab to look up patient information.
If the patient and/or visit is not in the database, the next step is to manually register the new patient and their first
visit, or to manually add a new visit to an existing patient. Administrators, and providers who have access to
registration functions, can perform these tasks on the tabs mentioned above.
REGISTERING PATIENTS AND THEIR VISITS
PAGE 153
OVERVIEW OF MANUAL REGISTRATION

When a provider is working from the Patient List, Sign-Out Summary, tab and registers a new patient, it
is usually because they want to add that patient to their short list, so that they can provide care. This workflow is described in Adding a Patient to Your List on page 46.

The registration tasks available on the Patient Search tab and the Schedule tab are more comprehensive,
and include additional administrative registration functions. All of the registration tasks available on the
Patient Search tab and the Schedule tab are described in this chapter.
To search for a patient using the Patient Search tab, click the tab and then enter identifying information about the
patient or visit (see Searching for Patients or Visits on page 139 for details on using the search criteria fields). After
you enter your search criteria, click the Run Predefined Search, Search for Patients, or Search for Visits button.
All the patients or visits that match your criteria are displayed in the results section at the bottom of this window.
Let’s take a look at the results of each kind of search:

The Search for Patients button lets you search the complete patient list, including all authenticated and
manually registered patients, regardless of whether or not they have had any visits. The Search for
Patients button returns only one entry per patient record. You can use it to quickly check the patient list to
see if the patient exists. You can then perform any of the activities listed below.
Patient
search
criteria fields.
Click here to
start
searching for
patients.
Display of
patients that
match your
criteria.
Edit an existing patient’s
demographic information.

PAGE 154
Verify a nonverified patient.
Manually register a
new patient
Manually add a visit to
an existing patient.
–
Manually register a new patient.
–
Manually register a new patient and add their first visit at the same time.
–
Edit an existing patient’s demographic data.
–
Add a visit to an existing patient.
–
Merge two patient records.
–
Verify a non-verified patient.
The Search for Visits and Run Predefined Search buttons let you search for patient visits. These buttons
return one entry per visit for the patient. If a patient has had multiple visits that match your search criteria,
REGISTERING PATIENTS AND THEIR VISITS
OVERVIEW OF MANUAL REGISTRATION
each of those visits is listed. (Keep in mind that these buttons only show visits; therefore, if a patient does
not have any visits, then they do not appear in the search results.) After using the Run Predefined Search
or Search for Visits button, you can take any of the actions listed below.
1a) Select a predefined search and click Run Predefined Search, or
1b) Enter any combination of Patient and/or Visit Search Criteria and click
Search for Visits
Cancel a
Edit a patient’s
demographic or visit.
visit information.
Reassign a visit to
a different provider
or service.
Verify a
non-verified
visit.
2) Display of visits that
match your criteria.
Merge patient records
or move a visit to a
different patient
Manually add a
visit to an
existing patient.
–
Manually register a new patient and add their first visit at the same time.
–
Manually add a visit to an existing patient.
–
Edit a visit (to enter a discharge date for an inpatient visit, update insurance information, or change the
date or time of the visit).
–
Cancel a visit.
–
Reassign a visit to a different provider or medical service group.
–
Move a visit from one patient to another.
–
Merge two visits for the same patient into one visit.
–
Merge two patient records.
–
Verify a non-verified patient.
–
Edit a patient’s demographic data.
REGISTERING PATIENTS AND THEIR VISITS
PAGE 155
COMMON DATA ELEMENTS IN MANUAL REGISTRATION
Common Data Elements in Manual Registration
Each organization can define the patient, visit, insurance, and guarantor fields that they want to capture when
manually registering new patients or manually adding new visits. As a result, the data elements that you see when
performing these tasks may vary at your institution. However, there are a few data elements that are always
required as part of the manual registration process:

Patient Data Elements: First Name and Last Name

Visit Data Elements: Location, ADT Visit Type, and Admit Date/Time or Appointment Date/Time
The following sections list the most commonly used data elements, along with a brief description of each
(including the required elements listed above):

Patient Data Elements on page 156

Visit Data Elements on page 157
Patient Data Elements
The most common patient demographic fields include:

Last Name, First Name, Middle Name: Enter the patient’s last, first, and middle names.

Date of Birth: Enter the patient’s date of birth in your country’s standard format (either mm/dd/yyyy or dd/
mm/yyyy), or click the calendar icon.

Gender: Select the patient’s gender.

Social Security Number, or SSN: Enter the patient’s social security number, with or without dashes (12345-6789 or 123456789 are both acceptable).

MRN: Enter the patient’s medical record number, if known.

Addresses: You can enter multiple addresses for the patient, such as work, home, or vacation. Click the
Add link to create a series of fields for the first address, such as Type (e.g., home, work, vacation),
Address 1, Address 2, City, State, and Zip. Click the Add link again to enter another type of address and
its related data.

Phone Numbers: You can enter multiple phone numbers for the patient, such as home, work, mobile, etc.
Click the Add link to enter each type of phone number.

Advanced Directive on file: Indicate whether the patient has an advanced directive on file with your organization by selecting an item from the drop-down list.

Date of Date, Cause of Death: If the patient is deceased, enter their Date of Death and Cause of Death
(free-text).

Ethnicity, Race, Preferred Language: Select the patient’s Ethnicity, Race, and Preferred Language
from the drop-down lists.

Next of Kin Name, Relationship, Address, and Phone: Enter the patient’s next of kin information,
including the name of the person, their relationship to the patient, and their address and phone.

Smoking Status: Select the patient’s Smoking Status from the drop-down list.
PAGE 156
REGISTERING PATIENTS AND THEIR VISITS
COMMON DATA ELEMENTS IN MANUAL REGISTRATION
Visit Data Elements
The most common visit data elements include:

Account Number, Visit Number: If your organization associates an account number or visit number with
each visit, enter it here.

ADT Visit Type (or Patient Class): Select the type of visit or patient class. The defaults include ER
(Emergency Room), Inpatient, or Outpatient. You might also see other visit types, such as Pre-Registration
or Recurring visits, if your organization uses additional visit types.

Visit Status: Select the status of the visit. The defaults are Active, Inactive, or Cancelled.

Financial Class: Select a financial class from the drop-down list.

Referral ID, or Authorization Number: If there is a referral ID or authorization number associated with
the visit, such as in the case of HMO visits to non-primary care physicians, enter it here.

Location (or Facility or Care Center): Select the location from the drop-down list, such as a facility or
care center where the patient is being treated.

Unit: If appropriate, select a nursing unit from the drop-down list.

Room and Bed: If appropriate, select a room number and bed from the drop-down lists. If the correct room
and/or bed is not available, you can create a new one on the fly. Click the Create new room and bed button, enter a room and bed, and then click OK. The room and bed are added to the facility and nursing unit
in the system, and are available for future use.

Scheduled Provider, Admitting Provider, Attending Provider, Referring Provider, or other provider:
Select the appropriate provider from the drop-down list.

Medical Service: Select the Medical Service group that is responsible for this patient from the drop-down
list.

Admitting Diagnosis or Reason for Visit: Enter the reason the patient was admitted, or the reason for this
visit.

Appointment Date/Time: For some types of visits, such as Outpatient visits, you might see a field for
Appointment Date/Time. Enter a valid date and time for the appointment in your country’s standard format
of either mm/dd/yyyy hh:mm or dd/mm/yyyy hh:mm (for example, 08/31/2004 09:15 or 31/08/2004
09:15).

Admit Date/Time: For some types of visits, such as Inpatient or Emergency Room visits, you might see a
field for Admit Date/Time. Enter a valid date and time for the admission in your country’s standard format
of either mm/dd/yyyy hh:mm or dd/mm/yyyy hh:mm.

Discharge Date/Time: For some types of visits, such as Inpatient or Emergency Room visits, you might
see a field for Discharge Date/time. When the patient is discharged, enter the date and time in your country’s standard format of either mm/dd/yyyy hh:mm or dd/mm/yyyy hh:mm.

Discharge Disposition: For some types of visits, such as Inpatient or Emergency Room visits, you might
see a field for Discharge Disposition. If the visit has been discharged, enter the discharge disposition,
which is the place to which the patient was discharged, such as home, nursing home, rehabilitation center,
etc.

Insurance Information: A visit might have one or more insurance providers associated with it. You
should list any insurance carriers that provide coverage for the patient on the date of the visit. To enter an
REGISTERING PATIENTS AND THEIR VISITS
PAGE 157
MANUALLY REGISTERING A NEW PATIENT
insurance coverage, click the Add Insurance Provider link. Some of the more common fields that you
might see include:

–
Provider or Insurance Name: Select an insurance carrier from the drop-down list.
–
Policy Number or Member ID Number: Enter the insurance policy number, or member ID number.
–
Group Number: Enter the insurance group number, if any.
–
Subscriber Name: Enter the name of the subscriber, or the person who holds the insurance coverage.
–
Subscriber DOB: Enter the subscriber’s date of birth in your country’s standard format of either mm/
dd/yyyy or dd/mm/yyyy, or click the calendar icon.
–
Insurance Address and Telephone: The screen may contain fields for the insurance address and
telephone information.
–
Subscriber Address and Telephone: The screen may contain fields for the subscriber’s address and
telephone information.
Guarantor Information: A visit might have one or more guarantors associated with it. A guarantor is a
person who is financially responsible for any bills resulting from the care of the patient. Typically, this is
the head of the household, or for children, it is a parent or guardian. To enter a guarantor, click the Add
Guarantor link. Some of the more common fields that you might see include:
–
Guarantor Name: Enter the name of the guarantor.
–
Relationship: Enter the guarantor’s relationship to the patient.
–
Guarantor Address and Telephone: A series of fields for the guarantor’s address and telephone
information.
Manually Registering a New Patient
Sometimes, you might need to register a new patient directly in the PatientKeeper system rather than going through
the source registration system. Some organizations allow users to register patient information without also adding a
visit, while some do not.
If your organization allows manual registration without a visit, follow these steps.
1. Click the Patient Search tab, enter some search criteria that describes the patient that you want to register,
and then click the Search for Patients button.
The search results are displayed.
PAGE 158
–
If the patient is listed in the results, do not create a new patient or you will create a duplicate patient.
–
If the patient is not listed in the results, click the Add Patient button.
REGISTERING PATIENTS AND THEIR VISITS
MANUALLY REGISTERING A PATIENT AND ADDING A VISIT IN ONE STEP
–
If no patients match your criteria, click the link.
The manual registration screen is displayed. The information you entered for the search criteria is entered
in the appropriate fields.
2. Enter data in the patient demographic fields (see Patient Data Elements on page 156 for more information
on these fields). Required fields are marked with a red asterisk.
3. Click the Save button at the bottom of the screen to save the information, or click Cancel to exit without
saving.
Manually Registering a Patient and Adding a Visit in One
Step
If a new patient has never been registered in your source ADT/Registration system and doesn’t have any patient or
visit information on file, you can manually register the patient and add their first visit directly in the PatientKeeper
system rather than going through your source ADT/Registration system.

First, search the system to make sure that the patient and/or visit does not exist. If neither exists, then you
can register the patient and add the visit (whether inpatient, outpatient, emergency room, or other). You can
add a patient and their first visit from the Patient Search, Schedule, Patient List, or Sign-Out Summary
tab:Registering a Patient and Visit from the Patient Search Tab on page 160
REGISTERING PATIENTS AND THEIR VISITS
PAGE 159
MANUALLY REGISTERING A PATIENT AND ADDING A VISIT IN ONE STEP

Registering a Patient and Visit from the Schedule Tab on page 161

Adding a Patient to Your Short List from the Patient List Tab on page 47 (In this workflow, after adding the
patient and their first visit, the patient visit is immediately added to the provider’s short list. The instructions for the Sign-Out Summary tab are the same.)
Registering a Patient and Visit from the Patient Search Tab
To register a patient and their first visit from the Patient Search tab, follow the steps below. You can add any type
of visit that is available at your organization.
1. Click the Patient Search tab, enter data in the Patient Search Criteria and/or Visit Search Criteria fields,
and then click the Search for Visits button.
If the exact patient visit is listed in the results, do not create a new visit, since both the patient and the visit
already exist in the system.
2. Add a new visit.
–
If some visits for your patient are listed, but not the specific visit you want to add, click one of the
patient’s visits to select it, click the Add Visit drop-down button, and then select a visit type to add a
visit to the existing patient.
–
If visits for other patients are listed, but not for your specific patient, click the Add Visit drop-down
button, and select a visit type to add both the patient and their first visit.
–
If no visits match your criteria, click a link to the visit type (Create a new visit from the search criteria
by clicking on one of the visit types below) This allows you to create the patient and add their first visit
at the same time. The list of visit types varies by institution and can include visit types such as
Inpatient, Outpatient, ER, Pre-Registration, or Recurring visits.
3. On the manual registration screen enter the patient and visit information.
PAGE 160
REGISTERING PATIENTS AND THEIR VISITS
MANUALLY REGISTERING A PATIENT AND ADDING A VISIT IN ONE STEP
The information you used as your search criteria is already entered in the appropriate fields. Enter or modify the data in the Patient Information and Visit Information fields (see Patient Data Elements on page 156
and Visit Data Elements on page 157 for more information). Required fields are marked with a red asterisk.
4. Click Save to save the patient and visit information, or Cancel to exit without saving.
The Patient Search tab reappears.
Registering a Patient and Visit from the Schedule Tab
When registering a patient and their first visit from the Schedule tab, your organization may allow you to add only
certain types of visits. For example, some organizations only allow outpatient visits to be manually added from the
Schedule tab. To add the other types of visits, use the Patient Search tab (see Registering a Patient and Visit from
the Patient Search Tab on page 160). Typically, a provider or administrator is already in the process of viewing the
schedule for today when they determine that a patient and their first visit needs to be added (as in the case of a
walk-in or last-minute sick visit for a new patient).
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MANUALLY ADDING A VISIT TO A PATIENT
1. Click on the Schedule tab and enter the search criteria to find the schedule you want (for information about
the Schedule tab, see Viewing Schedules on page 187).
2. Click on the Add Visit button.
The Add Scheduled Visit screen opens.
3. Follow the instructions for Registering a Patient and Visit from the Patient Search Tab, starting with Step 2
on page 160.
There are two minor differences. First, your organization may allow you to add only certain types of visits.
For example, some organizations only allow outpatient visits to be manually added from the Schedule tab.
Second, when the system displays the set of Visit Information fields for the user to complete, it automatically defaults an appointment date, scheduled provider, and/or medical service, if the search criteria on the
Schedule tab contained only one appointment date, one provider, and/or one medical service.
Manually Adding a Visit to a Patient
You can manually add a visit to a patient who is already registered in either the source ADT/Registration system or
directly in the PatientKeeper system. This can be done from the Patient Search, Schedule, Patient List, or Signout Summary tab, as described in the following sections:

Manually Adding a Visit from the Patient Search Tab on page 162

Manually Adding a Visit from the Schedule Tab on page 164

Adding a Patient to Your Short List from the Patient List Tab on page 47 (In this workflow, after manually
adding the visit, it is immediately added to the provider’s short list. The instructions for the Sign-Out
Summary tab are the same.)
Manually Adding a Visit from the Patient Search Tab
To manually add a visit to an existing patient from the Patient Search tab, first search the system to find the patient
and make sure that the visit does not already exist. If the patient exists, but not the visit, then you can add the visit
to the patient, secure in the knowledge that it is not a duplicate.
1. Click the Patient Search tab, enter data in the Patient Search Criteria and/or Visit Search Criteria fields
that describes the visit you want to add, and then click the Search for Visits button to see if the visit exists.
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MANUALLY ADDING A VISIT TO A PATIENT
If the exact patient visit is listed in the results, do not create a new visit. Adding another visit creates a
duplicate visit.
2. Add a new visit.
–
If some visits are listed for the patient, but not the specific visit you want to add, click on any of those
visits to select the patient, then click the Add Visit drop-down list, and select a visit type.
–
If no visits are listed for the patient, click the Search for Patients button to search for the patient.

If the patient is listed, click the name to select it, click the Add Visit drop-down list, and then
select a visit type.

If the patient is not listed, you must register the new patient and add their first visit. (See Manually
Registering a Patient and Adding a Visit in One Step on page 159).
3. Enter the Visit Information on the registration screen.
The Patient Information fields are filled in based on the patient or visit that you selected. In the Visit Information section, enter the data for this visit. Required fields are marked with a red asterisk (see Visit Data
Elements on page 157 for information on these fields).
4. Click one of these buttons:
–
Save: To save the new visit.
–
Verify: To verify the patient (available only if the patient to which you are adding the visit is
unverified, and if you have permission to verify patients). If you want to verify the patient and save the
new visit, click Verify, then Save.
REGISTERING PATIENTS AND THEIR VISITS
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EDITING A PATIENT
–
Cancel: To exit without saving.
The Patient Search tab reappears.
Manually Adding a Visit from the Schedule Tab
The Schedule tab can be used to add visits to existing patients. Your organization may limit the types of visits you
can add. For example, some organizations only allow outpatient visits to be manually added from the Schedule tab.
To add other types of visits, use the Patient Search tab (see Manually Adding a Visit from the Patient Search Tab
on page 162). Typically, a provider or administrator is already in the process of viewing the schedule for today
when they determine that a visit needs to be added for a patient (as in the case of a walk-in or last-minute sick
visit).
1. Click on the Schedule tab and enter the search criteria to display the schedule you want to see (for
information regarding the Schedule tab, please refer to Viewing Schedules on page 187).
2. Click on the Add Visit button.
The Add Scheduled Visit screen opens. It is very similar to the screen seen after clicking on the Patient
Search tab.
3. Follow the instructions for Manually Adding a Visit from the Patient Search Tab, starting with Step 1 on
page 162.
The remainder of the steps are identical to those for adding a visit from the Patient Search tab, with two
minor differences. First, your organization may allow only certain types of visits to be added from the
Schedule tab. Second, when the system displays the Visit Information fields, it automatically defaults an
appointment date, scheduled provider, and/or medical service, if the search criteria on the Schedule tab
contained only one appointment date, one provider, and/or one medical service.
Editing a Patient
You can edit patient demographic information from the Patient Search, Schedule, or Patient List tabs. It does not
matter which option you use to edit the patient’s information. Just select an option to which you have access, or
select the one with which you are most familiar.
NOTE: If the patient was interfaced from your source ADT/Registration system, you might not be able to edit
some of the fields. Even if you are able to modify them, keep in mind that changes you make here affect only
the data in the PatientKeeper system. Those changes will not be reflected in your source system. In fact, the
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REGISTERING PATIENTS AND THEIR VISITS
EDITING A PATIENT
next time information for that patient is interfaced to the PatientKeeper system, the data from the ADT/
Registration system will overwrite the data you manually entered in the PatientKeeper system. As a result, you
should correct the information in your source system as well.
Editing a Patient from the Patient Search Tab
To edit basic patient demographic information from the Patient Search tab, follow these steps:
1. Click the Patient Search tab.
2. Locate the patient by entering search criteria and then clicking the Search for Patients button.
3. Select the patient from the results display by clicking on it.
4. Click the Edit button.
The patient’s demographic information is displayed. Click on the field(s) you want to edit and make the
changes.
5. Click one of these buttons:
–
Save: To save the your changes to the patient information.
–
Verify: To verify the patient (available only if the patient you are editing is unverified, and if you have
permission to verify patients). If you want to verify the patient and save your changes to the patient
information, click Verify, then Save.
–
Cancel: To exit without saving.
The Patient Search tab reappears.
Editing a Patient from the Patient List Tab
To edit basic patient demographic information from the Patient List tab, follow these steps:
1. Click the Patient List tab and then click on a patient from your short list to select it.
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EDITING A VISIT
2. Click the Patient Detail display option.
The Patient Data Display area shows the Patient Detail window.
3. Click the Edit Patient button at the top of the display pane.
The Edit Patient window opens.
4. Click on the field(s) you want to edit and make the desired changes.
5. Click one of these buttons:
–
Save: To save the your changes to the patient information.
–
Verify: To verify the patient (available only if the patient you are editing is unverified, and if you have
permission to verify patients). If you want to verify the patient and save your changes to the patient
information, click Verify, then Save.
–
Cancel: To exit without saving.
Editing a Patient from the Schedule Tab
To edit basic patient demographic information from the Schedule tab, follow these steps:
1. Click on the Schedule tab and enter the search criteria to display the outpatient visits in which you are
interested (for information regarding the Schedule tab, please refer to Viewing Schedules on page 187).
2. Click on the Details icon
associated with any outpatient visit on the schedule.
The system opens the Patient Data Display for the selected patient, with all of the standard display options
listed on the left side of the screen.
3. Follow the instructions for Editing a Patient from the Patient List Tab, starting with Step 2 on page 166.
Editing a Visit
You can change the details of a visit for patient, such as adding a discharge date, changing a provider, or changing
insurance or guarantor information. These actions can be performed from the Patient Search, Schedule, Patient
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REGISTERING PATIENTS AND THEIR VISITS
EDITING A VISIT
List, or Sign-Out Summary tabs. It does not matter which option you use to edit visit information. Just select an
option to which you have access, or select the one with which you are most familiar.
NOTE: Keep in mind that whether or not a visit data item is editable is based on the origin of the visit data. If
you are editing a visit that has been interfaced from your source ADT/Registration system, you may not be able
to modify some of the fields. Even if you are able to modify them, the changes you make here only affect the
data in the PatientKeeper system. Those changes will not be reflected in your source system. In fact, the next
time information for that visit is interfaced to the PatientKeeper system, the data from the ADT/Registration
system will overwrite the data you manually entered in the PatientKeeper system.
Editing a Visit from the Patient Search Tab
To edit a visit, follow these steps:
1. Click the Patient Search tab.
2. Locate the patient visit by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some patient or visit search criteria and then clicking the Search for Visits button.
3. Select the visit from the results display by clicking on it
In this example, we use the Search for Visits option to find the visit we want to edit.
4. Click the Edit button.
The information associated with this visit is displayed. Click on the fields you want to edit and make the
changes (see Patient Data Elements on page 156 or Visit Data Elements on page 157 for information on
these fields).
5. Click one of these buttons:
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EDITING A VISIT
–
Save: To save the your changes to the patient and/or visit information.
–
Verify: To verify the patient (available only if the patient you are editing is unverified, and if you have
permission to verify patients). If you want to verify the patient and save your changes to the patient
and/or visit information, click Verify, then Save.
–
Cancel: To exit without saving.
Editing a Visit from the Patient List Tab
To edit a visit, follow these steps:
1. Click the Patient List tab and then click on a patient from your short list to select it.
2. Click the Visits display option. A list of the patient’s visits is displayed.
3. Click on the visit that you wish to edit. The details of that visit are displayed in the Visit Detail pane.
4. Click the Edit Visit button at the top of the display pane.
The Patient/Account Edit window opens.
5. Click each field you want to change and make the edits (see Patient Data Elements on page 156 or Visit
Data Elements on page 157 for information on these fields).
6. Click one of these buttons:
–
Save: To save the your changes to the patient and/or visit information.
–
Verify: To verify the patient (available only if the patient you are editing is unverified, and if you have
permission to verify patients). If you want to verify the patient and save your changes to the patient
and/or visit information, click Verify, then Save.
–
Cancel: To exit without saving.
The Patient List tab reappears.
Editing a Visit from the Schedule Tab
To edit a visit, follow these steps:
1. Click on the Schedule tab and enter the search criteria to find the outpatient visits you want (for
information about the Schedule tab, see Viewing Schedules on page 187).
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REGISTERING PATIENTS AND THEIR VISITS
CANCELLING A VISIT
2. Click on the Details icon
associated with any outpatient visit on the schedule.
The Patient Detail page for the selected patient opens. All of the standard display options are listed on the
left side of the screen.
3. Follow the steps for Editing a Visit from the Patient List Tab, starting with Step 2 on page 168.
Cancelling a Visit
You can cancel a visit that was posted in error, or if it was cancelled by the patient or provider at the last minute.
You can also cancel several appointments at once, for example, if a provider calls in sick. At some sites, users can
cancel only those visits that have been manually entered directly in the PatientKeeper system. However, some
organizations may also allow users to cancel visits that have been interfaced from the source scheduling or ADT/
registration system.
Cancelling visits can be performed from both the Patient Search and Schedule tabs. Use this feature with caution,
as you may not be able to “undo” a cancellation, depending on how your organization has configured the system.
Some organizations may include the Status field on the visit screen, in which case, you could edit the visit and
change its Status from “Cancelled” back to “Active.” Other organizations may not make the Status field visible or
editable, in which case, you would have to add a new visit to reinstate the incorrectly cancelled visit. You can also
view the visits that have been cancelled by checking the Include Cancelled Visits check box on the patient/visit
search screen.
Cancelling a Visit from the Patient Search Tab
To cancel one or more visits from the Patient Search tab, do as follows:
1. Click the Patient Search tab to locate the visit. Choose one:
–
Select a predefined search from the drop-down list and then click the Run Predefined Search button,
or
–
Enter some patient or visit search criteria and then click the Search for Visits button.
REGISTERING PATIENTS AND THEIR VISITS
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CANCELLING A VISIT
2. Select one or more visits from the results list by clicking on them.
In this example, we use the Search for Visits option to find the visit we want to cancel.
3. Click the Cancel Visit(s) button.
A message box appears asking you to confirm that you wish to cancel the visit.
4. Click Yes to cancel the visit.
Cancelling a Visit from the Schedule Tab
To cancel a visit from the Schedule tab:
1. Click on the Schedule tab and enter the search criteria to find the outpatient visits you want (for
information regarding the Schedule tab, please refer to Selecting Criteria for the Schedule Display on
page 189).
2. Click on the outpatient visit(s) that you want to cancel from the results display. To select more than one
appointment at a time, hold down the Control key on your keyboard, while clicking on the individual
appointments with your mouse. Or, to select all appointments currently displayed, click the Select All
button.
3. Click on the Cancel Visit button.
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REASSIGNING VISITS TO NEW PROVIDERS OR SERVICES
A message is displayed asking you to confirm that you want to cancel the visit(s).
4. Click Yes to cancel the visit. Click No if you do not want to cancel the visit.
Reassigning Visits to New Providers or Services
You can reassign visits from Patient Search, Schedule, and Sign-Out Summary tabs. You can assign one or more
patient visits to a new healthcare provider or service, such as a new scheduled provider, care manager, hospitalist,
night hospitalist, medical service, or whatever roles exist within your organization. It is a useful tool in managing
patient care across shifts within a healthcare facility. For example, in an inpatient setting, a provider who is going
off duty can reassign his patients to a new provider. Or in an outpatient setting, if a provider calls in sick, you could
reassign those appointments to a new provider.
NOTE: If the visit was originally posted in your source ADT/Registration system, the provider or service is
not changed in that system.
Reassigning Visits from the Patient Search Tab
From the Patient Search tab, you can reassign patient visits as follows:
1. Click the Patient Search tab.
2. Locate the patient visit(s) by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some patient or visit search criteria and then clicking the Search for Visits button. For
example, you might search for all appointments with a particular provider on a particular date.
3. Select one or more visits from the results display by clicking on them.
4. Click the Reassign Visit(s) button.
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REASSIGNING VISITS TO NEW PROVIDERS OR SERVICES
The Reassign Visit(s) dialog box appears displaying a drop-down list for each kind of care provider or service that can accept assignments.
5. Search for and select the appropriate provider and/or service.
You can assign patients to a scheduled provider, hospitalist, care manager, attending physician, or medical
service group, depending on how your facility is organized. If you leave any field blank, it effectively
removes the previous provider or service from the selected visits.
6. Click the OK button to reassign the patient(s) to the selected provider and/or service.
Reassigning Visits from the Schedule Tab
From the Schedule tab, you can reassign patient visits as follows:
1. Click on the Schedule tab and enter the search criteria to find the outpatient visits you want (for
information regarding the Schedule tab, see Selecting Criteria for the Schedule Display on page 189).
2. Select the visit you want to reassign by clicking on it. To select more than one appointment at a time, hold
down the Control key on your keyboard, while clicking on the individual appointments with your mouse.
Or, to select all appointments currently displayed, click the Select All button.
3. Click on the Reassign Visit button.
The Reassign Visit(s) popup window displays a drop-down list for each kind of provider or service that can
accept assignments.
4. Select the appropriate provider and/or service.
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REGISTERING PATIENTS AND THEIR VISITS
MOVING A VISIT FROM ONE PATIENT TO ANOTHER
You can assign patients to a scheduled provider, hospitalist, care manager, attending physician, or medical
service group, depending on how your facility is organized. If you leave any field blank, it effectively
removes the previous provider or service from the selected visits.
5. Click the OK button to reassign the patient(s) to the selected provider and/or service, or click Cancel to
close the window without saving your changes.
Moving a Visit from One Patient to Another
If your organization has implemented this feature, you can move a visit from one patient to another. This action can
be customized to suit your organization’s needs, so that only appropriate visits are allowed to be moved. For
example, some organizations might allow only manually added visits to be moved, while others might allow any
visit to be moved (both manually added and authenticated). The most common reason for moving a visit is when a
visit is accidentally entered for the wrong patient. For example, a clerk might enter a visit for Anne Jones when
they should have entered it for Angela Jones. To correct the problem, the user selects the “candidate” visit (the
incorrect visit for Angela Jones) and moves it to the “target” patient (the correct patient, Anne Jones).
Moving a visit is just what it sounds like: all of the visit data is moved from one patient record to another.
Depending on how your system is configured, you may or may not be able to undo a move that was made in error.
In some organizations, you can simply move the visit back to the original patient. In other organizations, you will
have to cancel the visit that was incorrectly moved, and manually re-enter the visit for the original patient.
To move a visit from one patient to another, follow the steps below.
1. Click the Patient Search tab.
2. Locate the candidate visit by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
REGISTERING PATIENTS AND THEIR VISITS
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MOVING A VISIT FROM ONE PATIENT TO ANOTHER
–
Entering some patient or visit search criteria and then clicking the Search for Visits button. Your
organization may have implemented a search criteria field that lists the visits that can be moved. If so,
there may be a check box labeled Show only Mergeable, or Merge Candidates, or something similar.
In this example, we selected the 9/29/06 visit
that was incorrectly entered for Gerry Howard*.
Click here.
We will move it to Gerald Howard’s record.
3. Identify the candidate patient and visit that you want to move, and click the Merge link (located in the
Merge column on the far right side of the screen).
A dialog box is displayed asking you whether you want to move visits, merge visits, or merge patients.
4. Click the Move Visits button.
The Merge screen is displayed.
5. Select the target patient onto whose record you wish to move this visit.
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REGISTERING PATIENTS AND THEIR VISITS
MERGING VISITS
If you need to search for the target patient, edit the search criteria to describe the target patient, and then
click the Search for Patients button.
Search for the correct patient Gerald Howard, select
him, and click on the Resolve button.
6. Select the target patient from the search results by clicking on the row containing their name and then click
the Resolve button.
When the move is done, the Patient Search tab is displayed showing your initial search criteria. You can use
the current criteria, or modify it, to view the newly moved visit.
Merging Visits
If your organization has implemented this feature, you can merge two visits for the same patient so that all the data
associated with the visit, including visit information, tasks, problems, and forms are merged into one visit. The
Merge Visits function can be customized to suit your organization’s needs. For example, some organizations might
allow merging only for non-verified visits for manually registered patients, while others might allow any visit to be
merged (both authenticated and manually registered patients).
When you merge visits, the “candidate visit” information is moved into the “target visit.” If there are differences
between the two visits, the target visit takes precedence. It’s a good idea to compare all the information in the two
visits before you do the merge. If there’s a discrepancy between the two visits, such as location or admittance time,
make sure that the visit information you want to keep is in the target visit. Merged visits cannot be unmerged.
Here are some common scenarios:

Anne S, an authenticated patient, arrives for her scheduled visit. After doing a blood draw, the technician
makes a note of the visit. Then when Dr. Smith sees Anne, he unintentionally adds a second visit for the
day on his Handheld Native device. Later that day, someone realizes that the two visits are actually visits
for the same date, so they do a Merge Visit. In this scenario, either visit could be designated as the “candidate visit” or the “target visit” because the visit information is the same After the visit merge, there is one
visit.

Harry M, a new patient, is first seen in the ER. The resident manually registers him quickly, entering only
the required information, and creates the ER visit at the same time. Shortly afterwards, a nurse, using
Search for Patients, finds Harry’s name and adds another ER visit. She fills in all the details in the Patient
Information and Visit Information sections. In this scenario, the visit entered by the doctor would be the
candidate visit, since it has minimal information, and the visit that the nurse created would be the target
visit, since it contains all the patient and visit details. After the visit merge, there is one visit with all the
patient and visit details.
You can merge two visits for the same patient into one visit, but you cannot unmerge them. To merge the visits
follow these steps:
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MERGING VISITS
1. Click the Patient Search tab.
2. Locate the candidate visit by either:
–
Selecting a predefined search from the drop-down list and then clicking the Run Predefined Search
button, or
–
Entering some patient and/or visit search criteria and then clicking the Search for Visits button
3. Click the candidate visit that you want to merge, and then click the Merge link (located in the Merge
column on the far right side of the screen).
A dialog box is displayed asking you if you want to move visits, merge visits, or merge patients
4. Click the Merge Visits button.
The Merge screen is displayed.
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MERGING PATIENTS
5. Select the target visit from the search results by clicking on the row. Then click the Resolve button to
merge the candidate visit into the target visit. Click Cancel if you want to return to the Patient Search
Criteria page without merging the visits.
Merging Patients
If your organization has implemented this feature, you can merge two patients and their associated visit
information together into one patient record. This action essentially says, “these two patients are the same person.”
The merge function can be customized to suit your organization’s needs, so that only appropriate patients and visits
are allowed to be merged. For example, some organizations might allow only manually added patients or visits to
be merged, while others might allow any patient or visit to be merged (both manually registered and authenticated).
See Allowed Patient/Visit Merges on page 184 to view a table that outlines all the merges that are allowed. Here are
some common scenarios:

A new patient and the first visit is manually registered in the PatientKeeper system on a temporary basis,
before being officially registered in the source ADT/Registration system. Once the patient has been registered in the source system, the manually registered patient is merged with the authenticated patient, so that
all the data is consolidated into one record. In this scenario, the manually registered patient is referred to as
the “candidate,” and the authenticated patient is the “target.”

A patient is already registered in your source ADT/Registration system. However, a clerk accidentally
manually registers the patient and adds a visit in the PatientKeeper system. Now two records exist for the
same patient. They are merged to correct the problem. The manually registered patient is the “candidate,”
and the authenticated patient is the “target.”

One patient is manually registered twice in the PatientKeeper system (once with the name misspelled) and
possibly different visits on each record. The two manually registered patient records are merged into one to
consolidate their information. After the merge, all of the visits are associated with one patient record. In
this scenario, the “candidate” is the patient with the misspelled name, and the “target” is the one with the
correct demographic information.
Merging patient records moves the candidate’s visit and clinical information to the target patient’s record, so that it
does not have to be re-entered. If there is a difference in demographic information (such as name, address, DOB),
the demographics on the target patient take precedence over the demographics on the candidate patient. If a user
discovers that a candidate was merged with the wrong target, they can be unmerged, which restores them to their
original independent states (see Unmerging Patients on page 180).
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MERGING PATIENTS
To merge a patient and all their visits with another patient, follow the steps below.
1. Click the Patient Search tab.
2. Locate the candidate patient and their visit(s). Choose one method:
–
Select a predefined search from the drop-down list and then click the Run Predefined Search button,
or
–
Enter some patient search criteria and then click the Search for Patients button. Your organization
may have implemented a search criteria field that specifically selects visits for which it allows merges.
If so, there may be a check box labeled Show only Mergeable, or Merge Candidates, or something
similar.
–
Enter some patient and/or visit search criteria and then clicking the Search for Visits button. Again,
you may also use the Show only Mergeable or Merge Candidates criteria, if available.
In this example, we have
selected the manually registered
patient and visit for Stephen
Cummings*.
PAGE 178
We will merge it with the
authenticated patient Steven
Cumming, who also has an
inpatient visit on file.
Click here.
REGISTERING PATIENTS AND THEIR VISITS
MERGING PATIENTS
3. Select the candidate patient or visit that you want to merge, and click the Merge link (located in the Merge
column on the far right side of the screen). If the candidate patient has more than one visit, click the Merge
link for any one of those visits.
NOTE: If you performed a Search for Visits in Step 2 on page 178, a dialog box is displayed asking
whether you want to move visits, merge visits, or merge patients. Click the Merge Patients button.
The Merge screen opens.
4. Search for the target patient with whom you wish to merge this candidate patient and visit(s). Note that the
Last, First, and DOB fields are automatically filled in, based on the candidate visit that you selected on
the Patient Search tab.
If necessary, edit the search criteria to describe the target patient with whom you want to merge the candidate patient. Then click the Search for Patients button. Patients that match your search criteria are displayed.
Now search for the authenticated patient Steven
Cumming, select him, and click on the Resolve button.
5. Select the target patient from the search results by clicking on the row containing their name and then click
the Resolve button. Click Cancel if you want to exit without merging.
REGISTERING PATIENTS AND THEIR VISITS
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MERGING PATIENTS
After merging, the Patient Search tab is displayed, and the screen is refreshed based on your initial search
criteria. You can use the current criteria, or modify it, to view the newly merged patient and visits.
The visit for Stephen Cummings (the manually registered patient/visit) and
Steven Cumming (the authenticated patient) are now both contained in
Steven Cumming (the authenticated patient).
Unmerging Patients
If a candidate patient and their visit(s) were incorrectly merged with the wrong target patient, you can unmerge
them. Use the Merge History display to view the details of the two original records that were merged, and then
decide whether or not they need to be unmerged.
1. Select the target patient on the Patient List tab, or select the target patient on the Patient Search tab and
click the Details icon
.
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REGISTERING PATIENTS AND THEIR VISITS
MERGING PATIENTS
2. Click the Patient Detail display item.
3. Click the Merge History link.
The Merge History window opens. The left side of the Merge History display shows you the details of the
original target patient. The right side of the screen shows you information about the candidate patient that
was merged with the target, as well as all of the visits that were originally associated with the candidate.
Original
Candidate
Patient
Record
Original Target
Patient Record
REGISTERING PATIENTS AND THEIR VISITS
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VERIFYING MANUALLY REGISTERED PATIENTS
You may click on any visit associated with the candidate patient to see further details about it, such as guarantor or insurance information.
4. If after reviewing the Merge History, you determine that the two patients were merged in error, you can
reverse the merge, thereby separating the patient records and restoring them to their original states. To do
so, click the check box in the Unmerge column, and then click the Unmerge button at the bottom of the
screen.
The patient record is split back into the original separate records for the candidate and target. If necessary,
you can now match the candidate patient with the correct target patient and merge them, as described in
Merging Patients on page 177.
Verifying Manually Registered Patients
In some cases, manually registered patients are automatically verified as soon as they are created on the web, or as
soon as they are submitted from a Handheld Native device. In other cases, they are non-verified when they are
initially created. For example:

PAGE 182
When a user manually creates a patient on the web application, if their Can Add/Edit PK Patients user
preference is set to Can edit patients, created patients are non-verified, then all the patients that they
manually register are non-verified.
REGISTERING PATIENTS AND THEIR VISITS
VERIFYING MANUALLY REGISTERED PATIENTS

When a user manually creates a new patient on their Handheld Native device, the patient is non-verified at
the time of creation. If the user has not filled out all of the fields necessary for auto-verification, or if your
organization has not implemented auto-verification, then the patient remains in a non-verified state after
submission to the server.
In both of the examples above, an administrator or other authorized user can confirm or complete the patient’s
information at a later time, and them mark these patients as verified. To change a manually registered a patient’s
status from non-verified to verified, follow these steps:
1. Click the Patient Search tab and locate the patient visit. Choose one:
–
Select a predefined search from the drop-down list and then click the Run Predefined Search button,
or
–
Enter some patient search criteria and then click the Search for Patients button. When using the
Search for Patients button, you can also select “Show Only Non-Verified Patients” from the NonVerified Patients drop-down list to limit your search to only patients that are non-verified.
–
Enter some patient and/or visit search criteria and then click the Search for Visits button.
2. Select the patient visit(s) that you want to mark as verified by clicking on their row(s). Non-verified visits
have quotation marks around the patient name, indicating their non-verified status (for example, “DARR,
MOLLY”).
3. Click the Verify button.
The Verify Visit(s) window is displayed, indicating that the visit is now verified.
4. Click OK to close the window.
The patient is now verified and appears with an asterisk after their name in all displays (for example,
DARR, MOLLY*).
REGISTERING PATIENTS AND THEIR VISITS
PAGE 183
ALLOWED PATIENT/VISIT MERGES
Allowed Patient/Visit Merges
The table below outlines the types of merges that are possible in the PatientKeeper system. Each organization can
determine which types they want to allow. However, it is important to note that there are interdependencies;
enabling one type may require enabling another, or disabling one type may disable another. Contact your
PatientKeeper representative for more information.
Type of Merge
Merge two authenticated patients from the
same domain
Merge two authenticated patients from
different domains
Merge two patients that were manually
registered directly in PatientKeeper
Merge a manually registered patient with an
authenticated patient
Merge two manually created visits for the
same patient
Merge two authenticated visits for the same
patient
Merge two visits (authenticated and
manually created) for the same patient
PK with PK
Repository
Yes
MEDITECH with MEDITECH with
Downtime
Downtime
Solution/
Solution/
Single Domain Multi-Domain
No
No
n/a
n/a
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes
No
No
Yes
No
No
Common Registration Scenarios
This section provides step-by-step instructions for some common operations. It is intended as a quick reference
guide for common tasks.
Scenario 1: Find all patients who were admitted today, and assign them to a
specific provider or group.
To complete this scenario, do as follows:
1. Click the Patient Search tab.
2. Set Admit in last N days to 0.
3. Click the Search for Visits button.
4. From the search results, click the Select All link in the first column.
5. Click the Reassign Visit button.
6. In the popup window, select the specific provider or medical service to whom you want to assign these
visits.
7. Click the OK button in the popup window to complete the reassignment.
PAGE 184
REGISTERING PATIENTS AND THEIR VISITS
COMMON REGISTRATION SCENARIOS
Scenario 2: Cancel all visits today for a specific provider.
To complete this scenario from the Patient Search tab, do as follows:
1. Click the Patient Search tab.
2. Set Appointment Date equal to today’s date and select the provider in the Scheduled MD field.
3. Click the Search for Visits button.
4. From the search results, click the Select All link in the first column.
5. Click the Cancel Visits button.
6. Click the OK button in the pop-up window to complete the cancellation.
To complete this scenario from the Schedule tab, do as follows:
1. Click on the Schedule tab.
2. Set the Timeframe equal to Today and select the provider in the Providers field.
3. Click the Select All button.
4. Click the Cancel Visit button.
5. Click the Yes button in the pop-up window to complete the cancellation.
Scenario 3: Find all patients who were discharged yesterday, and add a
discharge diagnosis.
To complete this scenario, do as follows:
1. Click the Patient Search tab.
2. Set D/C in last N days to 1.
3. Click the Search for Visits button.
4. From the search results, click the Discharge column heading to sort the results. (The search results include
both current and discharged patients.)
5. Click on a visit to select it, and then click the Edit button.
6. Enter the required information into the Discharge Diagnosis text field.
7. Click the Save button to store the information and return to the Patient Search screen.
8. Repeat steps 5, 6 and 7 for the next visit.
Scenario 4: Find all patients who were manually registered recently and
merge them to authenticated patients.
To complete this scenario, do as follows:
1. Click the Patient Search tab.
2. Set Admit in last N days to 7 and check the Show only mergeable check box.
3. Click the Search for Visits button.
4. From the search results, select a patient visit to resolve by clicking the Merge link for that visit.
5. On the Merge screen, enter search criteria to find a potential authenticated patient for resolution and click
the Search for Patients button.
REGISTERING PATIENTS AND THEIR VISITS
PAGE 185
COMMON REGISTRATION SCENARIOS
6. Select the authenticated patient to whom you wish to resolve the visit.
7. Click the Resolve button.
8. In the pop-up dialog box, click the Merge Patients button. The patients are merged and the Patient
Search screen is displayed.
9. Repeat Steps 4 through 8 for the next patient.
PAGE 186
REGISTERING PATIENTS AND THEIR VISITS
9
Viewing Schedules
The Schedule tab is used by healthcare providers and administrators to view a schedule of appointment activity.
You can use the Schedule tab to look at the schedule for a specific date (past, present, or future), or for a range of
days. Depending on the access granted by your system administrator, you may be able to see only your own
appointments, all appointments in your department, or all appointments in the institution.
Although your system administrator can configure the Schedule tab to display any type of visit that has a
scheduled date associated with it, it is often configured to display just outpatient appointments. This outpatient
option cannot be used to view visits that have admit and discharge dates, like an inpatient visit. In addition, your
PK representative can customize the Schedule tab to display a single user view. For more information about single
user view, see A Note About Single User View on page 191.
The Scheduling Access setting in your user profile determines whether or not you have access to the Schedule tab.
Only a system administrator can change a user’s Scheduling Access setting. This setting controls your overall
access to this tab, as well as the amount of information available for viewing. Each of the possible settings is
described below:

If the preference is set to None, you do not have access to the Schedule tab at all.

If the preference is set to User, you can see only your own visits.

If the preference is set to Department, you can see all visits in the department(s) to which you belong.

If the preference is set to All, you can see all visits in the institution.
VIEWING SCHEDULES
PAGE 187
In addition to viewing the schedule of visits, you may also be able to add new visits, cancel visits, or reassign visits
to different providers or services.
Depending on your role in the institution you might use some or all of the features mentioned above.

A healthcare provider might use the Schedule tab to view his own, his service’s, his provider group’s, or
another physician’s schedules.

A scheduler might use this option to review a specific provider’s, service’s, or provider group’s schedule.
He might also reassign visits from one provider to another, or cancel a visit.
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VIEWING SCHEDULES
Overview of the Schedule Tab
The Schedule tab consists of a Criteria area and a Schedule Display area. Use the fields in the Criteria area to
identify the visits that you wish to see in the Schedule Display area.
Criteria Area
Schedule Display Area
Selecting Criteria for the Schedule Display
The criteria section controls the contents of the Schedule Display area. This is where you select the date range,
providers, and services of the schedule you wish to display, as well as how the visits are grouped.
From the Timeframe
drop down, select your
date range here.
Click here to reset
your criteria.
Select Providers and Services
here.They are displayed beneath
the drop-down lists.
A scroll bar appears whenever you have a long list of
either Providers (as shown in this screen) or Services.
Check this box to group scheduled
visits by date.
Check this box to view
appointments in any provider
groups or services to which the
selected provider(s) belongs.
To select the type of schedule you wish to display, follow these steps:
1. Timeframe (
): Select a date range for the schedule from the Timeframe drop-down list. There are
a variety of pre-defined choices, such as Today, Tomorrow, This Calendar Week, Next Calendar Week, etc.
To enter a specific date range that is not already defined, choose Date Range from the drop-down list and
then enter a Start Date and an End Date in the popup box.
2. Providers: Select one or more providers in the Providers field. If you are a provider, your name is
automatically selected when you first access the Schedule tab (your name is shown in the Currently
Included Providers and Services area, with a checked box). You can uncheck your name if you do not
want to view your own visits. Each time you select a provider, that provider’s name is displayed in the area
VIEWING SCHEDULES
PAGE 189
just below the criteria fields, and the provider’s visits are immediately displayed in the bottom half of the
screen. This includes visits for which the provider is the Scheduled provider. Repeat the process until all of
the providers you want to include have been selected.
NOTE: The list of providers from which you may choose is based on your Scheduling Access preference
setting:
–
If the preference is set to User, then your name will be selected by default, and the provider field will
not be visible at all.
–
If the preferences is set to Department, then all providers within your department will be available for
selection here.
–
If the preference is set to All, then every provider in the institution will be listed.
3. Services: Select one or more services or teams in the Services field. When you select a service, it is
displayed in the area just below the criteria fields. In addition, all visits that are booked directly with that
service (rather than with a healthcare provider) are immediately displayed in the bottom half of the screen.
NOTE: The list of services from which you may choose is derived from all of the services listed on your
Short List Data Populators. For more information on Short List Data Populators, please refer to the section
entitled Patient List Settings on page 22.
Like the Provider field, the behavior of the Services field depends on the Scheduling Access preference:
–
If the preference is set to User, then your name will be selected by default, and the service field will
not be visible at all.
–
If the preferences is set to Department, then all services within your department will be available for
selection here.
–
If your Scheduling Access preference is set to All, then every service in the institution is listed.
4. Group by Date: Determine if you want the visits on the schedule to be grouped by date. This can be useful
if you have selected more than one provider or service. Normally, each provider or service’s visits would
be listed in it’s own vertical column. However, if you click on the Group by Date field, all visits on the
same date are shown in the same column.
5. Show Group/Service Appointments: This checkbox may or may not be visible on the screen, depending
on whether you have permission to view other providers’ visits. If you do have access to visits other than
your own, you can check this box to include service and provider group visits. When checked, the
following visits are displayed:
–
If the providers you selected above are part of one or more services, the system displays the visits for
all of those services, without your having to specifically select each of them in the Service field.
Services are derived from those listed on the selected providers’ Short List Data Populators.
–
If the providers you selected above are part of one or more provider groups, the system displays the
visits for all of the other providers in the same group(s).
Each time you enter information in a criteria field, the Schedule Display refreshes to show you a schedule that
matches your selections. You can change any criteria field at any time, or check or uncheck any provider or service
name that you had previously selected. If you want to start over from scratch, click on the Clear Criteria button to
erase your selections and begin again.
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VIEWING SCHEDULES
A Note About Single User View
A single user view displays modified scheduling criteria for an individual user. This unique view is configured by
your PatientKeeper representative. Typically, this view displays only the schedule and services or teams for an
individual user; no other providers’ schedules are available for viewing. The user’s name, any service site
associated with him/her, along with the Timeframe button and the Group By Date checkbox are displayed. In
addition, the Show Group/Services Appointments checkbox is displayed, depending on your scheduling access.
Using the Schedule Display
The Schedule Display area is where the actual schedule is shown. You can look up schedule information or add or
change visit or billing information. On this section of the screen you can:

Refresh the schedule display (see Refreshing the Schedule Display on page 191)

Print the schedule display (see Printing the Schedule Display on page 191)
NOTE: Depending upon your organization’s implementation, Print buttons may or may not be available.

View detailed information about the patient or visit (see Viewing Detailed Patient Information on
page 192)

Add a visit, cancel a visit, or reassign a visit to a different provider or service (see Adding, Cancelling, or
Reassigning Visits from the Schedule Display on page 192)
Click on the Details icon to see
detailed patient information
Buttons to Cancel, Reassign, Add
Visit, Refresh or Print.
Refreshing the Schedule Display
If you leave the Schedule Display open on your desktop for an extended period of time, and you think scheduling
changes may have occurred during that time, click the Refresh button to obtain the most current information using
the same criteria.
Printing the Schedule Display
At any time you can print the Schedule Display. Simply click the Print button and a preview of the printed report is
displayed on the screen. From here, you may save the report to a file, or send it to a printer.
VIEWING SCHEDULES
PAGE 191
Viewing Detailed Patient Information
To view further information about a particular visit, click the Details icon
in the Schedule Display. The Patient
Detail window opens, giving you access to visit, clinical, and demographic information. See Displaying Patient
Information on page 67 for more information about the display options.
Adding, Cancelling, or Reassigning Visits from the Schedule Display
Visits can be manually added, cancelled, or reassigned from the Schedule Display. These registration activities can
also be performed on the Patient Search tab. Listed below are some of the more common reasons you might
perform any of these activities from the Schedule tab.

You might add a visit for a patient if there was a walk-in, or if a last-minute sick visit were scheduled. For
instructions on how to add a visit, please refer to Manually Adding a Visit to a Patient on page 162. Please
note that only those types of visits that can be viewed on the Schedule tab can be manually added from the
Schedule tab. For example, if your system administrator has configured the Schedule tab to display only
outpatient visits, then only outpatient visits may be manually added from that option.

You might cancel a visit if a patient did not show up, if the patient cancelled at the last minute, or if the
visit was entered in error. For instructions on how to cancel a visit, please refer to Cancelling a Visit on
page 169.

You might reassign a visit to a different provider or service if a healthcare provider called in sick, left early,
or was too busy to see a particular patient. For instructions on how to reassign visits, please refer to Reassigning Visits to New Providers or Services on page 171.
PAGE 192
VIEWING SCHEDULES
Index
Symbols
# of Days Lab Data to Download (Preferences Lab Results)
30
A
Abnormal
lab results, viewing 91
Access
logging in 4
Patient List tab 38
Preferences tab 20
Schedule tab 187
to clinical data 3
to patients 3
to registration functions 151
Access levels 2
Account Number
when manually adding visit 157
Add button
on Patient List tab 41
Address
during manual registration 156
Addresses
establishing format for labels 11
Admit Date
as search criteria 145
when manually adding visit 157
Admit in last N days
as search criteria 145
Admitting Diagnosis
when manually adding visit 157
Admitting Provider
when manually adding visit 157
Allergies
filtering on patient data display 87
marking as viewed 87
viewing from patient data display 86
Annotate icon 10
Annotations
entering for lab results 104
Appointment Date
usage as search criteria 145
when manually adding visit 157
Appointments. See also Visits.
Appointments. See Schedule.
INDEX
Assign. See Reassign.
Attending Provider
when manually adding visit 157
Authenticated patients
identifying 39
Authenticated patients. See also Manual Registration.
B
Bed
when manually adding visit 157
Blood Pressure. See Vitals.
BP. See Vitals.
C
Cancellation
of visits 169
from MEDITECH 146
from Patient Search tab 169
from Schedule tab 170
CAP Reporting
lab results 101
Care Center
when manually adding visit 157
Categories
adding to personal Diagnosis Picker 33
copying within personal Diagnosis Picker 34
deleting from personal Diagnosis Picker 34
hiding in personal Diagnosis Picker 32
moving within personal Diagnosis Picker 34
reordering in personal Diagnosis Picker 34
using to view lab results 91
Clear web user settings (Preferences General) 22
Clinical Categories
using to view lab results 91
Clinical Data
graphing multiple items 121
marking as viewed 126
restrictions when viewing 3
Clinical Notes
filtering on patient data display 110
marking as viewed 110
scanned documents
viewing 109
searching for specific text within 112
viewing for patient 109
PAGE 193
INDEX D
Clinical Results View Access
definition of setting 3
Clinical Rounding Report
print 60
Clinical Summary. See Patient Summary
Column headings. See Headings.
Comments
entering for lab results 104
Common features. See System conventions.
Component
definition of, for lab results 88
Component Details
lab results display 100
Component Table View
for lab results 96
Component View
for lab results 94
Compound orders 84
definition of 85
Conditional orders
for medications 83
Configuration
personal preferences 2, 19
Contact information. See Provider Directory.
Conventions
common 6
Criteria
for Schedule 189
Critical
lab results, viewing 91
Current Profile (Preferences Patient List) 23
Current Visit
definition of 39
D
D/C in last N days
as search criteria 145
Data
amount of lab data to download 30
collected during registration functions 156
marking as viewed 126
selecting from displays 8
Date of Birth
during manual registration 156
usage as search criteria 144
Dates
format 11
Demographic data
editing 164
from Patient List tab 165
from Patient Search tab 165
from Schedule tab 166
viewing for patient 75
Department (Preferences General) 21
Details
Patient Summary 126
Pt Summary 121
viewing for patient 75
Details Icon 10
See also Patient Data Display.
using to view patient data 71
Diagnoses
viewing for patient 117
when adding problems
PAGE 194
selecting from DxPicker 135
selecting from master list 136
using keywords to find 136
Diagnoses. See also Problems.
Diagnosis codes
adding to personal Diagnosis Picker 33
deleting from personal Diagnosis Picker 34
hiding in personal Diagnosis Picker 32
reordering in personal Diagnosis Picker 34
Diagnosis Picker
modifying for a user 31
personal
adding items to 33
copying categories 34
deleting categories 34
deleting items in 34
hiding items in 32
moving categories 34
reordering items in 34
using when adding problems 135
Directory. See Provider Directory.
Discharge Date
as search criteria 145
when manually adding visit 157
Discharge Disposition
when manually adding visit 157
Display at most n full days
in Vitals display 76
DOB. See Date of Birth.
E
EKG Images
link to
from Test Results display 108
E-mail. See Inbox.
Encounter
current
definition of 39
Exclude Future Orders option 83
Exit 6
Expanded Panel View
for lab results 93
External System
links from Medications display to 86
links from Patient Data Display 69
links from Test Results display to 108
F
Facility
as search criteria 146
in multi-domain environment 146
when manually adding visit 157
Features
common 6
Filters
description of 8
for allergies on patient data display 87
for clinical notes on patient data display 110
for lab results on patient data display 90
for medication orders 83
for medications on patient data display 82
for Patient List 45
for test results on patient data display 107
INDEX
INDEX G
for visits on patient data display 73
on Patient List tab 42
on Patient Summary tab 125
Format
for dates 11
for state or province 11
for zip or postal code 11
Future Medication Orders
exclude from display 83
G
Gender
during manual registration 156
General Settings
preferences 20
Get button
on Patient List tab 41
Graph icon 10, 79, 82, 103, 122
Graphs
of lab results 103
of medications 82, 121
of multiple clinical items 121
of vital signs 78
Graphs. See also Multi-Graph.
Group by Date
Schedule tab 190
Guarantor Information
when manually adding visit 158
H
Headings
using for sorting 8
Help option 8
Hypertext links 9
I
I/Os
i/o’s 24-hour range 80
i/o’s 8 hour range 80
intake/output main screen 80
viewing on patient data display 80
Icons
Annotate 10
Details 10
Graph 10, 122
Mark as Viewed 10, 120, 126
Printer 10
Refresh 9
Send Message 10, 14
Images
for EKGs 108
from PACS 108
Inbox
deleting messages 15
Inbox tab 13
overview 13
printing messages 15
responding to messages 15
Send Message icon 14
Send Message link 14
sending general messages 15
sending patient-specific messages 14
viewing messages 15
INDEX
Include Cancelled Visits
as search criteria 146
Include Past Visits
as search criteria 146
Incomplete Task Indicator 13
Information
about providers in Provider Directory 11
Insurance Information
when manually adding visit 157
Insurance Type
as search criteria 146
Intake/Output. See I/Os.
Intravenous Medications 84
IV Medications 84
K
Keywords
when searching for diagnosis codes 136
L
Lab Results
amount of data to download 30
annotations, entering 104
CAP reporting 101
clinical categories, viewing by 91
Component Details 100
component table view 96
component view 94
details, viewing 96, 99
expanded panel view 93
filtering on patient data display 90
graphing
one or two results 103
with other clinical data 103, 121
limiting the number or results shown 90
marking as viewed 106
non-numeric 104
out of range results, viewing 91
Panel Details 100
panel summary view 92
Panel Table 99
snapshots, viewing by 91
viewing from patient data display 88
Lab Results Settings
preferences 29
Limit field
on lab results display 90
on New Results 120
on Patient Summary tab 125
Linked Orders
for medications 84
Links
to EKG images
from Test Results display 108
to external systems
from Medications display 86
from Patient Data Display 69
from Test Results display 108
Links, hypertext 9
List. See Patient List.
Log in 4
Log out 6, 8
PAGE 195
INDEX M
M
Manual registration
accessing 149
common data elements 156
demographics, editing 164
from Patient List tab 165
from Patient Search tab 165
from Schedule tab 166
location of functions 152
merging patient records 177
of patients 158, 159
of visits 159, 162
from Patient Search tab 162
from Schedule tab 164
overview 149, 153
patient data elements 156
required data elements 156
restrictions to functions 151
visit data elements 157
visits, cancelling 169
from Patient Search tab 169
from Schedule tab 170
visits, editing 166
from Patient List tab 168
from Patient Search tab 167
from Schedule tab 168
visits, moving from one patient to another 173
visits, reassigning 171
on Patient Search tab 171
on Schedule tab 172
Manually registered patients
identifying 39
viewing 39
Mark as Viewed
allergies 126
clinical data 126
clinical notes 126
for all patients
on Patient Summary tab 126
for one patient
on New Results option 120
lab results 106, 126
medications 126
order status 126
problems 126
test results 126
Mark as Viewed icon 10, 120, 126
MARs. See Medications.
Mean Arterial Pressure. See Vitals.
Medical Record Number
during manual registration 156
patients with multiple MRNs 144
usage as search criteria 144
viewing in Patient Details 75
Medical Service
as search criteria 146
visits, reassigning to 171
when manually adding visit 157
Medical Service. See also Services.
Medication Administration Records
viewing on patient data display 81
Medications
compound orders 84, 85
filtering
PAGE 196
future orders 83
filtering on patient data display 82
filters
Active 83
Alternate 83
Conditional 83
D/C 83
Discontinued 83
IV 83
On Hold 83
PRN 83
scheduled 83
Status 83
Unverified 83
graphing with other clinical data 82, 121
IV medications 84
link to external reference tool 86
linked orders 84
MAR history 84
MAR info 81
not given MARs 84
related orders 84
sorting 82
special order types 83
viewing on patient data display 81
MEDITECH
handling of cancelled visits 146
Merge
patient records 177
rules for merging patients 184
Messaging. See Inbox.
Move
visits
from one patient to another 173, 177
MRN. See Medical Record Number.
Multi-Graph
from Lab Results display 103
from Medications display 82
from Vitals display 79
overview 121
N
Name, patient
during manual registration 156
Navigation
tabs 7
New Results
accessing 119
limiting data on 120
marking results as viewed 120
overview of 119
sorting 120
viewing options 120
New Results. See also Patient Summary
No Show. See Cancellation.
Non-Verified Patients
as search criteria 146
changing to Verified 150
definition 150
how created 150
Notations
adding to a lab result 104
Notepage icon. See Details icon.
Notes
INDEX
INDEX O
adding to a lab result 104
O
O2 Saturation. See Vitals.
Options button
New Results 120
Patient Summary tab 125
Vitals display 77
Order Status
marking as viewed 113
viewing from patient data display 112
Out of Range
lab results, viewing 91
Outpatient appointments. See Schedule.
Overview
configuring personal preferences 2, 19
for one patient, viewing 119
Inbox 13
manual registration 149
of registration functions 153
PAT access levels 2
Patient List 38
Patient List versus Patient Search 37
PatientKeeper Physician Portal 1
Preferences tab 19
Problems 133
Provider Directory 11
Schedule tab 187
Oxygen Saturation. See Vitals.
P
PACS
link to
from Test Results display 108
Page icon. See Details icon.
Pages. See Tabs.
Panel
definition of, for lab results 88
Panel Details
lab results display 100
Panel Summary View
for lab results 92
Panel Table
lab results display 99
Password (Preferences General) 21
PAT Access Levels 2
Level 1 2, 5
Level 2 2, 5
Level 3 2, 6
Patient Class
when manually adding visit 157
Patient data
access to 3
collected during manual registration 156
Patient Data Display
accessing via Details icon 71
allergies, viewing 86
clinical notes, viewing 109
intake/output data, viewing 80
lab results, viewing 88
link to external systems 69
medication administration records, viewing 81
medications, viewing 81
INDEX
order status, viewing 112
overview of 68
patient details, viewing 75
patient overview, viewing 119
problems, viewing 117
test results, viewing 107
using on Patient List tab 70
visits, viewing 72
vital signs, viewing 76
Patient Details Icon. See Details Icon.
Patient List
accessing 38
adding patients to 46
from Patient List tab 47
from Patient Search tab 51
allergies, viewing 86
applying profiles to 44
clinical notes, viewing 109
filtering 45
intake/output data, viewing 80
lab results, viewing 88
managing short list 41
medication administration records, viewing 81
medications, viewing 81
order status, viewing 112
overview 38
patient details, viewing 75
patient overview, viewing 119
printing a report of 64
problems
adding 133
deleting 137
editing 137
problems, viewing 117
refreshing 42, 46
removing patients from 53
sending patients to another user 54
from Patient List tab 54
from Patient Search tab 55
sorting 43
test results, viewing 107
visits
editing 168
viewing 72
vitals signs, viewing 76
when calculated 37
Patient List Settings
preferences 22
Patient Search
demographics
editing 165
in relation to registration 154
merging patient records 177
patients
manually registering 158, 160
searching for patient or visit 140
visits
cancelling 169
editing 167
manually adding 160, 162
moving from one patient to another 173
reassigning 171
Patient Summary
accessing 123
PAGE 197
INDEX P
limiting data on 125
marking results as viewed 126
overview of 123
sorting 126
using profiles on 125
using view filters 125
viewing details 126
viewing options 125
Patient Summary. See also New Results.
PatientKeeper application
starting 4
PatientKeeper Physician Portal
overview of 1
Patients
adding to short list 46
from Patient List tab 47
from Patient Search tab 51
allergies, viewing 86
authenticated 39
clinical notes, viewing 109
demographics, editing 164
from Patient List tab 165
from Patient Search tab 165
from Schedule tab 166
demographics, viewing
from Patient List 75
from Schedule tab 192
on Patient Data Display 75
diagnoses
adding 133
deleting 137
editing 137
displaying data for 68
information available for 67
intake/output data, viewing 80
lab results, viewing 88
managing short list of 38
manual registration of 149, 158, 159
Manually registered 39
medication administration records, viewing 81
medications, viewing 81
merging 177
order status, viewing 112
overview of, viewing 119
problems
adding 133
deleting 137
editing 137
viewing 117
removing from Patient List 53
restrictions when selecting 3
search criteria fields 144
searching for 140, 142
sending to another user 54
from Patient List tab 54
from Patient Search tab 55
test results, viewing 107
types of 39, 67
visits
moving from one patient to another 173
viewing 72
vital signs, viewing 76
Personal settings
configuring 2
PAGE 198
Personnel ID (Preferences General) 21
Phone numbers
during manual registration 156
for providers in Provider Directory 11
Physician Portal
overview of 1
Pop-ups
showing above cursor 22
Postal code
establishing format for label 11
Predefined Searches
using to find visits 140
Preferences
configuring 2, 19
General Settings 20
Clear web user settings 22
Department 21
Password 21
Personnel ID 21
Show tooltips above cursor 22
Username 21
Lab Results Settings 29
# of Days Lab Data to Download 30
Snapshots 30
Patient List Settings 22
Current Profile 23
Profiles 23, 28
Rounding Order Lists 23, 27
Short List Data Filters 23, 25
Short List Data Populators 23, 26
View Filters 22, 23
Problem List Settings 30
Preferences tab
main screen 20
Print
schedule 191
Print button
on Patient List tab 41
Printer icons
using 10
Problem List Settings
preferences 30
Problem List. See Problems.
Problems
adding 133
from Patient List 133
overview 133
selecting from Diagnosis Picker 135
selecting from master list 136
using keywords to find 136
deleting
from Patient List 137
overview 137
editing
from Patient List 137
overview 137
marking as viewed 118
overview 133
viewing for patient 117
Profile button
on Patient List tab 42
on Patient Summary tab 125
Profiles
applying on Patient List tab 44
INDEX
INDEX Q
Profiles (Preferences Patient List) 23, 28
Provider Directory 8
overview 11
Provider Type
usage as search criteria 146
Providers
reassigning visits for 192
selecting on Schedule tab 189
visits, reassigning to 171
when manually adding visit 157
Province
establishing format for label 11
Pt Summary
viewing details 121
Pt Summary. See New Results
Pulse Rate. See Vitals.
Q
Quit 6
R
Reason for Visit
when manually adding visit 157
Reassign
visits 171
Referring Provider
when manually adding visit 157
Refresh
patient list display 46
schedule 191
Refresh icon 9
Patient List 42
Registration
Common usage scenarios 184
Registration. See Manual registration.
Related Orders
for medications 84
Remove
patients from Patient List 53
Remove Current Patient 53
Remove Multiple Patients 41, 54
Remove Patient from your List 41
Reports
Clinical Rounding Report 60
printing for another user 62
printing for self 60
Patient List
printing 64
Rounding Report 58
schedule display 191
Respiratory Rate. See Vitals.
Restrict Patient Lookup To
definition of setting 3
Restrictions
for registration functions 151
to clinical data 3
Room
when manually adding visit 157
Rounding Order Lists (Preferences Patient List) 23, 27
Rounding Reports
printing Clinical Rounding Report 60
for another user 62
for self 60
INDEX
printing standard Rounding Report 58
Rows
selecting from displays 8
Run Predefined Search Button
using 140
S
Scanned documents
viewing in clinical notes 109
Schedule
accessing 187
actions from display 191
adding visits from 192
cancelling visits on 192
Group by Date 190
main screen 189
overview 187
patient details
viewing 192
patients
editing 166
manually registering 161
printing display of 191
providers, selecting 189
refreshing display of 191
selection criteria 189
Service Appts 190
services, selecting 190
Timeframe 189
visits
cancelling 170
editing 168
manually adding 161, 164
reassigning 172, 192
Scheduled Provider
when manually adding visit 157
Search criteria
for patients 144
for visits 144
Search field
using with clinical notes 112
using with test results 108
Search for Patients button 142
as used for registration 154
Search for Visits button 142
as used for registration 154
Searches
predefined
using to find visits 140
Security levels. See Access levels.
Select
multiple patients 43
Selection
of rows from displays 8
Send
patient to another user 54
from Patient List tab 54
from Patient Search tab 55
Send button
on Patient List tab 41
Send Message Icon 10, 14
Send Message Link 8, 14
Service Appts
Schedule tab 190
PAGE 199
INDEX T
Services
resassigning visits for 192
selecting on Schedule tab 190
Services. See also Medical Service.
Settings
clearing 22
Short List
adding patients to 46
from Patient List tab 47
from Patient Search tab 51
removing patients from 53
Short List Data Filters (Preferences Patient List) 23, 25
Short List Data Populators (Preferences Patient List) 23, 26
Short Patient List
printing a report of 64
Short Patient List. See also Patient List.
Show Only Mergeable
as search criteria 146
Show tooltips above cursor (Preferences General) 22
Snapshots
using to view lab results 91
Snapshots (Preferences Lab Results) 30
Social Security Number
during manual registration 156
usage as search criteria 144
Sort
Medications 82
New Results 120
Patient List 43
Patient Summary tab 126
using column headings 8
Special Order Types
for medications 83
SSN. See Social Security Number.
Start
application 4
State
establishing format for label 11
Status. See Order Status.
Sticky settings
clearing 22
Summary
of new clinical data
for all patients 123
for one patient 119
System
external
links from Medications display 86
links from Patient Data Display 69
links from Test Results display 108
System conventions
overview of 6
T
Tablets
preference settings for 22
Tabs
for navigation 7
Tasks
incomplete indicator
on Physician Portal 13
Telephone Directory. See Provider Directory.
Temperature. See Vitals.
Test Results
PAGE 200
filtering on patient data display 107
link to EKG images 108
link to external PACS system 108
marking as viewed 107
searching for specific text within 108
viewing on patient data display 107
Timeframe
on patient data display 68
Schedule tab 189
Tooltips
show above cursor 22
Transfer
visits
from one patient to another 173, 177
Tutorial option 8
U
Underlined text 9
Unit
as search criteria 146
when manually adding visit 157
Unviewed data. See New Results.
Unviewed data. See Patient Summary.
Username (Preferences General) 21
V
Verified Patients
definition 150
how created 150
View Filters (Preferences Patient List) 22, 23
Viewed status
indicating for allergies 87
indicating for clinical data 126
indicating for clinical notes 110
indicating for lab results 106
indicating for order status 113
indicating for problems 118
indicating for test results 107
Visit Data
collected in registration 157
Visit Number
as search criteria 145
when manually adding visit 157
Visit Search
Common usage scenarios 184
in relation to registration 154
Visit Status
as search criteria on Patient Search tab 144
Visit Type
as search criteria 144
when manually adding visit 157
Visits
cancelled
from MEDITECH 146
searching for on Patient Search tab 146
cancelling 169
from Patient Search tab 169
from Schedule tab 170, 192
current
definition of 39
editing 166
from Patient List tab 168
from Patient Search tab 167
INDEX
INDEX W
from Schedule tab 168
filtering
on patient data display 73
manually adding 149, 159, 162
from Patient Search tab 162
from Schedule tab 164, 192
moving
from one patient to another 173
reassigning 171
on Patient Search tab 171
on Schedule tab 172, 192
search criteria fields 144
searching for 140, 142
using Predefined Searches to find 140
viewing details
from Schedule tab 192
on patient data display 72
Vital Signs
non-numeric 79
Vital Signs. See Vitals.
Vitals
Display at most n full days setting 76
graphing
individual vital signs 79
with one medication 79
with other clinical data 79
graphing with other clinical data 121
Options button 77
Summary view 77
Table view 77
viewing on patient data display 76
vitals in graph format 78
vitals in list format 78
W
Walk-in. See Visits.
Web application
overview of 1
starting 4
Z
Zip code
establishing format for label 11
INDEX
PAGE 201
INDEX Z
PAGE 202
INDEX
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