2. Page 2 of 38
Contents
1. About the e4auditor........................................................................................................................................................................................................................... 5
1.1 Intended Audience....................................................................................................................................................................................................................... 5
1.2 Intended Use................................................................................................................................................................................................................................ 5
1.3 Description................................................................................................................................................................................................................................... 5
1.4 Questions and Suggestions.......................................................................................................................................................................................................... 5
2. e4auditor Overview ........................................................................................................................................................................................................................... 6
2.1 e4Auditor Dashboard................................................................................................................................................................................................................... 6
2.2 Job Status..................................................................................................................................................................................................................................... 7
2.3 Reject Information....................................................................................................................................................................................................................... 8
2.4 Batched Documents..................................................................................................................................................................................................................... 9
2.5 Orphaned Documents................................................................................................................................................................................................................10
2.6 Orphaned Docs in Generic Folder..............................................................................................................................................................................................11
2.7 Orphaned Encounter Folders.....................................................................................................................................................................................................12
2.8 Orphaned Enrollee Folders ........................................................................................................................................................................................................13
2.9 Orphaned Medical Record Folders ............................................................................................................................................................................................14
2.10 Large Documents .....................................................................................................................................................................................................................15
2.11 Corrupt Documents..................................................................................................................................................................................................................16
2.12 Encounters in Pre-Analysis.......................................................................................................................................................................................................17
2.13 Encounters in Analysis .............................................................................................................................................................................................................18
2.14 Encounters in Re-Analysis........................................................................................................................................................................................................19
2.15 Unassigned Deficiencies...........................................................................................................................................................................................................20
3. Page 3 of 38
2.16 System Assigned Deficiencies ..................................................................................................................................................................................................21
2.17 Deficiencies Outside of Worklist..............................................................................................................................................................................................22
2.18 Waiting for Completion............................................................................................................................................................................................................23
2.19 Encounter Delinquencies.........................................................................................................................................................................................................24
2.20 Document Delinquencies.........................................................................................................................................................................................................25
2.21 Physician Delinquencies...........................................................................................................................................................................................................26
2.22 Physicians on Hold ...................................................................................................................................................................................................................27
2.23 No Login in Last 6 Months........................................................................................................................................................................................................28
2.24 Customer Information .............................................................................................................................................................................................................29
2.24.1 Customer Name ................................................................................................................................................................................................................30
2.24.2 Soarian DM URL ................................................................................................................................................................................................................30
2.24.3 Soarian DM Database Server Name..................................................................................................................................................................................30
2.24.4 Soarian DM Database Name.............................................................................................................................................................................................30
2.24.5 SQL Logon..........................................................................................................................................................................................................................30
2.24.6 SQL Password....................................................................................................................................................................................................................30
2.24.7 HHRR Form Soarian DM URL.............................................................................................................................................................................................30
2.24.8 Soarian DM ASP or ICO .....................................................................................................................................................................................................30
2.24.9 Generic Orphan Folder Name (ICO Only)..........................................................................................................................................................................31
2.24.10 Automation Logon ..........................................................................................................................................................................................................31
2.24.11 Automation Save Location..............................................................................................................................................................................................31
2.24.12 Maximum number of detail rows per report..................................................................................................................................................................31
2.24.13 Large Document Size Threshold in Kilobytes..................................................................................................................................................................31
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1. About the e4auditor
This document contains information relating to the e4auditor program.
1.1 Intended Audience
The e4auditor is primarily for Cerner Soarian Document Management customer’s analysts/consultants who are responsible for keeping up the integrity of the data/images
stored in the system.
1.2 Intended Use
The e4auditor is intended to help customer support staff discover and correct issues in Cerner Soarian Document Management (DM). DM is formerly known as Enterprise
Document Management (EDM).
1.3 Description
The e4auditor is a Microsoft Excel spreadsheet with VBA code that queries the Cerner Soarian Document Management database to find issue that users may not be aware of.
The tool has multiple hyperlinks to interop in DM. The first time a hyperlink is used in the tool users will be required to enter their DM login twice. If the user leaves the IE
session running the user won’t be required to log in again. Metrics are kept during each update of the tool allowing customers to keep track of the progress of corrections and
stability of the system.
1.4 Questions and Suggestions
Please e-mail questions or suggestions about this document to clightbody@e4-servics.com:
6. Page 6 of 38
2. e4auditor Overview
2.1 e4Auditor Dashboard
Figure 1 is the e4auditor Dashboard (Figure 1), which lists the counts and links to the error details.
Item 23, Months Storage doesn’t have a Detail hyperlink. The line gives the user an estimate of months until storage may be needed in the DM system.
Figure 1
7. Page 7 of 38
2.2 Job Status
The 1
st
option from the e4auditor Dashboard is Job Status (Figure 2). The details give the user a count of all the different types of errors in Job Status. The Launch hyperlink
will take users directly to DM Job Status. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 2
8. Page 8 of 38
2.3 Reject Information
The 2
nd
option for the e4auditor Dashboard is Reject Information (Figure 3). The details give the user a complete history of rejected documents in the DM database. Most of
this information is just for review. If the entries haven’t been deleted from Job Status, users will be able to find them in Job Status by the DM Job ID. The Sort Details button
allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor
Dashboard.
Figure 3
9. Page 9 of 38
2.4 Batched Documents
The 3
rd
option from the e4auditor Dashboard is Batched Documents (Figure 4). The details give the user a complete list of all documents in the DM batch folders. The
Document ID hyperlink will take users directly to the document in DM. At that point users can right-click on the document and it will show which ORG batch folder where the
document is located. Users will also have the ability to move the document to the correct folder. The Sort Details button allows the user to sort column rows in ascending or
descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 4
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2.5 Orphaned Documents
The 4
th
option from the e4auditor Dashboard is Orphaned Documents (Figure 5). The details give the user a complete list of all documents not stored in a folder. The
Document ID hyperlink will take users directly to the document in DM. If the documents don’t belong to a folder in DM the only option users have at this point is to delete the
document.
DM ICO customers can move orphaned documents to a generic folder in DM via the e4auditor. This will allow documents to be moved around in DM. The requirement is to
create one generic folder in DM. First create a new generic folder (example: with the name ORPHAN). Once that is complete, go to the Customer Info Tab (Figure 25) in the
e4auditor and enter the generic folder name in the Orphan Folder Name line. When this is done, users will be able to click the button on the Orphaned Documents Tab in the
e4auditor and DM will move the documents in the e4auditor details report to the generic folder. Once the documents are moved, users will then be able to assign/move them
to a valid location in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard
button will take the user back to the e4auditor Dashboard.
Figure 5
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2.6 Orphaned Docs in Generic Folder
The 5
th
option from the e4auditor Dashboard is Orphaned Docs in Generic Folder (Figure 6). This is for DM ICO customers only. The report provides a detailed list of
documents that were orphaned originally and moved to the generic folder explained in section 2.5 Orphaned Documents. The Document ID hyperlink will take users directly to
the document in DM. At that point, users can right-click on the document and it will show users the Generic folder where the document is located. Users will then have the
ability to move the document to the correct folder. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details.
The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 6
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2.7 Orphaned Encounter Folders
The 6
th
option from the e4auditor Dashboard is Orphaned Encounter (Figure 7). The details give the user a list of Encounter folders that are in DM with a medical record
number that is blank. The Encounter # hyperlink will take users directly to the Encounter folder in DM. At that point, users have the ability to move/edit the folder. The Sort
Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to
the e4auditor Dashboard.
Figure 7
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2.8 Orphaned Enrollee Folders
The 7
th
option from the e4auditor Dashboard is Orphaned Enrollee folders (Figure 8). The details give the user a list of Enrollee folders that have a blank enrollee name and the
Enrollee folder has no Medical Record folder associated with it. The Corporate ID hyperlink will take users directly to the Enrollee folder in DM. At that point users have the
ability to move/edit the folder. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor
Dashboard button will take the user back to the e4auditor Dashboard.
Figure 8
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2.9 Orphaned Medical Record Folders
The 8
th
option from the e4auditor Dashboard is Orphaned Medical Record folders (Figure 9). The details give the user a list of Medical Records folders that have a blank
enrollee name. The Corporate ID hyperlink will take users directly to the Enrollee folder in DM. The Med Rec # hyperlink, if available, will take users directly to the Medical
Record folder in DM. At that point, users have the ability to move/edit the folder. The Sort Details button allows the user to sort column rows in ascending or descending
order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 9
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2.10 Large Documents
The 9
th
option from the e4auditor Dashboard is Large Documents (Figure 10). The details give the user a list of documents appearing to be larger than normal. The Document
ID hyperlink will take users directly to the document in DM. At that point, users have the ability to move/edit the document. The user has the ability to define the size
threshold in the customer information user form. See section 2.24. The Sort Details button allows the user to sort column rows in ascending or descending order. See section
2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 10
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2.11 Corrupt Documents
The 10
th
option from the e4auditor Dashboard is Corrupt Documents (Figure 11). The details give the user a list of documents that are in a corrupt state in DM. The Document
ID hyperlink will take the users directly to STM document repair. The user must have the rights in order to connect to STM repair. The user could either use the built in tools in
DM to get the list and repair the documents or copy the Document ID from the spread sheet and paste it in the Document ID location in STM Document Repair. The Sort
Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to
the e4auditor Dashboard.
Figure 11
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2.12 Encounters in Pre-Analysis
The 11
th
option from the e4auditor Dashboard is Encounters in Pre-Analysis (Figure 12). The details give the user a list of Encounter folders that have a folder status of P. The
Med Rec # hyperlink will take the user directly to Medical Record folder in DM. The Encounter # hyperlink will take the user directly to the Encounter folder in DM. The Sort
Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to
the e4auditor Dashboard.
Figure 12
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2.13 Encounters in Analysis
The 12
th
option from the e4auditor Dashboard is Encounters in Analysis (Figure 13). The details give the user a list of Encounter folders that have a folder status of A. The Med
Rec # hyperlink will take the user directly to the Medical Record folder in DM. The Encounter # hyperlink will take the user directly to the Encounter folder in DM. The Sort
Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to
the e4auditor Dashboard.
Figure 13
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2.14 Encounters in Re-Analysis
The 13
th
option from the e4auditor Dashboard is Encounters in Re-Analysis (Figure 14). The details give the user a list of Encounter folders that have a folder status of R. The
Med Rec # hyperlink will take the users directly to the Medical Record folder in DM. The Encounter # hyperlink will take the users directly to the Encounter folder in DM. The
Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back
to the e4auditor Dashboard.
Figure 14
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2.15 Unassigned Deficiencies
The 14
th
option from the e4auditor Dashboard is Unassigned Deficiencies (Figure 15). The details give the user a list of Encounter folders that have unassigned deficiencies.
The Med Rec # hyperlink will take the user directly to the Medical Record folder in DM. The Encounter # hyperlink will take the user directly to the Encounter folder in DM.
The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user
back to the e4auditor Dashboard.
Figure 15
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2.16 System Assigned Deficiencies
The 15
th
option from the e4auditor Dashboard is System Assigned Deficiencies (Figure 16). The details give the user a list of deficiencies assigned to the system assigned folder.
The Encounter # hyperlink will take the user directly to the Encounter folder in DM. If the system assigned deficiencies is a document the Document ID hyperlink will take users
directly to the document in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor
Dashboard button will take the user back to the e4auditor Dashboard.
Figure 16
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2.17 Deficiencies Outside of Worklist
The 16
th
option from the e4auditor Dashboard is Deficiencies Outside of Worklist (Figure 17). The details give the user a list of Encounter folders with deficiencies that do not
have an owner. The Document ID hyperlink will take the user directly to the document in DM. The Encounter # hyperlink will take to the user directly to the Encounter folder
in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take
the user back to the e4auditor Dashboard.
Figure 16
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2.18 Waiting for Completion
The 17
th
option from the e4auditor Dashboard is Waiting for Completion (Figure 18). The details give the user a list of Document ID’s. Each one is a document type that is
associated to a deficiency chain and has a deficiency status that is not equal to completed. The Document ID hyperlink will take the user directly to the document in DM. The
Encounter # hyperlink will take the user directly to the Encounter folder in DM. The Sort Details button allows the user to sort column rows in ascending or descending order.
See section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 17
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2.19 Encounter Delinquencies
The 18
th
option from the e4auditor Dashboard is Encounter Delinquencies (Figure 19). The details give the user a list of Encounter folders with the total number of delinquent
deficiencies. The Encounter # hyperlink will take the user directly to the Encounter folder in DM. The Sort Details button allows the user to sort column rows in ascending or
descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 19
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2.20 Document Delinquencies
The 19
th
option from the E4auditor Dashboard is Document Delinquencies (Figure 20). The details give the user a list of documents with delinquent deficiencies. The
Document Id hyperlink will take the user directly to the document in DM. Encounter # hyperlink will take the user directly to the Encounter folder in DM. The Sort Details
button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will take the user back to the
e4auditor Dashboard.
Figure 20
26. Page 26 of 38
2.21 Physician Delinquencies
The 20
th
option from the e4auditor Dashboard is Physician Delinquencies (Figure 21). The details give the user a list of Physicians with delinquent deficiencies. The Physician ID
hyperlink will take the user directly to the Physician’s User folder in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See
section 2.26 for details. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 21
27. Page 27 of 38
2.22 Physicians on Hold
The 21
th
option from the e4auditor Dashboard is Physicians on Hold (Figure 22). The details give the user a list of Physicians on Hold. The Physician ID hyperlink will take the
user directly to the Physician’s User folder in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details.
The e4auditor Dashboard button will take the user back to the e4auditor Dashboard.
Figure 18
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2.23 No Login in Last 6 Months
The 22
nd
option from the e4auditor Dashboard is No Login in Last 6 Months (Figure 23). The details give the user a list of physicians who have not logged into DM in the last 6
months. The Physician ID hyperlink, if available, will take the user directly to the Physician’s User folder in DM. The Launch Folder hyperlink will take users directly to the User
folder in DM. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor Dashboard button will
take the user back to the e4auditor Dashboard.
Figure 19
29. Page 29 of 38
2.24 Customer Information
The Customer Information button on the e4auditor Dashboard (Figure 1) will take the user to the Customer Information user form (Figure 24).
Figure 24
30. Page 30 of 38
2.24.1 Customer Name
Field is used to enter the name of the facility. This Field will display at the top of the e4auditor Dashboard.
2.24.2 Soarian DM URL
Field is used to enter the Soarian DM URL. This field is used to create the interop links into Soarian DM. The format is http://(dm-webserver)/hhrr
2.24.3 Soarian DM Database Server Name
Field is used to enter the Soarian DM Database Server Name.
2.24.4 Soarian DM Database Name
Field is used to enter the Soarian DM Database Name. The format is SMSPHidbRRHH.
2.24.5 SQL Logon
Field is used to enter SQL logon that has select and update access to the EDM Database. After initial set up this id shouldn’t be changed or the application may
fail during update.
2.24.6 SQL Password
Field is used to enter SQL Password that has select and update access to the EDM Database. After initial set up this id shouldn’t be changed or the application
may fail during update.
2.24.7 HHRR Form Soarian DM URL
Field is used to enter the HHRR from the Soarian DM URL. It is used to create the document interop links to Soarian DM.
2.24.8 Soarian DM ASP or ICO
Field is used to enter if Soarian DM system is ICO or ASP. Flag is used to determine if the tool can be used for Generic Orphan Folder Processing. Process is only
available for ICO customers.
31. Page 31 of 38
2.24.9 Generic Orphan Folder Name (ICO Only)
Field is used to tell the application which Generic Folder to assign the Orphaned documents (Figure 5). This folder will need to be set up in DM and the name of
the folder type will be entered in this field.
2.24.10 Automation Logon
Field is used to store the logon id that will be set up if the customer choices to automate the update process. The e4auditor tool is set up to check to see which
logon id is executing the application. If the id matched this field it will automatically run the update, save it to the share location in step 2.24.11 and close the
application.
2.24.11 Automation Save Location
Field is used to tell the application where to save the e4auditor tool if the customer chooses to use automation to run the e4auditor tool on a scheduled basis.
2.24.12 Maximum number of detail rows per report
Field is used to tell the application how many details rows should be written to the audit reports. The smaller the amount of rows the quicker the update will
run.
2.24.13 Large Document Size Threshold in Kilobytes
Field is used to assign the size threshold in kilobytes for the Large Document Detail reports.
32. Page 32 of 38
2.24.14 Update Date Thresholds
The Update Date Threshold button on the e4auditor Customer Information form (figure 24) opens the e4auditor Enter Date Threshold form (figure 25). The
form is used to update the date thresholds criteria. These setting are used to filter out certain dates the user doesn’t want to be populated in the e4auditor
Dashboard details reports.
Figure 25
33. Page 33 of 38
2.24.15 Update Error Targets
The Update Error Targets button on the e4auditor Customer Information form (Figure 24) opens the e4auditor Error Target Definition form (figure 26). The
form is used to update error targets in Customer Metrics (figure 26). The audit dashboard also uses these numbers to determine colors on the e4auditor
dashboard (figure 1). Green is 80% below the set target. Yellow is 80% to the set target. Red is over the set target.
Figure 26
34. Page 34 of 38
2.24.16 Import Customer Info/Metrics
The Import Customer Info/Metrics button on the e4auditor Customer Information form (figure 24) is used to copy customer info and metrics file from previous
e4auditor tools during upgrades, updates or other issues to the tool. The user will be access to browse to the previous working version and then the
information will be imported into the new e4auditor tool
2.25 Update Report
The Update Report button on the e4auditor Dashboard (Figure 1) starts the process to run the audit results. The User that will be running the update process will be given a
password that will allow them to create the audit reports. Depending on the number of detail rows defined in customer information (figure 24) the process can run for an
extended time.
35. Page 35 of 38
2.26 Customer Metrics
The Customer Metrics button on the e4auditor Dashboard (Figure 1) takes you to the Customer Metrics Tab (Figure 27). Customer Metrics displays the output statistical
changes from the last update of the tool. The Target Column is the target number of errors set on the e4auditor Error Target Definition form (figure 26). . The Date
Criteria Column is the date criteria set on the e4auditor Enter Date Threshold form (figure 25). The Run Date/Time Columns list the number of errors in the DM
system at the time of the update. The e4auditor Dashboard button will take the user back to the e4auditor Dashboard. The Clear Report button at the bottom of the
report will clear the history in the e4 Metrics Report.
Figure 27
36. Page 36 of 38
2.27 Sort Details
Each Detail Report has a Sort Details button which allows the user to sort a column in ascending or descending order (Figure 27).
Figure 27
1. On the e4auditor Sort Details form (figure 28) the user will first select the column they would like to sort.
2. The user then selects if the data is to be sorted in ascending or descending order.
3. Last the user will hit the sort button and the data will be sorted accordingly.
. Figure 28
37. Page 37 of 38
2.28 Physician Information
The Physician Information button on the e4auditor Dashboard (Figure 1) takes you to the Physician Tab (Figure 29). This Tab details all users in the Soarian DM that have a
value in the Physician ID field. The Sort Details button allows the user to sort column rows in ascending or descending order. See section 2.26 for details. The e4auditor
Dashboard button will take the user back to the e4auditor Dashboard.
Figure 29
2.29 Clear Report
The Clear Report button on the e4auditor Dashboard (Figure 1) will clear all the information on the e4auditor Dashboard.
38. Page 38 of 38
3. e4auditor Follow-Up
3.1 Enhancements
Customers can submit an enhancement request for review to e4 Services.
3.2 Customizations
Custom Queries would also be available for creation on a billable basis depending on specifics to customer needs.
3.3 Contact Info
Soarian HIM (DM) Services Contact
Mike Brensinger, RHIA, CPHQ | EMAIL: mbrensinger@e4-services.com | TELEPHONE: 610-301-1068
e4auditor Innovations Contact
Curtis Lightbody| EMAIL: clightbody@e4-services.com | OFFICE: 610-779-1721 CELL: 484-459-7569
