Accessing the Physician Portal (HPP)Portal Locations:To access internally or externally (unless via FastPASS): TUL via http://myportal.hillcrest.com ABQ via http://myportal.lovelace.comYou may also access internally via the Physician Portal link on Fastlane or yourSmartPhone or mobile device, please note you will not be able to view PACS images oraccess the Medical Records/Deficiency viewer.For best performance, use Internet Explorer and Java version 1.4.2_13.Version 1.6/v6 is NOT recommended.
Logging In• The Physician Portal Internet Explorer Window opens.• To login, type your User Name and Password. For Physicians and Extenders, your Username is your Dictation Number and the Initial Password will be the word: welcome• For Nursing and Ancillary Staff, your login is your First Initial and Last Name (all lower case). If this is the first time you log in, you will use the password: welcome NOTE: The Ardent Help Desk phone number is 866.725.4357
Logging Out of Portal When finished, log out of HPP using the Logout icon.
5Portal Window Overview My Portal – Click Suspend – Temporarily Help - Displays Logout – this to return to suspends the current the online help Will exit the last page that session and hides the information. Portal. you accessed. display. This will also auto display after 15 minutes of inactivity.
6Portal Window Overview (cont.) Click (?) Print,to access Site Controls Minimize and help. My Portal Maximize icons. Edit – to My Preferences setpreference Change Colors and Fonts s for your display. Change Password (managed via FastPASS) About Display Context (Function explained later) 6
EMR 100 - Questions1) If you encounter difficulties with your login password, who would you contact? a. Unit Secretary b. Help Desk2) To log out of Portal, click the “X” in the top right corner. a. True b. False
9The Census PagePortal will default to either the Census Page or Data Monitor View. If you have arelationship with a Patient (Consulting, Primary Care or Referring), the Patient willappear under the “CM Working Patient List” section. Post-discharge Patients willremain on the Census List for 24 hours to allow time for follow-up if needed.
10Filter Options for the Patient ListThe Patient List can be viewed by using the following filter options and clicking on thedown arrow to select from the drop-down list.
11 Adding a Patient to Your Working List Select the Patient Search tab in the toolbar, and set the Facility and Station. Check the Add box next to the Patient’s name. Select the tab: The Patient is now added to your working list.Click the + sign next to thePatient’s name to view previous encounters .
12Patient SearchWhile using the MPI (Master Patient Index) you may find a Patient without an AddBox. This indicates the Patient has been discharged. The Patient information can beviewed, but the Patient cannot be added to your Census Page. NOTE: If an “ADD” box does not appear, the Patient has been discharged. The Patient info can be viewed, but it cannot be added to the Census page.
13Patient Census Tips Click the Refresh button to refresh your list. To alphabetize the list, click the Patient Name header or any header. The list may be arranged in alphabetical or reverse alphabetical order. If you can’t find your Patient, check your filter options (Facility, Patient Type, Status or Census Type) and then click the Refresh button to reactivate your list. You cannot “remove” a Patient from your list if you are the Admitting or Attending. But you can make them Inactive, which will hide them in your list. Doing this will NOT impact your Group’s list – the Patient will stay on their list. To view them again in your active Patient list, change the Patient Type filter to show “inactive”. Select them and click the Active button.
14Searching for a PatientChoose a Search option, and select the Patient Search Button from the toolbar.Search by using: Entire Master Patient Index (MPI) (including discharged Patients) Active (to search only Inpatient and current active Patients) – OR – Recent Encounter (last 30 days) and enter the encounter number in the Account # field.
15CM Patient Search FieldsThe guidelines for searching are listed below the First Name icon on the screen.Enter the Last Name and First Name in the Search Boxes. To search by MRN, type theMRN in the Last Name field. Birthday/Age and Sex can be added to refine the searchbut are not required. Click “Search.”
16Adding a Patient to Your WorklistSelect the Patient Search tab in the toolbar, and select your Station Search options bysetting the Facility and Station. Click “Get Census.”
17Patient ListingA list of Patients is displayed to match the criteria entered. Check the Add box next tothe Patient’s name. The Patient(s) is/are added to your Worklist. NOTE: To view previous encounters for your Patient, click the + sign next to the Patient name.
18Unauthorized Patient Access WarningSTOP!!! If a Patient is selected that does not have a relationship withyou, an Unauthorized Patient Access Warning Screen will appear. If youcontinue to access that Patient’s Records, the access to the PatientInformation will be recorded and audited. Once the Patient is addedto your Patient Worklist, this warning will no longer appear.
EMR110 - Questions3) The Patient List can be viewed by using the following filter options and clicking on the downarrow to select from the drop down list . a. Status b. Provider c. Facility d. Patient Type e. Census f. All of the above g. Answers A, C, D, E4) You must click “refresh” to display new criteria, after selecting an item from the drop downmenu. a. True b. False5) When first searching for a specific patient, start by clicking on the Patients Search tab in thetoolbar. Select the best options from the list below: a. Active patients and Discharged patients, Recent Encounter b. Master Patient Index (MPI), Discharged patients and Active Patients c. Active patients, Master patient Index (MPI) including (discharged patients) and Recent Encounter
6) If you know the Patient’s location, you can search by Facility or Department by utilizing theexisting drop down menus. After you perform one of the below (select the correct answer) , the listof Patients will appear. a. Then “Refresh” your screen b. Click “Get Census”7) To assign a Patient to your Working Patient List a. Click on the “+” sign next to the Patient name. b. Click on the “add” box, and “add to Patient list” button8) If you select a Patient that does not have a relationship with you, an Unauthorized PatientAccess Warning Screen will appear. Access will be recorded and audited. However, once addedto your Working Patient List, the warning will disappear. a. True b. False
22Working Patient List – Data Monitor On the Census page, click the Data Monitor button for a quick glance of Patients on the Census list, and the highest level abnormal indicator for unviewed Ancillary results. To return to the Census List, click on the Census List. NOTE: The Census List and Data Monitor buttons toggle between each other.
23The Census List Results PageClick on the New, Abnormal or Panic icon to see the result. Notice that you have beenredirected to the Results Page. Click on the Census List tab to return to your Census List screen.
EMR120 - Questions 9) The Data Monitor screen gives you a quick glance of abnormal indicators and unviewed Ancillary results. a. True b. False 10) To access the Census page or the Data Monitor page, click on Refresh: a. True b. False 11) Toggle between Census page and Data Monitor page: a. True b. False 12) While on the Data Monitor page, click on the New, Abnormal and Panic icons. This will redirect you to: a. The Census page b. The Result page 13) Alert Warnings are viewable on the Census page. a. True b. False
EMR 200Completing Medical RecordDeficiencies(Joint Commission Compliance)
26Deficiencies Tab Select the Deficiencies Tab from the toolbar.The Deficiency Worklist allows you to select the type of deficiencies you want to view such asMissing Signatures, Dictation or Missing Text. ED Providers will not have deficiencies in HEC, butcan address them in Portal. They must sign off on their charts before the Patient is removed fromthe Tracking Board. Deficiency Types Signature 5 Dictation 6 Missing Text 0The Work List displays the total number of deficiencies for each category and allows you to selectthe type of deficiency you wish to view. Select the deficiency, and allow the deficiency view toopen. After making a selection, you will be prompted to enter your pre-assigned PIN. This PINserves as your electronic signature.
Viewing ReportsSelect the report to review from the list.Review the report and identify the missing item. No signature. 27
28Deficiency Sign Off Exit here. Documents Tab.To sign the deficiency, click the Check Mark button on the toolbar.(If the deficiency is not in the viewer, the Sign button is disabled).
29Exiting the Deficiencies PageWhen all deficiencies have been completed, click on the red door to exit and return to the deficiency screen. DO NOT EXIT BY CLICKING THE “X” IN THE UPPER RIGHT CORNER.
EMR200 - Questions14) Select the Deficiencies Tab from the toolbar. The Deficiencies Work List allows you to select the typeof deficiencies you want to view such as Missing Signatures, Dictation or Missing Text. After making aselection, you will be prompted to enter a. Your User number b. Welcome password c. Your pre-assigned PIN15) To sign the deficiency, make sure the Deficiency is in the viewer and then click the Sign button fromthe toolbar. a. True b. False16) When all deficiencies have been completed, click on the (X) to exit and return to Deficiency Screen. a. True b. False
32Viewing Results for a Specific PatientSelect the Patient from the Census Page or Patient Search Page to view resultedOrders. The Results Page will be activated.Panic results will show in red before you view themSTAT or Abnormal (S/A) results will show in yellow before you view themNew results will show in green before you view them.“V” denotes you’ve viewed the result.(Note: Once a Patient is selected, the Results page is activated.)
33Changing the Type of Results and EncountersYou can view all Ancillary results or only Lab, Radiology or Emergency. If Go Back Daysare entered, all previous encounters will be displayed for that time period.The list of result types can be filtered by changing the type from the drop-down list.Once your settings have been identified, click “Refresh” to view the results. All Ancillary Lab Results Radiology Res Emergency Report
34Viewing Lab ResultsAfter “Show Selected Items” is selected, the window will show the available items.You can either check the box next to the item, or click the hyperlink (blue text) to view,in this example, the final report.
35Selecting ResultsWhen you select a Patient, the Result Tab will be auto-selected. Detailed informationwill display, and can be viewed and trended.
37Comparing Results and Switching to Check 10You can compare previous results for one or more selected components of a test. ACheck Five or Check Ten test results displays the last five or ten results of eachselected component for the current test based on the Start On date.Values will be displayed in a spreadsheet format, comparing them side-by-side. Thesevalues can be graphed as well, showing the High Normal and Low Normal based onthe Reference Range. Scroll down to view entire list.
38Check 10 Graph ViewYou can choose between Switch to Check 10 and Switch to Check 5 byclicking on the hyperlink.
39Viewing a Report or Result History Click on the item Select this Icon to name to view the view the history of Report Screen. the Order.
41ABQ Radiology Film LinkWhen you choose the Radiology Film Link for the first time, you will receive a securitymessage to install MI View in the event MI View is not installed. NOTE: You will need Administrative Rights to be able to install MI View. If you are not an Administrator, contact the Help Desk.
42ABQ Radiology Results ViewClick on the Radiology Icon to view the Film and Transcription. Other options are theStatus and History columns.
43ABQ Patient Portfolio/Final ReportChoosing “Patient Portfolio” will provide all the Radiology reports for this Patient, andyou will be able to read the Final Report. Use the arrow to return to the PhysicianPortal.
44ABQ Selecting the “All Images” OptionClick on “All Images” to see all available images. Use the arrow to return to thePhysician Portal.
45ABQ Comparing ImagesClick on the “Compare” icon, and select the down arrow to show the list of availableimages to compare. Use the arrow to return to the Physician Portal.
46TUL RadiologyWhen viewing the Radiology Reports from the Results Tab, click on the study to readthe report. NOTE: You will need Administrative Rights to be able to install MI View. If you are not an Administrator, contact the Help Desk.
48TUL RadiologyTo view Radiology Films, click on the PACS tab to login to the standalone SECTRA PACS system.
49ED ChartEmergency Results are linked to the ED chart. The Red Cross icon will appear in Portalas soon as someone begins charting on a Patient in HEC. Click on the Emergency linkto view the ED Chart.
50Provider Chart Viewer The ED Report is a quick glance of all HEC charting data.
51Generating a ReportThis page allows you to lookup and print a Transfer_Mrr (MedicationReconciliation Record) report. Select the “Generate Report” button.A screen will appear showing a report is being generated.
52Viewing the Report When the report is ready, you will be instructed to click “here” to view. The Transfer Mrr may be printed for your records, or to give to the Patient.
53Transcriptions TabThe Transcription tab allows you to view signed and unsigned transcription reports fora selected Patient.Select the Patient for whom you wish view transcription reports, then select theTranscription button from the toolbar.Click the box before New Results, Today’s results, or Results by Test Class or Start on(type in a date) and click the “Refresh” button.
54Viewing Unsigned ReportsTo further define your view of unsigned transcription reports, do one of thefollowing: Search by EncounterTo search for data by encounter: select an encounter in the Encounter drop-down listto view all associated data. Encounter drop down list
55Search by Date To search for data by date range: select the “Start On” check box.Type the beginning date of the date range for which you want to view data in the“Start On” text box and the number of days back to search in the “Go Back” box.The “Start On” and “Go Back” date is defaulted to the current date for activeencounters. Data displayed using this option may span encounters.Click “Refresh” to populate.
56Item SearchesIn the Item Search box, enter any part of the title of the report on which you want tofocus your search. Leave the box blank if you want to include all report titles.Click the Refresh button. The report list is updated to display only the reports in theselected date range or encounter and having the title search parameter you entered.
57New Reports The following icon will be displayed for individual reports: View only reports that have To view only reports that been returned today: To View reports categorized you have not yet viewed. view only reports that have by test class. been returned today (“today” being the period between 12:00 a.m. and 11:59 p.m.)
58Sorting the Report ListTo sort the transcription reports list based on the contents of a column, click a columnheader. For example, to sort by result level, click the column header RsltLvl.The reports list will be rearranged to display the reports grouped by result level orchronological order.
59Transcription SectionThe Transcription section displays all the reports in a scrollable window with the firstreport at the top. Select “Request” for the report you wish to view:
60Accessing Medical RecordsYou can access the Medical Record View from the Patient Worklist. Identify and select the Patient to search for data and documents.The system will automatically launch the viewer when you click the Medical Records View tab.Check the name at the top of the window to ensure that the record you have accessedthe correct Patient Record.
61Medical Records ViewThe view is grouped in a document tree by encounters or documents depending onwhich you used last in Medical Records view (bottom left). Records are for all encounters towhich you have permissions. The tree is sorted by most recent encounter and systemdisplays documents determined by the chart order. The Medical Records page gives you the ability to view the whole medical record, by selecting the document on the left hand side of the viewer.
Viewing and Exiting The view is grouped in a document tree by encounters or documents depending on which you used last in Medical Records View (bottom left). Records are shown for all encounters for which you have permissions. The tree is sorted by most recent encounter, and the system displays documents determined by the chart order.• View Documents buttons can include buttons such as fields, lists, grids, and links. Any report in the Medical Records Viewer may be printed as well.• When you are finished viewing the records, click on the Red Exit door in the toolbar to return to the MR page.
63 Viewing Patient InformationTo view Patient information, select the Patient Info tab (Facesheet in Tulsa) from the toolbar.The Patient Information View opens, not the STAR Facesheet. It is not printable, and is to be used forreference only.
64Insurance Notes TabThe Insurance Notes and Visit History are located within the Patient Information Page.Visit History can also be found within the Coding Section.Insurance Notes TabTo view Insurance notes, click on the Insurance Notes tab. To verify Patient insuranceeligibility, click the check box and the “get selected” button.
65Visit History TabClick on the Visit History Tab to see visits, visit types, actions and location.
66The Coding PageThe Coding page will be blank until a Patient has been discharged. Once populated, youor your staff can view this page.
EMR300 - Questions17) What are the colors of the Result icons? Choose the correct answer. a. Panic is Yellow, STAT or Abnormal is Green and New Results is Red b. Panic is Green, STAT or Abnormal is Yellow and New Results is Red c. Panic is Red, STAT or Abnormal is Yellow and New Results is Green18) After changing the Result Type to view Lab Results and clicking the Show Selected Resultsbutton, the window will show the available items. To view the final result, click on the hyperlink : a. True b. False19) You can trend the lab results. A Check 5 or Check 10 test results displays the last five or tenresults of each selected component for the current test based on the Start On date. You can togglebetween Check 5 and Check 10. If you have greater than 10 values, you can scroll using the Previous10 or Next 10 values option. a. True b. False
20) To view an ED chart: a. Phone the ED and have a release put on the chart b. Click on the Red Cross icon c. In the Transcription area select New Results or Today’s Results21) You have selected the Reports Viewer tab. This page allows you to lookup and print a Transfer_MRR(Medication Reconciliation Record) report. a. True b. False22) The Transcription tab allows you to view signed and unsigned transcription reports for a selectedPatient. Select the Patient for whom you wish to view the transcription reports and then select theTranscription button from the toolbar. You can also review the FINAL transcription in Medical Records(HPF). a. True b. False
23) To sort the transcription reports list based on the contents of a column, click a column header. a. True b. False24) Facesheets are sent to HPF when admission packets are printed. Typically, the facesheetshould be available in HPF within 30 minutes. When the top Medical Records (HPF) Tab isselected, it will automatically launch the viewer. a. True b. False
71 Ordered Meds Tab STAR Adverse Reactions Viewing and Allergies Horizon Medication Manager (HMM) opens to the Ordered Meds Tab, where you can view a Patient’s allergy data using the drop down menu.AllDrugEnvironmentalFoodMiscellaneousOther
Adjusting Your Search Criteria Orders of All Status Active/Pending Only Active Pending Discontinued Discharged Cancelled Held Both Med & IV Orders Unverified Admin Medication Orders Only Pending-Rx Large Volume IV Orders Only 72
73Selecting a Date RangeYou can further refine your search by using the encounter or by Date Range(specified as the number of days back from a specified date), then select Refresh.
74TUL Drug Information TabClick on the Drug Information Tab to review brand name, primary AHFS number,strengths available, form, and package size.The search can be modified by generic brand, AHFS code or class.Enter the drug name (you may use a partial spelling) in criteria and click “Search”.
75Meds Manager Drug Information FormTo access the Meds Manager Drug Information Form, click the box next to the name.
76HOM Orders PageSelect your Patient, then select the Orders (HOM) tab.The Orders Page allows you to view Orders for a selected Patient.You can filter the Orders by Status, Group, Encounter or Time Period.
77CM Order SelectionThe Order Selection drop down list allows you to further refine your search bychanging the viewing Status (Active, Pending, All, etc.) or Group (Nursing, Blood Bank,Radiology, Laboratory, etc.). Orders of All Status Active/Pending All Defined in Edit Preference Active Blood Bank Pending Activity/Safety Started Anesthesia Completed Assessment Held Bronchoscopy D/Ced Cardiology Cancelled Cat Scan Etc… Etc…
78Changing the Date RangeTo search by encounter or by date range (specified as the number of days previousfrom the current date):Select the Start On check box.Enter the beginning date of the date range and the number of days back to search inthe Present Orders Active in Previous [n] Days box.Select Refresh.
Viewing Order DetailsTo view Order details, Order Occurrence information or results for Completed Orders:Under the Description Column header, select thehyperlink to view additional details for that Order.Click “Close” to return to the Orders (HOM) screen. 79
80Viewing Order Occurrence InformationClick a link in the Start Date column to view Occurrence information (including dateand time and placer order ID for each occurrence) for the corresponding Order. Click Close to return to the Orders section.
81Viewing Results for Completed OrdersIn the Results column, click an available link to view results associated with thecorresponding Order. Click Close to return to the Orders section.
EMR400 - Questions25) Horizon Medication Manager (HMM) opens to the Ordered Meds Tab, where you can view a Patient’sallergy by utilizing the data dropdown menu.) The Allergy section has a dropdown menu to selectdifferent types of allergies. a. True b. False26) From the Medication section, you can adjust your search criteria by: a. Using a dropdown menu to filter Order Status and Types b. Selection New c. Selection the Refresh button27) You can further refine your search by using the encounter or by date range (specified as the numberof days previous from a specified date), then select Refresh. To search for data by date range, select theStart On check box where the current date becomes the default date. a. True b. False28) In the Results column, click an available link to view results associated with the corresponding order. a. True b. False
84Customizing a WindowWithin the Edit mode you may add or deselect items. You may also change the Patientdemographic information by adding display columns, then rearranging the items asneeded. NOTE: HPP will default these viewing options, but anytime you see the “edit” button you have the option of customizing your view. 84
85Customizing a Window (cont.)Within the Edit mode you may add or deselect items. You may also change the Patientdemographic information by adding display columns, then rearranging the items asneeded. 85
86 Moving Available Columns to Displayed ColumnsMove Birth Date to DisplayedColumns by using the arrow. NOTE: The Census and the Patient List are populated by STAR, the Admitting System.
88Edit Tips Census Report Options. Select the “edit” button to customize how you print the Census Report. Be sure to use the scroll bar to view all options. Mom/Baby link is available in the edits section. The Mom or Baby results can be shown if you link it to the Results tab.
89Links and Tasks WindowSelect the Home Tab to access Links and Tasks. Click on “edit” to add bookmarks.Some commonly viewed sites have been pre-loaded for your convenience.
90Links and Tasks URL WindowThere is no limit to the number of URL Bookmarks you may add. Begin by typing thefull URL name (including http://www.....) in the URL Column, and click “Update”. https://myemail.com
91Portal Support TabAnother feature is the Support Documentation Tab.This area contains reference material on utilizing Portal, and can be printed if desired. Quick reference guides, tips and tools.
EMR700 - Questions29) When initially logging into Portal, there are default settings for each tab as well as individualsections, you are able to customize your view, by using the edit button. This will launch anotherscreen, where you will work to personalize your view. a. True b. False30) Anytime you see the “Edit” button you have the option of customizing your view. a. True b. False31) After customizing your work, always scroll to the bottom and save your settings. a. True b. False
32) The Home Page is for your professional use. In the Links and Tasks section you can createa list of To-Dos and added links. This site facilitates selecting your favorite links: a. True b. False33) To add Bookmarks, just select the Links and Tasks button: a. True b. False34) You may add as many URL links as you like. Blank rows are added in groups of 3. To addadditional blank rows, select the Update button. a. True b. False35) Another feature is the Support Documentation Tab. This area contains helpful tips, accessto Quick Guides, instructions and system requirements. a. True b. False