EasyAudit User Manual - Woodward Associates (UK)
Contents
1. EasyAudit Reference In no event will Woodward Associates be liable for any loss or damages including without limitation any lost profits lost savings or other indirect incidental special or consequential damages arising out of the use or inability to use the Licensed Products even if Woodward Associates has been advised of the possibility of such damages or for any claim by any other party Woodward Associates total liability for damages hereunder shall in no event exceed the amount paid for the Licensed Products under the terms and conditions of this Agreement 5 Other Provisions You may not use copy modify sublicence or transfer this Licence or the Licensed Products except as expressly provided in this Agreement You acknowledge that you have read this Agreement understand it and agree to be bound by its terms and conditions i No waiver of any term or condition of this Agreement shall constitute a continuing waiver ii The validity construction and performance of this Agreement shall be governed by the Laws and subject to the Courts of England iii These terms and conditions shall constitute the entire understanding and agreement between the parties and supersede all prior and contemporaneous proposals representations negotiations and communications relating to this Agreement iv No modification to this Agreement or any of its terms may be made except by express written agreement with Woodward Associates v If any provisi2. 22 10 2007 15 34 34 15 11 2006 30 06 2007 Sample NHS Data 23 10 2007 09 05 32 23 10 2007 09 05 38 103 MSERVER Users 22 10 2007 15 40 03 15 11 2006 30 06 2007 Sample NHS Data3 SERVER Users 23 10 2007 09 02 48 01 09 2006 30 06 2007 2 From the resulting Select Record screen double click upon a record to open it within the Worksheet screen for auditing The columns within the header bar at the top of the record display can be clicked upon to order the data to assist in locating the corresponding record to the documentation you are re coding from Values can also be entered in the space below the header to filter the display of records fuditing Sample NHS Data1 started 2007 10 23 09 05 22 completed n aSample NHS Data started 2007 10 2 MMF Audit Help A E H PatientiD StartDate EndDate Sex Specialty PrimaryDiag Diag Proc2 E 183 731 09 02 2007 24 02 2007 183 731 24 02 2007 08 05 2007 030 526 15 02 2007 03 06 2007 OO 594 393 18 02 2007 06 03 2007 594 993 06 03 2007 27 04 2007 S 213 219 24 11 2006 20 04 2007 110 7230 T250 110 T230 T250 110 4230 6201 110 5724 Z966 110 5724 Z966 110 5881 519 110 5801 z501 110 5801 z501 110 50281 2501 110 021 G936 110 021 G936 110 021 G936 110 M169 1639 w371 110 55240 w179 W231 110 3200 x700 U054 110 7210 W199 W242 110 7210 FUT W461 110 5250 w199 W243 110 7210 w199 W242 110 T840 T814 W394 110 M170 w401 022 803 31 01 2007 24 02 2007 022 803 24 02 2007 0
3. 2501 110 0281 2501 G445 110 021 G936 L312 110 021 G936 110 021 G936 110 M169 1639 w371 110 55240 w179 w231 110 3200 x700 u054 110 7210 W199 W242 110 7210 FOX W461 110 5250 W199 W243 110 7210 W199 w242 110 T840 T814 W394 110 M170 w401 M AMM AMM NE E no n a oe Specialty Episodes Audited Spells Completed Spells Partial Total 6 1 4 106 Not A Main Function Upper Gastrointestinal Surgery 0 0 0 This screen displays the records within the currently selected audit Records that have already been audited are highlighted in green and additionally have a green plus icon in the A column Those that have been audited and have errors recorded additionally have a red cross icon in the E column Where there are differences in the original HRG and that derived from the audited record a red cross icon will be displayed within the H column Double clicking upon a record will open it within the Worksheet screen for auditing The list can be sorted by any of the items displayed by clicking upon the header bar Values can also be entered in the space below the header to filter the display of records Towards the bottom of the screen is an area that displays a summary of the number of records within each specialty that have been audited Audit Menu 24 EasyAudit User Guide A fuditing Kent And Medway NHS And ite Help Close Export Selected Episodes to Word Chr Select only Errors Ctrl E Select o
4. 48 ISSUGS ere ere 22 45 48 49 L EIER hehe eegend 41 Load button 6 20 ee l 2 19 45 Login ef ue E 2 19 M Merge Audit Data Screen 30 Merge Men 22 Modify Audit Gcreen sss sese 25 MS AGCGeSS 15 MS TEEN 15 MS Word 12 15 22 26 N New Audit Screen 20 O Open Audit Screen sees 22 Organisation 6 20 30 33 45 P Password 1 2 5 19 45 Pro FOrma see 6 20 Program Files sss eee 48 Purge button sees 32 R Record Summary Report 12 Registration Code sss sese 5 Registration key 4 5 ReGroup EE 22 Release History sese 45 Report 1 12 22 28 30 33 44 45 Report button 12 Reset Password button 5 19 S Save button 9 25 28 Select Audited 12 15 22 26 28 30 32 Select ErmrOorS eee 15 26 Select Record Screen 26 Source Documentation6 20 28 33 Specialties Included In Audit 25 Specialties Isi 6 20 Start Menu Program Group 2 enz lala E 2 Summary Report 1 12 22 Summary Report To Word 12 22 Support sse 1 28 33 41 49 U Undelete Audit 22 32 Undelete Audit Screen 32 Undelete button e sse eee 32 Uninstallation e 2 EasyAudit User Manual Unsafe To Audit checkbox Username V Validate Database 52 W Woodward Associates 49 Woodward Associates website 2 Worksheet Repott ceee 12 Worksheet Screen acce
5. PDI SECONDARY DIAGNOSIS DOCUMENTATION ISSUE The auditor s code allocated from the source documentation differs from that of the Trusts due to unclear or inconsistent information For example e Inconsistency between information recorded by clinical staff contained on source documentation and it is not clear which is correct e The source documentation is illegible 33 EasyAudit User Manual SDM SECONDARY DIAGNOSIS CODED TO MANAGEMENT SPECIFICATION There is a clear and documented directive from management to contravene coding to national standards For example e by unbundling diagnoses or procedures into component parts e by adding or optimising the coded clinical data to alter the derived HRG SECONDARY DIAGNOSIS CODED TO CLINICIAN SPECIFICATION There is a clear and documented directive from clinicians to contravene coding to national standards or capture those instances where a clinician has requested that coding be done in a particular way as it more accurately captures the diagnosis For example e by unbundling diagnoses or procedures into component parts SECONDARY DIAGNOSIS CODED DUE TO SYSTEM CONSTRAINT Due to the system that the Organisation uses codes are technically incorrect at some level omitted or sequenced incorrectly Primary procedure error key descriptions Coder Error S Error LESTR ARY PROCEDURE NCORREGT AT THREE CHARACTER PROCEDURE INCORRECT AT THREE CHARACTER LEVEL The primary procedure code ha
6. Sec 1 1 2 AL 98 9pt Ln i Coll REC TRK EXT OVH DS Worksheet Report Pressing the Report button on the Worksheet screen will display a small dialog box that will allow selection of whether the Worksheet Report is sent to the printer a file or to a preview that can subsequently be printed Output Options 4 HP LaserJet 3300 Series PCL 6 C Printer TE Preview c 9 Format Rave Snapshot File NC e Collate F Duplex 11 EasyAudit User Manual Report Preview Als P File Page Zoom SE 3 Ia ad K FI Page h fA Am B Zoom UW o R Data Audit Worksheet Patient Sex 2 Patient Age 42 Patient ID 1759 Spell No 18 EpisodeOrder 1 Specialty 501 Episode Start 18 04 2005 Episode End 21 04 2005 S Unit Audit S S Error Diagnosis Code Code Diagnosis Type PDiag Other specified diseases andco 0998 UTA PTA BEE L2 TAT E a a 12 EasyAudit Quick Start Exporting Either the entire audit can be exported to a CSV file suitable for import into a spreadsheet such as MS Excel or a database such as MS Access or select records can be exported directly into MS Word To Export the Entire Audit 1 On the Open Audit screen select the audit that you wish to export Open Audit Audit Tools Help Organisation Started Completed Specialties Filename Imported First Episode Last Episode Sample NHS Datal 23 10 2007 09 05 22 1 SERVER Users 22 10 2007 15 34 34 15 11 2006 30 06 2007 Sam
7. Selecting the Summary Report To Word option from the Open Audit screen will produce an Audit Error report in MS Word for the currently selected audit All counts and calculations will have been pre calculated and completed in the report d Document3 Preview Microsoft Word ls x File Edit view Insert Format Tools Table Window Help Adobe PDF Type a question for help ig Cl GB 100 ISS SF Gl cose Totals Number Total Number of 5 episodes examined UTA Unsafe to audit 1 Actual number of 4 episodes examined Number of 2 episodes where HRG would change as a result of auditor s coding w A Amen Add en Primary Diagnosis 060 Number of primary 3 75 00 d a n mmnm m Page 1 Sec 1 1 6 AL 98 9pt Ln 1 Col 1 REC TRK EXT OWR OK Record Summary Report Selecting the Export Selected Episodes to Word option from the Select Record screen will create a summary report for the selected records within MS Word 10 EasyAudit Quick Start Gi Document Z Preview Microsoft Word Is P File Edit View Insert Format Tools Table Window Help Adobe PDF Type a question for help lt HP 0 sen ll ST close ID 2385 E Episode 11 10 2004 Start 3 Episode 11 10 2004 a End 7 Trust Coding Audit Coding Error Key PDiag R104 Sampling of g chorionic villus NEC s d Comments Z S ID 2386 z Episode 20 12 2004 bd E Start Episode 21 12 2004 o 3 End e t oja vaj BE T Page 1
8. dot codes i e J60 9 added validation for age and epidur to not allow non numeric values fixed some spellings fixed missing rows in worksheet word export when code and audit code were blank but eroor code exists i e SDNR e fixed some minor sizing behaviour some non sizeable others restricted other anchored e fixed some titles e updated so merge only allowed for completed audits status bar added for hint text e disable load for user DA e added function to select episodes part of partial spells Version 1 0 14 e changed totals to ignore NR now add up without NR Version 1 0 13 e added missing ECNR to summary reports for secondary diag e added error message for non coded error keys e changed totals to take account of NR keys with black codes Version 1 0 12 e update sort order for specialties on load screen e fixed transaction issue in worksheet save e added check DB function for problems in this case looks for duplicate dpcodes caused by comments bug in worksheet save 44 Support and Troubleshooting e added AuditlnputID hint for started column e added proc1 h validation and removal e added help button to login screen Version 1 0 11 e fixed a quote in the comments in worksheet e added abilty to add specialties to the audit e added ability to compare only to 3rd character on provider for merge import Version 1 0 10 e changed grouper interface slightly amp rdf files to be in sync Version 1 0 9 e cha
9. 24 02 2007 21 05 2007 24 02 2007 24 02 2007 24 02 2007 24 02 2007 12 12 2006 03 03 2007 05 04 2007 06 04 2007 10 04 2007 18 06 2007 21 04 2007 26 04 2007 23 04 2007 15 05 2007 06 05 2007 07 05 2007 10 06 2007 22 06 2007 26 02 2007 11 04 2007 02 05 2007 07 05 2007 110 7230 T250 110 T230 T250 110 4230 5201 s571 110 5724 Z966 w403 110 5724 Z966 110 5881 519 W283 110 801 2501 110 801 2501 110 0281 2501 G445 110 021 G936 L912 110 021 G936 110 021 G936 110 M169 1639 w371 110 55240 W179 w231 110 3200 x700 u054 110 7210 W199 W242 110 7210 FOX W461 110 5250 W199 W243 110 7210 w199 W242 110 T840 T814 W394 110 M170 w401 M AMM MM NE E N pb SR a oe Specialty Episodes Audited Spells Completed Spells Partial Total 6 1 4 106 Not 4 Main Function Upper Gastrointestinal Surgery 0 0 0 2 From the Audit menu select the option that corresponds to the subset of data you wish to export e Select Errors will automatically highlight all the records that have been audited and marked as having an error e Select Audited will automatically highlight all the records that have been audited regardless of whether they have an error or not Alternatively the specific records that are wanted in the export can be manually highlighted using the mouse Auditing Kent And Medway NHS Anc Help Close Export Selected Episodes to Word Chr Select only Errors Ctrl E Select only Audited Chr
10. 3 04 2007 482 683 15 11 2006 10 04 2007 8 GG 594 009 24 02 2007 21 05 2007 594 009 24 02 2007 24 02 2007 594 009 24 02 2007 24 02 2007 027 603 12 12 2006 03 03 2007 250 260 05 04 2007 06 04 2007 149 867 10 04 2007 18 06 2007 049 233 21 04 2007 26 04 2007 115 478 23 04 2007 15 05 2007 326 143 06 05 2007 07 05 2007 204 300 10 06 2007 22 06 2007 251 286 26 02 2007 11 04 2007 252 261 02 05 2007 07 05 2007 M A NN AM hM Be Be GAEREN AIDS ba MO Episodes Audited Spells Completed Spells Partial 6 1 4 106 Not A Main Function Upper Gastrointestinal Surgery 0 0 0 3 Enter coding information in the space provided on the right hand side of the Worksheet screen and press the Save button when complete EasyAudit Quick Start M Clinical Coding Audit Worksheet Audit Details Coding Analysis Diagnoses Organisation Sample NHS Data Diagnosis Diagnosis Error Key D Bum and corrosion of wrist and hand Burn Burn and corrosion of wrist and hand Audit Date 23 10 2007 1 Burn and corrosion of ankle and foot Burn Bum and corrosion of ankle and foot 2 Burns classified according to extent of body Bums classified according to extent o Episode 1 of 2 in Spell 3 Fracture of femur Fracture of femur part u Fracture of femur Fracture of femur 4 Personal history of self harm Personal history of self harm 5 Other physical therapy Other physical therapy 6 Acquired absence of upper limb a
11. EasyAudit User Manual woodward ASSOCIATES Innovative integration systems Table Of Contents Ea SV ie Elte EE 1 Taies Tee GE 1 Installation and Starting ANEN 2 Obtaining A Registration Key eee eee eee 4 Resetting your password eee eee 5 IMPONIM e i ate SUR Ota a ee oe ae Se RSI UTA eae E 6 LIS Taies ee 8 FUG eler DEE 10 40101 nle EE 12 EasyAudit User te EE 17 Logging bT KEE 17 New HIS DEE 18 Open A dit Screen EE 20 Modify Audit Screen se esse 23 Select Record Screen AAA 24 Worksheet SCTeen sse 26 Merge Audit Data Screen EE 28 Undelete Audit EE 30 EasyAudit Reference eee eee 31 Error Key Kielen 31 Import Dataset LO EE 37 Licence Agreement eee uke csi teh te athena etal 39 Database Validation Checks AEN 42 Support and Troubleshooting DEE 43 FICIG ASE TE en EE 43 KNOWN T 46 Support and Troubleshooting sss sese eee eee eee 47 Ee E 49 EE 51 EasyAudit Quick Start Introduction This help documentation is to support the use of Woodward Associates EasyAudit application a tool to help an auditor to produce error reports based upon re coded clinical data EasyAudit provides a simple way of importing Trust data into an environment aimed to assist in performing a coding audit and to produce error reports that include HRG impact The general work flow for using the application is e Installing and starting EasyAudit There is a Guest user account with a blank password To create your own user account yo
12. File area will specify which file contains the data to be merged with the currently selected audit Ticking the Includes Header Row checkbox will use the field names in the first record in the input file to be used for validation that field positions are correct Ignore Provider Mismatched after 3 characters will cause the import to ignore the site portion of the organisation code minimising the number of errors that would be reported if multi site provider data is being imported Ignore Provider Mismatch will perform the import merge regardless of the precise provider code in the dataset Pressing Import will read in the data from the specified file merging the records with the currently selected audit Any problems will be reported in the adjacent area 29 EasyAudit User Manual Undelete Audit Screen Undelete Audit Organisation Started Completed Specialties Filename Sample NHS Datal 23 10 2007 09 05 22 30 12 1899 106 SERVER User Sample NHS Data2 23 10 2007 09 05 32 23 10 2007 09 05 38 103 SERVER User Sample NHS Data3 30 12 1899 30 12 1899 100 SERVER SUser Purge Undelete Close This screen allows the restoration of previously deleted audits Selecting one within the list and then pressing the Undelete button will return that audit into the active list on the Open Audit screen Pressing the Purge button will completely remove the selected audit it will no longer be available for undeletion Purging an audi
13. Select Patial Spells Ctrl P Select only HRG Differences Ctrl H Select None 14 EasyAudit Quick Start 3 From the Audit menu select Export Selected Episodes to Word to produce a document containing the coding summary and commentary for each record currently selected EasyAudit User Guide Logging In EasyAudit Login Hep Username f Exit Password Reset Password gt If this is the first time the application has been run it will need to be registered otherwise enter your Username and Password and then press the Login button After a successful login the Open Audit screen will initially be displayed Pressing the Exit button will close the EasyAudit application Pressing the Help button will launch the help system Pressing the Reset password button will allow you to reset your password EasyAudit User Manual New Audit Screen New Audit Filename Browse File contains header row Fill blank column Iw Use Patientld Organisation e Source Documentation Clinical Record z Other please specify Specialties 100 General Surgery General Surgery 101 Urology Urology 102 Not 4 Main Function Transplantation Surgery 103 Not 4 Main Function Breast Surgery 104 Not 4 Main Function Colorectal Surgery 105 Not 4 Main Function Hepatobiliary amp Pancreatic Surgery 106 Not 4 Main Function Upper Gastrointestinal Surgery 107 Not A Main Function Vascular Surgery 110 Trauma amp Orthopaedics T
14. al standards or capture those instances where a clinician has requested that coding be done in a particular way as it more accurately captures the intervention that occurred For example e by unbundling diagnoses or procedures into component parts PSC SECONDARY PROCEDURE CODED DUE TO SYSTEM CONSTRAINT For example e by unbundling diagnoses or procedures into component parts e by adding or optimising the coded clinical data to alter the derived HRG SPC S Due to the system that the Organisation uses codes are technically incorrect at any level omitted or sequenced incorrectly 36 EasyAudit Reference Import Dataset Format General requirements The data supplied for audit must be standard ASCII You should have been notified which Specialties are to be audited The data must consist of defined data values supplied in a fixed CSV format e The columns in which data fields should be provided are fixed e The values in those columns must conform to Data Dictionary definitions If necessary reference can be made to http www connectingforhealth nhs uk datadictionary index asp and http www hesonline nhs uk Data requirements If any of the following data fields cannot be provided then please notify your auditor immediately note that if you do not have FCE or Spell HRG these can be left off Dates should be formatted as YYYYMMDD The data should be provided in the following columns Start End Field c
15. anual Open Audit udit Merge Tools alls Organisation About Sample NHS Data EasyAudit Help F1 Sample NHS Data2 lt A Us ZUU 7 UU 32 Sample NHS Data3 el About Displays the current version of the application EasyAudit Opens the electronic version of this documentation Help 22 EasyAudit User Guide Modify Audit Screen Modify Audit Specialties not included in audit Specialties Included In Audit 103 Not A Main Function Breast Surgery a 100 General Surgery General Surgery 104 Not Main Function Colorectal Surgery 101 Urology Urology 105 Not A Main Function Hepatobiliary amp Pancre 102 Not Main Function Transplantation Surgery 106 Not A Main Function Upper Gastrointestinal D 107 Not A Main Function Yascular Surgery 110 Trauma amp Orthopaedics Trauma amp Orthopae 120 Ent Ent 130 0phthalmology Ophthalmology 140 Oral Surgery Oral Surgery 141 Restorative Dentistry Restorative Dentistry Save 142 Paediatric Dentistry Paediatric Dentistry w 3 A3 Delen Keen Orbhandantian Cancel This screen allows the specialties included within a particular audit to be altered Selecting specialties in the Specialties not included in audit or the Specialties Included In Audit areas and then pressing the gt gt or lt lt buttons will move the selection from in or out of the currently loaded audit You will not be able to remove specialties that already have audit information agains
16. bove wrist Acquired absence of upper limb abov Episode Details 7 Acquired absence of both lower limbs any L Acquired absence of bath lower limbs 8 Specialty 110 Trauma amp Orthopaedics Trauma amp O J Coding Analysis Procedures Interventions Treatment Function 110 Procedure Code Procedure Error Key PatientID 183 731 Episode Stat 09 02 2007 Episode End 24 02 2007 Admission Date 09 02 2007 Discharge Date 08 05 2007 LoS Age HRG Analysis has HRG J27 Other Burn without Significant Graft Proced Auditor HAG J27 Other Burn without Significant Graft Proced Source Documentation Clinical Ri a Spell HRG J27 Other Burn without Significant Graft Proced meg nical Recon Auditor Spell HRG J27 Other Burn without Significant Graft Proced Other please specify hii Spell Tariff 22229 00 Auditor spell Tariff 22229 00 T UnsafeToAudit C t Status fAudted comments Copy Trust Codes ClearAudit Save Report Help Cancel You will then be returned to the Select Record screen with the record that has just been saved now highlighted in green to indicate that it has been audited If errors were found during the re coding there will also be a red icon with a cross in the E column as an indication If these led to a difference in HRG assignment there will be a similar red icon in the H column against that record EasyAudit User Manual Reporting Audit Error Report
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18. de allocated to classify the procedure or intervention is incorrect at fourth character level and incorrectly sequenced SECONDARY PROCEDURE INCORRECTLY SEQUENCED The Organisation has not sequenced the procedure coding 35 EasyAudit User Manual according to the rules and conventions of the classification For example e See use as secondary code when associated with SECONDARY PROCEDURE OMITTED Secondary procedure that has been recorded by the auditor as relevant but is missing from the Organisation s recorded episode SECONDARY PROCEDURE NOT RELEVANT The secondary procedure code recorded by the coder is not relevant to the episode of care Non Coder Error INFORMATION AVAILABLE AT THE TIME OF AUDIT NOT AVAILABLE AT THE TIME OF CODING See PDI SECONDARY PROCEDURE DOCUMENTATION ISSUE The auditor is unable to code the clinical data from the source documentation and compare against that of the Trusts due to unclear or inconsistent information For example e Inconsistency between information recorded by clinical staff contained on the source documentation and it is not clear which is correct e The source documentation is illegible SECONDARY PROCEDURE CODED TO MANAGEMENT SPECIFICATION There is a clear and documented directive from management to contravene coding to national standards SECONDARY PROCEDURE CODED TO CLINICIAN SPECIFICATION There is a clear and documented directive from clinicians to contravene coding to nation
19. displayed when exporting or importing a completed audit for merging within EasyAudit Exporting Merge Audit Data Organisation lz ample NHS Data File Browse Iw Includes Header Row Iw With PatientID new T Without Patientld old Export When exporting a completed audit the name of the selected provider will be displayed in the Organisation area Pressing the Browse button and selecting a file or typing a valid output name and location in the adjacent File area will specify where the exported audit will be written to Ticking the Includes Header Row checkbox will create an additional record at the top of the output file that contains the names of the fields The With PatientID new or Without PatientID old checkboxes control whether the export merge dataset will be created with or without the PatientID being included for use as part of the spell identifier Finally pressing Export will write the audit to the specified file Any problems will be reported in the adjacent area Importing 28 EasyAudit User Guide Merge Audit Data Organisation mple NHS Data File Browse JV Includes Header Row T Ignore Provider Mismatched after 3 characters T Ignore Provider Mismatch Import When importing and merging a completed audit the name of the selected provider will be displayed in the Organisation area Pressing the Browse button and selecting a file or typing a valid output name and location in the adjacent
20. erred to as Licensed Products Please carefully read all terms and conditions of this licence agreement Licence before using the software package Your consent during installation constitutes your acceptance of the terms and conditions of this Licence If you do not agree with the terms of this Licence promptly return the Licensed Products to Woodward Associates who will refund in full the price you paid 1 Licensed Products and Grant of Rights i The Licensed Products comprise the software applications known as the Woodward Associates EasyAudit and associated tables and files for the computer hardware specified on the media label ii The software components of the Licensed Products shall be supplied in the form of binary executable code on appropriate magnetic digital or optical media iii In consideration of the Licence Fee Woodward Associates grants to you a personal non exclusive and non transferable licence to use the Licensed Products and any enhancements or modifications thereto iv You may use one copy of the Licensed Products on a single computer only v You may not sublicense the rights granted in this agreement to any third party vi You may make one copy of the Licensed Products excluding documentation for the sole purpose of back up vii This Licence is effective from the date on which you receive the Licensed Products and shall remain in force unless terminated You may terminate it at an
21. es If the reference material differs to that displayed within the Source Documentation drop down box the appropriate source can be altered for this record Doing this not affect the default that was selected when the audit was Created If the record cannot be audited the Unsafe To Audit checkbox can be checked to automatically fill in the Unsafe to Audit error code in all coding fields Towards the right hand side of the screen are the areas where re coding can be entered along with the appropriate error code where differences have been found The Copy Trust Codes button can be pressed to duplicate all the original coding for the re coding fields and pressing Clear Audit will blank them out As re coding is entered the HRG groups within the HRG Analysis section will be updated accordingly Clicking in the space provided for Error Key will display a drop down list of valid error codes for quick selection 26 EasyAudit User Guide Additional supporting notes can be typed within the Comments text area Once a record has been completely audited press the Save button to record the re coding and to close this screen Alternatively press Cancel to close this screen without saving any re coding Pressing Report will produce the Worksheet Report for the currently selected audit Pressing the Help button will display the online version of this help documentation 27 EasyAudit User Manual Merge Audit Data Screen This screen is
22. f representing the typable range of characters numbers and punctuation marks within computer data C CSV Comma Separated Variable is a format where data in individual fields is separated by a comma suited to importing into databases or into spreadsheets H HRG Healthcare Resource Groups are a classification of patient activity for Payment by Results purposes developed and published by the NHS Information Centre P PbR Payment by Results is the method of controlling financial flows within the NHS between providers and purchasers based upon patient activity as described by HRGs 49 Index A Anonymous Export 15 22 EEN 39 Audit aT 12 33 Audit Error key 33 Audit Error Report 12 Audit menu 6 15 22 26 C GIGAN EE 28 Compact Database 22 Copy Trust Codes button 28 COV eoa tas 15 22 39 CSV TEE 15 22 D Data Dictionary sexes 39 Database Validation Checks 44 Discharge Leer 6 20 Discharge Summary aaan 6 20 E EasyAudit 1 2 19 22 26 30 41 48 EasyAudit Help 22 26 ma EE 49 Error Kev 28 33 Export ees 12 15 22 26 30 45 Export button sss eee 15 Export Select Hecorde 15 Export Selected Episodes 12 26 G GUeSt E 1 2 45 H Help button eee eee 19 28 45 Help Menu see 22 26 helpdesk eessen 49 HROG 1 9 26 28 33 39 45 HRG Analyse 28 l Ignore Provider Mismatched after 3 Ee EE 30 Includes Header Row checkbox 30 Installation eee 2 41
23. for a load s changed load message box to log problems to errors window e added option default on to add PatientID to key too many systems have duplicate episode numbers Version 1 1 0 added validation on import added copy to clipboard buttons for loading errors and validation added tariff on worksheet display amp report added splash screen added password reset added Guest user updated help system fixed column alignment on HRG Trust on export blanked out null dates on audit selection window Version 1 0 21 e added export fields for completeness e updated select only errors select only HRG slect only audited now to only select those episodes Version 1 0 20 e added export fields for grouper e PatClass e UTA e fixed quote handling for organisation name Version 1 0 19 e updated organisation name to allow longer names e added preferences turn off formatting for word report e changed comments to memo type to allow more content 43 EasyAudit User Manual e added select HRG differences though can already click on the filter for hrg to sort and select Version 1 0 18 e added basic formatting to the worksheet word report Version 1 0 17 e fixed merge comments with quotes both on import and on export updated set max 250 chars on comments added compact DB added backup before validate added backup before compact Version 1 0 16 e added spell HRG calculations Version 1 0 15 updated code validation to allows
24. gement to contravene coding to national standards For example e by unbundling diagnoses or procedures into component parts e by adding or optimising the coded clinical data to alter the derived HRG PRIMARY DIAGNOSIS CODED TO CLINICIAN SPECIFICATION There is a clear and documented directive from clinicians to contravene coding to national standards or capture those instances where a clinician has requested that coding be done in a particular way as it more accurately captures the diagnosis For example e by unbundling diagnoses or procedures into component parts PRIMARY DIAGNOSIS CODED DUE TO SYSTEM CONSTRAINT Due to the system that the Organisation uses the primary diagnosis codes is technically incorrect at some level omitted or sequenced incorrectly Secondary diagnosis error key descriptions Coder Error S Coder Error S 32 SECONDARY DIAGNOSIS INCORRECT AT THREE CHARACTER LEVEL The secondary diagnosis code has been allocated to an incorrect three character code Or where it is clear the code allocated to classify the disease or health related problem is incorrect at third character level and incorrectly sequenced EasyAudit Reference SD4 SECONDARY DIAGNOSIS INCORRECT AT FOUR CHARACTER LEVEL The secondary diagnosis code has been allocated to an incorrect four character code Or where it is clear the code allocated to classify the disease or health related problem is incorrect at fourth character level and
25. ich is correct e The source documentation is illegible PRIMARY PROCEDURE CODED TO MANAGEMENT SPECIFICATION There is a clear and documented directive from management to contravene coding to national standards For example e by unbundling diagnoses or procedures into component parts e by adding or optimising the coded clinical data to alter the derived HRG PRIMARY PROCEDURE CODED TO CLINICIAN SPECIFICATION There is a clear and documented directive from clinicians to contravene coding to national standards or capture those instances where a clinician has requested that coding be done in a particular way as it more accurately captures the intervention that occurred For example e by unbundling diagnoses or procedures into component parts PPSC PRIMARY PROCEDURE CODED DUE TO SYSTEM CONSTRAINT Due to the system that the Organisation uses codes are technically incorrect at any level omitted or sequenced incorrectly Secondary Procedure error key descriptions Coder Error SECONDARY PROCEDURE INCORRECT AT THREE CHARACTER LEVEL The secondary procedure code has been allocated to an incorrect three character code Or where it is clear the code allocated to classify the procedure or intervention is incorrect at third character level and incorrectly sequenced 8 SECONDARY PROCEDURE INCORRECT AT FOUR CHARACTER LEVEL The secondary procedure code has been allocated to an incorrect four character code Or where it is clear the co
26. incorrectly sequenced SECONDARY DIAGNOSIS INCORRECT AT FIVE CHARACTER LEVEL The secondary diagnosis code has been allocated to an incorrect five character code Or where it is clear the code allocated to classify the disease or health related problem is incorrect at fifth character level and incorrectly sequenced SECONDARY DIAGNOSIS NOT RELEVANT The secondary diagnosis code recorded by the coder is not relevant to the episode of care SECONDARY DIAGNOSIS OMITTED Diagnosis that has been recorded by the auditor as relevant but is missing from the Organisation s recorded episode SECONDARY DIAGNOSIS INCORRECT SEQUENCING The sequencing of the secondary codes contravenes national standards This error key can only be assigned for error in the following national standards 1 Outcome of delivery Z37 and Z38 if not well baby 2 Asterisk codes must be preceded by a dagger code 3 Specific coding conventions in ICD 10 i e use additional code 4 Extent of body surface in burns T31 T32 EC EXTERNAL CAUSE CODE INCORRECT The external cause code recorded by the Organisation is incorrect at any character level ECO EXTERNAL CAUSE CODE OMITTED The external cause code has been omitted from the Organisation s recorded episode ECNR EXTERNAL CAUSE CODE NOT RELEVANT The external cause code recorded by the coder is not relevant to the episode of care Non Coder Error INFORMATION AVAILABLE AT THE TIME OF AUDIT NOT AVAILABLE AT THE TIME OF CODING See
27. itor has been accurately coded but not sequenced as the primary diagnosis by the coder PRIMARY DIAGNOSIS OMITTED The primary diagnosis recorded by the auditor has not been recorded by the coder in any diagnosis field Non Coder Error INFORMATION AVAILABLE AT THE TIME OF AUDIT NOT AVAILABLE AT THE TIME OF CODING 31 EasyAudit User Manual Information available to the auditors was not available at the time of coding This is where information regarding the episode became available after the episode was coded This error key is not to be used if the information was not accessed by the clinical coder at the point of coding for example with histopathology reports This error key would also be assigned by the auditor when the source documentation used at the time of coding did not contain all pertinent information required for accurate and complete coding and the coder did not have access to this information for example coding from proforma with no access to the casenotes PRIMARY DIAGNOSIS DOCUMENTATION ISSUE The auditor s code allocated from the source documentation differs from that of the Trusts due to unclear or inconsistent information For example e Inconsistency between information recorded by clinical staff contained on source documentation and it is not clear which is correct e The source documentation is illegible PRIMARY DIAGNOSIS CODED TO MANAGEMENT SPECIFICATION There is a clear and documented directive from mana
28. k upon the Uninstall icon that will be present in the Start Menu Program Group that was selected during installation EasyAudit User Manual Obtaining A Registration Key To obtain a registration key please contact the support desk Please state your chosen user name e Submissions to another body such as the Audit Commission will contain your user name e Your user name is case sensitive so John is not the same as john e Spaces are significant It is suggested that your capitalized first and last names like JohnSmith with no spaces is used EasyAudit Quick Start Resetting your password EasyAudit Login Hep Usemame Exit Password Reset Password Click the Reset Password button EasyAudit Login Hep Username I Exit Password Ce Registration Code Now type in your Username Registration Code and your new Password and press Reset If you don t have or can t remember your Registration key then obtain one as detailed in the Obtaining A Registration Key section EasyAudit User Manual Importing 1 To import data that has been prepared to be in the correct format from the Audit menu on the Open Audit screen select New Open Audit Tools Help New Ctrl N Select Ctrl S Complete Ctrl C Export Ctrl E Anonymous Export ctrl 4 Delete Ctrl D Summary Report To Word ReGroup Modify Ctrl M 2 On the New Audit screen that appears press the Browse button and select the pre prepared in
29. nged the patient id filter to trim both sides e added a Errkey filter e fixed an OPCS lookup issue PrimDiag in word export Version 1 0 8 e limit view to 500 records e fixed login bug Version 1 0 7 e added tools delete undelete purge added backup mechanism changed limit audit display to 100 episodes fixed strange focus issue on dialogs fixed quotes in the comments export updated merge window to be wider updated merge window to list all duplicate episodes so they can be fixed in one go e fixed grouper ini file issue 45 EasyAudit User Manual Known Issues Installation 46 1 On start up one of the following error messages occur Ts x AnE 0 d x X Database files missing x Operation must use an updateable query Problem The Program Files default installation location has locally been set to be read only either as permissions on the folder or by security policy Resolution Either remove the read only restriction or uninstall EasyAudit and re install it to a completely different location such as C EasyAudit Support and Troubleshooting Support and Troubleshooting A helpdesk is available for support issues with this application between 0900 and 1700 Monday to Friday Woodward Associates UK Ltd e mail support woodwardassoc co uk WWW www woodwardassoc co uk Telephone 01753 867220 Fax 01753 840468 47 Glossary A ASCII American Standard Code for Information Interchange is a way o
30. nly Audited ctrl A Select Patial Spells Ctrl P Select only HRG Differences Ctrl H Select None Close Closes this screen Export Selected Produces a summary report of the currently Episodes to Word selected records in MS Word Select only Errors Selects only the records that are marked as having a coding error Select only Audited Selects only the records that are marked as audited Select Partial Spells Selects the records that seem to have partial spells Select only HRG Selects only the records that have HRG Differences differences Select none resets any previous select menu view Help Menu M Auditing Sample NHS Audit H lt e AE About Easy Audit Help About Displays the current version of the application EasyAudit Displays the online version of this help documentation Help 25 EasyAudit User Manual Worksheet Screen Clinical Coding Audit Worksheet Audit Details Organisation Sample NHS Dote Audit Date Episode 1 Episode Details 23 10 2007 af 2 in Spell Coding Analysis Diagnoses Diagnosis Code D Bum and corrosion of wrist and hand Burn T230 1 Bum and corrosion of ankle and foot Bum T250 2 Bums classified according to extent of body T311 3 Fracture of femur Fracture of femur part u S729 4 Personal history of self harm z915 5 Other physical therapy 2501 6 Acquired absence of upper limb above wrist Z892 7 Acquired absence of both lower limbs any Z897 8 Diagno
31. on of this Agreement is or becomes unenforceable that provision shall be deemed to be removed and all other provisions shall continue in full force and effect Woodward Associates UK Limited 3 Clarence Crescent Windsor Berkshire SL4 5DT Telephone 44 0 1753 867220 www woodwardassoc co uk 41 EasyAudit User Manual Database Validation Checks The current database validation checks are 42 Procedure lower case h removal Any records with a h in the Procedure field will be reported and the option of deleting that character will be given Duplicate record removal Prior to version 1 0 12 it was possible to introduce duplicate records into the database due to the handling of the comments field This option will attempt to identify the duplicates and the option of deleting them will be given if a problem with the identification arises instructions to contact technical support may be given instead Support and Troubleshooting Release History Version 1 2 0 current added support for larger file sets of over 15 000 records new grouper HRG handling for erroneous spells with over 77 episodes added check for PatientID in spells added Ignore Provider Code checkbox to cope with changing identifiers during an audit e added check for changed codes but no error key in worksheet saves e added scroll bars for Merge Import and re located to top of message list e added option default on to separate key values by _
32. ontents umn Column 1 JL Provider Code PROCODET _ Lt Purchaser PCT code 3 Hospital Provider Spell Number PROVSPNO 4 Episode Order EPIORDER 5 Admission Start Date ADMIDATE e Admission End Date DISDATE 7 Episode StartDate EPISTART _ a Episode End Date EPIEND 9 Ageatstart of episode STARTAGE do f Be BEN 11 Patient Classification CLASSPAT _ 12 Admission Source ADMISORC _ _ a3 Admission Method ADMIMETH m4 Discharge Destination DISDEST 37 EasyAudit User Manual 15 Discharge Method DISMETH 16 Episode Duration EPIDUR 17 Main Specialty MAINSPEF 18 Neonatal level of care NEOCARE 19 Treatment Function Code TRETSPEF 20 Legal Status LEGLSTAT 21 Consultant Code CONSULT 22 Primary diagnosis DIAG_01 13 secondary diagnoses DIAG_NN 12 procedure codes OPER_NN 48 Patient ID to allow Auditor to reference casenotes 49 ECE HRG as derived onsite Pn TI Spell HRG as derived onsite 38 EasyAudit Reference Licence Agreement WOODWARD ASSOCIATES EasyAudit SOFTWARE LICENCE AGREEMENT AND PROOF OF LICENCE This is a legal and non exclusive agreement between you the end user and Woodward Associates UK Limited Woodward Associates with regard to your rights to use the accompanying Woodward Associates software product and associated materials and documentation together ref
33. ort for the Licensed Products during the hours of 10 00 AM to 5 00 PM Mondays to Fridays excluding public holidays such telephone support is limited to advice and consultation on problems or operational difficulties experienced by you in regard to the normal execution of the Licensed Products c provide you with a copy of any upgrade or new release of the Licensed Products 3 Intellectual Property and Copyright You hereby acknowledge that the copyright and other rights in certain components of the Licensed Products supplied to you under this Licence are vested in HM Government the Crown All rights including intellectual property rights and copyright to any Licensed Products program materials or documentation and any amendments or enhancements thereto supplied by Woodward Associates to you under this Licence shall remain the property of Woodward Associates or its licensors and no title to copyright in or ownership of any part of the Licensed Products is hereby transferred to you The Licensed Products contain proprietary confidential and trade secret information of Woodward Associates or its licensors In no event shall you endeavour to discover through reverse engineering or reverse compiling or other techniques or processes the trade secrets contained in the Licensed Products or derive any source code or algorithms therefrom or use any such trade secrets except as expressly provided in this Agreement 4 Limitations 40
34. ple NHS Date 23 10 2007 09 05 32 23 10 2007 09 05 38 SERVER Users 22 10 2007 15 40 03 15 11 2006 30 06 2007 Sample NHS Data3 WSERVER Users 23 10 2007 09 02 48 01 09 2006 30 06 2007 2 lf the data must retain patient identifiers then select Export from the Audit menu otherwise select Anonymous Export which will blank out the Patient ID field on all exported records Open Audit Tools Help New Ctrl N Select Ctrl S Complete Ctrl C Export Ctrl E Anonymous Export ctrl Delete Ctrl D Summary Report To Word ReGroup Modify Ctrl M 3 In the Filename box that appears either enter a valid export filename or press the Browse button and select an export file Export Audit Filename Browse 4 Press the Export button this will produce a CSV file with the filename you specified that is suited to being opened within other spreadsheet or database applications 13 EasyAudit User Manual To Export Select Records 1 Open the Select Record screen for the desired audit eh Auditing Sample NHS Data started 2007 10 23 09 05 22 completed n aSample NHS Data1 started 2007 10 2 OMK Audit Help A E H Pater StartDate EndDate Sex Specialty PrimaryDiag Diag Proc2 F 183 731 09 02 2007 24 02 2007 183 731 24 02 2007 03 05 2007 030 526 15 02 2007 03 06 2007 18 02 2007 06 03 2007 06 03 2007 27 04 2007 24 11 2006 20 04 2007 31 01 2007 24 02 2007 24 02 2007 03 04 2007 15 11 2006 10 04 2007
35. porting of an audit dataset Select Opens the Select Record screen Complete Marks an in progress audit ad having been completed Export Will export the entire audit to a CSV file Anonymous Exports the entire audit to a CSV file but without patient Export identifiers Delete Will ask for confirmation to delete an audit it can be undeleted using the Tools menu Summary Opens a summary report in MS Word Report To Word ReGroup Will re group the currently selected audit dataset Modify Opens the Modify Audit screen 20 EasyAudit User Guide Merge Menu Open Audit Sudit Bom Tools Help Organig Export Sample Import Sample NHs Vata Sample NHS Data3 T Merge a completed Audit Export Opens the Merge Audit Data screen for export of the currently selected completed audit Import Opens the Merge Audit Data screen for merge import of completed audits Tools Menu Open Audit Audit Merge Proz Help Undelete Audit Backup Validate Database Compact database Preferences Organisation Undelete Audit This will open the Undelete Audit screen Backup Creates a dated backup of the access_audit mdb file Validate Will carry out particular fixes on old data issues Database Compact Attempts to compact the database to reduce it in size Database and improve performance Preferences Provides the facility to turn off the default formatting in exported Word reports Help Menu 21 EasyAudit User M
36. put file New Audit Filename Browse T File contains header row Fill blank column Iw Use Patientld Organisation DI Source Documentation Clinical Record D Other please specify Specialties 100 General Surgery General Surgery 101 Urology Urology 102 Not 4 Main Function Transplantation Surgery 103 Not Main Function Breast Surgery 104 Not Main Function Colorectal Surgery 105 Not A Main Function Hepatobiliary amp Pancreatic Surgery 106 Not 4 Main Function Upper Gastrointestinal Surgery 107 Not Main Function Vascular Surgery 110 Trauma amp Orthopaedics Trauma amp Orthopaedics 120 Ent Ent 130 Ophthalmology Ophthalmology 140 Oral Surgery Oral Surgery 141 Restorative Dentistry Restorative Dentistry Ta Messages Copy To Clipboard Validation Copy To Clipboard EasyAudit Quick Start 3 If the first line in the input file lists the field names click on the File contains header row checkbox 4 If the data has been produced or modified in an application that may have produced an irregular number of fields across records such as in Excel where empty fields at the end of a record are often lost during a save make sure that the Fill blank column checkbox is ticked 5 Use PatientID can be unchecked if it is known that there are absolutely no duplicate episode numbers across spells in the input file If at all unsure leave this checkbox ticked 6 Using the Organisa
37. rauma amp Orthopaedics 120 Ent Ent 130 Ophthalmology Ophthalmology 140 Oral Surgery Oral Surgery 141 Restorative Dentistry Restorative Dentistry a Messages Copy To Clipboard Validation Copy To Clipboard In the Filename area either type the name and location of the audit data file that is to be imported or press the Browse button and select the file from the file browser If the first row of the audit data file is a list of field names click on the File contains header row checkbox This will prevent the first row from being loaded as a record of data and will use the data item field names to validate that columns are correct when loading If the input file contains varying numbers of fields ticking the Fill blank column checkbox will fill missing fields with blanks allowing the import to proceed Prior to loading a dataset the originating organisation must be identified by selecting it within the Organisation drop down list The associated Trust name will be displayed in the adjacent text area Selecting a document type from which the coding will be performed from the Source Documentation drop down list will use this as a default throughout 18 EasyAudit User Guide the audit The available options are Clinical Record Pro Forma Discharge Summary Discharge Letter and Other If Other is specified a more precise description must be entered in the Other please specify text area Within the Special
38. s been allocated to an incorrect three character code Or where it is clear the code allocated to classify the procedure or intervention is incorrect at third character level and incorrectly sequenced within a secondary field PRIMARY PROCEDURE INCORRECT AT FOUR CHARACTER LEVEL The primary procedure code has been allocated to an incorrect four character code Or where it is clear the code allocated to classify the procedure or intervention is incorrect at fourth character level and incorrectly sequenced within a secondary field PRIMARY PROCEDURE INCORRECTLY SEQUENCED The primary procedure or intervention code recorded by the auditor has been accurately coded but not sequenced as the primary procedure by the coder PRIMARY PROCEDURE OMITTED The primary procedure recorded by the auditor has not been recorded by the coder in any procedure field PRIMARY PROCEDURE NOT RELEVANT The primary procedure recorded by the coder is not relevant to the episode of care Non Coder Error PPI INFORMATION AVAILABLE AT THE TIME OF AUDIT NOT 34 EasyAudit Reference AVAILABLE AT THE TIME OF CODING See PDI PRIMARY PROCEDURE DOCUMENTATION ISSUE The auditor is unable to code the clinical data from the source documentation and compare against that of the Trusts due to unclear or inconsistent information For example e Inconsistency between information recorded by clinical staff contained on the source documentation and it is not clear wh
39. sis Burn and corrosion of wrist and band Burn and corrosion of ankle and foot Bums classified according to extent o Fracture of femur Fracture of femur Personal history of self harm Other physical therapy Acquired absence of upper limb abov Acquired absence of both lower limbs Error Key Specialty U 10 Trauma amp Orthopaedics Trauma amp O Treatment Function PatientID Episode Start Episode End 110 183 731 09 02 2007 24 02 2007 Admission Date 09 02 2007 Discharge Date 08 05 2007 Coding Analysis Procedures Interventions Procedure Code Procedure Error Key Los Age HRG Analysis HRG J27 Auditor HRG J27 Spell HRG J27 Auditor Spell HRG J27 Spell T ariff 22229 00 Auditor spell T ariff 22229 00 Other Burn without Significant Graft Proced Other Burn without Significant Graft Proced Other Burn without Significant Graft Proced Other Burn without Significant Graft Proced MoA Source Documentation Clinical Record Other please specify M UnsafeToAudit a Comments Status Audited Copy Trust Codes Save ClearAudit Help Cancel Report The Worksheet screen displays the coding information for a selected record and provides space in which to provide audited re coding Upon the left hand side of the screen is summary information covering the administration information from the record for reference purpos
40. t is an irreversible action 30 EasyAudit Reference Error Key Descriptions Unsafe to Audit Error Key UNSAFE TO AUDIT The auditor is unable to audit the coded clinical data against the source documentation For example e There is no clinical information regarding the episode in the auditor s source documentation to support the auditors code assignment career ee e eE Diagnosis Error Keys Coder Error E Error PRIMARY DIAGNOSIS INCORRECT AT THREE CHARACTER LEVEL The primary diagnosis code has been allocated to an incorrect three character code Or where it is clear the code allocated to classify the disease or health related problem is incorrect at third character level and incorrectly sequenced within a secondary field PRIMARY DIAGNOSIS INCORRECT AT FOUR CHARACTER LEVEL The primary diagnosis code has been allocated to an incorrect fourth character Or where it is clear the code allocated to classify the disease or health related problem is incorrect at fourth character level and incorrectly sequenced within a secondary field PRIMARY DIAGNOSIS INCORRECT AT FIVE CHARACTER LEVEL The primary diagnosis code has been allocated to an incorrect fifth character Or where it is clear the code allocated to classify the disease or health related problem is incorrect at fifth character level and incorrectly sequenced within a secondary field PRIMARY DIAGNOSIS INCORRECTLY SEQUENCED The primary diagnosis code recorded by the aud
41. t them to do so you will need to clear that audit information first When changes have been made pressing the Save button will make the appropriate changes to the specialties within the audit and close this screen Pressing Cancel will abandon any unsaved changes and will close the screen The episode display list at the foot of the Select Record Screen will reflect any changes made to the specialties included within an audit 23 EasyAudit User Manual Select Record Screen Auditing Sample NHS Data started 2007 10 23 09 05 22 completed n aSample NHS Data started 2007 10 2 MSE Audit Help A E H PatientID StartDate EndDate Sex Specialty PrimaryDiag Diag Proc Proc2 F 183 731 09 02 2007 24 02 2007 183 731 24 02 2007 08 05 2007 15 02 2007 03 06 2007 18 02 2007 06 03 2007 06 03 2007 27 04 2007 24 11 2006 20 04 2007 022 803 31 01 2007 24 02 2007 022 803 24 02 2007 03 04 2007 482 683 15 11 2006 10 04 2007 8 GO 594 009 24 02 2007 21 05 2007 594 009 24 02 2007 24 02 2007 594 009 24 02 2007 24 02 2007 027 603 12 12 2006 03 03 2007 250 260 05 04 2007 06 04 2007 149 867 10 04 2007 18 06 2007 049 233 21 04 2007 26 04 2007 115 478 23 04 2007 15 05 2007 326 143 06 05 2007 07 05 2007 204 300 10 06 2007 22 06 2007 251 286 26 02 2007 11 04 2007 252 261 02 05 2007 07 05 2007 110 7230 T250 110 T230 T250 110 4230 5201 5571 110 5724 Z966 w403 110 5724 Z966 110 5881 519 W283 110 801 2501 110 801
42. this file type can b run or save this software What s the risk Internet Explorer Security Warning P The publisher could not be verified Are you sure you want to run this software Name Setup exe Publisher Unknown Publisher an Lens This file does not have a valid digital signature that verifies its publisher You should only run software from publishers you trust How can I decide what software to run 2 Follow the on screen instructions to install the application to the desired location and Program Group Start up 1 Click upon the EasyAudit program icon installed within the Start Menu Program Group that was selected during installation or the icon upon the desktop EasyAudit Quick Start 2 At the prompt enter the Username and if this is the first time you have logged on press the Reset Password button In the Registration Code area that appears type the key you have been supplied with along with the details that you provided when registering in the accompanying boxes Finally type a memorable Password and press the Login button If you just wish to trial the software you may login with the Username Guest and enter a blank password EasyAudit Login He Usemame fTestUser Exit Password HHHHHHHHHH Reset Password T must enter a password Registration Code HR Company Name TEST Your email address These details will be included in the data export Uninstallation 1 Clic
43. ties list box select the specialty codes that are to be audited To select multiple specialties hold the CTRL key whilst clicking or hold the SHIFT key and click to select contiguous ranges Finally click upon the Load button to import the data and create a new audit Any errors will be listed in the Messages area Press Cancel to close this screen and return to the Open Audit screen EasyAudit User Manual Open Audit Screen Open Audit Audit Tools Help Organisation Started Sample NHS Datal 23 10 2007 09 05 22 Sample NHS Date 23 10 2007 09 05 32 23 10 2007 09 05 38 Sample NHS Data3 Completed Specialties Filename Imported First Episode Last Episode ASERVER Users 22 10 2007 15 34 34 15 11 2006 30 06 2007 MSERVER Users 22 10 2007 15 40 03 15 11 2006 30 06 2007 SERVER Users 23 10 2007 09 02 48 01 09 2006 30 06 2007 This screen displays the currently loaded audits They are highlighted in colour to indicate whether they are in progress red or have been completed green Start and completion dates are also indicated as are the specialties and admission dates that the audit covers The list can be sorted by any of the items displayed by clicking upon the header bar Audit Menu Open Audit Tools Help New Ctrl N Select Ctrl S Complete Ctrl C Export Ctrl E Anonymous Export CLA Delete Ctrl D Summary Report To Word ReGroup Modify Ctrl M New Opens the New Audit screen to allow the im
44. tion drop down box select the organisation code appropriate for the Trust from which the data originates The accompanying text box will display the associated name of the organisation 7 Inthe Source Documentation drop down box select the main form of documentation from which the re coding will be performed from This can be one of Clinical Record Pro Forma Discharge Summary Discharge Letter or Other If Other is selected the precise description must be entered in the Other please specify text box below 8 Within the Specialties list highlight the specialties that are to be audited within the import dataset by clicking upon them with the mouse To select more than one hold the CTRL key whilst clicking You can also change the specialty selection later 9 Finally click upon the Load button to import the new audit dataset Any problems encountered will be shown in the Messages area whilst data issues will be shown in the Validation area Any error or validation messages can be copied to the clipboard by pressing on the relevant button these can then be pasted into another application such as Microsoft Word or Outlook EasyAudit User Manual Auditing Records 1 On the Open Audit screen double click the audit that you wish to work upon Open Audit Audit Tools Help Organisation Started Completed Specialties Filename Imported First Episode Last Episode Sample NHS Data 23 10 2007 09 05 22 106 ASERVER Users
45. u will need to obtain a registration key e Import an audit dataset The dataset will need to conform to the expected layout A sample data set is provided for the Guest user account to test e Auditing imported data Opening an episode for the first time will mark the audit as started e Complete an audit e Merge audit results If there are completed audits from more than multiple locations e Reporting on an audit dataset Report on the currently audited record Report upon all records where the recoding has impacted upon the HRG Produce a summary report of the error code breakdown by specialty e Exporting an audited dataset Throughout this documentation the following conventions are used Underlined coloured text is a clickable link to another section of the documentation Bold text refers to screen text or controls Italicised text is important or useful information Read the licence agreement EasyAudit User Manual Installation and Starting Installation 1 Download the application from the Woodward Associates website If you are presented with the options to Run or Save the file or to Run or Don t Run the application select Run in each case File Download Security Warning E Do you want to run or save this file P Name Setup exe Type Application 1 63MB From www woodwardassoc co uk laje potentially harm your computer If you do not trust the source do not P While files from the Intemet can be useful
46. y time by destroying the Licensed Products together with all copies thereof This Licence shall also be terminated if you fail to comply with any of the terms and 39 EasyAudit User Manual conditions herein You agree upon such termination to destroy the Licensed Products and any copies thereof 2 Warranty and Conditional Support i All conditions and warranties whether express or implied by statute common law trade practice or otherwise shall be construed subject to the terms and conditions of this Agreement and insofar as they are inconsistent with said terms and conditions shall be excluded ii Woodward Associates warrants that the Licensed Products shall perform substantially in accordance with the written specifications thereof but does not warrant that any software supplied shall be free from error or operate without interruption There are no other warranties either express or implied at law or otherwise with regard to description or fitness for purpose or merchantable quality for the Licensed Products For a period of one year from the effective date of this Licence and conditional upon you having paid to Woodward Associates the licence fee Woodward Associates shall a correct any defects or errors in the Licensed Products notified to Woodward Associates remedies for any such defects or errors shall be supplied to you through temporary software patches or new releases of the Licensed Products b provide telephone supp
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