eExcept™ Exception Handling
Contents
1. AR Po eExcept Exception Handling ARUP Connect User Manual April 2015 eExcept ARUP Connect Table of Contents ImIFOOUCHUGOI teeth iene E ee eee eer eee 1 General Information oso doctorates cts ecce aeea aeaaeae aeaaeae enean 2 2 KOI 2 IAS Wy LOUIS TH 3 S e dT 3 3 RSI 4 UN 4 OIL 5 WETS a E E cee voceisatsaattoenseaiear O A E E O E 5 ee 5 Exception Detail VV ING OW os 6 Respond tm CE 0 PCO Detail l a sctseccad al gecos ences oniiir eseni aicnimsesamesbateamecencuenand Eana eE EEA EENES 7 FRESOlUTION ais ile 9 ET 10 Print Forms Sent From ARUP cccccccceceececeeeececeeeececeeeececeeeeceseseeceseseeeeeeseees 11 Rn 12 ENGO Ren 13 Pint Detalo S e 14 PENG Te SOTA BOR IT 15 Email INOLITIG ALON Siescececnsccetacnaccedacnaacndacnsdcedacnsanedacnedeedaemencedacmedendacnsaeedaemenendacncns 16 Visual NoOtifiCationS cccceceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeueeauaeeeaeneeeeeesaees 17 eExcept Exception Handling on ARUP Connect User Manual Copyright 2010 ARUP Laboratories 500 Chipeta Way Salt Lake City Utah 84108 April 2015 Ver 3 6 ALL RIGHTS RESERVED eExcept ARUP Connect Introduction The eExcept Exception Handling application allows you to monitor and manage exceptions for specimens sent to ARUP Here you will e Receive notifications of new exceptions e Send responses to ARUP e Receive further information and instructions from ARUP2. Cancellation confirmed C Run with Disclaimer must agree with disclaimer statement S Other provide details Comments for ARUP Please contact Exception Handling 800 242 2737 ext 2393 for questions Note that only one user may work on any given except at a time Multiple users may view the Exception Detail window for the same except simultaneously but only one user will be able to save changes Any user that has opened the Exception Detail window for an except that is currently being worked on will have a message appear indicating that the except is being worked on by another user Respond to an Except 1 Review the patient details at the top of the window and the Issue 2 Review the messages in the Dialog box eExcept ARUP Connect 3 Select a suggested Resolution for this exception from the available options provided 4 Enter comments in the Comments for ARUP field optional 5 If applicable print the form sent by ARUP 6 Click Submit A confirmation message or if applicable a resolution acceptance message is displayed 7 Click OK to agree to the terms of the resolution and send your response to ARUP for review and action Click Cancel to return to the Exception Detail window to edit your response You may receive further messages from ARUP for this exception In that case the exception will have a status of ARUP Replied Continue responding as needed until the issue is resolved Once ARUP
3. Please contact Exception Handling SO 242 2 TET ext 2350 for questions https cert connect aruplab com Ex cept ExceptionH andling 4 12015 Note The department and contact information listed in the Resolution section is based upon the department that owns that particular test 14 eExcept ARUP Connect Print Resolution Form The Print Resolution button allows you to download the form and print a hard copy of the exception resolution record that is currently displayed The Print Resolution form is only available for completed exceptions Print Resolution Print Details Close Please contact CEPI Handling 800 242 2737 ext 2393 for questions Click the Print Resolution button to download the form and print the current exception resolution form EXCEPTION RESOLUTION RECORD ARUP LABRORATERIES S00 Ceia Voy Dot Lome Shh LRT Bb 08 1971 FINAL phone 8011 BA3 27A7 Se freee CAO 5242 2787 www Grup b ceen AY Wi EI DNS Mi Dinata ef Lnrporaioas Client SQA only Devon Tran 2 Patient TEST EXCEPT 03 26 15 I 300 Chipeta Way HOR Gender Uke Salt Lake City UT S4i108 Patient Identifiers 422504 p Visit Number FIN 440766 Physician TEST DE Collection Date 3 26 2015 09 05 Miscellaneous Client notified of cancellation Requested test Mot provided ARUP test code Mot provided Please contact Exception Handling Boo 242 2767 ext 2393 for questions a4 w Patent TEST EXCEPT
4. 50 or All results on the page The results are automatically updated once you select an entry number eExcept ARUP Connect Sort To sort the table click on a column heading Click the column heading once to sort in ascending order Click again to sort in descending order The arrow indicates that the column is sorted in ascending order CS Script 1 tun 4 25 2012 CS Script 1 Run 4 26 2012 The arrow indicates the column is sorted in descending order Fatient Name CS Script M r Script 167 CS Script Mar Script 165 Navigation Click on the page symbols at the bottom of the table to view more pages of results Previous Refresh Click U to refresh the screen with the latest excepts eExcept ARUP Connect Exception Detail Window When you click the Accession link for an exception the Exception Detail window opens and displays current information for that exception Exception Detail Patient Name TEST EXCEPT 03 26 15 C Client Accession N A for Manual Orders Date of Birth WAN 753 12 00 00 AM Visit Number FIN 440760 Patient Identifier 422578 Collection Date W262015 6 59 00 AM Client Order Alias Not Provided Order Date W26 2015 9 21 41 AM ARUP Accession 15085100004 Status NEW Admitting Physician TEST DR Test and Name UNKNOWN lssue Miscelaneous Dialog 3 31 2015 10 32 22 AM By ARUP test W31 2015 11 36 51 AM By Tran Devon Client Entered Resolution of Other provide details
5. option you select 10 eExcept ARUP Connect Print Forms Sent From ARUP You will see a Print Form button whenever ARUP has sent a form to you for an additional sample or a sample that needs to be resubmitted The Print Form button on the Exception Detail window allows you to print a form for either an additional sample ASF Form or a resubmit no charge RNC Form Print the form and follow the instructions on the printed form eExcept ARUP Connect ASF Form When an additional sample is requested you will see the Print ASF Form button in the Exception Detail window Run with Disclaimer must agree with disclaimer statement Other provide details Please contact Exception Handling 800 242 2787 ext 2393 for questions Click Print ASF Form to print the form This except will remain on the active list until the additional sample has been recetved by ARUP along with the form phone 801 583 2787 toll free 800 242 2787 P 500 Chipeta Way Salt Lake City Utah 84108 1221 LABORATORIES web www aruplab com Additional Sample Form Attention 50404 52K BR client site Date 03 05 2011 Fax Section 1 ARUP Medical Record Number 67 4 Patient Name ARUPTEST4 SMICRONEG2O Original ARUP Accession Number 06365100021 Test Number 00304114 PLEASE SEND blood With the Collection Date and Time of 12 31 2006 8 20 00 AM Sample in Exception Handling hold ARUP USE ONLY Section 2 Clients Com
6. Duplicate Order Quantity Not Sufficient Missing Info No Sample Duplicate Order No Sample 1086 Client Miscellaneous Inappropriate Specimen Type No Sample Quantity Not Sufficient 1086 Client No Sample No Sample Issue Age 1D 23H 38M 1D 23H 38M 2D 0H38M 2D 0H38M 2D 1H 38M 2D 1H 38M 8D SH 22M 8D 5H 22M 8D 7H22M 9D 12H 1M 9D12H 1M 9D 12H 1M 10D 6H 3M 10D 6H 3M 10D 6H 3M eExcept ARUP Connect General Information Tabs at the top of the grid show the total number of Open exceptions and the total number of Completed exceptions You can click on either tab to see the list of open ot completed exceptions Exceptions will display in these tabs for 90 days Open 151 Completed 20 Open Tab Click the Open tab to view a list of exceptions that have not yet been resolved Select from this list to review information and respond as needed on individual exceptions As long as an exception remains in this list it is not considered completed Exceptions listed on this tab will have one of the following statuses e New New Excepts from ARUP Bold text indicates items that you have not yet viewed Plain text indicates items you have viewed but have not yet entered a response to e Responded Excepts to which you have responded and are awaiting a reply from ARUP e ARUP Replied Excepts that have a reply from ARUP You should review the reply and respond further if needed Note that an
7. of the exception resolution record currently displayed See Print Resolution Form for more information Note This option is only available for completed exceptions Click to close the exception detail screen without saving You may also close the screen by clicking in the top right hand corner or by clicking anywhere outside of the detail screen If you have any questions or need assistance with the exception contact ARUP Exception Handling at the number shown at the bottom of the Exception Detail window eExcept ARUP Connect Resolution Options The resolutions available for your selection depend upon the issue specified for that order The table below lists some specific issues and possible resolutions you might select If any of the following resolution option s are chosen a resolution acceptance message will be displayed when you click Submit e Click OK to confirm that you understand and agree with the statement in the message The message is inserted into the Dialog field for future reference e Click Cancel if you do not agree with the statement If you choose Cancel you will need to either select a different resolution or leave the resolution blank If the resolution you selected refers to a test order test name or requires other details you must be sure to enter that information in the Comments to ARUP field Resolution Option s Acceptance Terms Identification Discrepancy Name on reque
8. 09 26 15 I fa 7 h B NATIONAL REFERENCE LABORATORY ARUP Armia 15 085 100011 Page iofs 4 Pr pke Ciper a Dba Dr im Printed 4 1 2005 1410 Note The department and contact information listed on the form is based upon the department that owns that particular test 15 eExcept ARUP Connect Email Notifications To receive email notifications for eExcept you will need to set this up under Email Preferences 1 Goto Account Administration gt Email Preferences Scroll down to eExcept Activate the check box next to the notification you want to receive Use the drop down menu to modify the frequency if desired 2 3 4 5 eExcept Click Save Send a notification when W anew exception is available after Every new exception Every new exception W anew exception has not been op Every 5 new exceptions Every 10 new exceptions Every 20 new exceptions 16 eExcept ARUP Connect Visual Notifications Visual cues display in the Header and Menu items to alert you that new information is available eror Co N N ect a4 3 T Home Order Management Reports Services Billing Account Administration Order Inquiry Order Entry Order Status and Results 17
9. al law 13 eExcept ARUP Connect Print Details Form The Print Details button allows you to print a hard copy of the exception details that are currently displayed Cancellation confirmed Run with Disclaimer must agree with disclaimer statement Other provide details Please contact Exception Handling 800 242 2737 ext 2393 for questions Click the Print Details button to print the current exception The Print dialog box opens Click Print or Cancel to cancel the print job eExcept ARUP RATORIES 500 Chipeta Way Salt Lake City Utah 84102 1241 phone B01 5832787 toll free B00 52242787 fax B01 583 27 12 web werw aruplab com CUA 4600523979 CLIA 46006878613 ARUP at UUHSC Jenny W Hussong MD Chief Medical Office and Director of Labor stories Exception Detail Patient Name TEST EXCEPT 03 25 15 H ClientAccession WA ior Manual Orders Date of Birth Vi 753 120000 AM Visit Number AN 440765 Patient Identifier 477583 Collection Date 3262015 5 04 00 AM Client Order Alias Not Provided Order Date 3062015 9 23 33 AM ARUP Accession 15085100010 Status RESPONDED Admitting Physician TEST DR Test and Hame UNKNOWN Esue Miscellaneous Dialog FIAS 10 37 32 AM By ARUP teset WIV2015 10 39 19 AM By Tran Devon Client Entered Resolution of Other provide details WSV2015 10 25 15 AM By Tran Devon test 2312015 17 38 16 AM By Tran Deven Client Entered Resolution of Other provide details
10. d a selected resolution Exception Detail Patient Name TEST EXCEPT 04 07 15 D Client Accession N A for Manual Orders Date of Birth 4 7 2000 12 00 00 AM Visit Number FIN 440795 Patient Identifier 427613 Collection Date 4 7 2015 11 26 00 AM Client Order Alias Not Provided Order Date 4 7 2015 11 36 52 AM ARUP Accession 15097100005 Status NEW Test and Name UNKNOWN 4 7 2015 11 55 06 AM By ARUP Test C Cancel test s C Discard specimen C Name on requesting document is correct C Return specimen provide details Name on specimen is correct p an with Disclaimer must agree with disclaimer statement C Other provide details Comments for ARUP Print Details Please contact Exception Handling 800 242 2787 ext 2393 for questions With this particular issue if you choose Name on requesting document is correct of Name on specimen is correct when you click Submit the following message is displayed Message from webpage o I attest that this is the same patient and have confirmed with two additional unique identifiers bd Press OK to agree or cancel if vou do not Click OK to confirm agreement with the message Click Cancel if you do not agree If you do not agree then choose a different resolution or enter more explanation in the Comments to ARUP When you click OK the message is inserted into the Dialog field Note Be sure to supply the additional information required with each resolution
11. e Review resolved issues To access eExcept log in to ARUP Connect and select eExcept from the Order Management tab The following is an example of the main screen Logged in as Devtran Connect lt LABORATORIES Order Management Services Account Administration eExcept Show 15 Entries Open 51 Completed 17 NEW NEW RESPONDED NEW NEW NEW RESPONDED NEW NEW RESPONDED RESPONDED NEW Showing 1 to 15 of 51 Entries Accession Z 12192117365 12231104427 11220103896 12202107770 12043106850 12202110509 08281100486 12205470020 09301100003 12203102630 12201113167 12231100036 12034465002 12201113014 12202110508 New 36 M ARUP Replied 4 W Responded 11 Patient Name TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST TEST Test Name Leukemia Lymphoma Phenotype Bone Marrow Benztropine Serum or Plasma Maternal Screening INT 1 CBC with Pit Count and Auto Diff Leukemia Lymphoma Phenotype Whole Blood CBC with Pit Count and Auto Diff UNKNOWN Allergen Food Apple Organic Acids Urine Occult Blood Stool Total Protein Urine Drug Screen Nonforensic Urine Anti Nuclear Ab IgG w Rfix to FA Hemoglobin A1C Partial Thromboplastin Time ARUP Client List 4 of 4 Clients selected Filter
12. esults This option is on the Open tab only lv New 5 M ARUP Replied 1 V Responded 7 The following exceptions are displayed when the check box is marked e New All new exceptions are displayed bolded text indicates exceptions not yet viewed e ARUP Replied Excepts that have a reply from ARUP e Responded Excepts you ve responded to and are awaiting a reply from ARUP eExcept ARUP Connect ARUP Client List The ARUP Client List drop down list shows all the client IDs and names you are authorized for Clients that are selected here are included in your results ARUP Client List 3 of 3 Clents selected wf Check all x Uncheck all M 0001 Client 1 E si Sal M poooz Client 2 M 0003 Client 3 To edit which clients are included in your results 1 Click the ARUP Client List drop down list A list of client ID and names is displayed All client numbers are checked by default 2 Activate deactivate the check boxes to include not include Client IDs in the seatch results Search results are automatically updated 3 Click ot click outside of the field to exit the ARUP Client List drop down Note To deactivate all Client IDs click Uncheck all To activate all Client IDs click a Check all Show Entries Use this field to specify the number of results per page shown on the screen 1 Click the Show Entries drop down menu 2 Choose to show 10 15 25
13. exception can have multiple messages between you and ARUP before it is resolved Completed Tab Click the Completed tab to view resolved exceptions These records have the status of Complete and require no further action Note that even though you send a suggested resolution to ARUP an exception will not have the status of Complete until ARUP has reviewed the exception and has assigned the final resolution eExcept ARUP Connect View Options Filter Use the Filter option to narrow the results of the table You may filter by any of the criteria displayed in the table except for Issue Age 1 Enter the filter criteria 2 As you type the filter will start to display exceptions that match the text that you are entering Note The list will display only results containing the EXACT text that you entered into the field Open 151 Completed 20 W New 125 v ARUP Replied W Responded 22 Client ID Accession Patient Hame Test Name IgG ELISA w Reflex to IgG IFA Anatomic Pathology Tracking Test NEW 12177109630 SMITH ANA Test Culture Anaerobic Clarify 3450 21H 28M RESPONDED 13123100006 EEXCEPT 4444 pt Accident D 2H Zol RESPONDED 12332111490 SMITH Test Miscellaneous 1900 6H 56M Showing 1 to 3 of 3 Entries Filtered From 151 Total Entries Filter by Status By default all exceptions are displayed To filter the display by status activate deactivate to include not include the status in your search r
14. illed out by Exception Handling Personnel Chent Service PRSs or Infectious Disease Processing PR Se only lent Number 2990 Patient Name TEST Original ARUP Accession 11067100003 est Number 0020002 Test Name _ uthorized by Becky Staite Authorizing Dept Client Instructions This form must be submimed with a NEW order 2 This will ensure that your no charge resubmission is processed correctly and wil avoid delays in testing 7 Resubmission is valid for 65 days from 02092071 z me sesepi was compieres H Ihe resubmission is received alter this date approval is required ARUP Specimen Processing Section Date resubmission received 1 Process specimen 2 Label specimen and send to lab for testing 3 This form must be placed in the editing bin and routed to the Authorizing Dept QTY RT R F D Place master label from NEW order here for scanning pumoses Ser Pia WE URINE Stool CSF Tissue Other SST Amb Vrapped ARUP Authorized Department Section To be filled out by Exception Handling Personnel or Clienti Service PRSs ONLY when resubmission is received QA Index Number 1 Credit Test in PathNet if approval is required 3 in Client instruction Section contact the Compliance Support Specialist 2 Submit this paperwork to a Supervisor Lead or PRS in the authorizing department 2 Send completed original form to the Compliance Support Specialist Confidential This document may be protected from disclosure by state and feder
15. marks the status as Complete no further action is required from you Exception Detail Fields Patient Details This is provided and cannot be edited Patient details include Patient Name Date of Birth Patient Identifier Client Order Alias ARUP Accession Admitting Physician Client Accession Visit Number FIN Collection Date Order Date Status and Test and Name The issue is specified by ARUP and may not be changed by the client This box shows messages between the client and ARUP Messages from ARUP are shown in bold text Note that an except may sometimes require multiple messages between the clent and ARUP before it is resolved See Resolution Options for full details Comments for ARUP Optional In the Comments for ARUP enter your response message to ARUP providing additional information and asking any questions you may have The system will automatically add the date time and client user full name first and last when you submit the message eExcept ARUP Connect You will see a Print Form button whenever ARUP has sent a form to you for an additional sample ASF or a sample that needs to be resubmitted RNC See Print Forms for Print RNC Form complete instructions on printing a form sent to you by ARUP Click to print a hard copy form of the exception details currently displayed See Print Details Form for more information Print ASF Form Click to download the form and print a hard copy
16. plete the three steps in this section Date Sample Sent 1 Place additional sample in appropriate color coded ARUP bag 2 Place the fax copy in bag sleeve 3 Send to ARUP with regular shipment DO NOT FILL OUT ANY ADDITIONAL PAPERWORK Upon receipt of additional sample Airbil Number Orr F A H De Date Sample Received o SeriPla WB URINE Wrapped 1 Reprint sample labels using above accession number ScT 2 Place label on fax copy of paperwork 3 Make copy for scanning 4 Place original paperwork and Sample in ARUP bag 5 Deliver sample immediately to Exception Handling Feces Other 12 eExcept ARUP Connect RNC Form When there is a resubmit no charge on a specimen you will see a Print RNC Form button in the Exception Detail window Cancellation confirmed Run with Disclaimer must agree with disclaimer statement Other provide details Please contact Exception Handling 800 242 2737 ext 2393 for questions Click Print RNC Form to print the form Once you have printed this form this except will move to the completed list You will need to complete the form and submit the new specimen within the time specified phone 601 563 2787 toll free 800 242 2757 D P 500 Chipeta Way Salt Lake City Utah 64106 1221 L i ae z LABORATORIES wet www aruplab com Resubmission at No Charge Attention SO404 SZK BR cient site Date 029920171 Fax ARUP Authorized Department Section To be f
17. sting document is correct attest that this is the same patient and have or Name on specimen is correct confirmed with two additional unique identifiers Test Not Available Order test code test name provide test attest that the test code and test name details provided are correct Do here Perform testing at ARUP Order test attest that the test code and test name code test name provide test details provided are correct WOE without electronic This is our patient Please order testing attest that the test code and test name order or paperwork manually provide order details provided are correct WOF without footnote Order test code test name provide test attest that the test code and test name unable to determine test details provided are correct from paperwork Extra Specimen Submitted Order test code test name provide test attest that the test code and test name details provided are correct No Test Marked Noted Order test code test name provide test attest that the test code and test name details provided are correct Various issues Run with Disclaimer This option is only understand and approve that testing will be available when specified by ARUP for a performed on a sub optimal specimen and a specific order disclaimer will be applied to the test results Test results should be interpreted with caution eExcept ARUP Connect Example The following is an example of an issue an
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