AOS User Manual - Data Upload
Contents
1. discharges in August Once this upload file has been added to the AROC database the Facility Data Audit must be used and this will list all errors for all discharges in the current reporting period either from 1 January or 1 July To restrict the list of errors displayed in the Facility data audit users will be able to enter episode end date ranges 8 If the upload file has had any error codes recorded against any patient or episode data items the word Review Audit will appear in the upload summary line for that facility Click Review Audit to go to the Upload Data Audit screen Figure 16 a A summarised list of the first 20 Errors by Error Group will appear a summarised list of the errors by error code By looking at how many episodes have each type of error this will help highlight areas in the facility s data collection processes where there may be issues b There are 3 download options at the top of the page e Download Audit Summary This will download a HTML Document with a summary of how many errors for each error group e Download Audit by Patient This will download a HTML Document listing each patient and their corresponding errors e Download Audit by Error This will download a HTML Document similar to the audit summary but this document will list each episode in error within each error group There is a Print Error Report option at the top of each of these HTM2. e Summary This is a summary of your issue think of it like a subject line in an email e Description This is the overall description of the issue you are having e Attach file If you have a file that is relevant to the issue attach it here Files that may be useful are screenshots of your issue or a data file that is causing the issue e Component s This is where you will select what area of AOS you are having an issue with e Organisation This is where you will select what facility or area you are representing with respect to this issue e Name Your name e Email Your email address AOS User Manual V5 0 September 2014 oman i ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Lodge a support ticket Please provide your feedback below detailing what your issue is and attaching any relevant files for example a screenshot Please provide your organisation details facility area or payer your name and your email address so that we can get back to you regarding this issue Without these details we will not be able get back to you Summary Description Attach file Choose Files No file chosen ok Com pon entis Start typing to get a list of possible matches or press down to select Organisation Facility Organisation Submit Close Figure 8 Lodge a support ticket Logging out of AOS C
3. Manage Keys Reports only indicator reports Figure 1 AOS flow chart Draft AOS User Manual V4 5 May 2014 UNIVERSITY OF a2 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre oe ahsri australian health services research institute Logging into AOS 1 Log into AOS from the AROC homepage http ahsri uow edu au aroc Figure 2 2 Once the Login screen has opened Figure 3 choose from AOS LOGIN or FIM LOGIN a To log into AOS using the AOS login enter Username and Password in the corresponding fields and click Log In to AOS b To log into AOS using the FIM login enter your FIM ID in the corresponding field and click Log In to FIM ARO australasian rehabilitation outcomes centre ABOUT AROC AROC ONLINE SERVICES AROC E What is AROC australasian rehabilitation outcomes centre a AROC Membership e Login to AOS a Guidelines for Data Submission u Uep a AROC Annual Report and Benchmarks e AOS Online Tutorials r Data Entry Pathway 3 ANNOUNCEM ENT a Impairment Specific Benchmark Outcome Targets ae AROC is very pleased to make available an Extract Data Mea VETY gr ete ee ene SE a Presentations and Publications z ONLINE TRAINING VIDEO to help Figure 2 Location of AOS Log in on AROC Website Contacting AROC If you have an AOS username For any general AROC questions or queries related to functions within AOS please contac
4. available for selection A R O C DATA MY DETAILS MY FACILITY REPORTING HELP DATA ENTRY Figure 10 AOS data menu Selecting one facility or one ward to upload data to a From the list displayed click on the facility name or ward name Figure 11 for which you will be uploading data A R O C DATA UPLOAD SELECT FACILITY HELP EXIT DATA UPLOAD select Facility Select More Than One Facility Anywhere Hospital AU Ward SW Anywhere Kiwi Hospital NZ Figure 11 Select Facility screen Selecting more than one facility to upload data to a If the user works across multiple facilities and would like to upload data from two or more of these facilities click Select More Than One Facility Figure 11 b The user will now have a choice to either Select All facilities wards listed or manually select a subset of facilities wards they would like to upload data from Figure 12 Selected facilities wards will be added to the selection list highlighted in blue AOS User Manual V5 0 September 2014 ae ate i t ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre c To change any or all of the facilities selected for data upload the user has the option to e Select None which removes all facilities wards from the selection list e Manually select which facilities wards to remove from the selection list by clicking
5. error group e Download Audit by Patient This will download a HTML Document listing each patient and their corresponding errors e Download Audit by Error This will download a HTML Document similar to the audit summary but this document will list each episode in error within each error group There is a Print Error Report option at the top of each of these HTML Documents Correcting errors identified by the Facility Data Audit By default the Facility Data Audit will show all errors in the current reporting period Users can restrict expand the errors displayed to a specific time period by entering the episode end date ranges Facilities using the AOS Online Data Entry System To make corrections users can click through to the patient or episode from the Facility Data Audit screen AOS User Manual V5 0 September 2014 El AROC a ahsri UNIVERSITY OF australian health services WOLLONGONG australasian rehabilitation research institute outcomes centre Facilities using AOS Online Data Upload System To make corrections users will have to print out their preferred layout of the Facility Data Audit report then make their corrections to their source data re extract it and re upload to the AROC database AOS User Manual V5 0 September 2014 a
6. 2014 a UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Data Audits in AOS There are three levels of data audit within AOS 1 Episode Data Audit 2 Upload Data Audit 3 Facility Data Audit The Episode Data Audit is used in the AOS Online Data Entry System It is specific to the episode being entered edited and can be viewed anytime by opening that episode within the online data entry system The Upload Data Audit is used in AOS Online Data Upload System page 17 It is specific to the upload file and is only viewable prior to the upload file being finalised and accepted to the AROC database The Facility Data Audit is specific to all facility data that has been accepted into the AROC database and can be viewed anytime by selecting Data Audit from the Data Menu All three types of data audits in AOS check episodes for missing and or erroneous values These checks compare data items within an episode as well as between episodes The data audits provide a list of the first 20 Errors by Episode with an option to view the next previous 20 Errors by Episode and are able to be filtered by care pathway Audit reports can be printed in whole or part There are 3 download options at the top of the page e Download Audit Summary This will download a HTML Document with a summary of how many errors for each
7. AROC australasian rehabilitation outcomes centre AROC Online Services AOS User Manual Version 5 0 September 2014 Data Upload AOS system ala t ahsri UNIVERSITY OF 2 australian health services WOLLONGONG GC research institute ate i t ahsri australian health services research institute WOLLONGONG ag australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Contents BERGE O gsc cere ets occ fea coo eos cite er ets eee icnine sine es inie EENE E sina oa odie AEEA 2 PFIOW COON OF AOS JUDCHON GUY erionit Ene N EEE EENE eae acne eased eee 2 COP NOI GUNE NON oer anea EE EA EE EEE EEA E E E EE ENEA ERR 2 BC SSION CHC E t AE E T EE A T A EA E E E nnaseuanecondtonsneaeeeine 3 Gelling stared WIO AOS arc cnvecnnecaeetenorcsasnnncheasuatensmacaventpnsaeneadveesunen cnr EEA AE EEEE REEERE EREE EEEE EEEE 3 OS Vr A E E E E A A E E O A E E E E E A E E A 3 CERNE aA TOE e E E E E E 3 EOCEEN OAO ea rcs E E E EE EA EA ET EEA 5 C GT FA Ea a E E E AEA E O EA A E OOA AE OAE OEO ENAA 5 i you have an AOS FS Sia eo sestgrcececasaasiomeguesatevasoasaaecanoteeuasaneuienaonedeusareancacasntatuaceanueuausedoneeestaeoeoataeecanneusanten 5 If ON Me A a FIM HD casera ict EEEE E E E E i 5 If you do not have an AOS username of FIM ID nas sosssssosssnnsssssenssssrerssssrerssssrresssreresssrerossereresseeeessreressereresseeee 6 THe AOS ROMO ACS nipsririsrerireriva ris inaran raaraa ANNETO OE NOA TA ANANA 7 Returning to the AO
8. BASE e Within an MRN the upload file has more than one episode with the same episode begin date but the episode end dates are different or vice versa EPISODE LEVEL CONFLICT WITHIN UPLOAD e Within an MRN the upload file and AROC database have more than one episode with the same episode begin date but the episode end dates are different or vice versa EPISODE LEVEL CONFLICT BETWEEN UPLOAD AND AROC DATABASE Where a conflict is identified AOS ODUS needs to know exactly which episodes to delete from the AROC database and which episodes to add from the upload file to the AROC database The process of making these decisions is called the Conflict Review it MUST be completed for the uploaded data to be added to the AROC database Where a patient level conflict is identified only one patient s details can be maintained Select which patient is to be kept all episodes belonging to both versions of the patient will be merged against the chosen patient s details If the conflict has identified two different people that by data entry error in the data source have the same MRN the user will need to discard the upload amend the source data such that the MRNs are no longer the same and create a new extract for uploading to AROC Where an episode level conflict is identified the user can select which episode to keep and which to delete and can also chose to delete both episodes or keep both episodes If episodes with conflicting dates are kept an
9. L Documents c Once all errors have been reviewed and an audit report generated for correction at the source click Return to Upload The upload summary line for that facility will now display Audit Reviewed 7 AOS User Manual V5 0 September 2014 Ci ate t ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre Return to Upload amp Print Audit Download Audit by Patient Download Audit by Error Y Patient Path Filter v x Clear Filters Errors by Episode Displaying Patients 0 19 with errors Patients 20 to 39 gt Patient MRN 123456 Episode Start Date 01 01 2014 Pathway 3 Errors with Episode End Mode Accommodation and Carer Status R128A Mode of episode end Data Item is missing Date multidisciplinary team plan established out of expected sequence B302 FIM Start date FIM Start Date is expected to occur on or before MDT Rehab Plan Date and subsequent dates Unexpected delay between Episode Start Date and FIM Start Date B323 FIM Start date FIM Start Date is expected within 3 days of Episode Start Date Figure 16 Upload Data Audit screen Accepting the uploaded data into the AROC database 9 Once the conflicts and audit have been reviewed the Accept button will appear green and be enabled Figure 17 To finalise a facility s data from the upload file and add it to the AROC databas
10. S home page eesesssssseressssereserecesssreresssreressseersssrerosssrerosssreresssecoessrerosssreressseeresssecesssreee 7 KY OTU een ene ee E E E E EA EEEIEE ETNE E E A E A E EAN 7 Checking my FIM WeeFIM status sssessesererrrrrrrrrrrrrrrrrrrrttttttttttttttttttttttttttttttt ttrt rttr ttrt ertr rrt rrrrrrrrrrrrerrrrerens 8 Ce AY PISS WOT O isisisi ia a E E A E ae inaa 8 ELS r E EAE N AAE EI A ANA E A AA A A A T 8 Gelmo Neb TAOS srira ennir i anna E E O TOOR EENEN EET 8 Lod mne ac upoo eE a E E E E E EE E E 9 L g o Our O A S aare Ea E EE a esheets ve EE nee 10 AIO ACIS datan AOS score e E S E E A 11 Flow for uploading data to the AROC Catabdse ccccccssssseccccnsesecccnssseccccsneseccesseuseecsssauseccsssuunsecsssassecsssaansees 11 Accessing the Online Data Upload System AOS ODUS cccccsssssssseeccccccnseeseccececcceesseceseesauunseeeessesaaaeeseeeeseneas 13 Selecting one facility or one ward to upload data tO sosssnnsosseenssssrersssrerrssserersssreresssrrressereresserreessereees 13 Selecting more than one facility to upload data tO eccecccsssscccccessecceceeesecceeseeseceeeeeeeceeessaaeeeeesesaaeeeessaees 13 CIO OGING an AROC COC CXC CE E naine AE E EE OT EEEE 14 Perormmming a Con iC ROVIOW vise riniir erene aE EE OOV E E ETE E 16 Reviewing Pe Upload DUO OT ioeeirriint r nenn E A EE A E OTENE 17 Accepting the uploaded data into the AROC database cccccccsesecccneeesccsecsccusececeesesseeeecsesusecessu
11. Start 24 01 2014 End 30 01 2014 ec err Figure 15 Upload Data Conflicts review screen Reviewing the Upload Data Audit All upload files submitted to AROC undergo an automated data audit that checks the upload file for missing and or erroneous data values prior to being added to the AROC database This is done to ensure that episodes submitted to AROC are as complete and accurate as possible Where a data item is identified as missing out of codeset or otherwise suspected of being invalid an error code is assigned to that data item Corrections should be made to the source data and a new extract created and uploaded Any data from an upload file that is added to the AROC database without correction will keep all error code tags and be reviewable later via the Facility Data Audit page 21 IMPORTANT NOTE The Upload Data Audit is specific to the upload file and is only viewable prior to the upload file being finalised and added to the AROC database Once the upload file has been added to the AROC database the Facility Data Audit can be used to check a facility s data for missing erroneous records What this means is if a user submits an upload file with discharges only in August 2014 the Upload Data Audit will only list errors from this file i e AOS User Manual V5 0 September 2014 w ate t ahsri australian health services research institute UNIVERSITY OF ee AROC WOLLONGONG ag australasian rehabilitatior outcomes centre
12. ck Select Facility from the Data Upload menu bar and change your facility selection you will need to amend your AROC extract file also 3 Click Choose file to upload and attach most current AROC extract for the facility s selected Figure 13 AOS User Manual V5 0 September 2014 ra UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Choose file to upload Upload AROC Specifications Selected Facilities Facility Pending Uploads Anywhere Kiwi Hospital Figure 13 Select File screen 4 The chosen upload file will appear next to the Choose file to upload button you are able to click the Choose file to upload button again if the chosen file is incorrect If the file is correct click Upload 5 The Upload Processing window will open The progress bar will appear twice once while AOS ODUS processes Patients in the submitted data file and again when processing Episodes in the submitted data file Each time the progress bar starts blue and turns green as the upload is completed Click Continue 6 This will bring you to the Upload Summary screen Figure 14 which summarises the data upload for each selected facility e Number of patients in the upload file e Number of patient with conflicts e Number of episodes in the upload file e Number of episode with conflicts e L
13. d not subsequently corrected an error flag will be recorded against them in the AROC database Where a correction to a date is required amend your source data and create a new extract 7 Ifthe upload file has had any conflicts recorded at either patient or episode level the word Review conflicts will appear in the upload summary line for that facility Click on Review conflicts to go to the Upload Data Conflicts review screen Figure 15 a For each patient level review click Keep for the patient with the correct details the patient being kept will be highlighted green and the patient being discarded will be faded grey b For each episode level review click Keep for the episode s to be added to or kept in the AROC database the selected episodes will be highlighted green and click Discard for the episode s to be discarded from the AROC database or upload file the selected episodes will be faded grey AOS User Manual V5 0 September 2014 aa AROC australasian rehabilitatior outcomes centre ahsri UNIVERSITY OF 2E australian health services WOLLONGONG an research institute c To confirm which patients episodes to keep users may need to go back to their source data for a hard copy of the conflicts click Print Data Conflicts i To leave the Upload Data Conflicts review screen click Return to Upload Summary to complete the Data Audit review or Exit Data Upload Us
14. e click Accept 10 Repeat steps 7 8 and 9 for each facility s data in the upload file Upload Summary Selected Facilities Facility Conflict Resolution Anywhere Hospital Patients 33 Episodes 33 Patient Conflicts 0 Episode Conflicts 0 Audit Reviewed v Figure 17 Upload Summary screen with Accept button enabled Handling a pending upload If when a user attempts to upload a file to a facility where the previous upload file was not fully processed they will be blocked from selecting the button Choose file to upload and the warning You must first resolve any pending uploads will appear above the selected facilities list Figure 18 This is because the previous upload file is still in the temporary data store and needs to either be accepted to the AROC database or discarded A link to View Pending Upload will appear against each facility in the selected facilities list that has not had the previous upload fully processed Click on View Pending Upload to open a new tab to view the Upload Summary screen page 16 Complete the data upload process for the pending upload file and once complete close tab The temporary data store will be made AOS User Manual V5 0 September 2014 19 ate i t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC available to the new upload file and the Choose file to upload button
15. eFIM e Staff planning on sitting the online FIM WeeFIM refresher course e Staff intending on purchasing managing FIM WeeFIM keys and resources Facilities can opt to have one or many of their staff registered to use AOS and are responsible for ensuring that no unauthorised staff gains access to AOS This user manual provides AROC members with detailed instructions on how to use the functions available within AOS Flow chart of AOS functionality The flow chart presented in Figure 1 provides a quick reference to all the functions available from the AOS menu and demonstrates the pathways of entry into the system A AOS Login B FIM ID Each function listed in the flow chart is explained in detail within this document This manual is available online at from both the AROC Homepage AROC Online Services AOS and FIM User Manuals and from all AOS Menus Help User Manual and can be downloaded as a complete document or by chapter Computing requirements To access AOS users will need e An AOS username and password or FIM ID page 3 e Internet connectivity e A standard internet browser with pop ups browser scripting and cookies enabled e Adobe Acrobat reader to view or open PDF files The recommended browsers are e Internet Explorer 8 0 e Mozilla Firefox e Google Chrome e Safari The recommended screen resolution is 1024 x 768 Draft AOS User Manual V4 5 June 2014 Cae UNIVERSITY OF EFF AROC WOLLONGONG CO australasia
16. ers will need to complete the conflict review before the next data file can be uploaded Handling a pending upload page 19 d Once all conflicts have been dealt with click Confirm Resolution and Continue The upload summary line for that facility will now display Conflicts Reviewed v Upload Data Conflicts Return to Upload Summary Print Data Conflicts Confirm Resolution and Continue gt Patient XY YZ003480 7 Patient Conflict Discard MRN XYZ0034807 D O B 14 09 1945 32 Diacard MRN XYZ0034307 D O B 13 09 1945 Discard MRN XYZ0034807 D O B 13 09 1945 Patient XYZ0034895 Patient Conflict Discard File MRN XYZ0034895 D O B 06 01 1926 Discard MRN XYZ0034895 D O B 07 01 1926 Patient XY Z0025437 Potential Duplicate Episodes x Discard Start 13 01 2014 End 25 01 2014 Pathway 3 al Impairment 8 111 Discard Start 13 01 2014 End 25 01 2014 Pathway 4 al Impairment 8 111 Discard AOS Data Lud Start 13 01 2014 End 25 01 2014 Pathway 3 al impairment 8 111 Patient XYZ0030639 Potential Duplicate Episodes x Discard Start 13 12 2013 End 06 01 2014 impairment not supplied Discard Start 14 12 2013 End 06 01 2014 Pathway 3 Ill Impairment not supplied x Discard AOS Data Lul Start 13 12 2013 End 06 01 2014 impairment not supplied Patient XYZ0034807 Potential Duplicate Episodes Discard Start 24 01 2014 End 30 01 2014 Pathway 3 al Impairment 3 211 Discard File S
17. ink to Review Conflicts if any conflicts were found else a dash e Link to Review Audit if any errors were found else a dash e Button to accept the upload greyed out until all reviews completed e Button to discard the upload Upload Summary Selected Facilities Facility Conflict Resolution Patients 331 Episodes 348 Review Conflicts Anywhere Hospital Patient Conflicts 3 Episode Conflicts 5 Review Audit Figure 14 Upload summary screen AOS User Manual V5 0 September 2014 w ate t ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF AROC Performing a Conflict Review All upload files submitted to AROC undergo an automated audit and duplication check prior to being added to the AROC database This is done to ensure that episodes resubmitted after correction over write the previously submitted erroneous episode and do not create new duplicate episodes It will also identify where any episode has been accidentally entered more than once in the source data A conflict is recorded against the upload file if any of the following is found e Two or more occasions of an MRN occur within the upload file and the gender and or DOB is different PATIENT LEVEL CONFLICT WITHIN UPLOAD e Two or more occasions of an MRN occur within the upload file and AROC database and the gender and or DOB is different PATIENT LEVEL CONFLICT BETWEEN UPLOAD AND AROC DATA
18. institute UNIVERSITY OF ee AROC WOLLONGONG ag australasian rehabilitatior outcomes centre Checking my FIM WeeFIM status If you are FIM WeeFIM credentialed you can view your FIM ID and exam results including when your FIM certification expires via My Details If you believe these details are not correct please lodge a support ticket refer to page 9 Changing my password In the AOS login section click Change Password Figure 5 The Change Password screen will appear My Facility This menu option shows users which facility or facilities their AROC account is associated with Figure 6 This option is read only and users will not be able to edit the facilities they are listed against or details recorded for a facility If the facility or list of facilities is incorrect please lodge a support ticket refer to page 9 Getting help in AOS The HELP menu Figure 7 is always available during an AOS session and has two options e USER MANUAL this links to the AROC documentation page relevant to the system currently being accessed a PDF of the User Manual and Quick Reference Guide relevant to this system are located here The online data dictionary is also accessible here This should be the first port of call for help This page will be continually updated so it is worth bookmarking e LODGE SUPPORT TICKET If you are unable to find an answer to what you need within the online documentation you should lodge a support
19. ity email address and the date you last completed the FIM WeeFIM exam If you are new to FIM WeeFIM and are booked to participate in a workshop you will receive your FIM ID and instructions about how to access the FIM WeeFIM online system via email shortly after the workshop Getting an AOS login If you require an AOS username and password please email AROC at aroc uow edu au and provide the following details e your name e facility role e facility name e email address e your telephone number at this facility If you work at more than one facility please clearly state each facility along with your role and telephone number at each A unique AROC username and password will be provided to you by email Your username and password will be case sensitive so it is best to copy and paste from the email sent to you by AROC to your internet browser When you first log in to AOS you will be prompted to change your password Draft AOS User Manual V4 5 June 2014 ww oF hsri UNIVERSITY OF EEF AROC australian health services WOLLONGONG BA australasian rehabilitatior research institute k outcomes centre AROC Homepage Obtain AOS login Obtain FIM ID Log in using AOS Username and Password Log in with FIM ID AOS Homepage k asi adia o E Generate Data Entry Data Download aiani TER Lodge Upload AROC reports Re My Exam mae support Online Store ee ticket AN SNAP HCP i extract data entry ACHS clinical Other
20. l AROC at aroc uow edu au Depending on the user s level of access the functions available may include e My Details e My Facility e Data Entry e Data Upload e Data Extract e Data Audit e Reporting e FIM Online Store e FIM My Exam Keys e FIM Manage Keys e Help Returning to the AOS home page Clicking on the AROC logo on the top left corner of the screen will exit the function the user is in and return them to the AOS homepage A R O C DATA MY DETAILS MY FACILITIES REPORTING HELP AROC ONLINE SERVICES Welcome to AROC Online Sevices lf you are new to this system this first page will give you a brief introduction to this system What is AROC Online Services AOS AROC Online Services is a web based system which provides online automatic services for facilities and payers that are members of AROC Figure 4 AOS homepage My Details This menu option allows users to view their profile Users are able to edit certain details by clicking on Edit under Quick Links on the left hand side We encourage users to keep their details as up to date as possible Users are unable to update details in greyed out fields These include e Contact Person Details e AOS Login e Credentialing If you need to change any of these details please lodge a support ticket which can be found in the Help menu option AOS User Manual V5 0 September 2014 ae ate i t ahsri australian health services research
21. licking on the Logout button in red at the top right corner of the screen will log users out of their AOS session and re direct them to the AROC homepage AOS User Manual V5 0 September 2014 aw UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Uploading data in AOS The AOS Online Data Upload System AOS ODUS enables users to upload their data directly into the AROC database Users responsible for data submission across multiple facilities e g for an area health service or private hospital group are now able to upload data from all their facilities in one upload file This function is only available to individuals whose AOS account reflects such security privileges IMPORTANT NOTE If conflicts are found in an upload file they will need to be resolved in the conflict review screen before the upload can be added to the AROC database Until the conflicts are dealt with no further episodes can be uploaded to this facility Flow for uploading data to the AROC database The flow chart in Figure 9 page 12 demonstrates the process for uploading data to AROC using AOS ODUS This flow chart can also be found on the quick reference guide for data upload in AOS available from the help menu in AOS page 8 AOS User Manual V5 0 September 2014 aaoo or hsri UNIVERSITY OF 22 AROC australian health services WOLLONGONG ae aus
22. n rehabilitatior outcomes centre ate t ahsri australian health services research institute Session time out To maintain security AOS sessions including data entry and FIM WeeFIM online exam will automatically time out if inactive for periods of 30 minutes or more If in the middle of a data entry tab or an exam the user will lose any unsaved data or exam progress An error message will appear indicating the session has timed out and the user will be returned to the AOS login screen Getting started with AOS To access AOS users require either an AOS username and password AOS login or a FIM ID FIM and WeeFIM clinicians wishing to purchase an exam key and or sit an exam with or without the refresher course can access this limited functionality of the online FIM system within AOS by logging in with their FIM ID For full online FIM system functionality or access to other AOS functions such as data entry and data upload users of AOS require an AOS login Getting a FIM ID A FIM ID is a unique and unchanging identifier assigned to each individual FIM WeeFIM clinician known to AROC The FIM ID is provided on your FIM WeeFIM credentialing certificate If you cannot locate your FIM ID please ask your facility trainer who will have the latest credentialing status report listing all FIM WeeFIM clinicians and their FIM IDs If the facility trainer cannot locate it either please email fim uow edu au and include your name facil
23. seseseesessseneeees 19 Handing a pending UO OGG serro Tnn ar o asic eran daewentn erences en T ees 19 Picarding 0n DOO JE irren irine anna E AEE EE OTA EEE seesaw Retna Reinet 20 Deleting an upload file AFTER it has been added to the AROC databasSe sssssssesseeesesrressrrrssrrersrrrresreres 20 Data Audits MAOS eir O N O EEO OE OO OO 21 Correcting errors identified by the Facility Data AUCIt ccccccsseeseccccsnesscccnsueseecccsueneecessauseecessuunsecsssuenseseseaens 21 Facilities using the AOS Online Data Entry SyStem cccccssscccccsssseccccceeseccecceeececssaasececssaaseecessuaaeceeseaaanees 21 Facilities using AOS Online Data Upload System ceccccccssssecccccessececcceeseceecaeeeceeseeaeceessuaueceesssaeeeeseuansees 22 Draft AOS User Manual V4 5 June 2014 Fan UNIVERSITY OF EFF AROC WOLLONGONG CO australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute Introduction AROC Online Services AOS is a secure web based service that enables staff of AROC member facilities to manage their facility s AROC data their personal details and FIM WeeFIM credentialing status AOS is intended for e Staff involved in the data entry or data upload of AROC data e Staff responsible for downloading and reviewing AROC benchmarking reports e Staff wanting to extract and analyse their facility s data e Staff needing to become credentialed re credentialed in FIM We
24. t AROC using the AOS Menu HELP gt Lodge Support Ticket page 9 If your query relates to an inability to login please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au If you have a FIM ID For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 Bo o ahsri australian health services research institute UNIVERSITY OF AROC WOLLONGONG australasian rehabilitatior outcomes centre Welcome to AROC Online Services AOS Login FIM Login Username FIM ID pig Log In to FIM Log In to AOS Go to the AROC Home page Figure 3 AOS Login screen If you do not have an AOS username of FIM ID For any general AROC questions or access requests to AOS please email aroc uow edu au For information related to FIM workshop organisation clinical queries or invoicing queries please email fim uow edu au AOS User Manual V5 0 September 2014 e UNIVERSITY OF EFF AROC WOLLONGONG OC australasian rehabilitatior outcomes centre ate i t ahsri australian health services research institute The AOS homepage After logging in the AOS homepage Figure 4 will open The AOS home page provides the latest news about AOS and AROC and a list of available functions If access to additional functions is required please emai
25. the cross on the blue box with the facility name to be removed e Select ONLY One Facility which will return the user to the previous screen Figure 11 d To confirm the facilities selected for data upload data click Confirm Selection and Continue A R O C DATA UPLOAD SELECT FACILITY HELP EXIT DATA UPLOAD j TEF e F a if hl l Facility select ONLY One Facility select All E Selled None Facility Anywhere Kiwi Hospital x Confirm Selection and Continue Anywhere Hospital AU Ward SW Figure 12 Select Facility screen Uploading an AROC data extract file The upload data Select File screen will appear At the bottom of this screen the Selected Facilities are listed To change your facility selection click Select Facility from the Data Upload menu bar IMPORTANT NOTE If conflicts were found in the previous upload file for any one of the Selected Facilities listed they will need to be resolved in the conflict review screen before any further upload to this facility is possible refer to page 16 To complete the outstanding conflict review from the previous upload click on the pending uploads link for that facility Until the conflicts are dealt with and the upload has been accepted to the AROC database the data cannot be uploaded to this facility and the Choose file to upload button will remain disabled To skip this facility for now and upload data to the remaining facilities cli
26. ticket page 9 Miss ENTRY Data CONTACT DETAILS Title Miss First Name data Last Name entry Preferred Name N A Contact Person Contact Details Phone 4221 4356 Mobile 0412 7777 50 Fax N A Email data_entry noemail net Website N A Contact Physical Address Details Contact PoBox Address Details AOS LOGIN Login Name data_entry Archived Not Archived Figure 5 Changing password in My Details screen AOS User Manual V5 0 September 2014 eo i e t ahsri australian health services research institute UNIVERSITY OF 22 AROC WOLLONGONG OC australasian rehabilitatior outcomes centre A RO C DATA MYDETAILS MYFACILITIES REPORTING HELP Anywhere Hospital 26994373 Anywhere Kiwi Hospital 269943 73 K Figure 6 My Facilities Screen 4 A R O DATA MY DETAILS MY FACILITY REPORTING HELP USER MANUAL LODGE SUPPORT TICKET Figure 7 Help menu Lodging a support ticket From all systems within AOS users can send AROC a message asking for support by clicking HELP LODGE SUPPORT TICKET After selecting this option a pop up screen titled Lodge a support ticket will appear Figure 8 NOTE if the support ticket window does not appear check that pop ups are enabled in your browser Some items may pre fill based on the account you are logged in as Please fill out all the other items where you can before submitting otherwise we may not be able to get back to you
27. tralasian rehabilitatior research institute outcomes centre NOTE Before beginning the upload process ensure you have entered your data in your database extracted your data and saved it in a known location Click on Data Upload from the Data tab Select Facility or ward from list al facilities associated with the account will be visible Single facility Multiple facilities Are there any pending episodes Review conflicts review upload data audit and accept upload file for each pending facility Choose file s to upload Upload a new file Is conflict review required Will conflict review be performed now NO NO Review print upload data audit Exit data upload Accept Upload Upload incomplete Upload complete Figure 9 AOS Online Data Upload System flow chart AOS User Manual V5 0 September 2014 ae o ahsri australian health services research institute WOLLONGONG australasian rehabilitatior outcomes centre UNIVERSITY OF O AROC Accessing the Online Data Upload System AOS ODUS 1 Click on DATA UPLOAD from the DATA menu Figure 10 2 Ifthe user works at a single facility only the name of that facility will be displayed in the Select Facility screen If the user works across multiple facilities the names of all the facilities the user is affiliated with will be displayed If the facility has provided ward details the wards will be
28. will be enabled again AYou must first resolve any pending uploads Selected Facilities Facility Pending Uploads Anywhere Hospital A View Pending Upload Figure 18 View pending uploads Discarding an upload file Once in the upload summary screen a user can choose to discard the upload file for a facility This can be done with or without considering the conflict review and or data upload audit screens An upload file can also be aborted during the upload process by clicking cancel while the file is still uploading Deleting an upload file AFTER it has been added to the AROC database If a user with data responsibility at a facility ward should inadvertently accept an upload file to their facility please advise AROC URGENTLY by lodging a support ticket page 9 In the summary please enter Request to delete accepted upload In the description please provide the name of the facility ward s affected the reason the uploaded file should not be added to the AROC database and the date and time the upload file was accepted into the AROC database Please attach the upload file to the support ticket and select the component Data Upload Do not upload any further data until a member of the AROC Team has been in contact NOTE The AOS Online Data Entry System prevents users with data responsibility at multiple facilities wards inadvertently uploading data from one facility ward into a different one AOS User Manual V5 0 September
Download Pdf Manuals
Related Search