Turbo-Doc User Manual
Contents
1. oo Phone 9162779Delete Selected Pati another PDA with Turbo Doc Palm installed on it overwriting Ref Doc Edgar qEdit Selected Patient any other currently existing Turbo Doc Palm database WARNING This option cannot be undone use with caution Delete ALL Patients Clears all patients and records from the Caucasian Fwho complains of abdominal pain r database WARNING This option cannot be undone use 5 a r bi ye Pa with caution Delete Selected Patient Removes the currently selected patient and all associated records from the database Edit Selected Patient Opens the Patient Information screen for the currently selected patient for review To change patient demographic information press the Edit button Print Selected Patient Opens the Print Patient Records screen See below for instructions on printing Lock Program Locks the program to protect patient records Once the Lock Program button is pushed password must be entered to continue using Turbo Doc Palm Statistics Displays the current number of patients and phone numbers in the Turbo Doc Palm database Also displays the current version of Turbo Doc Palm Turbo Doc Palm Page 9 _______ C ee Printing with Turbo Doc Palm Turbo Doc Palm has printing capabilities but requires the use of an infra red capable printer and installation of the Palm Print Software package from Stevens Creek Software An un licensed version is included with2. Patient screen and click on the Note button at the bottom of the screen Ifa patient is selected two options will be present Generic note and a patient specific note the patient note will appear as Doe Jane note If no patient is currently selected only the Generic note option will be present To add notes to the patient s record click on the Doe Jane note option To add a generic note click on Generic note Clicking on either of these options will bring up the Notes screen Options 1 GENERIC NOTES Bill Tiszt For generic notes the top of the screen will display Generic Notes For a patient specific note the top of the screen will display the patient s name Each set of notes whether patient specific or generic contains five different screens to keep the notes on At the bottom of the screen are buttons labeled 1 2 Txt Bill and Bill Txt 1 2 and Txt are intended for general use while Bill and Bill Txt are primarily for making notes on billing issues The 1 2 and Bill screens are set up like virtual sticky notes They are set up for writing directly to the page or drawing pictures The Txt and Bill Txt screens are for writing text using the normal text input for the user s PDA To clear text from the screens select the Options button To clear just the current screen select Clear CURRENT text To clear all non bill related notes screens 1 2 and Txt select Clear ALL NOTES text Please note that there is no undo feature
3. appends to Handheld PC appends to Handheld W PC appends to Handheld Handheld overwrites PE Handheld overwrites PC Handheld ovensrites FE Handheld ovensrites EE PC overwrites Handheld PC overwrites Handheld V PC overwrites Handheld PC overwrites Handheld Uninstall Toc Palm Conduit Cancel The settings on this window determine whether newer data is appended to the older data or if the older data is overwritten by the newer data It also determines which of the devices the PDA or the PC is considered to have the most up to date data thus determining which way the synchronization travels PC to PDA or PDA to PC Invalid options will be grayed out and the default recommended settings are in bold Once all the selections have been made press the Install Update button to save the changes For new HotSync installations Turbo Doc will require a manual setup of the program Conduit DSN OBDC required to transmit the data from Turbo Doc to Turbo Doc Palm The program will prompt several steps in the setup after which Turbo Doc will be able to set up HotSync transfers though the actual HotSync process still has to be started manually refer to the PDA s instructions on initiating a HotSync transfer This process need only be done once in order to set up Turbo Doc to be able to correctly export to the user s PDA Turbo Doc Palm Page 14 rr INDEX Add New Patient 2 9 Auto Export 13 BEAM All Dat
4. cause a calendar to pop up from which you can scroll between years To choose a day click on the month and day to be displayed To go to the current date click on Today To return to the schedule click on Cancel Today or choose a different day It is also possible to select the current day from the schedule by clicking on Today To go to different days in the current week click on the appropriate letter at the top of the screen To go forward or back a week click on the forward and backward arrows at the top of the screen Turbo Doc Palm Page amp a To view details of the appointment tap on the patient When a patient is selected a red button labeled Hx will appear Clicking on this will bring up the patient s history for the last visit recorded To return to the scheduler click the red X button 2 Ss f2002 E DOE JANE RM DOB 572271949 Age S2 Seo F FYD S372002 Race Caucasian Phone 916 877 8650 Work 916 or r 49e3 Ref Doc Ronald Ainsworth M C DOE JANE SURG Left breas 09 45 biopsy with prior needle localization 19125 HPI The patient is a 48 year old Caucasian female seen for 10 00 JONES CATHERINE 3 month Options Utilities Add New Patient Opens the Enter New Patient screen to add Select Potient Options Utilities ce See a new patient record to the database JOMES CATHER Add Mew Patient e ial iin BEAM All Databases Copies entire current database to J elete otent
5. e Export Physical Examination Exports the Physical Exam findings from the patient records e Export Referring Doctor List Exports any doctor s names not currently on Turbo Doc Palm s referring doctor list e Export Schedule Exports scheduled appointments for the next 90 days from Turbo Doc to be viewed on Turbo Doc Palm NOTE Turbo Doc Palm a normal schedule and 1500 patient records will use 3 MB of memory within the PDA device Always make sure there is sufficient free memory on the PDA prior to initiating a HotSync transfer Overloading a PDA s memory will not damage the PDA itself but it will cause the device to lock up and may result in data loss from any Palm program not just Turbo Doc If the PDA is low on memory it may be necessary to remove lesser used programs and games from the device as well as limiting the number of patient records exported Turbo Doc Palm Page 13 E There is also a button labeled Configure HotSync Pressing the button will open the following window w TDoc gt Palm Conduit Setup Select appropriate synchronization options The BOLD options are the default settings Patient Data Sync List Data Sync Schedule Data Sync Referring Doctor Data Sync F Thowa synchronization W Two way synchronization P diwo way sunehronization F Thowa eunehronization M Handheld appends ta RE Handheld appends to PC Handheld appends to FE Handheld appends to EE W PC appends to Handheld PC
6. no undo for pressing Cancel To return to the Select Patient screen press Back Creating a New Patient Record In order to create a New Patient Record either the H amp P Cons or SOAP button at the bottom of the screen needs to be selected Once H amp P Cons has been selected click the HPI button on the left hand side of the screen to begin creating the record After pressing HPI the screen will change presenting two lists of words and phrases associated with the History of Present Illness section Click on the desired words in the lists to add them to the HPI section of the record To remove words or phrases that have been added to the record select them from the text at the top of the screen and delete them Each of the word lists is fully customizable To add edit or delete words from the lists press the Options button at the top left hand side of the screen and select Edit Listboxes This will open up both lists of words in an editing window The left list will be at the top of the screen and the right list at the bottom To edit a word or phrase select it from the list and make the appropriate change To add a word scroll to the bottom of the list and add as many words or phrases as desired keeping in mind that each line will represent one phrase so words that need to be added separately in a record should be on separate lines To remove a word or phrase select it from the list and then delete it When the editing of the lists is comple
7. screens is accomplished using the same procedure with the following exceptions Vital Signs Pressing the VS button will display the Vital Signs screen This screen has specialized data entry fields for Blood Pressure BP Pulse Temperature Temp Respirations Resp Intake and Output I amp O and Weight WT By clicking on a field Turbo Doc will bring up a specialized text box with words and phrases pertaining to that field There is also a numeric keypad to speed data entry Simply click on the number to add it to the currently selected field Click on the words in the list box to add them to the selected field Once all the data has been entered for that field click on the gt button to proceed to the next field or click on the next desired field they do not have to be entered in the displayed order Once all desired fields have been filled press the Back button to return to the main screen and continue the record Options LANE me Turbo Doc Palm Page 4 _ ____ Ce Lab Lab Options LANE LOIS Pressing the LAB button will display the Lab Reports screen CBC EKG Serum HCG This screen is used to track the Lab data for a patient The nacitat om screen has two list boxes each containing words pertinent to lab data To add words to the Lab section click on the desired Se ue words or phrases in the list boxes and they will appear in the Lab Arninophyyllin level section text at the top of the screen To remov
8. when clearing notes screens To clear all bill related notes select Clear ALL BILL text To exit the notes screen and return to the Select Patient screen press the Back button All changes made to the notes screens will be automatically saved when Back is pressed Turbo Doc Palm Page 7 Schedule The schedule screen allows the user to view appointments scheduled in the full version of Turbo Doc To access the scheduler from the select patient screen click on Schedule Three options will be present Turbo Doc Schedule Palm Schedule and To Do List Select Potient Options Utilities il JONES CATHERINE Rh DOB 0772671954 Age d Sex F FYD 107 2672000 Race Caucasian Phone 9168778650 Ref Doc Edgar Clark M D Clicking on the Palm Schedule or To Do List will exit Turbo Doc and start up the scheduler or to do list incorporated into the PDA s software Note that starting the Palm Scheduler or To Do List will require that Turbo Doc be restarted to access further patient records 10 00 JONES CATHERINE 3 month 10 15 PATIENT JANE SURG Single After clicking on Schedule select Turbo Doc Schedule and the schedule screen will appear The scheduler will automatically open to the current date and the appointments for that day will be listed The date currently selected is displayed in the top left hand corner of the screen To go to a different date click the Go To button at the bottom of the screen This will
9. I UU Turbo Doc Electronic Medical Record System For Palm Systems About Turbo Doc Palm Turbo Doc Palm EMR is a tool to aid in the creation and recollection of medical records While Turbo Doc Palm is a fully functional medical records generator its primary function is as a companion to the full PC version of Turbo Doc EMR When used in conjunction with the full version of Turbo Doc it allows the user to create patient files and visit records on their PC then export them into Turbo Doc Palm to carry along to a hospital or clinic Installing Turbo Doc Palm The installation of the program is mostly automated but must be started manually Start by running the file containing the Turbo Doc Palm installation information The name of this file may vary depending on if it is being installed from the Turbo Doc CD or if it was downloaded from the internet To install Turbo Doc Palm from the Turbo Doc CD insert the CD into the CD ROM drive Then select Run from the Start Menu and type D tdoc_palm setup exe and press Enter If your CD drive has a drive letter other than D substitute the correct drive letter for your system in place of the D in the instructions For installation of a downloaded version of Turbo Doc Palm open Windows Explorer or My Computer and browse to the folder into which the file was saved usually My Documents Double click on the Turbo Doc Palm installation file usually called TDPalmSetup exe but may vary Once either of th
10. abases 9 Calendar 2 Delete ALL Patients 9 Delete Selected Patient 9 Edit Listboxes 3 5 6 Edit Selected Patient 9 Enter New Patient screen 2 ePocrates Rx 11 12 Export 13 First Page 4 Generic note 7 H amp P Cons 3 HotSync 13 HPI 3 Hx 9 ID 2 Installing 1 Lab Reports 5 Labs 6 Last Page 4 Location 10 Lock Program 9 Look Up 11 MedMath 11 12 New Patient Record 3 Next Page 4 Notes 7 Options Utilities 9 Orders 6 Orders 6 Palm Print Software 10 Palm Systems 1 Password screen 1 Phone Numbers 11 Print Selected Patient 9 Print Setup 10 Printing 10 Prior Page 4 PSH 3 Quick Drugs 11 Referring Doctor 3 Running Schedule 8 Select Patient screen 1 2 SOAP 3 6 Statistics 9 Synchronizing Turbo Doc Palm 13 Turbo Doc Palm 1 Vital Signs 6 Vital Signs 4 X ray 5 6 Turbo Doc Palm Page 15
11. cessfully press the Back button to return to the last page accessed NOTE The X ray section can also be accessed directly from the Select Patient screen by pressing the Xray button located at the bottom of that screen Turbo Doc Palm Page 5 Cr y Orders Order Options doe john Pressing the Order button will display the Orders screen This advance diet to full liquids screen is used to track the orders requested and received for a Ba daD ninemsn patient The screen has two list boxes each containing words pertinent to orders tracking To add words to the Orders section click on the desired words or phrases in the list boxes and they will appear in the Orders section text at the top of the screen To remove words or phrases from the text highlight them with the stylus and then delete them To clear the entire text click on Order Options in the upper left corner of the screen and select i F hep loc IY Clear CURRENT text To edit the list boxes click on Order BEE nc tube Options and select Edit Listboxes Editing these lists follows the same procedure as outlined above in the HPI section When the data has been entered successfully press the Back button to return to the last page accessed NOTE The Orders section can also be accessed directly from the Select Patient screen by pressing the Orders button located at the bottom of that screen SOAP Patient records can also be created using the SOAP format To create a SOAP doc
12. e words or phrases blood culture from the text highlight them with the stylus and then delete them To clear the entire text click on Lab Options in the upper left corner of the screen and select Clear CURRENT text To edit the list boxes click on Lab Options and select Edit Listboxes Editing these lists follows the same procedure as outlined above in the HPI section When the data has been entered successfully press the Back button to return to the last page accessed NOTE The Lab section can also be accessed directly from the Select Patient screen by pressing the Labs button located at the bottom of that screen X Ray ray Options LANE LOIS Pressing the Xray button will display the X ray screen This screen 1s used to track X rays performed on a patient The screen has two list boxes each containing words pertinent to X ray reports To add words to the X ray section click on the desired words or phrases in the list boxes and they will appear in the X ray section text at the top of the screen To remove words or phrases from the text highlight them with the stylus and then delete them To clear the entire text click on Xray Options in Ultrasound ARROI the upper left corner of the screen and select Clear CURRENT without contrast text To edit the list boxes click on Xray Options and select Edit Listboxes Editing these lists follows the same procedure as outlined above in the HPI section When the data has been entered suc
13. ese files has been started the installation program will prompt for any additional information it may need to complete the installation Running Turbo Doc Palm Start by clicking on the Turbo Doc icon TDoc EMR from the PDA s main menu The Turbo Doc splash screen will appear while the database loads Once l the database is loaded the splash screen will remain visible for PALE X three seconds then will proceed to the Password screen Note it is possible to bypass the three second wait by clicking Enter your Turbo Doc Palrn EMR anywhere on the PDA s screen The first time that Turbo Doc Bo i Palm is used a password will need to be created The password may consist of any four numbers Once the password is entered the user will be asked to reenter it for verification The password is to protect the confidentiality of the patient records As such if Turbo Doc Palm is left idle for more than 20 minutes or if any additional programs are run outside of Turbo Doc Palm 1 e To Do List Notepad the password will have to Enter be reentered in order to access Turbo Doc Palm records Once the password in entered the Select Patient screen will appear Turbo Doc Palm Page I DE SOOO Adding a New Patient to Turbo Doc Palm From the Select Patient screen open the Enter New Patient screen by either pressing the Select Patient button and then pressing the New button at the bottom of the screen or press the Options Utilities butt
14. ge 2 The Referring Doctor field will bring up a list of referring doctors that have been imported into Turbo Doc Palm from the full version of Turbo Doc or that have been entered manually into Turbo Doc Palm For information on importing records from Turbo Doc into Turbo Doc Palm see the Importing Records section of this guide To add to the list of referring doctors click on the Referring Doctor field then click the Options button in the upper left hand corner of the screen and select Edit Listboxes This will bring up the list of Doctors and Rooms for editing Enter the text for the doctor as it should appear in the record then press Save Changes The referring doctor can be selected from the list or it can be written in manually on the Referring Doctor field The Room field opens a pop up window again so previously saved room numbers can be entered by clicking on the list or they can be manually entered as well The Admit Date field will open the calendar again pick the date of admission if applicable by selecting the year month and day in that order Once the day has been selected or if the Today button is pressed the date will populate into the Admit Date field Once all of the demographic information for the patient has been entered press the Save button to save the data and return to the Select Patient screen At any time during the creation of a patient press the Cancel button to clear all entries on the screen There is
15. int screen press the Back button Turbo Doc Palm Page 10 rr Look Up Under the Select Patient screen click the Look Up button and five options will appear Turbo Doc Phone Numbers Turbo Doc Quick Drugs Palm Address Book ePocrates Rx and MedMath Phone Numbers Select Potient Options Utilities Click on Select Patient button Last Name Hunt First Name Lyle Pharmacy Work 377 4983 Pager 527 7669 Turbo Boc Phone Humber eee Turbo Doc Quick Drugs Cellular 577 1976 Palma Address Book Fox 277 8621 ePocrates Rx Pee are Medhiath Horne Dira l Cree sray Linder SOAP EMail TurbobocLBHMD Prodigy Met Look Up H amp Peons Cult Turbo Doc Phone Numbers Opens a list of phone numbers in Turbo Doc s database To Locate a name and number type in the first letter or letters and the cursor will reposition to that name To create a new name and phone number entry click New This will open the Enter New Phone Number screen From here it is possible to enter the name pharmacy phone numbers and an email address To open an existing record click on the desired name When opened the record will be read only At the bottom of the screen are four choices e Back Goes back to Select Patient screen e Edit Opens file so user can make changes e New Opens new Information screen to create a new phone number record e Delete Deletes currently selected record Turbo Doc Quick Drugs Opens a l
16. ist of medications Use the up and down arrows to scroll through the list or use the text input to enter the drug name to look up Click on the drug to select it Once a drug is selected Turbo Doc Palm will bring up a list of pertinent information about the drug including generic and trade names categories and dosages Select Potient I Ootions Utilities Estrogens with Methyltestosterone Estrogens Conjugated GENER Terazozin Estroane TRACE Hytrin E Aqueous SEE aA a alzo Estrone Vaginal Supp DOSAGE Start Ing HS Usual Estropipate effective 10 day Max 20mg day Select Potient Options Utilities SUPPLIED Cap 1 2 5 10mg PLASS MOTeES Alpha Adrenergic Blocker Schedule aray Order SOAP Look Up Cait Turbo Doc Palm Page 11 _____ EPocrates Rx and MedMath are third party programs available for download on the web from www PalmGear com and www Handango com Clicking on Palm Address Book ePocrates Rx or MedMath will exit Turbo Doc and will require that Turbo Doc be restarted to access further patient records Turbo Doc Palm Page 12 OS ee Synchronizing Turbo Doc Palm to Turbo Doc The most efficient way to add patients and patient records into Turbo Doc Palm is to create them in the full PC version of Turbo Doc and then export them into Turbo Doc Palm Turbo Doc Palm has the capability of storing up to 1500 patient records plus the next 90 days of scheduled appointments in the Turbo Doc scheduler To enable synch
17. on and then select Add New Patient The Enter New Patient screen allows the user to enter the demographic information for a new Select Patient Options Utilities i Options Enter New Patient Click on Select Potient button First John wil Last Doe ID Race Cancel patient When the screen first appears the cursor defaults to the First field for entering the first name To go to the next field or any other field on the screen simply tap on the desired field and the cursor will reposition to that field for data entry The ID field is for information only It is populated only when viewing patients that were created or modified on the full version of Turbo Doc Enter the DOB date of birth by clicking the button next to the DOB field A list of years will appear first and once the year has been chosen the calendar screen will open The appropriate month and day may then be selected Once the date 1s entered the day month and year will be populated into the DOB field OCT FNOY DEC 54 The Age field will be automatically filled in based on the date of birth selected Tap on the Sex field to open a pop up window with M and F as options and then simply select the appropriate option for the patient The Race field operates similarly tap the field to bring up the options then select the appropriate race for the patient The Phone field should be entered manually and may take any letter or number Turbo Doc Palm Pa
18. ronization of the Turbo Doc database to the Turbo Doc Palm database go to Default Settings in the menu bar from the Load Prior Patient screen in Turbo Doc and select Change Defaults On the Operation Mode tab the lower right hand corner has the following Palm synchronization settings e Auto Export to Palm on Turbo Doc Exit tThis setting will automatically set up a HotSync event to export recent Turbo Doc records to the PDA every time Turbo Doc is shut down e Ask to Export to Palm on Turbo Doc Exit tThis setting will ask if a HotSync event should be set up to export recent Turbo Doc records to the PDA each time Turbo Doc 1s shut down This is the preferred setting e Maximum Number of Patient Records to Export Selects the maximum number of records that will be exported to Turbo Doc Palm Can be from 10 to 1500 e Number of Prior Months to Retrieve Sets the number of months Turbo Doc should look thru to find new records to export to Turbo Doc Palm Setting this option to 24 months will retrieve records from any date not just within the last 24 months until the maximum number of records 1s met e Export Hx Present Illness IMP and Plan Exports the HPI IMP and Plan sections of the patient records e Export Past Medical History Exports the PMH of the patient records e Export ROS Exports the ROS of the patient records ROS sections often contain large amounts of data and can use up the PDA s memory capacity very quickly
19. te select Save Changes to save or Back to discard and the program will return to the previous screen Once all the text has been entered for the HPI section press the PSH button to save the data entered and proceed to the next section of the record The various sections in the record need not be entered in a specific order In the record they will appear in the order that they are listed in Turbo Doc Palm but they may be entered or modified in any order desired To go to any given section in the record whether for the first time data entry or to correct something on a previously entered section press the button on the left side of the screen that corresponds to the desired section Due to the size constraints on the Palm OS screen the main screen for History Turbo Doc Palm Page 3 and Physical records has been broken into three pages To switch between pages press the buttons at the bottom of the screen labeled First Page Next Page Prior Page or Last Page to be taken to that page The list of sections their button abbreviations and the page on which they appear are listed below First Page Middle Page Last Page History of Present Neurological Illness Head Eyes Ears Lymph Lymphatics HEENT Past Surgical History Nose and Throat Past Medical History t History TRX Transfusions VS Vital Signs Pulse Pulse PSH PMH Ee HPI PSH PMH ME AL SO FMH TRX VS Data entry in all of the above listed
20. the Installation please visit their website www StevensCreek com and register your version To get to the print screen from the Select Patient screen click Options Utilities then Print Selected Patient Ci P tions Lols LAME Location LC Print SOAP Mote 3 232002 O Print H P consulti 172572000 O Print Orders O Print LABS O Print X Ray Printer is MOT available Print The Location option is the location the user was at office hospital etc when the file was printed To choose a location press the arrow next to the location choices and make a selection To add or edit a location click on Options then Add Edit Locations Turbo Doc Palm can print the following types of documents SOAP Note H amp P Consult Orders Labs and X Rays To print one or more of the documents select them from the list align the IR port from the PDA to the IR port on the printer and press Print When selecting to print a SOAP Note or H amp P Consult check the date to be printed To do this click on the box next to the dates This will cause a calendar to pop up from which you can select the year month and day in that order To go to the current date click on Today To get to the printer setup incorporated into the PDA click Options then Print Setup Note that go to the Print Setup screen exits Turbo Doc and will require that Turbo Doc be restarted to access further patient records To return to the Select Patient screen from the Pr
21. ument press the SOAP button from the Select Patient screen Options LAME me TAEA Lungs clear Heart regular Ts rhythm Log e Vitals Opens Vital Signs screen Vital Sign data previously entered under the H amp P Cons section will remain on this screen and may be edited if needed na breath sounds a clear e S O A and P Clicking on these buttons will bring up pain crackles the Subjective Objective Assessment and Plan sections distended of the SOAP document for data entry 0 aka tender e LAB Xray and Order Opens up the Labs X ray Order Gah with and Orders screens respectively Back rhythm kg Clicking on the Options button on the SOAP screen provides the following options e Preview Hides the data entry list boxes and displays the document created so far e Clear current text Clears all text from the currently selected section e Clear ALL SOAP Data Clears all data from the SOAP text boxes for a specific screen Vital signs labs etc are not cleared e Edit ListBoxes Allows the user to edit the word lists in the currently selected section To return to the Select Patient screen click the Back button Turbo Doc Palm Page 6 S OOOO Notes The Notes section allows the user to make text and graphic notes for quick retrieval Notes can be stored with a specific patient s record or they can be stored as a generic note To access the notes page go to the Select
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