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1. 3 29 SCHEDULED A TTENDANGE 29 EDUCATIONAL REPORTING 29 INDIVIDUAL PATIENT CLASS SCHEDULES eese netten nhe netten 29 PARTICIPANT EDUCATIONAL ASSESSMENT 30 UPDATING MULTIPLE CONTENT AREAS WITH THE SAME Dara eese 31 CLEARING EDUCATIONAL ASSESSMENT RECORD Dara eee 31 CYASS ACTIVITY LISTINGS eb e RE DRE 31 REQUIRED CLASS ATTENDANCE REPORT eese entren 31 ASSESSMENT AREAS ones 32 CURRICULUM 32 CLINICAL ASSESSMENT FLOW SHEET 32 ADDING PARTICIPANT ASSESSMENT DATA 32 USING Prime New ASSESSMENT WITH PRIOR DaAra eee 32 Diabetes Management System Manual MEDICAL NUTRITIONAL THERAPY c cscsssssssessscessesessesessesesecsseeeceeesssesecseeeseeeeeeees 33 COATS MODUER 5 tieniti iie iiie ii tesi hae iia 34 BEHAVIORAL GOAL atatum te s 34 PARTICIPANT BEHAVIORAL phy eet centre cd Pe Po 34 DEEFAUUT GON S P Po 35 GOAL REPORESG S ER E RR a 36 MEDICATION MODULE iiit 36 COMPLICATIONS ISSUES 37 ADDING COMPLICATION S 4 b iip bri e eai iere e PE EHE dee 37 TRACKING PARTICIPANT COMPLICATIONS erect nnne 37 COMPLICATIONS SUMMARY REPORT eene nennt nnne ee 37 FILTERED COMPLICA
2. 111120070102 Sample Generate d OBX Segments for Clinical Lab Value OBX 002 NM CHOLESTEROL MG 1801120070102 OBX 003 NM HDL MG DL 5511120070102 OBX 004 NMILDL MG DL 90120070102 OBX 055 NM HbA1c 7 01 20070312 OBX 057 NM BLOOD PRESSURE 118 70120070312 NTE Segment Notes and Comments The NTE Segment is used to export several types of patient records Narrative Notes SOAP Notes Educational Records Educational Assessment Records Goals and Medications Sample Generate d NTE Segments for Narrative Notes NTE 1 Nar Note Note Date 20070205 Signer Susan Hemme RN Record ID 3663473 NTE 2 Patient came with wife Both very apprehensive and worried Wife will be involved in care Patient willing to work hard at controlling blood sugar for his wife Right now patient refuses to do his own testing Wife will do it and come to all classes with patient SH NTE Segments for Narratives contain two records for each narrative Line 1 contains general note information with each field identified within parenthesis Line 2 contains the body of the note 104 Diabetes Management System Manual Sample Generate d NTE Segments for SOAP Notes NTE 1 SOAP Note Note Date 20070305 Signer Debra King Record ID 4268540 NTEJ 2 SUBJECTIVE I don t want to alter my life don t think can do my own blood sugars NTE 3 OBJECTIVE Patient has reservations about new diagnosis Seems embarrassed for his friends and family to k
3. Fig 6 The Pathway Window 23 Diabetes Management System Manual Education Module Comprehensive vs Post Educational ONLY those patients having an educational episode attending a class in the System will count in ADA 8 Edition statistics The system determines who went to class during the requested time period determines if they are Comprehensive Initial or Follow Up and then answers the population questions Comprehensive and or Initial Education Participants received an assessment that included relevant medical history diabetes history social history diabetes knowledge self management skills and diabetes related behaviors in relation to the content areas of the National Standards instruction in the areas assessed as needs on going assessment of knowledge and skill level and behavioral objectives One outcome measure was tracked pre and post instruction In the Diabetes Management System there are three ways the system determines who meets the Comprehensive Initial criteria Any participant who has attended an educational opportunity within the data period AND Demographic File The box Completed Other DSME Program is NOT checked e Demographic File Under General Tab Date Finished Program field is blank Follow Up Post Program Education Participant has completed DSME previously and was seen for follow up education or limited consult In the Diabetes Management System there are three wa
4. 9 Seaman day lek f Fai ane H 1 Elem peer sn Bus Tin P tore fecum T c x ce Wan meae Dus E Gem o_o Fig 8 Detail Education Assessment Window You can manually update the detail records two ways Update all the appropriate information at the bottom of the window click once on the Content Area above to highlight it then click the Update Data button Or you can highlight the appropriate Content Area once to highlight it then click on the Get Date button to fill in all the 30 Diabetes Management System Manual appropriate fields You can edit any or all the fields then click the Update Data button to update that Content Area with the new edited data Updating Multiple Content Areas with the Same Data You can update multiple Content Areas with the same data easily Highlight the Content Area with the data you wish to use and click GET DATA This will bring the data down into the lower part of the window to be used modified To update the other Areas highlight the desired Area then click the UPDATE DATA button Clearing Educational Assessment Record Data The Clear button will clear out all the data for the highlighted Content Area The Clear All button will clear out ALL data for ALL Content Areas fot this Patient Class Activity Listing For a synopsis of all classes taught in a requested time period
5. 2054 Comm C gsm C sten C ee a dh Wow Olion Did You Wani Yow Bosi 4 on Lasi Fotoma 5 Seve dex 2954 SENTIO Meer TUS hax did you hens fron wurang on tie BETTER MCITRIUT Fig 8 Detail Patient Goals Window Default Goals You can set up templates of your standard Default Goals in order to save redundant typing Default Goals are created and maintained under File gt System File Maintenance gt Default Notes and Goals gt Default Goals Click Add to add a goal Goal Line 1 and 2 are for the statement ie I will test my blood sugar 3 times a Associated Behavior Group categorizes the goal so it can be measured in outcomes reports Standard responses can be filled in for the Quality of Life statements and can be added to or modified in the Participants Goal record From the Participant s Pathway click on Goals gt Add and fill in the date the goal was set and click on Default Highlight and Select the Goal Statement Modify or add to the goal then click on OK to save this goal Please note each Add is for ONE goal statement Participants can have many goals listed on their Goals Look Up window 35 Diabetes Management System Manual Goal Reports Participant s Goal Record go to the Patient List highlight their name gt Pathway gt Goals gt Print Goal Status Report This report lists all goals for this participant behavior group and c
6. Participant Educational Assessment The Educational Assessment is used to keep track of a participant s journey through a comprehensive program using the Content Areas as a guideline When Class Cutriculum Information is linked to all appropriate Educational Assessment Areas the date taught field is completed automatically To Access a Patient s Educational Assessment click on the Educational Assessment button from their Pathway This window displays all the Content Areas with any appropriate data for this patient record The Educational Assessment Update can easily updated from this window COPCLICATI PHCWEST IMG DE TD peas i _ d Bee E3 Er Ae i TAROT H PEENI a EJ LA mr irn BUI wine fe iH Berta acter Roc nena d mac TA E ETT CIT M ABL FVE HESLA b DAEAR CHAR T PG ET J INWILA DAE Caria Bete OA G PT i ai 2 Batted Llacas DIamerababam DC Diack 5 Daun Darana V Vias T DP Sahara Pee Sega CAO 1 en aoe bsn Derim eee Seta Lear Fic pude ane Pa fal Pmi Comair Pagers gt eamh Paire T H n iei T ru Cum Tac LAE V Seed D Manca ag e T ae sapien T Dass T ignited 4 7
7. Scheduled Attendance To record attendance at scheduled classes go to Education Classes gt Attendance gt Scheduled Attendance Highlight the Class Title A list of dates will appear on the right for past and present scheduled classes Double click on a date and a class list will follow Mark those that attended by highlighting their name and click on Mark as Attended select the Educator and select the Class Locator Or if everyone on the list attended Mark ALL as Attended Print will provide a Class Schedule Listing which includes whether a participant attended or not home and work phone numbers are provided By marking a participant as Attended this class will appear in their Individual Education Record Educational Reporting Individual Patient Class Schedules This option can be accessed by clicking on EDUCATION CLASSES gt EDUCATIONAL REPORTING gt INDIVIDUAL PATIENT CLASS SCHEDULES To find if a particular patient has been scheduled for a class highlight their name and a list of scheduled classes appear to the right This window only lists scheduled classes not classes added to this participant s record from their Individual Education Record or from Group Class Attendance Unscheduled For a thorough list of a participant s education history go to Education Classes gt Attendance gt Individual Education Record then highlight the patient name click on Education then Print 29 Diabetes Management System Manual
8. Diabetes Management System User Manual Copyright 2012 by Harbor Software Inc ALL RIGHTS RESERVED Diabetes Management System Manual Table of Contents SYSTEM 9 TOR asic ieee hoses ee etes 9 SYSTEM Saati ahs Ie 9 NETWORK ADMINISTRATOR NOTES cscsscsssscsssseesescecesessesssccesssestsseseeseesaeeeneenes 10 SYSTEM DIRECTORY STRUCTURE teet dice ae 10 SyS TEM DATA BACKUPS ase sce ina RC RO PER HER Peu 10 SYSTEM REQUIREMENTS cccccscssssscsssssesscsscscssssscsscssssssssssscsessssssseussusssssssescesseseeses 10 INSTALLATION INSTRUCTIONS 5 55 6202 otto too roro rgo vue 11 INET WORK NOIES he daas ca ie Hehe 11 INSTALLING THE SYSTEMS entend AE i 11 INSTALLING WORKSTATION 0 5 11 MAPPING NETWORK DRIVES ccsccsesssssessessesscsscesesscescssecesssssessceseeeecesseseaaeceaes 11 JOIREGTORY STRUCTURE ean a dh o ree 12 GETTING FAMILIAR WITH THE SYSTEM cscscsssssesssscsssccsssscsssscssessstsceaccsscnsecnaees 12 SYSTEM SBCUREDYSdssteatentvasinteatutnt 12 LOGGING INTO THE SYSTEM Won Tre da 12 First TIME SIGN ON GG unen eu eR RARRRON EIC RR 13 MAINTAINING P ASSWORDS cete tinet ie rr pe e Re 13 Igne vendidi ec ERR 14 SETTING UP THE SYSTEM sese enne 14 USER PASSWORDS ciiin nec RTT RO RH YR EN 14 STAPF PROFILES tse n tee n e RED GRE INTERESTS se 15 DHYSIGIANSP
9. 7 3 E Nate e Household weh Dabei T E Inactive Paari Enie tice noone Level F possas Lene tan 420 000 MODE 9096 uno Concined DOME UTE SAN ERR EIN PRIOR m ENTRY Dae CONTACT EI INFORMATION eespanwie Paerd d Mim Latiae Fratia GT __ Patent adaon o oem RET leere 75147 935 rend rs f Ota CONTACT E INFDSIMATION vM Axel Patent Adios COT Gel Zetex inc ind C Vibia in Dhue Mandatory Fuss inr Sawing ther fees m Giman gt ADA Heragaimn Hrquesd and m Tracked Data Fig 3 Demographics Window Contacts Tab perm Conan Need Ratings ins Stone Lib tae Hamen to Needs o Larong homoni wm nes ip Mees imiss iga od Langen P Hen Docet Lacs Phal Data Completed Pan trance G ondecceptance d Dugem PRIOR ta ENTRY Date Parera Heath Pate BEGINISNG OF PROGRAM Exe ood Fm 5 Po lv Update E EE Got fe Pow dre x cont F loime Nandeceguncs M r oe fessa Wirt Lown 7 Lese D Read
10. Print the Day s Schedule Click the Print button to print out the displayed schedule View and Print a Week at a Glance Click the By Week button to view a 5 day Week at a Glance Schedule This schedule can be modified and printed from this Week View Maintaining Staff and Rooms Staff and Rooms that need to be scheduled can be maintained by clicking on the Staff Rooms Maintaining Daily Start Times Click on the Default button to set up the default daily Start Time Delete Old Schedules Click on the Purge Button to delete all schedules prior to a specific date 69 Diabetes Management System Manual Quick Reference Frequently Asked Questions What is the first thing I do in the System It is very important to set up the system before adding participants Please feel free to contact Harbor Software for orientation to the System Several System Files need to be updated and or populated with pertinent records 1 Enter your Staff under FILE STAFF PROFILES 2 Enter your Physicians under FILE PHYSICIAN INFORMATION Note you do not have to add all your physicians into the System prior to using it You can add Physician Information as you enter patient data as well 3 Follow Up Status Codes This is found under FILE SYSTEM FILE MAINTENANCE FOLLOW UP STATUS CODES This is used for participant assessment and is a mandatory field in Patient Assessments Some institutions u
11. click on the DSME Hrs button From here you can Print Add Update Delete and Close Using Add from here allows for manually adding classes This is useful if more than one educator teaches a class Click Add highlight the class and fill in the date of class and the minutes credited to you This does not alter the original class information Use Update to increase the time spent teaching This is useful if you have taught the class more than once in a 24 hour period 76 Diabetes Management System Manual How do I keep track of my hours of DSME experience if there are multiple instructors teaching one class The easiest solution is to break up the class into separate classes for each instructor It is more accurate and will save a lot of time later on Otherwise when a class is taught by more than one instructor you will have to manually attribute time to each instructor from the Staff Module Participant Demographic Data File Export The Diabetes Management System Utilities can generate an export file containing Participant DEMOGRAPHIC data The default name for this file is but the user can change the path file name just ptior to creation of the file during the exportation process This file is a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel etc that 1s capable of importing ASCII files The file layout is listed below Note You must have acc
12. Address Line 2 30 10 City 20 11 State 2 12 Zip Code 10 13 County Code 3 14 Home Telephone 10 15 Work Telephone 10 16 Sex Code M Male F Female 1 17 Race Code W White B Black l American Indian A Asian 1 P Pacific Islander O Other 18 Multiracial Flag 1 Yes 2 No 1 19 Ancestry Code 1 20 Marital Status S Single M Married D Divorced W Widowed 1 P Separated 6 Unknown 21 Occupation Code M Manual P Professional R Retired 1 U Unemployed D Disabled 6 Unknown 22 Insurance Code RESERVED FOR FUTURE USE LEAVE 1 BLANK 23 s a 1 1st Insurance Default Medicaid 1 True Blank if 1 one 24 Ins 2 2nd Insurance Default Medicare 1 True Blank if 1 91 Diabetes Management System Manual 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 92 None Ins Type 3 3rd Insurance Default HMO 1 True Blank if None 1 Ins Type 4 4th Insurance Default BCBS 1 True Blank if None Ins Type 5 5th Insurance Default Other 1 True Blank if None 1 1 Ins Type 6 6th Insurance Default None 1 True Blank if None 1 Ambulatory Status O Outpatient I Inpatient H Home Health N Nursing Home T Other Agency Code Medical Record Number Spoken Language Code E English S Spanish F French O Other Written Language Code E English S Spanish F French O Other N None Years of Schooling H
13. Assessment Form Prints a blank Assessment form This is designed to assist with data collection away from the computer The data on the form is in the same order as the Assessment Windows Blank Patient Goal Setting Form Prints a blank Goal Form with Signature lines and Quality of Life Statements Blank Knowledge Test Prints out a blank knowledge test To customize the test click on FILE SYSTEM FILE MAINTENANCE KNOWLEDGE TEST Blank Quality of Life Prints out a blank Quality of Life Survey To review or customize the Quality of Life Survey go to Quality of Life Quality of Life Grouping or Quality of Life Questions Labels Mail Merge Mailing Labels Participant amp Physician Mailing Labels Prints 3 across mailing labels on standard Avery 5160 labels Labels will not print out if participant s address is missing or they are marked deceased in the demographic file Labels will not print out for Physicians if they are marked Inactive in the Physician Maintenance File On Selective Mailing Labels mark only those labels that you want to print 64 Diabetes Management System Manual Quality of Life Module Overview The Participant Quality of Life Module has the capacity to measure participant attitudes in a variety of subject areas The Module has the following features Unlimited number of question groupings ie Physical Mental Participant Satisfaction Unlimited number of questions within each group
14. Click Add and put the complication or issue in the description text box Click Update to save your work Tracking Participant Complications The System can track an unlimited number of complications per participant For each complication the following information is stored e Type of Complication Click on the ellipsis button to look up the various complications stored on your system The Date this Complication was identified Clicking on the ellipsis button will display a calendar to assist with date selection e Date this Complication was resolved if applicable A listing of all the complications for a participant can be obtained by clicking on the PRINT button These complications will also print on the patticipant s assessment sheet and recognition assessment form Click on FILE gt PARTICIPANTS gt ASSESSMENTS highlight a date and choose print option Complications Summary Report To print a listing of all participants in your system with a certain issue complication go to Complications Highlight the Issue or Complication Report The Report gives you a list of names record numbers date identified and date resolved and can be filtered by date For a filtered Complication Summary go to REPORTS gt PATIENT LISTINGS gt FILTERED COMPLICATION LISTING 37 Diabetes Management System Manual Filtered Complications Listing To print a listing of all participants in your system with a certain is
15. Path File Name of the Importation File Enter the complete path and file name of the file containing the HL7 importation data You can use the Browse button to navigate folder quickly Patient Number to be Used The HL7 standard PID segment has three different fields that can contain a patient number and you can choose which one to use for the Medical Record Number during importation The default and normal field is the first choice the HL7 Internal ID Default Status Code for New Assessment Records If new Assessment Records are imported into the System this Status Code Assessment Visit Type will be used for these records Update Type You can choose the update type of importation records e Add New and Update Existing Records e Add Only New Records no updates Lab Type Identifiers This section contains all the lab values that can be imported by the Engine Enter the lab text your importation file contains for that particular lab type The Engine uses these value labels to identify the various values Program Entry Date This is the date the Engine will use to use for Program Entry Date for new imported demographic records Import Button Starts the Importation Process Update Defaults Button Saves your values on this window as the system default values Cancel Button Cancels this procedure and closes the window 101 Diabetes Management System Manual HL7 Exportation Hmi byte iH dion
16. Up to six different answer choices within each group ie Yes No True False Agree Strongly to Disagree Strongly etc The test can be printed or taken on line Quality of Life Question Groups These groupings identify the question subject areas as well as the answer range To begin do the following Click on QUALITY OF LIFE then Quality of Life Groupings A look up list will be displayed showing the groupings that are already loaded the system has some sample groupings loaded initially This listing can be sorted by ID or by Description Click on the Add button to add a new group or the Update button to view the detail information of an existing group You can add or modify the Description of this Group as well as the Results up to six Every question assigned to this grouping will have the choices that are displayed in this window Click on the OK button to update this record or Cancel to exit without updating this information To maintain your own test delete all groupings then go to Quality of Life Questions and delete all questions Go back to Q of L Groupings and click ADD Group description is the name of your test or the name of this group of questions You do not put questions in here Next design the answers You do not have to use all 6 results 65 Diabetes Management System Manual Quality of Life Questions You can add delete and maintain all Quality of Life Questions To begin do the following e
17. accurately document what is being provided and what program is being reimbursed MNT hours are often kept separate from the DSMT hours The DMS allows you to decide what should and should not be counted in DSMT RD s may use Assessment to accurately track Medical Nutritional Therapy Highlight the Participant click Pathway gt Assessment gt Add Enter the appropriate date use the Follow Up Status Code of MNT Indicate the number of minutes that you spent with the participant by filling out the Length in Visit in minutes box Click Update To get a report go to Reports gt Activity Listing gt Activity Reports fill in date period click on down arrow in the Follow Up Status Type box choose MNT then click on Detail Report If the RD s teaching should be counted in DSMT the nutrition classes must be in Class Curriculum Information and participants put in class by the individual or group class record 33 Diabetes Management System Manual Goals Module Behavioral Goal Maintain Behavioral Goal Groups under FILE gt SYSTEM FILE MAINTENANCE gt BEHAVIORAL GOALS Participant Behavioral Goal The DMS System allows for unlimited customization of individualized recording tracking and reporting of Participant Goals For Participant Goals and DSME Goals that you set for the participant click on Patient Pathway Goals All previously set goals for this Participant along with their status is now displayed in the window From
18. and Utilities Menu The Normal User cannot update existing narrative notes e Restricted User Access to patient information VIEW ONLY no update privileges Logging into the System Whenever the System is started a Log in Name and Password are required to be entered before proceeding The System is initialized with one Administrator Password The user has two chances to enter a correct Log in Name and Password If unsuccessful the system exits to the Operating System 12 Diabetes Management System Manual First Time Sign On After installation you will need to sign into the System as Administrator and assign passwords and access levels to all the users This must be completed before the users can access the system The Initial Log In Last Name is ADMIN Password is ADMIN then click on the Log In button to sign in Click on FILE gt USER MAINTENANCE to load your users For security purposes you should delete the generic ADMIN sign on ID once you have your staff ID s loaded Maintaining Passwords The System will display a reminder message to the user after log in if they have not changed their password within the last 60 days There are two methods of changing a password 1 The Administrator can change any user password in the FILE USER MAINTENANCE Menu Not only can they change passwords they can add delete or modify any user in the System 2 The User can change their own password by entering
19. beng eee da Pond Lege RADARLARI IAT mosia Paen rir A 14 E T La Beam H ad E I i Diech tho bermi 1 poeta fo geet gear 59 purior ose fa acre at lieira Ueto Pet Lope erator hag x Canmi The HL7 Interface Engine Exportation Window Exportation Window Options Path File Name of the Export File Enter the complete path and file name of the file where you wish to export your exported HL7 data to You can use the Browse button to navigate folder quickly Export Type Options The Export will automatically at a minimum the patient demographic data This section allows you to select which record types beyond the demographics you wish to export All the record types are set to export by default Uncheck the record types you wish to suppress exportation Update Defaults Button Saves your Exportation Path File Name as the system export default value Export HL7 Data Button Begins the HL7 Process Cancel Button Cancels the Exportation and Closes this window 102 Diabetes Management System Manual Generated HL7 Export File Record Details MSH Segment Message Header The MSH segment is required for all messages and will always be the first segment in the message Sample Generated MSH Segment MSH amp HarborDMS HarborDMS 20120327101102 ADT A08 HSI4977077 P2 3 11l All generated Ex
20. blank if no date was entered Foot Problem Flags 1 True Blank False Eye Problem Flags 1 True Blank False DM Intervention Flags 1 True Blank False 83 Diabetes Management System Manual Participant Billing Data Exportation The Diabetes Management System Utilities can generate an export file containing Participant MEDICATION data The default name for this file is BILLEXP CSV but the user can change the path file name just prior to creation of the file This file is a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCII files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION MAX LENGTH 1 Last Name 20 2 First Name 20 3 Medical Record Number 20 4 Internal ID 20 5 Class ID 20 6 Class Name Description 20 7 Attendance Date MM DD YYYY 10 8 Class Length in minutes 10 9 CPT Code 10 10 HCPCS Procedure Code 10 11 Charge Amount 10 13 Frequency 10 84 Diabetes Management System Manual Participant Class Attendance Data File Export The Diabetes Management System Utilities can generate an export file containing Participant Class Attendance data between two dates The default name for this file is PTCLEXP CSV but the user can change the path file name just prior to creation of the file This file is a comma delineated ASCII file which
21. narrative note Click Next review the printed progress note To create a Narrative Note to add to this report Once you have selected the options or procedures Click Narrative ADD select Date Create a new note or use the Default Note Button select a stock narrative note Sign Update and then Close Click Print and select this note Click on Next and review the printed progress note Scheduled Activity To add a non class Scheduled Activity for a participant highlight a name and click on Pathway then Scheduled Activity A Scheduled Activity can be maintained for each individual and printed for his or her convenience To print an aggregate list of everyone that have scheduled activities between two dates click on REPORTS gt ACTIVITY LISTINGS gt SCHEDULED ACTIVITY LISTING 42 Diabetes Management System Manual Letter Generation The System can store an unlimited number of standard letters up to approximately one page Once they are entered and stored you can simply select a physician participant or agency and generate a letter This is very useful for generating standard follow up letters referral letters education notes etc Click on FILE LETTERS and then STOCK Letters You can add update or delete your stock letters here Some letters are supplied for you to use or alter Update these letters to see how they are designed Click Add to add a new letter Update to save those changes Use the Description to n
22. to You must include a signature SOAP Notes SOAP Note Charting can be accessed in the Charting Option under the FILE menu Click on Charting then SOAP Notes The Window displays an alphabetical list of the participants Highlight the participant and click on Select A Participant SOAP Note Window displays a SOAP note history You can add update and print out notes by pressing the appropriate button at the bottom of the window 41 Diabetes Management System Manual Default SOAP Notes Default SOAP notes can be stored and used at any time Go to System File Maintenance gt Default Notes and Goals gt Default SOAP Notes Here you can add delete or Update existing notes To add a SOAP note to Charting or Pathway just click on ADD select a date and Select a Default Note from the Drop Down List This note can be altered added to You must include a signature Progress Notes A simple Progress Note can be quickly generated for the referring physician or for your records To generate a Progress Note click on Patients Highlight Patient Pathway and then Progress Note A calendar will be displayed to choose the date of this note Click on the desired date and then on the OK button to continue Another window is now displayed showing all the Procedures loaded in your Procedures File Select all the options or procedures that apply then To add an existing Narrative Note to this report Click Print and select an existing
23. 7 environment on a standard Windows Network or as a stand alone system The system requires AT MINIMUM the following Pentium 1 GHz CPU 1GB RAM or more depending on your network overhead Approximately 60 MEG Disk Space and a MINIMUM storage space of approximately 0 3 Kb per participant record This size requirement could change with future upgrades 10 Diabetes Management System Manual Installation Instructions Network Notes If you are installing the Diabetes Management System onto a Network please contact your Network Administrator before proceeding with installation Installing the System From a CD Insert the Installation CD in your CD Drive and it should start automatically If it does not click on the START button on your task bar and select RUN In the Open Dialog box type in the CD Drive Letter that contains the installation CD followed by SETUP ie type D SETUP Press or click on the OK button to begin the installation Follow the prompts From a Download Navigate to the download directory and run it Follow the prompts All the download installs are password protected Be sure you have the password before you begin Contact Harbor if you have questions After the installation the Diabetes Management System Programs can be found in your Program Menu as well as a shortcut icon on your desktop Installing Workstation Shortcuts The installation program installed a wor
24. A Heard and te rocker Catal Fig 1 Demographics Window Demographics Tab Cortsots Boscia hiset Im 00 Soros or baton ERE weini 14 gt 7 TEIT Recommented thet Body C eve ApsDepen Ign D f Senes DM Dto Ovni rote 0 10 pem d m Po Dots mtm Un TI me i mm legate icon Coated I Non padri Hem n toe T Unges DOME CFRO Cose Fon Cute Toe m Aroor PREPS ENTRY Oxa 5 0 Asunt T bm F f Medum g Il wna m Dade Progam TTT Dam rh Prope TTC PeferScew Code 1057 hodimo MEDEA P MEDCARE Mo F acne Poly hte N 38741 X STEAD af ieee inte Pc ee in Shoe Mandatory Fols ter Saring thit Record Weide m Giman ADA wul ss Fig 2 Demographics Window General Tab 20 Diabetes Management System Manual Demopactnce Genma Contact Management Patient Pas Bo Cue Mawon Leng naut
25. Click on Quality of Life then Quality of Life Questions e A look up list will be displayed showing the questions that are already loaded the system has some sample groupings loaded initially along with their associated groupings This listing is sorted by Question Number Click on the Add button to add a new question or the Update button to view the highlighted question There are three areas you can maintain per question the Assigned Group the Question Number and the actual question text e Click on the OK button to update this record or Cancel to exit without updating this information On Line Test The Quality of Life Test can be given two ways 1 It can be taken manually via a printed test The results must be entered into the system manually at a later time 2 It can be taken On Line as you interview the participant Click on Q of L gt On Line Test gt highlight participant gt Use the Drop Down Menu to select a specific test gt Select the Test date gt click on Select Printing the Test Quality of Life gt Print Quality of Life Test Quality of Life Test Results You can view a particular participant s test results very quickly To begin do the following e Click on Quality of Life A look up list will be displayed showing all the participants loaded into the system You can sort this listing by Last Name by 66 Diabetes Management System Manual Medical Record Number or by Social Security
26. EW 65 QUALITY OF LIFE QUESTION GROUPS eerte 65 QUALITY OF LFE QUESTIONS 66 ONENE FEST 66 PRINTING THES S iini aa A A AA ea ie E bees 66 QUALITY OF LIFE TEST 66 GENERATING QUALITY OF LIFE STATISTICS ssessesessesssesesseseeenenensenescsessesenseens 67 APPOINTMENT SCHEDULER 68 SCHEDULER FUNCTIONS cscsssssssesssscsssscecsscsccsssscsssncescntesssssecsessesssnceeensscnsscnsecnaees 68 SETTING UP THE APPOINTMENT SCHEDULER eerte 68 UPDATE ADD AN APPOINTMENT TIME iere 68 RESERVE TIME BLOCK pierre ied i ori ata et ER 69 CIPAR A TIME DEOCK inicie connettersi E ant 69 Brock AN ENTIRE DAY side ceto 69 PRINT IHE DAYS SCHEDULE Cicero e tee tiere E cose 69 VIEW AND PRINT A WEEK AT A GLANCE isset nennen entente 69 MAINTAINING STAFF AND ROOMS tnnt nnne nnns 69 MAINTAINING DAILY START TIMES terere tnnt tnter 69 DELETE OED SGHBDOLES 69 Quick REFERENCE FREQUENTLY ASKED QUESTIONS eee 70 WHAT IS THE FIRST THING I DO IN THE SYSTEM 70 How CAN I QUICKLY FIND A PARTICIPANT IN THE SYSTEM eee 70 How I ADD A NEW PARTICIPANT INTO THE SYSTEM eee 71 How I ADD AND UPDATE PARTICIPANT ASSESSMENT RECORDS 71 How I ENTER OUR EDUCA
27. File Importation The Diabetes Management System Utilities has the capability to import Physician Data This Importation file must be a comma delineated ASCH file which can be generated by almost any standard database system ie Access Excel etc that is capable of exporting ASCH files The default import file name is DRINTAKE CSV This Importation File must have the following layout FIELD DESCRIPTION LENGTH 1 Physician ID Number 6 2 Last Name 20 3 First Name 20 4 Middle Initial 1 5 Institution Name 35 6 Address Line 1 30 7 Address Line 2 30 8 City 20 9 State 2 10 Zip Code 10 11 Work Telephone no formatting characters 10 12 Home Telephone no formatting characters 10 13 Fax Telephone no formatting characters 10 14 Office Contact Person Name 20 15 Specialty 20 16 UPIN or NPl 20 Note Only NEW Physician records will be added based upon Physician ID Number 96 Diabetes Management System Manual PRAXIS Scheduler Data Importation The Diabetes Management System Utilities has the capability to import Participant data from the PRAXIS Scheduler System This Importation file must be a comma delineated ASCII file which is generated by the PRAXIS Scheduler The default import file name is PIMPORT CSV This Importation File must have the following layout FIELD DESCRIPTION LENGTH 1 Participant ID Med Rec 12 2 Last Name 20 3 First Name 20 4 Middle Initial 1 5 Sex Code M F 1 6 Birth Date
28. Foot Exam 1 31 Year of Last Foot Exam 4 Digit Foot Problem Flag Calluses Foot Problem Flag Deformity Foot Problem Flag Fungal Toenails Foot Problem Flag Neuropathy Foot Problem Flag Ulcer Foot Problem Flag Amputation Foot Problem Flag Bunions Foot Problem Flag None Month of Last Dilated Eye Exam Day of Last Dilated Eye Exam Year of Last Dilated Eye Exam Eye Problem Flag Retinopathy Eye Problem Flag Cataracts Eye Problem Flag Glaucoma Eye Problem Flag Blurred Vision Eye Problem Flag Blindness 1 Eye Eye Problem Flag Blindness 2 Eye Eye Problem Flag None MD Visits in last 12 months RN Visits in last 12 months Hospital Admissions in last 12 months Month of Most Recent Hospitalization Day of Most Recent Hospitalization Year of Most Recent Hospitalization Hospital ID Code for Hospitalization Primary ICD9 Code Month of NEXT Most Recent Hospital AA N N A NN RMD A a o o P YH DY WOW o Diabetes Management System Manual 102 Day of NEXT Most Recent Hospital 103 Year of NEXT Most Recent Hospital 104 Hospital ID Code for Hospitalization 105 Primary ICD9 Code 106 Month of NEXT Most Recent Hospital 107 Day of NEXT Most Recent Hospital 108 Year of NEXT Most Recent Hospital 109 Hospital ID Code for Hospitalization 110 Primary ICD9 Code O o A m m oo Im Field Specific Notes All Dates have separate fields for Month Day and Year The field is
29. IDES e E RENE AERE ERREUR ERES UR 15 CLASS SITES ERO ETE e tise TEE E OPERE EIE EC HEAR 16 Up STATUS AssEssMENT VISIT 16 MEDICATION E TEE e 16 COONEY FILE ys RE RI 17 PROCEDURES BILE 56 Gris tristi PRG EB PRA 17 SYSTEM DEFAULTS u e m P date sated 17 BEHAVIORAL GOALS eap ar 18 DEFAULT NOTES AND 18 Diabetes Management System Manual LookING Up DATES AND OTHER NFORMATION eec 18 PARTICIPANT DEMOGRAPHIC DATA nennen 19 ADDING DEMOGRAPHIC DATA 19 USING AGENCY GROUP IDENTIFIER CODE eene 19 PATIENT IVIAIIS Su thet 22 22 PATIENT PATHWAY Qai 23 EDUGATIONMOD LE i ua re ER UR ES 24 CURRICULUM 205582 bei aimiemieeiienmiedeede eiie a ERR 25 CLAss CURRICULUM MAINTENANCE sscssessssssessesesseseesesescsseecsecsesseaesesseeesensseneens 25 Crass CHARGES FINANCIAL INFORMATION ssessssssssessscscssescecscsssscsvscsessesseseeseses 26 REQUIRED CLASS INFORMATION dereer raaes raa R a EAN ES 27 CONTENT CLAss LINK MAINTENANCE eerte nee 27 How TO CHANGE CONTENT 28 SCHEDULING BY 28 RECORDING CLASS ATTENDANGE 28 ISDIVIDUAT EDUGATION RECORD 26 Group CLASS
30. MM DD YYYY 10 Service Date MM DD YYYY 10 8 Social Security No XXX XX XXXX 11 9 Street Address 30 10 City 20 11 State 2 12 Zip Code 10 13 Day Telephone XXX XXX XXXX 12 14 Home Telephone XXX XX XXXX 12 Fields 15 to 23 Below Are Not Imported 15 Referring Physician 40 16 Responsible Relative 40 17 Relation 8 18 Insurance 10 19 Group 10 20 Insurance Phone 10 21 Comments 1 20 22 Comments 2 20 23 Primary Physician 20 97 Diabetes Management System Manual HL7 Interface Engine An Introduction The Diabetes Management System has a stand alone HL7 Interface Engine The application is located in the Diabetes Mgmt System program folder and is named DMSHL7 EXE The Engine uses HL7 v2 x standard The Engine can import patient demographic and lab data using the PID PV1 NK1 and OBX message segments The Engine can export Diabetes Mgmt System generated data into HL7 format for use in other systems The following data can be exported into HL7 formats Patient Demographics using PID PV1 NK1 OBX segments Clinical Values from Assessment Visits using segments Narrative and SOAP Notes using NTE segments Educational Records using NTE segments Educational Assessment Records using NTE segments Goal Status Records using NTE segments Medication Records using NTE segments Setting Up the HL7 Engine Shortcuts to the Engine should only
31. Number just by clicking on the appropriate tab at the top of the look up listing Highlight the participant whose test results you wish to view and click on the RESULTS button You will be prompted to Preview this Report Click on Yes to view the results on line The Participant Test will be displayed by group Each question will have an X in the column with the answer the participant had chosen along with a date the test was taken If the participant has taken this test multiple times you will see multiple answers for each question along with the appropriate test dates This way you can see the changes in their answers Generating Quality of Life Statistics The System has a report to list aggregate results of Quality of Life Surveys between any two dates To do this do the following Click on Quality of Life Click on Quality of Life Statistics You will be prompted for the FROM and TO dates that will be included in this report Enter the dates in MM DD YYYY format or click on the ellipsis button to the right of the date fields to display a calendar This should be a period of time where you have entered in many participants answers pre program or at the beginning of your DSME Select the Grouping to Print You will be prompted to Preview this Report Click on Yes to view the results The Participant Test will be displayed by group Each question will be displayed showing all the possible answers along with the number
32. R MEN IBW 50 HEIGHT 60 2 3 For Height less than 60 inches tall use 50 kg FOR WOMEN IBW 45 5 HEIGHT 60 2 3 For Height less than 60 inches tall use 45 5 BODY MASS INDEX BMI BMI Weight kg Height meters Height meters Guidelines BMI gt 22 at risk for Diabetes BMI gt 27 overweight BMI gt 30 obese CALORIE NEED CALCULATOR Mifflin St Jeor Equation For Women REE 10 kg 6 25 cm 5 age 161 For Men REE 10 kg 6 25 cm 5 age 5 Calculated Calorie Need REE Activity Factor of 1 3 or 1 4 or 1 5 REE Resting Energy Expenditure ESTIMATED AVERAGE GLUCOSE eAG 28 7 X Alc 46 7 107 Diabetes Management System Manual Troubleshooting You ate welcome to call Harbor any time for help with questions Listed below some common questions we receive Problem Solution Problem Solution Problem Solution Problem Solution Problem Solution Problem Solution 108 Lost Forgotten Password Have another user who has Administrator Access log into the System and click on FILE gt USERS They can update your password from there Update did not work Make sure all users are completely out of the Diabetes Management System before performing the upgrade A common and easy method is to rename the main application DMS EXE If you cannot successfully rename it someone has the system run
33. SELECT 4 The Appointment Schedule is very easy to use All functions can be viewed and accessed from this one window The main calendar in the lower left and the associated daily schedule in the middle and the function buttons along the right side of the window Update Add an Appointment Time Highlight the approptiate start time with a single mouse click and click on the Update button or simply just double click on the start time The detailed appointment window will be displayed The End Time can be modified with the left and right arrows which will increment the end time in 15 minute increments You have one line for an appointment description The ellipsis button to the right of the description line can be used to display a list of participants Selecting a participant will enter their name into the description line automatically Click on 68 Diabetes Management System Manual Update to enter this appointment and return to the Daily Detail Schedule Reserve a Time Block To Resetve a Time simply highlight the appropriate start time and click on the Reserve Time button This will block out this time with RESERVED description Clear a Time Block To Clear out a time slot simply highlight the time and click on the Clear button Block an Entire Day To Block out an Entire Day Click on the Day Block Button To Remove the Day Block simply click on the Day Block Button again
34. TIONAL OPPORTUNITIES eere teeth 71 How I ENTER IN A PARTICIPANT S EDUCATION RECORD ne 72 How I ENTER IN A PARTICIPANT S EDUCATION ASSESSMENT RECORD 72 Diabetes Management System Manual How I CHANGE BEHAVIORAL GOAL GROUPS eee 72 I DON T USE THE COMPUTER WHEN I INTERVIEW A PARTICIPANT WHAT SHOULD I DO TOSAVE TIME 55 2 9 0 m RII EG ETHER EEG EET Ee 73 ARE SEVERAL OF US WHO USE THE SYSTEM HOW CAN I GET A LIST OF JUST THE SYSTEM HAS SO MUCH INFORMATION WHAT DO I CONCENTRATE 73 WHERE DOES THE INFORMATION FOR THE ADA 81H EDITION WORKSHEET AND SUPPORTING DOCUMENTS COME FROM IN THE DiABETES MANAGEMENT SYSUBMPo ae nud nn EN Mi ri oe eic reas 74 WHAT INFORMATION DO NEED TO KEEP IN THE DIABETES MANAGEMENT SYSTEM FOR RECOGNITIONS 74 WHAT REPORTS DO I NEED FOR THE DSME 8 EDITION APPLICATION AND A RECOGNITION AUDIT ck eec raten er neca redi need ec eee eds 74 EDUCATION RECORDS AT THIS SITE 75 How Does THE DIABETES MANAGEMENT SYSTEM DETERMINE WHO IS COMPREHENSIVE INITIAL OR POst PROGRAM INSTRUCTION eene 75 How I KEEP TRACK OF MY OWN HOURS OF DSME EXPERIENCE 76 How I KEEP TRACK OF My HOURS OF DSME EXPERIENCE IF THERE ARE MULTIPLE INSTRUCTORS TEACHING ONE CLASS csscssscssess
35. TIONS LISTING eerte ennt 38 PODIATRY MODULE o WO ROROWSRORGWORRO nnne ente 38 OWERVIE Wise ERREUR URINE RR IER Ora dade 38 PRINTING THE PODIATRY REPORTE Sous UR REOR E D RR ER RES 38 GRAPHING A sica edo mettait dde ee a deo dre ene toes se 39 INUTRIYIONAMOD EE 39 NuTRITION History MEAL PLAN eene nennen 39 MEAL PLANNING WORKSHEET c cescssessessessesscsscssessessessessessessestesseeseceseseneecsaes 40 Dier History DET FACTORS issssscscsssssssscscsesssscscsssssssscsssscssssecssssssssssceseees 40 CHARTING LETTERS MODULE eerte 41 NARRATIVE CHARTING Ire Preise ee eerie 41 DEFAULT NARRATIVE NOTES iet e e re E 41 SOAP eie eei deett dt ae eene peut 41 DERAUUESOAP NOTES ir rm E ates 42 PROGRESS INOTES 42 SCHEDULED ACV e 42 EETIER GENERATION dx 43 LETTER GENERATION MARGINS AND Font SIZES Diabetes Management System Manual MERGE FROM CLASS ATTENDANCE eese nennen inneren 45 JEEBPHONE 45 GLUCOSE duae a 45 PARTICIPANT S CHARTS eed een EROR 46 ADA RECOGNITION 8TH EDITION 46 How THE PARTICIPANTS ARE TALLIED FOR RECOGNITION cene 47 INSTRUCTORS AITHE SIE 48 CURRICULUM AT THE RR ERE HS 48 SUPPORTING LDDOCUMENTATION sssssesssscsssscscsscssesesscsssncetsscsees
36. Written Language E English S Spanish F French O Other N None Diabetes Diagnosis Type 1 N Type 2 non insulin treated X Type 2 insulin treated G Gestational D Difficult to Classify O Other T Impaired Glucose Tolerance C CFRD Q Pre Diabetes 0 18yrs P Pre Diabetes gt 18yrs All Dates have separate fields for Month Day and Year The field is blank if no date was entered The Year Fields are 4 characters long to include the century digits Contact Person Relation Code 1 Friend 2 Neighbor 3 Relative 4 Other The Date Entered Program Month Day Year Fields 53 54 55 If these fields are left blank the importation process will put in the current System Date Regardless this date will never be left blank in the patient demographic record after importation The reason is that almost all the reports are based and filtered on this date We suggest putting in a date of 1 1 1990 for this date That way the users can easily filter on 93 Diabetes Management System Manual this date and print a report on all the imported patient records who need to have there data completed and their correct program entry date entered Participant Lab Data File Importation The Diabetes Management System Utilities has the capability to import Participant Lab Data This Importation file must be comma delineated ASCII file which can be generated by almost any standard database system ie Access E
37. access the Outcomes Reports Each of these reports present aggregate system data between any two selected dates Please note that there must be two or more different sets of data on a participant in order for the participant s data to display and count in the report Only Patients Marked as Completed in Demographics or with a Completion Date Gender All Males or Females Race All Whites Blacks Hispanics American Indian Asian or Other Age or Selected Birth Year Range All or any age range Marital Status All Single Married Divorced Widowed or Separated Occupation All Manual Professional Retired Disabled or Unemployed Diabetes Diagnosis Insurance Types Agency Code Zip Code Referring Physician 57 Diabetes Management System Manual Available Outcomes Reports Lab Work Outcomes Blood Glucose Cholesterol LDL Outcomes Creatinine Outcomes Liver Function AST Outcomes Glomerular Filtration Rates HbA1c Microalbumin HDL Outcomes Triglycerides Outcomes Liver Function ALT Outcomes Thyroid Stimulating Hormone Estimated Average Glucose eAG Height and Weight Outcomes BMI Body Weight in kg Height Growth Percentile Blood Pressure Hospital Admissions Outcome ER Urgent Care Nurse Visit Outcomes Goals General Health Rating Body Weight in lbs Weight Growth Percentile Abdominal Girth Self Foot Exam Length of Hospital Stay Missed Days at School or Work Seen by Doct
38. ame your letter so it is easily identified ie Referral Letter Class Promotion Letter This Description does not print You can generate a stock letter by clicking on FILE gt LETTERS gt PATIENT LETTERS Highlight the participant you wish to generate a letter for then click on the GENERATE button A window will appear displaying all the stock letters in the system Highlight the letter you wish to use enter the name of the signer and click on LETTER for a generated letter or CHART for a generated chart entry Letters to Physicians Specialists or other Agencies can be generated in the same way by clicking on FILE gt LETTERS gt PHYSICIAN OTHER LETTERS All generated letters are designed to print on your institution s letterhead There is approximately 2 5 inches of space at the top of the letter to accommodate your letterhead To set your own margins and font go to System File Maintenance gt System Default Letter Generation Margins and Font Sizes Top and Left margins and font size are adjustable Go to FILE gt SYSTEM FILE MAINTENANCE gt SYSTEM DEFAULTS 43 Diabetes Management System Manual Mail Merge Mail Merge Data File Generation was added to the system for Participants and Physicians This module will generate an ASCII data file that can be used as a data source in almost any word processor that has mail merge capability Step by Step Instructions Finally click on Participant Mail Merge 1 Start th
39. be set up on the workstations that need to run the Engine Setting up the Engine just is a matter of mapping the drive and folder where the Diabetes Mgmt System resides if it is not mapped already and setting up a shortcut to the HL7Engine application DMSHL7 EXE 98 Diabetes Management System Manual Starting the HL7 Engine The HL7 Engine is password protected Only users with administrative access to the Diabetes Management System Users can only be maintained with the main Diabetes Mgmt System The HL7 Interface Engine Log In Window 99 Diabetes Management System Manual L LT Emcee wi l HL Exg rtninn Ix Gone 1 CopyrigH c 2012 by Harbor Safwan Inc ALL FIGHTS RESERVED n 342 8868 Marck 20 Malamas The HL 7 Interface Engine Main Window HL7 Importation J adn ETT eS _ Darm Uia ae See ere a Choe rend EC Pane adod icon Himi TO ALT Part nc nd LA piae dp E kpieli pda omm 0 ey e CUR Dess IH f e Lih Vppes an _ ie ioe oe EU ENT A iba P Fium Fer Push ae Ei n 2 x The HL7 Interface Engine Importation Window 100 Diabetes Management System Manual Importation Window Options
40. can be imported into almost any standard database system ie Access Excel that is capable of importing ASCII files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION MAX LENGTH 1 Attendance Date Year 4 2 Attendance Date Mon 2 3 Attendance Date Day 2 4 Class Title 30 5 Class Length in minutes 6 Class Method LEC DEM DIS RTN VID OTH UNK 7 Class Format CLS IND OTH 3 8 Instructor s Initials 3 9 Class Location 10 10 Patient Last Name 20 11 Patient First Name 20 12 Patient Middle Initial 1 13 Medical Record Number 15 14 Patient Gender M F 1 15 Patient Date of Birth MM DD YYYY 10 85 Diabetes Management System Manual Participant Gestational Episode Data File Export The Diabetes Management System Utilities can generate an export file containing Participant Gestational episode data The default name for this file is GESTEXP CSV but the user can change the path file name just prior to creation of the file This file is a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCII files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION LENGTH 1 Medical Record Number 15 2 Last Name 20 3 First Name 1 4 Mother s Date of Birth YYYYMMDD 15 5 Epi
41. cess and click on the ASSESSMENT button A list of assessment records for this participant will be displayed You can click on the ADD button to add a new assessment record or the UPDATE button to update the highlighted record If you want to keep your data from assessment to assessment click on File System File Maintenance System Default and click on the Prime New Assessment with Prior Data With each Add prior data will be loaded allowing you to compare new information with past information How do I enter our educational opportunities Click on EDUCATION CLASSES then Curriculum You can add or modify information here Add all offered education opportunities that is provided 1 1 class Insulin Starts Support Group See Getting Familiar with the System Education Module 71 Diabetes Management System Manual How do I enter in a Participant s Education Record There are 3 ways to enter a participant into classes 1 Pathway gt Individual Education Record 2 Education Classes Scheduling By Class then go to Scheduled Attendance and mark as having Attended 3 Group Class Attendance Unscheduled go to the EDUCATIONAL MODULE Section of this manual fot detailed information How do I enter in a Participant s Education Assessment Record Click on EDUCATION CLASSES gt PATIENT EDUCATIONAL ASSESSMENT Or click on the EDUCATIONAL ASSESSMENT button from the Patient s Pathway Highlight the participant whose r
42. d ie Lecture Demonstration Video etc e Class Format ie Class Individual Session CPT and HCPCS Codes and Charge used for Billing Instructor Name Optional this is the instructor who designed setup the course e Materials Used or Needed Optional e Additional Comments or Notes Optional Inactive Class Check Box Check if this class is no longer being offered 25 Diabetes Management System Manual Class Curriculum Detail Maintenance Class Educehon Episode Tite SESSION 1 repris 199 375 i The Clase is REQUIRED tor Completion of DSME Program Primary Instruction Method Primary Instructional Format Lechae Rehum Demonstration Individual Session C Demonstration Video V Discussion Other Biling indo CPT Code HEPES Code Charge Optional inte Inemactor DEBRA KING Masista HANDOUTS HAVE DIABETES CO Addhonal Maeder M L INACTIVE CLASS Check Here to Suppress in Look Ups x cova Fig 7 A Class Detail Window Class Charges Financial Information Version 5 3 added the capability to track departmental revenue based upon charges for class education time The CPT and HCPCS codes as well as the charge for the class were added into the Class Record If you do not wish to track charges you do not need to enter this information NOTE f you add or change class charges the information is not
43. d behavioral outcome information Participant Assessment Data Records are based on visit date Participants can have multiple Assessment Records Assessment Records contain specific participant visit and lab value data Most Outcomes Reports use the data from Assessment Highlighting the appropriate participant in the Look Up Window and click on Pathway gt Assessment Click Add to add a new assessment or Update to update an existing Assessment Enter the date of the assessment and the Follow Up Status Code why the patticipant is being seen When you access a Participant s Assessment Record you will see the data organized with various TABS along the top of the window You can bring the appropriate information to the top of the window by clicking on the corresponding tab Using Prime New Assessment With Prior Data By using Prime New Assessment With Prior Data you can prime information from prior assessments into this new current assessment Note this option was inserted at the requests of several sites that require this Do not use this if you ate not requited to Contact Harbor Software for more information or before using this option 32 Diabetes Management System Manual Medical Nutritional Therapy DSMT and MNT are distinct but complimentary services Both are necessary for quality diabetes care You will need to design your program so that all eligible Medicare beneficiaries have appropriate access to both benefits and to
44. e Diabetes Management System 2 Click on Reports 3 Click on Labels Mail Merge 4 Click on Mail Merge 5 The Participant Mail Merge Dialog Window will now be displayed This window allows you to select g The fields to export h Selected Participants by Gender Diagnosis Referring Physician and Insurance 1 Field separator default is a comma in the export file j The Output Path File Name 11 Click on the browse lookup button to the right of the File Name in order to select the appropriate path and file quickly 12 Click on OK to begin the export and generation of the merge data file You will see a message line on the lower left of the window listing names export A message will be displayed notifying you that the export is completed 13 At this point you can exit from the Diabetes Management System and start the program that uses mail merge This generated file will be used as the data source that will place the data fields you select into your document 14 Please note that if you regenerate this data into an existing file the file will be overwritten and the prior data will be erased 44 Diabetes Management System Manual Mail Merge from Class Attendance A Mail Merge Data File can also be generated from Class Attendance Information 1 Start the Diabetes Management System 2 Click on Education Classes 3 Click on Class Information 4 Highlight the Class you are interested in and clic
45. e a code number or short name To get a list of participants click on REPORTS gt PARTICIPANT LISTINGS CASE MANAGER PARTICIPANT LISTING Putin the date period you want and the Case Manager ID Print The System has so much information what do I concentrate on After you set up your system under file the FOUR most important files records to maintain are the Participant s Demographic Record Assessment Recotd Education Record Goals pie To be ADA recognized you need to decide what outcomes you are tracking Once you have decided be sure to keep that information filled out and up to date 73 Diabetes Management System Manual Where does the information for the ADA 8 Edition Worksheet and Supporting Documents come from in the Diabetes Management System ONLY those participants actually put into classes in the Education Class Module are counted in these statistics The system first looks through this module determining who went to class during this time period determines if they are Comprehensive Initial or Post Program Instruction this used to be called follow up and then pulls in the answers for population from Demographics So in order to have accurate information for your recognition application you must keep good class records What information do I need to keep in the Diabetes Management System for Recognition To get a good idea of what information you need to maintain in the syst
46. e and Post Knowledge Test Results Detail Quality of Life Statistics Report An education plan which includes measurable learning objectives and participant selected behavioral objectives based on the above assessments Goals gt highlight Participant gt Print Goal Status Report Educational interventions which include the date of intervention content taught and the names of the instructors Education Classes gt Educational Reporting gt Patient Educational Assessment Evaluation of progress towards or achievement of learning and behavioral objectives and related outcomes Goals gt highlight Participant gt Print ADA Goal Assessment Participant Outcomes This depends on which outcome your DSME has chosen to track Outcomes reports are under Reports gt Outcomes or Reports gt Screening HEDIS How does the Diabetes Management System determine who is Comprehensive Initial or Post Program Instruction Comprehensive and or Initial education participants received an assessment that included relevant medical history diabetes history social history diabetes knowledge self management skills and diabetes related behaviors in relation to the content areas of the National Standards instruction in the areas assessed as needs on going assessment of knowledge and skill level and behavioral objectives One outcome measure was tracked pre and post instruction In the Diabetes 75 Diabetes Management System Manual Ma
47. e class below Click on Schedule gt gt button to schedule patients for this class Double click on the patients to be scheduled A Successful Add pops up indicating that this class was successfully scheduled for this patient Click OK Please Note This does not enter that patient as having attended the class To get a class schedule and mark patients as having attended go to EDUCATION CLASSES gt ATTENDANCE gt SCHEDULED ATTENDANCE Recording Class Attendance Individual Education Record Click on Patient gt Pathway gt Individual Education Record or Education Classes gt Attendance gt Individual Education Record Click Add and use the ellipsis Buttons to fill in class code class date and instructor Then review your data and click on Update to save your information 28 Diabetes Management System Manual Group Class Attendance Unscheduled To put a list of participants into a class click on Education Classes gt Attendance gt Group Class Attendance Unscheduled A window will display a listing of educational opportunities Highlight the class then use the ellipsis buttons to fill in class date location and instructor and the of times this class was taught on this day Once these fields are filled in click on Next A list of participants will be displayed Double click on each participant that attended a class A message box will be displayed that states This Class Record was Successfully Added for this Patient
48. e system Margins for Letter Chart Generator can be set Inches from Top and Left and Font Size 10 11 12 17 Diabetes Management System Manual Behavioral Goals The behavioral Goals Data File is used to group goals into measurable behaviors ie AADE 7 Goal Outcomes can be tracked for individual participants as well as in group aggregates To set up the Behavioral Goals File click on FILE gt SYSTEM FILE MAINTENANCE gt BEHAVIORAL GOALS then click add These Goal Groups are used in the Goals Module the Goals Outcome Report and the Behavioral Goals Outcome Report Default Notes and Goals Add standard stock narrative notes here to be used in Assessment Pathway Narrative Notes or Progress Notes Add standard stock SOAP Notes here to be used in Charting Pathway SOAP Notes Maintain standard goals to be used in Patient goal statements Pathway gt Goals gt Add gt Defaults Looking Up Dates and Other Information When an ellipsis button is displayed it indicates a look up window will be displayed by clicking on that ellipsis button If it is a date a monthly calendar will be displayed to select the date Months can be advanced or decremented by clicking on the arrows in the top right and left of the calendar respectively If you put a date into an area by mistake click on the ellipsis button and use the zero out date option If it is another look up field ie County Physician Hospital etc the ap
49. ecord you wish to modify and click on the SELECT button The participant s record will be loaded with the Assessment Content Areas ready for you to update Content Areas can be maintained through CONTENT AREAS CLASS LINK MAINTENANCE by going into the ASSESSMENT AREAS option in this same pull down menu Using this feature you can supply written documentation of the participant s progress through the education program Class dates will automatically fill in the Dates Taught if content areas have been linked to classes in the Education Assessment See Education Module How do I change my Behavioral Goal Groups Change Behavioral Goal Groups under FILE gt SYSTEM FILE MAINTENANCE gt BEHAVIORAL GOALS Do not Delete old Behavioral Goals They are still needed for historical reporting 72 Diabetes Management System Manual I don t use the computer when I interview a participant what should I do to save time Print Blank Demographic and Assessment Forms from REPORTS gt BLANK FORMS These forms can be sent to the participant ahead of time or filled out partially while they wait You may also want to print blank diet history forms from FILE MEAL PLANNING DIET FACTORS or MEAL CHARTS All the blank forms match the screen to simplify data collection There are several of us who use the system how can I get a list of just my participants In the participant s demographic file Contact Tab use the Case Manager ID You can us
50. eerte 103 AUDIE ACTIVITY us 106 FORMULAS USED vive 3 endete REM 107 TROUBLESHOOTING 108 For More INFORMATION 109 USER SUPPORT PAGE 5 6e ERROR E TERRE I titi es 109 109 Diabetes Management System Manual System History Harbor Software was approached by several CDE s in 1995 who were looking for a way to track Diabetes Outcomes for the State s Department of Community Health Over the next 15 years the System evolved to meet the needs of CDE s with Outcomes Tracking ADA Recognition AADE DEAP Support Reporting Charting and all aspects of Data Management for a Diabetes Education Program Harbor Software is continually working to improve and enhance the System to assist Diabetes Educators with their patient care System Overview The Diabetes Management System was designed with the input of Diabetes Educators in order to assist them with all aspects of their Education Programs The major goals of the system e Elimination of Redundant Data Entry Simplify Record Keeping Quantify Effectiveness of your Education Program e Measure Participant Knowledge Levels and their Understanding of Diabetes Measure Outcomes Effectively Track Participant Follow Ups Track Participant Complication Rates Maximize Reporting with Minimal Effort Tracking Educator DSME and CE Hours Assist in measuring ADA Criteria fo
51. em look at the Worksheet under Reports gt ADA 8 Edition Reporting gt Application Worksheet See Recognition What reports do I need for the DSME 8 Edition Application and a Recognition Audit Supporting documentation Reports gt ADA 8 Edition gt Supporting Documents prints the required documents to back up your DSME data The reports available are e Age Breakdown Detail from Demographics Date of Birth e Diagnosis Breakdown Detail from Demographics General Diabetes Diagnosis Breakdown Detail from Demographics Race e DSME Intervention Detail from Education Classes Module e Special Needs Detail from Demographics Management Issues 2 Barriers to Learning Instructors at this site File gt Staff Profiles gt CEU s gt Print gt Detail and Summary File gt Staff Profiles gt DSME Hrs gt Print Curriculum at this site Education Classes gt Curriculum Listing and Assessment Areas Listing 74 Diabetes Management System Manual Education records at this site An individualized initial assessment that includes relevant medical history diabetes history and social history File gt highlight Participant gt Assessment gt Print Recognition Assessment Form A face to face assessment of the participant s diabetes knowledge self management skills and diabetes related behaviors based on the content areas of the National Standards Reports gt Knowledge test Results Pr
52. ess rights to the Path and Folder this file is created in FIELD DESCRIPTION LENGTH 1 Last Name 20 2 First Name 20 3 Middle Initial 1 4 Social Security Number 9 5 Birth Date Month Number 1 12 2 6 Birth Date Day of Month Number 1 31 2 7 Birth Date Year 4 Digit 4 8 Address Line 1 30 9 Address Line 2 30 10 City 20 11 State 2 12 Zip Code 10 13 County Code 3 14 Home Telephone 10 15 Work Telephone 10 16 Sex Code 1 17 Race Code 1 18 Multiracial Flag 1 19 Ancestry Code 1 77 Diabetes Management System Manual 20 Marital Status 1 21 Occupation Code 1 22 Insurance Code NOT USED 1 23 Insurance Types 6 24 Ambulatory Status 1 25 Agency Code 4 26 Medical Record Number 20 27 Spoken Language Code 1 28 Written Language Code 1 29 Years of Schooling 2 30 Highest Degree Attained 4 31 Age at Diagnosis 2 32 DM Type 1 33 Height 5 34 Weight 5 35 Consent Form Signed 1 36 Month Consent Form Signed 1 12 2 37 Day Consent Form Signed 1 31 2 38 Year Consent Form Signed 4 Digit 4 39 Month Entered Program 1 2 2 40 Day Entered Program 1 31 2 41 Year Entered Program 4 Digit 4 42 Referring Physician Code 4 43 Reserved for Future Use 1 10 44 Reserved for Future Use 2 1 45 Reserved for Future Use 3 1 46 Reserved for Future Use 4 1 Field Specific Notes Sex Code M Male F Female Race Code W White B Black H Hispanic I American Indian A Asian P Pacific Islander E Middle Eastern O Other Multirac
53. esscsssncessnesesaccnacesees 48 BEHAVIORAL AND CLINICAL OUTCOME TRACKING eee 49 Epucators DSME EXPERIENCE RECORD eene 49 ADA ANNUAL REPORTING RESPONSE WORKSHEET 50 CONSUETATION MODULE 51 GONSUET TYPES niet RURWRU RI TERRIER EIE TESS 51 CONSULT EBMPEATES unen He n 51 CREATE MAINTAIN CONSULT eee tette treten est n 52 VIEW EXISTING 52 GENERAL REPORTS MODULE 53 REPORT LOCATORS OTRO RICE OTRO EU 53 PARTICIPANT 53 ANALYSIS REPORTS ee eor E RETE Ue REO 55 AVAILABLE ANALYSIS REPORTS cscsscsssscsssscssescseesesecsssccssssessesecseseseesesecsssscsaecsaes 55 GATE e denies uec EES 56 OUTCOMES d odas ne Ud Dort EU dei I Fori EO Pe UR TELA Fd Ote TREO EU 57 AVAILABLE O OUTCOMES REPORTS taa r a nni 58 SCREENING HEDIS MEASUREMENT REPORTS eres 59 REFERRALS 60 ADA 8TH EDITION RECOGNITION REPORTING eee 61 NGCQA CONEROE REPORTS 2 retirer ir irr ry REB S 61 NCQA REPORTING CRITERIA 62 ACUVITY EISIINGSSsuce iunctura aH dte es 63 Diabetes Management System Manual BLANK iin etat td e 64 Labels Merge dieron tetuer dese OUALTI FE MODULES d e eter ere rs der delete 65 OVERVI
54. here you may add new goals update the status of existing goals and or add new ones by clicking on the appropriate buttons at the bottom of the window Each Goal Record has the following information The Date the Goal was set A Description of the Goal up to two lines Goal Date When does participant want to meet this goal The Date the Goal was Met Behavioral Group these are maintained in System File Maintenance see above The Degree of Achievement of the Target Goal in percent How Often did you meet your Goal in percent for each follow up visit e How will this behavior positively affect your health or quality of life free form statement e What did you learn from working on this goal free form statement e Date areas for 1 2 3 and 4 Follow Up Visit 34 Diabetes Management System Manual 1 WILL LOSS 20LBS IN THE EXT THREE MONTHS Due od vom Sat oe Daia to Moet sat CODE ga Dadoa s Date coal Mat Dogen of Achavennal si Target God AAT Uu E Cm C c Come F Feya i Lan ia Fao ta How Olen Did Yau Meet Yom nnl tet i Voom 155173116 ad E 2063 C A B fe C Mese 10031 ded Wew fies Dd Yeu Yon imal 2d E Mever iE C INEN 7 ZRSR C ATST 5 003 Mean 10011 3 Mer liem Did Vos Miet nml 3 44 i flue BH Tem
55. iabetes Management System Manual Graphing A Graphing Module is in the Pathway Graphs can be generated for the following Assessment outcome data point values Weight HbA1c Cholesterol LDL HDL Abdominal Girth ALT AST GFR TSH Systolic B P Diastolic B P Following Meal Plans and Regularity of Self Foot Exams The Outcome data points are on the vertical axis and the Visit History are on the horizontal axis Right mouse click on the graph to open a window for several display options including a print option Nutrition Module The Nutrition Module has three functions 1 Automate a Nutrition History Meal Plan This breaks servings down to CHO Protein and Fat Calories as well as calorie percentages 2 Diet History Diet Factors This records stores and prints out 14 Nutrition Factors and how they affect this participant s nutrition 3 Diet Plan Worksheet Meal Chart You can print out a blank form for the participant to complete at their convenience for later entry into the system Nutrition History Meal Plan To begin click on FILE gt MEAL PLANNING Highlight the Participant you wish to generate a plan for and click on the Meal Plan button Participants may have multiple plans The only required fields ate the Meal Plan Number and the Date This window automatically calculates calories and percentages of total diet based upon the number of servings entered when the Tally button is pressed To over
56. ial Flag 1 Yes 2 No Marital Status S Single D Divorced W Widowed P Separated 6 Unknown Occupation M Manual P Professional R Retired U Unemployed D Disabled 6 Unknown 78 Diabetes Management System Manual Insurance Types by Position 1 Medicaid 2 Medicare 3 HMO 4 BCBS 5 Other 6 None 1 position for each insurance six total Ambulatory Status O Outpatient I Inpatient H Home Health N Nursing Home T Other Spoken Language E English S Spanish F French O Other Written Language E English S Spanish F French O Other N None Diabetes Type I Type 1 N Type 2 Non Insulin Treated X Type 2 Insulin Treated G Gestational D Difficult to Classify O Other T Impaired Glucose Tolerance C Cystic Fibrosis Related Diabetes Q Pre Diabetes 0 18 yrs P Pre Diabetes gt 18yrs Height In Inches Weight In Pounds All Dates have separate fields for Month Day and Year The field is blank if no date was entered The Year Fields are 4 characters long to include the century digits 79 Diabetes Management System Manual Participant Follow Up Assessment Data File Export The Diabetes Management System Utilities can generate an export file containing Participant FOLLOW UP assessment data The default name for this file is PIFEXP CSV but the user can change the path file name just prior to creation of the file during the exportation process This file is a comma deli
57. ick FILE gt SYTEM FILE MAINTENANCE gt COUNTY The Look Up Window displayed can be sorted by County Name or County Number by clicking on the appropriate tabs at the top of the window To add a new county click on the Insert button The Detail Information Window contains all the information on this County It is up to you to set up the county numbers so it may be compatible with any current system It is a good idea to set up an UNKNOWN county if the referral isn t known ie use 999 Procedures File The Procedures File is used to hold different Procedure names that can be quickly searched and selected to print on the Progress Note Note The data in this procedures file are only used for the Progress Note Report See Progress Note To set up the Procedures File click FILE gt SYTEM FILE MAINTENANCE gt PROCEDURE FILE The Look Up Window displayed is sorted by Procedure Name To Add a New Procedure or Update an Existing Procedure click on the ADD or Update button respectively Enter in the Procedure Name and an average length of time this is optional and click on Update to save the information System Defaults The System Defaults window controls and maintains system wide variables 1e institution name and address There is also information that can be set to automatically load when a new participant is added ie Default City State and Zip Code Major Insurance Companies Information can be set here and is carried throughout th
58. ient sees themself with their diabetes their self care and activity levels Fields in Blue Mandatory Fields for Saving this Record Fields in Green ADA Recognition Required and or Tracked Data Fig 5 Demographics Window Management Issues Tab The Management Issues Tab is optional It is simply a tool to help you assess where the patient sees them self with their diabetes as well as their self cate and activity levels Patient E Mail You may store a participant s E Mail address in the Demographic File under the Contacts Tab To access their E Mail just click on the address at the top of their Pathway Your E Mail program will automatically launch when you click on the displayed email Referral Out To keep track of all participants referred out why and when Just highlight participant click REFERRAL OUT then ADD To get a report on referrals Click on REPORTS gt REFERRALS and pick from one of five reports REFERRAL TO SPECIALISTS report lists participants who were referred out when and why for any specified time period 22 Diabetes Management System Manual Patient Pathway The Patient Pathway is a quick and easy way to access all parts of the patient s records You can access the Pathway by highlighting the patient s name in the Lookup and clicking on the PATHWAY button In version 5 2 a Patient Status Overview section was added on the Pathway Window in order to quickly see key indicators for this patient
59. ighest Degree Attained Age at Diagnosis Diabetes Diagnosis Type Height In Inches Weight In Pounds Consent Form Signed Month Consent Form Signed 1 12 Day Consent Form Signed 1 31 Year Consent Form Signed 4 Digit Contact Person Last Name Contact Person First Name Contact Person Address Contact Person City Contact Person State Contact Person Zip Code Contact Person Telephone Number Contact Person Relation Code 1 Friend 2 Neighbor 3 Relative 4 Other Referring Physician Code Month Entered Program 1 12 Day Entered Program 1 31 Year Entered Program 4 Digit 1 20 oo OI N A A N N A N N o Diabetes Management System Manual Field Specific Notes Sex Code M Male F Female Telephone Numbers just numbers do not include any formatting characters Race Code W White B Black I American Indian Eskimo A Asian Pacific Islander H Hispanic O Other E Middle Eastern Multiracial Flag 1 Yes 2 No Ancestry Code E European A African H Hispanic I American Indian B Arab S Asian F Finnish O Other Marital Status S Single M Married D Divorced W Widowed P Separated 6 Unknown Occupation M Manual P Professional R Retired U Unemployed D Disabled 6 Unknown Insurance Types 1 Medicaid 2 Medicare 3 HMO 4 BCBS 5 Other 6 None Ambulatory Status O Outpatient H Home Health N Nursing Home T Other Spoken Language E English S Spanish F French O Other
60. in their Name and Current Password and clicking on the Change Password button They will be requested to enter a new password and then re enter it again in order to verify accuracy When completed click on the Update Password button to complete the change and update the password The user will be logged into the System If the Log in button is clicked instead they will be logged into the System but their password remains unchanged 3 LOST PASSWORD Have someone with Administrator access log on to the System and go to FILE USER MAINTENANCE They need to delete your record and add it back in again with a new password do not forget to enter in the appropriate access level 13 Diabetes Management System Manual File Activity Log For added security the system automatically tracks records and stores data changes on 3 major system files participant s demographics assessment data narrative notes Information stored includes date time user name as well as capturing before and after images of the modified data SETTING UP THE SYSTEM The DMS System requires the initialization of several files e Staff Profiles e User Passwords see System Security the prior page e Physician Information File e System Defaults e Class Sites e Follow Up Status File e Medication File e Procedures File e Behavioral Goals e Default Goals optional Default Narrative Notes optional e Default SOAP Notes optional e County File opt
61. ing Cte Video Fida in low Song thus Peconi n Green ADA Negaeed and m Tincked Bata Fig 4 Demographics Window Special Needs Ratings Tab 21 Diabetes Management System Manual Patient Maintenance JACK JOHNSON sla xi Demographics General Contacts Special Needs Ratings Management Issues Patient Status for Labels Patient Management Issues Active Please rate your ability to achieve the following Inactive Adapting to Change Es Key 0 No Success C Deceased Managing Illness with Diabetes EE 1 Little Success Managing Diabetes 0 verall EE 2 Moderate Success Improving Risk Factors 9 4 3 Very Successful Completed DSME 9 Not Assessed PRIOR to ENTRY Date Managing Stress 9 Controlling Blood Glucose 92 Controlling Blood Pressure 9 How Often Do You Do These Self Care Skills Key Meal Planning 3 3 Taking Medication 9 3 0 Rarely Blood Glucose Checks 9 4 Foot Inspection 3 8 X Cancel 1 lt gt 8 Frequency Range Nail Care Jochen How Many Times Do You Engage In Release Form Meals Day 3558 Low Blood Glucose Week EE Snacks Day EE Exercise Week 94 Eating Meals on Time Day EEJ Smoking Packs Day 55 Check Blood Glucose Day 3 2 Drink Alcohol Beer Wine Week 3 1 The Management Issues Tab is Optional It is a tool to help you assess where the pat
62. iod you must choose what behavioral outcomes you are tracking and then keep that information up to date The System can track over 70 different Outcomes Most of this information is pulled from the Goals and Assessment Modules Remember for Clinical Outcomes you must have two or more different clinical outcomes per participant to obtain a report Educators DSME Experience Record This report was added to help a team member track of the average number of hours of DSME experience per month during the 12 months ptior to the start of the data collection period track of the number of hours per month they were involved in DSME during the data period e Maintain records of DSME hours for credentialing Make sure all members of the team listed in Staff Profile under File When a participant is put into class from Pathway Group Class Attendance or Individual Class Record use the ellipsis button next to Instructors Initials Highlight the educator click on Select and then Update to save This attributes these hours to that educator To get a report by educator go to File gt Staff Profile highlight the educator and click on the DSME Hrs button From here you can Print Add Update Delete and Close Using Add from here allows for manually adding classes This is useful if more than one educator teaches a class Click Add highlight the class taught and fill in the date of class and the minutes 49 Diabete
63. ional User Passwords Click on FILE gt USER MAINTENANCE to add update and delete user sign on s passwords and user access levels See prior section labeled Maintaining Passwords for more information 14 Diabetes Management System Manual Staff Profiles Staff Profiles give you the ability to track personal and staff data The following can be recorded for ADA Recognition e Licensure Information e Hours and Responsibilities e Education Plans e CEU s e DSME Experience To access click on FILE gt USER MAINTENANCE The Window displays your Staff on the left side of the window The right side of the window displays the recorded CEU data for the highlighted staff member To add a new Staff Member click on the ADD button click on the UPDATE button to modify an existing record See Also Instructors at This Site and Educators DSME Experience Record under ADA 8 Edition Recognition Physician File To set up the Physician File click on FILE gt PHYSICIAN INFORMATION gt PHYSICIAN MAINTENANCE The Look Up Window displayed can be sorted by Name or Physician Number by clicking on the appropriate tabs at the top of the window To add a new physician click on the ADD button The Detail Information Window contains all the information on this physician s office It is up to you to set up the physician numbers so it may be compatible with any current system It is a good idea to set up an UNKNOWN physician if the refer
64. ipant s Charts A chart can be printed from the Participant s Pathway Highlight Participants name click on Pathway Print Face Sheet and Assessment Sheet These reports contain a history and assessment of this participant A recognition initial assessment form can be printed from the assessment look up window ADA Recognition 8 Edition The DMS System collects and can tabulate the data required for the ADA Recognition Worksheet for any data period length the default length is 3 months for 8 Edition Reports gt ADA 8 Edition Reporting gt Application Worksheet ALWAYS CHECK FOR THE LATEST INSTRUCTIONS DOCUMENTATION AT THE ADA WEB SITE hittp professional diabetes org Click on Recognition Programs Menu Option on the left side of this window Click on the Education Recognition Program Link at the top of this window Click on Applying for Recognition Link located on the right side of this window e Download the Application Instructions and the Application Form Template for review We suggest you contact Harbor Software at the beginning of your data petiod to set up an appointment where we can go over the Application and how to use the Diabetes Management System to periodically verity if you ate on track during your data period as well as identifying and correcting any errors or missing data The System can automatically generate the Application Worksheet your Outcomes Goals A
65. k on the Attendance button 5 On the Attendance Dialog Window that is displayed select the from and to dates and click on the Merge button Note that the from and to dates are exclusive of the selected dates For example if you wished to generate a listing for just one day 2 15 07 you would have to put the from date as 2 14 07 and the to date as 2 16 07 6 The Participant Mail Merge Dialog Window will now be displayed This window allows you to select the fields to export the field separator and the Output Path File name 7 Continue on with Step 7 above Telephone Logs Telephone Logs are used to record log telephone contacts to and from participants multiple entries day can be entered It can be found in the FILE gt CHARTING LETTERS gt CHARTING gt TELEPHONE LOGS or select a participant gt Pathway gt Telephone Log A log can be printed from an individual file For a detailed list of all Telephone Log entries for any time period go to Reports gt Activity Listing gt Telephone Log Listing Detailed information on the call can be recorded in a Narrative Note Glucose Logs Track daily or multiple daily Blood Glucose Levels as well as Insulin Dosing Click on FILE gt CHARTING LETTERS gt CHARTING gt GLUCOSE LOGS or highlight a participant click on Pathway and Glucose Logs You can ADD UPDATE EXPORT or PRINT from here 45 Diabetes Management System Manual Partic
66. kstation installation program in the main program folder called WRKINST EXE This installation program automates the process of creating the necessary shortcuts on your workstation desktops The network drive needs to be mapped prior to running this program Mapping Network Drives When you map the network drive to the workstation do not set the DMS subdirectory so that it appears as the root directory on the workstation This could cause a problem with the system s built in automatic file upgrade utilities on some networks Diabetes Management System Manual Directory Structure The default Diabetes Management System subdirectory defaults to DMS located off of your root subdirectory This may be different on your system particularly if it was installed onto a network The system data subdirectory is called DATA and is located immediately underneath the DMS subdirectory regardless of where it is installed Getting Familiar with the System System Security HIPAA Requirements call for security measures to protect access to participant data A user password is required to log in and access the System There are three access levels the System Administrator Normal User and Restricted User e Administrator Unlimited Access to the System typically ALL licensed staff RN s RD s CDE s etc should be set to the this level e Normal User Access to all functions EXCEPT System Defaults User Maintenance Audit Modules
67. m Screen Overall Health Rating Barriers to Learning 59 Diabetes Management System Manual Referrals Referral Analysis Report on the percentage of participants coming from each physician Physician Referral Report Lists Physicians and the number of participants referred to your institution County Referrals Referral percentage by County Participant Referral Log Lists Participants and the name of the Referring Physician Referrals to Outside Specialists What Participants were referred out and why Referral Group Listing Where referrals come from i e Screenings MNT Community Health etc 60 Diabetes Management System Manual ADA 8 Edition Recognition Reporting Application Worksheet Printout of on line report filled in with appropriate detail Supporting Documentation 1 Participant Detail Audit 2 Missing Data Audit e breakdown detail e Diagnosis breakdown detail breakdown detail e DSME breakdown detail e Special needs breakdown detail Pre and Post Knowledge Result Detail NCQA Control Reports NCQA Control Reports were added in version 5 7 This reports can be used for the NCQA Diabetes Physician Recognition Program The available Control reports ate e HbAl1c e Blood Pressure e Eye Examination e Smoke Status and Cessation e LDL e Nephropathy Assessment Foot Examination 61 Diabetes Management System Manual NCQA Reporting Criteria These Contr
68. m the list click Update and use the ellipsis buttons to access Class Lookup Highlight the class and click on Select Each Content Area can have up to eight different classes linked to it Review that all classes are appropriately chosen and click on Update To review yout class list and appropriate statements click on Education Classes gt Educational Reporting gt Assessment Area Listing After all your classes are linked to the appropriate assessment area statements putting a client in a class will also fill in the date taught section of the client s Educational Assessment for that Content Area 27 Diabetes Management System Manual How to Change Content Areas To replace add to or modify Content Areas click Education Classes gt Curriculum gt Content Areas Class Link Maintenance To change both content area and statement highlight group name and description and click on delete Click on Add Type in the statement that best describes what the client learns Content Description 1 and 2 on the Content Area Group Description Use the ellipsis buttons to select all related classes up to 12 in which the content area is covered To change existing content areas highlight statement click on Update alter statement and click on Update Scheduling by Class To schedule participants by class go to Education Classes gt Scheduling by Class At the class look up window highlight the desired class and enter the date of th
69. nagement System there are three ways the system determines who is Comprehensive Initial 1 Any participant who has attended a class during the 6 months period of time 2 Demographic File The box Completed this or other DSME Program is NOT checked 3 Demographic File Under General Tab Date Finished Program is blank or after the beginning data of your requested data period Post Educational Follow Up Participant has received initial or comprehensive education previously and was seen for follow up education or limited consult In the Diabetes Management System there are three ways the system determines who is considered Follow Up Education 1 Any participant who has attended a class during the 6 months period of time 2 Demographic record has the box Completed this or other DSME program CHECKED 3 Orthe Date Finished Program in Demographics indicates the person finished this program at a time period prior to the time you have requested How do I keep track of my own hours of DSME experience Make sute all members of the team ate listed in Staff Profile under File When a participant is put into class from Pathway Group Class Attendance or Individual Class Record use the ellipsis button next to Instructors Initials Highlight the educator click on Select and then Update to save This attributes these hours to that educator To get a report by educator go to File gt Staff Profile highlight the educator and
70. nd down arrows that are displayed This number increments in 10 s This is so that new sections may be easily added between existing sections in the future 3 Consult Section The name of this particular section ie Allergies History Education etc 4 Standard Response The normal response for this section 1 Normal Negative etc These responses are pulled in when a participant consult is created and can easily be modified 51 Diabetes Management System Manual Create Maintain Consult This option creates new consultation notes for a participant as well as maintaining existing consultation notes This process consists of several steps Select a Participant A Participant Lookup Window will be displayed Highlight the participant you wish to create a consultation note for and click on Select You can quickly locate a participant by typing in the participant s first two letters of last name The window will automatically scroll to the participant that matches your entry Select the date of consult A calendar will now be displayed Select the date for this consultation and click Accept Select the Consultation Type Highlight type and click Select Modify the Consultation Note The note along with all the sections and standard responses are displayed Any sections that need to be modified can be by highlighting that section and clicking Update The notes can be printed from this window Printing a Con
71. ndatory fields used in a patient s Assessment Record and are used to record and group the type of Assessment visits There can be an unlimited number of Participant Status Codes however it is best to limit them to a minimum Please review and update them for your program BEFORE adding participant s assessments To change Follow Up Status Codes in the system highlight a follow up status code that will not be used and change to a more appropriate description Activity Reports can be filtered by these Follow Up Status Codes Medication File The Medication File is used to hold the patient medication history data which can be quickly looked up and entered into the Participant Medication History Also many reports can be filtered by a Medication Name or partial Medication Name so just the patients with that medication will be printed or tallied To set up the Medication File click FILE gt SYTEM FILE MAINTENANCE gt MEDICATION FILE The Look Up Window displayed is sorted by Medication Name add new Medication or update an existing one click on the Add or Update button respectively Enter in the Medication Name and click on Update to save it The System installs with several common medications It is up to the users to maintain this medication list 16 Diabetes Management System Manual County File County of Residence can be tracked in a patient s demographic record This is an optional field To set up the County File cl
72. neated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCH files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION LENGTH 1 Last Name 20 2 First Name 20 3 Middle Initial 1 4 Social Security Number 9 5 Medical Record Number 20 6 Month of Assessment 1 12 2 7 Day of Assessment 1 31 2 8 Year of Assessment 4 Digit 4 9 Month of Birth 1 12 2 10 Day of Birth 1 31 2 11 Year of Birth 4 Digit 4 12 Follow Up Status Code The Follow Up Status Codes are 3 based on the Codes loaded in the System Status File 13 Type of Contact Code H Home O Office T Telephone 1 14 Change or Loss in Hearing 1 15 Read Newsprint Vision Changes 1 16 Normal Sensation to Touch Flag 1 17 Packs Smoked Per Day 1 18 Years Smoked 2 19 Years Since Quit Smoking 2 20 Month Last Seen by Doctor for DM 1 12 2 21 Day Last Seen by Doctor for DM 1 31 2 22 Year Last Seen by Doctor for DM 4 Digit 4 23 Times Hospitalized for Diabetes 2 24 Month Last Hospitalized for DM 1 12 2 25 Day Last Hospitalized for DM 1 31 2 80 Diabetes Management System Manual 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 Year Last Hospitalized for DM 4 Digit Glucose Cholesterol HDL LDL Triglycerides C
73. nforcement Date Signatures NTE Segments for Educational Assessment Records contain one record for each exported Educational Assessment record each field identified within the parenthesis 105 Diabetes Management System Manual Sample Generate d NTE Segments for Goal Records NTE 003 Goal WILL EXAMINE MY FEET EVERY DAY BehavGrp REDUCING STRESS Set Dte 20070205 Sch Dte 20070319 Met Dte 20070628 Acheive 100 FU1 FU196 90 FU2 FU296 O FU3 FU396 O FU4 FU4 0 REDUCE RISK OF FOOT RELATED COMPLICATIONS NOT A HARD GOAL TO MEET CHECK FEET AFTER SHOWER NTE Segments for Goal Records contain one record for each exported Patient Goal each field identified within the parenthesis Sample Generate d NTE Segments for Medication Records NTE 001 Meds WELLBUTRIN Dose 100MG BID Ord By LOOM P A C Start Dte 20060518 DC Dte 20060518 Cmts STATES IT HAS HELPED HER KEEP ON TASK NTE 002 Meds LANTUS Dose 44 UNITS PM DAILY Ord By HALLAH MD Start Dte 20061116 DC Dte 20061116 Cmts SKIPS EVENING SLIDING SCALE NTE Segments for Medication Records contain one record for each exported Patient Medication each field identified within the parenthesis Audit Activity File The Engine records activity with the interface to a text file named HAUDIT TXT located in the HL7 folder beneath the DMS program folder 106 Diabetes Management System Manual FORMULAS USED IDEAL BODY WEIGHT IBW FO
74. ning System stops with an Error Message Displayed Write down the complete Error Message that is displayed and contact Harbor A report does not display any information Many reports are based on a date range Be sure the date range is correct and try again Otherwise call Harbor Patients ate displayed on one workstation but not on another Verify that the two workstations are accessing the same data folder Otherwise call Harbor I expected more patients to be listed on my Outcomes Report An outcome measures change over time so a minimum of two values are required The System only displays patients with two or more outcome values Diabetes Management System Manual For More Information Our staff can be reached at any of the following numbers for more information Voice 231 347 8866 between 9a 5p EST Monday through Friday Fax 231 347 9473 E mail info harborsoft com Web Site http www harborsoft com User Support Page Harbor Software has a user support page for Diabetes Mgmt System Users located here http Awww harborsoft com Click on Diabetes Mgmt then Support System news Upgrade Information Download Links and Documentation can be found here Copyright Notice Diabetes Management System Copyright c 1996 2011 by Harbor Software International 231 State St P O Box 831 Petoskey MI 49770 U S A ALL RIGHTS RESERVED 109
75. now NTEJ4JASSESSMENT Wife is supportive and willing to help while patient gets used to new diagnosis NTE 5 PLAN wife to come to all education Pt willing to go through complete education NTE Segments for SOAP Notes contain five records for each SOAP Line 1 contains general note information with each field identified within parenthesis Line 2 contains the Subjective data Line 3 contains the Objective data Line 4 Assessment data and Line 5 the Plan Sample Generate d NTE Segments for Educational Records NTE 001 Ed Rcd Class Date 20070205 Class INITIAL INTERVIEW Minutes 60 Instructor Initials SH NTEJ002 Ed Rcd Class Date 20070319 Class SESSION 1 Minutes 180 Instructor Initials DK NTE Segments for Educational Records contain one record for each exported record each field identified within the parenthesis Sample Generate d NTE Segments for Educational Assessment Records NTE 001 Ed Assess Content Area PREVENTING DETECTING AND TREATING ACUTE COMPLICATIONS PrePgm Assess Date 20070205 PrePgm Initials SH PrePgm Knowledge O Date Taught 20070409 PostPgm Assess Date 20070518 PostPgm Initials SH PostPgm Knowledge 1 Reinforcement Date Signatures NTEJ002 Ed Assess Content Area PREVENTING DETECTING AND TREATING CHRONIC COMPLICATIONS PrePgm Assess Date 20070205 PrePgm Initials SH PrePgm Knowledge O Date Taught 20070409 PostPgm Assess Date 20070518 PostPgm Initials SH PostPgm Knowledge 1 Rei
76. ntered by you 50 Diabetes Management System Manual Consultation Module The Consultation Module allows the user to build an unlimited number of standard consultation notes that can be used for participants that are loaded into the Diabetes Management System Each note can have an unlimited number of sections and standard responses Once a particular consultation note is selected for a participant the responses can be customized for that participant s situation The Consultation Module is made up of four sections Consult Types The Consult Types allow you to set up and maintain the overview information for your consultation notes The data maintained here is 1 Consultation Type 2 Signatoty 3 Signatoty s Title Consult Templates This option is for maintaining the particular information fields sections and their associated standard responses for each consultation note You can Add Maintain Delete individual consultation sections along with their standard response After clicking on Manage Consult Types the Consultation Line Item Lookup Window is displayed Each individual section has the following information that can be maintained 1 Consult Type Enter the Consult Type Number or press the ellipsis button to open a Selection Lookup window 2 Order in Consult This is the Section s Order Number or line number in this consultation note Note that you may increment and decrement the number by using the up a
77. of responses participants made for each answer The total number of responses will also be displayed along with the average of the responses You can print a hard copy of this report from here or exit to the Menu Post Program enter in answers and then run statistics for that new time period Compate the averages of responses for pre program to post program 67 Diabetes Management System Manual Appointment Scheduler Module The Staff Appointment Scheduler was developed at the request of several sites that wanted the ability to have a simple centralized Appointment Scheduling System for their Staff The Appointment Scheduler allows your staff to coordinate view and print their schedules across a network quickly and easily The Appointment Scheduler allows you to set your own start and end times for appointments set standard length of appointments for staff or classrooms inactivate staff and print daily or weekly calendars Scheduler Functions Setting up the Appointment Scheduler 1 Load yout staff into the Diabetes Management System Start the Diabetes Management System and click on FILE Staff Profiles You will need to have the staff names entered at a minimum You can add additional staff and rooms within the Appointment Scheduler 2 Start the Appointment Scheduler It can be found by clicking on the Staff Sched toolbar button 3 Click to highlight the desired Staff Member or Classroom and click
78. ol Reports can be generated using two options custom criteria and the NCAQ Standard Criteria Clinical Measures 1 Poor Control gt 9 0 HbA1c Control lt 8 0 HbA1c Control lt 7 0 Blood Pressure Control 2 140 90 mm Hg Blood Pressure Control 130 80 mm Hg Eye Examination Smoking Status and Cessation Advice or Treatment LDL Control 2130 mg dl LDL Control 100 mg dl Nephropathy Assessment Foot Examination Critetia lt 15 of patients in sample 60 of patients in sample 40 of patients in sample lt 35 of patients in sample 25 of patients in sample 60 of patients in sample 80 of patients in sample lt 37 of patients in sample 36 of patients in sample 80 of patients in sample 80 of patients in sample Each Control Report generates the detail patient information as well as summary totals for each criteria along with percentages 62 Diabetes Management System Manual Activity Listings Activity Lists from Assessment Visit Records Activity Report Lists all participant assessment activity between any two dates Each line shows the type of visit participant name Medical Record Number Sex Birth Date and Type of Diabetes along with summary totals This report can be filtered by type of follow up mandatory field in Assessment Case Manager Contact field in Demographics and Agency Code optional field in Demographics From this area reports can also be obtained f
79. or Outcomes Behavior Goals Initial Readiness to Learn Indicators from Demographics Readiness to Learn Indicators Outcomes from Assessments Nutrition Following a Meal Plan Assessment Acuity Level Cigarette Smoking Self Monitoring of Blood Glucose Hospital Admissions for Diabetes Birth Weight Goal Follow Up Date Status 58 Diabetes Management System Manual Screening HEDIS Measurement Reports There are 22 Screening HEDIS Measurement Reports Each report can filter data in a combination of ways by date Gender Race Age Marital Status Occupation Diabetes Diagnosis Insurance Type Agency Code and Zip Code Each Report prints detail information along with summaty totals and percentages This information is entered in the patticipant s assessment file under the HEDIS Screening Tab These Repotts atc Childhood Immunization Screen Adolescent Immunization Screen Breast Cancer Screen Cervical Cancer Screen Chlamydia Screen Prenatal Care in First Trimester Screen Check Ups after Delivery Screen Advising Smoker to Quit Screen Management of Menopause Screen Blood Pressure Control Screen Beta Blocker Control after an MI Screen Cholesterol Management Screen Asthma Management Screen Comprehensive Diabetes Care Screen Follow up after Mental Illness Hospitalization Screen Antidepressant Medication Management Screen Flu Shot Date Screen Yearly HbA1c Screen Dilated Eye Exam Screen Annual Foot Exa
80. or any Lab Activity ER Visits with the option of printing Mailing Labels and Mail Merge Pre Admit Report Lists Selected Patients for Admissions Registration etc Tickler Follow up Report This report prints all participants who HAVE NOT been seen for an assessment visit between a number of days ie between 0 and 60 days Each line displays the Participant Name Last Visit Date and Type Medical Record Number Sex Birth Date and Type of Diabetes along with their home telephone number Scheduled Activity Listing Shows all participants with any activity scheduled between any two dates along with the activity description and date Information comes from Patient Pathway Scheduled Activities Participant Chronological Listing Click Detail to Print summary assessment information for a selected participant in chronological order Click Visits for a Patient Assessment Visit Log that includes the amount of minutes spent per visit and average number of minutes spent with patient Telephone Log Listing Prints a summary of all telephone logs alphabetically then by date Mailing Labels and Mail Merge can be done from any of these listings 63 Diabetes Management System Manual Blank Forms Blank Participant Demographic Form Prints a blank demographic form This is designed to assist with data collection away from the computer The data on the form is in the same order as the Demographic Windows Blank Participant
81. p sessions etc Put participants into classes by group entry or individual class entry The Education Assessment should contain Is Able To statements to describe what a participant is expected to know on a content area Your classes ot one on ones should be linked to these statements Supporting Documentation Print the required documents to back up your DSME data Reports gt ADA 8 Edition gt Supporting Documents The reports available are e Participant Detail Audit Details Comprehensive vs Follow Up e Age Breakdown Detail from Demographics gt Date of Birth e Diagnosis Breakdown Detail from Demographics gt General Diabetes Diagnosis Breakdown Detail from Demographics gt Race DSME Intervention Detail from Education Classes Module e Special Needs Detail from Demographics gt Management Issues 2 gt Barriers to Learning e Pre and Post Knowledge Test Results Detail from Demographics gt General Tab 48 Diabetes Management System Manual Instructors at this site File gt Staff Profiles gt CEU s gt Print gt Detail and Summary DSME Education Hours per Instructor File gt Staff Profiles gt DSME Hrs gt Print Curriculum at this site Education Classes gt Curriculum Listing and Assessment Areas Listing Educational Assessments Patients gt Pathway gt Educational Assessment gt Print Behavioral and Clinical Outcome Tracking Before starting your Data Per
82. port files will have a ADT AOS8 message type Patient Update PID Segment Patient Identification The PID segment contains information about the patient and 1s used to export demographic data fields from the Diabetes Mgmt System Sample Generate d MSH Segment PIDJ OO J111 200705171051038 JJOHNSON JACK BENJAMIN 19461 1 15 MI W 115 WILLSTOM 32174 2313478866 2313479473 111111111111 PV1 Segment Patient Visit Information The PV1 segment is used to contain additional information about the patient The HL7 Engine uses this record to export info about the patient s referring physician Sample Generate d MSH Segment PV1 0001 DMS Rj 1 HALLAH MD KATHLEEN L II IIIHIIIIIIIIIIIIIIII I 200702050800 11110000000 00 0000000 00 103 Diabetes Management System Manual 1 Segment Next of Kin Information The NK1 Segment is used to export the patient s Contact Person information If the patient has two contacts in their demographic record two NK1 segments are generated Sample Generate d NK1 Segment NK1 0001 CANDY JOHNSON 115 WILLSTOM ST PETOSKEY MI 32174 231 347 8866 OBX Segment Observation Information The OBX Segment is used to export one patient observation per record The Engine generates OBX segments for Barriers to Learning and for Clinical Assessment Values Sample Generate d OBX Segment for a Barrier to Learning OBX 001 ST Learning Barrier VISUALLY
83. propriate file will be displayed to easily select the right choice 18 Diabetes Management System Manual Participant Demographic Data Adding Demographic Data To add a new participant record click on PATIENTS button on the toolbar A list of all participants in the system is displayed here Click on the ADD button to add a new participant record Each record has several tab pages that can be accessed by clicking on the appropriate tab at the top of the form The only mandatory fields for each record ate e Last and First Name Referring Physician Number NOTE THAT THESE TWO FIELDS ARE THE ONLY ONES THAT ARE REQUIRED IN ORDER TO SAVE A RECORD YOU DO NOT HAVE TO ENTER ALL THE OTHER DATA AT ONE TIME IN ORDER TO SAVE THIS PARTICIPANT S DATA These mandatory fields are displayed in bold blue Mandatory ADA fields are displayed in bold green To print a demographic report on a participant highlight the Patient Pathway Face Sheet A FACE SHEET will keep a running list of lab work from assessment To quickly scan for a participant type in the first three letters of their last name Using Agency Group Identifier Code Agency Group Identifier Code is provided for your convenience to further filter the participant data Found in the Demographic File under the General Tab the Agency Group Identifier Code can be used to divide patients by institution other disease states etc For example one server may serve multiple institu
84. pt window This file is a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCII files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION 1 Patient Last Name 2 Patient First Name 3 Patient Middle Initial 4 Medical Record Number 5 Date of Birth Month 6 Date of Birth Day 7 Date of Birth Year 8 Med Start Month 9 Med Start Day 10 Med Start Year 11 Med ID 12 Med Name 13 Frequency 14 Dose Description 15 Route 16 Comments 17 Ordered By 18 DC Date Month 19 DC Date Day 20 DC Date Year 90 MAX LENGTH 20 20 Diabetes Management System Manual Participant Demographic Data File Importation The Diabetes Management System Utilities has the capability to import Participant Demographic Data This Importation file must be a comma delineated ASCII file which can be generated by almost any standard database system ie Access Excel etc that is capable of exporting ASCH files The default import file name is PTINTAKE CSV This Importation File must have the following layout FIELD DESCRIPTION LENGTH 1 Last Name 20 2 First Name 20 3 Middle Initial 1 4 Social Security Number 9 5 Birth Date Month Number 1 12 2 6 Birth Date Day of Month Number 1 31 2 7 Birth Date Year 4 Digit 4 8 Address Line 1 30 9
85. r Recognition and Annual Reporting Assist with scheduling Staff and Patients Diabetes Management System Manual Network Administrator Notes System Directory Structure The Diabetes Management System installs in just two subdirectory folders NO SYSTEM FILES DLL s OR DATA FILES ARE INSTALLED NOR IS THE REGISTRY MODIFIED The System was designed to be very simple to install run and maintain The system is entirely self contained within its subdirectory including the database drivers No other database drivers need to be installed nor any ODBC connections need to be set up The name of the system program subdirectory folder defaults to DMS which you can change at installation and the data subdirectory folder is called DATA and is located directly underneath the program folder System Data Backup All the DMS Data Files are in a subdirectory called DATA underneath the DMS program subdirectory the default name is DMS REMEMBER YOUR DATA IS VALUABLE AND IT IS YOUR RESPONSIBILITY TO DO OR VERIFY THAT SYSTEM WIDE BACKUPS ARE DONE ON A FREQUENT AND REGULAR BASIS BECAUSE THIS SYSTEM IS USED ON A WIDE VARIETY OF NETWORK PLATFORMS THERE IS NO BUILT IN BACKUP UTILITY IN THE DIABETES MANAGEMENT SYSTEM System Requirements The Diabetes Management System was designed with a small footprint and minimal requirements It should run just fine on any existing hardware The System will operate on any standard XP Vista Windows
86. ral isn t known ie 99999 is initially set up as an Unknown Physician Physician information can also be added and updated while patient demographics records are being added Utilities allows for the Importation of Physician Data see the Utilities Menu for more information Check the inactive box if the physician is retired deceased or inactive Labels and Mail Merge will not include an inactive Physician A Physician Listing will print out an alphabetical list of Physicians ID Institutions City and office telephone number 15 Diabetes Management System Manual Class Sites The System allows you to track participants that receive education from yout site at various locations The ADA recognizes this as an education program choosing to deliver their same program at different locations addresses the system can filter data reports by location If the main site is selected for a random on site audit the required documentation must include documentation from each location To set up your Class Sites click on FILE gt SYSTEM FILE MAINTENANCE gt CLASS SITES To add site click on ADD enter the data and click on OK to save the data The option of Class Location is used whenever a participant or group are marked as attending a class Follow Up Status Assessment Visit Types To set up Follow Up Status Codes and Descriptions click FILE gt SYTEM FILE MAINTENANCE gt FOLLOW UP STATUS These Status Codes are ma
87. reatinine Potassium Month of Last Urine Microalbumin 1 12 Day of Last Urine Microalbumin 1 31 Year of Last Urine Microalbumin 4 Digit Microalbumin Negative Flag Microalbumin Value Weight Ibs Blood Glucose Blood Glucose Type HBA1c Month of HBA1c 1 12 Day of HBA1c 1 31 Year of HBA1c 4 Digit Liver Function ALT Liver Function AST Abdominal Girth Height inches Height cm Systolic Blood Pressure Value Diastolic Blood Pressure Value Month of Last B P Check 1 12 Day of Last B P Check 1 31 Year of Last B P Check 4 Digit Month Last Seen for HTN 1 12 Day Last Seen for HTN 1 31 Year Last Seen for HTN 4 Digit DM Intervention Flag Insulin DM Intervention Flag Oral Meds DM Intervention Flag Diet Planning DM Intervention Flag Exercise Planning DM Intervention Flag Glucose Monitoring A OK KR DBR A A mmo A N N WWD DTA DD FF MY NY DW 81 Diabetes Management System Manual 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 82 DM Intervention Flag Insulin Pump DM Intervention Flag No Management Reserved for Future Use Reserved for Future Use Reserved for Future Use Month of Last Dietitian Visit 1 12 Day of Last Dietitian Visit 1 31 Year of Last Dietitian Visit 4 Digit Month of Last Foot Exam 1 12 Day of Last
88. retroactive It will only affect class attendance from the time the charge was added or changed forward 26 Diabetes Management System Manual Required Class Information Many Education Departments have requested a method to determine who has or has not completed a Comprehensive program rather than just checking the box in Demographics This feature works best if you have only one set of required classes For example you work mainly with group classes and your institution believes that a Comprehensive program is Initial Assessment e Class A e Class B 3 Month Follow Up To indicate which classes are required go to Class Curriculum Look Up You can double click on a class to toggle the Required column on and off You can also modify the required status in this class detailed record Content Areas Class Link Maintenance This file contains the Content Areas for the National Standards They can be altered deleted combined or added to by you as the Standards change It is best to use Is Able To statements that cover the Content Areas and describes what is taught in the corresponding class Each content area statement will need to be linked to the appropriate class or classes Verity that every Content Area has at least one class linked to it AND that evety class is linked to all its appropriate Content Arcas To relate a content area statement to the appropriate class highlight a Content Area fro
89. ride the tallied carbohydrates click the Use Entered Carb Choices in Tally enter your own numbers and click Tally 39 Diabetes Management System Manual FOOD GROUP CHO Protein Fat Calorie Calorie Calorie Multiplier Multiplier Multiplier Starch 15 3 1 Fruit 15 Milk Skim 12 8 1 Milk Low Fat 12 8 5 Milk Whole 12 8 8 Vegetables 5 2 Meats Very 7 1 Lean Meats Lean 7 3 Meats Med Fat 7 5 Meat High Fat 7 8 Fats 5 The Update button will update the entered this data and returns to the Participant Lookup Window A sample window is displayed below Meal Planning Worksheet A Meal Planning Report can be printed by highlighting any participant and clicking on the Meal Chart button Diet History Diet Factors Click on FILE gt NUTRITION or click on the Nutrition button in the Patient s Pathway Highlight the Participant you wish to maintain nutrition factors for and click on the Diet Factors button A sample Factor Window is displayed below You may enter factors as appropriate Click on the OK button to save the data you entered Clicking on the Print button will generate a detail Nutrition Factors report for this participant You can generate an aggregate report of all participants between two dates that have an entry for a particular factor This report can be printed by clicking on the displayed Print button 40 Diabetes Management System Manual Charting Letters Module The System has the ability
90. riod Start Date Post Program Follow Up participants are those participants who have received education from you also during this time period AND the completed this or other DSME program IS checked or they completed your program PRIOR to your Data Period Start Date The system will tally up class time as average number of hours for both types of participants Population Information This information is pulled from the demographic file e Age Type of Diabetes Race e Barriers to learning 47 Diabetes Management System Manual Instructors at the site Keep staff information under File gt Staff Profiles Maintain licenses for RN RD etc and the system will fill out the recognition application with how many RNs RDs and others you have working as instructors Make sure to keep your CEU records up to date back up your system The correct report is File gt Staff Profile gt CEU s gt Print gt Detail and Summary Curriculum at the site There is a written curriculum with measurable learning objectives in each of the following areas First develop a class list from Education Classes A class must have the amount of time filled in average Choose the content area of areas that you cover in class Be creative If you teach the same class to someone with a barrier to learning and it takes longer make a class entry that s indicating extra time ie Session 1 Basics Special Be sure to add support groups follow u
91. rrently Not Used Reserved for Future Use Management Issue Currently Not Used Reserved for Future Use Management Issue Currently Not Used Reserved for Future Use 87 Diabetes Management System Manual Billing Data File Export The Diabetes Management System Utilities can generate an export file containing Class Episode Billing Data The default name for this file is BILLEXP CSV but the user can change the path file name just prior to creation of the file Also the activity date range can be set from the prompt window This file is a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCII files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD 1 ON DOO FW E 88 DESCRIPTION Patient Last Name Patient First Name Medical Record Number Patient s System Internal ID Class ID Class Title Class Date MM DD YYYY Class Length in minutes CPT Code HCPCS Code Charge Amount MAX LENGTH 20 20 15 20 15 3 3 3 10 20 20 Diabetes Management System Manual Goal File Data File Export The Diabetes Management System Utilities can generate an export file containing Patient Goal Data The default name for this file is GOALEXP CSV but the user can change the path file name just prior to creation of the file This file i
92. run a Class Activity Listing EDUCATION CLASSES EDUCATIONAL REPORTING gt CLASS ACTIVITY LISTING This report lists the name of the class Total Time Taught and the Number of Attendees Required Class Attendance Report To indicate which participants have or have not completed a comprehensive program go to EDUCATION CLASSES gt EDUCATIONAL REPORTING gt REQUIRED CLASS ATTENDANCE Fill in the appropriate patient program dates and whether you want a Completed or Not Completed Report Filter by start dates end dates or agency code all found in the Demographic File under the General Tab To set up which classes are required refer to Required Class Information in the Curriculum section above 31 Diabetes Management System Manual Assessment Areas Listing This report displays all the Content Areas along with all the related classes that are linked to it Previewing this report gives you a quick look at all content areas related statements and all related classes EDUCATION CLASSES gt EDUCATIONAL REPORTING gt ASSESSMENT AREAS LISTING Curriculum Listing This report lists all your classes along with any instructor information from the class detail along with the appropriate Content Area s it is linked to EDUCATION CLASSES gt EDUCATIONAL REPORTING gt CURRICULUM LISTING Clinical Assessment Flow Sheet Adding Participant Assessment Data Patient Assessments is used primarily to record clinical an
93. s e HBAIC e Weight Analysis e Hyperglycemic Episodes e Hypoglycemic Episodes e Management Issues Report from Demographics Management Issuers e Favorite Ways To Learn Report from Demographics Management Issues Cultural Influences Listing Information comes from Demographics General 55 Diabetes Management System Manual e Religious Influences Listing Information comes from Demographics General Income Levels Report from Demographics Contacts Income Levels Call Listings This set of reports identifies participants in problem areas 56 Eye Problem Call Listing All participants with an identified Eye Problem Dilated Eye Exam Status All participants with last eye exam date Foot Problem Call Listing All participants with an identified Foot Problem Last Foot Exam Status All participants with last foot exam date Hypertension Call Listing All participants identified with Hypertension BMI Problem Listing All participants with a Body Mass Index greater than 26 Cholesterol Problem Call Listing All participants with a Cholesterol 2200 LDL Problem Call Listing All participants with a LDL 7130 HDL Problem Call Listing All participants with a HDL gt 60 Diabetes Management System Manual Outcomes All the Outcomes Reports are an aggregate collection of the participant data that meets any combination of the filters listed below Clicking on OUTCOMES in the Reports Menu can
94. s Management System Manual credited to you This does not alter the original class information Update allows you to increase or decrease minutes of time attributed to an educator This is useful if an educator teaches a class more than once in one 24 hour period ADA Annual Reporting Response Worksheet REPORTS gt ADA ANNNUAL REPORTING gt ANNUAL REPORTING RESPONSE WORKSHEET As of May 2010 the ADA has created an Online Annual Status Report Online ASR ALWAYS CHECK FOR THE LATEST INSTRUCTIONS DOCUMENTATION AT THE ADA WEB SITE http professional diabetes org Note Education Recognition Program ERP requires all recognized programs to complete an Annual Status Report during the anniversary month of ADA Recognition Failure to comply with this requirement may result into immediate loss of ADA Recognition The ADA Annual Reporting Response Worksheet generates the data necessary to prepare your Annual Reporting Response It works in much the same way as the Recognition Worksheet Simply set your annual data period and click on the Tally button The total number of patients seen will be calculated The ADA also asks for the number of Medicare Patients seen In the Worksheet on Panel 5 RECOGNITION STANDARDS 9 gt 10 there is a filter to set the insurances you wish to count BE SURE TO SET THE MEDICARE INSURANCE and any others you may want to view BEFORE YOU RUN THE TALLY The Goals and the Standards must be e
95. s a comma delineated ASCII file which can be imported into almost any standard database system ie Access Excel that is capable of importing ASCH files The file layout is listed below Note You must have access rights to the Path and Folder this file is created in FIELD DESCRIPTION 1 Patient Last Name 2 Patient First Name 3 Patient Middle Name 4 Date of Birth MM DD YYYY 5 Diagnosis Type 6 Medical Record Number 7 Group Filter Code 8 Date Goal Set MM DD YYYY 9 Goal Description Line 1 10 Goal Description Line 2 11 Scheduled Date to Meet Goal MM DD YYYY 12 Status of Goal 13 Date Goal Met MM DD YYYY 14 Behavioral Group 15 Follow Up 1 Date MM DD YYYY 16 Number of Times Met 17 Follow Up 2 Date MM DD YYYY 18 Number of Times Met 19 Follow Up 3 Date MM DD YYYY 20 Number of Times Met 21 Follow Up 4 Date MM DD YYYY 22 Number of Times Met 23 How did this affect your Quality of Life 24 What did you learn from this Goal MAX LENGTH 20 20 10 10 10 15 10 10 80 80 10 10 10 10 10 10 10 10 10 10 10 10 80 80 89 Diabetes Management System Manual Patient Medications Data File Export The Diabetes Management System Utilities can generate an export file containing Patient Medication Data The default name for this file is MEDSEXP CSV but the user can change the path file name just prior to creation of the file Also the activity date range can be set from the prom
96. s who have or have not attended all the required elements of your program Participant Referred By Source Listing How participants heard of your program Demographics Onset of Diabetes List Highlight New Onset Diabetes participants From Demographics General Tab Age at Diagnosis Completed Program Listing Participant Listing of those who have completed DSME Listing For A Selected Physician Participant Listing by Physician Medications Participant Listing of Selected Medication usage between two dates Insurance Listing Participant Listing of Selected Insurances between two dates 53 Diabetes Management System Manual 54 Pharmacies Participant Listing of Selected Pharmacies between two dates Meter Types Participant Listing of a Selected Meter Type Insulin Pump Types Participant listing of a Selected Insulin Pump Case Manager Participant Listing by Case Manager from demographic file Dietitian Visit Listing Participant Listing of participants who have seen a dietitian and when Nutritional Factors Participant Listing by certain nutritional factors from Meal Planning Module Number in Household with Diabetes Participant Listing for multiple diabetic households Participant 1 Lab Hx Participant Listing of individual lab histories Participant Abdominal Girth History Participant Listing with abdominal girth history Participant Height Growth Percentile His
97. scsscesscssscsssesessscsssceseees 77 PARTICIPANT DEMOGRAPHIC DATA FILE EXPORT eee 77 FELD SPECIEIG NOTES i eere er er eH RR ERR E eed 78 PARTICIPANT FoLLow Up AssessMENT DATA FILE EXPORT eene 80 FIBLD SPECIFIC NOTES 2 tiossaan i S a asri 83 PARTICIPANT BILLING DATA EXPORTATION eerte rennen 84 PARTICIPANT CLASS ATTENDANCE DATA FILE Exronr eene 85 PARTICIPANT GESTATIONAL EPISODE DATA FILE Exponr eeeeee 86 Brine DAA Fire EXPORT 88 Fire DATA Hite EXPORT sea e e re V s 89 PATIENT MEDICATIONS DATA FILE EXPORT eere 90 PARTICIPANT DEMOGRAPHIC DATA FILE IMPORTATION eere 91 FIRED SPECIFIC NOTES d eiie epi rto EO 93 PARTICIPANT LAB DATA FILE IMPORTATION eren 94 PHYSICIAN DATA FILE IMPORTATION esee tenente nnn 96 Diabetes Management System Manual PRAXIS SCHEDULER DATA IMPORTATION eerte tnnt 97 HL7 INTERFACE ENGINE AN INTRODUCTION eere 98 SETTING UP THE HL7 ENGIN Erie 98 STARTING THE LT ENGINE arcte pri P UE EY AED ree 99 EET IMPORTATION aniani a nET AEE eate eres 100 IMPORTATION WINDOW OPTIONS e eeeeeeeeeeeeet eret nennen enne nennen 101 HET EXPORTATION Sis Ier ette ndn 102 THE HL7 INTERFACE ENGINE EXPORTATION WINDOWN eerte 102 EXPORTATION WINDOW OPTIONS tis 102 GENERATED HL7 Export Firg RECORD DETAILs
98. se initial visit 3 month 6 month MNT etc You can update and delete the follow up codes you do not need 4 System Default Information FILE SYSTEM FILE MAINTENENANCE SYSTEM DEFAULTS Use System Defaults to update your address phone information as well as default print margin info Also the most common Insurance Companies dealt with in the area They will then show up on the demographic file For more information see Getting Familiar With The System Setting Up the System 5 Set up your classes and link them to the appropriate content areas How can I quickly find a Participant in the System Click on the Patients button on the System tool bar and all the Participants in the System will be displayed in alphabetical order By clicking on the by MedRec and by tabs located at the top of the window you can change the sort order to Medical Record or Social Security Numbers respectively To quickly scroll to a specific patticipant name simply type in the patticipant s last name The System will scan automatically to the first name that matches with what you have typed 70 Diabetes Management System Manual How do I add a new Participant into the System Click Patients and then click on the ADD button If the participant already exists click on UPDATE How do I add and update Participant Assessment Records Click on Patients Highlight the Participant Record you wish to ac
99. sode Number 2 6 Number of Fetuses 7 Delivery Outcome N Normal C Caesarian S 2 Stillborn T Terminated 8 Mother s Normal Weight Ibs 8 9 Mother s Delivery Weight Ibs 8 10 Baby 1 Birth Weight 165 8 11 Baby 2 Birth Weight 165 8 12 Baby 3 Birth Weight Ibs 8 13 Baby 4 Birth Weight Ibs 8 14 Estimated Gestational Age in Weeks 2 15 GTT Test Date YYYYMMDD 15 16 GTT Fasting 5 17 GTT 1 Hour 5 18 GTT 2 Hours 5 19 GTT 3 Hours 5 20 Estimated Delivery Date YYYYMMDD 15 21 Actual Delivery Date YYYYMMDD 15 22 Number of Pregnancies 2 23 Order of Pregnancy 2 86 Diabetes Management System Manual 24 25 26 27 28 29 30 31 32 33 34 35 33 33 33 33 33 33 33 Number of Live Births Prior Diabetes Diagnosis Type Description Maternal Hypoglycemia Y or N Cephalo Pelvic Diaproportion Y or N Traumatic Delivery Y or N Non Elective C Section Y or N Macrosomia Y or N Shoulder Dystocia Y or N Neonatal Hypoglycemia Y or N Management Issue Insulin 1 if TRUE BLANK if FALSE Management Issue Oral Meds 1 if TRUE BLANK if FALSE Management Issue Diet Planning 1 if TRUE BLANK if FALSE Management Issue Exercise Program 1 if TRUE BLANK if FALSE Management Issue Glucose Monitoring 1 if TRUE BLANK if FALSE Management Issue Insulin Pump 1 if TRUE BLANK if FALSE Management Issue None 1 if TRUE BLANK if FALSE Management Issue Cu
100. ssessments as well as many audit reports that can be used to back up your data in case of a ADA audit 46 Diabetes Management System Manual How the Participants are tallied for Recognition Only those participants recorded as having educational episodes within the Data Period are counted for Recognition Therefore ONLY those participants put into classes in the Education Class Module Individual Class Record Group Class Attendance or Pathway gt Individual Education Records will show up in these statistics The system first looks through this module determining who went to class during the requested time period determines if they received Comprehensive Initial or Follow Up Education and then answers the population questions In order to have accurate information for your recognition application you must maintain good class records To get a good idea of what information you need to maintain in the system look at the Worksheet under Reports gt ADA 8 Edition Reporting gt Application Worksheet Site Information Total number of participants who received DSME intervention at this site during the data period Comprehensive and or Initial are those participants who are put into classes from Education Classes gt Group or Individual Classes during the time period you have chosen AND the completed this or other DSME program box is NOT checked in demographics AND the Date Completed Program is NOT entered OR AFTER your Data Pe
101. sue or complication go to Reports gt Patient Listings gt Filtered Complication Listing Click the appropriate Filters and Dates and then fill in the complication by clicking on the down arrow in the Complication Box The Report gives you a list of names record numbers date identified and date resolved Podiatry Module Overview The Podiatry Module is designed for recording and printing detailed foot assessments To begin go into a patient s Pathway then click PODIATRY Highlight the appropriate participant and click on the Podiatry Button A participant may have multiple Assessments based on Date A small pop up window will display the different assessment dates To add a new Assessment click on the Add button To modify an existing Assessment highlight that Assessment date and click on the Update button The only required field is the Assessment Date on the General Information Tab The Detail Podiatry Assessment has the following sections e General Information e Nail Ulcer Callous Corn Vascular Pulses Vascular Skin e Neuro 1 Vibration Test 5 07mm Filament Test this section is displayed below e Neuro 2 Reflex Pain perception Strength Biomechanical Printing the Podiatry Report The Podiatry Report is a detailed four page report for a participant On the patient s Pathway click on the Podiatry button Highlight the desired Assessment Date and click on the Print button 38 D
102. sultation Note Print will result in consult note with your institutions name participant s name and date of visit date of birth gender medical record and referring physician A lab work section will print on the note if there is an existing Assessment Record on this date The labs that print are Ht Wt BMI Abd Girth HBA1c Chol HDL LDL View Existing Consults This option allows you to view all the consults created for a particular participant as well as printing them The consults cannot be modified from this option 52 Diabetes Management System Manual General Reports Module The following is a list of Available Reports Located in the Reports Menu Preview This toggles the System s Print Preview Feature on and off A check on the line indicates it is turned on Report Locator The Report Locator was added to quickly search find and navigate to any one of the 200 System Reports The Report Locator can be found in the Reports Menu Search for the Report by Report Name or Report Group Participant Listings Alphabetical Participant Listing General alphabetical Participant List Filtered Participant Listing Obtain lists of participants by any combination of filters Filtered Patient Telephone Listing Listing of Selected Patient Telephone Numbers Filtered Complications Listing Obtain lists of participants with certain complications Required Class Attendance Listing Lists all patient
103. tions to separate the data Institution A can be Agency Code 1000 Institution B can be Code 2000 etc 19 Diabetes Management System Manual AX Merson Veget ore Corgans Specie themes args inm ROC 5 aem mts Meal FREE Cue econ fire tmo D ETD Gf SeeSeea frit Chef m fA Meanie ra oe bp 7 HALLAM KATHLEEN mr 1 FFIOR INTR Dare Contact Poren eder C female F Same Seem F Manet Daerced Seperated Urinen mera aeter amt Weser Mend Sader Unos n Eunpean Aca C Aidan nPI Che facon Language A iih C fn M Witter Langage nduh Sowuh C Fanoh C Ohe C None n Com 17 Fete Mote Poem Degen amare E Mise Teed Yow uf Strole TC inemurarater Compete Bdwmcert versare hors Langite Dy Mom did bn Patent Mow of f OTME C Den C ateis Frend Conme Hes Variis os hen Marsdarioey bat Saving ther m Gomme AD
104. to generate and store narrative charting and SOAP Note charting by date by participant It also has the ability to generate automated stock letters for participants physicians agencies etc Narrative Charting Narrative Charting is accessed in the Charting Option under the FILE menu For convenience it can also be accessed in several other sections of the system in the Progress Notes and in Participant Assessments Click on Charting then Narrative Notes The Window displays an alphabetical list of the participants Highlight the participant and click on Select A Participant Narrative Note Window displays a narrative note history You can add update and print out notes by pressing the appropriate button at the bottom of the window Go to FILE gt SYSTEM FILE MAINTENANCE gt DEFAULT NOTES AND GOALS Here you can add delete or Update existing notes To add a natrative note to Charting Assessments Progress Notes just click on ADD select a date Select a Default Note from the Drop Down List This note can be altered or added to You must include a signature Default Narrative Notes Default narrative notes to be stored and used at any time File gt System File Maintenance gt Default Notes and Goals Here you can add delete or Update existing notes To add a natrative note to Charting Assessments Progress Notes just click on ADD select a date Select a Default Note from the Drop Down List This note can be altered or added
105. tory Participant s height growth history Participant Weight Growth Percentile History Participant s weight growth history Gestational Summary Participant Listing with Gestational Diabetes Expected Delivery Date Listing Gestational GTT Summary Baseline Acuity Listing Missing Patient Data Listing Lists all Patients with missing data Patient Contact Listing Participant Lists with their Contact s Name and Phone Numbers Patient Log Includes Names Entry and Exit dates and Referring Physician Name Diabetes Management System Manual Analysis Reports All the Analysis Reports an aggregate collection of the participant data that meets any combination of the filters listed below Clicking on ANALYSIS in the Menu Bar can access the Participant Analysis Reports Each of these reports present aggregate system data between any two selected dates Gender All Males or Females Race All Whites Blacks Hispanics American Indian Asian or Other Age All ages or selected birth year range Marital Status All Single Married Divorced Widowed or Separated Occupation All Manual Professional Retired Disabled or Unemployed Diabetes Diagnosis Type Agency Code This is an open ended filter to use as you see needs arise HbA1c Range Zip Code Available Analysis Reports e Filtered Population A Fifth Edition Recognition Report showing Percentages e Demographics e Initial Lab Value
106. urrent goal status met For an evaluation of a participants progress towards or achievement of learning and behavioral objectives and related outcomes highlight their name gt Goals gt Print ADA Goal Assessment Blank Goal Setting Form from any participants Goal Look up click on the Print Blank Goal Setting Form or Reports gt Blank Forms gt Blank Patient Goal Setting Form Goal Follow Up Date Status A report for tracking follow up dates including percentages of Goals Met and percentages of participants that had 1 2 3 or 4 follow up dates Medication Module The Medication History file is used to store an unlimited drug history The Medication History is accessible through the patient s pathway or Assessment To add medications click on Pathway Medication History Add The following information can be stored Name of Drug use the ellipsis button to the right to access Medication File Start date Dosage Frequency Comments Ordered by use the ellipsis button to access Physician File D C date To print a medication history highlight the participant and click Pathway gt Medication History gt Print 36 Diabetes Management System Manual Complications Issues Module The complication file is used to store various complications or issues experienced by your participants for tracking purposes Adding Complications To add complications or issues click on COMPLICATIONS gt COMPLICATIONS
107. xcel etc that is capable of exporting ASCII files The default import file name is PTLABS TXT This Importation File must have the following layout FIELD DESCRIPTION LENGTH 1 Medical Record Number 15 2 Month of Lab Work 2 digits 2 3 Day of Lab Work 2 digits 2 4 Year of Lab Work 4 digits 4 5 Cholesterol 10 6 HDL 10 7 LDL 10 8 Triglycerides 10 9 Creatinine 10 10 Potassium 10 11 Liver Function ALT 10 12 Liver Function AST 10 13 Month of Urine Microalbumin 2 digits 2 14 Day of Urine Microalbumin 2 digits 2 15 Year of Urine Microalbumin 4 digits 4 16 Microalbumin Negative 1 Neg 0 1 17 Microabumin Result 10 18 Height in Inches 7 19 Height in Centimeters 7 20 Weight in Pounds 10 21 Weight in Kilograms 10 22 Abdominal Girth 5 23 Blood Glucose 10 24 Glucose Type 1 FBS 2 Pre Meal 3 PP 0 Unknown 1 94 Diabetes Management System Manual 25 Self Monitoring of Blood Glucose O No 1 Yes 1 26 HBA1c 8 27 Month of HBA1c 2 digits 2 28 Day of HBA1c 2 digits 2 29 Year of 1 4 digits 4 30 Ketones 0 1 Trace 2 Small 3 Moderate 1 4 Large 5 Not Tested 31 TSH Thyroid Stimulating Hormone 10 Note Only NEW Assessment Records will be added during the importation process If the participant already has an Assessment Record with the same date as the Import Record the Import Record will not be imported into the System 95 Diabetes Management System Manual Physician Data
108. ys the system determines who is considered Follow Up Education 1 Any participant who has attended an educational opportunity during the 6 months period of time and 2 Demographic record has the box Completed Other DSME program CHECKED 3 Or the Date Finished Program in Demographics indicates the person finished this program at a time period prior to the beginning of your data period 24 Diabetes Management System Manual Curriculum Class Curriculum Maintenance All Educational Episodes are considered as classes in the System The Class File contains all the education information that is used in the Participant Education Records To set up this File click on EDUCATION CLASSES gt CURRICULUM gt CLASS CURRICULUM MAINTENANCE All Look Up Windows will be displayed to show the active Educational Opportunities labeled classes here loaded into the system From this window one can add update or delete Classes All opportunities are stored here ie 1 1 s classes support groups Initial Assessments Insulin Starts Pump Therapy etc Attendance Listing for a highlighted class allows for the printing of mailing labels or use of Mail Merge To set up the system click Add Each Detail Class Record contains the following information e Class Title ie Session 1 Class A etc Length in minutes e Required Class Status is this class required for a comprehensive program Primary Teaching Metho

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