OR Booking Forms CD User Guide for Version 1.4
Contents
1. key or spacebar e f you receive a message pictured right and do not xj have information to complete the field click OK to Do you wish to leave the Care Card field empty Press Cancel to edit bypass the field e Macro Security Warning Messages are addressed in the section on Installation Instructions FH Version 1 4 Page 7 of 18 If traserhea OR Booking CD User Guide Better health Best in health care Data Entry I nstructions The following formats are accepted in most date fields dmmyyyy d mm yyyy ddmmyyyy dd mm yyyy d m yyyy dd m yyyy d mmm yyyy dd mmm yyyy mmm d yyyy mmm dd yyyy Key d or dd day m or mm month as a number mmm month as a 3 letter abbreviation ex Sep yyyy year wie or we or nw Or p Surgical Booking Form Instructions Field Comments Hospital Site Place an X in the appropriate box Patient Name Always use patient s legal surname legal first name and middle initial even if name does not match care card Other Name Any other name used such as preferred name DOB Date of Birth Enter date in format previously indicated Age e Automatically calculated from DOB based on today s date e Will display as weeks months or years o Less than 1 week old will show 0 o 1 week up to 2 months old will show X wk o 2months up to 24 months will show X mo o 2ormore years will show as X for years Sex Place an X in the appropriate box Adaress Cit2. Better health Best in health care Starting the Search Note The following instructions may vary depending upon your version of MS Word This example uses MS Word 2003 1 In MS Word go to the File Menu and select Open The Open menu will appear as shown below 2 Select Tools on the top right 3 Select Search jo OR Booking alga XE My OR Booking File MlLastFirst OR Booking doc Add to My Places Map Network Drive Properties FH Version 1 4 Page 16 of 18 SP E OR Booking CD User Guide 4 The File search menu will appear as shown below Click on the Advanced tab at the top of the menu a 2 Remove Remove All Selected fle types z OK E My Computer 2 of 2 tu JonesSmith ORBooking doc wi LukaPasha ORBooking doc The two properties of interest are the ORDate and the _DecisionDate which equate to the Surgery Decision Date and OR Date on the OR Booking Forms See below for some search hints FH Version 1 4 Page 17 of 18 SP fraser hen OR Booking CD User Guide Better health Best in health care Search Hints Search Parameter Comments Property Type either ORDate or DecisionDate Value e The date field on the OR Booking Forms is handled differently than the date in the Value field in the search screen e Your computer setting may also affect the day month order e To avoid confusing the month and day as numeric values format the d
3. to surgery Leave this field blank The form will be date stamped when booking package is received in ORB office The unit is a unique identifier used by each hospital health record department to track patients Some ORB offices already ask that this number be included on the ORB form If so please include If not then bypass the field e UNAV START DATE Date when the Unavailable Period Starts MONTH AS A NUMBER ONLY ex Dec 31 2010 is 31 12 2010 e UNAV END DATE Date when the Unavailable Period Ends MONTH AS A NUMBER ONLY ex Dec 31 2010 is 31 12 2010 e UNAV REASON Reason for the Unavailable Period REASONS Medical ex Not physically fit for surgery awaiting test results Page 11 of 18 If fraserhe OR Booking CD User Guide Better health Best in health care Travel ex Out of the Country for 2 weeks Work ex Working double shifts for the next month Other ex Primary care provider to dependant without support Note Minimum Unavailable Period is two weeks and maximum Unavailable Period is one year FH Version 1 4 Page 12 of 18 OR Booking CD User Guide Sample Surgical Booking Form with Mandatory Fields SHADED AREAS INDICATE MANDATORY FIELDS KA fraserbealth SURGIC AL BOOKING FORM O RPOOODOSCO Rev Sep 1310 Page lof ARHO BHO cGHO DHO ERHO MHO PAHO RCHEI Rmh O smi O cococ B Bra PHONE Res Bus Ert FAMILY PHYSICIAN REFERRING PHYSDCIAN fiottmik DATE REFERRAL R
4. A fraserhe OR Booking CD User Guide Better health Best in health care OR Booking Forms CD User Guide for Version 1 4 Last Updated February 22 2011 For questions and or comments on this document please contact Surgery Information Systems at 604 587 4482 or email SurgeryInformationSystemsSupport fraserhealth ca SP fraser hill OR Booking CD User Guide Better health Best in health care Table of Contents Page Installation Instructions ccc cece eee cce cece sees eeeeceeetretestettttttreeeee O75 Opening the OR Booking Package ssssssssssRR 6 Tips due mmm TREE 7 Data Entry INSWUCHONS x iicaticcicmeteneunasaeobecapiraaienwseawemanieaenaebeaieennn 8 12 Sample Surgical Booking Form with Mandatory Fields 13 Appendix 1 Instructions for Saving A File ssesesesssss 14 Appendix 2 Instructions for Using The Search Feature 15 18 FH Version 1 4 Page 2 of 18 SP fraseri OR Booking CD User Guide Better health Best in health care Installation nstructions Overview The OR Booking Package is a Microsoft Word Document with macros A macro is a series of MS Word commands and instructions that are grouped together to accomplish a task automatically Macros from unknown sources may introduce viruses into your computer As a security measure we have had our MS Word document digitally certified by Treefrog Computer Co
5. ES DALMA SURGEON PHYSE IAN o o Dr u u u idees PRIORITY AD bo ICE AD 2BEDB MO STAT 8h lt 24 2I lt 3wk 3wk ONCOLOGY CANCER NOT SUSPECTED CANCER SUSPECTED n CANCER PROVEN m OR NEEDS LYMPHOMA PROTOCOLO FROZBISECTON O TESUEREOUFED o Ur loher reeds In Canment C ARM REQUIRED O xRAYhoR O sPECcLLEOUIP REO D O PATIENT ALERTS PACEMAKER E MAL HYP HETORY EJ T20M O TiDM EL INFECTION CONTROL Oo LATEX ALLERGY OF ALLERGY INTERPRETER REYD O IF YES LANGUAGE UNAVAILABLE PERIOD INFO UNAV START DATE amp MnAyvo UNAV END DATE Mn UNAV REASON FH Version 1 FH Version 1 4 Page 13 of 18 SP tracer OR Booking CD User Guide Better health Best in health care Appendix 1 I nstructions for Saving a File 1 In MS Word click on File top left hand corner 2 Choose Save As 3 In the save as box choose the folder where you wish to save your new document Click the arrow circled below and a drop down list will show Make sure to save to a folder you have saved to before or one you know where you will be able to retrieve the file E Al xl Save in OR Booking l3 X C ES Toos D DD My OR Booking File My Recent Documents astFirst_OR_Booking doc Save as type word Document doc J 4 You can now rename the document to something that you will recognize Where it says File name circled above type in the title of your document 5 Now click S
6. Microsoft Visual Basic The macros in this project are disabled Please refer to the online help A or documentation of the host application to determine how to enable macros 1 Click OK to clear the dialog The Word 2007 Message Bar will provide options available for the Security Warning 2g 077 Home Insert Page Layout References Mailin ra h Cut z A A a Copy E Paste A 292 J Format Painter B Z U abe x x Aa Clipboard IE Font Security Warning Macros have been disabled 2 Click the Options Button on the Message Bar Clicking Options will provide the following dialog Microsoft Office Security Options Security Alert Macro Macro Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Note The digital signature is valid but the signature is from a publisher whom you have not yet chosen to trust More information File Path treefrog02 imary projects 3012 OR Booking OR Booking Form V 1_2 doc Signature Signed by Treefrog Computer Consulting Ltd Certificate expiration 6 26 2009 Certificate issued by Thawte Code Signing CA Show Sianature Details Help protect me from unknown content recommended Enable this content ef pen the Trust Center FH Version 1 4 Page 4 of 18 SP frase I OR Booking CD User Guide Better health Best in health care 3 C
7. aediatric patients This is a 4 character Paediatric Canadian Access To Surgery Code from PCATS List or BC List of Patient Condition and Diagnosis Descriptions DIAGNOSIS OTHER This field is mandatory for other codes Surgeon specified diagnosis when using other BC WT Codes e g 30ZZZA General Surgery Other P1 from the BC List of Patient Condition and Diagnosis Descriptions Total Skin to Skin Total skin to skin time in minutes for all procedures Do not include set up or take down time only actual skin to skin time required Oncology This field is mandatory Place an X in the appropriate box This question refers to the procedure being booked not to the previous or unrelated medical history of the patient DEFINITIONS Cancer is PROVEN if the patient is being treated for a known cancer or if the procedure is part of an integrated cancer treatment plan e g reconstruction In all other circumstances cancer is not proven For example a mastectomy for a biopsy proven breast carcinoma or the later surgical reconstruction of the mastectomy defect Cancer is SUSPECTED only if the clinical features and investigations indicate that cancer is a likely possibility For example open biopsy of a suspicious lesion or resection of a suspicious lesion that has not been biopsied but has all the clinical features of cancer and is undergoing a wide resection as a diagnostic and therapeutic procedure e g a melan
8. ate with the month written out For ex December 10 2008 And Or e Use to create multiple conditions for the search e You can add multiple search criteria by entering each one and then clicking the Add button Search locations Select folders containing the OR Booking Forms Results should be Choose Word Files as the selected file type FH Version 1 4 Page 18 of 18
9. ave FH Version 1 4 Page 14 of 18 SP frase I OR Booking CD User Guide Better health Best in health care Appendix 2 I nstructions for Using the Search Feature Search For Completed Bookings The new search feature is an advanced tool that will help you find documents that were previously completed and saved e You can search for them based upon the values that were entered into Surgery Decision Date and OR Date fields pictured below e The search function will find all files within specified folders and specified range of dates for either of these two fields e With using this feature there is a risk that your search may miss bookings if not performed correctly e Please read the Search Hints at the end of this section before use and familiarize yourself with this feature AT fraserhealth SURGICAL BOOKING FORM ANAM MI ORPO1000320 Rev Sep 13 10 Page 1of 1 ARHL BHO ceHO DHO ERHO MHO PAHO RCHL RMHO swHO socsc I PATIENT SURNAME legal FIRST NAME legal OTHER NAMES DOB d myyyy AGE MO FO a PHONE Res PROVINCE POSTAL CODE FAMILY PHYSICIAN REFERRING PHYSICIAN if not family DATE REFERRAL REC D d myyy y SURGEON PHYSICIAN ASSISTANT YES g NO L1 CARE CARD Dr pae T PRIVATEL OTHERT SAL ove pae T PRIVATE OTHERT SAL d eia DECISION DATE amm oo amm J ADMISSION DATE d m yyyy FH Version 1 4 Page 15 of 18 If fraserhe OR Booking CD User Guide
10. e and select a location to save OR Booking Package V1 4 doc File Download E X Do you want to open or save this file w 7 Mame OR Booking Package V1 4 doc Type Microsoft Word Document 355 KB From physicians fraserhealth ca 3 Click on Open and the document will open on the SURGICAL BOOKING FORM that is ready for data entry 4 f you save the document then the data previously entered will already be in the Word Document FH Version 1 4 Page 6 of 18 OR Booking CD User Guide A fraserhe Better health Best in health care Tips amp Hints e Keep the Caps Lock off when using this form This allows space for more characters in each field While the OR Booking Form document is open the Enter key will not function in any other open MS Word Documents To re enable the Enter key close the OR Booking Form document e Use the tab key to move through the form This ensures that repeated information such as Care Card will automatically carry over or auto populate to other forms e To delete an entry do one of the following 1 Return to the field using the left right up or down arrow keys and retype or delete your entry 2 Use the mouse to highlight the field and retype or delete your entry e To add an X to a checkbox there are two options 1 Use the mouse to click on the box 2 Use the Tab key to move to the box and hit the X
11. hange selection to Trust all documents from this publisher 4 Click OK NOTE If Trust all documents from this publisher is not available you will have to choose Enable this content every time the OR Booking is opened Troubleshooting Word 2007 Some settings in World 2007 may prevent you from executing the four steps described in the previous section Message Bar Does Not Appear Step 2 There are two reasons the Message Bar will not appear in Word 2007 They can be seen with a resolution in the table below Reason Description Security Too High No macros allowed to run Message Bar Message Bar set to Disabled hidden FH Version 1 4 Resolution Click Office Button Choose Word Options Choose Trust Center then Trust Center Settings Change to Disable All Macros with Notification Choose View on Menu Check Message Bar under Show Hide Pane Page 5 of 18 SP fraserh l OR Booking CD User Guide Better health Best in health care Opening the OR Booking Package 1 Click on the Download link to download the OR Booking Package V1 4 doc fraserhealth soran an P n y Mite risk HOME NEWS amp EVENTS ORIENTATION amp ORGANIZATION CREDENTIALING RESOURCES CME amp MEDICAL EDUCATION CAREERS i L i HOME gt RESOURCES gt OR BOOKING RESOURCES Library Services gt OR Booking Package Quality amp Safety gt Clinical Guidelines amp Protocols OR Booking gt 2 Click on Sav
12. his is the date the surgeon and patient decided surgery was the treatment of choice Planned surgery date for the patient Complete if know Leave this field blank for ORB staff use Place an X in the appropriate box to indicate when the surgeon believes the patient should have surgery based upon their condition and diagnosis e SDC Surgical Day Care in and out same day e SDA Same Day Admission in day of surgery and staying over at least one night e INPT Inpatient was in hospital when decision for surgery made e ABS Admit Before Surgery admitted at least 1 day before surgery date Indicate if an ICU bed Intensive Care Unit or Monitor Bed will be required for this patient Page 9 of 18 If fraserheal OR Booking CD User Guide Better health Best in health care Procedure s The PRIMARY procedure is the most invasive and resource intensive procedure to be scheduled This is also the procedure reported in most reports There will be some capability to capture additional procedures in reports Abbreviations to procedures are not accepted Side Type b or r This field will auto populate with Bilateral Left or Right as required DIAGNOSIS CODE This field is mandatory for Adult and Paediatric patients This is a 6 character BC WT Wait Time Code from BC List of Patient Condition and Diagnosis Descriptions lowercase P CATS CODE For SMH use only This field is mandatory for P
13. nsulting Ltd This document outlines the steps to use the OR Booking Package under High Security settings Word 97 2003 Upon opening the OR Booking Form under High Security in Word 97 through 2003 you will see the following dialog Security Warning 2 xi OR Booking Form V 1 2 doc contains macros by Details Treefrog Computer Consulting Ltd _Detais Macros may contain viruses It is always safe to disable macros but if the macros are legitimate you might lose some Functionality The security level is set to High leue you cannot enable macros from sources that you do not tru 1 Check Always trust macros from this source 2 Click the Enable Macros NOTE Some workstations may be configure such that Always trust macros from this source is grayed out or disabled If this is the case you must click Enable Macros every time you wish to use the OR Booking Form FH Version 1 4 Page 3 of 18 OR Booking CD User Guide A fraserhe Better health Best in health care Word 2007 Upon opening the OR Booking Form under High Security in Word 2007 you receive the following dialog indicating that Macros are disabled On Windows NT XP or 2000 that dialog will look like the following Microsoft Visual Basic dA The macros in this project are disabled Please refer to the online help or documentation of the host application to determine how to enable macros On Vista it will look like this 5
14. oma FH Version 1 4 Page 10 of 18 ISP fraserhe Better health Best in health care OR Needs Patient Alerts Special Needs Comments Anesthetic Type Anesthetic Consult Req d OR Booking Form Received Unit Unavailable Period Info FH Version 1 4 OR Booking CD User Guide Cancer is NOT SUSPECTED if the clinical features and investigations indicate that cancer is not present or very unlikely For example a patient undergoing total hip replacement for arthritis Place an X in the appropriate box or boxes Place an X in the appropriate box as indicated by patient questionnaire Indicate any special needs of the patient of which hospital staff should be made aware Refers to special patient needs not surgeon s enter surgeon s requests under comment section and place an X in the special equip req d box e Use for additional information such as any special order equipment or supplies e For example XRAY in OR is required however it will not be required until the end of the surgery e There are 2 lines of space provided Do not use the Enter key Keep typing and the text will wrap to the next line This will provide the most space Indicate the anesthetic preference here the final decision is always made after conversation between the anesthetist and patient Indicate yes if patient s medical history indicates and patient would benefit from an anesthetic consult prior
15. y Patient s primary residence Province Use 2 Letter abbreviations Lowercase bc will reformat to uppercase BC FH Version 1 4 Page 8 of 18 IP fraserheal Better health Best in health care Postal Code Phone Residential Cell or Business with extension Family Physician Referring Physician Date Referral Received Surgeon Physician Assistant Care Card Billing Info Surgery Decision Date OR Date Admission Date Priority Admission Type ICU Monitor Bed FH Version 1 4 OR Booking CD User Guide Lowercase v5v5v5 will reformat to uppercase with a space V5V 5V5 Enter all known phone numbers Include area code 6045559999 will reformat to 604 555 9999 Patient s usual physician Complete only if different from family physician Date the request to see the patient was received by your office Surgeon s first and last name Include middle initial if necessary to uniquely identify the surgeon Check Yes or No to indicate if an OR assist is required Complete assistant s name if known This field is mandatory e 10 digit Care Card number without spaces Also known as PHN Primary Health Number e If the patient is RCMP prison inmate WCB case private pay etc and does not have or know their PHN ORB staff will search or create a PHN for patient Specify plan and number including RCMP WCB inmate etc as applicable This field is mandatory T
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