Note the following information about the Procedure Order screen:
- When a new Procedure test is added from CPOE → Procedure menu, the Procedure is attached to the Patient's latest OPEN encounter. However if all encounters of the patient are CLOSED, then the procedure is attached to the patinet's Face Sheet encounter (FS). A user should have the required access rights in order to read, create, update, delete, or update the Procedure from CPOE → Procedure menu.
- Procedures are categorized into types such as Internal (for procedures done within the clinic) and External (for procedures done in external clinic). Procedures are ‘marked’ as Internal or External from the Procedure Master screen.
- The Procedure Order UI is divided into two sections: the Order Details section which displays Procedure Order details and Tabs section where users can enter Procedure Results.
- When the User navigates to this screen for the first time after starting an encounter, this screen loads as blank by default.
- When a user navigates to the Procedure Order screen, the latest procedure that was either ordered in the current encounter or that was resulted in current encounter will be loaded by default.
- For a Procedure Order, the result is linked to the encounter in which it is added i.e. when the user creates a Procedure Order in one encounter but adds a result for this order in another encounter, then this Procedure Result would load and be displayed by default on the Procedure Order screen in the encounter in which the result was added.
- If there is no Procedure ordered or resulted in the current encounter, but if this encounter's appointment was linked to a Procedure Order while scheduling an appointment, that would be loaded on the Procedure Order screen. If there is no such procedure, then the screen would be blank.
- When there are two Procedure Orders in the same encounter for a patient, then the order which was updated last in this encounter loads by default on this screen.
Note:
The Procedure Order gives provision to
- Visit a Patient’s past ICD; Face Sheet; Document List; and Doctor Form.
- Copy from existing Procedures present in the Patient’s encounter.
- Review results of Procedures done.
- Assign optional CPT/HCPC.
- Enter review comments for the results received.
Add:
On click invokes the Add New Procedure Order popup, consisting of two mandatory fields, Patient and Procedure and a Type field.
The Patient field displays the patient's name.
The Type field with In-house and External radio buttons allows a user to select the type of Procedure to be performed.
The Procedure field displays the name of the Procedure. Click on the 
icon to invoke the Procedure Search select Procedure to be added.
Click ok to open the Procedure Order else click cancel to close the popup.
Search:
On click invokes the Choose the Order search popup which displays all the Procedure Orders of the patient.
Preview:
On clicking this icon for Procedure Orders, the details of Procedure Orders (with statuses Entered/Approved/Ordered) are displayed followed by Pre-Procedural details.
On clicking this icon for Procedure Results (with status, Result Received) the Procedure Order details are displayed followed by attachments (if available) followed by Pre-Procedural details (if Print template available).
if the user does not answer any tests and does not add any notes from the 
Notes icon, but attaches a file from the Attachment button in the Attachment tab,
then on clicking the Preview icon, only the attachment is displayed in the Procedure Order preview popup.
Print:
Click on this icon to print the Procedure Order.
Fax:
Click on this icon to send the Procedure Order through fax.
Email:
Click on this icon to send the Procedure Order through email.
Navigation Arrows: Click on the navigation arrows to switch between orders.
Order Details
The Order Details tab displays the Procedure Order details.Procedure Name: Displays the name of selected Procedure Order.
Icons:
Separate icons for In-House and External Procedure orders are displayed next to the Procedure Name field.
Here,
- Icon - External Procedure Orders
- Icon - In-House Procedure Orders
Freq.Sessions icon:
Click to invoke the Frequency/Sessions popup and manually add instructions or frequency notes for Procedure orders.
The data entered in the Service Quantity, Requested Treatment Occurrence and Time Period Duration fields is concatenated and displayed as a string below the Procedure Name.
If any data is entered and saved then the icon changes to 
.
Scheduled Date: This field displays the date for which the Procedure Order is scheduled. By default, this field is shown blank. When the Order Status of the Procedure Order changes to Ordered (Printed/Faxed/Emailed), the Scheduled Date label becomes hyperlinked and the field is grayed out. If the Scheduled Date was not selected while ordering a Procedure, the Scheduled Date autopopulates Today's Date. Click on the hyperlink to invoke the Calendar popup and select another date. The selected date is displayed on the Scheduled Date field. The Scheduled Date cannot be backdated. The date in this field can be changed only till the Order Status of the Procedure Order is Ordered (Printed/Faxed/Emailed) after which the hyperlink gets removed. By default, the date on which the Procedure Order is generated, is set as the Scheduled Date.
Note: Scheduled Date cannot be changed if the "Type" is set to "Stat".
The fields such as Actual Date, Performed By, Order By, Reason, ICD link, remain editable for Orders with Statuses, ‘Entered’ and ‘Approved’. Once the results entered or attached then then only the fields Performed By and Actual Date are editable. The Patient Name link on click navigates to the Patient's Face Sheet. The PreAuth Status field shows the status of PreAuth. For this field to get displayed, there are three prerequisites. Firstly, the property prognocis.rfa.enabled should be set to Y. Secondly, the property rfa.order.types should have the value PR – Procedure selected. Thirdly, Encounter Type used in the Encounter for which the Order is created should have the Requires Authorization checkbox checked on the Enc Types master screen. When a new Procedure Order is added, the PreAuth Status label along with the keyword "Created" gets displayed. The RFA Response Status selected on the PreAuth Tracking screen are displayed in front of the PreAuth Status label on the TOC and CPOE Procedure screen. The different statuses that can be displayed here are Created, Approved, Modified, Denied, Appeal, Sandhagen and Sent. When the conditions for RFA are not met, the PreAuth Status label is not displayed on the Procedure Order screen. And for the status, Complete and Reviewed, none of the fields remain editable. For Order Status and their description, Refer to the following table.
Sr.No. |
Status |
Description |
|---|---|---|
| 1. | Entered | Order is created, the User has no approve rights. |
| 2. | Approved | Order has been approved; the User has the required approved rights. |
| 3. | Ordered | Order has been ordered via Print, or Fax. If the HylaFAX property prognocis.fax.hylafaxapi is turned On from the Properties Master screen, then the Procedure Order is sent via the HylaFAX functionality. In this case, the status of the order can be seen by clicking on the hyperlinked Order Status, which invokes the Status popup. |
| 4. | Results Received | Results for the Order has been entered or attached. |
| 5. | Complete & Reviewed | The Order has been reviewed. |
| 6. | Deleted | Order has been ordered via Print, or Fax. |
Checklist tab, Procedure tab and Attachments tab
Results are added from these three tabs.The newly created Order displays the order details with the Status, ‘Entered’ - unless the User has access rights defined for CPOE, if yes then the Order status displays as ‘Approved’
Order status changes from ‘Entered’/’Approved’ to ‘Results Received’ if Procedural form details is entered and saved, and also if any attachments are attached to the order form and saved on the Attachments tab.
The Procedure tab for External Procedure displays a text editor with editable fields such as Subject (only if the status is Entered or Approved); Fax Coversheet option; Attach (only if the status is Entered or Approved); and the text editor. The working and functioning of the Procedure tab is similar to the as the existing functionality of Letters-Out. The text area displays the Letter Template HTML associated to the Procedure (External) master. It is possible to edit the Procedure notes only if the status of the Order is Entered or Approved. Notes entered in this tab are displayed in the Procedure Note section in the Health Summary of the patient. The Attach icon, on click invokes Document List Search to choose an attachment from. A
Refresh icon is present on the Procedure tab for External Procedures. For Open Encounters with Entered or Approved Order Statuses, this icon is enabled whereas for Closed Encounters with Order Statuses, Ordered (Printed/Faxed/Emailed) or above, this icon remains disabled. Click on the Refresh icon to see a message in a popup on the Procedure Order screen. This message reads: Do you want to recreate the letter template? Any information that was added manually in the letter content will be lost.
The buttons, Yes, No and Cancel are shown with this message. If the user
clicks on the Yes button, the message popup gets closed and the following
actions take place: The data added in the header section of the Procedure
Order gets saved. The Letter Template gets updated with the data saved in
the header section of the Procedure Order. The updated Letter Template is
saved on the Procedure Order. If the user clicks on the No button, the message
popup is closed. The data added in the header section of the Procedure Order
is just saved in the header section and no further actions take place. If
the user clicks on the Cancel button, the message popup is closed. No
changes are made to the screen.The Procedure tab for an Internal Procedure displays the columns such as Elements, Result, Abn, and Remarks. User has provision to enter results.
The Pre-Procedural tab remains disabled if the Procedure did not have a Pre-Procedural template associated. The Pre-Procedural tab is available for entering details if it has been the Procedure has a Pre-Procedural template associated.
Note: A Pre-Procedural form when filled and saved, does not impact the Order status i.e. there is no change in the Status of the Order.ICD: User can assign ICD codes from Patient Assessment by clicking on this hyperlink.
Note:- The limit for the number of ICDs that can be assigned is defined in the property order.assign.max.icds. This is an admin level property and values are entered in range of 4 to 25. The default value is set to 25.
- Total number of ICD’s will be selected automatically depending on the Rule set in the property order.assign.icds.rule and the value entered in the property order.assign.max.icds.
For Example, if value of the property order.assign.icds.rule is set to "A" and value of the property order.assign.max.icds is set to 10 then, only the first 10 ICD’s from the entire list (Assign ICD popup) will be selected automatically.
Type: The Type dropdown display the options, Routine and Stat. By default, the value set in Type dropdown is Routine.
CPT/HCPC button:
The CPT/HCPC button is enabled if the Procedural template has optional CPT/HCPC assigned.
Past ICD icon:
The Past ICDs icon on click displays the list of Past ICDs associated with the encounter.
Face Sheet icon:
The Face Sheet icon on click displays the Encounter Face Sheet.
Document List icon:
The Document List icon on click displays the Document list associated with the Patient.
Copy icon:
The copy icon on click displays the list of Procedures ordered in the past.
Notes icon:
The Notes icon invokes the Notes popup to add in comments with respect to the selected Procedure.
Doctor icon:
The Doctor Form icon is enabled if the Procedural template has a doctor form associated with it.
Review icon:
The Review icon is enabled when the Order status is 'Results Received' and on click invokes a popup to enter reveiw notes.
Hint:
v
The templates used are the Procedure Order Template (as selected in the Procedure Master) and Pre-Procedural template (assigned in Clinic Forms); if print template of Procedure Order is not defined then system considers the default template for preview and print. If the print template of Pre-Procedural is not defined then the Pre-Procedural details are not displayed on preview and print.
v No Fax or Email or Download options available for Internal Procedure.
vWhen new Procedure is added from CPOE → Procedure, the Procedure is attached to the Patient's latest OPEN encounter. However if all encounters are CLOSED then the Procedure is attached to the Face Sheet encounter (FS).
vA user should have the required access rights in order to read, create, update, delete, or update Procedure from CPOE menu.
Save: A click on the save button either creates a new record if not existing or updates the changes in an existing record.
delete: A click on the delete button invokes a prompt to confirm deletion of record. The system deletes the record if the ok button is clicked.
reset: A click on reset button reverts the field values to the last saved changes.
*Fields marked with an asterisk (*) are mandatory.
Note: The property, enc.procedure.order.tags determines the list of fields to be printed for procedure tags ENC_PROH_TAGS_TBL$, ENC_PROH_TAGS_STR1$, ENC_PROH_TAGS_STR2$, ENC_PROH_TAGS_STR3$ with their Title, Tag, and Extension (if applicable).