centers for dialysis care electronic medical record clarity: physician & apn training module 1

Centers for Dialysis CareElectronic Medical Record

Clarity: Physician & APN Training Module

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Table of Contents ⏎

Introduction

Comments and Notes

Table of Contents

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Introduction

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You may view the slides in order, or pick a topic by double clicking the box on the table of contents. Return to the Table of Contents by double clicking the box next to page #.

The purpose of this presentation is to teach you

1. Login in at the CDC facility2. Login remotely over the Internet using the Citrix Server3. Basic navigation from the Clarity Home Page4. The Message and Task Application5. Signing Orders6. Documenting face to face rounding “Real-Time Charting (RTC)”7. Documenting an Office Visit (MD office visit – electronic)8. Documenting an Office Lab review (MD office lab review – electronic)9. Writing Progress Notes10.Problem Lists11.Medication Lists12.Writing Orders other than orders in the Physician Tab of Real-Time

Charting13.The Clarity Reports14.Built in Clarity Help Functions15.Frequently asked Questions from CDC MD users


You must have a CDC User ID and Password to use the CDC electronic medical record.

If you are new to the CDC information systems, or if your current DiProton User ID and Password do not work in Clarity, please call or email the Help Desk to set up a user account at (216) 229-6170 x149.

Clarity does NOT support any browser BUT Internet Explorer. The presentation assumes you know basic Windows and Internet Explorer

navigation techniques. If these terms are foreign to you, please call the Help Desk for assistance.

If you view this presentation on a computer connected to the Internet, clicking on the URL links (ex: www.cdcare.org) on the slides will take you to the actual site on the Internet.

We will complete the roll out of Clarity to all of our facilities by the end of 2010. Some of the screens demonstrated in this presentation may be slightly different from the production application due to enhancements made as we go along. The essential functionality and navigation process will not change.

Throughout this presentation the text “NPOrganizationE-Signature” denotes a path to take from the Navigation Pane through the sub-menus. In this case to get to the E-Signature screens from the Navigation Pane (NP).

Clarity uses ‘drop down’ boxes for selection choices. Touching the down arrow reveals the choices. Scroll down and click your choice. Click ‘GO’ or ‘Search’ to finish.

Notes

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Note to MacIntosh (Apple) Users

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1. While Clarity requires Internet Explorer, when you connect over the internet you are connected to CDC’s citrix server. When you launch the application you will be using the Internet Explorer application within CDC.

2. The Problem for most Mac users is to launch the Citrix client successfully.

3. When you connect to www.cdcare.org you will see the following window. If you try to start Clarity and you get a message about Citrix, download the “client” noted in the message window. Also, be sure you have the most recent version of Safari or Firefox.


Table of Contents

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cdc help desk

Introduction and Notes Patient Progress Notes

Connecting to CDC EMR Using Checklists

Navigating Clarity Medications & Allergies

Signing Verbal Orders Problem Lists

Writing Orders Reports

Dialysis Rounds Help Functions


Connecting To the CDC EMR

Login at the Facility

Login over the Internet

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General Comments about Login

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1. You may use Clarity from any computer in a CDC facility.

2. You may use Clarity over the internet using the CDC Citrix Server.

3. In either case, the process will take you to the same Clarity Login screen and Home Page.

4. Clarity functions the same way irrespective of how you launch it.

5. You Login to the Home Page (Welcome Screen). If you navigate to other Clarity sections you may be asked if you wish to continue the Login Session (just say yes). If you are timed-out of the Login, you will not lose the work in your active window if you are doing a checklist or Real-Time Charting.


Login from CDC Facility

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Double click on Clarity Login


Login from CDC Facility

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Note: Both User ID and Passwords fields are case sensitive

Type in your User ID (Press TAB to go to password box)Type in your passwordClick the “I Accept” button or hit ENTER to complete login


Login from the Internet

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1. Type http://www.cdcare.org/ in your address bar in the browser

2. Mouse Over either to “CDC Users”

3. Double Click “CDC Citrix Login”



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1. Type your User name and Password as usual (case sensitive)2. You can expedite this process by going directly to

https://citrix.cdcare.org/ 3. You can also “drag” this URL from the address window to your

desktop creating a Desktop Short Cut



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Choose this Clarity icon (NOT the desktop icon)


Navigating through Clarity

Home Page

Window Control

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Clarity Home Page

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YOUR NAME

Physician USER Your Name and

system notices Welcome Screen and News area

Navigation PaneClick for sub-menus

Messages and Tasks Notification

You have 1 new message and 1 new task..


Clarity Home Page, Messages and Tasks

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USER, Physician

Physician USER

Clicking on the Message or Task Icon will open the indicated window in the Welcome Screen. Clicking on the date of the Task or Message will reveal the contents. Respond as you would to any email. CDC has not developed a procedure for these functions. Messages sent via this utility stay within Clarity. They do not go to the CDCare.org e-mail system.

YOUR NAME


Navigation: “Select a Patient”

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All patient specific actions (write or review a note, checklist, order, or report) begin with the same patient selection screen shown on the next slide.

You need only select clinic, patient, and status if you are looking for one patient. If you are looking for groups of patients you can add more filters from the drop down menus.

If you get a “no record found” message, you may have chosen the wrong facility or status (choosing “All” under status will find patients currently in the hospital or pending transfer in).

If you are switching from patient to patient in different facilities, the program may revert to your default clinic.

A good way to find all your patients at a given facility is to specify the clinic, choose “All” in the status box, choose your name from the “Primary Nephrologist” drop down menu and click “Search.” This action will list your patients. You can use the printing function on your browser to print the displayed page from “print preview.”


Navigation: “Select a Patient”

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Choosing yourself from the Primary Nephrologist drop down list and not specifying a patient, will generate a list of all your patients in the selected clinic Choose “ALL”

unless you are sure your patient is not in the hospital or “pending”

Click “search” to find the patient

If your search returns “No records found,” check the Clinic choice, Status and spelling of name

YOUR NAME


Navigating through Clarity

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From the Home Page choose “Patient” on the navigation pane.

Choosing “Patient” will display a sub-menu of choices within the Patient specific applications.

In this case “immunizations” were selected.

Choosing any of the values in the Patient sub -menu will take you to a patient selection screen.

Physician USER

YOUR NAME


Notes On the Clarity Window Control

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The page that shows the navigation pane and the Welcome message is the Home Page.

When you open a file from the navigation pane, some will open in the area of the welcome message, some will open as utility on their own page.

Those that open in their own page, will not have a navigation pane.

In this case, the Home Page (Navigation Pane) may be in a window behind the new window.

You can appreciate the sequence by toggling the window size button on the Internet Explorer Title bar.

This perspective is demonstrated on the next few slides.

You LOGOUT of the home page. You merely close the other types of pages.


Clarity Window Control

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Clicking this icon minimizes the window and puts it down on the “start” bar on your desktop. Bring it back by clicking on the title

Clicking this icon will toggle between a full screen and scalable window. In the full screen mode, the other windows will be behind (not lost or closed). See next slide.

Toggling this icon will close the page. If you close the home page, it will log you off Clarity. Closing pages without the navigation pane will not log you off clarity.

YOUR NAME


Clarity Window Control

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Both of these windows are in the scalable mode. Toggling these boxes will bring them to the full screen mode putting the other window behind.

In the scalable mode, you can resize the window by ‘click dragging’ this corner to change the vertical/horizontal dimensions.


Signing Verbal Orders

E-Signature

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Clarity E-Signature (NPOrganizationE-Signature)

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Physician USER

You have 1 new message and 1 new task..

Physician User

You sign your verbal orders via this path to the screens shown next.

YOUR NAME


NPOrganizationE-Signature

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Select Clinic and StatusClick SearchOrders are displayed one page at a time

Select Clinic and StatusClick SearchOrders are displayed one page at a time

Clicking this box checks all the orders on the page, otherwise click one order at a timeClicking this box checks all the orders on the page, otherwise click one order at a time

Click reject if you did not give the orderClick reject if you did not give the order

Navigate from page to pageNavigate from page to page

1. Review all the orders. Check one at a time or all by checking the box on the first row.2. Type your User Name and Password.3. If you wish a copy of your signed orders, click Show Report.4. Click “Sign Selected” (everything you checked will be signed, or the whole page if you checked the first box.5. Go on to the next page and repeat the process.6. If you ‘reject’ a medication order, it is placed on hold. Other rejected orders are cancelled. The facility runs a

‘rejected order’ report.7. If you see numerous orders that you did not give or do not recognize, please notify the Facility Manager.


Patient Progress Notes

Reviewing Patient Notes

Writing Patient Notes

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Clarity: Patient notes

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There are 2 ways to write a note in Clarity:1.A ‘free text’ note (NPPatientNotes)

A typed text note with a “TYPE” drop down choice list, a summary line and a text insertion window. Starts, as do all Patient choices at the “Select Patient” screen.

2.A ‘Check List’ (NPPatientPatient Checklists)An “interactive” note that incorporates formatted text, current data from the dialysis and laboratory results and free text insertion windows. Once completed, it remains in its list form or can be printed as a report. While their content is different, they all work the same way.

3.We will discuss the Office Lab Review, Office Visit, and Real Time Charting Physician Note in this presentation.


Clarity: Free text patient notes.

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You can review, print and write patient notes from NPPatientNotes.

You can ‘import’ text notes from the computer clipboard into these notes.

You can review notes written from checklists.

Orders written from NPPatientPhysician Orders are reviewable here.

This path will take you to “Select a Patient” if you are not already working with a patient.

The next slide shows index screen after you have selected a patient.


Clarity: Reviewing Patient Notes

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By using “type” and/or “date” filters you can look at specific notes. In this case all the MD Office Lab Reviews for this patient are listed.

You can change patients by clicking here.

Review an individual note by clicking on the date.

Clicking “Notes Report” displays the content of all the progress notes in chronological order.

Clicking on the column heading (in any table like this in Clarity) will sort the rows by that column.


Clarity: Writing Patient Notes

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By clicking on “Add New” you can write a note on the patient listed at the top of the page.


Clarity: Writing Progress Notes

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Date and Time stamps are supplied. Choose a type from the drop down list. In this case “Hospital Progress Note” is chosen.

Date and Time stamps are supplied. Choose a type from the drop down list. In this case “Hospital Progress Note” is chosen.

Patient undergoing evaluation for GI bleeding …etc.

Type a summary of the note. Then type your note in the note entry box. When finished click “Add.” Any text that is on the computer ‘s

clipboard can be pasted [Ctrl-V] into this space such as discharge summaries, op notes, x-ray reports etc.

Any text that is on the computer ‘s clipboard can be pasted [Ctrl-V] into this space such as discharge summaries, op notes, x-ray reports etc.

The note can be attached to a dialysis treatment by clicking here.

‘Grayed’ out fields are not active in the note writing screen.


Problem Lists

Multidisciplinary Problem and Diagnosis List

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Clarity: Problem List (NPPatientProblem List)

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Problems can be medical diagnoses, or active care plan issues.

The completeness of this list will support co-morbidity documentation under the new bundled payment system.

All disciplines can enter and modify problems.

Problem List report: NPPatient ReportsProblem List

The problems are printed on the Problem List Report.

The following slide shows how to add, modify (update), or delete a problem.


Clarity: Problem List MaintenanceNPPatientProblem List NPPatient ReportProblem

List

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• “Add New” or Update (by clicking on) problem

• Choose (or change) the category (organ system)

• Indicate whether active or not• Free text comment or explanation• Put ICD9 code (search via “Select” ICD-

9). Text Automatically displayed.• Indicate if you wish the problem

displayed• Place a start (or supply stop) date on

reports• ”Add,” “Submit,” or “Delete”• Problem List Report Looks like this


Medications & Allergies

Medication ListMedication Report

Patient Allergies

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Clarity: Medication List (NPPatientMedications)

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Staff enters orders for medication starts, stops, or changes at NPPatient Medications

Either MD’s, or APN’s, or Staff can enter Medication Allergies.

Allergies (NPPatientMedication Allergies) are displayed both on the List and the Report

MD’s and APN’s should place medication orders in NPPatientPhysician Orders (or RTC orders)

Once the staff enters the order, it will display on the Medication List Report (NPReportsPatient Reports Medications)


Clarity: Medication List and Report

NPPatientMedicationsNPReportsPatient Report Medications

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• Displays Allergies• Choices for Status of Medication• Click on Med for order details and

history• Not formatted for printing and

filing in office record.

• Printed version suitable to file in office chart

• Run for a defined date range• Allergies and date of last med review

displayed• Dose history of meds given during

dialysis listed (for date range)


Clarity: Medication Allergies

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• Add or update a medication allergy

• Find medication in “Select Medication”

• Specify the type of reaction• “Add” or “Submit” to display on

medication list and report• Clicking “Update Allergy etc…”

will return an “Access Denied” error message (don’t do it).


Writing Notes Using Checklists

Checklists Office Lab Review:

Checklists: Office Visit

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Clarity: Checklist (NPPatientPatient Checklists)

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From the Navigation Pane chose Patient

From the Patient Sub Menu choose Patient Checklists

On the next screen you will chose what checklist you wish to use


Clarity: Checklists, Office Lab Review

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1. Choose “MD OFFICE LAB REVIEW (ELECTRONIC) & click “GO.”2. The next slide shows the OFFICE LAB REVIEW check list.3. Note that the Check List opens in its own window. There is no Navigation

Pane on this window. Clicking the “X” box in the upper right hand corner will close this window only. The Clarity navigation pane may be behind this window if you have not toggled the scalable option.

4. You can print this checklist to document your review in your office record.5. YOU CANNOT PUT ORDERS ON THIS CHECKLIST. That functionality is in

development.6. To write orders you must go “NPPatientPhysician Orders”


Clarity: Checklists, Office Lab Review

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1. Select the appropriate Clinic and Patient from the drop down boxes.2. Select your name from the Physician UPIN drop down box. Type month of the

data reviewed.3. You may review previous notes by using the History drop down menu.4. Go through the list responding to the prompts.5. Clicking on text like “View BP trends report” will display the most recent BP

data in a PDF page. Close the page after you review it.

6. Enter free text as you wish in the adjacent “Notes” column.7. Indicate whether the patient is stable or unstable (and the reason for the

unstable status).8. Sign the note with your User Name and Password.9. If you wish to write orders, go to “NP Patient Physician Orders.”10.Go on to the next patient by changing the Name and Clinic in the selection

boxes.

After you have signed the note, you can print it for your records.


Clarity: Checklists, MD Office Visit

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From “NPPatientPatient Checklists”

Choose “MD Office Visit (electronic)”

Choose the patient from the “Select Patient” screen.

Complete the check list as noted in the next screen.

1. You may document your H & P on this check list.

2. You can review dialysis, BP, medications, and cumulative laboratory results.

3. You can print this report to place in your office record.

4. As of yet, you CANNOT write orders in this checklist.

5. You can write orders by “NP Patient Physician Orders.


Clarity: Checklists, MD Office Visit

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1. Choose the Clinic and Patient.2. Choose your name from the MD list.3. Record the CC, PI etc. in either of the

text entry boxes (Value or Notes).4. View the Linked Reports. Comment in

the adjacent Notes column.5. Record your Exam by clicking the organ

system and adding the observations in the adjacent Notes column.

6. Complete your assessment and plans.7. Sign with your User Name and

Password.8. Print the report for your office records.9. To write orders you must go

“NPPatientPhysician Orders


Writing Orders

Orders not Associated with Dialysis Real-Time Charting

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Clarity Writing Orders (NPPatient Physician Orders)

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From the navigation pane chose “Patient”

From the Patient Sub-Menu chose “Physician Orders”

Select Patient from the “Select Patient” screen

The next screen is the physician order panel.


Clarity Writing Orders (NPPatient Physician Orders)

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1. You can review existing orders by clicking on the order’s date.

2. You can change patients by clicking the “Change” box to bring up the “Select Patient” screen.

3. You can add a new order for the patient listed by clicking “Add New”

4. Clicking “Add New” brings up the screen shown in the panel to the right.

1. The date and time stamp are supplied2. Write a summary of the order in the “Summary”

box.3. Write the order(s) in the text entry window.4. You may write as many orders as you wish.5. Please put each order on its own line.6. Please use the standard hospital order writing

conventions.7. No abbreviations. “Increase Dry Weight to 68 KG”

NOT “ dw to 68.”8. Click “Add”. If the “Add” button is not displayed,

you cannot enter the order. You are likely in an some other user’s login.

9. These orders are checked twice a day. You should call the facility if the order you wrote is urgent or if it pertains to today’s dialysis.


Dialysis Rounds

The Treatment MenuRounding Physician Dashboard

Real-Time Charting

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Clarity: The Treatment Menu

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Treatment History lists an individual patient’s treatments. You can click on the date to see the treatment.

Rounding Physician Dashboard (see next slide) lists your patients for that day. This is useful place to plan your rounds.

RTC Status states the current status of dialyzing patients.

Real-Time Charting (RTC) is where you do and document your face to face rounding.

These as table format reports. Clicking underlined text opens the treatment or patient dialysis RTC record.


Clarity: Rounding Physician Dashboard

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One, PatientTwo, PatientThree, Patient

1. Pick your name and today’s date. “Search” will list all patients assigned to you.

2. Clicking on the patient’s name will open their RTC record.3. The table lists the scheduled time and treatment station.4. Any requests from the RN staff are listed in the last two

columns.5. You can get a list of your rounding patients by printing this

table using the printer function of your browser through print preview.

6. There should be a list of your patients in your CDC mailbox.


Clarity: Dialysis Rounds “Real-Time Charting”

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Dialysis, face to face rounding is done through a utility named “Real-Time Charting.”

You can review all the current dialysis data, nursing and tech documentation, and machine data through this application.

Through the Physician “tab,” you can review previous dialysis records, laboratory, BP and medication reports.

You can write orders through this application. You can receive messages from the nursing staff about

issues requiring your attention during rounds. You can document your participation in the Unstable

Care Plan IDT meeting.


Notes on Rounding at CDC

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We expect that notes are entered during or shortly after the visit.

The computer stands can be lowered, allowing you to sit and talk to the patient while reviewing their data.

If the system is down, there are down time forms for you to use.

Hand Hygiene You must wear disposable gloves when you use the

chair-side computer terminals. You should do hand hygiene before and after using

terminals at the center desk, though you do not need to wear gloves at the terminals away from the chair-side.


Clarity: Real Time Charting (RTC)

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From the “NPTreatmentsReal-Time Charting”

If you use the terminals at the station, the utility will already be open. You need to choose the patient from the “Start” bar in the Windows desktop.

You can review the dialysis prescription (though there is a more efficient way – see patient reports)

The next slides go through the process of documenting face to face rounding.

Patient, Name

Patient, Name


Clarity: Real-Time Charting

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1. There are 6 tabs. You will document only in “Phy Rounding.”2. Make the appropriate clinic and patient selection choices.3. You may review previous notes by the History drop down choice.

(Be sure to return to today’s date before writing a note).4. The record and types of notes (RP monthly assessment or

Rounding Visit) are listed.5. The record of hospitalizations is listed.

If you enter your note after the treatment is signed off by the RN, it will not appear in this list.



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1. A series of links to current data reports can be opened and reviewed.

2. You may make your comments in the Notes column adjacent to the value column.

3. Do not put orders in the Notes column.



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Select the Level of Visit (mandatory field).If you are doing an “RP Monthly Assessment,” check the box. Add comments as appropriate to the adjacent Notes column.



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Document your H & P as indicated.Respond to the “Physician Request” if one is present. If no response needed, *NONE* will appear in this space.Review the listed Dialysis and Laboratory data.Indicate if your rounds are part of an IDT unstable care conference.You may write orders on this check list. Tell the charge nurse about any STAT orders.Sign with User Name and Password. Change to the next patient from the selection box at the top of the form.



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If you make a comment in the Notes column and there are a series of ‘radio’ buttons in the values column, be sure to check one of them.

If you miss a required field, you will not be able to sign off the note until that field is completed. You will get an error message in red identifying the missing information. Correct the omission and re-sign the note.

You cannot change to the next patient until you have signed off the current patient.

As you round, you will inevitably think of things that we can add, change or make better. Please e-mail your suggestions to the help desk. We do want this application to serve your needs. We will work with the physician users to enhance this program.


Running Reports

Patient Specific Reports

Batch Reports using “Advanced Mode”

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Clarity: Patient Specific Reports (NPReports

Patients)

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From NPReportsPatient Reports

To a “Select Patient” screen if you are not already working with a specific patient.

To a report selection drop down menu if you are already working with a patient.

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Run for current patient or Select a new patient

Choose a report type

Select a date range

Select Output Type then Run Report


Clarity: Regularly Useful ReportsNPReportsPatient Reports <select>

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Dialysis Orders >> “Dialysis Prescription” Medication List >> “Medications” Vascular Access >> “Access History” (includes transonic results) Completed Flow Sheets >> “RTC Hemodialysis Treatment

Information” General review of orders, labs, treatments >> “Patient Summary” Lab Results >> “Monthly Labs: expanded” HGB trends with meds history >> “Anemia Trends” Demographics >> “Registration Information” Dry weight and Blood Pressure History >> “Blood Pressure Trends” Attendance and treatment time adherence >> ”Hemodialysis

Treatment Times”

You can get a description of the report by clicking on the “More Info” link:


Clarity: Combining Patient Reports with the “advanced mode” to create and save a batch

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A useful way to review your patients each month, is to run key reports that help you to interpret dialysis and laboratory data.

By combining BP, Treatment Time, HGB & trends, in to a single report run for all your patients at a given facility, you can save the time of opening each of these.

Run them to a .pdf file that you keep open on your desktop and you can review each patient quickly as you complete the check list.

The next few slides demonstrate this method.


Clarity: Batch Reporting

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Report Patient Report

Choose a patient Choose the first

report Click “Advanced

Mode” “Add” additional

reports Select a date range Click “Next”

✓


Clarity: Batch Reporting

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Select yourself from the “care provider” box.

“Run” the report. The report will open

in a PDF file. You can “find” the

patients in the file by putting their name in search box at the top of the file.

pdf reader tool bar


Help With Clarity

Built in Help FunctionsCDC Frequently Asked Questions

The CDC IT Help Desk

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Clarity: Help Functions

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There are a number of useful built in help functions.

Additionally, as shown on the following slide, there a screen and report specific help functions.


Clarity: Help Functions

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Page Specific help is seen in the upper right hand corner of many screens. Clicking it will open a help window.

Reports list the content and source of data in the “More Info” link.

Checking these does not alter your report or login status.

All of these functions are ‘read only.’ Feel free to explore, you cannot hurt the data base (or break the internet).


Frequently Asked CDC MD Questions

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I am in the hospital, at home, or in my office, how do I connect to the CDC EMR? From any Internet Explorer web browser type http://www.cdcare.org follow the

instructions in this slide set here.

I am in the hospital, how do I get dialysis orders and treatment summaries? NPReportPatient Reports<select> “Dialysis Prescription” NPReportsPatient Reports<select> “RTC Hemodialysis Treatment

Information” <select> “date range”

I am in the hospital and I want to make a progress note about the condition of the patient and update orders for return to CDC. NPPatientNotes <select> “Hospital Progress Note” NPPatientPhysician Orders <select> “Add New” write summary and order

<select> “Add”

I would like to print a medication list for my office chart. NPReportsPatient Reports <select> “Medications”

I want to include a copy of the patient labs for my office chart. NPReportsPatient Reports<select> “Monthly labs: expanded” (continued)

Internet Login

Table of Contents ⏎70

Frequently Asked CDC MD Questions con’t

I want to add a new event/diagnosis to co-morbidities where do I add this? NPPatientProblem List <select> “Add New”

I want to write an order for a new medication, where to I write it? NPPatientPhysician Ordersfree text orders

How do I sign off verbal orders? NPOrganizationE Signature

I want to order labs on a patient. NPPatientPhysician Ordersfree text orders


Contacting CDC Help Desk8 am to 5 pm, Monday thru Friday

(216) 229-6170 x149

[email protected]

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Clarity Quiz Please take quiz and fax to Education

Department (216) 229-2692

Clarity Post Test

centers for dialysis care electronic medical record clarity: physician & apn training module 1

Documents

clarity login slide

table of contents login

cdc citrix login slide

clarity login screen

notes table of contents

complete login slide

cdc emr login

facility login