© 2014 • Trinity Health Page 1 of 11 ITS—Physician Office Services

NextGen Rosetta Holding Tank Job Aid

Matching CCD's to Patient Charts NG Version 5.8 UD1

With the implementation of the Meaningful Use Transition of Care measure (Stage 1 Menu Measure 8/Stage 2 Core Measure 15) CCD's, or continuity of care documents, (officially known as Consolidated-Clinical Document Architecture or C-CDA's) can now be sent and received in NextGen. The majority of CCD's sent to a provider in NextGen will automatically map directly to a patient's chart and the provider's PAQ, however, some will fail to match and will need to be manually mapped using the Rosetta Holding Tank. This job aid will show you how to use the functionality within the holding tank to map these CCD's.

Begin by logging into the Rosetta Holding Tank application.

© 2014 • Trinity Health Page 2 of 11 ITS—Physician Office Services

The Rosetta Holding Tank manages several types of unmapped items such as LabResults, Documents, Image HL7 Messages and HIE Documents. The CCD's are stored in NextGen as HIE Documents.

The Rosetta Holding Tank main window is separated into 3 different sections: o Interface Queue Tools

o Data Grid

o Message Details

The Interface Queue Tools ribbon enables you to match the unmapped HIE Documents to a patient's chart in NextGen EHR. The main functions on this ribbon used to manage the HIE Documents are:

o Orphaned View

o Match Demographics

o Commit

© 2014 • Trinity Health Page 3 of 11 ITS—Physician Office Services

Orphaned View and Committing Records from the Holding Tank

The Orphaned View pop-up, accessed by clicking on the Orphaned View button shown below, contains records that did not match to a patient or to a practice. For example, in region 3 there are 5 different practices and the Orphaned View records could belong to any one of those practices. NOTE: See bottom of page 5 if you have pulled in a record from the Orphaned View pop-up that did not belong to your practice.

Each time the Rosetta Holding Tank is worked to match the unmapped records, the Orphaned View pop-up should be accessed in order to pull in the records that belong to the current practice that you are logged into.

o To pull in the orphaned records, first sort by the Provider column to locate records that belong to your providers. (Tip: You can drop and drag the Provider column and put it next to the Select column)

o Next, check the boxes on the corresponding rows in the Select column.

o Next, click OK. o All rows that were checked will be removed from the Orphaned View pop-up and

will now be in the main Rosetta Holding Tank and can be matched to a patient.

© 2014 • Trinity Health Page 4 of 11 ITS—Physician Office Services

From the main Rosetta Holding Tank:

Highlight the row for the patient's record to be matched.

Click on the Document1 tab to preview the CCD. By doing this you will be able to see additional information regarding the patient that will assist you in the matching process such as address and phone number.

Next, click on the Match Demographic button on the Interface Queue Tools ribbon.

© 2014 • Trinity Health Page 5 of 11 ITS—Physician Office Services

The Patient Lookup pop-up will open. Enter the Last and First name information as shown below:

Next, click on the row that matches the patient information, using the address and phone number, as needed, to highlight.

Click the Open button.

Note: If you have selected a record from the Orphaned View pop-up accidently, that did not belong to your practice, simply right-click on the row in the main Rosetta Holding Tank data grid and choose "Orphan" from the menu. This will move the record back to the Orphaned View pop-up for another practice to manage.

© 2014 • Trinity Health Page 6 of 11 ITS—Physician Office Services

The Demographic information in the Message Detail section will change from RED to GREEN indicating that the row has been matched to a patient in NextGen. Note: Each row of demographic informtion now in green displays the information "before" and "after" the match. (i.e. Sex: (blank) F)

If an incorrect match has been made mistakenly, click the Revert button located in the Interface Queue Tools ribbon.

Next, click on Revert Selected. The matched information for the highlighted row will revert back to the "pre-matched" state with the Message Detail display returned to the "Red" state.

© 2014 • Trinity Health Page 7 of 11 ITS—Physician Office Services

Once all the HIE Document records have been matched to a patient in NextGen, each matched row will now be highlighted in light blue. The next step is to Commit that information to the patient's charts. This is done by clicking on the Commit button on the Interface Queue Tools ribbon and choosing Commit All. (Note: Only rows that have been matched to a patient's chart will actually be committed. As rows are matched, they will be highlighted in light blue to additionally indicate a match has been made)

You will be prompted before the row is committed. Click Yes.

The messages will be processed…

© 2014 • Trinity Health Page 8 of 11 ITS—Physician Office Services

Once the message processing is complete, you will see the following pop-up acknowledgement. Click Close.

Once an HIE Document has successfully been committed to NextGen, it will be saved to the patient's chart in EHR under the category of HIE Documents and will also be sent to the receiving provider's PAQ for sign-off.

© 2014 • Trinity Health Page 9 of 11 ITS—Physician Office Services

Deleting HIE Documents in the Rosetta Holding Tank

CCD's may be sent to one of your providers for a patient that doesn't already exist in your practice, i.e. doesn't have a chart in NextGen and there are only EMPI options or globes found when you attempt to Match Demographics. If this situation occurs:

o Leave the row unmatched and move on to the next row to be matched. o Repeat this process each time you manage the Rosetta Holding Tank.

© 2014 • Trinity Health Page 10 of 11 ITS—Physician Office Services

If, after 2 weeks, the record still does not match with a patient who has a chart in NextGen, this row may be "deleted". The POS HIE policy with regard to HIE Documents received for patients that do not have charts is to hold the record(s) for two weeks until or unless a chart for the patient is actually created. If a chart is not created during that time the record can be permanently archived.

To "delete" a row from the Rosetta Holding Tank the following steps are to be followed.

o Highlight the row to be "deleted". o Click the Delete button.

Each row that has been marked to be deleted will be highlighted pink.

Next, click Commit on the Interface Queue Tools ribbon and choose Commit All. Only rows highlighted in pink (or light blue if committing to the patient's chart) will be committed.

You will be prompted. Click Yes.

© 2014 • Trinity Health Page 11 of 11 ITS—Physician Office Services

The messages will be processed…

Once the message processing is complete, you will see the following pop-up acknowledgement. Click Close