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Quick Reference – Rosetta Holding Tank August, 2014

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NextGen Rosetta Holding Tank Summary This guide describes how to use the Rosetta Holding Tank to resolve mismatched patient records. Introduction The Rosetta Holding Tank contains files that NextGen cannot place into patient charts. These files are typically from external sources, such as a laboratory, imaging facility, or medical center. If NextGen cannot exactly match certain items from the incoming file to an existing NextGen patient, the records are held in the Holding Tank until they are manually reviewed and released.

The Rosetta Window

The top toolbar contains an option for changing your practice once you’ve logged in. This is important for staff and administrators that work with multiple NextGen practices. You can select one practice when you log in, and then switch to the other when needed. You will also see an “About” button here, which identifies your NextGen version and the client support website.

Next, you will see a ribbon or toolbar with the functions available to you. This is called the Interface Queue Tools Ribbon. We will discuss these actions in more detail in just a few minutes.

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Then, you will see a data grid, which displays the individual mismatched records, and the patients they belong to.

Toward the bottom, the Message Details section contains information about why the file could not be matched to a chart, and allows you to view documents and images that may be attached

Finally, the status bar across the bottom identifies current and available record counts.




Filtering Records In some instances, you may need to locate a particular patient’s file, or review items that were received on a certain day. It’s important to know how to narrow your search for these items. Rosetta filters enable you to find records based on date, provider, location, type of transaction, or various patient identifiers.

1. Click the filter button.

This will create a row of search fields.

2. Choose a search criteria from one of the drop-downs, or type into the space provided.




When you have finished, click the Clear Filters button to see all results.

The button for “Filter Newest” is a toggle button. Clicking this button switches the filter mode from filter newest to filter oldest. This option can be helpful when trying to locate a particular file, because the items in this list may be limited to a certain number of results. Changing the filter option may provide additional records for searching.

The Orphaned View is a filter that displays records that are missing either a practice or enterprise. Items in this category are matched by clicking the Orphaned View button, and then selecting the items that you wish to pull into the practice and enterprise that you used when you logged into Rosetta. Once these are pulled in, they can be matched by the normal process.




Matching Tools

Once records are filtered, several options exist for matching records. These are determined by the type of mismatch that appears in the details section for each patient.

These details appear in red in the lower section.




If the Provider information is missing, select Match Provider.

If the location information is missing, select Match Location.




In this documentation, we will concentrate on the Match Demographics tool, because that tends to be the most frequent source of patient mismatches.

The Automatch Orders button is a way to utilize a rule system for matching patients. For example, if the name of the patient does not match, but the date of birth and social security number do, the system can identify potential matches for you to confirm. These rules are established by each practice.




Matching Process There are many reasons why patient demographics may not match properly in NextGen. The use of a nickname, punctuation, or middle initials are common scenarios. When this occurs, you will be able to search NextGen for similar options. It’s important to note that with the new electronic referral system, NextGen Share, you may receive files for patients that are new to your office. When this occurs, you will need to register the new patient in NextGen, and then match the files to accept the CCD document.

1. Highlight the record you wish to match.




2. Review the red mismatched items in the Details section.

3. Click on the appropriate matching icon. For this example, the mismatch is related to

patient demographics.




4. Enter the patient’s information in the Patient Lookup box. Then click Find.

5. If your patient already exists, select that patient. If your patient does not exist, you will need to click New, then create the patient based on the information on the screen, and then click OK.




6. When you’re finished matching all items in red, click Commit to send the records into the

patient’s chart.

Please note: The records on your screen will remain in the holding tank until you click the Commit button.


nextgen rosetta holding tank - kootenaihealthit.org · quick reference – rosetta holding tank...

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