Creating Patient Location and Patient Status information

Overview

The Patient Location field allows a user to select, track and communicate the physical location for a patient

• Examples of Patient Locations are: Waiting Room, Check In, Exam Room 1, Lab
• Organizations can name the patient locations however they wish and create as many as they need
• Organizations must associate their locations to Sites so that each Site sees only locations at that site. If a location is not linked to a site it will not appear in the dropdown
  • Conceptual name: Patient Location
  • UI name: Pat Loc
  • Dictionary name: Site Location (not Patient Location)
  • SSMT category: Site Location

The Patient Status field identifies the various statuses of a patient office visit.

• Examples of Status are: Arrived, No Show, Cancelled, Bumped, Departed
• Organizations can name the patient locations however they wish and create as many as they need but they cannot edit or make inactive the status 'Departed' because it is used by the system
• Organizations must associate their statuses to Sites. If a status is not linked to a site it will not appear in the dropdown
  • Conceptual name: Patient Status
  • UI name: Status
  • Dictionary name: Encounter Status
  • SSMT category: Encounter Status

High Level Process for New and Upgrade

Locations, Statuses, and Sites can be collected prior test upgrade

1. Extract Site, Site Location and Encounter Status from SSMT
2. Paste Site Location and Encounter Status (headers only?) into BW
3. Client populates both tables
4. Load into test environment
5. Client validates in test
6. Load from test into live

Create Entries for Patient Location or Status - SSMT

1. Extract SSMT categories 'Site' and 'Site Location' or 'Encounter Status'
   • (Do not extract Patient Location. It is for inpatient)
   • Site Location and 'Encounter Status' were added to SSMT later and are not in alphabetical order. They are near the bottom.
2. Paste into Build Workbook
3. (add entries in the order they should appear in the dropdown?)
4. Enter CODE: must be unique, 10 characters or less, start with Org mnemonic, example 'NWH_Rm1'
5. Enter MNEMONIC: match code exactly
6. Enter NAME: as it should appear in dropdown
7. Do not alter the value in SEQUENCE (?)
8. Enter SITE CODE: Must match entry in SITE dictionary exactly
9. Enter SITE NAME: Must match entry in SITE dictionary exactly
   • Example: New World Health has 2 sites North and South. Both sites have rooms 1-3. The Site Location table would need 6 entries, rooms 1-3 with site code and name for South and rooms 1-3 with site code and name for North.
10. Set 'Create New' value to Y for all site locations to be created
11. If there are any delivered or existing site locations that are not needed, change 'Inactive' to Y

Create Entries for Patient Location or Status - Manual

Note: Locations and statuses can be inactivated but cannot be removed from the dictionary. Have your Location, Status and Site information organized and validated before proceeding.

1. Log in to TouchWorks as a user with access to the TW Admin VTB
2. TW Admin > Dictionaries
3. Click on the Dictionary drop down Menu and chose SITE LOCATION if you want to work with the 'Pat Loc' drop down or ENCOUNTER STATUS if you want to work with the 'Status' drop down.
   • ! Do not select the 'Patient Location' dictionary. This is used by the registration & scheduling interface to track inpatient location

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4. Click ADD and a new line will be created for you to add your entry.

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5. (add entries in the order they should appear in the dropdown?)
6. Enter CODE: must be unique, 10 characters or less, start with Org mnemonic, example 'NWH_Rm1'
7. Enter MNEMONIC: match code exactly
8. Enter NAME: as it should appear in dropdown
9. If there are any delivered or existing site locations that are not needed, Check 'Inactive'
   • The Status 'Departed' cannot be made inactive
10. (What does enforced do? is it editable?)
11. Do Not SAVE until you are certain of your input, spelling etc… Once you hit SAVE, you can not remove the location. You can INACTIVATE it so that it doesn’t show up in the Patient Location drop down, but you cannot delete it.

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    Click SAVE.

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Assign Site Locations to Site(s)

• For example: If St. Josephs Hospital has 4 Sites and the Site Location I just loaded only applied to the Children's Specialty Clinic Site, I would want to link my newly loaded Site Location to the Children's Specialty Clinic Site only.

AVAILABLE SITES

• Cardiology
• Nephrology
• Children's Specialty Clinic
• Urology

ASSIGNED SITES Children's Specialty Clinic

• If the information I loaded applied to more than one Site, I would assign the newly loaded information to those sites as well.

• Only sites linked to the entry will see it in their drop down Menu

• Even if an organization only has one site, all the site locations still need to be linked to that site
• An entry with no linked sites will not be visible in the dropdown

While still in the Dictionary, Site Location Window Click the SITE button. Click on the AVAILABLE SITE you want to add this site location to Click ADD to move it over to the ASSIGNED SITE.

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Click OK and you’ll be brought back to the Dictionary, Site Location page.

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Validate In UI

1. log in as a user
2. A patient must be in context to see Pat Loc and Status values
3. The Pat Loc and Status values should be visible in Schedule/Daily and Provider Schedules
4. The Pat Loc and Status values should be editable in the Clinical Toolbar and the Encounter Summary
5. All the entries linked to the user's assigned site should be visible in the dropdowns

Set Preferences

If your new entries didn’t appear in the Patient Location drop down menu, it may be that the Preference setting needs to be turned on.

Log in to TouchWorks as an administrative user

Click on TW Setup

Click on Preferences

Scroll down to Patient Tracking – Use Patient Site Location.

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Removing Entries from the drop down menus.

If for any reason you want to remove an entry from the drop down menu, you must inactivate it, it cannot be deleted. This Inactive box works as a toggle switch so if you want to add the entry back to the drop down menu at any time simply follow the below directions and remove the check mark from the Inactive box.

Log in to TouchWorks as an administrative user

Click on TW Setup

Click on Dictionaries

Click on the Dictionary drop down Menu and chose SITE LOCATION.

Scroll down to the Patient Location you wish to remove and Check the INACTIVE box. Click Save

To put it back into your Patient Location drop down menu, remove the Check from the INACTIVE box. Click Save.

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