Orderable Item Dictionary

The Order Item Dictionary (OID) is the dictionary that holds a list of the unique Order entries. This is typically built based on the compendium from you primary vendor, but may also include other tests from your other vendors. Ultimately this is the list of Orders that the user will have the ability to Order from within TouchWorks (assuming they are set as Orderable and Users are allowed to order the test in the OID).

To learn more about building the OID please refer to V11 Order and Result Dictionary Build and Synchronization.

Version Information

• Article Created based on version: 11.1.1
• Last Updated with version: 11.1.7

Data Grid & Overview

The dictionary itself is broken down into 2 main classifications, medication and non-medication orderable items. The main data grid displays the set of items that can be ordered, received as resulted order, recorded as resulted orders, as well as entries used for the classification of other orderable items. Entries could include medications, patient instructions, laboratory items, and radiology items.

Code - the data parameters for the "Code" field indicate that the entry must be unique within the OID and be 10 characters or less. This code is typically obtained from the organization's lab vendor.

Name - the "Name" field indicates that dictionary entry name.

Mnemonic - the "Mnemonic" field is similar to the "Code" field in that it shares the same data requirements; the entry must be unique to all other order entries and be 10 characters or less.

Inactive - the "Inactive" checkbox indicates whether or not the orderable item is "Active". A mark in the checkbox indicates that the orderable item is inactive. This field also controls the "OID Mode" field in the Intial details section of the OID. (See below)

Initial

Display Name - indicates the name that displays in the application for the lab test.

Linked OCD - indicates a linked OCD (if exists). Linked OCD will drive modifier behaviors for the lab test.

Orderable checkbox - indicates whether the dictionary entry is an Orderable Item or a Parent Class.

Complex checkbox - used for a collection of items that can be performed without ordering. This checkbox currently is only supported with the set up of Vital Panels and should not be utilized when building orderable items.

Orderable Via - indicates how the item can be ordered (such as, interface or lab).

OID Mode - indicates the mode while the item is built. The mode is controlled by the "Inactive" checkbox in the OID data grid.

Order Type - indicates where this item falls in the hierarchy (display only field). The Order Type is also an indication of where an orderable item can be found in the ACI.

Modifier Picklists - organizations can assign up to three modifier picklists to orderable items. Up to three default modifiers from the picklists can be assigned. Modifier picklists allow for documentation of additional information on a particular orderable item. Modifier picklists only allow for entry of information through drop down fields. (see Additional Information Questions as a more flexible alternative)

Required to Save — the Required to Save options indicate if this modifier information is required to save.

Medication

NDC - (National Drug Code) Universal standard drugs number that’s defaulted from Medispan.

DDI - Medispan internal identifier that is used for drug- drug checking, etc.

Control Substance Code - indicates scheduled drugs. Drives narcotic behavior. Choices are: Sched 1-5.

Route of Admin - determines the default route to administer the drug. It’s possible to have more than one route of admin (need link to what’s available) from the Sig.

Medication Package Size — determines what package size of this the medication to dispense to the patient.

Critical Admin checkbox – determines if the medication should be considered important when it is overdue.

Keep On Person Prohibited checkbox — determines if the patient should or should not carry the medication on their person.

GPI, UPC, HRI — identifies products. Enabled for user defined products only.

Results

RID Selector - Clicking on this link will prompt a dialog that allows an administrator to create an association between resultable items and the orderable item.

Results History - This checkbox indicates whether any historical results for the orderable item should be displayed or suppressed in the Order Details or the Order Viewer.

Resultable Via - Controls the method for entering results into the system. The entries in the picklist are described below.

• User - The "user" entry indicates that results for this order can only be entered by a user
• Interface - The "interface" entry indicates that results for this order can only be entered through an interface with an external system. (Note: When sent to interface users will not be able to enter results manually)
• User or Interface - Combination of the options above. This entry allows entry of result data either manually or through an interface with an external system.

Instructions

Order Instructions - free text instructions for the lab.

Patient Instructions - free text instructions for the patient. If pre-loaded for the appropriate orderable in the OID these instructions will appear on the requisition if one is generated.

Must Read Order Instructions - when checked the "Additional Details" section is expanded in the "Order Details" at the time of order.

Additional Information Questions - additional information questions for the lab appear on the Order Detail page. The sequence of additional information questions can be sequenced.

• Additional Information Questions allow for documenation of required information on an orderable item. The options for data entry in these fields include text, picklist, and date/time data. There is no limit to the number of additional information questions that can be associated with an order.
• Additional Information Questions are similiar to the Modifier Picklist entries, but the Additional Information Questions are much more flexible in terms of data entry types, number of items that can be associated with an order, and facilitating workflow.

Charge/MN

When to Charge - Indicates whether or not a charge should apply to an orderable item. The entries are described below.

• Never
• Upon Completion
• On Order
• When Resulted

Charge Code - This field becomes available for selection based on the entry that is slected in the "When to Charge" field. The link allows for an administrator to select a charge code from the charge code dictionary. The code(s) designated in this field will be the codes that drop to the encounter form when the critera of the "When to Charge" field are met.

CPT 4 Code - This field is only available when the "When to Charge" field is set to "Never". This is a free text box that can be used to enter the CPT 4 code for the orderable item. The entry in this field will allow for orderable item to participate in Medical Necessity Checking (LMRP).

CPT4 Text — Free text for CPT 4 description. This field is strictly for documentation within the OID and has no impact on the end-user.

Admin Initial Charge Code - This field only applies to medications and immunizations. The link allows for an administrator to associate an administration code that would drop to the encounter form once the order has met the criteria specified in the "When to Charge" field.

Admin Additional Charge Code - Allows for a second administration code which generally applies when multiple immunizations or medications are administered to a patient.

Behavior

Not Applicable if Gender Equals - Excludes order from search results when patient is of selected gender. This field is used when a certain test is gender specific and should not be able to be selected for both male and female patients.

Priority Default - indicates the default clinical priority for the order (Stat, ASAP, Pre-Op)

Reasons for Needs Info Status - organizations can select more than one reason for holding the order in a Needs Info status (example: until consent is obtained). The reason must be met before the order can go to an On Hold status. This field is used on the WorkList page. Users can filter orders by status.

Reasons for Hold For Status - organizations can select more than one reason for holding the order in a Hold For status. This field is used on the WorkList page. Users can filter orders by status.

Ordering Authority — determines the ordering authority level that is required for this order.

Duplicate Check Interval - determines the interval for duplicate checking in specified time frame. This value overrides the Duplicate Check system preference.

Auto-complete upon order becoming Active - determines if the system automatically completes the order when it becomes Active. This is for orders that do not need to be tracked and results are not expected (such as a procedure).

Always Display Order Detail Upon Selection - whether to display the Order Detail page upon selection.

Specimen

Specimen Instructions – free text instructions for handling the specimen. This information displays on the Order Detail and Specimen Collection pages.

Label Type - describes the label type for printing.

List of Valid Clinical Sources - describes list of valid source for which to collect the specimen. This is for Charge and Documentation purposes. This can be overridden by the Default Clinical Source can be Overridden option.

List of Valid Specimen Types - describes the valid specimen types for this order.

Default Clinical Source can be Overridden - determines if the clinical source can be overridden.

Hold for Specimen collection - check to activate the order when the specimen collection has been done.

Performing

List of Valid Communication Methods - describes the valid list of communication methods for the order. Examples are: Instruction, Procedure, and Rx.

List of Default Communication Methods - organizations can select more than one default communication method for the order.

OverDue Interval Routine - determines when to consider a Routine order overdue.

OverDue Interval ASAP - determines when to consider an ASAP order overdue.

OverDue Interval Stat - determines when to consider a Stat order overdue.

OverDue Interval Today - determines when to consider an order scheduled to be done on the current day overdue.

Expiration Interval - determines when to consider the order expired. Expired orders can be tracked on the Expired Order report.

Overdue Important checkbox - when checked a task is generated for the ordering provider if the order is overdue.

Overdue Date and Time Required checkbox - determines if an overdue date and time is required when ordering this lab.

Requested Performing Location Identifiers - identifies the tests in the appropriate terminology for the performing locations.

Identifiers

Mapped Medcin ID - This field is automatically populated when an orderable item is mapped to an OCD.

HCPCS - This field is automatically populated when an orderable item is mapped to an OCD.

UPC - Universal Product Code. Free text field.

LOINC CODE - Local Observation Identifiers Names, a data set for universal lab identifiers.

SNOMED - This field is automatically populated when an orderable item is mapped to an OCD.

Instruction Precaution

• portions of this article refer to KB article 3108