Release Notes. Medtech32 Australia. Version Build July 2015

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Release Notes

Medtech32 Australia

Version 9.3.1 Build 4711

July 2015

These Release Notes contain important information for Medtech32 users. Please ensure that they are circulated amongst all your relevant staff.

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Version 9.3.1 Build 4711 Release Notes

1. Introduction

Medtech32 Version 9.3.1 Build 4711 is a Patch Release of Medtech32. This document provides an overview on the resolved issues and changes to the Medtech32 application.

Note: Since there is no change in the MedtechGlobalHIService (CDA Bridge), it is not required for a Practice to upgrade the MedtechGlobalHIService (CDA Bridge) and their eHealth Certificate Installer if they are already on the prerequisite Medtech32 Version 9.3.0 Build 4620 or higher.

Please ensure that this document is read and circulated amongst the Practice staff. NOTE: Please ONLY run the Upgrade at a time when your site is not required to be up and running in a short amount of time. It is recommended that you run the Upgrade afterhours or on the weekend where you would have adequate time to complete the Upgrade.

NOTE: The amount of time required to run the upgrade is dependent on the specification of your server and the size of ALL databases.

IMPORTANT NOTE

WARNING: It is HIGHLY recommended to employ ONLY qualified system engineers when performing ANY installation and upgrade. The consequences of ruining a database during upgrade could possibly lead to data corruptions, and as a result – data loss and systems downtime.

If in doubt, please consult with your qualified IT technician/service provider, or contact one of the Medtech Channel Partners listed on our web site:

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2. Enhancements

2.1 HL7 – CDA & MDM Message Formats

A CDA (Clinical Document Architecture) document could be a Shared Health Summary, eReferral, Event Summary type of document that can be uploaded to the PCEHR.

An HL7 MDM (Medical Document Management) message contains a CDA document within the message content. So, in theory – this could be any type of CDA document and the HL7 MDM message format is used to send these directly to other Providers. Currently, Medtech sends eReferrals this way, but can also receive Specialist Letters and eDischarge Summaries.

Tools ►Message Transfer ► Message Transfer Utility

In previous versions, Medtech did not import incoming HL7 files if they were of a CDA (Clinical Document Architecture) or an MDM (Medical Document Management) message format.

As a resolution to this, Medtech has provided an option to import the inbound HL7 CDA or MDM messages through the Message Transfer Utility.

In order to achieve this, the following pre-requisites must be met prior to importing the HL7 CDA or MDM messages:

1. Ensure the latest MedtechGlobalHIService (CDA Bridge) is installed on the Medtech32 server. This application can be found on the Medtech32 Version 9.3.0 Build 4620 DVD.

IMPORTANT NOTE

If you do not have the latest MedtechGlobalHIService (CDA Bridge) installed, then you must install the latest MedtechGlobalHIService (CDA Bridge) and the eHealth Certificate Installer Version 1.19 from the Medtech32 V9.3.0 DVD. This can be done once you have successfully upgraded to Version 9.3.1 Build 4711. 2. Ensure that the MedtechGlobalHIService (CDA Bridge) is running during the time of opening the Inbox records of a CDA or MDM message format type from the Provider Inbox or the Patient Inbox window.

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2.1.1 Import Inbound HL7 CDA or MDM Messages

Follow the steps below to import the inbound HL7 CDA or MDM messages into the Medtech32 application:

1. From within the Medtech32 application: a. Go to the Tools menu

b. Select the Message Transfer menu option

c. Select the Message Transfer Utility to open the Message Transfer Utility window.

The Message Transfer Utility window will be displayed.

Note: Prior to clicking on the Process button, ensure that the File Receive, File Send and Backup paths have been configured for the HL7 format in the Configuration section. Refer to the Technical Release Notes document, or check with the Technician that had processed the upgrade, that this had been completed.

2. Click on the Process button to start the file import process.

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4. HL7 messages containing CDA or MDM formats will now also be imported into Medtech32 and will be stored in the Provider Inbox window (Module _Inbox Provider Inbox).

Note: If the Patient Name and/or Patient IHI number in the HL7 file are matched exactly with the existing patient in Medtech32, then those records will be stored in both the Provider Inbox and to the corresponding Patient Inbox window (Module _{Inbox Patient Inbox).}

For further information on this, refer to the Mapping the HL7 CDA or MDM message to the Correct Patient section.

5. Double-click the CDA or MDM message in the Provider Inbox window to open the record.

6. A progress screen will be displayed, as shown below – as the application will prepare the document for viewing.

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7. The View Provider Inbox window will open with the document content displayed onscreen.

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2.1.2 Mapping the HL7 CDA or MDM message to the Correct Patient

The inbound HL7 CDA or MDM messages in the Provider inbox window will be mapped to the respective Patients automatically, and will also be stored into the corresponding Patient Inbox window, only if any one of the following scenarios are satisfied:

1. Patient’s Name (Surname and First Name) in the HL7 file are matched exactly with the existing Registered Patient in Medtech32 application.

2. If the Patient Name is not matched exactly, but Patient’s IHI number in the HL7 file matches with the existing patient’s IHI number in Medtech32 application.

3. If both the Patient’s Name and IHI number in the HL7 are matched exactly with the existing Patient in Medtech32.

IMPORTANT NOTE

Even if the Patient Name in both the HL7 file and in the Medtech32 application are matched exactly but the Patient does not have an IHI number in the Patient Register window, then the inbox record with the CDA or MDM message format will still be mapped to the respective Patients automatically and also stored into the corresponding Patient Inbox window.

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2.1.3 Inbound HL7 CDA or MDM Message for an Unregistered Patient

If the imported HL7 CDA or MDM message contains information for an unregistered patient (i.e. patient not registered in Medtech32), the record will be stored in the Provider Inbox window only.

Although the file itself can be viewed, as the record is not mapped to any of the existing patients in Medtech32 - the Patient field in the View Provider Inbox window will be displayed with the text ‘PATIENT NOT MATCHED’, as shown below:

When trying to match the record with an existing patient in the Medtech32 application by clicking on the Find button next to the Patient field, the warning message (shown below) will be displayed, if the patients IHI number does not match.

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2.2 Message Transfer – File Format Label Change

Tools ►Message Transfer ► Message Transfer Utility ► Open

The label of the File Format ‘NEHTA HL7 (D)’ in the View Configuration window has been renamed as ‘eHealth HL7 MDM (D)’.

Earlier Versions of Medtech32

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2.3 Health Assessment

Module ►Extended Primary Care ► Extended Primary Care ► Health Assessment

The MBS Item numbers for the Health Assessment form, have been updated as shown below:

Earlier Versions of Medtech32 Medtech32 Version 9.3.1 Aboriginal or Torres Strait Islanders

704 – Practice 705 – Practice

706 – Home 707 – Home

Others

700 – Practice 701 – Practice

702 – Home 703 – Home

Earlier Versions of Medtech32

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The MBS item numbers displayed in the Health Assessment Report are also updated accordingly, as shown in below screenshot:

2.4 View IMC Batch – Rules Redefined

Module ►Accounts ► IMC Batching ► Open

The rules to ‘Enable’ or ‘Disable’ the Resubmit Invoice and Apply Actions to Services buttons in the View IMC Batch window have been redefined, based on the status of the Invoice within the View IMC Batch window.

The table below illustrates the conditions when the buttons are ‘Enabled’ or ‘Disabled’.

Status of Batch(es) Resubmit

Invoice

Apply Actions to Services Unsent Batches

(i.e. on selecting the batches with status ‘Blank’ in the IMC Claim Batching window

Sent Batches

(i.e. on selecting the batches with status

‘’ in the IMC Claim Batching window)

Status Requested Batches

(i.e. on selecting the batches with status

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Process Report Retrieved Batches (i.e. on selecting the batches with status ‘R’ and process status ‘Reported –

Complete’ or ‘Ready – Complete’ in the

IMC Claim Batching window)

Process Report Retrieved Batches (i.e. on selecting the batches with status ‘P’ and process status ‘Reported –

Medicare / Health Fund Rejected’ or

‘Ready – Medicare / Health Fund

Rejected’) in the IMC Claim Batching

window

Generated Pending ERA retrieved batches

(i.e. on selecting the batches with status ‘R’ and process status ‘Reported –

Complete’ or ‘Ready – Complete’) in the

IMC Claim Batching window

*

#

*

If a batch has more than one voucher and on selecting an unpaid voucher will enable the Resubmit Invoice button

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2.5 Consolidated Account window – Inactivated Transactions

Module ►Accounts ► Consolidated Account

The option to ‘Include Inactive’ in the Consolidated Account window has been provided in this release.

When selecting this option, all those inactivated transactions for the active patient will be displayed in the Consolidated Account window with a strike-through on them.

2.6 View Batch window

Module ►Accounts ► Batching ► Batch History tab ► Open

Previously, the Batch Payment and Exception Reports for a specific Batch could be viewed from the View Batch window by clicking on the View Batch Report(s) button.

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• Processing Report – When clicking this button, the Processing Report will be opened and will display all the services in the batch – irrespective of if they have been fully paid, partially paid or unpaid by Medicare

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Processing Reports- Form Number Truncation

There was an issue in the Processing report, wherein if the Form number was of a length greater than 6 characters, that the Form number would be displayed truncated.

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3. MANAGEMYHEALTH ENHANCEMENT

A modal window is a window that requires interaction with it before normal processing of the application can be resumed. In other words, this window remains onscreen and does not allow for other screens to be accessed, until it has been closed

A non-modal window is the opposite of the above, in that even if this window is open, other windows and processing can be activated when this window is open.

3.1 Patient Registration – Advance Form Functionality

The earlier versions of Medtech32 used a non-modal window to record the ManageMyHealth Patient Registration elements (ManageMyHealth menu Patient Registration). While recording the patient registration elements, there was a scenario which could potentially create incorrect data being stored if the patient on the palette was changed.

To eliminate such scenario based errors and to capture accurate data entry in Medtech32 – whilst still being able to validate the ManageMyHealth data with the Medtech data, the ManageMyHealth Patient Registration window has been redesigned to be an Advanced Form. This Advanced Form will be used to record and register ManageMyHealth patient data.

The steps to access the new ManageMyHealth Patient Registration Advanced Form and the procedure to register a patient for ManageMyHealth are described below:

1. Find and display an appropriate Patient on the palette.

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3. Upon opening the ManageMyHealth Patient Registration Advanced Form, the patient details will be automatically populated from the active patient on the Medtech palette.

NOTE: In Medtech32 version 9.3.0, two new fields namely, DOB (Date of Birth) and Medicare Card Number have been added to the Patient Details section.

IMPORTANT NOTE

The following validations have been implemented in Medtech32 Version 9.3.1 Build 4711, when selecting the ManageMyHealth menu Patient Registration option:

If the Patient on the palette does not have a Medicare Card Number in their Patient Register window, then the warning message below will be displayed:

If the Patient on the palette does not have a Date of Birth recorded in their Patient Register window, then the warning message below will be displayed:

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5. When clicking on the Register button, the patient will be enrolled for ManageMyHealth.

However, the physical data transfer is not performed until the patient completes their Registration process by logging on to ManageMyHealth and completing their registration online.

IMPORTANT NOTE

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4. Resolved Items

The following items have been resolved in Medtech32 Version 9.3.1 Build 4711:

4.1 Incorrect PDF file attached to the Incoming HL7 & PIT files

There was an issue that occurred when processing a series of incoming HL7 & PIT messages, if one of the messages also contained a PDF attachment, then this PDF file would be attached to the subsequent HL7 & PIT files as well.

This issue has now been resolved; a script has been built and merged within the Medtech32 installer. After upgrading to Medtech32 Version 9.3.1, any PDF attachments that were wrongly assigned in the Inbox messages will be removed.

4.2 HL7 ORU Messages – Transmitting issue

As advised by HealthLink, Medtech had relocated the placement of the Location Code and Location Name in the HL7 ORU Messages. This change was introduced in Medtech32 Version 9.3.0 Build 4620.

When transmitting the HL7 ORU messages through Message Transfer utility, the ‘Sent By’ field in the Inbox window would display with the location code (e.g. ‘M’) instead of the Location Name itself (e.g. Medtech Global).

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4.3 New Patient Document – Incremental Search

Prior to Medtech32 Version 9.3.0, the incremental search functionality was applied on the New Patient Document window (Module _{Outbox New Document), which} provides an ability to type and select an appropriate Outbox document. After upgrading to Medtech32 Version 9.3.0 Build 4620, Medtech fails to display the respective Outbox document as entered in the Document field.

This issue has now been resolved in Medtech32 Version 9.3.1 Build 4711; the Outbox document will be displayed in the New Patient Document window exactly as entered

4.4 Outbox Word Document

In Medtech32 Version 9.2.2 Build 4566, when an Outbox document was created, and saved in Word format in the Document Designer window (Setup In/Outbox Outbox Document), that when reopened, the content available in the word document was not being displayed in the ‘Document’ tab. Instead the fields in the ‘Main’ tab would be displayed.

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4.5 Outbox Document – Spell Check Option

When clicking on the Spell Check option from the Patient Document context menu, there was an issue in that the Spell Check window was not being populated in to the New Patient Document window - unless a specific word had been highlighted in the Outbox document itself.

This issue has now been resolved; the Spell Check window will be displayed correctly in the New Patient Document window when selecting the Spell Check option - without the need to highlight any text within the document.

4.6 Scanned Tiff files appears Squashed

In some rare instances, when opening a scanned document (in Tiff format) from the Scanning window, the image in the View Scan window would appear in a ‘squashed’ view. This issue occurred only when processing images that were scanned at a low resolution.

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4.7 Consultation window – Focus Issue

In Medtech32 Version 9.3.0 Build 4620, when opening the Consultation window (Module _{Clinical Consultation) the cursor was defaulting to the Reason field} instead of the first Clinical Notes field ‘History’. Due to this default, text would be accidentally typed in to the wrong fields.

This issue has now been resolved in Medtech32 Version 9.3.1 Build 4711; the cursor will now default correctly to the first Clinical Notes field ‘History’ of the Consultation window.

4.8 New Patient Medication – Additional Key Press

In the New Patient Medication window, after selecting the desired Medication in the Drug field, the cursor would switch to the Enable / Disable Granular prescription directions icon on pressing the Enter key. After pressing the ‘No’ button in the

Granular Prescriptions ‘Alert’ message the cursor would move to the ‘Directions’ field.

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4.9 Administer field printing as ‘blank’

In the earlier versions of Medtech32, when printing the Prescribed Medications from the Consultation window, the Administer field in the Prescription printout appeared as a ‘blank’ field. This occurred only if the selected medications prescribed had been completed without selecting an ‘Administer’ method from the ‘Administer’ drop down list of the Patient Medication window.

As requested, the Administer field of the Script has been revisited. The process is that the Administer field will only be printed if the prescribed Medication selected has had an ‘Administer’ option selected from the Administer field. If there is no ‘Administer’ option included in the Patient Medication window then the ‘Administer’ field will not be included in the Script – when printing – at all.

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4.10 Error while printing Medical History Report

Report _Patient_{Medical History}

There was an issue in Medtech32 Version 9.3.0 Build 4620; where the error message ‘SQL parse error : EOF in string detected’ would be displayed when attempting to print the Medical History Report with the ‘Print Demographics’ option selected. This issue occurred only when the selected Patient had a GP contact entry in the Patient Registers > More tab - and if the GP name contained an apostrophe, e.g: O’XXXX or O’Connor etc…

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4.11 Pensioner Card Validation Rule Revisited

Module _{Patient Register}

The Australian Pensioner card can be issued by either the Department of Veterans Affairs (DVA) or from Centrelink, and both organisations have different Card formats. Presently in Medtech32, the validation of the Card details at the point of data entry is based on the Centrelink format. When entering the Pensioner Card number (distributed from DVA) in the Patient Register window, the error message shown below would appear when pressing the Tab key:

The validation rule for the Pensioner Card numbers have now been revisited in such a way that the Pensioner Card field in the Patient Register window will now accept both DVA and Centrelink Card formats.

4.12 Appointment SMS Reminders Cancelled

In Medtech32 Version 9.2.0, when an appointment slot for a patient was copied from Provider ‘A’ and pasted to Provider ‘B’ and the appointment for Provider ‘A’ was cancelled, the Appointment SMS Reminders for both the appointments would be cancelled.

This issue has now been resolved in Medtech32 Version 9.3.1 Build 4711; the Appointment SMS Reminders for any new appointment will not be cancelled if the appointment had been moved from one provider to another.

4.13 SMS sent to an incorrect patient

In Medtech32 Version 9.2.0, when booking an appointment for a walk-in patient with different patient being placed on the palette, Appointment SMS Reminders were sent to the patient on the palette instead of the walk-in patient.

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4.14 Banking Close-Off

Module _{Accounts Banking}

There was an issue in Medtech32 Version 9.3.0; whereby no Banking records were being displayed in the Banking window for any of the providers, if the Banking Close-Off had been done for an individual provider (as shown below - selecting a single Provider in the Filter Banking window).

This issue has now been resolved; banking records for all Providers will be displayed in the Banking window even if the Banking Close-Off had been processed for an individual provider.

4.15 Print Banking List

Module _{Accounts Banking}

In Medtech32 Version 9.3.0 Build 4620, incorrect banking details would print in the Banking List report when printing the report from the Banking window, i.e. the banking entries in the report differed from the Banking window view.

This issue has now been resolved in Medtech32 Version 9.3.0 Build 4711.

4.16 Assignment Advice Form printing on two pages

Module _{Accounts Patient Accounts Print Single Assignment Form}

In Medtech32 Version 9.3.0, when printing a Single Assignment Advice Form (DB4) for a Bulk Bill Invoice from the Patient Account window, the report would print out in two pages.

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4.17 Consolidated Account window

Module _{Accounts Consolidated Accounts}

There was an issue in the Consolidated Accounts window where the Bulk Bill transactions were not being displayed correctly when selecting the Billing Type ‘Bulk Billing’ - even though the Patient had valid transactions in the ‘Bulk Bill’ tab of the Patient Account window

This issue occurred only when the active patient on the Palette was not their own Account Holder (they had a different patient recorded in their Patient Register Account Tab, as their Account Holder).

This issue has now been resolved in Medtech32 Version 9.3.0 Build 4711; all the active Patients transactions for the ‘Bulk Bill’ Billing Type will now be displayed in the Consolidated Account window.

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4.18 Error when scrolling through Transactions in the Patient Account

window

Module _{Accounts Patient Accounts}

In some scenarios, when scrolling through Transactions in the Patient Account window where the patient has a large number of transactions, the error message ‘Size of optimizer block exceeded’ would show up.

This issue has now been resolved in Medtech32 Version 9.3.1 Build 4711; no error message will be displayed when scrolling through transactions in the Patient Account window.

4.19 Screen positions remembered but not retained

There was an issue in the earlier versions of Medtech32; where the position of the screens were remembered – as configured in the ‘Remember Screen Position’ of the Staff Setup window for the logged-in Staff Member - but would occasionally not hold. This was due to the open screens overlapping each other due to the frequent actions of Opening, Relocating, and Closing them.

This issue has now been resolved in Medtech32 Version 9.3.1 Build 4711; the position of the screens will be remembered and retained as positioned.

For further information on these new features, or any other queries regarding the changes in this release, please contact Medtech Support via:

• Medtech32 application [Help ► Contact Support] • Email to [email protected]

Release Notes. Medtech32 Australia. Version Build July 2015

Release Notes

Medtech32 Australia

Version 9.3.1 Build 4711

July 2015

Table of Contents

Version 9.3.1 Build 4711 Release Notes

1.

Introduction

2.

Enhancements

2.1

HL7 – CDA & MDM Message Formats

2.1.1

Import Inbound HL7 CDA or MDM Messages

2.1.2

Mapping the HL7 CDA or MDM message to the Correct Patient

2.1.3

Inbound HL7 CDA or MDM Message for an Unregistered Patient

2.2

Message Transfer – File Format Label Change

2.3

Health Assessment

2.4

View IMC Batch – Rules Redefined

*

#

*

2.5

Consolidated Account window – Inactivated Transactions

2.6

View Batch window

3.

MANAGEMYHEALTH ENHANCEMENT

3.1

Patient Registration – Advance Form Functionality

4.

Resolved Items

4.1

Incorrect PDF file attached to the Incoming HL7 & PIT files

4.2

HL7 ORU Messages – Transmitting issue

4.3

New Patient Document – Incremental Search

4.4

Outbox Word Document

4.5

Outbox Document – Spell Check Option

4.6

Scanned Tiff files appears Squashed

4.7

Consultation window – Focus Issue

4.8

New Patient Medication – Additional Key Press

4.9

Administer field printing as ‘blank’

4.10

Error while printing Medical History Report

4.11

Pensioner Card Validation Rule Revisited

4.12

Appointment SMS Reminders Cancelled

4.13

SMS sent to an incorrect patient

4.14

Banking Close-Off

4.15

Print Banking List

4.16

Assignment Advice Form printing on two pages

4.17

Consolidated Account window

4.18

Error when scrolling through Transactions in the Patient Account

window

4.19

Screen positions remembered but not retained