Centricity * Cardiology Data Management System DMS Admin. - v. 4.2 Master Trainer Guide

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GE Healthcare

Centricity

*

Cardiology

Data Management System

DMS Admin. - v. 4.2

Master Trainer Guide

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GE Healthcare

540 W. Northwest Highway Barrington, IL 60010 United States of America

Customer Support:

Application Support Call 1-888-477-8252

Technical Service Support Call 1-800-437-1171

Canadian Customers:

Application Support Call 1-888-477-8252

Technical Service Support Call 1-800-668-0732

option 1 (English) then option 4 (GEHC IT)

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Insurance Carriers ... 164 Medication Maintenance ... 165 Services Manager ... 166 Services Configuration ... 166 Version Information ... 167 Toolbar Maintenance ... 167 Web Maintenance ... 168 DICOM Maintenance ... 169 Imaging ... 169 Modality Worklist ... 169 Audit Logs ... 170 Active Log ... 170 Archived Log ... 171

PID (Patient Identification) Log ... 171

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Application Training for Centricity Cardiology DMS

Program Schedule

Day One 08:00-08:15 08:15-08:30 08:30-08:45 08:45-09:00 09:00-09:30 09:30-09:45 09:45-10:00 10:00-11:15 11:15-11:30 11:30-12:30 12:30-12:45 12:45-01:30 01:30-01:30 01:30-02:15 02:15-02:45 02:45-03:15 03:15-04:00 04:00-04:30 Arrival\Welcome\Introductions

DMS w/out Physicians Reporting Introduction Program Description/Objective

Relational Database & Major Elements Technology Overview

Break Patient Info

Correcting Patient Data Errors New System Set-Up

Lunch

Hospital Location Group Security User Security

Logon and Password Maintenance Break

Module Maintenance – Job Maintenance Employee Maintenance

Quiz 1/ Question and Answer

Day Two: 08:00-08:15 08:15-09:00 0900-09:30 09:30-09:45 09:45-10:15 10:15-11:30 11:30-12:30 012:30-12:45 12:45-01:45 01:45-02:15 02:15-03:15 03:15-03:45 03:45-04:15 04:15-04:30 Review Inventory Maintenance

Inventory – List Management with customization time Break

Inventory – List Management customization time continued List Sharing Maintenance with customization time

Lunch

Service Console Charge Capture Module Break

Inventory Management Module – Requisitions Orders Maintenance

Scheduling Module Q&A/ Quiz Day 2

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Day Three: 08:00-08:15 08:15-09:00 09:00-09:30 09:30-09:45 09:45-10:15 10:15-11:15 11:30-12:30 12:30-01:00 01:00-02:30 02:30-03:00 3:00 Review Case Event

Administrative Reports – Canned Reports Break

Module Maintenance – Case Resolution Administrative Reports - Ad-Hoc Reports Lunch

Scheduling Administrative Reports Additional Customization Time

Prepare DTU for Customers, Quiz Day 3 Transportation to the Airport

**Class schedule subject to change without notice**

Icons used in this manual:

The check mark icon identifies a task the instructor or student should perform.

This icon identifies additional information or alternate processes the student will find useful in the use of this product or application.

This icon represents additional information that will the student better understand specific tasks, activities and processes.

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GE Healthcare

Centricity Cardiology-

Data Management System

DMS Admin. - v. 4.2

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Program Description

This course is in a lecture and workshop format and will focus on the DMS applications related to the Mac-Lab**

and/or CardioLab**_{Software with comprehensive and interactive training, informative lectures and}

demonstrations. It will provide a basic overview of the set-up, functionality and optional features in the DMS system. The objective of this course is to give the student the basic skills necessary to configure the DMS system to meet the needs and workflow of their facility.

Objectives of the Master Trainer Program

The Master Trainer Program is designed for students who will have System Administrator responsibilities. A Master Trainer is identified as a resource person for questions regarding the configuration and functionality of DMS. The objective of this class is to instruct Master Trainers on the functionality of DMS, define responsibilities of the System Administrator role and configure DMS to fit individual facility workflows. This process facilitates the ownership of the product and its functionalities from the instructor to the Master Trainer.

In this program, the student will learn how to:  Log on to the system.

 Configure various DMS administrative functions to meet individual workflow needs.

 Manage Mac-Lab/CardioLab “Master Lists” (Procedures, Medications, Complications, and Contrasts) in DMS List Sharing Maintenance.

 Manage Mac-Lab/CardioLab “Staff” List in DMS Employee Maintenance.  Manage Mac-Lab/CardioLab “Supplies” List in the DMS Inventory module.  Configure and utilize the optional “Inventory Management” features.  Run basic Administrative (Statistical) Reports.

 Build customized “Ad Hoc” Administrative reports.

 Import Charge Codes/Descriptions and associate them to the DMS Procedures list.  Configure and utilize the optional “Charge Capture” module.

 Configure and utilize the optional “Orders” module.  Configure and utilize the optional “Scheduling” module.

Personnel Selection

Maximum learning retention is achieved when a select number of personnel attend and complete this program. The Master Trainer program will include a Centricity DMS Overview and various course materials such as the Master Trainer Guidebook.

While everyone wants to learn from an Application Training Specialist, an excessive number of students in a training program can impede the learning process. Successful learning fails when the goals of training shifts from the quality of education to the quantity of students exposed to a new system. The DMS system training

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will provide the customer with a core team of Master Trainers by focusing on a quality program that mixes comprehensive system instruction with extensive hands-on training. These Master Trainers will quickly become a primary resource for internal staff education and are the key to the success of the DMS application. Master Trainer designees and ancillary trainees should possess the following skills:

 Comfortable using a computer with a mouse.

 Familiar with the Windows family of operating systems.  Knowledge of the workflow and charting needs of the lab  Understands different types of procedures performed by the lab  Able to Create & Edit Staff Logon ID’s

 Able to Create & Edit Procedures, Medications, Staff, Contrast, Complications  Able to determine departmental needs and run associated administrative reports  Should be designated to operate and have continuous exposure to the DMS system.  Demonstrate excellent communication and teaching skills.

 Should welcome change, have a fast learning curve, and embrace / support the impact of technology as an added value to the clinical environment.

 Master Trainer designees should be selected in conjunction with the objectives of the area they will serve (i.e.: Technologist, Physicians, Nurse, and Supervisor).

Multiple Shifts: Please select at least one Master Trainer from all appropriate shifts in your department. Remember to include Master Trainers for the weekend and on-call shifts when necessary.

As a final note, at least two additional days of training should be added for each facility outside the primary training site (i.e.: satellite clinic off the primary clinical campus).

The Invasive Clinical Applications team is available to work with any customer to address unique or non-traditional situations. All training events are coordinated to provide the most effective learning environment possible.

Participant Learning Objectives

At the completion of this course, the student will be able to:

 Identify system components and their functions  Admit patients

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 Customize the system display

 State how to change patient information  Manage unresolved cases

 Set and administer user and group rights  Work within Master Lists

 Delete incorrect patient data

 Recognize when to use toolbar, icons and menus  Generate and print administrative reports  Change Medical Record Numbers

 Perform administrative functions

Course Overview

This course is designed to provide the Master Trainer with a comprehensive introduction to the Centricity DMS system. This Applications Guide is to be used as a training aid and is not intended to replace the product operator’s manual.

After completion of this training course, the user will be able to utilize DMS to do List Management, Inventory Management, Scheduling, Billing, generate multiple administrative reports and change window settings.

Please refer to Operator/Service Manuals and the On-line Help system for complete product information.

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What is the Centricity Data Management System (DMS)

DMS is a dynamic client/server data repository with a multitude of configuration options. It is designed to meet the needs of customers from a small single site, single modality, to a large facility running multiple modules and interfacing with multiple devices. It is comprised of several clinical cardiology modules where procedural data is recorded and stored.

System Management is the administrative or maintenance module in the DMS system. This is where the numerous configuration options for each module are set. It also configures users, user rights and the overall functionality behind DMS.

The backbone of DMS is its relational database. This database supports the immense amount of data managed and stored in DMS. Additionally, the application has several interfaces available that move data to and from DMS. The ability to interface with other devices makes DMS a dynamic solution across modalities and departments. For example, the ADT interface imports patient demographic data, therefore reducing redundant data entry and errors. The Mac-Lab and CardioLab systems transfer procedural data to DMS for database recording and the optional Physician Reporting feature. The optional DMS “Registries” module can collect and harvest data for the following national database registries:

 ACC/NCDR - CathPCI Registry  ACC/NCDR - ICD Registry

 STS National Database – Adult Cardiac Surgery Database

DMS uses the Microsoft Windows 2003 server operating system. Clients run on Windows XP. DMS consists of six main areas:

1. Patient Information – is used to search and retrieve patient data and view admission/discharge information and procedures.

2. Work Lists – allow users to manage purchased options: Orders, Charge Capture (Billing), and Registry (ACC/ICD/STS) data entry/submission. A worklist where Physicians can view procedures and complete procedural reports is available with the Physician (Structured Reporting) option.

3. Scheduling - provides the ability to schedule procedures. Users can assign specific staff, devices (labs), and procedures to be performed for each scheduled event, and this data can be queried from the

Mac-Lab/CardioLab.

4. Administrative Reports - allows users to run statistical reports using the DMS database, the user can also create custom reports.

5. Inventory - allows users to set up and maintain the departmental inventory. Optionally, this module can be configured to automatically generate requisitions, re-order inventory and interface with third party inventory systems.

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6. Administrative – is used to configure the system for clinical use – In this section, one can add employees and users, set security levels, manage lists and much more.

Technology Overview

Mac-Lab/CardioLab

The Mac-Lab system monitors and records a patient’s hemodynamic pressures and surface ECG’s during cardiac catheterizations, while the CardioLab system samples and analyzes intracardiac signals during an electrophysiology study. Both systems perform functions integral to patient documentation during patient procedures. Procedural data collected includes; patient demographics, measurements, procedures performed, medications given, supplies used, complications, contrast, radiology doses, participating staff and case types (Case Event). All of this data is sent to the DMS database at the end of the study.

TRAM-RAC

Each Mac-Lab system is connected to the Tram-RAC module. The TRAM module is the connection point from the patient to the Mac-Lab system. This module can acquire patient data such as Non-Invasive Blood Pressure, Invasive Pressures, 5 – 7 Lead ECGs, SPO2, Temperature, Thermal Dilution Cardiac Output and Respiration Rate. The Tram-RAC can also be used with the CardioLab system to acquire Non-Invasive Blood Pressures, SP02, Temperature and Respiration Rate if desired.

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CLabIIPlus Amplifier

Each CardioLab system is connected to the CLabIIPlus Amplifier. The CLabIIPlus Amplifier is the connection point from the patient to the CardioLab system. It acquires patient data such as surface ECGs, intracardiac signals, invasive blood pressure, and pacing activity. The CLabIIPlus Amplifier is connected to the CPU by a fiber optic cable, which allows the system to display various signals simultaneously.

INW Server (Invasive Network)

The INW server enables multiple Mac-Lab/CardioLab systems to be networked together, allowing a facility to start or continue patient studies from various locations and acts as a central storage area for all patient studies. Nurse’s workstations, Pre/Post-Op workstations, and Review Workstations can also be added to the network in order to maximize workflow possibilities. The INW server also automatically publishes DMS list exports (Supplies, Medications, Staff, Contrast, Procedures and Complications) to the labs and keeps these lists synchronized between all systems. The INW server operates on a Windows Server 2003 platform.

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Centricity Cardiology Data Management Server (DMS)

The DMS server stores patient data and controls the master lists. If your system is networked to the INW, lists will synchronize automatically as changes are made. If your system is a stand-alone system you will need to manually update each system through use of the service console. The DMS server performs the following functions:

 Master List Management

o Medications o Complications o Procedures o Contrast o Staff o Supplies

 Inventory Management Option  Orders Management Option  Charge Capture (Billing) Option  Scheduling

 Statistics (Administrative Reports)  Physician Structured Reporting

 Registry Data Management (ACC/STS/ICD)

Clients and Workstations

The following are offered as either a workstation hardware purchase or as a software only client. Nurses Workstations, Physician Workstations, Remote Workstations, Pre/Post Op Workstations and DMS only Clients. Software only clients must meet minimum specifications.

HL7 Exports

An HL7 export file is used to send case data from the Mac-Lab/CardioLab system to DMS and/or Third Party vendors. The improved HL7 export for Mac-Lab/CardioLab implements new data fields such as ACC Registry forms data fields (CathPCI and ICD registries), custom forms data fields, Mater List selections, Measurements, Radiology data and CartoXP mapping information. Mac-Lab/CardioLab reports, snapshots and saved images can also be exported along with the HL7 file.

The Mac-Lab/CardioLab system also has the ability to group HL7 data by Case Events as well as by phases. For labs using both CardioLab and Mac-Lab, the HL7 formats for both systems are now matched.

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Integrated Electronics Box (IEB) / Uninterruptible Power Supply (UPS)

The Integrated Electronics Box (IEB) mainly acts as a power and video distribution center for the Mac-Lab and CardioLab systems. It will also contain a UPS (Uninterruptible Power Supply) that function as a backup battery and surge protector for the system. The IEB is how power to any peripheral devices connected to the Mac-Lab and CardioLab systems will be turned off.

Launching the Centricity Cardiology DMS Application

To Launch the DMS application, double left click on the Centricity Cardiology DMS icon on the desktop.

Front View Rear View

Power Switch (On/Off)

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The system can be configured for login or direct pass through, if you’re prompted for login information enter the default administrator information as shown below.

Patient Information

Select Patient Information from the Main Menu to enter this module. For the purpose of this class, we will concentrate on the first two tabs in this module, the Patient Information Tab and the Admission/Discharge Summary tab.

Initially, this module will open in the Patient Information tab to a search page, where the user can enter data into one or more of the available search fields and select the “Retrieve” button to query the database for existing patient records matching the search criteria. Typically, medical record number (MRN) and/or last name will be used as the search criteria, but note that other fields (Account Number) may be used in conjunction with these or on their own.

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Once you enter search criteria field values and select the “Retrieve” button, the system will return the Patient(s) who match that search criteria (if there are any matching patients in the database). If there are no patients who match the search criteria, the system will return a message stating so:

If your search criteria fields contain “Medical Record Number” and “Location”, and the search produces no results, the message will ask if you would like to create the patient. Normally you would NOT say yes to this message, unless you had a specific need to MANUALLY create a patient record.

Provided you enter search criteria that matches patient data already existing in the system, the “Retrieve” function will return one or more patients. If, for example, you entered a very common last name only, like SMITH, and not select “Retrieve”, you may get multiple records returned, like what is shown in the following Patient Information Window:

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The top portion of this window will be populated with Patient Demographic Information, and the bottom portion of this window will be populated with procedure data. Note that ALL procedures for the selected patient will be displayed here, each on its own line. If your search criteria return more than one patient, you will see that reflected in the “Patient 1 of…” message above the demographic data. In the above example, 2 “SMITH” patients were returned. You may step through these patients one at a time by using the “First”, “Previous”, “Next”, and “Last” icons at the top of the page, or display the returned patients as a listing, by selecting the “List” View Mode radio button.

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Here is what this window looks like in the “List” view mode:

Notice that, in this example, we see BOTH of the returned “SMITH” patients, and the bottom “Procedures” window will display procedures for the highlighted patient in the “Patient Listing” top window. After finding and highlighting the desired patient, you may switch back to the “Form” view mode by either selecting the “Form” radio button or by double-clicking on that patient in the Patient Listing.

Admission/Discharge/Transfer (ADT)

If the ADT interface to DMS has been purchased, HL7 messages will be sent from the Hospital Information System (HIS) admitting software directly to DMS. The ADT messages admit the patient in DMS and populate the “Admission/Discharge” tab in the Patient Information screen. These messages can include such data as Account Number, Admission Date, Discharge Date, Referring Physician, and Insurance Information. Using “Patient Search” on the Mac-Lab/CardioLab will query DMS Patient information for an existing patient received from the ADT. This function is referred to as a Modality Worklist (MWL) search, and can minimize data entry errors and reduce the need to enter the same data multiple times on multiple systems.

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If a study is started on a Mac-Lab/CardioLab system without using a MWL search, DMS will create (if there is no MRN match already existing in DMS) a patient with a “Temporary” admission for the procedure.

Correcting Data Errors

There are three basic scenarios where patient demographic/admission information in DMS may be incorrect after a Mac-Lab/CardioLab study is completed. Fortunately, these can be corrected in DMS after the fact, if needed. The instructor will demonstrate these three corrections, and then the student will have an opportunity to practice the corrections during the first class exercise.

Correction #1 – Corrections when NO ADT Interface is present

When there is NO ADT interface to DMS, studies are typically performed on the ML/CL by using “New Study”. It is important to keep in mind that the ML/CL sends Patient Demographic information to DMS the very first time the “Patient Information” window is closed during the study. DMS will then “create” a patient matching this information (or tie it to an existing patient if it matches an existing patient). If anyone changes the Patient Information on the ML/CL AFTER that point, then we would end up with a “mismatch” in DMS. For example, if a study were initiated with a “New Study” and the initial information entered was the name of “JOHN DOE” and the MRN of “9999”, but the patient information on the Mac-Lab was LATER changed to “REAL NAME” and the MRN of “67332”, then we would end up with a “mismatch” situation in DMS at the end of the study. You would be unable to find “REAL NAME” or “67332” in DMS Patient Information searches, and you would not see that patient in the majority of the DMS Administrative reports. JOHN DOE’s Patient Information in DMS would look like this:

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Notice the red “Mismatch” box to the left of the procedure line. Here is what you would see if you clicked on the “Mismatch” icon.

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The top half of this window is the INITIAL Lab Patient Data, and the bottom half is the data sent from Mac-Lab at the close of the study. Highlighted in RED text will be the field(s) that has been changed.

These patient “mismatches” can be difficult to find in DMS, since the ML/CL data is likely to have been corrected, yet the procedure still exists under the “John Doe” MRN patient. Fortunately, there is a DMS administrative report in the “System Maintenance Reports” folder called “Outstanding PID mismatches” that should be run regularly to more easily find these mismatches (Administrative Reports will be covered at a later point in this text).

To correct this “mismatch” in DMS, perform the following steps:

1. Make sure all patient data is correct in the Mac-Lab/CardioLab study first.

2. Delete the entire “mismatched” patient record in DMS using the following 3-step process: a. Delete the procedure using the “delete” icon

You will need to acknowledge the following dialog box

b. Delete the admission/account by right clicking on the account # field in the Admission/Discharge summary tab.

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You will need to acknowledge the following dialog box

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3. Open the Mac-Lab/CardioLab study using “Review Study” and close the study -- A new HL7 export message will then be sent to DMS and establish the correct patient in DMS with the appropriate procedural data.

NOTE: Remember that this correction is intended for sites that do NOT have an ADT interface to DMS. If an ADT interface is in place, Correction#2 should be used.

Correction #2 – Patient data corrections when there is an ADT Interface in

place

This situation can occur in one of two ways (but should be corrected using the same method):

1. A “JOHN DOE” type patient is created manually on the Mac-Lab/CardioLab using “New Study” – Either the patient MRN/Name was not know at the time the study was started, or for some reason the MWL search did not return the desired patient.

2. MLW search WAS used to initiate the Mac-Lab/CardioLab study, BUT the wrong patient was pulled from the search results.

For either of these situations, we will use the “Change MRNO” feature in DMS to move the procedural data from the wrong patient (we will call this “MR WRONG”) to the correct patient (“MR RIGHT”). Note that, after the study is completed on the Mac-Lab/CardioLab, we will have “MR WRONG” existing in DMS Patient Information with the “mismatched” procedural information that should belong with “MR RIGHT”, and we will have “MR RIGHT” existing in DMS Patient Information with the correct admission/account information, but NO procedural data. In order to make the correction, perform the following steps:

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1. Retrieve “MR WRONG” in DMS Patient Information, and note the MRN and the Date/Time of the procedure

2. Retrieve “MR RIGHT” in DMS Patient Information, and note the MRN and the Admission/Account Number

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3. From the Main Menu of DMS, select “Administrative” and “System Management”, then “Change MRNO”

4. On the left side of this screen, select the appropriate DMS Location from the dropdown, and type in MR WRONG’s MRN, then hit TAB on your keyboard, and you should see MR WRONG’s patient information populate the left side of the window.

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5. Select the appropriate Date/Time of the procedure from the “Procedure” dropdown box.

6. On the right side of this window, type in MR RIGHT’s MRN, then hit TAB on your keyboard, and you should see MR RIGHT’s patient information populate the right side of the window.

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7. Select the appropriate Admission/Account Number from the “Account #” dropdown box.

8. Select the “Update” icon at the lower left of this window to move the selected procedure from MR WRONG’s patient record to MR RIGHT’s patient record. You will need to acknowledge the following 3 dialog boxes to complete the move:

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Correction #3 – Correcting Admission/Account errors

Occasionally, Patient demographic information may be correct, but the Admission/Account information may be incorrect. Correcting this information is especially critical if you are using DMS for billing (charge capture) or Registries (ACC CathPCI, ACC ICD and/or STS). This situation may occur in the following ways.

1. The Patient study needs to be initiated BEFORE an ADT admission is sent from the HIS to DMS (emergent study)

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2. The MWL search on the Mac-Lab/CardioLab returned multiple account numbers for the patient, and the wrong one was selected.

3. At the time of the study, one account number existed in HIS/DMS (perhaps an “outpatient” admission), but is really desired that the study be tied to a DIFFERENT account number (perhaps the same patient got admitted as an “inpatient” with a different account some time after the study was started).

4. An incorrect account number was MANUALLY entered in the Mac-Lab/CardioLab Patient Information screen.

In order to correct this situation (regardless of what caused the study to be tied to the wrong admission/account number), use the following steps:

1. Search for the patient in DMS Patient Information

2. Verify that the correct Admission/Account number exists in the Admission/Discharge Summary Tab for the desired patient.

3. Go back to the Patient Information tab, highlight the desired procedure and select the “reassign” button.

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4. Read, note and acknowledge the “Registry Warning” dialog box

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During “New System Set-up”, the student will configure items on the assigned classroom system, and then create a “Data Transfer Utility” file. This file will allow the student to apply these configurations to the facilities new system.

From the Main Menu, select Administrative then System Management to open the System Management Menu. Not all buttons in DMS System Management are relevant to this class and are NOT covered.

Further information regarding some of the remaining buttons and option setups is referenced in the Appendix of this book.

The student will be completing configuration on the following items, some of which may have already been loaded from the files sent before coming to class.

 Complete configuration of all Hospital Locations.  Set up any desired groups in Group Security.  Set up all DMS User Security settings.

 Set up job titles and classifications in the Job Maintenance section of Module Maintenance.  Configure employee (staff) data and assign job titles in Employee Maintenance.

 Set up Inventory Maintenance and add any needed “sub-classifications”

 Set up Contrast, Complications, Procedures and Medications in List Sharing Maintenance.  Complete configuration for all inventory items and folders.

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The remaining areas of System Managementare optional depending upon what DMS modules are installed. Some features are used only when a change must be made or verified. (See the table below for a complete list of DMS features and descriptions.

Feature Description

Hospital Location Add, edit or remove hospital locations.

Group Security Add or remove groups of which multiple users may _{be a member.}

User Security

 Add or remove users.

 Assign an individual user to a group OR assign specific window rights to an individual user.  Refresh the current user OR refresh ALL users

in the database.

Module Maintenance Configure properties and features on a module-_{specific basis.}

Employee Maintenance

 Add, edit, retrieve or remove employee information.

 Assign or remove jobs. (These are the job duties seen on the Mac-Lab/ CardioLab System.)

Logon and Password Maintenance

Configure whether DMS uses its own login screen or attempts to automatically log in the “windows” level user.

Inventory Maintenance One-time configuration of Inventory settings. Insurance Carriers Add, edit or remove insurance company _information.

Medication Maintenance Add, edit or remove medications classes and medications within classes. (NOT USED FOR DMS EXPRESS)

Version Information View the version number for DMS. Database, database service pack version information is also viewable here.

Toolbar Maintenance Create “Shortcut” icons from toolbars to other _{applications.}

Web Maintenance

 If the server name is changed, the Web URL can be updated here.

 Also displays the web address extension for the web components of DMS.

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Feature Description

Scheduling Times Define “default” lengths of procedure time for _{scheduling purposes.} DICOM Maintenance Configure DICOM devices and Imaging (service _area)

Audit Logs

 Turn auditing on and off.

 View and filter the current or archived audit logs.

 View additional information about an audit log entry.

Orders Maintenance Configure how the optional DMS inbound orders _{interface functions and set up Universal Service ID’s.}

List Sharing Maintenance Maintain and export Mac-Lab/CardioLab Master _Lists.

Change MRNO Move a procedure from one MRN to another.

Change Master Patient Index Change the Master Patient Index (MPI) number for a patient(s).

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Hospital Location

The Hospital Code field is generally an abbreviation of the facility name (GEHC for GE Healthcare). The Hospital Code is defined by the facility. The Facility Number is used to describe facilities with multiple sites and is generally set to 1, unless this field needs a specific value in outgoing interface messages. The Site Number is also generally set to 1, unless the facility has an interface to the MUSE system, in which case the site number in DMS must be the same as the site number in the MUSE system. The “NPI” field is where the facility can enter their “National Provider Identifier” number, if available. Any of the fields, with the exception of Hospital Code, may be edited at any time.

Selecting the “Retrieve” button will return all existing Hospital Locations. If a Hospital Code is entered before selecting “Retrieve”, DMS will either return that specific location or prompt the user create that location.

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Group Security

Group Security is used to create security groups and assign specific levels of security to each of those groups. The majority of this window is divided into two columns. The column on the left shows all the “available” security rights. The column on the right shows the specific security rights that are assigned to the selected group. Each column contains multiple rows. These rows represent very specific areas within the application. There are three possible levels of security that can be assigned for each specific security area (row). The three levels are: “Read”, “Write” and “Delete”. This allows the facility to set multiple levels of user group specific security.

At the top of the window is a group dropdown. This drop down contains the names of all the ‘default’ security groups and any new groups created. To create a new group, click “Add Group” and enter a group name.

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See the Centricity Cardiology DMS Security Rights manual for full explanations of all security rights and suggested groups.

All groups created can be selected from the groups dropdown. Security rights and levels of security may now be associated to that group. To add rights to a security group, select “Available Privileges”.

1. To select a single row from the “Available Privileges”, simply click on that row.

2. To select multiple rows, click one row, then “shift-click” another row to highlight a continuous block of rows between the first item and the second item.

3. To select multiple non-continuous rows, use Ctrl + click to highlight available rights. 4. Right click and choose “Select All” to highlight all rows.

To select All desired rights, right-click on one of the highlighted rows and choose Grant -> “All, Read, Write, or Delete” to assign the group the appropriate security level for the selected security rights

The only user group that should have all security rights is the System Administrator group. There is a spreadsheet of recommended security rights for different user groups provided in the Centricity

Cardiology DMS Security Rights Manual. It is recommended that this manual be followed during the initial set-up of security groups.

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User Security

In User Security User IDs can be added to the system for those who need to log into DMS. User IDs are typically added from the hospital domain so users may log into DMS with the same user name and password they use in all other hospital applications.

To use hospital domain logon accounts a trust must be established between DMS and the hospital’s domain. Consult with the Hospital IT department or GE Field Engineer to determine if this has been configured.

To add a user from the hospital domain, select the Add User Button located in the User Security window.

Select the appropriate “Domain and Group”; the available users in that group on that domain will populate the left side of this window. Double-clicking on the desired users will bring the user name over to the, Selected Users column. Selecting “OK” creates these users in DMS.

The User dropdown is populated with User ID’s created on the domain selected. If a User ID does not exist in the dropdown, have a member of the IS/IT department add it to the domain.

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New User IDs are now available in the user dropdown located at the top of the window. Users can now be associated to a security group on the groups tab. In the Groups tab, highlight a user, right-click and grant rights for a security group. The association gives the selected user the security rights of the selected group. The available security groups are listed in the left column of the groups tab window. The upper right column shows the security groups that have been assigned to the selected user and the lower right column contains a list of all the security groups and users that belong to those groups. To add a User to a group, select the appropriate User ID from the user dropdown. To select the security group appropriate for the user, right click on the selected security group and select “Grant”.

It is NOT recommended to add any user to more than one security group. Assign each user only to the group that gives them all the needed privileges. Rights beyond the group may be added in the Windows tab for a specific use. An entirely new group may be created if additional rights are required for more than one user.

Adding a Local User

This feature gives visiting personnel access to the DMS application without giving them access to other areas within the facility’s domain.

To add a local user to the DMS application, the user must first be added to the local computer (check with the IT department for assistance, if needed). To add that new user as a Local User to the local DMS client:

1. Open the DMS application.

2. Go to System Management > User Security. 3. Select the Add User button

4. Enter the name of the new local user and click “Add”. 5. The new user is added to the list of selected users. 6. Select “OK”.

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8. Close out of DMS. 9. Log off the computer.

10. Logon to the computer as the new local user.

Logon and Password Maintenance

User Logon Configuration will allow the System Administrator to set how DMS will authenticate a user. There are two ways DMS can authenticate a user.

 With ‘Use Application Logon Screen’ the user will double left click on the DMS icon and be prompted to enter username and password to authenticate. In this configuration any user can log on the workstation, but only a user established in DMS can access the application. (Recommended)

 With ‘Use Direct Pass-through Access’, the user logs on to the Windows desktop and is able to access DMS by double left clicking the Centricity Cardiology desktop icon WITHOUT entering a username and password to authenticate. This allows the user to access DMS with whatever rights are granted to the user logged onto to the Windows desktop. (Not Recommended)

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Module Maintenance – Job Maintenance

Module Maintenance allows the user to configure and maintain multiple modular functions. Module

Maintenance contains many common features that can be configured differently for separate modules. For additional descriptions on the other areas of Module Maintenance not discussed in class, please see the Appendix of this manual.

Job Maintenance

The first area in Module Maintenance that will need to be configured when setting up a new system is “Cath and/or EP Job Maintenance”. This is where participant’s (staff) Job Titles are set up. These job titles will show up on the Mac-Lab/CardioLab as individual folders with the names of those employees who have been assigned to those job titles.

If creating job titles for the Mac-Lab, the CATH MODULE will need to be selected. If creating job titles for the CardioLab, the EP MODULE will need to be selected.

If creating job titles for a ComboLab, the job titles will need to be created in both the Cath and EP Modules.

In the System Management menu: 1. Select Module Maintenance.

2. Choose the appropriate module from the dropdown at the top of the module maintenance window. 3. Choose “Job Maintenance”.

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To add a job title, choose a Location, and then select “Create Job”. The “job” is what is visible on the Mac-Lab/CardioLab systems. A job classification needs to be assigned for each job title created. The job classification is used for DMS purposes only.

If submitting data to the ACC CathPCI and/or ICD Registries Diagnostic Cardiologist must be classified as Cath Operator, Interventional Cardiologist as PTCA Operator and Implanting Physician as Implant Operator.

If you are operating in a DMS Full environment, the “Default in Procedure” and “Required for Confirm” columns will be enabled. Check the “Export in List Sharing” checkbox for the job titles you create, to update the Mac-Lab/CardioLab staff Master List.

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Employee Maintenance

Employee Maintenance is used to manage employees that will be documented as participants in the

procedures performed on the Mac-Lab and CardioLab systems. Employees added to employee maintenance, and given an appropriate job title, will be visible on the staff list in Mac-Lab/CardioLab. Employee maintenance also allows the user to designate job titles for specific employees, establish registry participation, link user IDs to selected employees and other various functions.

The following fields are common fields populated in employee information:

Employee ID: Is a unique number to identify an employee within DMS. This number should be the same number as known in any device that interfaces with DMS.

 Example: ADT has the ability to insert employees via an HL7 message. The employee id number must match this number to avoid duplicating the employee in DMS.

User ID: If the employee will also need to log into DMS with a unique user ID, link the employee record (previously created) to the user record by assigning a user ID from this dropdown.

The Ancillary Employee: This check box is used to designate non-users of DMS. Employees that participate and are selected from the staff list in Mac-Lab/CardioLab, but do not use or access DMS are considered ancillary employees and should have this box checked.

Primary Location: When an employee has been assigned a user ID, a Primary Location can be identified to identify the location the employee will spend the majority of their time. The primary location will auto-populate the dropdown for those windows with a location option, such as in worklist or inventory maintenance.

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Display Name: This is the name displayed in various dropdowns and fields in the DMS application. This field does not represent how the employee’s name will appear on the staff list in Mac-Lab/CardioLab. Display name is the name used on the Administrative (statistical) reports generated in DMS.

Active Checkbox: This checkbox allows an employee to be “active” in DMS and able to be seen and selected as a participant in the staff master list in Mac-Lab/CardioLab. When the box is not checked, the employee is considered inactive. This would be used when an employee leaves the facility. Removing the checkmark allows the employee’s records to be kept in the database for statistical reporting purposes, but no longer available for selection as a participant in the staff master list in Mac-Lab/CardioLab.

Employees should NOT be deleted from employee maintenance if they have historically been selected as a participant in any procedure performed on the Mac-Lab and/or CardioLab.

Prior to assigning jobs for employees, the jobs themselves must be set up for each module in Module Maintenance-Job Maintenance.

Location: Location is selected to identify the desired location the employee will be added to.

Module: Module is used to identify if the employee will be added to the Mac-Lab and/or CardioLab systems. If the employee is added to the Mac-Lab, the module selected is CATH. If the employee is added to the

CardioLab, the module selected is EP. If the employee is added to a ComboLab system, the employee will need to be made to both the Cath and EP modules.

How to Retrieve an Employee

To find an employee, any blank field may be queried. One option is to enter the employee’s “Last Name” and select the “Retrieve” button found on the lower left of the window.

How to Add an Employee

After performing the above steps to find the employee, if the employee does not exist in the system, the user will be asked if they wish to add the employee. Selecting “Yes” to the notification below will allow the user to add the desired employee and complete the necessary employee information data.

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Once an employee is added to employee maintenance, they are still NOT visible on the staff list on the Lab/CardioLab system. In order to add an employee to the staff list and make them visible on the Mac-Lab/CardioLab system, a job title will need to be assigned.

How to Assign a Job Title

To assign a job title to an employee, choose the location and module from the drop downs. A list of available jobs appears on the lower left screen. The available jobs are the same jobs created in module maintenance, job maintenance. On the lower right, a selected jobs column also is visible. To select a job title for an employee and add them to the Mac-Lab/CardioLab systems, left click and drag the desired job titles from the available job column to the selected job column.

Configuration: The configuration button can be selected to access the employee configuration settings window. Each employee can be configured, upon login, for the application to display the

Main Menu, Patient Information or Work List. If an employee does not have a configuration set-up, the application will open to the main menu by default.

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To set an Employee Configuration, two fields need to be completed:

1. The Configuration Type dropdown has Employee Login Screen as its only option and must be selected.

2. The Configuration Settings dropdown allows the operator to choose Main Window, Patient Information

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Inventory Maintenance

Inventory Maintenanceis a one-time configuration where options for the inventory module are setup. Please note that this window is location-specific.

The following options are available on this window: Generate Requisition

 Yes: When the Generate Requisition button is selected, a requisition is automatically generated based on any item at the re-order threshold.

 No: Does not auto-generate a requisition list of items at re-order level. Requisition by Vendor

 Yes: Multiple requisitions are generated and categorized by vendor.  No: One requisition is generated that is not vendor-specific. Export Requisition

 Yes: Requisitions are exported via the interface.  No: Requisitions are NOT exported via the interface. Export Usage

 Yes: The interface is exporting inventory usage to a third party inventory system.  No: The interface does NOT export inventory usage.

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A third party inventory interface is an optional purchase. If purchased, the installation team will configure this feature.

Managing Module

The managing module determines how imported inventory items will be viewed in Mac-Lab and/or CardioLab. Mac-Lab customers will select the managing module of ‘Cath’ for all supplies and CardioLab customers will select ‘EP’ to manage supplies.

It is not recommended to manage both the Cath and EP modules under the same managing module. If that decision is made, the original folder structure cannot be restored.

Account Number

The Account Number field allows an account number to be entered and then seen on the requisition.

Update Quantity on Hand

The Update quantity on hand field is selected when it is desired to have quantity on hand levels within the inventory management module re-increment when a study is deleted from DMS. It is recommended that this field always be selected.

Classification

Classification allows the user to enter additional user-defined inventory sub-classes above and beyond the pre-defined DMS list. These classes are then mapped to the default list of classes.

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To access the inventory classification selection, select “classification” found in the lower left hand corner of the window.

By adding sub-classifications the user can define inventory in a more granular manner. This may help with further defining inventory for the purposes of statistical reporting. To add a new sub-classification, enter it the box and select the green plus sign to add it to the list.

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The next step is to associate the newly created sub-classification with an existing inventory classification. This is done by left clicking and dragging the available inventory classification to the associated inventory item window below.

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Inventory List Management

Inventory list management allows us to identify what items will be visible on the supplies master list found in the Mac-Lab/CardioLab systems. To access the inventory module, select the “inventory” button found on the main desktop of DMS.

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Inventory items can be added to DMS in several ways. The three ways inventory will be added in this class are the following:

1. If currently using a Mac-Lab/CardioLab system, a backup of the existing master lists may be

performed. This backup can then be migrated into DMS and used during class as a starting point for customization.

2. A validated spreadsheet can be used to enter inventory items on and then migrated into DMS. This can then be used during class as a starting point for customization.

3. Items can be added manually to the inventory module by selecting the “New Material” button at the top of the “Material” window.

Folder Structure

The folders on the left hand side of the inventory window represent the folder structure that will be visible on the Mac-Lab/CardioLab systems. Subfolders and their contents created from the “Cath” folder represent the items seen in the supplies list of Mac-Lab system. Subfolders and their contents created from the “EP” folder represent the items seen in the supplies list of the CardioLab system.

In order to see a folder and/or supply on the Mac-Lab/CardioLab, subfolders MUST be created and the required inventory must be added to it. The Cath/EP root folders are NOT visible on the Mac-Lab/CardioLab systems.

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The “NEW” folder represents items that are added “on the fly” during a Mac-Lab/CardioLab study. These items will populate this folder and stay there until they are either moved to an appropriate folder or made inactive in the system. The new folder could also be populated if the facility is using a list update interface from a 3rd_party

inventory vendor.

Create an Inventory Sub-Folder

Right click on the Cath and/or EP folder and select “create new folder”. The folder can then be named. Folders can be deleted in the same fashion by right clicking on the folder and selecting “delete”.

Organizing folder structure and items within folders is done in System Management > List sharing Maintenance > Organize category list structure and will be discussed later in this manual.

Materials

New materials can be manually added to DMS Inventory by clicking the “New Material” button in the upper right corner.

The new material window will open and the fields can be completed. Note any fields with an asterisk, as they are a required field.

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Description: The description is what will be seen in the supplies master list. Note: if using DMS Full, Physician’s Reporting, if no description is entered, only the “Item Number” appears in the dropdown.

Descriptions should be formatted in mixed case and should not include the item classification (ie: 6Fr Judkins Left 4). For customers with Physician Reporting the item Size needs to be present in the description if you want the size reflected in the Structured Report.

Item Number: Item number is a required field and should be populated with the item number of the supply entered. This number MUST be unique.

Classification: The classification is an important field for Physician reporting. Classification is displayed in the Structured-reporting tree in the classification dropdowns. For example, diagnostic catheters must be classified as ‘CATHETER’ in DMS Inventory. The Structured-reporting Tree has ‘Catheter’ dropdowns available for a Physician to select a supply item.

If the “Other” classification is selected, Inventory will NOT populate the Structured Reporting Tree.

Par Level: The par level represents a desired and set level of inventory expected to be in stock

Reorder Point: The reorder point represents a set level of inventory that when reached tells the user that the product needs to be reordered. If using the inventory management module in DMS, reaching the reorder point will also notify the user to create a requisition to reorder the item.

Safety Stock Level: The safety stock level represents the absolute minimum number of inventory items before the item is in danger of running out.

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Barcode Number: The barcode number field allows the user to enter a barcode number for a specific inventory item that can then be scanned from the Mac-Lab/CardioLab systems and populate the supplies master list.

Supplier: The supplier field is populated by entering in the appropriate information under the suppliers tab in the inventory module. The supplier is also visible on the supplies master list in Mac-Lab/CardioLab in the manufacturer column.

Manufacture: This is a free text field where you could put the same information as listed in the supplier field. However, this field does NOT map to any location in the Mac-Lab/CardioLab systems.

Unit of Measure: Unit of measure represents how many units come per order. For example you may have a sheath that has a unit of measure of “box”.

Minimum Order Quantity: This is a free text field that the user could populate with a minimum order quantity but will not affect requisitions in any way.

Lead Time: This is a free text field that the user could populate with a lead-time but will not affect requisitions in any way.

Item Size: Populates the size column in the supplies master list and supplies summary section in the Mac-Lab/CardioLab procedural reports. However, if the site is using physicians reporting, the item size should also be reflected in the description of the product.

Hospital Code: The hospital code and APC code can be used for one of two purposes. The first use is to be included in the DMS HL7 materials interface messages. They can also be pulled from the inventory tables in the database with custom administrative reporting. These fields do not appear anywhere on the

Mac-Lab/CardioLab systems.

Billing Code: The billing code should be populated with the number used to charge for the item. This is the number that will be seen in the supplies master list on Mac-Lab/CardioLab. If using the charge capture module in DMS, this will be the charge code seen in the charge capture worklist.

APC Code: The hospital code and APC code can be used for one of two purposes. The first use is to be included in the DMS HL7 materials interface messages. They can also be pulled from the inventory tables in the

database with custom administrative reporting. These fields do not appear anywhere on the Mac-Lab/CardioLab systems.

Billable Check Box: The billable check box should be selected for customers using the charge capture module in DMS and requesting the item be sent to the charge capture worklist for billing.

Serial Number Required Check Box: The serial number required check box should be checked when the facility wishes to track a serial number in the Mac-Lab/CardioLab system. Selecting an item from the supplies master list, with the serial number required selected, will prompt the user to enter a serial number in the Mac-Lab/CardioLab system.

Lot Number Required: Lot information is optional. If the facility wishes to track a specific inventory item by lot number, the “Lot Number Required” box should be checked. This will require a user who selects the inventory item on the Mac-Lab/CardioLab to enter a lot number. Multiple lots can be added using the “Add” button. Quantity on Hand: The quantity on hand represents the “actual” quantity on the shelf after a physical inventory has been performed.

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Item Price: Item price represents the price of the item for purposes of re-ordering Patient Price: Patient price represents the price the patient pays for the item

Consignment: The “Consignment” checkbox will record that this inventory item is on consignment. Each lot can also be assigned as “Consignment” by clicking the checkbox in the lower left of the screen.

Expiration Date: The expiration date allows the user to enter the expiration date of the product

Threshold Date: The threshold date allows the user to track when an item has reached a specific date entered for a specific item. This could be used as an indicator of an upcoming expiration date to prompt user to get an item replaced prior to expiration.

Assigning an item to a folder

Once all information has been entered for an item, the item can be assigned to one or more folders in the left column. Checking the box for each folder the material belongs in will place the item in those folders. More than one folder may be selected.

Items can also be assigned to a folder by, from the main screen, left clicking and dragging the item to the desired folder.

Multi-Edit

Multi-Edit allows multiple edits to be made to multiple inventory items at the same time, without having to individually make the changes to each item.

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Remove Material

Remove material allows the user to completely remove a material from the inventory module. This should NOT be used if the desired outcome is to remove an item from an inventory folder while still preserving it within the inventory module. It is not recommended to remove items that have been historically used in patient studies as the information is then removed from the database and can no longer be queried for statistical purposes.

Thresholds

Thresholds designate a number that triggers the threshold icon to appear next to the item when that number is reached. Each threshold has a different significance or designation. Items in the inventory list can be filtered by threshold status.

Item Safety Level: This red icon indicates the absolute minimum number of inventory items before item is in danger of running out.

Item Threshold Date: This orange icon indicates when an item has reached a specific date entered for a specific item. This could be used as an indicator of an upcoming expiration date to prompt user to get an item replaced prior to expiration.

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Item Re-Order Point: This Yellow icon indicates the reorder point for an item. This icon will trigger an item be listed on a requisition for reorder when Auto requisition is selected.

Item Expiration Date: This purple icon indicates the expiration date entered for an item has been reached.

Suppliers

The “Suppliers” tab allows the facility to enter all inventory suppliers into the database and track them by inventory item. The information entered on this tab will be used in the “Materials” tab to tie inventory items to a supplier. If your facility is generating requisitions by supplier (configured in System Management, Inventory Maintenance) you will need to enter your suppliers here to make them available in Inventory Material Information window.

To manually enter a new supplier click “New Supplier” in the upper right corner. Enter the new supplier name and number along with the corresponding information. Asterisked items indicate a required field.

Suppliers will automatically be set to active. Deselecting this box can inactivate suppliers. Contact information may be added in the lower section of the window. Multiple contacts may be added for each supplier.

The contact checked “Main Contact” is displayed first. Additional contacts can be scrolled through using the arrow buttons.

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List Sharing

List Sharing is a function that allows lists such as supplies, staff, complications, contrast, procedures, and medications to be exported from DMS to the Mac-Lab/CardioLab. This helps to keep the list organized and uniform in all systems.

Resolutions Tab

The Resolutions tab displays unresolved items from the import of the Mac-Lab/CardioLab Master Lists.

Associate items to known procedures within the DMS default procedure section at the bottom of the window. If items do not have a corresponding DMS default procedure, users can create a ‘User Defined’ item to make the item available on the Mac-Lab or CardioLab. After the initial associate of master list items this tab is often not referenced. Further additions to master list items can be done in the “List Maintenance” Tab.

Physician reporting customers will want to associate as many DMS default items as possible to insure proper mapping to the Structured Reporting tree (SRT). Alias names can be changed to suit the facility’s item descriptions viewable in the Mac-Lab/CardioLab Master Lists.

List Maintenance Tab

Within the List Maintenance Tab users can customize the folder structure and the contents of those folders for selection on the Mac-Lab or CardioLab. The list maintenance tab is where the majority of the users work will be performed.

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The left hand side of the window displays a category (folder) structure. These folders, with the exception of the root folder are visible on the Mac-Lab/CardioLab systems. These folders or categories can be customized to meet the workflow needs of the facility.

How to Add/Delete a Folder in Category Structure

To add a folder, right click on the root folder and select “create new folder”.

To delete a folder, left click to highlight it, then right click and delete. Deleting the folder will not delete the contents of the folder from DMS. The items from the deleted folder will be available for remapping to another folder as needed.

Adding and Customizing Master List items:

The Available list Items window represents all the items that are available in DMS. These items can then be used to populate the categories that will then be seen on the Mac-Lab/CardioLab master lists.

If after looking through this list, the desired item is not found, a user-defined item can be created. How to “Add an Item” to the available item list

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To create an item for the “Available Item List”, select the “Add Available Item”button found in the upper right hand corner of the window.

 The Add item window will open.

In this example, a procedure will be added.  Select the classification for the item  Enter the name of the item

 The alias name will repeat the item name. The alias name is the field visible on the Mac-Lab/CardioLab systems. The alias can be changed to be more familiar to staff.

Use the question mark next to the forward to charge capture only box to identify when this box should be selected. A list of definitions will appear. In most configurations this box will remain unchecked.

Centricity * Cardiology Data Management System DMS Admin. - v. 4.2 Master Trainer Guide

GE Healthcare

Centricity

*

Cardiology

Data Management System

DMS Admin. - v. 4.2

Master Trainer Guide

GE Healthcare

Customer Support:

Application Support Call 1-888-477-8252

Technical Service Support Call 1-800-437-1171

Canadian Customers:

Application Support Call 1-888-477-8252

Technical Service Support Call 1-800-668-0732

option 1 (English) then option 4 (GEHC IT)

Table of Contents

Application Training for Centricity Cardiology DMS

Program Schedule

Icons used in this manual:

GE Healthcare

Centricity Cardiology-

Data Management System

DMS Admin. - v. 4.2

Program Description

Objectives of the Master Trainer Program

Personnel Selection

Participant Learning Objectives

Course Overview

What is the Centricity Data Management System (DMS)

Technology Overview

Mac-Lab/CardioLab

TRAM-RAC

CLabIIPlus Amplifier

INW Server (Invasive Network)

Centricity Cardiology Data Management Server (DMS)

Clients and Workstations

HL7 Exports

Integrated Electronics Box (IEB) / Uninterruptible Power Supply (UPS)

Launching the Centricity Cardiology DMS Application

Patient Information

Admission/Discharge/Transfer (ADT)

Correcting Data Errors

Correction #1 – Corrections when NO ADT Interface is present

Correction #2 – Patient data corrections when there is an ADT Interface in

place

Correction #3 – Correcting Admission/Account errors

Hospital Location

Group Security

User Security

Adding a Local User

Logon and Password Maintenance

Module Maintenance – Job Maintenance

Job Maintenance

Employee Maintenance

How to Retrieve an Employee

How to Add an Employee

How to Assign a Job Title

Inventory Maintenance

Classification

Inventory List Management

Folder Structure

Create an Inventory Sub-Folder

Materials

Assigning an item to a folder

Multi-Edit

Remove Material

Suppliers

List Sharing

Resolutions Tab

List Maintenance Tab

How to Add/Delete a Folder in Category Structure

Adding and Customizing Master List items: