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Vist. A Imaging Scanning EHR & MU for HIM Professionals Vist. A Imaging Scanning EHR & MU for HIM Professionals

Presenter Jamie Furniss, RHIT , CCS-P Portland Area HIM Consultant Presenter Jamie Furniss, RHIT , CCS-P Portland Area HIM Consultant

Training Objectives • Examine policy & guidelines for Vist. A Imaging • Review processes Training Objectives • Examine policy & guidelines for Vist. A Imaging • Review processes for scanning documents • Perform quality checks and correct errors

What is Vist. A Imaging • The Vist. A Imaging System (VI) is an What is Vist. A Imaging • The Vist. A Imaging System (VI) is an extension to the RPMS information system – VI provide extensive support for imaging. – VI is a FDA Approved Medical Device and cannot be modified • It captures scanned documents and makes them part of the patient’s electronic medical record • Sites or Areas have the primary & long-term storage server

Preparation • Create a local Implementation Team • Vist. A Imaging Site Agreement – Preparation • Create a local Implementation Team • Vist. A Imaging Site Agreement – send to IHS VI Coordinator • Scanning Policy & Procedure • Equipment Purchase – Approved scanners with ergonomic work station – Stamps • Scanned By_____ & Date • Illegible • Intentionally Left Blank • Scanner locations – HIM & other locations – Uninterrupted & quiet area • Training – Scanning (capture) & Display – Individual – Group

Training IHS & VA provides training • Scanning Policy & Procedure is required – Training IHS & VA provides training • Scanning Policy & Procedure is required – http: //www. ihs. gov/CIO/EHR/index. cfm? mo dule=listserv • 3 ½ days of hands on training • Post training competency test

IHS National Policy & Procedure National Policy can be found in: • Indian Health IHS National Policy & Procedure National Policy can be found in: • Indian Health Manual, Part 3 Professional Services - Chapter 3 - Health Information Management • EHR Policy & Procedure, HIM found on the FTP directory/pubs/EHR/ at ftp. ihs. gov

Develop Local Policy Sample local policies available on the IHS website under Vista Imaging Develop Local Policy Sample local policies available on the IHS website under Vista Imaging in the FTP site documents: http: //www. ihs. gov/vistaimaging/

Approved Documents • Categories – Clinical (Consent Forms, Advance Directives) – Administrative (Certificate of Approved Documents • Categories – Clinical (Consent Forms, Advance Directives) – Administrative (Certificate of Degree of Indian Blood (CDIB), Insurance Card) • Refer to national policy & procedure for list of approved documents and create local policy including list of approved documents

Non-Approved Documents • Refer to Forms Approval Committee for approval or denial, or • Non-Approved Documents • Refer to Forms Approval Committee for approval or denial, or • Refer to HIM Director for approval or denial

Scanning Process Scanning Process

Open the EHR Open Vista Imaging Capture Always select the patient in EHR Open the EHR Open Vista Imaging Capture Always select the patient in EHR

Step 3: Verify Correct Patient Step 3: Verify Correct Patient

Step 4: Choose Configuration Step 4: Choose Configuration

Select Progress Note Select Progress Note

Documents may be scanned as an addendum to provider’s note or scanned as a Documents may be scanned as an addendum to provider’s note or scanned as a new note

Choosing your Format Color Settings • True Color JPG scans color documents one page Choosing your Format Color Settings • True Color JPG scans color documents one page at a time. • TGIFF 4 Fax scans multi-page black and white documents. • 265 Color scan multipage color documents. Warning: If scanning photographs use True Color JPG. 256 Color will give your photograph a water washed appearance.

Step 5: Enter Document Dates Step 5: Enter Document Dates

Step 6: Enter Brief Description Step 6: Enter Brief Description

Step 6: Multipage Click Box Step 6: Multipage Click Box

Step 7: Re-check your work! Step 7: Re-check your work!

Step 8: Capture button Step 8: Capture button

Step 9 & 10: Twain Window Step 9 & 10: Twain Window

Step 11&12: The Capture Window Step 11&12: The Capture Window

Confirmation: Your last chance Confirmation: Your last chance

Quality Check Con’t The Reviewing technician will initial and date next to the Scanning Quality Check Con’t The Reviewing technician will initial and date next to the Scanning technician as shown below

Multiple Pages Any sequential documents that are blank, stamp the documents BEFORE scanning • Multiple Pages Any sequential documents that are blank, stamp the documents BEFORE scanning • “Intentionally Blank” or • “Intentionally Left Blank”

Outside Sources PHI on various media (CDs, disc, ) • Accept medium from patient Outside Sources PHI on various media (CDs, disc, ) • Accept medium from patient • Forward to primary provider for review of information to be included in the patient record – May enter the information as a chart review in the EHR NOTE: It is recommended that IT scan all outside electronic data sources before forwarding to provider.

Errors 1. Contact HIM Director 2. HIM director deletes the image(s) and enters the Errors 1. Contact HIM Director 2. HIM director deletes the image(s) and enters the reason for deletion 3. HIM Director will attach an addendum to the TIU note indicating the reason for deletion 4. HIM Director will delete the TIU note of the error

Errors should be entered into a Quality Assessment Log Errors should be entered into a Quality Assessment Log

Enhancements • Enhancement requests are submitted through Catherine Moore, IHS National Vist. A Imaging Enhancements • Enhancement requests are submitted through Catherine Moore, IHS National Vist. A Imaging Coordinator, to the VA • The VA Index Term Review Board reviews and approves items to be added to the index terms (image type)

Questions & Answers Questions & Answers