TECH SUPPORT

Report any technical issues to your direct supervisor.  They might be able to help you without calling tech support.  If tech support is needed, a supervisor will contact Carole Mitas or Jennifer Chenault-Walker.

Installing SRS

1)      You must be logged in as sleepadmin, or have administrative rights to install this program.  If you do not have these rights, contact your supervisor.

2)      Go to Network Neighborhood, or My Network Places, whatever it’s called on that computer.

3)      If it isn’t already mapped, you’ll have to map a drive to SRS.  Go to TOOLS and select MAP NETWORK DRIVE.  Select drive L if it isn’t already taken (although, it doesn’t really matter).  You’ll have to browse to find the SRS server which is called GFSRSCHARTS2.

4)      Once inside the SRS server, select the folder called SRS Updates.

5)      Once it’s mapped, you should be able to double click Freedom Chart Manager installation and install SRS.

6)      You will be asked for an IP address, which is 172.16.1.15.

7)      You only need to install the SRS Freedom Setup.msi

8)      Once you are done with the installation, proceed with the following steps.

9)      Go back into the SRS Updates folder.  Copy the .ini file.

10)  Go to the C drive on your computer.

11)  Find the SRS folder and open it.

12)  Paste the .ini file into that folder (overwrite the existing file)

Installing Paperport

1)      Go to START, then RUN

2)      Type \\gfsrscharts2\SRSUpdates\PaperPort9

3)      Click the icon for PP9OfficeSp3.exe

4)      Follow the Paperport instructions at the end of this manual, or click the Paperport Setup icon in the same folder.

Why install Paperport when you don’t have a scanner?

Because you can use Paperport like an internal printer.  You can print a document to Paperport from any program and e-mail it, save it elsewhere, drag it into SRS, etc.  This can be much easier than printing a hard copy of a document, then finding a scanner.

To enable macros in WORD (templates)…

1)  At the top of the screen, click the word ‘Tools.’

2)  To see this entire dropdown menu, you might have to click the double arrows at the bottom of the list.

3)  Click ‘macro.’

4)  Click ‘security.’

5)  Choose the low security setting.

To enable macros in EXCEL (forms)…

1)  Outside of SRS click the start button on the bottom left side of your desktop.

2)  Choose “programs” then “Microsoft Excel.”

3)  When you are in Excel, click “tools.”

4)  To see this entire dropdown menu, you might have to click the double arrows at the bottom of the list.

5)  Click “macro.”

6)  Click “security.”

7)  Choose the low security setting.

What Goes In The Tabs?

INTAKE

*  Printouts of the patient's data with hand-written intake info at the bottom (bp, weight, heart rate, etc.).  Date this page with the date the intake was actually performed.  On old charts, it may be impossible to determine when the sheet was printed.  In those cases, date them with the date of the first office visit.  All current visits however, must have the correct date of intake.

*  Patient Demographic Information filled by the patient on their first office visit and updated periodically.  Some of the older sheets do not have dates, so if it is impossible to determine, date it the same as the initial office visit.

INITIAL CONSULTATION REPORT

*  Initial consultation report (also called H&P) = Typed report from first visit with sleep doctor.

*  H&P2 = Sometimes patients have more than one H&P.  For example, if they initially came in 1998, but not again until 2004, the doctor might perform another history and physical.  In that case, name the 2nd report H&P2.

MEDICATIONS

*  ProvigilRx = Copies of hand-written prescriptions from a prescription pad OR faxed refill requests sent by the pharmacy (serve the same purpose as an actual prescription), signed by the doctor.  Do not include spaces or punctuation in the name of the document.  Date same as Rx was written.  Other examples are AmbienRx, RitalinRx, XyremRx, etc.

*  ProvigilAuthForm = Forms completed by our doctors to obtain authorization for medications (doesn't have to be Provigil).  Date same as day filled out.  Other examples are XyremAuthForm, AmbienAuthForm, etc.

*  ProvigilAuth = The actual authorization given by the insurance company for the drug requested.  Date day received.

*  MedRefill Log = Medication refill log used to notify doctors their patient needs a refill (MedRefillLogs are not used anymore).

*  MedList = List of meds given to us by the patient so their sleep doctor knows what they are taking.  Date with day rec'd from patient.

STUDY REPORTS + DATA

*  PSG rept = Typed report of the overnight polysomnogram.  Reports prior to April, 2005 will also have the data scanned with them.  Date day PSG was performed.

*  PSG data = Data tables from the overnight polysomnogram.  Date day PSG was performed.

*  Split rept = Typed report of the split night study.  Reports prior to April, 2005 will also have the data scanned with them.  Date day split was performed.

*  Split data = Data tables from the split study.  Date day split was performed.

*  MSLT rept = Typed report of the multiple sleep latency test.  Reports prior to April, 2005 will also have the data scanned with them.  Date day MSLT was performed.

*  MSLT data = Data tables from the MSLT.  Date day MSLT was performed.

*  PSG/MSLT data = Typed report of the overnight polysomnogram and multiple sleep latency test.  Reports prior to April, 2005 will also have the data scanned with them.  Date day MSLT was performed.

*  CPAP Titr rept = Typed report of overnight polysomnogram with nasal CPAP titration.

*  CPAP Titr data = Data tables from PSG w/CPAP titration.

STUDY ORDERS

*  Written or electronic orders for a patient's sleep study.  Date same day as study will be performed.

OFFICE NOTES

*  ON = Office note dictated by a doctor for an office visit.  Date same day as visit.

*  CPAPClinicTechForm = Notes filled in by a day tech when a patient comes into the office for a clinic visit.  Date same day as visit.

LABORATORY NOTES

*  LabNotes or TechNotes = Notes made by techs and forms filled out by patients on the date of their sleep study.  Date same day as study was performed.

TELEPHONE NOTES + E-MAILS

*  TN = Telephone note dictated by a doctor when they speak to a patient on the telephone.  Date same day as note.

*  Email = E-mail correspondence w/a patient.  Date same day as e-mail.

CPAP DOWNLOAD

*  CPAPDownload = Downloaded data from patient's CPAP machine.  Date day of download.  Each model is different, so you may have to scroll down to the bottom of the page to see what day the download was performed.

OUTGOING LETTERS

*  OutgoingLetter or Letter = Letters dictated by a sleep doctor to anothr doctor or any other entity.  Use date on letter.

*  DisabilityForm, FMLAForm, VAPowerForm, etc. = Any outgoing forms filled out by a sleep doctor for a patient.

DME

*  CPAP setup order or BiPAP setup order = Initial setup of CPAP, or full setup of machine, mask, humidifier, etc.  Date same as order.

*  Mask order = Prescription only for a mask.  Date same as order.

*  Mask/misc order = Prescription for mask plus other items.  Date same as order.

*  HH order = Prescription for heated humidifier.  Date same as order.

*  Oximetry order = Orer for overnight pulse oximetry to be performed.  Date same as order.

*  Pressure Change = Order for DME company to increase/decrease CPAP, BiPAP pressure.  Date same as order.

*  DC CPAP, DC oxygen, DC BiPAP - Order to discontinue using CPAP, BiPAP, O2, etc.  Date same as order.

*  CMN = Corresepondence from DME company, signed by a doctor.  Some companies call this a "prescription" for the equipment or use other names on the form.  For our purposes, it really doesn't matter, so we can call them all CMN.  Date same as signature.

INCOMING CORRESPONDENCE + RECORDS

*  RecordsPCP = Records sent from the primary card dotor to the Sleep Center.  Date w/day rec'd.  If that cannot be determined, use date on documents.

*  RecordsENT = Records sent from ear, nose, and throat doctor (otolaryngologist).

*  RecordsCardio = Records from cardiologist.

*  RecordsNeuro = Records from neurologist.

*  RecordsSleep = Records from another sleep lab or sleep doctor.

*  RecordsPulm = Records from pulmonologist.

*  RecordsOximetry = Oximetry results from DME company.  Date w/day rec'd.

PHOTO

*  Any photographs taken of the patient.  Date w/day taken.  If that cannot be determined on older photos, date same day as first sleep study.

QUESTIONNAIRES

*  NPQuestionnaire = Packet of info the patient fills out prior to coming to the Sleep Center and turns in during the first visit.  Date w/day of first office visit.

*  F/U = Any form filled out by the patient for a follow up or clinic visit.  Can be CPAP follow up, non-CPAP follow up, clinic form.  That doesn't have to be reflected in the name of the document.  Date w/day of visit at the bottom of the page.

CHARGE TICKETS

*  Charge Ticket or chg tkt = Charge ticket generated by visits or sleep studies.  Date same as charge ticket.  NOTE:  If you or a doctor make any changes to charge ticket after it is scanned, it MUST be re-scanned to reflect those changes.

*  CP = Cancellation Policy signed by patients usually during their first office visit.  Date same as signature on page.

REFERRALS/AUTH DOCUMENTATION

*  Referral = Referrals used for office visits.  Date w/starting date of referral.

*  Study Auth = Auth used for a sleep study.  Date w/starting date of auth.

INSURANCE CARD COPIES

*  Name actual copies of the card with the name of the insurance.  For example if the patient gives an Aetna card, the name of that document would be Aetna.  Date w/day rec'd.

*  InsInfo = Sheet patients fill out giving us additional insurance information.  Date w/day rec'd.

HIPAA/RECORDS REQUESTS

*  Consent = Consent for Purposes of Treatment, Payment, and Health Care Operations form that each patient must sign.  Date same as signature.

*  RecordsRelease = Release patient must sign either to get records from another doctor, or to give permission to release records from the Sleep Center.  Date same as signature.

*  RecordsRequest = Requests from other entities for a patient's sleep records.  Date day rec'd.

*  BillForRecords = Invoice sent from the Sleep Center to get payment for copying records.

*  PersonRepChild = Appointment of a Personal Representative (Child) form that parents must sign for their children.  Date same as signature.

*  PersonalRepAdult - Appointment of a Personal Representative (Adult) form that patients must sign to give a representative access to their records.  Date same as signature.

PROGRESS NOTES

*  Progress Notes or prog note or ION = Intraoffice notes or hand-written progress notes.  Date same as the LAST entry on page.  Make sure all intraoffice notes are sealed.