Medtronic POS12D0110 Reference Guide

Paceart Optima System™

POS12D Version 1.11 Software User Manual

User Manual

Medtronic, Medtronic with rising man logo, and Medtronic logo are trademarks of Medtronic. Third-party trademarks (“TM*”) belong to their respective owners. The following list includes trademarks or registered trademarks of a Medtronic entity in the United States and/or in other countries.

CareLink™, Export™, Integrity™, Medtronic CareLink™, Paceart Optima™, Paceart™, SessionSync™, Vitatron™

1 Introduction to the Paceart Optima™ System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

1.1 About the Paceart Optima™ System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

1.2 Explanation of symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

1.3 Indications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

1.4 Precautions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

1.5 Contraindications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.6 Authorized users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.7 Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.8 Manuals supplied with your system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.9 Accessing the online help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.10 Navigating through the Paceart System without a mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

1.11 Explanation of dialog box fields and buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2 Paceart System Patient Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.1 Patient records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.2 Opening a patient record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.3 Closing a patient record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.4 Switching between patient records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.5 Adding a patient to the Paceart System database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.6 Deleting patient record information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.7 Patient Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3 Searching in the Paceart System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

3.1 About searching in the Paceart System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

3.2 Sorting search results by columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

3.3 Patients search tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

3.4 Devices search tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

3.5 Encounters search tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

3.6 Appointments search tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

3.7 Advanced search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

3.8 Exporting search results to a spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

3.9 Using an exported spreadsheet to create letters and mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

4 Home tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

4.1 About the Home tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

4.2 Displaying today’s appointments for a resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.3 Opening an appointment or patient record from a selected appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.4 Opening a task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.5 Adding a user task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

4.6 Selecting an assignee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5 Paceart System Encyclopedias . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.1 About Paceart System Encyclopedias . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.2 Searching for information in the encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.3 Deleting an entry from an encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.4 Exporting search results to a spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.5 Using the Devices Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.6 Using the Diagnoses Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

5.7 Using the Medications Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

5.8 Using the Insurance Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

5.9 Using the Providers Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

5.10 Using the Charge Codes Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

5.11 Using the Procedures Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

5.12 Using the Pager Services Encyclopedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

6 Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

6.1 About Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

6.2 Patient scheduling preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

6.3 Scheduling appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

6.4 Remote Appointment Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

7 Tasks tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

7.1 About the Tasks tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

7.2 Encounter Tasks tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

7.3 All Tasks tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

7.4 Working with tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

8 Paceart Optima System Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

8.1 About Paceart Optima System Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

8.2 Using the Activity Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

8.3 Using the Audit Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

8.4 Batch Deleting Patients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

8.5 Configuring Billing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

8.6 Configuring Connectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

8.7 Configuring Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

8.8 Configuring Encounter Export Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

8.9 Configuring the Paceart System Home Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

8.10 Managing the Paceart System Licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

8.11 Configuring Server and Client Logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

8.12 Configuring the Messaging Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

8.13 Configuring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

8.14 Configuring the Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

8.15 Configuring Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

8.16 Viewing system information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

8.17 Configuring Task Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

8.18 Configuring User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

9 Reports list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

9.1 About Reports list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

9.2 Appointment Search Results report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.3 Billing report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.4 Brady Programming History report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.5 Comprehensive Encounter Summary report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.6 Device Search Results report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.7 Doctor Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

9.8 Doctor Letter (Brady) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.9 Doctor Letter (Tachy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.10 Encounter Arrhythmia (150 x 20 mm) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.11 Encounter Arrhythmia (150 x 40 mm) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.12 Encounter Arrhythmia (175 x 10 mm) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.13 Encounter Arrhythmia Event Recorder report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.14 Encounter Arrhythmia (Implantable) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.15 Arrhythmia Summary (Implantable, Lifetime) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.16 Encounter Summary report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

9.17 Encounter Brady (2 Strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.18 Encounter Brady (3 Strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.19 Encounter Brady (Biventricular) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.20 Encounter Brady (No strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.21 Encounter ECG 12 Lead (3 x 4) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.22 Encounter ECG 12 Lead (6 x 2) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.23 Encounter ECG 6 Lead report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.24 Encounter Episode Details report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.25 Encounter Flow Sheet report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.26 Encounter Episode List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.27 Encounter Miscellaneous Chart report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

9.28 Encounter Miscellaneous Letter to Patient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.29 Encounter Miscellaneous Letter to Provider . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.30 Encounter Phone Note report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.31 Encounter Search Results report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.32 Encounter Tachy (Biventricular) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.33 Encounter Tachy (Detailed) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.34 Encounter Tachy (Simplified, 2 strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.35 Encounter Tachy (Simplified, no strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

9.36 Encounter TTM (2 Strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.37 Encounter TTM (3 Strips) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.38 Missed Appointment Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.39 Missed Appointment List report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.40 Missed Appointment Postcard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.41 Patient Activity report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.42 Patient Device History report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.43 Patient Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.44 Patient Listing (Device Information) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.45 Patient Listing (Landscape) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

9.46 Patient Listing (Last and Next Encounter Dates) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.47 Patient Listing (Last Encounter Date) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.48 Patient Listing (Portrait) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.49 Patient Medication Summary report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.50 Patient Schedule Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.51 Patient Search Results report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.52 Patient Summary report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

9.53 Patient Summary (Encounter) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.54 Patients Tested report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.55 Provider Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.56 Reminder Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.57 Reminder Postcard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.58 Remote Monitoring Prescription Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.59 Schedule (Device Information) report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

9.60 Schedule report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

10 Paceart System Web Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

10.1 About Paceart System Web Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

10.2 Paceart System Web Access security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

10.3 Account administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

10.4 Logging in to Paceart System Web Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

10.5 Searching patient encounters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

11 Paceart Optima System Security and Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

11.1 About Paceart Optima System Security and Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

11.2 Paceart Optima System Security Configuration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

11.3 HL7 Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

11.4 BCP data export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

11.5 Data authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

11.6 HIPAA Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

1 Introduction to the Paceart Optima™ System

1.1 About the Paceart Optima™ System

The Paceart Optima System is a clinic management tool that organizes patient, device, and programmer information. It also provides access to trend analysis, aiding a physician or clinician in their daily workflow and management of patient and cardiac data. The Paceart System supports cardiac rhythm devices from most manufacturers.

The Paceart System:

• Stores programmed device parameters

• Summarizes patient data into concise reports

• Keeps a history of patient encounters

• Creates correspondence documents

• Schedules patient follow-up appointments

• Assists with records processing

• Assists in charge and billing management

• Offers integration with a hospital’s or clinic’s HL7-compatible system

• Provides task management to streamline clinic workflow

• Provides automatic import of data from pacemakers, programmers, and other storage media

1.2 Explanation of symbols

Consult instructions for use

Manufacturer

Lot number

Re-order number

Date of Manufacture

Do not dispose of this product in the unsorted municipal waste stream. Dispose of this product according to local regulations. See http://recycling.medtronic.com for instructions on proper disposal of this product.

Storage temperature limit

Transit temperature limit

Humidity Limitation

Software

Model number

Manufactured in

Authorized Representative in the European Community

1.3 Indications

The Paceart Optima System is intended for use as a database to follow cardiac patients with or without cardiac implantable devices.

1.4 Precautions

Storage and installation – Ensure there is no condensed moisture on the Paceart System software USBs.

Paceart System software USBs must be stored within the following conditions:

Storage Environment

Temperature -20°C (-4°F) to +70°C (158°F) Relative Humidity 20% to 75%

System operation – Ensure that the system is not being used with other instruments that may result in misdiagnosis or other problems.

Ensure there is no condensed moisture on the Paceart System software USBs. The Paceart System software USBs must be operating in an environment within the following conditions:

Operating Environment

Temperature 0°C (32°F) to +65°C (149°F) Relative Humidity 20% to 75%

Additional precautions – Do not modify the original system in any way. This includes adding any software product. Ensure that all patient records are updated and permanently stored before turning the PC power off. Double-check the data before typing the data into the system.

1.5 Contraindications

No known contraindications.

1.6 Authorized users

Medtronic representatives provide the Paceart Optima System orientation and training materials at the time of the installation. All users should be familiar with the Paceart System documents, including the online help, before using the Paceart Optima System. The designated system administrator should also read the Paceart System documentation for information on using the Paceart Optima System software user interface for function and control.

An authorized person, preferably a physician, must verify the implantable device and electrode specifications entered into the database or modified in the database. An authorized person, preferably a physician, must verify the test results that are automatically entered into the database by the instrument. The data obtained from this device must be interpreted in conjunction with other clinical data and the results of other independent tests.

1.7 Technical Support

For technical support contact your local Medtronic office. In the US and Canada, Paceart Technical Services can be contacted via phone or email.

• Phone: 1-800-PACEART

• Email: paceart.support@medtronic.com

• Web: Visit the Paceart Community website at MedtronicAcademy.com/Paceart.

If you encounter a serious incident with the software, contact your Medtronic representative and the competent medical regulatory authority for your region or country.

1.8 Manuals supplied with your system

Electronic versions of Paceart Optima System manuals are supplied on the documentation USB supplied with your software. You can also download or request printed copies of these manuals from www.medtronic.com/manuals.

There are two manuals installed for use with the Paceart Optima System software, the Paceart Optima SystemSoftware Installation

and Configuration Instructions and the Paceart Optima System Software User Manual. The Paceart Optima System Software Installation and Configuration Instructions provide you with the information you need to install and configure your Paceart Optima System software. This includes optional configurations and optional software components. The Paceart Optima System Software User Manual provides you with information on how to use your Paceart Optima System software. Contact Medtronic if you find any

errors in these manuals.

All patient and clinical data displayed in Paceart Optima System software documentation are fictitious and for demonstration purposes only.

1.9 Accessing the online help

The online help provides additional information about the features and functionality of the Paceart Optima System.

There are 6 ways to access the online help.

• Clicking Help > Table of Contents to open the full online help, with search, table of contents, and other navigation features.

• Clicking Help > Help from the menu bar opens the appropriate help topic for where you are in the application.

• Clicking the Help button in a dialog box opens the appropriate help topic for the dialog box.

• In any add or edit dialog box, clicking the "?" and selecting an active field opens the field level help for that field.

• Pressing the F1 key while a field is selected opens the field level help for that field.

• Pressing the F1 key while no fields are selected opens the appropriate help topic for where you are in the application.

If your version of the Paceart System has been customized, you can view your customer build number by clicking Help > About.

1.10 Navigating through the Paceart System without a mouse

On some windows in the Paceart System, it is possible to navigate by using the keyboard instead of a mouse. These keyboard commands are composed of the ALT key followed by one or more keyboard symbols.

1. From within a Paceart System window, press the ALT key. If the window supports ALT key functionality, the File menu item is selected and buttons, tabs, or file menu items are underlined.

2. Press the letter on the keyboard that corresponds to the desired action.

3. Press the TAB key, SHIFT+TAB, and the ARROW keys to access additional options in a list.

4. Press ENTER to make a selection.

1.11 Explanation of dialog box fields and buttons

This table lists some of the common fields and buttons that appear in many of the dialog boxes within the Paceart Optima System. Additional fields and buttons for each dialog box are defined separately throughout the user manual and online help.

Dialog box fields and buttons Field and button definitions

Save Saves all changes. Save and Close Saves and closes the dialog. Select Shows the selected item in the main window. Cancel Cancels and closes the dialog. OK Saves the information and closes the dialog box. Help Accesses the help system.

2 Paceart System Patient Records

2.1 Patient records

A patient’s record is an ongoing electronic compilation of encounters, appointments, test results, medical information, billing information, demographic information, and any other data that pertains specifically to a single patient. All of this information is stored in the Paceart System database and can be manipulated in a variety of useful ways.

The Paceart System lets you add information to a patient record in several ways. For example, you can enter it manually, retrieve it from a previous entry, or download it from an external source. The process for adding information can vary depending on the type of data being added.

2.2 Opening a patient record

Opening a patient record gives you access to specific information about one patient.

1. Click the Search tab.

2. Click the Patients subtab.

3. Enter the patient name and any other relevant search criteria about the patient.

4. Click Search.

5. Select the patient record and click Open.

2.3 Closing a patient record

After you have finished working with a patient record you can save the changes and close the record.

1. If you are in add or edit mode make sure to save any changes you have made to the patient record.

2. Click the Close Patient link in the upper right corner of the patient record. The patient record is closed.

2.3.1 Closing multiple patient records

You can close multiple patient records at a time.

1. In the upper right corner, select a patient record from the open patient records list.

2. Click the

icon in the open patient records list.

3. Choose from the following options:

• Close all Patients

• Close other Patients

If you click Close other Patients, all patient records will be closed with the exception of the current patient record.

2.4 Switching between patient records

You can switch between patient records and other parts of the Paceart System, such as tasks or the encyclopedia.

To switch from an open patient record to another part of the Paceart System, click on the tab you want to switch to. For example, you can click on the Tasks tab to view your assigned tasks.

You can switch back to an open patient record by selecting the record from the open patient drop-down list in the upper right corner.

2.5 Adding a patient to the Paceart System database

The Paceart System database is made up of patient records that contain information about the patient such as encounters, appointments, test results, medical information, billing information, and demographic information.

You can add a new patient to the Paceart System database from within the Paceart System from the Search > Patients sub tab or from an external system such as an EMR or the MedtronicCareLink Network. Minimally you need to enter a patient’s last name and location of care.

2.5.1 Adding a new patient to the Paceart System database

You can add new patients to the Paceart System database through an external system, or through the Paceart Optima System by entering, and then saving, their demographic information.

If you searched for the patient first, some of the search criteria that you entered on the Patients search tab will automatically transfer to the corresponding fields in the Add Patient dialog box.

• First Name

• Middle Initial

• Last Name

• Date of Birth

• City

• State/Province

• Zip/Postal code

• Country

• Phone

1. On the Patients search tab, click Add. The Add Patient dialog box is displayed.

2. In the Add Patient dialog box, enter the patient’s demographic information.

3. Click Save.

2.6 Deleting patient record information

Deleting a patient record also deletes that patient from the Paceart System database. If you have permission to delete a patient, you can delete patients that have no devices, no encounters, and no appointments.

The following topics describe the steps to delete a patient record.

2.6.1 Reassigning an encounter

If you have permission to edit encounters, you can reassign an encounter from one patient to another. This is used to resolve duplicate patients or situations where an encounter was added to the wrong patient record. The encounter cannot be reassigned if it has already been signed or locked. Signed or locked encounters must be amended before reassigning.

1. Search for and open the patient record.

2. Click the Encounters tab.

3. Select the encounter you want to reassign from the list.

4. Click File > Reassign Encounter. The Reassign Encounter dialog box is displayed.

5. Enter the name of the patient to whom you are reassigning the encounter or search for the patient by clicking the [...] button. The patient you are reassigning the encounter to must have an implanted device. The Select Patient dialog box is displayed.

6. Select the patient device from the drop-down list. This is not a required field.

7. Select the instrument from the drop-down list. This is not a required field.

8. Click Save.

9. In the confirmation dialog box click Yes.

The encounter is reassigned to the other patient.

All encounters must be reassigned or deleted before deleting a patient record.

2.6.2 Deleting devices from a patient record

You can add, edit, and delete devices from a patient record in the Device Details tab. All encounters associated to a device must be reassigned or deleted before deleting the device.

1. Search for and open the patient record.

2. Click the Device Details tab.

3. Select All Devices.

4. Select the device to be deleted.

5. Click Delete.

6. To confirm that you want to delete the device, click Yes.

The device is deleted.

All devices, both active and inactive, must be deleted from the patient record before the patient can be deleted.

2.6.3 Deleting appointments from a patient record

If you have permissions to edit appointments, you can delete appointments from a patient’s schedule.

1. Search for and open the patient record.

2. Click the Patient Information tab.

3. Click the Schedule tab.

4. In the Show drop-down menu, select (Select All).

5. Select the appointment to be deleted.

6. Click Delete.

7. To confirm that you want to delete the appointment, click Yes.

The appointment is deleted.

All appointments, regardless of status, must be deleted before deleting a patient record.

2.6.4 Deleting a patient record

This process only allows you to delete one patient record at a time. To delete multiple patient records at one time go to Administration > Batch Delete.

1. Click the Search tab.

2. Click the Patients tab.

3. Click Search. The initial search results are sorted in ascending order by patient last name, patient first name, and then patient middle initial.

You can change the sort criteria and order by clicking on any of the column headings.

4. In the Results window, click the patient you want to delete.

5. Click File > Delete Patient.

6. Click Yes to confirm the deletion.

The patient record is deleted.

2.7 Patient Record

The patient record is divided into three tabs, the Patient Information tab, the Device Details tab, and Encounters tab.

The Patient Information tab is used to document patient specific information such as patient demographics, medication information, and scheduling preferences. The Device Details tab is used to document information about the patient’s device or devices, such as device details, implant date, and serial number. The Encounters tab provides a list of patient encounters.

2.7.1 Copying information from the patient record tabs

You can copy information from any of the fields on the Patient Information, Device Details, or Encounters tabs in the patient record. After copying the information, you can then paste it when adding or editing records to speed data entry and reduce errors.

1. Locate the information that you want to copy from one of the fields on the Patient Information, Device Details, or Encounters tabs in the patient record.

2. Right-click the field, then select Copy from the menu that opens.

3. To paste the copied value into a field, right-click the field and select Paste from the menu that opens, or place the cursor into the field and press Ctrl+V.

2.7.2 Billing Interval Status

The patient’s Billing Interval Status is displayed in the header section of the patient record. The Billing Interval Status provides a quick view for whether the patient is eligible for a new billable encounter for either a Remote or In-Clinic encounter based on their scheduling frequency.

If the status bar is green, then the patient’s next encounter for that type can be billable. If the status bar is gray, then any additional encounter for that type would not be considered a separate billable encounter.

The Billing Interval Status is only displayed if there is a billable encounter in the patient record. The Billing Interval Status will use the patient’s scheduling frequency if it has been set, otherwise the patient’s location of care scheduling frequency is used. The Billing Interval Status will show the message “Scheduling frequency undefined” for the Remote or In-Clinic entries if the scheduling frequencies for both the patient and the patient’s location of care are not set for that encounter type.

2.7.3 Patient Information tab

You can add, edit, and delete patient demographic information from the Patient Information tab. This tab is broken up into subtabs. You must be in add or edit mode and have sufficient privileges to view and modify information on the subtabs.

The Patient Information tab gives an overview of patient information including the patient ID number, the date of birth, and a list of diagnoses. If the patient has multiple ID numbers, then only the primary ID number is displayed. The primary ID is configured in Administration.

Table 1. Patient Information Subtabs

Subtab Description of information Patient Overview This tab contains a read-only overview of a patient’s demo-

graphic information, patient IDs, codes, providers, diagnoses, medications, active devices, and patient comments.

Demographics This tab contains personal information about the patient. You can

edit information on this tab.

Diagnoses This tab contains a list of all the patient’s diagnoses. You can add,

edit, or delete information on this tab.

Table 1. Patient Information Subtabs (continued)

Subtab Description of information Providers This tab contains a list of all the patient’s providers. You can add,

edit, or delete providers. This list also includes providers referenced as Implant, Abandoned, Partially Explanted, and Explanted providers in the Device Details section, providers referenced as Prescribing providers in the Medications subtab, and providers referenced as Billing providers in encounters.

Medications This tab contains a list of all the patient’s medications. You can

add, edit, or delete medications.

Insurance This tab contains a list of all the patient’s insurers. You can add,

edit, or delete insurers.

Schedule This tab contains all scheduled, canceled, completed, or missed

appointments. You add, edit, or delete appointments and view and edit patient scheduling preferences.

Miscellaneous This tab contains a list of allergy, pharmacy, and CardioVoice

information.

2.7.3.1 Editing a patient’s demographic information

You can edit an existing patient’s demographic information, IDs, codes and comments.

1. In the patient record, click the Patient Information tab.

2. Click the Demographics subtab.

3. Click Edit.

4. In the Edit Patient dialog box, make changes to the patient’s demographic data. You cannot change the system-generated Paceart System patient ID.

5. Click Save.

2.7.3.2 Adding or editing a patient’s diagnosis

You can add or edit a patient’s diagnosis to the patient’s record on the Add Patient Diagnosis or Edit Patient Diagnosis dialog box. A patient can have up to twenty active diagnoses.

If the diagnosis is related to a device, or an implant diagnosis, you must edit the device details to change the diagnosis. Although it is listed on the Diagnoses tab, you cannot edit it there.

1. In the patient record, click the Patient Information tab.

2. Click the Diagnoses tab.

3. Determine which action to take.

• To add a diagnosis, click Add.

• To edit a diagnosis, select the diagnosis and click Edit. The Add Patient Diagnosis or the Edit Patient Diagnosis window is displayed.

4. Enter or edit the diagnosis. To search for an existing diagnosis click the [...] button.

5. Select Active if it is an active diagnosis.

6. Enter or edit comments about the patient’s diagnosis in the Comments field. Press the F9 key to enter a quick phrase in the Comments field.

7. The Display Order section shows you how the diagnoses will be listed on reports. To change the display order of the diagnoses, select the diagnosis and use Move Up and Move Down to move the diagnosis.

8. To save the information and add another diagnosis, click Save and Add Another. Otherwise, click Save to save the information and close the dialog box.

The updated diagnosis information is displayed on the Diagnoses tab.

2.7.3.3 Selecting a diagnosis

Use the [...] button by any Patient Diagnosis or Diagnosis field to search for and select a diagnosis.

1. Click the [...] button next to the Diagnosis or Patient Diagnosis field. The Select Diagnosis dialog box opens.

2. Type the search criteria in the Search String field.

3. Click Search. The items that match your search criteria are displayed in the Results list.

4. Select a diagnosis from the Results list.

5. Click Select. The diagnosis you selected is displayed in the field.

2.7.3.4 Adding or editing a patient’s provider

You can add or edit a patient’s provider on the Add Patient Provider or Edit Patient Provider dialog box.

If the provider is related to a device, such as an implanting provider, you must edit the device details to change the provider. Although it is listed on the Providers tab you cannot edit it there.

1. In a patient record, click the Patient Information tab.

2. Click the Providers tab.

3. Determine which action to take.

• To add a provider, click Add.

• To edit a provider, select the provider and click Edit. The Add Patient Provider or the Edit Patient Provider window is displayed.

4. In the Provider field enter or edit the provider’s name. To search for the provider’s name in the encyclopedia click the [...] button.

5. In the Provider Type drop-down box select the type of provider.

6. Enter any comments about the patient’s provider in the Comments field. To enter standard comment text, click in the Comments field and press the F9 key.

7. Click Save.

The updated provider information is displayed on the Provider tab.

2.7.3.5 Selecting a provider

You can search for and select a Provider, Patient Provider or Billing Provider.

1. Click the [...] button next to the Provider, Patient Provider, or Billing Provider field. The Select Provider dialog box opens.

2. Type the search criteria in the Search String field.

3. Click Search. The items that match your search criteria are displayed in the Results list.

4. Select a provider name from the Results list.

5. Click Select. The provider you selected is displayed in the field.

2.7.3.6 Adding, editing, or discontinuing a patient’s medication

You can add or edit a patient’s medication on the Add Patient Medication or Edit Patient Medication dialog box.

1. In the patient record, click the Patient Information tab.

2. Click the Medications tab.

3. Determine which action to take.

• To add a medication, click Add.

• To edit a medication, select the medication and click Edit. The Add Patient Medication or the Edit Patient Medication window is displayed.

4. In the Medication Information section, enter or edit the medication. To search for an existing medication click the [...] button.

5. In the Prescription Information section, enter or edit the date dispensed and other relevant prescription information.

6. If you want to discontinue the medication select Discontinued and enter the relevant discontinuation information.

7. Click Save.

The updated medication information is displayed on the Medications tab.

2.7.3.7 Selecting a medication

You can search for and select a medication.

1. Click the [...] button next to the Medication field.

The Select Medication dialog box opens.

2. Type the search criteria in the Search String field.

3. Click Search. The items that match your search criteria are displayed in the Results list.

4. Select a medication name from the Results list.

5. Click Select. The medication you selected is displayed in the field.

2.7.3.8 Adding or editing a patient’s insurance

You can add or edit a patient’s insurance company information in the Add Patient Insurance or Edit Patient Insurance dialog box.

1. In a patient record, click the Patient Information tab.

2. Click the Insurance tab.

3. Determine which action to take.

• To add an insurance company, click Add.

• To edit an insurance company, select the insurance company and click Edit.

The Add Patient Insurance or the Edit Patient Insurance window is displayed.

4. In the Insurance Information section, enter or edit the Company Name. To search for an existing insurance company click the [...] button.

5. Select the Type of insurance from the drop-down list.

6. In the Policy Holder Information section, enter or edit any relevant policy holder information.

7. Click Save.

The updated insurance information is displayed on the Insurance tab.

2.7.3.9 Selecting an insurance company

You can search for and select an insurance company.

1. Click the [...] button next to the Company Name field. The Select Insurance dialog box opens.

2. Type the search criteria in the Search String field.

3. Click Search. The items that match your search criteria are displayed in the Results list.

4. Select an insurance company from the Results list.

5. Click Select. The insurance company you selected is displayed in the field.

2.7.3.10 Adding an appointment from a patient’s record

You can add an appointment from a patient’s record.

1. Open the patient’s record.

2. Click the Patient Information tab.

3. Click the Schedule tab.

4. Click Add... to add a new appointment.

5. Enter the information for the appointment. If needed, you can change the display interval for the hours shown on the Resource Schedule calendar using the right-click

menu. You can divide the hours displayed on the calendar into 5, 6, 10, 15, 20, 30, or 60 minute intervals.

6. Click Save.

2.7.3.11 Deleting an appointment

You can delete an appointment. Deleted appointments cannot be reinstated.

There are multiple places from which you can open the appointment. Where you open it is determined by your role and the workflow within your clinic.

The following procedure shows you how to delete an appointment once you have selected it.

1. Click Edit.

The Edit Appointment dialog box is displayed.

2. Click Delete.

3. Click Yes to confirm that you want to delete the appointment. You cannot reinstate a deleted appointment.

4. Click Save.

2.7.3.12 Setting a patient’s scheduling preferences

You can set and edit the appointment frequency, the preferred week day, and the preferred time for a patient. The Paceart System stores this information in the patient’s record.

1. From within a patient record click the Patient Information tab.

2. Click the Schedule tab.

3. In the Preferences section, click Edit.

4. Enter patient preferences and, if desired, comments.

5. Click Save.

2.7.3.13 Editing a patient’s allergy information

You can edit a patient’s allergy information on the Edit Allergies dialog box.

1. In the patient record, click the Patient Information tab.

2. Click the Miscellaneous tab.

3. In the Allergy Information section, click Edit. The Edit Allergies dialog box is displayed.

4. Enter the patient’s allergy information. Click the F9 key to select standardized text.

5. Click Save.

The allergy information is displayed in the Allergies section of the Miscellaneous tab.

2.7.3.14 Editing a patient’s pharmacy information

You can edit a patient’s pharmacy information from the Miscellaneous tab.

1. In a patient record, click the Patient Information tab.

2. Click the Miscellaneous tab.

3. In the Pharmacy Information section, click Edit. The Edit Pharmacy dialog box is displayed.

4. Enter pharmacy information and click Save.

The pharmacy information is displayed in the Pharmacy Information section of the Miscellaneous tab.

2.7.3.15 Editing a patient’s CardioVoice information

You can edit a patient’s CardioVoice settings from the Miscellaneous tab in the patient record.

1. In the patient record, click the Patient Information tab.

2. Click the Miscellaneous tab.

3. In the CardioVoice Information section, click Edit. The Edit CardioVoice Settings dialog box is displayed.

4. Enter the patient’s CardioVoice information and click Save.

The patient’s CardioVoice settings are displayed in the CardioVoice Information section of the Miscellaneous tab.

2.7.3.16 Recording and playing a patient’s spoken name

You can record a patient’s spoken name from the Miscellaneous tab in the patient record. The spoken name audio file is played during CardioVoice calls.

Button Name

Record

Stop

Play

1. In the patient record, click the Patient Information tab.

2. Click the Miscellaneous tab.

3. In the CardioVoice Information section, click Edit. The Edit CardioVoice Settings dialog box is displayed.

4. Click Patient Name. The Patient Spoken Name dialog box is displayed.

5. To record the patient’s name, click the record button.

6. To stop recording, click the stop button.

7. To play back the patient’s name, click the play button.

8. When you have finished recording the patient’s name click Close to close the Patient Spoken Name dialog box.

9. In the Edit CardioVoice Settings dialog box, click Save.

In the CardioVoice Information section the Patient Name field status changes to "Recorded".

2.7.4 Device Details tab

You can add, edit, and delete a device from a patient’s record on the Device Details tab. You can also edit the information about the device and mitigate a device on alert. You must have sufficient privileges to view and modify information on this tab.

The Device Details tab gives you a quick overview of the patient’s device details including the device manufacturer and model, the serial number, the implant/given dates, and any leads associated with the primary device. If the patient has multiple devices, only one device name will be displayed in the tab at a time. If Active Devices is selected, then only active devices are displayed on this tab. If All Devices is selected, the display order preference is given to active devices. Then preference is given to both Pacemakers and ICDs, then ICM/ILRs, and then event recorders. Then preference is given to the most recent implant date.

If the patient has a device on alert or watch, the device name on the Device Details tab is displayed in red along with the alert or watch icon. If the device alert has been mitigated, the green check mark icon is displayed next to the device name.

2.7.4.1 Adding or editing a patient’s device

You can add or edit a patient’s device in the Add Patient Device or Edit Patient Device dialog box.

1. In the patient record, click the Device Details tab.

2. Determine which action to take.

• To add a device, click Add.

• To edit a device, click Edit. The Add Patient Device or the Edit Patient Device dialog is displayed.

3. In the Device Information section, enter the device or search for an existing device by clicking the [...] button.

4. Enter or edit relevant device and implant information.

5. Click Save.

The device information is displayed on Device Details tab. If you entered Abandoned, Partially Explanted, or Explanted information for the device you must select All Devices to view the device information.

2.7.4.2 Selecting a device

You can search for and select a device.

1. Click the [...] button next to the Device field. The Select Device dialog box opens.

2. Type the search criteria in the Search String field.

3. Click Search. The items that match your search criteria are displayed in the Results list.

4. Select a device from the Results list.

5. Click Select.

The device you selected is displayed in the field.

2.7.4.3 Pre-filling device information

If you are adding a new lead or adapter, you can use an existing device in the patient’s record to pre-fill values for the new device.

1. From the Select Device dialog box, select a new device to add to the patient’s record and click Select. The Paceart Optima System displays the Select Device - Pre-fill Information dialog box.

2. Select whether to use information from a patient’s existing device to automatically update values for the new device.

• To use values from an existing device, select Pre-fill information from the following device and then select the device from the list. The Paceart System updates the new device’s implant dates, provider names, diagnosis values, and implant facility with the existing device’s data and automatically associates the new device with the existing one.

• To leave the values in the new device blank for later updates, select Do not pre-fill any information from another device.

3. Click OK. The Paceart System returns you to the Add Patient Device dialog box. If you chose to pre-fill information, the Paceart System

automatically updates the associated device, implant diagnosis, implant date, provider, and implant facility fields with information from the existing device you selected.

2.7.4.4 Updating Device Associations

You can update the leads or adaptors associated with a patient’s current ICD or pacemaker.

1. Add or edit a device on the Device Details tab. When you save your changes, the Paceart System identifies any lead or adaptor devices that either are associated with an

inactive device or are not associated with any device. If any exist, the Paceart System displays the Update Associations dialog box that lists current device associations and any unassociated devices from the patient’s record.

The association tree at the top of the dialog box lists the patient’s currently active ICD or pacemaker along with any leads or adapters associated with it. The Current Association section lists any leads or adapters associated with explanted, partially explanted, or abandoned devices. The Currently Unassociated section lists lead or adapter devices in the patient record that are not associated with an ICD or pacemaker.

2. Click Associate to associate the lead or adapter with the currently active device. The Paceart System updates the association and lists that lead or adapter in the association tree. You can click Remove to preserve the original device association, if needed.

3. Click Save. The Paceart System updates the list on the Device Details tab with any new associations.

2.7.4.5 Device Alerts and Watches

Device alerts and watches allow you to flag devices that require special management due to a manufacturer alert or recall.

Both device watches and device alerts are configured in the device encyclopedia. When a device is placed on watch or alert, that device is shown on the Device Alerts tab in the device encyclopedia and an alert or watch icon is always displayed next to the device name in the Paceart System and in reports.

Device alerts can be set for an entire device model type or for specific serial numbers. Device watches are set for an entire device model type.

If a patient has a device on alert or watch, the device name on the Device Details tab, in the patient record, is displayed in red along with the alert or watch icon. Also, the device alert or device on watch icon is displayed next to the device name in the device list. Any reports that list a device on alert or watch also display the icons.

Icon Definition

The device is on watch.

The device is on alert.

The device alert was mitigated.

Alerts can be mitigated at a patient level. Mitigating a device alert means that you have changed the condition that triggered the alert or that the alert is not relevant to the patient due to the specific details of the alert. For example, you may have changed a device setting to mitigate the alert. When a device alert is mitigated, the alert icon changes to a green check mark.

A device watch can be escalated to a device alert, but a device alert cannot be downgraded to a device watch. Device alerts and watches can both be deleted in the device encyclopedia.

2.7.4.6 Viewing device alert or watch details from the patient record

You can view additional information about a device alert or watch from within a patient record.

1. In the patient record, click the Device Details tab.

2. Select the device from the device list.

3. Click the Show Device Alert Information in the lower-right corner of the window.

The Device Alert Information section is displayed.

2.7.4.7 Mitigating a device alert

Mitigating a device alert A device alert may be mitigated by an action taken at the patient level, such as a change in device settings. From a patient record you can enter the device alert mitigation. You can continue to add to a mitigation until it is marked complete. After the mitigation is marked as complete, the device alert icon will change to a green checkmark in reports and searches, but no further changes can be made to the mitigation details.

1. In the patient record, select the Device Details tab.

2. Select the device from the devices list.

3. Click Show Device Alert Information in the lower-right corner of the window. The expanded device alert information is displayed.

4. Click Mitigate.

5. In the Mitigate Device Alert dialog enter information about how the device alert was mitigated for the patient.

6. If no further mitigation is needed, check the Mitigation Complete check box.

7. Click Save.

When a mitigation is marked as complete, a green checkmark is displayed next to the device name on the Device Detailss tab and no further mitigation details can be added. The device name is still displayed in red to indicate the overall device alert.

2.7.5 Encounters tab

You can view, add, edit, delete, sign (or lock), route, and amend patient encounters information from the Encounters tab. You must have sufficient privileges to view and modify information on the tab.

The Encounters tab shows the next scheduled future encounter and the most recent past encounter.

Encounters can be manually entered, imported from remote follow-up services, imported from a programmer, or retrieved from a previous encounter and then manually updated. A patient record can have up to 5,000 encounters.

From the Encounters tab, you can view all of the encounters for that patient. The encounters are organized into the encounter tree. You can sort the encounter tree by encounter type or by encounter date.

The tabs that you see within an encounter are dependent on the type of encounter you have selected and on the patient’s device capabilities and modes.

Table 2. Encounter types

Encounter types Remote A remote encounter documents an interaction with a patient with

an implanted device via a remote follow-up service, such as the Medtronic CareLink Network. The data for a Medtronic remote encounter directly corresponds to the data for a clinical follow-up.

In-clinic An in-clinic encounter documents the interaction with a patient

that happens in person at the location of care.

TTM A TTM encounter documents an interaction with a patient that

happens over the phone.

Implant An implant encounter documents an interaction with a patient at

the time of implant of a device.

Programming A programming encounter documents programming changes to

an implanted device.

Table 2. Encounter types (continued)

Encounter types Phone Note A phone note encounter documents the interaction with a patient

that occurred over the phone.

Miscellaneous A miscellaneous encounter documents an interaction with a

patient that is not covered by any other encounter type.

2.7.5.1 Encounter tree

The Encounters tab includes a list of the encounters that can be sorted by either date or type.

The default order is by date starting with the most recent. To change the sort order, select either the By Date or By Type radio button. If you have an encounter that has been signed or locked, and then that encounter is amended, the amended encounter is shown as the parent of the locked encounter.

If an encounter is billable, it will have the icon next to it in the list. An encounter can be marked as billable by selecting the

Billable Encounter check box on the Billing tab. Your Paceart System can be configured to automatically select the Billable Encounter check box if meets specified conditions. For more information, see Section 8.5, Configuring Billing Information,

page 104.

2.7.5.2 Patient Record Icons

The patient record contains icons for device types, lead chamber, and encounter types.

Table 3. Device type icons

Icon Definition

ICD

Pacemaker

ICM/ILR

Event Recorder

Remote Monitor

Adapter

Other Device

Encounter not associated to a device

Table 4. Lead placement icons

Icon Definition

Lead placed in left atrium

Lead placed in right atrium

Lead placed in left ventricle

Lead placed in right ventricle

Lead without chamber specified

Table 5. Encounter type icons

Icon Definition

Implant

In-clinic

Remote

TTM

Programming

Phone Note

Miscellaneous

2.7.5.3 Adding an encounter

Interactions, or encounters, with the patient can be entered in the patient’s record.

1. From the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

2. Select the device from the drop-down box. If you don’t want to associate the encounter to a patient’s device then clear the drop-down box.

3. Select the instrument, such as an event recorder or home monitor, if one is being used in the encounter. If you don’t want to associate an encounter to an instrument then clear the drop-down box.

4. Select an encounter type. This a required field.

5. Click OK. The Add Encounter dialog box will display with one or more tabs. The tabs that are displayed are related to the device

capabilities selected in the device encyclopedia.

6. Depending on the tab, enter or download the encounter information.

7. Click Save.

The new encounter is displayed in the encounter tree.

2.7.5.4 Downloading a patient’s remote encounters

You can download a patient’s remote encounters from an external system, such as the Medtronic CareLink Network.

Before you can download encounters from an external system, you must have Remote Encounter Acquisition enabled in Paceart Optima Administration and have the Mainspring Data Express software configured.

1. Open a patient record that has the Medtronic CareLink Network set as the remote follow-up service.

2. Click the Download Remote Encounters. The Remote Encounter Download dialog box is displayed.

3. Select a device from the Device list.

4. Click Request Data. The Request status section displays the download progress. The data request will process in the background and you can close this dialog box while the system is downloading the remote

encounter data.

5. Click Close to close the dialog box.

If you have encounter tasks enabled for remote encounters from the remote system, such as the Medtronic CareLink Network, an encounter task is created for each downloaded encounter.

2.7.5.5 Programmer Data Transfer Methods

Programmers are used in the clinical environment to test patients with medical devices. The programmer uses telemetered RF (radio frequency) communication with the implanted medical device to determine the current programmed values, change the current programmed values, and collect diagnostic information stored in the device.

For some device manufacturers you can automatically import device data from the programmer into the Paceart System. You can manually enter device data if automatic methods do not exist.

You can import device data from a programmer into an in-clinic encounter, a remote encounter, an implant encounter, or a programming encounter in the Paceart Optima System.

There are several ways to import device data into the Paceart System. Not all import options are available for all manufacturers’ programmers.

• Save the device data on removable media (such as floppy disks and USB flash drives), and then insert the media into the Paceart Optima System workstation and copy the data.

• Save device data to a local hard drive folder or network path.

• Save device data using SessionSync. This method is for Medtronic CareLink 2090 or Encore programmers only.

The automatic data transfer is intended to be a timesaving convenience feature. It is not a substitute for careful examination of the entire follow-up form prior to saving the test and printing a report.

2.7.5.6 Configuring the device data import options

You can configure the import file location. The Paceart System will automatically retrieve files from the location you configure. You can override the default location for a single session when necessary.

This icon is used in this topic.

Icon Description

Open folder

1. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

2. Select the device.

3. Select the encounter type (in-clinic, implant, or programming).

4. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

button. If you do not see this button then the patient does not have an active device, the device you selected is not supported for that encounter type, or the encounter type does not support this functionality.

5. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

6. Click Configuration. The Programmer Import Configuration dialog box is displayed. It contains a Configuration tab and a tab for each of the

manufacturers that the Paceart Optima System supports.

7. On the Configuration tab, select the check box if you want the default answer to be "Yes" when a file is imported that doesn’t match the device serial number or the encounter date in the Paceart System.

8. Click the programmer manufacturer-specific tab.

9. Click the open folder icon, navigate to the file location, and select the folder.

10. Click OK. The Paceart System enters the file location in the text box on the manufacturer’s tab.

11. Click Save.

12. The Programmer Import dialog box is displayed showing a list of available files at that location. If you are importing Boston Scientific files, multiple files may be displayed for the same session. If there are multiple files, the most recent file saved as part of the session is marked with an asterisk in the Date/Time column.

The Paceart System will default to this file location every time you click Retrieve from Programmer. Go through the configuration process whenever you want change the default location of the device data files. You can also configure a temporary file location for a single session by overriding the default location.

2.7.5.7 Overriding the device data location for a single session

You can temporarily override the configured location for device data for a single session. This allows you to select a different location for the device data file containing the programmer device data.

This icon is used in this topic.

Icon Description

Open folder

1. In the Programmer Import dialog box, click the Open folder icon.

2. Navigate to the folder containing the data and select the folder.

3. Click OK. The temporary file path is displayed in the Temporary Import Source field in the Programmer Import dialog box.

4. Select the data file.

5. Click Import.

2.7.5.8 Abbott or St. Jude Medical Programmer

The Paceart Optima System supports data imported from the Abbott/St. Jude Medical programmers, including Model 3510 Programmer, PR-3500 Programmer and the Model Merlin for select devices. You can import device data into the Paceart System by using Abbott-approved removable media, such as a USB flash drive or a floppy disk.

Older St. Jude devices can report therapy energy in volts rather than joules. The Paceart System displays therapy energy in volts when joules are not reported.

2.7.5.9 Importing data from an Abbott/St. Jude Medical Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto removable media, such as a USB drive or a floppy disk, and then copying the data from the removable media into the Paceart System You may need to configure the location of the data files and how you want mismatched dates handled.

For more information on how to save device data to removable media on Abbott/St. Jude Medical programmers, consult your Abbott/St. Jude Medical programmer user guide or your Abbott representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the removable media into the programmer and copy the device data to it.

2. Insert the same removable media into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If there is data retrieved from the programmer that is different from the data stored in the database, then the Programmer Import

dialog box is displayed listing the data that is different.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.10 Performing a USB flash drive import from a St. Jude Medical Programmer

You can import device data from a programmer by copying the data on the programmer to a St. Jude Medical approved USB flash drive, and then copying the data on the flash drive onto the Paceart Optima System computer.

If you require assistance performing this operation on your programmer, consult your programmer user manual or your St. Jude Medical representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the USB flash drive into the programmer and copy the device data to it.

2. Insert the same USB flash drive into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If the data that is retrieved from the programmer is different from the data stored in the database, then the Programmer Import

dialog box is displayed.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.11 Biotronik Programmer

The Paceart Optima System supports data import from the Biotronik ICS3000 for select Biotronik pacemakers and ICDs. You can import device data into the Paceart System using a USB flash drive.

2.7.5.12 Performing a USB flash drive import from a Biotronik Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto a USB flash drive, and then copying the data from the flash drive into the Paceart System. You may need to configure the location of the data files and how you want to resolve mismatched dates and serial numbers.

If you require assistance performing this operation on your programmer, consult your programmer user manual or your Biotronik representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the USB flash drive into the programmer and copy the device data to it.

2. Insert the same USB flash drive into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If the data that is retrieved from the programmer is different from the data stored in the database, then the Programmer Import

dialog box is displayed.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.13 ELA Programmer

The Paceart Optima System supports data import from the ELA Medical Corporation Orchestra programmer for select ELA Medical devices. You can import device data into the Paceart System by saving the device data to a floppy disk.

2.7.5.14 Performing a floppy disk import from an ELA Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto a floppy disk, and then copying the data from the floppy disk into the Paceart System. You may need to configure the location of the data files and how you want mismatched dates handled.

If you require assistance performing this operation on your programmer, consult your programmer user manual or your ELA representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the removable media into the programmer and copy the device data to it.

2. Insert the same removable media into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK.

The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer button. If you do not see this button then the patient does not have an active device, the device you selected is not supported for that encounter type, or the encounter type does not support this functionality.

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If there is data retrieved from the programmer that is different from the data stored in the database, then the Programmer Import

dialog box is displayed listing the data that is different.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.15 Boston Scientific Programmer

The Paceart Optima System supports data import from the Guidant 2901 and 2920/ZOOM programmers for select Guidant devices. You can import device data into the Paceart System by saving the device data to a floppy disk or to a USB flash drive.

2.7.5.16 Performing a floppy disk import from a Boston Scientific Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto a floppy disk, and then copying the data from the floppy disk into the Paceart System. You may need to configure the location of the data files and how you want mismatched dates handled.

If you require assistance performing this operation on your programmer, consult your programmer user manual or your Boston Scientific representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the removable media into the programmer and copy the device data to it.

2. Insert the same removable media into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If there is data retrieved from the programmer that is different from the data stored in the database, then the Programmer Import

dialog box is displayed listing the data that is different.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter.

You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.17 Performing a USB flash drive import from a Boston Scientific Programmer

You can import device data from a programmer by copying the data on the programmer to a USB flash drive, and then copying the data on the flash drive onto the Paceart Optima System computer.

1. Insert the USB flash drive into the programmer and copy the device data to it.

2. Insert the same USB flash drive into the Paceart Optima System computer.

3. Extract the encrypted files from the USB flash drive. Contact Boston Scientific for instructions on how to extract the encrypted files from the USB flash drive.

4. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

5. Select the device.

6. Select the encounter type (in-clinic, implant, or programming).

7. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

8. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.18 Medtronic Programmer

Medtronic Programmer The Paceart Optima System supports data import from the Medtronic 9790 programmer and the Medtronic CareLink 2090 or Encore programmer for select Medtronic devices. You can import device data into the Paceart System by saving the device data to a disk, to a USB flash drive, or by using SessionSync.

2.7.5.19 Performing a floppy disk import from a Medtronic Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto a floppy disk, and then copying the data from the floppy disk into the Paceart System. You may need to configure the location of the data files and how you want to resolve mismatched dates and serial numbers.

If you are using the Medtronic 9790 programmer or the Medtronic CareLink 2090 programmer you can save data using a floppy disk. If you require assistance performing this operation on your programmer, consult your programmer user manual or your Medtronic representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the removable media into the programmer and copy the device data to it.

2. Insert the same removable media into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If there is data retrieved from the programmer that is different from the data stored in the database, then the Programmer Import

dialog box is displayed listing the data that is different.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.20 Performing a SessionSync import from a Medtronic Programmer

For an in-clinic encounter using the Medtronic CareLink 2090 or Encore programmers or the SmartSync Device Manager app, you can save device data from the programmer directly to the Paceart System using your clinic’s network by using SessionSync. The information is sent from the programmer through the clinic’s network to the Paceart System. The encounter data that is available for import is the same encounter data that is available for floppy disk or USB flash drive import.

Downloaded patient data from a single encounter is automatically displayed in the encounter list. It can be opened, viewed, and edited like any other encounter. A SessionSync encounter shows the date and time of the device session, not the date and time the encounter is created in the Paceart System. For example, you performed an in-clinic device interrogation at 10:30 AM. If SessionSync with the programmer occurred at 10:45 AM and created a Paceart System in-clinic encounter then this encounter would have a time of 10:30 AM.

If a SessionSync transmission is received and an encounter was already created on that date for the patient, one of two things will occur.

• If the patient record is open, the Paceart System will ask you if you would like to add the SessionSync data to the already created

encounter or create a new encounter.

• If the patient record is closed, a new encounter is automatically created. This results in two encounters of the same type on the

same date. To reconcile the two encounters you must save the SessionSync data to your computer using File > Save to Disk and then use Retrieve from Programmer feature to import the file into the original encounter.

For information on how to use SessionSync consult the SessionSync software documentation supplied with the software or contact Paceart Technical Services.

2.7.5.21 Performing a USB flash drive import from a Medtronic Programmer

You can import device data from a programmer for a specific manufacturer and model for in-clinic, implant, and programming encounters. Import the data by copying it from the programmer onto a USB flash drive, and then copying the data from the flash drive into the Paceart System. You may need to configure the location of the data files and how you want to resolve mismatched dates and serial numbers.

If you are using the Medtronic CareLink 2090 or Encore programmer you can save data using a USB flash drive. If you require assistance performing this operation on your programmer, consult your programmer user manual or your Medtronic representative.

These icons are used in this topic.

Icon Description

Open folder

Refresh

1. Insert the removable media into the programmer and copy the device data to it.

2. Insert the same removable media into the Paceart Optima System computer.

3. In the patient record, click Add Encounter. The Choose Encounter Type dialog box is displayed.

4. Select the device.

5. Select the encounter type (in-clinic, implant, or programming).

6. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from Programmer

7. Click Retrieve from Programmer. The Programmer Import dialog box is displayed.

8. Select the file that you want to import and click Import. If there is data retrieved from the programmer that is different from the data stored in the database, then the Programmer Import

dialog box is displayed listing the data that is different.

9. Select the check boxes of the properties that you would like to have updated with data from the programmer device data.

10. Click Import. The patient’s record is updated but has not been saved.

11. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

12. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.22 Vitatron Programmer

The Paceart Optima System supports data import from the Medtronic 9790 programmer and the Medtronic CareLink 2090 or Encore programmer for select Vitatron devices. Refer to the Medtronic Programmer topic for additional information.

2.7.5.23 Retrieving data from a previous encounter

For a new encounter, you can retrieve programming, episode, and billing information from a previous encounter, and then update the fields that have changed. This is quicker than entering data manually, and can also decrease data-entry mistakes.

Make sure the patient record is open.

Using the Retrieve from feature is the only way to import billing information from a previous encounter.

1. Click Add Encounter.

2. Select the device from the drop-down box. If you don’t want to associate the encounter to a patient’s device then clear the drop-down box.

3. Select the instrument, such as a home monitor, if one is being used in the encounter. If you don’t want to associate an encounter to an instrument then clear the drop-down box.

4. Select the encounter type. This is a required field.

5. Click OK. The Add Encounter dialog box is displayed. It defaults to the Quick View tab, which contains the Retrieve from button. If you

do not see this button then either the device you selected is not supported for that encounter type, the encounter type does not support this functionality, or a previous encounter has not been added for the patient.

6. Click Retrieve from. The Retrieve from dialog box is displayed.

7. Select the encounter you want from the list. By default, the most recent encounter is highlighted.

8. Click OK. The patient’s record is updated but has not been saved.

9. Update and verify the encounter information.

10. Click Save to save the encounter. You can view the imported device data by selecting the encounter, and then looking at the appropriate subtabs on the

Encounters tab.

11. Select and examine each data entry tab and form prior to printing a report. Manually enter any data and comments that did not import.

2.7.5.24 Device Data Import Icons

Imported device data files may contain values or formatted data that the Paceart System doesn’t expect. After an encounter is imported icons may be displayed to the left of the fields with these unexpected values. You can resolve these unexpected values in the encounter edit mode.

Device data import icons are displayed in the Paceart System, but they do not appear on generated reports.

Import icon Name Explanation

Unexpected parameter The value of this parameter is unexpected,

it does not match expected type, or is out of range.

Unreported value The device did not report a value during

import of this parameter.

Processing error A processing error occurred during import

of this parameter.

Unexpected parameter – This icon indicates the field has an unexpected value or format. Some common errors involve an unexpected number of decimal places, an imported value that contains words instead of a numbers, and an imported value that does not match one of the values in a Paceart System drop-down list.

Sometimes the data imported is correct, even though it does not match the expected value or format. For example, a programmed numeric setting, such as PVARP, might have a value of Auto. In this case, you can ignore the icon. To remove the icon, you must change the value to the expected format. For more information on the expected value or format click on the "?" icon and then click in the field to display the online Help.

For example, a device import file may contain "OK" as the value for Battery Status. In the encounter edit mode, you can remove the icon by selecting an appropriate value from the drop-down list.

Unreported value – This icon indicates that the Paceart System expects a value from the device but a value was not imported. Importing files from older devices usually means you will have more of these icons.

To remove this icon, you must manually enter the data. For example, a device import file may not contain a value for Sensing Pathway. That value is expected. In edit mode, you can remove

the icon by selecting an appropriate pathway value.

Processing error – This icon indicates that a calculation done by the Paceart System resulted in an invalid output or that a parameter required for a calculation was missing. In edit mode, you can remove the icon by providing an appropriate value.

2.7.5.25 Pertinence

Some fields in an encounter are not applicable to all devices, features, and modes. Fields with gray backgrounds are not pertinent to the device based on the selected features and modes.

If a field is grayed out you can still enter a value. Non-pertinent fields that are grayed out in the Paceart System are also grayed out on reports.

Field description What it means

A gray field without a value For this device and selected feature this field is not pertinent. A gray field with a value For this device and selected feature this field is not pertinent but

the device reported a value.

For example, although the Adaptive Status is "Disabled" the device reported values for Paced AV Delay and Sensed AV Delay. The values are displayed but the gray background indicates that the fields aren’t pertinent because Adaptive Status is disabled.

If you change Adaptive Status to "Enabled" the shading is removed because the values are pertinent.

2.7.5.26 Modes

Some fields in an encounter are not applicable to all devices, features, and modes. Fields with gray backgrounds are not pertinent to the device based on the selected features and modes.

The following modes are available: AAI, AAIR, AAT, AATR, ADI, ADIR, AOO, AOOR, DAD, DDD, DDDR, DDI,DDIR, DDT, DDTR, DOO, DOOR, DVI, DVIR, DVTR, ODO, OOO, OOOR, OVO, VAT, VDD, VDDR, VDI, VDIR,VDT, VDTR, VOO, VOOR, VVI, VVIR, VVT, VVTR, AAI<=>DDD, AAIR<=>DDDR, AAIsafeR, SafeR, SafeR/DDIR,DDD-CLS, DDDR-CLS.

Each mode has different fields that are applicable and changing the mode will change which fields show up with a gray background. Only the fields applicable to a selected feature or mode, for example, atrial amplitude in the AAI mode, are shown without a gray background. This is called pertinence. For AAI mode, which stands for Atrial chamber paced, Atrial Chamber sensed, and Inhibiting response to sensing, the following fields have gray backgrounds:

+ 120 hidden pages

Medtronic POS12D0110 Reference Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1 Introduction to the Paceart Optima™ System

1.1 About the Paceart Optima™ System

1.2 Explanation of symbols

1.3 Indications

1.4 Precautions

1.5 Contraindications

1.6 Authorized users

1.7 Technical Support

1.8 Manuals supplied with your system

1.9 Accessing the online help

1.10 Navigating through the Paceart System without a mouse

1.11 Explanation of dialog box fields and buttons

2 Paceart System Patient Records

2.1 Patient records

2.2 Opening a patient record

2.3 Closing a patient record

2.3.1 Closing multiple patient records

2.4 Switching between patient records

2.5 Adding a patient to the Paceart System database

2.5.1 Adding a new patient to the Paceart System database

2.6 Deleting patient record information

2.6.1 Reassigning an encounter

2.6.2 Deleting devices from a patient record

2.6.3 Deleting appointments from a patient record

2.6.4 Deleting a patient record

2.7 Patient Record

2.7.1 Copying information from the patient record tabs

2.7.2 Billing Interval Status

2.7.3 Patient Information tab

Table 1. Patient Information Subtabs

2.7.3.1 Editing a patient’s demographic information

2.7.3.2 Adding or editing a patient’s diagnosis

2.7.3.3 Selecting a diagnosis

2.7.3.4 Adding or editing a patient’s provider

2.7.3.5 Selecting a provider

2.7.3.6 Adding, editing, or discontinuing a patient’s medication

2.7.3.7 Selecting a medication

2.7.3.8 Adding or editing a patient’s insurance

2.7.3.9 Selecting an insurance company

2.7.3.10 Adding an appointment from a patient’s record

2.7.3.11 Deleting an appointment

2.7.3.12 Setting a patient’s scheduling preferences

2.7.3.13 Editing a patient’s allergy information

2.7.3.14 Editing a patient’s pharmacy information

2.7.3.15 Editing a patient’s CardioVoice information

2.7.3.16 Recording and playing a patient’s spoken name

2.7.4 Device Details tab

2.7.4.1 Adding or editing a patient’s device

2.7.4.2 Selecting a device

2.7.4.3 Pre-filling device information

2.7.4.4 Updating Device Associations

2.7.4.5 Device Alerts and Watches

2.7.4.6 Viewing device alert or watch details from the patient record

2.7.4.7 Mitigating a device alert

2.7.5 Encounters tab

Table 2. Encounter types

2.7.5.1 Encounter tree

2.7.5.2 Patient Record Icons

Table 3. Device type icons

Table 4. Lead placement icons

Table 5. Encounter type icons

2.7.5.3 Adding an encounter

2.7.5.4 Downloading a patient’s remote encounters

2.7.5.5 Programmer Data Transfer Methods

2.7.5.6 Configuring the device data import options

2.7.5.7 Overriding the device data location for a single session

2.7.5.8 Abbott or St. Jude Medical Programmer

2.7.5.9 Importing data from an Abbott/St. Jude Medical Programmer

2.7.5.10 Performing a USB flash drive import from a St. Jude Medical Programmer

2.7.5.11 Biotronik Programmer

2.7.5.12 Performing a USB flash drive import from a Biotronik Programmer

2.7.5.13 ELA Programmer

2.7.5.14 Performing a floppy disk import from an ELA Programmer

2.7.5.15 Boston Scientific Programmer

2.7.5.16 Performing a floppy disk import from a Boston Scientific Programmer