Medtronic POS12D14 Reference Guide

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PACEART OPTIMA

Version 1.4

™

SYSTEM

Paceart Optima System Software User Manual

Caution: Federal Law (USA) restricts this device to sale by or on

the order of a physician (or properly licensed practitioner).

Trademarks........................................................................................................................................11

Chapter 1: Introduction to the Paceart Optima™System..............13

Paceart Optima System | Contents | 3

Explanation of symbols...........................................................................................................13

Indications...............................................................................................................................14

Precautions.............................................................................................................................14

Contraindications....................................................................................................................15

Paceart authorized users........................................................................................................15

Technical Support...................................................................................................................15

Paceart manuals supplied with your system............................................................................15

Accessing the online Help.......................................................................................................16

Navigating through Paceart without a mouse..........................................................................16

Chapter 2: Paceart Optima System Administration.......................17

Using the Activity Log..............................................................................................................19

Activity Log Services....................................................................................................19

Searching for information in the Activity Log.................................................................30

Deleting Activity Log Entries.........................................................................................32

Editing Activity Log Retention.......................................................................................32

Using the Audit Log.................................................................................................................33

Searching for information in the Audit Log....................................................................33

Batch Deleting Patients...........................................................................................................34

Configuring Billing Payment Methods.....................................................................................35

Adding or editing a payment method............................................................................35

Deleting a payment method.........................................................................................36

Configuring CardioVoice Settings...........................................................................................37

Editing CardioVoice Settings........................................................................................38

Configuring Connectivity.........................................................................................................40

Editing Verify Patient Match Configuration Settings......................................................41

Editing Demographics Only Match Configuration Settings...........................................42

Activating CareLink Scheduling Integration..................................................................43

Deleting Appointment Requests...................................................................................44

Activating CareLink Remote Encounter Acquisition.....................................................44

Deleting Encounter Import Requests............................................................................45

Editing HL7 Encounter Export......................................................................................45

Deleting XML Export Requests....................................................................................47

Configuring Demographics.....................................................................................................48

Setting the default country for a location of care...........................................................49

Adding or editing a Location of Care............................................................................50

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Viewing a list of patients related to a Location of Care.................................................52

Adding or Editing a Patient ID Type..............................................................................53

Deleting a Patient ID Type............................................................................................54

Editing a Patient Code Type.........................................................................................54

Deleting a Patient Code Type.......................................................................................55

Encounter Export XML............................................................................................................55

Editing XML Encounter Export.....................................................................................56

Configuring the Paceart Home Tab.........................................................................................57

Editing Visible Tasks.....................................................................................................58

Adding or Editing Links on the Home Tab.....................................................................59

Deleting Links from the Home Tab................................................................................60

Changing the Order of Links on the Home Tab.............................................................60

Paceart License Keys..............................................................................................................61

Applying a license key..................................................................................................62

Configuring Server and Client Logging...................................................................................62

Editing Server and Client Logging................................................................................65

Configuring the Messaging Service........................................................................................66

Editing fax settings.......................................................................................................66

Editing email settings...................................................................................................67

Editing pager settings...................................................................................................68

Clearing pending messages.........................................................................................69

Configuring Report Groups.....................................................................................................69

Adding or Editing a report group...................................................................................70

Deleting a report group.................................................................................................72

Configuring the Schedule........................................................................................................72

Schedule configuration for a location of care................................................................73

Configuring resources for a location of care.................................................................78

Configuring the closed hours for a location of care.......................................................80

Configuring Security Options..................................................................................................83

Users and User Roles..................................................................................................84

External System Accounts...........................................................................................96

Security Policies.........................................................................................................101

Configuring Task Management.............................................................................................102

Configuring Workgroups.............................................................................................103

Configuring Encounter Tasks.....................................................................................105

Configuring System Tasks..........................................................................................107

Configuring User Preferences...............................................................................................109

Report Options tab.....................................................................................................110

Opening Paceart tab..................................................................................................112

ECG Recording Tab...................................................................................................113

Configuring Waveform Settings.............................................................................................114

Editing waveform settings...........................................................................................115

Chapter 3: Searching in Paceart....................................................117

Paceart Optima System | Contents | 5

Sorting search results by columns........................................................................................117

Patients search tab................................................................................................................117

Searching for a patient...............................................................................................118

Devices search tab................................................................................................................119

Searching for a device................................................................................................120

Encounters search tab..........................................................................................................121

Searching for an encounter........................................................................................122

Downloading remote encounters................................................................................123

Appointments search tab......................................................................................................124

Searching for an appointment....................................................................................125

Downloading a remote appointment status update....................................................126

Advanced search..................................................................................................................127

Paceart pre-defined advanced search queries...........................................................128

User-created advanced search queries.....................................................................128

Creating an advanced search query...........................................................................130

Performing an advanced search.................................................................................132

Editing a saved advanced search query.....................................................................132

Copying an advanced search query...........................................................................132

Deleting an advanced search query...........................................................................133

Pre-defined searches.................................................................................................133

Using operators and conditions in advanced searches..............................................139

Exporting search results to a spreadsheet............................................................................141

Using an exported spreadsheet to create letters and mailings..............................................141

Chapter 4: Paceart Encyclopedias.................................................143

Searching for information in the encyclopedia.......................................................................144

Deleting an entry from an encyclopedia................................................................................144

Exporting search results to a spreadsheet............................................................................144

Using Device Encyclopedia...................................................................................................145

Searching for information in the encyclopedia............................................................146

Adding or editing a device in the encyclopedia...........................................................146

Device Alerts and Watches........................................................................................164

Aliases.......................................................................................................................169

Device Capabilities.....................................................................................................170

Changing references of a device to a different device................................................172

Using the Diagnosis Encyclopedia........................................................................................173

Adding or editing a diagnosis in the encyclopedia......................................................174

Changing references of a patient's diagnosis to a different diagnosis........................176

Using the Medications Encyclopedia....................................................................................177

Adding or editing a medication in the encyclopedia...................................................178

Changing references of a medication to a different medication..................................179

Using the Insurance Encyclopedia........................................................................................180

Adding or editing insurance companies in the encyclopedia......................................181

Changing references of an insurance company to a different insurance company.....183

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Using the Providers Encyclopedia.........................................................................................184

Adding or editing a provider in the encyclopedia........................................................185

Changing references of a provider to a different provider...........................................188

Using the Charge Codes Encyclopedia.................................................................................189

Adding or editing a charge code in the encyclopedia.................................................190

Changing references of a charge code to a different charge code.............................192

Using the Procedures Encyclopedia.....................................................................................193

Adding or editing a procedure code in the encyclopedia............................................194

Changing references of a procedure to a different procedure....................................195

Using the Pager Services Encyclopedia...............................................................................196

Adding or editing a pager service in the encyclopedia...............................................196

Changing references of a pager service to a different pager service..........................198

Chapter 5: Paceart Patient Records...............................................201

Opening a patient record.......................................................................................................201

Closing a patient record........................................................................................................201

Switching between patient records.......................................................................................201

Adding a patient to the Paceart database.............................................................................203

Adding a new patient to the Paceart database...........................................................203

Deleting a patient record.......................................................................................................206

Patient Record......................................................................................................................206

Patient Information tab...............................................................................................207

Device Details tab......................................................................................................225

Encounters tab...........................................................................................................230

Working with reports.............................................................................................................321

Adding a subtitle to a report........................................................................................321

Previewing a report.....................................................................................................322

Printing a report..........................................................................................................322

Printing a report for a specific patient.........................................................................322

Printing a report for multiple patients..........................................................................323

Report Graphing in Paceart Optima......................................................................................323

Chapter 6: Reports list....................................................................325

Appointment Search Results report......................................................................................327

Billing report..........................................................................................................................327

Brady Programming History report........................................................................................328

Comprehensive Encounter Summary report.........................................................................329

Device Search Results report................................................................................................333

Doctor Letter.........................................................................................................................334

Doctor Letter (Brady).............................................................................................................335

Doctor Letter (Tachy).............................................................................................................336

Encounter Arrhythmia (150 x 20 mm) report ........................................................................337

Encounter Arrhythmia (150 x 40 mm) report ........................................................................340

Paceart Optima System | Contents | 7

Encounter Arrhythmia (175 x 10 mm) report.........................................................................345

Encounter Arrhythmia Event Recorder report........................................................................347

Encounter Arrhythmia Implantable Monitor report.................................................................351

Encounter Brady (2 Strips) report..........................................................................................352

Encounter Brady (3 Strips) report..........................................................................................355

Encounter Brady (Biventricular) report..................................................................................357

Encounter Brady (No strips) report........................................................................................360

Encounter ECG 12 Lead (3 x 4) report .................................................................................361

Encounter ECG 12 Lead (6 x 2) report .................................................................................362

Encounter ECG 6 Lead report...............................................................................................363

Encounter Episode Details report.........................................................................................364

Encounter Episode List.........................................................................................................366

Encounter Miscellaneous Chart report..................................................................................367

Encounter Miscellaneous Letter to Patient............................................................................368

Encounter Miscellaneous Letter to Provider..........................................................................370

Encounter Phone Note report...............................................................................................371

Encounter Search Results report..........................................................................................372

Encounter Tachy (Biventricular) report..................................................................................374

Encounter Tachy (Detailed) report ........................................................................................376

Encounter Tachy (Simplified, 2 strips) report.........................................................................379

Encounter Tachy (Simplified, no strips) report ......................................................................382

Encounter TTM (2 Strips) report............................................................................................384

Encounter TTM (3 Strips) report............................................................................................387

Missed Appointment Letter...................................................................................................390

Missed Appointment List report............................................................................................391

Missed Appointment Postcard..............................................................................................392

Patient Activity report............................................................................................................393

Patient Device History report.................................................................................................394

Patient Labels.......................................................................................................................395

Patient Listing (Device Information) report............................................................................396

Patient Listing (Landscape) report........................................................................................397

Patient Listing (Last and Next Encounter Dates) report.........................................................399

Patient Listing (Last Encounter Date) report .........................................................................399

Patient Listing (Portrait) report ..............................................................................................400

Patient Medication Summary report......................................................................................401

Patient Schedule Letter.........................................................................................................402

Patient Search Results report................................................................................................403

Patient Summary report........................................................................................................404

Patient Summary (Encounter) report ....................................................................................405

Patients Tested report...........................................................................................................407

Provider Labels.....................................................................................................................408

Reminder Letter....................................................................................................................408

Reminder Postcard...............................................................................................................409

Remote Monitoring Prescription Letter..................................................................................410

Schedule (Device Information) report....................................................................................413

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Schedule report ....................................................................................................................413

Chapter 7: Tasks tab........................................................................415

Searching for tasks...............................................................................................................416

Searching for tasks.....................................................................................................416

Working with tasks................................................................................................................419

Workgroups................................................................................................................419

User tasks..................................................................................................................419

Encounter tasks.........................................................................................................422

System tasks..............................................................................................................424

Routing a task............................................................................................................425

Accepting a task.........................................................................................................425

Deleting a task............................................................................................................426

Adding task comments...............................................................................................426

Chapter 8: Home tab........................................................................427

Displaying today's appointments for a resource....................................................................427

Opening an appointment or patient record from a selected appointment..............................427

Opening a task......................................................................................................................428

Adding a user task................................................................................................................428

Field and button definitions for the Adding or Editing a Task dialog box.....................428

Selecting an assignee................................................................................................429

Chapter 9: Scheduling.....................................................................431

Patient scheduling preferences.............................................................................................432

Setting a patient's scheduling preferences.................................................................432

Field definitions for Edit Preferences dialog box.........................................................432

Scheduling appointments.....................................................................................................433

Adding an appointment from a patient's record..........................................................433

Adding or editing an appointment from the schedule tab...........................................433

Adding an appointment from an encounter................................................................435

Editing an appointment..............................................................................................435

Searching for an appointment....................................................................................436

Canceling an appointment.........................................................................................439

Reinstating a canceled appointment..........................................................................440

Deleting an appointment............................................................................................440

Associating an encounter with an appointment..........................................................440

Disassociating an encounter with an appointment.....................................................441

Remote Appointment Status.................................................................................................441

Downloading a remote appointment status update....................................................441

Chapter 10: CardioVoice TTM Assistant........................................443

Paceart Optima System | Contents | 9

CardioVoice Configuration....................................................................................................443

CardioVoice Application........................................................................................................444

Opening CardioVoice.................................................................................................444

CardioVoice Configuration Options............................................................................444

Configuring CardioVoice Options in Paceart.........................................................................452

Editing CardioVoice Settings......................................................................................452

Provider CardioVoice IDs...........................................................................................453

Patient CardioVoice IDs..............................................................................................454

Chapter 11: Paceart Web Access...................................................457

Paceart Web Access security................................................................................................458

Installing the custom error handling file......................................................................458

Monitoring services and limiting access to patient data.............................................458

Account administration..........................................................................................................459

Adding or editing a Paceart user account...................................................................459

Linking Users to Providers..........................................................................................460

Setting a user password.............................................................................................461

Logging in to Paceart Web Access........................................................................................461

Searching patient encounters...............................................................................................461

Chapter 12: Paceart Optima System Security and Privacy.........463

Paceart Optima Security Configuration Overview.................................................................463

Password Complexity Enforcement............................................................................464

Integration with Microsoft Active Directory Services...................................................464

External system accounts and roles...........................................................................467

Data Filtering in Paceart Optima.................................................................................467

SSL Certificates.........................................................................................................467

Database security for Application Server services.....................................................468

ClickOnce digital signing certificate............................................................................468

Local security policies................................................................................................468

Audit control...............................................................................................................469

HL7 Integration.....................................................................................................................469

BCP data export....................................................................................................................469

Data authentication...............................................................................................................470

HIPAA Overview....................................................................................................................470

Product use and technical features............................................................................470

Potential security exposures.......................................................................................471

Paceart Optima System security features...................................................................471

Important notes..........................................................................................................474

10 | Paceart Optima System | Contents

Trademarks

The following list includes trademarks or registered trademarks of Medtronic in the United States and possibly in other countries. All other trademarks are the property of their respective owners.

Mainspring, Medtronic, Medtronic CareLink, Paceart Optima, Paceart

Chapter

Introduction to the Paceart Optima™System

The Paceart Optima System is a clinic management tool that organizes patient, device, and programmer information and 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

• Offers TTM technologies, such as CardioVoice, designed to work with event recorders

• Creates correspondence documents

• Schedules patient follow-up appointments

• Assists with records processing

• Assists in charge and billing management

• Offers integration with your hospital's or clinic's HL7-compatible system

• Provides task management to streamline your clinic's workflow

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

Explanation of symbols

Consult instructions for use

Conformité Européenne (European Conformity). This symbol means that the device fully complies with European Directive MDD 93/42/EEC.

For US audiences only

Authorized Representative in the European Community

Manufacturer

Lot number

Re-order number

Date of Manufacture

14 | Paceart Optima System | Introduction to the Paceart Optima™System

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.

Temperature Limitation

Humidity Limitation

Software

Indications

The Paceart System is intended for use as a 12-lead electrocardiograph, pacemaker artifact analyzer, and transtelephonic ECG receiving station. It also acts as a database for cardiac patients with or without pacemakers or implantable cardioverter defibrillators.

Precautions

Storage and installation

• Ensure there is no condensed moisture on the Paceart software USBs.

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

Storage Environment

-20°C (-4°F) to +45°C (113°F)Temperature

20% to 90%Relative Humidity

System operation

Before 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 software USBs.

• Paceart software USBs must be operating in an environment within the following conditions:

Operating Environment

0°C (32°F) to +35°C (95°F)Temperature

20% to 90%Relative Humidity

Paceart Optima System | Introduction to the Paceart Optima™System | 15

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.

Transmission and transmitter settings

When recording ECGs:

• The transmitter transmission speed must match the transmit speed setting in Paceart.

• The transmitter transmit format must match the transmit format setting in Paceart.

• Discrepancies between the transmission speed or the transmission format will result in incorrect measurements that may lead to incorrect ECG interpretations.

• The Date Given field must have a date that is the same or prior to the date the transmission is recorded.

• A patient may only have one active transmitter.

• The Paceart operator is responsible for setting the speed and format settings.

Contraindications

No known contraindications.

Paceart 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 Paceart 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.

Technical Support

For technical support contact your local Medtronic office. In the US and Canada, call 1-800-PACEART.

Paceart manuals supplied with your system

Electronic versions of Paceart Optima System manuals are supplied on the documentation USB supplied with your software.

There are two manuals installed for use with the Paceart Optima System software, the Paceart Optima System Software Installation and Configuration Instructions and the Paceart Optima System Software User Manual.

16 | Paceart Optima System | Introduction to the Paceart Optima™System

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.

For informationon the installation, configuration, and use of the Paceart ECG Module refer to the documentation supplied with the Paceart ECG Module.

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

Accessing the online Help

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

There are three ways to access online Help.

• 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.

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

About.

Navigating through Paceart without a mouse

On some windows in Paceart you can navigate by using the keyboard instead a mouse. These keyboard commands are composed of the ALT key followed by one or more keyboard symbols.

1. From within a Paceart 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 action you want to take.

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

4. Press ENTER to select the option.

Chapter

Paceart Optima System Administration

The Administration section of the Paceart Optima System allows you, or your system administrator, the ability to configure system settings that are used throughout the application. To view and edit settings in Administration you must have Clinic Administration user permissions.

To access the Administration section click Administration from the menu bar. The Administration section of the application is divided up into subsections by system feature.

Activity Log

You can search and view the Activity Log, which provides a record of requests, the status of work items, when the requests were completed, and by whom they were completed.

Audit

You can search and view the audit log, which provides a record of changes, the date the change was made, and by whom. The system automatically updates the log as users change the system. You can also export the results from Audit Log searches.

Batch Delete

You can delete multiple unused patients from the Paceart database using the Batch Delete function. Unused patients are patients who do not have devices, encounters, or appointments associated with them.

Billing

Paceart assists clinics in charging and billing management by providing clinicians with the ability to document, print, and export billing information related to patient encounters. You can add and edit billing payment types that can be recorded in patient encounters.

CardioVoice

The CardioVoice System enables patients and providers to communicate information about cardiac events through an automated voice response system. You can configure CardioVoice to automatically fax, page, or email a physician when a patient calls into the CardioVoice system.

Connectivity

You can configure how Paceart interacts with information from external systems.

Demographics

You can add new or edit existing locations of care, patient ID types, and patient code types using the options on the Demographics window. These changes automatically show up in the selection lists when you add demographic information to a patient record.

18 | Paceart Optima System | Paceart Optima System Administration

Encounter Export XML

You can configure how to export XML encounters in Paceart XML format from your Paceart system.

Home

You can customize what users see on the Home tab when using your Paceart system.

License Key

You can apply a license key in Paceart to enable new components that you have purchased.

Logging

Paceart Optima System logs client and server activity in separate log files. You can configure where the log files are stored and how the files are formatted.

Messaging Service

You can use the messaging service to send faxes, emails, and pages from the Application Server. The messaging service can send reports via fax and email in addition to working with the CardioVoice System.

Report Groups

This feature allows you define report groups that contain two or more standard reports or letters that can be printed from a specified type of encounter.

Schedule

You can configure how Paceart handles scheduling for each location of care. You can set default preferences for automatic scheduling, define the working hours, and define resources for a location of care.

Security

You can add, edit, and delete information associated with Paceart System users, External System users, Paceart System roles, External System roles, and system-level security policies.

Task Management

You can set up workgroups to assist in clinic task management flow. A workgroup is a collection of one or more authorized users and can be assigned one or more workflow tasks or user tasks. A workgroup does not necessarily correspond to an authorized system role. Task management is an optional feature.

User Preferences

You can define user preferences, such as default report formats and ECG settings, for your user account. User preferences will be applied anywhere you log in.

Waveform

You can edit ECG data settings. The ECG recorder in Paceart gives you the ability to obtain, measure, modify, and view ECG data.

Paceart Optima System | Paceart Optima System Administration | 19

Using the Activity Log

The Activity Log provides a searchable record of requests, the status of work items, when the requests were completed, and by whom they were completed.

Paceart automatically records all activity relating to connectivity events in the Activity Log. The values are stored in the database and you can view or update items in the Activity Log. The system automatically updates the Activity Log as users update work items. The default retention for the Activity Log is 30 days. The size of the log must be monitored since it can become large. Activity Log items that have a status of "Pending" are still retained even after the maximum length of retention has been exceeded.

Using the Search Criteria section you can filter the search results.

You can export your Activity Log search results to a spreadsheet by clicking Export.

Activity Log Services

You can search the Activity Log by the service that initiated the Activity Log requests. Each service uses different types of requests.

Authentication

The Authentication service logs communication attempts from external systems. Paceart checks the credentials from the external system and logs the result in the Activity Log.

20 | Paceart Optima System | Paceart Optima System Administration

Patient Management

The Patient Management service logs all patient information changes from the HL7 protocol. Any additions, deletions, and updates to patient records from HL7-based systems are logged under this service in the Activity Log.

Encounter Management

The Encounter Management service logs activity for encounters imported from Remote Data Interface (RDI) and Local Data Interface (LDI). Data transmitted from local and remote sources for adding and processing encounters is logged under this service in the Activity Log, including SessionSync and LATITUDE. If a system accesses the Paceart Domain Interface (PDI) without a valid Patient ID type, Paceart creates a work item in the Activity Log.

Appointment Management

The Appointment Management service logs all appointment information changes in Paceart. Any additions, deletions, and updates to appointments are logged under this service in the Activity Log. HL7 appointments are logged under this service in the Activity Log.

Outbound Appointment

The Outbound Appointment service logs how appointments are handled between Paceart and CareLink. The results of queuing, updating, and synchronizing appointments are logged under this service in the Activity Log.

Outbound XML Export

The Outbound XML Export service logs all XML export messages from Paceart to an external file system or the HL7 protocol in the Activity Log.

Outbound Encounter

The Outbound Encounter service logs encounter activity any time a CareLink download is initiated automatically or by a clinician. The results of Paceart pulling encounter information from CareLink are logged under this service in the Activity Log.

Activity Log Results

This is a list of Activity Log request results and their definitions. The list also shows if a work item is created for each result and what action is needed to resolve work items.

Authentication service

Work Item Action

NoneNoThe user could not be authenticated.Authentication

Check Credentials

Failure

Result definitionResultRequest

Work Item?

Check Credentials

Credentials

Authorization Failure

NoneNoThe user is not authorized to complete the

request.

NoneNoThe credentials were successfully checked.Valid CredentialsCheck

NoneNoThe credentials were invalid.Invalid CredentialsCheck

Patient Management service

Paceart Optima System | Paceart Optima System Administration | 21

Add Patient

Update Patient

Failure

Authorization Failure

Paceart System Failure

Patient Matching Error

Failure

Authorization Failure

Result definitionResultRequest

request.

matching criteria.

request.

Work Item?

YesThe request had invalid data.Invalid DataAdd Patient

YesThe request did not meet the patient

Work Item Action

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoPaceart failed and could not complete the

NoneNoThe patient was successfully added.Patient AddedAdd Patient

Edit and resubmit request

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Update Patient

Delete Patient

Paceart System Failure

Patient Matching Error

Failure

Authorization Failure

Paceart System Failure

request.

matching criteria.

request.

YesThe request had invalid data.Invalid DataUpdate Patient

YesThe request did not meet the patient

YesThe request had invalid data.Invalid DataDelete Patient

YesThe patient was not found in the database.Patient Not FoundDelete Patient

Edit and resubmit request

NoneNoPaceart failed and could not complete the

NoneNoThe patient was successfully updated.Patient UpdatedUpdate Patient

Edit and resubmit request

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoPaceart failed and could not complete the

NoneNoThe patient was successfully deleted.Patient DeletedDelete Patient

22 | Paceart Optima System | Paceart Optima System Administration

Delete Patient

Add/Update Patient

Patient

Add/Update Patient

Patient

Patient Matching Error

Allowed

Failure

Authorization Failure

Paceart System Failure

Result definitionResultRequest

matching criteria.

request.

Work Item?

YesThe request did not meet the patient

YesDeleting the patient was not allowed.Delete Patient Not

YesThe request had invalid data.Invalid DataAdd/Update

Work Item Action

Edit and resubmit request

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoPaceart failed and could not complete the

NoneNoThe patient was successfully added.Patient AddedAdd/Update

NoneNoThe patient was successfully updated.Patient UpdatedAdd/Update

Add/Update Patient

Change Patient ID

Encounter Management service

Patient Matching Error

Failure

Authorization Failure

Paceart System Failure

Changed

Patient Matching Error

matching criteria.

request.

matching criteria.

Result definitionResultRequest

YesThe request did not meet the patient

YesThe request had invalid data.Invalid DataChange Patient

YesThe request did not meet the patient

Work Item?

Edit and resubmit request

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoPaceart failed and could not complete the

NoneNoThe Patient ID was successfully changed.Patient ID

Edit and resubmit request

Work Item Action

Add Encounter

NoneNoThe user could not be authenticated.Authentication

Failure

Paceart Optima System | Paceart Optima System Administration | 23

Add Encounter

Encounter

Encounter Processing

Processing

Encounter Processing

Authorization Failure

Queued For Processing

Encounter Processing Error

Use

Result definitionResultRequest

request.

processing.

encounter.

Work Item?

YesThere was an error processing the

YesThe patient record was already in use.Patient Record In

Work Item Action

NoneNoThe user is not authorized to complete the

NoneNoThe encounter was successfully queued for

NoneNoThe request was invalid.Invalid RequestAdd

Edit and resubmit request

NoneNoThe encounter was successfully added.Encounter AddedEncounter

NoneNoThe request was invalid.Invalid RequestEncounter

Add the encounter to the existing patient device and resubmit the encounter request.

Encounter Processing

Appointment Management service

Multiple Matching Patient Devices

Patient Device Not Found

License Restriction Error

devices for the patient.

encounter.

complete the request.

YesThe encounter had multiple matching

YesThe patient's device was not found in the

Add the encounter to the existing patient device. Allow updates to the serial number or model aliasing to avoid future work items.

NoneNoThe license did not allow the user to

Appointment

Result definitionResultRequest

Work Item?

Work Item Action

NoneNoThe appointment was successfully added.Appointment AddedAdd

24 | Paceart Optima System | Paceart Optima System Administration

Add Appointment

Appointment

Add Appointment

Failure

Authorization Failure

Add Appointment Not Allowed

Patient Matching Error

Appointment Matching Error

Result definitionResultRequest

request.

appointment.

matching criteria.

Work Item?

YesThe user is not allowed to add the

YesThe request had invalid data.Invalid DataAdd

YesThe request did not meet the patient

YesThe request did not meet the appointment

Work Item Action

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoThe request was invalid.Invalid RequestAdd

Edit and resubmit request

Add Appointment

Update Appointment

Appointment

Update Appointment

License Restriction Error

Appointment Updated

Failure

Authorization Failure

Update Appointment Not Allowed

Patient Matching Error

Appointment Matching Error

complete the request.

updated.

request.

appointment.

matching criteria.

NoneNoThe license did not allow the user to

NoneNoThe appointment was successfully

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

YesThe user is not allowed to update the

YesThe request had invalid data.Invalid DataUpdate

YesThe request did not meet the patient

YesThe request did not meet the appointment

Edit and resubmit request

NoneNoThe request was invalid.Invalid RequestUpdate

Edit and resubmit request

Update Appointment

License Restriction Error

NoneNoThe license did not allow the user to

complete the request.

Paceart Optima System | Paceart Optima System Administration | 25

Appointment

Add/Update Appointment

Appointment

Appointment Updated

Failure

Authorization Failure

Add Appointment Not Allowed

Update Appointment Not Allowed

Result definitionResultRequest

updated.

request.

appointment.

Work Item?

YesThe user is not allowed to add the

YesThe user is not allowed to update the

YesThe request had invalid data.Invalid DataAdd/Update

Work Item Action

NoneNoThe appointment was successfully added.Appointment AddedAdd/Update

NoneNoThe appointment was successfully

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

NoneNoThe request was invalid.Invalid RequestAdd/Update

Add/Update Appointment

Cancel Appointment

Appointment

Patient Matching Error

Appointment Matching Error

License Restriction Error

Appointment Cancelled

Failure

Authorization Failure

Cancel Appointment Not Allowed

matching criteria.

complete the request.

cancelled.

request.

appointment.

YesThe request did not meet the patient

YesThe request did not meet the appointment

YesThe user is not allowed to cancel the

YesThe request had invalid data.Invalid DataCancel

Edit and resubmit request

NoneNoThe license did not allow the user to

NoneNoThe appointment was successfully

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

Appointment

NoneNoThe request was invalid.Invalid RequestCancel

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Cancel Appointment

Delete Appointment

Appointment

Patient Matching Error

Appointment Matching Error

Appointment Deleted

Failure

Authorization Failure

Delete Appointment Not Allowed

Result definitionResultRequest

matching criteria.

deleted.

request.

appointment.

Work Item?

YesThe request did not meet the patient

YesThe request did not meet the appointment

YesThe user is not allowed to delete the

YesThe request had invalid data.Invalid DataDelete

Work Item Action

Edit and resubmit request

NoneNoThe appointment was successfully

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

Edit and resubmit request

Appointment

Delete Appointment

Outbound Appointment service

Queue Appointment

Get Appointment Request

Request

Patient Matching Error

Appointment Matching Error

Queued For Processing

Failure

Authorization FailureGet Appointment

matching criteria.

Result definitionResultRequest

processing.

the request.

YesThe request did not meet the patient

YesThe request did not meet the appointment

Work Item?

NoneNoThe request was invalid.Invalid RequestDelete

Edit and resubmit request

Work Item Action

NoneNoThe appointment was queued for

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete

NoneNoThe appointment request was available.Request AvailableGet Appointment

Request

Update Appointment Request

NoneNoThe request was invalid.Invalid RequestGet Appointment

NoneNoThe appointment was cancelled.Appointment

Cancelled

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Update Appointment Request

Found

Appointment Created and Updated

No Appointment Found When Creating Appointment

Appointment Deleted and Updated

Delete Attempted Appointment Still Exists

Appointment Updated

Result definitionResultRequest

created and updated.

creating the appointment.

deleted and updated.

deleted but still exists.

updated.

Work Item?

Work Item Action

NoneNoNo appointment was found.No Appointment

NoneNoThe appointment was successfully

NoneNoThere was no appointment found when

NoneNoThe appointment was successfully

NoneNoThe appointment was attempted to be

NoneNoThe appointment was successfully

Update Appointment Request

Appointment Request

Update Appointment Request

No Appointment Found When Updating Appointment

Failure

Authorization FailureUpdate

Clinic Appointment Synchronization Complete

Clinic Appointment Synchronization Started

Patient Appointment Synchronization Complete

Patient Appointment Synchronization Started

NoneNoThere was no appointment found when

updating the appointment.

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete

the request.

NoneNoThe clinic appointment synchronization

was successful.

NoneNoThe clinic appointment synchronization

was started.

NoneNoThe patient appointment

synchronization was successful.

NoneNoThe patient appointment

synchronization was started.

Appointment Request

NoneNoThe request was invalid.Invalid RequestUpdate

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Synchronize Appointments Paceart to Remote

Building Paceart Patient Appointment List

Patient Matching Error

Sending Appointment Created Request

Sending Appointment Updated Request

Paceart Appointment Found By External ID

Result definitionResultRequest

appointment list.

matching criteria.

appointment was sent to CareLink.

external ID.

Work Item?

Work Item Action

NoneNoPaceart is building the patient

NoneNoThe request did not meet the patient

NoneNoThe request for creating the

NoneNoThe request for updating the

NoneNoThe appointment was found by the

Synchronize Appointments Paceart to Remote

Synchronize Appointments Remote to Paceart

Outbound XML Export service

Appointment Found By Start Date

Creating Paceart Appointment

Sending Appointment Deleted Request

Paceart Appointment Found By External ID

License Restriction Error

NoneNoThe appointment was found by the start

date.

NoneNoCareLink is creating the Paceart

appointment.

NoneNoThe request for deleting the

appointment was sent to Paceart.

NoneNoThe appointment was found by the

external ID.

NoneNoThe license did not allow the user to

complete the request.

Queue XML Export

Queued For Processing

Result definitionResultRequest

queued for processing.

Work Item?

Work Item Action

NoneNoThe export request was successfully

Paceart Optima System | Paceart Optima System Administration | 29

Get XML Export Request

Request

Update XML Export Request

Export Request

Failure

Authorization Failure

Invalid XMLGet XML Export

Failure

Authorization Failure

Request UpdatedUpdate XML

Result definitionResultRequest

request.

generated.

request.

updated.

Work Item?

Work Item Action

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

NoneNoThe export request was available.Request AvailableGet XML Export

NoneNoThe request was invalid.Invalid RequestGet XML Export

NoneNoThe requested XML version could not be

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

NoneNoThe request was invalid.Invalid RequestUpdate XML

NoneNoThe export request was successfully

Outbound Encounter

Get Encounter Request

Request

Update Encounter Request

Failure

Authorization Failure

Failure

Authorization Failure

Clinic Encounter Download Complete

Result definitionResultRequest

request.

successfully downloaded.

Work Item?

Work Item Action

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

NoneNoThe encounter request was available.Request AvailableGet Encounter

NoneNoThe request was invalid.Invalid RequestGet Encounter

NoneNoThe user could not be authenticated.Authentication

NoneNoThe user is not authorized to complete the

NoneNoThe clinic encounter has been

Update Encounter Request

Clinic Encounter Download Started

NoneNoThe clinic encounter download has

started.

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Update Encounter Request

Encounter Request

Encounter Request Processing

Patient Encounter Download Complete

Patient Encounter Download Started

Request UpdatedUpdate

Encounter Already Exists In Paceart

Data Requested From Remote System

Result definitionResultRequest

successfully downloaded.

started.

updated.

in Paceart.

requested from the remote system.

Work Item?

Work Item Action

NoneNoThe patient encounter has been

NoneNoThe patient encounter download has

NoneNoThe request was invalid.Invalid RequestUpdate

NoneNoThe encounter request was successfully

NoneNoThe requested encounter already exists

NoneNoThe encounter data was successfully

Searching for information in the Activity Log

You can enter search criteria to limit the Activity Log event results. To return all results, leave the search criteria text boxes blank.

1. Click Administration > Activity Log.

2. Enter search criteria in one or more of the following fields:

• Service:

Select a service from the drop-down list to limit your results to a particular service.

• Request:

Select a request from the drop-down list to limit your results to a particular request of a service. The requests available depend on the service you selected.

• Result:

Select a result from the drop-down list to limit your results to a particular result of a request. The results available depend on the service and request you selected.

• Work Item Status:

Select a work item status from the drop-down list to limit your results to a particular status. Activity Log items that have a status of Pending are still retained even after the maximum length of retention has been exceeded.

• Start Date/Time:

If you enter a date and time, Activity Log entries occurring on or after the date and time will be returned in the results.

• End Date/Time:

If you enter a date and time, Activity Log entries occurring on or before the date and time will be returned in the results.

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• User / Account:

Select a user from the drop-down list to limit your results to a particular user.

• Device Serial Number:

Enter a patient's device serial number.

• Patient ID:

Enter a patient's ID number.

3. Click Search to search the activity log for entries matching your search criteria. Unused patients have no devices, no encounters, and no appointments.

4. You can accomplish the following tasks with the Activity Log search results:

• To clear the search results, click Clear.

• To open an Activity Log entry, select the entry from the search results and click Open. You can also

double-click an entry in the search results to open it.

• To delete an Activity Log entry, select the entry from the search results and click Delete.

• To mark an activity as complete, select the entry from the search results and click Complete.

• To export the search results to a spreadsheet, click Export.

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Deleting Activity Log Entries

You can delete entries from the Activity Log.

1. Click Administration > Activity Log.

2. Select a single or multiple activity log entries. To select multiple entries SHIFT+click or CTRL+click.

3. Click Delete.

The Activity Log entries are deleted.

Editing Activity Log Retention

You can edit how long Paceart retains data in the activity log. Activity Log items that have a status of Pending are still retained even after the maximum length of retention has been exceeded.

1. Click Administration > Connectivity > Activity Log.

2. Click Edit.

3. Enter the number of days to retain activity log data in Activity Log Retention.

4. Click Save.

Field and button definitions for the Edit Activity Log Retention dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Activity Log Retention

Save

Cancel

Help

The number of days data will be retained in the Activity Log.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

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Using the Audit Log

You can search and view the Audit Log, which provides a record of changes, the date the change was made, and by whom.

You can narrow the list of changes in the Audit Log based on patient, user, date and time, and other criteria. You can also narrow the list by the type of operation such as an insertion or deletion.

Paceart automatically tracks database and end-user activity and updates the Audit Log. The system automatically updates the Audit Log as users update a record. The size of the log must be monitored since it can become large. Permission to view the Audit Log is granted through your user role.

You can export detailed information for each of the entries in your results table to an Excel spreadsheet by clicking Export.

Searching for information in the Audit Log

You can enter search criteria to limit the Audit Log event results that are returned to you. Since the Audit Log can be very large, enter as much search criteria as possible to reduce the number of results.

1. Click Administration > Audit.

2. Enter search criteria in one or more of the following fields.

• Patient Name:

Select a patient name to show Audit Log entries for one patient.

• Table Name:

34 | Paceart Optima System | Paceart Optima System Administration

Select a table name from the drop-down list to limit your results to a particular database table.

• Column Name:

Select a column name based on the table you selected from the drop-down list to limit your results to a particular database column.

• Modified By:

Select a login name from the drop-down list to limit your results to modifications made by a particular user.

• Computer Name:

Select a computer name from the drop-down list to limit your results to modifications made from a particular computer.

• Start Date/Time:

If you enter a date and time, Audit Log entries occurring on or after this timestamp are returned in the results.

• End Date/Time:

If you enter a date and time, Audit Log entries occurring on or before this timestamp are returned in the results.

• Insert

Check this box to include insert database events. Insert events are created when a new entry is added to the database.

• Update

Check this box to include update database events. Update events are createdwhen an existing database entry is modified.

• Data Disclosure

Check this box to include events that disclosed patient data to any external system.

• Delete

Check this box to include delete database events. Delete events are created when an entry is deleted from the database.

3. Click Search to search the Audit Log for entries matching your search criteria.

4. Select an entry in the search results to view the details of the Audit Log entry in the Details section.

5. You can accomplish the following tasks with the Audit Log search results:

• To clear the search results, click Clear.

• To export the search results to a spreadsheet, click Export.

Batch Deleting Patients

You can delete multiple unused patients from the Paceart database. Unused patients are patients who do not have devices, encounters, or appointments associated with them.

1. Click Administration > Batch Delete.

2. Click Search to find all unused patients in Paceart. All unused patients are displayed in the Results section.

3. Select the unused patients you want to delete in the search results or click Select All to select all unused

patients.

Paceart Optima System | Paceart Optima System Administration | 35

4. Click Delete.

5. Click Yes to confirm the deletion of the selected patients from the Paceart database.

Configuring Billing Payment Methods

Setting up payment methods is a clinic administration function. Use the Encyclopedia to add and edit billing codes such as charge codes and CPT codes.

The Payment Information Method window allowsyou to add and edit payment method codes and descriptions, for example VISA.

For billing encounters, Paceart allows you to:

• Export billing information to other systems via XML and HL7

• Generate a Billing Report for a specific patient encounter

Adding or editing a payment method

You can add or edit payment methods to Paceart for patient encounters using the Administration:Billing window.

1. Click Administration > Billing.

36 | Paceart Optima System | Paceart Optima System Administration

2. Determine which action to take.

• To add a payment method, click Add.

• To edit a payment method, click Edit.

3. Enter the payment method code in the Code field. This field is required.

4. Enter a description of the payment method in the Description field. This field is required.

5. If the payment method is available for billing, select the Available checkbox.

6. Click Save.

The entry is displayed on the Payment Method Information section.

Field and button definitions for the Add or Edit Payment Method dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Code:

*Description:

Available

Save

Cancel

Help

The payment method code. Required field.

The name of the payment method, for example, VISA. Required field.

Indicates if the payment method is available to apply to bills.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting a payment method

You can delete payment methods from Paceart for patient encounters using the Administration: Billing window.

1. Click Administration > Billing.

2. Select the payment method you want to delete.

3. Click Delete.

4. Determine which action to take.

Paceart Optima System | Paceart Optima System Administration | 37

• If the payment method is not already used in billing, click Yes on the confirmation message dialog box.

• If the payment method is already used in billing, click Yes to make it unavailable for future billing.

If the paymentmethod is not already used in billing, the entry is removed from the Payment Method Information section. If the payment method is already used in billing, it is no longer available to assign to billing.

Configuring CardioVoice Settings

The CardioVoice TTM Assistant system allows patients and doctors to communicate information about cardiac events through an automated voice response system.

The CardioVoice TTM Assistant can be configured to automatically fax, page, or e-mail a physician when a patient calls into the CardioVoice system. These external notifications alert physicians that new data is waiting in their Paceart System, and in the case of faxing and emailing, send the data directly to the physician.

You can configure ECG recording settings for ECGs recorded using CardioVoice.

38 | Paceart Optima System | Paceart Optima System Administration

Editing CardioVoice Settings

Paceart can be configured to automatically fax, email, or page a physician when a patient calls into CardioVoice.

Before you can use the CardioVoice auto fax, auto email, or auto pager notifications you must have the messaging service installed on the application server and configured in Administration: Messaging Service.

1. Click Administration > CardioVoice.

2. Click Edit.

3. In the Report Information section, select which report is sent when a physician is sent a report through

CardioVoice.

4. Select how you want CardioVoice to notify the provider. Select the Active check box for fax, email, and pager notification.

5. For each of the notification methods, choose which provider you would like to send the notification to.

• Select Following or Referring to use the following or referring provider listed in the patient record. If a

patient has more than one following or referring provider, Paceart selects one provider in the following order if they are specified for the patient:

• Following

• Referring 1

• Referring 2

• Referring 3

• Select Specific Provider to choose a provider from the Encyclopedia.

6. In the CardioVoice ID Information section, choose the default CardioVoice ID information.

• Select Use the last 7 digits of the primary phone number to assign a CardioVoice ID to a patient

automatically.

• Select Do not default patients' CardioVoice IDs.

Paceart Optima System | Paceart Optima System Administration | 39

7. Click Save.

The updated CardioVoice information is displayed in the Administration: CardioVoice window.

Field and button definitions for the Edit CardioVoice Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Report

Auto Fax Notification Information Active

Following or Referring

Specific Provider

Specific Provider field

Auto Email Notification Information Active

Auto Pager Notification Information Active

Use the last 7 digits of the primary phone number radio button

Allows you to specify which report will be sent when a physician requests a report through CardioVoice.

When checked indicates that the auto fax notification is active.

When selected indicates that the following or referring provider listed in the patient record will be notified.

When selected indicates that the provider in the field below will be notified.

Click the [...] button to specify a provider.

When checked indicates that the auto email notification is active.

When checked indicates that the auto pager notification is active.

When selected the Patient's CardioVoice ID will be assigned automatically and be the last seven digits of the patient's primary phone number.

Do not default patients' CardioVoice IDs

Save

Cancel

Help

When selected CardioVoice IDs are not automatically assigned.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Field and button definitions for the Edit CardioVoice ECG Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Gain

The selected Gain setting in mm/mV. Gain is used to increase or decrease the amplitude of an ECG signal.

40 | Paceart Optima System | Paceart Optima System Administration

Field and button definitionsDialog box fields and buttons

Filter

Speed

Invert Polarity:

Save

Cancel

Help

The selected Filter setting in Hz. Filtering is used to eliminate "noise" on the ECG display.

The selected Speed setting in mm/sec. The strip speed indicates the horizontal scale of the ECG strip.

Indicates if the polarity should be inverted.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Configuring Connectivity

You can configure how Paceart interacts with information from external systems using the Administration: Connectivity window.

Patient Matching Configuration tab

When you import patient information into Paceart from an external system, patient matching is based on the Patient ID. If you want an additional level of patient matching, you can specify which patient demographics must match in addition to the Patient ID in the Verify Patient Match Configuration section. A patient must match at least one of the selected demographics for a successful patient match.

If the system cannot match patient information using the Patient ID, you can choose to match patients based on demographic information. You can specify which demographics in the Demographics Only Match

Configuration section. A patient must match all of the selected demographics for a successful patient match.

Scheduling Integration tab

You can set CareLink scheduling integration as active or inactive. You can also view and delete appointment requests. In order to activate CareLink scheduling to integrate with Paceart scheduling, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

Remote Encounter Acquisition tab

You can set CareLink remote encounter acquisition as active or inactive, or set up remote encounters for nightly acquisitions. You can also view and delete encounter import requests. In order for CareLink to integrate with Paceart to acquire remote encounters, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

Encounter Export tab

You can configure how to export encounters with optional PDF reports and attachments, set encounter export as active or inactive, and view or delete XML export requests. In order to export HL7 encounters with Paceart, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

Paceart Optima System | Paceart Optima System Administration | 41

Activity Log tab

You can edit how long records are retained in the Activity Log.

Editing Verify Patient Match Configuration Settings

You can select patient demographics for additional patient matching criteria in addition to the Patient ID. A patient must match at least one of the selected demographics for a successful patient match.

1. Click Administration > Connectivity > Patient Matching Configuration.

2. In the Verify Patient Match Configuration section, click Edit.

42 | Paceart Optima System | Paceart Optima System Administration

3. Select the demographics you want for patient matching in addition to the Patient ID.

4. Click Save.

Field and button definitions for the Verify Patient Configuration Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Last Name:

First Name:

Middle Name:

Date of Birth:

Gender:

Zip/Postal Code:

Save

Cancel

Help

The patient's last name.

The patient's first given name (e.g. primary forename or primary personal name).

The patient's middle name.

The patient's date of birth.

The patient's gender. The value must be one of the following values: Male, Female, Other.

The zip or postal code associated with the patient's street address.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Editing Demographics Only Match Configuration Settings

You can select patient demographics for patient matching criteria if a patient match cannot be made using the patient ID. A patient must match all of the selected demographics for a successful patient match.

1. Click Administration > Connectivity > Patient Matching Configuration.

Paceart Optima System | Paceart Optima System Administration | 43

2. In the Demographics Only Match Configuration section, click Edit.

3. Select the demographics you want for patient matching.

4. Click Save.

Field and button definitions for the Matching Patient Configuration Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Last Name:

First Name:

Middle Name:

Date of Birth:

Gender:

Zip/Postal Code:

Save

Cancel

Help

The patient's last name.

The patient's first given name (e.g. primary forename or primary personal name).

The patient's middle name.

The patient's date of birth.

The patient's gender. The value must be one of the following values: Male, Female, Other.

The zip or postal code associated with the patient's street address.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Activating CareLink Scheduling Integration

You can activate CareLink scheduling to integrate with Paceart scheduling.

In order to activate CareLink scheduling to integrate with Paceart scheduling, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

1. Click Administration > Connectivity > Scheduling Integration.

2. Click Edit.

3. Select the Active checkbox to activate CareLink scheduling integration.

4. Click Save.

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Field and button definitions for the CareLink Scheduling Integration dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Active

Save

Cancel

Help

Indicates if CareLink Scheduling Integration is active.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting Appointment Requests

You can delete appointment requests from Paceart scheduling integration with external systems.

When deleting Appointment Request records, ensure that the request status has a value of Completed. If the request status has a value of Processing, an external system may still be working with the request. If the request status continues to display Processing for an extended time, there may be an error and the request cannot be processed. Contact Paceart support to assist in the investigation of the logs and troubleshooting Connectivity services.

1. Click Administration > Connectivity > Scheduling Integration.

2. To get the latest list of appointment requests, click Refresh.

3. Select the appointment requests that you want to delete in the Appointment Requests section. You can

select multiple requests by holding the CTRL key and you can select a range of requests by holding the SHIFT key.

4. Click Delete.

5. Click Yes to confirm the deletion.

Activating CareLink Remote Encounter Acquisition

You can activate CareLink to integrate with Paceart to acquire remote encounters and choose when the encounters are acquired.

In order for CareLink to integrate with Paceart to acquire remote encounters, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

1. Click Administration > Connectivity > Remote Encounter Acquisition.

2. Click Edit.

3. Select the Active checkbox to activate CareLink remote encounter acquisition.

4. Select the Nightly Active checkbox if you want to run the remote encounter acquisition nightly.

5. Click Save.

Paceart Optima System | Paceart Optima System Administration | 45

Field and button definitions for the CareLink Remote Encounter Acquisition dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Active

Nightly Active

Save

Cancel

Help

Indicates if CareLink Remote Encounter Acquisition is active.

Indicates if CareLink Remote Encounter Acquisition is performing nightly acquisitions.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting Encounter Import Requests

You can delete encounter import requests from Paceart remote encounter acquisitions.

When deleting Encounter Import Request records, ensure that the request status has a value of Completed. If the request status has a value of Processing, an external system may still be working with the request. If the request status continues to display Processingfor an extendedtime, there maybe an error and the request cannot be processed. Contact Paceart support to assist in the investigation of the logs and troubleshooting Connectivity services.

1. Click Administration > Connectivity > Remote Encounter Acquisition.

2. To get the latest list of encounter import requests, click Refresh.

3. Select the import requests that you want to delete in the Encounter Import Requests section. You can

select multiple requests by holding the CTRL key and you can select a range of requests by holding the SHIFT key.

4. Click Delete.

5. Click Yes to confirm the deletion.

Editing HL7 Encounter Export

You can configure how to export HL7 encounters and choose whether to include PDF reports and attachments with the encounters.

HL7 Integration must be enabled by your license key to configure HL7 encounter export.

In order to export HL7 encounters with Paceart, additional setup is required. For more information, refer to the Mainspring Data Express Connectivity Guide.

1. Click Administration > Connectivity > Encounter Export.

2. Click Edit.

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3. To enable HL7 Encounter Export, select the Enabled checkbox.

4. To set HL7 encounter export as the default method for exporting encounters, select the Default checkbox.

5. To include a PDF report with exported encounters, select Yes next to the Include PDF Report field. You

can then choose which reports are included with each type of encounter in the drop-down lists next to each type of encounter.

6. To include attachments with exported encounters, select Yes next to the Include Attachments field.

7. If you chose to include PDF reports or attachments with exported encounters, choose how you want to

handle the files in the File Handling field.

• To embed PDF reports or attachments with the encounters, select Embed.

• To link to PDF reports or attachments, select Link.

8. If you chose to link PDF reports or attachments with exported encounters, enter the export path in the Path field. The export path is the physical file system or network path on the server.

9. If you chose to link PDF reports or attachments with exported encounters, enter the export location in the Location field. The location is the URL or network path that is placed in the XML file and HL7 message for

attachments and linked Paceart reports.

10. Click Save.

Field and button definitions for the Edit Encounter Export - HL7 dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Enabled:

Default:

Include PDF Report:

When checked indicates that HL7 Encounter Export is enabled.

When checked indicates that this is the default method for exporting encounters.

Select whether to include a PDF report with the encounter export.

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Field and button definitionsDialog box fields and buttons

Implant:

In-clinic:

Remote:

TTM:

Programming:

Phone Note:

Miscellaneous:

Include Attachments:

Allows you to specify which PDF report is included for implant encounters with the encounter export.

Allows you to specify which PDF report is included for in-clinic encounters with the encounter export.

Allows you to specify which PDF report is included for remote encounters with the encounter export.

Allows you to specify which PDF report is included for TTM encounters with the encounter export.

Allows you to specify which PDF report is included for programming encounters with the encounter export.

Allows you to specify which PDF report is included for phone note encounters with the encounter export.

Allows you to specify which PDF report is included for miscellaneous encounters with the encounter export.

Select whether to include attachments with the encounter export.

File Handling:

Path:

Location:

Save

Cancel

Help

Deleting XML Export Requests

You can delete encounter XML export requests from Paceart.

Select whether to embed or link to PDF reports or attachments for the encounter export.

The file path for PDF reports or attachments for the encounter export. The export path is the physical file system path on the server.

The location of PDF reports or attachments for the encounter export. The location is the URL that is placed in the XML file and HL7 message for attachments and linked Paceart reports.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

When deleting Export Request records, ensure that the request status has a value of Completed. If the request status has a value of Processing, an external system may still be working with the request. If the request status continues to display Processing for an extended time, there may be an error and the request cannot be

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processed. Contact Paceart support to assist in the investigation of the logs and troubleshooting Connectivity services.

1. Click Administration > Connectivity > Encounter Export.

2. To get the latest list of XML export requests, click Refresh.

3. Select the export requests you want to delete in the XML Export Requests section. You can select multiple

requests by holding the CTRL key and you can select a range of requests by holding the SHIFT key.

4. Click Delete.

5. Click Yes to confirm the deletion.

Configuring Demographics

You can add new or edit existing locations of care, patient ID types, and patient code types using the Demographics window. These changes automatically show up in the selection lists when you add demographic information to a patient record.

Location of Care Tab

Locations of care are usually hospitals and clinics that are associated with a patient or provider. Clinic scheduling is based on the location of care.

Location of care allows multiple clinical locations to share the Paceart database while isolating certain types of information. All patients are assigned a location of care and clinic scheduling is based on location.

Having a primary arrhythmia or device-related clinic location of care assigned to each patient allows you to search for patients, generate reports, and export data based on patients in a particular clinic location. The locations of care can be organized in a hierarchy with up to three levels with the highest level of the organization on top. Each location is associated to the level directly above it.

Location of care can also be used to describe the location for an appointment or the location for an encounter. You can also use this window to:

• Set the default country for a location of care

• View details about the location such as the address and contact person on the Details tab.

• See a list of patients who receive medical care at this location on the Related Patients tab.

Patient ID Type Tab

The patient ID type allows you to define multiple categories for tracking different patient IDs used by a clinic. The ID type and value combination uniquely identifies a single patient in Paceart. Patient ID values must be unique or blank for each Patient ID Type.

With the addition of patient ID types, patient IDs are a combination of a patient ID type and a patient ID value. This feature allows a clinic to have multiple unique IDs for a single patient. Paceart validates that patient ID values are unique for each patient ID type. The primary ID type is used whenever a single patient ID is displayed, such as the Patient Information tab and on reports.

You can have a maximum of twenty ID types. The ID type at the top of the list is automatically designated as the primary type. You can have only one primary ID type but you can change the primary type at any time by moving a different ID type to the top of the list.

Each ID type must have a unique name. Two ID types are automatically added when Paceart is installed, Default and Paceart.

Default is initially designated as the primary patient ID type and it corresponds to the current patient ID in Paceart. Both the ID name and primary designation can be changed.

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Paceart contains a number that is either automatically assigned by the system when the patient is added to the database or is imported from the Patient # field from previous versions of Paceart. This ID type cannot be renamed or deleted.

Patient Code Type Tab

Code types are used for various purposes within a clinic. For example, you can enter a code into a patient's record to associate that patient with a particular clinic or specific clinical trial. Within a clinic, a code type can be assigned an alphanumeric code identifier of up to 6 characters.

Paceart has four code types initially designated as Code 1, Code 2, Code 3, and Code 4. You can change the code description from this tab.

Setting the default country for a location of care

You can set the default country for adding new locations of care in Paceart.

1. Click Administration > Demographics > Location of Care.

2. Click the [...] button next to the Default Country field.

The Default Country window is displayed.

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3. In the Default Country list, click the default country of your choice.

4. Click Select.

The selected country is the default country for all new locations of care.

Field and button definitions for the Default Country dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Default Country:

Select

Cancel

Help

The default country for the location of care.

Shows the selected item in the main window.

Cancels and closes the dialog.

Accesses the Help system.

Adding or editing a Location of Care

You can add or edit a location of care in Paceart. Locations of care enable multiple clinical locations to share the Paceart database while isolating certain types of information.

Each patient is assigned a location of care which is the basis of their clinic scheduling. A location of care can also be used as search criteria. To create a hierarchy, add the highest-level location first.

1. Click Administration > Demographics > Location of Care.

2. Determine which action to take.

• To add a location of care, click Add.

• To edit a location of care, click Edit.

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3. Select a Parent Location of Care from the drop-down list. The default parent location supplied by Medtronic is called Default Location.

4. Enter a name for the location of care.

5. Enter other relevant information for the location of care such as address, phone number, fax number, contact

name, and contact email address.

6. Determine which action to take.

• To add a clinic image, click Browse next to the Clinic image field and navigate to the image. The image

cannot be more than 750 pixels wide or 240 pixels high. Paceart allows the following image formats: .bmp, .jpg, .gif, and .png. Reports can be configured to use this image in the report heading.

• To remove an existing clinic image, click Remove next to the image.

7. Click Save.

You must restart Paceart before you can use the new location of care.

Field and button definitions for the Add or Edit Location of Care dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Parent Location of Care:

Defines the parent clinic for the new location of care. The parent location of care describes the highest level of clinic within your organization, for example main office versus satellite clinics. Required field.

*Name:

The name for the location of care. Required field.

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Field and button definitionsDialog box fields and buttons

Abbreviation:

Address:

Default: (checkbox)

City:

State/Province:

Zip/Postal Code:

Country:

Phone:

Contact Name:

Contact Email:

The abbreviation for the location of care.

The first line of the location of care address.

The second line of the location of care address.

Indicates the default clinic when adding a new patient.

The city for the location of care.

The state or province for the location of care.

The zip or postal code for the location of care.

The country for the location of care.

The phone number for the location of care.

The name of the contact person for the location care.

The contact person's email address for the location of care.

Clinic image:

Browse...

Remove

Comments:

Save

Cancel

Help

The clinic image for this location of care. The image should be no more than 750 pixels wide and 240 pixels high.

Opens a browse dialog and allows you to select a clinic image for this location of care.

Removes the clinic image for this location of care.

Miscellaneous comments.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Viewing a list of patients related to a Location of Care

You can view all the patients receiving care at a specific medical care location (such as a hospital or clinic) in the Paceart database.

You can also view patients related to a location of care on the Search tab in Paceart.

1. Click Administration > Demographics > Location of Care.

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2. Select a location in the Location of Care section.

3. Click the Related Patients tab in the Location of Care Information section.

The patients associated to that location of care are displayed in the Results list.

Adding or Editing a Patient ID Type

You can set up information about patient ID and code types. The combination of a patient ID and type uniquely identifies a patient in the Paceart System.

1. Click Administration > Demographics > Patient ID Type.

2. Determine which action to take.

• To add a patient ID type, click Add.

• To edit a patient ID type, click Edit.

3. Enter the name of the patient ID type in the Description field.

4. If necessary, click the arrows to change the display order of patient ID types. The first patient ID type listed

in the Display Order field is the primary patient ID type. The primary patient ID will be the ID that is shown on select reports and shown on the Patient Information tab.

5. Click Save.

Field and button definitions for the Add or Edit Patient ID Type dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Description:

Display Order

Move Up

Move Down

The name for the patient ID type. Required field.

The order that the patient ID types are displayed in the list. You can change the order using the up and down arrow buttons. The first patient ID type listed is the primary patient ID type.

Moves the selected item up in the list box.

Moves the selected item down in the list box.

Save

Cancel

Saves all changes.

Cancels and closes the dialog.

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Field and button definitionsDialog box fields and buttons

Help

Accesses the Help system.

Deleting a Patient ID Type

You can delete patient ID types from Paceart. The combination of a patient ID and type uniquely identifies a patient in the Paceart System.

You cannot delete the Paceart ID type.

1. Click Administration > Demographics > Patient ID Type.

2. Select the patient ID type you want to delete in the Patient ID Type Information section.

3. Click Delete.

4. Click Yes to confirm the deletion.

Editing a Patient Code Type

You can set up information about patient ID and code types.

1. Click Administration > Demographics > Patient Code Type.

2. Select the code type you want to edit in the Patient Code Type Information section and click Edit.

3. Edit the Description field and click Save.

The code description is changed in all Paceart patient records.

Field and button definitions for the Edit Patient Code Type dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Description:

Purge

Save

Cancel

Help

The name for the patient code. Required field.

Removes the patient code from all related patients in the Paceart database.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

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Deleting a Patient Code Type

You can remove patient code types from all related patients in the Paceart database.

1. Click Administration > Demographics > Patient Code Type.

2. Select the patient code type you want to delete in the Patient Code Type Information section.

3. Click Edit.

4. On the Edit Patient Code Type window, click Purge.

5. Click Yes to confirm the deletion.

The code description is removed from the Paceart database and all related patients that used the code.

Field and button definitions for the Edit Patient Code Type dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Description:

Purge

Save

Cancel

Help

The name for the patient code. Required field.

Removes the patient code from all related patients in the Paceart database.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Encounter Export XML

Paceart Encounter Export XML is an optional add-on component to the Paceart System. It allows you to export data files in Paceart XML format from your Paceart System.

You can use exported XML data files in your integration projects to connect your Paceart System with other computer systems, including Hospital Information Systems (HIS) and Electronic Medical Record (EMR) systems.

Encounter Export XML exports all data related to an encounter in an XML document. The XML conforms to the Paceart XML Schema Definition (XSD). In addition, you can optionally choose to include a Paceart report in PDF file format and include attachments.

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Editing XML Encounter Export

You can configure how to export XML encounters and choose whether to include PDF reports and attachments with the encounters.

XML Export must be enabled by your license key to configure XML encounter export.

1. Click Administration > Encounter Export XML.

2. Click Edit.

3. To enable XML Encounter Export, select the Enabled checkbox.

4. To set XML encounter export as the default method for exporting encounters, select the Default checkbox.

5. Choose which version of the Paceart XML schema to use for exporting the encounters in the XML Version

drop-down list. The highest number indicates the latest XML version.

6. Enter the export path for exported encounters in the Path field. The export path is the physical file system path on the server.

7. To include a PDF report with exported encounters, select Yes next to the Include PDF Report field.

8. To include attachments with exported encounters, select Yes next to the Include Attachments field.

9. If you chose to include PDF reports or attachments with exported encounters, choose how you want to

handle the files in the File Handling field.

• To embed reports and attachments with the encounters, select Embed.

• To link to reports and attachments, select Link.

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10. If you chose to link reports and attachments with exported encounters, enter the export location in the Location field. The location is the URL that is placed in the XML file for linked Paceart reports and

attachments.

11. Click Save.

Field and button definitions for the Edit Encounter Export - XML dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Enabled:

Default:

XML Version:

Include PDF Report:

Include Attachments:

File Handling:

Path:

When checked indicates that XML Encounter Export is enabled.

When checked indicates that this is the default method for exporting encounters.

Allows you to choose which version of the Paceart XML schema to use for exporting encounters.

Select whether to include a PDF report with the encounter export.

Select whether to include attachments with the encounter export.

Select whether to embed or link to attachments for the encounter export.

The file path for PDF reports and attachments to the encounter export. The export path is the physical file system path on the server.

Location:

Save

Cancel

Help

The location of attachments to the encounter export. The location is the URL that is placed in the XML file for attachments and linked Paceart reports.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Configuring the Paceart Home Tab

You can customize what users see on the Home tab when using your Paceart system.

Use the Administration: Home window to choose the links and the type of tasks that are displayed for your clinic on the Home tab.

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Editing Visible Tasks

You can select which type of tasks are displayed for your clinic on the Home tab of Paceart.

1. Click Administration > Home.

2. In the Tasks section, click Edit.

3. In the Edit Visible Tasks dialog box, select the types of tasks you want to see on the Home tab.

4. Click Save.

The count of each type of task you selected for your clinic are displayed on the Home tab.

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Field and button definitions for the Edit Visible Tasks dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

All Tasks

Encounter Tasks

In-clinic

TTM

Remote

System Tasks

User Tasks

When checked indicates that the count of all Encounter, System, and User tasks are visible on the Home tab.

When checked indicates that the count of Encounter tasks are visible on the Home tab.

When checked indicates that the count of In-clinic tasks are visible on the Home tab.

When checked indicates that the count of TTM tasks are visible on the Home tab.

When checked indicates that the count of Remote tasks are visible on the Home tab.

When checked indicates that the count of System tasks are visible on the Home tab.

When checked indicates that the count of User tasks are visible on the Home tab.

Save

Cancel

Help

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Adding or Editing Links on the Home Tab

You can update the links that are displayed for your clinic on the Home tab in Paceart.

1. Click Administration > Home.

2. Determine which action to take.

• To add a link, click Add.

• To edit an existing link, select the link in the Links section and click Edit.

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3. Enter the name for the link in the Name to be Displayed field.

4. Enter the link's URL in the Link Destination (URL) field.

5. Click Save. The link is displayed in the Links section.

Field and button definitions for the Add or Edit Link dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Name to be Displayed:

*Link Destination (URL):

Save

Cancel

Help

The name of the link as you want it to appear on the Home tab. For example, Medtronic CareLink Network. Required field.

The URL or web address of the link. For example, http://medtroniccarelink.net. Required field.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting Links from the Home Tab

You can remove links that are displayed for your clinic on the Home tab in Paceart.

1. Click Administration > Home.

2. Select the link you want to delete in the Links section.

3. Click Delete.

4. Click Yes to confirm the deletion. The link is removed from the Links section and from your Home tab.

Changing the Order of Links on the Home Tab

You can arrange how links are displayed on the Home tab in Paceart.

1. Click Administration > Home.

2. In the Links section, click Change Display Order.

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3. On the Change Display Order dialog box, click the arrows to arrange the links.

4. Click Save. The link order is displayed in the Links section and on your Home tab.

Field and button definitions for the Change Display Order dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Move Up

Move Down

Save

Cancel

Help

Moves the selected item up in the list box.

Moves the selected item down in the list box.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Paceart License Keys

Paceart Optima System uses license keys to activate certain components.

If you purchase additional Paceart Optima System components, you must enter a new license key to enable the new functionality.

You can view details about your current license key including the date the key was applied, the number of concurrent users, and which license options are enabled on the Administration: License Key window.

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Applying a license key

You can apply a license key in Paceart to enable new components that you have purchased.

1. Click Administration > License Key.

2. Enter the license key provided to you by Medtronic in the License Key field.

3. Click Apply.

If the license key is valid, the details of your license key will display in the Details section. If the license key is not valid, you will receive an error message.

4. Confirm that the license information in the Details section is correct.

Configuring Server and Client Logging

Paceart Optima System logs client and server activity in separate log files. You can configure where the log files are stored and how the files are formatted.

The Administration: Logging window allows you to set up how client and server activity is logged in Paceart. Paceart logs the following server and client events:

• Exceptions not handled by the system

• Data updates without user intervention

• Starting the Paceart application

• Exiting the Paceart application

• Security events such as login attempts and password changes

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You can set the location of the files, the maximum number of files to preserve, and the maximum size of the files. You can also format where and how each activity is logged.

Location of log file

You can specify where to store each type of log file on your computer.

Log line layout

You can enter the following parameters to format the log line layout:

• %date: The time and date of the logged event according to the operating system on which the system is running and the date pattern entered for that type of logging.

• %level: The level of the logged event. This parameter tells you if Paceart successfully completed the event or if there was an error.

• %logger: The Paceart service attempting to complete the task.

• %message: The message returned from the Paceart service.

• %newline: Enters a carriage return at the end of the log line so each logged event is on a different line.

• %timestamp: The number of milliseconds elapsed since the start of the application until the creation of the logging event.

• %type: The type name of the caller issuing the logging request.

For example, the default log line layout for client logging is %date [%-5level][%logger] %message %newline. Successfully exiting the Paceart application would yield the following log file entry: 2011-01-12 04:10:09,766 [INFO ][Paceart.Program]Application_ApplicationExit. INFO is the level of the event, Paceart.Program is the service used, and Application_ApplicationExit is the message returned from the service.

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Format modifiers

You can add optionalformat modifiers to the log line layout with certain characters. One optional format modifier is the left justification flag, which is the minus (-) character followed by the optional minimum field width modifier. This modifier is a decimal constant that represents the minimum number of characters to output. If the data item requires fewer characters, it is padded on either the left or the right until the minimum width is reached. The default is to pad on the left (right justify) but you can specify right padding with the left justification flag. If the data item is larger than the minimum field width, the field is expanded to accommodate the data. The value is never truncated.

This behavior can be changed using the maximum field width modifier, which is designated by a period followed by a decimal constant. If the data item is longer than the maximum field, then the extra characters are removed from the beginning of the data item. For example, if the maximum field width is eight and the data item is ten characters long, then the first two characters of the data item are dropped.

The following table describes format modifier examples for the log line layout.

Format modifier

Date pattern

The default value for the date pattern for log files is yyyy-MM-dd hh:mm:ss,fff. For example, if a logged event occurs on December 15, 2010 at 4:45 PM, the default date pattern would show 2010-12-15 04:45:12,345 in the log file. If you want the log files to display dates and times in a different way, you can enter a different date pattern. For example, dd MMM yyyy HH:mm:ss,fff.

Left justify?

Minimum width

width

None20No%20logger

None20Yes%-20logger

30NoneN/A%.30logger

3020No%20.30logger

3020Yes%-20.30logger

CommentMaximum

If the logger name is less than 20 characters long, left pad with spaces.

Right pad with spaces if the logger name is less than 20 characters long.

If the logger name is longer than 30 characters, truncate from the beginning.

Left pad with spaces if the logger name is shorter than 20 characters. However, if logger name is longer than 30 characters, then truncate from the beginning.

Right pad with spaces if the logger name is shorter than 20 characters. However, if logger name is longer than 30 characters, then truncate from the beginning.

If no date pattern is specified, Paceart uses the regional settings of operating system on which the system is running.

Maximum number of files to preserve

Once the maximum log file size is reached, the system creates another log file. Paceart preserves the most recent number of log files specified in this field.

Maximum log file size

You can specify the size of log files in megabytes. Once the maximum file size is reached, the system creates another log file.

Editing Server and Client Logging

You can edit Paceart client and server log file settings.

1. Click Administration > Logging.

2. Determine which action to take.

• To edit server logging, click Edit in the Server Logging section.

• To edit client logging, click Edit in the Client Logging section.

3. Edit the logging settings as necessary.

4. Click Save.

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The logging settings are displayed in the Server Logging or Client Logging section.

Field and button definitions for the Edit Server or Client Logging Settings dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Location of log file:

*Log line layout:

Date pattern:

*Maximum number of files to preserve:

*Maximum log file size:

Save

The location of where the log file is stored. Required field.

The layout of each entry in the log file. Required field.

The date pattern of each entry in the log file.

The maximum number of log files to preserve. Required field.

The maximum log file size in megabytes. Required field.

Saves all changes.

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

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Configuring the Messaging Service

The messaging service requires additional setup and configuration. For more information, refer to the Paceart Optima System Software Installation and Configuration Instructions.

Fax Settings tab

This tab allows you to set default settings for faxes sent by the messaging service.

Email Settings tab

This tab allows you to set default settings for emails sent by the messaging service.

Pager Settings tab

This tab allows you to set default settings for pager messages sent by the messaging service.

Editing fax settings

You can edit the default settings of fax messages sent by the messaging service.

1. Click Administration > Messaging Service > Fax Settings.

2. Click Edit.

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3. Edit the fax message settings as necessary.

4. Click Save. The fax settings are displayed in the Fax Settings Information section.

Field and button definitions for the Edit Fax Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Sender Name:

Sender Address:

Sender Title:

Subject:

Sender Company:

Sender Department:

Sender Office Location:

HIPAA Disclaimer Text:

Sender Office Phone:

Sender Fax Number:

The fax sender's name.

The fax sender's address.

The fax sender's title. For example, Dr.

The subject of the fax.

The fax sender's company.

The fax sender's department.

The fax sender's office location.

The Health Insurance Portability and Accountability Act (HIPAA) disclaimer text that appears on all faxes.

The fax sender's office phone number.

The fax sender's fax number.

Sender Home Phone:

Cover Page:

Cover Text:

Save

Cancel

Help

The fax sender's home phone number.

The cover page file you want to use for faxing.

The cover page text.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Editing email settings

You can edit the default settings of email messages sent by the messaging service.

1. Click Administration > Messaging Service > Email Settings.

2. Click Edit.

3. Edit the email settings as necessary.

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4. Click Save.

The email settings are displayed in the Email Settings Information section.

Field and button definitions for the Edit Email Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Sender Email Address:

Email Default Body:

Server Host Name:

Server Port Number:

TLS Certificate:

Email User Login:

Email User Password:

Email User Domain:

Save

Cancel

The email sender's address.

The default email body text.

The email server host name.

The email server port number.

The Transport Layer Security (TLS) certificate. Also referred to as an SSL (Secure Sockets Layer) certificate.

The email user login you will use to send emails.

The email user password you will use to send emails.

The email user domain you will use to send emails.

Saves all changes.

Cancels and closes the dialog.

Help

Accesses the Help system.

Editing pager settings

You can edit the default settings of pager messages sent by the messaging service.

1. Click Administration > Messaging Service > Pager Settings.

2. Click Edit.

3. Edit the pager message settings as necessary.

4. Click Save.

The pager settings are displayed in the Pager Settings Information section.

Field and button definitions for the Edit Pager Settings dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Modem Port Number:

The modem's port number.

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Field and button definitionsDialog box fields and buttons

Modem Initialization String:

Modem Baud Rate:

Numeric Delay in Seconds:

Maximum Number of Retries:

Save

Cancel

Help

Clearing pending messages

You can clear any pending messages from the messaging service.

1. Click Administration > Messaging Service.

2. Determine which action to take.

• To clear pending fax messages, click the Fax Settings tab.

• To clear pending email messages, click the Email Settings tab.

• To clear pending pager messages, click the Pager Settings tab.

The modem's initialization string.

The modem's baud rate.

The numeric paging delay in seconds.

The maximum number of paging retries.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

3. Click Clear Pending Messages.

All pending messages of that type have been cleared from the messaging service.

Configuring Report Groups

The Administration: Report Groups window allows you to group reports by the encounter type and device type. You can define report groups that contain one or more standard reports or letters.

Report Groups tab

Report groups are useful for generating multiple encounter reports under certain circumstances. For example, you can group together the Doctor Letter, Patient Summary, and Billing reports so you can send them to a provider whenever a patient has an in-clinic encounter. You can select the report group from a Print dialog box when available.

Report groups can be used in most of the same ways that single reports are used, such as printing, faxing, and emailing.

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Adding or Editing a report group

You can add or edit report groups for generating multiple encounter reports under certain circumstances.

1. Click Administration > Report Groups.

2. Determine which action to take.

• To add a report group, click Add.

• To edit an existing report group, select the report group in the Report Groups section and click Edit.

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3. In the Name field, enter a name for the report group.

4. In the Encounter Type list, click the type of encounter for the report group.

5. In the Description field, enter a description for the report group.

6. Determine which action to take.

• To add reports to the report group, click Add. In the Add Report dialog box, select the report and click

Save.

• To edit a report in the report group, select the report in the Reports section and click Edit. In the Edit

Report dialog box, select the report and click Save.

• To delete a report from the report group, select the report in the Reports section and click Delete.

7. Click Save.

The report group is displayed in the Report Groups list.

Field and button definitions for the Add or Edit Report Group dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Name:

Encounter Type

Description:

Add

Edit

The name of the report group.

The encounter type, for example, in-clinic or remote.

The description of the report group.

Adds information.

Allows you to edit existing information.

Delete

Save

Removes the item from the list.

Saves all changes.

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Field and button definitionsDialog box fields and buttons

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

Field and button definitions for the Add or Edit Report dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Report:

*Provider:

Save

Save and add another

Cancel

Select a report for the report group. Required field.

Select a provider for the report. Required field.

Saves all changes.

Saves the report information that is displayed and redisplays the window with unpopulated fields so you can add another report.

Cancels and closes the dialog.

Help

Accesses the Help system.

Deleting a report group

You can delete existing Paceart report groups.

1. Click Administration > Report Groups.

2. Select the report group you want to delete.

3. Click Delete.

4. Click Yes to confirm the deletion.

The report group is removed from the Report Groups section.

Configuring the Schedule

You can configure how Paceart handles scheduling for each location of care including default appointment settings, hours appointments can be scheduled, and available resources.

Schedule Configuration tab

This tab allows you to set default preferences for each type of appointment, update the open hours, and view the calendar for a location of care.

Resource Configuration tab

This tab allows you to manage and enable resources available to a location of care.

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Closed Hours tab

This tab allows you to specify when a location of care is closed.

Schedule configuration for a location of care

The Schedule Configuration tab on the Administration: Schedule window in Paceart allows you to configure how appointment types and open hours are handled on the schedule for a location of care.

You can define the preferences for a location of care for each type of appointment including the duration and frequency, when an appointment is considered missed, and whether to allow overbooking for that type of appointment on the schedule.

You can also choose open hours for a location of care. When the schedule for a location of care is displayed on the Schedule tab, white areas represent the open hours you designated on the Schedule Configuration tab.

Editing the location of care schedule defaults

Scheduling defaults can be configured for each location of care.

Scheduling defaults allow you to configure the appointment duration, appointment interval, the time period after which an appointment will be missed, and overbooking preferences by appointment type. Appointment duration and frequency entered in a patient record overrides the location of care default settings.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

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4. In the Appointment Type Preferences section, select an appointment type and click Edit.

5. Edit the appointment settings.

6. Click Save.

Field and button definitions for the Edit Appointment Type Preferences dialog box

This is a list of fields and buttons and their definitions.

Appointment Type:

Appointment Duration:

Appointment Interval:

Missed After:

Overbooking:

Save

Field and button definitionsDialog box fields and buttons

The type of appointment such as in-clinic, remote, or TTM.

Default duration of the selected type of appointment for this location of care measured in minutes.

Interval (in days, weeks, or months) that the appointment type can be scheduled at the selected location of care.

Number of days that must pass before the appointment type is considered missed by the location of care. Measured in days.

Selects whether overbooking of the appointment type is allowed or prevented for the selected location of care. Overbooking is always allowed for remote appointments.

Saves all changes.

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

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Adding or editing weekly open hours for a location of care

You can set the weekly open hours for a location of care. These hours will be the default open hours for each week in the calendar unless there are additional open or closed hours added to the schedule.

If Paceart receives a scheduling message from an external source for a time during hours that are not set to open for a location of care, the appointment is not scheduled.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

4. Click the Open Hours tab.

5. Determine which action to take.

• To add weekly open hours, click Add in the Weekly Open Hours section.

• To edit existing weekly open hours, select the hours in the Weekly Open Hours section and click Edit.

6. Enter the days and times the location of care is open.

7. Click Save.

The weekly open hours entry is displayed in the Weekly Open Hours section.

Field and button definitions for the Add or Edit Weekly Open Hours dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Title:

Day of Week:

Start Time (time):

End Time (time):

Duration:

Descriptive name for the schedule open or closed hours.

Day on which the start and end times apply. Required field.

The time when the open or closed hours begin.

The time when the open or closed hours end.

The system automatically calculates duration when the start time and end time are specified. If you change the start or end times, the system automatically adjusts the duration.

Save

Saves all changes.

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Field and button definitionsDialog box fields and buttons

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

Deleting weekly open hours for a location of care

You can delete weekly open hours for a location of care. These hours will be removed as the default open hours for each week in the calendar.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

4. Click the Open Hours tab.

5. Select an entry in the Weekly Open Hours section.

6. Click Delete.

7. Click Yes to confirm the deletion.

The weekly open hours entry is deleted from the Weekly Open Hours section.

Adding or editing exception hours for a location of care

You can set the exception hours for a location of care.

Exception hours are hours the location of care is open in addition to the usual weekly open hours. For example, your clinic might be open Monday through Friday and only every third Saturday of the month. The Monday through Friday schedule would be entered in the weekly open hours while the Saturday schedule would be entered as exception hours.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

4. Click the Open Hours tab.

5. In the Year field, enter or select the year you want to add or edit open hours for.

6. Determine which action to take.

• To add exception hours, click Add in the Additional Open Hours section.

• To edit existing exception hours, select the hours in the Additional Open Hours section and click Edit.

7. Enter the days and times the location of care is open.

8. Click Save.

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The new exception hour entry is displayed in the Additional Open Hours section.

Field and button definitions for the Add or Edit Additional Open Hours dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Title:

Duration Type:

Start Time (date):

Start Time (time):

End Time (date):

End Time (time):

Duration:

Save

Descriptive name for the schedule open or closed hours.

"All day event" allows you to select dates, but not times. "During the day" allows you to select dates and times.

The date when the open or closed hours begin.

The time when the open or closed hours begin.

The date when the open or closed hours end.

The time when the open or closed hours end.

The system automatically calculates duration when the start time and end time are specified. If you change the start or end times, the system automatically adjusts the duration.

Saves all changes.

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

Deleting exception hours for a location of care

You can delete existing exception hours for a location of care.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

4. Click the Open Hours tab.

5. In the Additional Open Hours section, select the exception hours you want to delete for the specified year.

6. Click Delete.

7. Click Yes to confirm the deletion.

The exception hour entry is deleted from the Additional Open Hours section.

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Viewing the calendar for a location of care

You can view the calendar for a location of care to see its open and closed hours.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Schedule Configuration tab.

4. Click the Calendar tab.

The calendar for the location or care is displayed. The calendar reflects the open and closed hours for the location of care.

5. To hide the monthly calendar and get a larger view of the weekly calendar, click the Hide Calendar icon.

Configuring resources for a location of care

The Resource Configuration tab on the Administration: Schedule window in Paceart allows youto configure how resources are used on the schedule for a location of care.

A resource is anything that constrains the schedule at a location of care. For example resources could be nurses, programmers, or follow-up rooms. It is recommended to use only one type of resource for each location of care.

You can set the types of appointments supported by a resource and whether a resource is enabled for scheduling. You can also view the calendar for a resource on the Resource Configuration tab.

Adding or editing a resource for a location of care

You can and or edit a resource for a location of care.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Resource Configuration tab.

4. Determine which action to take.

• To add a resource, click Add in the Resources section.

• To edit an existing resource, select the resource in the Resources section and click Edit.

5. Enter a name for the resource. The name of the resource must be unique across all locations of care.

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6. Select the appointment types the resource supports.

7. Enter any additional information in the Description field.

8. If the resource is available for scheduling, select the Resource enabled box.

9. Click Save.

The resource is listed in the Resources section, along with the supported appointment types, status, and description for the resource.

You must log out of Paceart and log back in before you can search using new resources.

Field and button definitions for the Add or Edit Resource dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Name:

Appointment Type(s) supported check boxes

Description:

Resource enabled:

Save

Cancel

Help

Name of resource. The name must be unique for each location of care. Required field.

When checked,an appointment type that the selected resource supports.

Description of resource.

When checked, the resource is enabled.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting a resource from a location of care

You can delete a resource from a location of care.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Resource Configuration tab.

4. In the Resources section, select the resource you want to delete.

5. Click Delete.

6. Click Yes to confirm the deletion.

The resource is deleted from the Resources section.

Viewing the resource calendar

You can view the calendar for a resource to see its availability.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Resource Configuration tab.

4. In the Resources section, select a resource.

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The calendar for the resource is displayed in the Resource Calendar section. The calendar reflects both the availability of the resource and the location of care schedule.

Hiding the calendar

You can collapse the monthly calendar to allow for a larger view of the weekly calendar.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Resource Configuration tab.

4. In the Resource Calendar section, click the Hide Calendar icon.

The monthly calendar is collapsed to give you a larger view of the weekly calendar.

Configuring the closed hours for a location of care

The Closed Hours tab on the Administration: Schedule window in Paceart allows you to configure the closed hours for a location of care.

Additional closed hours are hours the location of care is closed or a resource is unavailable in addition to the usual weekly closed hours. For example, your clinic might be closed at 5:00 PM Monday through Friday but it is closed early for a holiday. The Monday through Friday schedule would be entered in the weekly closed hours while the holiday schedule would be entered as additional closed hours.

Adding or editing weekly closed hours

You can set the weekly closed hours for a location of care or resource. These hours will be the default closed hours for each week in the calendar unless there are additional open or closed hours added to the schedule.

If you have weekly open hours that overlap with weekly closed hours, the overlapping hours are considered closed for the location of care.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Closed Hours tab.

4. Determine which action to take.

• To add weekly closed hours, click Add in the Weekly Closed Hours section.

• To edit existing weekly closed hours, select the hours in the Weekly Closed Hours section and click

Edit.

5. Enter a title, day of the week, and times for the closed hours. If you want to have closed hours for an entire

day, enter 12:00 AM for the Start time and End time.

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6. If the closed hours are applicable for all resources, select the All resources option. If the closed hours are only applicable for one resource, select the Single resource option. Then select the resource from the drop-down box.

7. Click Save.

The closed weekly hours entry is displayed in the Weekly Closed Hours section.

Field and button definitions for the Add or Edit Weekly Closed Hours dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Title:

Day of Week:

Start Time (time):

End Time (time):

Duration:

All resources

Single resource

Save

Descriptive name for the schedule open or closed hours.

Day on which the start and end times apply. Required field.

The time when the open or closed hours begin.

The time when the open or closed hours end.

The system automatically calculates duration when the start time and end time are specified. If you change the start or end times, the system automatically adjusts the duration.

Applies the closed hours to all available resources.

Applies the closed hours to the single resource selected from the drop-down list.

Saves all changes.

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

Deleting weekly closed hours

You can delete weekly open hours for a location of care. These hours will be removed as the default closed hours for each week in the calendar.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Closed Hours tab.

4. In the Weekly Closed Hours section, select the entry you want to delete.

5. Click Delete.

6. Click Yes to confirm the deletion.

The entry is deleted from the Weekly Closed Hours section.

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Adding or editing additional closed hours

You can set additional closed hours for your clinic or resources.

Additional closed hours are hours the location of care is closed in addition to the usual weekly closed hours. For example, your clinic might be closed at 5:00 PM Monday through Friday but it will be closed early for a holiday. The Monday through Friday schedule would be entered in the weekly closed hours while the holiday schedule would be entered as additional closed hours.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Closed Hours tab.

4. In the Year field, enter or select the year you want to add or edit closed hours for.

5. Determine which action to take.

• To add additional closed hours, click Add in the Additional Closed Hours section.

• To edit existing additional closed hours, select the hours in the Additional Closed Hours section and

click Edit.

6. Enter a title, duration type, and times for the closed hours.

7. If the closed hours are applicable for all resources, select the All resources option. If the closed hours are

only applicable for one resource, select the Single resource option. Then select the resource from the drop-down box.

8. Click Save.

The entry is displayed in the Additional Closed Hours section.

Field and button definitions for the Add or Edit Additional Closed Hours dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Title:

Duration Type:

Start Time (date):

Descriptive name for the schedule open or closed hours.

"All day event" allows you to select dates, but not times. "During the day" allows you to select dates and times.

The date when the open or closed hours begin.

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Field and button definitionsDialog box fields and buttons

Start Time (time):

End Time (date):

End Time (time):

Duration:

All resources

Single resource

Save

Cancel

Help

The time when the open or closed hours begin.

The date when the open or closed hours end.

The time when the open or closed hours end.

The system automatically calculates duration when the start time and end time are specified. If you change the start or end times, the system automatically adjusts the duration.

Applies the closed hours to all available resources.

Applies the closed hours to the single resource selected from the drop-down list.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting additional closed hours

You can delete additional closed hours from a location of care or resource.

1. Click Administration > Schedule.

2. In the Location of Care list, click a location of care.

3. Click the Closed Hours tab.

4. In the Additional Closed Hours section, select the closed hours you want to delete for the specified year.

5. Click Delete.

6. Click Yes to confirm the deletion.

The entry is deleted from the Additional Closed Hours section.

Configuring Security Options

The tabs on the Administration: Security window allow you to add, edit, and disable information associated with Paceart System and External System users, Paceart System and External System roles, and system-level security policies.

The user and role options define who has access to the system and whether they can display, add, edit or delete certain types of information. The security policies govern passwords and other system level settings.

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Security tabs

DescriptionTab

Users

User Roles

External System Accounts

External System Roles

Security Policies

Add, edit, disable, and view Paceart System user accounts as well as set passwords.

Define system roles and the security permissions associated with a role such as viewing and adding and editing.

Add, edit, and view user accounts used for external systems integration to access Paceart.

Define external system roles and security permissions such as viewing and adding and editing for users of external systems such as CareLink.

Displays the name, value, and description of Paceart System security policies such as login attempts and password length. To edit the value of a selected security policy, click Edit.

Users and User Roles

You can create users and define user roles for Paceart System users. Once a role is defined, it can be assigned to a user.

When an internal user account record is set up, the user's system access is enabled and a role and an initial password are assigned.

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Roles are also associated with tasks and workgroups to help manage workflow.

If necessary, you can reset a user's password or disable a user's account.

Users tab

Use the Users tab to add a username, password, and role to create a user record for Paceart users.

To set a password for a selected user, click Set Password.

User Roles tab

A name, description, and the associated system permissions define a role. Once a role is defined, users can be assigned to the role. A user can be assigned to only one role.

Adding or editing a Paceart user account

You can set up a user account to provide a person access to the Paceart System. Account information includes user name, role, and password.

1. Click Administration > Security > Users.

2. Determine which action to take.

• To add a user account, click Add.

• To edit an existing user account, select the user in the Users section and click Edit.

3. Enter user and account information for the user as necessary. If you are editing an existing user, the user name and password information are not editable. The user name appears on printed reports and logs. The set password function can be used to reset the password for an existing user.

4. Click Save.

The user is saved and displayed in the Users section.

Field and button definitions for the Add or Edit User dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*First Name:

The user's first given name (primary forename or primary personal name). Required field.

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Field and button definitionsDialog box fields and buttons

*Last Name:

Credentials:

Email:

Description:

*User Name:

*Role:

Link to Provider:

*Password:

The user's surname (family name). Required field.

The evidence that provides the basis for confidence, belief, or credibility in the healthcare provider's ability to perform professional duties. Generally, a degree or status level as conferred by an institution of higher learning.

The user's email address.

Additional information that can help identify a user's account.

The user's user name. Required field.

The user's role from the drop-down list. Required field.

Links a user to a provider from the Encyclopedia. This can be used to identify when a Paceart user is also one of the providers listed in the encyclopedia.

The user's password. Required field.

*Confirm Password:

Account is disabled:

Account is locked out: (Edit mode only)

Save

Cancel

Help

Re-entry of the user's password. This makes sure that the password was typed as intended. Required field.

Indicates if the user account is deactivated. To activate the user account, clear the check box. The user will not be able to access the system until activated.

The Paceart System automatically check marks this box when a user exceeds the number of allowed login attempts. Only an administrator can clear this check box.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Enabling or disabling a user account

You can enable or disable a user account to provide or prevent a person access to the Paceart System.

1. Click Administration > Security.

2. Determine which action to take.

• To enable or disable a Paceart user role, click the Users tab.

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• To enable or disable an external system role, click the External System Accounts tab.

3. In the Users or External System Accounts section, select the user that you want to enable or disable.

4. Click Edit.

5. Determine which action to take.

• To enable the user account, clear the Account is disabled: check box.

• To disable the user account, select the Account is disabled: check box.

6. Click Save.

Field and button definitions for the Add or Edit User dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*First Name:

*Last Name:

Credentials:

Email:

The user's first given name (primary forename or primary personal name). Required field.

The user's surname (family name). Required field.

The user's email address.

Description:

*User Name:

*Role:

Additional information that can help identify a user's account.

The user's user name. Required field.

The user's role from the drop-down list. Required field.

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Field and button definitionsDialog box fields and buttons

Link to Provider:

*Password:

*Confirm Password:

Account is disabled:

Account is locked out: (Edit mode only)

Save

Cancel

Links a user to a provider from the Encyclopedia. This can be used to identify when a Paceart user is also one of the providers listed in the encyclopedia.

The user's password. Required field.

Re-entry of the user's password. This makes sure that the password was typed as intended. Required field.

Indicates if the user account is deactivated. To activate the user account, clear the check box. The user will not be able to access the system until activated.

The Paceart System automatically check marks this box when a user exceeds the number of allowed login attempts. Only an administrator can clear this check box.

Saves all changes.

Cancels and closes the dialog.

Help

Accesses the Help system.

Removing a lockout from a user account

If a user surpasses the maximum failed password attempts, a lockout prevents the user from accessing the Paceart System. Once a lockout is removed, the user can access the system again.

1. Click Administration > Security > Users.

2. In the Users section, select the user that is locked out of the Paceart System.

3. Click Edit.

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4. Clear the Account is locked out check box.

5. Click Save.

The account is available to use.

Linking Users to Providers

You can link a User to a Provider from the Encyclopedia when adding or editing a Paceart user account. Linking to a Provider can be used to identify when a Paceart user is also one of the providers listed in the Encyclopedia tab.

1. Click Administration > Security.

2. Determine which action to take.

• To link a Paceart user to a provider, click the Users tab.

• To link an external system role to a provider, click the External System Accounts tab.

3. Click Add or Edit.

4. From the Add User or Edit User window, click the [...] in the Account Information window to specify a

provider.

The Select Provider window is displayed.

5. Select a provider and click Select.

6. Click Save.

The provider is linked to the user.

Field and button definitions for the Select Provider dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

Search String:

Name:

Address:

Text box for entering whole or partial keywords.

Invokes the search.

Full name of the provider.

The provider's street address.

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Field and button definitionsDialog box fields and buttons

Country:

Comments:

Phone:

Provider ID:

Specialty:

Provider Code:

Save

Cancel

Help

The country of the provider's street address.

Miscellaneous comments.

The provider's phone number.

The provider's ID number.

The provider's medical specialty, for example, cardiology.

The provider code.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Setting a user password

You can set passwords for both Paceart users and external system accounts. A user's password is initially set up when the user account is added, but it can be re-set. Passwords for external system accounts don't expire.

1. Click Administration > Security.

2. Determine which action to take.

• To set a Paceart user password, click the Users tab.

• To set an external system account password, click the External System Accounts tab.

3. In the Users or External System Accounts section, select the user whose password you want to set.

4. Click Set Password.

5. Enter the new password in the New Password field. This is a required field.

6. Re-enter the new password in the Confirm New Password field. This is a required field.

7. Click Save.

The new password is saved.

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Field and button definitions for the Set Password dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*New Password

*Confirm New Password

Save

Cancel

Help

The new password. Required field.

Re-entry of the new password. This makes sure that the new password was typed as intended. Required field.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Adding or editing a role

You can add or edit a role in Paceart. A role is a set of system level permissions that can be assigned to users of the Paceart System.

1. Click Administration > Security > User Roles.

2. Determine which action to take.

• To add a role, click Add.

• To edit an existing role, select the role in the User Roles section and click Edit.

3. Enter the role information and identify the permissions for the role as necessary. If you select a permission that requires other permissions, Paceart automatically selects the required permissions when you select the first permission.

4. Click Save.

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The role is saved and displayed in the User Roles section.

Field and button definitions for the Add or Edit Role dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Role Name:

Description:

Default:

View

Add/Edit

Delete

View Data

Add/Edit/Delete Data

The name of the new role. Required field.

The description for the role.

Indicates if this is the default role.

Indicates if users in this role can view patient demographic information. Users with this permission can also perform encounter searches and view encounter history.

Indicates if users in this role can add and edit patient demographic information.

Indicates if users in this role can delete patients.

Indicates if users in this role can view patient encounter information.

Indicates if users in this role can add and delete patient encounters or edit existing encounter information.

Sign Encounter/Lock Encounter

View Appointments

Add/Edit/Delete Appointments

Scheduling Administration

Access Advanced Search

View/Edit/Delete (any) User's Tasks

View Audit Log

Indicates if users in this role can sign or lock patient encounters.

Indicates if users in this role can view the appointments schedule.

Indicates if users in this role can add, edit, and delete appointments on the schedule.

Indicates if users in this role can view and modify scheduling preferences and resources.

Indicates if users in this role can use the Advanced Search feature.

Indicates if users in this role can view, edit, and delete any user tasks in the workflow management feature. If users do not have this permission, they can only view and modify tasks and workgroups assigned to them.

Indicates if users in this role can view the audit log.

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Field and button definitionsDialog box fields and buttons

Add/Edit/Delete Patient Identification

Add/Edit/Delete Report Groups

Add/Edit/Delete Security

Add/Edit/Delete Task Management

View/Edit CardioVoice settings

View/Edit Messaging Service settings

Add/Edit/Delete Entries

Indicates if users in this role can add, edit, and delete all information for locations of care, patient ID types, and patient codes.

Indicates if users in this role can add, edit, and delete report groups.

Indicates if users in this role can add, edit, and delete security information including users, roles, and security policies.

Indicates if users in this role can add, edit, and delete task management information, including workgroups.

Indicates if users in this role can view and edit CardioVoice settings.

Indicates if users in this role can view and edit Messaging Service settings.

Indicates if users in this role can add, edit, and delete encyclopedia entries.

Allow Access

View All Patients' Encounters

Edit Connectivity configuration

View Activity Log

Add/Edit/Delete Activity Log

Edit Logging

Save

Cancel

Indicates if users in this role can log in to the Paceart Web application.

Indicates if users in this role can view all patient encounters. If a user does not have this permission, the user can only view encounters of patients related to a provider.

Indicates if users in this role can edit the configuration for patient matching.

Indicates if users in this role can view the activity log.

Indicates if users in this role can add, edit, and delete Activity Log entries.

Indicates if users in this role can edit settings for client and server logging files.

Saves all changes.

Cancels and closes the dialog.

Help

Accesses the Help system.

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Role Permissions

A user role can access specific data when granted each security permission in Paceart.

If you select a permission that requires other permissions, Paceart automatically selects the required permissions when you select the first permission.

Patient Demographics

View: Allows the user to view all patient demographic information. This permission also allows the user to

perform encounter searches and view encounter history, although they cannot open an encounter without also having the View Data permission.

Add/Edit: Allows the user to add new patients to the system and modify all patient demographic information. A user with this permission must also have the View permission.

Delete: Allows the user to delete a patient from the system. A user with this permission must also have the View permission.

Patient Encounters

View Data: Allows the user to view all patient encounter information. A user with this permission must also have the View permission.

Add/Edit/Delete Data: Allows the user to add new encounters, modify existing patient encounter information,

and delete existing encounters from the system. A user with this permission must also have the View, Add/Edit, and View Data permissions.

Lock Encounter: Allows the user to sign or lock encounters depending on how you have set up encounter task completion. It also allows you to modify all patient encounter information. A user with this permission must also have the View, Add/Edit, View Data, and Add/Edit/Delete Data permissions.

Scheduling

View Appointments: Allows the user to view all appointment information. A user with this permission must also have the View permission.

Add/Edit/Delete Appointments: Allows the user to add new appointments, modify all appointment information, and delete existing appointments from the system. A user with this permission must also have the View, Add/Edit, and View Appointments permissions.

Scheduling Administration: Allows the user to view and modify scheduling preferences and resources. A user with this permission must also have the Add/Edit/Delete Patient Identification permission.

Access Advanced Search: Allows the user to access the Advanced Search feature in Paceart. A user with this permission must also have the View and View Data permissions.

Workflow

View/Edit/Delete (any) User's Tasks: Allows the user to view and modify tasks and workgroups for all users.

If the user does not have this permission, they can only view and modify tasks and workgroups assigned to them. A user with this permission must also have the View permission.

Clinic Administration

View Audit Log: Allows the user to view and search the Audit Log. A user with this permission must also have

the View, View Data, and View Appointments permissions.

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Add/Edit/Delete Patient Information: Allows the user to add, edit, and delete all information for locations of care, patient ID types, and patient codes.

Add/Edit/Delete Report Groups: Allows the user to add, edit, and delete all report options and report groups.

Add/Edit/Delete Security: Allows the user to add, edit, and delete all security and licensing information. This

permission also allows the user to view the Audit Log.

Add/Edit/Delete Task Management: Allows the user to add, edit, and delete tasks and workgroups.

View/Edit CardioVoice settings: Allows the user to view and modify CardioVoice settings.

View/Edit Messaging Service settings: Allows the user to view and modify Messaging service settings.

Encyclopedias

Add/Edit/Delete Entries: Allows the user to add, edit, and delete all Encyclopedia entries.

Paceart Web

Allow Access: Allows the user to log in to the Paceart Web application. A user with this permission must also have the View and View Data permissions

View All Patients' Encounters: Allows the user to view all patient encounters in Paceart Web. If a user does

not have this permission and has the Allow Access permission, the user can only view encounters of patients related to a provider. A user with this permission must also have the View, View Data, and Allow Access permissions.

Connectivity Configuration

Edit Connectivity Configuration: Allows the user to edit the configuration for patient matching.

Activity Log

View Activity Log: Allows the user to view and search the Activity Log.

Add/Edit/Delete Activity Log: Allows the user to add, edit, and delete Activity Log entries. A user with this permission must also have the View Activity Log permission.

Logging

Edit Logging: Allows the user to edit settings for client and server logging files.

Deleting a role

You can delete existing roles for both Paceart users and externalsystem accounts. A role is a set of permissions that can be assigned to users of the Paceart System. You cannot delete a role if any users are assigned to it.

1. Click Administration > Security.

2. Determine which action to take.

• To delete a Paceart user role, click the User Roles tab.

• To delete an external system role, click the External System Roles tab.

3. In the User Roles or External System Roles section, select the role that you want to delete.

4. Click Delete.

5. Click Yes to confirm the deletion.

The role is removed from the User Roles or External System Roles section.

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External System Accounts

You can create account records and define user roles used by external systems. External users that use other systems such as CareLink may need to do scheduling or other tasks in Paceart. Once a role is defined, it can be assigned to a user.

When an external user account record is set up, the user's system access is enabled and a role and an initial password are assigned. If necessary, you can reset a password for a user or disable a user account.

Roles are associated with tasks and workgroups to help manage workflow. An external user, for example, a user of the CareLink system, might be assigned a role that allows them to schedule appointments in Paceart.

External System Accounts tab

Use the External System Accounts tab to add a user name, password, and role to create a user record for accounts used by external systems such as CareLink.

To set a password for a selected external user, click Set Password. Passwords for external system accounts don't expire.

External System Roles tab

Use the External System Roles tab to define roles for accounts used by external systems such as CareLink.

You can create a new, external role based on the information for a selected existing role by clicking Save As.

Adding or editing a Paceart External System Accounts user

You can add or edit an External System Account. Creating separate External System Account users allows you to connect to external systems, such as the Medtronic CareLink Network, with different permissions than a typical Paceart user would have.

1. Click Administration > Security > External System Accounts.

2. Determine which action to take.

• To add an external user account, click Add.

• To edit an existing external user account, select the user in the External System Accounts section

and click Edit.

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4. Click Save.

The user is saved and displayed in alphabetical order in the External System Accounts section.

Field and button definitions for the Add or Edit User dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*First Name:

*Last Name:

Credentials:

Email:

Description:

*User Name:

*Role:

Link to Provider:

The user's first given name (primary forename or primary personal name). Required field.

The user's surname (family name). Required field.

The user's email address.

Additional information that can help identify a user's account.

The user's user name. Required field.

The user's role from the drop-down list. Required field.

Links a user to a provider from the Encyclopedia. This can be used to identify when a Paceart user is also one of the providers listed in the encyclopedia.

*Password:

*Confirm Password:

Account is disabled:

Account is locked out: (Edit mode only)

Save

The user's password. Required field.

Re-entry of the user's password. This makes sure that the password was typed as intended. Required field.

Indicates if the user account is deactivated. To activate the user account, clear the check box. The user will not be able to access the system until activated.

The Paceart System automatically check marks this box when a user exceeds the number of allowed login attempts. Only an administrator can clear this check box.

Saves all changes.

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Field and button definitionsDialog box fields and buttons

Cancel

Help

Cancels and closes the dialog.

Accesses the Help system.

Setting a user password

1. Click Administration > Security.

2. Determine which action to take.

• To set a Paceart user password, click the Users tab.

• To set an external system account password, click the External System Accounts tab.

3. In the Users or External System Accounts section, select the user whose password you want to set.

4. Click Set Password.

5. Enter the new password in the New Password field. This is a required field.

6. Re-enter the new password in the Confirm New Password field. This is a required field.

7. Click Save.

The new password is saved.

Field and button definitions for the Set Password dialog box

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*New Password

*Confirm New Password

Save

Cancel

Help

The new password. Required field.

Re-entry of the new password. This makes sure that the new password was typed as intended. Required field.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

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Adding or editing a Paceart External System role

You can add or edit an External System role. An External System role is a set of permissions that can be assigned to a user who will be connecting to an External System, such as the Medtronic CareLink Network.

1. Click Administration > Security > External System Roles.

2. Determine which action to take.

• To add an external role, click Add.

• To edit an existing external role, select the role in the External System Roles section and click Edit.

3. Enter the role information and identify the permissions for the role as necessary.

4. Click Save.

The role is saved and displayed in alphabetical order in the External System Roles section.

Field and button definitions for the Add or Edit Role dialog boxes

This is a list of fields and buttons and their definitions.

Field and button definitionsDialog box fields and buttons

*Role Name:

Description:

Default:

View

The name of the new role. Required field.

The description for the role.

Indicates if this is the default role.

Indicates if users in this role can view patient demographic information. Users with this permission can also perform encounter searches and view encounter history.

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Field and button definitionsDialog box fields and buttons

Add/Edit

Delete

View Data

Add/Edit/Delete Data

Sign Encounter/Lock Encounter

View Appointments

Add/Edit/Delete Appointments

Allow Access

Indicates if users in this role can add and edit patient demographic information.

Indicates if users in this role can delete patients.

Indicates if users in this role can view patient encounter information.

Indicates if users in this role can add and delete patient encounters or edit existing encounter information.

Indicates if users in this role can sign or lock patient encounters.

Indicates if users in this role can view the appointments schedule.

Indicates if users in this role can add, edit, and delete appointments on the schedule.

Indicates if users in this role can log in to the Paceart Web application.

View All Patients' Encounters

Save

Cancel

Help

Indicates if users in this role can view all patient encounters. If a user does not have this permission, the user can only view encounters of patients related to a provider.

Saves all changes.

Cancels and closes the dialog.

Accesses the Help system.

Deleting a role

1. Click Administration > Security.

2. Determine which action to take.

• To delete a Paceart user role, click the User Roles tab.

• To delete an external system role, click the External System Roles tab.

3. In the User Roles or External System Roles section, select the role that you want to delete.

4. Click Delete.

5. Click Yes to confirm the deletion.

Medtronic POS12D14 Reference Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Trademarks

Introduction to the Paceart Optima™System

Explanation of symbols

Indications

Precautions

Contraindications

Paceart authorized users

Technical Support

Paceart manuals supplied with your system

Accessing the online Help

Navigating through Paceart without a mouse

Paceart Optima System Administration

Using the Activity Log

Activity Log Services

Activity Log Results

Searching for information in the Activity Log

Deleting Activity Log Entries

Editing Activity Log Retention

Field and button definitions for the Edit Activity Log Retention dialog box

Using the Audit Log

Searching for information in the Audit Log

Batch Deleting Patients

Configuring Billing Payment Methods

Adding or editing a payment method

Field and button definitions for the Add or Edit Payment Method dialog boxes

Deleting a payment method

Configuring CardioVoice Settings

Editing CardioVoice Settings

Field and button definitions for the Edit CardioVoice Settings dialog box

Field and button definitions for the Edit CardioVoice ECG Settings dialog box

Configuring Connectivity

Editing Verify Patient Match Configuration Settings

Field and button definitions for the Verify Patient Configuration Settings dialog box

Editing Demographics Only Match Configuration Settings

Field and button definitions for the Matching Patient Configuration Settings dialog box

Activating CareLink Scheduling Integration

Field and button definitions for the CareLink Scheduling Integration dialog box

Deleting Appointment Requests

Activating CareLink Remote Encounter Acquisition

Field and button definitions for the CareLink Remote Encounter Acquisition dialog box

Deleting Encounter Import Requests

Editing HL7 Encounter Export

Field and button definitions for the Edit Encounter Export - HL7 dialog box

Deleting XML Export Requests

Configuring Demographics

Setting the default country for a location of care

Field and button definitions for the Default Country dialog box

Adding or editing a Location of Care

Field and button definitions for the Add or Edit Location of Care dialog boxes

Viewing a list of patients related to a Location of Care

Adding or Editing a Patient ID Type

Field and button definitions for the Add or Edit Patient ID Type dialog boxes

Deleting a Patient ID Type

Editing a Patient Code Type

Field and button definitions for the Edit Patient Code Type dialog box

Deleting a Patient Code Type

Field and button definitions for the Edit Patient Code Type dialog box

Encounter Export XML

Editing XML Encounter Export

Field and button definitions for the Edit Encounter Export - XML dialog box

Configuring the Paceart Home Tab

Editing Visible Tasks

Field and button definitions for the Edit Visible Tasks dialog box

Adding or Editing Links on the Home Tab

Field and button definitions for the Add or Edit Link dialog boxes

Deleting Links from the Home Tab

Changing the Order of Links on the Home Tab

Field and button definitions for the Change Display Order dialog box

Paceart License Keys

Applying a license key

Configuring Server and Client Logging

Editing Server and Client Logging

Field and button definitions for the Edit Server or Client Logging Settings dialog boxes

Configuring the Messaging Service

Editing fax settings