Medtronic POS12D16 Reference Guide
PACEART OPTIMA
POS12D Version 1.6
™
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).
Contents
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............................................................................16
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.........................................................................................33
Editing Activity Log Retention.......................................................................................33
Using the Audit Log.................................................................................................................34
Searching for information in the Audit Log....................................................................34
Batch Deleting Patients...........................................................................................................35
Configuring Billing Payment Methods.....................................................................................36
Adding or editing a payment method............................................................................36
Deleting a payment method.........................................................................................37
Configuring CardioVoice Settings...........................................................................................38
Editing CardioVoice Settings........................................................................................39
Configuring Connectivity.........................................................................................................41
Editing Verify Patient Match Configuration Settings......................................................42
Editing Demographics Only Match Configuration Settings...........................................43
Activating CareLink Scheduling Integration..................................................................45
Deleting Appointment Requests...................................................................................45
Activating CareLink Remote Encounter Acquisition.....................................................46
Deleting Remote Encounter Acquisition Requests.......................................................47
Viewing the Encounter Import Queue...........................................................................47
Saving encounter import request data to a file.............................................................47
Editing Encounter Request Retention..........................................................................48
Editing HL7 Encounter Export......................................................................................48
Deleting XML Export Requests....................................................................................50
4 | Paceart Optima System | Contents
Configuring Demographics.....................................................................................................51
Setting the default country for a location of care...........................................................52
Adding or editing a Location of Care............................................................................53
Viewing a list of patients related to a Location of Care.................................................55
Adding or Editing a Patient ID Type..............................................................................55
Deleting a Patient ID Type............................................................................................56
Editing a Patient Code Type.........................................................................................56
Deleting a Patient Code Type.......................................................................................57
Configuring Encounter Export XML Settings...........................................................................58
Editing XML Encounter Export.....................................................................................58
Configuring the Paceart Home Tab.........................................................................................60
Editing Visible Tasks.....................................................................................................60
Adding or Editing Links on the Home Tab.....................................................................62
Deleting Links from the Home Tab................................................................................62
Changing the Order of Links on the Home Tab.............................................................63
Managing Paceart Licenses....................................................................................................63
Viewing user license usage..........................................................................................64
Applying a license key..................................................................................................64
Configuring Server and Client Logging...................................................................................65
Editing Server and Client Logging................................................................................67
Configuring the Messaging Service........................................................................................68
Editing fax settings.......................................................................................................69
Editing email settings...................................................................................................70
Editing pager settings...................................................................................................71
Clearing pending messages.........................................................................................72
Configuring Reports................................................................................................................72
Editing Default Encounter Report Settings...................................................................73
Adding or Editing a report group...................................................................................74
Deleting a report group.................................................................................................76
Configuring the Schedule........................................................................................................77
Schedule configuration for a location of care................................................................77
Configuring resources for a location of care.................................................................82
Configuring the closed hours for a location of care.......................................................84
Configuring Security Options..................................................................................................88
Users and User Roles..................................................................................................89
External System Accounts.........................................................................................101
Security Policies.........................................................................................................107
Configuring Task Management.............................................................................................108
Configuring Workgroups.............................................................................................109
Configuring Encounter Tasks.....................................................................................111
Configuring System Tasks..........................................................................................113
Configuring User Preferences...............................................................................................115
Report Options tab.....................................................................................................116
Opening Paceart tab..................................................................................................119
ECG Recording Tab...................................................................................................120
Paceart Optima System | Contents | 5
Display Options tab....................................................................................................121
Configuring Waveform Settings.............................................................................................122
Editing waveform settings...........................................................................................122
Chapter 3: Searching in Paceart....................................................125
Sorting search results by columns........................................................................................125
Patients search tab................................................................................................................125
Searching for a patient...............................................................................................126
Devices search tab................................................................................................................127
Searching for a device................................................................................................128
Encounters search tab..........................................................................................................129
Searching for an encounter........................................................................................130
Exporting an Encounter..............................................................................................131
Downloading remote encounters................................................................................133
Appointments search tab......................................................................................................133
Searching for an appointment....................................................................................134
Downloading a remote appointment status update....................................................135
Advanced search..................................................................................................................136
Paceart pre-defined advanced search queries...........................................................137
User-created advanced search queries.....................................................................137
Creating an advanced search query...........................................................................139
Performing an advanced search.................................................................................141
Editing a saved advanced search query.....................................................................141
Copying an advanced search query...........................................................................142
Deleting an advanced search query...........................................................................142
Pre-defined searches.................................................................................................142
Using operators and conditions in advanced searches..............................................148
Exporting search results to a spreadsheet............................................................................150
Using an exported spreadsheet to create letters and mailings..............................................150
Chapter 4: Paceart Encyclopedias.................................................151
Searching for information in the encyclopedia.......................................................................152
Deleting an entry from an encyclopedia................................................................................152
Exporting search results to a spreadsheet............................................................................152
Using the Devices Encyclopedia...........................................................................................153
Searching for information in the encyclopedia............................................................154
Adding or editing a device in the encyclopedia...........................................................154
Device Alerts and Watches........................................................................................173
Aliases.......................................................................................................................178
Device Capabilities.....................................................................................................179
Changing references of a device to a different device................................................181
Making an entry unavailable for future association ....................................................182
Using the Diagnoses Encyclopedia.......................................................................................183
6 | Paceart Optima System | Contents
Adding or editing a diagnosis in the encyclopedia......................................................183
Changing references of a patient's diagnosis to a different diagnosis........................185
Making an entry unavailable for future association ....................................................185
Importing diagnoses from a spreadsheet...................................................................186
Using the Medications Encyclopedia....................................................................................186
Adding or editing a medication in the encyclopedia...................................................187
Changing references of a medication to a different medication..................................189
Using the Insurance Encyclopedia........................................................................................190
Adding or editing insurance companies in the encyclopedia......................................191
Changing references of an insurance company to a different insurance company.....192
Using the Providers Encyclopedia.........................................................................................193
Adding or editing a provider in the encyclopedia........................................................194
Changing references of a provider to a different provider...........................................197
Making an entry unavailable for future association ....................................................198
Using the Charge Codes Encyclopedia.................................................................................199
Adding or editing a charge code in the encyclopedia.................................................199
Changing references of a charge code to a different charge code.............................201
Using the Procedures Encyclopedia.....................................................................................202
Adding or editing a procedure code in the encyclopedia............................................203
Changing references of a procedure to a different procedure....................................204
Making an entry unavailable for future association ....................................................205
Importing procedures from a spreadsheet..................................................................205
Using the Pager Services Encyclopedia...............................................................................206
Adding or editing a pager service in the encyclopedia...............................................207
Changing references of a pager service to a different pager service..........................208
Chapter 5: Paceart Patient Records...............................................211
Opening a patient record.......................................................................................................211
Closing a patient record........................................................................................................211
Switching between patient records.......................................................................................211
Adding a patient to the Paceart database.............................................................................213
Adding a new patient to the Paceart database...........................................................213
Deleting a patient record.......................................................................................................216
Patient Record......................................................................................................................217
Copying information from the patent record tabs........................................................217
Patient Information tab...............................................................................................218
Device Details tab......................................................................................................236
Encounters tab...........................................................................................................243
Working with reports.............................................................................................................336
Adding a subtitle to a report........................................................................................336
Previewing a report.....................................................................................................337
Printing a report..........................................................................................................337
Emailing or faxing a report..........................................................................................337
Printing a report for a specific patient.........................................................................337
Paceart Optima System | Contents | 7
Printing a report for multiple patients..........................................................................338
Report Graphing in Paceart Optima......................................................................................338
Chapter 6: Reports list....................................................................341
Appointment Search Results report......................................................................................343
Billing report..........................................................................................................................343
Brady Programming History report........................................................................................344
Comprehensive Encounter Summary report.........................................................................345
Device Search Results report................................................................................................349
Doctor Letter.........................................................................................................................350
Doctor Letter (Brady).............................................................................................................351
Doctor Letter (Tachy).............................................................................................................352
Encounter Arrhythmia (150 x 20 mm) report ........................................................................353
Encounter Arrhythmia (150 x 40 mm) report ........................................................................356
Encounter Arrhythmia (175 x 10 mm) report.........................................................................361
Encounter Arrhythmia Event Recorder report........................................................................363
Encounter Arrhythmia (Implantable) report...........................................................................367
Arrhythmia Summary (Implantable, Lifetime) report .............................................................371
Encounter Brady (2 Strips) report..........................................................................................371
Encounter Brady (3 Strips) report..........................................................................................372
Encounter Brady (Biventricular) report..................................................................................374
Encounter Brady (No strips) report........................................................................................377
Encounter ECG 12 Lead (3 x 4) report .................................................................................378
Encounter ECG 12 Lead (6 x 2) report .................................................................................379
Encounter ECG 6 Lead report...............................................................................................380
Encounter Episode Details report.........................................................................................381
Encounter Episode List.........................................................................................................384
Encounter Miscellaneous Chart report..................................................................................385
Encounter Miscellaneous Letter to Patient............................................................................386
Encounter Miscellaneous Letter to Provider..........................................................................388
Encounter Phone Note report...............................................................................................389
Encounter Search Results report..........................................................................................390
Encounter Tachy (Biventricular) report..................................................................................392
Encounter Tachy (Detailed) report ........................................................................................394
Encounter Tachy (Simplified, 2 strips) report.........................................................................397
Encounter Tachy (Simplified, no strips) report ......................................................................400
Encounter TTM (2 Strips) report............................................................................................402
Encounter TTM (3 Strips) report............................................................................................405
Missed Appointment Letter...................................................................................................408
Missed Appointment List report............................................................................................409
Missed Appointment Postcard..............................................................................................410
Patient Activity report............................................................................................................411
Patient Device History report.................................................................................................412
Patient Labels.......................................................................................................................413
8 | Paceart Optima System | Contents
Patient Listing (Device Information) report............................................................................414
Patient Listing (Landscape) report........................................................................................415
Patient Listing (Last and Next Encounter Dates) report.........................................................417
Patient Listing (Last Encounter Date) report .........................................................................417
Patient Listing (Portrait) report ..............................................................................................418
Patient Medication Summary report......................................................................................419
Patient Schedule Letter.........................................................................................................420
Patient Search Results report................................................................................................421
Patient Summary report........................................................................................................422
Patient Summary (Encounter) report ....................................................................................423
Patients Tested report...........................................................................................................425
Provider Labels.....................................................................................................................426
Reminder Letter....................................................................................................................426
Reminder Postcard...............................................................................................................427
Remote Monitoring Prescription Letter..................................................................................428
Schedule (Device Information) report....................................................................................430
Schedule report ....................................................................................................................431
Chapter 7: Tasks tab........................................................................433
Searching for tasks...............................................................................................................434
Searching for tasks.....................................................................................................434
Working with tasks................................................................................................................437
Workgroups................................................................................................................437
User tasks..................................................................................................................437
Encounter tasks.........................................................................................................440
System tasks..............................................................................................................442
Routing a task............................................................................................................443
Accepting a task.........................................................................................................443
Deleting a task............................................................................................................444
Adding task comments...............................................................................................444
Chapter 8: Home tab........................................................................445
Displaying today's appointments for a resource....................................................................445
Opening an appointment or patient record from a selected appointment..............................445
Opening a task......................................................................................................................446
Adding a user task................................................................................................................446
Field and button definitions for the Adding or Editing a Task dialog box.....................446
Selecting an assignee................................................................................................447
Chapter 9: Scheduling.....................................................................449
Patient scheduling preferences.............................................................................................450
Setting a patient's scheduling preferences.................................................................450
Field definitions for Edit Preferences dialog box.........................................................450
Paceart Optima System | Contents | 9
Scheduling appointments.....................................................................................................451
Adding an appointment from a patient's record..........................................................451
Adding or editing an appointment from the Schedule tab...........................................452
Adding an appointment from an encounter................................................................453
Editing an appointment..............................................................................................453
Searching for an appointment....................................................................................455
Canceling an appointment.........................................................................................457
Reinstating a canceled appointment..........................................................................458
Deleting an appointment............................................................................................458
Associating an encounter with an appointment..........................................................458
Disassociating an encounter with an appointment.....................................................459
Remote Appointment Status.................................................................................................459
Downloading a remote appointment status update....................................................459
Chapter 10: CardioVoice TTM Assistant........................................461
CardioVoice Configuration....................................................................................................461
CardioVoice Application........................................................................................................462
Opening CardioVoice.................................................................................................462
CardioVoice Configuration Options............................................................................462
Configuring CardioVoice Options in Paceart.........................................................................470
Editing CardioVoice Settings......................................................................................470
Provider CardioVoice IDs...........................................................................................471
Patient CardioVoice IDs..............................................................................................472
Chapter 11: Paceart Web Access...................................................475
Paceart Web Access security................................................................................................476
Installing the custom error handling file......................................................................476
Monitoring services and limiting access to patient data.............................................476
Account administration..........................................................................................................477
Adding or editing a Paceart user account...................................................................477
Linking Users to Providers..........................................................................................478
Setting a user password.............................................................................................479
Logging in to Paceart Web Access........................................................................................479
Searching patient encounters...............................................................................................479
Chapter 12: Paceart Optima System Security and Privacy.........481
Paceart Optima Security Configuration Overview.................................................................481
Password Complexity Enforcement............................................................................482
Integration with Microsoft Active Directory Services...................................................482
External system accounts and roles...........................................................................485
Data Filtering in Paceart Optima.................................................................................485
SSL Certificates.........................................................................................................485
Database security for Application Server services.....................................................486
10 | Paceart Optima System | Contents
ClickOnce digital signing certificate............................................................................486
Local security policies................................................................................................486
Audit control...............................................................................................................487
HL7 Integration.....................................................................................................................487
BCP data export....................................................................................................................487
Data authentication...............................................................................................................488
HIPAA Overview....................................................................................................................488
Product use and technical features............................................................................488
Potential security exposures.......................................................................................489
Paceart Optima System security features...................................................................489
Important notes..........................................................................................................492
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
1
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.
16 | Paceart Optima System | Introduction to the Paceart Optima™System
Paceart manuals supplied with your system
Electronic versions of Paceart Optima System manuals are supplied on the documentation USB supplied with
your software. You can also download or request printed copies of these manuals from
www.medtronic.com/manuals.
There are two manuals installed for use with the Paceart Optima System software, the Paceart Optima System
Software Installation and Configuration Instructions and the Paceart Optima System Software User Manual.
The Paceart Optima System Software Installation and Configuration Instructions provide you with the information
you need to install and configure your Paceart Optima System software. This includes optional configurations
and optional software components. The Paceart Optima System Software User Manual provides you with
information on how to use your Paceart Optima System software.
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
2
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 Management
You can view licenses currently in use in Paceart or apply a license key 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.
Reports
This feature allows you define default report settings and create report groups that contain two or more standard
reports or letters to print 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
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
Add Patient
Add Patient
Add Patient
Update Patient
Update Patient
Failure
Authorization
Failure
Paceart System
Failure
Patient Matching
Error
Failure
Authorization
Failure
Result definitionResultRequest
request.
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
Update Patient
Delete Patient
Delete Patient
Delete Patient
Paceart System
Failure
Patient Matching
Error
Failure
Authorization
Failure
Paceart System
Failure
request.
matching criteria.
request.
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
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
Delete Patient
Add/Update
Patient
Add/Update
Patient
Patient
Add/Update
Patient
Patient
Patient
Patient Matching
Error
Allowed
Failure
Authorization
Failure
Paceart System
Failure
Result definitionResultRequest
matching criteria.
request.
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
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
Change Patient
ID
ID
Change Patient
ID
Change Patient
ID
Change Patient
ID
Encounter Management service
Patient Matching
Error
Failure
Authorization
Failure
Paceart System
Failure
Changed
Patient Matching
Error
matching criteria.
request.
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
Add
Encounter
Encounter
Encounter
Processing
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
Encounter
Processing
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.
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
Add
Appointment
Add
Appointment
Appointment
Appointment
Add
Appointment
Add
Appointment
Failure
Authorization
Failure
Add Appointment
Not Allowed
Patient Matching
Error
Appointment
Matching Error
Result definitionResultRequest
request.
appointment.
matching criteria.
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
Edit and
resubmit
request
NoneNoThe request was invalid.Invalid RequestAdd
Edit and
resubmit
request
Edit and
resubmit
request
Add
Appointment
Update
Appointment
Update
Appointment
Update
Appointment
Update
Appointment
Appointment
Appointment
Update
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.
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
Edit and
resubmit
request
NoneNoThe request was invalid.Invalid RequestUpdate
Edit and
resubmit
request
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
Add/Update
Appointment
Add/Update
Appointment
Add/Update
Appointment
Add/Update
Appointment
Appointment
Appointment
Appointment
Updated
Failure
Authorization
Failure
Add Appointment
Not Allowed
Update
Appointment Not
Allowed
Result definitionResultRequest
updated.
request.
appointment.
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
Edit and
resubmit
request
Edit and
resubmit
request
NoneNoThe request was invalid.Invalid RequestAdd/Update
Add/Update
Appointment
Add/Update
Appointment
Add/Update
Appointment
Cancel
Appointment
Cancel
Appointment
Cancel
Appointment
Cancel
Appointment
Appointment
Patient Matching
Error
Appointment
Matching Error
License Restriction
Error
Appointment
Cancelled
Failure
Authorization
Failure
Cancel
Appointment Not
Allowed
matching criteria.
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
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
Edit and
resubmit
request
Appointment
NoneNoThe request was invalid.Invalid RequestCancel
26 | Paceart Optima System | Paceart Optima System Administration
Cancel
Appointment
Cancel
Appointment
Delete
Appointment
Delete
Appointment
Delete
Appointment
Delete
Appointment
Appointment
Patient Matching
Error
Appointment
Matching Error
Appointment
Deleted
Failure
Authorization
Failure
Delete Appointment
Not Allowed
Result definitionResultRequest
matching criteria.
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
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
Edit and
resubmit
request
Appointment
Delete
Appointment
Delete
Appointment
Outbound Appointment service
Queue
Appointment
Get Appointment
Request
Request
Request
Patient Matching
Error
Appointment
Matching Error
Queued For
Processing
Failure
Authorization FailureGet Appointment
matching criteria.
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
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
Paceart Optima System | Paceart Optima System Administration | 27
Update
Appointment
Request
Update
Appointment
Request
Update
Appointment
Request
Update
Appointment
Request
Update
Appointment
Request
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
Update
Appointment
Request
Appointment
Request
Update
Appointment
Request
Update
Appointment
Request
Update
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
28 | Paceart Optima System | Paceart Optima System Administration
Synchronize
Appointments Paceart to
Remote
Synchronize
Appointments Paceart to
Remote
Synchronize
Appointments Paceart to
Remote
Synchronize
Appointments Paceart to
Remote
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.
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
Synchronize
Appointments Remote to
Paceart
Synchronize
Appointments Remote to
Paceart
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
Get XML Export
Request
Request
Request
Request
Update XML
Export Request
Update XML
Export Request
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
Get Encounter
Request
Request
Request
Update
Encounter
Request
Update
Encounter
Request
Update
Encounter
Request
Failure
Authorization
Failure
Failure
Authorization
Failure
Clinic Encounter
Download
Complete
Result definitionResultRequest
request.
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.
30 | Paceart Optima System | Paceart Optima System Administration
Update
Encounter
Request
Update
Encounter
Request
Encounter
Request
Encounter
Request
Encounter
Request
Processing
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.