Medtronic POS12D17 Reference Guide
PACEART OPTIMA
POS12D Version 1.7
™
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
Authorized users.....................................................................................................................15
Technical Support...................................................................................................................15
Manuals supplied with your system.........................................................................................16
Accessing the online Help.......................................................................................................16
Navigating through the Paceart System without a mouse.......................................................16
Explanation of dialog box fields and buttons...........................................................................17
Chapter 2: Paceart System Patient Records...................................19
Opening a patient record.........................................................................................................19
Closing a patient record..........................................................................................................19
Switching between patient records.........................................................................................19
Adding a patient to the Paceart System database...................................................................21
Adding a new patient to the Paceart System database................................................21
Deleting a patient record.........................................................................................................24
Patient Record........................................................................................................................25
Copying information from the patent record tabs..........................................................25
Patient Information tab..................................................................................................25
Device Details tab........................................................................................................42
Encounters tab.............................................................................................................48
Working with reports.............................................................................................................137
Adding a subtitle to a report........................................................................................138
Previewing a report.....................................................................................................138
Printing a report..........................................................................................................138
Emailing or faxing a report..........................................................................................138
Printing a report for a specific patient.........................................................................139
Printing a report for multiple patients..........................................................................139
Report Graphing in the Paceart Optima System....................................................................139
Chapter 3: Searching in the Paceart System................................141
Sorting search results by columns........................................................................................141
Patients search tab................................................................................................................141
Searching for a patient...............................................................................................142
4 | Paceart Optima System | Contents
Devices search tab................................................................................................................143
Searching for a device................................................................................................144
Encounters search tab..........................................................................................................145
Searching for an encounter........................................................................................146
Exporting an Encounter..............................................................................................147
Downloading remote encounters................................................................................149
Appointments search tab......................................................................................................149
Searching for an appointment....................................................................................150
Downloading a remote appointment status update....................................................151
Advanced search..................................................................................................................152
Paceart System pre-defined advanced search queries..............................................153
User-created advanced search queries.....................................................................153
Creating an advanced search query...........................................................................155
Performing an advanced search.................................................................................157
Editing a saved advanced search query.....................................................................157
Copying an advanced search query...........................................................................158
Deleting an advanced search query...........................................................................158
Pre-defined searches.................................................................................................158
Using operators and conditions in advanced searches..............................................165
Exporting search results to a spreadsheet............................................................................167
Using an exported spreadsheet to create letters and mailings..............................................167
Chapter 4: Home tab........................................................................169
Displaying today's appointments for a resource....................................................................169
Opening an appointment or patient record from a selected appointment..............................169
Opening a task......................................................................................................................170
Adding a user task................................................................................................................170
Field and button definitions for the Adding or Editing a Task dialog box.....................170
Selecting an assignee................................................................................................171
Chapter 5: Paceart System Encyclopedias...................................173
Searching for information in the encyclopedia.......................................................................174
Deleting an entry from an encyclopedia................................................................................174
Exporting search results to a spreadsheet............................................................................174
Using the Devices Encyclopedia...........................................................................................175
Searching for information in the encyclopedia............................................................176
Adding or editing a device in the encyclopedia...........................................................176
Device Alerts and Watches........................................................................................193
Aliases.......................................................................................................................197
Device Capabilities.....................................................................................................199
Changing references of a device to a different device................................................201
Making an entry unavailable for future association ....................................................202
Using the Diagnoses Encyclopedia.......................................................................................202
Paceart Optima System | Contents | 5
Adding or editing a diagnosis in the encyclopedia......................................................203
Changing references of a patient's diagnosis to a different diagnosis........................204
Making an entry unavailable for future association ....................................................205
Importing diagnoses from a spreadsheet...................................................................205
Using the Medications Encyclopedia....................................................................................206
Adding or editing a medication in the encyclopedia...................................................207
Changing references of a medication to a different medication..................................209
Using the Insurance Encyclopedia........................................................................................209
Adding or editing insurance companies in the encyclopedia......................................210
Changing references of an insurance company to a different insurance company.....212
Using the Providers Encyclopedia.........................................................................................213
Adding or editing a provider in the encyclopedia........................................................213
Changing references of a provider to a different provider...........................................216
Making an entry unavailable for future association ....................................................217
Importing providers from a spreadsheet.....................................................................217
Using the Charge Codes Encyclopedia.................................................................................218
Adding or editing a charge code in the encyclopedia.................................................219
Changing references of a charge code to a different charge code.............................220
Using the Procedures Encyclopedia.....................................................................................221
Adding or editing a procedure code in the encyclopedia............................................222
Changing references of a procedure to a different procedure....................................223
Making an entry unavailable for future association ....................................................224
Importing procedures from a spreadsheet..................................................................224
Using the Pager Services Encyclopedia...............................................................................225
Adding or editing a pager service in the encyclopedia...............................................226
Changing references of a pager service to a different pager service..........................227
Chapter 6: Scheduling.....................................................................229
Patient scheduling preferences.............................................................................................230
Setting a patient's scheduling preferences.................................................................230
Field definitions for Edit Preferences dialog box.........................................................230
Scheduling appointments.....................................................................................................231
Adding an appointment from a patient's record..........................................................231
Adding or editing an appointment from the Schedule tab...........................................231
Adding an appointment from an encounter................................................................233
Editing an appointment..............................................................................................233
Searching for an appointment....................................................................................234
Canceling an appointment.........................................................................................237
Reinstating a canceled appointment..........................................................................238
Deleting an appointment............................................................................................238
Associating an encounter with an appointment..........................................................238
Disassociating an encounter with an appointment.....................................................239
Remote Appointment Status.................................................................................................239
Downloading a remote appointment status update....................................................239
6 | Paceart Optima System | Contents
Chapter 7: Tasks tab........................................................................241
Searching for tasks...............................................................................................................242
Searching for tasks.....................................................................................................242
Working with tasks................................................................................................................245
Workgroups................................................................................................................245
User tasks..................................................................................................................245
Encounter tasks.........................................................................................................248
System tasks..............................................................................................................249
Routing a task............................................................................................................254
Accepting a task.........................................................................................................254
Deleting a task............................................................................................................254
Adding task comments...............................................................................................255
Chapter 8: Paceart Optima System Administration.....................257
Using the Activity Log............................................................................................................259
Activity Log Services..................................................................................................259
Searching for information in the Activity Log...............................................................260
Deleting Activity Log Entries.......................................................................................263
Editing Activity Log Retention.....................................................................................263
Using the Audit Log...............................................................................................................263
Searching for information in the Audit Log..................................................................264
Batch Deleting Patients.........................................................................................................265
Configuring Billing Payment Methods...................................................................................265
Adding or editing a payment method..........................................................................266
Deleting a payment method.......................................................................................267
Configuring CardioVoice Settings.........................................................................................267
Editing CardioVoice Settings......................................................................................268
Configuring Connectivity.......................................................................................................271
Editing Verify Patient Match Configuration Settings....................................................272
Editing Demographics Only Match Configuration Settings.........................................273
Activating CareLink Scheduling Integration................................................................274
Deleting Appointment Requests.................................................................................275
Activating CareLink Remote Encounter Acquisition...................................................275
Deleting Remote Encounter Acquisition Requests.....................................................276
Viewing the Encounter Import Queue.........................................................................276
Saving encounter import request data to a file...........................................................277
Editing Encounter Request Retention........................................................................277
Editing Encounter Export Request Retention.............................................................277
Deleting XML Export Requests..................................................................................278
Configuring Demographics...................................................................................................278
Setting the default country for a location of care.........................................................280
Adding or editing a Location of Care..........................................................................280
Paceart Optima System | Contents | 7
Viewing a list of patients related to a Location of Care...............................................282
Adding or Editing a Patient ID Type............................................................................283
Deleting a Patient ID Type..........................................................................................283
Editing a Patient Code Type.......................................................................................284
Deleting a Patient Code Type.....................................................................................284
Configuring Encounter Export Settings.................................................................................285
Editing XML Encounter Export...................................................................................286
Editing HL7 Encounter Export....................................................................................287
Editing Encounter Auto-Export...................................................................................289
Configuring the Paceart System Home Tab...........................................................................289
Editing Visible Tasks...................................................................................................290
Adding or Editing Links on the Home Tab...................................................................291
Deleting Links from the Home Tab..............................................................................291
Changing the Order of Links on the Home Tab...........................................................291
Managing the Paceart System Licenses...............................................................................292
Viewing user license usage........................................................................................293
Applying a license key................................................................................................293
Viewing license expiration notifications......................................................................293
Configuring Server and Client Logging.................................................................................293
Editing Server and Client Logging..............................................................................295
Configuring the Messaging Service......................................................................................296
Editing fax settings.....................................................................................................297
Editing email settings.................................................................................................298
Editing pager settings.................................................................................................299
Clearing pending messages.......................................................................................299
Configuring Reports..............................................................................................................299
Editing Default Encounter Report Settings.................................................................300
Adding or Editing a report group.................................................................................301
Deleting a report group...............................................................................................303
Configuring the Schedule......................................................................................................303
Schedule configuration for a location of care..............................................................304
Configuring resources for a location of care...............................................................309
Configuring the closed hours for a location of care.....................................................311
Configuring Security Options................................................................................................314
Users and User Roles................................................................................................316
External System Accounts.........................................................................................328
Security Policies.........................................................................................................333
Viewing system information...................................................................................................334
Configuring Task Management.............................................................................................335
Configuring Workgroups.............................................................................................336
Configuring Encounter Tasks.....................................................................................337
Configuring System Tasks..........................................................................................339
Configuring User Preferences...............................................................................................341
Report Options tab.....................................................................................................342
Opening Paceart tab..................................................................................................345
8 | Paceart Optima System | Contents
ECG Recording Tab...................................................................................................346
Display Options tab....................................................................................................347
Configuring Waveform Settings.............................................................................................347
Editing waveform settings...........................................................................................348
Chapter 9: Reports list....................................................................351
Appointment Search Results report......................................................................................353
Billing report..........................................................................................................................353
Brady Programming History report........................................................................................353
Comprehensive Encounter Summary report.........................................................................353
Device Search Results report................................................................................................353
Doctor Letter.........................................................................................................................354
Doctor Letter (Brady).............................................................................................................354
Doctor Letter (Tachy).............................................................................................................354
Encounter Arrhythmia (150 x 20 mm) report ........................................................................354
Encounter Arrhythmia (150 x 40 mm) report ........................................................................354
Encounter Arrhythmia (175 x 10 mm) report.........................................................................355
Encounter Arrhythmia Event Recorder report........................................................................355
Encounter Arrhythmia (Implantable) report...........................................................................355
Arrhythmia Summary (Implantable, Lifetime) report .............................................................355
Encounter Brady (2 Strips) report..........................................................................................355
Encounter Brady (3 Strips) report..........................................................................................356
Encounter Brady (Biventricular) report..................................................................................356
Encounter Brady (No strips) report........................................................................................356
Encounter ECG 12 Lead (3 x 4) report .................................................................................356
Encounter ECG 12 Lead (6 x 2) report .................................................................................356
Encounter ECG 6 Lead report...............................................................................................357
Encounter Episode Details report.........................................................................................357
Encounter Episode List.........................................................................................................357
Encounter Miscellaneous Chart report..................................................................................357
Encounter Miscellaneous Letter to Patient............................................................................357
Encounter Miscellaneous Letter to Provider..........................................................................358
Encounter Phone Note report...............................................................................................358
Encounter Search Results report..........................................................................................358
Encounter Tachy (Biventricular) report..................................................................................358
Encounter Tachy (Detailed) report ........................................................................................358
Encounter Tachy (Simplified, 2 strips) report.........................................................................359
Encounter Tachy (Simplified, no strips) report ......................................................................359
Encounter TTM (2 Strips) report............................................................................................359
Encounter TTM (3 Strips) report............................................................................................359
Missed Appointment Letter...................................................................................................359
Missed Appointment List report............................................................................................360
Missed Appointment Postcard..............................................................................................360
Patient Activity report............................................................................................................360
Paceart Optima System | Contents | 9
Patient Device History report.................................................................................................360
Patient Labels.......................................................................................................................360
Patient Listing (Device Information) report............................................................................361
Patient Listing (Landscape) report........................................................................................361
Patient Listing (Last and Next Encounter Dates) report.........................................................361
Patient Listing (Last Encounter Date) report .........................................................................361
Patient Listing (Portrait) report ..............................................................................................362
Patient Medication Summary report......................................................................................362
Patient Schedule Letter.........................................................................................................362
Patient Search Results report................................................................................................362
Patient Summary report........................................................................................................362
Patient Summary (Encounter) report ....................................................................................363
Patients Tested report...........................................................................................................363
Provider Labels.....................................................................................................................363
Reminder Letter....................................................................................................................363
Reminder Postcard...............................................................................................................363
Remote Monitoring Prescription Letter..................................................................................363
Schedule (Device Information) report....................................................................................364
Schedule report ....................................................................................................................364
Chapter 10: CardioVoice TTM Assistant........................................365
CardioVoice Configuration....................................................................................................365
CardioVoice Application........................................................................................................366
Opening CardioVoice.................................................................................................366
CardioVoice Configuration Options............................................................................366
Configuring CardioVoice Options in the Paceart System.......................................................374
Editing CardioVoice Settings......................................................................................374
Provider CardioVoice IDs...........................................................................................375
Patient CardioVoice IDs..............................................................................................375
Chapter 11: Paceart System Web Access.....................................377
Paceart System Web Access security...................................................................................378
Monitoring services and limiting access to patient data.............................................378
Account administration..........................................................................................................378
Adding or editing a Paceart System user account......................................................379
Linking users to providers..........................................................................................379
Setting a user password.............................................................................................380
Logging in to Paceart System Web Access...........................................................................381
Searching patient encounters...............................................................................................381
Chapter 12: Paceart Optima System Security and Privacy.........383
Paceart Optima System Security Configuration Over view.....................................................383
Password Complexity Enforcement............................................................................384
10 | Paceart Optima System | Contents
Integration with Microsoft Active Director y Services...................................................384
External system accounts and roles...........................................................................387
Data filtering in the Paceart Optima System...............................................................387
SSL Certificates.........................................................................................................387
Database security for Application Server services.....................................................388
ClickOnce digital signing certificate............................................................................388
Local security policies................................................................................................388
Audit control...............................................................................................................389
HL7 Integration.....................................................................................................................389
BCP data export....................................................................................................................389
Data authentication...............................................................................................................390
HIPAA Overview....................................................................................................................390
Product use and technical features............................................................................390
Potential security exposures.......................................................................................391
Paceart Optima System security features...................................................................391
Important notes..........................................................................................................394
Appendix A: Activity Log Results...................................................395
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 a hospital's or clinic's HL7-compatible system
• Provides task management to streamline clinic workflow
• Provides automatic import of data from pacemakers, programmers, and other storage media
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 R epr esentative in theEuropean Community
Manufacturer
Lot number
Re-order number
Date of Manufacture
14 | Paceart Optima System | Introduction to the Paceart Optima
Indications
The Paceart System is intended for use as a 12-lead electrocardiograph, pacemaker artifact analyzer, and
transtelephonic ECG r eceiving station. It also acts as a database for cardiac patients with or without pacemakers
or implantable cardioverter defibrillators.
™
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
Precautions
Storage and installation
• Ensure there is no condensed moisture on the Paceart System software USBs.
• Paceart System software USBs must be stored within the following conditions:
Storage Environment
-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 System software USBs.
• The Paceart System 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
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 the Paceart System.
• The transmitter transmit format must match the transmit format setting in the Paceart System.
• 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 System operator is responsible for setting the speed and format settings.
Contraindications
™
System | 15
No known contraindications.
Authorized users
Medtronic representatives provide the Paceart Optima System orientation and training materials at the time of
the installation. All users should be familiar with the Paceart System documents, including the online Help,
before using the Paceart Optima System. The designated system administrator should also read the Paceart
System documentation for information on using the Paceart Optima System software user interface for function
and control.
An authorized person, preferably a physician, must verify the implantable device and electrode specifications
entered into the database or modified in the database. An authorized person, preferably a physician, must
verify the test results that are automatically entered into the database by the instrument. The data obtained
from this device must be interpreted in conjunction with other clinical data and the results of other independent
tests.
Technical Support
For technical suppor t contact your local Medtronic office. In the US and Canada, Paceart Technical Services
can be contacted via phone or email.
• Phone: 1-800-PACEART
• Email: paceart.support@medtronic.com
• Web: Visit the Paceart Community website at paceartcommunity.medtronic.com.
16 | Paceart Optima System | Introduction to the Paceart Optima
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.
™
System
Accessing the online Help
The online Help provides additional information about the features and functionality of the Paceart Optima
System.
There are five ways to access the online Help.
• Clicking Help > Help fr omthe menu bar opens the appropriate help topic for where you ar ein the application.
• Clicking the Help button in a dialog box opens the appropriate help topic for the dialog box.
• In any add or edit dialog box, clicking the "?" and selecting an active field opens the field level Help for that
field.
• Pressing the F1 key while a field is selected opens the field level Help for that field.
• Pressing the F1 key while no fields are selected opens the appropriate help topic for where you are in the
application.
If your version of the Paceart System has been customized, you can view your customer build number by
clicking Help > About.
Navigating through the Paceart System without a mouse
On some windows in the Paceart System, it is possible to navigate by using the keyboard instead of a mouse.
These keyboard commands are composed of the ALT key followed by one or more keyboard symbols.
1. From within a Paceart System window, press the ALT key.
If the window supports ALT key functionality, the File menu item is selected and buttons, tabs, or file menu
items are underlined.
2. Press the letter on the keyboard that corresponds to the desired action.
3. Press the TAB key, SHIFT+TAB, and the ARROW keys to access additional options in a list.
4. Press ENTER to make a selection.
Paceart Optima System | Introduction to the Paceart Optima
Explanation of dialog box fields and buttons
This table lists of some of the common fields and buttons that appear in many of the dialog boxes within the
Paceart Optima System. Additional fields and buttons for each dialog box are defined separately throughout
this manual.
Field and button definitionsDialog box fields and buttons
™
System | 17
Save
Save and Close
Select
Cancel
OK
Help
Saves all changes.
Saves and closes the dialog.
Shows the selected item in the main window.
Cancels and closes the dialog.
Saves the information and closes the dialog box.
Accesses the Help system.
Chapter
2
Paceart System Patient Records
A patient's record is an ongoing electronic compilation of encounters, appointments, test results, medical
information, billing information, demographic information, and any other data that pertains specifically to a
single patient. All of this information is stored in the Paceart System database and can be manipulated in a
variety of useful ways.
The Paceart System lets you add information to a patient record in several ways. For example, you can enter
it manually, retrieve it from a previous entry, or download it from an external source. The process for adding
information can vary depending on the type of data being added.
Opening a patient record
Opening a patient record gives you access to specific information about one patient.
1. Click the Search tab.
2. Click the Patients subtab.
3. Enter the patient name and/or other search criteria about the patient.
4. Click Search.
5. Select the patient record and click Open.
The patient record is displayed.
Closing a patient record
After you have finished working with a patient record you can save the changes and close the record.
1. If you are in add or edit mode make sure to save any changes you have made to the patient record.
2. Click the Close Patient link in the upper right corner of the patient record.
The patient record is closed.
Switching between patient records
You can switch between patient records and other parts of the Paceart System, such as tasks or the
encyclopedia.
To switch from an open patient record to another part of the Paceart System, click on the tab you want to switch
to. For example, you can click on the Tasks tab to view your assigned tasks.
20 | Paceart Optima System | Paceart System Patient Records
You can switch back to an open patient record by selecting the record from the open patient drop-down list in
the upper right corner.
Paceart Optima System | Paceart System Patient Records | 21
Adding a patient to the Paceart System database
The Paceart System database is made up of patient records that contain information about the patient such
as encounters, appointments ,test results, medical information, billing information, and demographic information.
You can add a new patient to the Paceart System database from within the Paceart System from the Search
> Patients subtab or from an external system such as an EMR or the Medtronic CareLink Network. Minimally
you need to enter a patient's last name and location of care.
Adding a new patient to the Paceart System database
You can add new patients to the Paceart System database through an external system, or through the Paceart
Optima System by entering, and then saving, their demographic information.
If you searched for the patient first, some of the search criteria that you entered on the Patients search tab will
automatically transfer to the corresponding fields in the Add Patient dialog box.
• First Name
• Middle Initial
• Last Name
• Date of Birth
• City
• State/Province
• Zip/Postal code
• Country
• Phone
1. On the Patients search tab, click Add.
The Add Patient dialog box is displayed.
22 | Paceart Optima System | Paceart System Patient Records
2. In the Add Patient dialog box, enter the patient's demographic information.
3. Click Save.
Field and button definitions for the Add Patient dialog box
This is a list of fields and buttons and their definitions.
Field and button definitionsDialog box fields and buttons
Title:
*Last Name:
First Name:
MI:
Suffix:
The patient's title or salutation. The value must be one
of the following values: Dr., Miss, Mr., Mrs, Ms., Prof.
The patient's surname (family name). Required field.
The patient's first given name (e.g. primary forename
or primary personal name).
The first letter of the patient's second given name
(secondary forename, secondary personal name,
patronymic, or matronymic).
The suffix of the patient's name. For example, Sr.
(senior).
Date of Birth:
The patient's date of birth.
Paceart Optima System | Paceart System Patient Records | 23
Field and button definitionsDialog box fields and buttons
Gender:
Status:
Marital Status:
Language:
Location of Care:
Email:
Remote Follow-up Service:
Transmitting Automatically
The patient's gender. The value must be one of the
following values: Male, Female, Other.
A single character field used to represent the patient's
current status. These values are defined by your clinic
and your workflow, for example you could use "A" for
active.
The patient's marital status.
The patient's preferred language.
The patient's primary location of care. This can be
changed on specific appointments and encounters.
The patient's email address.
The patient's remote follow-up service.
Indicates that the device automatically transmits data
using wireless telemetry.
Address:
Address:
City:
State/Province:
Zip/Postal Code:
Country:
Phone 1:
Type:
Phone 2:
The first line of the patient's street address.
The second line of the patient's street address.
The city associated with the patient's street address.
The state or province associated with the patient's
street address.
The zip or postal code associated with the patient's
street address.
The country associated with the patient's street
address.
The patient's primary or preferred phone number.
The type of phone associated with Phone 1. Available
options are Home, Mobile, Work, Fax, Pager, and
Other.
The patient's secondary phone number.
Type:
The type of phone associated with Phone 2. Available
options are Home, Mobile, Work, Fax, Pager, and
Other.
24 | Paceart Optima System | Paceart System Patient Records
Field and button definitionsDialog box fields and buttons
Default:
Paceart:
Referring Providers
Diagnoses
Codes
Deceased:
Date of Death:
The patient's ID number from a previous version of
Paceart or from an external system such as an
electronic medical record (EMR).
The automatically generated Paceart ID number. This
is created when a new patient is added to Paceart and
is not editable.
The patient's referring providers. Click the [...] button
to select a provider from the encyclopedia.
The patient's diagnoses. Click the [...] button to select
a diagnosis from the encyclopedia.
The patient's code(s) as defined by your clinic. A
patient can have multiple codes. Codes can be used
for classifying or grouping patients.
Indicates whether or not the patient is deceased.
If the patient is deceased, the date of the patient's
death.
Cause of Death:
If the patient is deceased, the cause of the patient's
death.
Deleting a patient record
Deleting a patient record also deletes that patient from the Paceart System database. If you have permission
to delete a patient you can delete patients that have no active devices, no encounters, and no scheduled
appointments.
This process only allows you to delete one patient record at a time. To delete multiple patient records at one
time go to Administration > Batch Delete.
1. Click the Search tab.
2. Click the Patients tab.
3. Click Search.
The initial search results are sorted in ascending order by patient last name, patient first name, and then
patient middle initial. You can change the sort criteria and order by clicking on any of the column headings.
4. In the Results window, click the patient you want to delete.
5. Click File > Delete Patient.
6. Click Ye s to confirm the deletion.
The patient record is deleted.
Paceart Optima System | Paceart System Patient Records | 25
Patient Record
The patient record is divided into three tabs, the Patient Information tab, the Device Details tab, and
Encounters tab.
The Patient Information tab is used to document patient specific information such as patient demographics,
medication information, and scheduling preferences. The Device Details tab is used to document information
about the patient's device or devices, such as device details, implant date, and serial number. The Encounters
tab provides a list of patient encounters.
Copying information from the patent record tabs
You can copy information from any of the fields on the Patient Information, Device Details,orEncounters
tabs in the patient record. After copying the information, you can then paste it when adding or editing records
to speed data entry and reduce errors.
1. Locate the information that you want to copy from one of the fields on the Patient Information, Device
Details,orEncounters tabs in the patient record.
2. Right-click the field, then select Copy from the menu that opens.
3. To paste the copied value into a field, right-click the field and select Paste from the menu that opens, or
place the cursor into the field and press Ctrl+V.
Patient Information tab
You can add, edit, and delete patient demographic information from the Patient Information tab. This tab is
broken up into subtabs. You must be in add or edit mode and have sufficient privileges to view and modify
information on the subtabs.
The Patient Information tab gives an overview of patient information including the patient ID number, the date
of birth, and a list of diagnoses. If the patient has multiple ID numbers, then only the primary ID number is
displayed. The primary ID is configured in Administration.
Patient Information Subtabs
Description of informationSubtab
Patient Overview
Demographics
Diagnoses
This tab contains a read-only overview of a patient's demographic information,
patient IDs, codes,providers, diagnoses, medications , active devices, and patient
comments.
This tab contains personal information about the patient. You can edit information
on this tab.
This tab contains a list of all the patient's diagnoses. You can add, edit, or delete
information on this tab.
Providers
This tab contains a list of all the patient's providers. You can add, edit, or delete
providers.
This list also includes providers referenced as Implant, Abandoned, Partially
Explanted, and Explanted providers in the Device Details section, providers
26 | Paceart Optima System | Paceart System Patient Records
Description of informationSubtab
referenced as Prescribing providers in the Medications subtab, and providers
referenced as Billing providers in encounters.
Medications
Insurance
Schedule
This tab contains a list of all the patient's medications. You can add, edit, or delete
medications.
This tab contains a list of all the patient's insurers. You can add, edit, or delete
insurers.
This tab contains all scheduled, canceled, completed, or missed appointments.
You add, edit, or delete appointments and view and edit patient scheduling
preferences.
This tab contains a list of allergy, pharmacy, and CardioVoice information.Miscellaneous
Editing a patient's demographic information
You can edit an existing patient's demographic information, IDs, codes and comments.
1. In the patient record, click the Patient Information tab.
2. Click the Demographics subtab.
3. Click Edit.
4. In the Edit Patient dialog box, make changes to the patient's demographic data. You cannot change the
system-generated Paceart System patient ID.
5. Click Save.
Field and button definitions for the Edit Patient dialog box
This is a list of fields and buttons and their definitions.
Title:
*Last Name:
First Name:
MI:
Suffix:
Date of Birth:
Gender:
Field and button definitionsDialog box fields and buttons
The patient's title or salutation. The value must be one
of the following values: Dr., Miss, Mr., Mrs, Ms., Prof.
The patient's surname (family name). Required field.
The patient's first given name (e.g. primary forename
or primary personal name).
The first letter of the patient's second given name
(secondary forename, secondary personal name,
patronymic, or matronymic).
The suffix of the patient's name. For example, Sr.
(senior).
The patient's date of birth.
The patient's gender. The value must be one of the
following values: Male, Female, Other.
Paceart Optima System | Paceart System Patient Records | 27
Field and button definitionsDialog box fields and buttons
Status:
Marital Status:
Language:
Location of Care:
Email:
Remote Follow-up Service:
Transmitting Automatically
Address:
Address:
A single character field used to represent the patient's
current status. These values are defined by your clinic
and your workflow, for example you could use "A" for
active.
The patient's marital status.
The patient's preferred language.
The patient's primary location of care. This can be
changed on specific appointments and encounters.
The patient's email address.
The patient's remote follow-up service.
Indicates that the device automatically transmits data
using wireless telemetry.
The first line of the patient's street address.
The second line of the patient's street address.
City:
State/Province:
Zip/Postal Code:
Country:
Phone 1:
Type:
Phone 2:
Type:
The city associated with the patient's street address.
The state or province associated with the patient's
street address.
The zip or postal code associated with the patient's
street address.
The country associated with the patient's street
address.
The patient's primary or preferred phone number.
The type of phone associated with Phone 1. Available
options are Home, Mobile, Work, Fax, Pager, and
Other.
The patient's secondary phone number.
The type of phone associated with Phone 2. Available
options are Home, Mobile, Work, Fax, Pager, and
Other.
28 | Paceart Optima System | Paceart System Patient Records
Field and button definitionsDialog box fields and buttons
Default:
Paceart:
Patient Comments
Private Patient Comments
Codes
Deceased:
The patient's ID number from a previous version of
Paceart or from an external system such as an
electronic medical record (EMR).
The automatically generated Paceart ID number. This
is created when a new patient is added to Paceart and
is not editable.
Comments about the patient. Press F9 to look up a
quick phrase.
Additional comments about the patient that can be
viewed only within the Paceart System. These
comments appear on the Edit Patient dialog box and
read-only Patient Overview subtab, but are not printed
on reports. Press F9 to look up a quick phrase.
The patient's code(s) as defined by your clinic. A
patient can have multiple codes. Codes can be used
for classifying or grouping patients.
Indicates whether or not the patient is deceased.
Date of Death:
Cause of Death:
If the patient is deceased, the date of the patient's
death.
If the patient is deceased, the cause of the patient's
death.
Adding or editing a patient's diagnosis
You can add or edit a patient's diagnosis to the patient's record on the Add Patient Diagnosis or Edit Patient
Diagnosis dialog box. A patient can have up to twenty active diagnoses.
If the diagnosis is related to a device, or an implant diagnosis, you must edit the device details to change the
diagnosis. Although it is listed on the Diagnoses tab, you cannot edit it there.
1. In the patient record, click the Patient Information tab.
2. Click the Diagnoses tab.
3. Determine which action to take.
• To add a diagnosis, click Add.
• To edit a diagnosis, select the diagnosis and click Edit.
The Add Patient Diagnosis or the Edit Patient Diagnosis window is displayed.
Paceart Optima System | Paceart System Patient Records | 29
4. Enter or edit the diagnosis. To search for an existing diagnosis click the [...] button.
5. Select Active if it is an active diagnosis.
6. Enter or edit comments about the patient's diagnosis in the Comments field. Press the F9 key to enter a
quick phrase in the Comments field.
7. The Display Order section shows you how the diagnoses will be listed on reports. To change the display
order of the diagnoses, select the diagnosis and use Move Up and Move Down to move the diagnosis.
8. To save the information and add another diagnosis, click Save and Add Another. Otherwise, click Save
to save the information and close the dialog box.
The updated diagnosis information is displayed on the Diagnoses tab.
Field and button definitions for the Add or Edit patient's diagnosis
This is a list of fields and buttons and their definitions.
Field and button definitionsDialog box fields and buttons
*Diagnosis:
Active:
Comments:
Display Order:
Move Up
Move Down
Save
The patient's diagnosis. Required field. You may have
up to twenty active diagnoses.
Shows if the diagnosis is active or inactive.
Miscellaneous comments.
Allows you to change the order the diagnoses will be
listed in on reports.
Moves the selected item up in the list box.
Moves the selected item down in the list box.
Saves all changes.
30 | Paceart Optima System | Paceart System Patient Records
Field and button definitionsDialog box fields and buttons
Save and Add Another:
Saves the information that is displayed and redisplays
the window with unpopulated fields so you can add
another.
Selecting a diagnosis
Use the [...] button by any Patient Diagnosis or Diagnosis field to search for and select a diagnosis.
1. Click the [...] button next to the Diagnosis or Patient Diagnosis field.
The Select Diagnosis dialog box opens.
2. Type the search criteria in the Search String field.
3. Click Search.
The items that match your search criteria are displayed in the Results list.
4. Select a diagnosis from the Results list.
5. Click Select.
The diagnosis you selected is displayed in the field.
Field and button definitions for the Select Diagnosis dialog box
This is a list of fields and buttons and their definitions.
Field and button definitionsDialog box fields and buttons
Search String:
Text box for entering whole or partial keywords.
Search
Code
Description
Coding System
Comments:
Invokes the search.
The code assigned to the diagnosis.
The description of the diagnosis.
The coding system of the diagnosis.
Comments about the diagnosis.
Adding or editing a patient's provider
You can add or edit a patient's provider on the Add Patient Provider or Add Patient Provider dialog box.
If the provider is related to a device, such as an implanting provider, you must edit the device details to change
the provider. Although it is listed on the Providers tab you cannot edit it there.
1. In a patient record, click the Patient Information tab.
2. Click the Providers tab.
3. Determine which action to take.
• To add a provider, click Add.
• To edit a provider, select the provider and click Edit.
The Add Patient Provider or the Edit Patient Provider window is displayed.
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