Medtronic POS12D18 Reference Guide
PACEART OPTIMA™ SYSTEM
POS12D Version 1.8
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
Reassigning an encounter...........................................................................................24
Deleting devices from a patient record........................................................................25
Deleting appointments from a patient record...............................................................25
Deleting a patient record.............................................................................................25
Patient Record........................................................................................................................26
Copying information from the patent record tabs.........................................................26
Patient Information tab.................................................................................................26
Device Details tab........................................................................................................43
Encounters tab............................................................................................................49
Working with reports............................................................................................................139
Adding a subtitle to a report......................................................................................139
Previewing a report....................................................................................................140
Printing a report.........................................................................................................140
Emailing or faxing a report.........................................................................................140
Printing a report for a specific patient........................................................................140
Printing a report for multiple patients.........................................................................141
Report Graphing in the Paceart Optima System..................................................................141
4 | Paceart Optima System | Contents
Chapter 3: Searching in the Paceart System.................................143
Sorting search results by columns.......................................................................................143
Patients search tab...............................................................................................................143
Searching for a patient..............................................................................................144
Devices search tab...............................................................................................................145
Searching for a device...............................................................................................146
Encounters search tab.........................................................................................................147
Searching for an encounter.......................................................................................148
Exporting an Encounter.............................................................................................149
Downloading remote encounters...............................................................................150
Appointments search tab......................................................................................................151
Searching for an appointment...................................................................................152
Downloading a remote appointment status update...................................................153
Advanced search..................................................................................................................154
Paceart System predefined advanced search queries..............................................155
User-created advanced search queries.....................................................................155
Creating an advanced search query..........................................................................157
Performing an advanced search................................................................................159
Editing a saved advanced search query....................................................................159
Copying an advanced search query..........................................................................160
Deleting an advanced search query..........................................................................160
Using operators and conditions in advanced searches.............................................160
Exporting search results to a spreadsheet...........................................................................163
Using an exported spreadsheet to create letters and mailings............................................163
Chapter 4: Home tab........................................................................165
Displaying today's appointments for a resource...................................................................165
Opening an appointment or patient record from a selected appointment............................165
Opening a task.....................................................................................................................166
Adding a user task................................................................................................................166
Field and button definitions for the Adding or Editing a Task dialog box....................166
Selecting an assignee...............................................................................................167
Chapter 5: Paceart System Encyclopedias...................................169
Searching for information in the encyclopedia.....................................................................170
Deleting an entry from an encyclopedia...............................................................................170
Exporting search results to a spreadsheet...........................................................................170
Using the Devices Encyclopedia..........................................................................................171
Searching for information in the encyclopedia...........................................................172
Adding or editing a device in the encyclopedia.........................................................172
Device Alerts and Watches........................................................................................189
Aliases.......................................................................................................................193
Paceart Optima System | Contents | 5
Device Capabilities....................................................................................................195
Changing references of a device to a different device...............................................197
Making an entry unavailable for future association ...................................................198
Removing unused devices.........................................................................................198
Merging device manufacturers..................................................................................199
Using the Diagnoses Encyclopedia......................................................................................200
Adding or editing a diagnosis in the encyclopedia.....................................................201
Changing references of a patient's diagnosis to a different diagnosis.......................202
Making an entry unavailable for future association ...................................................202
Importing diagnoses from a spreadsheet..................................................................203
Using the Medications Encyclopedia....................................................................................204
Adding or editing a medication in the encyclopedia..................................................204
Changing references of a medication to a different medication.................................206
Using the Insurance Encyclopedia.......................................................................................206
Adding or editing insurance companies in the encyclopedia.....................................207
Changing references of an insurance company to a different insurance
company...............................................................................................................209
Using the Providers Encyclopedia........................................................................................210
Adding or editing a provider in the encyclopedia.......................................................210
Changing references of a provider to a different provider..........................................213
Making an entry unavailable for future association ...................................................214
Importing providers from a spreadsheet....................................................................214
Using the Charge Codes Encyclopedia................................................................................215
Adding or editing a charge code in the encyclopedia................................................216
Changing references of a charge code to a different charge code............................217
Using the Procedures Encyclopedia....................................................................................218
Adding or editing a procedure code in the encyclopedia...........................................219
Changing references of a procedure to a different procedure...................................220
Making an entry unavailable for future association ...................................................221
Importing procedures from a spreadsheet................................................................221
Using the Pager Services Encyclopedia..............................................................................222
Adding or editing a pager service in the encyclopedia..............................................223
Changing references of a pager service to a different pager service........................224
Chapter 6: Scheduling.....................................................................227
Patient scheduling preferences............................................................................................228
Setting a patient's scheduling preferences................................................................228
Field definitions for Edit Preferences dialog box........................................................228
Scheduling appointments.....................................................................................................229
Adding an appointment from a patient's record.........................................................229
Adding or editing an appointment from the Schedule tab..........................................229
Adding an appointment from an encounter...............................................................231
Editing an appointment..............................................................................................231
Searching for an appointment...................................................................................232
6 | Paceart Optima System | Contents
Canceling an appointment.........................................................................................235
Reinstating a canceled appointment.........................................................................236
Deleting an appointment............................................................................................236
Associating an encounter with an appointment.........................................................236
Disassociating an encounter with an appointment....................................................237
Remote Appointment Status................................................................................................237
Downloading a remote appointment status update...................................................238
Chapter 7: Tasks tab........................................................................239
Searching for tasks...............................................................................................................240
Searching for tasks....................................................................................................240
Working with tasks...............................................................................................................243
Workgroups...............................................................................................................243
User tasks..................................................................................................................243
Encounter tasks.........................................................................................................246
System tasks.............................................................................................................247
Routing a task............................................................................................................252
Accepting a task........................................................................................................252
Deleting a task...........................................................................................................253
Adding task comments..............................................................................................253
Chapter 8: Paceart Optima System Administration......................255
Using the Activity Log...........................................................................................................257
Activity Log Services.................................................................................................257
Searching for information in the Activity Log.............................................................269
Deleting Activity Log Entries......................................................................................271
Editing Activity Log Retention....................................................................................271
Using the Audit Log..............................................................................................................272
Searching for information in the Audit Log.................................................................273
Batch Deleting Patients........................................................................................................274
Configuring Billing Payment Methods...................................................................................274
Adding or editing a payment method.........................................................................274
Deleting a payment method.......................................................................................275
Configuring CardioVoice Settings.........................................................................................276
Editing CardioVoice Settings.....................................................................................276
Configuring Connectivity......................................................................................................279
Editing Verify Patient Match Configuration Settings...................................................280
Editing Demographics Only Match Configuration Settings........................................281
Activating CareLink Scheduling Integration...............................................................282
Deleting Appointment Requests................................................................................283
Activating CareLink Remote Encounter Acquisition..................................................283
Deleting Remote Encounter Acquisition Requests....................................................284
Viewing the Encounter Import Queue........................................................................285
Paceart Optima System | Contents | 7
Saving encounter import request data to a file..........................................................285
Editing Encounter Request Retention.......................................................................285
Editing Encounter Export Request Retention............................................................286
Deleting XML Export Requests.................................................................................286
Configuring Demographics...................................................................................................286
Setting the default country for a location of care.......................................................288
Adding or editing a Location of Care.........................................................................289
Viewing a list of patients related to a Location of Care..............................................291
Adding or Editing a Patient ID Type...........................................................................291
Deleting a Patient ID Type.........................................................................................292
Editing a Patient Code Type.......................................................................................292
Deleting a Patient Code Type....................................................................................292
Configuring Encounter Export Settings................................................................................293
Editing XML Encounter Export..................................................................................294
Editing HL7 Encounter Export...................................................................................295
Editing Encounter Auto-Export..................................................................................297
Configuring the Paceart System Home Tab.........................................................................297
Editing Visible Tasks..................................................................................................298
Adding or Editing Links on the Home Tab..................................................................299
Deleting Links from the Home Tab.............................................................................300
Changing the Order of Links on the Home Tab.........................................................300
Managing the Paceart System Licenses..............................................................................301
Viewing user license usage.......................................................................................301
Applying a license key...............................................................................................301
Viewing license expiration notifications.....................................................................302
Configuring Server and Client Logging................................................................................302
Editing Server and Client Logging.............................................................................304
Configuring the Messaging Service.....................................................................................305
Editing fax settings....................................................................................................306
Editing email settings.................................................................................................307
Editing pager settings................................................................................................307
Clearing pending messages......................................................................................308
Configuring Reports.............................................................................................................308
Editing Default Encounter Report Settings................................................................309
Adding or Editing a report group...............................................................................310
Deleting a report group..............................................................................................312
Configuring the Schedule.....................................................................................................312
Schedule configuration for a location of care.............................................................313
Configuring resources for a location of care..............................................................318
Configuring the closed hours for a location of care...................................................320
Configuring Security Options...............................................................................................323
Users and User Roles...............................................................................................325
External System Accounts........................................................................................334
Security Policies........................................................................................................339
Viewing system information..................................................................................................340
8 | Paceart Optima System | Contents
Configuring Task Management.............................................................................................341
Configuring Workgroups............................................................................................342
Configuring Encounter Tasks.....................................................................................343
Configuring System Tasks.........................................................................................345
Configuring User Preferences..............................................................................................347
Report Options tab....................................................................................................348
Opening Paceart tab..................................................................................................351
ECG Recording Tab...................................................................................................352
Display Options tab...................................................................................................353
Configuring Waveform Settings............................................................................................353
Editing waveform settings..........................................................................................354
Chapter 9: Reports list....................................................................357
Appointment Search Results report.....................................................................................359
Billing report.........................................................................................................................359
Brady Programming History report.......................................................................................359
Comprehensive Encounter Summary report........................................................................359
Device Search Results report...............................................................................................359
Doctor Letter.........................................................................................................................360
Doctor Letter (Brady)............................................................................................................360
Doctor Letter (Tachy)............................................................................................................360
Encounter Arrhythmia (150 x 20 mm) report .......................................................................360
Encounter Arrhythmia (150 x 40 mm) report .......................................................................360
Encounter Arrhythmia (175 x 10 mm) report........................................................................361
Encounter Arrhythmia Event Recorder report......................................................................361
Encounter Arrhythmia (Implantable) report..........................................................................361
Arrhythmia Summary (Implantable, Lifetime) report ............................................................361
Encounter Brady (2 Strips) report........................................................................................361
Encounter Brady (3 Strips) report........................................................................................362
Encounter Brady (Biventricular) report.................................................................................362
Encounter Brady (No strips) report......................................................................................362
Encounter ECG 12 Lead (3 x 4) report ...............................................................................362
Encounter ECG 12 Lead (6 x 2) report ...............................................................................362
Encounter ECG 6 Lead report..............................................................................................363
Encounter Episode Details report........................................................................................363
Encounter Episode List........................................................................................................363
Encounter Miscellaneous Chart report.................................................................................363
Encounter Miscellaneous Letter to Patient...........................................................................363
Encounter Miscellaneous Letter to Provider.........................................................................364
Encounter Phone Note report..............................................................................................364
Encounter Search Results report.........................................................................................364
Encounter Tachy (Biventricular) report.................................................................................364
Encounter Tachy (Detailed) report .......................................................................................364
Encounter Tachy (Simplified, 2 strips) report........................................................................365
Paceart Optima System | Contents | 9
Encounter Tachy (Simplified, no strips) report .....................................................................365
Encounter TTM (2 Strips) report...........................................................................................365
Encounter TTM (3 Strips) report...........................................................................................365
Missed Appointment Letter...................................................................................................365
Missed Appointment List report............................................................................................366
Missed Appointment Postcard..............................................................................................366
Patient Activity report...........................................................................................................366
Patient Device History report................................................................................................366
Patient Labels.......................................................................................................................366
Patient Listing (Device Information) report...........................................................................367
Patient Listing (Landscape) report.......................................................................................367
Patient Listing (Last and Next Encounter Dates) report.......................................................367
Patient Listing (Last Encounter Date) report .......................................................................367
Patient Listing (Portrait) report ............................................................................................368
Patient Medication Summary report.....................................................................................368
Patient Schedule Letter........................................................................................................368
Patient Search Results report..............................................................................................368
Patient Summary report.......................................................................................................368
Patient Summary (Encounter) report ..................................................................................369
Patients Tested report...........................................................................................................369
Provider Labels....................................................................................................................369
Reminder Letter....................................................................................................................369
Reminder Postcard...............................................................................................................369
Remote Monitoring Prescription Letter.................................................................................369
Schedule (Device Information) report...................................................................................370
Schedule report ...................................................................................................................370
Chapter 10: CardioVoice TTM Assistant........................................371
CardioVoice Configuration....................................................................................................371
CardioVoice Application.......................................................................................................372
Opening CardioVoice.................................................................................................372
CardioVoice Configuration Options............................................................................372
Configuring CardioVoice Options in the Paceart System.....................................................380
Editing CardioVoice Settings.....................................................................................380
Provider CardioVoice IDs...........................................................................................381
Patient CardioVoice IDs.............................................................................................381
Chapter 11: Paceart System Web Access......................................383
Paceart System Web Access security..................................................................................384
Monitoring services and limiting access to patient data............................................384
Account administration.........................................................................................................384
Adding or editing a Paceart System user account.....................................................385
Linking users to providers..........................................................................................385
10 | Paceart Optima System | Contents
Setting a user password............................................................................................386
Logging in to Paceart System Web Access..........................................................................387
Searching patient encounters...............................................................................................387
Chapter 12: Paceart Optima System Security and Privacy..........389
Paceart Optima System Security Configuration Overview...................................................389
Password Complexity Enforcement...........................................................................390
Integration with Microsoft Active Directory Services..................................................390
External system accounts and roles..........................................................................393
Data filtering in the Paceart Optima System..............................................................393
SSL Certificates.........................................................................................................393
Database security for Application Server services....................................................394
ClickOnce digital signing certificate...........................................................................394
Local security policies................................................................................................394
Audit control...............................................................................................................395
HL7 Integration.....................................................................................................................395
BCP data export...................................................................................................................395
Data authentication..............................................................................................................396
HIPAA Overview...................................................................................................................396
Product use and technical features...........................................................................396
Potential security exposures......................................................................................397
Paceart Optima System security features.................................................................398
Important notes.........................................................................................................400
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. It also provides access to trend analysis, aiding a physician or clinician in their daily workflow
and management of patient and cardiac data. The Paceart System supports cardiac rhythm devices from
most manufacturers.
The Paceart System:
• Stores programmed device parameters
• Summarizes patient data into concise reports
• Keeps a history of patient encounters
• 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 Representative in the European
Community
Manufacturer
Lot number
Re-order number
14 | Paceart Optima System | Introduction to the Paceart Optima
Indications
™
System
Date of Manufacture
Do not dispose of this product in the unsorted
municipal waste stream. Dispose of this product
according to local regulations. See
http://recycling.medtronic.com for instructions on
proper disposal of this product.
Temperature Limitation
Humidity Limitation
Software
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 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 support contact your local Medtronic office. In the US and Canada, Paceart Technical Services
can be contacted via phone or email.
• Phone: 1-800-PACEART
• Email: paceart.support@medtronic.com
• Web: Visit the Paceart Community website at 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 information on 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 5 ways to access the 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.
• 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 some of the common fields and buttons that appear in many of the dialog boxes within the
Paceart Optima System. Additional fields and buttons for each dialog box are defined separately throughout
the user manual and online help.
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 any other relevant 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. Some
examples are home, mobile, and pager.
The patient's secondary phone number.
Type:
The type of phone associated with Phone 2. Some
examples are home, mobile, and pager.
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 devices, no encounters, and no appointments.
The following topics describe the steps to delete a patient record.
Reassigning an encounter
If you have permission to edit encounters, you can reassign an encounter from one patient to another. This
is used to resolve duplicate patients or situations where an encounter was added to the wrong patient record.
The encounter cannot be reassigned if it has already been signed or locked. Signed or locked encounters
must be amended before reassigning.
1. Search for and open the patient record.
2. Click the Encounters tab.
3. Select the encounter you want to reassign from the list.
4. Click File > Reassign Encounter.
The Reassign Encounter dialog box is displayed.
5. Enter the name of the patient to whom you are reassigning the encounter or search for the patient by
clicking the [...] button. The patient you are reassigning the encounter to must have an implanted device.
The Select Patient dialog box is displayed.
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6. Select the patient device from the drop-down list.This is not a required field.
7. Select the instrument from the drop-down list. This is not a required field.
8. Click Save.
9. In the confirmation dialog box click Yes .
The encounter is reassigned to the other patient.
All encounters must be reassigned or deleted before deleting a patient record.
Deleting devices from a patient record
You can add, edit, and delete devices from a patient record in the Device Details tab. All encounters associated
to a device must be reassigned or deleted before deleting the device.
1. Search for and open the patient record.
2. Click the Device Details tab.
3. Select All Devices.
4. Select the device to be deleted.
5. Click Delete.
6. To confirm that you want to delete the device, click Yes.
The device is deleted.
All devices, both active and inactive, must be deleted from the patient record before the patient can be deleted.
Deleting appointments from a patient record
If you have permissions to edit appointments, you can delete appointments from a patient's schedule.
1. Search for and open the patient record.
2. Click the Patient Information tab.
3. Click the Schedule tab.
4. In the Show drop-down menu, select (Select All).
5. Select the appointment to be deleted.
6. Click Delete.
7. To confirm that you want to delete the appointment, click Yes.
The appointment is deleted.
All appointments, regardless of status, must be deleted before deleting a patient record.
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 devices, no encounters, and no 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.
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6. Click Yes to confirm the deletion.
The patient record is deleted.
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, or Encounters
tabs in the patient record. After copying the information, you can then paste it when adding or editing records
to speed data entry and reduce errors.
1. Locate the information that you want to copy from one of the fields on the Patient Information, Device
Details, or Encounters tabs in the patient record.
2. Right-click the field, then select Copy from the menu that opens.
3. To paste the copied value into a field, right-click the field and select Paste from the menu that opens, or
place the cursor into the field and press Ctrl+V.
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.
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Description of informationSubtab
Providers
Medications
Insurance
Schedule
This tab contains a list of all the patient's providers.You can add, edit, or delete
providers.
This list also includes providers referenced as Implant, Abandoned, Partially
Explanted, and Explanted providers in the Device Details section, providers
referenced as Prescribing providers in the Medications subtab, and providers
referenced as Billing providers in encounters.
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.
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).
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Field and button definitionsDialog box fields and buttons
Date of Birth:
Gender:
Status:
Marital Status:
Language:
Location of Care:
Email:
Remote Follow-up Service:
Transmitting Automatically
The patient's date of birth.
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. Some
examples are home, mobile, and pager.
The patient's secondary phone number.
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Field and button definitionsDialog box fields and buttons
Type:
Default:
Paceart:
Patient Comments
Private Patient Comments
Codes
The type of phone associated with Phone 2. Some
examples are home, mobile, and pager.
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.
Deceased:
Date of Death:
Cause of Death:
Indicates whether or not the patient is deceased.
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.
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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.
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