PACEART OPTIMA™ SYSTEM
POS12D Version 1.9
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............................................................................................................129
Adding a subtitle to a report......................................................................................130
Previewing a report....................................................................................................130
Printing a report.........................................................................................................131
Emailing or faxing a report.........................................................................................131
Printing a report for a specific patient........................................................................131
Printing a report for multiple patients.........................................................................132
Report Graphing in the Paceart Optima System..................................................................132
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Chapter 3: Searching in the Paceart System.................................135
Sorting search results by columns.......................................................................................135
Patients search tab...............................................................................................................135
Searching for a patient..............................................................................................136
Devices search tab...............................................................................................................137
Searching for a device...............................................................................................138
Encounters search tab.........................................................................................................139
Searching for an encounter.......................................................................................140
Exporting an Encounter.............................................................................................141
Downloading remote encounters...............................................................................142
Appointments search tab......................................................................................................143
Searching for an appointment...................................................................................144
Downloading a remote appointment status update...................................................145
Advanced search..................................................................................................................146
Paceart System predefined advanced search queries..............................................147
User-created advanced search queries.....................................................................147
Creating an advanced search query..........................................................................149
Performing an advanced search................................................................................151
Editing a saved advanced search query....................................................................151
Copying an advanced search query..........................................................................152
Deleting an advanced search query..........................................................................152
Using operators and conditions in advanced searches.............................................152
Exporting search results to a spreadsheet...........................................................................155
Using an exported spreadsheet to create letters and mailings............................................155
Chapter 4: Home tab........................................................................157
Displaying today's appointments for a resource...................................................................157
Opening an appointment or patient record from a selected appointment............................157
Opening a task.....................................................................................................................158
Adding a user task................................................................................................................158
Field and button definitions for the Adding or Editing a Task dialog box....................158
Selecting an assignee...............................................................................................159
Chapter 5: Paceart System Encyclopedias...................................161
Searching for information in the encyclopedia.....................................................................162
Deleting an entry from an encyclopedia...............................................................................162
Exporting search results to a spreadsheet...........................................................................162
Using the Devices Encyclopedia..........................................................................................163
Searching for information in the encyclopedia...........................................................164
Adding or editing a device in the encyclopedia.........................................................164
ICD............................................................................................................................181
Pacemaker.................................................................................................................182
Paceart Optima System | Contents | 5
ICM/ILR.....................................................................................................................183
Lead...........................................................................................................................183
Adapter......................................................................................................................184
Remote Monitor.........................................................................................................184
Event Recorder..........................................................................................................184
Other Device..............................................................................................................185
Device Alerts and Watches........................................................................................185
Aliases.......................................................................................................................189
Device Capabilities....................................................................................................191
Changing references of a device to a different device...............................................193
Making an entry unavailable for future association ...................................................194
Removing unused devices.........................................................................................194
Merging device manufacturers..................................................................................195
Merging devices........................................................................................................196
Using the Diagnoses Encyclopedia......................................................................................197
Adding or editing a diagnosis in the encyclopedia.....................................................197
Changing references of a patient's diagnosis to a different diagnosis.......................198
Making an entry unavailable for future association ...................................................199
Importing diagnoses from a spreadsheet..................................................................199
Using the Medications Encyclopedia....................................................................................200
Adding or editing a medication in the encyclopedia..................................................201
Changing references of a medication to a different medication.................................203
Using the Insurance Encyclopedia.......................................................................................203
Adding or editing insurance companies in the encyclopedia.....................................204
Changing references of an insurance company to a different insurance
company...............................................................................................................206
Using the Providers Encyclopedia........................................................................................207
Adding or editing a provider in the encyclopedia.......................................................207
Changing references of a provider to a different provider..........................................210
Making an entry unavailable for future association ...................................................211
Importing providers from a spreadsheet....................................................................211
Using the Charge Codes Encyclopedia................................................................................212
Adding or editing a charge code in the encyclopedia................................................213
Changing references of a charge code to a different charge code............................214
Using the Procedures Encyclopedia....................................................................................215
Adding or editing a procedure code in the encyclopedia...........................................216
Changing references of a procedure to a different procedure...................................217
Making an entry unavailable for future association ...................................................218
Importing procedures from a spreadsheet................................................................218
Using the Pager Services Encyclopedia..............................................................................219
Adding or editing a pager service in the encyclopedia..............................................220
Changing references of a pager service to a different pager service........................221
Chapter 6: Scheduling.....................................................................223
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Patient scheduling preferences............................................................................................224
Setting a patient's scheduling preferences................................................................224
Field definitions for Edit Preferences dialog box........................................................224
Scheduling appointments.....................................................................................................225
Adding an appointment from a patient's record.........................................................225
Adding or editing an appointment from the Schedule tab..........................................225
Adding an appointment from an encounter...............................................................227
Editing an appointment..............................................................................................227
Searching for an appointment...................................................................................228
Canceling an appointment.........................................................................................231
Reinstating a canceled appointment.........................................................................232
Deleting an appointment............................................................................................232
Associating an encounter with an appointment.........................................................232
Disassociating an encounter with an appointment....................................................233
Remote Appointment Status................................................................................................233
Downloading a remote appointment status update...................................................234
Chapter 7: Tasks tab........................................................................235
Searching for tasks...............................................................................................................236
Searching for tasks....................................................................................................236
Working with tasks...............................................................................................................239
Workgroups...............................................................................................................239
User tasks..................................................................................................................239
Encounter tasks.........................................................................................................242
System tasks.............................................................................................................243
Routing a task............................................................................................................248
Accepting a task........................................................................................................248
Deleting a task...........................................................................................................249
Adding task comments..............................................................................................249
Chapter 8: Paceart Optima System Administration......................251
Using the Activity Log...........................................................................................................252
Activity Log Services.................................................................................................253
Searching for information in the Activity Log.............................................................264
Deleting Activity Log Entries......................................................................................267
Editing Activity Log Retention....................................................................................267
Using the Audit Log..............................................................................................................267
Searching for information in the Audit Log.................................................................268
Batch Deleting Patients........................................................................................................269
Configuring Billing Payment Methods...................................................................................269
Adding or editing a payment method.........................................................................270
Deleting a payment method.......................................................................................271
Configuring Connectivity......................................................................................................271
Paceart Optima System | Contents | 7
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..................................................276
Deleting Remote Encounter Acquisition Requests....................................................277
Viewing the Encounter Import Queue........................................................................277
Saving encounter import request data to a file..........................................................277
Editing Encounter Request Retention.......................................................................277
Editing Encounter Export Request Retention............................................................278
Deleting XML Export Requests.................................................................................278
Configuring Demographics...................................................................................................279
Setting the default country for a location of care.......................................................280
Adding or editing a Location of Care.........................................................................281
Viewing a list of patients related to a Location of Care..............................................283
Adding or Editing a Patient ID Type...........................................................................283
Deleting a Patient ID Type.........................................................................................284
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.............................................................................292
Changing the Order of Links on the Home Tab.........................................................292
Managing the Paceart System Licenses..............................................................................293
Viewing user license usage.......................................................................................293
Applying a license key...............................................................................................293
Viewing license expiration notifications.....................................................................294
Configuring Server and Client Logging................................................................................294
Editing Server and Client Logging.............................................................................296
Configuring the Messaging Service.....................................................................................297
Editing fax settings....................................................................................................298
Editing email settings.................................................................................................299
Editing pager settings................................................................................................299
Clearing pending messages......................................................................................300
Configuring Reports.............................................................................................................300
Editing Default Encounter Report Settings................................................................301
Adding or Editing a report group...............................................................................302
Deleting a report group..............................................................................................304
Configuring the Schedule.....................................................................................................304
Schedule configuration for a location of care.............................................................305
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Configuring resources for a location of care..............................................................310
Configuring the closed hours for a location of care...................................................312
Configuring Security Options...............................................................................................315
Users and User Roles...............................................................................................317
External System Accounts........................................................................................326
Security Policies........................................................................................................331
Viewing system information..................................................................................................332
Configuring Task Management.............................................................................................333
Configuring Workgroups............................................................................................334
Configuring Encounter Tasks.....................................................................................336
Configuring System Tasks.........................................................................................338
Configuring User Preferences..............................................................................................340
Report Options tab....................................................................................................341
Opening Paceart tab..................................................................................................344
Display Options tab...................................................................................................345
Chapter 9: Repor ts list....................................................................347
Appointment Search Results report.....................................................................................349
Billing report.........................................................................................................................349
Brady Programming History report.......................................................................................349
Comprehensive Encounter Summary report........................................................................349
Device Search Results report...............................................................................................349
Doctor Letter.........................................................................................................................350
Doctor Letter (Brady)............................................................................................................350
Doctor Letter (Tachy)............................................................................................................350
Encounter Arrhythmia (150 x 20 mm) report .......................................................................350
Encounter Arrhythmia (150 x 40 mm) report .......................................................................350
Encounter Arrhythmia (175 x 10 mm) report........................................................................351
Encounter Arrhythmia Event Recorder report......................................................................351
Encounter Arrhythmia (Implantable) report..........................................................................351
Arrhythmia Summary (Implantable, Lifetime) report ............................................................351
Encounter Brady (2 Strips) report........................................................................................351
Encounter Brady (3 Strips) report........................................................................................352
Encounter Brady (Biventricular) report.................................................................................352
Encounter Brady (No strips) report......................................................................................352
Encounter ECG 12 Lead (3 x 4) report ...............................................................................352
Encounter ECG 12 Lead (6 x 2) report ...............................................................................352
Encounter ECG 6 Lead report..............................................................................................353
Encounter Episode Details report........................................................................................353
Encounter Episode List........................................................................................................353
Encounter Miscellaneous Chart repor t.................................................................................353
Encounter Miscellaneous Letter to Patient...........................................................................353
Encounter Miscellaneous Letter to Provider.........................................................................354
Encounter Phone Note report..............................................................................................354
Paceart Optima System | Contents | 9
Encounter Search Results report.........................................................................................354
Encounter Tachy (Biventricular) report.................................................................................354
Encounter Tachy (Detailed) report .......................................................................................354
Encounter Tachy (Simplified, 2 strips) report........................................................................355
Encounter Tachy (Simplified, no strips) report .....................................................................355
Encounter TTM (2 Strips) report...........................................................................................355
Encounter TTM (3 Strips) report...........................................................................................355
Missed Appointment Letter...................................................................................................355
Missed Appointment List report............................................................................................356
Missed Appointment Postcard..............................................................................................356
Patient Activity report...........................................................................................................356
Patient Device History report................................................................................................356
Patient Labels.......................................................................................................................356
Patient Listing (Device Information) report...........................................................................357
Patient Listing (Landscape) report.......................................................................................357
Patient Listing (Last and Next Encounter Dates) report.......................................................357
Patient Listing (Last Encounter Date) report .......................................................................357
Patient Listing (Portrait) repor t ............................................................................................358
Patient Medication Summary report.....................................................................................358
Patient Schedule Letter........................................................................................................358
Patient Search Results report..............................................................................................358
Patient Summary report.......................................................................................................358
Patient Summary (Encounter) report ..................................................................................359
Patients Tested report...........................................................................................................359
Provider Labels....................................................................................................................359
Reminder Letter....................................................................................................................359
Reminder Postcard...............................................................................................................359
Remote Monitoring Prescription Letter.................................................................................359
Schedule (Device Information) report...................................................................................360
Schedule report ...................................................................................................................360
Chapter 10: Paceart System Web Access......................................361
Paceart System Web Access security..................................................................................362
Monitoring services and limiting access to patient data............................................362
Account administration.........................................................................................................362
Adding or editing a Paceart System user account.....................................................363
Linking users to providers..........................................................................................363
Setting a user password............................................................................................364
Logging in to Paceart System Web Access..........................................................................365
Searching patient encounters...............................................................................................365
Chapter 11: Paceart Optima System Security and Privacy..........367
Paceart Optima System Security Configuration Overview...................................................367
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Password Complexity Enforcement...........................................................................368
Integration with Microsoft Active Directory Services..................................................368
External system accounts and roles..........................................................................371
Data filtering in the Paceart Optima System..............................................................371
SSL Certificates.........................................................................................................371
Database security for Application Server services....................................................372
ClickOnce digital signing certificate...........................................................................372
Local security policies................................................................................................372
Audit control...............................................................................................................372
HL7 Integration.....................................................................................................................373
BCP data export...................................................................................................................373
Data authentication..............................................................................................................374
HIPAA Overview...................................................................................................................374
Product use and technical features...........................................................................374
Potential security exposures......................................................................................375
Paceart Optima System security features.................................................................376
Important notes.........................................................................................................378
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
• 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
Regulation (EU) 2017/745 (EU-MDR).
Authorized Representative in the European
Community
Manufacturer
Lot number
Re-order number
Date of Manufacture
14 | Paceart Optima System | Introduction to the Paceart Optima™ System
Do not dispose of this product in the unsorted
municipal waste stream. Dispose of this product
according to local regulations. See
http://recycling.medtronic.com for instructions on
proper disposal of this product.
Storage temperature limit
Transit temperature limit
Humidity Limitation
Software
Model number
Manufactured in
Medical device
Indications
The Paceart Optima System is intended for use as a database to follo w cardiac patients with or without cardiac
implantable devices.
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:
Paceart Optima System | Introduction to the Paceart Optima™ System | 15
Operating Environment
0°C (32°F) to +35°C (95°F)Temperature
20% to 90%Relative Humidity
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.
Contraindications
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 f amiliar with the Paceart System documents, including the online Help,
before using the P aceart Optima System.The designated system administrator should also read the Paceart
System documentation for information on using the P aceart Optima System software user interface for function
and control.
An authorized person, preferably a ph ysician, must v erify the implantable de vice 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 MedtronicAcademy.com/Paceart.
If you encounter a serious incident with the software, contact your Medtronic representativ e and the competent
medical regulatory authority for your region or country.
16 | Paceart Optima System | Introduction to the Paceart Optima™ System
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 P aceart 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. Contact Medtronic if you find any
errors in these manuals.
All patient and clinical data displayed in Paceart Optima System software documentation are fictitious and
for demonstration purposes only.
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 y ou 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 b y 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 AL T ke y 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™ System | 17
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
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 sev eral w a ys . 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 inf ormation, 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 y ou 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 ha v e 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 activ e and inactive, must be deleted from the patient record bef ore 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 ha v e 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 inf ormation 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 Inf ormation, De vice Details, or Encounter s
tabs in the patient record. After cop ying the inf ormation, 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 de vices, and patient
comments.
This tab contains personal information about the patient.Y ou can edit information
on this tab.
This tab contains a list of all the patient's diagnoses.Y ou 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 y ou 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.
Paceart Optima System | Paceart System Patient Records | 29
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 bo x 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, y ou m ust edit the de vice 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.Y ou ma y 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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