14. Administration

[0] Chapter Contents:

[1] Accessing the Administrative View

[2] New User Setup

Step 1- Add Provider Record | Step 2- Add User to Group | Step 3- Preferences | Step 4- Set Up Password | Step 5- Schedules

[3] Security Functions| [4] Billing Functions | [5] Base URL Settings | [6] OscarReport | [7] Back Up OSCAR Files to CD
[8] Oscar Messenger | [9] E-Forms | [10] OscarEncounter | [11] Miscellaneous Admin Functions

Table of Contents

[1] Accessing the Administrative View

In order to view the administrative screen, you must have admin rights.  If your primary role is Administrator, log in as usual and the administrative view will appear instead of the regular appointment screen.  If your primary role is something other than Admin, but you have been given an admin role (as described in Security Functions- Assign Role to a Provider), log in as usual, then click the "Admin" tab from the row of tabs at the top of the apppointment screen.

[2] New User Setup

From Administrative View only

Because of the confidentiality of the patient’s records, access to the administration area of the program needs to be controlled by one or two individuals in the office in order to maintain the integrity and security of the system. The following steps walk you through setting up a new provider or user in OSCAR.

Step 1 - ADD A PROVIDER RECORD

Each provider’s ID must be unique because of the database relationship it builds. It is therefore necessary to check first to see what is your last number assigned to a provider before assigning a number to a new user.

1. Before you can add a new provider, you must look through the existing providers to see what your last provider number was
2. Click the ‘Search / Edit / Delete Provider Records’ link under the Provider heading.
   
3. Click the ‘Search’ button without typing any name in the box, to get the full list of providers in the database
4. Click on the ‘ID’ heading to put the ID numbers in numerical order (each heading allows you to sort the database by each of the heading titles when clicked)
5. After noting your last provider ID number, decide what the ID number will be for the new provider and write it down
6. Click the ‘Back' link
7. Click the ‘Add a Provider Record’ link
   
   
8. Enter the provider number you wrote down from the previous steps
9. Fill in all the appropriate information for the new user
10. Type: from the drop-down menu, select the type of access you are giving them to OSCAR

    • Receptionist does not have access to the doctors notes, Rx, billing or the administration functions

    • Doctor has access to all the functions in the appointment screen, but not the administration functions

    • Administration has access only to the administration functions. An administrator will usually need either doctor or receptionist access also. You will need to set up a separate user profile for each.

• Specialty: Example = FM for Family Medicine
• Team: Example = A, B or Docs.
• 3rd Part Billing #: This field is used when an outside company does the billing for an office or clinic. This is usually the group number for the billing agency.
• Billing #: This field is used if the individual is a doctor and would be their Ministry of Health billing number. There are billing function implications with this field. (E.g.: If the individual is a doctor and a number is not put in here, they will not show up on the provider list in the billing form.)
• Self Learning username & password: will be used for a self learning program in the future

 11. Click the ‘Add Provider Record’ button when finished

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Step 2 - ADD NEW USER TO A GROUP

Groups are used as a way to manage who you want to view on your appointment screen at one time and is a very useful tool in a large clinic. Even if you are a small office, you will need to have at least one default group where you put all providers in order to see them on the screen. If you have set up a new user and they don’t show on the appointment screen, the most common problem is that they haven’t been added to a group.

1. From the Admin Page, click on the ‘Add a Group No. Record’ link. NOTE: Write down the exact spelling of the group to which you want to add the new user. If you even capitalize a letter, it will create a new group.
   
2. Type in the exact spelling of the group you want to add the new user to
3. Put a checkmark in the box beside the name(s) that you want to add to the group
4. Clicking on the ‘SAVE’ button will save your selection and bring you back to the ‘Admin’ page

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Step 3 - PREFERENCES

This section is used to set the hours of operation for the office and the length of the appointments. You can further adjust the length of a provider’s appointments within the group in the ‘Schedule Settings’

1. From the Admin Page, click on the ‘Add a Preference for a User’ link
2. Type the person’s provider number you assigned them in step 1
3. The Start Hour, End Hour and Period will have default values in them.
4. Make any required adjustments to the default values. These settings will affect the start and end time of the appointment screen, as well as the length of the appointments.
5. Enter the name of the group you put the new user to in step 2
6. Clicking ‘Add Record’ will save the settings and take you back to the ‘Admin’ page

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Step 4 - SET UP A PASSWORD

 A user’s password is their digital signature - they should choose it and use it with care and not allow unauthorized access to systems logged in to OSCAR.  See Chapter 2- Security for more tips on protecting your account.

1. Click on the ‘Add Login Record’ link
2. Type in a login and temporary password
3. Type in a PIN number. Only assign a PIN number if you want the user to be able to access the program from outside of the office.
4. NOTE: you will need to write down the login, password and PIN number to give to the new user. Once you click on the ‘Add Record’ button, the password will be encrypted and not even the Administrator will know it. This is a security feature. You need to inform the new user to change their password the first time they use the system. I find it is easier to have the new user sit with you while doing this function so that they can enter the login, password and PIN number they will remember. This eliminates any need for a little piece of paper floating around with a password on it.
5. Click on the drop-down menu beside ‘Provider No.’ to select the user’s name
6. Clicking on ‘Add Record’ will save the settings and take you back to the ‘Admin’ page

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Step 5 - SCHEDULES

The next step is to set up a schedule if the user is a provider. If they are not a provider, you do not need to do anything else.

The template settings can be as complicated or as simple as your office requires. There is one default schedule in the system and it must be applied to each provider in order for them to show up on the appointments screen.

• Click on the 'Schedule Setting' Link under the Schedule heading.

HOLIDAY SETTINGS

Holiday Setting enables you to indicate recognized holidays and name them on the calendar. This information will be accessible to all users.

A separate public template for booked holidays will need to be developed and used on individual schedules.

TEMPLATE CODES AND DAY TEMPLATE SETTINGS

Template Code Setting

Assign a one-character code letter or number and a description of less than 40 characters. The duration of each code unit is in minutes and html code is used for the background colour.

Template Setting

1. Select Template Setting for Public or Provider templates from the drop-down menu. Public templates are automatically designated 'P:' and will develop templates available to all users when setting up personal schedules. Personal templates remain available to the designated provider only.
   
   
2. Name the template to reflect the day’s schedule. This information will be visible on the “Month” tab calendar only. Summarize the template (i.e. Provider Name - Monday). A template with the same name will overwrite the original template.
3. Assign appropriate template code to 15-minutes time slots corresponding to provider’s schedule.
4. Click in the block and tab or shift-tab to add and delete code.
5. Save completed template.
6. The template will now be available on drop-down menu to edit or delete as necessary within the respective Public or Provider’s template setting area.
7. Exit when all templates for one Provider are done.

-NOTE: A template will not appear on the appointment screen once the date range for the template has exceeded one year. If the template is remaining the same, a new template with the start date at the current day needs to be set.

MEANING OF SAMPLE CODES

  A Academic (paperwork etc)
  B Behavioral Science
  C Chart Audit Rounds
  D Department Meeting
  E Study Leave
  H Hospital
  L Lunch
  M Monitoring
  P Phone Calls
  R Rounds
  V Vacation
  U Urgent
  t Travel
  a Administrative/Education Duties
  m Meeting
  s Same Day Appointment
  1 15 Minute Appointment
  2 30 Minute Appointment
  3 45 Minute Appointment
  6 60 Minute Appointment
  

SETTING UP A SCHEDULE

1. Select a Provider from the drop down menu under ‘Select a Provider’ in order to set up the schedule using the templates you have developed.
2. The new window will show the provider’s name in the upper left corner of the screen
   
   
3. Specify a start and end date for the schedule.
4. Check off the days of week that the provider is available
5. Transfer prepared templates by clicking on the template name and then the arrow beside the appropriate day
6. Alternate Week Schedules: Click on if applicable, before transferring template information to schedule. This would be used if the provider has a schedule that alternates every two weeks on the same cycle. Transfer prepared templates to all applicable available days.
7. When you have filled in all the appropriate days, click the “Next” button to save and view the schedule in calendar view.

• NOTE: The effective dates are the only ones that will actually appear in the provider’s schedule, although the template names appear on all calendars.

-TIP: Concurrent schedules will need a new start and end date or the current R Schedule can be extended by the end date. Never change the start date of the current R Schedule. Each additional schedule will be added to the drop-down menu of available schedule fields.

UPDATING A SCHEDULE

1. When schedule updating is required for specific dates, select the appropriate schedule field containing these effective dates and modify.  Click 'Next' to advance to the calendar view of the schedule.
   
   
2. Click on the appropriate calendar date (use arrows to advance calendars) to be changed
3. Replace the current template with the appropriate Public or Personal template from the drop-down menu.
4. If the schedule change needs to revert to the original or an error was made selecting the correct date for a change, click on the date to be updated and click “Delete” to return the schedule to the original template.
5. Temporary changes to a template over a longer period of time or ongoing changes can be made by specifying the start and end dates to create a new schedule field and copying the appropriate templates for that time period.
6. New templates can replace old templates. Alternatively, a minor change to the same template in the Template Setting area may be sufficient.

SINGLE DAYS

• When you get to the calendar view of the process you can now select individual days that the provider will be ON-CALL or not available
• The provider can be made “available” (will show on Schedule View) or “not available” (will show on View All only). Save to update.
• A colour change to yellow on the schedule setting calendar indicates a template change and provider is available.
• A colour change on the schedule setting calendar to dark blue indicates a template change and provider is not available.

FINISHING

1. Click “Next” to save changes.
2. You have finished one Schedule Setting successfully.
3. Click the “Do It Again” button to go back to the first schedule page and do another provider’s schedule.
4. Choose next provider for template setting.
5. Click the “Finish” button to exit the window.

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[3] Security Functions

As the Administrator, it is your responsibility to educate new users to the importance of protecting their login and password in OSCAR. This is important to protect the integrity of the system and the patient’s confidential records.

ADD A LOGIN RECORD

See Add a New User- Step 4

SEARCH/EDIT/DELETE SECURITY RECORDS

If you wish to view/change the user name, password and PIN of a certain provider, type their provider number into the search field and click 'Search'.  Click on the correct user name, and modify.  You will not be able to view their old password, as it will be encoded

ADD A ROLE

Type the role you wish to add until the search box.  If it is found to be a New Role, click Save to add it.

ASSIGN ROLE TO PROVIDER

1. Search for the provider you wish to modify using the search field in the upper right corner
2. Choose a role from the drop down menu and click one of the three available actions: "Add", "Update", or "Delete"
3. Each new role will appear as a new row.  Providers with multiple roles will have multiple rows in the chart.  If you are shown a message "Role NOT added!! (11)" you have already assigned this role to this provider.

ASSIGN ROLE/RIGHTS TO OBJECT

This function can be used to assign certain privileges (such as 'Read', 'Write', or 'Delete') to specific roles (Doctor, Nurse, etc.) or even to certain providers.  Choose from the drop down menus for the role or provider you wish to modify, then click the checkboxes of the objects and privileges you want to assign to them.

LOG ADMIN REPORT

Track who has been logging into the Admin screen or regular Log In screen using this function.

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[4] Billing Functions

UPLOAD SCHEDULE OF BENEFITS

ADD/EDIT BILLING SERVICE CODE

For adding or modifying service codes that appear on the billing forms in the provider view.

ADD BILLING LOCATION

If you wish to add to the "Clinic Location" drop down menu on the encounter billing form, type in the desired code and description, and click "Add".

MANAGE BILLING FORM

ADDING/DELETING BILL CODES

1. Click on ‘Manage Billing Form’ in the BILLING section
2. Click on ‘Service Code’ radio button
3. Click the ‘MANAGE’ button
   
   
4. For Service Codes, select the correct billing screen from the drop down menu at the top of the screen and click ‘MANAGE’
5. There are 2 columns for each service column in SERVICE CODES: the 1st column is the actual billing code and the second column relates to the order the code will view to the user.
6. Replace, delete or add any new code you want to the boxes and give new codes a display view number for the order it will be displayed on the billing form
7. When finished, click on UPDATE button on the lower left of the screen
8. Click ‘Close this Window’

ADD A BILLING FORM

1. Click on ‘Manage Billing Form’ in the BILLING section
2. Select ‘Add/Delete Form from the drop-down menu
3. Click the ‘MANAGE’ button
   
   
4. In the 5 boxes to the right of the screen, enter a 3 character code for the ‘Service Type’ This is an internal code and you can take a clue from the list of billing pages in the blue box to the right. (e.g. S12)
5. Type in a descriptive name for the billing form in the next box (e.g. Obstetrics)
6. In the billing form there are 3 columns of codes. You may want to group these codes in categories like ‘general, hospital, and premiums’. This makes it easier for the doctors to find the codes quickly. Enter the headings you want for the columns in these 3 boxes.
7. Click on ‘ADD FORM’
8. When the blank form appears, you can follow the previous instructions to add the codes for this billing form in the order you want them to appear to the doctors in the billing form

DELETING A BILLING FORM

1. Click on ‘Manage Billing Form’ in the BILLING section
2. Select ‘Add/Delete Form from the drop-down menu
3. Click the ‘MANAGE’ button
4. In the blue box to the right, click on the billing form you want to delete
5. Click YES to the question, “You are about to delete the billing form, are you sure?’
6. Click on ‘Close the Window’ link

ADDING/DELETING DIAGNOSTIC CODES

1. Click on ‘Manage Billing Form’ in the BILLING section
2. Click on ‘Dx Code’ radio button
   
   
3. From the drop-down menu, select the billing form you want to add/delete the diagnostic codes from
4. Click the ‘MANAGE’ button
5. Add or delete the desired diagnostic code. This is a 3 digit number that follows the Ministry of Health diagnostic code table obtained from the Ministry office
6. When finished, click on UPDATE button on the lower left of the screen
7. Click ‘Close this Window’

SIMULATION OHIP DISKETTE and GENERATE OHIP DISKETTE

See Chapter 6-Invoicing OHIP for directions on when and how to use each of these functions.

BILLING CORRECTION

See Chapter 6- Correcting Billing Errors for directions on when and how to use this function.

INR BATCH BILLING

See Chapter 6- INR Billing for directions on when and how to use this function.

BILLING RECONCILIATION

See Chapter 6- Remittance Advice & Report, and scroll down to "REMITTANCE ADVICE RECONCILIATION" for directions on when and how to use this function.

EDT BILLING REPORT GENERATOR

See Chapter 6- Remittance Advice & Report, and scroll down to "READING THE FILES DOWNLADED FROM GONET" for directions on when and how to use this function.

BILL STATUS

This feature allows you to create reports about patients' billing status.



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[5] Base URL Settings

The Base URL Setting tool in the Aministration View, is used for a clinic that has developed a Resource System of their own and does not want to use the OSCAR Resource Server. This area would be used to point to a different resource directory system other than the OSCAR Resource System. e.g. http://www.oscarResource.org/resource/

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[6] OscarReport

See Chapter 9 for descriptions and instructions about each of the reports available in this section.

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[7] Back up OSCAR Files to CD

The following steps allow you to back up on a regular basis the data files in OSCAR in case of a critical fire or hardware problems. Hardware can be replaced and the software re-installed and set up by OSCAR technical support if the data has been updated on a regular basis.

SET-UP THE DIRECTORIES

1. First, set-up a directory on the computer that has a CD burner
2. OR make the directory on another computer and make the directory a shared one, so that it can be seen from the computer with the CD burner
3. To make a folder shared(right click on directory - click ‘share’ & click ‘share folder’)

BACK-UP FILES

Back-up each file and put them in the directory you created to hold the back-up files

1. Log in to OSCAR as admin.
2. Click the "oscarDatabase/Document Download" link
   
   
3. Click the file names on pop-up window to save the files to the local computer
4. Burn a CD at the end of the week with everything in the directory & keep off site
5. Use a couple of CD’s and rotate them back & forth from the office

• The backup date will be shown on file names. So, it is easy to only download the files that are new.
• This process backs up documents and database of your OSCAR program. The back up should usually be daily, but even every 2nd day is OK. Restoring the backup files, if there ever was a problem, will be looked after by the OSCAR programmer.

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[8] OscarMessenger

EDITING THE MESSENGER LIST

1. Click ‘Messenger Group Admin’
   
   
2. The initial list that comes up are the individual names showing under the groups
3. Click off only those names you would like to show in the address book
4. Click ‘Update Group Members’ button

CREATE A NEW GROUP

1. Click ‘Messenger Group Admin’
2. Click ‘New Group’
3. Type in the name you want to call the group [e.g. doctors]
4. Click the ‘Submit’ button
5. Click the people you want in the group
6. The default will pull through from the previous group. If there are any people that you DO NOT want in this group just take the check mark off beside their name
7. Click ‘Update Group Members’ button
8. When finished editing, close the window and go back to the Admin page

  oscarMsg

• You can also view or send mail in administration through the "Messages" link in this section.

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[9] E-Forms

Once you have clicked on any one of the functions in this category, you may navigate to any of the other functions using the small navigation bar in the upper right corner or the screen

UPLOAD A FORM

Type in a form name and subject description, then click "Browse" to find the e-form you wish to add.  Click "Upload" to add the form to the directory.

UPLOAD AN IMAGE

If you have used images in your e-form, it is important that you also upload them to OSCAR.  This is especially important if you have simply scanned a form onto your computer and added html to make the form electronic.  Click "Browse" to find the images, and "Upload" to add them.

FORM GROUPS

Organize your e-forms into convenient groups. 

Add New Group

Type in the name of the group you wish to create, then click "Add Group."

Select/View Group

Choose the desired group name from the drop down menu, then click select.  You can also delete the selected group by clicking "Delete Group".

Add to Group

To add new forms to a group, first select the group you wish to modify, then choose the form you wish to add from the drop down menu.  Click "Add To Group".  You can also remove forms from a group by clicking the "Remove From Group" link next to the desired form.

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[10] oscarEncounter

SELECT FORMS

Choose which electronic forms you would like to have available in the patients' E-chart.

IMPORT FORM DATA

Use this function to import data for a specific form into the OSCAR database.

CUSTOMIZE DISEASE REGISTRY QUICK LIST

1. Add New Quick List or Edit Quick List
2. Type in the name/choose from menu, then click continue
3. Type part of name of disease and click code search, check desired codes, click add/remove to modify list, and close to finish

CUSTOMIZE OSCARMEASUREMENTS

You can modify:

• Measurement Groups: Create or modify lists of measurements to be saved in the patient's E-chart.
  

• Measurement Types: Add or delete measurements that can be added to the measurement groups.
  

• Measuring Instructions: Add instructions that can be included in the description of a measurement type.
  

• Style Sheets: Change the look of the measurement forms with css style sheets.
  

See Chapter 5-Measurements  for details on how to use the oscarMeasurement function.

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[11] Miscellaneous Admin Functions

PATIENT DATA EXPORT

This export is for a patient going to another clinic which uses a different program into which the information needs to be imported.  The first step is to retrieve the patient data using the Demographic Report Tool- see Chapter 9-Report Tab for details.

• Choose a patient set from the drop down menu, and save the list to disk.

• You can then open the file in Word Pad or Dream Weaver.

UPDATE PATIENT PROVIDER

If a set of patients needs to change the Resident, Nurse or Midwife that cares for them, choose from the former and replacement provider, as well as the last name patient range, from the drop down menus.  Then, click "Go".

INSERTING AN ENCOUNTER SCREEN TEMPLATE

•   Click on the ‘Insert a Template’ link at the bottom of the screen

•   Follow the steps to add a new template that will be available from the ‘Template’ list, in the Encountor screen, or edit an existing template from this screen.

STUDY

Add patients to research studies by using the search engine to find the patient, then clicking the "Join In".  Click the checkbox next to the name of the study that you wish to add the patients to.

PHCP

Generate a PHCP report for providers by service or diagnostic code

LAB UPLOAD

Import labs into the OSCAR database.

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