evolution training guide for general practice...evolution training guide for general practice ......

Medtech Evolution Training Guide – General Practice Clinical

Copyright © Medtech Limited 1

Evolution Training Guide for

General Practice

Clinical



Contents User Guide Overview .................................................................................................... 13

Logging In and Out of Medtech Evolution .................................................................. 15

Logging into Medtech Evolution .............................................................................. 15

Change Password ..................................................................................................... 16

Change User ............................................................................................................. 17

Closing Medtech Evolution ....................................................................................... 19

Navigation .................................................................................................................... 20

Medtech Evolution Ribbon Screen Layout ............................................................... 21

Function / Shortcut Keys............................................................................................ 24

Help ........................................................................................................................... 24

Tick Boxes and Radio Buttons.................................................................................... 27

Text Boxes .................................................................................................................. 28

Searches .................................................................................................................... 29

Left Window Pane or Dashboard ............................................................................. 30

Refresh ....................................................................................................................... 32

Ribbon Context Menu ............................................................................................... 32

Filter............................................................................................................................ 33

Print ............................................................................................................................ 34

Calendar / Date Fields .............................................................................................. 35

Work Space ............................................................................................................... 36

Audit Log ................................................................................................................... 37

Printer Settings ............................................................................................................... 38

Printer Setup .............................................................................................................. 38

Patient Search .............................................................................................................. 40

Quick Search Options ............................................................................................... 40

Advanced Search ..................................................................................................... 42

Labels ............................................................................................................................ 43

Palette ........................................................................................................................... 45

Close Active Patient on the Palette ......................................................................... 45

Open the Last Active Patient on the Palette ........................................................... 46

Widgets ......................................................................................................................... 47



Widget Views ............................................................................................................. 47

Patient Register ............................................................................................................. 51

Care Plus Tab............................................................................................................. 51

Care Plus Program Period Section ........................................................................ 52

4.8.2 Criteria Section ........................................................................................... 52

Appointments ............................................................................................................... 55

Appointment Book .................................................................................................... 55

Appointment Book Views .......................................................................................... 58

Book an Appointment for an Active Patient ............................................................ 58

Cancel an Appointment........................................................................................... 61

Undo Cancellation .................................................................................................... 63

Cut and Paste ........................................................................................................... 64

Cut ......................................................................................................................... 64

Paste ...................................................................................................................... 65

Drag and Drop .......................................................................................................... 65

Place Patient in Appointment Book on the Palette ................................................. 66

Place Patient ‘In Consultation’ ................................................................................. 67

Reset an Appointment .............................................................................................. 68

View Appointment Status ......................................................................................... 69

Goto Appointment.................................................................................................... 70

Print Label from Appointment Book .......................................................................... 71

Print Appointment Book ............................................................................................ 72

Appointment Pad ..................................................................................................... 73

Screening ...................................................................................................................... 75

Add a Screening Entry .............................................................................................. 76

Main ....................................................................................................................... 77

Chart...................................................................................................................... 79

Documents ............................................................................................................ 79

View / Modify or Inactivate Screening Entry ............................................................ 79

Filter Screening History ............................................................................................... 81

Chart a Screening Record ........................................................................................ 82

Graph Options....................................................................................................... 83

Mouse Selection .................................................................................................... 84



Recalls ........................................................................................................................... 85

Patient Recall ............................................................................................................ 85

Add New Patient Recall ............................................................................................ 86

View / Modify or Inactivate a Recall ........................................................................ 88

Filter Recalls ............................................................................................................... 89

Add an Exemption to Cancel a Recall .................................................................... 90

Reschedule a Recall ................................................................................................. 92

Alerts ............................................................................................................................. 93

Patient Alert ............................................................................................................... 94

Adding an Alert for a Patient .................................................................................... 95

View / Modify or Inactivate an Existing Patient Alert ............................................... 97

Patient Manager .......................................................................................................... 99

Open Patient Manager............................................................................................. 99

Add a new Entry from Patient Manager ................................................................ 105

Daily Record ............................................................................................................ 106

Flag a Daily Record item as Confidential ............................................................... 107

Filter the Daily Record Listing................................................................................... 108

Right Hand Mouse Options ..................................................................................... 111

Medical Warnings ....................................................................................................... 113

Patient Medical Warning ........................................................................................ 113

Add a New Medical Warning ................................................................................. 114

Allergies, Phobias, or Non-Drug related Medical Warning ..................................... 117

View / Modify or Inactivate Medical Warning ....................................................... 118

History .......................................................................................................................... 120

Patient History .......................................................................................................... 120

Add a new History Item ........................................................................................... 121

Free Text History Entry .......................................................................................... 123

View / Modify or Inactivate History Items ............................................................... 123

Filter History by History Type ..................................................................................... 125

Patient Outbox ........................................................................................................... 126

Create a New Patient Outbox Document ............................................................. 127

Main Tab .............................................................................................................. 127

More Tab ............................................................................................................. 138



Create a New Laboratory / Radiology Referral ..................................................... 140

View / Modify or Inactivate Outbox Document..................................................... 143

Filter Patient Outbox ................................................................................................ 144

Print Selected Patient Documents .......................................................................... 146

Parked Documents ................................................................................................. 147

Open Parked Documents ................................................................................... 147

Auto Preview Outbox Record ............................................................................. 148

Make the Patient Active on the Palette ................................................................. 148

Complete A Parked / In Progress Document ......................................................... 148

Un-Park Documents................................................................................................. 149

Inactivate a Document .......................................................................................... 149

Filter Provider Outbox .............................................................................................. 150

Print Parked Documents.......................................................................................... 151

Labels ...................................................................................................................... 151

Advanced Forms ........................................................................................................ 153

Create New Form .................................................................................................... 153

Patient Classification .................................................................................................. 155

Add New Classification ........................................................................................... 155

Read Code Search ............................................................................................. 156

Moving Around - The Displayed Read Code Hierarchy ..................................... 158

View / Modify Existing Patient Classification ........................................................... 161

Filter Patient Classification....................................................................................... 163

Mark Classification As Long Term ............................................................................ 165

Re Assign.................................................................................................................. 166

Re-Classify................................................................................................................ 167

Advanced Forms in Patient Classification .............................................................. 170

Accidents .................................................................................................................... 171

Add a New Patient Accident ................................................................................. 172

Main Tab .............................................................................................................. 172

Injury Diagnosis Tab ............................................................................................. 175

View / Modify or Inactivate Patient Accident.................................................... 176

Filter Patient Accidents ........................................................................................... 178

Filter Daily Record................................................................................................ 178



Filter Outbox ........................................................................................................ 179

Filter Patient Transactions .................................................................................... 180

Copy Accident ....................................................................................................... 181

ACC45 ..................................................................................................................... 183

Main Tab .............................................................................................................. 183

Work and Referral Tab ........................................................................................ 186

ACC45 Status .......................................................................................................... 188

ARC18 Medical Certificate ..................................................................................... 190

Main Tab .............................................................................................................. 190

Restrictions Tab .................................................................................................... 192

View / Modify or Inactivate an Existing ARC18 Form ......................................... 193

M41 Accident Form ................................................................................................. 195

Patient Inbox ............................................................................................................... 197

Add Inbox Record ................................................................................................... 199

View / Modify or Inactivate Inbox Entry.................................................................. 201

Filter Patient Inbox ................................................................................................... 203

Chart and Graph an Inbox Record ........................................................................ 205

Print Specific Inbox Record ..................................................................................... 207

Print All Inbox Records ............................................................................................. 209

Right Hand Mouse Button options .......................................................................... 210

Recall Contact List ...................................................................................................... 212

Recall Contact list window ..................................................................................... 214

Active Patient .......................................................................................................... 215

Cancel Recall.......................................................................................................... 216

Reschedule Recall .................................................................................................. 217

Add a Screening Exemption Outcome to cancel this recall ................................. 218

Patient has been Contacted/ Not Contacted ...................................................... 220

Patient Has Been Contacted By Phone ................................................................. 221

Patient has been contacted by letter .................................................................... 222

Send letters .............................................................................................................. 223

Print the list ............................................................................................................... 225

Open Appointment Book for selected patient recall date and provider ............. 226

Provider Inbox ............................................................................................................. 228



Open Provider Inbox ............................................................................................... 230

Update Patient Data (Patient Administration Message)........................................ 233

Process an Inbox Record ........................................................................................ 234

View / Modify or Inactivate Provider Inbox Record ............................................... 236

Filter Provider Inbox ................................................................................................. 237

Additional / Right Hand Mouse Options ................................................................. 239

Make the Patient Active on the Palette ................................................................. 242

Pre-requisites........................................................................................................ 242

Print Specific Inbox Record ..................................................................................... 243

Print All Inbox Records ............................................................................................. 243

Attachments Manager ............................................................................................... 244

Scanning.................................................................................................................. 244

View Scanned Document .................................................................................. 244

Preview an Existing Scanned document ............................................................ 247

Task Manager ............................................................................................................. 249

Patient Task List ........................................................................................................ 250

Add a New Patient Task ...................................................................................... 251

View / Modify Patient Task .................................................................................. 253

Staff Task List ............................................................................................................ 255

Add a New Staff Task .......................................................................................... 256

View / Modify Staff Task ...................................................................................... 259

Make Patient the Active Patient......................................................................... 261

Add Category for a Task ......................................................................................... 262

Open Attachment .................................................................................................. 263

Complete Task ........................................................................................................ 264

Delete Task .............................................................................................................. 265

Filter Patient/Staff Task List ....................................................................................... 266

Default Filter............................................................................................................. 269

Exclude Attachments .............................................................................................. 270

Display Completed / Incomplete Tasks .................................................................. 271

Task Reminders ........................................................................................................ 271

Tools ............................................................................................................................ 274

Knowledge Resource .............................................................................................. 274



Growth Charts ......................................................................................................... 274

Medical Calculator ................................................................................................. 275

Body Mass Index Calculator Window ................................................................. 276

Body Surface Area Calculator Window ............................................................. 277

Creatinine Clearance Calculator Window ........................................................ 277

Spirometry Calculator Window ........................................................................... 278

Estimated date of delivery .................................................................................. 278

Smoke – Alcohol Consumption ........................................................................... 279

Consultation ................................................................................................................ 280

New Consultation .................................................................................................... 280

Main Tab .................................................................................................................. 280

More Tab ................................................................................................................. 281

New Patient Contact .............................................................................................. 281

Send Consultation To .............................................................................................. 282

Filter Details Section by Subject .............................................................................. 283

Filter Daily Record.................................................................................................... 283

Save Consultation Notes ......................................................................................... 284

Cancel Changes to Consultation ........................................................................... 285

Filter Daily Record.................................................................................................... 285

Print .......................................................................................................................... 285

Spell Check ............................................................................................................. 286

Show Timer............................................................................................................... 286

Un-Lock Notes ......................................................................................................... 286

New Patient Contact from Consultation screen .................................................... 287

Daily Record ............................................................................................................... 289

Daily Record ............................................................................................................ 289

Open a Daily Record item as Confidential ............................................................ 290

Filter the Daily Record Listing................................................................................... 291

Right-Click Mouse Options ...................................................................................... 293

Default Filter............................................................................................................. 295

This Classification Only............................................................................................. 295

This Medication Only ............................................................................................... 296

This Affiliation Only ................................................................................................... 296



This Clinical Status Only ........................................................................................... 297

Refresh ..................................................................................................................... 297

Clinical Status .......................................................................................................... 298

Immunisations ............................................................................................................. 299

Immunisation Schedule Tab .................................................................................... 299

All Immunisations Tab .............................................................................................. 300

Schedule Selection Tab .......................................................................................... 300

Add a New Immunisation ....................................................................................... 301

Add a New Immunisation Group ............................................................................ 302

Open an Existing Row ............................................................................................. 305

Filter Immunisation List ............................................................................................. 306

Bring up to date ...................................................................................................... 307

Reschedule Vaccination or Vaccination Group ................................................... 307

NIR Status Query ...................................................................................................... 308

Update Patient Data........................................................................................... 313

Prescription ................................................................................................................. 316

Prescribe a New Medication .................................................................................. 316

Drug Search window ........................................................................................... 318

Drug Interactions ................................................................................................. 322

Number of Interaction Warnings......................................................................... 324

Drug Search............................................................................................................. 326

Search for a Drug by Name ................................................................................ 329

SA Drug .................................................................................................................... 330

Subsidised Drugs Only ............................................................................................. 330

Exclude Unsafe in Pregnancy ................................................................................. 331

Exclude Banned in Sport ......................................................................................... 331

Additional Quick Search Options ........................................................................... 332

Additional Advanced Search Options ................................................................... 334

Search for a Drug by Therapeutic Group ............................................................... 334

Search for a Drug by Generic Group ..................................................................... 336

20.10.1 Generic Synonyms ................................................................................ 336

Patient Medications.................................................................................................... 338

Add New Medication ............................................................................................. 338



View / Modify or Inactivate a Medication ............................................................. 338

Filter Medication List ................................................................................................ 340

Mark Existing Medications as Long Term / Not Long Term ..................................... 341

Tick all Long Term Medications only ................................................................... 342

Repeat Medications ............................................................................................... 343

Patient Medication Card ........................................................................................ 345

Add Patient Medication Card ............................................................................ 345

Print Patient Medication...................................................................................... 347

CBIT – Clinical Business Intelligence Tool .................................................................... 348

An Overview ............................................................................................................ 348

Step 1- How to setup CBIT ....................................................................................... 348

Pre-defined Reports ................................................................................................ 350

Asthma .................................................................................................................... 351

Arthritis ..................................................................................................................... 353

Diabetes .................................................................................................................. 354

CVD ......................................................................................................................... 358

Immunisation ........................................................................................................... 362

Vaccination............................................................................................................. 364

Screening ................................................................................................................ 367

Medication .............................................................................................................. 369

PHO Performance Management ........................................................................... 369

PHO Funded Programs ............................................................................................ 372

Report Customization .............................................................................................. 374

Queue ......................................................................................................................... 375

Open Queue ........................................................................................................... 376

New Queue Appointment ...................................................................................... 377

View/Modify Existing Queue Appointment ............................................................ 380

Cancel an Appointment......................................................................................... 381

Undo Cancelled Appointment ............................................................................... 382

Reset Appointment ................................................................................................. 383

Arrive Patient ........................................................................................................... 383

In Consultation ........................................................................................................ 384

Print Slip .................................................................................................................... 386



Make Patient in Queue, the Active Patient ........................................................... 387

Make Appointment for Active Patient ................................................................... 388

Make Temporary Appointment .............................................................................. 388

Print Slip on Arrival ................................................................................................... 390

On Duty Providers .................................................................................................... 390

Auto Minimise .......................................................................................................... 392

Filter Queue ............................................................................................................. 392

Default Filter............................................................................................................. 395

Print Queue.............................................................................................................. 395

Print Queue Output ............................................................................................. 396

Compose SMS ......................................................................................................... 396

Visible Columns ....................................................................................................... 401

Refresh Queue......................................................................................................... 402

Patient Queue ......................................................................................................... 402

View/Modify Patient Queue Appointment ........................................................ 403

Print Patient Queue ............................................................................................. 405

Refresh Patient Queue ........................................................................................ 406

Filter Patient Queue............................................................................................. 406

In Consultation Status .............................................................................................. 407

View/Modify Provider Consultation Status.......................................................... 409

Filter Provider Consultation Status ....................................................................... 410

Default Filter......................................................................................................... 413

Print Provider Consultation Status ....................................................................... 413

Transfer Patient to another Provider ................................................................... 415

Assign Patient to Follow-Up ................................................................................. 416

Make Active Patient on Palette.......................................................................... 417

Transfer Follow-Up Patient to In Consultation ..................................................... 418

Remove Follow-Up Patient from Waiting List ...................................................... 419

Refresh Provider Consultation Status .................................................................. 420

Make Active Patient on Palette from Awaiting Follow-Up ................................. 420

Sort Order ............................................................................................................ 421

Queue Workflow ......................................................................................................... 422

Tabs in the Queue Workflow ................................................................................... 422



Queue Workflow Toolbar ........................................................................................ 423



User Guide Overview

The Medtech Evolution fundamentals guide introduces you to the key functions used

by all staff, both clinical and non-clinical

Logging in & out of Medtech Evolution Navigation

Customising Medtech Evolution Patient search

Palette Printing

Role specific User Guides are also available on request. These are:

Clinical User Guide

Front Desk User Guide

Practice Manager User Guide

Alternatively please refer to our E-Book, or online learning portal.

Other Resources

Medtech Website

See http://www.medtechglobal.com/nz/support-nz/evolution-faqs-nz/

for some frequently asked questions and their solutions.

Use the help menu in the right of the ribbon in Evolution

Use F1 to get help on the page of Evolution you are currently using

Send a Support Request, suggestion or error message direct from

Evolution using the Contact Support option on the Medtech Contact

segment on the ribbon

Receive update notices and invitations to webinars and user groups

via the Notification Centre on the ribbon

Contact the Support Team

Phone 09 358 0116 (Option 1)

Fax 0800 633 832

Email: [email protected] Chat: http://www.medtechglobal.com/nz/support-nz/ - bottom left

corner

http://www.medtechglobal.com/nz/support-nz/evolution-faqs-nz/

http://www.medtechglobal.com/nz/support-nz/



Postal enquiries: Medtech Limited

Private Bag 93-228

Parnell

Auckland

Street Address Medtech Limited

Level 1, Medtech House

10, Market Place

Viaduct Harbour

Auckland

Disclaimer

While every effort has been made to ensure the accuracy of the information in the

Medtech Evolution User Guides, Medtech Limited accepts no responsibility for any

errors or their consequences.

The names of medical centres, patients, staff, and companies used as examples in

this User Guide are fictitious; any resemblance to actual medical practices, patients,

staff and companies is purely coincidental.

The contents of the Medtech Evolution User Guide are subject to change without

notice.



Logging In and Out of Medtech Evolution

Logging into Medtech Evolution

Double click the Medtech Evolution icon on the desktop.

The Login Window will be displayed as shown below.

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Enter your staff code

Enter your password (if you do not have a password, leave this field

blank)

Select the correct database from the database dropdown List

Ensure the correct location is selected from the location dropdown list.

(Generally this will be your clinic name)

Click OK or press Enter

Click cancel button to cancel any actions and close the window

Change Password

The Change password option enables you to reset your password.

If you have forgotten your password, you cannot use this option.

Instead, you will need to ask your Practice Manager or System Administrator to reset it for you.

Go to File – Change Password

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Enter your old (current) password into the Old Password field. Leave this field

blank if you are setting up your password for the first time.

Enter in your new password into the New Password field.

Re-enter your new password into the Verify Password field.

Click OK or press Enter.

Change User

The change user function is different from the standard log-off/log-on process

in that it does not close down Evolution. Instead, the open screens are locked

behind the login screen until a user logs in. The most common use for this

function is when one staff member enters some information relating to a

patient, and then wishes to leave the screen for another staff member to add

further information, without having to search for the patient again. It can also

be a quick way to lock the screen whilst taking a short break or attending to

other duties.

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Select File ► Change User or press Ctrl + F12. The login screen will appear.

When the screen opens, the user can continue working in the same place as

before the ‘Change User’ option was selected.



Closing Medtech Evolution

To close Medtech Evolution, use File – Exit or ALT+F+X or Log Off

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Navigation

Medtech Evolution has a ribbon layout. The Ribbon layout seen by each user is

related to their role and responsibilities.

Roles are set up through File – Options – Access Privileges and this is usually

done by the Practice Manager.

Individual staff members can make some changes to the layout of their

ribbon and screen settings, but if a function is not included in their role,

then that icon will not be visible on the ribbon.

For more detailed information on setting up Roles and Access Privileges,

please see Evolution Specialist Practice Manager User Guide.

This Chapter covers the following sections:

Medtech Evolution Ribbon Layout

Function / Shortcut Keys

Online Help

o Non Screen Specific Help

o Screen Specific Help

Tick Boxes and Radio Buttons

Text Boxes

Searches

Calendar / Date Fields

User Work Space



Medtech Evolution Ribbon Screen Layout

The Ribbon is a customisable feature in Medtech Evolution.

Menu Bar: The Menu bar gives access to many functions. For

example the file menu group consists of the following functions: Logon,

Log Off, Close, Print Setup, Change Password, Change User, Exit and

Options. Click on any menu item to see the list of functions available in

that menu.

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Ribbon: The Medtech Evolution tab feature is designed to be intuitive to

anyone familiar with Microsoft Windows. Function are grouped on each

tab based on the task a user might perform. For example, if you wish to

‘Register a Patient’, then use the following navigational path:

Home tab ► Patient group ► Patient Register

Minimize the Ribbon

The Ribbon displays full by default but you can minimise if preferred

Minimized Ribbon

To Always keep the Ribbon minimized Right-click anywhere on the Ribbon,

and then click Minimize the Ribbon.

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Keyboard shortcut – To minimize the Ribbon, press Ctrl + F1.

To use the Ribbon while it is minimized, click the tab you want to use, the

ribbon will display, and then click the option or command you want to use.

To quickly minimize the Ribbon, double-click the name of the active tab.

Double-click a tab again to restore the Ribbon.

Keyboard shortcut – To minimize or restore the Ribbon, press Ctrl + F1.

To minimize the Ribbon, click Minimize the Ribbon. The Minimize the Ribbon

button is in the upper-right corner of the window.

To Restore the Ribbon Right-click anywhere on the Ribbon, and then click

Restore the Ribbon

Palette – Displays information for the active patient, from the patient

register window.

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Function / Shortcut Keys

Function keys are the keys normally located at the top of your keyboard and

have the letter F on them, followed by a number. This can be a very quick

way of accessing some commonly used functions, such as Patient Search

Throughout this user guide, reference will be made to Function keys. Some

shortcuts also require the Shift and / or Ctrl button to be held down at the

same time as a Function key, and will be displayed as Shift + F9 or Shift + Ctrl +

F12 for example.

Help

Medtech Evolution help is available to all users. Depending on how the help is

accessed either a general help window will be displayed (allowing the user to

search for help via an index) or a screen specific window will be displayed

(the user does not have to search via an index, as the relevant help screen is

already displayed).

Screen Specific or Contextual Help

When working in a specific screen, such as a

patient record or the appointment book,

pressing the F1 key or the Help Icon will bring up

information relating to the screen you are using.

Select Help ► Medtech Evolution Help or press F1. The Medtech

Evolution window will be displayed.



Non- Screen Specific Help If no specific screen is open, pressing F1 or the Help icon will bring up a

screen to enable users to search for information.

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There are two ways to search for a help file, via the contents or via the

index:

Contents – Click the Contents button . Different coloured

text indicates more information on that topic exists. To access

the information click the different coloured text

Index – Click the Index button . Type the topic required in

the Type in the key word to find field. Select the required topic

from the list, and then click the Display button

Search – You may enter a keyword to search for all contents

that contain that keyword in the Title or Description fields

Show/Hide tabs – Use this option, to show or hide tabs in the

help file

To go back to the previously displayed information, click the

Back button

To print the help file, click the Print button .

Options – You can specify Help file settings such as Hide tabs, Back,

Forward, Home, Stop, Refresh, Internet options, Print, Search Highlight

off

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Tick Boxes and Radio Buttons

Tick boxes allow the user to select any number of predefined options, i.e.

both ‘Patient’ and ‘A/c Holder’ options can be selected at once.

Click the tick mark that you want to select

Radio buttons allow the user to select one option out of multiple options

available, i.e. ‘Most Recent Only’ or ‘Show Full History’ can be selected not

both options.

To select or deselect an option, either click the mouse in the tick box /

radio button, or if you have tabbed into the tick box / radio button (the

associated words will have dotted lines around them) press the space

bar. A tick / dot will be placed into the selected field.

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Text Boxes

There are two types of text boxes;

Free Format Fields – Allow the user to type variable data directly into the field

e.g. a patient surname.

To add text to a text box, click inside the text box and then type text

Dropdown Lists – Display a list of data for the user to select from; e.g. Patient’s

Home Phone number

To select the data in a dropdown list, click the down arrow next to

the required field, and then click on the required item in the list.

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Searches

The ellipsis button (a button with three dots on it) is used throughout

Medtech Evolution for searching. The ellipsis button allows the user to enter

part of the search criteria into the corresponding text field, e.g. the first few

letters of the insurer name, and then click on the ellipsis button or press the

tab key, to search. Medtech Evolution will display any data that matches the

search criteria.

Click ellipsis or Tab key will display



Left Window Pane or Dashboard

Patient Record The Patient Record is a quick access, collapsible dashboard which is

available on the left side of the Main Work Space.

Without an active patient on the palette, the Patient Record gives the

user options to search or register a new patient. When a patient is on

the palette, however, the Patient Record screen displays short cuts to

open specific screens.

Patient Record without a patient on the Palette

Patient Record

Other Dashboard Elements The << or >> icons at the top of the Left Pane can be used to open

or close the pane.

To open any elements in the list, click on the element.



Items which are displayed in the top pane can be double-clicked to

open and work on as required. For example, click on Task Manager to

load the list of tasks into the centre workspace, then double-click on

any task to work on it.

Patient Record with a patient on Palette If there is an active patient – e.g. the patient is on the Palette - then

the top pane will display shortcuts related to the patient’s clinical

record. Any of these can be opened with a double-click and will load

into the centre workspace.



Refresh

Certain functions that are affected by operations in other screens have a

refresh button available when that tab is open. The refresh button allows the

user to see the updated records that were changed as a result of their

actions.

Ribbon Context Menu

Right-clicking any element on the Ribbon gives the following options

Adds the selected Ribbon Item to the Quick Access Toolbar

Clicking this moves the Quick Access toolbar above the Ribbon, if un-

clicked, the Quick Access toolbar remains below the Ribbon

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Minimizes the Ribbon Control

Locks the Toolbar

Allows customising the Toolbar

Filter

Filter the record list by selecting inactive Checkbox option. By default, the

Record list will display only the active records in the screen.

Active - By default, Record lists will be sorted based on their active status.

Inactive – Select the “Include Inactive” filter option, to include records with

an inactive status.

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Print

If a user wishes to print out a list, the process is to right-click anywhere within the list itself and choose Print.

The usual printer dialogue will then appear.

If a test print is required please select Report Manager as the printer. The

printout can be viewed under Reports – Report Manager, and can be printed

direct from Report Manager after review. This can save a lot of paper.



Calendar / Date Fields

All date fields have a dropdown arrow next to them; this allows access to the

calendar if required.

Medtech Evolution will accept the following date formats e.g. 27/02/13. There

are two ways to enter a date:

Direct Typing – Type the date directly into the field; or

Calendar Dropdown – Click the dropdown arrow next to the date field. A

calendar will be displayed. Select the date required from the calendar and click OK or press Enter.

To navigate around the calendar, use the arrow icons at the top of the

window. Float the mouse over an icon to display the associated tool tip e.g.

back one month, forward one month.



Work Space

Home – Workspace

Work Space enables a staff member to make optimal use of a second

monitor. The Work Space can be customised to provide an area where non

patient-centric processes and tasks can be viewed and worked on whilst

keeping the main workspace loaded with patient information. So a provider

might chose to load Tasks and Inbox into the Workspace.

Please Note: All modules will be accessible via the Main Workspace including

user-centric modules e.g. Provider inbox, Appointment Book, etc.



Audit Log

When an item has been altered within the Medtech Evolution, the Audit Log

button is activated as soon as a change is made to an existing entry within

Medtech Evolution Screens

The Audit Log will display the changes made to each individual section,

allowing the user to view what changes were made, when they were made

and by whom.



Printer Settings

Printer Setup

Generally printers only need to be setup once during the initial installation.

However, if new printers are configured or equipment is moved around, they

may need to be setup again.

Please ensure the printer driver is correctly installed in Windows first and available to

be selected by each user. Each user will require A4 printer and A5 printers. These can

be the same physical machine but the printer drivers would need to be separate to

point to different paper trays.

o File – Print Setup

Printer tab



Document default tab

To nominate a particular printer as the default printer for a specific

document

Document Defaults tab

Using the dropdown list, select the printer a document should

default to; for example, the enrolment form should default to

the printer closest to the front desk.

Click OK to save the printer settings or click cancel to abort the

process.

For further information on the other printer default tabs please refer to

the ebook.

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Patient Search

The patient search screen is used to find patients already present in the system, or to

begin the process of adding a new patient.

The Quick Search option opens by default but you can choose the Advanced tab

for further options.

Quick Search Options

o Search via Surname

o Type a few characters of the patient surname followed by a space

and a few characters of the first name

o If enabled, Evolution will begin to display possible matches once

three characters have been entered

o If uncertain of the spelling, enter the first character followed by *

and the last character

o Search by Given or Preferred Name



o If the patient first name is known, type a space and then the first

name

o Where the patient has indicated a preferred name, Evolution will

automatically include that name in the search if you choose to

search by first name.

o Search via Patient Chart Number:

o Type the chart number into the search field and click search.

o For all of these search types, the ‘Include inactive’ checkbox will

include patients who may have been transferred out of the system

at some point in time



Advanced Search

This is most often used when you are uncertain of the name of the patient, for

example if trying to identify who a payment belongs to when all you have is

the invoice reference number.

o Previous name – if the patient may previously have presented under a

maiden name for example

o Accident number – where the patient is receiving treatment related to an

accident.

o Invoice/Pay ref – where you have only a reference number, perhaps on

receipt of a remittance advice.

o If searching by invoice/payment reference number, it is a good

idea to tick the A/c Holders only checkbox.



Labels

Labels of various types can easily be printed from Medtech Evolution

Choose a printer to print the label to, from the drop down

Choose the number of labels to printed for each type of label

Choose the paper type and layout to print the Label on

Click OK to print

Click Cancel to abort process and close the screen

Click to view screen specific Help

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Labels need to be set up in Location settings which are found under File – Options. A

user must have the appropriate Access Privileges to be able to do this. Full

instructions are found in the Medtech Evolution Specialist Practice Manager User

Guide.



Palette

The Palette gives an overview of the patient’s demographics, preferred doctor,

account status, alerts, allergies and other information.

Close Active Patient on the Palette

Patient details will be removed completely from the palette and all patient

related windows will be closed. Any setup related windows will remain open.

To clear the palette, select Patient - Close active patient or Shift + Ctrl + F12



Open the Last Active Patient on the Palette

Use this option, to open the last active patient on the palette.

Last active patient on the palette

1



Widgets

Evolution allows users to configure a few of their favourite screens as widgets and

customise the widget layout. When the user clicks on the widget icon in the Home

ribbon, the functionalities chosen by the user in the widget setup screen are

displayed.

Widget Views

There are five types of views are available in the widget:



Select the one widget to display the related module. An example of

one widget is shown below

Select the two widget to display the related modules. An example of

two widget is shown below:

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2



Select the three widget to display the related modules. An example of

three widget module is shown below:

Select the four widget to display the related modules. Ann example of

four widget module is mentioned below:

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4



Select the five widget to display the related modules. An example of

five widget is shown below:

Widgets can be configured in staff setup (File > Options >Staff). In that choose

widget tab and choose the appropriate modules for each widget. Choose

the required widget in the Default widget field so while opening the widget

screen, the selected widget will displayed automatically.

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Patient Register

A new patient can be registered using the Patient Register window. The details of

each patient, including name, address, age, sex, family details, etc. are stored in the

Medtech Evolution Database. Adding and modifying patient details can also be

carried out on the Patient Register window.

Care Plus Tab

The Care Plus tab record a patient’s eligibility for Care Plus funding. To access

the Care Plus tab, the Clinical Access privileges is required.

Check the Care Plus Patient checkbox, if the patient is eligible for Care

Plus Funding

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Care Plus Program Period Section

The Date of Assessment will be generated with present date, if

the Care Plus Patient checkbox is checked. If necessary, type

the date manually or select the date from the Calendar

dropdown list

The Care Plus End Date will be generated with typically 16

months difference from Date of Assessment, if the Care Plus

Patient checkbox is checked. If necessary, type the date

manually or select the date from the Calendar dropdown list

Setup Note

When the Date of Assessment is typed manually, the End Date

is modified accordingly to 16 months difference. The change

in End Date will not affect the Date of Assessment.

4.8.2 Criteria Section

At least, two criteria’s should be enabled to add a patient for the care

plus funding.

It is mandatory to select the Expected to Need “Intensive

Clinical Management” (2 hrs+) Over the Next 6 Months

checkbox. If not selected, an error message will be displayed

Select the Has had six First Level Service primary care visits in the

past six months checkbox that includes emergency department

visits, nurse and GP consults

Select the Has had two acute non-surgical admissions in the

past twelve months checkbox, if required

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Select the Has a terminal illness checkbox, if the patient has

advanced progressive disease which is no longer responsive to

curative treatment and whose death is likely within twelve

months

Select the Has had two or more chronic conditions checkbox, if

any chronic conditions is available for patient.

Setup Note

By default, the Has had two or more chronic conditions

checkbox is disabled till the new patient entries is registered.

To make the chronic condition entries, click the OK button in

the Patient Register window.

If the Has had two or more chronic

conditions checkbox is selected, the Care Plus Conditions

section will be enabled to select the patient’s chronic

conditions from the respective dropdown lists

To add a new long term condition apart from the listed entries in the

respective field, click the Add button from the dropdown list to display

the New Patient Classification window.

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Make the necessary entries in the respective fields and click OK to add

the long term condition in the respective Conditions field.

For more instructions regarding Patient Classification, refer to Patient

Classification section in ‘Medtech Evolution Clinical User Guide’.

Select the Is on active review for elective services checkbox, if

required

Setup Note

If the Care Plus Funding details is available for the patient, a blue

plus sign ( ) will be displayed in the patient palette.

If the Care Plus Funding is expired for the patient, a red plus sign

( ) will be displayed in the patient palette.

15



Appointments

Appointments enable Front Desk staff to schedule patient appointments with

individual providers.

Appointment Book

Use the Appointment Book to book an appointment for a patient with

respective provider. The Appointment Book automatically opens to today's

date. If the staff member logged on is a Provider, then the appointment

book will default to them, otherwise it will default to no provider.

Pre-requisites Before making appointments for a provider, an Appointment Template MUST

be created for each Provider, for further information refer to Appointment

section in ‘Medtech Evolution Setup User Guide’.

Navigation Type

Ribbon Select Home tab ► Appointment group ► Appointment

Books

Keyboard

Shortcut F7

Double-Click Not Available

Context

Menu (Right-

Click)

Not Available



Select a date in the Calendar section to view the Appointment Book

for the selected date. The calendar can be collapsed further to display

months in a year and years in a decade

Click to select ‘Day View’ of Calendar (this is the default view)

Select the Provider(s) from the list to display the Appointment Book for

the respective Provider(s)

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Click to select ‘Week View’ of calendar

Click to select ‘Month View’ of calendar

Select the Provider(s) who’s Appointment Book(s) you want to see

Click to switch to Appointment Book (if viewing Appointment Pad)

Click to switch to Appointment Pad (if viewing Appointment Book)

Click to collapse the Appointment Book

Click to view the Actions menu

Click to create a New Appointment for the highlighted slot

Click to Cancel the selected Appointment

Click to Reset the selected appointment if the patient was arrived

Click to Arrive Patient by printing a slip

Click to Arrive Patient without printing a slip

Click to Print Labels for selected appointment

Click to Print Slip without Arriving the patient

Click to view the Active Patient

Click to make New Appointment

Click to view SMS replies from the patient

Click to View the Appointment Type

Appointment book for the selected provider

Click to Arrive Patient in the Queue Workflow and remove entry from

Appointment Book

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Appointment Book Views

Medtech Evolution provides two types of Appointment Book views:

o Normal – to change the Appointment Book view from Large to Normal

o Large – to change the Appointment Book view from Normal to Large

Navigation Type


Books ► Actions menu ► View ► Normal / Large

Keyboard

Shortcut Not Available


Context

Menu (Right-

Click)

Not Available

Book an Appointment for an Active Patient

Pre-requisites

Ensure an Appointment Template is created for each Provider in the Practice

in prior

Ensure patient is on palette

Navigation Type

Ribbon

Select Home tab ► Appointment group ► Appointment

Books, highlight the required time slot and select Actions

menu ► New or click Add a New Appointment icon

on the toolbar

Keyboard Shortcut In the Appointment Book screen press Ctrl + N


Context Menu

(Right-Click) In the right click popup menu select New Appointment



Select the required date from the Calendar section

Select an appropriate provider from the Providers list to view the

respective Provider’s appointment time slot on the right pane

Click the cursor into the required time slot. The selected time slot field

will be highlighted in yellow

Click the Make Appointment for Patient on the Palette icon or press

Ctrl + M or select Actions menu ► Make Appointment, to book an

appointment for the active patient

Or,

Click Add a New appointment icon on the toolbar to bring up the

New Appointment window

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By default the active patient name will be displayed

The selected Appointment Date and Time will be displayed

The duration of the Appointment will be displayed by default

The provider name will be displayed by default

The Reminder SMS 1 & 2 checkboxes are selected by default to

send SMS for the respective patient (for further information refer

to View/Modify Appointment section in this chapter)

Click OK to book an appointment and close the New

Appointment window

Click Cancel to abort and close the New Appointment window

Click Help to view the screen specific help

The appointment that has been booked will be displayed in the

Appointment Book as shown below:

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Select the procedure from the dropdown list

Enter any notes regarding the appointment (if any)

Cancel an Appointment

Use the Cancel Appointment option to cancel an appointment.

Navigation Type

Ribbon


Books, highlight the respective Patient’s Appointment entry

and click Cancel Appointment icon or select Actions menu

► Cancel

Keyboard

Shortcut In the Appointment Book press Ctrl + L


Context Menu

(Right-Click) Not Available

A Confirm window will be displayed as shown below:

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Click Yes to cancel the appointment and close the Confirm window

Cancellation Reason window will be displayed as shown below:

Select the respective cancellation reason from the dropdown

list

Click OK to cancel the appointment and close the Cancellation

Reason window

Click Cancel to abort and close the Cancellation Reason

window

The appointment will be removed from the respective time slot.

Setup Note

The cancellation reason window will be displayed only when you enable

the ‘prompt user for reason for appointment reason’ checkbox option in

the New/View location window. For further information refer to Location

Settings section in the eBook.

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Undo Cancellation

When an appointment has been cancelled accidently, Medtech Evolution

provides a functionality which will retrieve the last cancelled appointment.

Pre-requisites

The appointment book should be opened still the last cancellation

Navigation Type


Books and then select Actions menu ► Undo Cancel

Keyboard



Context Menu



Click Yes to retrieve the Last Cancelled Appointment and close the

Confirm window

Click No to abort and close the Confirm window

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Cut and Paste

Navigation Type


Books and highlight the respective Patient’s Appointment entry

Keyboard

Shortcut In the Appointment Book press Ctrl + X for cut and Ctrl + V for paste


Context

Menu (Right-

Click)

In the right click popup menu select Cut and Paste

Cut

When you cut an appointment entry a Confirm window will be

displayed as shown below:

For further information refer to ‘Cancel an Appointment’ section in this

Chapter



Paste

`

Click on the required appointment slot to move (paste) and press Ctrl

+ V or select Paste option from the Right-click popup menu

Before Movement After Movement

Drag and Drop

Navigation Type

Ribbon


Books and highlight the respective Patient’s Appointment

entry

Keyboard



Context Menu


Click and hold the left mouse button and drag the appointment (the cursor

will now have a little box attached to it) to the required timeslot, as shown

below:




For further information refer to ‘Cancel an Appointment’ section in this

Chapter

Place Patient in Appointment Book on the Palette

Use the Active Patient option to make the patient in the appointment

book an active patient on the palette.

Navigation Type

Ribbon

Select Home tab ► Appointment group ►

Appointment Books, highlight the respective Patient and

then select Actions menu ► Active Patient or click

Make the Patient for the Appointment the Active Patient

icon

Keyboard Shortcut In the Appointment Book press Ctrl + A


Context Menu


The highlighted patient will now be an active on the palette



Place Patient ‘In Consultation’

Pre-Requisites

Patient must have an appointment prior to this.

Patient must be arrived.

Navigation Type

Ribbon


Appointment Books, highlight the respective Patient’s

appointment slot and then select Actions menu ► In

Consultation

Keyboard Shortcut In the Appointment Book press Ctrl + I


Context Menu

(Right-Click) In the right click popup menu select In Consultation

The Stat column in the Appointment Book will be displayed with an

image , indicates the patient is In Consultation

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Reset an Appointment

If an incorrect patient has been arrived or placed into consultation, the

appointment can be reset.

Pre-Requisites


Patient must be arrived or placed in consultation.

Navigation Type

Ribbon


Books, highlight the respective Patient’s appointment slot

and then select Actions menu ► Reset or click Reset

Appointment icon

Keyboard



Context Menu


The contents in the Stat column and Time column will be cleared as shown

below:



View Appointment Status

You can view the Status of an Appointment from the Appointment Book ‘Stat’

column.

Pre-Requisites


Patient must be arrived or placed in consultation, or invoiced.

Navigation Type


Books

Keyboard Shortcut F7


Context Menu


SMS appointment reminder has been sent

Patient has been invoiced

Patient has made a full/part payment on the day



In Consultation

C Consultation Completed

Patient’s account balance is 0

Printed Encounter Slip

Departed from the Practice

Did Not Arrive

Goto Appointment

Use the Goto Appointment option to locate the selected Appointment in the

Appointment Book.

Pre-Requisites

Ensure patient is on the palette.

Navigation Type

Ribbon

Select Home tab ► Appointment group ► Patient

Appointments, highlight the respective appointment slot

and select Others group ► Go to Appointment

Keyboard

Shortcut Not Applicable

Double-Click Not Applicable

Context Menu

(Right-Click) Not Applicable



Print Label from Appointment Book

Labels can be printed from the Appointment Book for the respective patient

in the Appointment Book.

Pre-Requisites

Patient must have a prior appointment.

Navigation Type

Ribbon


Appointment Books, highlight the respective patient’s

appointment slot and select Actions menu ► Print

Label or click Print Label(s) for selected Appointment icon

Keyboard Shortcut In the Appointment Book press Ctrl + B


Context Menu




For further information refer to Labels section in the ‘Medtech Evolution

Fundamentals Guide’.

Print Appointment Book

Use the Print Appointment Book option to print a list of a Provider's

Appointment Book, for the selected day.

Navigation Type

Ribbon


Appointment Books and select Actions menu ► Print

Appointment Book

Keyboard Shortcut In the Appointment Book press Ctrl + P


Context Menu




Appointment Pad

Medtech Evolution provides the functionality to present up to eight providers

appointments in a single window. The Appointment Pad retains most of the

existing functionality of the Appointment Book.

Navigation Type

Ribbon Select Home tab ► Appointment group ►

Appointment Pad

Keyboard Shortcut Not Available


Context Menu




Select the required date to view the appointments for each provider

Click the respective Layouts from the list. You can assign eight

providers per Layout, for further information refer to ‘Pad Layout’

section in the ‘Medtech Evolution Setup User Guide’

Setup Note

The functionality of the Appointment Pad remains similar to

Appointment Book, for further information refer to ‘Appointment

Book’ section in the ebook.

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Screening

The Screening module allows the documentation of patient’s results whilst also

enabling the user to add a recall for the screening entry being made.

Setup Note

It is recommended that if adding a screening result that requires a recall to be

created, to do so via the Screening tab rather than the Recalls tab.

The Screening Chapter will cover the following actions

The Screening window can be accessed via the Patient Manager ► screening tab (as in

this scenario)



Add a Screening Entry

Use Add New screening option to add new screening entry for the patient.

Pre-Requisites

Ensure an appointment template is created for each provider in the practice

prior.

Navigation Type

Ribbon Select Patient Tab ► Clinical Actions► Click Screening

icon ► New Screening Entry or Click Screening icon ►

Screening History ► Edit group ►Click New icon

Keyboard Shortcut In Screening History Tab ,CTRL +N


Context Menu




Main

Select the provider who the screening entry is being made for

from the Provider dropdown list (the logged on Service Provider

will be displayed by default).

The date defaults to today’s date. If this needs to be changed,

either select the required date from the Date dropdown list or

type the date directly into the Date field

From the Code dropdown list, select the screening code

required e.g. weight. (Please refer to the Setup User Guide,

Recall / Screening, for information on how to create a new

Screening Term)

Enter the screening result in the relevant field/s (the fields are

dependent on the screening code selected)

If necessary, select an outcome from the Outcome dropdown

list (For More Instructions, refer to the Setup User Guide, Recall /

Screening, on how to add outcomes to Medtech Evolution)

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Setup Note

Options for an outcome can be set up using the menu option

Setup / Recall and Screening / Screening Terms - Outcome

Tab.

Type any notes directly into the Note field

From the Recall In dropdown list, select when the patient is to

be recalled. If the required option is not available type the

number of days / months / years followed by D, M or Y e.g. 5Y =

5 years

Alternatively, select the date required from the dropdown list to

the right of the field, or type the date into the field directly

The provider defaults to the provider selected in the main

section. If necessary, select another provider from the Provider

dropdown list

If necessary, enter any notes for the recall in the Note field

Click OK to save the screening entry and close the New

Screening Entry window

Setup Note

Invoice would be automatically generated whenever

Screening Terms are configured with default Outcome having

service associated.

Click Cancel to abort and close the New Screening Entry

window

Click Help to view Screen specific help

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Setup Note

If a recall is not being created at the same time, click OK or

press Enter. If a recall is being created, continue with the

steps below

Chart

Clicking on this tab will display all the previous entries where a user can

view the pattern of change.

Documents

This tab is only available if the screening term has documents

associated with it. To view or print the associated document click onto

the document name

View / Modify or Inactivate Screening Entry

Use View/Modify or Inactivate option to edit or inactivate existing screening

entry

Pre-Requisites

Ensure an appointment template is created for each provider in the practice

prior.

Screening entry added for the patient.



Navigation Type

Ribbon Select Patient Tab ► Clinical Actions ► Click Screening

icon ► Screening History ► Edit group ► Click Open

icon

Keyboard Shortcut In Screening History Tab , CTRL + O

Double-Click Double click to open the highlighted item from Screening

History list

Context Menu


Highlight the Screening entry to be viewed, modified or inactivated

The View Screening Entry window will be displayed; this is the same as

the New Screening Entry window. View and /or make the necessary

modifications.

If the screening entry is to be inactivated, select the Inactive tick box

Click OK to update Changes to view Screening entry and exit the

window

Click Cancel to abort the process and exit window

Click Help to view Screen specific help.

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Filter Screening History

Use Filter option to filter the listing of Patient Screening Records by Code,

Group and to include Inactive entries

Pre-Requisites

Ensure the required patient is on the palette.


Navigation Type

Ribbon Select Patient Tab ► Clinical Actions ► Click

Screening icon ► Screening History ► Filter group ► Click

Filter icon

Keyboard Shortcut In Screening History Tab, CTRL + F


Context Menu


Select the code to be filtered for from the Code dropdown list

If necessary, select the group to be filtered for from the Group

dropdown list.

Select the Include Inactive tick box if inactive records are to be

included in the filtered results

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Click OK button. Any results matching the filtered criteria will be

displayed

Click Cancel to abort and close the Filter Screening History window


Setup Note

Use this term only to filter screening history for this term only.

Chart a Screening Record

Medtech Evolution allows you to select a specific Screening record and chart

the results. This option will chart all records with the same subject with the

most recent appearing first. Charted results can be graphed.

Pre-Requisites



Navigation Type

Ribbon Select Patient Tab ► Clinical Actions ► Click Screening

icon ► Screening History ► Others group► Click Chart

icon

Keyboard Shortcut In Screening History Tab , CTRL + F


Context Menu


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Highlight the record that you wish to chart

Click on the Chart button to display the Patient Screening Chart

screen. Each item will be displayed as a separate entry. An additional

column per result Date received will display automatically

Select the Graph option to display the View Graph screen. The

selected measurements will be displayed as a graph.

Graph Options


selected measurements will be displayed as a graph and can be

printed

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The Graph Options screen allows the user to define whether or not the

grid axis Lines of the graph are displayed. When Medtech Evolution

compiles a graph, from preselected items, the Left and Right grid axis

lines are displayed on the screen. It is possible to remove one or both

of the sets of grid axis. Only ten items can be graphed at one time

Use Options to display one or both grid axis line. Remove the tick

from the appropriate check box by clicking with the mouse or

by pressing the space bar when the cursor is positioned to

display one or both grid lines

Print the Chart

Save the changes and exit window

Highlight rows for graphing using either the Select All option or from the

Actions menu select Patient Screening Chart / Select All.

Mouse Selection

Individual Row = click with the mouse

Between Two Rows = click the top of the selection with the mouse then

hold down the Shift key and click with the mouse on the last row, all

rows in between will be highlighted.

Multiple Rows = Holding down the Ctrl key and clicking with the mouse

will select/unselect the row.

Print the list

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Recalls

The Recall module allows the user to add recalls for a patient without adding any

screening results.

Setup Note

It is recommended that if adding a screening result that requires a recall to be

created, to do so via the Screening tab rather than the Recalls tab.

Patient Recall

The Recalls window can be accessed via the Patient Manager ► Recalls tab

(as in this scenario):

Due (due date of the recall)

Description (Recall / Screening Description)

Out (outcome of the recall if the results have been entered)

Cycle (the period in which the recall is cycled e.g. 2 years for a smear)

Note

# (number of times the recall has been rescheduled)

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Prov (provider the recall is attached to)

Add New Patient Recall

Use New Recall option to add a new Patient Recall

Pre-Requisites


Screening term and code need to be set for recall.

Navigation Type

Ribbon Select Patient Tab ►Recalls group ► Click Recalls

► New Recall or in Patient Recalls Tab ► Click

New icon

Keyboard Shortcut In Patient Recalls Tab CTRL +N


Context Menu (Right-

Click) Not Applicable

7



Recalls are divided into recall type, Screening, Vaccine, Vaccine

Group and Advanced Form. Select a recall type from the drop down

listing

The codes available on the selection list are determined by the recall

type. For instance, BP, Blood Pressure will appear if Screening is the

recall type but not if Vaccine was selected

The period of time you wish to recall the patient in, for instance 1 week

To select a Date, when the recall is due you can type the required

date in the appropriate field or use the Calendar

Type in details for a note associated with the recall

Select the provider the recall is associated with from the Provider

dropdown list

It is possible to select a recall cycle time period to recall the patient

back in. When you add a screening result for the recall, the recall

period will be defaulted to the time period set up in this field

The Reason dropdown list will be enabled only for the Recall Type

‘Vaccine’. Select the respective reason for rescheduled from the

dropdown list

Click OK to save patient recall and close the New Recall window

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Click Cancel to abort and close the New Recall window


View / Modify or Inactivate a Recall

Use Open / Modify or Inactivate to View / Edit or Inactivate a Recall

Pre-Requisites


Screening term and code need to be set for recall.

Navigation Type

Ribbon Select Patient Tab ► Recalls group ►Click Recall icon

►Patient Recalls Tab► Click Open icon

Keyboard Shortcut In Patient Recalls Tab ,CTRL + O

Double-Click Double click to open the highlighted item from Patient Recall list

Context Menu


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Highlight the Recall to be viewed, modified or inactivated

The View Recall window will be displayed; this is the same as the New

Recall window. View or make the necessary modifications

If the Recall is to be inactivated, select the Inactive tick box

Click Ok to save the Patient Recall and exit the window



Setup Note

The due date, recall code, previous outcome, recall cycle,

associated note and provider details are displayed in due date

order. Inactive entries are displayed with a line through all the details,

if the filter to display inactive entries is selected. All overdue recalls

are displayed in Red.

Filter Recalls

There are no filters other than inactive available for this screen (for instructions

refer to Filter section in ‘Medtech Evolution Fundamentals Guide’).

Setup Note

The screening tab can be filtered for the same screening term listed in the

recalls tab. Right click the recall in the recalls tab and select Filter Screening

History. The screening tab will be displayed, filtered for the term on the

recalls tab.

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Add an Exemption to Cancel a Recall

A recall can be exempted by adding an exemption outcome to cancel the

recall. When ‘exempt a recall’ is entered by adding a screening exemption

outcome, the recall is marked as Exempted in the Contact column of the list.

Whereas a screening record along with the exempt outcome is added to the

Patient's Screening Module

Pre-Requisites


Recall is already added.

Navigation Type

Ribbon Select Patient Tab ► Recalls group ► Click Recalls ►

Patient Recalls Tab► Click Exempt icon

Keyboard Shortcut In Patient Recalls Tab, CTRL + X


Context Menu




Highlight the recall to be cancelled

Click the Add a Screening Exemption Outcome to cancel this recall

icon

The Exempt Recall window will be displayed.

Provider for the selected Recall Type

Code of the selected Recall Type

The Date field defaults to today’s date. To exempt a patient on

another date, select the date required from the Date dropdown list or

type the date directly into the field

Select the exemption reason from the Outcome dropdown list

If necessary, type any notes into the Note field.

Click OK Button to save Exempt Recall and exit window

Click Cancel to abort the process and close Exempt Recall window


Setup Note

Outcomes are directly related to recall codes. Please refer to the

setup user guide for further information.

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Reschedule a Recall

Recalls can be rescheduled by altering date and provider whereas the code

is unalterable

Pre-Requisites


Recall is already added.

Navigation Type

Ribbon Select Patient Tab ► Recalls group ► Click Recalls

icon ► Patient Recalls Tab► Click Reschedule

Recall icon

Keyboard Shortcut In Patient Recalls Tab ,CTRL + R




Highlight the recall to be rescheduled

Click the Reschedule Recall icon

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The Reschedule Recall window is displayed.

The codes available on the selection list are determined by the recall

type

Select the In dropdown list and select how far from the current recall

the new recall date will be.

Select the new recall date from the New Date dropdown list or type

the date directly into the field

The Comment field generally defaults to Rescheduled; this field can be

over typed if necessary

Service provider

Click OK to save the information and place Rescheduled in the

Contact column of the listing while placing the number of times the

recall has been rescheduled # column

Click Cancel to abort the process and close the New Patient Alert

screen


Alerts

Alerts can be used to notify staff members of important information such as bad

debtors and items the patient needs to collect. If a patient has had an alert created

for them, it will display in the patient alerts area on the palette. There are two types

of alerts, clinical and non-clinical. Clinical will be displayed in Red on the palette

and Non-Clinical will be displayed in blue. If required, the alert can automatically

display on the screen as a popup window every time the patient is placed on the

Palette.

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This Alerts Chapter will cover the following action(s):

Add an Alert

View / Modify / Inactivate

Filter

Navigation Type

Ribbon Select Home tab► Appointment group ► Alerts

Keyboard Shortcut Shift + F6


Context Menu


Patient Alert

Alerts can be used to notify staff members of important information such as

bad debtors and items the patient needs to collect.

The Severity of the Alert will be displayed here

The Type of the Alert will be displayed here

The Alert Code will be displayed here

The Alert Notes will be displayed here

The Expiry date will be displayed here

The colour variation is based on the type of the alert

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Adding an Alert for a Patient

Use this option to add a patient alert when the required patient is on the

palette.

Pre-requisites

Ensure that the required Patient is on the Palette

Navigation Type

Ribbon Select Home tab► Appointment group ► Alerts then select

Patient Alerts tab► Edit group ► New

Keyboard

Shortcut In the Patient Alerts screen press Ctrl + N


Context

Menu (Right-

Click) In the right click popup menu select New

Select the alert required from this dropdown list. This code will appear

on the patient palette as shown in example below for ‘Allergy (A)’:



The entries displayed in the code dropdown list are created in the Setup

module. Please refer to the Setup User Guide for further information.

It is possible to create new alert from the New Patient Alert screen.

If the appropriate Alert is not available scroll to the bottom of the dropdown

list and select ‘Add…(…)’.

The New Alert window will be displayed.

Enter the Code for the alert (this must be unique and this is the

code that will appear as the Alerts area on the Patient Palette).

Based on the Code the Type will be automatically displayed

over here

The Severity will be selected from the drop down list

The Effective Date will be selected from the calendar

The Expiry Date will be selected from the calendar

Tick the Clinical checkbox option if the Alert type is Clinical.

Enter the Alert Notes

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Click OK to create the Alert; this will close the New Alert screen.

Click Cancel to abort the process and close the New Alert

screen.


Based on the Alert Code the type will be automatically displayed over

here

The Severity will be selected from the dropdown list

The effective date will be selected from the calendar

The Expiry Date will be selected from the calendar

Tick the appropriate checkbox which requires auto prompting

Enter the Alert Notes

Click OK to save the Alerts Notes

Click Cancel to close the window

Click Help For specific screen Help

View / Modify or Inactivate an Existing Patient Alert

Use this Option to View/Modify or inactivate an existing Patient Alert

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Navigation Type

Ribbon Select Patient tab► Clinical group ► Alerts then select

Patient Alerts tab► Edit group ► Open

Keyboard

Shortcut In the Patient Alerts screen press Ctrl + O

Double-Click Yes

Context Menu

(Right-Click) In the right click popup menu select Open

View Patient Alert window will be displayed.

To inactivate an Alert, click in the Inactive check box.

Click OK to save alert and exit window



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Patient Manager

The Patient Manager module incorporates twenty three Medtech Evolution modules into one

tab. When the Patient Manager is selected, if any of the incorporated modules (e.g. Medical

Warnings, Medication, Daily Record, etc.) are open, the tab will close as it is accessible within

the Patient Manager.

Open Patient Manager

On selection of Patient Manager, if any incorporated modules currently open

will be closed as it is accessible within the Patient Manager.

Pre-Requisites

Ensure the patient is on the palette.

Navigation Type

Ribbon Select Patient tab ► Medical Record group ► Patient

Manager



Context Menu




All Encounters will display all the encounters of the active Patient on

the palette

Daily Record will automatically record details of all the events for the

current patient in date descending order. (For further information, refer

to Daily Record section in this User Guide)

Medication will record information relating to prescriptions in the

Patient Medication screen (For further information, refer to Patient

Medications section in this User Guide)

Click the Lab Referral icon to create a New Laboratory referral (For

further information, refer to Create a New Laboratory / Radiology

Referral section in this User Guide)

Click the Radiology Referral icon to create a New Radiology referral

(For further information, refer to Create a New Laboratory / Radiology

Referral section in this User Guide)

Patient Inbox includes all Incoming patient information, e.g. Laboratory

results are displayed within the Patient Inbox. The information may be

loaded via electronic mail, or manually (For further information, refer to

Inbox section in this User Guide)

Patient Outbox records information relating to outgoing documents in

the Patient Outbox screen. It is possible to add or modify a Patient's

Outbox listing using the Patient Outbox function (For further

information, refer to Patient Outbox section in this User Guide)

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Accidents record information relating to accidents in the Patient

Accident screen. It is possible to add or modify a Patient's Accidents

using the Patient Accidents function. (For further information, refer to

Accidents section in this User Guide)

Immunisation will allow doctors to record a patient’s immunization

history (For further information, refer to Immunisations section in this User

Guide)

Classification will record details of patient's problems using the Read

Classification system within the Patient Classification screen (For further

information, refer to Patient Classification section in this User Guide)

History enables you to record details of patient's past problems via the

Read Classification system within the Patient History screen (For further

information, refer to History section in this User Guide)

Medical Warnings will record patient Medical Warning information

within the Medical Warnings screen. It is possible to add or modify a

Patient's Medical Warnings using the Medical Warnings function. (For

further information, refer to Medical Warnings section in this User

Guide)

Advanced Form is simple, standardized electronic collection of primary

healthcare information. (For further information, refer to Advanced

Forms section in this User Guide)

Front Page displays a summary of important Patient information to be

used as an overview. Summary information includes Patient's Family

Members, Patient History, Long Term Medications, Classifications, and

Patient Recalls (For further information, refer to Front Page section in

this User Guide)

Contacts records miscellaneous contact information relating to

patients in the Patient Contacts screen. Contact notes can be typed

and updated without adding to consultation (For further information,

refer to Patient Contact section in this User Guide)

A/c Holder Account records the account holders’ transactions (For

further information, refer to A/C Holder Account section in Medtech

Evolution GP Front Desk User Guide)

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Patient Transactions records the Patients’ transactions. It is also possible

to produce a listing of transactions for a Specific Patient. (For further

information, refer to Patient Transactions section in the Medtech

Evolution GP Front Desk User Guide)

Recall allows you to schedule recalls. (For further information, refer to

Recalls section in this User Guide)

Screening allows you to maintain screening records for patients. (For

further information, refer to Screening section in this User Guide)

The Medical Calculator module assists the user in calculating the

following information: Body Mass Index, Body Surface Area, Creatinine

Clearance, Spirometry and Estimated Date of Delivery. (For further

information, refer to Medical Calculator section in this User Guide)

Appointments will display the active patient’s appointment list, both

future and past appointments in the Patient Appointments window (For

further information, refer to Patient Appointment History section in the

Medtech Evolution GP Front Desk User Guide)

Alerts can be used to notify staff members of important information

such as bad debtors and items the patient needs to collect (For further

information, refer to Alerts section in this User Guide’)

Patient Tasks module enables the user to assign a new task for the

patient (For further information, refer to Task Manager section in the

‘Medtech Evolution Front Desk User Guide’)

Consultation Menu based access

Consultation Notes (For More instructions, refer to Consultation Notes

section in this User Guide)

Consultation Details Section - Associated consultation information will

automatically be displayed at the bottom of the screen. (For further

information, refer to Consultation Notes section in this User Guide)

Daily Record for the currently active patient

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Setup Note

The test on the menu items are coloured black, in general; however the

following menu items are colour coded:

Recalls – will be displayed in red if overdue

Medication – will be displayed in blue if long term medications exist

Classification – will be displayed in blue if long term classifications

exist

Medical Warnings – will be displayed in red if a medical warning

exists

Patient Tasks – will be displayed in red if an overdue task exists

When any of the functions within the contextual menu of patient manager is

selected, it will open within the Patient Manager tab as a separate section

with the corresponding contextual toolbar menu.

Single View

Some of the functionalities in the Patient Manager contextual menu will be

displayed as a single section within the Patient Manager tab, when clicked.

For example, when Medical Warning functionality is clicked, the Medical

Warnings screen will be displayed within the Patient Manager tab as a single

section on the right, as shown below:



To view the details of the existing record, double-click on the record in the list

to be viewed in a separate window with the details for the selected record.

List and Detail View

Some of the functionalities in the Patient Manager contextual menu will list the

corresponding records in one section and provide the details of the selected

record in another section.



For example, when Patient Outbox functionality is clicked, the Patient Outbox

screen will list the corresponding records for the active patient in one section

and the details of the selected Outbox record will be displayed in another

section (below the Patient Outbox list section), as shown below:

Add a new Entry from Patient Manager

User can add a new entry for the functionality from the Patient Manager tab in a

separate window, by clicking the Add New icon in the corresponding section.

Patient Inbox functionality in Patient Manager tab will be an exception. When adding

a new Patient Inbox Record by clicking the Add a New Inbox Record icon in the



Patient Inbox toolbar, the New Patient Inbox section will be displayed replacing the

Patient Inbox section within the Patient Manger tab.

Daily Record

Daily Record will automatically record details of all the events for the current

patient in date descending order. Upon entry to the screen, a listing of the

Patient’s events that have been recorded will be displayed in date

descending order.

This Daily Record Chapter covers the following action(s):

Flag A Daily Record Item As Confidential

Filter The Daily Record Listing

Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Daily Record

Keyboard



Context Menu




The Date of an event is shown as a title

Day

Provider code

A tab format of months and years is displayed to the right of the

window. The months that have consultation entries added are

displayed in Blue. Clicking on the required year and month, will display

the appropriate daily record information

Flag a Daily Record item as Confidential

The ability to flag a Daily Record item as confidential allows users to flag

Consultation Notes, Prescriptions and Patient Classifications as being

Confidential. Items are then only visible to the Provider that flagged the item.

All other users (that do not have a clinical trust relationship) will only see the

word Confidential when looking at the item. If they try to open a confidential

item, a message will be displayed explaining they do not have access to it.

Pre-Requisites

Ensure clinical information, with the exception of appointment, accounting

and recall details are displayed in this list.

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Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Daily Record icon►

Daily Record Tab ► Open

Keyboard

Shortcut

Select Daily Record Tab and use CTRL + O to open Highlighted

item in this list

Double-Click Double click on the Highlighted item in Daily Record List.

Context Menu


Highlight the required item and click open to flag an existing Daily

Record item as confidential

Place a tick in the confidential check box. Select OK to save the

information

Filter the Daily Record Listing

Pre-Requisites


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Navigation Type

Ribbon Select Patient Tab ► Clinical Actions group ► Daily Record

► Daily Record Tab ► Filter group ► Filter

Keyboard

Shortcut In the Daily Record screen press Ctrl + F


Context Menu


From Date: Used to display daily record items between a date range

To Date: Used to display daily record items between a date range

Provider: Selecting a specific provider will only display items entered by

the Provider. By default this field displays as All Providers

Within Read: To display items with Classifications that lie below the

selected Read Code. Use the Read Code Search to select the

required criteria

With Classification: These options will display items with the selected

Read Code. Select the required code from the Patient Classification

listing

Or will display items with the selected Read Code. Select the required

code from the Patient Classification listing

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To Include outbox, inbox and medication records

Therapeutic Group: This option will display consultations and

associated event items that have an entry with prescriptions whose

drug is of the selected Therapeutic Group. Use the Therapeutic Group

search to select the required criteria

Display only consultations with medications belong to this Interaction

class

Generic Group: This option will display consultations and associated

event items that have an entry with prescriptions whose drug is of the

selected Generic Group. Use the Generic Group search to select the

required criteria

This option will display consultations and associated event items that

have an entry with the selection medication

This option will display consultations and associated event items where

a consultation notes contain the keyword or phrase. Type in the details

of the word or phrase you wish to use as criteria for the search

Accident: This option will display consultations and associated event

items where a consultation has been nominated as being associated

with this accident. Select the required option from the Patient

Accident listing. NB: Work Place Accidents are displayed in Blue.

Any: The selection option Any displays all notes with an accident

associated with them

Display Selected Consultation type

Select Clinical status from drop down list

Include Inactive: To include inactive entries within the filter criteria

place a tick in the Inactive check box

Hide Non Consult: Upon selecting the Hide Non-Consult option from

the Daily Record Filter screen the Daily Record is filtered so that only

consultations and their associated daily treatment items will display.

Items which are not linked to a consultation will be hidden. This option

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is also available as a right click mouse option on the Daily Record

screen

Affiliation: Where records have been created and highlighted for

specific provider affiliation users have the ability to select to display an

identified affiliation or affiliations via a tick box selection. A right hand

mouse click option is available to either Select All,

Click OK to filter the Daily Record and close the Filter Daily Record

window

Click Cancel to abort the process and close the Filter Daily Record

window


Right Hand Mouse Options

Use shortcut option using the right hand mouse button

This will copy the highlighted items to allow the user to paste them into

another screen

This option enables you to send to third party the highlighted

consultation information

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This option will automatically filter the Daily Record for the highlighted

Classification displaying the relevant consultations associated with the

classification

To Include outbox, inbox in the filter criteria


Medication displaying the relevant consultations associated with the

medication

Filter the daily record for selected affiliation only

This option will automatically filter the Daily record for the Highlighted

Clinical status displaying the relevant consultation and Inbox records

associated with the Clinical status

Hide any records that are not linked to consultation notes

List using the default filter option

This will allow the user to assign the Clinical Status for the Consultation

or the Inbox records

Setup Note

Right Hand Menu options listed above can also be accessed under

the ribbon.

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Medical Warnings

Patient Medical Warning information can be recorded. The warnings can be

associated to Drug Class and Generic Groups. A non-drug related Medical Warning

(allergy) can also be added which can be flagged to appear when prescribing

medications, if required. This feature in Medtech records allergies and patient

reactions to medications.

Patient Medical Warning

The Medical warnings Chapter will explain the following actions

Add a New Medical Warning

View / Modify or Inactivate Medical Warning

Filter Medical Warning List

Print Medical Warning List

Setup Note

If the warning has been flagged to appear, or has an interaction with the drug being

prescribed, the warning will appear on the New Medications Screen when

prescribing.

Highlighting the interaction, when multiple interactions are displayed, allows the user

to view the Details of the interaction.



Navigation Type

Ribbon Select Patient Tab ► Medical Record group ► Medical warning or Medical Warnings can be accessed via

the Patient Manager ► Medical Warnings tab





Add a New Medical Warning

Use this option to add a new Medical Warning

Pre-Requisites




Navigation Type

Ribbon Select Patient Tab ► Medical Record group ►

Medical warning and then select Medical

Warnings tab ►Click New icon

Keyboard Shortcut In Medical Warnings Tab, CTRL +N


Context Menu


The Date field defaults to today’s date; this can be changed by

overtyping the date or selecting the date required from the associated

dropdown list.

Select the medical warning type from the Type dropdown list.

If Drug Class or Generic Group was selected from the Type dropdown

list, enter a few letters of the Class or Code (into the associated field)

and press the Tab key.

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The associated Find window will be displayed, select the

required entry

Click OK to save search criteria and close Drug class

search screen

Click Cancel to abort the process and close the Drug class

search screen


If any notes are to be attached to the medical warning, enter them

into the Note field. The notes will be visible when Prescription Warning

Details are viewed.

If Note Only was selected from the Type dropdown list, and a warning

is to be displayed when prescribing medication, an Rx Warning tick

box will be displayed, defaulting to ticked

If necessary, The Provider information can be changed by selecting

from the Provider drop down list

Click OK to save and close the New Medical Warning screen

Click Cancel to abort the process and close the New Medical Warning

screen.


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Allergies, Phobias, or Non-Drug related Medical Warning

Allergies, Phobias, or Non Drug Medical warnings can be added by selecting

Note Only in the Type Field of the new Medical warning screen.

Select the relevant date from the dropdown calendar list, by default

current date will be displayed

Select an option Note Only in the Type Field

Enter the information you want to appear when the warning is

displayed, in the Note Field.

If the warning is to be associated with prescriptions, select the Rx

Warning checkbox. Otherwise leave it un-selected

Select the respective provider from the dropdown list

Click OK to save the Medical Warning and close the New Medical

Warning window

Click Cancel to abort and close the New Medical Warning window


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View / Modify or Inactivate Medical Warning

Use View / Modify or Inactivate option to view or make necessary

modifications.

Pre-Requisites

Ensure that the required patient is on the palette.

Navigation Type

Ribbon Select Patient Tab ► Medical Record group ► Medical

warning and then select Medical Warnings tab ► Click

Open icon

Keyboard Shortcut In Medical Warnings Tab, CTRL + O

Double-Click Yes

Context Menu

(Right-Click) In the right-click popup menu select Open

Make the necessary modifications and Click OK to save Medical

warning information

Click Cancel to abort the process and close the View medical

Warning screen

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If the item is to be inactivated, select the Inactive tick box

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History

Medtech Evolution enables you to record details of patient's past problems via the

Read Classification system, within the Patient History screen.

Upon entry to the screen, a listing of the Patient’s History that has been recorded will

be displayed along with the Date of Entry, Read Code Term, and associated Note.

These are displayed in the top half of the screen.

The bottom half of the screen is a free typing text entry box where manual history

notes can be added. Clinical Keywords can be used in this area

Patient History

Navigation Type

Ribbon Select Patient Tab ► Medical Record group ► Click

History icon or History can be accessed via the Patient

Manager ► History tab

Keyboard Shortcut Ctrl + F8


Context Menu




The date of onset can be typed in the field, month and year only, or

use the Calendar

Select the Patient History via the Read Code Search

Associated note

The bottom half of the screen is a free typing text entry box where

manual history notes can be added. Type the details that you wish to

appear into the space provided.

Setup Note

Format Free Text Entry

If you wish to format this in any way, highlight the required text then

click with the right hand mouse button to display the formatting

options. The options include font, italics, bold and underline, allowing

you to easily format a professional looking logo. (The ability to center

or align the logo is found under the Paragraph option). This section

can also be copied and pasted to other windows within the

software, for instance within a referral letter

Add a new History Item

Use the Add new history option to add a new Patient History

Pre-Requisites

Ensure that the required patient is on the palette.

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Navigation Type


History icon and Select History Tab ►Click New icon

Keyboard Shortcut In History Tab, CTRL + N


Context Menu

(Right-Click) In the right click popup menu select New

Select the Patient History Item using the Read Code search in the Read

Code field

In the Note field enter any associated notes that you want recorded

along with the Read Code

Enter the Date of Onset by selecting the month and year only, or use

the Calendar

If you wish to add the History item to the Patient Classification listing,

place a tick in the Add to Classifications tick box. When the

information is saved the selected History will automatically be added

to the Classification listing and the Consultation screen

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Free Text History Entry

The bottom half of the screen is a free typing text entry box where

manual history notes can be added. Type the details that you wish to

appear into the space provided.

Free Text History Entry is free typing text entry box where manual

history notes can be added

If you wish to format this in any way, highlight the required text then

click with the right hand mouse button to display the formatting

options. The options include font, italics, bold and underline.

This section can also be copied and pasted to other windows

within the software, for instance within a referral letter.

View / Modify or Inactivate History Items

Use open option to View / Modify or Inactivate History Items

Pre-Requisites


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Navigation Type


History icon and Select History Tab ►Click Open icon

Keyboard Shortcut In History Tab, CTRL + O

Double-Click Double click on the Highlighted item in Patient History List.

Context Menu

(Right-Click) In the right click popup menu select Open

Highlight the History item to be viewed, modified or inactivated

Make the necessary modifications and click ok to save the patient

history and close the window

Click Cancel to abort and close View History window


If the item is to be inactivated, select the Inactive tick box.

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Filter History by History Type

It is possible to filter the listing of History records within the History screen to

display All History information or only Family History, Past Medical/Surgical

History, or Social/Personal History.

Pre-Requisites


Navigation Type


History icon and Select History Tab ►Select History Type

drop down list

Keyboard Shortcut Not Applicable


Context Menu


Upon entry to the History screen the listing defaults to All, click on the

Drop Down arrow with the mouse to display the History selection filter

listing. Highlight the required entry and press the enter key to select.

Only those History items within the selected category will be displayed.

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Patient Outbox

The Patient Outbox stores and creates all outgoing documents generated for the

patient on the palette. The documents are user definable, and created in the

Medtech Evolution setup. It is possible to add or modify a Patient's Outbox listing

using the Patient Outbox function.

Setup Note

For further information on setting up Outbox Documents, please refer to the Setup

User Guide (In / Outbox).

The Patient Outbox window can be accessed via the Patient Manager ► Out Box tab (as

in this scenario):

The most recent document is displayed at the top of the list. The Outbox Folder filter

dropdown list defaults to All, to filter for a specific folder, select the folder required from the

dropdown list e.g. Laboratory.



Create a New Patient Outbox Document

Use New doc option to add a new patient document

Pre-Requisites


Navigation Type

Ribbon Select Patient Tab ► Documents Group ►Click New

doc or

Select Patient Tab ► Documents Group ► Click

Patient Outbox ► Click New icon

Keyboard Shortcut In Patient Outbox tab, CTRL + N


Context Menu


Main Tab



Select the document template required from the Document

dropdown list e.g. Bag Label. The selected document will

display as you tab out of the field. If the document is linked to

Word, the majority of the window will be a grey colour and a

Word button will be enabled in the bottom right corner

Setup Note

If the document is linked to Word, the majority of the window will be a

grey colour and a Word button will be enabled in the bottom right

corner.

Click this button to open the document in Word. Once you have

completed the document, click the Save button. You will be returned

to the New Patient Document window. If necessary, complete

steps 3, 11 – 17

If the letter is being sent to a third party, select them from the To

field, by typing the first few letters of the surname and press the

Tab key. The Find Address Book window will be displayed where

you can select the entry in the usual way. Having selected an

address book entry press the Tab key to display their details

within the document (if the associated merge fields are in the

document template)

Select confidential option to display document as

"Confidential”. Only the user who made the document

confidential will have access to the information when they view

the document.

Medtech Evolution enables providers to flag Outbox documents

as being a "Parked Document", i.e. uncompleted. Selecting this

option will automatically add the document to the Parked

Documents screen where it can be accessed at a later stage

for completion.

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If text is to be added to the document, type the text where

required in the large white document area (Clinical Keywords

can be used in this area by typing a full stop followed by the

abbreviation, and then pressing either the space or enter key).

The text can be formatted using the standard windows

formatting toolbars above the document.

The Go Dot button can be used to navigate through the

document to the position where three dots have been placed.

This button is only useful if the template has been created using

three dots in the Medtech Evolution setup.

Add Task Reminder for this document

Prefix the task with this comment

Add task for this staff member

Select Staff

The default printer will be displayed in the Printer field. It is

possible to select the Report Manager as a printer option. This

allows you to view or print the report at a later stage, access to

the Report Manager is from the menu option Report /

Accounting / Report Manager.

Select the service provider from the drop down list

Setup Note

Select the Provider before typing within the text of the

document.

Select the number of copies to be printed by using the

directional arrows, one copy appears by default

When setting up the Out Box Documents it is possible to add a

shortcut within the letter that requires a response. This is shown as

three dots ..., the Go Dot option will automatically go to the next

such shortcut

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Send this outbox document to:

To Mail Recipient - Select Send To / Email to save the

document, the Send Email window will be displayed from

your email program, e.g. Microsoft Outlook. Choose the

Profile of your email. Then select OK to display the email

message

Fax Recipient - Select Send To / Fax to display the Fax

screen. Selecting this option will save the document and

fax the document using the fax printer setup within File /

Print Setup.(The Fax icon is only available if the site is

registered for faxing) A window will display enabling the

user to enter the following information:

o Fax Number - By default the Fax number of the

selected address book entry from the To: field will

be displayed, however if this information is not

available the required fax number can be typed

here.

o Subject - By default the Name of the selected

address book entry from the To: field will be

displayed; however the user can type a subject

into this field if required.

Send Document via Health link - RSD documents can only

be sent if the patient has a Date of Birth, Gender, and

Address details, as well as the sending Provider must have

a NZMC number assigned.

When selecting the ‘Send To / Health link Recipient’

option the ‘Send Document as RSD via Health link’ screen

will be displayed where it is possible to indicate if the

document is to be sent as a ‘Referral’ or a ‘Discharge

Summary’.

The format is identical however the Inbox entry will

indicate the selected option. It is necessary to enter the

recipient’s Health Link mailbox. When selecting the ‘To’

address book entry, their Health link mailbox information

will default if recorded otherwise this can be entered

manually.

South Auckland Health has an additional field visible

which enables them to set the ‘Priority’ of the document.

Documents are sent when the message transfer utility is

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activated. (Tools / Message Transfer/ Message Transfer

Utility). The status of the message can be viewed within

the Messages Lodged screen (Tools / Message Transfer /

Messages Lodged.)

Send Out Box Document To PDA - Select Send To / PDA

to save the document, the Send To PDA window will be

displayed. Check the path of the Synchronisation Folder

(the Change Option will allow you to alter the path)

where the document will be saved.

OK will save the document and add the record to the

Patient's Outbox. The document will be available within

the selected folder when the active synchronisation

program that is installed on the PDA is connected. Note:

This is a one way process, documents written into the

directory will not be uploaded to Medtech Evolution.

Note: The first time you use this it is necessary to select the

required synchronisation folder path to define where the

documents will be stored. When using Microsoft Active

Sync (e.g. for an IPAQ) then the directory will be

something like:

Win2k:

C:\Documents and Settings\username. Domain

name\My Documents\Pocket_PC My Documents

Win95:

C:\My Documents\Pocket_PC My Documents

The directory window will appear for each user on the

same computer as the directory can be linked to

username (if using win2k). Each subsequent export will

present a dialog confirming the location of the

synchronising directory.

A file will be created in this directory with the name

[patient name (title, first name, surname)]-[document

code]-yyyymmddhhnn.rtf.

Selecting Print option will send the document to the printer

displayed in the Printer field, save the document, add the

record to the Patient's Outbox and close the window.

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Setup Note

(Specific documents can have a default printer - this can be

setup via File / Print Setup - Document Defaults Tab).

Medtech Evolution Wizard enables Clinical and Laboratory

information to be inserted into the document. Click OK to save

the document and add the record to the Patient's Outbox.

Out Box Wizard

The Out Box Wizard allows the user to quickly insert patient

clinical information in an Out Box Document. Click on the

Wizard icon to display the Document Wizard screen. The screen

is split into two sections; the left hand section contains the

wizard, clinical information to be selected.

The right hand side of the screen displays the document. The

document can be Spell Checked by clicking on the Spell Check

The Document icon. The Out Box Wizard has three tabs, Main,

More and Inbox.

The Main tab enables Consultation, Medication,

Classification and Medical Warning information to be The

Main tab enables Consultation, Medication, Classification

and Medical Warning information to be inserted into the

document into the document

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The More tab enables Consultation Notes to be filtered,

along with the insertion of other clinical information

The patient's Inbox list, excluding scanned documents, is

displayed in reverse chronological order. The highlighted

result will be previewed on the right hand side of the

screen

Choose different formatting options

Consultation, Medication, Classification and Medical

Warning information is listed

When setting up the Out Box Documents it is possible to

add a shortcut within the letter that requires a response.

This is shown as three dots ..., the Go Dot option will

automatically go to the next such shortcut

Clicking on the Insert The Selected Items Into The

Document icon will automatically insert selected

information from the Main, More and Inbox tabs into the

Outbox Document where the cursor is currently situated,

or it the document uses the "Go Dot" functions, it will insert

the information into the first Go Dot position by default

Click Spell to "Spell Check" the body of the text

document

Spell Check function

When adding, viewing or modifying documents, Medtech

Evolution enables the user to "Spell Check" the body of the text

document

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If a word is not found in the dictionary, a list of

suggestions will be displayed. Select one of the options

listed below to continue the spell check

Replace with allows to specify a Text to search for and a

find replacement for the text

If a word is not found in the dictionary, a list of

suggestions will be displayed. Select one of the options

listed below to continue the spell check

Ignore will Skips the current word and continues to check

the rest of the consultation no

Ignore All will skip all occurrences of that word in the

consultation notes

Add will add the word in the Not in Dictionary field to the

user defined dictionary

Change will change the word in the Not in Dictionary

field to the word that is displayed in the Replace With

field (either highlight a word from the Suggestions list or

type the word directly into the Replace With field).

Change All will change all occurrences of the word in the

consultation notes with the word displayed in the

Replace With field

Auto Correct will always change the word in the Not in

Dictionary field to the word displayed in the Replace With

field – handy if you always make the same spelling

mistake!



Click to close the Spell Check window

Main Tab

The Main tab enables Consultation, Medication, Classification

and Medical Warning information to be inserted into the

document. Items need to be selected then click on the Insert

the Selected Items into the Document icon to insert information.

The information will be placed where the cursor is positioned

within the document or if the document used "Go Dot" function

then it will be placed in the first Go Dot position by default. If

there is a sequence of three or more blank lines within the

document the cursor will be placed on the second line and the

text will be inserted there.

Consultation Notes: The following options are available:

All: Placing a tick in this option will include all of the

patient’s consultation history

Date From & Date To: Consultations within a date range

can be included; placing a tick in either of these options

will select both of them. Two blank calendar fields will

display at the bottom left of the screen. The left calendar

will set the From Date and the right To Date.

Dates Displayed: A Patient's consultation notes are listed

in chronological order, displaying the Date, Provider, the

first 128 characters of the Consultation Notes, and

Accident information. The last five consultations are

displayed by default, with the most recent consultation

being ticked ready for Inserting. Both Subjective and

Objective information is displayed

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Select the required Medication information to be inserted

by using check boxes

Select the required Classification information to be

inserted by using check boxes

Select the required Medical warning to be inserted by

using check boxes

More Tab

The More tab enables Consultation Notes to be filtered, along

with the insertion of other clinical information. Advanced

Consultation Filter Section - The filter will only select consultations

that relate to the following items:

Insert consultations that are linked to this accident

Click with the mouse in the check box to select

Classification information. Consultations related to the

selected items will be inserted.

Click with the mouse in the check box to select

Medications information. Medications related to the

selected items will be inserted

Enter text - this will insert all consultations that contain the

entered text

Insert consultations entered after this date

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Insert consultations entered before this date

Insert the most recently recorded entry for the selected

measurements

Insert the details for selected patient accident

Insert the Patient Recalls

Insert the patient history

Insert the Patient alerts

Inbox Tab

The patient's Inbox list, excluding scanned documents, is

displayed in reverse chronological order. The highlighted result

will be previewed on the right hand side of the screen. Place a

tick next to the Inbox records you wish to insert.

Select inbox records entered from this date

Select inbox records entered up to this date

Load the inbox items within specified date range

Click Ok to add Patient document information and close the

window

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Click Cancel to abort the Process and close the New patient

document screen

Click help to view screen specific help.

More Tab

This tab enables you to include additional details within the document

By default, it displays current system date

Type the subject of the document - this will appear within the

Patient Outbox listing for ease of identification, for example

Ophthalmology referral.

Show attachments tab to attach internal or external documents

Read code to classify outbox entry

Comments 1 and 2 can be used to type an appropriate

message or text that you wish to appear in the related merge

fields within the letter.

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Setup Note

(It is necessary to have the relevant insert fields added to the

document from within the set up module via File ► Option ►

In/Out Box ► Out Box Document – Document Designer Tab.)

Select an accident from the drop down listing. Select the

accident by highlighting the required entry and pressing OK to

return you to the More Tab.

NB: When an accident is linked to an Outbox document either

ACC or AITC will be displayed by the Print button.

Internal reference number for this document

Document Section - It is possible to Cc the letter to up to four

address book entries. (It is necessary to have the relevant insert

fields added to the document from within the set up module via

top icon.

Go to Options /In/Out Box / Out Box Document – Document

Designer Tab - Miscellaneous Insert fields, for example

[MIS_COPY_TO_2].)

Setup Note

Task Reminder Section:

Entering information within this section will add a Task to the

Task Manager listing for both the patient and the provider

associated with the outbox document. NB: If the document

and a selected referral service have a task the reminder will

set itself to the soonest date.

Reminder In - Enter the time frame for when the task will be due

Task Prefix - This information will appear within the task details of

the new task so it can be easily identified

Add task for this Staff member

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Setup Note

Task Reminder Section:

Select the More tab to insert information into the document

regarding Classifications, Medications, Measurements,

Recalls, Immunisations, History, Alerts and Patient & Family

History. Select the Inbox tab to insert Inbox results e.g. Routine

Chemistry laboratory results.

Create a New Laboratory / Radiology Referral

Use Lab Referral or Radiology referral option to create a New Laboratory /

Radiology referral.

Pre-Requisites

Ensure patient is on the palette.

Navigation Type

Ribbon Select Patient Tab ► Documents Group ►Click Lab

Referral or Radiology Referral



Context Menu




Main

Select your laboratory / radiology document from the Document

dropdown list

If the referral is being sent to a third party (not the company, but a

specific doctor), type the first few letters of the surname into the To

field and press the Tab key.

The Find Address Book window will be displayed where you can select

the entry in the usual way. Having selected an address book entry

press the Tab key to display their details within the document (if the

associated merge fields are in the document template).

To order tests, click the tab corresponding to the test/s you require.

Select the tick box next to the test/s required. If you require more tests or

tabs to be entered (or removed), please refer to the Setup User Guide

for instructions

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Select the More tab to enter the following information if required;

Subject, comments, Accident Refs, Carbon Copy and Task details.

Setup Note

By default the name of the document is displayed in the Subject field (in

the Outbox Document list), however if you record a title in the Subject field,

the default will be overridden.

Comments 1 and 2 can be used to type an appropriate message or text

that you wish to appear in the related merge fields within the letter.

(It is necessary to have the relevant insert fields added to the document

from within the set up module via File ► Option ► In/Out Box ► Out Box

Document - Document Designer Tab.)

Select an accident if necessary by highlighting the required entry in the

Accident List and pressing OK to return you to the More Tab.

If you wish the document to record who Carbon Copies should be sent to,

enter the details into the Cc1 – 4 fields. Type the first few letters of their

surname and press the Tab key to display the Find Address Book window.

Up to four carbon copies can be ordered.

If your document is setup in a way that you can type text into a specific

field to print onto the lab request, select the Main tab and type the text

where appropriate.

This feature is dependent on the type of form you print your request

on and how the Outbox Document has been created in the

Medtech Evolution setup.

Task Reminder Section: Entering information within this section will add

a Task to the Task Manager listing for both the patient and the provider

associated with the outbox document. NB: If the document and a

selected referral service have a task the reminder will set itself to the

soonest date.

Reminder In - Enter the time frame for when the task will

be due.

Task Prefix - This information will appear within the task

details of the new task so it can be easily identified.

If printing the document, ensure the document defaults in the

Document Options section are correct. If not, select the printer

required from the Printer dropdown list, select the provider required

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from the Provider dropdown list and enter the number of copies

required into the Copies field.

Setup Note

The Laboratory / Radiology documents can be opened directly by

clicking the Lab Referral or Radiology Referral icons on the

toolbar. If this is done, skip to step 3.

View / Modify or Inactivate Outbox Document

Use View/modify or inactivate option to Edit or inactivate patient out box.

Navigation Type

Ribbon Select Patient Tab ► Documents Group ►Click

Patient Outbox ►Patient Outbox tab► Edit group ►Click

Open icon


Double-Click Double click on the Highlighted item in Patient Outbox list

Context Menu




Highlight the document to be viewed, modified or inactivated

Click the Open an existing document icon. The View Patient

Document window will be displayed; this is the same as the New

Patient Document window. View and /or make the necessary

modifications

If the document is to be inactivated, select the More tab and then the

Inactive tick box.

Click OK to save the changes to Patient Outbox document and close

the window

Filter Patient Outbox

Use filter option to Patient Outbox listing

Navigation Type


Patient Outbox ►Patient Outbox tab► Edit group ►Click

Filter icon

Keyboard Shortcut In Patient Outbox tab, CTRL + F

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Context Menu


Click filter to open filter window

Document – Filters the listing for a specific document, e.g. Referral

Letter.

Filters the listing by documents sent by a specific provider

Filters the documents by format, e.g. only Word documents

Filters the documents by those documents sent to a specific Address

Book entry.

Filters the documents relating to a specific injury from the Patient

Accident screen.

Display classifications that lie below this read code

Click ok to save the filter changes

Click cancel to abort and close the window

Click help to view screen specific help

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Setup Note

Specific document can also be filtered for by right clicking the

mouse on the document in the Outbox list and selecting This

Document Only. The list will be filtered for only that type of

document.

To return the list to normal, right click in the list and select Default

Filter.

Print Selected Patient Documents

Use Print option to Print Patient Outbox Document listing

Navigation Type


Patient Outbox ►Patient Outbox tab► Print group ►Click

Filter icon

Keyboard Shortcut In Patient Outbox tab, CTRL + P


Context Menu


Clicking on this Ribbon Item will initiate the Printing process

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Parked Documents

Medtech enables providers to flag Outbox documents as being Parked / In Progress,

i.e. incomplete. This will automatically add the document to the Parked Documents

window where it can be accessed at a later stage for completion.

Open Parked Documents

Pre-requisites

Ensure patient is on palette.

Navigation Type

Ribbon Select Patient Tab ► Documents Group ►Click Parked

Documents

Keyboard


Double-

Click Not Applicable

Context

Menu (Right-

Click)

Not Applicable

1. Select Module ► Outbox ► Parked Documents. The Provider Outbox

window will be displayed.



Auto Preview Outbox Record

1. Open the Parked Documents window.

2. Select Actions Menu ► Auto Preview or click the Auto preview

patient document icon . A preview pane will appear at the bottom of

the window, displaying a preview of the highlighted record.

Make the Patient Active on the Palette


2. Highlight the row of the patient to be placed onto the palette.

3. Select Actions Menu ► Active Patient, Ctrl + A or click the Make the patient

the active patient icon . The highlighted patient will be placed onto the

palette.

Complete A Parked / In Progress Document


2. Highlight the document to be completed.



3. Select Actions Menu ► Open, Ctrl + O or click the Open an existing row icon

. The View Patient Document window will be displayed.

4. Complete the document as necessary.

5. Remove the tick from the Parked / In Progress tick box.

6. Click OK to save the document.

Un-Park Documents


2. Place a tick beside the document to be Un-Parked.

If you want to un-park all documents, click the Select all patient

documents icon .

3. Select Actions Menu ► Un-park Ticked Documents. A Confirmation window

will be displayed.

4. Click Yes. The documents will be stored within the Patient's Outbox and will

automatically be removed from the Providers Outbox.

Inactivate a Document


2. Highlight the record to be inactivated.



3. Select Actions Menu ► Open, Ctrl + O or click the Open an existing row icon

. The View Patient Document window will be displayed.

4. Select the More tab.

5. Select the Inactive tick box.

6. Click OK or press Enter.

Filter Provider Outbox


2. Select Actions Menu ► Filter, Ctrl + F or click the Filter icon . The Filter

Provider Outbox window will be displayed.

3. Select the filter criteria:

Document – Select the document to be filtered for from the

dropdown list, e.g. Smear Letters.

Provider – Filters the list by service provider.

Format – Specify for either Word or Text documents only.

Sent To – Select the person the document was sent to e.g. a certain

specialist.

4. Select the Include Inactive tick box if inactive records are to be filtered for.

5. Click OK or press Enter.



Print Parked Documents

The Print Documents option will print all documents which are ticked. If no items are

ticked, then the highlighted item will be printed.


2. Place a tick beside the Documents to be printed.

3. Select Actions Menu ► Print, Ctrl + P, or click the Print the selected patient

documents icon . The documents will be printed to their default printers.

Setup Note

When the Print option is selected the highlighted document will also print, even

if a tick has not been placed in the check box, as Medtech Evolution assumes

you wish to print it.

Labels

Medtech Evolution allows Labels to be printed for an active patient.

Choose a Printer to print the label to, from the drop down

Choose the number of labels to printed for each type of label

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Choose the Paper type and layout to print the Label on

Click OK to initiate printing

Click Cancel to abort process and close the screen


Setup Note

Refer Location Setup section in the Setup User Guide to learn how to setup Labels.

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Advanced Forms

An Advanced Form is a data entry form which presents a collection of Form Fields in

a user interface, according to the Advanced Form configuration rules and Form

Field definitions.

Data is captured and stored in database entities, as well as optionally being parsed

and exported in several other formats, such as Consultation Notes Summary text and

ProCare message files.

This Advanced Forms Chapter covers the following action:

Creating a New Form

Navigation Type

Ribbon Select Patient Tab ► Advanced Forms





Create New Form

Use Create New Form to create a new Advanced Form for the patient on the

palette.

Navigation Type

Ribbon Select Patient Tab ► Advanced Forms ►New Form



Context Menu




Forms inside these folders are Custom Forms which will be available

based on the respective Practice’s PHO

Forms inside this folder are created within Medtech

Click OK to use the selected Advanced Form

Click Cancel to abort process and close window

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Patient Classification

Patient Classification enables you to record details of a patient's problems using the

Read Classification system within the Patient Classification screen. Classifications can

be added, modified, filtered and made inactive. Classifications can be ticked, and

assigned to a consultation and re-classified. It is possible to highlight Classifications

and make them long term.

Add New Classification

Use Add New Classification option to add new patient classification

Pre-Requisite


Navigation Type


Classification ► New Classification or click Add A New

Classification Icon from the Patient Classification Tab



Context Menu




Select the Patient Classification via the Read Code Search

Read Code Search

Use the Read code Search to filter or search listing by Read Codes.

From the appropriate field type in the first few letters of the Read Code

you wish to find. Select the Search option by pressing the Enter key.

The Find Read screen will be displayed listing the codes that match the

search criteria.

NB: If you know the actual code it is possible to search using this

however it is necessary to precede the code with a harsh sign.

For example #SE23.00 then press tab.

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Keyword: The typed word is displayed that the search was

performed upon is displayed. If you have typed this incorrectly it

is possible to retype the information and perform another

Search

Look In: This field defines the area of the read codes the search

is being performed within. From the Classification screen this

defaults to Diseases/Disorders, whereas from the History screen

the default is History. Possible options include: Local Codes

Disease/Disorder, Examination/Signs/Symptoms, History,

Injury/Poison, Occupations, Procedures/Operations, External

Causes Morbidity/Mortality, Z Codes Only and All Chapters

Click on search button to display read codes

Common Only: This check box is ticked by default and will

initially display items that match criteria from the Common

listing.(Read codes can be highlighted as being Common from

the setup Read screen or when adding codes to a Patient's

Classification listing, thus allowing users to quickly display the

most commonly used codes.)

If you remove the tick mark from the check box by clicking

mouse or pressing the space bar then, all read items will be

displayed

ACC/NZIC: This check box is ticked by default when the search

is performed from the ACC45 and AITC forms. If you remove the

tick mark by clicking the mouse or pressing the space bar then

all read items matching the criteria will be displayed.

To include inactive entries place a tick mark in the check box

using the mouse or pressing the space bar

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Moving Around - The Displayed Read Code Hierarchy

Having selected the Search option, possible read codes are displayed

on the screen. Right Mouse Click: Highlight the item from within the

grey area at the top of the Screen or the read term section, then use

the Right Mouse Click to display the Up and Down options

Up: Will display items above the highlighted option within

the selected hierarchy. (Medtech Evolution also provides

a short cut for this procedure, Ctrl +U, hold down the Ctrl

key and press the letter U.)

Down: Will display items below the highlighted option

within the selected hierarchy. (Medtech Evolution also

provides a short cut for this procedure, Ctrl +D, hold down

the Ctrl key and press the letter D.)

Grey Area At Top Of Screen: When an item from within the Read

Term section, at the bottom of the screen, is highlighted, the

hierarchy of the coding is displayed within this area. For

example (if you highlighted the Asthma code within the Read

Term section, then Respiratory Systems Disease (H.00) and

Chronic Obstructive Pulmonary Disease (H3.00) headings are

displayed within this area.) These are at the top of the

highlighted hierarchy. It is possible to display other items within

the displayed categories by using the Up and down options.

Double Click: To display all the read codes below a specific

hierarchy within the grey area at the top of the screen

Click OK to select the highlighted read code

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The Info button will be enabled only if any information regarding

the selected Read Code is available. Click the info button to

get more information about the selected read code.

Click Cancel to abort and close Find Read window

Click Help to view Screen Specific Help

Up: A check is made to determine if the same Read

Code has been selected previously. If so, a prompt

indicating ‘You already have a current classification of

this type’ will display, and allow the user to select either:

Yes – Repeat the most recent entry, the existing entry will

appear linked to the Consultation and the date of the

Classification will be updated to display the date of the

Consultation date within the Patient Classification listing.

No – Another entry of the same Read Code will be

added allowing for different notes and date of onset

entry. The new entry will appear linked to the

Consultation. The two items are displayed within the

Patient Classification listing with the appropriate dates

(this is how the software worked prior to the update).

Note: Enter an associated note. You can also use the Clinical Keywords

in this field

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Setup Note

It is possible to add a non-Read Classification by typing in the Note

field only. When this is saved the term will have the Read Code of

"Un-classified" problem.

Long Term: Long Term Classifications are displayed at the top of the

Patient Classification listing in Blue. (Unless the filter has been set to

display Show Full History)

Highlight: It is possible to highlight a Classification so that it will be

displayed within the Patient Classification listing in Red

Severity of the classification

Default risk of this severity

Previous risk

A qualifier, Confirmed, Suspected, Interim or probable can be selected

using drop down list

The Date of onset can be typed in the field, month and year only, or

use the Calendar

The Provider information can be changed using drop down list

Select this option to display the classification as "Confidential" in the

Consultation, Daily Record and Patient Classification listings. Only the

user who made the classification confidential will have access to the

information when they view the classification

Do Not Upload to MMH check box is to explicitly determine whether

information is uploaded to ManageMyHealth™ for a Patient

Select this option to create a common list of Read Classifications.

Place a tick in the appropriate check box to display the selected

classification on the Common listing when using the Read Code

Search.

Add Read To Patient History: Tick Add Read To Patient History option

will automatically add the same Classification to the Patient History list.

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This will also appear within the Front Page (if the History merge screen is

defined within the Front Page setup).

Setup Note

If Checkbox is selected and Read Classification has an associated

Patient Information then this option will be accessible. Click OK to

update the Classification listing and add the Classification to the

open Consultation.

Click to OK to save the classification and close the window

Setup Note

On save action will add Patient classification to Daily Treatment at

the bottom of the consultation screen and update the Patient

Classification listing.

Click Cancel to abort and close New Patient Classification window

The Info button will be enabled only if any information regarding the

selected Read Code is available. Click the info button to get more

information about the selected read code.


View / Modify Existing Patient Classification

Use View/Modify option to Open / Edit Patient classification

Pre-Requisite


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Navigation Type


Classification then select Patient Classification tab ► Edit

group ► Open

Keyboard Shortcut In the Patient Classifications tab, highlight the respective entry

and press CTRL + O

Double-Click Yes

Context Menu


Highlight the item and click on Open icon to view the record you want

to edit and update appropriate fields in the screen

Click OK to update Patient classification and close the window

Click Cancel to abort and close Patient Classification window

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Filter Patient Classification

Use this option to filter Patient Classification list

Pre-Requisite


Navigation Type


Classification then select Patient Classification tab ► Filter

group ► Filter

Keyboard Shortcut CTRL + F


Context Menu


Select to show most recent classifications

Select to show history of all classification

Use the Read Code Search option to select a Read Code. All

classifications for the selected Read Code will be displayed.

All classifications within the chapter of the selected Read Code will be

filtered

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Setup Note

(If Within Read code option is selected then Long Term Classifications

may not appear at the top of the listing.)

Displays classifications for selected severity

Place a tick mark on Inactive checkbox option to include inactive

entries or press space bar option

Click OK to save the filter information and close the Filter Classification

window

Click Cancel to abort and close the Filter Classification window


Setup Note

Default filter - Default filter option returns the filtered listing to the

default filter

This Chapter Only - Click to automatically display all those patient

classifications within the listing that belong to the same read chapter

of the highlighted classification.

This Classification - This will automatically display all the recorded

entries of the highlighted patient classification

Daily Record - Filter daily record for all consultations containing this

read code

All the above options are also available with Context Menu (Right-

Click).

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Mark Classification As Long Term

Use Mark Classification As Long Term for defining a Patient Classification as

Long Term or Not Long Term. Long Term classifications are displayed in Blue at

the top of the listing.

Pre-Requisite


Navigation Type


Classification then select Patient Classification tab ►

Long Term/Not Long Term



Context Menu

(Right-Click)

In the right click popup menu select Long term / Not a Long

term

Click on the Mark Classification as Long Term/Not Long Term button to

Mark classification as Long Term /Not long term

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Re Assign

Use the Re-assign option to assign ticked classifications from the Patient

Classification listing to a consultation.

Pre-Requisite


Navigation Type


Classification then select Patient Classification tab ►

Re-Assign



Context Menu

(Right-Click) In the right click popup menu select Assign to consultation

Click on the Assign Ticked To Consultation button to assign to

consultation

Setup Note

Use Tick / Un-tick option to assign item for consultation.

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Re-Classify

Re-Classify option allows you to re-classify a Patient's Read Classification. For

instance if you initially classified a problem as "Shortness Of Breath" and have

since diagnosed the problem as "Asthma" it is possible to update all the

incidents that were previously classified as "Shortness Of Breath" to "Asthma"

via the Re-Classify function.

Pre-Requisite


Navigation Type


Classification then select Patient Classification tab ► Re

Classify



Context Menu


Add Re - Classify - From the Patient Classification screen highlight the

classification that you wish to re-classify then select Re-Classify option to

display the Re-Classify Read Code screen

Highlight the Classification that you wish to re-classify

Click on the Re-Classify button to re-classify the selected Classification 1



This option will rename the chosen classification to another

Classification already added to the patient's classification listing.

Patient's Classification listing

Highlight the required Classification from Patient Classification list

screen

Select by pressing the Enter key, or click Ok Button

Use Display on Full History Only option to move this classification to only

show when full classification history is required. The reclassified

classification will be visible only when the Filter criteria includes List All

Patient Classifications

The ‘To A New Read Code’ option will rename the chosen

classification to a new Read Classification.

Use Read Code field Search option to select a new Read Classification

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Within the Read Code field, use the Read Code Search to

select a new Read Classification. OK will save the changes.

A prompt will appear to enable the user to confirm the

changes.

Click Yes to re-classify the old read code with the new

Click No to abort the process

The Classification will now be displayed with the new Read

Code followed by the old Read Code.

For example, Asthma // Assessor - insurance

Undo Re-Classify option will allow you to undo the chosen re-classified

Classification to return it to its original state

Click OK to save the Re-Classify information and close the Re-Classify

Read Code window

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Setup Note

For Re-Classify To A New / Existing Classification – Click OK to save the

changes. A prompt will appear to enable the user to confirm the

changes. The Classification will now be displayed with the new Read

Code followed by the old Read Code for example Asthma \\

Shortness Of Breath

Undo Re-Classify – Click OK to reverse the changes. A prompt will

appear to enable the user to confirm the changes to revert back to

the original Classification.

Click Cancel to abort and close the Re-Classify Read Code window


Advanced Forms in Patient Classification

Use this option to view the associated Advanced Forms for the selected

Patient Classification.

Pre-Requisite


The Advanced Forms option will be enabled only when the selected Patient

Classification has associated advanced forms.

Navigation Type


Classification, highlight the respective Patient

Classification entry then select Patient Classification tab ►

Advanced Forms



Context Menu


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Accidents

Pre-Requisites


Navigation Type

Ribbon Select Patient Tab ► Certificates group ► Click

Accidents icon



Context Menu (Right-Click) Not Applicable

Date of accident

Accident number

Details about the injury will be displayed

Default Logged in Provider

This figure will automatically adjust downwards as treatments are either

claimed or completed elsewhere.

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Setup Note

Work Place Accidents are displayed in Blue.

Add a New Patient Accident

Use Add a New Patient Accident option to Add New Accident details

Patient Accident Section will cover following Actions

View / Modify or Inactivate Patient Accident

Filter Patient Accidents

Filter Daily Record

Filter Outbox

Filter Patient Transactions

Copy Accident

Pre-Requisites


Navigation Type


Accidents icon► New Accident or Select Patient

Accidents Tab ►Click New icon

Keyboard Shortcut In Patient Accidents Tab , CTRL + N


Context Menu


Main Tab



Displays the default logged in Provider name. If Logged in user is

not a provider then Provider selected in Patient Registration will

be displayed.

Date of accident to be entered in this field.

Type in the time of the accident, for example, 8.15a will be

displayed as 8:15am

Accident No (M45/ACC45 or AITC Reference No)

Details of Accident

Tick, if this is Workplace Accident

Tick, If this Accident involved a motor vehicle

Tick, if this Accident was the result of medical misadventure

Enter Patient Employer details (For Work Place Accidents)

Enter Address of the Employer

Enter Town/City of the Employer

Phone number of Employer

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Select the appropriate insurance company from the drop down

list(For example, ACC).

Setup Note

(New Insurance Companies can be added to the set up via

File ► Option ► Patient Register ► Insurance Co).

Select the referrer by typing their surname, or part of, then press

the tab button to automatically search the Address Book

Case Manager for Accident

Date of referral

Surgical/Prior Approval Claim No for Accident.(This information is

not required by GPs when they claim.)

Approval Amount for claim (This information is not required by

GPs when they claim.)

Priority of Referral

Priority of Surgery

Click OK to save the accident information and add it to the list

of accidents and close the window.

Click Cancel to abort the process and close the New Accident

details screen


Setup Note

GP practices should complete the Details and Injury Diagnosis

sections. For Work Place Accidents the Insurance Details

section is also required.

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Injury Diagnosis Tab

Click on Injury diagnosis tab and here you can enter the Additional

treatments details.

Diagnosis 1, 2 and 3- Select the READ Code Diagnosis

associated with the injury via the Read Code Search. If the

Code of the classification is known, type this preceded by

the hash symbol: #. For example Fracture Skull can be searched

by its code S030 by #S030

Side 1, 2 and 3- Select the appropriate side information by

clicking on the drop down listing

Displays the default logged in Provider name. If necessary, this

can be changed by clicking on the Ellipsis button. This field will

be blank for GP's

Date of 1st Treatment for this Accident. This will default to the

current date. The expiry date for this accident will be 365 days

from this date.

ACC Allied Treatment Provider Section;

ACC32 Number: Contains the ACC32 Reference No. If this is the

‘INITIAL TREAT’ record then this field is disabled and contains the

value ‘INITIAL TREAT’

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#Treatment: This will default to the highest treatment number

value for the diagnosis selected.

Treatment Trigger Expiry: This will default to a year from today's

date.

Comp. Elsewhere: Users have the ability to record any

treatments already claimed for the accident elsewhere with

another provider.

Completed: This figure will automatically adjust upwards as

treatments are claimed for this accident

Treat Avail: This figure will automatically adjust downwards as

treatments are either claimed or completed elsewhere.

Start Date: This will default to the current system date

Expiry Date: This will be 365 days from the Date of First Treatment

View / Modify or Inactivate Patient Accident

Use View/modify or inactivate to edit or inactivate Patient Accident

details.

Pre-Requisites

Ensure patient is on the palette



Navigation Type


Accidents icon and Select Patient Accidents Tab

►Click view icon

Keyboard Shortcut In Patient Accident Tab, CTRL + O

Double-Click Double click on the Highlighted item in Patient Accident

List.

Context Menu


Highlight the Accident to be viewed, modified or inactivated

Make the necessary modifications in the screen

Click OK to save the changes and close the View Accident

details screen

Click Cancel to abort the process and close the View Accident

details screen


If the Patient Accident is to be inactivated, select the Inactive tick

box

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Filter Patient Accidents

There are no filters other than inactive available for this screen (for instructions

refer to Filter section in ‘Medtech Evolution Fundamentals Guide’).

Filter Daily Record

Use the Filter Daily Record option to view the respective accident entry

in the Daily Record screen.

Pre-Requisites


Navigation Type


Accidents icon and Select Patient Accidents Tab ►

Filter Daily Record

Keyboard



Context Menu

(Right-Click) In the right-click popup menu, select Filter Daily Record



For more instructions on filtering the daily record listing, refer chapter

Daily Record in this user guide.

Filter Outbox

Use the Filter Outbox option to view the respective outbox document

related to the selected accident entry in the Patient Outbox screen.

Pre-Requisites


Navigation Type


Accidents icon and Select Patient Accidents Tab ► Filter Outbox



Context Menu

(Right-Click) In the right-click popup menu, select Filter Outbox



For more instructions on filtering the patient outbox listing, refer chapter

Patient Outbox in this user guide.


Use the Filter Patient Transactions option to view the transactions

related to the respective Patient Accident in the Patient

Transaction window.

Pre-Requisites


Navigation Type


Accidents icon and Select Patient Accidents Tab ►






Context Menu

(Right-Click)

In the right-click popup menu, select Filter Patient

Transactions

For more instructions on filtering the patient transactions listing, refer

Patient Transactions section in chapter Accounts in the MTEGP Front

Desk User Guide.

Copy Accident

The Copy Accident function enables a user to copy an existing accident

record for the purpose of adding a new ACC Provider Type. This will allow

separate treatment trigger counts to be maintained for the same accident

where different ACC Provider Types are involved.

Pre-Requisites




Navigation Type


Accidents icon and Select Patient Accidents Tab ►Click

Copy Accident



Context Menu

(Right-Click) In the right click popup menu select Copy Accident

Highlight the Patient Accident that is to be copied

Select Copy Accident

The New Accident Details screen will automatically open Injury

Diagnosis tab and will be opened as a New Patient Accident as to not

edit any of the existing accident information

Click OK to Copy Accident and close the window

Click Cancel to abort the process and close the New Accident details

screen


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ACC45

When ACC45 form is completed it is automatically added to the Patient

Outbox listing where it can be viewed or modified. The ACC45 information

is also available from the Patient Accident Screen

Pre-requisites

Ensure the required Patient is on the Palette

Navigation Type


Accidents icon ► Select ACC45 from the list.



Context Menu


Main Tab



Select the Provider who is issuing the ACC45 Certificate

These defaults to 'NEXT', when the form is saved the next number

will be obtained from the ACC Form Numbers

Select an ethnicity from the drop down listing. (If the ethnicity of

a patient is blank within the Patient Register the selected

ethnicity information will automatically update the field within

the Patient Register.) If the patient's ethnicity is not in the drop

down listing, select the Add option. All ethnicities appear within

the drop down selection, the exception of the code with the

description of 'Other' as this will not be accepted by ACC

Patient Occupation

Accident Date by defaults display current date but allows entry

of an earlier date

The scene where the Accident occurred

The time when the Accident occurred. It is a mandatory field

Tick this option if the time of Accident is Unavailable and it will

disable the Time of Accident field

The default value within this field is set from the 'City' field within

Setup / Location.

Tick if Accident occurred in New Zealand

When selecting this option, if no time off is required, the

'Employer' details, within the 'Work and Referral' section are not

required to be completed.

Explain cause of the Injury (For example, Cleaning kitchen,

Slipped on wet floor)

Tick if the Accident involved moving vehicle on a public road

Enter the name of Sport. If it is a Sporting injury

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Diagnosis 1, 2 and 3 - The form provides three separate

diagnosis fields. These fields require the selection of the READ

code associated with the injury via the Read Code Search. If

the code of the classification is known, type this preceded by

Hash Sign #. For example Fracture Skull can be searched by its

code S030 by #S030.00 the side of the Diagnosis need to be

filled in.

Side 1, 2 and 3- Select the appropriate side information by using the

drop down listing

Qualifier 1, 2 and 3- Select the appropriate Qualifier information by

using the dropdown listing

Tick if this is a work related gradual process, Disease or infection

claim

Tick if this Accident is a result of treatment injury claim

General comments about the nature of injury and diagnosis

Assistance required indicator

Rehabilitation indicator

Tick to add diagnosis to the patient classification list

Print Copies

Patient Declaration - an A5 print out of the patient

declaration allows the patient to sign the details of the

accident

Work/Ref- When referring the patient for treatment, for

example Physiotherapy, an A5 print out with directions is

generated

A4 - Full details of the ACC form to be printed and sent

manually to ACC.

Tick to send electronically to ACC

Tick to park the patient document

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Print the ACC45 form and exit the window

Click OK to save ACC45 form and close the New ACC 45

screen.

Click Cancel to abort the process and close the New ACC 45

screen


Work and Referral Tab

This is ticked by default if the patient is younger than 60 or older

than 16. Tick or remove as appropriate. If the tick is removed

from the checkbox the Employment fields are disabled

If the Patient’s Employer is an Accredited Employer, then select

the respective accredited employer from the Find Code

window by clicking on the Ellipsis button

The ACC icon will be enabled only when the user has

activated the Connected Care module. Click this icon to

download the accredited employers list, which will be displayed

in the Find Code window

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Type of employment

Patients Employer (for work place accidents)

Other Employment Type

Address of the Employer

Type of work possible if able to continue normal duties.

Town/city of the employer

Tick if patient is able to continue normal hours of work

Tick if the patient is able to do selected or Alternative duties.

Type of work possible if able to continue normal duties

Number of hours per day

Select Working from date

Specify any Restrictions

Period patient is unfit to work for

Patient is unfit to return to work as of this date

Date patient will be fit to return to normal work

Select the type of treatment providers referred to

Type of Treatment and Suggested Treatment: Details should be

typed here, for example Physiotherapy

Date of Consultation

Print Copies

Patient Declaration - an A5 print out of the patient

declaration allows the patient to sign the details of the

accident

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Work/Ref- When referring the patient for treatment, for

example Physiotherapy, an A5 print out with directions is

generated

A4 - Full details of the ACC form to be printed and sent

manually to ACC.

Tick to send electronically to ACC

Tick to park the patient document

ACC45 Status

A new screen has been introduced to monitor the status of the ACC 45 form.

Double clicking on the list will display the corresponding ACC 45 form. The

default filter will display all claim options for all providers with a status date

within the last month

Pre-Requisites


Navigation Type


Accidents icon ► Select ACC45 Status from the list.



Context Menu


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ACC45 Claims will be able to have the following Status’s within

Medtech Evolution. The Electronic Status message will be updated

within the Audit tab of the ACC45 form as applicable

Parked: ACC45 claims can be parked so that more than one user can

contribute to their completion and to allow claims to be saved whilst

additional information is sought to allow their completion. This will

display a status of Parked in ACC 45 Status screen

Completed: When a Claim is submitted for Medtech Evolution validation and passes all the internal validation tests it will take on a

status of ‘Completed’ which means that it is now eligible for ‘loading’

Printout: When an ACC45 form is submitted for Medtech Evolution

validation and passes all the internal validation tests and the “Send

Electronically” checkbox is not ticked, it will take on a status of

‘Printout’

Loaded: Loading a claim means that the claim is saved as an XML file

into the ACC Send directory where the EMG applet will find it and

attempt to upload it the next time the user connects to ACC’s EMG.

Unloading: Any claims that are in the Sending subdirectory and have

been there for less than two hours are given a status of ‘Uploading’

No Reply: If a claim has been in the Sending subdirectory for more

than 2 hours and no response XML has been received in the

‘Response’ directory then the claim is given a status of ‘No Reply’.

Failed: A claim can fail for four broad reasons:-Data Error, Duplicate,

System Error, No response

Receipted: Claims that are in the upload directory and have a

corresponding response XML indicating that they have been

successfully uploaded and passed validation on the EMG are given a

status of ‘Receipted’

Setup Note

Double clicking on the list will display the corresponding ACC 45

form. The default filter will display all claim options for all providers with a status date within the last month.

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ARC18 Medical Certificate

Medtech Evolution allows you to generate an ARC18 for a patient. When a

form has been completed it is automatically added to the Patient outbox

listing where it can be viewed or modified.

Pre-Requisites


Navigation Type


Accidents icon ► Select ARC18



Context Menu


Main Tab



Select the Provider who is issuing the ARC18 Medical Certificate

This is defaulted to ACC Forms however you may wish to assign

this form to a different outbox Folder. The Patient outbox can be

filtered by folder

Upon entry to the screen this check box is ticked by default

Select the accident details related to the ARC18 Medical

Certificate

Date of Examination

Occupation at time of injury

Date of first consultation for injury

Specify, Present diagnosis of injury

Diagnosis read code

Enter the appropriate Complications of injury

Details of Treatment (including any new referrals and relevant

diagnostic investigations)

Tick if general practitioner case review and assessment

recommended

Tick if you would like to discuss this claimant with the case

manager

Tick if physiotherapy assessment recommended

Tick if Specialist case Review recommended

Check the Copies To Print. This is defaulted to two copies per

printing however the number of copies can be added or

subtracted from this default figure by using the directional

arrows.

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NB: The number of copies printed is remembered for each staff

member and defaults to the last specified value when the form

is opened

Print the ARC18 form and exit the window

Click OK to save the ARC18, the details will automatically add

the details to the Patient outbox Folder where it can be viewed,

modified or reprinted.

Click Cancel to abort the process and close the New ARC18

Medical Certificate screen


Restrictions Tab

Activity Restrictions Section: Select the appropriate restriction

option from the listed options. If another restriction is applicable

type it into the other field.

Enter the Date the patient will be fit to return to work.

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The Normal Hours option is defaulted. Remove the tick if

anything other than normal hours is required. A figure can be

entered with regard to Hours per Day, per Week or Weeks

Type in the relevant requirements into this field

This defaults to today’s Date

View / Modify or Inactivate an Existing ARC18 Form

Use Open option to modify or inactivate ARC18 Form

Pre-Requisites


Navigation Type

Ribbon Select Patient tab ► Patient Outbox ► highlight the

respective ARC18 entry ► Open

Keyboard

Shortcut

In the Patient Outbox tab, highlight the respective ARC18 entry

and press CTRL + O

Double-Click Yes

Context

Menu (Right-

Click)

Not Applicable

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Make necessary changes in the respective fields

If the selected entry is to be inactivated, select the Inactive

checkbox

Enter/Select number of copies to print

Click Print button to print the ARC18 Form and close the View

ARC18 Medical Certificate window

Click OK to save the changes and close the View ARC18

Medical Certificate window

Click Cancel to abort and close the View ARC18 Medical

Certificate window


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M41 Accident Form

When M41 Accident Form is completed it is automatically added to the

Patient Outbox listing where it can be viewed or modified.

Pre-Requisites


Navigation Type


Accidents icon► M41...



Context Menu


By default populated with ACC Forms however, you may wish to assign

this form to a different Outbox Folder. The Outbox listing can be filtered

by Folder

Select the Provider who is issuing the M41 Certificate

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Using the Address Book Search, select the Provider the document will

be addressed to.

Select the required accident from the drop down option. It is possible

to add an Accident from this screen

Tick, If first referral for this accident

Tick this option, if it is a continuation of treatment

Details of diagnosis and clinical findings. By Default, it is populated from

Patient Accidents

Specify Details on Current therapy

Specify details on Current Investigations

Fill in details of Suggested Treatment or objective Treatment

Treatment covered by this referral should be completed by this date

Check the Copies To Print field, by default is set to two copies per

printing however, the number of copies can be added or subtracted

from this default figure by using the directional arrows

Select Print to save and Print the M41 form and exit the window

Setup Note

When M41 form is added, it automatically adds the details to the

Patient Outbox Folder where it can be viewed modified or reprinted.

Click OK to save the M41 and automatically add the details to the

Patient Outbox Folder

Click Cancel to abort process and exit window


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Patient Inbox

Incoming patient information, e.g. Laboratory results, are displayed within the

Patient Inbox. The information may be loaded via electronic mail or manually.

Information includes Date, Subject, Comment, Provider and Folder (the last two

fields are only visible when the screen is expanded). The listing is in reverse date

order with the oldest record at the bottom of the list.

If an inbox record is marked as having an abnormality then it is displayed in Red.

Items that are yet to be filed display their Subject information in Bold.

Incoming patient information, e.g. Laboratory results are displayed within the Patient

Inbox.

The Patient inbox information may be loaded via electronic mail, or manually.

Patient inbox information loaded manually 1



Patient inbox information loaded via electronic mail

The Patient inbox listing is in reverse date order with the oldest record at the

bottom of the list.

Abnormal Results - Medtech Evolution allows the user to flag a result as being

Abnormal or Normal. From the menu select Patient / Inbox / Flag Result / Abnormal...

Abnormal results have the letter A displayed beside the Date. If an Inbox record is

marked as having an abnormality then it is displayed in Red.

By default the Most Recent record is displayed, this can be altered and will be

remembered per staff member within the Filter

The Patient Inbox window can be accessed via the Patient Manager ► Inbox tab (as in

this scenario);

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Add Inbox Record

Use Add inbox record option to add a new Patient Inbox record

Pre-Requisites

Ensure the required patient is on the palette

Navigation Type

Ribbon Select Patient Tab ► Documents ►Click Patient inbox

icon ► New Inbox Record or Select Patient Tab ►

Documents ► Patient inbox ►Edit Group ► Click

New icon

Keyboard Shortcut In Select Patient Tab ,CTRL + N


Context Menu


Click this to email the particular patient attachment

Click this to show Flag result as normal

Click this to show Flag result as abnormal

Displays Patient’s External Name as specified in the Patient Register

‘More’ tab

The “Ref #” field reference number is auto generated in the following

format (DD/MM/YY/HH/MIN)

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Patient Name

Type the subject of the record or test name enabling the user to

identify the record into the Subject field

The Comment field enables a user to record information relating to the

test; it can also be used to indicate to other users what action should

be taken e.g. a doctor may type a note for the nurse, e.g. Needs

repeat appointment in two weeks

Enter the Classification, click on the ellipsis button and select the

required classification

Date inbox record was received

If necessary, select the sender of the result from the From field (type

the name of the sender, press tab, and select the sender from the list).

Enter the priority of the entry using the Status drop down list

Tick to mark this inbox record as confidential

The Attention field is blank by default. Select a Provider from the drop

down list to enable the record to appear in a specific provider's Inbox.

If the field remains empty the record will not appear in the Provider

Inbox list

Select the provider the record relates to from the Provider dropdown

list. The patient's provider is defaulted

Select the provider the record relates to from the Provider dropdown

list. The patient's provider is defaulted

Select the folder where the record will be stored from the Folder

dropdown list, for example Lab Folder for laboratory results

Click to add new appointment for the Patient

Click to add new patient task for the Patient

Click to add new recall for the Patient

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Click to print the inbox record

Click OK to save Patient inbox and exit window

Click Cancel to abort the process and close the New Patient inbox

screen


View / Modify or Inactivate Inbox Entry

Use View / Modify or Inactivate option to open, edit or inactivate inbox

record.

Pre-Requisites


Navigation Type


icon ► Patient inbox Tab ►Edit Group ► Click Open

icon

Keyboard Shortcut In Select Patient Tab, CTRL + O

Double-Click Double click on Highlighted item in the Patient Inbox list

Context Menu


Setup Note

Modify option will be applicable to all the fields if the inbox information is

loaded manually. In case, the inbox is loaded via electronic mail then

message field cannot be edited in the screen.

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Highlight the record to be viewed, modified or inactivated

View Patient Inbox window will be displayed; this is the same as the New

Patient Inbox window. View and /or make the necessary modifications

If the item is to be inactivated, select the Inactive tick box

File -This option will automatically complete the record. The Attention

field is blanked out and the record will not appear on a Provider's

Inbox. The record is always available via the Patient's Inbox. If an

associated screening entry is linked to the Inbox when it is filed the

relevant screening item will automatically be recorded within the

patients screening history screen. (Recalls are not added) Items can

be linked to a screening entry via Inbox

This option will automatically scroll to the Next record in the Inbox listing

- this option does not remove the record from the listing

This option will automatically scroll to the previous record in the Inbox

listing - this option does not remove the record from the listing

Click Ok to apply Changes to Patient inbox Record and exit the

window

Click Cancel to abort the process and close the Patient inbox Record

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Filter Patient Inbox

Use Filter Patient inbox option to filter Patient inbox listing.

Pre-Requisites


Navigation Type


icon ►Select Patient inbox Tab ► Filter ► Click filter

icon

Keyboard Shortcut In Select Patient Tab ,CTRL + F


Context Menu


Filters the list by service provider

Filters the list for records belonging to a certain folder, e.g. all the

laboratory results

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Abnormalities Option allows the listing to be filtered for Abnormal,

Normal or All results

Subject option allows the listing to be filtered by the Laboratory Subject

of a test

Status is User defined

Select the classification to filter from here

Containing Text option will allow the listing to display only those records

which contain the typed information. For example search for all the

laboratory results with the word Sodium within the text of the result

Scanned Documents only option will allow the listing to display only

those records which are scanned documents

Allows the results to be filtered by Date From range

Allows the results to be filtered by Date To range

Most Recent Only option will display only the most recent result per

record

To include inactive entries place a tick in the box.

Click Ok to save the filter information and exit the window

Click Cancel to abort the process and close the Patient inbox Record


Setup Note

Specific records can also be filtered for on right click on the

document in the list and selecting This Subject Only. The list will be

filtered for only any records with the same subject.

To return the list to normal, right click in the list and select Default

Filter.

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Chart and Graph an Inbox Record

Medtech Evolution allows you to select a specific Patient Inbox record and

chart the results. This option will chart all records with the same subject with

the most recent appearing first. Charted results can be graphed.

Setup Note

This feature will not work for manually added Inbox records. If an Inbox

record is marked as having an abnormality then it is displayed in Red.

Pre-Requisites


Navigation Type


icon ►Select Patient inbox Tab ►Click Chart icon



Context Menu




Highlight the record that you wish to chart.

Click on the Chart button to display the Patient Inbox Chart screen

Patient Inbox Chart – In this window each item within the Inbox result

will be displayed as a separate entry. An additional column per result

Date received will display automatically.

Print the list

Highlight rows for graphing using either the Select All option or from the

Actions menu select Patient Screening Chart / Select All.

Mouse Selection

Individual Row = click with the mouse

Between Two Rows = click the top of the selection with the

mouse then hold down the Shift key and click with the mouse on

the last row, all rows in between will be highlighted.

Multiple Rows = Holding down the Ctrl key and clicking with the

mouse will select/unselect the row.


selected measurements will be displayed as a graph

Graph Options


selected measurements will be displayed as a graph and can

be printed

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The Graph Options screen allows the user to define whether or

not the grid axis Lines of the graph are displayed. When

Medtech Evolution compiles a graph, from preselected items,

the Left and Right grid axis lines are displayed on the screen. It is

possible to remove one or both of the sets of grid axis. Only ten

items can be graphed at one time

Use Options to display one or both grid axis line. Remove

the tick from the appropriate check box by clicking with

the mouse or by pressing the space bar when the cursor

is positioned to display one or both grid lines

Print the Chart

Save the changes and exit window

Print Specific Inbox Record

Print Specific Inbox Record enables you to print a copy of a specific Inbox

record.

Pre-Requisites


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Navigation Type


icon ►Select Patient inbox Tab ►Click icon

Keyboard Shortcut In Patient Tab, CTRL +P


Context Menu

(Right-Click) In the right click popup menu select “ Print To”

The default printer will be displayed in the Print to field; alternative

printers can be selected from the list

To change the paper size

Page Orientation allows you to position content on a vertical or

horizontally placed sheet of paper (Portrait or Landscape)

To include Page Labels, Use (Top Left, Top Right, Bottom Left, Bottom

Right)

Print Separate Report for the patient

Click Ok to Print the Inbox document and exit the window

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Click Cancel to abort the process and close the Inbox Print Options

Window.

Click Help to View Screen specific help

Print All Inbox Records

Print All Inbox Records enables you to print a copy of all the currently

displayed results from the Provider Inbox

Pre-Requisites


Navigation Type


icon ► Select Patient inbox Tab ►Click Print All



Context Menu


Print All. All inbox records will be printed.

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Inbox List. It may be necessary to filter the listing to achieve the listing

that you wish to print.

Right Hand Mouse Button options

Shortcut options using the right hand mouse button

Pre-Requisites


Navigation Type


icon ► Select Patient inbox Tab



Context Menu

(Right-Click) Choose the option from the right click popup menu

Print this grid to any Printer

Use Select Classification option to classify this inbox record.

New Screening option allows adding a new Screening for the Inbox

Record.

Default filter option returns the filtered listing to the default filter.

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This Subject Only option will automatically display all the Inbox entries

with the same subject of the highlighted Inbox item

Filter the Patient inbox for the selected classification only

Filter the Patient inbox for the selected Clinical Status only

Select a Clinical status for this inbox record.

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Recall Contact List

Recall Contact list allows the user to produce a list of patient recalls according to

the criteria specified. When you first access the screen the Filter Recall Contact List

screen is displayed enabling you to enter the selection criteria for the recall contact

list. When you have entered the criteria for Filtering the Recall Contact List the listing

is displayed.

A listing of all patients’ due for a recall within the filter criteria is produced with the

Date of recall, Name of the patient, Day Phone number; recall Code, previous

Outcome, associated Note, method of being Contacted, # number of rescheduled

contacts, Provider, and associated Recall Document information displayed.

Pre-Requisites


Navigation Type

Ribbon Select Home Tab ►Inbox Group ►Click Recall

Contact






Find recalls from this date

Find recalls to this date

Select the provider to be filtered for from the Provider dropdown list. Select All to list

all recalls regardless of the provider.

Select the type of recall to be filtered for from the Type dropdown list. Select All to list

all recalls regardless of the type

If necessary, select the Exclude patients already contacted tick box so that only

those patients needing to be contacted are displayed

The listing can be filtered by a recall note; Entry to this field will determine

which notes should be searched for. For example Automatic recalls add the

note "Auto Recall" so these can be filtered separately.

Tick to include recalls which have been cancelled

Determine how the list is to be ordered by selecting either the Name or Date Due

radio buttons. Select name to order the recalls contact list by Patient Name

Select Date Due to order the recalls contact list by Date due

Click OK or press Enter. The Recall Contact List will be displayed listing all

patients matching the criteria

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Click Cancel to abort the process and close the Filter Recall Contact list

window

Click Help to view screen specific help

Recall Contact list window

Due date of recall

Name of patient

Day-time phone number

Recall description

Previous screening outcome

Note

Tick box indicating whether or not the patient has been contacted

Contact method

Contacted date

Number of rescheduled recalls

Provider linked to the recall

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Document linked to the recall.

SMS send for all recalls that have an associated SMS template

attached and not already contacted

Active Patient

Select Active Patient to place the highlighted patient in the list onto the

palette.

Pre-Requisites


Navigation Type

Ribbon Select Home Tab ► Inbox Group ►Click Recall Contact

► Recall Contact Tab ►Click icon Active Patient

Keyboard Shortcut Select Recall Contact Tab ,CTRL + A


Context Menu


Highlight the required patient by using the arrows, or the mouse

Click on the Select This Patient as the Active Patient. The details of the

selected patient will now be displayed on the palette

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Cancel Recall

Use cancel Recall option to cancel the highlighted recall.

Pre-Requisites


Navigation Type


► Recall Contact Tab ►Click icon Cancel Recall



Context Menu



Click on the Cancel Recall button. The details of the selected recall will

now be displayed with a line through them

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Reschedule Recall

Use Reschedule Recall option to reschedule the highlighted recall.

Pre-Requisites


Navigation Type


► Recall Contact Tab ►Click Reschedule icon

Keyboard Shortcut In Recall Contact Tab ,CTRL + R


Context Menu


Highlight the required patient

Click on the Reschedule Recall button The Reschedule Recall screen

will be displayed along with the recall details

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Choose a reschedule time period from the drop down listing

When an entry is placed in ‘In’ field, it will automatically update New

Date field. It is also possible to select a date by typing the required

date in the appropriate field or use the Calendar

This field is defaulted to display as Rescheduled but you can type a

different message if required.

Select Service Provider from drop down list

Select the reason for Vaccine Reschedule

Click Ok to save the information and place Rescheduled in the

Contact column of the listing while placing the number of times the

recall has been rescheduled # column

Click Cancel to abort the process and close the Reschedule Recall

window

Click Help to view Screen Specific help.

Add a Screening Exemption Outcome to cancel this recall

When you exempt a recall by adding a screening exemption outcome, the

recall is marked as Exempted in the Contact column of the list while a

screening record, along with the exempt outcome is added to the Patient's

Screening Module.

Pre-Requisites


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Navigation Type


► Recall Contact Tab ►Click Exempt icon

Keyboard Shortcut In Recall Contact Tab ,CTRL + X


Context Menu


Highlight the required patient

Click on the Add a Screening Exemption Outcome to Cancel This

Recall button. The Exempt Recall screen will be displayed along with

the recall details

The Date of exemption is defaulted to today's date however this can

be altered

Select the appropriate exemption outcome from the drop down listing.

(Exemption Outcomes can be added to screening terms using this

method; immunisations should be exempted from the Patient's

Immunisation Module.

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Setup Note

The exemption codes are set up for a screening term via Setup/ Rcl /

Scn / Screening Terms - Outcome Tab – Screening Indicator.)

Add Notes for the Screening exemption

Click OK to save the information - the entry will be displayed with a line

through it until the screen has been exited. The recall is removed and

the screening term with the selected outcome is added to the patients

screening list.


Click Help to View Screen specific help

Patient has been Contacted/ Not Contacted

Select Patient has been contacted / not contacted to place a tick in the

contacted tick box of the highlighted recall. To remove the tick, click the

same icon.

Pre-Requisites


Navigation Type

Ribbon Select Home Tab ► Inbox Group ►Click Recall

Contact ► Recall Contact Tab ►Click Contacted/Not

icon

Keyboard Shortcut In Recall Contact Tab ,CTRL + T


Context Menu


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Highlight the Patient to be contacted

Click this icon to place a tick in the contacted tick box of the

highlighted recall. To remove the tick, click the same icon

Patient Has Been Contacted By Phone

Click Patient Has Been Contacted By Phone to indicate the highlighted

patient has been contacted via telephone.

Pre-Requisites


Navigation Type


Contact ► Recall Contact Tab ►Click Contacted +

Phoned

Keyboard Shortcut In Recall Contact Tab ,CTRL + H


Context Menu


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Highlighted patient to be contacted via telephone

Click on the Patient has been Contacted by Phone, Medtech

Evolution will automatically place a tick in the check box and the word

Phoned will appear in the Contacted column.

Setup Note

When a patient is indicated as contacted then, they will not have a

recall document printed for them automatically by Send letter

option. It is also possible not to display patients who are indicated as

having been contacted using the Filter.

Patient has been contacted by letter

Click this icon to indicate the highlighted patient has been contacted via

letter.

Pre-Requisites


Navigation Type


Contact ► Recall Contact Tab ►Click Contacted+

Letter

Keyboard Shortcut In Recall Contact Tab ,CTRL + E


Context Menu


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Highlighted patient to be contacted via Letter

Click on the Patient has been Contacted by Phone, Medtech

Evolution will automatically place a tick in the check box and the word

Phoned will appear in the Contacted column.

Send letters

Click Send letters for all recalls that have an associated recall document and

patient has not already been contacted icon to print out letters for all

patients in the list that have not yet been contacted and have a document

attached to the recall (this is displayed in the Docu column). Please refer to

the MT Evolution GP Setup User Guide for further information regarding linking

documents to recalls.

Pre-Requisites


Navigation Type


► Recall Contact Tab ►Click Send letters



Context Menu


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Click on the Send Letters For All Recalls That Have An Associated Recall

Document And Patient Has Not Been Contacted button, or from the

menu select Rcl-Contact / Send Letters To print letters for all patients

displayed on the recall contact list, not indicated as being contacted,

and their recall code has an associated recall document using the

mouse

Default printer will be displayed in the Print A4

Default printer will be displayed in the Print A5

Select OK to send the report to the selected printers

Click Cancel to abort the process and close the Print Recall Contact

List Letters


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Print the list

Click Print the list to print the entire Recall Contact List.

Pre-Requisites


Navigation Type


Contact ► Recall Contact Tab ►Click print icon

Keyboard Shortcut In Recall Contact Tab, CTRL + P




To print a listing of the currently selected recall contact list

Click on the Print This List button to display the Print Recall Contact List

screen.

Default printer will be displayed in the Print To field .You can Choose

any other Printer from the drop down list

Tick to include Account Holder of the Patient on the report

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Tick to Postal Address of the Patient on the report

Select OK to send the report to the selected printer

Click Cancel to abort the process and close the Print Recall Contact

List


Open Appointment Book for selected patient recall date

and provider

Click this icon to open the Appointment Book for the highlighted patient. The

Appointment Book will open to the recall date and the provider linked to the

recall.

Pre-Requisites


Navigation Type


► Recall Contact Tab ►Click Open Appointment Book

Keyboard Shortcut No Applicable


Context Menu


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Click on the Open Appointment Book for Selected Patient Recall Date

and Provider icon. The patient will automatically become the active

patient and the appropriate appointment provider and date will be

displayed to enable an appointment to be made.

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Provider Inbox

The Provider Inbox tab lists all incoming reports made to the attention of the staff

member logged on, e.g. laboratory and radiology results. The listing is in date order

with the oldest record at the top of the list. If an inbox record is marked as having an

abnormality then it is displayed in red font.

Setup Note

The incoming patient information must first be loaded via electronic mail (using

the menu option, Tools ► Message Transfer ► Message Transfer Utility).

Navigation Type

Ribbon Select Home tab ► Inbox group ► Provider Inbox




Left Pane Click the Provider Inbox button in the Left Pane



User can access the Provider Inbox tab by clicking the Provider Inbox button

in the Left Pane

Context menu options for Provider Inbox in Ribbon

Inbox tab – where all the incoming reports made to the attention of the staff

member logged on will be listed, e.g. laboratory and radiology results

ManageMyHealth tab – where all the Patient Entries (i.e. Medication, Medical

Warnings, Classification, Immunisation, etc.) and emails from Patients’ via

ManageMyHealth will be listed

Select the respective record to apply any of the Context menu options only

for the selected record

Status of the Record

Received Date of the Inbox Record

Patient Name

Subject of the Inbox Record

Classification of the Inbox Record

Name of the Inbox Folder

Name of the Sender

Inbox Record Comments

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Open Provider Inbox

Use Open Provider Inbox option to View an Inbox record.

Pre-Requisites


Navigation Type

Ribbon Select Home tab ► Inbox group ► Provider

Inbox ►Edit group ► Open

Keyboard Shortcut In Provider Inbox tab, press Ctrl + O to open the

highlighted item in a separate tab

Double-Click Double-Click the Highlighted item in Provider Inbox tab



Patient’s External Name as specified in the Patient Register ‘More’ tab

Reference number and sender information are detailed here

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Patient name and Chart Number of patient the software has linked the

record to. When the software cannot make a match due to incorrect

spelling or different date of birth this field will display 'Not Matched' in

red

Subject or test name of the Inbox record

The user can add a relevant comment here if required. Clinical

keywords can be used within this field

Classification to this inbox record

When the external details do not match those of a patient it is

necessary to use Find option to find the required patient. The Search

Patient screen will be displayed. Select the required patient in the

usual way. It is then necessary to confirm that the inbox files will be

matched to the selected patient

Click on the (Make the patient active patient) button. This will place

the inbox patient onto the palette

Received Date of the inbox record

The user can signify who the document is from. Type the first few letters

of the surname and press the tab key to display the Address Book

Search. Highlight the appropriate address book entry and use the OK

option to select

Status for the inbox record

Tick to mark this inbox Record item as confidential

This check box is to explicitly determine whether information is

uploaded to ManageMyHealth™ for the Patient (this option will be

enabled only when the Practice is registered for ManageMyHealth)

By default displays logged in User Name. If the field is empty then

record will not appear on the Provider Inbox. (Selecting the File option

(at the bottom of the tab) will remove the users name from the

Attention field automatically, thereby completing the record. To mark

the record so that it appears on other users Provider Inbox, it is

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necessary to select the Provider using the Attention drop down listing,

then use the OK option to transfer the record.)

Name of the Service Provider

Name of the folder where the record will be stored, for example Lab

Folder for laboratory results. It is possible to filter the listing by Folder

Click to add new appointment for the patient

Click to add new patient task

Click to add new recall

Tick this option to inactivate the selected inbox record

This option will automatically complete the record. The Attention field is

blanked out and the record will not appear on a Provider's Inbox. The

record is always available via the Patient's Inbox. If an associated

screening entry is linked to the inbox when it is filed the relevant

screening item will automatically be recorded within the patients

screening history screen. (Recalls are not added) Items can be linked

to a screening entry via Inbox

This option will automatically scroll to the Next record in the Inbox listing

- this option does not remove the record from the listing

This option will automatically scroll to the previous record in the Inbox


Click to print the inbox record to the desired printer

Click OK option to automatically save the record and close the

window. If the user want to move the record onto another Provider's

Inbox listing

it is necessary to first indicate the required Provider in the Attention field

then select OK

Click Cancel to abort the process and close the view provider inbox

screen


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Update Patient Data (Patient Administration Message)

Open a Patient Administration Message from Provider Inbox. This will open up

the View Provider Inbox window, where the user can view message details.

As this is a Patient Administration Message, the message detail window (View

Provider Inbox window) will contain Add and Update buttons. Only one of the

buttons will be active at a time.

Add button will open Patient Register with pre-populated data. Update

button will open Update Patient Data window.

The Update Patient Data window allows the user to compare Message Data

and Medtech Evolution Data in grid format and import the Message Data

into Medtech Evolution. Moreover, allowing the user to either update all fields

(via Select All button) or make a selection.

Clicking OK will update the patient data.



Process an Inbox Record

Upon entry to the tab, a listing of the inbox records that have been marked

as Attention to the specified staff member will be displayed. If you wish to

view the results for a different staff member you will have to use the Filter to

change the Attention field. For information on filtering please refer to the filter

instructions.

Navigation Type

Ribbon Select Home tab ► Inbox group ► Provider Inbox

► Edit group ► Open

Keyboard Shortcut In Provider Inbox tab, press Ctrl + O to open the highlighted

item in a separate tab




Highlight the record you wish to view and click on the Open an Existing

Inbox Record button, or. The View Provider Inbox screen will open and

display the details of the selected record

Check the External and Internal Patient information. If the record is "Not

matched" or incorrectly matched, use the Find option to select the

correct patient. It will display the Search Patient screen. Select the

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required patient in the usual way. It is then necessary to confirm

whether to match this file alone or else all the files related to this old

name

The Subject field can be overtyped if required.

The Comment field enables a user to record information relating to the

test; it can also be used to indicate to other users what action should

be taken e.g. a doctor may type a note for the nurse, such as needs

repeat appointment in two weeks

The Attention field is blank by default. Select a Provider from the drop

down list to enable the record to appear in a specific Provider's Inbox.

If the field remains empty the record will not appear in the Provider

Inbox list.

Setup Note

Mark Inbox Record as attention to another provider – Check the

inbox record, and record comments as required. To move the record

onto another Providers inbox listing it is necessary to first indicate the

required Provider in the attention field then select OK, Next or

Previous as required.

Check that the information in the Provider field is correct, i.e. the

provider the record relates to is defaulted.

Check that the information in the Folder field is correct, i.e. where the record

will be stored, for example Lab for Laboratory Results

If no further action is required, select the File button which will

complete the process. If the Attention field is blanked out, the record

will not appear in a Provider's Inbox. The record is always available via

the Patient's Inbox.

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View / Modify or Inactivate Provider Inbox Record

Use View/Modify or Inactivate option to edit or inactivate patient record.

Navigation Type

Ribbon Select Home tab ► Inbox group ► Provider Inbox ►

Edit group ► Open

Keyboard Shortcut In Provider Inbox tab, press Ctrl + O to open the highlighted item


Context Menu


Double click to open and display the details of the selected record.

View and /or make the necessary modifications

If the record is to be inactivated, select the Inactive tick box

Click OK to automatically save the changes to Provider Inbox Record

and close the tab

Click Cancel to abort the process and close the view provider inbox

tab


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Filter Provider Inbox

Use filter option filter provider inbox listing.

Navigation Type

Ribbon Select Home tab ► Inbox group ► Provider Inbox ►

Filter group ► Filter

Keyboard Shortcut In Provider Inbox tab, press Ctrl + F


Context Menu


Attention option will allow the user to obtain a listing of Inbox records

flagged as being Attention to a specific Provider

Filed Results Only option will display all Filed results for a specified date

range

Select the Unmatched records only option to show unmatched inbox

records only

Provider option will allow the user to obtain a listing of the Inbox

records flagged by Provider

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Filter By Patient

The Inbox records can also be filtered by Folder. This allows the user to

view related records. For example all the laboratory results

Select an abnormality from the dropdown list. The available options

are: Abnormal, Normal and All

User can filter the Provider Inbox based on the Subject selected from

the dropdown list during the selected duration

Status option allows the listing to be filtered by the Status of the Inbox

Record

Classification option allows the listing to be filtered by the Classification

assigned

Containing Text option will allow the listing to display only those records

which contain the typed information. For example search for all the

laboratory results with the word "Sodium" within the text of the result

Scanned Documents Only option will allow the listing to display only

those records which are scanned documents

Select the option Sort Alphabetically to sort out the Provider Inbox list

alphabetically

Inbox listing can be filtered by From Date Range

Inbox listing can be filtered by To Date Range

Select the option Include Inactive to display the inactivated entries in

the Provider Inbox tab with a strike-through on it

Click OK to filter the Provider Inbox tab based on the selected criteria

and close the Filter Provider Inbox window

Click Cancel to abort and close the Filter Provider Inbox window


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Additional / Right Hand Mouse Options

User can access the additional options either from the Provider Inbox

Contextual menu or from the Context (right-click) Menu.

Navigation Type

Ribbon Select Home tab ► Inbox Group ► Provider Inbox ►

Provider Inbox contextual menu

Keyboard


Double-


Context

Menu

(Right-Click)

In the right click popup menu choose different shortcut options

Default Filter option removes any filter applied to the Provider’s inbox

and displays all Inbox records

This Subject Only option will display all the Provider Inbox entries with

the same subject of the highlighted Inbox item. (To remove the applied

filter click Default Filter option)

This Classification Only option will display all the Provider Inbox entries

with the same classification of the highlighted Inbox item. (To remove

the applied filter click Default Filter option)

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This Clinical Status Only option will display all the Provider Inbox entries

with the same Clinical Status of the highlighted Inbox item. (To remove

the applied filter click Default Filter option)

The Chart option will provide the results of the highlighted Screening

related Inbox entry in a graphical method. For further information, refer

to Chart a Screening Record section in this User Guide

The Delete option will be displayed only for the Unmatched Inbox

Records. Click this option to delete the highlighted or selected

Unmatched Records

Mark as Read option will only be enabled in the context menu where

the item that has been highlighted has not been opened before and is

displayed in bold. On selecting the option Mark as Read, the bold text

will be replaced with standard text

Mark as Unread option will only be enabled in the context menu where

the item that has been highlighted has been opened before and is

displayed in Standard text. On selecting the option Mark as Unread,

the Standard text will be replaced with bold text.

Mark All as Read option will only be enabled in the context menu

where the item that has been highlighted has not been opened

before and is displayed in bold. On selecting the option Mark as Read,

the bold text will be replaced with standard text

The New Screening option will only be enabled in both the Contextual

and Context menu where the highlighted Inbox record has not

recorded with Classification.

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On selecting the option New Screening, New Screening Entry window

will be displayed to record and assign the new screening for the

selected Inbox record. For further information on New Screening Entry,

refer to Add a New Screening Entry section in this User Guide

The Select Classification option will only be enabled in both the

Contextual and Context menu where the highlighted Inbox record has

not recorded with Classification.

On selecting the option Select Classification, Patient Classifications

window will be displayed. User can either select the existing Patient

Classification or can add new Classification and assign the

Classification for the selected Inbox record.

For further information on Add a New Patient Classification, refer to

Add New Classification section in this User Guide

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Prevent Instant Refresh option will prevent the Provider Inbox List from

Refreshing when Record filed or Status changed

Show clinical Record Status – When used this filter shows/hides the

‘Stat’ column in the Provider Inbox tab.

User can apply an appropriate Clinical Status (if required) for the

highlighted Provider Inbox record from the Clinical Status option

Make the Patient Active on the Palette

Use Make the Patient Active on the Palette option to make patient active on the

palette from Provider Inbox tab.

Pre-requisites

Navigation Type


Others group ► Active Patient

Keyboard


Double-


Context

Menu (Right-

Click)

Not Applicable

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Highlight the record of the patient to be placed onto the palette

Click on Active patient icon . The highlighted patient will be

placed onto the palette

Print Specific Inbox Record

Use the Print option to print the specific Inbox

Records

Navigation Type


Print group ► Print



Context Menu


For further information, refer to Patient inbox - Print Specific Inbox Record section in

this User Guide

Print All Inbox Records

Use the Print All option to print all the Inbox Records

Navigation Type

Ribbon Select Home tab ► Inbox Group ► Provider

Inbox ► Print group ► Print All





For further information, refer to Patient inbox - Print All Inbox Records section in this

User Guide.

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Attachments Manager

Attachments Manager is a link to documents and digital photos stored within a

central directory, and can be setup within this screen.

Scanning

Medtech Evolution allows you to preview the scanned document from the

Scanning screen. The Scanning module has been modified to provide the

user with a palette which has the basic drawing tool features as well as

advanced tools including Annotations when scanned documents are

viewed.

The drawing tool palette provided on the view scanned document will give

the user the capability of underlining specific parts of the document and also

to highlight portions of the scanned document.

View Scanned Document

Use View scanned document to preview the scanned document from the

Scanning screen.

Pre-Requisites

Ensure the Patient is on the palette



Navigation Type

Ribbon Select Home Tab ► Inbox Group ► Click Scanning

icon ► Scanning Tab ►Edit group ► Click open icon

Keyboard Shortcut In Scanning Tab ,CTRL + O

Double-Click Double click on the Highlighted item in Scanning List.

Context Menu


Patient name and Chart Number of patient the software has linked the

record to. When the software cannot make a match due to incorrect

spelling or different date of birth this field will display 'Not Matched' in

red.

Enter the Subject of the scan, by default this appears as 'Scanned

Document'

The user can add a relevant comment here if required. Clinical

keywords can be used within this field

Find - It is necessary to use this option to Find the required patient. The

Search Patient screen will display. Select the required patient in the

usual way. It is then necessary to confirm that the inbox files will be

matched to the selected patient.

The user can signify who the document is from. Type the first few letters

of the surname and press the tab key to display the Address Book

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Search. Highlight the appropriate address book entry and use the OK

option to select

Select to mark this inbox record as confidential

Do Not Upload to MMH this stops the information from being uploaded

to ManageMyHealth™

Attention field is defaulted to the user who is logged into MedTech32. If

the field is empty the record will not appear on the Provider Inbox.

(Selecting the File option will remove the users name from the Attention

field automatically, thereby completing the record. To mark the record

so that it appears on other users Provider Inbox, it is necessary to select

the Provider using the Attention drop down listing, then use the OK

option to transfer the record.)

Select service provider from the list

Where the record will be stored, this defaults to 'Scan'. It is possible to

filter the listing by Folder

Displays the bookmarks added to the scanned document

Displays the thumbnail view of the scanned document

File option will automatically complete the record. The Attention field is

blanked out and the record will not appear on a Provider's Inbox. The

record is always available via the Patient's Inbox.

Next option will automatically scroll to the Next record in the Inbox


Previous option will automatically scroll to the previous record in the

Inbox listing - this option does not remove the record from the listing.

Print the inbox record

Click Ok button to automatically save the record and close the

window.

Click Cancel to abort the process and close the View Provider Inbox

screen

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Click Help to View screen specific help

Preview an Existing Scanned document

Preview an Existing Scanned document allows you to preview the

scanned document from the Scanning screen.

Pre-Requisites

Ensure the Patient is on the palette

Navigation Type

Ribbon Select Home Tab ► Inbox Group ► Click Scanning

icon ► Scanning Tab ►Edit group ► Click Preview the

scanned document icon

Keyboard


Double-


Context

Menu (Right-

Click)

Not Applicable

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Click on the Preview Scanned Document button, to display the

Scan Preview screen along with the selected scan.

The drawing tool palette provided on the view scanned

document will give the user the capability of underlining specific

parts of the document and also to highlight portions of the

scanned document.

First Page option will return you to the First Page of the

document you are currently viewing

Prev Page option will display the Previous Page of the

document that you are currently viewing

Next Page option will display the Next Page of the document

that you are currently viewing.

Last Page option will display the Last Page of the document that

you are currently viewing.

Zoom In option will increase the Zoom Percentage by 10% each

time it is selected, thus making the displayed information larger

Zoom Out option will decrease the Zoom Percentage by 10%

each time it is selected, thus making the displayed information

smaller.

Automatically scale your original document to fit your output

paper.

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Task Manager

Medtech Evolution’s Task Manager Module enables tasks to be assigned to Staff

and Patients. When a task is added it is recorded in the Staff and Patient Task Lists as

appropriate. Tasks can be added, viewed, modified, completed and deleted.

There are two Task Manager Icons that has been grouped under Task Manager in

the Home tab:

The Staff Tasks and Patient Tasks icons colour change depending on the status of the

task:

Yellow No tasks

Green Future task

Red Overdue task

Setup Note

The Patient Tasks icon will change colour only if a patient with a task is on the

palette. The Staff Tasks icon will change colour only if the staff member logged on

has alerts.

The Task Manager Chapter covers the following sections:

Patient Task List Add a New Patient Task

View / Modify Patient Task Staff Task List

Add a New Staff Task View / Modify Staff Task

Make Patient the Active Patient Add Category for a Task Open Attachment



Complete Task

Delete Task Filter Patient/Staff Task List

Default Filter Exclude Attachments Display Completed / Incomplete Tasks

Task Reminders Print Task Lists

Patient Task List

The Patient Tasks screen displays all the incomplete tasks for the Active

Patient on the palette. Overdue tasks are displayed in red.

Pre-Requisites


Navigation Type

Ribbon Select Home tab ► Task Manager group ► Patient Task

Keyboard

Shortcut Ctrl + Shift + F10


Context

Menu (Right-

Click)

Not Applicable

‘ ’ indicates the task is Urgent

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‘ ’ indicates the task has an attachment

‘ ’ indicates the task is activated to ‘Repeat’ on a regular basis

Task due date

Details of the task

Staff member who assigned the task

Setup Note

The ‘staff’ name will be displayed only for the tasks created by a staff

member.

Add a New Patient Task

Use the New Patient Task option to add a new task for active patient.

Pre-Requisites


Navigation Type

Ribbon Select Home tab► Task Manager group ► Patient Task

► New Patient Task or click Add A New Task icon from the

Patient Task List

Keyboard

Shortcut In the Patient Tasks screen press Ctrl + N

Double-


Context

Menu

(Right-Click)

Not Applicable

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Enter the details of the task in the Task field. This information will

be displayed within the reminder when it appears

The Patient field defaults to the active patient on the palette;

however another patient can be selected from the ‘Search

Patient’ screen by clicking on the ellipsis button

Select the Confidential checkbox option, if the task is to be

viewed only by the staff member(s) assigned with the task. A

message ‘Sorry, this is a confidential message’ will be displayed,

when other staff members are trying to view this task, as shown

below:

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Select the Urgent checkbox option, if the priority of the task is

urgent. An exclamation mark will be displayed against the

respective task in the Patient task list

Select the Completed checkbox option, if the task is completed

Select the Add task to Daily Record checkbox option to display

the current task into the Patient’s Daily Record screen

Click OK to create a task and close the New Task window

Click Cancel to abort and close the New Task window


View / Modify Patient Task

Use the Open option to View/Modify the existing Patient Task

Pre-Requisites


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Navigation Type

Ribbon

Select Home tab► Task Manager group ► Patient

Task, highlight the respective Patient task then select

Edit group ► Open

Keyboard

Shortcut In the Patient Tasks screen press Ctrl + O

Double-Click Yes

Context Menu


View task for Patient window will be displayed. Make any necessary

modifications.

Click OK to save the changes and close the View Task window

Click Cancel to abort and close the View Task window


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Staff Task List

The Staff Tasks screen displays all the incomplete tasks for the logged in Staff

member. Overdue tasks are displayed in red.

Pre-Requisites


Navigation Type

Ribbon Select Home tab► Task Manager group ► Staff Task

Keyboard

Shortcut Ctrl + Shift + F9


Context

Menu (Right-

Click)

Not Applicable

‘ ’ indicates the task is Urgent

‘ ’ indicates the task has an attachment

‘ ’ indicates the task is activated to ‘Repeat’ on a regular basis

‘ ’ indicates the task is activated to ‘Remind’

‘ ’ indicates the category of the Task

Task due date

Name of the Patient

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Details of the task

Staff member who assigned the task

Add a New Staff Task

Use the New Staff Task option to add a task for a Staff.

Navigation Type

Ribbon Select Home tab ► Task Manager group ► Staff Task ►

New Staff Task or click Add A New Task icon from the Staff

Task List

Keyboard

Shortcut In the Staff Tasks screen press Ctrl + N

Double-


Context

Menu

(Right-

Click)

Not Applicable

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Enter the details of the task in the Task field. This information will

be displayed within the reminder when it appears

The Patient field defaults to the active patient on the palette;

however another patient can be selected from the ‘Search

Patient’ screen by clicking on the ellipsis button

Setup Note

If the Staff Task related to the patient, then select the

respective patient from the Patient field. This task will appear

on both the Patient’s and the Staff Task screen.

It is also possible to create Staff task associated only with

staffs e.g. Staff meeting. To create this task Patient should be

removed from the Patient field. This task will not appear on

the Patient task list.

Staff - Defaults to the logged in Staff member, but can be

changed by selecting from the respective drop down list

It is possible to send a Staff Task to a group of staff members.

Click on the CC button, the Select Staff Members screen will be

displayed. (Group members are defined via Setup ► Staff ►

Groups)

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Highlight the staff member to be selected from the list in the left

pane and click the Add Selected Members to Recipient button

. Repeat this procedure for each staff member to be copied

(to remove a staff member from the Selected Staff Members

side, highlight the staff member in the right pane and click the

Remove Staff Members from Recipient list button )

Select the Confidential checkbox option, if the task is to be

viewed only by the staff member(s) assigned with the task. A

message ‘Sorry, this is a confidential message’ will be displayed,

when other staff members are trying to view this task, as shown

below:

Select the Urgent checkbox option, if the priority of the task is

urgent. An exclamation mark will be displayed against the

respective task in the Staff task screen

Select the Completed checkbox option, if the task is completed

Setup Note

An additional checkbox option ‘Add task to Daily Record’ is

available in the Patient Task tab and is specific to Patient Task.

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Select this checkbox, to include the current task into the

Patient’s Daily Record screen.

Due In – Define the time period, date and time when the task is

due

Select the Remind checkbox to obtain the Reminder popup

screen. By default this will be 15 minutes but can be changed.

(To know more, refer to ‘Task Reminder’ section in this chapter)

Select ‘Repeat Every’ checkbox, if it is a regularly occurring task.

Enter the number and frequency of the repetitions into the

associated fields. A symbol ‘ ’ will be displayed against the

respective task in the task list

Click OK to create a task and close the New Task window

Click Cancel to abort and close the New Task window


View / Modify Staff Task

Use the Open option to View/Modify the existing Staff Task

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Navigation Type

Ribbon

Select Home tab► Task Manager group ► Staff Task,

highlight the respective Staff task and then select Edit

group ► Open

Keyboard

Shortcut In the Staff Tasks screen press Ctrl + O

Double-

Click Yes

Context

Menu

(Right-

Click)

Not Applicable

View task for Staff window will be displayed. Make any necessary

modifications.

Click OK to save the changes and close the View Task window

Click Cancel to abort and close the View Task window


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Make Patient the Active Patient

Using this option, it is possible to make a patient in the Staff Task list as

Active Patient on the palette.

Navigation Type

Ribbon

Select Home tab► Task Manager group ► Staff Task,

highlight the respective task and then select Others group ►

Active Patient

Keyboard

Shortcut In the Staff Tasks screen press Ctrl + A

Double-


Context

Menu

(Right-

Click)

Not Applicable

The patient belonging to the respective task will be displayed on the

palette.



Add Category for a Task

Use the Assign Task Category option to add a Category for a task in the Staff

Task screen.

Navigation Type

Ribbon Select Home tab► Task Manager group ► Staff Task,


Assign Task Category

Keyboard



Context

Menu (Right-

Click)

In the right-click popup menu select Assign Task Category

Click on the Assign Task Category menu

Select an appropriate Task Category from the list

The symbol ‘ ’ will be displayed against the respective task in the Staff

Task screen. The colour of the ‘ ’ depends on the task category

selected from the Assign Task Category menu.

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Setup Note

To know more about this section, refer to Task section in the

‘Medtech Evolution Setup User Guide’.

Open Attachment

Use the Open Attachment option to open or view Patient / Staff Task

attachments.

Pre-Requisites

The Open Attachment option will be enabled only for the tasks having

attachments (indicated by the symbol ‘ ’ in the task list).

Navigation Type

Ribbon

Select Home tab► Task Manager group ► Patient Task,

highlight the respective task and then select Edit group ► Open

Attachment

Keyboard



Context

Menu (Right-

Click)

In the right click popup menu select Open Attachment



1. The View Patient Document screen will be displayed. The attachment

information (i.e. the attached Outbox document) will be displayed in this

screen.

Setup Note

Follow the steps above to open and view the Staff task attachment.

To know how to add a reminder for the Outbox document, refer to the

Outbox section in the ‘Medtech Evolution Clinical User Guide’.

Complete Task

Use the Complete option to make the Task complete:

Pre-Requisites

Ensure Patient is on the palette.



Navigation Type

Ribbon



Complete

Keyboard

Shortcut In the Patient Tasks screen press Ctrl + C


Context

Menu (Right-

Click)

In the right click popup menu select Complete

1. The selected task will be disappeared from the task list.

Setup Note

Follow the steps above to make the staff task (s) complete.

Delete Task

Use the Delete option to delete a task from the Patient/Staff Task list:

Pre-Requisites




Navigation Type

Ribbon



Delete

Keyboard

Shortcut In the Patient Tasks screen press Delete key


Context

Menu (Right-

Click)

Not Available

1. A warning message will be displayed. Click Yes to delete the Task.

2.

3. The selected Task will be deleted from the Task list.

Setup Note

Follow the steps above to delete the staff task (s).

Filter Patient/Staff Task List

Tasks can be filtered based on the following criteria: completed,

uncompleted, due within a time range, urgent, contain keywords and / or

created by a certain staff member.



Pre-Requisites


Navigation Type

Ribbon Select Home tab► Task Manager group ► Patient Task then

select Filter group ► Filter

Keyboard

Shortcut In the Patient Tasks screen press Ctrl + F


Context

Menu (Right-

Click)

Not Available

Select the staff member to be filtered for from the Staff Member

dropdown list. Select ‘All’ if no particular staff member is to be filtered

for.

Setup Note

Tasks that are marked as confidential and belong to other staff

members will not be viewable.

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Select the Complete Tasks radio button to filter all the completed tasks

Select the Incomplete Tasks radio button to filter all the incomplete

tasks

Specify a Date Completed (to filter Completed tasks) / Due Date (to

filter incomplete tasks) range from the respective drop down lists by

either manually typing the dates into the corresponding fields or by

using the dropdown lists

Select the time period to filter from the Period drop down list. This field

will be enabled only to filter Completed tasks

Select a status from the Status dropdown list. Select All to include tasks

regardless of their status

Enter a keyword in the Keyword Search field so that only those tasks

that have the keyword typed in the Task Details field will be displayed

The Created By list allows Staff member to filter tasks created by them

Select the Include Deleted checkbox field to list the deleted tasks

Click OK. The Tasks for Staff Member or Patient Tasks window will display

all tasks that match the filter criteria

Click Cancel to abort and close the Filter window


Setup Note

Follow the steps above to filter the staff task.

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Default Filter

Use the Default Filter option to reset the Patient/Staff Task Filter.

Pre-Requisites


Navigation Type

Ribbon Select Home tab ► Task Manager group ► Patient Task then

select Filter group ► Default Filter

Keyboard



Context

Menu (Right-

Click)

In the right click popup menu select Default Filter

Setup Note

Follow the steps to reset the filter for staff task.



Exclude Attachments

Use the Exclude Attachments option to display only the tasks without an

attachment in the Patient/Staff Task screen.

Pre-Requisites


Navigation Type

Ribbon Select Home tab ► Task Manager group ► Patient Task then

select Filter group ► Exclude Attachments

Keyboard



Context

Menu (Right-

Click)

In the right click popup menu select Exclude Attachments

Patient Tasks screen will display all the tasks related to the Patient, exclude the

tasks having attachments.



Display Completed / Incomplete Tasks

Use the Display Completed/Incomplete Tasks option to view all the

completed/incomplete tasks for the Staff/Patient.

Pre-Requisites


Navigation Type

Ribbon

Select Home tab ► Task Manager group ► Patient Task then

select Filter group ► Display Completed Tasks / Display

Incomplete Tasks

Keyboard

Shortcut In the Patient / Staff Task screen press Ctrl + T


Context

Menu (Right-

Click)

In the right click popup menu select Display Completed Tasks /

Display Incomplete Tasks

Task Reminders

If a reminder is set for a task, a pop-up window will be displayed on the

Medtech Evolution screen at the specified reminder time. If two or more tasks

are scheduled at the same time, the reminders will be queued in the Staff

Task Reminder(s) screen.

Pre-Requisites

Reminder option should be enabled for the respective tasks.



Click the Complete button to mark the task as complete and remove

from the task list

Click Open button to bring up the View Task window and displays the

details of the task

On click the Dismiss button, the task will remain in the task list as

incomplete and no further reminders will be displayed

Select the Snooze time interval from the Click Snooze to be reminded

again in dropdown list, defaults to 15 minutes

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On click the Snooze button, the task will remain incomplete in the Task

List and a reminder will be displayed on the screen according to the

number of minutes specified in the Click Snooze to be reminded again

in field

If two or more reminders are in the queue, click Dismiss All to dismiss all

the reminders at once

If two or more reminders are in the queue, click Snooze All option to

snooze all the reminders at once

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Tools

Knowledge Resource

An explorer style tree is displayed listing all available categories that

information is contained under.

Click on the '+' sign to maximize the category. When you have found the

desired sub category click on it to load and display the Patient Education

sheet.

Growth Charts

Growth Charts help keep track of growth in the patients of age group

between 0 and 20. This helps keep track of their fitness in terms of height –

weight balance.



Medical Calculator

The Medical Calculator module assists the user in calculating the following

information; Body Mass Index, Body Surface Area, Creatinine Clearance, Spirometry

and Estimated Date of Delivery.

Calculator for patient Body Mass Index

Calculator for patient Body Surface Area

Calculator for patient’s Creatinine Clearance

Calculator for patient’s Spirometry

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Calculator for Estimated date of delivery

Smoke/Alcohol calculator

Click the previous button to move to previous screen

Click the Next button. The calculator window will be displayed

according to the radio button selection

Cancel all Edits and close this screen


Body Mass Index Calculator Window

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Body Surface Area Calculator Window

Creatinine Clearance Calculator Window



Spirometry Calculator Window

Estimated date of delivery



Smoke – Alcohol Consumption

Setup Note

If Screening Terms have been recorded within the past six months the most

recent entry will be displayed in the appropriate field. Old entries can be

overtyped if required.

Click Save to update the patients screening information with the

calculations

Click Finish if no further calculations are required or click Back to

select another calculator


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Consultation

The Consultation screen is the area of the Clinical module where the Service

Provider/Providers can record details of consultations.

Information entered through the consultation screen is written into the Daily Record

and any other related areas of the patient record.

New Consultation

To launch a consultation put the patient on the Palette, then click on the

Consultation Icon on the patient segment of the ribbon or the

F12 shortcut key.

The consultation ribbon segment will open and the timer – if used – will start

automatically

Main Tab

This screen collates many details relating to the patient’s condition. The flow

through the consultation process as explained in the steps that follow may

differ from provider to provider but within the main sections it is likely that the

order of data entry would be the same.



More Tab

o Choose Provider from the drop-down list

o Choose date seen

o Choose Consult Type from drop-down list

o Choose Status from drop-down list

New Patient Contact

This can be used to add names and address



Send Consultation To

Use the Send Consultation To option to send consultation notes to anyone in

the address book.

Choose recipient from the address book

Enter Healthlink Mailbox manually if required

Check if SOTAP report is required

Click this button to Fax the Consultation Notes to the recipient

Click this button to Email the Consultation Notes to the recipient

Click this button to Print the Consultation Notes

RSD

Click Cancel to abort process and close the window


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Filter Details Section by Subject

Evolution enables a provider to filter screens directly from the Details Section;

Screening History, Outbox Documents and Medications. For example, you

have taken a patient’s blood pressure and it seems quite high so you want to

check their previous blood pressure results to see if there are any trends.

Highlight the subject that is to be filtered for in the Details Section e.g.

Blood Pressure

Right click the mouse on the entry and select This Subject Only

Evolution will display the filtered list

Filter Daily Record

The Daily Record can be filtered for Medications and Classifications that are

listed in the Details section. This is handy if you need to see if they have been

prescribed the same drug before and need to view the associated

consultation notes.

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Right click the mouse on the entry in the View Consultation ‘Details’

section and select Filter Daily Record

Daily Record screen will open and display the entries in the View

Consultation ‘Details’ section

Save Consultation Notes

Use the save consultation notes to add the new Consultation

Click Save Notes to save the entries added under

Subjective/Objective fields

Notes are saved automatically:

Every 5 minutes

When a new patient is selected

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Cancel Changes to Consultation

Use the save consultation notes to discard any changes made to the Consultation

Notes

Click to discard changes made to Consultation Notes

Filter Daily Record

Use the Filter Daily Record to view Daily Record

Click to bring up the Daily Record screen

Print

Click to Print all Consultation Notes

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Spell Check

Click to open the Spell Check window

Show Timer

Toggle button to show/hide Timer

Un-Lock Notes

When consultation notes are opened from the daily record more than once

then it will display a warning message. To proceed further we will need to

unlock consultation notes.

Select Patient Tab ► Medical Record ► Consultation icon and select View

Consultation [current date] tab ► UnLock Notes

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Click Unlock Notes to unlock the consultation screen

New Patient Contact from Consultation screen

Use the New Patient Contact option to add a new patient contact from View

Consultation screen.

Select Patient tab ► Medical Record group ► Consultation icon and select

View Consultation [current date] tab ► New Patient Contact...

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For detailed information refer to Patient Contact section in this User Guide.



Daily Record

Daily Record

Daily Record will automatically record details of all the events for the current

patient in date descending order. Upon entry to the screen, a listing of the

Patient’s events that have been recorded will be displayed in date

descending order.

This Daily Record Chapter covers the following action(s):

Flag A Daily Record Item As Confidential

Filter The Daily Record Listing

The Date of an event is shown as a title

Day

Provider code

A tab format of months and years is displayed to the right of the

window. The months that have consultation entries added are

displayed in Blue. Clicking on the required year and month, will display

the appropriate daily record information

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Open a Daily Record item as Confidential

The ability to flag a Daily Record item as confidential allows users to flag

Consultation Notes, Prescriptions and Patient Classifications as being

Confidential. Items are then only visible to the Provider that flagged the item.

All other users (that do not have a clinical trust relationship) will only see the

word Confidential when looking at the item. If they try to open a confidential

item, a message will be displayed explaining they do not have access to it.

Highlight the required item and click open to flag an existing Daily

Record item as confidential

Place a tick in the confidential check box. Select OK to save the

information

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Filter the Daily Record Listing

From Date: Used to display daily record items between a date range

To Date: Used to display daily record items between a date range

Provider: Selecting a specific provider will only display items entered by

the Provider. By default this field displays as All Providers

Within Read: To display items with Classifications that lie below the

selected Read Code. Use the Read Code Search to select the

required criteria

With Classification: These options will display items with the selected

Read Code. Select the required code from the Patient Classification

listing

Or will display items with the selected Read Code. Select the required

code from the Patient Classification listing

To Include outbox, inbox and medication records

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Therapeutic Group: This option will display consultations and

associated event items that have an entry with prescriptions whose

drug is of the selected Therapeutic Group. Use the Therapeutic Group

search to select the required criteria

Display only consultations with medications belong to this Interaction

class

Generic Group: This option will display consultations and associated

event items that have an entry with prescriptions whose drug is of the

selected Generic Group. Use the Generic Group search to select the

required criteria

This option will display consultations and associated event items that

have an entry with the selection medication

This option will display consultations and associated event items where

a consultation notes contain the keyword or phrase. Type in the details

of the word or phrase you wish to use as criteria for the search

Accident: This option will display consultations and associated event

items where a consultation has been nominated as being associated

with this accident. Select the required option from the Patient

Accident listing. NB: Work Place Accidents are displayed in Blue.

Any: The selection option Any displays all notes with an accident

associated with them

Display Selected Consultation type

Select Clinical status from drop down list

Include Inactive: To include inactive entries within the filter criteria

place a tick in the Inactive check box

Hide Non Consult: Upon selecting the Hide Non-Consult option from

the Daily Record Filter screen the Daily Record is filtered so that only

consultations and their associated daily treatment items will display.

Items which are not linked to a consultation will be hidden. This option

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is also available as a right click mouse option on the Daily Record

screen

Affiliation: Where records have been created and highlighted for

specific provider affiliation users have the ability to select to display an

identified affiliation or affiliations via a tick box selection. A right hand

mouse click option is available to either Select All, Un-Select or Invert

the current selection

Click OK to filter the Daily Record and close the Filter Daily Record

window

Click Cancel to abort the process and close the Filter Daily Record

window


Right-Click Mouse Options

Use shortcut option using the right hand mouse button

This will copy the highlighted items to allow the user to paste them into

another screen

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This option enables you to send to third party the highlighted

consultation information


Classification displaying the relevant consultations associated with the

classification

To Include outbox, inbox in the filter criteria


Medication displaying the relevant consultations associated with the

medication

Filter the daily record for selected affiliation only

This option will automatically filter the Daily record for the Highlighted

Clinical status displaying the relevant consultation and Inbox records

associated with the Clinical status

Hide any records that are not linked to consultation notes

List using the default filter option

This will allow the user to assign the Clinical Status for the Consultation

or the Inbox records

Setup Note

Right hand menu options listed above can also be accessed under the ribbon.

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Default Filter

Use this option to reset all filters to default filter.

Click to reset all applied filters

This Classification Only

Use this option to filter only the currently selected classification.

Click to filter only the currently selected Classification

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This Medication Only

Use this option to filter only the currently selected Medication.

Click to filter only the currently selected Medication

This Affiliation Only

Use this option to filter only the currently selected Affiliation.

Click to filter only the currently selected Affiliation

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This Clinical Status Only

Use this option to filter only the currently selected Clinical Status.

Click to filter only the currently selected Clinical Status

Refresh

Use this option to Refresh the Daily Record screen so that it displays any newly

added records.

Click to Refresh Daily Record to display newly added records

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Clinical Status

Use this option to assign a Clinical Status to the selected entry.

Click to see a list of Clinical Status and assign it to the selected item 1



Immunisations

Immunisation Status screen gives a list of immunisations that have been given and

that are due for the patient.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations



Context Menu


Immunisation Schedule Tab

This tab shows the status of all scheduled Vaccines

Vaccine Due Date

Vaccine Group the Vaccine belongs to

Name of the Vaccine

Outcome of the Vaccine

Date on which Vaccine was Given

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Age of the patient at which Vaccine was Given

Batch No of the Vaccine

Vaccine administered Site

Additional notes

Name of the Provider

Provider who administered the Vaccine

All Immunisations Tab

This tab shows a list of all Given Immunisations

Schedule Selection Tab

This tab shows a list of all available Immunisation Schedules, Provider needs to

choose which schedule needs to be applied for this patient.

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List of available Immunisation Schedules

Choose whether to Opt on or Opt off for NIR

Add a New Immunisation

Use the Add New Immunisation option on the Immunisation Status screen to

mark the status of the selected Vaccine.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► New Term

Keyboard

Shortcut In The Immunisation Status screen, Ctrl + N

Double-Click Double-click on the vaccine for which the status needs to

be marked

Context Menu


Choose the name of the Provider from the drop down list

Choose the date on which the Vaccine is administered and tick the

auto-bill box if required

The name of the selected Vaccine is already filled in

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Choose Outcome of the Vaccine from the drop down list

Choose the name of the staff who administered the Vaccine

Choose Route by which Vaccine was administered

Choose the site at which the Vaccine is administered

Enter any additional Notes if required

Batch No of selected Vaccine

Batch Expiry of selected Vaccine

If the Vaccine has a Diluent attached to it, the Batch No of the Diluent

is pre-populated here

If the Vaccine has a Diluent attached to it, the Batch Expiry of the

Diluent is pre-populated here

Choose Serology result from the drop down list

Choose Name of Provider who will attend the Recall

Select the number of days within which the patient is to be recalled

The date of the Recall gets populated

Select a Reason for the Recall

Add any additional Notes for the recall if required

Click OK to save and close the New Immunisation Status for the

Vaccine


Click to view screen specific help

Add a New Immunisation Group

Use the Add New Immunisation Group option on the Immunisation Status

screen to mark the status of a selected Group of Vaccines.

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Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► New Group

Keyboard

Shortcut In The Immunisation Status screen, Ctrl + G

Double-Click Double-click on the vaccine for which the status needs to

be marked

Context Menu


Choose the Immunisation Group from the drop down list

Select the date on which the Vaccine is administered

Select the Provider from the drop down list

Select the Vaccinator who administers the Vaccine from the drop

down list

List of Vaccines in the immunisation group

Outcome of the selected Vaccine

Route through which the selected Vaccine is administered

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Site where the Vaccine is administered

Enter any additional Notes

Batch No of the selected Vaccine

Batch Expiry of the selected Vaccine

Tick Box to Automatically Bill the Vaccine

The Immunisation Group that follows this Group is pre-populated

Select how many days the next recall is in

Recall Date is populated

Select Reason for the Recall

Click to go to the Next Vaccine in the Group

Enter Diluent Batch No (Field is enabled if the Vaccine has a Diluent)

Enter Diluent Expiry Date (Field is enabled if the Vaccine has a Diluent)

Choose Serology result from drop down (Field is enabled if the Vaccine

has a Diluent)

Choose Recall Date

Choose Recall Reason

Click to go to the Next Vaccine in the Group

Click to go to the Previous Vaccine in the Group

Select to add/remove a Vaccine to the Group

Tick box to hide the excluded alternative Vaccine

Click OK to save the status of the Immunisation Group

Click to abort process and close the window

Click to view screen-specific Help

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Open an Existing Row

Use the Open an Existing Row option on the Immunisation Status screen to

view the status of an old Vaccine.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► Open

Keyboard

Shortcut In the Immunisation Status screen, Ctrl + O

Double-Click Double-click on the vaccine which needs to be viewed

Context Menu


Tick this box if the selected Vaccine needs to be inactivated

Click OK to save Vaccine and close window



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Filter Immunisation List

Use the Filter Immunisation List option on the Immunisation Status screen to

Filter out unnecessary Vaccines in the list.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► Filter

Keyboard

Shortcut In The Immunisation Status screen, Ctrl + F


Context Menu


Tick this box to view only the list of Given Vaccines

Tick this box to remove all Scheduled Immunisation Records from the

list and shows the rest

Tick this box to Include all inactivated Vaccines

Click OK to save Filter and view filtered results

Click Cancel to abort process and close this screen


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Bring up to date

Use the Bring up to date on the Immunisation Status screen to bring all patient

immunisation records up to date.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► Bring up to

date

Keyboard



Context Menu


Click to bring all Patient records up to date

Reschedule Vaccination or Vaccination Group

Use the Reschedule option on the Immunisation Status screen to reschedule a

selected Vaccine or Vaccine Group.

Navigation Type

Ribbon

Select Patient Tab ► Immunisations ► Reschedule

Keyboard



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Context Menu


Choose if rescheduling is for a Vaccine Group or an Individual Vaccine

Choose the Vaccine Code for the Vaccine that is being rescheduled

Choose by how many days the Vaccine needs to be rescheduled to

The date for which the Vaccine gets rescheduled to is populated

Add any relevant comments

Choose the Provider from the drop down list

Choose a reason for the Recall

Click OK to save and close window


Click to view screen-specific Help

NIR Status Query

The Status Query provides the ability to query NIR for a patient’s immunisation

status. However the NIR software must match the query with a specific

patient prior to sending the immunisation data.

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Setup Note

The NIR Status Query menu option (Patient tab ► Immunisations ► NIR

Status Query) will be enabled only when NIR Messaging is enabled (Utilities

tab ► NIR ► Message Transfer ► Setup 3 tab). For further information

about NIR Messaging, refer to NIR Message Transfer Utility section.

Pre-Requisites Ensure an appointment template is created for each provider in the practice prior.

Navigation Type

Ribbon Select Patient tab ► Immunisations ► NIR Status

Query

Keyboard



Context Menu




The minimum NIR Status search requirements are: Patient’s NHI number or

Patient’s Surname, First Name, Age Range & Gender.

To query the NIR Status for Medtech Evolution Patient

To query the NIR Status for non Medtech Evolution Patient

Enter Patient’s National Health Index (NHI) number. NHI number will be

displayed by default for Medtech Evolution Patient from Patient

Register window

Enter Patient’s Surname. The Surname will be displayed from Patient

Register window if the Patient is registered with Medtech Evolution

Enter Patient’s First Name. The First name will be displayed from Patient

Register window if the Patient is registered with Medtech Evolution

Enter the Patient’s Age Range. The age range will be displayed from

Patient Register window if the Patient is registered with Medtech

Evolution Patient

Select the Patient’s Gender from dropdown list. The gender will be

displayed from Patient Register Window if the Patient is registered with

Medtech Evolution

Select an appropriate Search Type (Exact Match, Wildcard, etc.) from

the dropdown list

Click Find New Patient button to select a new patient from the Search

Patient window. The new patient’s information will be displayed in the

NIR Patient Status Query tab

Click NIR Search to generate a request message to NIR to get the

Patient’s Immunisation details. The NIR Patient Status Query tab will be

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closed and the response from the NIR will be stored in the Provider

Inbox.

Setup Note

The response from the NIR will be stored in the Provider Inbox (Home

tab ► Provider Inbox). Double-click on the respective NIR record;

the details will be displayed in the View Provider Inbox tab.

If NIR search using Patient’s Demographic details other than NHI

number, then one of the following messages types will be sent to the

Provider Inbox.

Status Query – Single Match

If NIR can exact match the Patient from the requested criteria, a “Status

Query– Single Match” message will be received within the Provider Inbox.

This message will contain the respective patient’s immunisation records.

Status Query – Results (Multiple Match)

If NIR can match more than one patient from the requested criteria, a

“Status Query – Multiple Match” message will be received within the

Provider Inbox. This message will display the list of Patients matches with

the criterion.



Click Search button to bring up the NIR Status Query tab. In the NIR

Status Query tab a new Patient List 3 tab will be displayed and list the

Patients matches with the criterion.

Select an appropriate patient from the list and click NIR Search button to

send the NIR Status request for the selected patient

Status Query – No Match (Acknowledgement Message)

If NIR do not find any patients that match the search criteria, a “Status

Query – No Match (Acknowledgement Message)” message will be

received within the Provider Inbox. The user must select the “Search”

option and redefine the search criteria before activating another query.

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Click Cancel to abort and close the NIR Patient Status Query tab


Update Patient Data

Use the Update option in View Provider Inbox tab to update the

Patient’s details from NIR into Medtech Evolution.

Navigation Type

Ribbon

Select Home tab ► Inbox group ► Provider

Inbox, highlight the respective NIR Single match

record ► Edit group ► Open

Keyboard



Context Menu


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Click Update button to update the Patient’s details from NIR into

Medtech Evolution. Update Patient Data window will be

displayed.

The detail tab will display the patient’s demographic

details from NIR

The Immunisation tab will display the patient’s

Immunisation details

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Select the required field(s) to update the respective

details into the Medtech Evolution

Click Select All to select the entire fields

Click OK button to update the selected field(s) into the

Medtech Evolution.

If any demographic details are selected (e.g. Date of

Birth), the details will be updated in the Patient Register

window.

If any immunisation details are selected, the details will

be updated / listed in the Immunisation Status tab (in All

Immunisations tab) as shown below:

Click Cancel to abort and close the Update Patient Data

window

Open help

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Prescription

The prescription module features an integrated formulary, providing comprehensive

information on drug interactions and pharmaceutical funding.

The Prescription Chapter covers the following sections:

Prescribe a New Medication

Drug Search

Special Authority Drug

Subsidised Drugs Only

Exclude Unsafe in Pregnancy

Exclude Banned in Sport

Additional Quick Search Options

Additional Advanced Search Options

Prescribe a New Medication

Use the New Medication option to prescribe a New Medication Pre-Requisite


Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Medications ► New

Medication

Keyboard

Shortcut F10


Context

Menu (Right-

Click)

Not Applicable



The active patient’s GMS category will be displayed

When granular prescribing directions is clicked the directions field is

greyed out - This is to avoid the miss-match between the granular fields

and the directions field which can occur if the user updates the

directions but not the granular fields, the directions when entered in

granular prescribing mode are disabled and cannot be edited.

Setup Note

Under File > Options >Setup > Staff > Members > Provider Messages-

Select Enable granular prescribing directions to auto populate

granular prescribing directions under medications. For further

assistance, Refer Setup Guide.

Select the medication you wish to prescribe by typing the first few

letters of the medication and press the Tab key to display the Drug

Search screen.

Setup Note

To find a drug with a specific strength, for example, to find Amoxicillin

Capsules having strength of 250mg, you could type AMOX C 250.

Further, typing DI SO CAP will search for a drug with the Key, Brand or

Generic name starting with DI, containing SO and a presentation

starting with or containing SO and/or CAP, i.e. items with Tab within

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the presentation will not be listed.

If you have set up Personal Medicines, via File ► Options ► Setup ►

Clinical ► Personal Medicines, it is possible to type in the Key rather

than the actual drug when doing a drug search. If you select a

Preferred Medicine the default information added within the setup of

the medication will automatically be displayed. It is possible to

change these values if necessary.

Drug Search window

To learn more about Drug Search, Refer to the Drug search

section

Highlight the medication required in the Brand/Generic

section.

Highlight the strength required from the Strength section.

To obtain Mims information on the drug, click the MIMS

button below the Strength fields.

Click OK to add the selected drug as a new medication.

Setup Note

Drug Interactions or Warnings will be displayed in the

interactions window when a proposed medication is in conflict

with another drug previously prescribed for the patient.

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Interaction information is displayed automatically if the

medication interacts with a previously prescribed medication

or a Patient's medical warning. Critical interactions are

displayed in Brown and are not recommended.

Pharmac Special Authority: For Special Authority medications,

additional rules are applicable as displayed in the below

figure.

Dosage: Enter the dosage of the preferred medicine, (Decimal values

can also be added).

Setup Note

To set up Dosage Frequencies – Go to setup File ► Options ►

Clinical ► Dosage Frequency.

Frequency: Enter the frequency for the medication that you are

prescribing, For example TDS (Three Times daily).

Period: Enter in the period that the medication is being prescribed for.

You can prescribe in days, weeks, months or years. For example typing

1w will expand to 1 week.

Mitte (Quantity): This field will have been automatically calculated in

relation to the dosage, frequency and period information. It is possible

to type a quantity directly into this field.

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Amount: Drug Amount is displayed in this field.

Directions: Directions relating to the dosage and frequency information

will automatically be displayed. It may be necessary to manually type

additional information for some preparations. Clinical keywords can be

used in this area.

Repeats: Enter the number of repeats you are prescribing.

Setup Note

When prescribing a medication on Pharmac's Stat list, a message

will display indicating "Close Control endorsement added" which

adds a "CC Initial:" on the prescription, along with a box for the

prescriber’s initials to acknowledge the request, onto the printed

prescription

Options: This menu allows a user to Add A New Medical Warning or

Add A New Classification directly from the New Patient Medication

screen

Administer: Choose the administration of medicine from the drop down

list; for example (Systemic, Topical)

Initial Dispensing period – Initial trial period for a Medicine

Provider Eligible for $3 Co-payment – This Check box will be enabled

based on the Provider settings under options. On selection, it will

automatically update the Patient’s GMS category.

Setup Note

To use the option – Go to setup File ► Options ► Staff ► <Staff

Name><Provider message>.

Provider: The Provider information can be changed. By default the

logged in Provider Name will be displayed automatically.

Prescribed Externally: Select this option if issued by another agency

Date of Issue: Drug Issued date will be displayed here.

External Provider: This field will be enabled only when you selected the

‘Prescribed Externally’ checkbox option. Select an external agency or

provider from the Address Book by clicking on the ellipsis button

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Classification: To associate a Classification to the Medication, Select

the required classification from the drop down list of previously

allocated classifications

Close Control: Medications listed on Pharmac's Stat listing, require this

check box to be ticked when indicating that repeats are necessary.

Ticking will print "CC Initial:" on the prescription, along with a box for the

prescriber’s initials to acknowledge the request

Long Term Medication: To flag the medications as a Long Term

Medication place a tick in the check box. Long Term medications are

medications that will be repeated on a regular basis, and displayed in

Blue within the Patient Medication listing

Medication Status: select the respective Medication Status from the

dropdown list. To add a new medication status, refer to ‘Medication

Status’ section in ‘Medtech Evolution Setup User Guide’.

Confidential: Placing a tick in this check box, will mark the medication

as confidential. Only the user/provider who prescribed the medication

(or a provider with a clinical trust relation with the prescribing provider)

will be able to see the medication. It will be displayed on the Patient's

Medication list as Confidential and other users will be unable to view it.

Generic Substitution Allowed: If you wish to allow generic substitution

for the prescribed medication place a tick in the check box.

Do Not Upload to MMH: This check box is to explicitly determine

whether information is uploaded to ManageMyHealth™ for a Patient.

Setup Note

The new checkbox “Do Not Upload to MMH” will be un-ticked by

default. When the Confidential checkbox is ticked, the “Do Not

Upload to MMH” checkbox will be ticked automatically.

The “Do Not Upload to MMH” checkbox will be shown only if a

Practice is registered for ManageMyHealth™.

Recommended by Specialist - This field indicates that the Patient

medication has been recommended by a Specialist. Enter the name

of the recommending Specialist and the date of the recommendation.

Patient meets Endorsement Criteria - This field will be used to identify

that the patient meets the Endorsement Criteria.

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Specialist - This field will be linked to the Address Book and will be used

to identify the Specialist that has provided the recommendation.

Date Recommended - This field will allow you to select the date that

the Specialist provided the recommendation.

Setup Note

When a patient medication recommended by Specialist option is

selected, then values will be printed onto the Patient Prescription

Previous Drugs: Previously prescribed medications for the same

classification can be selected for reporting.

Interaction Section: Interaction information is displayed automatically if

the medication interacts with previously prescribed medication or a

Patient's medical warning. Critical interactions are displayed in Brown

and are not recommended. Select an interaction warning and click

Details to know the Interaction information:

Drug Interactions

Interaction information is displayed using the following rules:

Prescribed medication interacts with a Long Term

Medication

Medication interacts with a non-Long Term Medication

prescribed within the last three months, the software

checks the treatment period of that medication to see if

the interaction is still valid

Allergy recorded for Generic Group of Prescribed

Medication with the Patient Medications

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Allergy recorded for Drug Class of Prescribed Medication

with the Patient Medications

A RX Warning note allergy recorded with the Patient

Medications (only when prescribing new medication)

The format of the Interaction Warning Text in some

circumstances has been altered:

Generic Group Allergy warnings will now be displayed as per

the below:

<drug name> ! <allergen name> (<substance class name>)

Drug Class Allergy warnings will now be displayed as per the

below:

<drug> (<substance class name>)

Cross Sensitivity warnings for Generic Groups will now be

displayed as per the below:

<generic name> (<substance class name>) X <allergen name>

(<substance class name>)

Cross Sensitivity warnings for Drug Classes will now be displayed

as per the below:

<drug> (<substance class name>) X <substance class name>



Number of Interaction Warnings

The Interaction Warning section of the New/View Patient

Medication screen will now provide users with the ability to see

up to 8 Interaction Warnings at a time without scrolling the list.

The Interaction Warning section will now show by default three

lines or less, and once the list of interaction warnings is greater

than three the screen section will dynamically expand.

Once the list shows 8 interaction warnings, the user will be

required to scroll to see the remainder of the warnings.

The Interaction Warning section of the screen will also identify to

the user how many interactions there are for patients that need

to be reviewed.

Suppress: Selecting this option will suppress the interaction when

a repeat of the medication is made in the future.

MIMS Section: Click the MIMS icon to bring up the ‘About MIMS’

window to know more about MIMS

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Add to personal - If a provider has medicines that they prefer to

prescribe, they can be setup as Personal Medicines. For example, if a

certain brand of Paracetamol is preferred, this brand will appear first

on the list, with the preferred directions defined.

OK: OK will save the Prescription information and update the

Consultation, Daily Treatment and Patient Medications screens.

Another option will automatically add the medication to the

Consultation screen and will display a new Patient Medication window

Click Cancel to abort and close the New Patient Medication window

Click MIMS button to know the selected Medicine Information

Click Help to view the Screen specific help

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Drug Search

This Feature enables users to search and browse through all the medications.

The Drug Search screen is divided into two tabs, Quick and Advanced tabs.

Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Medications ►

Browse Medications

Keyboard



Context

Menu (Right-

Click)

Not Applicable

Quick tab enables you to search for a drug using the drug's name

Advanced tab enables you to Search by the Therapeutic Class or

Search by the Generic Group. (This section is explained in detail under advance search section)

Drug Name: Enter Drug Name in the field

Search: Click on the Search button, and you'll see a list of relevant

drugs based on the search criteria.

Therapeutic Options: Enter text in the Therapeutic Options field and

press ‘enter’ or clicks on the ellipsis ( ) –to display the results. On

selecting the relevant Therapeutic Option the Drug Search screen will

display only drugs relevant to the selected Therapeutic Option.

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Personal Medicines: Provider can add prescribed medication to

personal medicines list.

Add prescribed medication to personal medicines list.

Tick this option to prescribe the drug

If a provider has medicines that they prefer to prescribe, they

can be setup as Personal Medicines

Presentation of Drug

Key field enables the user to link a variety of medications to the

same keyword

PML Column: This column can contain a tick, a dot or be blank.

A Tick denotes that this drug is preferred in its therapeutic group.

(Setup/Clinical/Drug…). A Dot denotes that there are drugs

within its therapeutic group that are preferred and it isn’t one of

them. Blank indicates that this drug has no preferred status.

PML Button: This button on the Drug Search Screen is only visible

if the highlighted drug has a preferred status, i.e. the PML

column is not blank. Clicking on this button will display only

preferred medicines within the selection list, the ‘Advanced’ tab

filter will automatically set the appropriate ‘Therapeutic Group’

and tick the ‘Preferred Medicines Only’ checkbox

When Personal drugs are listed there is a checkbox displayed to

the left of the medications. To prescribe more than one personal

drug within the displayed listing, place a tick next to the

required medications then use the Prescribe option

Brand/Generic: Search for a drug by brand or generic name

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SA Drug: When ‘SA’ is selected, only drugs that have been flagged as

Special Authority medications will be displayed in the Drug Search

screen for selection.

Sub: when ‘Sub’ is selected, only drugs that are flagged as subsidised

will be displayed in the Drug Search screen for selection.

Exclude Unsafe in Pregnancy: When Exclude Unsafe in Pregnancy is

selected, the drugs that are deemed as unsafe in pregnancy will be

excluded from the display in the Search screen

Exclude Banned in Sport: When ‘Exclude Banned in Sport’ is selected,

the drugs that are deemed as banned in sport will be excluded from

the display in the Search screen

Include Inactive: To include inactive entries place a tick in the Include

Inactive check box.

Brand/Generic: Drugs within the Brand/Generic section is highlighted

Form: Dosage form of the drug

Brand: Brand Name of the drug

Subsidy: The Drug Search screen strength grid has been updated to

show new colours to define whether a drug is fully subsidised, Partially

Funded or Not Funded at all. Drugs displayed in Green are fully

subsidised whereas drugs partially funded are displayed in Blue and

drugs displayed as Blank have no subsidy

Strength: Drug strength is displayed

Price: Price of the Drug

PML Column: This column can contain a tick, a dot or be blank. A Tick

denotes that this drug is preferred in its therapeutic group.

(Setup/Clinical/Drug…). A dot denotes that there are drugs within its

therapeutic group that are preferred and it isn’t one of them. Blank

indicates that this drug has no preferred status

Prescribe the selected personal medicine.

If a personal drug is selected, the prescribe button is enabled and the

generic button disabled

Click OK button to select the highlighted drug from the list

If a MIMS drug is selected, then the prescribed button is disabled and

generic/brand button is enabled

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To add a new drug

MIMS Medicine information

To abort the operation and exit the screen

Displays help information for the section

Search for a Drug by Name

Type the first few letters of the drug in the Drug Name

field;

Press the Enter key or Click on Search button to perform

the Search which will display the available options.

Setup Note

Medtech Evolution will automatically display the drug

listing in the following order, Personal followed by

Generic/Brand name. That is if personal drugs are set

up within the top icon. Go to Options/Clinical/Personal

Medicines these options will appear first when

prescribing a medicine. The associated ‘key’ of the

personal medicine is displayed in the section listing.

Generic/Brand options are listed if there is not a

personal option.

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SA Drug

When ‘SA’ is selected, only drugs that have been flagged as Special

Authority medications will be displayed in the Drug Search screen for

selection

Subsidised Drugs Only

When ‘Sub’ is selected, only drugs that have been flagged as

Subsidised will be displayed in the Drug Search screen for selection

The Sub tick box will remember the user setting. Once ticked, it will

remain ticked until the user selects to un-tick it. Once un-ticked, it will

remain un-ticked until the user selects to tick it.

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Exclude Unsafe in Pregnancy

When ‘Exclude Unsafe in Pregnancy’ is selected, the drugs that are

deemed as unsafe in pregnancy will be excluded from the display in

the Search screen

Setup Note

Clicking on the icon next to the Exclude Unsafe in Pregnancy

option will open the More Information screen. This screen will provide

you with details on each of the Pregnancy Categories, and provide

details on the rules for the exclusions.

Exclude Banned in Sport

When ‘Exclude Banned in Sport’ is selected, the drugs that are

deemed as banned in sport will be excluded from the display in the

Search screen.

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Setup Note

Clicking on the icon next to the Exclude Banned in Sport’ option

will open the More Information screen. This screen will provide you

with details on each of the Sport Categories, and provide details on

the rules for the exclusions.

Additional Quick Search Options

Quick tab in the Drug Search screen includes the ability to search using

“Therapeutic Options”. When the user enters text in the Therapeutic

Options field and presses ‘enter’ or clicks on the ellipsis ( ) - the

Therapeutic Options Screen will display the results.

On selecting the relevant Therapeutic Option the Drug Search screen will

display only drugs relevant to the selected Therapeutic Option

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The Therapeutic Options of a drug can also be accessed by right

clicking on the drug and selecting the “Action Group” option.

Setup Note

Once the user chooses the Action Group, the search screen will be

refreshed and the selected action group will be displayed in the

“Therapeutic Options” field. The user can then select the Search

button and any drugs with the selected Action Group will be

displayed.

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Setup Note

The therapeutic options functionality is also available in the

advanced tab of the Drug Search Screen

Additional Advanced Search Options

The following features are available in the advanced tab, in the Drug Search

screen:

This section will cover the following areas

Search for A Drug by Therapeutic Group Search for A Drug by Generic Group

Search for a Drug by Therapeutic Group



Select the Advanced tab by clicking on it with the mouse or by holding

down the Ctrl key and pressing the Tab key. Type in the first few letters

of the therapeutic group you wish to display the drugs for. Select the

Search option by pressing the Enter key

The Find Therapeutic Group screen will be displayed listing the groups

that match the search criteria.

Highlight the required therapeutic group from the listing and press the

Enter key to select. The selected therapeutic group will be displayed in

the Therapeutic Group field of the Drug Search screen.

To display the drugs that are within this group select the Search option

by pressing the Enter key. Drug information will be displayed on the

screen allowing you to highlight the drug you require.

OK will select the drug. Information associated with the drug is

automatically displayed.

Generic: The generic option will select the drug and display the

generic name on the screen. For instance if you have Augmentin

displayed, selecting the generic option will display Amoxycillin

Clavulanate.

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Search for a Drug by Generic Group

Select the Advanced tab by clicking on it with the mouse or by holding

down the Ctrl key and pressing the Tab key. Type in the first few letters

of the generic group you wish to display the drugs for. Select the

Search option by pressing the Enter key

The Find Generic Group screen will be displayed listing the groups that

match the search criteria

Highlight the required generic group from the listing and press the Enter

key to select. The selected generic group will be displayed in the

Generic Group field of the Drug Search screen

To display the drugs that are within this group select the Search option

by pressing the Enter key. Drug information will be displayed on the

screen allowing you to highlight the drug you require

OK will select the drug. Information associated with the drug is

automatically displayed

Generic: The generic option will select the drug and display the

generic name on the screen. For instance if you have Augmentin

displayed, selecting the generic option will display Amoxycillin

Clavulanate

20.10.1 Generic Synonyms

When the user performs a search in the advanced tab in the

drug search window under the “Generic Group”, the search will

now include any item containing a generic component that is a

synonym for items that match the search criteria.

Example

Co-trimoxazole is a synonym for Sulfamethoxazole/Trimethoprim.

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The approved generic is Sulfamethoxazole and this will be

displayed when selected.

When the user selects the drug and clicks on the Search button

all the drugs that match the “approved generic” will be

displayed.



Patient Medications

The Patient Medications section summarizes information related to prescriptions, in

the Patient Medication screen. It is possible to add, modify, Inactivate or Filter a

Patient's Medications using the Patient Medication function.

The Patient Medications Chapter will explain the following actions Add New Medication

View / Modify or Inactivate Medication

Filter Medication List

Mark Existing Medications as Long Term / Not Long Term

Tick all Long Term Medications only

Repeat Medications

Add Patient Medication Card

Add New Medication

Setup Note

Please Refer to Prescription section for Add New Medication Section

View / Modify or Inactivate a Medication

Use the Open / Modify or Inactivate options to View, Modify, or Inactivate

Patient medications.

Pre-Requisites

Ensure a patient is on the palette.



Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Medications

then select Patient Medications tab ► Edit group ► Open

Keyboard

Shortcut CTRL + O

Double-Click Double click to open the selected record

Context Menu


Place a tick in Rep checkbox to select the medication

Date of Prescription for the patient medication

Prescribed drug name

Special Authority No to provide access to subsidy

Drug Quantity

Directions for Prescribed medication

Drug Amount

Patient Classification associated with the medication

Medication status for the prescribed Medicine

Provider Name

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Highlight the medication to be viewed, modified or inactivated

View and /or make the necessary modifications. If the item is to be

inactivated, select the Inactive tick box

Click Ok to save any changes made

Filter Medication List

Use Filter Medication List to filter records using search criteria (Long Term only,

Most Recent only, Show all)

Navigation Type

Ribbon Select Patient Tab► Clinical Actions ► Medications

then select Patient Medications tab ► Filter group ► Filter

Keyboard

Shortcut Ctrl + F


Context Menu


Select to show Long Term Medications Only

Select to show most recently prescribed medications only

Select to show all prescribed medications

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13

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2

3



Show Medications only for the selected Therapeutic Group

Show Medications only for the selected Interaction class

List Medications with this classification only

List Medications with this drug only

Setup Note

If a specific drug is to be filtered for, type a few letters of the name

into the Drug field and press Tab. Select the drug required from the

Brand/Generic and Strength sections and click OK.

Show Medications for the selected medication status

If inactive medications are to be included, select Include Inactive tick

box

Click OK to save screen Filter screen changes and exit window

Setup Note

Patient Medication list will be filtered based on the chosen search

criteria. Choose default option in filter screen to make the

selected search criteria as default filter for Patient medications list.

Click Cancel to abort and close filter window

View Help on this window

Setup Note

Medications can also be filtered by highlighting a medication from

the list is to be filtered for, right click the mouse and select This

Medication Only. Any other listings of the same medication will be

displayed.

Mark Existing Medications as Long Term / Not Long Term

Use Mark Existing Medications as Long Term / Not Long Term to record an

existing medication as being Long term or Not long Term

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Pre-Requisite

Highlight the medication to be marked as Long Term/Not Long Term from the

list

Navigation Type

Ribbon Select Patient Medications tab ► Long Term / Not Long

Term

Keyboard



Context Menu

(Right-Click)

In the right-click popup menu, select Long Term / Not

Long Term

Select the required medication

Click on the Mark Medication as Long Term/Not Long Term

Tick all Long Term Medications only

Use Tick all Long Term Medications only to select all long term

medications for script printing purposes – especially for patients on

multiple medications.

1

2



Navigation Type

Ribbon Select Patient Medications tab ► Long Term / Not

Long Term

Keyboard



Context Menu


Click on Tick all Long term medications only to view existing

medications with long term status

Repeat Medications

Use Repeat Medications option to repeat the selected medication.

Pre-Requisites To repeat a medication it is necessary to place a tick in the Rep column of

the required medication within the Patient Medications screen

1



Navigation Type

Ribbon Select Patient Medications tab ► Do Repeats or click on

Keyboard



Context Menu


Select the medications to be repeated by clicking the mouse in the

tick box to the left of the required medications.

Click Do Repeats to Repeat selected medications icon.

Setup Note

Interaction information is displayed automatically if the medication

interacts with a previously prescribed medication or a Patient's

medical warning.

The repeated medications will be automatically displayed in the

Consultation window for printing.

1

2



Patient Medication Card

The Patient Medication Cards module enables providers to supply the patient

with printed instructions relating to how and when medications should be

taken or used along with any Special Instructions and the Purpose of the

Medication.

Pre-Requisites


Navigation Type

Ribbon Select Patient Medications tab ► Patient Medication

card or click on

Keyboard


Double-Click Yes

Context Menu


Add Patient Medication Card

Use Patient Medication Card option to add medication card

Select Patient Medication Card template from the ‘Document’

drop down list

1



The ‘Prescribed within the last’ filter is blank by default however

a specific time period can be entered to limit the display. Click

on the drop down list to alter the period and filter the

medications list

Select the service provider from the drop down list

Place a tick to the medications you would like to include in the

Medication Card

Date of Prescription for the patient medication

Patient Medication will display previously entered manual

information on dosage, special instructions and purpose

The ‘Directions’ field will display the associated directions for

each medication

Wake Enter the relevant dosage for the patient

Break - Enter the relevant dosage for the patient

Lunch - Enter the relevant dosage for the patient

Tea- Enter the relevant dosage for the patient

Night- Enter the relevant dosage for the patient

Enter any instructions you would like the patient to be aware of,

into the ‘Special Instructions’ field next to the appropriate

medication

Use the ‘Purpose for Prescription’ field to record the reasons why

the patient may be on the specific medication

‘Deselect All’ use this button to un-tick all medications.

Users can select the ‘Select All’ button to place a tick next to

each medication

Medications can be ordered ‘Up’ in the list by highlighting the

relevant medication and using UP button to move them into the

desired place within the list.

Medications can be moved ‘Down’ in the list by highlighting the

relevant medication and using the Down button to move them

into the desired place within the list

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When you have completed the information required for the

Medication Card click on the ‘Print’ button to print the

medication card

Click OK button to save the medication card to the Daily

Record and the Patient Outbox

Click Cancel to abort and close Patient Medication card window


Print Patient Medication

Use the Print Patient Medication option to print the prescribed

Medication(s) for the active patient on the palette.

Pre-Requisite


Navigation Type

Ribbon Select Patient ► Medication ► Patient Medications tab ►

Print group ► Print Patient Medication

Keyboard

Shortcut In the Patient Medication screen, press Ctrl + P

Double-


Context

Menu

(Right-

Click)

Not Applicable

The selected Medication(s) detail will be sent into the desired printer.

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CBIT – Clinical Business Intelligence Tool

An Overview

The Clinical and Business Intelligence Tool feature (CBIT) provides pre-defined

reports with filters that enable PHOs and Practices to set and meet their patient and practice objectives. Reports are logically grouped and the

pertinent details are displayed in a single screen. This feature identifies and analyses the clinical data captured in the healthcare settings to assist in decision-making. This is a powerful and unique

feature that positively impacts patient care delivery, health outcomes, and business operations.

CBIT solutions extract data from Healthcare systems into a centralized repository or a federated database for the purpose of analysis. Combining

business intelligence and clinical intelligence, the feature provides a historical and predictive view of the clinical care system to enable making better

business decisions and improve patient care delivery.

To use CBIT, you will need to perform the following functions:

1. Setup CBIT: The first step is to setup CBIT in your system.

2. View Reports: Once you register CBIT, the next step is to view reports.

Step 1- How to setup CBIT

1. Launch Evolution and select View License Details in the Help Ribbon.

2. Select CBIT and enter the corresponding Registration Key.

3. Click the close button and once this is complete, you can make full use of

the features offered by CBIT.



4. You can access CBIT by clicking on the CBIT tab in the Evolution main

ribbon.

5. The CBIT ribbon primarily has 4 main sections:

Icons Description

Provides a summary view of the following reports:

Appointment Summary

Financial Summary

Service Group Analysis

Appointment DNA Summary

Pre-defined

Reports

Medtech Evolution is available with the list of pre-defined reports where you can view the CBIT reports:

Patient

o Registration Management

Chronic Care

o Asthma

o Arthritis

o Diabetes

o CVD

Preventive Care

o Immunisation

o Vaccination

o Screening

o Medication

PHO

o PHO Performance Management

o Funded Programs

Enables integration with HealthStat to compare data with national

average

CBIT reports can be customized according to the practice business needs and requirements. Refer Chapter to know about Report

Customization. If you require assistance to customize CBIT reports with custom-defined queries then contact Medtech Support at

[0800 2 (633 832)] or [email protected].



Pre-defined Reports

With CBIT practices can generate various analytical reports that help them to maximize their practice efficiency and improve patient quality care. These

reports are predefined and embedded within the tool. You can customize them according to your needs. The reports and dashboards provided in the

tool are very insightful reports that enable practices to have a real time practice health status at your fingertips for a range of chronic diseases or

services including cervical smears, diabetes, BMI, and immunizations. Some of the key reports provided in this section include:

Patients whose capitation based funding is about to expire in the next funding quarter

Patients whose important data is missing from their electronic medical record (Example: Gender, DOB, NHI etc.) Let’s take an example of this

scenario:

Registration Management

Your practice- Front Desk personnel may want to analyse and find out patient records with missing ethnicity code details. For this requirement,

practices can use the inbuilt predefined report embedded within the product. The steps to view this report include:

Click on the CBIT ribbon.

Registration Tab: The CBIT window will launch the Registration

Management tab displaying the various pre-defined reports.

o View the list of the reports in the left pane of the Registration

Management tab. Click on every predefined list to view the

reports.

o To view the missing ethnicity records, double click the pre-

defined report titled “Patient with no ethnicity code

anywhere”: As you click this option, the right pane

automatically shows the dashboard and the bottom pane

shows the list of patients with no ethnicity details.



Asthma

Your practice- Front Desk personnel may want to analyse and find out patient

records with chronic care ailments like Asthma details. For this requirement, practices can use the inbuilt predefined report embedded within the

product. The steps to view this report include:


Asthma Tab: The CBIT window will launch the Asthma tab displaying

the various pre-defined reports.

o View the list of the reports in the left pane of the tab. Click

on every predefined list to view the reports.



The other reports that are represented in this tab include:

Report Name Purpose

3 or more inhalers in the last 6 months and

no LABA prescribed

This report will publish a list of all Registered patients who have had three prescriptions of

Fluticasone, Budesonide, Beclomethasone, Eformoterol in the last 6 months and no

prescription for combination inhaler.

More than one inhaler in the last 6 months

and no asthma READ coded

This report will publish a list of all Registered patients who have been prescribed more than

one of the medications containing following generic names in the last 6 months: fluticasone,

budesonide, beclomethason, salmeterol, eformoterol in inhaled form and no Asthma READ code in Classifications.



Arthritis

Click on the CBIT ribbon. The CBIT window will launch the Arthritis tab displaying the various pre-defined reports. Click on every predefined list to view the reports.

The reports that are represented in this tab include:

Report Name Purpose

Patients with gout and

no Uric acid measures ever

This report will publish a list of all Registered

patients who have Classifications containing any of the C34 READ codes and have been

prescribed medications with generic name containing either colchicine or allopurionol in the last 2 years and have received no Inbox

Document with title containing words uric acid.

Patients with gout and no Uric acid measures in

the last 6 months

This report will publish a list of all Registered patients who have Classifications containing any

of the C34 READ codes and have been prescribed medications with generic name

containing either colchicine or allopurionol in the last 2 years and no Inbox Document received

with title containing words URIC ACID received in the last 6 months.

Patients with gout and last Uric acid 0.43 within

6 months

This report will publish a list of all Registered patients who have classifications containing any




containing either colchicine or allopurionol in the last 2 years and an Inbox Document received within the last 6 months containing words URIC

ACID and value of HH received.

Patients with gout and last Uric acid 0.35 - 0.43

(exclusive) within 6 months

This report will publish a list of all Registered patients who have Classifications containing any


containing either colchicine or allopurionol in the last 2 years and received Inbox Document in the

last 6 months with title containing words URIC ACID and value H.

Diabetes


The CBIT window will launch the Diabetes tab displaying the various pre-defined reports. Click on every predefined list to view the reports.



The reports that are represented in this tab include:

Report Name Purpose

History of diabetes with no BP recorded in the last 12 months

This report will publish a list of all Registered patients with no Blood

Pressure measurements recorded in the last 12 months and Patient

Classifications that contain one of the C10 group READ codes excluding those

with C10A and C10B records as well as duplicate, confidential and inactive

records.

History of diabetes, BP>130/80

not on BP lowering medication

This report will publish a list of all

Registered patients with a blood pressure measurement record in

Screening containing a Blood Pressure recording with a result higher than

130/90 made in the last year and one of the READ codes related to C10 group

(Diabetes). Also, no prescription for any BP lowering medicine

History of diabetes, prescribed BP lowering medication, last BP

more than 130

This report will publish a list of all Registered patients who Have one of

the READ codes related to C10 group recorded in Classifications and have

had a prescription of any BP lowering medicine. Also, a screening containing

BP with results higher than 130/90 recorded 30 days post prescription

History of diabetes, prescribed

BP lowering medication, last BP more than 130/80 no follow up BP levels measured in the last 6

months


Registered patients who have one of the READ codes related to C10 group (Diabetes) recorded in Classifications

excluding inactive and duplicate records and patients with C10A and

C10B group READ codes. Also excludes confidential records. Also of patients

who have had a prescription of any BP lowering medicine and last BP

measurement was 30 or more days after the last prescription.

History of diabetes with no lipids recorded in the last 12

months

This report will publish a list of all Registered patients who have one of

the READ codes from the C10 group (Diabetes) recorded in Classifications

excluding inactive, confidential and duplicate records and patients with

C10A and C10B group READ codes and NO inbox document containing LDL

received in the last 12 months.



History of diabetes, LDL more than 2.0 mmol/L not on lipid lowering medication

This report will publish a list of all Registered patients who have classifications containing a READ code

for Diabetes from C10 Code group (excluding C10A and C10B group

codes) and no prescription for any lipid lowering medications and an inbox

document received in the last 6 months containing a LDL and result being equal

to or more than 2.0 mmol/ml- 356/2

History of diabetes, prescribed lipid lowering medication, last LDL more than 2.0 mmol/L no

follow up lipid levels measured in the last 6 months

This report will publish a list of all Registered patients who have classifications contain a READ code for

Diabetes from C10 Code group (excluding C10A and C10B group

codes) and have been prescribed any lipid lowering medication and have

received an Inbox document containing LDL with result above 2.0

mmol/ml received before prescription within last 9 months and more than 30

days following the prescription with the previous LDL inbox document received

before 6 months.

History of diabetes prescribed

lipid lowering medication follow up LDL more than 2.0


Registered patients who have one of the READ codes from the C10 group

(Diabetes) in Classifications recorded excluding inactive, confidential and

duplicate records and patients with C10A and C10B group READ codes.

And have been prescribed one or more lipid lowering medications between 6

and 9 months ago and have an Inbox Document containing LDL received

more than 30 days following the prescription with results being equal to or above 2.0 mmol/ml. Patients have

also not had any prescription for lipid lowering medications following the

latest result for LDL.

Patients with diabetes, with HbAlc not measured in the last

6 months

This report will publish a list of all Registered patients who have

classifications containing READ code for Diabetes (C10 group), excluding C10A

and C10B codes and no Inbox Document containing HbA1C readings in the last 6 months excluding

confidential, inactive and duplicate records.



History of diabetes with HbA1C 7-8

This report will publish a list of all Registered patients who have classifications contain READ code for

Diabetes (C10 group), excluding C10A and C10B codes and latest Inbox

Document containing HbA1C contained results between 7 and 7.9 or

53.0 and 64.9 excluding confidential, inactive and duplicate records

History of diabetes with

HbA1C8-9


Registered patients who have classifications containing READ code for Diabetes (C10 group), excluding C10A

and C10B codes and the last Inbox Document containing HbA1C

contained results between 8 and 8.9 or 65.0 and 74.9 excluding confidential,

inactive and duplicate records.

History of diabetes with HbA1C more than 9


classifications containing READ code for Diabetes (C10 group), excluding C10A and C10B codes and last Inbox

Document containing HbA1C contained results above 75.0 or

between 9.0 and 20.0 excluding confidential, inactive and duplicate

records.

Patients with diabetes not prescribed Aspirin


classifications containing READ code for Diabetes (C10 group), excluding C10A

and C10B codes and no Prescription for any medication with generic name including ASPIRIN in last 10 years

HBA1C getting worse This report will publish a list of all

Registered patients whose latest Inbox Document containing HbA1C contains

values higher than 53 and higher than all previous HbA1C - containing

documents received in the last 2 years. The Previous 2 or more documents,

before the most recent one must contain HbA1C values each higher than the one before; ie the patients diabetic

control is showing deterioration over recent time

Diabetes with LDL getting

worse


Registered patients whose latest Inbox Document containing LDL contains



values higher than all previous LDL - containing documents received in the last 2 years. Previous 2 or more

documents, before the most recent one contain LDL values each higher than

the one before; ie the patient’s lipid control is showing deterioration.

Diabetes patients with

worsening BMI


Registered patients with classifications containing any READ code for Diabetes

from the C10 READ code group - excluding C10A and C10B code groups. The Screening contains a code BMI

entered more than 30 days ago and within the last 2 years. 2 or more

documents, before the most recent one each contain values higher than the

one before; i.e. the patient’s lipid control is showing deterioration.

IGT not followed up in the last

12 months

Patients with impaired fasting glucose of

6.1-6.9 mmol/l or HbA1c of 41-49 mmol/Ll, or READ code 102, who have not had a follow up lab result for fasting

glucose or HbA1c in the last 12 months.

CVD




The CBIT window will launch the CVD tab displaying the various pre-defined

reports. View the list of the reports in the left pane of the tab. Click on every predefined list to view the reports.

Report Name Purpose

History of a CVD event with no

BP recorded in the last 12 months


Registered patients with classifications including one or more READ Codes for

CVD and no Blood Pressure measurement under SCREENING Code 'BP', in the last 12

months from today

History of a CVD event, BP>130/80 not on BP lowering medication

This report will publish a list of all Registered patients with classifications include one or more READ Codes for

CVD and screening containing any of the following Screening Codes 'BP', 'XR' in the

last 12 months from today with related value being higher than 130/90. Also, no

medication to lower BP should have been prescribed.

History of a CVD event,

prescribed BP lowering


Registered patients with classifications



medication - no follow up GP levels measured in the last 6 months

include one or more READ Codes for CVD and screening containing Screening Codes 'BP','XPB' or 'XR' in the last 12

months with related value being higher than 130/90. They should also have any

BP lowering medication prescribed and should have no screening entry for blood

pressure in the last 6 months

History of a CVD event prescribed bp lowering

medication follow up bp more than 130/80

This report will publish a list of all Registered patients with classifications

include one or more READ Codes for CVD and have BP lowering medications prescribed within the last 6 months. Also,

should have had Blood Pressure measurement in last 6 months under

screening Code 'BP', 'ZBP' ‘XR’ with last BP > 130/90

History of a CVD event with no

lipids recorded in the last 12 months


Registered patients with classifications include one or more READ Codes for

CVD with no Inbox Document received in the last 12 months containing 'LDL' or 'TRIGLY'


LDLmorethan2.O mmol/L not on lipid lowering medication



CVD and received Inbox Document containing 'LDL' or 'TRIGLY' in the last 12

months containing a value >2.5 mmol/l. Also, no Prescription for any lipid lowering

medications in the last 6 months


prescribed lipid lowering medication no follow up lipid

levels measured in the last 6 months



CVD and received Inbox Document containing 'LDL' or 'TRIGLY' in the last 12

months containing a value >2.5 mmol/l. There should also be a Prescription for

any lipid lowering medicines in the last 6 months and no Inbox Document

containing 'LDL' or 'TRIGLY' in the last 6 months

History of a CVD event prescribed lipid lowering

medication, follow up LDL more than 2.0


include one or more READ Codes for CVD and a prescription for any lipid

lowering medication in the last 6 months and Latest Inbox Document containing

'LDL' or 'TRIGLY' in the last 6 months containing a value >2.5 mmol/l



History of a myocardial infarct not prescribed aspirin in the last 4 months

This report will publish a list of all Registered patients with READ Code for Ischaemic Heart Disease (G3.. code

group) - Angina and or Myocardial Infarct (MI) and no prescription for

medications with generic name containing ASPIRIN or CLOPIDOGREL in

the last 4 months

History of a myocardial infarct not prescribed beta blocker in

the last 6 months


containing READ Code for Ischaemic Heart Disease (G3.. code group) - Angina and or Myocardial Infarct (MI)

And no prescription for beta blockers in the last 4 months

History of an ischaemic stroke

not prescribed statin in the last 4 months


Registered patients with classifications containing a READ Code for Ischaemic

Heart Disease (G3.. code group) - Angina and or Myocardial Infarct (MI) and no

Prescription for any of the following: atorvastatin, simvastatin, fluvastatin or pravastatin in the last 4 months

History of a myocardial infarct

not prescribed ACE inhibitor in the last 4 months


Registered patients with classifications containing READ Code for Ischaemic

Heart Disease (G3.. code group) - Angina and or Myocardial Infarct (MI)

no prescription for any of the following: Captopril, Enalapril, Lisinopril, Perindopril,

Quinapril, Trandolapril, Cilazapril in the last 4 months

History of an ischaemic stroke not prescribed statin in the last 6

months

This report will publish a list of all Registered patients with READ Code for

Ischaemic Cerebrovascular Accident (CVA) or Transient Ischaemic Accident

(TIA): 14A7.00, 14A7.11, 14A7.12, G64.00, G64.11, G64.12, G64.13, G640.00,

G6400.00, G641.00, G641.11, G6410.00, G64z.00, G64z.11, G64z.12, G64z0.00,

G64z2.00, G64z3.00 or G65.12 and no Prescription for any of the following:

Atorvastatin, Simvastatin, Fluvastatin, Pravastatin

Patient prescribed Warfarin in the last 3 months and had no

INR recorded in the last 6 weeks (as of audit run date)

This report will publish a list of all Registered patients with Prescription

recorded with the generic name “WARFARIN" in the last 91 days and no

Inbox Document with the description including "INR" or "COAGULATION"



"WARFARIN MONITORING", "I.N.R", recorded in the last 42 days and no Screening with the code "INR" recorded in

the last 42 days.

Immunisation

Click on the CBIT ribbon. The CBIT window will launch the Immunisation tab displaying the various pre-defined reports. View the list of the reports in the left pane of the tab. Click on

every predefined list to view the reports.

Report Name Purpose

Hiberix - Due in the next month This report will publish a list of all Registered patients who will be due for

their Hiberix vaccination next month, based on vaccine codes with the

antigen codes within ('HIB'). The calculation for vaccination due date

will be based on the Date of Birth.

Hiberix - Due now (recall) This report will publish a list of all Registered patients who will be due for

their Hiberix vaccination in the next month, based on vaccine codes with the antigen codes within ('HIB')



Hiberix- Outreach (overdue) This report will publish a list of all Registered patients who are overdue for their Hiberix vaccination next month,

based on vaccine codes with the antigen codes within ('HIB').

Hiberix- Declined immunisation This report will publish a list of all

Registered patients who have a recorded outcome for their Hiberex

vaccination as declined

MMR - Due in the next month

(pre-call)


Registered patients who will be due for their MMRII vaccination next month

MMR - Due now (recall) This report will publish a list of all

Registered patients who will be due for their MMRII vaccination next month

MMR-Outreach (overdue) This report will publish a list of all Registered patients who are overdue for

their MMRII vaccination

MMR-Declined immunisation This report will publish a list of all Registered patients who have a

recorded outcome for their MMRII vaccination as declined.

Infanrix IPV - Due in the next

month (pre—call)


Registered patients who will be due for their Infanrix IPV vaccination in next month.

Infanrix IPV - Due now (recall) This report will publish a list of all

Registered patients who are due for their infanrix IPV vaccination in the next

month

Infanrix IPV - Outreach (overdue) This report will publish a list of all Registered patients who are overdue for their infanrix IPV vaccination in the next

month.

Infanrix IPV - Declined immunisation

This report will publish a list of all Registered patients who have a

recorded outcome for their infanrix IPV vaccination of declined.

Infanrix Hexa - Due in the next month (pre-call)

This report will publish a list of all Registered patients who will be due for

their Infanrix-Hexa vaccination in the next month.

Infanrix Hexa - Due now (recall) This report will publish a list of all

Registered patients who are due for their Infanrix-Hexa vaccination in the

next month.

Infanrix Hexa - Outreach

(overdue)


Registered patients who are overdue for their Infanrix-Hexa vaccination in the



next month.

Infanrix Hexa - Declined

immunisation


Registered patients whose outcome for Infanrix Hexa vaccination is recorded as

declined.

Prevenar - Due in the next month (pre-call)

This report will publish a list of all Registered patients who will be due for

their Prevanar vaccination in the next month.

Prevenar - Due now (recall) This report will publish a list of all Registered patients who are due for

their Prevanar vaccination in the next month

Prevenar - Outreach (overdue) This report will publish a list of all

Registered patients who are overdue for their Prevanar vaccination in the next month

Prevenar - Declined immunisation This report will publish a list of all

Registered patients who have an outcome for their Prevenar vaccination

recorded as declined

Vaccination


The CBIT window will launch the Vaccination tab displaying the various pre-

defined reports. View the list of the reports in the left pane of the tab. Click on




Report Name Purpose

Enrolled patients 65 years and over, not given influenza vaccine in 2013

This report will publish a list of all Registered patients with a confirmed Enrolment. Age should be above 64

years and no active immunisations recorded since the beginning of the

current year.

16-64years with chronic conditions and no influenza

vaccination in 2011

This report will publish a list of all Registered patients who have one or

more of the following classifications recorded

1.A788.. TO A78A..(.........) 2.H31..TO H4...(Respiratory) (with long term medication prescribed in the last 3

months) 3.G3..(Ischaemic CVD )

4.792 (CVD arterial) 7A204.00 (CVD arterial)

5.B..(Malignancy / Cancer) 6. C.to C10. (Diabetes)

7.F20 F12.F25.667B...F1321.. 8. Eu803 ( Other : Neurological Disorder

e.g.: MS, Epileptic and have no active vaccination

Record in IMMUNISATIONS since the beginning of this year coded as one of

the following vaccination codes: FLU,



FL01, FL02 , FL 03, FL04, FL05, FL06 with a corresponding vaccination outcome code of either G, AG, R, GE, GO or RE

(Given) OR Have no active influenza vaccination record since last year with

a vaccination outcome code of DMC, DNI, DPC, DIC, DEC, CIS, CPI, NR

(Declined)

Pregnant women and no influenza vaccination in 2011

This report will publish a list of all Registered patients with a confirmed

enrolment who have Pregnancy recorded in Maternity Forms and due for delivery at a future date.

The Maternity form field for " Reason Completed" should be blank and no

active influenza Vaccine recorded in Immunisations since the beginning of

the current year using one of the following codes: 'FLU', 'FL01', 'FL02',

'FL03', 'FL04', 'FL05', 'FL06') with outcome ( 'G', 'AG', 'R', 'GE', 'GO', 'RE', 'CIS', 'CPI',

(GIVEN) NO active influenza vaccine record with an outcome 'DMC', 'DNI',

'DPC', 'DIC', 'DEC', 'NR' (Declined) since beginning of last year.

9-15 years with chronic conditions and no influenza

vaccination in 2011


enrolment who satisfy following conditions:

6 months - 8 years with chronic conditions and no influenza

vaccination in 2011 Over 15 years old, eligible but

declined influenza vaccination in 2010

6 months to 15 years, eligible but declined influenza vaccination in 2010

Flu vaccination given in 2Oll and no invoice recorded



Screening

Click on the CBIT ribbon. The CBIT window will launch the Screening tab displaying the various pre-



Report Name Purpose

Breast screening inbox document detected, no

mammography screening entity found


enrolment who have an inbox document with Breast Screening record

without a mammography screening entry

CX inbox document detected

and no CX screening entry found


Registered patients with a confirmed enrolment who have an inbox

document for a Cervical screening but no Cervical screening entry recorded

Eligible for mammography and not on a recall


enrolment who are eligible for mammography but no recall has been

recorded for it

Eligible for CX screening and not This report will publish a list of all



on a recall Registered patients with a confirmed enrolment who are eligible for Cervical screening but there is no recall

recorded for it

Smoking recorded in screening and not READ coded


enrolment who have Smoking entries recorded in screening but it has not

been added to classification

Smoking mention in daily notes

in the last two years and no smoking status recorded


Registered patients with a confirmed enrolment who have a mention of

Smoking in Daily Record within the last 2 years but has not been recorded as a

classification

Given a nicotine replacement, Champix or Zyban script in the

last year and no smoking intervention recorded


enrolment who have been given a nicotine replacement in the last year but no smoking intervention has been

recorded

Given a nicotine replacement, Champix or Zyban script in the

last year and no smoking status recorded


enrolment who have been given a nicotine replacement but smoking

status has not been recorded

Possible smoking cessation referral in outbox, and no smoking intervention recorded

This report will publish a list of all Registered patients with a confirmed enrolment who possibly have a smoking

cessation referral in the outbox but no smoking intervention has been

recorded

Diagnosed Diabetes (from lab results) and no READ code


enrolment who have been diagnosed with diabetes but no Classification has

been added for it

Glucose and HBA1C indicates

impaired glucose tolerance and no READ code


Registered patients with a confirmed enrolment who have an impaired

glucose tolerance but no classification has been recorded for it.

IHD medication ever prescribed

(glycerol trinitrate, isosorbide mononitrate, nicorandil, pehediiline maleate)


Registered patients with a confirmed enrolment who have been prescribed with IHD medication

HbA1C tested 3 x in the past 24

months


Registered patients with a confirmed enrolment who have had HbA1C tested



thrice in the past 24 months

Insulin ever prescribed This report will publish a list of all

Registered patients with a confirmed enrolment who have ever had insulin

prescribed

Other diabetic medication ever prescribed (metformin,

glibenclamide, gliclazide, rosiglitazone maleate, tolbutamide, acabose,

exenatide)


enrolment who have ever had any diabetic medication prescribed

Medication

Click on the CBIT ribbon. The CBIT window will launch the Medication tab displaying the various pre-



Report Name Purpose

Patients prescribed 9 or more drugs in the last 6 months

This report will publish a list of all Registered patients with a

confirmed enrolment

PHO Performance Management

In PHO Performance Management, CBIT groups together all those reports that enable Practices to keep track of how they are progressing towards

achieving targets for the PHO Performance Program queries. The reports also lists some of the Patients who may be eligible for a funded

programme (for example: Diabetes Annual Reviews, Care Plus) or if their enrolment in the programme is about to expire (example: High User Health

Card): Scenario 1: Your practice manager may want to analyse PHO

Performance by filtering patient records for children with no immunisation

schedule. The steps to view this report include:

Click .

View the list of the reports in the left pane of the PHO

Performance Management tab. Click on every predefined list to

view the reports:



Report Name Purpose

Enrolled women aged 45 to 69 years

of age who have not had a mammogram in the last 27 months


Registered women with a confirmed enrolment who are

between 45 and 69 years of age who have not had a

mammogram in the past 27 months

Women eligible for mammography previously declined


confirmed enrolment who are eligible for mammography but

have previously decline it

Women eligible for mammography and coded as non-responder


confirmed enrolment who are eligible for mammography but

have been recorded as non-responders

Cervical Smear: enrolled women aged 20-70 years who have not had

a cervical smear in the past 3 years

This report will publish a list of all Registered women with a

confirmed enrolment who are between ages 20 - 70 who have

not had a cervical smear in the past 3 years

Women eligible for CX screening and

previously declined


Registered patients with a confirmed enrolment who are eligible for cervical smear and

have declined it in the past

Women eligible for CX screening and coded as non-responder


confirmed enrolment who are eligible for screening but have

been recorded as non-responders

Eligible and not assessed

Diabetes patients not followed up

with annual review (Get-checked)


Registered patients with a confirmed enrolment who are part

of the Diab Get-checked program but have not followed up with the

annual review

Enrolled patients with no smoking

status recorded from classifications/READ code and/or

screening


Registered patients with a confirmed enrolment with no

Smoking status recorded from classifications and/or screening

Patients who have or have had a

current smoker status within the last


Registered patients with a



15 month Period (includes patients who had a change in status to none)

confirmed enrolment who have a Smoking status recorded within the past 15 months

Up to 2 years old with childhood

vaccinations overdue


Registered patients up to 2 years of age who have overdue

childhood vaccinations

Up to 8 months old with childhood vaccinations overdue

This report will publish a list of all Registered patients up to 8 months old who have overdue childhood

vaccinations

Child under6 years old with no immunisation schedule assigned

(MT32 only)

HPV immunisation; sponsored Recall eligible group 1

MENZC due not given (Northland practices only)

NlR message failed after 4 submission

trials in the last year


Registered patients with a confirmed enrolment whose NIR

messages failed even after 4 submission trials within the last 1

year

Patients having their CVD risk

recorded as >= 15% in the 5 years


Registered patients with a confirmed enrolment who have

had their CVD risk recorded as greater than or equal to 15% within

the past 5 years

Heart failure ever recorded This report will publish a list of all Registered patients with a confirmed enrolment who have

ever had a heart failure recorded

Ischaemic CVD event ever recorded

Diabetes patients who have had a positive micro albuminuria test and

are on ACEinhibitor or A2 receptor agonist at last annual check

Diabetes patients recorded as having a micro albuminuria test in the last 18

months


confirmed enrolment with diabetes who have had a micro

albuminuria test done within the last 18 months

Myocardial infarction ever recorded This report will publish a list of all Registered patients with a

confirmed enrolment who have ever had a myocardial infraction



recorded

Stroke ever recorded This report will publish a list of all


ever had a stroke recorded

CVD risk recorded in the last 5 years This report will publish a list of all Registered patients with a

confirmed enrolment who have had a CVD risk recorded in the past 5 years

Diabetes patients with HbA1C 8 or

below at last annual check (if part of Diabetes Get Checked) or in the Iast

year (if not part of the DiabetesGetChecked)


Registered patients with a confirmed enrolment who are

diabetic with a HbA1C reading below 8 in the last check if they

are part of the Diab Get-Checked program or in the last year if not

part of the plan

Current smoker status recorded This report will publish a list of all


Current Smoker status recorded

Diabetes recorded in the past year (Get Checked)


confirmed enrolment who are part of the Diab Get-Checked

program and have diabetes recorded in the past year

Diabetes ever recorded This report will publish a list of all Registered patients with a

confirmed enrolment who have ever had diabetes recorded

PHO Funded Programs

Your practice manager may want to filter the list of all diabetes patients and enrol them for the diabetes Get Checked programme. The steps to view this

report include:

Click .

View the list of the reports in the left pane of the PHO Funded

Programs tab. Click on every predefined list to view the reports:



Report Name Purpose

High (potential) user health card

eligible and not enrolled (indicative only, clinical review of 12 visit reason

required)


Registered patients who are eligible for user health card but

not enrolled

CarePlus eligible and not enrolled two or more chronic diseases

(criteria 1)

This report will publish a list of all Registered patients with two or

more chronic diseases who are eligible for CarePlus but are not enrolled

CarePlus enrolment will expire in 60

days, no CarePlus assessment done in the last 3 months


Registered patients whose CarePlus enrolment will expire

within the next 60 days and no CarePlus assessments have been

done in the past 3 months

Diabetes patients not on diabetes

Get-Checked program


Registered patients who have diabetes but are not part of the

Diabetes Get-Checked program

Diabetes Get-Checked programme overdue for more than 3 months

This report will publish a list of all Registered patients with diabetes

who have been overdue for more than 3 months

4-4.5 years old without a before school check (currently for

Wanganui and Hawkes Bay)

All Diabetes patients (for bulk contact)


confirmed enrolment who have diabetes

Nurse led clinics: high needs patients (Maori, PI or quintile 5 with

more than 2 procedures for recall (criteria is Hawkes bay PHO

initiated)



Report Customization

The toolbar in Setup window displays the following icons:

Icon Description

Create a new report. This is disabled in the recent application.

Edits an existing report.

Filter the report according the category selected.



Queue

The Queue is designed for Accident and Emergency and After Hours Practices or

Practices that have a walk-in system without an appointment. The Queue will log

patients as they arrive at the clinic, and an appointment can be generated for the

current time. Future appointments can also be made, if required.

The Queue section covers the following sections:

Queue

Patient Queue

In Consultation Status

Medtech Evolution has the facility to have four Queues [Queue 1, (2) (3) and (4)]

and all works in the same way. The Queue will automatically refresh every two

minutes. If Queue 1 is selected, the respective Queue 1 tab is activated on the

ribbon. Similarly, it varies, if other queues are selected.

Setup Note

To define the queue names, go to File menu ► Options ► Location ► Location

Settings. Display either Add Location or View Location and click the Queue tab.

Assign the desired name in the Queue 1, Queue 2, Queue 3 and Queue 4 fields.

The Queue section lists out the following actions:

Open Queue

New Queue Appointment

Open Existing Queue Appointment


Undo Cancelled Appointment

Reset Queue Appointment

Arrive Patient

In Consultation

Print Slip

Make Active Patient on Palette

Make Appointment for Active Patient

Make Temporary Appointment

Print Slip on Arrival

On Duty Providers

Auto Minimise



Filter

Default Filter

Print Queue

Visible Columns

Refresh

Setup Note

On the Queue1/Queue2/Queue3/Queue4 tab, the current Date, Location and

number of patients in the list Count is also displayed.

Open Queue

Use to open the queue. The Queue window will display the appointments for the current date only.

Navigation Type

Ribbon Select Home tab ► Queue ►

Queue1/Queue2/Queue3/Queue4

Keyboard

Shortcut Shift + F4

Double-


Context

Menu

(Right-Click)

Not Applicable

When an appointment is made, the time is automatically displayed

within this column.

Displays the name of the patient

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2



The Notes relating to the nature of the appointment is displayed within

this column

Displays the Provider name, the appointment is with

The Stat column will display a zero, indicating the patient has been

waiting for zero minutes. It continues to display the minutes, since

arrival in the Stat column until the patient is placed in consultation

Displays whether the Appointment is made or not

Setup Note

Different Queues for Different locations. By default, the Queue will display

appointments six hours prior and two hours after the current time. It is possible

to display a greater time period, if necessary.

New Queue Appointment

Use to make a new queue appointment

Navigation Type

Ribbon

Select Home tab ► Queue ► Queue1 / Queue2 / Queue3 /

Queue4 ► On the Queue1 / Queue2 / Queue3 / Queue4 tab,

select New..

Keyboard

Shortcut

On the Queue1 / Queue2 / Queue3 / Queue4 tab, press Ctrl +

N


Context

Menu (Right-

Click)

Not Applicable

3

4

5

6



Specify the Appointment Date. By default, the current date will be

displayed. If required, manually enter the date or select a date from

the Calendar dropdown list

Specify the Appointment Time. By default, the current time is displayed

in the field

Select the patient name for appointment. Type in the first few letters in

the field and press Tab or click the Ellipsis button ( ) to display the

Search Patient window. Select the desired patient and Click OK. If a

patient is on the palette, the particular patient will be displayed in the

Patient field

Enter the Note, if required

Enter the Patient Accident detail, if required. Click the Ellipsis button (

) to display the Patient Accident window. Select the accident and

click OK

Setup Note

For more instructions about Patient Accident window, refer to Patient

Accidents section in ‘Medtech Evolution Clinical User Guide’.

Select the appropriate Provider from the dropdown list to see the

patient

Select the Location of the Waiting Room

The patient’s arrived information will be displayed. By default, the

rrived checkbox is selected

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2

3

4

5

6

7

8



Select the Appointment checkbox, if the patient needs a future

appointment

Setup Note

If a future time is entered into the Date and Time fields, the Arrived check box

will be disabled and the Appointment checkbox will be selected.

Select the Triage from the dropdown list, if required

Select the appointment type for App Type 1 from the dropdown list

Select the appointment type for App Type 2 from the dropdown list

Select the Room, the patient is in from the dropdown list

Click OK to save the appointment and to display the patient’s details

on the Queue

Click Cancel to abort and close the New Queue window


The Details tab generates the patient arrived details, consulted and invoiced

information’s based on the details specified in the Main tab. Future

appointments will be displayed in Blue while patients making appointments

for the current time will automatically be displayed as having arrived and a

slip will print.

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10

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16



View/Modify Existing Queue Appointment

Use to view or edit the existing queue appointment

Navigation Type

Ribbon

Select Home tab ► Queue / ► Queue1 / Queue2 / Queue3 /

Queue4► Highlight the Patient to be viewed or modified ►

Open..

Keyboard

Shortcut

On the Queue1 / Queue2 / Queue3 / Queue4 screen, press Ctrl

+ O

Double-Click Double click on the patient to be viewed or modified

Context

Menu (Right-

Click)

Not Applicable

View or Make any necessary changes to the Note, Accident, Provider,

Location, Triage, App Type 1, App Type 2 and Room fields. All other fields are

locked and cannot be changed.



If necessary, select the Details tab to view when the patient was Arrived,

Consulted and Invoiced. If an encounter slip was printed, the printed slip

details would also be displayed.

Click OK to save Queue Appointment and close

Click Cancel to abort and close the View Queue window



Use to cancel the fixed queue appointment

Navigation Type

Ribbon


Queue4, highlight the respective appointment and select

Cancel

Keyboard

Shortcut

In the Queue1 / Queue2 / Queue3 / Queue4 screen, press Ctrl +

L


Context

Menu (Right-

Click)

Not Applicable

On the Queue 1, (2), (3), or (4) screen, highlight the patient to cancel the fixed queue appointment.

1

2

3



On the confirmation message bar, click Yes to cancel the

appointment for the selected patient

Click No to abort and close the Confirm window

Undo Cancelled Appointment

Use the Undo option to undo the cancelled appointment.

Navigation Type

Ribbon


Queue4 ► Highlight the Cancelled Patient Appointment to

Undo Cancellation ► Undo Cancel

Keyboard



Context

Menu (Right-

Click)

Not Applicable

If an appointment has been cancelled accidently, the particular record will

be made inactive and disappears from the queue list. So, to display the

cancelled/inactivated patient record, click the Filter button ( ) to display

the Filter Queue window, select the Include Inactive checkbox and click OK.

The Undo Cancel button will be enabled, if the inactive patient record is selected from the queue listing.

1

2



Reset Appointment

Use to reset the information entered. Medtech Evolution automatically

records and updates the Details tab in the View Queue window with

information relating to the time that the patient Arrived, Printed Slip, the time

of Consultation and when Invoiced. It is possible to reset this information, if the

patient has incorrectly been marked as being 'In Consultation'

Navigation Type

Ribbon Select Home tab ► Queue ► Queue1 / Queue2 / Queue3 /

Queue4 ► Highlight the Patient whose appointment is to be

reset ► Reset

Keyboard



Context

Menu (Right-

Click)

Not Applicable

The information stored on the Details tab in the View Queue window will be

updated and the Provider column will reset to display what it was before they

were in consultation, i.e. the waiting time continues rather than starts again.

Arrive Patient

Use to change the patient status as Arrived. Patients with appointments that

have been made in the future will need to be marked as having arrived when

they attend the practice.

If the current date or current time is entered, the Arrived checkbox will be

selected, if the Date or Time is set to future, the Appointment checkbox will

be selected indicating that the patient has set the appointment for the

future.



Navigation Type

Ribbon


Queue4, highlight the respective patient’s appointment and

select Arrive



select Open ► Select the Arrived checkbox ► Click OK

Keyboard

Shortcut

On the Queue1 / Queue2 / Queue3 / Queue4, highlight the

respective patient’s appointment and press Ctrl + S


Context

Menu (Right-

Click)

Not Applicable

The patient’s arrival time is recorded and the patient’s arrival status is set to 0

and starts counting the waiting time.

In Consultation

Use to change the status of a patient appointment to being In Consultation.

Navigation Type



select In Consultation

Keyboard

Shortcut


respective patient’s appointment and press Ctrl + I

Double-


Context

Menu

(Right-

Click)

Not Applicable



If a Provider was not selected when the appointment was made, the In

Consultation window will be displayed.

Select the Affiliation of the provider from the dropdown list

Select the Provider to consult from the dropdown list

Enter the Provider’s Password, when selecting the patient from the

queue

File -> Options -> Location ->Logo tab, Force password Entry

Select the Room for Consultation from the dropdown list

Click OK to set the patient in consultation with the specified provider

Click Cancel to abort and close the In Consultation With window


The Details tab on the View Queue window will automatically update and

place Stethoscope icon ( ) in the Stat Column of the Queue.

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2

3

4

5

6

7



Print Slip

Use to print the encounter slip for the particular patient.

Navigation Type


Queue1/Queue2/Queue3/Queue4► Highlight the Patient, the

encounter slip is to be printed for ► Print Slip

Keyboard

Shortcut

In the Queue1 / Queue2 / Queue3 / Queue4 window, highlight

the respective Patient’s appointment and press Ctrl + P

Double-


Context

Menu

(Right-Click)

Not Applicable

The Stat column will display an image of a piece of paper, indicating that an encounter slip for the particular patient has been printed.



Print Slip Output

Make Patient in Queue, the Active Patient

Use to make the patient in queue as active patient on the palette.

Navigation Type


Queue4, highlight the respective Patient’s appointment and

select Active Patient

Keyboard

Shortcut


respective Patient’s appointment and press Ctrl + A


Context

Menu (Right-

Click)

Not Applicable



Make Appointment for Active Patient

Use to make the appointment for the active patient on the palette via

Queue.

Navigation Type


Queue4 ► select Make Appointment

Keyboard

Shortcut In the Queue screen press Ctrl + M


Context

Menu (Right-

Click)

Not Applicable

The patients name will be displayed at the bottom of the Queue listing and

their status will be set to zero minutes waiting.

Make Temporary Appointment

Use to make a temporary appointment for the patient.

Setup Note

By default, the Make Temporary Appointment button will be disabled. To enable it,

go to:

File > Options > Location > location settings > View location (double click on the

desired location) > Click queue tab > Select Enable Temporary Patient Selection in

Queue Checkbox > OK

Restart to enable changes to take effect.

Navigation Type




Queue4 ► select Make Temporary Appointment

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable

Temporary Appointment on Only Queue 1 and on Queue 2/ purpose

The temporary queue patient will be placed in the queue listing.

Temporary Appointment Slip



Print Slip on Arrival

Use to automatically print the encounter slip based on patient’s arrival.

Navigation Type


Queue4 ► select Print Slip On Arrival

Keyboard



Context

Menu (Right-

Click)

Not Applicable

Once, the Print Slip on Arrival button is enabled, it will automatically print slips

on every patient’s arrival. To deactivate the encounter slips printing on arrival,

click the selected Print Slip on Arrival button to de-select it.

On Duty Providers

Use to select those providers who are currently on duty. Providers marked as

on duty will then be available for selection in the In Consultation window.

Navigation Type


Queue4 select On Duty Providers

Keyboard



Context

Menu (Right-

Click)

Not Applicable



The In Consultation With window displays only the selected Providers in the On

Duty Providers window.

Display the list of providers. If necessary, remove the tick mark of those

providers currently not on duty and vice versa

Click Tick All to indicate all providers are on duty

Click Un-tick All, if all providers are not available for consultation

Click OK to save the setup of on duty providers

Click Cancel to abort and close the On Duty Providers window


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2

3

4

5

6



Auto Minimise

Use to minimise the Queue window, when the patient is ‘In Consultation.’

Navigation Type


Queue4 select Auto Minimise

Keyboard



Context

Menu (Right-

Click)

Not Applicable

The Auto Minimise feature is beneficial for providers who place patients In Consultation themselves and require a blank screen when bringing the

patient into their physical consulting room.

To deactivate Auto Minimise, click again the selected Auto Minimise button

Filter Queue

By default, the Queue is filtered to display the current location and all

appointments from 6 hours before the current time to 2 hours in the future. The

Queue filter can be saved for each staff so that it remembers the settings next

time, when they log in.

Navigation Type


Queue4 select Filter

Keyboard

Shortcut

In the Queue1 / Queue2 / Queue3 / Queue4 screen, press Ctrl +

F

Double-


Context

Menu

(Right-

Click)

In the right-click popup menu, select Filter



By default, the Automatic checkbox is selected to show appointments

6 hours before and 4 hours after the current time

Displays the appointments in descending order i.e. the recent entries

at the top

Show Appointments from the specified Hours Before the Current Time. If

required, manually enter the hours

Show Appointments till the specified Hours After the Current Time. If

required, manually enter the hours

Select the date from when the appointments are to be displayed.

Either, manually type the date or select the date from the Calendar

dropdown list

Select the date till when the appointments are to be displayed. Either,

manually type the date or select the date from the Calendar

dropdown list

Display appointments from this time

Display appointments to this time

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2

3

4

5

6

7

8



Setup Note

When the Automatic checkbox is unticked, it is possible to enter specific times

in the From Date & From Time, To Date & To Time fields.

The location defaults to the actual location that the user is logged into.

However, this can be changed by selecting from the Location

dropdown list

If required, select a specific Provider from the dropdown list. By default,

All is selected to include all the providers

Display the status of an appointment. By default, All is selected to view

all appointments regardless of their status

Display the affiliation of the providers

Select the triage type to set as criteria to filter the queue.

If required, select the Include Inactive checkbox to display the

cancelled appointments in the Queue window

Click OK to filter the queue

Click Cancel to abort and close the Filter Queue window


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17



Default Filter

Use the Default Filter option to remove any filters applied to the list.

Navigation Type


Queue1/Queue2/Queue3/Queue4► On the

Queue1/Queue2/Queue3/Queue4 tab, select Default Filter

Keyboard


Double-


Context

Menu

(Right-Click)

In the right-click popup menu, select Default Filter

Print Queue

Use the print option to print all the appointments in the queue listing.

Navigation Type


Queue4 ► Print Queue

Keyboard



Context

Menu (Right-

Click)

Right-click inside the Queue window and select Print To. The

Printer Details window will be displayed. Select the appropriate

orientation, printer and click OK



Print Queue Output

Compose SMS

Use to send SMS from Queue.

ManageMyHealth SMS setup needs to be done to enable the SMS feature.

For instructions about SMS Setup, refer MTEvolution Setup User Guide.

1. Once the SMS functionality is set, go to File ► Options ► In/Outbox ►

Outbox Document. In the Document Designer window, create the

document with SMS format that can be set as Staff Appointment

Reminder Template. For example, let’s create an Appointment Reminder

Template for SMS.



Main Tab

Document Tab



Navigation Type

Ribbon


Queue4 ► SMS

Select Home tab ► Compose SMS

Keyboard



Context

Menu (Right-

Click)

Not Applicable

By default the Active / Selected Patient name will be displayed in the SMS

Recipient field.

For Group Appointment, the SMS Recipient field will be grayed out.

Either select a template from the drop down list or enter the message

to be sent in the Message box

By default the Patient’s Mobile Number will be displayed in the Mobile

Ph. field

In the Message free text area, either manually type the text, or select

the template from the Template dropdown list to display the default

content. The SMS Count and the Character Count will be displayed at

the left of the Message box.

1

2

3



To send SMS for an active patient’s family member, click Related

Family Members drop down list and select an appropriate Family

member

Select the Date and Time (the date and time will be in future) to

send the SMS, from the respective drop down list.

The Insert button will allow the user to add merge symbols so that the

data will be displayed from the database automatically. The filter

option will only allow user to select fields from Patient Keywords (PAT)

and Document/ Encounter Provider keywords (PROV).

The selection list defaults to the Filter of Patient Keywords. Other

Filter options include Payer, Location, Provider, Document,

Referrer, GP, Miscellaneous and Front Page. Each option has

merge codes associated with them enabling a diverse range of

merge fields for your document

It is also possible to Search for the required field by typing the

name of the field. As you type the cursor will find the associated

field

Highlight the required merge field from the Description list

Click Print to print the merge symbols

Click OK or press Enter to insert the merge symbol

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5 6

7

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2

3

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5



Click Cancel to abort process and close the Merge Symbol

window


Click OK to send the SMS at the specified Time.

Click Cancel to abort process and close the SMS Compose window


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10



Visible Columns

Use to show or hide the Triage, App Type 1, App Type 2 and Room columns in

the Queue window.

Navigation Type

Ribbon


Queue4 ► Visible Columns ► Show Triage


Queue4 ► Visible Columns ► Show App Type 1


Queue4 ► Visible Columns ► Show App Type 2


Queue4 ► Visible Columns ► Show Room

Keyboard



Context

Menu (Right-

Click)

Not Applicable

Triage can be viewed or selected

User Defined Appointment Type can be viewed or selected

User Defined Appointment Type can be viewed or selected

The specific Room assigned can be viewed or selected from the list

1

2

3

4



Refresh Queue

Use to refresh the queue to view the updated changes. By default, the

Queue window refreshes every two minutes. However, it can be manually

refreshed, if required.

Navigation Type


Queue4 ► Refresh

Keyboard



Context

Menu (Right-

Click)

Not Applicable

Patient Queue

Use to display the patient’s queue information.

Navigation Type

Ribbon Select Home tab ► Queue ► Patient Queue

Keyboard



Context

Menu (Right-

Click)

Not Applicable



The appointment Date is displayed

The appointment Time is displayed

The associated Note is displayed

The Provider information for that particular patient is displayed

Appointments in the Patient Queue window are colour coded;

Red – If a patient has left the practice without being invoiced, the

appointment information is displayed in red

Green – If the patient has been invoiced after being ‘In

Consultation,’ the appointment information is displayed in green

Blue – The future appointments are displayed in blue

The Patient Queue section lists out the following actions:

View/Modify Patient Queue Appointment

Print the List

Refresh

Filter

View/Modify Patient Queue Appointment

Use to view or edit the patient queue appointment

1

2

3

4



Navigation Type

Ribbon Select Home tab ► Queue ► Patient Queue ►

Open

Keyboard

Shortcut In the Patient Queue tab, press Ctrl + O

Double-

Click Yes

Context

Menu

(Right-

Click)

Not Applicable

View or Make any necessary changes to the Note, Accident, Provider,

Location, Triage, App Type 1, App Type 2 and Room fields. All other fields are locked and cannot be changed.

If necessary, select the Details tab to view when the patient was

Arrived, Consulted and Invoiced. If an encounter slip was printed, the printed slip details would also be displayed.



Click OK to save the Patient Queue Appointment and close

Click Cancel to abort and close the View Queue window


Print Patient Queue

Use to print a listing of that particular patient appointments displayed

within the Patient Queue window.

Navigation Type

Ribbon Select Home tab ► Queue► Patient Queue ► Print

Keyboard


Double-


Context

Menu

(Right-

Click)

In the Right-click popup menu select Print To

Patient Queue Print Output

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2

3



Refresh Patient Queue

Use to refresh the Patient Queue window to view the updated changes.

Navigation Type

Ribbon Select Home tab ► Queue ► Patient Queue► Refresh

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable

Filter Patient Queue

Use to show or hide the cancelled patient appointments.

Navigation Type

Ribbon Select Home tab ► Queue ► Patient Queue►

Refresh

Keyboard



Context

Menu (Right-

Click)

Not Applicable



Select the Include Inactive checkbox to include the cancelled

appointments

Click OK to save the filter modification and close

Click Cancel to abort and close the Active/Inactive Filter window

Filter Output

In Consultation Status

When the patients are placed in consultation, use the In Consultation Status

window to view the provider’s consultation status and awaiting follow up for

the patients.

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Navigation Type

Ribbon Select Home tab ► Queue ► In Consultation Status

Keyboard

Shortcut In the Patient Queue screen, press Ctrl + Shift + F7


Context

Menu (Right-

Click)

Not Applicable

Provider Consultation Section - The Patients in Consultation with

Providers will be listed here. By default, the Time, Patient’s Provider,

Patient Name, Consultation Status and its associated Note will be

displayed

If required, App Type 1, App Type 2, Triage, Specialty and Room

columns can be enabled from the Provider Consultation Status tab

Awaiting Follow-Up Section - The Patients waiting for Follow-Up will be

listed here to assign consultation with other providers. The patients

currently in consultation with a provider whom can see another

provider are listed in the Awaiting Follow-Up section By default, the

Time, Patient Name, Consultation Status and its associated Note will be

displayed.

If required, App Type 1, App Type 2, Triage, and Room columns can be

enabled from the Provider Consultation Status tab

To display User Defined Appointment Type 1, (2), Triage, Specialty and

Room columns in the Provider Consultation Status window, click the

Show App Type 1, Show App Type 2, Show Appointment Triage, Show

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Specialty, and Show Room buttons on the Provider Consultation Status

tab.

You can also show or hide these columns by right clicking inside the

Provider Consultation Status window and choosing the appropriate

options.

Also, the room selected for patient during consultation is set blank,

while moving that particular patient to the Follow-Up. To retain room

during follow-up from consultation, click Retain Room on Assignment to

Follow-up button on the Provider Consultation Status tab.

The In Consultation Status section lists out the following actions:

View/Modify Provider Consultation Status

Filter

Transfer Patient to Another Provider

Assign Patient to Follow-up


Transfer Follow-Up Patient to In Consultation

Remove Patient from Waiting List

Make Active Patient from Awaiting Follow-Up

Refresh

Sort Order

View/Modify Provider Consultation Status

Use to view or edit the provider consultation status

Navigation Type

Ribbon Select Home tab ► Queue► In Consultation Status

►On the Provider Consultation Status tab, click Open

Keyboard

Shortcut In the Provider Consultation Status tab, press Ctrl + O

Double-

Click Yes

Context

Menu

(Right-

Click)

Not Applicable



On the Main tab, view or make any necessary changes to the

Triage, App Type 1, App Type 2 and Room fields. The Date and

Time fields are locked and cannot be changed

If necessary, select the Audit tab to view when it was first added

and last updated

Click OK to save the provider consultation status for that

particular patient

Click Cancel to abort and close the View Provider Consultation

Status window


Filter Provider Consultation Status

Use to filter the provider’s consultation status listing

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Navigation Type

Ribbon Select Home tab ► Queue► In Consultation Status ►

Filter

Keyboard

Shortcut In the Provider Consultation Status screen, press Ctrl + F

Double-


Context

Menu

(Right-

Click)

Not Applicable

Display consultation from the specified date. Either, manually

type the date or select the date from the Calendar dropdown

list

Display consultation up to the specified date. Either, manually

type the date or select the date from the Calendar dropdown

list

Display Providers Consultation Status Records for the selected

Location from the dropdown list. By default, All is selected to

include all the locations

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Display Consultations associated with the Provider. By default,

All is selected to include all the providers

Display Patients that are with a Provider of Specified Affiliation

Select the appropriate Triage from the dropdown list. By default,

All is selected to include consultations associated with all the

triages

Display Consultations associated with the appointment type 1. By default, All is selected to include all user defined

appointment types

Display Consultations associated with the appointment type 2. By default, All is selected to include all user defined

appointment types

Display Consultations associated with the room specified from the dropdown list

Select the Include Appointment Items checkbox to set the filter

based on Appointment items

Select the Include Completed Consultations checkbox to set

the filter based on completed consultations

Sort the order of Provider Consultation Status listing i.e. choose the filter based on time, status or triage.

If required, select the Include Inactive checkbox to display the

cancelled consultation status items

Click OK to filter the provider’s consultation status listing

Click Cancel to abort and close the Filter Provider Consultation

Status window


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Default Filter

Use the Default Filter option to remove any filters applied to the list.

Navigation Type

Ribbon Select Home tab ► Queue► In Consultation

Status ► Default Filter

Keyboard



Context

Menu (Right-

Click)

In the right-click popup menu, select Default Filter

Print Provider Consultation Status

Use to print a listing of consultations within the Provider Consultation Status window.

Navigation Type

Ribbon Select Home tab ► Queue► In Consultation Status ►

Print

Keyboard


Double-


Context

Menu

(Right-

Click)

In the Right-click popup menu select Print To



Select the printing option from the Print To dropdown list

Select the appropriate Format from the dropdown list i.e.

Current Display or Include Completed Consultations

Select the Order By either Provider, Patient or Chronological

On the Settings section, select the Unload To File checkbox to

unload to CSV File. When this option is selected, the Browse

button will be enabled. Click the Browse button to specify the

Directory Location to store the unload file

Click OK to print the Provider Consultation Status

Click Cancel to abort and close the Print Provider In

Consultation Status window


Consultation Status Print Output

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Transfer Patient to another Provider

Use to transfer a patient to another provider and assign In Consultation status.

Navigation Type

Ribbon Select Home tab ► Queue► In Consultation Status,

highlight the respective Patient and select Transfer

Patient

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable



Enter the Provider’s Password


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Click OK to set the patient in consultation with the specified

provider

Click Cancel to abort and close the In Consultation With

window


Assign Patient to Follow-Up

Use to assign a patient to follow-up for further consultations with other providers i.e. In case of accidents or emergency.

Navigation Type


highlight the respective Patient to be placed in Follow-Up

and select click Assign to Follow-up

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable

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The patient in consultation will be placed in the follow-up with its

waiting time starts from zero in the Stat column. Based on the required

Provider’s availability, the follow-up patient can be placed for

consultation again.


Use to assign a patient in the Patient Consultation Status section as the

active patient on the palette.

Navigation Type


highlight the respective Patient and select Active

Patient

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable

The highlighted patient in the Provider Consultation Status section is

made as the active patient on the palette



Transfer Follow-Up Patient to In Consultation

Use to transfer a patient in follow-up to another provider and assign in

consultation status. Click the Transfer Patient to In Consultation icon in

the Awaiting Follow-Up section.

Navigation Type


Status, highlight the respective Patient and select

Transfer Patient to In Consultation

Keyboard



Context Menu




Enter the Provider’s Password

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Click OK to assign the follow-up patient in consultation with the

specified provider

Click Cancel to abort and close the In Consultation With

window


Notice that the patient in the Follow-up section is moved to the

Provider Consultation Status section for consultation.

Remove Follow-Up Patient from Waiting List

Use to remove the follow-up patient from waiting list in the Provider

Consultation Status window

Navigation Type

Ribbon

Select Home tab ► Queue► In Consultation

Status, highlight the Follow-Up Patient to be removed

from the waiting list and select Remove Patient from

Waiting List

Keyboard



Context

Menu (Right-

Click)

Not Applicable

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Refresh Provider Consultation Status

Use to refresh the Provider Consultation Status window to view the

updated changes.

Navigation Type

Ribbon Select Home tab ► Queue ► In Consultation Status

► Refresh

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable

Make Active Patient on Palette from Awaiting Follow-Up

Use to assign a patient in the Awaiting Follow-Up section as the active

patient on the palette.

Navigation Type

Ribbon

Select Home tab ► Queue► In Consultation Status,

highlight the Patient n the Awaiting Follow-Up section to be

assigned as Active Patient and select Active Patient from

Awaiting Follow-up

Keyboard


Double-


Context

Menu

(Right-

Click)

Not Applicable



The highlighted patient in the Awaiting Follow-Up section is made as

the active patient on the palette

Sort Order

Use to sort the order of the columns in the Provider Consultation Status

window based on Time, Status or Triage

Navigation Type


Status ► Sort Order

Keyboard



Context

Menu (Right-

Click)

In the right-click popup menu select Sort Order

The different sort types available are:

Sort by Time

Sort by Time (descending)

Sort by Status

Sort by Status (descending)

Sort by Triage

Sort by Triage (descending)

The selected sort order will be applied to both the Consultation Status

section and Awaiting Follow Up section listing in the Provider

Consultation Status window.



Queue Workflow

Queue Workflow is a new feature in Evolution 1.5 that revolutionises the way you

manage your day-to-day patient flow in a Queue.

It helps managing a patient’s journey from Arrival to Departure involving various Roles such as Receptionist, Clinical Manager, Clinical Assistant, Senior Manager, Doctor and Nurse.

Navigation Type

Ribbon Select Home ► Appointment ► Queue Workflow



Context Menu


Tabs in the Queue Workflow

The Queue Workflow has five different tabs.

Queue Tab All 6 stages of a Patient’s journey. Active Tab Patients who are currently active in the Queue Workflow

Hold Tab Patients who have been put on Hold. When the patients

are removed from hold, they are put back in the Queue from which they were put on hold

Completed Tab Patients who have completed the Queue Workflow and

have been Invoiced. Staff Status Tab Staff who are currently logged in. This tab can be used to

view what activity a staff is currently performing.



The Arrival Queue is the first stage of the patient’s journey.

The Awaiting Triage / Intervention Queue lists the set of patients who

are waiting to be Triaged

The In Triage / Intervention Queue lists the patients who are currently

being Triaged

The Departure Queue consists of patients who have completed the

Queue Workflow.

The Awaiting Consultation Queue lists the set of patients who are

waiting to see their doctor

The In Consultation Queue lists the patients who are currently in

consultation with their doctor.

Queue Workflow Toolbar

The Queue Workflow toolbar lists a set of actions that can be performed in

the Queue Workflow. A few functions that are not very critical are listed inside the Actions Menu.

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The Actions Menu lists actions that are not available in the main toolbar.

Click to arrive the selected patient offline. An offline

arrival indicates that the patient consultation will not

happen in the practice

Click to arrive the selected patient

Click to print slip for the selected patient

Select to automatically print slip whenever a patient is

arrived (toggle button)

Click to cancel the patient’s appointment in the queue

Click to undo the most recent cancellation

Click to view the patient register window for the selected

patient

Click to add new alerts for the selected patient

Click to add a new invoice for the selected patient

Click to add a new payment for the selected patient

Click to add new admin notes for the selected patient

Click to include inactive patients in the list (toggle button)

Click to include patients who are yet to be arrived

(toggle button)

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Click to refresh the list to show recent patients added to

the queue

Click to add a new patient to the queue workflow

Select the date from the calendar control

Select the time of the appointment

Select the patient for whom the appointment

Enter any notes relating to the appointment

If the appointment is related to an accident, select the

accident

Select the provider the patient is to meet

Choose the location from the dropdown

Tick the box if the patient has arrived when adding them

to the queue

Tick this box if this is an offline appointment

Tick this box if this is a future appointment

Choose the Triage Score from the dropdown

Choose the Appointment Type.

Choose the Room for the consultation

Click OK to make the appointment and close this window

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Click Cancel to close the window without saving the

appointment

Click to view the Help content

Click to view/modify an existing appointment

Click to cancel the selected appointment

Click to make appointment for patient currently on the palette

Click to arrive the selected patient

Click to put the selected patient on the palette

Click to move patient to Awaiting Triage / Intervention Queue

Click to move patient to In Triage Queue

Click to move patient to Awaiting Consultation Queue

Click to move patient to In Consultation Queue

Click to put selected patient On Hold

Click to move patient to Departure Queue

Click to complete the patient journey in the Queue Workflow

Click to move the patient to the previous queue

Click to view patients of the currently logged in provider only

Patient Status toolbar to indicate selected patient’s waiting time in

each queue and their transition across individual queues

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