E-Reports Tutorial
Introduction
E-Reports version upgraded on 11-24-03. Tutorial updated to reflect changes.
E-Reports is a web based reporting format for viewing completed reports on cases performed by Heartland Pathology Consultants, PC. Any physician or facility with access to the Internet can access the cases on their patients. Since the reports contain medical and patient identification information access is controlled through assignment of user IDs and passwords. To get a user ID and password contact:
Ricky L. Reaves, MD
(405) 715-4500
In order to maintain HIIPA compliance, identification will be verified prior to ID codes and passwords being issued. This will usually be accomplished within 24 – 48 hours. A working email address at the time of signup is helpful in case the password is ever lost or forgotten since we will be able to resend the information to that original address. Otherwise the password will have to be reset and access will be delayed.
ACCESS
From most screens in the heartlandpath.com website there are links to E-Reports in the left hand navigation area and at the bottom of the page (Figure 1).
Figure 1
Logon
The logon page will open in a new window after the logon link on the legal explanation page is clicked. There is not a figure of the legal explanation page since it changes based on interpretation and changes in Federal, State and Local laws, but it will at least have links to this page, the logon page, and our home page. There may be a problem with the page loading if a popup blocker is present on the computer. This will need to be temporarily disabled if the page does not load. For the logon page simply enter the user ID and password into the labeled boxes and click on the Log On button (Figure 2).
Figure 2
Search
Pressing the Log On button will open up the search window (Figure 3). There are multiple ways to search for cases. The options of using the Medrec, Account and Case numbers will probably only be useful if you already have a copy of the report and want to print it in another location or email it somewhere else. These numbers are in the header of the report, but are otherwise for our use and are not usually known to users. The name and dates will probably be more widely used.
The name field is in the format of: Last name, First Name. The names are not case sensitive.
A partial last name can be used to search for similar names, i.e. smi will find all Smiths as well as Smiddees, Smitheys, etc.
Smith,f will find all patients with a last name of Smith and a first name beginning with F. If a comma is used to put in a first name or part thereof then it is not possible to search with a partial last name, i.e. smi,f probably won’t find any matches.
In addition to the text search, the database also uses a soundex file so that similar sounding names can be found. Searches such as Smith,da would find Dave Smith, but would also find Frieda Smith since it contains a “da” sound.
Figure 3
To perform a date search, the little white box next to “Use Date” must be checked by clicking inside the box. The date range is selected using the drop down boxes for the Min and Max signout dates.
Please note that the default year has changed to 2003.
The date range can be used in conjunction with the name so a search of ‘smith,dave’ with Min date of 4 24 2003 and Max date of 4 24 2003 would only find cases on Dave Smith that were signed out on April 24, 2003.
After the search criteria have been entered clicking on the Get Info button will bring up a case list window for cases that met the criteria.
Case List
The case list of matching cases (Figure 4) is in alphabetical order with a maximum number of ten patients. To open a case, click on the highlighted case number. If the desired case is not on the list click on the “Next Page” link at the bottom of the page for the next group of ten patients. A case that has not been signed out by a pathologist will have the case number replaced with “In Progress”. Cases that have not been signed out are not available for review in E-Reports, but the ‘In Progress’ indicates that the case has been received.
It is sometimes helpful to right click on the case and select “Open link in new window”. This will open the case in an entirely new window and when closed will bring up the original case list window. Clicking the link and opening it in the same window causes the search to start again when the back button is clicked.
Figure 4
Figure 5 is a sample of a typical report. Portions of the report at the double lines have been deleted for illustration purposes.
Figure 5
Printing
To print the report, click on the print button on the task bar next to the Log Out button. This will open a standard Windows print dialog (Figure 5).
Figure 6
Clicking on the Email button below the header (Figure 5) will open an email window that will allow the report to be sent to up to five different email addresses (Figure 7). The box labeled ‘Your e-mail’ is for a return email address only. A report will not be sent to this address. By default the address used to set up the E-Report account will be entered automatically.
Figure 7
After the email is sent click on the ‘Close’ button to close the dialog window.
Please click on the ‘Log Out’ button to end the session.