Move document/page from one encounter to another. • Move document/page
within the same encounter. • Add or delete a subtitle. • Delete a document/page.
Name of Policy:
Adjusting Document Indexes
Policy Number:
3364-105-210
Department:
Health Information Management
Approving Officer:
Interim Executive Director, UTMC & Sr. Vice President, Finance and Administration
Responsible Agent:
Director, Health Information Management
Effective Date: November 9, 20lO
Scope:
Health Information Management
Initial Effective Date: April 12,2007
TI-!f. UNIVHRSITY 01'
TOLEDO 1$"12
_ _ _ New policy proposal _ _ _ Major revision of existing policy
X
Minor/technicalrevision of existing policy - - - Reaffirmation of existing policy -...::..::..--
(A) Policy Statement All identified indexing enol's will be corrected utilizing the Adjust Document Indexes (ADI) function. Only persons granted access to ADI are allowed to perform the following functions in order to match inconectly indexed images with the conect encounter: • Move document/page from one encounter to another • Move document/page within the same encounter • Add or delete a subtitle • Delete a document/page • Reorder pages in a patient record • Rename a document Corrections will be made within 24 hours of error identification. (B)
Purpose of Policy
The Adjust Document Indexes function provides a mechanism for appropriate personnel to make changes to patient and encounter index data (Le., encounter number, document type, document subtitle, date and time) so that incorrectly indexed images may be matched with the conect encounter, document type, etc. (C) Procedure
I.
Moving a Document to Another Encounter: A. B. C.
Select Functions menu. Select Adjust Document Indexes menu item. Click on Search button. If you know the source encounter number, click on the Page Down key on the keyboard, enter source encounter number and click Search button.
OR
D. E. F.
G.
If you do not know the source encounter number, click on the Search button and enter a minimum of the first three letters of the patient's last name and click Search. Highlight correct patient and encounter then click Select. Search for Target encounter. Click on Search button next to Target encounter and follow steps I. AD above. From source document list, select document/page to be moved to new encounter. Click and drag document/page to Move Document or Page line in Target encounter frame. OR Select document and click Move button OR Select document, right click mouse and select Move Document from pop-up menu. Click on Target radio button.
Policy 3364-105-210 Adjusting Document Indexes Page 2
H. I. J. K. L.
M.
II.
Select appropriate Document Type and Subtitle, if necessary, and click OK. Review results and click Apply. If document/page has any deficiencies, the following message will appear: "One or more deficiencies exist. Do you wish to continue?" Click No. View document to identify deficiencies and make a note of them. Follow above steps again. Click Yes to proceed. Existing deficiencies will be deleted, and two assignments will be created in designated Decline Deficiencies queue - one for source encounter and one for target encounter. Go to To Do/Queues and select Decline Deficiencies queue. Select Target encounter and assign appropriate deficiencies. Select source encounter and complete from assignment list.
Renaming a Document within Same Encounter: A.
B.
Select Functions menu Select Adjust Document Indexes menu item. Click on Search button. Enter source encounter number and click Search button.
C. OR Enter first three letters of patient's last name and click Search. Select correct patient and encounter. Click Select. D. From document list, select document/page to be renamed. E. Click and drag this document/page to Move Document or Page line. F. Select appropriate Document Type and Subtitle and click OK. G. Review results and click Apply. H. If document/page has any deficiencies, the following message will appear: "One or more deficiencies exist. Do you wish to continue?" I. Click No. View document to identify deficiencies and make a note of them. J. Follow steps III A-G again. Click Yes to proceed. Existing deficiencies will be deleted, and an assignment will be created in designated Decline Deficiencies Queue. K. Go to To Do/Queues and select Decline Deficiencies queue. Select encounter and assign appropriate deficiencies. Note: Deficiencies are attached to a document. If a page is deleted from a document, all deficiencies for that document are deleted, not just those on the page. L. Continue with additional documents or Exit. III. Deleting a Document: A. B. C.
D. E.
F. G.
H.
Select Functions menu. Select Adjust Document Indexes menu item. Click on Search button. Enter source encounter number and click Search button. OR Enter first three letters of patient's last name and click Search. Select correct patient and encounter. Click Select. Select document to be deleted from source document list. Click and drag document to Trash Can folder in source frame. OR Highlight document and click Delete button. OR Highlight document, right click mouse and select Delete Document from pop-up menu. Click Apply. If document/page has any deficiencies, the following message will appear: "One or more deficiencies exist. Do you wish to continue?" Click Yes to proceed. Existing deficiencies will be deleted, and one assignment will be created in designated Decline Deficiencies queue. Go to To Do/Queues and select Decline Deficiencies queue. Select encounter and complete from assignment list.
Policy 3364-105-210 Adjusting Document Indexes Page 3
ReviewlRevision Date: 111912010
Approved by:
11/1/1 0 Paula Kessler, RHIA Director, Health Info mation Manageme
c:h
Date'
u
Scott Scarboroiigh Interim Executive Director, President, Finance and Administration
Date
Review/Revision Completed By: Health Information Management
Next Review Date: 111112013 Policies Superseded by This Polic : 10-260
