Radiology Worklist - Overview - Presets

Radiology Worklist presets and functions

It is important to understand that the Radiology Worklist will be used by a number of staff members with different job descriptions. 

The specific user level will determine to which extent the user will be able to access functions and make changes to the settings.

Overview

• Selecting and Searching tools: Patient Quick search, Status, date range, ‘search/ clear / Preset Group / Preset and close buttons.

• Advance search filters: Department, Modality, Station, Patient ID, Patient Name, DOB, SA ID, Patient Class, Accession #, Porter, Porter user, Authorization, Authorization User, Ref. Physician, Priority, Confirmed, Match, Report, Media delivery, Bill. (Advance filter can be collapsed to clean up the workspace if not in use)

• Patient list:   Patient information according to selected query and visible columns

• Column Headers:  Column headers can be activated and de-activated.  R-click on any column header to tick the required columns.

• Additional information area: Additional examinations for the selected patient  for the same day will display.  Access to patient History, Scan docs.

Selecting and saving presets

• Date selections
  • Arrived date – will select the list according to when the patients have been checked in (arrived)
  • Schedule Date – will select the list according to when the patients were scheduled (booking date when the examination will take place)
  • Ordered date – will select the list according to the date the patients were ordered (date when the user make the booking, might differ from when the examination will take place which is the scheduled date)
  • Follow Up Date - will reflect patients with a follow-up date entered

• Custom date settings - Different date settings can be selected
  • Today, Yesterday, Tomorrow, Last 7 Days, Next 7 Days, Last 30 Days, Next 30 Days, Last... to next ... days, Custom range 
  • You can select a single date with today or tomorrow or a longer period of time by either using Last 7 days, last 30 days or select a custom range by selecting the first and last date (with a maximum of 99 days in the range) and click on Apply.
  • You can also ‘clear’ the date range to cover all dates. Be careful using this option without selecting other options like eg. Patient name, accession number, etc.  With all fields cleared, the complete database will be searched and might cause the system to time out due to an overload of information.  Therefore – use at least one search option, date or name or DOB or accession number or a combination thereof.

• Selecting statuses

Select study statuses according to the user workflow and will differ from practice to practice.  Typical selection examples:

• Receptionists typically will select Ordered, Scheduled and Arrived.
• Radiographers will typically select Arrived and In-progress.
• Distribution clerks will typically select Completed.
• Porter Users will typically select Ordered, Scheduled, Arrived, In-Progress as well as Completed.
• Single or multiple status selections can be made and can be changed on the fly should you need to see more or fewer patients on the list according to their status.

• Tools:
  • Search – to activate the filter search
  • Clear – to clear all entered search fields
  • Preset Group - A standard preset group per practice where only users with user rights can modify these groups
  • Preset – to select a save preset for settings and layout
  • Close – close the Radiology Worklist

 

• Patient Quick Search - to find a patient by entering only the surname, select the patient and search al records for the patient regardless of study date and exam status
• Quick Search - to quickly toggle to the financial portal to find any patient's financial record
• Quick Estimate - to create a quote for a patient who is not already scheduled for an examination
• Schedule Chart - Quick toggle to launch the Schedule Chart

• Select Priority on top and worklist refresh
  • Tick Sort by priority to always show STAT, high and radiographer status on top of the result list
  • Tick Refresh to auto refresh the worklist, in combination with a time to indicate the frequency to refresh.

• Control the patient list: 
  • At the bottom of the patient list - number of patients visible for the query and max number of patient entries to show. 
  • Drop-down to 25 / 50 / 75 or 100. This is the number of patients display per page
  • Select the arrow left or right to toggle between pages should the number of patients displayed populate over more than one page. Number of pages will be indicated with 1 – 2 /2 (meaning page one of two)

• Advance search selections (the query filters can be switched on and off according to your workflow)

(The query field layout might differ depending on your screen size and resolution)

Note: By using different filters the user can save the query as a preset if it is a query you are going to use on a regular basis.

• Patient ID – Unique ID search field. Choose the prefix related to your institution from the dropdown and search with UID.
• Patient name – Surname first and option to use an initial or first name in the 2^nd search field under the patient name.
• DOB – Date of birth of the patient.
• SA ID – Use patient South African ID to search.
• Contact number – Choose Tel / Cell phone from dropdown selection, then select Equal / Start or Include to narrow down the contact number. Enter the contact number in the number field.
• Portal Form - Use to search for patients where Portal Forms have been completed electronically with different progress statuses.
• Department – Select the required department from the dropdown list. 
• Request Department - If the department capturing (scheduling) the examination differs from the department who will perform the examination.
• Modality – Select required modality from the dropdown list.
• Station - Select the specific station (room) where the study has been scheduled.
• Accession # - Visit number for a specific patient visit.
• Ref. Physician – Use referral physician surname or part of to search.
• Patient Class – Anything / Hospital or an Outpatient selection from the dropdown list.
• Priority – Select priority to search from the drop-down list. Possible priorities include but are not limited to High, Routine, Radiographer, Radiologist and/or Ward.
• Confirmed - Select from the drop-down whether the query should include confirmed Y, N or all.
• Porter – Choose an option from the dropdown list. Possible options like ‘To collect’, ‘Collecting’, ‘Collected’ etc.  Customizable options.  This will only be in use if a department order porters with digital messages to collect and return patients from wards and/or other departments.
• Porter user – Only in use for departments ordering porters with digital messages to collect or return patients to and from wards and/or other departments. A list of possible porter names will reflect when selecting user name under dropdown selection.
• Authorization – Select authorization status from the dropdown list to search for patients with related authorization status. Auth statuses customizable according to practice needs.
• Authorization user – Search field only in use for departments using auto assigning authorization staff and/or if authorization staff adding their name as authorization user during auth process. List of possible auth staff names will reflect when searching with dropdown selection.
• Match – Use a drop-down selection to select matching status Matched or Unmatch to filter the search list to patients with matched images or patient entries without matching images.
• Billed – Select billed or unbilled from the drop-down list to filter accounts billed or unbilled.
• Internal Status - used by Authorization staff as internal notes for follow up purposes.
• Follow Up Status - a second option for internal messaging at a glance.
• Eligible - Not in use in the South African environment.
• Protocoling Staus - Not in use in the South African environment.
• Pri. Technologist - provide the ability to query by a radiographer user.
• Sch. Reminder Status - customizable drop-down to use as internal messaging.
• CDS Status -
• Auth # - Search by auth number stat/us (Y/N/E/NA)
• Exam description - provide the ability to query by exam description. 
• Specialty -
• Report – Select Reported or Unreported from the drop-down to filter according to reporting status.
• Exam Status - Search by status - including account and exam statuses according to RIS and PACS
• Resource Tag - Search by resource tag (Attending / Consulting / Injection)
• Diag. Code - Free typing field to search for Diag. code
• Institution - Search patients for different Institutions
• Category - Search patient with different payment categories (Eg.  Attorneys / Health / Insuring / Trials / Compsol / Cash etc.)
• Group - Search patients according to payment groups (Eg.  Company / IOD / Medical Aid / RAF etc.)

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NOTE:  All options listed above are possible search areas.  It is recommended to search with rather less than more search options at any given time.  The more options are used simultaneously, the higher the possibility to make a mistake of select a field not applicable to the search which might return in a false result. 

Use as little as possible information to search to increase the possibility for a successful search result.

The Advance search area can be ‘closed’ and only opened when needed to increase the patient list area.

The different query filters can be de-activated if not in use:

• Click on 'Search Config.  Expand the advance search and click on the 'gear' Icon to open the select panel

• Untick the query filters you do not want to display on your query filter list.

• Workflow action menu bar

Depending on the account status as well as the date selection – different actions are available.

The actions includes:

• Schedule - Schedule can only be used to reschedule a booking if the status of the booking is Scheduled.  (It is, however, recommended to use the scheduler to reschedule a booking)  Schedule can also be used to schedule a patient in Order status.
• Cancel Procedure - Cancel a procedure while in Scheduled status
• Check-in - Check a job Card in while scheduled status
• Begin - Technologist to select begin to open account and start clinical workflow
• Complete - Technologist to select to complete job card after completing clinical workflow
• Halt - Technologist to halt the study during clinical workflow to continue at a later time
• Cancel - Select to cancel a study in Arrived or In-progress status
• Repeat - Select to Add Repeat information - keep record of repeat images for radiation and film purposes
• Next appt - Select a completed study to order the same exam for the same patient.  Study will be in Order status.
• Zero Image - Add Zero image for examinations where no real images will be added.  Eg. Theatre screening and test exams
• Visit Properties - Select a patient and open the patient information in Visit Properties.
• Print Label - Select a patient and print a packet label (for distribution of hard copies)
• Print Document - Select a patient and select a document from a number of preconfigure documents.
• Print - Select to print the query results on the radiology worklist.
• Excel - Perform a search on the radiology worklist and export the query result to excel.

Schedule status will allow access to Schedule / Cancel / Check-in / Visit Properties / Print label / Print Document/ Print and Excel.

Arrived status will allow access To Begin / Complete / Halt / Cancel / Repeat / Next appt. / Zero image / Visit properties / Print Label / Print Document / Print  and Excel.

All statuses allow access to Visit Properties / Print Label / Print Document / Print and Excel.

Note: Ordered status occurs if a schedule has been cancelled and not a procedure or if a digital order has been received.

Schedule / Print Label / Print document is the only actions available.

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• Additional information

• The Additional information area will display studies for the same patient for the same day as a reminder to the technologist that the patient is scheduled for additional examination on the same day.
• The additional studies for the patient will be listed with the exam status to inform the radiographer whether the patient's additional studies have been completing or still pending.
• This information will display in the additional information area when a patient is selected on the patient list.

Patient History  / Scan Document

• Selecting a patient on the patient list will also activate the Patient history and Scan document quick access icons on the additional information area from where the patient's history can be accessed as well as documents scanned into the RIS in the patient's file.