How to create new Protocol plans and Baskets

Users to create Protocols and Baskets should have the correct user rights assigned to the user-level to be able to perform this action. 

• It is important to understand that new protocols can be created and/or edited at any point.
• When creating protocols, please follow suggestions regarding the naming of the protocols naming suggestions: Use the first 2 or 3 letters of the anatomical region followed by LT or RT to indicate Left or Right.  Eg:  For Ankle Right = ANKRT,
• Anatomical regions without Left or Right, eg: Skull = SKU, OR Abdomen = ABD
• For Multi-region studies, Eg: Skull and Right Shoulder = SKSRT
• Description of the protocol should typically be: 
  • X-Ray Left Ankle 
  • X-Ray Right Shoulder 
  • CT Left Elbow 
  • MR Brain  etc. 
• For multiple regions into one protocol: 
  • X-ray Left Ankle and Left Foot
  • X-ray Both Knees etc.
• Try to keep it self-explanatory and as short as possible.
• Do not use special characters like / or % or +. Rather use  " - "

How to create a Protocol plan and basket:

• On the System Manager page:
  • Click on Procedure code then click Procedure plan and protocol.

• Make sure the protocol/structure you want to create does not exist already.  Search for a possible Description by using a combiniatin of the modality and the description (or part of)
• Use % and one of the anatomical structure names you want to create to search all protocols with this anatomical structure name, click search. For example, to find all protocols with ‘ankle’ as part of the description, type %ankle. (Code value can also be used to search but it is much more complex to find the correct code).

• A list of all existing protocols that includes the word 'ankle' will bedisplay.  If there is an existing protocol, the protocol can be modified, or a new protocol can be created if the required protocol does not exist. 

• To create a new protocol, click NEW.

• Choose a similar protocol name and modality from the dropdown list to ‘copy’. The reason for copying a similar protocol – all back-end configurations are already done for existing protocols.  You copy a structure and change the code, name, modality, etc and ADD.  This copies all configurations and creates a new protocol.

Click on 'Copy from the other Procedure Plan'.  (A similar protocol will be an existing protocol with the same modality and body part).

• Click on a similar protocol to populate the information. The populated information will be a copy of the original Protocol and Plan.  From this starting point, you can amend the information to suit the new structure to be created.

• The copied protocol detail will reflect.
  • Update the following fields to correspond with the required settings for the new protocol:-
    • Change the Code to the new code required for the new protocol.   ACJLT for AC JOINT LEFT (see the guide at beginning of guide for the naming of codes)   Also, make sure the code is unique – if the same code already exists, the system will not allow you to save the new protocol.
    • Change the Code Meaning to the New protocol description: Eg. AC JOINT LEFT,  or Hip Left and Foot Left.
    • Leave Code type as Regular. Do not tick anything under ‘Both left and Right’, Left, Right or Unpaired.
    • NB!! Only tick the ‘Required Auth#’ tick box if it is a CT or MRI or PET/CT or other examinations which need authorization. Also, make sure to tick if needed.
    • Select the Modality from the drop-down list.
    • For only one exam protocol  (eg, if the protocol created will only cover one anatomical area) – Bodypart can be selected or, this field can be left on ‘Anything’.  If multiple anatomical areas are combined in the protocol, eg. Skull and C-spine, leave on anything. (Rather leave on anything than select a wrong bodypart or a body part partly correct).
    • Exam duration we usually leave on 5 min for general x-rays, for US, CT and MRI exams we usually change to 30 – 45 min, depending on the practice requirements.
    • Prep instruction like Eg. ‘Patient should arrive with full bladder’, for US pregnancy or Eg. Bowel cleaning, for Barium exams.  This field can be left empty if there are no prep instructions. If you’ve need Prep instruction documents digitally, it can be added in this field. Not mandatory
    • Procedure alert notifications can be entered in this field. Eg. Check patient preparation / Check IODINE allergy.

• Once all info has been added, click ADD at the bottom of the page.

• This action will save the newly created protocol in the protocol list without any tariff codes and/or consumables.
  • The next step will be to find the protocol in the list again, open and add the tariff code and consumables.

• Type Protocol name and search. Search for protocols. Click on the Protocol Code under the Value column (Blue Code) to launch the protocol. 

• Click on exploding chart to enable you to add CPT codes (tariff codes) and consumables to the basket.

• The exploding charge will open. Add tariff codes CPT code (Eg. Ct Brain, Ankle left, or spine and/or all the tariff codes you would need as a selectable choice list under the CPT codes)  The CPT code and supply fields will be empty as default for all newly created protocols until CPT codes are added and saved.

• To add CPT code, click on the ‘+’ symbol next to CPT code.

• Add procedure description (or part of the description) and search. (Rather use part of the description as per this example than complete procedure descriptions). 
  • Possible procedures will be listed. Click on the required procedure and click add.  This will add the selection to the CPT code list on the Exploding Charge.
  • Use the scroll bar on the right of the list of tariff codes to scroll through the possible selections. 
  • Check at the bottom of the page if there are more than one pages with possibilities.
  • Select the required tariff code(s) and click ADD to add them to the basket. 

• Repeat the step if more than one procedure should be in the same basket. (Type description, search, select, add) Add all possible procedures for this protocol. (Radiographers will select the appropriate procedures when performing the examination)

• To add consumables, Click the ‘+’ symbol in ‘Supplies’.

• Type the consumable name or part off and search. Select the correct consumable item and ADD to add the consumable to the basket.

• Repeat steps to search and add all possible consumables to the basket. (Radiographers will eliminate the consumables not used for each individual examination performed.)

• Once all required tariff codes and consumables are selected for the specific basket - click  Modify to save the entries.

• Close the protocol.