Introduction to Profile

user manual introduction to profile suite 550 375 water street, vancouver, british columbia, canada, v6b 5c6 table of contents logging in docid\ rstxm gwis2h ol9twsc screen overview docid\ rstxm gwis2h ol9twsc menu bar toolbar patient info panel segment list and views working with profile windows docid\ rstxm gwis2h ol9twsc resizing windows saving window settings switching between windows changing your password logging out locking your screen filters docid\ rstxm gwis2h ol9twsc additional topics accessing the help file docid\ rstxm gwis2h ol9twsc intrahealth help desk inserting information docid\ rstxm gwis2h ol9twsc date format free text field pull down list field search field the select patient window docid\ rstxm gwis2h ol9twsc finding patients using specific criteria docid\ rstxm gwis2h ol9twsc the work centre window docid\ rstxm gwis2h ol9twsc work centre views floating work notification the clinical details window docid\ rstxm gwis2h ol9twsc the medical record window docid\ rstxm gwis2h ol9twsc common icons docid\ rstxm gwis2h ol9twsc command buttons docid\ rstxm gwis2h ol9twsc tasks docid\ rstxm gwis2h ol9twsc creating a new task linking a task to a patient reviewing your tasks task filters updating the status of a task “complete” editing a task printing a task logging in to start profile, double click on the profile icon on your desktop the login screen will appear each user will have a unique user name and password enter your user name enter your password click ok or press the \[enter] key you will not need to change the server name note you can press the \[tab] key to move from field to field in profile windows screen overview menu bar there are eleven pull down menus at the top of the profile screen click once on the required menu heading and the pull down menu will appear toolbar the toolbar is a row of icons that helps you navigate the system quickly click once on the required icon to go directly to that function note if the toolbar is not visible, go to window/show and select toolbar to enable it patient info panel the patient info panel resides just below the toolbar, and displays information about the current patient note if the patient info panel is not visible, go to window/show/patient info panel and select patient info panel visible to enable it when the patient info panel is populated with patient’s information, any operation performed will be recorded in this patient file if the patient info panel is blank, no record has been activated selecting any profile function will display select patient window hot tip press and hold the \[shift] key when selecting profile function in order to bypass the patient info panel selection segment list and views the segment list is a set of icons that can display a different view inside of the particular window it is located on the left side and it is divided into separate segments each segment has a selection of icons to display a different view, click on the icon on the segment list each view has its own toolbar with functional icons icons can be reorganized or removed then, the settings can be locked to prevent from accidental changes right click on the window’s toolbar and select lock toolbar working with profile windows resizing windows you may wish to change the size of a window that you are working with if it is too large or too small for convenient use you can resize many windows using the mouse position the cursor over the vertical border, horizontal border, or corner the cursor becomes a double‑headed arrow click and hold down the mouse button and drag the border to the required position release the button you can also resize panels within a window when there is a “splitter bar” between the panels position the cursor over the splitter bar the cursor becomes a “splitter cursor” click and hold down the mouse button and drag the splitter bar to adjust the relative sizes of the panels release the button saving window settings once you have your windows looking the way you like them, you can save these settings so that profile will use them automatically whenever you return to this window select edit/defaults from the menu bar this will display the set defaults for this window dialog box tick the first two options ( position for first window and size and layout of elements ) click ok to save you may also c heck background colour box to customize your background hot tip the third option, base parameters, is a “global” option that affects everybody do not change it unless you wish to do so for the whole organisation switching between windows if you have several profile windows open, you can bring one after the other to the forefront by pressing the \[f2] key hot tip select window in the main menu to view a list of open profile windows changing your password to change your profile system password go to organisation/change password in the main menu type your old password in the current password field type your new password in the new password field type the new password again in the retype new password field click ok the password change is effective immediately hot tip you can press the \[tab] key to move from one field to the next logging out if you wish to log out as one user, and log back in as another press \[ctrl] + \[f3] on the keyboard if you wish to log out of the server and close your profile program go to file/exit on the main menu locking your screen to lock your profile screen select file/lock in the main menu all of your profile windows will be replaced by the unlock profile screen to resume work exactly where you left off type your password and click ok filters filters allow for customizable views for each user in various areas of profile to switch between existing views, use the view drop down at the top right of the window to expand options available to create or modify views, click on the edit… button to the right of the drop down list to open the filter window select the view to edit from the list use the and buttons to move the selected view up or down in the list right click on the view and select set default to make it the default view when the window is opened use the parameters in the filter to modify what will be seen some filters include a column or presentation area, where columns at the top of the window can be added, removed, or resized note in some filters, the view description will automatically update when changes are made rename the description after making changes to make sure it is consistent with what the filter will show click an applicable command button at the bottom of the filter new creates a new view, update saves changes to the selected view, delete deletes the selected view, apply saves changes to the selected view and closes window, close close window without saving changes accessing the help file select help on profile main menu to open help introductory page select one of three available tabs (screen shot below) contents tab will display the topics in groups; expand the group by clicking on the plus sign index tab will list topics alphabetically search tab will provide a field to search for the specific term and list only the relevant topics select the topic to display its content in the right panel of the help window if you need help with within the active profile window, press f1 key; this will open the relevant online help file (context sensitive help) instead of help introductory page inserting information date format click on the arrow in the date field to display the pull down calendar and select the date on the calendar type in specific format ddmmmyyyy (no spaces are necessary); profile will format the date properly once the entry is accepted check in approx checkbox to be able to enter the date in a different format; the approximate date will always default to the first day of the date, eg 2002 entry will default to 01 jan 2002, and mar 2002 will default 01 mar 2002 free text field click inside of the field to place your cursor there and simply start typing there might be sometimes limitation to the maximum number of characters allowed in specific field pull down list field click on the arrow to expand the list and make a selection from the list some list are standard profile lists but can be customized some lists can entirely be built by the user search field search field is the field with an ellipsis button you will see the ellipses button when you click inside the field to enter the information a search field is linked to a particular and predefined type of information in the database it allows for running searches and reports on that data in the above example, a patient search field will look up names of patients; some other examples of search fields are those for external providers or disease codes to use the search field, use one of the following techniques type the code if you know it for example, type ‘mg’ for the internal provider mary gold to automatically populate the field (valid entry is in blue font and underlined) start typing first letters if only one entry matches what you have typed, it will be selected automatically, as soon as you type at least two letters, a drop down list will display entries that begin with what you have typed, typing more letters will narrow the list down, when you see the entry you want, double click on it make sure to see all matches are shown; if you see too many matches to show, it means the database contains too many entries to display in the drop down list add more characters to narrow the list or use ellipsis tool to select patient if nothing in the database matches what you have typed, no matches found message will appear you can either correct what you have typed, or click to create a new database record note not all users will have the right to create database records see your system administrator if you don’t see a button click on the ellipsis tool to display the predefined list or the search window select the entry form the predefined list or search for the right entry figure predefined list figure search window the select patient window the select patient window lets you search for the patient before performing profile functions that are patient related when the select patient window opens type the patient’s name in the index field, using the format lastname, firstname then click search to list all matching patient names, or click recent to see a list of all recently accessed patients select the required name from the list and click ok searching on partial names is allowed, for example typing r, p in the index field will return all patients whose last name starts with r and whose first name starts with p; typing ,firstname \[comma + first name] will allow to search for patients with specific first name search by a file number in the filnum field other search options are available when the folder field is expanded by folder name by date of birth by health number the selected patient record will open, allowing you to alter any details finding patients using specific criteria you may search for a patient, or group of patients based on criteria like age, street name or a combination of details the find patients results window is also known as the found list and provides the basis of many reports in profile go to patient/find patients on the main menu in the general view, select fields that you want to search by and enter the search criteriafor example to find all patients aged between 20 and 45 enter 20 45,in the age field click on in the field to access list of search qualifiers select button to compile the list matching your search criteria find patient results window will appear; choose one of the following options to add a client to the list, search mk%3a\@msitstore%3ac%3a%5c7 7 1664%5cprofile chm%3a%3a/4261 htm in the name field and click add to remove a patient from the list, highlight the name and click remove to display the original list of search results, click again to access the patient record in edit mode select the name and click alter to access the patient record in display mode for highlighted patient, click display to save the list, select file/save as on the menu bar hot tip to print a letter for the selected patient(s), click the letter button the work centre window typically, the work centre is set to open automatically when you log into profile it has a convenient collection of views related to your everyday work flow this list of views is called the segment list depends on your job role or level of access to open work centre manually click the icon on the toolbar go to organisation/work centre on the menu bar work centre views like the patient register, the work centre consists of several views, a list of which may be seen on the right side of the window see the segment list section for more information floating work notification floating work notification is an ever present window on your screen providing instant information on your daily status it is updated in set time intervals and can blink or play a sound whenever it is changed to enable work notification and select items that will be tracked by work notification window go to organization/preferences/general on the main menu click on work notification tab to display the setup window the items tracked for each user depends on your role settings and your organization preferences the clinical details window the clinical details window allows you to enter and maintain a number of clinical details about a patient to access clinical details click in the toolbar, or go to clinical/clinical details on the menu bar select the patient if necessary the clinical details window consists of several tabs each tab is used to enter a specific category of historical information about the patient family/social history information relating to a patient’s social history and their family’s medical history past history the patient’s narrative medical history obstetric history record the patient’s past or present obstetrical history (if relevant) allergies view and record a patient’s allergies measures view and record a patient’s key measurements problems a summary of diagnoses, procedures, and social/risk items for the patient usual medications current and discontinued medications for the patient immunisations create and view past or present immunisations care plans create and view past or present interventions and care plans the medical record window to view a patient’s medical record click in the toolbar, or select clinical/medical record from the menu bar select the patient, if necessary like the work centre , the medical record consists of several views on its segment list; the views you see may depend on your job role or level of access some of the more common views are overview clinical information and activities that are top priority to a provider when working with a patient summary high level clinical information about a patient that allows quick access to the information encounters a summary of encounters and details of contacts within each encounter for this patient measures a record of clinical measures for a patient such as height, weight, blood pressure, etc these are recorded elsewhere results details of electronic laboratory results for this patient tasks tasks relating to this patient care plans care plans and interventions for this patient and when they are due immunisations immunisations for this patient and when they are due forms electronic forms that relate to this patient documents correspondence relating to this patient problems problems associated with this patient referrals referrals associated with this patient medications details of prior medications and current usual medications for this patient new encounter record details about a consultation and perform relevant actions obstetric obstetric information relating to a female patient care team a list of providers contributing to the patient's care common icons displayed at the end of a search field and allowing a search of predefined options create new open in edit mode refresh print command buttons when you are finished working on any profile window, choose one of the following options click ok to save the changes and close the window click cancel to discard the changes you will be asked to confirm click apply to save the changes and leave the window open tasks you can create reminders and maintain them as to do list that can be accessed in various ways two most convenient are click on the task icon on the segment list of work centre window double click on the task button of the work notification box creating a new task select the tasks view of the work centre and click the new task button, or go to special/new task in the main menu the two required fields to fill out are subject a brief description of the task it will appear in task lists, so use terms that will easily prompt your memory holder the person responsible for the task it defaults to you but can be changed to any user or group other useful fields are due/time the date and time by which the task should be accomplished priority identify the urgency of the task linking a task to a patient tasks are often patient related reminders to associate a patient with a task click the patient field and type in the name of the patient in the correct format note if a patient is already showing in the patient info panel at the time the task is created, you do not need to take the above step; a link to that patient will appear automatically the explanation and links field of the task window can be used for a more detailed explanation of the task, if the subject field is not sufficient the activity notes field of the task window can be used to enter in user actions taken to accomplish task hot tip the hotkey \[ctrl] + \[1] can be used to add a date stamp reviewing your tasks select the tasks view of the work centre window hot tip click the refresh button at any time to update the list (i e , to view any new tasks) task filters by default, the tasks view will display all pending tasks assigned to you and your group this can be changed by clicking on the drop down list marked view , and selecting a different task view updating the status of a task “complete” once you complete a task, indicate that fact as follows open the tasks view of the work centre double click on the task in question to open it enter any relevant completion information in the activity notes field click the completion button the task status will change, the task will be saved, and the task window will close automatically hot tip from the tasks view, you can also right click on a task and select change status/completed from the pop up menu editing a task to open a task for editing (for example, to add comments to the activity notes field), either double click on the task in the tasks view of the work centre ; or select the task and click the open button printing a task select it in the tasks view and click the print button