EMBEDDED FRAGMENT REGISTRY (EFR) Version 4.1 User Manual August 2013 Department of Veterans Affairs Office of Enterprise Development Health Data Systems – Registries Revision History Review Ver Description Authors & Role* Issue Date By Type** 1.0 DRAFT FOR Version 1.0 REDACTED 09/29/2010 documentation release 2.0 Updated for Increment 3. REDACTED 05/25/2011 Added Data Export section. Updated Lab Orders and Lab Results to include Biological Monitoring screen shots 3.0 Updated for Increment 4. REDACTED 12/27/2011 4.0 Updated for Increment 5. REDACTED 06/19/2012 4.1 Update Figure 120 for Sprint 5 REDACTED 08/02/2013 Work Item #20744 – Patient/Provider Letter comments before signature REDACTED August 2013 User Manual iii THIS PAGE INTENTIONALLY LEFT BLANK iv User Manual August 2013 Table of Contents Part A. Introduction ..........................................................................................................1 1. Orientation .............................................................................................................3 1.1. Typographical Conventions Used in the Manual ........................................... 3 1.2. Command buttons and Command icons ....................................................... 4 1.3. The Embedded Fragment Registry Application ............................................. 4 1.4. Purpose of the Manual .................................................................................. 5 1.5. Recommended Users ................................................................................... 5 1.6. Hardware Recommendations ........................................................................ 5 2. Background ...........................................................................................................7 2.1. Project Scope and Objectives ....................................................................... 7 2.2. The Embedded Fragment Registry Process .................................................. 8 2.2.1. Overview.......................................................................................................... 8 2.2.2. Data Receipt and Processing .......................................................................... 9 2.3. Release History ........................................................................................... 10 2.3.1. EFR Release 1.0 ........................................................................................... 10 2.3.2. EFR Release 4.0 ........................................................................................... 10 2.3.3. EFR Release 5.0 ........................................................................................... 11 2.4. Obtaining Software and Documentation ...................................................... 11 2.5. Documentation on the Intranet .................................................................... 12 Part B. About the Application ........................................................................................ 14 3. Software Overview ............................................................................................... 16 3.1. Web-Based Application Elements ............................................................... 16 3.2. Online Help ................................................................................................. 16 3.2.1. Browser Help ................................................................................................. 16 3.2.2. Application Help ............................................................................................ 16 3.3. Accessibility Features ................................................................................. 18 3.4. Date of Death and Deceased Check ........................................................... 18 3.5. Screen Areas and Functions ....................................................................... 18 3.5.1. Banner Area .................................................................................................. 18 3.5.2. Tabs (Common Navigation Area) .................................................................. 19 3.5.3. Breadcrumbs ................................................................................................. 19 3.5.4. Left Navigation Bar ........................................................................................ 19 3.5.5. Content Area ................................................................................................. 20 4. User Roles ........................................................................................................... 23 5. Software Details ................................................................................................... 26 5.1. Starting the Application ............................................................................... 26 5.2. Logging In ................................................................................................... 26 5.3. Default Registry Screen .............................................................................. 28 6. Patients tab .......................................................................................................... 29 6.1. Patient Not Found ....................................................................................... 31 6.2. Patient Search Results ................................................................................ 32 6.2.1. Patient Information ........................................................................................ 33 6.2.2. Workflow Information ..................................................................................... 36 6.2.3. Related Diagnoses ........................................................................................ 44 6.2.4. Lab Tests of Interest ...................................................................................... 45 6.3. Manual Referral .......................................................................................... 46 6.3.1. Create Referral .............................................................................................. 47 7. My Tasks tab ....................................................................................................... 50 August 2013 User Manual v 7.1. My Tasks Queue ......................................................................................... 50 7.2. Error and Warning Messages ...................................................................... 52 7.3. Task Categories and Tasks ......................................................................... 52 7.4. Follow-Up Event Reminders ........................................................................ 53 7.5. Reviewing/Editing a Referral Record ........................................................... 55 8. Reporting tab ....................................................................................................... 61 8.1.1. Lists and Reports Controls ............................................................................ 61 8.2. Referral report ............................................................................................. 62 8.2.1. Number of Referrals Received by VA Facility ............................................... 63 8.2.2. Number of Referrals by Risk Category ......................................................... 64 8.2.3. Referrals by Status and Average Number of Days between Referral and Triage 66 8.3. Data Export ................................................................................................. 67 9. Administration tab ................................................................................................ 69 Part C. The EFR Processes ........................................................................................... 70 10. EFR Processes .................................................................................................... 72 10.1. The Triage Process ..................................................................................... 72 10.2. Screens and Navigation Hierarchy .............................................................. 74 11. My Tasks > Referrals ........................................................................................... 77 11.1. My Tasks > Referrals > New ....................................................................... 77 11.1.1. Sorting the List .............................................................................................. 79 11.1.2. Filtering by Last Name .................................................................................. 80 11.1.3. My Tasks > Referrals > New > Ref # NNNN ................................................. 81 11.2. My Tasks > Referrals > [Accepted] Open Referrals..................................... 92 11.3. My Tasks > Referrals > [Accepted] Closed Referrals .................................. 93 11.4. My Tasks > Referrals > [Accepted] Follow Ups ........................................... 94 11.5. My Tasks > Referrals > Ineligible ................................................................ 95 Part D. Workflow Processes .......................................................................................... 97 12. Workflow Processes ............................................................................................ 99 12.1. Specimen Processes .................................................................................. 99 12.2. The Biomonitoring Process ......................................................................