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Chronicles

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All of the information that your staff and administrators enter in the system is stored in this file cabinet

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Master File

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Stores all of the data about one type of thing, represented by drawers in a file cabinet

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dynamic master file

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a master file that is updated by a schegistrar like the patient master file...yes schedigstrar is actually a word, no I will not define it.

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Administrative or static master file

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a master file that is only updated by administrators like the payor master file

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INI

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Abbreviated name for a master file, some examples are EPT (patient), SER (provider), REF (referral source), PRC (Visit type), ect

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Record

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Information about one specific entity in the master file. Each patient created has one record in patient master file. Each record has a name and an identification number (ID). While Names can be the same, ID's must be unique.

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Contacts

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A date-specific snapshot of the data within a record. Example, in the patient master file, the information about a patient that is specific to one hospital stay is stored in a contact. Examples: Hospital encounters, appointments and telephone encounters

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Items

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Is a discrete piece of information about a record. In a record, they are like the questions prompts.

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Values

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A discrete piece of information. These are like the answers to questions.

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Facility Structure

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Arrangement of an organization's units, departments, hospitals, clinics and business entities within EPIC. It forms the backbone of the administrative build. One of the first tasks of an implementation. Epic's Term for ordering each piece of an organization into a hierarchy.

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Facility

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The #1 record in the EAF. It represents the entire enterprise of organization

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System Definitions

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It is possible to configure certain settings at a system wide level through the use of this administrative activity. Any setting changed through this activity has the potential to affect all departments and users. They are the least specific changes that can be made for the organization

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sign in

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This feature can be turned off organization wide, it is essentially announcing when the pt has entered the building...like elvis!

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End of Day Proccessing

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A set of automatic processes In the system status under EOD>appt status form. It is controlled by using the table

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Service Areas

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They represent the accounts receivable and/or business entities of your organization. Edited in Cadence text in the following location

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Revenue Locations

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Are entities that exist within each of your service areas. They are are your free standing clinics and hospitals. They can also represent groups of virtual departments.

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Departments

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In the DEP master file, it contains records for the units and departments. Revenue locations must be linked to its proper service area. They can be accessed in the TEXT sysetm

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Outpatient Departments

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A type of department where the pt goes to see the provider for a brief visit, they aren't admitted and there is no need for rooms or beds

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Inpatient departments

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Also called units, are areas of the hospital where pts are admitted to a particular room or bed.

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HOD

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A department within a hospital in which both admitted and ambulatory patients are seen. They receive some sort of care then return to their homes or to their ADT units

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Virtual departments

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they exist only as a login department

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centers

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A grouping of departments

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User

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Someone that logs into the system

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Provider

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A person or resource that provides care to a patient

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security point

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Access to specific functionality or a key to a door

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Security Class

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A group of security points designed to give users access to every piece of functionality they need

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User Record

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Contains all necessary system access for an individual that will be using the system to do his or her job. Can contain information like demographics, password and security class

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Chronicles Security Class

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This form is where you give users the ability to create new records

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User Role

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This form controls the cosmetic features like buttons, menus and default work spaces

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Cadence Security Class

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This form is where you can assign actual cadence security classes to users. There are several key fields. On cadence main you have the authorized for GUI field, say yes to authorize the users for hyperspace. On the cadence system form you can list the facility where the user is authorized, the service areas and other settings

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Report Settings Security

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Choices are admin, power user, user(edit), User(no edit)

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Shared Security

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On the hyperspace/shared form. Grants the ability to add a PCP

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user record default login department

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on the login settings form, can designate the default department or even to skip the department login screen

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non referral resource type

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used for a resource such as a room or machine or staff such as interpreters or lab techs.

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scheduling type

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this field allows you to specify whether the record you are creating is a person, resource of class

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status field

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used the to make provider/resourves record active. if not active you cannot use the provider in cadence or create a schedule for him.

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edit template

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This activity is to create a new schedule and make changes to an existing schedule. It is provider specific

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indefinite end date

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can only be used when creating a template with a weekly recurrence and if the schedule does not use recurring unavailable time.

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template release date

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The last day you can schedule and appointment, the hard date that you can't schedule past

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departmental calendar

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with this report you can see which providers are working in your department for the current week and the hours they are working

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pattern

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allows you create provider schedules that vary in some predictable way over time and then repeat

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single-day pattern

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once a month exception to a providers weekly pattern

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provider pattern

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this is where you assign a pattern to a provider in a specific department for a specific date range

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template build report

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A tool to help maintain templates for providers and resources

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template audit trail

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produces a report that shows who changed a template, what change was made and when it was made. It may be helpful in tracking down errors or in trying to determine why certian changes were made

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edit slot

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allows your to edit the characteristics of a time slot, like the openings, the slot type and the add/remove blocks. Only used for existing slots on the schedule

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edit template for a single day

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allows you to edit a template for a single day.

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Delete Template

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Allows you to delete templates that are out of date or to get rid of a template for a provider who is no longer with your facility. This will walso save stprage space in the system.

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Advanced Visit type

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A vsitit type that uses sqeuncing, shceduing with pools and advanced scheduling restrictions

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Pools

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Dictates how cadence looks for openings when scheduling advanced appointments. 2 types horizantal: where cadence takes the earliest possible appointment based on available resources. Vertical searches one resource at a time if there are nor available times for that resource on that day, then it searches for the next one

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Additional resources

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if departments or visit types always need a certian resource type, the system can add the resource request

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visit type modifiers

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allow you to modify the default lengths, scheduling instructions and/or pt instructions for patients based on age/sex

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bucket

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A group of patients based on age or sex

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modfier

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a change made to visit type for a certian bucket of patients

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