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Clinical Inbox Overview

  • Updated

Here we will be reviewing how to manage the Inbox tab from a Clinical perspective.  This will involve Document and Lab review.

To become more familiar with this area you can watch this video: Clinical Inbox Overview

Items that are assigned to you for review will be communicated through the Inbox yellow colour, and number indication:

This picture implies that the provider has 15 new items in their Inbox for review.  Those items may include Labs, Documents, and HRM (Ontario only).

Inbox:

From the main page of the Inbox, search filters can be completed.

Above the documents it will show a total number of items, and this total would then be broken down by category:

This shows that there are 15 Total items, which is then broken down to 13 Documents, 2 Labs and 0 HRM (HRM is Ontario only).

The button that is solid Grey will indicate what is displayed in the Inbox, for instance it is listing all 15 items.

If we wanted to just look at Labs we can click the Labs button:


Along the top are options for filtering the contents of the Inbox:

Far left corner is a patient search box - you can filter by patient details such as name or HIN.

Second box allows you to be able to load a different providers Inbox.  This can be done by using the drop down option, or by typing in the provider's name to filter. 

Next, the Observation Date boxes allows you to filter by a time frame by entering in a Start and End date.

Report Status allows you to filter by New, Acknowledged, Filed and Archived. The default is New items.

Result Status allows you to filter by Abnormal and Normal items. The default is ALL.

The headers of each column in the Inbox can be used to sort the contents alphabetically.  For instance, if you click on Discipline it will sort and group items together, such as ReRx Renewal, Consultation, Referral, etc...:


 

Note: Regarding Inbox view Preferences, this is a setting that impacts your login only. 

By default, providers will see HL7 lab results showing only the most recent result, not all versions. Providers who wish to consistently see all lab data compiled into one view have the ability to set a preference to do so. 

Preferences > Lab Display Default to All Versions > Check off Show All Lab Versions by Default > Submit.

 

Now that we have become familiar with the search filters, we can go over how to Acknowledge the Inbox contents.

This can be done by using one of two views: List View and Preview Mode.

The two options can be located on the far right side:




 

List View:

The List View is managed by the 3 horizontal lines with 3 dots icon, this means the documents are all listed in the center, and they need to be clicked on to open and load for review:


To open an item in the List View, you can click anywhere along its row. Once clicked, it will load in a new window for review and to be actioned.

 

Document:

The Document will be on the left hand side, and the action buttons will be located in the top right corner.

In the patient box, you can access different areas of the patient chart:

  • Master Record
  • eChart
  • Rx - medications module
  • Prevent - preventions module
  • Message - can send a message
  • Tickler - can send a Tickler
  • Email - Send an email attachment (only available with the Ocean integration)
  • Fax - Attachment Manager fax with cover page

If you wish to add a Comment, there is a Comment button that can be utilized to enter in and Add Comment to save:

The Forward button can be used to send the item to another Provider's Inbox for a review as well:

A provider can then be searched, and then click Send.

To remove the item from the Inbox as a New item, the Acknowledge button must be used to acknowledge that the item has been reviewed.  There is option for Acknowledge and Next for the next item in the Inbox to load while in the List View:

By clicking on the right facing arrow, the current item will be Acknowledged, and the Next item in the Inbox will load.

The arrows on the right side will navigate forward and backward in the Inbox while in the List View:


View Markup History:
Documents can be marked up by clicking the Annotate (pen) icon at the top of the document viewer.

If a document has not been marked up, an Unedited label is displayed beside the Annotate button.


 
Once a document has been marked up, the Unedited label is replaced with the name of the user who last marked up the document, along with the date and time of the current version.



Click the Marked up by... label to open the document's Markup History. From here, you can view all saved versions and click Restore on any previous version to make it the current version for viewing, editing, or faxing.

Labs:

Similar action buttons will be available for a Lab, the buttons will be available on the top left, as well as on the top right corners:

The patient eChart can be accessed by the eChart button, as well as clicking on the patient name.

If you click on a lab result, that will load a new window to review trends regarding that test.

A new Label can be entered for the Lab Result, this will be displayed in the patient eChart for the name of the Lab:

HRM (Ontario Only):

A HRM report (Hospital Report Manager) will open similar to a Document:

The same patient buttons area available to access their chart, or to create a Message or a Task/Tickler.

For a HRM, to remove it as a New item is to Sign-Off instead of Acknowledge.

Preview Mode:

The Preview Mode is managed with the 2 vertical lines and page icon. 

Preview Mode will load all items in the Inbox, and then you're scrolling up and down the items.

The action buttons will be available, similar to List View, but there are no arrow buttons available.  After clicking Acknowledge/Sign- Off, the current item will be removed, and the scroll down to load next item will happen automatically.

Please contact Support with any questions, help@oscarprodesk.ca