Common RPMS Searches
To support
ECC Collaborative Activities
The following pages contain detailed instructions for commonly used RPMS searches to track services related to the ECC Collaborative. Medical services and codes will vary by location so contact your local medical coder to determine which services are offered and how those services are coded. For example, many clinics do not deliver babies so a search of Live Births cannot be used. However, children may receive Well baby or Well Child visits at the clinic.
NOTE: In both SCOM and QMAN, if an age is specified, the searches will count patients according to age at the time of the SEARCH, not at the time of the SERVICE. So it is important to run searches as soon as all of the service data is entered. You may run historical searches in QMAN (children who were a certain age during a certain time period) by using Date of Birth (DOB) instead of age.
Prepared by:
Cathy Hollister, RDH, MSPH, PhD
Nashville Area Dental Support Center
711 Stewarts Ferry Pike
Nashville, TN 37214
615-467-1638
Table of Contents
SCOM or QMAN 3
SCOM search for Fluoride Treatments 4
SCOM search for ITRs 6
Using QMAN 8
QMAN Search for Dental Codes 9
QMAN Search for Fluoride Tx by Medical Provider 10
QMAN Search for Any Dental Visit by Date and Age 11
QMAN Search for Children by Age WITHOUT a Dental Visit 13
QMAN Search for Live Births by Community of Residence 14
QMAN Search for Pregnancy Diagnosis 15
QMAN Search for Pregnancy Diagnosis FOLLOWED BY Dental Exam 16
Commonly used medical codes 18
SCOM or QMAN
The “Services Receiving a Combination of Services” (SCOM) search function is located in the Dental Data System (DDS) package of the Resource Patient Management System (RPMS). SCOM is available to use if you are entering dental services directly into the DDS package of RPMS. If you are using the Electronic Dental Record (EDR), the dental services will not be recorded in DDS.
If you are using the IHS EDR, as you enter services in the EDR, those services will be recorded in the Patient Care Component (PCC) package of RPMS. You cannot pull data from DDS, but you will be able to get data on all dental services from QMAN.
To enter SCOM: Log into RPMS and open Select DDS
RPMS PROMPTDDS Menu / USER REPLY
INQ Inquiry to Patient Records ...
PM Patient Management ...
DVIS Dental Visit Data Entry ...
QAT Quality Assurance Tracking ...
REPT Clinical Services Reports ...
SUP Supervisory Functions ... / QAT
COPC Community-Oriented Primary Care Activities ...
TECH Technical QA Functions (for chart audits) ...
MGT Program Management QA Functions .. / TECH
PADA Patient Listing By a Range of Procedure Codes
SCOM Patients receiving a combination of Services
ENDO Endodontic Tooth Access Report / SCOM
SCOM Search for Fluoride Treatments by Date and Age
Limit search to entries in one of your search templates NO// / RETURN
Start with (and include) date: / Enter date, then RETURN
Go to (and include) DATE: / Enter date, then RETURN
Do you want to limit the search according to the AGE at the time of visit? NO// / YES
Start with (and include) AGE: / Enter Youngest Age
Go to (and include) AGE / Enter Oldest Age
Limit search to specific ATTENDING DENTIST(s)) NO// / RETURN
Limit search to specific HYGIENISTS/THERAPISTS? No// / RETURN
Do you want to limit search to visits at a particular facility? NO// / RETURN
Limit the search to a particular ADA code or set of codes? YES// / RETURN
Select ADA Code: / 1206
Select ADA Code: / 1203
Select ADA Code: / RETURN
Do you want these ADA codes to apply to a particular opsite or opsites? YES// / NO
Limit the search to ADA codes which are FOLLOWED BY a particular code? YES// / NO
Do you want to review your search parameters? YES// / Y
Continued on next page:
***STEP TWO: Specify OUTPUT FORMAT***You have the following options for displaying this report.
Select one of the following:
1. Count Patients
2. Print Dental Record Review for Each Patient
3. Count ADA codes
4. Count visits
5. Print Visit List / 1
Template will be attached to the DENTAL PROCEDURE FILE.
Do you want to store the results of this search in a TEMPLATE? NO// / RETURN
This report will only produce the number of PATIENTS who were seen in by dental professionals; therefore the services were coded with dental codes.
To find the number of FLUORIDE APPLICATIONS that were done by dental providers, select Output Option #3.
To find the number of PATIENTS who received fluoride treatments by a medical provider or the number of FLUORIDE APPLICATIONS by medical providers, , use the QMAN instructions.
SCOM Search for Interim Treatment Restorations by Age and Date
Limit search to entries in one of your search templates NO// / RETURN
Start with (and include) date: / Enter date, then RETURN
Go to (and include) DATE: / Enter date, then RETURN
Do you want to limit the search according to the AGE at the time of visit? NO// / YES
Start with (and include) AGE: / Enter Youngest Age
Go to (and include) AGE / Enter Oldest Age
Limit search to specific ATTENDING DENTIST(s)) NO// / RETURN
Limit search to specific HYGIENISTS/THERAPISTS? No// / RETURN
Do you want to limit search to visits at a particular facility? NO// / RETURN
Limit the search to a particular ADA code or set of codes? YES// / RETURN
Select ADA Code: / 2940
Select ADA Code: / RETURN
Do you want these ADA codes to apply to a particular opsite or opsites? YES// / NO
Limit the search to ADA codes which are FOLLOWED BY a particular code? YES// / NO
Do you want to review your search parameters? YES// / Y
Continued on next page
You have the following options for displaying this report.
Select one of the following:
1 Count Patients
2 Print Dental Record Review for Each Patient
3 Count ADA codes
4 Count visits
5 Print Visit List / 1
Template will be attached to the DENTAL PROCEDURE FILE.
Do you want to store the results of this search in a TEMPLATE? NO// / RETURN
Selecting output option #1 will give you the number of PATIENTS who received at least one ITR.
Selection output option #3 will give you the TOTOAL NUMBER of ITRs placed.
Using QMAN
Menu Choice
Your QMAN option should appear as soon as you log on to the RPMS system. If this is not a menu choice, request this menu option from your site manager according to your clinic policies for adding RPMS menu options.
Navigating QMAN
Most of the RPMS navigation tools will work in the QMAN package. The QMAN User Manual can be downloaded from the IHS Information Technology page. IHS QMAN User Manual
Output Options
In most cases you may choose to count CODES or PATIENTS. Either of these may be appropriate depending on your data needs. If you want to know the number of individuals who meet the criteria, count PATIENTS. If you want to know how often a service was delivered, count CODES.
Example:
Within the specified time period, 20 different children visited the clinic. Of these 12 children returned for follow up care. A fluoride varnish was applied at each initial visit and at 5 of the return visits.
To determine the number of children served, enter Diagnosis code
V72.2 as an attribute and count PATIENTS 20
To determine how many appointments were given to these children,
enter Diagnosis code V72.2 as an attribute and count CODES 32
(Do not include ADA codes)
To determine the number of fluoride applications, enter
Fluoride ADA Codes as an attribute and count CODES 25
(Do not include diagnosis codes)
It is important to record your search so that it is repeated using the same parameters and the same output option each time.
Searching for Dental Visits
You may search for dental visits by either selecting ADA Code as an Attribute and searching for enter ADA CODE 0000 and 0190, or by selecting DX (diagnosis) as an attribute and entering V72.2. Because the EDR does not automatically enter codes 0000 or 0190, you may miscount the number of patients that were actually seen. The PCC package will automatically enter a diagnosis code of V72.2 for each dental visit created, so searching for that code and counting PATIENTS is the most accurate method of counting patients seen in the dental clinic.
QMAN Searches for Visits
Subject of your Search? / VISITS
Attribute of Living Patients? / ADA CODE
Enter ADA CODE: / (enter code numbers only, do not use D)
First Condition of “ADA CODE / Between
Exact starting date: / Enter Date
Exact ending date: / Enter Date
Condition of "ADA CODE" / RETURN
Select one of the following:
1 DISPLAY results on the screen
2 PRINT results on paper
3 COUNT 'hits'
4 STORE results of a search in a FM search template
5 SAVE search logic for future use
6 R-MAN special report generator
9 HELP
0 EXIT / 3
You have 2 options for counting DIAGNOSES =>
1) Count all specified ICD9 CODES for all patients
2) Count PATIENTS with at least one of the DIAGNOSES in each query
you specified / 2
QMAN Searches for Dental Codes
Subject of your Search? / LIVING PATIENTS
Attribute of Living Patients? / ADA CODE
Enter ADA CODE: / (enter code numbers only, do not use D)
First Condition of “ADA CODE / Between
Exact starting date: / Enter Date
Exact ending date: / Enter Date
Condition of "ADA CODE" / RETURN
Select one of the following:
1 DISPLAY results on the screen
2 PRINT results on paper
3 COUNT 'hits'
4 STORE results of a search in a FM search template
5 SAVE search logic for future use
6 R-MAN special report generator
9 HELP
0 EXIT / 3
You have 2 options for counting DIAGNOSES =>
1) Count all specified ICD9 CODES for all patients
2) Count PATIENTS with at least one of the DIAGNOSES in each query
you specified / 2
Add additional search parameters as needed.
Fluoride Treatments by Medical Provider by Date and Age
Subject of your Search? / LIVING PATIENTS
Attribute of Living Patients? / DX
Enter DX: / V07.31
PROPHY FLUORIDE ADMINISTRATION…OK? YES// / RETURN
Enter DX: / RETURN
First Condition of “DIAGNOSIS” / Between
Exact starting date: / Enter Date
Exact ending date: / Enter Date
Condition of "DIAGNOSIS" / RETURN
Attribute of Living Patients? / AGE
Condition of AGE: / Between
Start with (and include) AGE / Enter youngest age
End with (and include) AGE / Enter oldest age
Attribute of Living Patients? / RETURN
Select one of the following:
1 DISPLAY results on the screen
2 PRINT results on paper
3 COUNT 'hits'
4 STORE results of a search in a FM search template
5 SAVE search logic for future use
6 R-MAN special report generator
9 HELP
0 EXIT / 3
You have 2 options for counting DIAGNOSES =>
1) Count all specified ICD9 CODES for all patients
2) Count PATIENTS with at least one of the DIAGNOSES in each query
you specified / 2
QMAN Search for Any Dental Visit by Date and Age
Subject of your Search? / LIVING PATIENTS
Attribute of Living Patients / AGE
Condition of AGE: / Between
Start with (and include) AGE / Enter youngest age
End with (and include) AGE / Enter oldest age
Attribute of Living Patients? / DX
Enter DX: / V72.2
DENTAL EXAMINATION/CONSULTATION…OK? YES// / RETURN
Enter DX: / RETURN
First Condition of “DIAGNOSIS” / Between
Exact starting date: / Enter Date
Exact ending date: / Enter Date
Condition of "DIAGNOSIS" / RETURN
Attribute of Living Patients? / RETURN
Select one of the following:
1 DISPLAY results on the screen
2 PRINT results on paper
3 COUNT 'hits'
4 STORE results of a search in a FM search template
5 SAVE search logic for future use
6 R-MAN special report generator
9 HELP
0 EXIT / 3
You have 3 options for listing DIAGNOSES =>
1) List every DIAGNOSIS meeting search criteria.
2) List every DIAGNOSIS and PROVIDER NARRATIVES meeting search criteria.
3) List all PATIENTS with DIAGNOSIS you specified, but DO NOT list individual ICD9 CODES or PROVIDER NARRATIVES (FASTEST OPTION!!)
(Displays UNDUPLICATED list of PATIENTS) / 2
QMAN Search for Patient by Age WITHOUT a Dental Visit
QMAN PROMPT / USER REPLYSubject of your Search? / LIVING PATIENTS
Attribute of Living Patients / AGE
Condition of AGE / Between
Exact starting age / 0
Exact ending age / 2
Attribute of Living Patients? / DX
Enter Diagnosis: / NULL
Do you want me to find all LIVING PATIENTS with no Diagnosis entered? Yes// / NO
Well then...
I take it you want me to search for only those LIVING PATIENTS who DO NOT have any Diagnosis in this taxonomy? Yes// / RETURN
Enter Diagnosis / V72.2
Enter another Diagnosis: / RETURN
First Condition of Diagnosis / BETWEEN
Exact starting date / Enter date
Exacting Ending date / Enter date
Next Condition of Diagnosis / RETURN
(System will display your search parameters thus far)
Attribute of LIVING PATIENTS / RETURN
Select one of the following:
1 DISPLAY results on the screen
2 PRINT results on paper
3 COUNT 'hits'
4 STORE results of a search in a FM search template
5 SAVE search logic for future use
6 R-MAN special report generator
9 HELP
0 EXIT / 2 (Prints the names, ages and chart numbers of patients that fit the search. If you select this option, you will be prompted to enter a printer device number)
3 (Gives a number of patients that fit the search)
QMAN Search for Live Births with Community of Residence