Author: Dale Sahlberg- 1 -
3270 QUICK SEARCH
Have you ever wished you could see patient information faster?
Do you worry as an IS manager that the REVIEW PATIENT DATA pathway is displaying too much patient information for some departments?
Currently, there are two methods to view patient data:
1)REVISE - go through many steps to get to a REVISE screen to view patient data. Then have to make a “best guess” what category has the desired data. Need to be careful on that REVISE screen not to accidentally change any data.
2)REVIEW - go through many steps to get to a REVIEW screen to view patient data. Need to make a “best guess” what category has the desired data. Information Systems has to make a duplicate of the REVISE screens and change the display fields to output only. Substantial work to maintain two types of displays.
In the example below are 18 categories to find data in:
Search event: In the screen above, a new user wants to find the ATTENDING DOCTOR.
Logically, the doctor’s name is under ! 11 CLINICAL right?
However, it is actually under ! 16 CASE DATA
Instead of searching many CATEGORIES for data, there is an easier way … let the data come to you! The new method is called: QUICK SEARCH Pick from a menu what you want to see and the next screen will display that exact data for you.
QUICK SEARCH allows you to safely view data with no risk – display only.
This QUICK SEARCH function has been in use at one hospital since 1987.
Select what you want to see.
For example, the option ATN DR NAME was selected and here is the data …
In the example below, the option PT NUMBER was selected …
Fast and easy – simply press ENTER for another inquiry.
When you are done, exit to the main menu.
- The above QUICK SEARCH display is HIPAA friendly since a visitor will not see a TITLE such as Patient Name: STEIN, BENJAMIN - only a name will appear on the screen, which in this case is the doctor.
- By not having a full screen of data for roving eyes to see (example: the patient demographics screen with age, social security number, full patient name, birth date, address, spouse name, etc) protection of patient confidentiality is improved while still allowing hospital staff to access vital data for patient care.
- The display screen is more secure with Quick Search - one answer is given per inquiry. No extra information is splashed on the screen for visitors to view.
- The screen adheres to the MINIMUM NECESSARY requirement.
HIPAA
MINIMUM NECESSARY
[45 CFR 164.502(b), 164.514(d)]
The minimum necessary standard, a key protection of the HIPAA Privacy Rule, is derived from confidentiality codes and practices in common use today. It is based on sound current practice that protected health information should not be used or disclosed when it is not necessary to satisfy a particular purpose or carry out a function. The minimum necessary standard requires covered entities to evaluate their practices and enhance safeguards as needed to limit unnecessary or inappropriate access to and disclosure of protected health information. For routine or recurring requests and disclosures, the policies and procedures may be standard protocols and must limit the protected health information disclosed or requested to the minimum necessary for that particular type of disclosure or request. Individual review of each disclosure or request is not required. For non-routine disclosures and requests, covered entities must develop reasonable criteria for determining and limiting the disclosure or request to only the minimum amount of protected health information necessary to accomplish the purpose of a non-routine disclosure or request. Non-routine disclosures and requests must be reviewed on an individual basis in accordance with these criteria and limited accordingly.
QUICK SEARCH can be used in many pathways – Utilization Review, Medical Records, Nursing, Lab, Radiology, Pharmacy, Information Desk manned by volunteers, Doctors – people who need to view the basics quickly. The screen can be tailored to only display the information needed. For example, the information desk could have the following data display screen …
INFORMATION DESK
QUICK SEARCH allows data to be safely viewed with no risk of changing that data since it is display only
QUICK SEARCH
A) Create the following user fields -
User Fields / Type / LengthUNUMBER
UPHONE
UTEXT
UDATE
UTIME / Integer
Integer
Text
Date
Time / 15
10
30
6
4
Technically, the phone could use UNUMBER, yet for display and parsing purposes it is defined as another field. <...... >
- The U fields allow one output screen to display up to 57 fields (patient case and index) by using five basic U fields as “placeholders” for data.
- These five fields accommodate each edit type and length, whether the field is 30 text characters long or just 4 integers long.
- The U fields are only temporary.
B) Cut and paste the entire image inside the box into a new screen called SEARCH …
QUICK SEARCH OPTIONS/------\
! ADM DATE ! GU LAST-NAME ! PT NUMBER
! ADM DR NAME ! GU PHONE ! PT PHONE
! ADM DR NUMBER ! GU REL-TO-PT-CD ! PT RACE
! ADM PRIORITY ! GU STATE ! PT SEX
! ADM SOURCE ! GU ZIP CD ! PT SSA NUMBER
! ADM TIME ! HOSP SVC ! PT STATE
! ATN DR NAME ! MED REC NUMBER ! PT STS
! ATN DR NUMBER ! NO OF INS PLANS ! PT TYPE
! BED ! NURSE STATION ! PT ZIP CD
! DSCH DATE ! PT ADDRESS 1 ! SUB ADDRESS 1
! DSCH DISP ! PT ADDRESS 2 ! SUB ADDRESS 2
! DSCH TIME ! PT AGE ! SUBCITY
! FC ! PT BIRTH DATE ! SUB FIRST-NAME
! GU ADDRESS 1 ! PT CITY ! SUB FULL-NAME
! GU ADDRESS 2 ! PT FIRST-NAME ! SUB LAST-NAME
! GU BIRTHDATE ! PT FULL-NAME ! SUB PHONE
! GU CITY ! PT LAST-NAME ! SUB REL-TO-PT-CD
! GU FIRST-NAME ! PT MARITAL STS ! SUB ST
! GU FULL-NAME ! PT NAME ! SUB ZIP
\------/
! PF1 RETURN SELECT AN OPTION ABOVE
Enter in the stack command: WHERE "%USER" IS VALUED THEN $S=SEARCH2
Define the return command with a: "%CSRET"='Y',$R=M
C) Cut and paste the entire image inside the box below into a new screen SEARCH2 …
QUICK SEARCH DATA/------\
<...... >
<...... >
<...... > <....>
<...... >
\------/
! PF1 MAIN MENU PRESS ENTER FOR ANOTHER INQUIRY
Enter in the stack command:
WHERE "%USER" IS VALUED
THEN $D=UNUMBER
$D=UPHONE
$D=UTEXT
$D=UDATE
$D=UTIME
$S=SEARCH
Define the Main Menu return command with a: "%CSRET"='Y',$R=M
Define the display fields as follows:
<...... > UTEXT
<...... > UNUMBER
UDATE <...... > <....> UTIME
<...... > UPHONE
User Fields / Type / LengthUNUMBER
UPHONE
UTEXT
UDATE
UTIME / Integer
Integer
Text
Date
Time / 15
10
30
6
4
D) Match each title with the database field from the following table -
Title / FieldADM DATE / C0809
ADM DR NAME / 2ADMDRNA
ADM DR NUMBER / C0824
ADM PRIORITY / C0804
ADM SOURCE / C0805
ADM TIME / C0810
ATN DR NAME / C0825
ATN DR NUMBER / C0826
BED / C0822
DSCH DATE / C0811
DSCH DISP / C0848
DSCH TIME / C0812
FC / C0815
GU ADDRESS 1 / 0PTGARZ1
GU ADDRESS 2 / 0PTGARZ2
GU BIRTHDATE / 0PTGARBD
GU CITY / 0PTGARZ3
GU FIRST-NAME / 0PTGARXA
GU FULL-NAME / 0PTGARXC
GU LAST-NAME / 0PTGARXB
GU PHONE / 0TZ99999
GU REL-TO-PT-CD / 0PTGARZ4
GU STATE / 0PTGARST
GU ZIP CD / 0PTGARZI
HOSP SVC / C0820
MED REC NUMBER / C0803
NO OF INS PLANS / C0847
NURSE STATION / C0821
PT ADDRESS 1 / 0PTADDZ1
PT ADDRESS 2 / 0PTADDZ2
PT AGE / C0851
PT BIRTH DATE / C0813
PT CITY / 0PTADDZ3
PT FIRST-NAME / 0PTADDXA
PT FULL-NAME / 0PTADDXC
PT LAST-NAME / 0PTADDXB
PT MARITAL STS / C0816
PT NAME / C0806
PT NUMBER / C0801
PT PHONE / 0TZ99999
PT RACE / C0818
PT SEX / C0817
PT SSA NUMBER / C0828
PT STATE / 0PTADDST
PT STS / C0807
PT TYPE / C0830
PT ZIP CD / 0PTADDZI
SUB ADDRESS 1 / 5IS1SSZ1
SUB ADDRESS 2 / 5IS1SSZ2
SUBCITY / 5IS1SSZ3
SUB FIRST-NAME / 5IS1SSXA
SUB FULL-NAME / 5IS1SSXC
SUB LAST-NAME / 5IS1SSXB
SUB PHONE / 5IS1SSTE
SUB REL-TO-PT-CD / 5IS1SSZ4
SUB ST / 5IS1SSST
SUB ZIP / 5IS1SSZI
Match text fields with UTEXT / UTEXT with “C0825”
Match number fields with UNUMBER / UNUMBER with “C0801”
Match phone fields with UPHONE / UPHONE with “0TZDD”
Match date fields with UDATE / UDATE with “C0809”
Match time fields with UTIME / UTIME with “C0810”
Meets the 80 / 20 principle in providing 80% of needed information without clutter of 20% fields seldom viewed.
Here is an example of the ATN DR NAME being defined…
Here is an example of the PT NUMBER being defined…
E) Select the main menu or submenu to put the prompt ! QUICK SEARCH on -
F) Define the prompt ! QUICK SEARCH -
Create a command set like the following:
$T=QUICK
$P=INQUIRY inquiry program of your choice such as $P=CHPPNPID
$P=CASEPROG case retrieval program of your choice
$S=SEARCH Quick Search screen
Stack whatever inquiry program you want to use – here are some possibilities among many other choices …
- EAD Inquiry
- Numeric Inquiry
- Inhouse Patient Name Inquiry
- Phonetic Inquiry
- SSN/Name Inquiry (PIDX)
The QUICK SEARCH function is flexible. It can be in a main menu or in a submenu. QUICK SEARCH can replace many department’s REVIEW PATIENT DATApathway with a faster and secure application. Even if you are using GOLD, this application can be a remapped screen to meet REVIEW needs. Just use GOLD for actual data revisions.
QUICK SEARCH has these advantages;
1)Quick to build – cut and paste the screen images, then define just five user fields
2)Meets the 80/20 rule in providing 80% of needed information without 20% clutter
3)Is HIPAA friendly and adheres to the MINIMUM NECESSARY requirement
4)Easier to maintain than a full review pathway
5)Can be ported out to many pathways – Utilization Review, Medical Records, Nursing, Lab, Radiology, Pharmacy, Information Desk manned by volunteers, Doctors – people who need to view the basics quickly
6)Can be customized to provide data only for the fields you define
7)Display screen reduces risk of compromising data by not blaring out a title with data that visitors can easily see standing near a terminal
8)QUICK SEARCH allows you to safely view data with no risk of changing that data since it is display only
9)No training needed – just point and click.