SmartFlow Integration 4.9

SmartFlow Integration 4.9

Estimated reading time: 7 min

User Interface

Three new buttons appear in the button bar at the top of the screen when the user is sitting in either the “Patients”, “Visits” or “Financials” tab of the main RxWorks tabbed dialog.
These buttons will not appear until a SmartFlow Sheet provider has been configured, refer RxWorks SmartFlow Configuration section of this document.

Hospital Ribbon Bar Colour Coding

Patient has been admitted.
Patient admitted and reports downloaded.
Patient has been discharged or hasn’t been admitted.
Any reports downloaded have been retained against the previous admission.

When a patient has been Discharged all the buttons return to their original state because the admission has been completed and the patient can be admitted again.

Upgrading from 4.8 SmartFlow Integration

Customers who have been using the 4.8 version of the integration MUST discharge all their patients prior to the new version being installed otherwise the upgrade will discharge all admitted patients automatically from RxWorks, SmartFlow will not be affected.

Dependency Logic removed

The integration in 4.8 was designed to automatically download the patient image and the SmartFlow Sheet reports when the Visit was finalised. These dependencies have been removed and the usage and control of the above functions is the responsibility of the user. This means that the invoice can be finalised at any stage without having any effect on the patient’s admission status.

Nomenclature

A visit is a collection of one or more consultations. A visit is in one of two states: complete or incomplete. When a new visit is created the visit is in the “Incomplete” state and typically a visit is completed by saving the visit and clicking the check-box when the invoice is prepared.

Business rules

  • A visit is incomplete until it has been saved with the check-box turned on.
  • A patient can be admitted as long as the patient hasn’t already been admitted.
  • Downloading the patient reports is optional.
  • The patient reports can be downloaded multiple times but the reports are cumulative.
  • The reports are attached to a consultation with today’s date if one exists otherwise it will be generated.
  • A patient can be discharged at any time irrespective of whether the reports have been downloaded or the visit completed.
  • Discharging a patient does NOT automatically download and attach the reports.

RxWorks / SmartFlow Integration Scenarios

A patient presents at the clinic and needs to be admitted

The patient is located using the Find function and the user presses the Admit button. The add consultation form is presented allowing the user to create a visit. The Admit Patient form is presented allowing provider specific information to be provided and subsequently the patient is admitted against this visit.

A patient’s treatment has been completed and the reports need to be downloaded

The admitted patient can be located by searching for the patient or by viewing the Admitted patients tab of the Recently viewed page and clicking on the patient. The user presses the Reports button and the reports and patient image are downloaded and attached to a consultation with today’s date. In the case of a multi-day visit the consultation will be created automatically if one doesn’t already exist with today’s date.

Invoice needs to be prepared prior to the patient being discharged

The visit can be finalised and the invoice prepared at any time as there dependencies between the admission and invoice preparation.

An outpatient can be admitted to SmartFlow as an animal minding service

The scenario is that a rural owner presents with the patient for outpatient treatment such as vaccinations and wishes to do some other business in town before returning HOME. The patient has already been treated an invoice prepared and payment taken, so the visit is finalised but a consultation is already present with today’s date. The patient can be admitted without requiring a new Visit or consultation allowing the animal to be tracked on the whiteboard until the owner returns and the animal is collected and the patient is discharged.

Admitting a Patient

A patient can be admitted to SmartFlow at any time as long as the patient hasn’t already been admitted.
A patient can be admitted from any of the following three tabs using the button in the ribbon bar at the top of the screen.

When a patient is admitted a consultation with today’s date and patient weight must be present or the user will be prompted to create one with the Add Consultation form:

The patient Weight and Consulting Vet are mandatory fields in SmartFlow and should be entered before continuing. The patient weight can be made mandatory in RxWorks by configuring the Field Validation Rules. Altering the field validation rules will make entering a patient weight mandatory when Admitting a Patient whereas generating a consultation from the clipboard will not require a patient weight.

Admitting a patient who has an associated incomplete visit will be presented with this dialog:

This allows the user to associate the admission with either a pre-existing visit or to create a new visit. Typically all visits are completed in a clinic and this dialog is never seen however a patient may present for a consultation and after examination is immediately admitted and this dialog would be shown and continue treatment would be the correct option but if a clinic has an old incomplete visit for the patient it would make more sense to click the “Create New Visit” option and clean up the old incomplete visit by finalising it.

An outpatient can be admitted to SmartFlow as an animal minding service. In this scenario the patient has already presented and been treated and invoiced but the patient can be admitted against this visit because a consultation with today’s date is present in RxWorks.

Once a consultation for today has been found/created the admission process prompts for SmartFlow specific values:

The Summary words field at the bottom of the form can be used to choose the SmartFlow Sheet “problem list” by clicking the Add button will display a search screen where you can type in the problem description and select from the list displayed:

These are values that allow the SmartFlow Sheet to be created without having to open the sheet in SmartFlow. The choices presented are retrieved from SmartFlow immediately allowing the user to select the latest available values from the SmartFlow repository. The Summary Words are stored against the visit and sent to SmartFlow along with the Treatment Template, Department and Patient Colour.

Rxworks maps common attributes from the RxWorks repository to SmartFlow Sheet and creates an admission eliminating the need for the information to be re-keyed and preventing transcription errors. The patient sheet is automatically opened in SmartFlow Sheet using the client’s default Web Browser (eg. Internet Explorer).

Downloading Patient Reports

The patient reports can be downloaded at any time after the patient has been admitted, should an image of the patient be present in SmartFlow it will be downloaded and attached to a consultation with today’s date.

In a multi-day stay visit a new consultation with today’s date will be created automatically unless one already exists. Once the reports have been downloaded the Reports button will change colour to , this is the only visual indication that the reports have imported.

The reports can be downloaded as many times as you like but the content in each report is cumulative and you will be attaching another set of reports to the consultation. The reports can be deleted from the attachments when necessary by using the function.

This release also supports downloading of the Anesthetic Sheets reports once they have been finalised in Anesthetic Sheet.

Discharging a Patient

A patient can be discharged from SmartFlow Sheet without having to use the SmartFlow application by using the function.

When a patient has been discharged the patient reports can no longer be retrieved from SmartFlow Sheet using RxWorks.

Once a patient has been discharged the buttons in the ribbon bar will have their orange background removed as the patient can be admitted again. Any reports saved using the Reports function prior to discharge are still attached to the consult to which they were downloaded.

Admitted Patients

The Whiteboard in SmartFlow Sheet shows a list of patients who have been admitted and an equivalent list can be found in RxWorks by clicking the button from the bottom left hand corner of the RxWorks app and selecting the Admitted tab and the following list is displayed:

RxWorks SmartFlow Sheet Configuration

You must define a SmartFlow Provider which will integrate your clinics with SmartFlow Sheet. You only need one SmartFlow Provider for each database. Launch ‘Hospitalisation Providers’ menu option from Task Panel > Options and Setup > C Visit page > Hospitalisation Providers e.g. SmartFlow Sheet, it will be at the bottom of the Visit Options page.

Click

Enter a name for the provider, select a meaning name such as “SmartFlow” or alike, the name does not affect the operation of the software.
Now select the “SmartFlowSheet” protocol and the notes are optional, see below for an example definition which you can use:

Press to save the provider definition.

Once you have saved the Provider information, the entry will show up in the following dialog:

Press the button to edit the provider you just created and you will find additional settings to be configured below the Name, Protocol and Notes that you just entered in the previous step.

Enter https://www.smartflowsheet.com/api/v3 in the Endpoint as shown below:

Now press the button and you will be presented with a form showing all your clinics which require a SmartFlow “Clinic Api Key” and “Time Zone”information for each clinic which will be integrated with SmartFlow Sheet.

The “Clinic Api Key” is stored in SmartFlow Sheet, you must log on to SmartFlow Sheet using an internet browser such as Internet Explorer to retrieve the key from the settings.

A simple way to do this is to right-click the “Clinic Api Key” heading and select “Open in a new window” as shown below:

Or alternatively copy and paste the following URL into your favourite internet browser: https://www.smartflowsheet.com/Settings

This will take you into SmartFlow Sheet settings page and you will need to log on with the appropriate user id and password for the clinic you wish to configure, click on the EMR Integration tab as shown below:

Copy and paste the API Key from this page to the Clinic Api Key in RxWorks:

The Time Zone Name is required so that when the SmartFlow Sheet reports are downloaded by RxWorks the date and time information reflects the region in which you live rather than where the SmartFlow Sheet server is located. A list of timezone information can be located using your web browser by open the following page:
“https://en.wikipedia.org/wiki/List_of_tz_database_time_zones”

Or alternatively you can right right-click the “Time Zone Name” heading and select “Open in a new window” as shown below:

You need to repeat this procedure for each of the clinics you wish to integrate with SmartFlow Sheet.

You may decide to enable the integration in one clinic and get familiar with the integration before using it in all your clinics, in this case select which clinic you would like to integration and just fill in the clinic api key and time zone name for that clinic only. Subsequently, you can return and configure other clinics by entering the clinic api key and time zone information.

Press to save your clinic configuration settings.

Deactivate SmartFlow Sheet

You can deactivate the SmartFlow Sheet integration at any time by clicking the button.

This will prevent any clinics from using SmartFlow until the provider has been reactivated.

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