RAPS document uploads

Changelog

  • 2019-06-06
    • The upload function will try to match the patient member_key (in format 000W00000)
    • If the upload failed, user will be shown an input box to rename the file and retry the uploads
    • Default Provider & Facility removed from upload screen, the application will pick up those information from the member’s data
    • Document splitting function

Filename matching algorithm

The application try to match Member ID, in the following format 0000A00000, in which 0 denotes a number, while A is a character.

Open application and select dataset

  • STEP 1: Open application

    • Click primary navigation menu and select RAPS Documents under Advanced Applications section
    Figure 1.1: Start application

  • STEP 2: Select a dataset

    • Select one of the available dataset to start coding
    Figure 1.2: Select Dataset
    • To go back to the dataset selection screen, click Select Dataset
    Figure 1.3: Select dataset

Export Data

  • STEP 1: Start the export proces

    • Click application menu and select XLS Export in Document/RAF Dashboard section
    • Click application menu and select Tabular Export in Encounter Browser section (this also works under Dashboard drildown screens)
    Figure 1.2: Select Dataset

  • STEP 2: Select export options

    • [1] Select the file format
    • [2] Select the types of code to include in export file
    • [3] Select the maximum numbers of encounters to include in the export files
    • [4] Include auditing fields
    • [5] Start the export process

  • STEP 3: Export files management

    • [1] Upon the export successfully started, the app will redirect to the export screen
    • [2] List of prior generated export files
    • [3] Current status of the export files
    • [1] Current progress
    • [2] Click refresh button to update progress

  • STEP 4: Download succesful exported files

Upload documents

  • STEP 1: Start Upload document process

Click on Upload document to go to the ‘Upload document` page

When user want to create a new encounter

  • User can choose Assignee, Supervisor and Manager if they want
  • User can drag and drop files on to the upload box or browse for files to upload.
Figure 2.1: Upload documents

  • STEP 2: Requirement for file upload

    • Uploaded files have filename include patient’s member ID
    Figure 2.2: Upload documents

  • STEP 3: Method upload file

    After drag and drop file .

    • User can select Upload all if you want to upload all file.
    • User can select Upload if you want to upload separately from the file
    NOTES
    • When the user does not want to continue uplpoad, it is possible to select Clear queue to clear all
    • when the user want to delete file uploaded, it is possible to select button delete

    [Under Construction] Duplicated files will be rejected.

Figure 2.3: Upload documents

Encounter browser

Click on Encounter browser to go to the ‘Encounter browser` page

The encounter browser is the main navigation and coding tool. It allows us to quickly preview the encounter and a full-screen coding view.

Figure 3.1: Encounter browser
Annotate data of form above:
  • [1] The total number of invalid errors of each encounter
  • [2] Specify the name of the encountered error
  • [3] Button delete document if user want to delete document
  • [4] Show more information
  • [5] Show form fill in more information about your Members alias and Biography notes
  • Select Start coding when the user wants to see details to edit incorrect information.

Annotate the data of form above:

  • [1] The user can change the date of service within the allowed date of the dataset if the user has the desired.
  • [2] [3] The user can choose to change the Rendering provider or Billing provider if the user wishes.
  • [4] Select the service place that the user wants
  • [5] Select the class that suits the user
  • [6] [7] Select Invalid doucment flag , General education code if the user want . Optional
  • [8] Add ICD-10 code
  • [9] List of ICD-10 codes has been added
  • [10] Add ICD-10 delete codes
  • [11] List of ICD-10 delete codes has been added
  • [12] List status code
  • [13] [14] [15] The user can choose Manager, Supervisor, Assignee in the case when uploading documents you do not choose
  • [16] Select Submit to update status encounter

Dashboard and drill-downs

Upon select a dataset to workon, you will be presented with the Summary Dashboard.

Figure 4.1:Dashboard and Drill-down
The Summary Dashboard show statistics of:
  • Facility / rendering providers
  • Each user’s assignments
Annotate the data of dashboard:
  • [1] Total encounter
  • [2] Add codes ICD10
  • [3] Codes ICD10 deleted

LOCK STATUS

  • [4] Total locked encounters
  • [5] Encounter locked as submitted
  • [6] Encounter locked as reviewed
  • [7] Encounter locked as final (no further modification)
  • [8] Total un-locked encounters

CHECKING FLAGS

  • [9] No code = No ICD 10 codes added (both nomal/delete)
  • [10] Invalid = All invalid except need attestation
  • [11] ATT = Attestation required before qualified
  • [12] OK = All locked and fully valid items

You can click each number in the Summary Dashboard to view the specific details of the encounters.

The drill down show a list of encounters

Re-assign locked notes

In case the user want to re-assign locked note.

  • STEP 1: Drill-down to submitted notes

    • Click [5] Encounter locked as submitted at Dashboard
    Figure 4.2: Dashboard and Drill-down

  • STEP 2: Search for encounter that do not have a suppervisor

    • Click “Query Builder” to go to the dropdown menu page.
    Figure 4.3: Query builder
    • Here, users can search for specific encounters.
    Figure 4.4: Query builder
    • [2.1] Click Add query to activate the drop-down list.
    • [2.2] Select a query
    • [2.3] After selecting the query, enter the query value. In this case, select the assignment value.
    • Note The active query will be displayed at the upper left corner.

  • STEP 3: Re-assign lock notes

    • The listing shows items that matched the query.
    Figure 4.5:Re-assign lock-notes
    • [3.1] Click on the avatar to start selection mode.

    Choose 1 in the tools from 3.2 to 3.6 to select items

    • [3.2] Display detail information of encounter has been selected
    • [3.3] Select all encounter in 1 page
    • [3.4] Reverse the previous state
    • [3.5] Clear the status of encounter in 1 page
    • [3.6] Clear the status of encounter in all pages

    Then the user can choose to re-assign the locked notes as desired

    • [3.7] Choose new manager
    • [3.8] Chooser new supervisor
    • [3.9] Choose new assignee
    • [3.10] Click button Set to none to remove

    Then save or cancel the work

    • [3.11] Save those items changed
    • [3.12] Dismiss

Patient encounter roster

Click on Patient roster to go to the ‘Patient [encounter] roster` page

Each dataset will be populated with a specific set of patients (i.e. pull-list)

Upon selecting a patient, the application show the list of encounters uploaded for that patient.

Figure 5.1: Patient [encounter] roster
Annotate the data of form above:
  • [1] Select multiple patients at the same time
  • [2] Perform tasks for selected patients.
  • [3] Patient inactive status
  • [4] Patient active status

Users can add an encounters if they want by selecting add encounter. Then fill in the details in the form as shown below

Figure 5.2: Patient [encounter] roster