Transcript III. MHS PHYSICIAN ELECTRONIC SIGNATURE TRAINING MODULE

Physician Electronic
Signature in
Meditech 5.64.21
September, 2011
Page 1
ELECTRONIC SIGNATURE (e-SIG)
►
All MHS Physicians can request electronic signature privileges
through their respective HIM departments and/ or Medical staff
offices
►
Any HIM report viewed in “Other Reports” in EMR menu can be
signed electronically 24/7 in hospital and remotely.
►
Includes H&Ps, Discharge summaries, operative reports, and
consults.
►
Can sign and edit documents sequentially or sign at one time.
►
The same E-SIG can be used in CPOE
►
Unsigned verbal/telephone orders and progress notes still require a
manual signature at this time in HIM at MDMC and MCMC.
Electronic Notice of Participation needs to be completed in the HIM
department for authorization of participation
►
2
Page 2
GETTING STARTED
►
Select the Meditech icon on
your PC
►
Put in your Meditech physician
user name and hit Tab key
Put in your Meditech
password and hit Tab key
Last entry is HCIS “LIVE” hit
Enter to go to Meditech
desktop
►
►
1
2
3
Page 3
ASSIGN e-SIG PIN NUMBER
►
►
►
Depending on your role, you may have a different menu to select
than another provider. Menu name shows at “#1” below
From “ITS”, go to “Change Password or Create PIN”, then
“Create/Change Your e-Sig PIN”
From “EMR”, go to “Change Password or Create PIN”, then
“Create/Change Your e-Sig PIN”
2
1
3
“ITS”
1
2
3
“EMR”
4
Page 4
ASSIGN e-SIG PIN NUMBER
►
►
►
►
Enter your Meditech password
Enter what you want for your New PIN number. It can be four
digits
Enter twice and click OK
This will enable your new PIN number for e-Signature
►
Once your PIN has
been filed, you will
receive a
confirmation
1
2
4
3
5
Page 5
e-SIGNING DOCUMENTS
►
►
Again, depending on your role, you may have a different
menu to select than another provider. Menu name shows at
“#1” below
From ITS, click “Provider”, then follow the instructions on
the next slide
1
2
“ITS”
6
Page 6
e-SIGNING DOCUMENTS
►
►
This only applies if you got here from the “ITS” menu
Once in the Provider screen, click on “Sign”
7
Page 7
e-SIGNING DOCUMENTS
► Again,
depending on your role, you may have a
different menu to select than another provider.
Menu name shows at “#1” below
► From “EMR”, click “Sign Documents”
1
2
“EMR”
8
Page 8
e-SIGNATURE DOCUMENTS SCREEN
►
►
►
This applies for all users
Your patient documents to
be signed will show in this
window
You can:
 Edit - Allows editing to be done
 View - View only
 Sign – Sign documents with pin
number
 Sort – Allows sorting of reports
 Unsign – Allows unsigning of
reports
►
►
►
►
Signing can be done one at a time or sequentially by placing a check next
to multiple reports to review/sign (most efficient)
Each report will show sequentially
Your PIN number will be asked once at end
It is recommended to only select 5 documents at a time to eSign
9
Page 9
SEQUENTIAL e-SIGNATURE PROCESS
►
►
►
►
This is recommended as the most efficient process
Select all patients by clicking the “Select” button
In the pop-up window, click “Check All Documents”, then click “OK”
Once the system evaluates the reports, click “Sign”
2
3
1
4
10
Page 10
SEQUENTIAL e-SIGNATURE PROCESS
►
►
►
►
The report(s) will now display
If no changes are necessary, click “Sign”, which will place this signed
document in a queue for later signature PIN number completion at end
of session. If you need to fix the report, click “Edit”
You will now be taken to the next document for review…
Repeat the steps for each report
11
Page 11
SEQUENTIAL e-SIGNATURE PROCESS
►
►
►
►
The number of reports you have reviewed and signed will show in a
pop-up window
Select “Sign” as a final confirmation
Or “Go Back” if you need to make changes (Edit, Unsign, etc)
Or “Cancel”
12
Page 12
SEQUENTIAL e-SIGNATURE PROCESS
►
You will now enter your PIN to complete the e-Signature process
13
Page 13
CONFIRMATION OF DOCUMENTS SIGNED STATUS
►
►
Check the right hand “Signed” column to confirm your documents
have an electronic signature, which shows as a “Y”.
EMR will show in Other Reports as Signed status in a few minutes
after completion of signing
Y
14
Page 14
SEQUENTIAL EDITS
►
►
►
►
This is recommended as the most efficient process, and can be done at
the same time as the Sequential Signature process discussed previously
Select all patients by clicking the “Select” button
In the pop-up window, click “Check All Documents”
Then once the system evaluates the reports, click “Edit”
2
3
1
May 2008
4
15
Page 15
EDIT REPORT SCREEN
►
►
Under description, the first line may either be blank or you may see
"Body of Text” (depends on where document was typed)
Click in the “Edit” box, and type “Y”
16
Page 16
DOCUMENT EDIT SCREEN
►
►
►
Edit mode usually has the first
line in red
You can make your corrections
just as in Microsoft Word
For your own benefit you can
document your corrections by
selecting format and font icon at
top of menu toolbar to make the
text bold or italics etc
17
Page 17
SAVE YOUR EDITS
1
►
2
►
After making your changes hit the
“F12 key” or click the green check on
the right side of the screen to save
your edits. The “ESC key” exits
without saving.
►
Select “Yes” when prompt asks “File?”
When returned to the
General Report Screen
(right), click “Save”
3
18
Page 18
SAVE YOUR EDITS
►
►
After saving, Meditech confirms the changes have been filed
Select “Close”
19
Page 19
NEXT EDIT(S)
►
If you had selected multiple reports to edit, the Next report will now be
available
Select “Next”, and the repeat the steps to Edit your document(s)
►
If you do not wish to continue, you may select “Stop”
►
20
Page 20
VIEW SIGNED DOCUMENT IN EMR
►
►
►
From “ITS”, click “Provider”
On the “Provider” screen, select “EMR”
From “EMR”, click “View Patients”
2
2
“EMR”
1
1
“ITS”
“ITS”
3
21
Page 21
VIEW SIGNED DOCUMENT IN EMR
►
►
►
This applies for all users
Select the correct Patient, using any of the methods, such as “Recent
Access”, “Any Location”, “Any Record”, etc
Select the correct Visit
1
2
22
Page 22
VIEW SIGNED DOCUMENT IN EMR
►
►
►
Go to “Other Reports”
Select the category at the top
Click the “bubble” under “Report” to see the report
2
3
1
23
Page 23
VIEW SIGNED DOCUMENT IN EMR
►
Your electronic signature will appear at bottom of document with
date and time signed
24
Page 24
UNSIGN A SIGNED REPORT
►
►
►
If an important change is missed after a document is signed, you can
“UnSign” the document and edit it
Place a check in the checkbox next to the correct Patient/Report
Click “UnSign”, and enter your PIN
1
Y
3
2
25
Page 25
UNSIGN A SIGNED REPORT
►
►
►
Report returns to draft status in EMR shown by lack of “Y” in signed
column on right of sign documents screen.
You can Edit document by selecting Edit and doing all steps as before
Re-sign document when you have reviewed your edited corrections
26
Page 26
SIGNED DOCUMENTS NOT LEAVING SIGNING QUEUE
►
►
►
1
Rarely, a document may go to EMR as signed and will remain on your
signing queue, but this is easy to fix
From “ITS”, go to “Clean Up Sign Documents”
From “EMR”, go to “Clean Up Sign Documents”
“ITS”
“EMR”
1
2
2
27
Page 27
SIGNED DOCUMENTS NOT LEAVING SIGNING QUEUE
►
►
►
This applies to all users
Add your Username at “Documents for Provider”, then click OK
This action will not affect status of any of your signed documents in
EMR
► It only acts as an
electronic nudge to get a
patient report out and off
of your “signing document
queue”.
1
3
►
►
2
►
Page 28
Click “Close”
This prompt indicates
number of records hung
up, and should take all
hung up records off of
your signing queue
If it does not , contact28HIM
CONCLUSION
►
►
►
►
Congratulations on your completion of the electronic signature
module
You should now be able to change your e-SIG PIN number, Sign
reports, Edit reports, UnSign reports and Clean Up your queue
If you have any further questions please contact the HIM personnel:
 Kelly Wauters and Lori McLemore, MCMC
 Jose Ago, MDMC
 Jennifer Sayles, MMMC
 Valerie Hayes, MRMC
This document is one of five:
 Remote Access
 Meditech Training
 Physician Consult Ordering
 Electronic Signature (this document)
Page 29
CONTACT INFORMATION
►
For MDMC, MMMC, MCMC:
MHS Help Desk 214-947-1999
MHS Help desk email: [email protected]
►
For MRMC and Bush/Renner:
Methodist Richardson Information Systems
Helpdesk at (972) 498-4756
MRMC Help desk email:
[email protected]
►
MHS does not have a team to come to your office to repair PCs.
October 2006
30