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Create and Export Clinical Information

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This form is used in the Referrals/CCD Generation process for Meaningful Use.

  • Clinical information can be imported through the Import Clinical Information form.
  • Different continuity of care document (CCD) configurations can be exported.
  • The CCD configuration can be defined to include only the sections that are needed.

Prerequisites

  • You must have permission to export a CCD (Allow CCD Export field on the Document Management section of the User Definition/User Role Definition forms).
  • Document paths must be defined in the Document Management Defaults form. This is where the CCD files will be created.
  • Clinical information may be entered in the following forms:
    • Allergies - entered in Allergies and Hypersensitivities
    • Immunizations - entered in Client Health Maintenance
    • Problems - entered in Problem List
    • Services - entered in Client Charge Input forms
    • Medications - entered in myAvatar Order Entry
    • Medications - entered in myAvatar OrderConnect
    • Encounters - entered in the Admissions form
    • Vital signs - entered in the CWS Vitals Signs form
    • Lab results - entered in Results Entry form

Non-Client File

Any local file, stored on the user's computer can be encrypted.

  • Click Select Local File To Encrypt.
    An Open dialog displays. Navigate to the file, click Open.
  • The File Name field displays the name of the file.

Create a Clinical Information File

CCD

  1. Go to: Avatar CWS > Clinical Information Exchange > Create and Export Clinical Information
  2. In the Client/Program field:
  • Select Client to create a file for a specific client (using the Create Self Extracting File button).
    In the Client field, enter the client name, click Process Search to select. Click OK.
    If the client has multiple episodes, in the Episode field optionally select the client episode.
  • Select Program to create multiple files for clients, based on the program they are enrolled in. (You must use the Submit button to create the files, which will always populate in the file path defined within the Select Directory to Import/Export File registry setting.)
    In the Programs field, select the programs to include in the file.
  • Select All to create multiple files for all clients with active episodes. (You must use the Submit button to create the files, which will always populate in the file path defined within the Select Directory to Import/Export File registry setting.)
  1. In the Select Clinical Information to Export field:
  • Select Create New to create a new file.
  • Select an existing clinical information file to view the file.
  1. In the Action field:
  • Select Export to export a file.
  • Select Delete to delete a file.​
    The file cannot be deleted if it has been exported (Export selected in this field).
  1. In the Include Inactive Items field:
  • Select Yes to include inactive items in the file.
  • Select No to exclude inactive items.
  1. In the Start Date field, enter the start date.
  2. In the End Date field, enter the end date.
  3. In the Purpose field, select the purpose. The Content field will automatically select the related sections.
    The value entered in the Enable Record Filing in Disclosure Management registry setting can affect the function of this field.
    • Hospital Discharge Summary
    • Electronic Copy,
      (if selected, the Episode field becomes required)
    • Office Visit Summary,
      (if selected, the Content field will automatically selects values including the MU associated values 'Associated Parties', 'Chief Complaints', 'Decision Aids', and 'Instructions')
    • Referral Note
  4. In the Content field, select the specific portions of the CCD to delete or export.

Encryption 

  1. In the Encrypt Exported Information field, select Yes to encrypt the information.
  2. In the Key Phrase For Encryption field, enter the key phrase.
  3. In the Verify Key Phrase For Encryption field, enter the key phrase again.
  4. In the Display Characters Of Key Phrase field, select Yes to display the key phrase characters. Select No to bypass encryption.

View and Create

  1. Click Create Self Extracting File to create a self extracting file.
    A Save dialog opens. Navigate to the directory, click Save.

  2. Click View Clinical Information to display Continuity of Care information for an existing file.

  •  The document displays in a viewer window.
    Document Routing must be enabled to view the information.
  • The document can be viewed, printed, or voided.
  • If Void is clicked, the document will be voided in the Clinical Document Viewer form (Document Status field).
  • Click Close All Documents and Exit to return to the Create and Export Clinical Information form.
  1. Click Submit to create a CCD without creating a self extracting archive.