Order Code Setup

Order Code Basics

1. In the Add/Edit Order Code field, select either Add New Code or Edit Existing Code. Add a new code or select an existing one.
2. If appropriate, in the Deactivate Order Code field select Deactivate. Deactivating an order code makes the code unavailable in Order Entry, but does not delete it. The order code can be reactivated by deselecting this field.
3. In the New Order Code field, add the new order code. 
4. If adding a new order code, enter the value in the New Order Code field. If editing an existing order code, select a code from the list in the Existing Order Code field. This list will display non-formulary order codes in alphabetical order with the other order codes.
   To display non-formulary order codes at the end of the list, use the Order Code Search Handling of Non-Formulary Items registry setting. This setting affects the order code search throughout myAvatar Order Entry.
5. In the Order Code Description field, enter the order code description. 
6. In the Order Type field, select the order type. If Pharmacy Orders is selected, complete the Pharmacy Order Types Setup.
   For pharmacy order codes, the notation "NF" displays in order code searches throughout myAvatar Order Entry to indicate a non-formulary medication.
7. For the Is Order Text Required With This Order Code field, select Yes to require the Order Text field in the Client Profile / Physicians Orders form.
8. Click List All Order Codes to view a report with all order codes.

Advanced Rules and Defaults

1. In the Order Guidelines field, enter guidelines for administering the order. Guidelines can include medication dosage information such as available strengths and dosage forms, client age or weight considerations, appropriate lab tests, etc.
2. In the Default Order Text field, enter order text.
3. In the Require Quantity and Quantity Unit field, select whether the Quantity and Quantity Unit fields are required for the order code in the Client Profile / Physicians Orders form. 
4. For the Default Quantity, Quantity Unit, and Frequency Code fields, enter information used to populate the associated fields in the Client Profile / Physicians Orders form when creating an order. This information can be edited in the Client Profile / Physicians Orders form.
   Combining quantity fields with the frequency code provides order administration instructions. If these fields are blank, administration instructions can be entered in the Default Special/Additional Instructions field.
5. In the Require Special/Additional Instructions field, select whether or not to require further instructions for this code. Selecting Yes will add "Require Special/Additional Instructions" to the Order Code Definition report.
6. For the 'Default' fields Special/Additional Instructions, Reason Code, Reason Text, and Comments, enter information used to populate the associated fields in the Client Profile / Physicians Orders form when creating an order. This information can be edited in the Client Profile / Physicians Orders form.
7. In the Default Duration (Days, Hours, Minutes) fields, enter the default amount of time for this order code. This information is used to populate the associated fields in the Client Profile / Physicians Orders form when creating an order. This information can be edited in the Client Profile / Physicians Orders form.
   If the Support Duration In Hours/Minutes registry setting is enabled, the Default Duration (Hours), and Default Duration (Minutes), fields also display.  
8. In the Maximum Duration fields (Days, Hours, Minutes), enter the maximum amount of time that you can specify in a new order for this order code.
   If the Support Duration In Hours/Minutes registry setting is enabled, the Maximum Duration (Hours), and Maximum Duration (Minutes) fields also display.  
9. In the Require Consent field, select whether or not to require a consent to be on file before filing a new order of this code. Consent can be entered in the Order Consent form, or at the time of filing the order.
   • If Yes, enter any relevant note or description in the Consent Text field. This will appear along with the drug name in the Order Consent form.
10. In the Default New One-Time-Only Orders To Duration Of 1 Day field, select whether to default new one-time-only orders to a duration of one day.
11. In the Allow Open-Ended Orders field, select whether open-ended orders are allowed. If the Disallow Open-Ended Orders For Order Category registry setting is defined and applies to the specific order code, the registry setting value supersedes the order code definition.
12. In the Allow Expired Orders To Be Renewed field, select whether expired orders can be renewed.
13. For the Perform Basic Duplicate Order Code Checking field, select whether to perform duplicate order code checking.
14. In the Standard/Preferred Frequency Codes field, select frequency codes to be associated with the order code. The frequency codes selected will be included in frequency code searches, whether or not they match the search criteria.
15. In the Standard/Preferred Reason Codes field, select reason codes to be associated with the order code. In the search list, an asterisk displays next to reason codes that are defined as allowed for the order type.
    Use the extended attribute Restrict Reason Codes by Order Type for the Reason Code Setup dictionary to define order types for which the reason code is appropriate.
16. For the Restrict Users to Selecting Only Standard/Preferred Reason Codes field, indicate whether to restrict the reason code selection to only those that are designated as standard/preferred reason codes for the order code. This field is only enabled when one or more choices are selected in the Standard/Preferred Reason Codes field.
    This field is always visible but is only used when the registry setting Restrict Users To Selecting Only Standard/Preferred Reason Codes (When Defined) is set to 'YX' or 'NX'.

Alerts and Associations

1. Enter information in the Alert fields to specify whether age/problem alert messages display in the Client Profile / Physicians Orders form when the client age and problems meet the criteria specified in these fields.
2. In the Interface Code field, enter the National Pharmaceutical Product interface code.
3. The Micromedex Composite Generic ID field is display-only and is populated only for order codes imported using the Order Code Load/Update Utility Via Micromedex Red Book Database form.
4. In the Associated CPT Code field, select the CPT code to be associated with the order. This field is used for reporting purposes only.
5. In the Associated CVX Code field, select the code that identifies the vaccine to be administered.
6. In the Associated LOINC Code field, select the code to be associated with the order. The ability to associate an LOINC code with a lab test is needed for Meaningful Use Stage 2 reporting.
7. For a pharmacy order code, the Medication Category field displays. Enter the category the medication falls under. The category number displays in the Current Order field. There can be multiple order categories for the current order. Click Display Values for Current Entries to view the selected categories.
8. For the Report To field, select if the medication should be included in ORYX reporting.

Lab Orders

These fields allow you to record specimen collection information captured on any lab order.

1. In the Specimen Type field, select the specimen type for the lab order.
2. In the Specimen Container field, select the specimen container that should be used to collect the specimen.
3. In the Collection Volume field, enter the number of units to collect. This value can be up to four digits, and may include decimals.
4. In the Collection Volume Units of Measure field, enter the unit of measure to use for collection. This value may be up to 10 characters.
5. In the Microbiology field, select whether or not to display lab data within the Flowsheet Microbiology collection. 
6. Click External Lab Definition to launch the code setup grid. This allows you to map OE order codes to all relevant external lab vendor. 
   1. In the External Lab Vendor Name field, select which external lab to map codes to. External labs are defined in the External Lab Definition for CareConnect form.
   2. In the CPT Code field, enter the CPT code for this order code. If a compendium already has a CPT code defined, that code will default.
   3. In the Compendium Order Code field, search for the lab order code to map to the CPT code. The values in this field come from the external lab's compendium file in CareConnect. As such, this field is only enabled after the External Lab Vendor Name is populated.
   4. The Specimen Type field displays the value entered on the form's main section, but can be changed here as well.
   5. The Specimen Collection field displays the value entered on the form's main section, but can be changed here as well.
   6. The Collection Volume field displays the value entered on the form's main section, but can be changed here as well.
   7. The Collection Volume Units of Measure field displays the value entered on the form's main section, but can be changed here as well.

Ask on Order Entry

• Click 'Ask on Order Entry' Questions to launch the AOE Question grid.
  Use this grid to associate AOEs defined in the Ask on Order Entry Definition form to an order code.
  1. In the AOE Question field, select the question to map.
  2. In the Required? field, select whether or not an answer is required for this question.
  3. In the Prompt Order field, select the number for the order in which this field should appear.
• Fill out additional sections, as appropriate.
• When finished, click Submit.

Additional Sections

• Pharmacy Order Types Setup
• eMAR Setup
• ARRA Measures Setup
• Order Code Status by Pharmacy ID

► SQL Tables

• OrderEntry.external_lab_order_code
• OrderEntry.order_code_user_def_aoe
• SYSTEM.table_order_code

► Registry Settings

• Allow Range Expressions in Order Quantity Field
• Deactivate Non-Formulary Order Codes Via Formulary Synchronization
• Disallow Open-Ended Orders For Order Category
• Enable Formulary Status Synchronization From Pharmacy System
• Support Duration In Hours/Minutes