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Cortex GOLD Audit Report Decoder

Cortex GOLD Audit Report Decoder. Heather Sousa Cortex User Group 2011 New Orleans. Reasons to Audit. To Track who entered or deleted information on a Case or a Patient. To track what information was entered or deleted on a Case or Patient. CAP Lab General Checklist question:

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Cortex GOLD Audit Report Decoder

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  1. Cortex GOLDAudit Report Decoder Heather Sousa Cortex User Group 2011 New Orleans

  2. Reasons to Audit • To Track who entered or deleted information on a Case or a Patient. • To track what information was entered or deleted on a Case or Patient. • CAP Lab General Checklist question: • GEN.43800 Data Input ID

  3. CAP; Laboratory General Checklist Compliance GEN.43800 Data Input ID Phase II There is an adequate system to identify all individuals who have entered and/or modified patient data or control files. NOTE: When individual tests from a single test order (e.g. multiple tests with same accession number) are performed by separate individuals and the test result is entered into the LIS, the system must provide an audit trail to document each person involved. For example, a single accession number having orders for electrolytes and a lipid panel may have testing done by two or more individuals. The laboratory should be able to identify the responsible personnel who performed each test and posted the data. This includes sequential corrections made to a single test result. If autoverification is used, then the audit trail should reflect that the result was verified automatically at a given time. With point-of-care testing, if the individual performing the test is different than the individual entering test data into the LIS, both should be uniquely identified by the system and retrievable by audit trail. REFERENCES 1) Jones JB. The importance of integrating POCT data into an organized database. Advance/Laboratory. 1999;8(9):8-10 2) Halpern NA, Brentjens T. Point of care testing informatics. The critical care-hospital interface. Crit Care Med. 1999;15:577-591

  4. Gold 20097 Archive Reports • With Gold 2008 SP1 all Gold Users have AutoAudits set up in their system. • Gold versions prior to this must have the AutoAudit scripts installed and running for these reports to produce results. • The Audit_Archive_Reports are used if you have too much data audited, and want to store/archive it in these reports. This way when you run Audit_Report it won’t take so long, because you’ve archived, for example, all cases except the past 3 years.

  5. AUDIT_REPORTby Accession Number Tables Audited by this Report Cases Case_Screener Case_Diagnosis Case_SpecialStatus Case_Procedure PrintJob Note: Even though you have a choice for Accession Range, Audit will use the “From” Accession number only.

  6. AUDIT_REPORT_BY_ACTION_TYPEby Accession Number ACTION TYPE = Delete, Insert, View, Update Tables Audited by this Report Cases Case_Screener Case_Diagnosis Case_SpecialStatus Case_Procedure PrintJob Note: You should only Audit one Accession number at a time, even though you get the choice to enter a range of Accession numbers.

  7. AUDIT_REPORT_FOR_PATIENTby Patient Number or Patient Name Tables Audited by this Report PatientPayorPatient Enter Patient’s last name and choose from a list OR Enter the Patient Number You may use this report to see who changed a Patient’s name or Insurance Information

  8. AUDIT_REPORT_FOR_PATIENT_BY_ACTION_TYPEby Patient Number or Patient Name ACTION TYPE = Delete, Insert, View, Update Tables Audited by this Report PatientPayorPatient Enter Patient’s last name and choose from a list OR Enter the Patient Number You may use this report to see who changed a Patient’s name or Insurance Information

  9. Cases.CaseID Hover over the Accession number on the case to get the CaseID

  10. Cases.ClinicianID • Clinician ID: See number to the right of the Clinician Name in Maintain Clinicians area.

  11. Cases.ClinLocationID Clinician Location ID: See the number to the Right of the Location. In Maintain Clinician Locations area.

  12. Cases.StatusCode The status of the case as it is signed out. • 50006 Completed/Locked • 50008 Final Print • 50002 Gross Entered • 50004 Gross Printed • 50000 Open

  13. Cases.PatientID Patient ID: Hover with your curser over the Patient Name Or look at the bottom right corner of Case Management screen

  14. Case_Diagnosis.AreaCode The codes entered for a case are broken down into the Groups below. Each group has a numerical code that is reference in the Audit. Codes are used with Hybrid version of Non Gyns. • GYN • 40004 Comments • 40000 Diagnosis • 40002 Hormonal • 40001 Inflammation • 40005 Maturation Index • 40006 Other • 40003 Quality • NON GYN • 45004 Comments • 45000 Diagnosis • 45003 Quality

  15. Case_Diagnosis.CaseID Hover over the Accession number on the case to get the CaseID

  16. Case_Diagnosis.DiagnosisCode • Internal code for each Diagnosis on the case. See your Maintain Diagnosis area for your Lab’s specific codes.

  17. Case_Diagnosis.PrimaryFlag Case_Screener.PrimaryFlag = Case_Diagnosis.PrimaryFlag • The primary screener is marked “Y”, and all other screeners are marked “N”. • Primary Screener = the highest ranked person signing out the case. • CYTOLOGY ranking from highest to lowest: Pathologist/QC2/QC1/Cytotechnologist • HISTOLOGY ranking from highest to lowest: PathDiagnosis/PathFrozen/PathMicroscopic/PathGross

  18. Case_Diagnosis.ScreenerType StaffTypeCode and ScreenerType are the same animal. StaffTypeCode is in the Case_Screener table ScreenerType is in the Case_Diagnosis table Cytotechnologist = 1 Pathologist = 2 (for all case types)

  19. Case_Screener.CaseID Hover over the Accession number on the case to get the CaseID

  20. Case_Screener.ControlNumber Control number lets you know where you are (which column) in the diagnosis grid, and whether you are in Cytology or Histology. Cytology control number is always = 1 Histology is Pathologist type dependent: Gross=2, Micro=4, Diagnosis=6, Frozen=8 1 GYN HISTO 2 4 6 8

  21. Case_Screener.Date Date the diagnosis was entered into the grid GYN HISTO

  22. Case_Screener.PrimaryFlag Case_Screener.PrimaryFlag = Case_Diagnosis.PrimaryFlag • The primary screener is marked “Y”, and all other screeners are marked “N”. • Primary Screener = the highest ranked person signing out the case. • CYTOLOGY ranking from highest to lowest: Pathologist/QC2/QC1/Cytotechnologist • HISTOLOGY ranking from highest to lowest: PathDiagnosis/PathFrozen/PathMicroscopic/PathGross

  23. Case_Screener.StaffID • Internal Staff identification code for this screener. • Find this in the Maintain Staff area in the Restricted Files

  24. Case_Screener.StaffID • Internal Staff identification code for this screener.

  25. Case_Screener.StaffTypeCode StaffTypeCode and ScreenerType are the same animal. StaffTypeCode is in the Case_Screener table ScreenerType is in the Case_Diagnosis table Cytotechnologist = 1 Pathologist = 2 (for all case types) QC1, Transcriptionist = 3 QC2, Consultant 1 = 4 (see chart for other StaffTypeCodes)

  26. Case_SpecialStatus.CaseID Hover over the Accession number on the case to get the CaseID

  27. Case_SpecialStatus.EnteredDate

  28. Case_SpecialStatus.OnsetDate

  29. Case_SpecialStatus.Sequence The sequence = which row the Special Status codes were entered into. 1 2

  30. Case_SpecialStatus.SpecialStatusCode

  31. PrintJob.CaseID Hover over the Accession number on the case to get the CaseID

  32. PrintJob.ClinLocationNumber Clinician Location ID: See the number to the Right of the Location. In Maintain Clinician Locations area.

  33. PrintJob.ClinicianNumber • Clinician ID: See number to the right of the Clinician Name in Maintain Clinicians area.

  34. PrintJob.FinalPrint For example: From Case Management, press Print/Fax button On your Audit Final print button checked = Y Final print button not checked = N

  35. PrintJob.NumberOfCopies The audit will pull “Number of Copies” from wherever the print job was sent to. For example, if the case is printed via the default printer then it’s the number of copies associated with this Report Location “default printer”.

  36. PrintJob.PrintServerWorkStationName Used to indicate that a job is in processing.  Whenever a Print Server grabs a group of jobs to process, the first thing it does is stamp them with the name of the PrintServer that is processing them.  It does this for single Printserver systems as well as multiple. Scroll to the right when in print job viewer

  37. PrintJob.ReportLocationName Default Can be set up when you first log into GOLD Where your patient reports are printing One-offs Can be chosen when you Print from Case Management (drop down)

  38. PrintJob.ReportLocationDestination In Print Job viewer this is “Device/Fax#”. Detailed version of Rpt. Location Name BizHub 451 is specific Report Printer Individual Fax number is specific to Fax to Brooks-office

  39. PrintJob.RequestedByStaffNumber Staff name can be found on Tracking tab on case, but the Audit_Report lists that persons “StaffNumber” found in “Maintain Staff Codes” in Restricted Files area.

  40. PrintJob.ScheduleTime The audit shows the Scheduled Time that is in the Print Job Viewer. Therefore it audits the time dependent upon how your lab has this set up. Scheduled Time can be set up in ClinLocation or at the Designator level

  41. PrintJob.SystemCodeSource Internal Codes audited: 370003 ClinLocation 370006 ClinLocation Rule 370004 Copies To 370001 Designator 370002 Designator Rule 370009 Interface 370005 One-Off

  42. PrintJob.SystemCodeStatus Internal Codes Audited: 270005 Deleting, 270003 Error 270002 Paused, 270001 Processing , 270004 Ready

  43. PrintJob.SystemCodeType Internal Codes Audited: 230002 Default Fax, 230001 Default Printer, 230004 Fax 230006 Interface, 230003 Printer 230008 SaveToFile 230005 Secure Delivery System = Report Location Types

  44. PrintJob.SystemCodePrintFileType Internal Codes Audited 440001 Adobe PDF 440004 Post Script 440002 Word Doc 440003 Word Docx

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