Home Page .......Table of Contents..............
NA RIS2001 Programs Utility Programs
NA Your electronic Film Index file Adjusting Records
NA Daily Patient Processing Annual File Index Purge
NA Exam Scheduling Backup your files frequently
Customizing RIS2001 Mammography Follow Up AbNormal File Conditions
Printer Planning Film Tracking Processing Problems
Billing System Interface End of Day Processing Printer not working right
Set up/Maintain Master Files Print/RePrint Reports If RIS2001 aborts/won't run
Flip between RIS2001 & Windows MSDOS Commands Windows HotKeys
-----------------------------------------------------------------------
The information herein is available without warranty.
Use any or all at your own risk.
----------------------------------------------------------------------- ========================INDEX=============================
Locate all references [More ?] for any of the following topics:
Flash Cards Exam Logs
Scheduling Mammography
Result Reporting Film Tracking
Billing Statistics
=============================================================================

Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- ----------------------------------------------------------------------- ========================================================================== Quick Explore
After you have Initialized the software, we recommend that you quickly explore some of the more beneficial areas of RIS2001 as follows, using Staff SignOn = "SAM" which is in the starter set Master Files. The following steps will take you through many RIS2001 features with a minimum of effort: At the Sub-System Menu, select the "Patient Processing " option. Four options will display: 1. Patient Processing 2. Daily Reporting 3. Follow Up 4. System Control Select #1 Patient Processing. Three options will display: 1. Register Patient 2. Log Exams Done 3. UTILITY - current day's work Select #1 "Register Patient" ..... Sign on with "SAM" Hit [enter] to accept the default locator option "N"= Name Type "Z" and hit [enter] to locate the patients whose name is ZZZZZZZ,TEST 1 Hit F9 to select, (this is to allow you to proceed). Select "N" = Make New Index Use the "T" Temporary Film Index option and hit [enter]. This feature is used to make a temporary index record for a patient for which a future exam is being scheduled.[More ?] Using a temporary number avoids assigning a permanent number in case the patient never shows up for the exam.
NOTE: temporary number "999900001" is 1st one to be assigned.
To keep your TEST patients localized, we suggest you use the name "TEST,MILLIE"; sex "F", DOB "02/02/02". Leave SSN, Med Rec# blank, but fill in a phone number. Leave both "ALERTS" blank. NOTE: Schedule option "S" is automatically selected if you are using a temporary number. Hit [enter] to accept. A set of options will appear in a window that opens in the middle of the screen: Initially just hit F9 to proceed. Subsequently you will find the other options very helpful for just taking a quick look at future schedules, selecting optimum future dates or correcting scheduling problems. The next screen will be partly filled in, looking something like the display below. You should fill in a Requested Date and hit [enter]. In this case we recommend you just use the next day's date for simplicity at this time. Next type in "CT" and hit [enter] to schedule a CT exam. This will open a "window" in which the CT exams are displayed. Move the hilite to the 2nd exam and hit F9 to select. The description will fill in and the cursor will move to the "Start Time" which you will usually need to change to the time you want this exam scheduled. Type "08" for 8AM and hit [enter] to accept and move on to the Order DR. Another window will open in which you will type the 1st letter of the Doctor's name. In the starter set only one or two doctor records are available. You will build your own doctor file in the very near future. Type "A" and hit [enter] Select the 2nd name for now and hit F9. Hit [enter] successively for now to skip past the phone #, remarks, weight, and room. Another window will open prompting you to fill in "transport". Being a future exam this may be unspecified at this time. So type "U" and hit [enter]. Type "P" to POST. If you wish, schedule another exam using the automatic "to follow" exam schedule time. The step-by-step prompts and HELP (F1) will assist you. NOTE: The columns on the right keep track of the common hourly periods workload to assist you in avoiding over commitment, if that is your policy. When finished type "X" to exit. After you exit this schedule process you are ready to process another patient. ========================================================================== But lets follow up on this same patient instead. This time the patient has shown up at the Radiology Office with paperwork from the doctor's office. Locate the patient by name: Type "T" to get a display including TEST,MILLIE. HILITE and hit F9 to select. NOTE: The program detects the fact that a temporary number was assigned (again, because of the usual high "NO SHOW" incidence when scheduling[More ?] future exams) and guides you into the "C" Change Film Index option. Hit "C" and hit [enter]. The prior record is on the left and the new one on the right. RIS2001 automatically replaces the temporary with the NEXT permanent Film Index Number that is available. You will assign your own series of numbers later. Hit [enter] for each entry until you get to Alert #1. Here type in "IODINE ALLERGY" which was written on the paperwork from the doctor's office or had been called. Hit [enter] twice to skip the 2nd alert. Type "R" to replace the unwanted temporary record with one that is permanent. Now proceed with the Patient Registration. =========================================================================== NOTE: If we had not started this tour with a scheduling process, this is where you would be if you are processing a patient that was already on the electronic Film Index file. Type "R" to Register AS-IS. A new window will open. Type in the Admit (Billing)[More ?] Number that has been assigned to this patient. This will later provide for automatic charging of the exam to the patient's account (from either Billing Recap on Paper or on diskette at end of day). Normally you will accept the EXAM DATE (current day's date) by hitting [enter]. Type "OP" and hit [enter] for OutPatient Service. The starter set has OP and ER preset as Outpatient Services. RIS2001 automatically identifies the episode as Inpatient if an IP/RM beginning with a numeric digit is typed. Another window will open in which you will type the 1st letter of the Ordering Doctor's name. Select SAMPLE,REFERRING & hit F9. Next a similar window will open in which you will type the 1st letter of the Attending Doctor's name (many facilities just skip this). Hit F9 to bypass. The cursor will move to the bottom center of the screen. Type "R" to Register and hit F9 to proceed. Unless you subsequently change the Client Options, RIS2001 uses the default "Order Entry with Exam Logging"[More ?] option. (Refer to the TUTORIAL) This option automatically opens a new window for ordered exams to be entered. Next type in "CT" and hit [enter] to order a CT exam. This will open a "window" in which the CT exams are displayed. Move the hilite to the 2nd exam and hit F9 to select. NOTE: In most cases the next window would not open, unless there were future exams scheduled,[More ?] which is the case with this patient. After reviewing, hit F9 to proceed. Next, type "Y" = Yes to specify that the scheduled exam is being fulfilled at this time, which automatically removes the exam from the schedule. If there is another exam to be ordered, hit the [down arrow]. Otherwise hit F9 to post the exam(s). NOTE: the cursor was on the TRAN column with a "+" filled in by default. RIS2001 allows various types of transactions, but "+" or charge is the most common. Next you can provide supplemental information that will automatically print on the Flash Card, Transport Card, and as notations in the Transcription Result Report[More ?] header record (if you have selected that option), or bypass this entry with F9. If a printer is connected a Flash Card and Transport Card will print on the printer attached to the LPT1 computer printer port. Later you may install a 2nd printer to use one printer for Flash Cards and the other for Daily Reports. Refer to Client Customizing. Examine the documents carefully to see how the information you specified prints. There are other client options for printing. Later you can explore each of these to determine which will best meet your needs. For now use the "X" to exit if the Locator Option window is displayed. This will exit to the Program Menu. This completes the "Quick Explore" The best way to acquaint yourself with the many options and features is to try them out early in your use of the RIS2001 System. Please keep in mind that early mistakes are easier to remedy, and that they provide a learning experience. Now please proceed with setting up your own master files, then begin to process your patients. Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- If RIS2001 aborts or won't run Memory Management Problems Generally if you have 420K of the 1MB "conventional RAM" as the Largest Executable Program Size available RIS2001 should run OK. You should heed any "Low Memory" warning, even though RIS2001 at the moment is running OK. If you get this screen while installing RIS2001 your PC probably does not have sufficient conventional RAM available. ================================================================================ MICROSOFT WINDOWS POP-UP PROGRAM SUPPORT � ================================================================================ Your pop-up program is ready to run. When you have finished using � it, press Ctrl+C to close this window and return to Windows. � ================================================================================ Do as the POP_UP window indicates. Press Ctrl+C to close this window and return to Windows. Next examine your PC to find out why there is not sufficient RAM You should run the following analytical programs from within RIS2001: From within RIS2001, you can audit RAM & Disk resources via System Control, Utility & Annual Purge. A= Audit Disk & RAM Utilization (follow instructions on screen) From the DOS prompt via the System Control module. Type MEM/C/P [enter] To display results on the screen Type MEM/C/P > LPT1 [enter] To print results on paper Either way you will get a result something like this: Modules using memory below 1 MB: Name Total Conventional Upper Memory -------- ---------------- ---------------- ---------------- MSDOS 43,904 (43K) 43,904 (43K) 0 (0K) HIMEM 1,168 (1K) 1,168 (1K) 0 (0K) EMM386 9,840 (10K) 9,840 (10K) 0 (0K) POWER 4,512 (4K) 4,512 (4K) 0 (0K) IFSHLP 2,864 (3K) 2,864 (3K) 0 (0K) SETVER 832 (1K) 832 (1K) 0 (0K) WIN 3,616 (4K) 3,616 (4K) 0 (0K) DOSKEY 4,688 (5K) 4,688 (5K) 0 (0K) vmm32 18,752 (18K) 18,752 (18K) 0 (0K) COMMAND 8,656 (8K) 8,656 (8K) 0 (0K) BTRIEVE 52,896 (52K) 52,896 (52K) 0 (0K) KF 912 (1K) 912 (1K) 0 (0K) MGSWAP 2,304 (2K) 2,304 (2K) 0 (0K) mgmain 49,920 (49K) 49,920 (49K) 0 (0K) COMMAND 8,384 (8K) 8,384 (8K) 0 (0K) COMMAND 8,368 (8K) 8,368 (8K) 0 (0K) Free 433,568 (423K) 433,568 (423K) 0 (0K) Memory Summary: Press any key to continue . . . Type of Memory Total Used Free ---------------- ----------- ----------- ----------- Conventional 655,360 221,792 433,568 Upper 0 0 0 Reserved 393,216 393,216 0 Extended (XMS) 11,534,336 258,048 11,276,288 ---------------- ----------- ----------- ----------- Total memory 12,582,912 873,056 11,709,856 Total under 1 MB 655,360 221,792 433,568 Total Expanded (EMS) 11,993,088 (11M) Free Expanded (EMS) 11,927,552 (11M) Largest executable program size 433,536 (423K) Largest free upper memory block 0 (0K) MS-DOS is resident in the high memory area. Memory "Hogs" You may have other programs active (TSR's, for example) that are "memory hogs" that occupy memory required to run RIS2001. Drvspace & Dblspace & Novell in particular take a lot of memory. You should remove SmartDrive (not needed) from config.sys or autoexec.bat Clearing the WIN95 ClipBoard may be very helpful, Simply copy a single character into the ClipBoard from any WIN95 or WIN98 application to clear the ClipBoard and free up RAM. MemMaker Running MS-DOS MemMaker may be helpful. Run only if it seems necessary. MemMaker will automatically alter the CONFIG.SYS and AUTOEXEC.BAT files to control the load/install of applicable programs as much as possible into memory higher than "conventional memory". In particular DOS will be loaded mostly in upper memory. CONFIG.SYS You may not find a CONFIG.SYS file in the root directory of your computer if you are running under WIN 95 or 98. This file normally is not needed and is not installed by most windows setups. Additional References Any facility running WIN95 that is experiencing problems with insufficient memory should purchase a copy of "Windows 95 Secrets" (Brian Livingston & Davis Straub). Chapter 18 addresses this subject in detail. Similar books are available for Windows 98. Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- Your electronic Film Index file. Replace your old film index card files with an electronic file. Save resources by eliminating manual typing and "misfiling" index cards. The Film Index Number is the foundation of the RIS2001 patient information database. RIS2001 provides for three different types of Film Index Numbers: Consecutively assigned permanent numbers Consecutively assigned temporary numbers Previously assigned permanent numbers Convert previously assigned Film Index Cards You have several options for converting the paper Film Index cards to the RIS2001 electronic Film index form. 1. Convert these at your own convenience. Some facilities, for example, begin with the "A,s" and proceed in sequence thru to the "Z's". This is the fastest option for replacing the entire old card Film index file. This provides for very rapid entry of the demographic and prior exams done. More details on this subject
2. Convert as patients are registered for new exams. During normal processing the Film Index Records will be automatically added to your electronic Film Index File as you register patients for Radiology Exams. If a paper film index card exists for the patient you will be normally want retain the "existing" number for the electronic Index File. You may at this time transfer both the demographic and prior exams done, or limit your process to only the demographic if you are extra busy. Prior exams may be added to the index at your convenience. Some facilities simply staple the old film index cards to the inside of the film jacket. If there is no prior Index Card for the patient a "next" number is assigned automatically. 3. Temporary numbers may be used for: Scheduling[More ?] future exams - Considering the probability of "no shows" many facilities prefer to not assign a permanent number. RIS2001 automatically converts a temporary number to a permanent number "when" the patient arrives at the facility for the scheduled exam(s). Exams such as EKG or Stress Test - typically a permanent number may not be wanted for this type of modality. More details on this subject
Film Index Number Changes For example if you have logged[More ?] an exam, scheduled [More ?] a patient exam, or created a mammography[More ?] follow up record, that record will carry with it the Film Index Number and Patient Name associated with the Film Index Record at the time it was processed. We recommend that you avoid making such Film Index record changes unless you have evaluated the situation and are satisfied that no adverse result might occur. If you have made changes as noted above please review the following and carefully audit your resultant file information. The following may be of help to you: Logged Exams In most cases logged[More ?] exams do not represent a problem since the Film Index is generally not the primary identifier for daily work. Here the Facility Billing[More ?] number is typically more critical. Logged exams also are automatically posted to the Film Index Visits file, which in most cases "carries forward" to a changed Film Index record; probably just as you wanted it to do. Audit with the PRINT VISITS option. Scheduled[More ?] Exams The Film Index number is used to retrieve scheduled exams for a "matching" patient film index during the exam logging process. This gives you the opportunity to review the information. An incorrect access will display the Film Index Number, but the name of the patient to whom it was originally assigned will display. Mammography Follow Up [More ?] There are two records of importance to review. 1. Contact record which contains phone/address information. 2. Episode record which contains information specific to the episode. Contact Record Note when accessing the contact record that the original (now incorrect) patient name displays. Select the N=Access Film Index option. Select the new Film Index Record with the new patient name. Select the P=Proceed with this record option. Note that the name has been changed appropriately. Do not hit F9 to EXIT. If you hit F9 the original record will remain on file. Instead review each line until you reach the end then, select P=Proceed. Episode Record In most cases no change will be necessary. However, make any changes that you see as appropriate. Mammography[More ?] Special Statistics[More ?] For reporting to health agencies, create "duplicate mammography entries in the Exam Master File. Use section codes, example MA1, MA2, MA3,MA4 Each description must start with MAM (both full and abbreviated) to maintain conformity with other programs that must "find" mammogram tests. Embed into each description the necessary data to assist your techs with selecting the correct exam. The exam codes must also be slightly different to ensure that the correct exam is reported. Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- Printer Planning RIS2001 compatibility can best be assured if the printer(s) have "Epson LQ compatible" mode. Many printers do, such as: Epson LQ 570, Panasonic KXP series, some Okidata and some Lexmark models. Both Epson and Panasonic are probably factory preset for LQ compatibility. Lexmark needs a minor setup change. Lexmark Tech Support can probably help. You and your staff get best efficiency if you use two compatible printers. Set Printer #1 to print your daily reports onto plain 8.5x11 continuous paper form. Set Printer #2 to print the Flash Cards 3. Font & size - unfortunately all printers do not use the same controls. Worst case generally is that the Flash Cards[More ?] will not print properly. Most daily reports will generally be readable, even if the characters are not the size intended. 4. Left alignment - most non-compatible printers begin printing at the very first print position. Thus if you want to store your reports in a 3 ring binder the left hand side of the report is difficult to read. Most likely there is an option in the printer that can be activated to make this left alignment interpretation work. Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- Forms Planning Forms may be purchased from your regular suppliers or from the following sources: Global 800-845-6225 Misco 800-333-5640 Viking 800-421-1222 Continuous Index Cards 3x5 1-up (Flash Cards) [More ?] Continuous 8.5x11 forms w/o tear strips ----------------------------------------------------------------------- Billing System Interface You can connect your Radiology PC with the Billing[More ?] Computer using Windows Microsoft Networking or transfer billing files via diskette. RIS2001 produces any one of three formatted ASCII billing file options each time the End of Day program is run. Refer to Client Customize to designate the option you want. These files are placed in the \twinnet\xr\db directory as: OPTION File Name Blank CHG_RAD.ASC (HL7 format) R EXAM_RAD.ASC (Radiologist Billing) S SMS_RAD.ASC (SMS Format) L Price for Exams prints onto the Billing Report The selected file can be written onto a diskette or transferred to your billing system via your network. Option "L" does not create a diskette file. Back to Contents
----------------------------------------------------------------------- ----------------------------------------------------------------------- Printer not working right Solving printer problems: 1. Power Off & ON Turn off the power. Pause. Turn back on. 2. Print Quality Run the Self Test per instructions in your printer reference manual. If this gives good results, while printing from programs does not, then you possibly have a problem with one or more of the following: 3. Epson LQ emulation Most Panasonic, Okidata, Lexmark printers have an Epson LQ compatibility. Verify per your printer manual instructions that this emulation has been activated. 4. Garbled Characters The RIS2001 programs send printer control characters to the printer. If any of these are not valid with your printer, you may get unexpected results. 5. Paper Path If paper is dragging or jamming, check the paper path. If you are feeding paper directly from a carton (not recommended) check for paper dragging on edge of carton. 6. New Ribbon If print quality is poor, try changing the ribbon per instructions in the printer manual. 7. Printer Port Test the printer port as follows: Go to a DOS prompt. Type DIR > LPT1 (or LPT2 or LPT3) If you get a printout of the directory the port is probably OK. If not try switch the printer interface cable to another port and try again. Always turn off the power before you disconnect the cable. 8. Printer Interface Cable Switch to another cable and try again. 9. Spare Printer Switch printers and try again. In some cases the above does not address the "hidden" problem. Windows Print Settings not set up correctly The recommended setup is: Start,Settings,Printers,'Right' Click on Specific Printer (example LQ570),Properties,Details,Spool Settings,Click on Start printing after first page is spooled, Click on OK to apply. Epson LQ Printer EMULATION not set up properly A printer control character variance may cause a print spacing problem if your (example, Panasonic) printer is not set up for emulation. Misc. Situations RePrint Programs 3A,3B,3C Daily Logs and Recap have printer control characters (turn off WIDE print) at two points - one in the heading and another at the end of the report. If your printer is not set for LQ emulation these possibly might cause a problem. Printer hangs up with corrupted record (Room Number) On a rare occasion a corrupted record may cause a printer stoppage. You will need to delete the bad record in order to proceed. Refer to "Adjusting Records". Back to Contents
----------------------------------------------------------------------- RIS2001 Programs RIS2001 Program MENUS The following describes the general sequence of access to programs within the RIS2001 System. Introductory System Menu RIS2001 Shareware Version Hit [enter] to proceed Sub-System Menu HiLite and hit [enter] to select 1. Patient Processing 2. Daily Reporting 3. Follow Up 4. System Control Patient Processing - Program Menu 1. Register Patient R=Register AS-IS N=Make New Index C=Change Film Index V=View Prior ERxams P=Print Prior Exams A=Search Again O=Check Out Films T=Transfer Visits F=Combine Films E=Index Visit maintain W=Wipe Demo & Visits 2. Log Exams Done[More ?] 3. UTILITY - current day's work L=List Patients for Record Changes etc V=View exams logged today D=Delete an exam erroneously logged as done today R=Reprint Patient Form T=Update Exams Logged with Tech ID that did exams Daily Reporting - Program Menu 1. Normal EOD Process 2. RePrint/Prel EOD Reports R=RePrint End of Day & Monthly Reports P=Print Preliminary Reports before EOD is run A=Exam Ad Hoc Reporting 3. Utility - EOD support tools D=Create Billing[More ?] Diskette V=EOD View Last Step Completed E=Change Last EOD Business Date that was run 4. EOD (abnormal) RERUN Follow Up - Program Menu 1. Follow-Up Module F=Maintain Exam Finder File C=Patient Contact File & Record Episode FU Detail E=Result Letters for current Episode M=Maintain the Case/Episode Classification A=Print Audit List P=Align Printer & Print Sample Letter L=Reminder Letters to Patients and/or list to Doctors S=Edit/Create Standard Letter Text Q=Ad Hoc QC Reports U=Update existing episode records D=Delete obsoleted episode records R=Restore deleted episode records T=Tutorial 2. Scheduling Module [More ?] T=Tutorial C=Print Scheduled Exams Combined P=Print Scheduled Exams by Section A=Print Ad Hoc QC Reports U=Update current day's Schedule WorkList D=Delete old records R=Restore Files deleted incorrectly 3. Film Tracking Module [More ?] T=Tutorial C=Check In Films V=View Films currently checked out & Renew Loan Period D=Delinquent Films List System Control - Program Menu 1. TUTORIAL I Introduction F Master Files Emergency Procedures P Patient Processing O Client Options 0 RIS2001 "Aborted" N New Film Index 1 File Damaged or Lost C Change Film Index M Mammography[More ?] 2 Computer Failure L Log Exams[More ?] S Scheduling[More ?] 3 Printer Failure E End of Day Reporting J Film Checkout/In 4 End of Day Failure R RePrint & Prel Reports 5 Power Failure A Monthly & Annual W Audit RAM/Disk Usage 2. Reference Manual 3. Data Base - Maintain Files T=Tutorial S=Staff (SignOn) File E=Exam File D=Doctor File H=Hospital Service File F=Convert prior Film Index cards Data Base - Print/View Files O=Staff (SignOn) File M=Exam File C=Doctor File 4. Client Customize T=Tutorial O=Select Customizing Options Specify Field Sizes Film Index Assignment Locator Methods Exam Logging [More ?] Registration Record Purge Follow Up Film Tracking [More ?] Scheduling [More ?] Billing [More ?] Flash Card Options [More ?] Primary printers Exam Labels for Jackets End of Day Options C=Print Current Setups E=End of Day Reports to Exclude P=Printer Driver 5. BackUp/Restore/Repair Q=Review Quality of Data Base Records L=Look at last records on own disk B=Instructions for doing a BackUp F=Restore any Data Base File R=Reorganize any Data Base File D=Repair damaged Demographic File V=Repair damaged Visits File 6. Utility & Annual Purge F=Find eligible records to be purged R=Review/Print eligible records P=Purge (delete) eligible records D=Date & Time Changes A=Audit Disk & RAM Utilization N=Audit for duplicate Film Index Numbers 7. Exit to DOS 8. Initialize RIS2001 License 9. Perpetualize RIS2001 License Back to Contents
----------------------------------------------------------------------- RIS2001 Files RIS2001 Files include permanent and temporary DataBase Files and ASCII Files. In Windows Networks the RIS2001 sees its own files only as being in the "C:" drive. There are also temporary work files and control files. Examples: \twinnet\xr\db\orders.dat Orders/not logged [More ?] \twinnet\xr\db\xrfil004.own Registration record These are only transient "one time use" files and if any of these temporary files ever become corrupted, use DEL command to remove them. Example DEL \twinnet\xr\db\orders.dat DataBase Files These are files that are semi-permanent or permanent. Many are updated daily as transactions are processed. Normally you will not want to delete any one of these. The current version of each of these is retained in \twinnet\xr\ These are of format XRFILnnn.DAT. 001 Exam Master File 018 Exams MTD Tot/Sect 002 Index/Demo 003 Index/Visits 004 Registration 005 Doctor Master File 023 Standard Dictionary 006 Exams Today 024 License Options 007 Staff Master File 025 FT-Films CheckedOut 026 License 009 FU-Exam Finder File 027 WrkLd/Film MTD T/Sec 010 FU-Address/Phone 034 Schedule Detail Records [More ?] 011 Temporary File 035 FU-Episode Record 012 Customizer 036 FU-MTD Tot/Doctor 037 FU-Class MF 014 Index Review (purge) 038 Reports List 015 Hosp Services 039 Files List 016 System Control 041 FT-CheckOut Notes Result Reporting Files[More ?] If Flash Card[More ?] Form #4 is activated a Result Report header record (ASCII File) is created from each registration. Result Report ASCII Files are retained in \twinnet\xr\xt\MMDDnnnn MMDD is generated from the system date. nnnn is unique number generated based upon time, where n1 is the last digit of hour, n2 is the last digit of minute, and n3 is the 1st digit of seconds (00-59). 02250221/XR Waxhaw Memorial Hospital ------------------------------------------------------------------------------------------------------------------- PATIENT: HILBURT,EVELENE SEX:F DOB: 06/28/33 ADMIT#: 2271230 ------------------------------------------------------------------------------------------------------------------- ATTEND DR: KASHMEYER,ALBERT DATE: 02/25/97 MR#:073556567 ORDER DR: JOHNSON,SAMUAL FILM #: 83788 ROOM: 123 ------------------------------------------------------------------------------------------------------------------- symptoms of multiple sclerosis abnormal bone scan 2-20-97 weight loss + MRI HEAD MRI WITH CONT Back to Contents
----------------------------------------------------------------------- Set up & Maintain Master Files Please refer to "Menus" to find the following options via System Control & Data Base Files: T= Tutorial It will describe how to set up and maintain the following files that are specific to your facility. Initially use the F1 Help Key frequently. Use F9 to exit from Help. S= Staff (Sign On) File You will need an entry in this file for each person that is authorized to access the RIS2001 System. Each should be assigned a security level. Initially use Staff ID=SAM and PASSWORD=ABC to "Sign On"; then hit [enter] A sample startup file will display in a window "View Existing File" with the HILITE on the first record. Hit F9 to select the HILITED record which will display as a sample in the upper half of the screen. Create a record for each staff member using the displayed sample as a guide. Provide appropriate levels of security 1-3. Hit F1 key for Help. Use F9 to exit from Help. Hit F9 when done. D= Doctor File Initially you should prepare a Doctor Master File Record for each Doctor that admits, attends, or orders exams. You should also create a record for each Radiologist. Radiologists - Insert an asterisk - example (*RADIOLOGY) as the 1st character in the specialty field. Sign on with your own Staff ID and PASSWORD (level 3); then hit [enter] Use F1 Help Key. Use F9 to exit from Help. The startup file will display. Move the HILITE to the "SAMPLE,RANDY". Hit F9 to select the HILITED record which will display as a sample. Create a record for each active doctor using the displayed sample as a guide. Hit the [down arrow] key to complete the record. Do not delete (F3 key) the "/NOT ON FILE" entry. This has special use in some programs. Hit F9 when done. E= Exam File Multiple "description" entries may be used in the Exam Master File for the same Exam Number (eg, synonyms). In addition multiple entries for the same Exam Code can be set up with LEFT & RIGHT (L or R suffixes, eg 123456L). Exam Master File Records should be assigned to an appropriate SECTION. SECTIONS may be designated with 2 or 3 alphabetic characters. Do not use numbers to identify SECTIONS. Examples are: DG (Diagnostic) NM (Nuclear Medicine) Generally, do not repeat the Section as the first letters of Exam Master File descriptions (Example Section CT and Description CT Head are redundant) because the DataBase location methods include searches by Section and by Description. It is more effective to be able to locate a Head CT Scan by either CT or Head. But for Mammograms[More ?], always ensure that "MAM" are the 1st three letters of the description in order to use of all the Mammography follow up features and assistance in annual Film Index file purging. The Exam Code Number is generally the "billing"[More ?] code number. Assign the standard time that it takes to do the exam. This is used in particular in the Scheduling[More ?] Module to allocate an appropriate time between "to follow" exams. Sign on with your own Staff ID and PASSWORD (level 3); then hit [enter]. Hit F1 key for Help. Use F9 to exit from Help. Move the HILITE to select a record that closely resembles the one you want to add to the Exam Master File, then hit F9 to make a CLONE copy. Notice that this differs from the "sample" method used previously. When "cloning" be certain to view and change or accept each field of information in the record. Hit the [down arrow] key to complete the record. Hit F9 when done. H= Hospital Service File This file is used to separate Logged Exams[More ?] into IP & OP & ER categories for statistical reporting purposes. Generally no Hospital Service Record is required for Inpatients. Patients registered with a ROOM NUMBER beginning with a numeric digit are automatically classified as an IP. Room 123 is typed as 123. Room 4 in ICU is typed as 4-ICU. Initially we recommend that you accept the set of Hospital Service File records provided: Inpatient CCU,ICU Outpatient OP,PRE Emergency ER Back to Contents
----------------------------------------------------------------------- AbNormal File Conditions File Audit If you suspect that any file is not functioning correctly, you can audit the DataBase files via System Control,BackUp/Restore/Repair, Option="Q" (all) Can print Audit Report or display on screen. Option="L" (specific file) Will display on screen. Open File Whenever a Windows system encounters a severe problem, it is possible that a file in use was not closed properly, thus the file remains "open" and is not usable until the condition is corrected. If this condition is suspected do as follows: 1. Try to exit RIS2001 with Ctrl&F9 & Ctrl&C or put RIS2001 onto a Main Menu and exit with Alt&F4. 2. Re-select the RIS2001 ICON and try to process normally. 3. If the condition was not corrected, repeat step #1 and SHUT DOWN Windows. Turn power off. Wait 3 seconds. Turn power on. 4. Re-select the RIS2001 ICON and try to process normally. This will normally correct an "open" file condition. If not, proceed to the "damaged" file process Refer also to TUTORIAL SUBJECTS : 1=RIS2001 "Aborted" 2=File Damaged or Lost Damaged or Corrupted File First determine which file is damaged or corrupted. Proceed via the System Control Module to Restore/Recover/Repair Select option "Q" test DataBase Quality. Print (don't view on CRT) in order to "catch" the identity of the bad file. Example, if the printout stops at file #003 you would normally conclude that the next file #004 is the bad one. Alternatively you can use option "L" to look at files "one at a time". Proceed as indicated if: File has been damaged or corrupted. File index does not allow access to all records (file index key not linked) Reorganize File Before you RESTORE any file, you should first try to FIX it with the applicable file reorganize program. Refer to "Utility Programs" for background information and "how to" instructions. If ReOrganize fails to remedy the abnormal file condition then proceed as follows to restore the file(s) from a backup copy. Keep in mind that in addition to the file backups that RIS2001 automatically creates during each EOD there are other backups that are under your control. Generally the backup file from the last EOD is the best one from which to restore. Restore File You can restore a DataBase file via System Control,BackUp/Restore/Repair, F= Restore any Data Base File Normally you should try first to restore from OWN disk (last EOD file) D= Restore from OWN disk HILITE the file wanted, and select. If that file is not usable, try next to restore from the Back Up diskettes. The file normally will be retrieved from the backup file, after which the RESTORE.TXT file will display. We recommend that you print this file so you can use it as guidance in the probable need to update the file you selected for RESTORING. You can also view with EDIT RESTORE.TXT. For your convenience it's contents follow: If you have restored a file it may be necessary to "update" that file with records or additional information. Before proceeding VIEW the affected file by accessing it as follows: Via System Control Module,BackUp/Restore/Repair,BackUp/Restore,Option=L This will display the file so you can see what items might be missing. When done repeat this display to verify that the changes were made correctly. Use the following as a guide for updating the applicable file(s): 002 Film Index Demographic All new index records that had been added since the file that was used for restoring will need to be added. This can be done most rapidly using the System Control Module,Master Files,Maintain Master Files,Option=F Type in the "missing" demographic records. 003 Film Index Visits All visit records that had been added since the file that was used for restoring will need to be added. You may also need to add information for DOB(century), Medical Alerts, Medical Record number, etc. These information items are best added via Patient Processing Module,Process Patient,Change Film Index 016 System Control Record Normally only a couple of items in this record need to be updated. Item 1 - the "next" new Film Index number to be assigned can be updated via System Control Module,Client Customizing,Option=O Select Film Index Options. Reset the next consecutive number. Hit F9 Item 2 - the "Temporary Film Index" is needed if scheduling is implemented. Update this via System Control Module,Client Customizing,Option=O Select Scheduling Options. Reset the next consecutive number. Hit F9 Item 3 - the "Last EOD Date" may need to be updated. Update via Patient Processing,Daily Reporting,Utility MENU,Option=E Change EOD Date (Y) but NOT Printer (N). This date is typically the day before yesterday. Any changes beyond these are equivalent to reinstalling all of your options. This is highly unlikely if you have restored from a current backup. 025 CheckOut - Films All new Film Checkout records that had been added since the file that was used for restoring will need to be recreated. This can be done by locating the file copy of the Check Out transmittal and reprocessing the information. 010 FU Patient Address & Phone All new FU Patient Contact records that had been added since the file that was used for restoring will need to be recreated. Access via Follow Up module,Mammography,Option=C Normally you will not find a matching "Contact Record" on file, and will need to select the N=Access Film Index in order to create the record. After creating the record, you will normally select Option=N No new Episode Record wanted. 035 FU-Episode Record All new FU Episode records that had been added since the file that was used for restoring will need to be recreated. Access via Follow Up module,Mammography,Option=C Normally you should find a matching "Contact Record" on file, and will select the P=Proceed with this record. Since the Contact Record probably needs no changes, hit F9 to bypass. Next you will normally select Option=P Proceed with this record. Then assign classification and fill in the remainder of the Episode Record wanted. Use the HELP F1 key. If all of the above fails you may have to recreate the file. However, two files have yet another level of recovery that may be usable: In some cases you can repair via System Control,BackUp/Restore/Repair, D= Repair damaged Demographic File V= Repair damaged Visits File Other options for restoring a damaged file: Dynamic Files ...... (those that are updated as RIS2001 Transactions are processed) When EOD is started a BackUp set is made from which an EOD RERUN can be run if necessary. NOTE: in the following examples if you access DOS from RIS2001 you will already be at the \twinnet\xr directory. The saved files are of the form db\XRFILnnn.EOD You can restore a file from this current hard disk BackUp set as follows: Example - restore DB\XRFIL003.EOD as XRFIL003.DAT COPY DB\XRFIL003.EOD XRFIL003.DAT Next check the file with the "L" Option. Static Files These are backed up on the RESCUE disk. Restore a lost or corrupted permanent file to the server. This assumes that you have already tried to restore a current file copy using the BackUp/Restore/Repair, Option "R" to attempt a normal restoration of the desired file. Load the RESCUE disk. Type RESCUE nn [enter] where nn is any one of: 07 Staff SignOn File 24 License Options 12 Customizer 26 License 16 System Control 38 Reports List 23 Standard Dictionary 39 Files List Update Restored File Please refer to RESTORE.TXT EDIT \twinnet\xr\restore.txt Back to Contents
----------------------------------------------------------------------- Customize RIS2001 to your specific needs Please also review the section that describes the Menus. You can proceed with customizing RIS2001 to your specific needs via System Control,Client Customize O= Select Customizing Options If you have not yet set up your Staff ID file, use "SAM" to sign on. Type "P" to Proceed. You will get a display of customizing topics: Specify Field Sizes Film Index Assignment Locator Methods Exam Logging [More ?] Registration Record Purge Follow Up Film Tracking[More ?] Scheduling[More ?] Billing [More ?] Flash Card Options[More ?] Primary printers Exam Labels for Jackets We recommend that initially you leave these at the DEFAULT setting provided to you; except as follows: [ hilite and hit F9 to select for all of these ] Select "Film Index Assignment" Set NEXT Consecutive Film Index Number. You may choose to defer this step until a later date. Unless you do assign a NEXT number the system will start with number "1001" to try to avoid conflict with the current Film Index Series. This is probably OK for your test drive but if you choose to run in "parallel" with your existing manual system or when you are ready to actually begin processing on your own licensed RIS2001, you will want to assign the actual NEXT number. Move the cursor to ........ begin with: 1001 Replace that number with your real NEXT consecutive number. Hit F9 to accept and to proceed. Select "Primary Printers" X Assign the Flash Card Form to Printer #2 and General printing to Printer #1 unless you have only one printer. If you have only one printer for Flash Cards [More ?] and Reports to share, it will be necessary to change paper in the printer in order to run the End of Day (EOD) reports. When changing forms always turn the printer OFF as a safety precaution and to ensure that the new printer page controls take effect. Hit F9 to accept and to proceed. Select "Flash Card options" [More ?] RIS2001 is designed to use low cost standard 3x5 continuous index card stock. Please note that the Flash Card options take into consideration the need to skip over a "spacer" card for easy and fast removal of the Flash Card. Option 2 prints the Flash Card followed by the blank card. Option 4 prints the Flash Card followed a Result Reporting Card[More ?] with XREF# followed by the blank card. If form 4 is selected RIS2001 will automatically create a Result Report header record in ASCII format. Almost all word processing systems provide for input of ASCII records. These ASCII records are in the \twinnet\xr\xt directory. Make your selection then hit F9 to accept and to proceed. When done specify the "U" = Update Option Back to Contents
----------------------------------------------------------------------- Your Daily Processing Procedure Patient Processing Hit [esc] to "back up" to the System Menu, then select the "Patient Processing " option. Three options will display: 1. Register Patient 2. Log Exams Done 3. UTILITY - current day's work If you have not already done so, review the tutorial accessed via System Control. For now you should review Patient Processing, New Film Index, Log Exams, End of Day Reporting, and RePrint Reports. Subsequently, as time permits, you should review the entire Tutorial. Please initially use the F1 Help Key frequently. Use F9 to exit from Help. Register Patient The following will guide you through Patient Processing, registering the patient to the current "in-house" patient data base. Sign on. Locator Options The RIS2001 "Locator Options" window will open. Locator Option : N N=Name I=Name & Initial D=Name & DOB Range F=Film Number S=Social Security # Normally you will hit [enter] to select the "N" option. You can use any of the locator methods for unusual situations but the "N" option is recommended as your default option. You may change this RIS2001 "default" option "N" if any of the other choices are better for your facility. Refer to Client Options for further information. Type in 1 or more letters of the last name. Then hit to locate. Process Option Unless you have Converted prior Film Index cards (see Convert Prior Film Index Cards) you will initially see only two Film Index Records, 888888888,999999999 Hit "F9" on any of these to display the "Process Option" window. Registration Options R=Register AS-IS Note: If a Film # with 9999 as 1st digits N=Make New Index the R & N options are hidden. Though hidden C=Change Film Index temporarily these options are usable. Pre-Registration Options V=View Prior Exams P=Print Prior Exams Non-Registration Options A=Search Again S=Schedule Exam[More ?] O=Check Out Films T=Transfer Visits F=Combine Films E=Index Visit Maintain W=Wipe Demo & Visits New Film Index When processing a new patient the Film Index window will open: Make a New Film Index Record F1 HELP Reminder to get HELP N-New Index P-Prior Card T-Temp. [ ] Select New, Prior, Temp N=NEXT Perm # P=Prior Card # T=NEXT Temp # Film#: Fills in automatically for "N" & "T" Name: Last Name,First Name Initial Sex: DOB: CE: Age: CE default is current 19 or 20 SSN: Optional Med Rec # Useful in filing Result Report[More ?] Phone # Useful for re-scheduling exams[More ?] Alert #1 Specify any medical alerts Alert #2 or allergies Initially almost all of your patients are not yet on your computer file, but many are likely to have a Card in your Film Index Card File. If you find the card, remove it and select the "P" Prior Card # option, then type in the Film Number previously assigned. If you do not find the card, use the "N" option to automatically assign the NEXT consecutive Film Index number. If you select "P" to set up a prior Film Index Number, you will have the option to also transfer one or more prior visits from your card file. Hit F9 when done or to bypass. NOTE: Some facilities use a different number such as Soc. Sec # or Medical Record Number, or some other method. If yours follows one of these protocols, you should use the "P" option exclusively. Film Index - Temporary For some patients you may not want to assign a permanent Film Index Number. This may include patients being scheduled[More ?] for a future exam or patients being processed for "non-radiology" procedures or modalities. For these patients select option "T" to assign a temporary number from your pre-designated reserved temporary numbers. Billing Interface Next you "link" the patient record to the hospital billing[More ?] system, by typing in the Billing or Admit Number that has been assigned. --------- Index Record --------- Film#: 239381 Name: PACZOWKA,STEPHEN Sex: M DOB: 11/29/72 CC:19 SSN: 316053123 Type in the Admit number to check for existing registration, then hit . ........or Hit F9 to ABORT Registration before typing Admit Number............ Admit Number: ________________ Type in the billing number You type in the Billing Number for this patient and hit [enter]. If the same billing number has already been assigned to another patient, that patient's information will be displayed in the lower part of the screen. This is a very infrequent condition, but must be corrected to avoid billing errors. Register Patient to Current In-House File The following screen will display next: ================= REGISTER PATIENT =========================== Licensed to: Waxhaw General Hospital PATIENT RECORD FROM FILM INDEX RECORD FILM#: 239381 PATIENT NAME:PACZOWKA,STEPHEN SEX:M DOB:11/29/1972 LAST VISIT:08/14/92 TIME:2235 TRAN:+ EXAM:CHEST,PA & LAT. DR:EMER PHYSICIAN SSN:316053123 ADMIT #:123412 MEDICAL ALERTS: CONTRAST ALLERGY REGISTER EXAM DATE:12/22/95 IP-RM/OP-SERV:123 Patient Age: 23 Y ORDERING PHYSICIAN ATTENDING PHYSICIAN NAME :QUASTHOFF,FRED NAME :QUASTHOFF,FRED PHONE:835-2004 PHONE:835-2004 ====== Processing Options ================================ C Changes Required before Processing R & F9 REGISTER X & F9 EXIT (ABORT) without processing _ OPTION SELECTED Order & Attending Doctors Next, assign the Order DR by typing in the 1st letter of the last name and hit [enter] to display the Dr Master File beginning with that letter. Use the down arrow to HILITE the DR and hit F9 to select. You may optionally also assign a referring DR. Use F1 HELP key to describe options more fully. When done select "R" and F9 to proceed. Exam Ordering and Logging[More ?] RIS2001 is delivered with the Client Option set to Order & Log at "time of registration" of the patient. You may change this option to "Retrospective Logging" or "Order w/o Logging" via Client Customizing. The most typical in use is the "Order & Log" option shown below. The following screen display is appears immediately after the "R" selection from the prior screen. ====================== Order Entry with Exam Logging ====================== ADMIT# NAME ROOM / SER ExamDate 123456 PACZOWKA,STEPHEN 123 12/22/95 Hit F9 to Post EXAM DESCR TRAN (+)Charge (-)Credit (N)NoCharge CT The following window will open after you type "CT" under the "EXAM" heading. Hit F1 to get a further choice of options for ordering exams ========= Select Exam Record from File ====================== HILITE & Hit F9 to Select SEC Description Mins CODE CT ABDOMEN W/O CONTRAST 60 814111 CT ABDOMEN W/WO CONTRAST 60 814113 CT ABDOMEN WITH & W/O CONTR 60 814123 CT ABDOMEN WITH CONTRAST 60 814112 CT EXTREMITY W & W/O CONTR 60 814211 CT EXTREMITY W/O CONTRAST 60 814213 CT EXTREMITY WITH CONTRAST 60 814212 ======================================================== Next use the "down arrow" to move the HILITE to the exact exam being ordered then hit F9 to select. Multiple exams can be ordered by hitting [enter] under the TRAN heading. Please initially use the F1 Help Key frequently. Use F9 to exit from Help. When done select "R" and F9 to proceed. Reason for Exam & Supplemental Information The following window will open after you finish ordering exams. This gives you the option of describing: 1. Reason for the exam(s). This carries automatically to the Result Report.[Last Reference] 2. Comments/Remarks. 3. Tech doing the exam. 4. Transportation Method. =================== Flash-Form Supplemental Info ==================== [Last reference] Reason for Exam Comments/Remarks Tech doing exam ____ Transport Method __ W=Walk/Ambulatory P=Portable S=Stretcher U=Unspecified C=WheelChair ============================================================= The above information will print onto appropriate patient processing forms. Retrospective Logging[More ?] Retrospective Exam Logging is used for any of the following conditions: 1. There were additional exams required that were not ordered. 2. There were credits to be processed. 3. There were "no-charge" exams processed. 4. You selected Client Customizing "R" or "O" options. As compared with logging at time of registration (when the exams correlated with only the patient being processed, retrospective logging provides for exams being logged for one or more patients, in what is commonly called a "batch". Here you "sign on". Today's date will display. If you are logging a batch of exams for a prior date you can replace the date accordingly. ============================ Sign On ======================== STAFF ID DATE ___ 07/22/96 Hit F9 or key to proceed. The business date displayed above will be automatically assigned to each transaction in the batch of Exam Transactions to be entered. The default date is the current date. The date may be changed if the entire batch is for a prior date - future dates are not valid. Individual exam dates may be changed within the batch, by using the asterisk (*) exception key. ----------------------------------------------------------------------------- First, identify the patient. Hit F1 for Help. It is recommended that you type in the 1st letter of the patient's last name and hit enter. A window will open from which you can select the exact patient for which the exam is being logged. Next, identify the exam. Hit F1 for Help. It is recommended that you type in the Section (eg, CT,DG,MAM) and hit enter. A window will open from which you can select the exact exam being logged. If you are processing a credit or any special condition type the asterisk (*) to open up the extended window. Otherwise hit or "down arrow" to proceed to the next line. Here you have three options: 1. Another exam for the same patient - hit F4 (ditto) 2. Another patient, repeat patient identify step 3. End of Batch. Type asterisk (*), hit , type "P" to process. ========================= Exams Entry ============================== Type (*) to end this batch. Then hit Type 1-5 letters of last name and hit to look up in file BILLING# NAME EXAM DESCR * [More ?] _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ _________ _____________________ _________ ________________________ Viewing Logged Exams[More ?] You may view all of the exams already logged for the current day as follows: Select Patient Processing SubSystem Menu. Select UTILITY - current day's work Select "V" View exams logged today Select Printer Selection "C" to display file on CRT You may need to hit F2 a couple of times to abort the display. You may specify a printer to print the logged exams on paper. Updating Logged Exams with Tech ID If staff members other than the Tech that did the exam have logged exams, and you want the daily log to record the tech(s) that actually did the exams, you may update any exams already logged for the current day as follows: Select Patient Processing SubSystem Menu. Select UTILITY - current day's work Select "T" Update Exams Logged with Tech ID that did exams Type in the Tech ID. Hit F5 for automatic selection if unsure of ID. Back to Contents
----------------------------------------------------------------------- End of Day Reporting EOD Features When EOD is started a set of BackUp files is made from which an EOD RERUN can be run if necessary. These files are in the DB subdirectory with a file extent of .EOD (example XRFIL001.EOD) EOD File Bumping File "bumping" provides added safety/security of data as follows: These files are used primarily for report reprinting. These are in the DB subdirectory with a file extent of .PR? (example XRFIL001.PR1) Client Customizing Each facility defines the method of running EOD that best applies. Smaller facilities with limited staff may choose to run EOD first thing each morning for the prior day. Larger facilities may choose to run EOD immediately after midnight. Client customization allows you to specify the method you will be using. No Week-End Staffing ? If no week-end staff is available, the exams from Friday, Saturday, and Sunday may all be included in an EOD process on Monday morning. If a "month end" occurs within that span it is recommended that someone run the EOD for the last day of the month if "true" monthly statistics[More ?] are required. Otherwise the RePrint process can be used to split the logged[More ?] exams into the separate days' logs and billing[Last Reference] recaps. Run EOD Process Select: Daily Reporting from the Subsystem Menu Select "Normal EOD Process". End of Day (EOD) processing requires that at least one exam is logged[More ?] for the current day. Do not be concerned with the references to "file not found" during the EOD run. These references diminish as you cycle thru several EOD runs. On the very first day it may be necessary to select the "Utility - EOD support tools" and then select E= Change Last EOD Business Date that was run before the first EOD Run can be started. Change the last EOD date to the day before yesterday's date. Always check your printer and paper supply and alignment before starting the End of Day processing. It is advised that you POWER OFF the printer then POWER ON to be sure it is aligned properly to the "top of form" and that any prior printer commands are canceled. EOD Completion Upon normal and successful completion of EOD processing, the Program Menu will reappear. If any other condition occurs, your attention must be given to determine the cause of the problem. Please refer also to the Tutorial. Back to Contents
----------------------------------------------------------------------- Print/RePrint Reports RePrint Options Daily Reporting from the Daily Reporting Subsystem Select "RePrint/Prel EOD Reports" Normally you can RePrint Daily reports for any of the past seven days and Monthly Reports for any of the past seven months. The relative day or month 1-7 is selected first. NOTE: Each time EOD is run the respective files are "bumped". Relative day "1" is from the last EOD, day "2" from next to last ... and so on. Dates printed on the reports assume you have run an EOD for each day. Thus you need to use a little "trial and error" if you have skipped days. EXAMPLE: You have skipped three days since the last EOD. Relative day #2 is 4 days back. You should write the adjusted date if you print the Report. Next the list of reports is displayed. HILITE the report wanted and hit F9 to select. Normally the report will print onto the printer that was specified in Client Customizing as the "general report" printer. Optionally you may specify a different printer or "C" for CRT display. WeekEnds in Small Facilities For applicable reports, you are asked if you want to split the exams by date. This is a feature to accommodate the situation where an EOD process is run on Monday morning for more than one day's business. This will separate, for example, the daily logs[More ?] for Saturday from those for Sunday. Back to Contents
----------------------------------------------------------------------- Scheduling Exams Scheduling[More ?] Client Customizing Each facility defines the Scheduling options. RIS2001 is delivered with Scheduling activated. It may be deactivated by replacing the "s" with a blank if you are not using Scheduling. If scheduling is activated, RIS2001 also provides for reserving a series of temporary Film Index numbers ranging from 999900001-999909999 that are usable for situations for example for patients that may not show up. If the patient has not previously been assigned a permanent Film Index number, you may prefer to avoid "wasting" a permanent number, and assign one only when the patient arrives and is processed. RIS2001 automatically guides you in assigning the next available permanent number when that occurs. Exam Master File Please update your Exam Master file records with the "standard time" that it takes to normally complete each exam. This is needed for the scheduling[More ?] module to properly set start times that do not cause scheduling conflicts. When you access the Exam master File for File Maintaining the existing records display in a window in the bottom half of the screen. Hilite the exam to which you want to update with "Standard Time". Use the right cursor key to move to that field then type in the time in minutes (eg, 15,90,120). When done hit F9. To avoid extraneous "cloning" hit F2 and then F9 to exit. Scheduling Exams[More ?] Scheduling an exam is accessed via Patient Processing, with the "S" option selected after the patient had been identified (either from a permanent or temporary film Index record). Before processing any patient exams onto the schedule, please review this subject in the Tutorial. On you first uses of scheduling, it is advised that you make liberal use of the F1 HELP key. The demographic information from the Film Index copies forward to the top line of the scheduling screen displayed on the following page. A set of options will appear in a window that opens in the middle of the screen. The options include: Type a section (eg, DG NM CT MAM) to view exams scheduled that section. Leave blank to view all sections combined. Type * to view all scheduled exams for this patient. Type # to exit scheduling program without scheduling an exam. Type @ to allow canceling of a scheduled exam. Typically you will type a section (eg, CT) & hit F9. A window displays listing exams already on the schedule, in descending sequence (the "most future" date at the top of the screen). Hiliting any exam date will automatically carry that date and section to the main scheduling window from which the desired exam(s) are then scheduled. If the patient phone number is already on file it will display on the appropriate line below. Type in the requested date, then select the exam to be scheduled. This is done the same as with ordering an exam, locating by Section or by Description. Use F1 for HELP. ================= Post Patient to Schedule =============================== Patient Sex DOB Requested Date JOHNSON,GERALDINE F 04/05/28 06/14/96 Friday Exam Order:CT Section CT Exam ABDOMEN WITH CONTRAST Mins 60 Fill in the blanks to post this patient exam to the schedule =============== Post to Schedule =========== =============== Tech Sec Start Time: 08:15:00 0700: 0 0 0800: 0 0 Order DR: 0900: 0 0 1000: 60 60 Pat. Phone : 843-1093 1100: 0 0 1200: 0 0 Remarks: 1300: 0 0 1400: 0 0 1500: 0 0 Weight: 1600: 0 0 Room/Area: 1700: 0 0 Transport: 1800: 0 0 1900: 0 0 P=Post X=Abort 2000: 0 0 2100: 0 0 =================================================================== If there are other exams scheduled for the requested date and Section, they will display in a window. RIS2001 will help you to coordinate start times for exams being scheduled if you HILITE the exam in that window that the exam being scheduled should follow. This assistance is dependent upon your having previously defined in the Exam Master File the "standard time" an exam should normally take. In this example for a CT exam it is "60" minutes. On the far right side of the screen you will get an automatic summary of the total exam times already allocated to each of the hour time segments. You are not restricted to these segments, but that information is displayed to assist you in balancing Tech and Room resources available. Fill in the remaining information by typing or by selecting from windows that will open on appropriate lines, until the schedule record is completed. Then specify "P"=Process or "X"= Abort. If "P" is selected you can schedule[More ?] another exam for the same patient or begin with another patient. Reporting During the EOD process the Exam Schedule for the next day will print automatically. This will assist your staff in pulling Film Jackets and planning, In addition you can select from the Scheduling Module any of several reports to be displayed or printed. Purging Old Exam Schedule Records [More ?] Normally you will want to purge the schedule file after an appropriate time has passed. Keep in mind that you do not want to purge until you have completed whatever special QC reports that you need. Purging is necessary to "free up" the Temporary Film Index records so they may be reused. Back to Contents
----------------------------------------------------------------------- Film Tracking Film Tracking[More ?] Each facility defines the Film Loan period, specified in number of weeks. RIS2001 is delivered with "2" weeks specified as a default. You should alter this to meet the needs of your facility. As each Film is checked out the specified loan period can be adjusted for special situations. Film CheckOut Before using this module please review this subject in the Tutorial. On you first uses of Film Checkout, it is advised that you make liberal use of the F1 key. Checking out films is accessed via Patient Processing, with the "O" option selected after the patient had been identified. This results in the top portion of the following screen being filled with the patient's demographic information from the Film Index. ======================== Film Check Out =============================== Film Index # : 10004 Patient Name : ADAMS,SUSAN Sex: F DOB : 04/04/04 SSN: 123456786 Check Out/In : O Database search: [ ] (Hit F1 for HELP) CheckOut to : Authorized by: Phone # : Address Line 1: Address Line 2: Address Line 3: State SS: ZIPCODE: CheckOut Date : Time: Due Date : A=ALL S=Selected films : Hit [enter] to accept "A" or Type "S" Process : [ ] P=Print Transmittal N=No Print X=Abort ============================================================== You can specify the borrower by either of the following options: 1. type in the borrower's name and address 2. search the Doctor Master File (type in 1st letter of Doctor's last name to access the file). Common borrowers, such as other regional facilities may be added to the Doctor Master File for this purpose. 3. specify the patient (type an asterisk) as the borrower. The patient is normally the authorizing party. Overtype if appropriate. Specify "S" if only selected films are being checked out. A small window will open in which you can type in the jacket # or folder # and the specific films being loaned. This information will remain on file until the films are subsequently checked in. Next adjust the Due Date and select "P" to process. A 2-page Film Transmittal Form will print out on the designated printer. One serves as a file copy and the other goes with the Films. Film CheckIn You access the CheckIn process via the Follow Up option in the System Menu, then select Film Tracking[More ?]. The Film Tracking MENU has options for Tutorial, Check In Films, View Films currently checked out, and Delinquent Films List. Again you are reminded to please review this subject in the Tutorial. Films can be checked in with a BarCode reader, or by typing the Film Number. If selected films from the jacket were checked out a small window will open and display the films that had been loaned. This will assist you in accounting for all films. Next, the following screen is automatically displayed. The current date is designated as the "Returned Date" date, which can be changed if you are not doing CheckIn each day. ==================== Film Check In =================== Film Index # : 10004 Patient Name : ADAMS,SUSAN Sex : F SSN : 123456786 DOB : 04/04/04 CheckOut to : DAVIDSON,FARLEY Phone # : 843-1093 Address Line 1 : MAPLE CLINIC Address Line 2 : 1423 SEVENTH ST Address Line 3 : RALEIGH State SS: NC ZIPCODE: 28222 CheckOut Date : 01/27/96 Time: 10:36 Due Date : 02/10/96 Returned Date: 01/27/96 Process : [ ] P=Process X=Exit w/o processing ==================================================== Reporting During the EOD process the Film Tracking[More ?] File is reviewed and a status report prints automatically. This report includes "overdue" films, and a list of films returned on the current date. Back to Contents
----------------------------------------------------------------------- Mammography FollowUp Mammography[More ?] RIS2001 is delivered with the Mammography Module activated, and preset to "D"=Lists to Doctors only. If you are planning on preparing Follow Up Letters to Patients from the computer printer, change this to "F" = Full. Hit F9 to process. Master Files Mammography uses the existing Doctor Master File, plus Mammography specific Master Files, including: 1. Exam Finder File - assists in collecting necessary Patient Follow up information at time of registration. 2. Case\Episode Classification Master File. Used to classify each subsequent episode. 3. Standard Letter format and content. Used to send appropriate follow up letters to patients. Mammography Options[More ?] Access the Mammography Module via the Follow Up System Menu. Next select the Mammography Option, and the Mammography System MENU. The full choice of options will display as follows: ===================== Patient Follow Up System ====================== This System is designed to provide for FollowUp on specific classes of exams, such as Mammography and any other designated by policy. OPTION C= Patient Contact File & Record Episode FU Detail A= Print Audit List P= Align Printer & Print Sample Letter R= Result Letters for current Episode L= Reminder Letters to Patients and/or list to Doctors E= Edit/Create Standard Letter Text for each action/result M= Maintain the Case/Episode Classification Master File F= Maintain Exam Finder File Q= Ad Hoc QC Reports U= Update existing episode records D= Delete obsoleted episode records T= Tutorial X Exit Option requested Select "T" Tutorial first to get a general idea of what each option is for. You will want to prestudy , in particular, setting up your letters (one with FU Class= "'N" is included) and establishing your own classification codes (a starter set is included). Patient Episode Record When creating a patient episode or case record, the patient may already in your follow up file, in which case the existing demographic information from that record will be located and "reused" for this new episode. If not the Film Index Record will be accessed. In every case the patient should already exist in your Film Index file from which that demographic information is located and "reused" for this new episode. Next you will be guided to add or update the current address (if you will be preparing letters automatically) and/or phone number (if lists will be used for follow-up); and then the information will automatically be transferred to the episode record. NOTE how the Master Files you had previously established "JUMP OUT" for your use including the Classification and Doctor Master Files. Another small window will open to assist you in setting the F/U Date (number of months from the current date). If immediate F/U is designated use "0" months. ====================== Record F/U Detail Record ========================== After filling in remarks line, hit [enter] or F9 to record and proceed. FilmIndex Patient Name/Dr Name Sex DOB Class Episode F/U Date 200004 JOHNSON,GERALDINE F 04/05/28 N 04/12/96 10/11/96 Order Dr: BRIDGFORTH,LOUISA Radiologist: HARRISON,THEODORE Remarks _________________________________________________________ ==================================================================== Reporting Several Reporting Options may be selected, including: Audit Lists Result Letters for current Episode Reminder Letters to Patients and/or list to Doctors Ad Hoc QC Reports Again, please refer to the Tutorial for a description of each and how to print the desired report(s). One of the available Ad Hoc Reports is shown below: ====================== Waxhaw General Hospital ========================= Ad Hoc Report - FollowUp Cases From: 04/01/95 Thru: 03/31/96 PRINTED: 04/15/96 1 Dr: HARRISON,THEODORE Page: 5 Class B Biopsy Result -------------------------------------------------------------------------------------------- Film # Episode FollowUp Patient Name Sex DOB Narrative -------------------------------------------------------------------------------------------- 200011 06/06/95 07/06/95 SWANSON,DONNA F 04/22/45 Biopsy negative 201234 07/10/95 07/25/95 MARTIN,SARAH LOUISE F 06/28/43 Biopsy positive 203416 03/23/96 11/30/96 JENSEN,FRANCES F 12/12/37 Biopsy negative 298542 04/09/96 12/30/96 KERRYTON,MARIANNE F 10/18/56 Biopsy negative Class B Biopsy Result 4 Cases/Episodes 40.0% Dr:HARRISON,THEODORE 10 Cases/Episodes -------------------------------------------------------------------------- Back to Contents
----------------------------------------------------------------------- Processing Problems EOD Failure If the EOD does not run to a successful completion, before attempting the EOD (abnormal) ReRun ... you must "rule out" a damaged, missing, or corrupted file. If you proceed with a ReRun without correcting an existing file problem you will most certainly repeat the EOD Failure. Refer to Abnormal File Conditions; Damaged (Corrupted) File. If a system failure occurs during the EOD run access the Daily Reporting Menu and select: EOD (abnormal) ReRun This will replace the active files with those that had been Backed Up in the \twinnet\xr\db\XRFILnnn.EOD format in preparation for running the EOD again. Normal EOD Processing EOD BackUp Copies of Files on File Server These are created each time the EOD program is run. BackUp copy of DataBase Files is made as \twinnet\xr\db\xrfilnnn.dat BackUp copy of Transcription ascii Files is made as \twinnet\xt\????????.EOD Film Tracking[Last Reference] Films Returned (status='I') do not get relieved (eg, removed/deleted) unless the EOD-8 Film Tracking Report is run. This will not be run if you set up the Client Customizing to 'Exclude' this report. If the Films Checked Out file somehow gets an index key corrupted, some records may be 'hidden' from the EOD record deletion logic. To enable you to repair the corrupted index key, access the Reorganize Files MENU. This program is "Reorganize ANY File". Mammography[More ?] Reporting Please examine your Master Files to verify that they comply with the following: Exam Master File If you use MAM as the first 3 letters of the Exam Description for all Mammography Exams you will have the necessary data in place for control over Daily Reporting and Annual Film Index Purging. FU Finder File This file is used to cause a "pop up" of a demographic record at the time an Exam that qualifies for Follow Up is logged[More ?]. This provides an opportunity to collect and type in the address of the patient & phone number. If follow up letters are sent or address labels are printed, this information is required. Daily Mammography[More ?] Reporting A daily Report of Mammograms done prints automatically at EOD as report #9. Patient Follow Up System Requires at minimum: E Edit/Create Standard Letter Text for each action/result The following is used to create Files retrospectively (probably best method) C Patient Contact File & Record Episode FU Detail The following is required if you want to create Files prospectively: F Maintain Exam Finder File The following will help you to see what episode reports (if any) already exist. U Update existing episode records 1. On the date of exam, creates an episode record with a one year FU date. 2. When FU date has arrived, provides options for printing FU letters and/or Referring Doctor lists. 3. FU Client Options set for "F". This will result in: a. Follow up letters 8.5x11 paper. b. Doctor lists. Each referring doctor can be given a list on 8.5x11 paper containing all of his/her patients due for FU. 6. With the Address Label customizing you have requested the labels will print instead of or in addition to the doctors list. Mammography[More ?] Annual/ Routine Follow Up Considerations: Preliminary sort by Doctor takes time, so run on WS not needed for patient processing. Make sure the printers are set up properly. Most likely they are, but it is worth checking. Update Records to clear date sent. Initially just update a small number (eg, 4). Subsequently someone will have to clear the follow up date on all that you want to send letters. Keep in mind that there will be multiple records for patients that have had multiple exams. You probably want to clear only one of the set of multiples. Run AUDIT to ensure that address is complete. The program gets the patient name from the Film Index file, and the address from the FU Contact Record. Remove hospital name and address from letter FU-Z. The program will fill in facility name & address with "C" continuous sheet option. Optionally, if preprinted (facility name & address) forms are used, use "S" single sheet option. This should work with either matrix continuous or a single sheet feed printer. Deleting Logged Exams[More ?] Logged exams can be deleted ONLY before the End of Day is processed. If the EOD has already been run, you must process a credit to offset the exam logged incorrectly. Some facilities prefer to run a preliminary report to audit for completeness before running the EOD. To delete an exam logged incorrectly, proceed as follows: Via Patient Processing, Select UTILITY - current day's work D= Delete an exam erroneously logged as done today Search by Patient Name Select the record you want to delete, then select "D" to delete. Deleting Registration Records Registration records are deleted automatically after the number of days you specify in Client Customize have passed. However, if you want to remove an incorrect record immediately, it can be done as follows: Via Patient Processing, Select UTILITY - current day's work L= List Patients for Record Changes Search by Patient Name leave search assist blank Select the record you want to delete, then select option "D" to delete. Adjusting Exams Logged[More ?] One way to correct the MTD totals is to process CREDITS for the exact same exams, as long as you get it done before the end of the month. Another way is to use the AD Hoc reporting in the Print/RePrint option. This can be done at any time, and you can then run an AdHoc report for the specified month. The best way of course is to catch it before the EOD is run, so it can be deleted before it ever adds into the statistics.[Last Reference] Sign on not working If you cannot sign on to any RIS2001 programs, the Staff File has been lost or damaged. Go to RIS2001 System Control Exit to DOS. At "C" prompt type "STAFF" to restore manually. If this problem happened during the EOD run (example, power failure) verify that paperwork for yesterday was complete, and other files are OK. -------------------------------------------------------------------------- Back to Contents
----------------------------------------------------------------------- MSDOS Commands MS-DOS Commands - Accessing from RIS2001 You can Exit to a DOS prompt via System Control to: C:\twinnet\xr> From this prompt you can use any of the DOS commands in your version of MS-DOS. You should be very careful to never delete DEL a File or Program you need. If ever in doubt about DEL use rename REN instead. Back to Contents
----------------------------------------------------------------------- Flip between RIS2001 & Windows The following information should be helpful to you to use Windows as a special tool to "switch back-and-forth" between: 1. RIS2001 and Help Desk 2. RIS2001 and your Word Processor 1. RIS2001 and Help Desk With this Help Desk displayed by your Internet Browser, you can "disconnect" to free up the phone line, but yet retain the Help Desk in the "cache" memory of your computer. Click on the Minimize (-) in upper right corner of screen. This will normally display the Windows DeskTop, including the RIS2001 ICON. Click on the RIS2001 ICON. This will normally display the RIS2001 ShareWare Version system menu. If it is not a "full screen" display hit Alt&Enter. Hit Alt&Space to switch back to the Windows DeskTop. This will normally display a small box that begins with Restore. Click on any open space on the Windows DeskTop to close the small display. You should now have two (minimized) program references immediately to the right of the {Start} display at the bottom left of the Windows DeskTop. Click on the minimized Browser reference to activate. This will normally re-display the HelpDesk. Now switch back-and-forth betwwen RIS2001 and HelpDesk as you try the various RIS2001 features. 2. RIS2001 and your Word Processor With RIS2001 activated, if you want to access your Windows Word Processor, Hit Alt&Space to switch back to the Windows DeskTop. This will normally display a small box that begins with Restore. Click on any open space on the Windows DeskTop to close the small display. You should now have one (minimized) program reference "AUTOWIN - mgmain" immediately to the right of the {Start} display at the bottom left of the Windows DeskTop. Click on your preferred Word Processor ICON to activate. At anytime that you wish to resume RIS2001 processing, Now you can switch back-and-forth between your Word Processor and RIS2001. Other Windows Shortcut Keys The most useful are: If you follow the recommendation to assign Alt+Ctrl+T in RIS2001 Properties ICON you can activate RIS2001 from the Windows Desktop with: Alt+Ctrl+T If you want to MINIMIZE RIS2001 while you activate another program use: Alt+Space If you want to MAXIMIZE RIS2001 to use the entire screen: Alt+Enter If you want to EXIT from RIS2001: Ctrl+F9 followed by Ctrl+C Back to Contents
----------------------------------------------------------------------- Windows HotKeys Other Hot Keys of general use: Many of these may be found useful to you. They will help you to keep processing if your mouse device is malfunctioning. Many of these were copied from a PC periodical. Use them if they work for you. F10 Activate the menu bar in program Alt & F4 Close current window or windows rogram Ctrl & F4 Close current window or windows program (MDI) Alt & SPACE Display current window's system menu Alt & SPACE & N Minimize active window Alt & SPACE & X Maximize active window Alt & SPACE & C Close active window Alt & SPACE & R Restore active window Shift & F10 Display Context Menu for selected item Ctrl & Esc Display Start Menu Alt & [hyphen] Display system menu for MDI programs Alt & [enter] Display Properties Dialog Box for selected item Alt & M Minimize all windows (when taskbar is selected) Alt & [underlined letter] Select menu item if underlined letter Alt & Esc Cycle thru taskbar programs or windows Alt & Tab Task Switcher to Cycle thru open programs or windows Alt & Shift & Tab Same- Reverse Direction Ctrl & [enter] Open selected folder or program Ctrl & Shift & [enter] Open selected folder as two panel explorer window Ctrl & Alt & Del Display Close Program dialog box Dialog Box F1 Display Help on a selected dialog box item Esc Cancell the current task [space] or [enter] Click on hilited item [space] Select or clear hilited check box [tab] Move forward through options Shift & [tab] Move backward through options Ctrl & [tab] Move forward through tabs Ctrl & Shift & [tab] Move backward through tabs DeskTop Alt & [enter] View an item's properties Shift & Del Delete an item w/o placing in recycle bin F2 Rename an item Ctrl & A Select all items Ctrl while dragging a file Copy a file Ctrl & Shift while dragging a file Create a shortcut F5 Refresh a window's contents F3 Open Find:All Files Windows Key (WK) WK & F Display Find:All Files Ctrl & WK & F Display Find:Computer WK & F1 Display Help WK & R Display the Run command WK Display the Start Menu WK & Pause Display the System Properties dialog box WK & E Display Windows Explorer WK & D Minimize or restore all windows WK & M Minimize all open windows Shift & WK & M Undo minimize all windows WK & Tab Cycle through buttons on the taskbar Explorer Left Arrow Collapse Current Application Left Arrow Select Parent Folder Num Lock & [minus] Collapse Selected Folder Right Arrow Expand Current Application Right Arrow Select first Sub Folder Num Lock & [asterisk] Expand all Folders below selected one Num Lock & [plus] Expand Selected Folder F6 Shift among left & right pages & menu bars Applications Ctrl & Z Undo Ctrl & X Cut Ctrl & C Copy Ctrl & V Paste Ctrl & Home GoToTop Ctrl & End GoToEnd Microsoft Magnifier WindowsKey & Up Arrow Increase Magnification WindowsKey & Down Arrow Decrease Magnification WindowsKey & PrintScreen Copy to ClipBoard with Mouse Cursor WindowsKey & Scroll Lock Copy to ClipBoard w/o Mouse Cursor Back to Contents
----------------------------------------------------------------------- Utility Programs Smooth & Safe Operation There are several utility programs that are recommended to be run on a monthly schedule to keep the RIS2001 System running at its optimum response time. You may adjust this frequency to meet your own requirements, based upon transaction volume, computer speed, and disk file capacity. ReOrganize Index Demographic ReOrganize Registrations The ReOrganize programs remove wasted space in disk sectors that result from normal processing. Example, when a sector is partly filled when processing transactions, and the processing program is exited, the pending record(s) are written to the current disk sector. Any space not used in that sector remains unused until the ReOrganize program is run. Wasted space might eventually have an adverse effect on processing response time. The ReOrganize programs also can be used to remedy corrupted records and record indexing. Power failures and hardware problems may occasionally corrupt one or more records in a file. As a general rule reorganize a file if you believe it has a problem. It is a good practice to do a "Diskette" BackUp first, even though RIS2001 has several sets of BackUp files on you hard disk. Access ReOrganize via System Control, BackUp/Restore/Repair, R= Reorganize any Data Base File (follow instructions on screen). Hilite File # 2 Index/Demo (example) # 4 Registration (example) #25 Films CheckedOut (example) Then hit F9 to select. A "Convert" window will open. Hit [enter] to accept the default Scan Key=0 Reply "Y" to Confirm CONVERT (Y/N) : Most files process very quickly. Film Index files take longer. Disk Utilization RIS2001 includes a utility program that checks the entire hard disk, then creates a file that can be used for analysis. You can audit RAM & Disk resources via System Control,Utility & Annual Purge A= Audit Disk & RAM Utilization (follow instructions on screen) This process will examine the entire disk, and create a file: \twinnet\xr\db\DIR This file can be examined with the MS-DOS EDIT command or can be printed. EDIT \twinnet\xr\db\DIR To view on the screen TYPE \twinnet\xr\db\DIR > LPT1 To print on printer #1 If you find unwanted directories or files, delete these with caution. Be careful not to delete any required for RIS2001 to run on your computer. As a precaution, do a RIS2001 backup before any deletions are made. ReOrganize Disk Click on "Start", "Program", Accessories", "System Tools", "Disk Defragmenter". Then repeat for "Scan Disk" if desired.. Windows Deletions Use the "recycle bin" feature, as a safeguard. Select "Start", "Find Files", "Delete" to delete anu unwanted files. RESCUE It is recommended that you use this program to create a unique rescue disk for your PC. To proceed insert a blank virus free diskette: Type RESCUE INI [enter] Label each RESCUE disk with date. Store in a safe but convenient place. The following illustrates the primary use: Restore a lost or corrupted "permanent" file. This assumes that you have already tried to restore a current file copy using the BackUp/Restore, Option "R" to attempt a normal restoration of the desired file. Load the RESCUE disk. Type RESCUE nn [enter] where nn is any one of: 07 Staff SignOn File 24 License Options 12 Customizer 26 License 16 System Control 38 Reports List 23 Standard Dictionary 39 Files List Backup your files frequently BackUp DataBase Files - Windows Backup PreRequisite - Must have installed BackUp option. If not, use HELP to INSTALL from Diskette Set or CD ROM. If already installed, begin with: Start,Programs,Accessories,System Tools,Backup You will probably be advised that a "Full System Backup" setup was automatically created. OK to proceed. You may be advised that a "Tape Drive" was not detected. You will be prompted to "Select Files" to back up. Normally you will specify from [C:] Click on the "RIS2001" folder. Click on the "xr" folder. A large number of files will display on the right side of the screen. Unless you are planning a complete RIS2001 backup including program files, you should normally proceed as follows, ignoring other files: Click on all xrfil???.dat files. Click on "Next step" You will be prompted to specify "Where to back up" Normally you will specify the destination as the 3 � Floppy [A:] Here you may optionally save this SET to make it easier next time. Suggest "BackUp DataBase Files" as name of SET. Click on "Start BackUp You will probably be prompted to specify a "Backup Set Label" Normally you will specify for example Database A, Database B, etc for each consecutive set. Click on "Start BackUp" If the "backup set" already exists you will receive a reminder to specify another set. If data is already on the diskete, you will receive a warning. Normally you will respond with "Yes" to proceed. It is recommended that you "format" previously used diskettes before using with "backup" to clean off old files and verify diskette surface quality. If you get any indication of "bad sectors" DO NOT use the diskette. If multiple diskettes are required you will be advised to "Please insert the next disk" Click on OK. It is recommended that you use the "Compare" option to verify quality of file backup before filing the diskettes. Restore Data Base File from BackUp Set If it ever should become necessary, after all of the earlier steps have failed, you can restore any specific file from the "backup set" on diskettes. Begin with: Start,Programs,Accessories,System Tools,Backup Click on the "Restore" tab. Insert the most recent "backup set" diskette. Click "Restore from" 3 1/2 Floppy A The BackUp Set will display on the right side of the screen. Click on the BackUp Set. A new display will appear on the left "Select files from the backup set" Click on RIS2001 then XR. A display of all files will appear on the right. Select the specific file that you need to be restored. Click on "Start Restore" You will be prompted to "Select Files" to back up. After operation complete is displayed, proceed to check the file that was restored and update it as may be necessary before resuming processing. Back to Contents
----------------------------------------------------------------------- Annual File Index Purge Many facilities purge Film Index Records for patients that have not had any new exams done during the past 5 years. RIS2001 provides for you to specify your own purge cycle. RIS2001 allows for exceptions to this practice for Pediatric Patients and for Patients that have had a Mammogram[Last Reference] Exam. When starting the purge program you will specify the parameters for normal purging and also for exceptions as noted above. The purge process is done in four steps. 1. Find eligible records to be purged. During this process every Film Index Record is examined and checked to see if it meets any of the purge criteria you have provided. All that do are used to add summary record to a work file. 2. Review/Print eligible records. The work file can be viewed on the screen or printed. You can edit this work file to eliminate any records that you don't want to have purged. If the file indicates that you may have used purge criteria that were incorrect, you simply redo step 1. 3. Purge (delete) eligible records. This step is the only step that makes changes to the Film Index