Application Support – User Guide

Introduction

Tracking a patient’s whereabouts, time in care, and visit information are important tasks to ensure quality service and treatment in any healthcare organization.  PatientTrak assists healthcare personnel by providing an easy-to-use tool to record visit data from door to discharge, allowing for better management of patient flow in a real-time manner.

NEW TRACKING BOARD – RELEASE NOTES

Terms

The following terms will be used throughout the User Manual:

• Areas – Usually a physical space or room such as “Admissions” or “Waiting Area”. Areas can be comprised of two or more rooms such as “Lab Room 1 through Lab Room 5” which can.
• Rooms – A physical location at which an individual patient can receive care. Rooms may be defined as beds in some healthcare organizations. Rooms are often found within an area.
• Discharged Patients – Patients who are no longer being tracked and have been removed from the Tracking Board
• Tracking Board (TB) – Interactive grid in PatientTrak that tracks Patients as they are arrived into an area or room, often a lobby or waiting room. The User can further move the Patient to different locations as well as assign Activities to them, add notes and associate Alerts.
• Alerts To communicate patient needs or special designations between staff members using the Tracking Board. Alerts can further describe a patient’s status in a graphical way.
• Scheduled Patients Patients that have not yet been arrived into the Tracking Board but are present within a list of patients that have scheduled appointments.
• Type Codes – This label can be renamed as needed to fit your organization. For instance, they may be used as CPT codes, ICD or Service Codes. The Type Codes can be used as location information or to identify a specific modality. Type codes can be associated to patients.
• Organizational Settings – An administrative section where Tracking Board and Public Screen fields can be enabled/disabled or relabeled as needed.
• Support “Lumin Medical LLC” – Office1: 888-766-2862 Ext 501, Office2: 414-761-9000, Direct 414-455-6619
• Activities – Patient visits involve different events that may be recorded in the patient tracking system, such as “Patient Moved”, “Lab Ordered”, or “Patient Discharged”, for example. The time of each Activity is also recorded and used for analysis and reporting.
• HL7 – Health Level-7 or HL7 refers to a set of international standards for transfer of clinical and administrative data between software applications used by various healthcare providers. These standards focus on the application layer, which is “layer 7” in the OSI model.

System Logon

To log onto your patient tracking system, simply point your web browser to www.patienttrak.net.  Click the “Login” button. Enter your Login ID, Password, and Organization ID and click “Login” to proceed. You can also go to PatientTrak.net and login to your system there.

Logon Menu

   
• If you know your password you do not need to request a new one. However, you must correctly type in upper and lower-case characters to match your current password.
• When clicking “Forgot Password” the process requires that you to fill in your email and submit. Then, on the next popup, add your Username and ORG ID and submit. A message box updates you that an email has been sent as shown on the left. The User is now required to “Update” their password. Once that is complete you will be directed to the login page.

My Profile

The My Profile menu can allow you to change your password for logging into PatientTrak. Also offered on the page is the ability to select a default Tracking Board area/room from the drop-down. If you access the Tracking Board upon logon or through “View” you will be directed to that area as a default.

Setting My Tracking View

If you require a custom view, you can check the boxes for the available areas which in turn becomes your “My Tracking View”. In this example below, the User could select one or more of the available areas by checking the boxes. Once saved, the User then selects “My Tracking View” on the Tracking Board. See My Tracking View below.

My Tracking View

In this example the User set up their “My Profile” to view only the Front Lobby and AREA 1. When the User clicks “My Tracking View”, they will only see the areas/rooms within their selection and any associated patients. The idea behind using this feature is so that you only see what you need to see and or are responsible for.

Add a New Patient

Adding a Patient Manually

• When adding a new Patient note that the “*” means it is a required field.
• The Patient record can be set up to fill a few or several fields. These fields are configured and labeled from within the Organizational Settings.
Note: If a Kiosk is used, the fields can be populated during the Patient sign-in. As an example: Kiosk Question: Do you have Allergies? YES/NO. The Patient picks YES and the patient record will show YES.
• Several other drop-downs allow the User to select the doctor or nurse that will be working with the Patient.
• Some fields are free-text fields and allow the User to type information in manually.
TIP: Most of these fields can also be shown on the Tracking Board if enabled, this is done from Organizational Settings.

Add a New Appointment

• The menu to add an appointment is the same as adding a Patient in manually except for the “time & date” requirement.
•  Appointments are added to the Appointments/Schedule table and can be edited there.
•  Patient Appointments are not associated with an area and are shown as “N/A”. Once the person is “arrived”, they can be placed into an area, often this is a Lobby or Waiting Room. The User can move the patient to an Area or if the patient signs in through the kiosk, they are automatically arrived to an area.

Patient Information

• Patient Activities and Text Message History both reside alongside of the Patient Record and can also be accessed through the “name link”.
• The Activities Tab shows you each and every activity in the order it was added to the Patient. These activities include “system” and “User”.
• The text-messaging history tab will provide a list of each text message sent out (Date/From-To & Message). This tab will only show if the Text-Messaging feature is enabled for the application. If you have question’s please contact PatientTrak Support. (414) 455-6619.

Appointment/Schedule

The Appointments / Schedule table can be updated several ways. Either manually by adding a single patient appointment at a time or through a manual or automated import function. When manually adding an appointment you are required to select a date and time, and you will not select an area or room until the Patient is physically arriving and is placed on the Tracking Board.

Adding Appointments via CSV File

The manual import function requires that you import a CSV file through the “Import Appointments button”. PatientTrak Support can provide you with the format requirements. Fields such as; First & Last Name / DOB / Provider / Appt. Date & Time / Service Type / Notes / Phone #, can be pulled from the file to populate the patient information. This information is shown then available in the Appointments/Schedule table.

Note: CSV files are imported by a PatientTrak User and are often supplied by an electronic health record (EHR) system that can export appointments for patients.

Automated Adding of Appointments (HL7)

The Automated Import functionality can be achieved by sending a file from your electronic medical record (EMR) to PatientTrak’s secure SFTP server where it is processed and the Appointments/Schedule table updated in PatientTrak. PatientTrak Support will also provide a detailed document outlining the HL7 requirements. HL7 is a set of international standards for transfer of clinical and administrative data between software applications used by various healthcare providers. If you have question’s please contact PatientTrak Support. (414) 455-6619.

The Appointments / Schedule table can be both filtered and sorted by date if needed to isolate the information. A “Search” box is also available and can further help you see only specific information you have typed in.
Note: You can exit the menu and return and the “search” criteria will still be there unless deleted.

Web Check-in Requests

Patients can check-in right from your website and get into the waiting queue while using an internet connection. Patients go to your website, view the waiting time and can check-in before coming to the facility. If you have question’s please contact PatientTrak Support. (414) 455-6619.
• Example Web Form: https://www.patienttrak.net/products-solutions/web-check-in-display-wait-time/
• A Web Check-In Settings page is available for editing directly from PatientTrak.
• From the Tracking Board, the User can see how many patients have signed in using the Web Check-In as it is listed right under the other patients in the other areas. When selected, the User is brought to a table where they edit and decide where that patient goes. Once the patient is moved, they are no longer shown as a Web Check-In.

Discharged Patients

Once a patient is arrived onto the Tracking Board, they can then be “Discharged” as needed. This can be achieved by selecting “Discharge Patient” from the “Recent Activity” drop-down or by going into the patient detail and selecting to “Discharge” them that way by clicking a button. Discharging a patient removes them from the Tracking Board but does not delete them completely.

If you need to access a patient that has already been discharged, you can go to View> Discharged Patients and look them up by date range or service codes. Once located you can edit information or even re-add them to the Tracking Board by selecting an area and then saving.

Bulk Patient Discharge

If you have a need to remove multiple patients either from one area or all areas, there is a Bulk Patient Discharge tool. Go to View> Bulk Discharge, then select what area(s) you want to discharge the patients from. Important: This tool will remove “all” patients from the selected area no matter what day past or present so be careful.

Patient Search

If you need to locate a past patient there is a Search function available under View> Patient Search.
You can filter by the following:  First Name, Last Name, First & Last Name, Service Type, Misc Field 1, Note. A table will be provided for you providing you with data from the value you entered. The table is sortable by column and can be further searched using a search field. This table can be exported out to a CSV file if required.

Today’s Staff Count

This menu allows the User to set the amount of resources that will be used in areas set up as Urgent Care. The number that is inputted for an urgent care area is factored in as part of a calculation so that “Estimated Wait Times” can be shown on a Kiosk “Welcome and/or Thank You” screens.

To use this feature you will need to set up an area(s) as an Urgent Care and provide a value (minutes) for the “Average Patient Service Time” field. Please see Admin>Areas section of this document for more details.

Text Messaging Center

PatientTrak’s Text Messaging Center allows you to easily send text message notifications directly to any cell phone or provided pager, from your existing desktop computer. All patient visits and staff members are listed on the screen, allowing any associated text message to be sent to family, visitors, patients, or staff. Patients and family members are no longer tied to specific areas of the facility, waiting for their name to be called. Staff members may be instantly notified with important details when their services are requested. These are just a few examples of how PatientTrak’s Text Message Center can improve patient care at your facility. Our new text messaging center has a very intuitive patient list. The columns are sortable, patients can be edited or added directly from this record list.
• The text messaging center offers the ability to add staff members to patient messages or send messages specifically to staff members. This offer great flexibility for the user managing the system.
• When the patients and or staff phone #’s are selected they populate the “Send a text to:” dialog box. This allows the user to quickly assemble a message for sending.
• The “One-Click Messages” list can be constructed to use a canned response.
• For ease of tracking, a list of all past text messages has been logged. The “time” column can be sorted to see the latest sent texts and by what user and for what patient.
• If you need to locate a text from a specific day and time, a history tool has been made available for a more pin-pointed search.

Appointment Reminders

The Appointment Reminders module utilizes cloud-based automation to schedule and send text-messaging appointment reminders to any mobile phone. An unlimited number of messaging campaigns can be created to send messages to specific patient groups on a limited basis or automatically on a schedule. These campaigns can be defined by doctor and service codes to create tailored text-messaging.
This module works in concert with PatientTrak’s patient appointments /scheduling feature and can be further integrated with PatientTrak patient tracking and text-messaging center.
•  You can locate the campaigns through the Admin > Appointment Reminders Campaign. This menu provides you with the ability to name and create the campaign message.
•  Message Templates can also use formats [doctor] [service] [appt_date] [appt_time]. When these formats are used, the data is extracted from the appointments/Schedule and inputted into the text message that is sent. In this example; “You have a 10:30am with Dr. Jones for Exam on this Aug 27th. If you need to reschedule please call 1-888-777-6666”
•  The Remind for Doctor drop-down provides all the doctor names from the staff list. Select one if it relates to only that doctor, or “ALL” if you need all doctors to be updated with that campaign.
•  The Remind for Service drop-down allows you to further define just one Service or Type Codes. These codes are managed through PatientTrak’s Admin/Type Codes menu. Select “ALL” if campaign message does not need to be specific.
•  By default, when you create a campaign it is “active”. Most campaigns will be automatic and will run consistently based on your scheduling. When you have finished, click “Update Campaign” to save.
•  If campaigns have been set to “Inactive” you will be able to easily see the status from the list.

Reporting

PatientTrak offers several Reports accessible on the top menu bar, they can be exported to CSV or PDF formats if needed.
Here is a list of the reports and a description of what each report produces.

Area and Room Set Up

Adding/Editing Areas

An Area is considered a physical space that a patient can be moved or arrived into. Patients can be moved from area to area using the Tracking Board. An area could be labeled anything. Here is a partial list of examples; Lobby, Waiting Room, X-ray, Pediatrics, Echo Exam Room, Front Desk Main, PT (Physical Therapy), Registration, MRI Booth.

An Area has an Area ID and Area Description for help in locating it on the Tracking Board. There are configurable Settings for when a Patient is “Added” or “Patient Moved Activity” has changed. Color coding is available as well as a “Blink” notification after a selected number of minutes. As an example: A patient is added to the Lobby but they haven’t moved before the set notification of 10 minutes, therefore the  a color change occurs and blinks so the User knows someone has been there too long without being recognized.

If you have numerous Areas to configure for your system, we suggest you create a list and labeling scheme that makes sense prior to programming. From that list, you may also want to add Rooms under any specific Area. See below *Rooms” for more details.

An area can also be set up as a “Urgent Care” area. Defining an Area as Urgent Care provides more functionality. When you check the box “This is an Urgent Care Area”, your menu will expand and allow you to define a expected service time in minutes. This service time is calculated against the number of resources you provided in the “Today’s Staff Count” menu which in turn provides an “Estimated Wait Time” on the Kiosk. Also, you can select when the Urgent Care area is open daily across the span of the week.

        

• The days of the week configuration relates directly to the use of the Kiosk. When the “Auto-Close” and a “End of Day” Kiosk placard/message is configured, the Kiosk will show the “End of Day” message automatically when the Urgent Care closes. Likewise, the regular patient sign-on will automatically show upon the start of day that is programmed. See Kiosk Status in this document for more details.
• Remember to update the “Today’s Staff Count” for each area you set up as Urgent Care so that the estimated wait times are accurate.

Note: Not all Areas using Urgent Care are actually Urgent Care, however to make use of the Kiosk “Estimated Wait Times” and Auto-Close Kiosk functions, you will need to set your Area up as such.

Rooms

Rooms can be considered as physical locations nested within an Area. You can add as many Rooms as you need to an Area. We suggest you label them with short names as they will be easily identifiable on the Tracking Board. Example: Area = MRI and MRI Rooms = MRI Rm1, MRI Rm2, MRI Rm3.
• When Rooms are used on the Tracking Board they are shown in a separate column. If you click on a Room name in that column, a “Room Settings” menu appears. Please go to Tracking Board Use/Setting Alerts for Rooms within this document for more details.

Note: Patients are arrived into Areas, not Rooms. This is especially important when patients are arriving using the Kiosk.

Manage Staff

This table provides information on the permissions allowed when specific User types are selected. Keep this information in mind when adding new people to the Staff menu.

Adding

• The Email Address is required for you to be able to add a new Staff record or if editing an existing one that does not have an email.
•  Once you click on Add New Staff an email will automatically be sent to the User.
– At this point the User will be redirected to the logon URL where they can put their Username, new password and 3-character Org.
•  The checkbox “This Staff person also requires a login to PatientTrak” is checked if a password is associated to that User. If not checked, you will not see a selection for Default Lobby & Access Level, it will be “No Access”.

Editing

• If you try to add a Staff ID that was previously deleted, a message box will pop-up asking if you want to continue. Clicking YES will allow you to keep the Staff ID you just typed as well as the field information you just entered. Clicking NO will require you change the Staff ID to something else not previously used. Ex. Admin1 change to Admin2 or BSmith to BSmith_1
• If the Password is changed, an email will go out to the User letting them know they need to create a new one. Changes to any other field will not generate an email. At this point the User will be redirected to the logon URL where they can put their Username, new password and 3-character Org.

Deleting

• If you delete a Staff person the record is set to “Inactive” and cannot be seen. The Staff person will no longer be able to log into PatientTrak.
Note: Within Organizational Settings, you can “rename” the Doctors category and Nurse selections to something else. Examples: Registrar, APN, RN or Physician, Staff, Phlebotomist, etc.

Manage Activities

Patient visits involve different events that may be recorded in the patient tracking system, such as “Patient Moved”or “Patient Discharged”, for example.  The time of each Activity is also recorded and used for analysis and reporting. When a patient is moved it is considered a system activity. Custom Activities may be defined, but are not required. Custom Activities are performed on a Patient and events that take place during a Patient visit, as “Patient In Treatment”, “Blood Screening”, or “with RN” as examples. Activities are recorded and time-stamped and can be analyzed for service improvement purposes through reporting. To define Activities within the system, select the menu option Admin > Activities.

• Enter an Activity Name. This will later be a choice for selection when picking Activities to add to a Patient record.
• Select the color that you would like the Activity to appear when displayed on the Tracking Board .
• Select to change the color after a number of minutes and set it to blink if you wish to set up a notification on that Activity.
• Notifications on the Activity can be set from 1 to 500 minutes.
• An audio alert can also be set on the Activity from 0 to 120 Minutes.

Manage Type Codes

Type Codes are also known as Priority Levels, Reason Codes or Service Codes. These codes are usually used to signify the status of the patient. Type Codes can be assigned to existing patient records or to new patient records as they arrive.

When you add a Type Code you you can name it accordingly as well as select a color that will stand out on the tracking board when selected.

When the Type Code is enabled under Organizational Settings, it becomes available in the patient record. These Type Codes can also be seen on the Tracking Board if enabled within Organizational Settings.

      

Note: Type Codes can also be used during the patient sign-in process on the Kiosk. The patient can select from a list (ex. Chest Pain) as part of a question “Why are you Here? or Reason for Visit?” and that information will be brought into the patient’s record and the Tracking Board if required.

TIP: The Type Codes label can be renamed to meet your needs, this is done by going to Admin>Organizational Settings to rename it.

Configure Alerts

An Alert is used to communicate patient needs or special designations between staff members using the Tracking Board. Alerts can further describe a patient’s status in a graphical way.  Alerts can also be applied to Rooms such as with maintenance needs. Two different selections are available when selecting Alert Icons, “Modern” or “Classic”. Keep these things in mind while configuring your Alerts. If you do not see an Icon to best fit your needs, please call PatientTrak Support for help.

In this example, the Alert is specific to “Patient’s Only”.

Note: In order to utilize the Alerts on the Tracking Board you need to enable them within Organizational Settings. Please see below Organizational Settings/Tracking Board & System Settings section to enable.

Organizational Settings

Organizational Settings can only be accessed by Administrators (See Staff Section). These settings help you set up patient record related fields, tracking board configuration and use, along with the public screen if you’re using it. The configuration consists of labeling, enabling and disabling fields and features. Saving after changes are made will update the system real-time.

Patient Related Fields

Use this section to change labels on fields, enable extra fields you may need to build a patient record. You can also enable drop-downs so you can select doctors or nurses or types of alerts that you have created.
• IMPORTANT – Fields with an “*” asterisk are required before you can save changes.
• Also, without a label you will not see that Patient “Field” on the Tracking Board.
• Please note that the Alerts can also coincide to Kiosk questions. If you enable  question #1 on the Kiosk (ex. Do you have an Appointment?) and also enable Alert #1, you can have a YES/NO question on the Kiosk come through into the Patient record and also to the Tracking Board if you want. Please contact Support for more help in configuring and also review the Kiosk Settings section in this guide.
Note: These Fields are shown as Enabled “X” as an example. Most systems have a variety enabled to meet their specific needs.

Tracking Board & System Settings

Tracking Board settings are optional. Many of these settings are only available if already enabled in the Patient record as described above in the Patient Related Fields section. When setting up your Tracking Board, make a list of what is first required, then add as necessary to provide you with more granular information.
Note: If a field label is changed in the Patient Related Fields, it will show that label in it’s selection below. Ex. You renamed Nurses to RN, you will then see RN as a selection to enable/disable in this section.

Public Screen Settings

The Public Screen is best placed in a waiting room or lobby. It offers a HIPAA (Health Insurance Portability and Accountability Act) compliant alternative to the Tracking Board so that the public can view who is next in line or where a patient is within the queue without using their name but rather initials.
Note: Public Screen settings are activated when logging in with a User ID named “Publicscreen”.

Special Features

Extra Tracking Board Settings:

• Enabled Urgent Care for one or more Areas. This setting is related to the Kiosk “Estimated Wait Time” message/status.
•  Filter to Display the Doctor Name instead of the User ID.
•  Filter to Display the Nurse Name instead of the User ID.
•  Enable Appointment “merge” in “Note” Field. Occurs on manual Patient check-in or via Kiosk. If multiple appointments are scheduled for one patient for the day, they can all be displayed in the “Note” column on the Tracking Board. This can be achieved if the Misc1 field has a unique number such as an MRN#. If the number matches in each appointment then the appointments will be merged so the User can easily see the pending appointments.
• Enabled Patient “Lock” when editing. Pertains to editing an existing Patient or Appointment.

PatientTrak also offers several additional features and functions, these require activation by Support. The list below will provide you with a Module or Service name, if interested please contact Support or Sales for further help.

Tracking Board Set Up

The Tracking Board is set up by enabling/disabling and labeling fields by entering the three dots then clicking on the “Show/Hide Columns arrow . Every change you make then save, and will show on the Tracking Board immediately. In this example the green check boxes show what is enabled. The “X” next to a label means it is not enabled on the Tracking Board.  

Tracking Board Example, “After” renaming Alert columns.

The User can choose to remove columns that are not necessary to their work responsibility. A Column Edit icon can be clicked and will show the current enabled and disabled columns. By clicking on a column, you will disable it (turns gray) and it will be removed from the Tracking Board. The first capture shows that only the “Friends Phone” column is disabled. The second capture shows multiple disabled columns.
Note: These setting will be saved and will be shown each time the User logs on that specific PC.

     

Tracking Board Example, “After” columns have been removed.

Tracking Board Example, “After” columns have been moved. The User can grab a column with their cursor and move it to the left or the right any amount of spaces. If you compare the top capture to the one below, you will see that several columns have been moved. Moving a column can make it easier for the User when viewing patient information.

The User can choose to reset the Tracking Board changes made back to default by clicking on the icon.

 

SORTING
Each Column is sortable. If more than one sort is required, please click on your 1st column header, hold down the “SHIFT-KEY” and click on the 2nd column header. You can then click on the refresh button (upper-left) and your sort will be saved.

Tracking Board Use

Arriving a Patient

Arriving a Patient can be achieved several ways:
•  A Patient can be added by a User directly to the Tracking Board by selecting “Add New Patient”. Once saved, this Patient is then added to the Tracking Board under a specified Area/Room.
•  Patient’s can also be added via the Kiosk after answering questions and completing the sign-on.
•  If PatientTrak is set to accept Appointment information through the customer’s EMR, the User can arrive the Patient through the Appts/Schedule menu. This process is automated and follows a HL7 standard. See Terms for definition and Automated Adding of Appointments for more details .
• Appointments can also be received from an file provided by the customer and imported into PatientTrak Appts/Schedule menu manually. Please see section Adding Appointments via CSV File within this document for more information.
• From the Appts/Schedule menu you can also select a Patient, edit the record and arrive them from an Appointment to an Area.

Moving a Patient

A Patient can be moved in several ways:
• From the Area / Room column there is an Area or Room associated with each Patient. A link is available for selection that offers a drop-down of all Areas and or Rooms. If an Area has Rooms associated, three dots “…” will show after the Area name. If you click on those dots you will see a list of Rooms that you can further select the Patient to move.

Note: If you are attempting to move a Patient into a room that is already occupied, you will receive a message.

• For this to be available the  function needs to be checked in Organizational Settings.
• From the Patient record, you can select from the Area drop-down, upon saving, the Patient is moved on the Tracking Board.

Activity Changes

The Tracking Board displays a column called “Recent Activities”. The most recent Activity that has taken place during the Patient’s visit is displayed in this column. The Activities for a Patient can be System Activities such as a Patient arrival or move into an area or room. Or, an Activity can be selected by the User to indicate the change or status. The Recent Activities drop-down menu will show all the custom Activities that were created and made available on the Tracking Board.

The User can select the next planned Activity for the Patient. This Activity may be part of the “FLOW” the Patient experiences during their stay. In the capture below, the User selected the Paperwork Started Activity from the drop-down. Once that was complete, the User selected Paperwork Complete from the drop-down. The Activity changed again as the Patient was then Ready For Pathology. This progression will eventually lead the Patient to be discharged where they are then removed from the Tracking Board.

            

If you need to see all of the Patient’s Activities listed from the time of their arrival, you can edit the Patient’s detail view directly from the Tracking Board for a list. In this capture below we see the start of the Patient’s Activities when they were added to the “WaitingRm”. A time-stamp shows when the Activities were performed (started/stopped). The StaffID also shows us “who” selected the Activity from the Recent Activity drop-down on the Tracking Board.
Note: All this information is available within the PatientTrak reports.

The “Edit” button next to the Activities will allow the User to change the Date & Time information. In the example below, the Patient is being changed to “9:22 AM” instead of “8:38 AM”. These types of edits are not common but for accuracy a User may need to change this information if they find it is not accurate. Likewise, if an Activity was added in error it may be necessary to “Delete” it from the list. See the Manage Staff section for permission to perform these edits.

Note: Activities can also be added from the Patient detail view. 
The User has the ability to add an Activity and add additional Note information. The User can choose to click the  button so that the change is seen on the Tracking Board.

Setting Alerts for Patients

Discharging a Patient

Discharging a patient can be achieved by clicking on the icon   on the Tracking Board. You will be asked to confirm Yes/No, clicking Yes will remove them from the view. A patient can also be discharged by editing the patient detail. A discharge button   is available from within the patient detail menu.

Setting Alerts for Rooms

Alerts can be set from the Tracking Board and associated with a “Room”. An alert can then easily be seen by the User alerting them of status of the room. As an example, you can select an alert that shows the room needs “Maintenance”. This information let’s the User know they cannot put a patient in that room until the status is rectified. This figure shows two Alerts, both have been created to use on the Tracking Board to show Room status.

By clicking on the Room link, you can select from a drop-down that will then show in the column on the Tracking Board.

  

The columns are set up when configuring Organizational Settings and can be labeled as needed. We see here that Room requires maintenance and that there aren’t any patients assigned to that room. Note: If an Alert exists for the patient, it will supersede the Alert set for the room.

Kiosk

Settings

PatientTrak offers a touch screen sign in kiosk system, easily implemented on any touch screen monitor. The system is web-based, has a Spanish language option and only requires an Internet connection. PatientTraks’ Sign-In System allows a patient to type their name using a touch screen monitor. This simple to use sign in procedure is helpful in any setting in which patients need to be placed into a queue upon arrival. Once patients have signed in using the touch screen kiosk or monitor, their name is placed into a queue, optionally alerting the healthcare staff with a friendly audio chime on their computer.
• The Kiosk settings web page allows you to configure up to 6 questions. These questions can be set to YES/NO answers or free-text.
• Question #1 can be turned on and is a system-based question regarding scheduled appointments. When this is enabled at the Kiosk, the patient will answer Yes or No to whether they have an appointment. If an appointment exists, that person can be located and are then arrived into the tracking board. This is done by the patient typing in the first few characters of their first and last name along with DOB. Once this is done the Patient is arrived onto the tracking board.
• Questions #2, 5 & 6 are YES/NO or Agree/Disagree questions.
• Questions #3 & 4 are YES’/NO or Agree/Disagree questions or Free text.
• A checklist is also available to enable or disable some features shown to the Patient during sign-in.
Note: The “Show patient Type selection screen (used for patient entry) requires some set up.  Please call PatientTrak Support @ (414) 455-6619.

Status

A Kiosk Status menu allows for six Kiosk messages that can be displayed. These are often used to let the Patients know that they are at lunch or are closed for the day. They can be set up to allow Patients to sign-in or disallow a sign-in depending on the message.

Styling

A Kiosk style menu is available if you want to design the Kiosk web pages. A color chart allows you to change the color of the buttons and background then it shows the name of the HTML color code.

Kiosk Use

To ready the Kiosk for Patient sign-in, you must first login. You can use your own StaffID and password or create one that everyone will use. This capture shows the screen used to logon. Kiosks are touch-screens that is why the keyboard is part of the interface.

Once the User logs in, the Kiosk is ready for a Patient to “sign-in”. This capture also shows an “Estimated Wait Time” as well as a “Patient Queue” on the Welcome Screen. These are settings that can be turned on if needed. If Spanish is also required as a language, the Patient can click on the button and it will change the questions from English to Spanish.

If you have already configured different “Kiosk Statuses” you will be able to select them from the Tracking Board  . In this capture the User selected the “Away for lunch” status. Creating these different Kiosk statuses provides better communication with the Patients who will be using the Kiosk. The first capture shows that the Patient can still sign-in even though the lunch-time message is up. The second capture shows the lunch-time message but does “not” allow the Patient to sign-in.

    

Please watch this short video to see the Kiosk in action.

https://youtu.be/2o9x7nBVkA4

Pagers

PatientTrak’s Text Messaging Center allows you to easily send text message notifications directly to any cell phone or provided pager, from your existing desktop computer. All patient visits and staff members are listed on the screen, allowing any associated text message to be sent to family, visitors, patients, or staff.

• Pagers are added to a list under the Admin drop-down.
• A pager can then be selected for a Patient in their patient record.
• The figure below shows a patient with an associated pager. Once the pager is selected, it is added to the “Send a text to” field. From there, a text message can be selected or typed in and then sent to that pager.
• The system only requires an Internet connection and runs completely through a web browser.

Note:
For details on a supported paging system, please call PatientTrak Support @ (414) 455-6619.

Audit Trail

The Audit Trail report will provide the User with information on who has logged in/out and what patient records they accessed and when. Audit information is also available for Kiosk login and status information.

• Available through Admin drop-down, this tool allows you to select from 1 0f 2 reports.
– Login/Logout & Patient Access
– Kiosk Status Changes