CLN 200 Flashcards

1
Q

What is Chronicles?

A

Epic’s database management system that stores information, including employee, patient, and medication records

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2
Q

What is the Epic term that uses the analogy of the filing cabinet?

A

Chronicles

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3
Q

What is the Epic term that uses the analogy of “file drawer?”

A

Master file

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4
Q

What is the Epic term that uses the analogy of “folder?”

A

Record

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5
Q

What is the Epic term that uses the analogy of “question?”

A

Item

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6
Q

What is the Epic term that uses the analogy of “answer?”

A

Value

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7
Q

What is a master file?

A

A storage entity in Chronicles used to organize a particular type of record

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8
Q

What is a record?

A

A specific individual in a master file

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9
Q

What is an item?

A

A prompt for a piece of information

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10
Q

What is a value?

A

The specific information recorded for an item.

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11
Q

What is a contact?

A

Tracks how the values for certain items change over time

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12
Q

What is the Epic term that uses the analogy of “contact?”

A

Dated sheets of paper

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13
Q

Define “chaining”

A

Using commas or semi-colon separators allows you to jump through multiple menus. Example: 11;1 or 11,1

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14
Q

True or False: Clicking with your mouse is useless in clinicial administraton.

A

True

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15
Q

How do you select a menu in Clinical Administration?

A

Type the number associated with that menu.

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16
Q

Within menus, typing this abbreviation returns you to the initial menu from a database prompt.

A

opt

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17
Q

Within menus, this keystroke returns you to previous the screen.

A

PAGE UP

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18
Q

This keystroke moves you to the next field on a screen within a record.

A

TAB

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19
Q

Within a record, this keystroke moves you to the field above or below the current field, or up and down in a list.

A

UP ARROW/DOWN ARROW

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20
Q

How do you move to the next screen of a record?

A

PAGE DOWN

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21
Q

How do you exit a record from any screen?

A

SHIFT+F7

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22
Q

How do you return to the last record you accessed during the login session?

A

=

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23
Q

Name the basic facility structure levels from most specific to most general

A

Bed, Room, Department, Location, Service Area, Facility

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24
Q

Name the two optional facility structure levels

A

Hospital Area and Place of Service

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25
Define BED facility structure level
The most specific level. Admitted patients are assigned to beds, and it determines the hospital's census.
26
Define ROOM facility structure level
Contains one or more beds
27
Define DEPARTMENT facility structure level
Areas that schedule or admit patients. | People log into departments
28
Name the four types of departments
ADT Units Outpatient Departments Hospital Outpatient Departments (HOD) Virtual Departments
29
How are ADT units used?
For areas that admit patients to a room and bed | Examples: East Hospital Nursery, East Hospital Emergency
30
Do users schedule appointments with ADT units?
NO.
31
How are Outpatient Departments used?
For areas where patients are scheduled to see providers. Examples: East Clinic Family Medicine or East Clinic OB/GYN
32
How are Hospital Outpatient Departments used?
Both admitted and scheduled patients are seen in these areas. Patients return home or to the admitting unit. Examples: East Clinic Radiology East Hospital Same-Day Surgery
33
Define LOCATION facility structure level
A collection of departments that represents the actual building where people work. They can be hospitals or clinics.
34
Define SERVICE AREA facility structure level
Service areas are the business entities of the organization. They track revenue and accounts receivable. Can represent a geographical region, an affiliate organization, or your entire organization.
35
Define FACILITY structure level
Most general level. Refers to the entire enterprise or organization.
36
Define WORKSTATION facility structure level
Computers, printers, and fax machines need these records. Can link to various levels of the hierarchy.
37
Define HOSPITAL AREA facility structure level
An optional level that groups hospital units for census reporting. Hospital wings and floors are created as these records.
38
Define PLACE OF SERVICE facility structure level
An optional level that represents places outside your organization. Used to track where patients are sent and where providers are working.
39
Name the required levels of a hospital facility in order from most general to most specific
Facility, service area, location, department, room, bed
40
Name the required levels of a clinic facility in order from most general to most specific
Facility, service area, location, department, workstation
41
What is a category list?
A standard list of values for a specific item.
42
How do you find out the master file INI and item number of a category list?
CTRL+click
43
What is a Category ID?
The corresponding number for the category value. You can type this in place of the title or synonym.
44
How is the Abbreviation item from category lists used?
The short name for the title that appears on reports.
45
What does a category list's Title capture?
The name of the value, which is displayed to end users.
46
Define category list Synonyms
Alternate names for the value. You can type these in place of the title or ID.
47
What does Release Range "no categories" mean?
You can edit all categories
48
What does Release Range "extendible" mean?
A range of categories; you can edit some categories (example: 1-3).
49
What does Release Range "all categories" mean?
This is a system-level category list. No categories may be edited.
50
Profile records configure what?
What you can see and do within individual activities.
51
Who or what needs a provider record?
Each clinician and scheduled resource at your organization. | Each non-affiliated clinician to whom your clinicians write or receive referrals.
52
Name examples of who/what would have a provider record.
Physicians, nurses, MRI machines
53
Who needs a user record?
Anyone who logs into Epic
54
A security class provides access to what?
Individual activities or other pieces of functionality
55
The role record determines what?
Where you find activities in Hyperspace.
56
What is the visible effect of a profile record?
Chart Review tabs, preference lists, default reports.
57
Name some example user records.
Clinicians, unit clerks, schedulers, front desk staff, biller, coder, administrator.
58
Name some example security class records
EpicCare Ambulatory, Cadence, InBasket
59
Example visible effects of Role
Layout and order of toolbars, menus, etc.
60
List the reasons why a provider record is needed.
To be lised as the referred to/from provider To be scheduled with patients To record credentials To authorize orders
61
List the reasons why a user record is needed.
To log into the system To record ID and password To provide security to certain features
62
``` Elma Yorkstein is a unit clerk who logs in to Hyperspace and performs tasks in EpicCare Ambulatory, but she isn’t a clinician and doesn’t directly provide patient care. What record(s) does she need? ```
User
63
``` Marco Brown is an unaffiliated doctor who refers to, or gets referrals from, your organization, but he should not have permission to log in. What record(s) does he need? ```
Provider
64
``` Wenda Gurney is a nurse at your organization who provides patient care. She documents office visits in the system and is a licensed RN. What record(s) does she need? ```
User and Provider
65
``` The x-ray machine has appointments scheduled directly with it. What record(s) does it need? ```
Provider
66
In the Provider master file, this item indicates whether this provider can be listed as the referred from or referred to provider.
Ref Src Type
67
In the Provider master file, this item indicates whether the provider record is for a person, a resource (such as an MRI machine), or for a class.
Scheduling Type
68
In the Provider master file,this item indicates if this provider is employed by your organization.
Internal/Ext
69
In the Provider master file, this item indicates the department where a provider or resource is scheduled.
Department(s)
70
In the Provider master file, what does the License for Display item indicate?
The license that should appear after the provider’s name in any official documentation, such as MD, RN, or PT.
71
In the Provider master file, which item indicates whether a provider can be listed as the person responsible for a medication order?
Meds Authorizing Provider
72
Meds Authorizing Provider item in Provider master file indicates what?
Whether a provider can be listed as the person responsible for a medication order
73
In the Provider master file, which item indicates if this provider can initiate inpatient orders?
Inpatient Ordering Provider
74
In the Provider master file, which item indicates whether a provider can be listed as the person responsible for a procedure order?
Orders Authorizing Provider
75
In the Provider master file, which item indicates if this provider can initiate outpatient orders?
Outpatient Ordering Provider
76
Inpatient Ordering Provider item in Provider master file indicates what?
indicates if this provider can initiate inpatient orders.
77
Outpatient Ordering Provider item in Provider master file indicates what?
indicates if this provider can initiate outpatient orders.
78
Orders Authorizing Provider item in Provider master file indicates what?
whether a provider can be listed as the person responsible for a procedure order.
79
Using Epic's analogy, what do the keys represent?
Security Points
80
Using Epic's analogy, what does the ring of keys represent?
Security Class
81
True or false: Each application has its own security class. Users can only have access to applications for which you are licensed.
True
82
Name six layout items that the role record controls
1. Default startup activities. 2. Access to commonly used activities on the toolbar. 3. Submenus under the Epic button. 4. utomatically logging out or securing after a specified period of inactivity. 5. The number of workspaces a user can have open at one time. 6. How to determine the default login department.
83
True or false: A single role record is generally assigned to a single user.
FALSE. A single role record is generally assigned to a group of users.
84
Can a user log into Hyperspace without a role defined?
NO. Every user must have a role to log in. Without one, Epic cannot determine the layout of Hyperspace.
85
Name four pieces of information that must be attached to a user record.
1. Shared security class 2. User role 3. InBasket security class 4. Password information
86
Which user record form grants access to master files?
Chronicles Security
87
Which user record form controls access to activities that apply to multiple clinical applications; every clinical user needs this security class?
EpicCare Information
88
Which user record form determines the default login department and grants access to functionality that spans Epic’s applications?
Hyperspace/Shared Security
89
Which user record form grants access to the In Basket messaging system?
In Basket
90
Which user record form controls access to inpatient activities like the MAR and the inpatient Doc Flowsheet activity.
Inpatient EMR
91
Which user record form determines the assigned user role?
User Role
92
Which user record form allows for password modification
Basic Information
93
Which user record form determines the assigned provider record?
Provider/Hot-Key Information
94
Profile records configure what?
Options within an activity
95
List the profile levels in order of most specific to most general.
User EpicCare Security Class Department System Definitions
96
Name two ways to look up a record in clinical admin
ID number | completion matching on record name or synonym
97
In clincial admin, how can you bring up the item information such as INI and item number?
Home/F8
98
What is hyperspace?
an integrated network of different Epic applications.
99
True or false: data is stored in Hyperspace.
FALSE. The system stores information in and retrieves information from Chronicles.
100
What is Clinical Admin?
a set of text-based menus that an administrator of clinical software often uses when working in a Reflection session for UNIX and Digital
101
True or false: Chronicles tracks changes to information over time.
TRUE. For example, a record is maintained in Chronicles for each patient. Every time a patient makes a visit to a clinic or physician, the visit counts as a contact in that patient’s record. There is only one record per patient, but there are many contacts in each record over time.
102
True or false: the contact with the lowest number is the most recent contact.
FALSE. The contact with the HIGHEST number is the most recent contact.
103
Describe the difference between Clinical Admin and Chronicles
Clinical Admin is a defined subset of master files. Chronicles starting point is to open a specific master file.
104
How can you select a record when you can't remember its name or ID?
Enter a "?" at the master file prompt, then enter Yes to see a list of records from the beginning.
105
How are Virtual Departments used?
Examples: East Hospital Business Office or East Hospital Respiratory Therapy
106
In which order does the system look to determine a user's composite profile at login?
user> Security class> department> System (specific to general)
107
WHat two pieces of information would you need to know about the Allergy Reaction feild in order to add an item to this category list?
number and INI
108
True or False: Hyperspace does not store patient data
True
109
to find out the Master file INI and item number of a category list, what do you do?
CTRL and click in field
110
to acccess a category list in Category List Maintenance activity, what information do you need?
INI (master file) and item number
111
True or False: A category list can have only one synonym
False
112
Types of categories and messages: Customer, extendible, and system
Customer:No Categories fully editible; Extendible: range of categories, some or editible; System: all categories, not editible
113
what is the correcsponding MF INI: | security class, Provider record, Role, user record, Profile
ECL, SER, E2R, EMP, LPR
114
True or False: You link the provider and user records together from within the provider record
False (User)
115
True or False: Every Provider has a corresponding user record?
False
116
True or False: A provider can only place orders within the departments listed in her provider record
False (scheduling is limited)
117
True or False: By marking someone as an Inpatient Ordering Provider in his provider record, you are giving him the ability to enter orders in Order Entry
False (you are indication that this provider can be listed as the ordering provider. Security class gives access to enter orders)
118
True or False: Security classes are linked to a user from within the user record
true
119
what three security classes do nearly all clinical users need?
EpicCare, In Basket, Shared
120
What is the main purpose of a user record?
Stores ID & password, Links all of the security records together for a user (does not contain licensing information)
121
An employee needs both a user and a provider record, which do you creat first? Why?
Provider record then user, more effiient to link existing provider record when in user record
122
True or False: the profile controls the options on the main toolbar
False (role does)
123
Name one way Chart Review can be affected by you profile
any of the following: tabs end user sees, the order of tabs,default filter on Encounters tab, available reports
124
What user records are configured in Hyperspace?
User and Role
125
What user records are configured in Clin Admin?
Provider, security classes and profile
126
In which order does the system look to determine a user's composite profile at login?
User> Security Class> Department? System Def (specific to general)
127
What two pieces of information would you need to know about the Allergy Reaction field in order to add an item to this category?
INI and Item number
128
True or false: The Departments field in the Provider record determines the user's default login department.
FALSE. Default login department is defined in the user record.
129
Where does Provider Type (from SER record) appear in Hyperspace?
When creating a new encounter. The Provider Type column is in the Record Select window when searching for a provider for a new encounter.
130
How is External Name from the SER record used?
External Name appears in Hyperspace when a clinician marks a section as reviewed.
131
How can a user look up clinicians based on demographic and clinical information in their provider records?
Use the Provider Finder Activity
132
How do you access the Provider Finder activity?
Epic button > Tools > Provider Finder
133
True or false: if a user is not using Cadence functionality, a Cadence security class doesn't need to be listed.
FALSE. Even if the user will not be using Cadence functionality, a Cadence security class must be listed in Cadence System for the user to be able to choose a department at login.
134
Describe where in text you duplicate a security class
Management Options > Utilities > Chronicles > ECL > Enter Data > Duplicate Classification
135
True or false: You cannot assign to a user (including yourself) a security class level higher than your own.
TRUE.
136
True or false: anyone who needs an Inpatient security class also needs an EpicCare security class.
TRUE. Not all security points are covered independently in these security classes.
137
When would an individual user record be linked to a profile record?
When the user needs profile settings specific to him/her.
138
When is a profile linked to an EpicCare security class?
To assign profile settings that are common to broad categories of users; e.g. all inpatient nurses or all radiology technicians.
139
When is a profile linked to a department record?
This is used mainly for users who might float among different departments or units and need different settings based on where they are working for the day.
140
What is the impact of linking System Definitions to a profile record?
This profile serves as the system default for everyone. Any setting not defined at a higher level profile will be found in the System Definitions level profile.
141
What is a composite profile?
The combined settings from certain profiles at each of the four levels (user, EpicCare security class, department, system defs)
142
Do profile settings give you access to Chart Review?
NO. EpicCare or Inpatient security classes grant access to Chart Review. Profiles define what you see within Chart Review.
143
How can you determine which Report IDs included in the Chart Review Encounter Reports?
Turn on the Report & Print Group Assistance report. | Epic > Help > Help Desk Reports > Report & Print Group Assistant
144
In Chart Review Tabs screen, what's a trick to populate the default tabs?
Hit F6 to have all of the default tabs populate the screen. Then delete any that are not wanted, and press F7 to insert a row as needed.
145
Name some of the Chart Review settings that profiles control.
Available tabs, encounters that are filtered out.
146
Name some of the Patient Summary, Patient Lists, and SnapShot settings that profiles control.
The reports you have available and the default reports on the activity toolbar.
147
Name some of the Preference Lists settings that profiles control.
The system preference lists of medications and other orders that you search in Order Entry. You can have separate preference lists for inpatient and outpatient orders.
148
Name some of the Documentation Flowsheet settings that profiles control.
The default flowsheet buttons in the Doc Flowsheet activity, as well as the flowsheets preference list.
149
Name some of the Orders-related settings that profiles control.
Whether you can: search the entire database when placing orders, have verbal orders by default, have the ordering and/or authorizing provider appear by default when you place an order. Also, which types of orders require diagnosis association, and what validation programming points are checked when you try to sign an order (check for dupes, etc.)
150
Why would you configure settings at the System Default profile level?
1. To make settings that are organization-wide 2. To serve as the default for settings made at more specific levels. 3. The more settings you can make in this profile, the fewer settings you have to make and maintain in more specific-level profiles.
151
Why would you configure settings at the Department profile level?
1. These profiles change based on the department a user chooses when logging into Epic.
152
Why would you configure settings at the Security profile level?
To apply settings that apply to an entire group of users. Settings at this level override settings made at the department level profile.
153
Why would you configure settings at the User profile level?
When a particular specialty needs a unique set of preference lists. The user level profile is the most specific, so any settings made here will override the same settings made at a lower level.
154
True or false: Only an Inpatient security class can be linked to a profile.
``` FALSE. Only and EpicCare security class can be linked to a profile. You cannot link In Basket, Shared, Inpatient, Rx, Emergency Department, Obstetrics, Home Health, Radiant, or any other type of security class to a profile. ```
155
True or false: user-level profiles should NOT be designed solely for individual users.
TRUE.
156
How can you find out which profiles make up the composite?
In Hyperspace: 1. Log in as the user for whom you want to know the composite profile. 2. Epic button > Help > Help Desk Reports 3. Double click "Session Information - IB Link" report 4. Profiles and levels are listed under the EpicCare Profile Information header.
157
Why must a Cadence security class be listed in a user record?
A Cadence security class must be listed in Cadence System for the user to be able to choose a department at login.
158
Would a licensed physical therapist at your organization have a provider record? Why or why not?
YES. | The physical therapist has a license that should be displayed, and might be scheduled with patients.
159
Name three places in Hyperspace where a provider's credentials will appear.
In the Allergies activity (or Allergies section of a navigator), where it notes who last reviewed the patient’s allergies. In the Med Documentation section of a navigator, where it notes who last reviewed the patient’s medications. In the History and Allergy sections of a navigator, where it notes who last reviewed the patient’s history. In the Notes activity, next to the name of each note’s author.
160
A second year resident working in the hospital can place orders for admitted patients, but needs a sign-off from the patient's attending provider. how would you set up the resident's provider record to represent this scenario?
"Meds Authorizing Provider" and "Orders Authorizing Provider?" fields would be set to No, but the "Inpatient Ordering Provider?" field would be set to Yes.
161
True or false: by marking someone as an Inpatient Ordering Provider in their provider record, you are giving them the ability to enter orders in Order Entry.
FALSE. You are indicating that this provider can be listed as the ordering provider for an order that someone enters into Epic. The security classes assigned to your user record give you the access to log into Hyperspace and enter orders.
162
What is the difference between making someone an authorizing or ordering provider?
"Authorizing provider" means that the provider can be legally and financially responsible for orders. It is not related to one's ability to sign an order. Signing is based on security.
163
What are the major settings in a user record that determines what the user can see or do in Hyperspace?
Security classes - grant access to activities in Hyperspace. Role - determines where the user will find activities in Hyperspace. Profile - configures what options the user has within activities.
164
Name three settings that must be made before a user can log into Hyperspace
``` Possible answers: Status must be active Password must be assigned Role must be assigned Login departments must be enabled (via Cadence System screen, Resolute PB screen, or departments listed in your provider record) ```
165
What two types of security classes will every user of Epic need (not just clinical users)
In Basket security class and a Shared security class.
166
Which type of security class grants a user access to EpicCare Ambulatory functionality?
EpicCare security class
167
What types of security classes would a physician who uses the ASAP Emergency Department application need?
``` In Basket Shared EpicCare Inpatient Emergency Department ```
168
Why do all users need to be assigned a Shared security class?
The Shared security class controls access to functionality that might be used by any of Epic's applications, including non-clinical ones like Cadence (scheduling) or Resolute (billing)
169
What is a Model security class?
A security class that is part of the Model system, designed by Epic to include the security points that would be needed by a given group of users.
170
You just removed the Problem List security point from the EpicCare security class to which a user is linked. When you log in as that user, he still has access to the Problem List activity. What might have caused this to happen?
One possible answer: Security changes don't take effect unless Hyperspace is restarted. You didn't exit Hyperspace completely and relaunch the application.
171
Your organization wants its hospital charge nurses to have administrative access to the Patient List activity (Inpatient security point 1 - Patient List Administrator). Otherwise, their access should be the same as that of other inpatient nurses (who use the Model IP Nurse Inpatient security class). How would you efficiently take care of this need?
Duplicate Model IP Nurse Inpatient security class and call the duplicate something like IP Charge Nurse. Add to the duplicate the desired security point. Link all of the charge nurses' user records to this duplicate security class.
172
Where are Orders preference lists created?
In the Preference List Composer in Hyperspace.
173
True or false: An end user can choose to see encounter types in Chart Review that have been hidden for convenience.
TRUE. Uncheck the Default filter.
174
How can I define the default report buttons that appear for an end user in the Patient Summary activity?
List the reports that should be the default buttons in the Startup Buttons field on the Patient Summary screen in the profile.
175
When the physicians at your organization review an office visit encounter with a cardiologist, they want to see a different report than they see for most office visits. How could this be accomplished?
In the Chart Review Encounter Reports table, add another line for the contact type of Office Visit, but include a specialty of cardiology. Then list the special report under the Reports column.
176
True or false: You are limited to a single outpatient and a single inpatient orders preference list in any given profile record.
FALSE.
177
What are the four levels of profiles? What order does the system search them to create the composite profile?
User, security, department, system default. In that order.
178
What type of security class can be linked to a profile?
EpicCare security class
179
True or false: any profile record can be attached at any level.
TRUE.
180
The workflow engine is currently configured to control what three patient workspace views?
Activity tabs (to the left of patient chart) More Activities menu Navigators
181
True or false: configuring and assigning Workflow Engine Rules eliminates the need for assigning role and profile records to users.
FALSE. User and profile records contain many more settings that are not contained within the Workflow Engine and are still necessary for complete configuration.
182
"If" statement specifies what?
Which properties of the patient encounter apply to that rule.
183
Another word for "if statement" is...
Condition
184
Path to Workflow Engine Rules
Hyperspace toolbar > Build Tools > Workflow Engine Rules
185
True or false: Each property used in the Workflow Engine is defined by a property record in the Properties (LRC) master file.
TRUE.
186
The "then" statement does what?
Tells the Workflow Engine what to do if the rule matches the properties specified in the "if" statement.
187
Another word for "then statement" is...
Directive
188
What master file are rules linked to in order for the Workflow Engine to use them?
The most specific profile record for the user, in the Profile master file.
189
What are three aspects of a patient encounter than can be altered based on a rule match?
Override or Extend More Activities menu, Change default activity, Change available navigators.
190
Can more than one rule be linked in a profile record?
NO.
191
True or False: If the patient encounter does not match conditions in a Workflow Engine rule, the system looks for a rule in the next level of the profile hierarchy.
FALSE. Settings found in the Role and compiled profile for the patient encounter will be used. The system will not look for additional Workflow Engine rules at other levels in the profile hierarchy.
192
Name two types of directives that can be specified in a workflow engine rule.
Set ToolSet | Add Navigators
193
What does the Set ToolSet directive do?
Define the attributes for the clinical toolset.
194
What does the Add Navigators directive do?
Allows you to add activity tabs and a single navigator for a patient workspace.
195
What does the workflow engine do?
Configures the patient workspace to make it more efficient for the end user.
196
How do you access the Workflow Engine Rule Editor
From the Hyperspace toolbar: Build Tools > Workflow Engine Rules > Edit a rule.
197
How is it useful to create a new contact for a workflow engine rule?
1. Allows you to track rule changes over time. 2. Gives you the ability to create and edit new, unreleased contacts for released rules without affecting users until you are ready to release (activate) the new contact.
198
How can you get the section names from an existing navigator already available in Hyperspace?
Hold down CTRL+ALT+SHIFT, then press and release F12. Keep holding CTRL+ALT+SHIFT and press F10. Wait a moment while the navigator refreshes. Your navigator should now display the section names as below.
199
True or False: To create a navigator, you work in the following master files: Section, Topic, and Template.
FALSE. All three of these are different types of records in one master file, LVN (navigators).
200
Fill in the blank: A navigator topic record links to navigator _______ records.
section
201
Navigator hierarchy high to low
Template Topic Section
202
Define Section record
The smallest unit of the navigator. A record which contains programming that pulls patient-specific information into the navigator.
203
Path to access sections, topics, and navigators
Clinical Administration > Navigators > Navigators
204
What is a Topic record?
Groupings of individual sections.
205
What are the two main purposes that topics serve?
1. Efficiency (can be reused in different navigatory templates) 2. Organization: Topics segregate a navigator's table of contents.
206
What is a template record?
It is what displays for the end user. The template record links the topics (and therefore sections) that appear to the end user.
207
True or false: only a topic record can be linked to a profile record or in the workflow engine rule.
FALSE. Only a template record can be linked to a profile record or in the workflow engine rule.
208
True or false: a template may sometimes be linked to only one topic.
TRUE.
209
True or False: a navigator template record can be linked to more than one topic record.
TRUE.
210
If you enter a caption of "Charting" in a navigator topic record, who will see that in Hyperspace and in what place will they see it?
It is what the end user sees as display text in their table of contents on their navigator.