Create Dictionary Items

Name – Type the name of the Allergy.

HL7 (Optional) – Type the Health Level Seven (HL7) identifier that is used to integrate the TransferCenterIQ™ application with other software products. This is a different identifier from the Admissions Discharges Transfers (ADT) identifier and the Capacity Management Suite^® solution HL7 identifier.

In Additional Information, enter notes about the service line that schedulers and those who view schedules might need to know, such as information about what to do if it is not possible to contact the on-call clinician or the back-up clinician. This information will appear on the schedules.

Example:  

If you cannot contact the on-call clinician, call x6514.

Details

1. In Name, type the name of the bed location.
2. In Abbreviation, you can type a shortened name for the bed location.
3. In Display Name, type the name that will appear on the user interface.
4. In Parent, you can begin typing the unit that includes the bed and select the unit from the list that appears.
5. Select Allow Bed Stacking if multiple patients may occupy this location at once, such as discharge lounges or nurseries.

Attributes

In this section, you can associate different characteristics with the bed location.

1. Location Type – Select a location type from the list.

• Home – The location that the patient occupies.

• Off Unit Location – This option is for future functionality that integrates with the TeleTracking® Real-Time Locating System solution and should not be configured at this time.

2. Bed Size – Select a bed size from the list, such as Adult, Child, or Crib.

3. Is Available – Indicate that the bed location is available to assign to a patient by selecting Yes. Select No if the bed is not available to assign to a patient. The default setting is Yes.

4. Holding – Indicate if the bed location is for a holding bed by selecting Holding Bed or Not Holding.

External Source IDs (Optional)

The TeleTracking IQ^® platform can be integrated with various external systems, such as ordering systems, scheduling systems, Real-Time Locating Systems (RTLS), and Admission, Discharge, and Transfers (ADT) systems. These systems may each use a different ID to refer to the bed location. For example, the scheduling system may identify the bed location as "E123" while the ordering system may identify the bed location as "EICU0233." The External Source IDs section in the Bed Locationdictionary allows you to define the bed location ID used by different external systems.

1. Select Add External ID to display the external source ID fields.

2. In External Source Name select the system's name from the list that appears. The list displays systems that the administrator has configured in the Platform Settings page > External Source Configuration section.

3. In External ID, type the name of the ID used by the external system to refer to the bed location.

When the external system that you selected sends data including the ID that you typed, the TeleTracking IQ^® platform will recognize the information and handle it appropriately.

After you type the name of the Case Type, select a background color from the Color drop-down list. The name of the Case Type will appear on the Cases list with the color background that you select.

After you type the name, select the Require Case Disposition Reason box if you want to require that users provide a reason for selecting the disposition. When users select the disposition, a blue asterisk appears next to the Reason field on the case's Outcomes tab > Disposition section after the case is saved. A check mark appears in the Require Case Disposition Reason column on the Disposition dictionary list. If users do not enter a disposition reason on the case's Outcomes tab, they will not be able to complete the case.

Type the name of the disposition reason. In Reason Usage, select the box next to the disposition type to associate it with the disposition reason. Your selections appear on the Disposition Reason dictionary list. In the transfer case, patient placement specialists can select only the disposition reasons that are appropriate for the disposition.

Facility Details – Typed the name and abbreviation (optional), enter the facility's address and phone number

Facility Classification – Select whether the facility is a Referring Facility (patients to be transferred from this facility ) or Target Facility (patients to be transferred to this facility). If the facility will be used in on-call scheduling, select Target. Referring facilities are relevant for patient transfers. You can select Referring in addition to Target. But you must select at least Target for on-call scheduling. You can also select a group of facilities to which the facility belongs in the Facility Category list. A facility category is a grouping of facilities with similar characteristics, such as Urgent Care Center or Nursing Home.

Facility Time Zone – Select the time zone in which the facility is located. When you select the appropriate facility time zone, it appears in the facility information box that users display by selecting the i icon () next to the facility name in the TransferCenterIQ™ application.

Facility Notes – Select Add a Note to add a new note, or if you are editing or clearing a previously entered note, select the pencil () icon next to it. The Facility Notes field becomes active, and you can type up to 3000 characters that will appear when users select the i icon () next to the facility's name in the TransferCenterIQ™ application. As you type, text below the field displays the number of remaining characters, the date and time of the latest change, and who made the edit.

External Source IDs – (Optional) The TeleTracking IQ^® platform can be integrated with various external systems, such as ordering systems, scheduling systems, Real-Time Locating Systems (RTLS), and Admission, Discharge, and Transfers (ADT) systems. These systems may each use a different ID to refer to the facility. For example, the scheduling system may identify the facility as "R123" while the ordering system may identify the facility as "East End Rehabilitation." The External Source IDs section in the Facility dictionary allows you to define the facility ID used by different external systems.

1. Select Add External ID to display the external source ID fields.

2. In External Source Name select the system's name from the list that appears. The list displays systems that the administrator has configured in the Platform Settings page > External Source Configuration section.

3. In External ID, type the name of the ID used by the external system to refer to the facility.

When the external system that you selected sends data including the ID that you typed, the TeleTracking IQ^® platform will recognize the information and handle it appropriately.

Facility Service Lines – Associate the facility with the services lines that are available at that facility. This step is part of streamlining the scheduling process in the On-Call Scheduling™ application. Later, you will associate the facility with the enterprise (optional) and with the users who have the Service Line Owner and Schedule Viewer roles and need access to on-call schedules at this facility.

1. Under Facility Service Lines, in Add Service Line begin to type the service line name to display a list.
2. In the list that appears, select the name to place it in the Available Service Lines list on the right.

3. To remove a service line from the Available Service Line list, move your mouse cursor over the name to display an X, and then select the X.

Name – Type the name of the Isolation.

HL7 (Optional) – Type the Health Level Seven (HL7) identifier that is used to integrate the TransferCenterIQ™ application with other software products. This is a different identifier from the Admissions Discharges Transfers (ADT) identifier and the Capacity Management Suite^® solution HL7 identifier.

Name – Type the name of the Medical Alert.

HL7 (Optional) – Type the Health Level Seven (HL7) identifier that is used to integrate the TransferCenterIQ™ application with other software products. This is a different identifier from the Admissions Discharges Transfers (ADT) identifier and the Capacity Management Suite^® solution HL7 identifier.

Name – Type the name of the Organism.

HL7 (Optional) – Type the Health Level Seven (HL7) identifier that is used to integrate the TransferCenterIQ™ application with other software products. This is a different identifier from the Admissions Discharges Transfers (ADT) identifier and the Capacity Management Suite^® solution HL7 identifier.

After you have typed the name of the Specialty, in the Associated Service Line field, begin typing the name of the service line that the specialty is part of. Select the service line from the list that appears.

Standalone Mode

You can create payor dictionary items if the TeleTracking IQ^® platform is not integrated with the Capacity Management Suite^® solution. At the same time that you create a payor, you can associate the payor with a payor category. Do the following to create payors:

1. Select Add Entry to display the Add Entry dialog box.
2. In the Name field, type the payor's name.
3. In the Category field, begin typing the name of the payor's category and select the category name from the list that appears. The list displays the entries from the Payor Category dictionary list.
4. Select Add Entry.

If a payor is not associated with a payor category, double dashes (--) appear in the Payor Categories column.

If your health system is in the United States:

1. Select the Manage Payor Categories link to go to the Payor Category dictionary to add or update payor categories.
2. Select Add Entry to display the Add Entry dialog box and type the name of a payor category. Select Add Entry to add a new row to the Payors Category dictionary with the name that you typed. The Payor column displays the number of payors that are associated with the payor category.
3. Select the Manage Payors link to go to the Payors dictionary. Associate payor categories to payors in the Payors dictionary.

The integration mode of the TeleTracking IQ^® platform determines how you add physicians to the Physician dictionary:

• Not Integrated / Standalone — If the TeleTracking IQ^® platform is not integrated with either the classic TransferCenterIQ™ application or the Capacity Management Suite^® solution, then type the PhysicianName, Address, Email Address, Primary Contact Method, Phone Number, and Extension. You can also select Add another contact method to add Secondary and Tertiary Contact Methods and numbers. The contact method appears on the Physician dictionary list in parenthesis after the primary contact number. Select whether the physician is a Referring Physician (refers patients to another facility) or Targeting Physician (accepts patients into a facility). For on-call scheduling, it does not matter whether the physician is targeting or referring. Targeting and referring physicians are relevant for patient transfers.Making this selection allows the physician to appear in the application for users to select. Users can select any type of physician, targeting or referring, from any physician drop-down list.

Physician Notes – Select Add a Note to add a new note, or if you are editing or clearing a previously entered note, select the pencil () icon next to it. The PhysicianNotes field becomes active, and you can type up to 3000 characters that will appear when users select the i icon () next to the physician's name in the TransferCenterIQ™ application. As you type, text below the field displays the number of remaining characters, the date and time of the latest change, and who made the edit.

Note:  

You cannot enter Physician Notes if your health system has the standalone TransferCenterIQ™ application integrated with the Capacity Management Suite^® solution. Instead, you can add Physician Notes from the physician's information dialog box in the case's Target Communication tab as described here.

• Integrated with the Capacity Management Suite^® solution or the classic TransferCenter™ application — If the TeleTracking IQ^® platform is integrated with either the classic TransferCenter™ application or the Capacity Management Suite^® solution, one of these two sources automatically supplies the physician information. Changes to physician information must be made in the application where the physician was originally created, either the classic TransferCenter™ application or the Capacity Management Suite^® solution.
  
  
• Integrated with the National Provider Identifier Registry (NPI):

If your health system is in the United States and integrated with the National Provider Identifier (NPI) Registry, the Search for a new physician link appears below the physician's name field. Do the following to add the physician to your health system's Physician dictionary:

1. Select Search for a new physician to display the Search for new physician dialog box.
2. Do one of the following:

• Type a minimum of two letters in one or more of the following fields: Last Name, First Name, Taxonomy (physician's primary specialty), State.
  

• Type all ten digits or the NPI Number. Do not enter any other criteria.

3. Select Search to display the results that match the criteria that you entered. You can sort the results by selecting the column headings.

Note:  

The search results originally appear sorted by their relevancy to the criteria that you entered.

4. Select Add next to the physician for which you want to display the physician's information. If a physician has more than one taxonomy, all the taxonomies appear separated by commas with the primary taxonomy appearing first. Hold your mouse over the physician's taxonomies that are followed by ellipses (...) to see the complete list in a tool tip.

The physician's information appears on the Add Entry page. The National Provider Identifier Registry automatically supplies the physician information, which appears in gray, view-only fields. However, you can update the Contact Information and Contact Methods including the Email Address, Primary Contact Method, Phone Number, and Extension. You can also select Add another contact method to add Secondary and Tertiary Contact Methods and numbers.

Physician Notes – Select Add a Note to add a new note, or if you are editing or clearing a previously entered note, select the pencil () icon next to it. The PhysicianNotes field becomes active, and you can type up to 3000 characters that will appear when patient placement specialists select the i icon () next to the physician's name in the TransferCenterIQ™ application. As you type, text below the field displays the number of remaining characters, the date and time of the latest change, and who made the edit.

Unit Information

1. In Name (required), type the name of the unit.
2. In Abbreviation (optional), you can type an abbreviation for the unit.
3. In Parent Facility (optional), you can begin typing the facility that includes the unit and select the facility from the list that appears.
• Automatically UnOccupy Bed on Leave – This option is for future functionality that integrates with the TeleTracking® Real-Time Locating System solution and should not be configured at this time.
4. In Phase(s) Of Care (optional), you can select the phases of care that the unit performs, such as Registration, Prep, Procedure, PACU, or Recovery. If you select Registration or Procedure, you can not select another phase of care to share the unit. If you select the Prep, PACU, or Recovery, you can select more than one phase of care to share the unit.
   If the unit is shared by phases of care before and after the Procedure phase, an addition configuration section appears:
   • Automatically hold bed assignments – Select this option if the bed assignments should not be cleaned when the patient leaves Prep. Instead, the bed assignments will be reserved by default for when the patient returns from a different phase.
   • Do not automatically hold bed assignments – Select this option if the bed assignments should be cleaned after the patient leaves Prep. The bed assignments are not held by default when the patient leaves the Prep phase.
5. In Unit Category – Type the grouping of similar characteristics to which the unit belongs, such as Women's Care or Surgical.

Service Lines

In this section, you associate a hospital service or medical specialty with the unit, such as Cardiology, Oncology, Obstetrics, General Medicine, or Orthopedics.

Select Add Service Line to display the following fields:

Service Line – Begin typing the name of the hospital service and select it from the list that appears.

Level of Care – Type the degree of care that the patient requires, such as Intermediate, Acute, or Critical.

To remove a service line, select the trash can icon () next to its row.

External Source IDs (optional)

The TeleTracking IQ^® platform can be integrated with various external systems, such as ordering systems, scheduling systems, Real-Time Locating Systems (RTLS), and Admission, Discharge, and Transfers (ADT) systems. These systems may each use a different ID to refer to the unit. For example, the scheduling system may identify the unit as "E3" while the ordering system may identify the unit as "Third Floor Maternity." The External Source IDs section in the Unit dictionary allows you to define the unit ID used by different external systems.

1. Select Add External ID to display the external source ID fields.

2. In External Source Name select the system's name from the list that appears. The list displays systems that the administrator has configured in the Platform Settings page > External Source Configuration section.

3. In External ID, type the name of the ID used by the external system to refer to the unit.

When the external system that you selected sends data including the ID that you typed, the TeleTracking IQ^® platform will recognize the information and handle it appropriately.