52.0 Web Ordering Outreach 2.0


Title of Manual: Specimen Collection

Version No: 1.0

Title: Web Ordering: Outreach 2.0

Effective Date: 05/10/10
Revised Date: 06/23/14

Document #: GPA.SPC.52.0


I. PURPOSE

This document is a guideline of procedures for Outreach 2.0 ordering and results application. It is intended to outline the features and functions of Outreach 2.0. All major functionality is covered along with some of the convenience features of the application.

II. MATERIALS

Reagents

Supplies

Equipment

N/A

N/A

Computer with Internet Access
Internet Explorer
Adobe Reader or Adobe Acrobat


III. PROCEDURE

A. Logging In
1. Navigate to https://65.114.6.216/netoutreach/Login.aspx
2. Login using username and password provided by GPA IT

B. Major Features and Functions


Results Retrieval Window



1. Once logged in, the Results Retrieval Window is the first window viewable.
        a. Different filters (the filters are available in the dropdown box by Search Criteria; you may choose to
            look at all fields, patient name, DOB, etc.) may be used to retrieve Results in the Results Retrieval
            Window. Once your filters are set and you click ‘Run’ a list will be populated based on those filters.
           *If you wish to see all results, leave the Search Criteria blank and just put in the number of days back
             you wish to view.
        b. By clicking the Use Groups Field, Results may also be filtered on a client level. This function will
            only be available if you have access to multiple client’s results.
        c. When a report has been resulted in WP and is ready for viewing, the link to the left of the case
            will now say ‘View Report’ and will turn into a hyperlink. Once the link is clicked, a PDF of the
            report will now be viewable.
        d. To view reports in batches, check the batch all checkbox and click the ‘Batch’ button. All of the
            available reports will now be viewable in one window.
        e. The ‘Orders’ button allows you to move to the ordering portion of Outreach.

C. Orders Retrieval Window
1. Upon clicking on the ‘Orders’ button from the results portion of Outreach, you will be directed to the
    Orders Retrieval Window. This window may be used to view orders that have already been placed.


        a. ‘Select’ allows the user to re-access an already existing order to reprint a req or labels or
            make changes to the order (note: once the order is in accessioned status, you will no longer be able
            to edit the order).
        b. ‘New Order’ navigates the user to a new order.
        c. Use ‘Manifest Report’ to generate a manifest list of orders placed. See Below.
        d. Displays status of the order.
        e. Navigate back to Results portion of Outreach.
        f. View all procedures placed on a particular order. See Below



D. Key Ordering Items to Remember
1. Patient ID
        a. Do not fill in the Patient ID field. This field is automatically populated when the order is placed.
        b. If the client would like their MRN on the report, fill in the MRN field in the edit patient tab and this
            number will be filled in as the patient id along with the addition of the client’s code once the order
            is placed.



2. All fields with an asterisks are required fields
3. If you have any issues with login or with the application contact the helpdesk at
    helpdesk@gsopath.com

E. Placing an Order – Entering Demographics, Submitter, Billing Information
1. From the Orders Retrieval click New Order. This will take you to the Order Entry Screen.

Order Entry Screen


2. Set Submitter by clicking the Set Submitter button and choosing submitter
3. To input patient information, you must Search Patients from history and choose the correct patient or
    if the patient does not exist, you must create a new patient by clicking Edit Patient. See below.
        a. When choosing a patient from history, please ensure that the patient number corresponds with the
            MRN from the practice (if your practice does not send MRN’s to the lab, then you may use a
            Patient# that starts with a ‘W’, which is a generic ID created by the system). Otherwise, the
            Patient# will be the practice MRN followed by the practice code and our lab code.
            For example if your practice code is NC-AAZ0 and the patient MRN is 123456, then in outreach
            you would choose the patient from history with Patient# 123456.NC-AAZ0/NC01.



        b. Enter Billing information by clicking the Edit Billing button (if using a patient from history,
            the previous billing information will populate).
        c. To copy patient information to the Guarantor and Insurance information, use the Copy to Guarantor
            and Copy to Insurance buttons.
        d. If attaching a facesheet for billing information, set Carriercode to I-Bill/All by clicking the button
            beside CarrierCode and searching for insurance. Click Insurance Bill.



F. Placing a Clinical Order
1. Once all of the information has been set for the order choose Clinical Mode at the top of the Order
    Entry Screen
2. Click Edit Order

Clinical Order Screen


3. Set priority to either routine or Stat
4. The collection date and time will default to the current date and time. You may edit these if the order
    is being placed at a later time than the tests were ordered/drawn
5. Search for test being ordered by either name or code and click Run
6. Choose test by clicking Select. The tests selected will now populate into the list of ordered tests.
        a. If you would like to add this test to the list of commonly used items, click ‘Add selected to favorites’
            before selecting the test. You can populate up to 20 frequently used tests that will save in Outreach.
7. Add Icd9s by clicking the Edit ICDs button.
8. Enter a fasting status (yes or no) if it applies to the tests
9. Click ‘ok’
10. Once all required items for the order have been completed, you may click Place Order to complete
      the order.
11. At this point a pop-up will show to print the requisition. Click Print Req to print.

NOTE: If you wish to keep the same patient for multiple orders, click the ‘keep patient’ button on the Order Entry Screen and click ‘New Order’. All of the patient demographics and billing information will be retained for the next order.

G. Placing a Cytology or Histology Order

1. Set Order Mode to Pathology
2. Click Edit Order

Pathology Order Screen


3. Select Order Type that corresponds with the test being ordered (i.e. for a dermatology specimen,
    choose Histo-Dermatology, for a pap choose Cyto-Pap). Based on the Order type, the Pathology
    Order Screen will display items that will correspond specifically with that order type.



4. Set collection date and order priority
5. Items which have an asterisk are required fields. This also will change based on the order type. Fill in
    all required fields.
6. The Generic Source field for Histo orders will always be Electronic Order. Otherwise, choose the
    Source that corresponds with the Order. Input the exact location of the specimen in the Specimen
    Location Field.
7. Add ICD9s by clicking the Edit ICDs button
8. Some order types have additional questions. A Red hyperlink will appear at the bottom of the
    Pathology Order Screen. Click the hyperlink.



9. In the Order Entry Questions Screen, check all items that apply. If none apply, simply click OK.



10. Once all required items (fill additional information as provided) for the order have been completed,
      you may click Place Order to complete the order
11. At this point a pop-up will show to print the requisition. Click Print Req to print.

NOTE: If you wish to keep the same patient for multiple orders, click the ‘keep patient’ button on the Order Entry Screen and click ‘New Order’. All of the patient demographics and billing information will be retained for the next order.

H. Generating a Manifest
1. From the Orders Retrieval Window click the link for Manifest Report



2. On the Order Manifest Window choose the appropriate Report for the type of Manifest you would like
    to generate. There are three formats, one for Histo, Clinical and Cyto.
3. Set each of the filters based on the information that you would like to retrieve including date from and
    date to, submitter, and client.
4. For order type, choose only the order types that correspond with the manifest type you are running.
    For each Report Type you do not have to use all of the order types that correspond, but at least one
    should be chosen. Also, please only choose an order type that belongs with the Report type. See below.

Report Type

Order Type

Clinical Manifest

Clinical Order

Histo Manifest

Histo-Dermatology, Histo-Surgical

Cyto Manifest

Cyto-Ancillary, Cyto-Non-Gyn/FNA, Cyto-Pap


5. Once you have set all of your filters, click Process.
6. You may now view, save, or print your manifest



IV. QUALITY CONTROL

N/A

V. CALCULATIONS/CALIBRATION

N/A

VI. INTERPRETATIONS

N/A

VII. METHOD PERFORMANCE SPECIFICATIONS

N/A

VIII. REFERENCES

Psyche Medical Laboratory Software, e.lixa/e.outreach AP Manual. Psyche Systems Corporation; 2012/v2.1
Psyche Medical Laboratory Software, e.lixa/e.outreach Clinical Manual. Psyche Systems Corporation; 2012/v2.1

IX. RELATED DOCUMENTS

N/A

X. DOCUMENT HISTORY

X - MINOR REVISION
(Laboratory Director’s Signature on Original Subsequent Document Attached)

MAJOR REVISION
(Requires Laboratory Director & Department Director Signature - where applicable)

Reason for Change

7/8/13 New Document Control Format. Updated Outreach procedure to include Cytology and Histology Orders. Updated Outreach procedure to include new features in newest Outreach version.

6/23/14 Moved procedure to
Specimen Collection Manual



Laboratory Director

(Signature)

Date

Natalie Depcik-Smith, MD
(Print)



Department Director

(Signature)

Date

Robert M. Gay, M.D.
(Print)



Designee

Date

(Print)

(Signature)

(Print)

(Signature)

(Print)

(Signature)

(Print)

(Signature)

(Print)

(Signature)



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