RESULTS REPORTING MANUAL Hospital Births Newborn Screening Program June 2016
CONTENTS GETTING STARTED... 1 Summary... 1 Logging In... 1 Access For New Hires... 2 Reporting Parental Refusals... 3 Adding Patient Records... 3 Searching For Patient Records... 4 Managing Transfers... 6 HEARING SCREENING... 9 Initial Setup of OZ Telepathy EHDI software... 9 Exporting Hearing Screening Results... 10 Reviewing Patient Records... 11 Resolving Unmatched Hearing Screening Results... 13 Adding Primary Care Provider Information... 14 Adding Follow-up Appointment Information... 17 Hearing Screening Reporting in Manual Entry Mode... 19 PULSE OXIMETRY SCREENING... 22 Pulse Oximetry Screening in Streaming Mode... 22 Pulse Oximetry Screening in Manual Entry Mode... 27 Reviewing Patient Records... 30 Resolving Unmatched Pulse Oximetry Screening Results... 31 Adding Missing Pulse Oximetry Screening Results... 33 Adding Echocardiogram Information... 36 CONTACTS For password help and technical support: OZ Systems Helpdesk 888-727-3366 ozhelp@oz-systems.com For training and screening program support: Newborn Screening Program 651-201-5466 or 1-800-664-7772 health.newbornscreening@state.mn.us 2016 Minnesota Department of Health and OZ Systems. All rights reserved.
GETTING STARTED SUMMARY This manual reviews how birth center staff use the MNScreen website, OZ Telepathy EHDI software, and OZ Telepathy CCHD. MNScreen is an electronic reporting system for newborn hearing and pulse oximetry screening results. Demographic information submitted in real time from EMR via OZ NANI Patient records and submitted screening results can be viewed in the MNScreen website. Pulse oximetry screening results submitted at the time of screening by nurses via OZ Telepathy CCHD Hearing screening results batch submitted daily by data managers via OZ Telepathy EHDI LOGGING INTO MNSCREEN To log into MNScreen, you will need an internet connection and your MNScreen username and password. Each user needing access to the MNScreen system at your facility will have an individual account. The Newborn Screening program will provide usernames and passwords to data managers needing access to the MNScreen website. You will be asked to change the password during your first login. For information on creating accounts and access for new hires, refer to ACCESS FOR NEW HIRES on page 2. MNScreen Site https://www.mnnewbornscreening.com/mn/index.aspx Username Password Please record your password in a safe place where other users will not have access to it. If you are having trouble accessing the MNScreen website, please check that you are connected to the internet before contacting the OZ Systems Helpdesk. If other websites are working and MNScreen is unavailable, contact the OZ Systems Helpdesk at 888-727-3366. MNScreen has strong password requirements. Your password is case sensitive and must meet the following criteria: 1. Be between 6-35 characters 2. May not contain the username or any part of the users full name 1
3. Must contain at least three of the following: a. Uppercase letters b. Lowercase letters, c. Numbers, and/or d. Special characters. 4. May not be same as your last six passwords A user may not change his/her password more than once every two days. You will be asked to change your password during your first login and every 120 days thereafter. If you forget your password, contact the OZ Systems Helpdesk at 888-727-3366 ext 3. OZ Systems answers the phone 8am-5pm M-F and will respond to voice messages on the following business day. ACCESS FOR NEW HIRES Individual user accounts must be created in MNScreen for data managers and all staff who perform pulse oximetry screening with the OZ Telepathy CCHD software. NOTE: For data manager level access to the MNScreen website (used to view patient records, fix user errors, create user accounts), contact the Newborn Screening Program at health.newbornscreening@state.mn.us or 651-201-5466. Contact in your hospital for access to submit pulse oximetry screening results through the OZ Telepathy CCHD software. Follow the directions below to add a new user and assign access to submit pulse oximetry screening results on behalf of your facility. If a new hire was a MNScreen user at a previous facility, skip to step 4. Step 1: Click Admin tab on the left menu bar. Click Add User. Step 2: Enter the user s details. Assign User Login Name. We suggest using the employee s login name or identification number associated with other applications. User Login Names must be 6 characters or more. Assign User Password and Confirm Password. Please create a secure password. Enter Title, Last Name, and First Name of the new user. Remaining fields are optional. Step 3: Click Save. This user now has a MNScreen account. Step 4: Click Admin tab on the left menu bar. Click Manage Screeners. Step 5: Scroll down. Click Add a Screener. Step 6: Search for the user. Click Submit Search Criteria. Step 7: Click Select next to the correct user. All MN birthing facilities have access to this user database. Please check that you are selecting the correct user. 2
Step 8: Assign access rights by checking the box next to CCHD. This user will only have access to submit pulse oximetry screens through the OZ Telepathy CCHD software. Step 9: Click Save. The screener will be listed on the Managing Screeners page. All users who have access to your facility will be listed on the Manage Screeners page. NOTE: Click Delete after the user s name to take away access to your facility. REPORTING PARENTAL REFUSALS Parents who choose to refuse any part of newborn screening (bloodspot screening, hearing screening, and/or pulse oximetry screening) must complete and sign the Parental Refusal of Newborn Screening form found here: http://www.health.state.mn.us/divs/phl/newborn/materials/education.html. Birthing facilities must send a copy of the signed form to the Newborn Screening Program. No action is required in MNScreen from birthing facilities for refusals. Once the signed form is received, Newborn Screening Program staff will mark the patient s MNScreen record as a refusal. ADDING PATIENT RECORDS Patient records will be added to your facility s MNScreen site by OZ System s Newborn Admission Notification Information (OZ NANI ). OZ NANI transports near real time HL7 standard based Admission Discharge and Transfer (ADT) messages from your facility s electronic medical record system to MNScreen. All communication between OZ NANI and MNScreen is SSL encrypted. OZ Systems has worked with your IT staff to establish OZ NANI in your facility or hospital system. Patient demographic information will be sent to MNScreen by OZ NANI and patient screening results will be sent directly from the screening devices through the OZ Telepathy CCHD and OZ Telepathy EHDI software in most facilities. If you notice that a patient was born in your facility but does not have a record in MNScreen, contact the OZ Systems Helpdesk (888-727-3366). NOTE: Do not add patient records manually unless the patient was born at home or out-of-state and your facility has screened the patient. To manually add a patient record, follow the steps below. Step 1: Click Patients tab on the left menu bar. Click Add Patient. 3
Step 2: Enter the following information at a minimum: Patient s Last Name Patient s Medical Record Number Patient s Date of Birth Gender Time of Birth Gestational Age Contact s Last Name Contact s Relationship (defaults to Mother) Enter all information if known! Step 3: Click Save and Finish. You will be brought to the patient s record and can now add screening results. SEARCHING FOR PATIENT RECORDS Step 1: Click Patients tab on the left menu bar. Click New Search. Step 2: Enter your search criteria. You can search by demographic information, location of patient, and/or screening results status. To search by screening results status, click on the buttons under Hearing or CCHD and Birth Conditions and select the desired outcomes in the field boxes. 4
Step 3: Scroll down. Click Submit Search Criteria. A list will generate of all patients meeting your search criteria. Step 4: Click View next to a patient to view the patient s record. 5
MANAGING TRANSFERS Transfers in - Other hospitals can transfer patient records to your hospital s MNScreen website. To report screening results on these transferred patient records, you must accept the records in MNScreen. Step 1: Click Transfers. Click Transfers In. Step 2: Check in your hospital EMR if the baby was transferred to your nursery. Click the check box next to the patient records for patients that were transferred to your nursery. Click Accept Selected Transfers. Your hospital will now have access to these patient records to add screening results. Transfers out - If a patient was born in your hospital but transferred prior to screening, transfer the patient record to the receiving birth facility. Locate the patient record by following directions in SEARCHING FOR PATIENT RECORDS on page 4. Then follow the directions below. Step 1: Under Professional Contacts, click Transfer Patient. Step 2: Follow the steps listed. In the Select a Service bar, click Birth Screen Provider. Click Search for a Place. Click Locate Professional Contact. 6
Step 3: A search box will pop up. Type in the Facility Name of the facility that you want to add to the patient s record. Check that the State field is correct. Step 4: Click Submit Search Criteria. Step 5: Click Select next to the correct hospital. Step 6: The search box will close. The hospital will now be listed in Step 2: Select Professional Contact box. Click Save & Return to Demographics Information Page. 7
You will now return to the patient s record where the hospital will be listed under Professional Contacts. The hospital will remain gray until the hospital accepts the patient record as a transfer in MNScreen. NOTE: To view patient records that your hospital has transferred out, click Transfers on the left menu bar. The Transfers Out Complete tab lists transfers that have been accepted by the other hospital. After the hospitals accepts your transfer, you will no longer have access to the patient s record. The Transfers Out Pending tab lists transfers that have not yet been accepted by the other hospital. If your hospital transfers to an out-of-state hospital, all transfers will remain in the Transfer Out Pending tab. Out-of-state facilities do not have access to the MNScreen website at this time, but MN hospitals should continue to report patient transfers so the Newborn Screening Program can follow-up on patients appropriately. The Newborn Screening Program will also monitor transfers among birth facilities and merge duplicate patient records. 8
HEARING SCREENING INITIAL SETUP OF TELEPATHY EHDI SOFTWARE The OZ Telepathy EHDI software will be installed by your facility IS/IT team. After installation, the Telepathy EHDI software will appear on your computer s task bar in the lower right hand corner. Each data manager will need to complete the following steps once on every computer the Telepathy EHDI software is installed on. Steps must be completed before the data manager exports hearing screening files off your hearing screening device for the first time. Step 1: Open the OZ Telepathy EHDI software by clicking once on the Telepathy EHDI icon (red OZ icon) on your task bar. A small window will open next to the OZ icon. Step 2: Hover mouse over Screener. Select General User. If your name appears on the list, select your name. Step 3: Hover mouse over Technology. Select your hospital s specific screening equipment from list. Step 4: Hover mouse over Test Location. Select Inpatient. Step 5: Hover mouse over Hearing Screen Type. Select Birth Screen. Step 6: Turn ON the software by selecting the ON/OFF slider button at the bottom of the window. NOTE: Screenshots are from an MDH computer. Your Source and Destination Folder will be different than what is pictured here. Step 7: Close the software window by clicking outside of the software window box. Do not click Exit! Clicking Exit will turn OFF the software. All other settings were set up by your biomed or IS team when 9
installing the OZ Telepathy EHDI software. You are now ready to export hearing screening files off your hearing screening device! EXPORTING HEARING SCREENING RESULTS Reporting hearing screening results by exporting hearing files from your hearing screening device will not have a major impact on your facility s current hearing screening workflow. Screeners will need to correctly enter the patient s medical record number and last name (typically mother s last name at the time of screening) at a minimum into the hearing screening device at the time of screening. Data managers will export files from your hospital s hearing screening device and import files into the MNScreen website through the OZ Telepathy EHDI software by following the general steps below. Your workflow may differ depending on your specific device. NOTE: Prior to exporting hearing screening results for the first time, each data manager will need to setup the Telepathy EHDI software by following INITIAL SETUP OF TELEPATHY EHDI SOFTWARE on page 9. Step 1: Export the hearing screening results from your screening device to the computer folder. Birth facilities will need to work with their biomed and IS/IT staff as well as the manufacturer of your hearing screening device to determine the best workflow for exporting hearing screening results from your specific device. Step 2: Login to the computer where Telepathy EHDI is installed. Step 3: Click on the OZ Telepathy EHDI software icon (red OZ icon) on the right hand side of the computer task bar. The Telepathy EHDI software will use the patient s last name and medical record number to match the hearing screening result files to the patient record in MNScreen. Step 4: Confirm that the green Status bar changes to Success. 10
REVIEWING PATIENT RECORDS You can check the MNScreen website to verify that screening results matched with the correct patient records. Step 1: Search for and view a patient record following directions in SEARCHING FOR PATIENT RECORDS on page 4. You are now viewing this patient s MNScreen record. The patient s name and medical record number are at the top of the record and demographic information is below. The mother s contact information is listed under Primary Contact Details. Your hospital is listed as the birth screen provider under Professional Contacts. Step 2: Scroll down and expand the Hearing ribbon at the bottom of the record by clicking the plus symbol. The latest hearing screening results will show. The Hearing Outcome will show as In Process 11
until passing hearing screening results or a confirmed hearing loss diagnosis are submitted to the patient s MNScreen record. The Hearing Outcome will be In Process if the patient is discharged from your hospital with refer hearing screening results. The patient s Hearing Outcome will change to Normal Hearing automatically when passing hearing results are submitted to the patient s MNScreen record. Step 3: To view all submitted screening results, click Case Details. 12
Step 4: Click Save & Return to Child Information Page to return to the patient s record. RESOLVING UNMATCHED HEARING SCREENING RESULTS Exported hearing result files will not match to a patient s MNScreen record if the incorrect last name or incorrect medical record number was entered in the screening device at the time of screening. It is important to assign these unmatched hearing result files to the correct patient records in MNScreen. Step 1: Click Patients in the left menu bar. Click Telepathy EHDI Results. All unmatched hearing result files will be listed in a queue to be assigned to a patient record. Step 2: Results can be filtered by date of import, date of screen, and name. To match results to a patient record, click Assign. Step 3: Search for the correct patient record. Remember, results will not have matched to records due to the screener entering the incorrect last name or medical record number into the hearing screening device at the time of screening. Try searching with the Medical Record No or Last name field. Try searching by mother s last name. Click Submit Search Criteria. Step 4: When you find the correct patient record, click Select next to the patient s name. The hearing result files will now populate this patient s MNScreen record and disappear from the Telepathy EHDI Results queue. 13
Repeat steps 1-4 for all results in the Telepathy EHDI Results queue. If you cannot find the correct patient record in MNScreen for the hearing result file, leave the hearing result file in the queue to resolve at a later date. ADDING PRIMARY CARE PROVIDER INFORMATION Clicking on the Out Patient Screening button in the Patient Journey tab will generate a list of all patients who have been discharged from your hospital and have incomplete hearing records. Patients may be on this list for the following reasons: A. The patient was transferred to a different facility and is missing hearing screening results (no results reported) B. The patient referred/did not pass the hearing birth screen It is important to review this list to ensure all patients have a complete MNScreen hearing record. To generate this list, click Patients on the left menu bar, Patient Journey, and Out Patient Screening under Appointments. Review records on the list by clicking View next to the patient s name. Scroll down and expand the hearing ribbon by clicking the plus symbol to review hearing results submitted. The Outcome will say In Process. The following scenarios may show up on this list. A. The patient was transferred to a different facility. If the patient was transferred to a different facility prior to receiving a hearing screen, transfer the patient s record in MNScreen. Check in your EMR where this patient was transferred to. Then follow directions in MANAGING TRANSFERS on page 6 to transfer this patient record in MNScreen to the receiving birth facility. 14
B. The patient has refer hearing screening results (highlighted in red). If a patient has been discharged from your hospital and referred/did not pass the hearing birth screen, enter primary care provider information and outpatient screening or audiology referral information by following the steps below. Step 1: Click Add Professional Contact under Professional Contacts. Step 2: Use the drop-down menu to select the service that the professional contact provides (PCP/Medical Home). Step 3: You can search by the primary care provider s name by selecting search for a person or by the clinic name by selecting search for a place. Click Locate Professional Contact. 15
Step 4: A search screen will pop up where you can enter search criteria. Type in the name of the primary care provider or clinic that you are searching for in the Facility Name field box. Step 5: Click Submit Search Criteria. Step 6: Click Select next to the correct person or place. Step 7: The facility will now be listed in Step 2: Select Professional Contact box. Click Save & Return to Demographics Information Page. 16
You will now return to the patient s record where the contact will be listed under Professional Contacts. ADDING FOLLOW-UP APPOINTMENT INFORMATION If your hospital makes referrals or appointments for patients to receive an outpatient rescreen or see an audiologist, perform the following steps in addition to ADDING PRIMARY CARE PROVIDER INFORMATION on page 14. Step 1: Click Add Professional Contact under Professional Contacts. Step 2: Use the drop-down menu to select the service that the professional contact provides (OP Screening or Audiologist). Step 3: Select search for place. Click Locate Professional Contact. Step 4: A search screen will pop up where you can enter information on the person or place you are searching for. Click Submit Search Criteria. Click Select next to the correct person or place. Step 5: Click Save & Return to Demographics Information Page. You will now see the contact listed under Professional Contacts. 17
Step 6: To enter scheduled appointment information, scroll down and expand the blue Hearing ribbon by clicking on the plus symbol. Click Case Details. Step 7: Next to the Outpatient row, Required Not Scheduled will be listed. Click Edit. Step 8: Select the facility where the appointment is scheduled at. Your hospital and the professional contacts that you have added to the patient s MNScreen record will be listed. 18
Step 9: Enter the appointment date and time and any other notes for this appointment. Click Save & Return to Hearing Page. You do not need to enter and Appointment Due Date. Step 10: Click Save and Return To Child Information Page. HEARING SCREENING REPORTING IN MANUAL ENTRY MODE If your hospitals is using Telepathy EHDI and exporting hearing screening results from your device, DO NOT follow directions in this section. Reporting of hearing screening results in manual entry mode has been approved temporarily in few hospitals under special circumstances based on hearing device capabilities, birthrate, and past reporting record. Screeners should not enter results manually unless your hospital has been approved by the Newborn Screening Program to temporarily use this method. Step 1: After performing a hearing screen on a patient, log in to MNScreen and locate the patient s record. Click Patients on the left menu bar, New Search, and search for the patient record. Click View next to the correct patient record. Step 2: Expand the Hearing ribbon by clicking the plus symbol. Click Case Details. Step 3: Click Enter Manual Screening Results on the Case Details page. Previous screening results will be listed on the Case Details page. 19
Step 4: Select Testing Location. In Testing Services Provider, select your hospital from the drop down list. Select the Testing Technique and the Technology Employed. You do not need to select Equipment Used. Select the hearing results from your screening device for the left and right ear. Enter the date/time of the screen. Select Birth Screen in Test Type field. Your name will default as the Screener. Click Save. Step 5: All screening results will be listed on the Case Details page. 20
Step 6: Click Save & Return to Child Information Page. The latest screening results will show on the patient record. The patient s hearing status will show as In Process until the patient passes a hearing screen in both ears. All hearing screen results must be reported in MNScreen. If a patient receives a rescreen in your hospital, enter the results in the same way as the initial screen by following Steps 1-5. You can setup a portion of the hearing screening details (testing location, testing services provider, testing technique, technology employed) so the values will default and you will not have to click and select each time you enter hearing screening results. Step 1: Click on the Admin tab on the left menu bar. Click on Edit User Profile. Your Profile Page will open. Step 2: Scroll down to Device Defaults. Click on the box with an ear. Step 3: A box will pop up. Select the correct fields from the drop down boxes. The select equipment ID field is not required. If you purchase new hearing screening equipment, change the fields to match your screening equipment. Click Save. Step 4: Your selection will now populate on your profile page. Scroll down to the bottom of the page and click Save. Step 5: You must logout of your MNScreen account and log back in to see these changes. When you enter hearing screening results, the top of the page will now auto-populate with the fields you selected. 21
PULSE OXIMETRY SCREENING PULSE OXIMETRY SCREENING IN STREAMING MODE Your computer must be connected to the internet to submit pulse oximetry screening results through the OZ Telepathy CCHD software. All pulse oximetry screens and rescreens should be reported by following these steps. Step 1: Connect your pulse oximeter device to your computer if not connected already. Step 2: Turn on your pulse oximeter device. Log in to your computer. Open the OZ Telepathy CCHD software on your computer. Step 3: Attach the pulse oximeter sensor to the patient s right hand or either foot. Step 4: Click Patient and New in the upper left corner of the OZ Telepathy CCHD software. Step 5: Search for the patient in the Last Name field box by typing the first three letters of the patient s last name or by typing the patient s MRN in the Medical Record Number field box. OZ Telepathy CCHD will provide suggested MNScreen patient records to select from. Only newborns in your nursery who are due for a screen or rescreen will appear on the drop down list. Select the correct patient from the drop down list. The patient s demographic details will automatically populate. You must select from the drop down list to match screening results to the patient s record in MNScreen! NOTE: If you cannot find the patient, try searching in the Last Name box with mother s last name and any changes to the last name. Try searching in the Medical Record Number box with the patient s medical record number. If you still cannot find the patient, type in the full Last Name, First Name, MRN, Gender, Date of Birth, and Time of Birth of the patient. Then proceed to Step 6. Step 6: Select whether this is Screen 1, Screen 2, or Screen 3. Click Next. The software will not detect if a previous screen was performed. Screeners must know which screen they are performing. 22
Step 7: OZ Telepathy CCHD will now begin streaming values from your pulse oximeter device. Click the hand icon to collect preductal results. Click the foot icon to collect postductal results. If you are unable to click on the hand or foot icon, confirm that the Device icon at the bottom of the software is blue and then click New Collection. If the Device icon is red, wait 15-30 seconds to allow time for the software to detect the pulse oximeter device and for the icon to turn blue. 23
If you receive the following error message Oximeter connection not detected. Please verify the connection. confirm that your pulse oximeter is connected to your computer. Click Retry. Step 8: Click New Collection. Repeat Step 7 for either the hand or foot depending on what was previously measured. 24
Step 9: Click Next after collecting hand and foot measurements. 25
Step 10: Enter the Screener s Last and First Name. Enter your name exactly as it appears in your MNScreen account. You must capitalize the first letter of your last and first name. The screening date and time will populate with the current date and time. Step 11: A suggested outcome based on MDH s pulse oximetry screening algorithm will show to the right of Outcome. Select the suggested outcome from the drop down menu. Step 12: Click Submit Screening. The Screening Successfully Submitted page will pop up. Click Close. Step 13: Exit out of the OZ Telepathy CCHD software! 26
PULSE OXIMETRY SCREENING IN MANUAL ENTRY MODE All pulse oximetry screens and rescreens should be reported by following these steps. Your computer must be connected to the internet to submit pulse oximetry screening results through the OZ Telepathy CCHD software. Step 1: Log in to computer. Step 2: Open OZ Telepathy CCHD software located on the task bar. Step 3: Click Patient and New in the upper left corner of the application. Step 4: Search for the patient by typing the first three letters of the patient s last name in the Last Name field box or by typing the MRN in the MRN field box. OZ Telepathy CCHD will provide suggested MNScreen patient records to select from. Step 5: Select the desired patient from the drop down list. The patient s demographic details will automatically populate. Only newborns who are due for a screen or rescreen in your nursery will appear on the drop down list. You must select from the drop down list to match screening results to the patient s record in MNScreen! NOTE: If you cannot find the patient, try searching in the Last Name box with mother s last name and any changes to the last name. Try searching in the Medical Record Number box with the patient s medical record number. If you still cannot find the patient, type in the full Last Name, First Name, MRN, Gender, Date of Birth, and Time of Birth of the patient. Then proceed to Step 6. Step 6: Select whether this is Screen 1, Screen 2, or Screen 3. Click Next. The software will not detect if a previous screen was performed. Screeners need to know which screen they are performing. 27
Step 7: Attach the sensor to the patient s right hand or either foot. Wait a few seconds to get a steady reading on your pulse oximeter device. Enter the oxygen saturation, heart rate, and perfusion index (if known) into the OZ Telepathy CCHD software. Step 8: Repeat Step 7 for either the hand or foot depending on what was previously measured. 28
Step 9: Enter the Screener s Last and First Name. Enter your name exactly as it appears in your MNScreen account. You must capitalize the first letter of your last and first name. The screening date and time will populate with the current date and time. Step 10: A suggested outcome based on MDH s pulse oximetry screening protocol will show to the right of Outcome. Select the suggested outcome from the drop down menu. Step 11: Click Submit Screening. The Screening Successfully Submitted page will pop up. Click Close. Step 12: Exit out of the OZ Telepathy CCHD software! 29
REVIEWING PATIENT RECORDS You can check the MNScreen website to verify that screening results matched with the correct patient records. Step 1: Search for and view a patient record following directions in Searching for Patient Records. You are now viewing this patient s MNScreen record. The patient s name and medical record number are at the top of the record and demographic information is below. The mother s contact information is listed under Primary Contact Details. Your hospital is listed as the birth screen provider under Professional Contacts. Step 2: Scroll down and expand the CCHD ribbon at the bottom of the record by clicking the plus symbol. All pulse oximetry screening results will show. The patient s CCHD Outcome will show as In Process until passing pulse oximetry screening results are submitted to the patient s MNScreen record. 30
The patient s CCHD Outcome will change to No Disorder Detected automatically when passing pulse oximetry screening results are submitted to the patient s MNScreen record. The patient s CCHD Outcome will change to Disorder Detected automatically when failing pulse oximetry screening results are submitted to the patient s MNScreen record. RESOLVING UNMATCHED PULSE OXIMETRY SCREENING RESULTS Pulse oximetry screening results reported through the OZ Telepathy CCHD software will not match to a patient s MNScreen record if the incorrect last name or incorrect medical record number was entered in the OZ Telepathy CCHD software at the time of screening. It is important to assign these unmatched hearing result files to the correct patient record in MNScreen. Step 1: To find unmatched pulse oximetry screening result files, click CCHD on the left menu bar and CCHD Exams to Assign. 31
Step 2: Results can be filtered by date of import. To match results to a patient record, click Assign next to the screening result. Step 3: Search for the correct patient record. Results will not be matched due to incorrect last name or medical record number entered and/or because the screener did not select from the drop down list generated in the OZ Telepathy CCHD software. Try searching with the Medical Record No or Last name field. Try searching by mother s last name. Click Submit Search Criteria. Step 4: When you find the correct patient record, click Select. 32
Step 5: Review the CCHD Exams Validation Page. Click Assign. The pulse oximetry screening result file will now be listed on this patient s MNScreen record and disappear from the CCHD Exams to Assign Queue. NOTE: If screeners do not select from the drop down list generated in the OZ Telepathy CCHD software, a duplicate record may be created. The Newborn Screening Program will monitor the MNScreen website and merge duplicate records. ADDING MISSING PULSE OXIMETRY SCREENING RESULTS Clicking on the Missed button in the CCHD Journey tab will generate a list of all patients who have been discharged from your hospital and are missing pulse oximetry screening results. It is important to review this list to ensure all patients have a complete MNScreen CCHD record. Patients may be missing pulse oximetry screening results because of the following reasons: A. The patient was transferred to a different facility B. The patient received a pulse oximetry screen but results were not reported in the OZ Telepathy CCHD software at the time of screening C. The patient did not receive a screen because the patient received an echocardiogram prior to screening To generate this list, click CCHD on the left menu bar, CCHD Journey, and Missed under Patients Needing Follow-up. Review records on the list by clicking View next to the patient s name. 33
Scroll down and expand the CCHD ribbon by clicking on it. The Outcome will say Missed. The following scenarios may show up on this list. A. The patient was transferred to a different facility. If the patient was transferred to a different facility prior to receiving a pulse oximetry screen, transfer the patient s record in MNScreen. Check in your EMR where this baby was transferred to. Then follow directions in MANAGING TRANSFERS on page 6 to transfer this patient record in MNScreen to the receiving birth facility. B. The patient received a pulse oximetry screen but results were not reported through the OZ Telepathy CCHD software at the time of screening. Check your facility s electronic medical record to see if the nurse charted pulse oximetry screening results. Follow the steps below to manually add these pulse oximetry screening results to the patient s MNScreen record. The following steps are completed in the MNScreen website and NOT in the OZ Telepathy CCHD software. Step 1: Click Enter Manual Screening Results under the blue CCHD ribbon. Step 2: Enter the Preductal (hand measurements) and Postductal (foot measurements) screening results for this patient as indicated in your hospital EMR. Enter the Oxygen Saturation, Heart Rate, and Perfusion Index (if available). 34
Step 3: Enter the date/time of when the screen took place by clicking the calendar icon. Your facility will be listed as the screening facility. Your name will be default selected in the Screener field. Step 4: MNScreen will produce a suggested outcome based on MDH s pulse oximetry screening algorithm after Preductal and Postductal results have been entered. This suggested outcome will show to the right of Suggested Result. Select the suggested outcome from the drop down menu in Screening Results. Step 5: To report these results, click Save and Return to Child Information Page. All screening results will be listed under CCHD Screening Results under the blue CCHD ribbon. 35
ADDING ECHOCARDIOGRAM INFORMATION C. The patient did not receive a screen because the patient received an echocardiogram prior to screening. In cases where patients do not receive a pulse oximetry screen due to congenital heart disease or other condition being detected by a physician prior to screening either prenatally or clinically after birth, report physician overrides in MNScreen. If the patient received an echocardiogram in your hospital, enter the date and time by following directions below. Step 1: Click View/Add Case Notes. You will be brought to the notes module. Step 2: Click Create CCHD Note. Step 3: Type in date and time (if known) of echocardiogram. Example: Echo done on 9/26/2015. Step 4: Click Save Note. 36
Step 5: Click Cancel. You will now be brought back to the patient s record where you will see the note listed under the blue CCHD ribbon. NOTE: The patient will remain on the Missing list in the CCHD Journey page until Newborn Screening program staff enter follow-up care information on the patient s record. 37