Introduction to Avatar

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012

IntroductiontoAvatar

Look‐UpOnly



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



TABLEOFCONTENTS



CONTENTAREA PAGE

IntroductiontoAvatar‐Look‐UpUsers



6

Section1:WhatisAvatar?

6

Section2:HowDoILog‐OntoAvatar?

7

A.GeneralLook‐UpUserLog‐On

B.PESLook‐UpUserLog‐On

C.AboutPasswords

D.HELPDesk

E.Ethics/YourRole/YourPassword

F.PESMaptoaPrinterWithintheRemoteSession

7‐8

8‐10

11

12‐14

Section3:OverviewoftheAvatarHomepage

15

A.AvatarMenus‐MenuFrameOptions

 TaskMenu

 FavoriteMenu

 AvatarPMMenu

 AvatarCWSMenu

15‐16

16

B.OtherAvatarMenuResources(NotUsedbyLook‐UpUsers)

 AvatarMSOMenu

 AvatarInfo‐ScriberMenu

 AvatarDocumentImagingMenu

 HelpMenu

17

C.DetailsoftheTasksMenu/TaskBar‐PictureIcons/TaskFrame

 SelectClient

 MyFavorites

 Lock

 Log‐Off

 ?

 Help

 MySession

 Refresh

17

18

19

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section4:NavigationFeaturesofAvatarElectronicMedicalRecord

19

A.Arrows/Sub‐Menus 19

 B.Windows/Tabs/Pages

 ScreenShot:Windows/Tabs/Pages

19‐20

C.TheOptionToolbar

 Back/Forward

 Close

 Home

 Submit

 Lock

 Copy/Cut/Paste/SpellCheck

21

D.Important 21

Section5:TheClient’sMedicalRecordUsingAvatarReports

22

A.AboutReports

B.TheCrystalReportApplication

C.TheCrystalReportSubmitIconandReportPopUpMessages

D.StandardReportToolbar

22

23

Section6:TheClientDashboardReport

24

A.UnderstandingtheClientDashboardReport 24

B.ScreenShotoftheDashboardReport 24

 FaceSheetReportPreviewScreen

 TopandBottomPortionoftheFaceSheetReportScreen

24

C.Detailsofthe9MainSectionsand7Links

 DemographicInformation

 UrgentCarePlanonFile

 GuarantorInformation

 EmergencyContactInformation

 ViewAllContacts

 AuthorizationforUseofPHI

 AssessmentStatus

 CurrentMedications

 AllergyInformation

24‐26

25

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



 SchoolBasedMentalHealthInformation

 CurrentEpisodes/PrimaryDiagnosis/TreatmentPlanStatus

 TreatmentPlanInformation;LastServiceDate;AdditionalLinks

D.DashboardLocation

25

25‐26

26

Section7:ChartReview

27

A.HowtoFindtheChartReviewScreen 27

B.InformationintheChartReviewScreen

 Abstracts

 ClientLevelDocuments

 EpisodicLevelDocuments

28

29

C.HowtoOpenandViewChartReviewDocuments 29

Section6:TheFaceSheetReport

30

A.Path 30

B.DetailsoftheFaceSheetReport 30

 FaceSheetReportPreviewScreen

 TopandBottomPortionoftheFaceSheetReportScreen

30

30‐31

C.EpisodeDataDrillDownReports

 EpisodeHistory

 DemographicHistory

 DiagnosisHistory

 Attendingpractitioner/PsychiatristHistory

 TreatmentHistory–fortheselectedepisode

 ProgressNotes(last6Months)–acrossallepisodes

 ClientRelationships

 MedicationHistory

31

D.ViewReportsfromEpisodeDataDrillDown 32

E.Important: 32

F.ClosingtheFaceSheetReport 32

Section8:ScannedDocuments

33

A.ViewingScannedDocuments:

ScreenShotofClinicalDocumentViewer33

B.UnderstandingtheClinicalDocumentViewerWindow

 Path

33

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



 Access

 SearchTab

 ResultsTab

33

33‐34

34

Section9:UrgentCareBundle(UrgentCarePlanandClientAlerts)

35

A.ClientAlerts

1. CareMessage

2. CareAlert

3. ExampleofClientAlertPopUpWindow

35

36

B.HowtoViewtheUrgentCarePlan

 ChartReviewScreenShot:ShowsViewofUrgentCarePlans

 ScreenShot:ExampleViewofOpenedUrgentCarePlan

36

37

C.CreateaClientAlertandUrgentCarePlan

 ClientAlert:Path

 ScreenShot:ClientAlertPre‐DisplayScreen

 ScreenShot:HowtoCompleteaClientAlert;Tab1

1. ExampleofSimpleClientAlertandPopUpMessage

2. ExampleCareAlertrequiringUrgentCarePlan

38

39

40

D.UrgentCarePlan

 ScreenShot:UrgentCarePlanPre‐DisplayScreen

 ScreenShot:UrgentCarePlanPage1:IdentifyingInformation

 ScreenShot:UrgentCarePlanPage2:TreatmentPlan/Caution

 CareAlertPopUpMessage

 IMPORTANT;ViewUrgentCarePlan;Close/DisableaClientAlert

41

42

43

44

45

Section10:Appendices

45‐49

A.SelectClientandAlternativeClientLookUp 45‐46

B.QuickReferenceforCreatingFavorites

 AddCommandstoMyFavorites

 CreateFavoritesFolders

 FavoritesrecommendedforLookUpUsers

47

C.ShortCuts

 KeyboardShortcuts

 KeyboardShortcutsforTextFields

 FieldsandProperConventions

48‐49

48

49

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



IntroductiontoAvatar‐Look‐UpUsers



ThisreferenceguidefocusesonhowtonavigatethroughtheAvatarElectronicMedicalRecordandwill

assistyoutoquickly“LookUp”clientdata.Informationispresentedinsections;eachsectionincludesa

writtendescription,includingvisualscreenshotexamples.ThisisacompaniontotheonlineInternetand

LMS“IntroductiontotheBHRSAvat

arElectronicMedicalRecordTraining”whichisnarratedand

includesstepbystepdemonstrationsandislocatedathttp://www.smchealth.org/onlinetraining.



ThisreferenceguidewillhelpyouunderstandhowAvatarworks,howtonavigatethroughAvatar

Menus,andwhattheAvatarMenus,CommandsandTasksmean.



YouwillbecomefluentinthelanguageofAvatar,understandingwhattermsandwhichformatis

requiredwhensearchingfororrequestingclientinformation.



YouwilllearnwhichAvatardocumentsincludeimportantclinical/fiscalandadministrativeclientdata

andwherethesedocumentsarelocated.



YouwilllearnhowtocreateaClientAlertandUrgentCarePlan.



Onceyouhavecompletedthetraining,youwillbesentyourpasswordinane‐mailwithin10days.

InformationaboutpasswordsislocatedinSection2.



Section1: WhatisAvatar?



• SanMateo’sElectronicMedicalRecord/InformationSystem.



• Meetsfederalmandatetoconvertfrompapertoelectronicmedicalrecordsby2015.



• Integratesclinical,fiscal,administrativeandmanagementinformationinoneplace.



• Providesaccesstoclientinformation24/7‐helpsclinicalteamsmakedecisions/handle

emergencies.



• Providesclientcarecoordinationforthetreatmentteam.



• Improvesquality/continuityofcare.



• Minimizestimemanagingpaperrecordsandfindinglostcharts.



• AvatarsoftwareapplicationfromNetSmartTechnologiesisusedby28+Californiacounties.



•

HasbeenoperationalinSanMateoCountyformorethan1year,paperrecordsforallclients

opensince2004havebeenscannedintotheAvatarrecord.



• Mayneedtorequestpaperchartiflookingfordocumentationpriorto2004.



• ClientswithaMedicalRecord/ID#greaterthan930000haveneverhadapaperchart.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section2: HowdoILog‐OntoAvatar?



GeneralLogOn,PESLogOn,AboutPasswords,HelpDesk,Ethics/YourRole/YourPassword,PESMap

toaPrinterwithinaRemoteSession

A.GeneralLook‐UpUserLog‐On–BHRS,External(Aging&Adult),AdministrativeAssistants,

Contractors



First:

Log‐OntoWindows.



Second:

LooktoseeifyoucanfindtheAvataricontodetermineiftheAvatarapplicationhasorhas

notbeeninstalledonyourcomputer.

ThisistheAvataricon.

YoucanlookfortheAvataricononyourdesktop,click

toopentheapplication.

Or

YoucanlookfortheAvatariconthroughyourSTARTmenu,clicktoopentheapplication.

Or

YoucangetyourselftotheAvatarapplicationifyouclickontheInternetExplorericonandthen

enterhttp://svmid/ntst/radplusinthebrowserwindow.



Third:

WhenAvatarislauncheditwillopentotheAvatarHomepageandyouwillneedtoLog‐On.Lookto

theleftforUserAuthentication,thenclickonit.Thiswindowwillpopup:



Youwillbesentthis

YOURUSERID



WithyourCAPSLOCKONYouwillentertheSystemCode,UserIDandPasswordinformationthat

willbesenttoyou.



Youwillbepromptedtoenteryourownpassword‐8characters,atleast1mustbeanumber.

• Writedownyourpassword;Avatargivesyou3tries,ifyouforget,ifyoudidn’tusethecap

lockand/orifyourlog‐infails;yourpasswordwillneedtoberesetbycontactingtheISDHelp

Desk(650)573‐3400.

*Avatarautomaticallylocksyououtafter30minutesto1hourofnouse‐youmayreceiveawarning

thattimehaselapsedsincelastuse;youcancancelthewarningandremainactiveorifyouneed,justlog

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



backin.Windowswilllockyououtafter10minutesofnouseandyouwillneedtore‐enteryour

Windowspassword.



B.PESLook‐UpUserLog‐On–TheSMMCPESdesktopscontainsoftwarethatisincompatiblewith

NetsmartAvatar.Therefore,PESusersmustusearemoteconnectiontoAvatarandonceonthat

connection,manuallymapthePESadministrativeprintertotheAvatarsession.



StepbyStepInstructions:

First‐FromaPESdesktopcomputer,locatetheicontostartAvataronyourdesktopand

doubleclick.ThiswillbeyourlinktoAvatar.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Second‐LogintotheremotedesktopusingyourregularWindowsUserNameand

Password,clickok

.



Third‐NowyouseethatasecondWindowsscreenappears.UseyoursameWindows

UserNameandPasswordhereandclickok.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Finally‐TheAvatarscreenappearsandonthelefthandside,youwillseeandclickon

UserAuthentication.NowyoucanLog‐OntoAvatar.



WithCAPSLOCKONEnter:

SYSTEMCODE Youwillbesentthis

USERID Youwillbesentthis

PASSWORD

 Youwillbesentthis

User

Authentication

Will be sent to

• Youwillbepromptedtoenteryourownpassword‐8characters,andatleast1mustbea

number.

• Writedownyourpassword

.Avatargivesyou3tries;ifyouforget,ifyoudidn’tusethecap

lockand/orifyourlog‐infails,yourpasswordwillneedtoberesetbycontactingtheISDHelp

Desk(650)573‐3400.



*Avatarautomaticallylocksyououtbetween30minutesto1hourofnouse‐youmayreceivea

warningthattimehaselapsedsincelastuse;youcancancelthewarningandremainactiveorifyou

need,justlogbackin.Windowswilllockyououtafter10minutesofnouseandyouwillneedtore‐enter

yourWindowspassword.



PES‐PleaserefertotheendofSection2onPage12forhowtomapaprintersothatyoucan

printafacesheetorotherdocuments.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



C.AboutPasswords

Whenyouaresentyourpasswordandlog‐onforthefirsttime,youwillneedtoenterapersonal

passwordtoreplacethesystem‐generatedpassword.ThiswillbecomeyouractiveAvatarpasswordfor

theLIVEsystem.Protectit!



Tocreateyourpersonalpassword,youmustcomplywiththefollowing:

 Minimum8characters

 Mustcontainatleastonenumberandonealphacharacter

 Casesensitive‐recommendedthatyouuseallcapsforthealphacharacters

 Youwillbepromptedtochangepasswordevery90days,thepromptwillappearonly

once,sowhenthepromptappears,changeyourpassword

.Onceyoupasswordhas

expireditwillnotworkandifyoutryandfail3timesyouwillneedtogetyourpassword

resetthroughtheHelpDesk.

D.HELPDESK

Forget Your Password? Got locked out?

Contact ISD Help Desk 650-573-3400 [email protected]

E.ETHICS/YOURROLE/YOURPASSWORD

• ThePasswordthatwillbesenttoyouisYOURsignature.

• NoonehasAccesstoyourpassword;however,itcanberesetifyouarelockedout.

• NEVERgiveoutyourpassword,itisaHIPAAviolation,therearesanctions.

• Confidentiality‐Ifyouknowaclientorfamilymember,itisyourprofessionalobligationtoreport

thistoyoursupervisor.Youwillnotbeassignedthisclientandthemedicalrecordwillbe

blocked/restrictedtoupholdstrictconfidentialityprotectionsonbehalfoftheclient.

• Whenyoumeetwithyourclient,askiftheyhaveafamilymemberworkingfororreceiving

servicesfromtheBHRSsystem,thatmedicalrecordwillalsobeblocked/restricted.

• WhileclinicianshaveaccesstotheelectronicmedicalrecordsofallBHRSclients,offcaseload

activitycanbemonitoredandaccesscanberestrictedifnecessary.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



F.PESMaptoaPrinterWithintheRemoteSession

Onceyouareloggedinyouwillneedtomaptoaprintertoprintfacesheetsandotherdocuments.



First: MinimizeyourAvatarscreen.

Second: SelectthetopStartbuttononthelowerlefthandsideofyourscreen.(Notethat

thestartbackgroundcolormaybegrey,notgreenasshowncircledbelow.)



Next:ChoosePrintersandFaxesfromtheMenu.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Onthenextmenu,select“ADDaprinter”



Thenclick“Next”.

Onthenextscreenselect“ANetworkPrinter”thenclicknext.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



YouwillneedtotypethisinformationifyouareprintingtoaPESPrinter:

\\svservices2\PTDTTC1078B

Thenclick“Next”.



IfyouarenotprintingtothePESprinter,youwouldneedtoobtainthenameoftheprintertoenter.And

thenclick“Next”.



Whenthenextscreencomeup,click“yes”tothequestion“Doyouwanttousethisprinterasyour

defaultprinter?”



Thenclick“Finish”tofinishtheinstallation.



☺NowyouknowhowtoLog‐intoAvatarandgetHELP!

Youwanttolookattheclient’schartbutfirstyouneedtounderstandsomeofthelanguageandterms

usedinAvatarandtheAvatarMenus,TaskOptionsandCommands.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section3: OverviewoftheAvatarHomepage



MenuFrameOptions:Favorites,AvatarPM/CWS/MSO/Info‐scriber/DocumentImaging/Help;

TasksMenuOptions,SelectClient,Favorites,Lock,Log‐Off,?,HELP,MySession,Refresh



Lookattheopeningwindow,alsoknownastheAvatarHomepage.Thisscreenshotprovidesan

overviewofallMenusandTaskOptionsinAvatar.



A.TheMENUFRAME:(A)showsTasks,Favorites,AvatarPM,AvatarCWS,AvatarMSOandalltheway

tothefarrightisHelp.



A

.MenuFrame

B.TaskBar/

PictureIcons

C.Tasks

FrameNow

includes

pictureicons

Not

Used

D.My

Caseload

Frame

E.My

Session

Frame



WhenyouclickinTasksintheMenuFrame(A)therewillbeadropdownlistofoptionsforyoutoselect.

TheTaskBar/PictureIconsasshownin(B)andtheTasksFrame(C)includethesameoptions

.



Youcanselecttaskcommandsfromanyofthese3places.

MenuFrame TaskBar/PictureIconsTasksFrame

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Youcanalsorightclickonaclientnamein‘MySession’(E)forthemenus/optionsabove.Inthe“My

SessionFrame”anactiveclientwillappearinorange.



AsaLookUpONLYUseryouwillnothaveaclientin(D)MyCaseload,however,asyouperformaclient

searchorLook‐Upandaclientnameispresentin(E)MySession,youcanrightclickontheclientname

andapopupwindowwillshowmenuoption

swhereyoucanselectChartforChartReviewinformation.



Rightclickon

clientnamefor

options

YoucanselectChart

forChartReview,or

otheroptions

TheMenuFramehasmenusthatcontaineverycommandinAvatar:

(A)(B)(C)(D)





TheMenuFrame

(A)TasksMenuOPTIONS‐TheTasksMenuintheMenuFrame,isadropdownmenuthatincludes:

SelectClient,MyAppointments(notusedbyBHRS),My“ToDo”List,MyApplications(notusedby

BHRS),MyFavorites,MyPreferences,MyCourses(notusedbyBHRS),Lock,andLogoff



(B)TheFavoritesMenu‐thisisashortcutthatallowstheAvatarwindowtodisplayyourcustomized

‘favorite’documents/reportssothatallyouneedistoclickontheFavoriteyousetupandthatshow

onyourhomepageandyoucangodirectlytothatformorreport.Oncesaved,favoritesarestoredand

availabletoyoufromanyBHRScomputer.



(C)TheAvatarPMMenu‐PracticeManagement‐containsClientManagement,andUtilitiesfunctions,

theadministrativeareaofAvatar,forexamples:business/billing,callintake,admission,family

registration(UMDAP),dischargetasks.NotusedbyLook‐UpUsers.



(D)TheAvatarCWSMenu‐ClinicalWorkStation‐containstheclinicalfeatures,Assessments,Treatment

Plans,ProgressNotes,andReportsliketheClientDashboardReportwhichhaslinkstotheclient’s

diagnosis,medication,episodes,andtreatmenthistory.Also,anydocumentorreportopenthrough

CWSwillprovideaccesstoChartReviewwhereyoucanviewtheentireclient’schart;90%ofworkis

throughthismenu;CWSprovidesamultidisciplinary,integratedviewofclientinformation.ChartReview

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



canalsobeaccessedbyrightclickingontheclient‘snameinMySessionandselectingChartforChart

Reviewfromthepopup.

B.OtherAVATARMENURESOURCES



TheAvatarMSOMenu‐thisapplicationisdesignedfortheprivateprovidernetworkto

credentialproviders,authorizeservices,adjudicateclaims,andreimburseproviders.Notusedby

Look‐UpUsers.



TheAvatarInfo‐ScriberMenu‐thisistheElectronicPrescriptionapplicationfortheMDto

prescribemedication,reviewmedicationhistory,monitordrug/foodinteractions,display

drug/allergyalerts.Specialaccessisrequired.Look‐UpUserswillviewmedicationsthroughthe

client’sfacesheetreport!



TheAvatarDocumentImagingMenu‐allowsElectronicScanningofinformation‐forexample,if

externalclinicalinfoisreceivedfromthehospital,itmustbescannedintoclientAvatarepisode.



HelpMenu‐linkstoonlinedocumentationandsearchoptions.



C.TASKOPTIONS:DETAILSoftheTASKSMENU(A)TASKBAR/PICTUREICONS(B)andTASKSFRAME(C)

(A)ClickfordropdownofTaskMenuoptionsthatarepartoftheMenuFrame.



1.MenuFrame

B.TaskBar/

PictureIcon



C.TasksFrame

D.MySession

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



SelectClient

Thisisaquickwaytolookupclients,addclientsto‘MySession’,MUST“SelectClient”torequestcertainreports 

ordocuments.Clientsearchresultswillshowinthebottomhalfofthescreen;theUpandDownarrowsonthe

keyboardcanbeusedtoscrollthroughnamesandtheEnterkeyca

nbeusedtohighlightarow.



YoucanSelectaClientbyentering:

*MedicalRecordNumber;*LastName;*LastName,First(nospace);*LastName,FirstJR(spaceonlybeforetitle);

*LastName,FirstMI(spaceonlybeforemiddleinitial);*Hyphen(MariaLopez‐Cantera);*Apostrophe(Angelo

D’Marco);

*BirthDate;*AlternateLookUp:SocialSecurity#;Alias‐LastName,Alias;Soundex‐SimilarSounding

Name(e.g.Brownevs.Brown).

*PleaseseeAppendices,forstepbystep“howto”SelectClient.

MyFavorites

ThisisanAvatarfunctionforyoutocreateashortcuttoYOURmostoftenuseddocumentsorreports.

YoucreateFavoritesbyclickingonFavoritesuntiltheFavoritesfolderappearsontheAvatarhomepage.

Right‐clickontheFavoritesfoldericonandchooseAddFolderfromthepopupmenu.AnInputdialog

boxappearsforyoutotypethenameoftheNewFolder,thenclickOK.Placethemousepointeroverthe

“favorite”documentorreportyouwanttoaddfromtheAvatarCWSMenu.LeftClickandholddown,

whileyoudragthe“favorite”documentorreporttojustbelowthenewfolder.Thenreleasethemouse

button. Clickthesavebuttononthebottomofthescreen.Youcanrepeatthisforeachfavoriteyouwant

tocreateforthisfolderorbycreatinganewfolderandthenaddingdocuments/reportstoit.*Pleasesee

Appendices,forotheralternativesforcreating‘favorites”

LockApplication

Ifyouclickonthe“Lock”application,clientinformationwillbeprotectedandcannotbeviewedifyou

leaveyourcomputerforshorttime.Lockingtheapplicationrestrictsunauthorizedaccess.Youwillbe

requiredtoenteryourAvatarPasswordtounlockAvatarwhenyoureturn;however,thescreenwillbe

attheexactstatewhereitwasbeforeitwaslocked.

Log‐off

Youshouldlogoffwhenyouareleavingtheofficeattheendofthedaysothesystemwillshutdown

properly.WhenyoulogofftheAvatarapplicationclosescompletely.USETHISMETHOD,NOT

the in

theupperrightcorneroftheAvatarwindow.Whenthemessageappearsaskingifyouaresureyouwant

tologoff,clickthe“Yes”buttonatthebottomofthewindow.OnceyouLog‐off,thenusethered 

closebuttonintheupperrighthandcornerofInternetExplorer.

Help

HelpprovidesLinkstoonlinedocumentationandsearchoptions‐thisiscurrentlyunderconstruction.

Thequestionmark,providesahyperlinkthatconnectsyouwiththemostcurrentversionsofthe

IntroductiontoAvatarReferenceGuidesandotherquickreferenceguides.Hereisthedirectlink:

http://smchealth.org/avatarguides



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



MySession(D)

Containsactiveclients,clientsyouarecurrentlyworkingon,theACTIVEclientwillappearinORANGE.

Arightclickwillshowanoptiontoremoveaclientfrom“MySession”.



Refresh

Thereisnoiconforthisoption.Thiscommandwillallowanynewreportorfeaturethatmayhavebeen

addedtoAvatar,whileAvatarhasbeeninuse,tobecomeavailableinyourmenuoronyourscreenonce

youhaverefreshedyourscreen.

☺YounowknowaboutAvatarMenus,TasksMenuOptionsandAvatarterms!Youknowhowto

SelectaClient,CreateFavorites,LockandLog‐Off!



Youstillwanttolookattheclient’schart;butfirstyouneedtounderstandAvatarNavigationFeatures.

YouwillneedtousethesefeaturestorequestreportsandforcreatingaClientAlertorUrgentCare

Planifyouneedtocommunicateaboutaclientissueorconcern.



Section4: NavigationFeaturesofAvatarElectronicMedicalRecord



A.ARROWS/SUBMENUS:AvatarMenuscanbeexpandedtopresentmoreoptions.Ifamenuhasan

arrowontherightitmeansthereisasub‐menu;ifyoudragthecursorhorizontallythroughthesub‐

menus,youcanviewmoreoptionsandthenclicktochooseyourselection.



HorizontalandVerticalArrowsleadtoSub‐Menu’s



Therearedoublearrows(calledchevrons)thatalsoacttoexpandmenus.Youcanslideyourcursor

verticallydownandclickonthedoublearrows,themenuwillexpandtoshowmorechoices.



B.WINDOWS/TABS/PAGES:



Windows:

WhenyouopenanydocumentaClientWindowwillopen.Manydocumentsmaybeopenwithinthat1

clientwindow.Forexample,thescreenshotonthenextpageshowsaclientwindowthatcontainsopen

documentsforthisclient;lookatthebottom,theUrgentCarePlandocumentisontheleft,theCli

ent

AlertdocumentisinthemiddleandChartReviewisontheright.*(A)seenextpage



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Thewindownameappearsinthebluetitlebaratthetop;thisistheUrgentCarePlandocument(B)and

theclient’snameandMR#arepresent(C).IfyouclickonClientAlert,thewindownamewillchangeto

thatdocument.Youcanswitchbetweendocumentswithinaclientwindow.



PleaseNote:Theclient’sname,MR#,dateofbirthandsexarealsopresentinthelinejustbelowthe

toolbar(D)and,theclient’snameshouldappearorangeoractiveinthe“MySession”frame.

Whenyouopenaclientwindowbesuretousethe‘ruleof3’checkssothatyouareviewing

informationonthecorrectclient.(Clientnameisorange/activein“MySession”;itmatcheswithclient

nameinbluetitlebarandclientnameinthelinejustbelowthetoolbar!)



Tabs:

AdocumentmaybedividedintoTabs.ATabdividesawindowintosmallerpieces(e.g.atabissimilarto

atabthatwouldbepresentwithinasectionofapaperrecord).IfthereismorethanoneTab,youmust

completeinformationforeachTab.YoucanswitchbetweenTabs.TheactiveTabthatyouareworkingin

willalwaysbeorange.Thescreenshotshowsonly1Tab.(E)Disregard“flags”thatyoumaynoticeon

atabornexttoafield.Thisisavisualindicatortoaclinicianthatthereisanincompleteormissingentry.



Pages:

ATabmaycontainmorethanonePage.Ifallfieldswithinatabcannotfitintoasinglescreen,Avatar

dividesthetabintomultiplePages.IfthereismorethanonePagewithinatab,youmust complete

informationforeachPage.TheactivePageyouareworkinginwillalwaysbeorange.Thescreenshot

belowshowsthereare2Pages.(F)





lient

ame



B WindowName

D

Client

Name

E

Tab

F

Pages

FPages

*ATheseareopenDocumentswithinthe

Client’swindow 

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



C.TheOPTIONTOOLBAR:TheoptiontoolbarappearsatthetopofallwindowsinAvatar.



61 2 3 4

Not Used

5





1.Back/Forward:

Clicktheseiconstomovebackandforthbetweenmultiplepagesinatab.



 

2.Close:

Clickthisbuttontocloseawindow.



 

3.Home:

ClickthistoreturntotheAvatarHomepagewithoutclosingthecurrentwindow.



 

4.Submit:

ClickthistoSAVEorFILEdatainthecurrentwindow;typicallywhenyousubmitthe

windowcloses.



 

5.Lock:

Clickthistoprotectclientdataifyouleaveyourcomputerforashorttime.Your

passwordwillberequiredtounlockAvatarbuttheLockapplicationreturnsyouto

theexactstateyourcomputerwasinbeforeitwaslocked.



6.Copy,Cut,Paste,Spell‐Check:

Clickthistocut,copy,andpastetextbetweenfieldsinAvatar.



D. IMPORTANT

 Alwayslookatthescreenandthecommandyouhaveselectedtoseewhatyouarebeingaskedto

do:save,file,apply,dismiss,add,ok,cancel?

 Usuallyaleftclickistoselectandarightclickistodo.

 Program‐Referencestoprogrammeantheplace/sitewhereyouareas

signedtoworkorwhereyou

wanttoobtainclientinformation.

 Episode‐Referencestoepisodemeantheopening(admit)andclosing(discharge)ataprogram.A

clientmayhavemanyepisodesofcare.IfanEpisodeDisplayScreenappearswhenyouselecta

documentorreport,youMUSTbesuretoselectthecorrectopenepisodewhichwillbetheopen

episodefortheprogramyouwanttoobtainclientinformation.Inanopenepisode,thedischarge

datewillindicateNONE;historicalinformationisinepisodesthatareCLOSED.

 Pre‐DisplayScreen:Whenyouselectdocumentsorreports,sometimesaPre‐DisplayScreenwill

appearthatshowsitemsthatareindraftandneedtobefinal.SometimesaPre‐Dis

playScreenwill

showdocumentsandtheirstatus,forexampleClientAlertsand/ortheUrgentCarePlan.



NowyouknowtheAvatarMenus,Tasks,Commands,andToolbarOptionsthatwillhelpyounavigate

throughdifferentAvatarscreensandwindows.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



☺YouarenowreadytoviewtheClient’sElectronicMedicalRecordandlocatethedocumentsand

reportsthathavebeenenteredintoAvatar!



Section5: TheClient’sMedicalRecord:AvatarReports



A.AboutReports:

Ifyouimagineaclient’spaperchartthathassectionsforassessments,consents,treatmentplans,

medicationsandprogressnotes,wellAvatarREPORTSishowyoucanviewcompleteddocuments.



YourequestareportthroughAvatarCWSReports;slideyourcursorhorizontallyand/orverticallyto

selectthereportyouneed.Looktoseewhatisrequiredtosubmitthereportyouarerequesting;some

reportsrequireacertaindaterange,aspecificprogram,episodeselectionorclinicianID.TheClient’s

DashboardReportandChartReviewincludemostoftheclinical,fiscalandadministrativecli

ent

informationthatLook‐UpUserswillneed.



B.TheCrystalReportApplication:

CrystalReportsisasoftwareapplicationthatgathersinformationalreadyenteredintoAvatarand

presentsitinacomprehensive,easytoviewreportformat.Youcanselectareporttoviewasectionof

thechartoraspecificdocumentandcanprintthedocumentorsectionfromtheAvatarreportscreen.

Sometimestheremaynotbeanyinformationwhenyourunareport.Forexample,ifaclientisnoton

anymedication,theAvatarmedicationreportwouldbeblanksameasinapaperrecord,therewouldbe

blankmedicationsheets.



C.TheCrystalReportSubmitIcon:

 YouwillclickonthisSubmiticonwhenyouarerequestinganyreport.TheReportSubmiticonhasa

squigglylineandwillbepresentonmanyotherreportsthatyoumayrequest.Onceyouclickonthe

ReportSubmiticonthesereportpopupmessagesmayappear:



Click,OKtothispopupmessagetodownload



thereport.Thenthisfollowingpopupmessagemayappeartoletyouknowthereportisinprocess:



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



D.StandardReportToolbar:

Reportsuseastandardtoolbarasshownbelow:



PrintTextSize1stBack#pagesNextLast



Youcanprintfromthereportscreen,increasethescreensize,viewthetotalnumberofpagesinthe

reportandthecurrentpageyouareviewingandyoucanmoveforwardandbackpages.



Whenyourunanyreportitmaytakesometimetodownloadasalltheinformationisbeinggathered

fromvariousplacesintheAvatarsystem. BePatient!



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section6: TheClientDashboardReport

A.UnderstandingtheClientDashboardReport



TheClientDashboardReportgivesyouasnapshotofyourclient’scriticalclinicalinformationinone

page.Thisreportisdesignedtobeviewed“live”inAvatarandhaslinkstomoreinformationabout

yourclientthanisdisplayedonthispagealone.Thisdocumentexplainsthevarioussectionsofthe

reportandhowtoreadtheinformationpresented.Below,thereisanexampleofthereportasitwill

appearwhenyourunitinAvatar.SeeD.DashboardReportLocationsnextpage



B.ScreenShotoftheDashboardReport



C.Detailsofthe9MainSectionsand7Links(inblue)toMoreInformation

1. ClientDemographics‐Includesinformationonthefollowing:ClientName,DateofBirth,Age,

Address,PhoneNumbers,Race,Ethnicity,Language&PreferredLanguage,Gender,SocialSecurity

Number,CCPCoordinator,AnniversaryDate,LivingSituation,AKANames,TreatmentConsentDate

(AvatarConsentsonlyatthistime.)

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012





2. UrgentCarePlan‐IfaclienthasanUrgentCarePlanonfileitwilldisplayintheupperrightcorner.

(Thisreportwillonlypullthemostrecent,openUrgentCarePlan.)



3. GuarantorInformation‐Showsthecurrentpayerinformationonfile.



4. EmergencyContactInformation‐DisplaysinformationthathasbeenenteredintheClient

RelationshipsforminAvatar.Individualsincludedhavebeenflaggedasoneofthefollowing:

Guardian(G),EmergencyContact(E),and/orNextofKin(K).Inaddition,itlistsindividualswhoare

designatedasurgentcontacts(e.g.,ProbationOfficer,PrimaryCarePhysician,etc...)

► ViewAllContacts‐ThislinkwilldisplayallcollateralcontactsenteredintoClient

Relationships.YoucanfindClientRelationshipsatAvatarPM/ClientManagement/Client

Information.



5. AuthorizationForUseofPHI‐Thissectiondisplaysthecurrentstatusoftheconsentform

“AuthorizationfortheUseofPHI.”Consentsforthelast18monthswilldisplayanditemsthatare

overayearoldwilldisplayinREDtoindicatethattheconsenthasexpired.



6. AssessmentStatus‐Displaysthecurrentassessmentstatus.Iftheclient’sassessmentisalmostdue

itwilldisplayinGREENandassessmentsthatareoverdueorleftin“Draft”willdisplayinRED.

(NOTE:Documentsleftindraftarenotconsideredcomplete,orpartoftheclientrecord.)



7. CurrentMedications‐DisplayscurrentlyprescribedmedicationsfromInfoscriber.Information

includesthedateprescribed,#ofrefillsleft,medicationname,dosage,prescriber,andpharmacy

(pharmacyphonenumberwillbeaddedlater).Prescriptionsthathavebeendiscontinuedwillnot

displayinthissection.(NOTE:Infoscriberinformationcanbeupto24hoursold.)

► AllergyInfo‐Thislinkwilldisplayallmedicationandnon‐medicationallergiesthathavebeen

enteredintoInfoscriber.



8. SchoolBasedMentalHealthInformation‐DisplayscurrentinformationregardingauthorizedSchool

BasedMentalHealthservices(formerly26.5Info.)



9. CurrentOpenEpisodes/PrimaryDx/TxPlanStatus‐Thissectiondisplaysinformationaboutthe

client’sopenepisodes.Informationforeachepisodeincludesepisodenumber,admitdate,program

name,primaryclinician,psychiatrist,primarydiagnosis,lastservicedate,andtreatmentplanstatus.

a. TreatmentPlanInformation‐Iftheclient’sTreatmentPlanforanepisodeisalmostdue,it

willdisplayinGREEN.TreatmentPlansthatareoverdueorleftin“Draft”willdisplayinRED.

b. LastServiceDate‐DisplaysinREDifthelastserviceoccurredmorethan90daysago.

c. Additionallinksinthissection:

i. OtherAssignedStaff–Displaysthenamesandrolesofotherstaffwhohavethisclient

ontheircaseloadsandeachstaffmember’sprogram/team.

ii. Dx History‐Displaysthecompletehistoryofprimarydiagnosesbyepisodeentered

intoAvatar.

iii. TxHistory‐Willdisplay90daysofserviceinformationbyepisode.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012





iv. EpisodeHx‐Displaysclient’sepisodehistorysince7/1/2004.(Runtimeupto1+min.)

v. ProgressNotes‐Displays6monthsofprogressnotes.(Runtimeuptomorethan1

min.)



D.DashboardReportLocationsAbstractsSectionofChartReviewandAvatarCWS/Reports



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section7:ChartReview



A.HowtoFindtheChartReviewScreen:

Thebluetitlebarofthewindowbelowshowsthatthisistheclient’sFaceSheetreportwindow.Onthe

bottomleftsectionofthewindowistheFaceSheetandonthebottomrightinlightblueisChart

Review.WhenyouclickonChartReviewitbecomesdarkblueandisactive.ChartReviewwillalways

appearatthebottomofanywindowyouareworkingin.Anyreportorformthatyouopenwillbring

uptheChartReviewscreen.Youcanswitchbetweenscreens.

FaceSheetReportwindow



FaceSheetChartReview



YoucanalsoLaunchChartReviewasstandalonefunctionwithouthavingtofirstopenanotheroption!

TheMenuPathisCWS→Reports→ChartReview.YoucanalsoRightclickonaclienteitherin“My

Caseload”or“MySession”andselectChartforChartReview.



FromChartReview,youcanexitthescreenbyclickingonDismiss.



RIGHTclickontheclient’s

nameineitherMyCaseload

orMySession.

YoucanselectChart

ReviewfromthisPop

Up



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



B.InformationintheChartReviewScreen:

ChartReviewshowsaquickviewoftheclient’sentire

chart.Youcanviewepisodesoftreatmentand

ONLYfinalizeddocumentswithintheepisodes.



*Abstracts:ThesearereportsthatpulltogetherinformationfrommultipleareasoftheAvatarsystem.

AreportfromAbstractswillincludeallinformationandcompaniondocuments.(Assessmentincludes

MSE,Diagnosis,LOCUS,SubstanceAbuseAssessmentifindicated‐allwillshowfordateselected.)



*ClientLevelDocuments:Theseareformsconnectedonlytoaclient,notanyparticularprogramor

episode,e.g.consents,LOCUS/CALOCUS,ICI’s,SubstanceUseAssessment.

*EpisodicLevelDocuments:Episodesaredisplayedbyepisodenumber,admitanddischargedates,if

theepisodeisopenthenNONEwillshowforthedischargedate.Episodicdocumentsincludetreatment

plans,assessments,anddiagnosis.



ChartReviewScreen



ABSTRACTS

Abstractsarereportsthatpulltogether

informationfrommultipleareasofthe

system.Wehaveaddednewassessment

reportsthatwillpullalloftheassessments

onfileforaclientinreversechronological

order.Thiswilleliminatetheneedto

searchthroughtheepisodesforthe

assessmentsonfile.Thesere

portsalso

includealloftheinformationinthe

assessmentandthecompanion

documents.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012





CLIENTLEVEL

ClientLevelformsarenotassociated

 withanyparticularprogramorepisode;

 theyareconnectedonlytotheclient.

 Theseformsincludeconsents,LOCUS

 orCALOCUS,ICI’s,SubstanceUse

 Assessment,andothers.



EPISODELEVEL

Episodeleveldocumentsinclude

TreatmentPlans,Assessments,Diagnosis

andothers



C.HowtoOpenandViewChartReviewDocuments:

 AGreentrianglebyadocumentmeansthereismoreinformation.

 Asmallcircle,meansthereisnoinformation.

 Clinicaldocumentsnowhave“printready”reportsassociatedwiththem.



YoumustgotoSection9forinstructionsabouttheAvatarClinicalDocumentViewersoyoucan

searchforandviewscanneddocuments.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section8: TheFaceSheetReport

AReportSubmitIcon



Episode

B

Client



A.PATH:AvatarCWS↓Reports→FaceSheet,click

YoucanseethatthisreportrequirestheClientName(B)andEpisode(C)tobeentered.Youwillthengo

totheReportSubmiticon(A)inthetoolbarandclick.

B.DetailsoftheFaceSheetReport:TheFaceSheetReportopenstothePreviewScreentab.



PreviewTabThistopportionincludesdemographicinformation,language,therapist,anddiagnosis



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



ThebottomportionoftheFaceSheetReportincludesthenameofthecoordinator,26.5eligibility,

guarantorinformation,emergencycontacts,andclientrelationships.



C.EpisodeDataDrillDownReports:



MOSTIMPORTANTforLook‐UpUsersistheEpisodeDataDrillDownattheverybottomofthe

FaceSheet.DataDrillDowncategoriesarehighlightedinblueandwhenyouclickonalinkareportis

generatedwhichwillopenanewtabonthefacesheetscreen,nexttothePreviewtab.



DetailsoftheEpisodeDataDrillDown:

 EpisodeHistory:Showsallepisodes,openandclosed,bettertoviewfromCHARTREVIEW,

Section7,pages28‐29orSection9,page33.

 DemographicHistory:Showspastandcurrentdemographicstatus.

 DiagnosisHistory:Showsentrydate,whichpersonentered,diagnosis,principaldiag

nosisand

diagnosingpractitioner.

 PsychiatristHistory:Showsdateassigned,practitionertype,practitionername,dateentered

andwhoentered.

 TreatmentHistory:Showsservicedate,servicetype/code,practitioner,practitionerID,

duration,location.

 ProgressNotes:(Last6Months):Showsprogressnotesforpast6monthsacrossepisodes.

 ClientRelationships:Showscontacts,nextofkin,ifreleasesareonfile.

 MedicationHistory:Showsorderdate,druganddose,prescriber,pharmacy,refills,whenRx

ends,instructions;maybeoutofdateby24hrs,bettertocheckInfo‐ScriberReport.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012





D.ViewReportsfromEpisodeDataDrillDown:

Toviewareport,clickonalink,thereportwillprocessandthenopen,youwillalsonoticeanewtab

opensnexttothePreviewtab.TheEpisodeHistorylinkwasselectedandhereisthetab.

ThePreviewtabwillbringyoubacktothefullviewoftheFaceSheetwhereyoucanclosethereport

orselectanotherdrilldownlink.



E. IMPORTANT:UseONLYthePreviewtabtoaccessotherDataDrillDownreports.Ifthe is

used,youwillbekickedoutandwillneedtore‐ordertheFaceSheetReport!GOTOPREVIEWTAB!



YoucanprintinformationfromtheEpisodeDataDrillDownscreensbutNEVERconsidertheinformation

tobeappropriateforalegalreleaseofinformation.



ForlegalreleasesyouMUSTselectandprintdocumentsfromthespecificAvatarreportmenu.

(ProgressNoteReport,AssessmentReport,etc)



F.ClosingtheFaceSheetReport:



WhenyouarereadytoclosethePreviewscreenofFaceSheetReport,youcancloseCrystalReports

withthe .



WhenyouclosetheCrystalReportwindow,thefollowingmessageappears.



  Alwaysclick“Yes”



ClicktheClosebuttonintheupper‐rightcorneroftheFaceSheetwindowtoexitthereport .

ThenyouwillbeatthescreenwhereyoufirstrequestedtheFaceSheetreportandyoucanclosethiswindowif

youclickthe

Closeicon.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section9:ScannedDocuments

A.ViewingScannedDocuments

Avatarallowsanyauthorizedusertosearchfor,viewandprintscanneddocuments.

B.Understa

ndingtheClinicalDocumentViewerWindow

●Path:AvatarCWSDocumentManagementClinicalDocumentViewer

●Access:AnyBHRSstaffmembercanaccessClinicalDocumentViewer.However,somedocuments,

suchasHIVstatus,arerestrictedtocertainstaffonly.

ClinicalDocumentViewerhas2tabs;Tab1Search:YouwillSelecttheSearchCriteria



A

B

C

D

F



●SearchTab:(A)



SelectTypeofSearch:SelectClientfordocumentsrelatedtothisclientorStafffordocuments

scannedbyspecificstaff.(B)ThenSelectAll(scannedbyallstaff)orIndividualClient(C).

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



 SelectClient:Enterafewlettersoftheclient’sname,ifmorethanonenameappearsclickto

makeitpopulatetheselectclientfield(D).

 Episode:Selectaspecificepisodeortoseealldocumentsforthisclient,selectALL(E).

 FormSelection:YoucansearchforadocumentbyEntirechart,legalMedicalRecordorby 

Categories/Forms(F).

 ClickProcess(G).



●ResultsTab:(A)

 Lockicon(B):Documentisrestrictedandnotavailabletovieworprint.

 DocumentViewerTab(C):Bottomleft‐bringsyoubacktothesearchscreen;youcanperform

anothersearchorclickthecloseicontoexitandreturntotheAvatarhomepage.

 Viewbutton(D):Youcanviewthescanneddocumentonyourscreen

 Print(E):Youcanprintapapercopyofthescanneddocument;somerestricteddocumentscan

beviewedbutnotprinted.



ScreenShotofClinicalDocumentViewer

A B



C



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section10:UrgentCareBundle(UrgentCarePlanandClientAlerts)



AsaLook‐UpUseryoumayhaveaneedtocreateaclientalertaboutaspecialproblemorconcernthat

otheruserstobeawareofthesituationwhentheyopenorviewtheclient’selectronicmedical

apopupwindowthatcontainsthealertmessage,forexample,“Client

youhaveencountered.



Youwant

record.



A.ClientAlerts:



ClientAlertsaresimilartoPostItNotesthathavebeenusedonapaperchart.TheClientAlertisaway

userscanviewimportantinformationorissuesthatneedattention.ThealertmaybesetbyanyAvatar

user;oncecreatedtherewillbe

enrolledinTotalWellness”.



TheClientAlertpopupwindowwillappearuponopeninganydocumentorreport.AClientAlertcan

displayfor



certainperiodsoftime,suchasaweekormonths.ClientAlertsdonotenduntiltheyare

icalconcernsthatmaybeurgentandrequire

tion

ation.

butnottheclient/guardian.

disabled.



ClientAlertsmaybesimpleandnonclinicalstatementsorrequests,forexample,“ClientisGPO”or

“Updateclientdemographics”.OtherClientAlertsareclin

thedevelopmentofanUrgentCarePlan(highpriority).



ItwouldbeinappropriatefortheClientAlertpopupwindowtocontainthesensitiveclientinforma

regardingthespecificclinicalrisk,concernand/orinstructionsasAvatarscreensmaybeseenbya

client/guardianwhoispresentwhentheclinicianisworkinginAvatar.TheCareMessageorCareAlert

typeofClientAlertwillactuallydirectausertotheUrgentCarePlantoviewthissensitiveinform

Theclinicianmaywantotherpractitionerstoknowoftheconcern



TheCareMessageorCareAlertisusuallyenabledbyClinicians.



1.CareMessage:Includesaroutineconcernorinformationabouttheclientthatothercliniciansshoul

beawareof,forexample,“theclientisrefusingtotakemeds”.ThismessagewillnotshowintheCa

MessageAlertpopupwindow.TheCareMessagepopupwindowincludesthisdirect

ReviewUrg

entCarePlanforInformation”.TheUrgentCarePlandescribesthealert

d

re

ion:“Please



eclinicianwillviewtheUrgentCar

ePlan

soonasp

ossibleandwithouttheclient/guardianviewing!



information/concernandmayincludeinstructionsregardingwhatneedstobedone.



2.TheCareAlert:Includesinformationaboutamoreurgentconcernorsafetyissue,forexample,

“monitorclientasdangertoother”.TheCareAlertpopupwindowincludesthisdirection:“High

Priority‐PleaseReviewUrgentCarePlaninChartReview”Th



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



3. ExampleofClientAlertPopUpWindow



ExampleofCareAlert

popupWarning‐Clic

OK,thengotoC

k

hart

Reviewscreen!



B.HowtoViewtheUrgentCarePlan:(asdirectedbytheCareAlertorCareMessagepopup



currentdateatthetop.Clickonthegreen

arrow(B)toviewandreadtheUrgentCarePlan.



window)





TheUrgentCarePlanislocatedabovethelatestepisode(A)intheChartReviewscreen.





TheUrgentCarePlanislistedbydatewiththemost



B



A

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



ExampleofanUrgentCarePlan



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



C.CreateaClientAlertandUrgentCarePlan



1.CLIENTALERT

 Selecttheclient.

 PATH:AvatarCWS→OtherChartEntry→UrgentCarePlanBundle

 ThebundlewillopentothedocumenttocreateaClientAlert;ifotheralertshavebeenmade,

therewillbeaPre‐DisplayScreenthatshowstheotherClientAlertsthathavebeencreated.

 TheClientAlertsPre‐Displayscreenincludes:theDescriptionorAlertType,theCustom

Message,theDateofEntryandiftheAlertisEnabled/ActiveorDisabled/Closed.

 Atthebottomofthisscreenthereareoptionsforyoutoselect:

o ADDistoaddanewClientAlert.

o EDITistoeditanalertthatisactiveand/ortodisableanactivealert.

o DELETEistodeleteanAlert.

o CANCELwillcancelthisoptionandreturnyoutoth

ehomepage.



ClientAlertPre‐DisplayScreen



SelectADD;theClientAlertdocumentwillopen



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



HowtoCompletetheClientAlert:ScreenShotTab1,ClientAlerts,



TheClientAlertdocumenthas1tab(A)and1page(B);SelecttheTypeofAlert(C)



AssignmentofBenefitsDue FinancialInterviewDue  Stopdonotlinktoepisode1

CareAlert  GPOTotalWellness 

CareMessage  insuranceApplication  UMDAPFinancialDue

ClientisDeceased Stopdonotlinkthisepisode Updateclientdemographics

Error(custom)  Stopdonotlinktoepisode1or2 Warning(custom)



 TheAlertwillfillinthecustommessage(D)boxifcustomisnotaselection.DoNOTselectcustomerroras

itwilllockyououtofallfunctionsandyouwillneedtocallthehelpdesk.IfWarningisselectedthenthere

mustbeanentryinth

ecustomwarninginthecustommessagebox(red/required).

 SelectActiveorActiveforaDateRange:IfActive(E)isselectedyouwillbeunabletomakeanentryfor

thestartandenddate.Thewarningremainsactiveuntilastatuschanges.

 IfActiveforDateRange(F)issele

cted,theStartDate(G)andEndDate(H)willautomaticallybeentered

withtoday’sdate.TheEndDate(H)canbechangedmanuallyforhoweverlongyousetit.

 Disabled:(I)thisishowyoucloseanactivealertthathasnoenddate.

 ApplicableOp

tions:(J)allowsyoutosethowtheAlertwillappear.SelectAlloptions.

 Episodes:(K)allowsyoutoselectwhichepisodeswillbeimpactedbytheAlert.

 Submit:(L)youwillknowtheAlerthasbeensetonceyoureopenAvatar.Thepopupwillappe

arand

requireyoutoclickOK.

ABK



D

E

F

G H

J

K

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



1.ExampleofasimpleClientAlertthatdoesnotrequireanUrgentCarePlan:

 SelectFinancialInterviewDuefromthedescriptionoralerttypedropdownoptions.

 TheCustomMessageBoxwillfillinautomaticallywith“AskClienttoMakeAppointmentfora

FinancialInterview”.

 ActiveforDateRangewillfillinautomatically.

 DisabledDefaultstoNo;select“YES”tocloseanactiveAlertoranAlertthathadnoEndDate.

 TheStartDateandEndDatearefilledinautomaticallywithtoday’sdate.

 YoucanchangetheEndDatemanuallyforhoweverlongyouwanttheAlertsetfor.

 ThefieldsApplicableOptionsandEpisodesarepre‐settoALL.

 ThereisnofurtheractionrequiredexcepttoSUBMITtheAlert.



*WhenanydocumentorreportinAvatarisopened,thisalertwillpopup.ClickOK.

2.ExampleofaCareAlertthatREQUIRESanUrgentCarePlan:

 Select:CareAlert.

 TheCustomMessageBoxfillsinautomatically:

“HIGHPRIORITY‐PleaseReviewtheUrgentCarePlaninChartReview”.

 Activeautomaticallyisfilledin;DisabledDefaultstoNo.

 Select“YES”tocloseanactiveCareAlert.

 ThefieldsApplicableOptionsandEpisodesarepre‐settoALL.

 SUBMIT.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



D.UrgentCarePlan

*OncetheCareAlerthasbeensubmitted,theUrgentCarePlanscreenwillautomaticallypopupwith

theUrgentCarePlandocumentoriftherehavebeenotherUrgentCarePlans,anUrgentCarePlan

Pre‐Displayscreenwillappear.



 



 TheUrgentCarePlanPre‐DisplayscreendisplaysStartDate,EndDate,DataEntryByand

StatusoftheplanasOpenorClosed





Atthebottomofthescreenareoptionsforyoutoselect:



ADDistoaddaNEWUrgentCarePlan.

EDITistoeditanActiveUrgentCarePlanorchangetheSTATUSandCLOSEanUrgent

CarePlan.

DELETEistodeleteanurgentcareplan.

CANCEListocancelthisoptionandreturnyoutothehomepage.





SelectADD



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



TheURGENTCAREPLANcontains1Tab(A),2pages(B)(C).ScreenShotofUrgentCarePlanPage1:

ABCClicktoPage2IdentifyingInformation



F

E





D

G



Page1:(B)IdentifyingInformation.

 Entryfieldsontheleftsideoftheformarered/requiredfields.

 StartDate:(D)DateofBirth(F)andPrimaryDiagnosis(I)willautomaticallyfillin.

 SelectStatus:(E)StatuswilldefaulttoOpen;SelectCLOSEDtocloseanUrgentCarePlanthat

hasbeenopen.

 Therapist/Caseworker:(G)Aprocesssearchentry,enterlettersofthelastnameorentirelast

nameofpersoninthewhitebox,clickprocesssearch,selectthecorrectTherapist/Caseworker

sothatthenamepopulatesthebluebox.

 TherighthandsideoftheUrgentCarePlanincludesentryboxesthatareoptional.

 EndDate:(H)Youcanenteradateorleavethisblank.

 Diagnosis:(I)Thisfillsinautomatically,youcanupdatethediagnosisifneededbyentering

thecodeinthewhiteprimarydiagnosisbox,clickprocesssearch,thenselectthecorrect

diagnosissothatitappearsinthebluebox.Ifyouupdatethediagnosis,thenextbox,

psychiatrist,willbecomearedrequiredfieldtoenterwhoupdatedthediagnosis

 Psychiatrist:(J)Optionalprocesssearchtypeentry,enterpsychiatristifdiagnosiswasupdated

perabove

 Region(K):Youcanselecttheregionfromthedropdown.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



ScreenShot:UrgentCarePlanPage2:TreatmentPlanandCaution(A).

AE



B

D



Page2:TreatmentPlanandCaution(A)

 UrgentCareTreatmentPlan:(B)Thisisafreetextboxforanarrativedescriptionofthe

concern.

 TextEditor:(C)Thisprovidesanexpandedviewofthetextandspellcheck.

 Caution:(D)Thisisanoptionalfreetextboxtoincludecautions.

 Submit:(E)SubmitstheUrgentCarePlan.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



OncetheUrgentCarePlanandAlerthavebeencompletedandsubmitted,thewarningpopupALERT

willappearwithanydocumentorreportthatisopened.Thepopupscreenwillwarnusers:

“HIGHPRIORITY‐PleaseReviewtheUrgentCarePlaninChartReview.”







ClickoktothismessageAND

BESURETOVIEWTHEURGENTCAREPLANTHROUGHTHECHARTREVIEWSCREEN!



3.HowtoVIEWtheUrgentCarePlan



TheUrgentCarePlanisviewedthroughtheChartReviewscreen.Youmustopenanydocumentor

reportinordertogettotheChartReviewwindow.Pleaseseepage33



IMPORTANT:Close/DisableUrgentCarePlan

 AlwaysremembertoCloseanUrgentCarePlanand/orDisableaClientAlert.

 SelectStoporDismissandthatwillgetyououtofthatscreen.

 ToDeactivateorDisableUrgentCarePlanorCareAlert,SELECTtheUrgentCareBUNDLE.

 SelectEDIT:ChangeStatustoCLOSE;entertoday’sdate.



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Section11:Appendices



1.SelectClientScreen



ToaddaclienttotheMySessionFrame,youmustusetheSelectClientcommandfromeithertheTasksFrameor

TaskBarorPictureIcon.

ThescreenshotbelowshowsSelectClientishighlightedinblue,intheupperleft.TheSelectClientscreenrequires

anentryintheClientNa

me/ID#field.Entertheclientnamewithlastnamefirst,followedbyacomma(nospace),

andthenthefirstname.Usethefollowingexamplesasaguidewhenenteringclientnames:

 LAST,FIRST

 LAST,FIRSTJR(typeaspacebeforethetitle)

 LAST,FIRSTMI(typeaspacebeforethemiddleini

tial)

 ID#‐Thisnumberreferstotheclient’sMedicalRecordNumber,alsoknownasMR#orClientID.If

youknowthenumber,youcantypeithere

Youcanusehyphensfornames suchasMARIALOPEZ‐CANTERA.Youcanuseanapostrophefornamessuchas

ANGELOD’MARCO

. 

Oncetheclientnameisentered,clickontheblueSelectClientIDSearch,theclient’snamewillappearinthe

SelectClientboxbelow.Sometimesmorethanoneclientpopsupwiththesamelastnameandyouwillneedto

narrowdownyoursearch.

ThenewAvatar2010,SelectClientScreen:Thisscreenhasadifferentlook;clientsearchresultsnow

showinthebottomhalfofthescreen;alternativelook‐upisstillthere.TheUpanddownarrowsonthe

keyboardcanbeusedtoscrollthroughnamesandtheEnterkeycanbeusedtohighlightarow.



EnterKeywill

highlighttherow

Here’stheAlternative

LookUpSearch



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



Youcannarrowyoursearchforaclientbytrying anyofthesealternativelook‐upmethods:

Item Description

SocialSecurityNumber Searchforclientbysocialsecuritynumber.

FacilityChartNumber ThisistheSMMHMR#.ThelatestentriesarefromDecember,2009.

Thislistisnotcurrentlykeptuptodate.

Alias Searchforaclientbyalias.IfpossiblealiasesareenteredinAvatarin

thisformat:

LASTNAME,ALIAS

UniqueClientID BHRSdoesnotusethisitem.

Soundex Searchforclientwithsimilarsoundingnames.Forexample,ifyou

enterBrown,Soundexwouldalsolocateclientsnam edBrowne.

ClientNameShortcut Ifyouarenotsurehowtospellaclient’sname,youcanuse

shortcutstodisplayalistofclientstochoosefrom.Forexample,you

cantypeS,JforallclientswhoselastnamesbeginwithSandfirst

namesstartswithJ,ortypeSMtoseeal

lclientswhoselastname

beginswithSM.



Client Name

Shortcut



1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



2.Favorites

Task Procedure

AddCommandstoMyFavorites 1.ChooseHelpSearchforOptionfromtheMenuFrame.The

OptionSearchscreenappears.

2.IntheEnterTexttoFindinOptionNamefield,typethetextstring

youaresearchingfor.

3.ClicktheSearchbutton.

4.Clicktherowintheresultstableforthecom

mandyouwanttoadd

toMyFavorites.

5.ClicktheAddtoFavoritesbuttonatthebottomofthescreen.The

AddFavoritewindowappears.

6.ClickOK.

7.Repeatsteps2–5toaddmorecommands toyourfavorites.

8.Whenyouarefinishedaddingcommandstoyourfavorites,click

theDismissb

uttonatthebottomoftheOptionSearchscreen.



OrganizingMyFavoritesintoFolders 1.ClicktheMyFavoriteslinkintheTasksFrameontheleftsideof

theAvatarHomepage.

2.Right‐clicktheFavoritesfoldericonandchooseAddFolderfrom

thepopupmenu.TheInputdialogboxappears.

3.Typethenameofthenewfolderandcli

ckOK.

4.Placethemousepointeroverthefavoriteyouwanttoaddtothe

newfolder.

5.Clickanddragthefavoritejustbelowthenewfolderandthen

releasethemousebutton.

6.Repeatstep5foreachfavoriteyouwanttoplaceinthefolder.

Thefolderha

sasmalliconinfrontofit.Clickingthaticonexpands

andcollapsesthecontentsofthefolder.

7.ClicktheSavebuttonatthebottomoftheMyFavoritesscreen.

Ifyouright‐clickaclientnameintheMyCaseloadFrameor

theMySessionFram

e,youwillnowseeaFavoritescommandinthe

popupmenu,whichyoucanusetoaccessyourfavoritesifyouwish.



CommonlyUsedFavoritesforLook‐UpUsers:

 ClientDashboard

 ChartReview

 UrgentCarePlanBundle‐includesClientAlerts

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012



3.UsingShortcuts

Thefollowingtabledisplaysseveralshortcutsyoucanuseinnavigating throughAvatarwindows.

KeyboardShortcut Action

[Ctrl]+[E] Exitswindowwithoutsubmitting

[Ctrl]+[S] Submits(saves)window

[PageDown] Movesonepageforwardoncurrenttab

[PageUp] Movesonepagebackoncurrenttab

[Ctrl]+[PageDown] Movesonetabforwardoncurrentwindow

[Ctrl]+[PageUp] Movesonetabbackoncurrentwindow

[F6] Movefromtabtotabwithinawindow

[Enter] SameasclickingOKorYes

[F5] Clearstheselectedvaluefromadropdownfield

ArrowKeys Arrowthroughdropdownmenutoselectcommand

[Tab] Moveforwardonefield

[Shift]+[Tab] Movebackwardonefield

[Spacebar] Selectsradiobuttonoptionifyourcursorisonit.



KeyboardShortcutsforTextFields Action

[Home] Movescursortothebeginningoftextinafield

[End] Movescursortotheendoftextinafield

[Ctrl]+[Home] Movesthecursortothebeginningofthenextfield

[Ctrl]+[End] Movesthecursortotheendofthefield

[Ctrl]+[] Movescursortothebeginningofnextword

[Ctrl]+[] Movescursortothebeginningofpreviousword

[Shift]withanyarrowkey Selects(highlights)textoneletteratatime

[Ctrl]+[Shift]witharrowkey Selects(highlights)onewordatatime

[Ctrl]+[C] Copyselected(highlighted)text

[Ctrl]+[X] Cutselected(highlighted)text

[Ctrl]+[V] Pasteselected(highlighted)text

[F7] Spellcheck

Field ProperConvention

Date AvataralwayssavesdatesinMM/DD/YYYYformat.

Youcantypeshortcutsasfollows:

020609becomes02/06/2009

112308becomes11/23/2008

Time AvataralwayssavestimesinHH:MMAM/PM.

Youcanusemilitarytimeasfollows:

0123becomes01:23AM

1345becomes1:45PM

PhoneNumbers Mustbetypedinthefollowingformat:

650‐555‐1212

Ifyoudon’ttypethedashes,Avataraddsthemforyou.

1QualityManagement\QI-Avatar TrainingIntroductiontoAvatarElectronicMedicalRecordLOOK-UP-ONLYJUNE2012





Field ProperConvention

SocialSecurityNumbers

Mustbetypedinthefollowingformat:

555‐12‐4345

Youmusttypethedashesforsocialsecuritynumbers.If

not,youwillseeamessagepromptingforthecorrect

format.



Address–Street

Donotusepunctuationorspecialsymbols,suchasthe

poundsign(#)inaddresses.

123MAINSTAPT3

Thefollowingabbreviationsareaccepted:ST,AVE,BLVD,

WAY,CT.



Address–City

Typethefullnameofthecitywithnoabbreviations.

SANMATEO



Address–State

Alwaysa2letterabbreviation(CA,OR,NV).

Address–Zip

Alwaysa5numbercode(94501).

Redfield

Fieldisrequiredandmustbecompletedbeforeawindow

canbesubmitted.



Blackfield

Fieldisstandardandshouldbecompletedifpossible.

Greyfield

Fieldisnotavailable.Thiscanbebecauseinformationis

populatingfromanotherscreenoryoumustcomplete a

fieldorselectacheckboxsomewhereinthecurrent

windowbeforeinputting

.

