VistA Imaging Capture and Display

Presenter Marilyn Freeman, RHIA California Area Office VistA Imaging Coordinator| MU Coordinator HIM Consultant

What is VistA Imaging? VistA Imaging provides the multi-media component for the RPMS EHR. The VistA Imaging system integrates images and scanned documents into the patient's electronic medical record.

More Information VistA Imaging is an FDA approved medical device and cannot be modified. VistA Imaging includes primary and long-term storage housed at either the site or the area

New VI Functionality –View images within EHR –Use of CCD to perform Clinical Information Reconciliation (CIR)

Implementing VistA Imaging Administrative Preparation Team Formation Equipment and Supplies IT Preparation Scanning Supervisors

Administrative Preparation Submit required agreements Form interdisciplinary VistA Imaging team Assign responsibility for Quality Monitoring

Team Formation Register for VistA Imaging Listserv Examine resources on VistA Imaging website Establish regular meeting time

Equipment and Supplies Document scanners Card scanners Cameras Self-inking rubber stamps

IT/CAC Preparation Servers and long-term storage Install VI software Edit EHR template Create VI clinic, document class, and needed note titles Copy mag.ini to scanning workstations Install scanners and drivers

Scanning Supervisors Generally HIM and Patient Registration Compile document list Prepare policies and procedures Perform workstation configuration Create configuration buttons Schedule training and prepare practice documents Plan for ongoing daily quality monitoring

VistA Imaging Training VistA Imaging Capture This training is provided to scanning staff and supervisors just prior to go-live VistA Imaging Display This training is provided for EHR/VistA Imaging users who will need to view scanned/imported images

The Scanning Process

Prepare the Document Check for required patient information Remove staples and paper clips Stamp pages when scanning duplex

Open VistA Imaging Capture Open RPMS/EHR | Select patient | Open VI Capture Client

Verify Patient Info Patient, Demo

Select Configuration Button

Select Progress Note

Select/Create Progress Note

Image Format True Color JPG - single page color documents TIF G4Fax - single or multi- page black and white 256 Color - multipage color documents Use True Color JPG for color photos

Add Brief Description

Select Multiple Page Box

Step 7: Re-check your work!

Step 8: Capture button

Step 9 & 10: Twain Window

The Capture Window

Confirm or Cancel

Scanner Quality Check Click “File” Select” 1.Patient 2.“Latest Patient Images

Open Image Last image will appear at top of list Double-click to open image

Importing Images 1.Change Source to Import NOTE: Format field changes automatically 2.Locate desired image 3.Click capture and continue as if scan

Outside Sources PHI on various media (CDs, disc,) Accept medium from patient Import information based on your clinic P&P NOTE: It is recommended that IT scan all outside electronic data sources before sending to provider

Quality Monitoring Develop methods for monitoring and tracking results Perform quality reviews routinely on daily basis 100% review until scanner reaches minimum (95%) quality level Routine monitoring of representative sample for each scanner ongoing

VistA Imaging Display 1.View images 2.Open Image list and/or abstract windows 3.Set user view preferences NOTE: Picture is from a training database and DOES NOT contain patient data Open the Main VI Display window to:

Preparing for EHR 2014 Implement VistA Imaging Insure all VistA Imaging patches are current through Patch 140 EHR installation will STOP if these steps have not been completed

Questions & Answers