1. MOBILE ELECTRONIC DOCUMENTATION (M.E.D.) OVERVIEW OF FUNCTIONS Presenters: Ivy Matthews RN MSN, HBPC Program Director Lebanon VAMC Charles Tyler III RN BSN, Clinical Applications Coordinator Lebanon VAMC 1

2. 2 To launch M.E.D. double click the shortcut on the desktop of the laptop you will be using for home visits. Single click the “Retrieve Patient(s)…” button. PREPARING M.E.D. FOR VISITATION— While still connected to the VA Network

3. 3 Retrieving Patients from a Personal List Click “Retrieve From Personal List”, then log in with your VistA access/verify codes. Choose the personal list you wish to see and use for retrieval. (You may have more than one Personal List.)

4. 4 Retrieving Patients from a Personal List After patients are checked, click “Retrieve Checked Patients” Indicating all checked patients are retrieved. Progress bar Click the “X” or the “Close” button to close this window so you can see your patient selection list for M.E.D.

5. 5 LAUNCHING M.E.D. & SELECTING PATIENTS—in the field while disconnected from the VA network To launch M.E.D. double click the shortcut on the desktop of the laptop you will be using for home visits. To select a patient, single click the name then “OK” Note: You canNOT “Retrieve patients” (nor updated health summaries) while disconnected from the network!

6. 6 LAUNCHING M.E.D. & SELECTING PATIENTS—in the field Upon selection of a patient, you will be presented with the “Summary” tab for the selected patient.

7. 7 SUMMARY TAB Tip: The data displayed on the Summary tab is only updated when a patient is one of those included when “Retrieve Patients” is selected. The update can occur only when connected to the VA network.

8. 8 SUMMARY TAB: DESCRIPTION The Summary tab includes a specified Health Summary containing patient data such as: Name, SSN, Active Medications, Selected Progress Notes, Lab Results, etc. A patient’s summary can only be “retrieved”/updated while connected to the VA network but then a copy of the summary is available in M.E.D. without connection to the VA network.

9. 9 Summary Tab: Summary Component Selection A Health Summary is comprised of “components” such as Brief Demographics, Next of Kin, Record Flags and Selected Progress Notes. The summary component heading will often include a maximum period of time or number of occurrences.

10. 10 Summary Tab: Search Term Find Tip: You have to first click somewhere in the summary then click “Edit”/ “Find”. Tip: The search term find feature starts at the top of the summary regardless of which summary component you “jumped” to. “Edit” / “Find” Enter a term such as “Oxygen” and click “Next.” Illustration First click somewhere in the summary text then…

11. 11 Summary Tab: COPY / PASTE It is possible to copy from the Summary Tab but not paste to it. 1. Highlight desired text. 2. “Edit” / “Copy”

12. 12 NOTES TAB

13. 13 The Notes tab includes note templates, text of pending notes and notes recently imported to CPRS. It is possible to write a progress note in M.E.D. without connection to the VA network for later importation to CPRS. NOTES TAB: DESCRIPTION Pending Note (i.e. not yet imported to CPRS) Imported Notes (i.e. transferred to CPRS whether signed / unsigned in CPRS) Note templates available for use. This space is used to display the selected note template or the text of a selected note.

14. 14 Notes Tab: Menus/Actions Select another patient already on your list. Retrieve more patients for your list. FILE *All options available on all tabs in M.E.D. Print to a Windows printer. A checkbox list of M.E.D. items will appear from which to choose. EDIT You can perform all the edit functions in the Notes tab. You can choose “Undo” while editing a pending note, use the “Find” feature to search for a term, cut or copy from a pending note, and paste to pending notes using the techniques you are familiar with in Microsoft Word.

15. 15 Notes Tab: Menus/Actions VIEW *All options available on all tabs in M.E.D. Provides another method of changing tabs. ACTION You can use the Action menu to Delete or open a note for Editing, Manually Save or Select All in preparation for copying/deleting text. These functions are also available with a Right mouse click. TOOLS Please do NOT adjust any of the settings in the Tools menu as this may cause M.E.D. to malfunction! HELP “Contents” contains detailed instructions for using M.E.D. “About MED” contains details of the version and patch being used if needed to check for the most current version of M.E.D.

16. 16 Notes Tab: Create NEW NOTE 1.Choose the template. 2.Click “Create Note” Template displays here.

17. 17 Notes Tab: Create NEW NOTE Click “OK”. Tip: Just as in CPRS, you cannot save an incomplete template. When you click “OK”, you will see and save only the text for the portions of the template completed. Tip: Unanswered required fields will fire a Warning and the fields will be highlighted in blue. The template cannot be completed without satisfying required items.

18. 18 Notes Tab: Save a NOTE Once you click “OK” to the template and the note is text, there are 3 ways the note can be saved. 2. “Action” “Save Note” 3. Right Mouse “Save Note” 1. Note text is saved every 5 seconds while you type.

19. 19 Notes Tab: EDIT Pending Note Tip: There are 2 ways to edit a note: Action, Right Mouse on the note listing, or Right Mouse on the text of a note. 1.Left mouse click on a title in the pending notes list. 2. “Action” / “Edit Note” OR…. RIGHT mouse click on a title in the pending notes list or on the actual note text and choose “Edit Note”.

20. 20 SCRATCH PAD TAB

21. 21 SCRATCH PAD TAB: DESCRIPTION The Scratch Pad tab functions as a “Post-it® note” or “to do list” to record actions that might need to be accomplished following the visit such as generating orders, renewing medications, checking on the status of particular outstanding consult requests, contacting specialty providers, etc. The Scratch Pad could also be used to record the data needed to complete Clinical Reminders later when reconnected to CPRS. Template Button Text created “free hand” or from a Scratch Pad template appears here.

22. 22 Scratch Pad Tab: Menus/Actions Select another patient already on your list. Retrieve more patients for your list. FILE *All options available on all tabs in M.E.D. Print to a Windows printer. A checkbox list of M.E.D. items will appear from which to choose. EDIT You can perform all the following edit functions in the Scratch Pad tab: Undo, Find, Paste and Select All as you do in MicroSoft Word. You cannot Cut or Copy from the Scratch Pad. You will receive an error stating that these functions are not allowed.

23. 23 IMPORTING M.E.D. NOTE TO CPRS Tip: You must connect to the VA network using the laptop which contains the M.E.D. pending note to be imported to CPRS!! You cannot import a M.E.D. notes by using CAG to launch CPRS on a personal device.

24. 24 IMPORTING M.E.D. NOTE TO CPRS 1. Log onto CPRS and choose the patient who has the pending M.E.D. note that is ready for importing then …. Tip: Notice that your first action is to double click “Import M.E.D. Notes” in Shared Templates, instead of selecting a title as you are used to doing. 2. On the Notes tab of CPRS, Click the “Templates” drawer then open the “Shared Templates” and find the “Mobile Electronic Documentation” folder. Tip: To make it easier to find with less mouse clicks, the first time you open the “Mobile Electronic Documentation” folder, RIGHT mouse on the “Import M.E.D. Notes” template and choose “Mark as Default.” Double click “Import M.E.D. Notes

25. 25 IMPORTING M.E.D. NOTE TO CPRS Double click “Import M.E.D. Notes”. The familiar “Location for Current Activities” window will display. Complete the visit information and click “OK”.

26. 26 IMPORTING M.E.D. NOTE TO CPRS Select a CPRS note title, adjust “Date/Time of Note:”and click “OK”. *Notice that selecting a title is done AFTER double clicking “Import M.E.D. Notes” *If there is a template that automatically appears with the title you chose, and it is the same as the template you just completed in MED, cancel the template, then import the M.E.D. note

27. 27 IMPORTING M.E.D. NOTE TO CPRS Select the pending M.E.D. note you wish to import and click “OK” *Recently imported notes will appear here under the heading “Imported Notes”. They may be imported again to CPRS if needed

28. 28 IMPORTING M.E.D. NOTE TO CPRS The text of the note you created in M.E.D. will now be the text of an unsigned note in CPRS (including any text from a template attached to a CPRS title) ready for editing or signature. Tip: The note you just imported to CPRS moves to the “Imported Notes” list in M.E.D. and is automatically removed from the “Pending Notes” listing in M.E.D. If connection is lost in the midst of importing the note, you can import the note from the “Imported Notes” list in M.E.D.

29. Ivy Matthews RN MSN, HBPC Program Director Ivy.matthews@va.gov Charles Tyler III RN BSN, Clinical Applications Coordinator Charles.Tyleriii@va.gov Complete MED User Training PPT: M.E.D. Version 264 USER INSTRUCTIONS.pptx MED info\M.E.D. Version 264 USER INSTRUCTIONS.pptx 29 Thank you!