Chart Tracking Locks

Key Info  
Purpose:

Create and manage the list of chart tracking locks.
Related Module(s):

Chart Tracker
Accessed From:

Maintenance > Office > Chart Tracking Locks
Window(s):

Chart Tracking Locks

Chart Tracking Lock Definitions

Dependencies:

Location Codes

Chart Tracking Locks Window

[Accessed from Maintenance > Office > Chart Tracking Locks]

Chart tracking locks can prevent a chart from being checked out or accessed from a specific location when certain conditions have been met.

Example: A chart lock can be triggered when a patient record meets one or more of the defined conditions. Chart access will be restricted until the criteria are no longer present.

The Chart Tracking Locks window allows you to create and manage chart locks that can be applied to patient charts at your institution.

Field Description
Id

A text field that defaults to the item number used to order chart locks.
Description A text field that indicates the full name of the chart lock.
Type

A drop-down list that describes how the chart lock works:

  • Built-in Conditions
  • Function
Function

A text field that indicates the Oracle function name which will be called for this chart lock.

Note: This field is only enabled if the Type is set to Function.
Return Value

A drop-down list that indicates the type of return value:

  • Text (Mapped): The lock will display text (up to three characters) based on the function’s return value.
  • Text (Returned): The lock will display text returned by the function.

Note: This field is only enabled if the Type is set to Function.
Task Procedure
Add Chart Tracking Locks
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Chart Tracking Locks
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Chart Tracking Locks
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Set Chart Tracking Lock Definitions
  1. Select a listed entry and click the Chart Tracking Lock Definitions () icon to display the Chart Tracking Lock Definitions window.
  2. Complete the fields as necessary and click OK.

Chart Tracking Lock Definitions Window

Chart tracking lock definitions are the conditions that will trigger a chart lock.

The Chart Tracking Lock Definitions window allows you to manage the conditions for a selected chart lock. It displays when you open the Chart Tracking Locks window, select a listed chart lock and click the Chart Tracking Lock Definitions() icon.

Field Description
Chart lock settings for A read-only field that indicates the selected chart tracking lock.
Alert Code =

Text fields that indicate the alert code(s) that trigger the chart lock when added to a patient record.

The ellipsis is used to display the Alert Codes window and select an alert code.
Office Code =

Text fields that indicate the office code(s) that trigger the chart lock when added to a patient record.

The ellipsis is used to display the Office Codes window and select an office code.
Patient Status

A radio button field that indicates which patient statuses trigger the chart lock:

  • Is Not: If the patient status is not set to a listed status, the chart lock is triggered.

  • Is one of: If the patient status is set to a listed status, the chart lock is triggered.

A series of drop-down lists that identify specific patient statuses.
Include Today’s charges in Balances

A checkbox that, when selected, indicates that today’s patient balance is included when calculating balances for chart locks.

Example: A patient's paper chart was locked due to an outstanding balance, but the patient made a payment before their treatment today, and axiUm cleared the lock, allowing work to be performed. However, after today’s treatment, the patient will incur a new balance and axiUm will include this amount in the chart lock calculation, locking the paper chart again.
Patient Balance >

A text field that indicates the balance that triggers the chart lock, if exceeded.
Patient A/R – Current

A text field that indicates the current amount due that triggers the chart lock, if exceeded.
Patient A/R – 30

A text field that indicates the over 30 days balance amount that triggers the chart lock, if exceeded.
Patient A/R – 60

A text field that indicates the over 60 days balance amount that triggers the chart lock, if exceeded.
Patient A/R – 90 A text field that indicates the over 90 days balance amount that triggers the chart lock, if exceeded.
Patient A/R – 120 A text field that indicates over 120 days balance amount that triggers the chart lock, if exceeded.
Required Consent

Text fields that indicate the consent code(s) that are required. If these consent(s) are not on file, the chart lock is triggered.

The ellipsis is used to display the Consent List window and select a consent code.
Regular Working Days (Paper Charts)

Checkboxes that, when selected, indicate which days axiUm uses to calculate and track checked out charts.

Example: If the provider’s chart check-out time is limited to five workdays, axiUm calculates the five working days based on the days selected here.

Note: These checkboxes work in conjunction with the Max Charts field and the Max Hrs Out field in the Users window > Additional tab > Charts section.
Task Procedure
Set Chart Tracking Lock Definitions
  1. Complete the fields as necessary and click OK.
Edit Chart Tracking Lock Definitions
  1. Make any necessary changes and click OK.