How to Use the Form Interface Worklist
Overview
The Form Interface Worklist is a tool developed to be extensible. It has been implemented to simplify the workflow of securely transmitting CANS Assessment documentation to the State of Massachusetts. Development of a form interface makes it possible to enter form data in Epitomax, translate the data to meet third party standards, and securely transmit data for processing by a third party. PsyTech Solutions can collaborate with third parties to provide custom solutions for the Form Interface Worklist to reduce duplicate entry in third party web portals. The Form Interface Worklist is designed to reduce the cost of building such custom interfaces. For more information about developing custom interfaces and taking advantage of the Form Interface Worklist please submit a Helpdesk ticket.
Epitomax Jobs: Automated, Secure Data Transmission
The Form Interface Worklist displays the results of two Epitomax jobs, which respectively send and receive secure, Direct protocol messages using our Data Motion integration. These Epitomax jobs are configured by default to run on a nightly basis, however, Epitomax jobs can be configured to run more or less frequently. The job that sends messages can be further configured to send messages a specific number of days in the past or older. The job that receives messages can be further configured to process a specified maximum number of messages each time it runs. Please submit a Helpdesk ticket if you would like more information about job configurations.
Clinical > Form Interface Worklist
In Epitomax, open the menu item, Clinical
> Form Interface Worklist.
Set 'Form Criteria' such as the date range,
client, or program. Then click 'Update Worklist' to get or update your filtered
results. Filter options determine what records will appear in the results. In
addition to filter options, you can sort your results using the four sort
dropdowns. Sort options determine where records will appear in the results. If
you make changes to the filters or sort options you have to click 'Update
Worklist' for those changes to take effect.
Each record in the 'Search Results' of the Form
Interface Worklist represents the most recent interface transaction for a
given form and the status of the transaction. Please note that forms that have
not been sent through the interface will not appear here. For example, a form
that has been completed within the past 24 hrs. might not have been sent by the
nightly job yet and would not appear in the list. Links to the Service
Activity Detail from the 'Activity Date' link and to the Client Record from
the 'Client' link and to the Episode from the 'Episode Information' link
and to the Clinical Display of the form from the 'Form' link provide you
with additional context for the form.
Two additional links appear beneath the
'Status': the 'Resend' link and the 'Details' link. Please note: the ‘Resend’
link will not appear unless the form status is ‘Completed’. The 'Resend' link
queues the form for an Epitomax job, which will resend the form automatically
the next time the job runs. The 'Details' link creates a new browser tab with
all of the interface information for a single form. The recommended workflow
for resending a form and the contents of the Form Interface Worklist: Details screen are elaborated below.
Form Interface Worklist > Details
Clicking the 'Details' link opens The Form
Interface Worklist: Details screen in a new browser tab.
The top of the page has the client record and
episode information buttons for navigation to the client's chart. The heading has
links to the Service Activity Detail from the 'Activity Date' link and
to the Clinical Display of the form
from the ‘Form’ link. The table below the headings provides a full list of interface
transactions for that form. If applicable, the record for the transaction will
contain a list of response errors.
Fixed to the right-hand side of the screen is
a ‘Response Error Key’ that provides some information to help with interpreting
errors. Shown here is a list of segments used by the MassHiway CANS Assessment
HL7 specification. Please submit a Helpdesk ticket for any errors that you are
unable to interpret or that you are unable to resolve by making corrections to
the form.
Recommended Workflow for Making Corrections and Resending Forms
Making Corrections
Editing the form to clear response errors
will largely follow the existing workflows for forms. The form needs to be set
back to pending status. If you have permission to change the form status, the
easiest way to do this from the Form Interface Worklist: Details screen
is:
1.
Click the 'Form'
link found in the heading.
The form will be opened in a new browser tab.
2.
Scroll to the
bottom of the page. Click the 'Signature History' button.
A new frame will appear on the right-hand
side of the viewport.
3.
Click the 'Add'
link to open the 'Signature Comment' pane below.
4.
Switch tabs to Copy
the error list from the Form Interface Worklist: Details screen.
5.
Paste the error
list from the Form Interface Worklist: Details screen into the comment
box for more convenient reference. Select 'Require Resign'. Click 'Update'.
Epitomax will set the form back to pending status so that it can be edited, and
Epitomax will send the comment in an alert message to staff informing them the
form needs to be reviewed and signed again.
Resending a Form
Compare the ‘Last Sent Date’ and the ‘Last
Signer – By Date’ fields on the Form Interface Worklist to determine if
the form has been resigned.s
If you need additional information about the
state of the form or signatures on the form, click the link to the form. Scroll
to the bottom of the screen and click the 'Signature History' button. Any
previous comments and signatures added to resolve the comments will appear in
the list of signatures with the most recent signatures at the top of the list.
If the form is completed and ready to be sent
through the interface again, then on the Form Interface Worklist click
'Resend'. The 'Resend' link queues the form for resend by the job and updates
the ‘Status’. Please note: the form may not appear in the worklist after
clicking resend if ‘Resend’ is not selected in the form criteria. The form may
move in the results listed depending on the sort criteria, or, if it stays in
the same location, then it will have an updated status. Here the status would
be updated from 'Response Error' to 'Resend'.
If you have questions about using the Form
Interface Worklist, please submit a Helpdesk ticket.