Create New Entity

** The individual creating an entity will be the administrator for that entity (Entity Administrator = EA).

1.  Go to the URL dtxmed.com.

2.  Under the “SIGN IN” button, click on the “Create your account” link (see below).

3.  You will be redirected to the registration page. Complete all fields and submit (see below).

Create New Provider(User)

** The Entity Administrator (EA) is the default administrator responsible for creating all new users. For more information, please visit the “Special User Rights” section.

1. Go to the “Providers” tab located on the left-hand side (second tab from the top).

2. Click on the “Add Provider” button at the top of the page (see below).

3.  Complete all fields.

a. When selecting the provider’s role, you will notice that the privileges at the bottom of the page (ADU, ADP, ADPro, ADInQ) will auto populate based on your specific selection. These privileges auto populate based on the privilege rules the EA has indicated in the “Settings” tab (refer to the “Special User Rights” section for explanations on the privileges and setting up privilege rules). If you are not satisfied with the privileges predefined for the provider you are adding, you can edit the privileges as you wish.

b. When choosing a medical specialty, the available options are specialties which have been added in the “Medical Specialties” tab. Please refer to the “Medical Specialties” section for more information (see below).

Add/Schedule Patient

1.  Navigate to the “Patient” tab on the left-hand side.

2.  Click on the “Add Patient” button on the top of the page (see below).

3.  Complete all fields in the “Patient Information” and “Emergency Contact” sections.

4.  For the “Choose Contact Preference” section, select the preferred method for the patient to receive question sets (see below).

8.  Save all information.

Additional Patient Functionalities

After scheduling a question set and saving the information, you will be redirected to the main Patient page. On this main page you can do the following:

1.  View a list of all the patients who have ever been added to your entity. You can filter the patients by the various “Filter By:” options located on the top left. After selecting a filter option, enter the key words relevant to the filter option and your search.

2. Schedule an additional question set.

a. On the main Patient page, navigate to the “Action” column (the right-most column) and click on the “View” button (eye icon).

b. Select the “Schedule Additional Question Set” button on the bottom of the page.

Add Question Set

Procedure Question Sets

Procedure question sets are sets that are linked to a procedure. These questions will be sent to patients according to the procedure date (which you will indicate when adding a patient) and the parameters set forth in steps 7 and 8 below.

1.  To add a procedure question set, navigate to the “Procedure Question Sets” tab on the left-hand side.

2.  Click on the “Add Procedure” button on the top of the page.

3. Input the name of the procedure for which you are creating a question set.

4.  Select whether you want the question set to be sent to the patient (Patient) or physician (Quality).

5.  Click on the “Add Question Set” button.

6.  In the “Question set” field, enter the name of the question set you are creating.

7.  In the “Select” field you will indicate if you want the question set to be sent before or after the procedure.

8.  In the “Number of days” field, enter the number of days before or after the procedure (depending on your selection in Step 7) that you want to the question set to be sent to the patient (see below).

Medical Specialties

Medical specialties represent the various specialties of the physicians in your entity.

1.  To add a medical specialty, navigate to the “Medical Specialty” tab on the left-hand side.

2.  Click on “Add Specialty” on the top of the page (see below).

3.  Enter the specialty and select “Save”.

Alert Dashboard

All alerts are housed in the Alerts Dashboard. This dashboard exists to allow users to keep track of and manage alerts.

1.  To view alerts in the Alerts Dashboard, go to the “Alerts” tab on the left-hand side.

2.  Here you will see all the alerts that have ever been triggered, organized by oldest to most recent. Each row represents an alert, and for each alert you will notice information on the alert date, time, patient, physician, question and response.

3.  To the far right of each alert is a “Notes” column.

a.  The textbox in this column allows the user to document any comments pertaining to the alert. A comment must be inputted for every alert.

b.  The checkmark to the right of this textbox allows the user to save the alert, making it a record in the dashboard. The checkmark can only be selected once an alert is acknowledged and commented on.

4.  Alerts can be filtered by “Patient” or “Physician”. To filter the alert, select a “Filter By” option at the top of the page and type in any key words related to your search (see below).

Special User Rights

The Entity Administrator (EA) account and all Physician accounts have certain unique privileges. These privileges are listed below.

EA Account

1.  Set up follow-up notifications. Follow-up notifications allow you to automatically re-send questions sets to patients who have not responded to the originally scheduled question sets. The steps for setting up follow-up notifications are as follows:

a.  Navigate to the “Settings” tab on the left-hand side and go to the “Follow up Notifications” section.

b.  In the first drop-down list, select the follow-up interval. This interval indicates when you would like the patient to be resent the question set. In the below example, if you select “24 Hours” this would indicate that, if the patient does not answer the originally scheduled question set, it will be resent to the patient 24 hours later.

c.  In the second drop down list, select the number of times you would like the patient to be resent the question set. In the below example, if you select “2” the patient will be resent the question set a maximum of two times. So, if you select “24 Hours” in the first drop-down and “2” in the second dropdown, this would indicate that if the patient does not respond to the originally scheduled question set, they will be resent the question set 24 hours later. If they do not answer the resent question set, they will be resent the question again 24 hours later.

d.  Save your selections by selecting the “Save” button.

2.  Set up SMS notifications. The EA receives alert emails for all alerts triggered. SMS notifications for alerts do not contain any PHI and simply notify the user that an alert email has been sent. If you would like to receive SMS alert notifications, please do the following:

a.  Navigate to the “Settings” tab on the left-hand side and go to the “Notifications” section.

b.  Under the “Notifications for Alerts” subheading, select the checkbox next to the word “SMS” (see below).

3.  Determine default user privileges. User privileges are defined as the level of access each type of user can have. There are five types of users: EA, Physician, Nurse, Assistant and Other. Each of these user types are already associated with their own level of access, or privileges. There are four separate privileges which include: add/delete user, add/delete patient, add/delete procedure question set, and add/delete individual question set. To view or change these default privileges please do the following:

a.  Navigate to the “Settings” tab on the left-hand side and go to the privilege table at the bottom of the screen.

3. b.  Here you will see the default privileges automatically assigned to each user type. Listed below is an explanation of these privileges:

• • ADU = Add/Delete User. This privilege allows the user to add/delete a provider in the “Providers” tab. The user will also be able to filter the Providers on the main Provider page.
  • ADP = Add/Delete Patient. This privilege allows the user to add/delete a patient and send the patient a question set (either through the scheduling or quick send functionalities). The user can also view the patient’s responses, deactivate the patient, or filter the patients on the main Patient page
  • ADPRO = Add/Delete Procedure Question Set. This privilege allows the user to add/delete procedure question sets in the “Procedure Question Sets” tab on the left-hand side.
  • ADINQ = Add/Delete Individual Question Set. This privilege allows the user to add/delete individual question sets in the “Individual Question Sets” tab on the left-hand side.

c.  To change a default privilege for a user type, check/uncheck the relevant checkbox in the table. Listed below are key points to keep in mind:

• • All users (except for EA) can only delete information that has been added by that specific user. For example, if a specific user has the “ADP” privilege, they can only delete patients that they have added. The EA can add/delete any information, even that which has not been added specifically by the EA.
  • When a specific user is being added to your entity, the privileges automatically assigned to the user will be in accordance with the privileges outlined in this table. However, you have the option to customize the privileges for each user added. For example, let’s assume that we are adding a nurse to the system. You will notice in the below screenshot that the “ADP” and “ADINQ” privileges auto populate as these are the privileges outlined for the nurse user type in the default privilege table. If I want the nurse I am adding to be able to also add other users to the system, I can assign her this privilege by simply checking the “ADU” checkbox at the bottom of the page.

• • A user with the ADPRO and ADINQ privileges can only CREATE question sets and cannot schedule a patient for the question set unless the user is also given the ADP privilege.

Physician Account

1.  Delegate Alert Emails. The Physician receives alert emails for all alerts triggered by his patients. The Physician can assign two other providers to also receive alert emails. To do so:

a.  Navigate to the “Settings” tab on the left-hand side and go to the “Notifications” section.

b.  Under the “Delegate Alert Notification to” subheading, select up to two providers to receive alert emails.

2.  Set up SMS notifications. To do this, refer to step 2 in the previous section.

Analytics Dashboard

The analytics dashboard allows you to view, and filter by select variables, the aggregate patient data for any question set you have created in real time. You can export the results to Excel to view the individual patient data. A maximum of 5 question sets can be displayed on the dashboard page at any given time. Both Patient and Quality sets can be displayed simultaneously. Please find below instructions on how to use the dashboard.

1.  Navigate to the “Dashboard” tab on the left-hand side.

2.  You will notice three numbers displayed on the page. These numbers represent the number of new patients enrolled, the total number of surveys sent (initiated), and the response rate (percentage of surveys completed) for your entire dataset (see below).

Filters

3.  To view the aggregate responses for specific question sets, do the following:

a.  On the top left of the page is the “Date” filter. Click this filter and select the start and end date for the data you are interested in. You can also select one of the presets (“Today”, “Yesterday” etc.) on the left-hand side of the filter. If you are not interested in a specific date range, you can leave this filter blank (see below).

3. b. Select the “Filter By” filter on the top right-hand side.

c.  Choose one question category. “Procedure Question Types” correspond to procedure question sets, and “Individual Question Types” correspond to individual question sets. Only one question category can be viewed at once. In the below example we chose the “Procedure Question Types”.

d.  Choose a question type. You can search for data from “Patient Sets”, “Quality Sets” or both. If you would like to view data from both, select “All” from the dropdown as we have done in the below example.

3. e.  Once we select “All”, two more filters will appear: “Quality Procedure Name” and “Patient Procedure Name”. Choose the quality and patient procedures you are interested in. You may also search for a specific procedure by entering the procedure’s name into the “Search” field. In the below example we chose one quality procedure and one patient procedure.

3. f.  After selecting the appropriate patient and quality procedures, two more filters will appear: “Quality Question set” and “Patient Question set”. Select the appropriate question sets. You can search for a specific question set by entering the question set’s name into the “Search” field. When making your question set selections, please know the following:

• • Up to 5 question sets can be displayed at any given time. For example, if one quality question set is chosen, a maximum of 4 patient question sets can be selected. In the below example, we have chosen one quality question set and two patient question sets.

• • You must select ONLY ONE quality question set if you would like to have the ability of stratifying the patient question set data by the quality question set data. In other words, when looking at the final dashboard output, if only one quality question set is chosen, you will be able to filter the responses from the patient question sets by the responses from the one quality question set that you chose. If more than one quality question set is chosen, the data from these question sets will appear in the dashboard output (as long as the number of questions sets does not exceed 5), but you will not be able to stratify the patient question set responses (see step i below).

3. g.  Once you have chosen the question sets, you have the option of filtering by Provider, Patient and Specialty. If you would like to view ALL data for the specific question sets you have chosen, select “Select All” for the “Provider Name”, “Patient” and “Specialty” filters (see below).

Output

a.  After you have finalized all your selections, click on the “Submit” button. You will now see the aggregate data displayed in a similar manner to the below image. For the aggregate data, you will notice three question sets displayed. These are the questions sets that we selected in step f above. Under each question set are the constituent questions. Under each question are the answer choices alongside the % of patients who selected those responses. Quality question sets will always be displayed before (to the left of) patient question sets. We chose to display one quality question set, “Preop Lumbar Fusion New”, which is the leftmost question set displayed here. For the quality question sets, you will notice that there is a textbox next to each of the answer choices for the individual questions. As described in section f, you can stratify the patient question set data (middle and rightmost question sets) by the quality question set responses.

b.  In order to stratify the patient data, click on one of the textboxes. For example, as seen below, if we are interested in viewing the data for all patients with sleep apnea, we would select “Yes” for the question “History of Sleep Apnea” for the quality question set. Observe how the patient data (middle and right-most columns) changes. Remember quality question sets are sent to the physician. So, in this example, physicians received a question set asking them if their patient had sleep apnea. The below output is showing the data for patients 1) who answered the patient question sets selected AND 2) whose physicians indicated that they had sleep apnea on the quality question set.

c.  The patient data can only be filtered by the quality data if ONLY ONE quality question set is chosen. If more than one quality question set is chosen, this filtering cannot be done. In the below example, two quality question sets and two patient question sets are displayed. “Preop Lumbar Fusion New” and “Postop Lumbar Fusion New” are the quality question sets. As can be seen, since two quality question sets were chosen, you cannot stratify the patient data by the quality data.

d.  Along with the data output reviewed in steps i-j, the dashboard will also show the total number of questions sent and answered for the question sets selected to be displayed. Also, in addition to stratifying the patient data by the quality data, you can filter all data (patient and quality) by several subfilters. These subfilters are gender, age, payor and diagnosis (see below).

Export

a.  If you would like to view the patient-level data, you can export the data to Microsoft Excel by selecting “Export” on the right-hand side on the main dashboard output page (see image below step a in the section Output). In Excel, each tab represents a question set. In the below example, the question set “Preop Lumbar Fusion New” is one tab.

b.  The data for the “Preop Lumbar Fusion New” question set can be seen below. Each row represents data for a patient who has answered the survey completely. Rows are organized by Date of Service (DOS). A patient can populate more than one row since question sets can be answered by the patient (or by the physician for quality sets) more than once (see the below example). The columns represent the different variables which include the following patient and physician factors: DOS, Patient Name, Age, Gender, Payor, Physician, Specialty, and Diagnosis. The columns also include when the question set was triggered (“Quality Set Triggered”), the response to every question of the question set (“History of sleep apnea” etc.) and the date and time of each question response (“Answer Date 1”, “Answer Date 2” etc.).