SEURAT ADMINISTRATOR

PROCEDURES FOR ENCOUNTER ID GENERATION

If the system malfunctions, SEURAT forms may arrive at the scanning/verification station without the patient's demographics and encounter barcode printed at the top of the form.  In this case, it is the responsibility of the clinical nursing staff to make sure that the patient's blue plate is stamped in the place of this printed information, and that the date of the encounter is recorded on the form.  If such a form is submitted to the verifier, the following procedure shall be followed in order to generate an encounter identifer ("Encounter ID") for this form.

The most up-to-date version of this document can be found on-line at the SEURAT website: http://ycmi.med.yale.edu/Seurat.

• Load the SEURAT Administration application.  The Main Menu screen appears, as seen below in Figure 1.

Figure 1 - The Main Menu Screen

• Press the "Generate Encounter ID" button that appears in the upper-right hand corner of the Main Menu screen.  The Generate Encounter screen appears, as seen below in Figure 2.

Figure 2 - The Generate Encounter Screen

• Enter the patient's unit number in the appropriate field.  Press the ENTER key.

• Enter the date of the patient's visit (encounter) to the clinic in the mm/dd/yyyy format.  Press the ENTER key.  If the patient is found in the database, the patient's demographics will be displayed for confirmation, as seen in Figure 3, below. 

  If the patient is not found in the database, a message will appear warning the verifier of this situation.  Re-enter the unit number to insure it is correct and try again.  If the patient is not found, and you have ensured that the unit number is correct, contact {someone} for assistance.

Figure 3 - The Generate Encounter Screen, with Demographics for this Patient

• Assuming that the patient has been found in the database, the patient's demographics are displayed.  If the displayed information correctly identifies the patient, press the "Yes" button; the form selection and measurement entry fields appear on the screen, as shown in Figure 4, below.

  If not, press the "No" button; you will have to re-enter the unit number and encounter date.

  If the information on the blue plate and the screen differ, {then what?}.

Figure 4 - The Generate Encounter Screen with Form Selection and Measurement Entry

• The program will automatically suggests which form should be used, based on the patient's age.  This selection appears in the "Form to Use" field.   Make sure that the form name that appears in the "Form to Use" field and the form name that is printed on the form that is being verified is the same.   If it is not, press the down-arrow button adjacent to the "Form to Use" field and select the correct form.

  Available forms include:

   

  Perinatal	6 Month Visit	18 Month Visit	6-10 Year Visit
  Under 1 Month Visit	9 Month Visit	2 Year Visit	11 Year and Older Visit
  1-2 Month Visit	12 Month Visit	3 Year Visit	Immunization/Weight Check & Screening
  4 Month Visit	15 Month Visit	4-5 Year Visit	Special Needs Visit

• Then, enter the length, weight, head circumference, and blood pressure measurements that have been hand-written onto the SEURAT form for today's visit in the appropriate fields. Then press the "Generate Encounter ID" button to continue.  A message will appear indicating that the encounter and measurement information was successfully entered and will display the encounter number, as shown in Figure 5, below.  Be sure to write this number down, as it will be important for use with the Teleforms Verifier.

  If, for any reason, you want to clear the screen and start over (including re-entering the unit number) without generating an encounter idenfier, press the "Clear Form" button. 

   

  
  Figure 5 - Successful Encounter ID Generation Message

  In the example shown, you must write down the encounter ID 8380 for later use.

• You can press the "Close" button, if you want to exit the Generate Encounter ID screen and return to the Main Menu screen, at any time.

When verifying the form using the Teleforms Verifier application, after scanning the form, you should enter the Encounter ID that was generated for you in the appropriate field in the verifier.

last updated: 9 September 1998
Geoffrey Corb, YCMI
Revision 1.1