Welcome to SEURAT Clinical, the new and improved patient check-in and data retrieval system for the Pediatric Primary Care Center (PCC) at Yale-New Haven Hospital (YNHH). The SEURAT Project is a joint project between the Center for Medical Informatics at the Yale University School of Medicine and several departments of the Yale-New Haven Hospital, including MIS, Pediatrics, Ambulatory Administration, and Nursing. Background information on the project is available on-line through the Seurat website: http://ycmi.med.yale.edu/Seurat. This document has been designed to acquaint you with the features and functionality of the SEURAT Clinical application.
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On-lineThis document, in its most up-to-date form, can be found on-line through the Seurat website: http://ycmi.med.yale.edu/Seurat. Due to the confidential and sensitive nature of the information contained within the SEURAT Clinical application, the on-line documentation can only be accessed by computers in the Yale University or Yale-New Haven Hospital domains. |
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Important! Under no circumstances whatsoever is the clinical staff to restart the corridor workstations by turning them off and back on again. If a circumstance in which it would be desired to restart the computer arises (such as when the computer is locked-up), please immediately contact either Geoffrey Corb (ext. 7-6028; pager 203-368-7072) or Cynthia Brandt (ext. 7-2795) in the Center for Medical Informatics. |
The first step in using SEURAT Clinical on a workstation in the PCC is to login. The Login screen appears below.
Figure 1 - SEURAT Clinical Login Screen
Enter your SEURAT Clinical login name and password in the appropriate fields. If you do not have a login name and need one, or cannot remember your login name or password, please contact Josephine Wheaton (ext. 8-2481) for assistance. Note that you will use the same login name and password to use the SEURAT Clinical application on any workstation.
If you want to change your password, enter your login name and your current password in the appropriate fields, then press the "Change Password" button. See the instructions for changing your password, below.
Once you enter both your login name and password, press the "Log In" button. The Patient Check-In screen will appear, if your login name and password are valid. If not, a message will appear to inform you that either your login name or your password are invalid; at this point, you may try your login again. If you continue having difficulty logging in, please contact Josephine Wheaton (ext. 8-2481) for assistance.
You can change the password to your SEURAT Clinical login by pressing the "Change Password" button on the Login screen (see Figure 1, above). You will be asked to enter your new password once, and then again for verification. When you are done entering the password for the second time, press the ENTER key. A message will appear confirming your password change. If you have problems with your login name or password, or with changing your password, please contact Josephine Wheaton (ext. 8-2481) for assistance.
The Patient Check-In screen automatically appears after you log in. (Patient check-in is no longer performed using the EXTRA program, but through the SEURAT Clinical application.) If you need to find clinical information about a patient or create reports, these activities are accessible through buttons on the top of this screen (see Figure 2, below).
Figure 2 - Patient Check-In Screen
Enter the patient's unit number into the appropriate field and press the ENTER key. (It is important to note that you can move to the next field at any time by pressing either of the ENTER or TAB keys.)
Figure 3 - Patient Check-In Screen with Demographics
Assuming the patient's demographics information to be correct, and that you have pressed the "Yes" button, you will be prompted to select the appropriate form to be used and to enter today's measurements (see Figure 4, below).
Figure 4 - Patient Check-In Screen with Form and Measurement Request
SEURAT Clinical automatically suggests which form is to be printed, based on the patient's age. This selection appears in the "Form to Use" field. If, for any reason, you wish to change the suggested form, press the down-arrow button adjacent to the "Form to Use" field and select the desired form.
Available forms include:
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Then, enter the correct length, weight, head circumference, and blood pressure measurements for the patient for today's visit in the appropriate fields. Entering the leading zeros is not necessary, though entering the decimal points is suggested. For example, entering a value of "30.2" could be entered as "0302" or as "30.2"; entering this value as "302" will result in an entry of "302.0". You can press the HOME key to move the cursor to the beginning of the current field, or use the LEFT ARROW or BACKSPACE keys to do the same. Press either the ENTER or TAB key to move to the next measurement field.
When you are done, press the "Print Form" button to print the selected form and growth chart for the patient. The Patient Check-In Screen will clear its contents and prepare itself to check-in another patient. If, for any reason, you want to clear the screen and start over (including re-entering the unit number) without checking the current patient in, press the "Clear Form" button.
The selected form and growth chart will be printed to the printer adjacent to the workstation which you are working on. Note that you will no longer have the option of selecting which printer to print to; printing will always go to the adjacent printer. Because the new check-in program is more stable than the old program, there should be no need to use the printer in the other corridor.
When you are done using the SEURAT Clinical system, it is recommended that you log off the system Follow the directions in the Logging Off section of this document.
Find Patient makes up the other major component of the SEURAT Clinical application. This feature provides for the ability to browse through and print previously collected patient data. Find Patient can be accessed from the Patient Check-In screen by pressing the "Find Patient" button at the top of the screen (see Figure 5, below).
Figure 5 - Find Patient Button on Check-In Patient Screen
Figure 6 - The Find Patient Screen
Patients can be found in the database using any of four distinct criteria: unit number, last name, date of birth, or provider. Fields for each of these criteria appear on the Find Patient screen. It is sufficient to enter a value in only one of these fields. If you choose to search for patients of a particular provider, press the down-arrow button on the right side of the "Provider" field; a list of possible providers will appear. If, at any time, you want to clear the criteria that you have entered and restart your search, press the "Clear Criteria" button. Once you have entered the value to search for, press the ENTER key.
If the information that you have entered does match at least one patient in the SEURAT system, you will be prompted to select the correct patient from the list provided, as in Figure 7, below.
If the information that you have entered does not match any of the patients in the SEURAT system, a message will appear warning you of this condition.
If the desired patient is not available in the list, you may restart your search by pressing the "Clear Criteria" button and re-entering search criteria.
Figure 7- Select a Patient from the List Provided on the Find Patient Screen
If the desired patient is available in the list, double-click on the desired patient's name to obtain data on that patient, as in Figures 8-12, below. Use the buttons at the bottom of these screens to navigate the available patient data, including encounters, vaccinations, growth data and charts, screenings, and perinatal information. Demographics information will be consistently displayed in the upper portion of these screens.
Pressing the "New Patient..." button, located at the bottom-right hand corner of the screen, will take you back to the Find Patient screen, at any time.
Figure 8 - Patient Data Screen: Encounters
Figure 8 shows the Encounter screen, detailing the encounters for the current patient. Double-clicking on a particular encounter, or pressing the "View Structured Data" button, will open the Structured Data screen (see Figure 9, below); information on this screen is available via the remaining Patient Data screens as well.
Figure 9 - The Structured Data Screen
Figure 10 - Patient Data Screen: Vaccinations
Figure 10 shows the Vaccination screen, describing the complete vaccination history for the current patient.
Figure 11 - Patient Data Screen: Measurements
Figure 11 shows the Measurements screen, detailing the growth data stored in SEURAT. You can scroll through the measurements by using the scroll-bar located on the right edge of the green-bordered region of the screen.
If the patient is an infant, the buttons along the bottom of the green-framed portion of the screen will read "View Infant Chart" and "Print Infant Chart"; if the patient is a child, these buttons will read "View Child Chart" and "Print Child Chart". Pressing the "View Infant/Child Chart" button will display the growth chart on the screen, while pressing the "Print Infant/Child Chart" will print the growth chart to the printer. (Note that the growth chart is automatically printed with the SEURAT form when the patient is checked-in.)
Figure 12 - Patient Data Screen: Screening Information
Figure 12 shows the Screening Information screen, enumerating the patient's screening events stored in SEURAT.
Figure 13 - Patient Data Screen: Perinatal Information
Figure 13 shows the Perinatal Information screen, detailing the perinatal information stored in SEURAT, if available. This data is scrollable by using the scroll-bar located on the right edge of the purple-bordered region of the screen.
You can log off the SEURAT Clinical system at any time, from the Check-In Patient or Find Patient screens, by pressing the "Log Off" button at the top of these screens (see Figure 14, below).
Figure 14 - Log Off Button on Check-In Patient Screen
SEURAT Clinical provides for the generation of a number of aggregate reports, including:
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These reports can be accessed by pressing the "Aggregate Reports" button on the Check-In Patient or Find Patient screens at any time (see Figure 15, below).
Figure 15 - Aggregate Reports Button on the Check-In Patient Screen
Once the "Aggregate Reports" button has been pressed, the Aggregate Reports screen appears, as in Figure 16, below. The "Back" button can be pressed at any time to return to either the Check-In Patient or Find Patient screen.
Figure 16 - Aggregate Reports Screen
Once you have selected a report from the list of available reports, SEURAT Clinical prompts you to enter a date range for the report (see Figure 17, below). "Date intervals" are requested for the Medicaid Assessments, Medicaid Vaccines, Form Errors By Provider, and New Medicaid Vaccination Report reports; "Birth Date Intervals" are requested for the Medicaid Vaccines for 2 Yr Olds and Patients by DOB Range reports.
Figure 17 - Aggregate Reports Screen with Date Interval Prompt
Enter these dates into the specified fields. Press the "Submit" button to generate the report. The "Back" button will take you back to either the Check-In Patient or Find Patient screen.
In the unlikely event that the SEURAT system is unavailable or that patient data is unavailable, for whatever reason, the following steps will be taken to document the patient's visit.
This data will be inputted into the SEURAT system, for later use, when the patient's form is being scanned.
If incorrect measurements are entered into the SEURAT system, and printed onto the patient's current visit form, the following steps will be taken to correct the erroneous measurements:
This data will be corrected in the SEURAT system when the patient's form is being scanned and verified.
last updated: 16 September 1998
Geoffrey Corb, YCMI
Revision 1.4
