Documentation for CPRS Text Integration Utility (TIU) - Revision history

NeilArmstrong: Added a glossary link to CPRS~

2012-08-09T21:33:13Z

Added a glossary link to CPRS~

← Older revision		Revision as of 21:33, 9 August 2012
Line 3:		Line 3:
	Let me outline the steps needed to get transcription into VistA. This is not a hack — VistA has a full transcription package.		Let me outline the steps needed to get transcription into VistA. This is not a hack — VistA has a full transcription package.

	1. In VistA, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but it's not as helpful when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified then they are optional).		1. In VistA, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but it's not as helpful when looking back over a list of notes for a patient in [[CPRS~\|CPRS]]. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified then they are optional).

	2. The transcriptionist will enter data for these fields. VistA will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. The transcriptionist will enter data for these fields. VistA will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:

DavidWhitten: Reverted edits by Puwok2008DqLl (talk) to last revision by NeilArmstrong

2012-06-28T14:38:00Z

Reverted edits by Puwok2008DqLl (talk) to last revision by NeilArmstrong

← Older revision		Revision as of 14:38, 28 June 2012
Line 1:		Line 1:
	=== Overview of Integrating Transcription with VistA ===		=== Overview of Integrating Transcription with VistA ===

	Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.		Let me outline the steps needed to get transcription into VistA. This is not a hack — VistA has a full transcription package.

	1. In~~, vista~~, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but ~~its~~ not as ~~pretty~~ when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified ~~than~~ they are optional).		1. In VistA, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but it's not as helpful when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified then they are optional).

	2. ~~Then, the~~ transcriptionist will enter data for these fields. ~~Vista~~ will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. The transcriptionist will enter data for these fields. VistA will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:
	====================================================		====================================================
	[NewDict]: PHONE NOTE		[NewDict]: PHONE NOTE
	Alias: Jones,Abe		Alias: Jones,Abe
	ChartNumber: 123456789		ChartNumber: 123456789
	Date of Birth: 01/01/1972		Date of Birth: 01/01/1972
	Date of Encounter: 04/21/2003		Date of Encounter: 04/21/2003
	Patient Name: Jones,Adam B		Patient Name: Jones,Adam B
	Provider: Houser,Doug		Provider: Houser,Doug
	Social Sec. Number: 123 45 6789		Social Sec. Number: 123 45 6789
	Sex: MALE		Sex: MALE
	Visit Location: Main_Office		Visit Location: Main_Office
	Transcriptionist: Fingers,Speedy		Transcriptionist: Fingers,Speedy
	Name: Jones,Adam B		Name: Jones,Adam B
	[TEXT]		[TEXT]
	PHONE NOTE Text		PHONE NOTE Text
	[END]		[END]

	*** File should be ASCII with width no greater than 80 columns.		*** File should be ASCII with width no greater than 80 columns.
	*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).		*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).
	====================================================		====================================================

	All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.		All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.

	~~I'll discuss~~ the document text requirements ~~below~~.		See the section "Text Formatting" below for a discussion on the document text requirements.

	3. The file is then uploaded from the desktop PC, where it was created, into ~~vista~~ in one of two ways. Either it is uploaded with a "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there ~~vista~~ can get the file locally.		3. The file is then uploaded from the desktop PC, where it was created, into VistA in one of two ways. Either it is uploaded with the "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there VistA can get the file locally.

	4. The file containing all the notes is then processed one at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code. ~~(more below)~~		4. The file containing all the notes is then processed one note at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database [[record~\|Record]] for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code.

	5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.		5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.

	~~That's~~ all ~~folks~~.		==== Text Formatting ====

			Now some more info about the text formatting of the file containing all the notes. It has to be ASCII only (i.e. not in MS Word or WordPerfect format). This means that formatting commands such as bold or underlining or italics etc are not allowed.

	~~Now some more info about~~ the ~~text formatting~~ of ~~the file containing~~ all the ~~notes~~. Is has ~~to be ASCII only~~ (i.e. ~~not in MS~~ Word ~~or WordPerfect format~~). ~~This mean that formatting commands such~~ as ~~bold or underlining or italics etc are not allowed~~.		Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. Microsoft Word has such a formatter. In older versions (e.g. Microsoft Word 95), this done by setting "MSDOS text with layout" as the save type when saving. In newer versions (e.g. Microsoft Word 2003), this is done by setting "Plain Text" as the save type when saving, and turning on "Insert line breaks" in the subsequent dialog.

	Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. My version of Microsoft Word 95 has such a formatter, called "MSDOS text with layout". To use this, when I save the file, I select the saving format to be "MSDOS text with layout". I'm not sure if the default Word installation will install this format. Bill Gates is not always as helpful as he could be. So you have to do a custom Word installation, and drill down into the options to find the input/output format translators and select all of them (or at least the ones ones you need).

	Kevin Toppenberg		Kevin Toppenberg
	5-10-05		5-10-05

Puwok2008DqLl at 22:21, 22 June 2012

2012-06-22T22:21:48Z

← Older revision		Revision as of 22:21, 22 June 2012
Line 1:		Line 1:
	=== Overview of Integrating Transcription with VistA ===		=== Overview of Integrating Transcription with VistA ===

	Let me outline the steps needed to get transcription into VistA. This is not a hack ~~—~~ VistA has a full transcription package.		Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.

	1. In ~~VistA~~, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but ~~it's~~ not as ~~helpful~~ when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified ~~then~~ they are optional).		1. In, vista, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but its not as pretty when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified than they are optional).

	2. ~~The~~ transcriptionist will enter data for these fields. ~~VistA~~ will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:
	====================================================		====================================================
	[NewDict]: PHONE NOTE		[NewDict]: PHONE NOTE
	Alias: Jones,Abe		Alias: Jones,Abe
	ChartNumber: 123456789		ChartNumber: 123456789
	Date of Birth: 01/01/1972		Date of Birth: 01/01/1972
	Date of Encounter: 04/21/2003		Date of Encounter: 04/21/2003
	Patient Name: Jones,Adam B		Patient Name: Jones,Adam B
	Provider: Houser,Doug		Provider: Houser,Doug
	Social Sec. Number: 123 45 6789		Social Sec. Number: 123 45 6789
	Sex: MALE		Sex: MALE
	Visit Location: Main_Office		Visit Location: Main_Office
	Transcriptionist: Fingers,Speedy		Transcriptionist: Fingers,Speedy
	Name: Jones,Adam B		Name: Jones,Adam B
	[TEXT]		[TEXT]
	PHONE NOTE Text		PHONE NOTE Text
	[END]		[END]

	*** File should be ASCII with width no greater than 80 columns.		*** File should be ASCII with width no greater than 80 columns.
	*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).		*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).
	====================================================		====================================================

	All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.		All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.

	~~See the section "Text Formatting" below for a discussion on~~ the document text requirements.		I'll discuss the document text requirements below.

	3. The file is then uploaded from the desktop PC, where it was created, into ~~VistA~~ in one of two ways. Either it is uploaded with ~~the~~ "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there ~~VistA~~ can get the file locally.		3. The file is then uploaded from the desktop PC, where it was created, into vista in one of two ways. Either it is uploaded with a "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there vista can get the file locally.

	4. The file containing all the notes is then processed one ~~note~~ at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database [[record~~~\|Record]]~~ for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code.		4. The file containing all the notes is then processed one at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code. (more below)

	5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.		5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.

	~~==== Text Formatting ====~~		That's all folks.

	~~Now some more info about the text formatting of the file containing~~ all ~~the notes. It has to be ASCII only (i.e. not in MS Word or WordPerfect format). This means that formatting commands such as bold or underlining or italics etc are not allowed~~.

	~~Each line should be 80 characters or less in length. In practice this means that~~ the ~~transcriptionist has to hit <ENTER> at~~ the ~~end of each line (i.e. don't use word wrapping), or use a word processor that can change~~ all the ~~word wrapping into clipped lines for you~~. ~~Microsoft Word~~ has ~~such a formatter~~. ~~In older versions (~~e.~~g. Microsoft~~ Word 95)~~, this done by setting "MSDOS text with layout" as the save type when saving~~. ~~In newer versions (e.g. Microsoft Word 2003), this is done by setting "Plain Text"~~ as ~~the save type when saving, and turning on "Insert line breaks" in the subsequent dialog~~.		Now some more info about the text formatting of the file containing all the notes. Is has to be ASCII only (i.e. not in MS Word or WordPerfect format). This mean that formatting commands such as bold or underlining or italics etc are not allowed.

			Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. My version of Microsoft Word 95 has such a formatter, called "MSDOS text with layout". To use this, when I save the file, I select the saving format to be "MSDOS text with layout". I'm not sure if the default Word installation will install this format. Bill Gates is not always as helpful as he could be. So you have to do a custom Word installation, and drill down into the options to find the input/output format translators and select all of them (or at least the ones ones you need).

	Kevin Toppenberg		Kevin Toppenberg
	5-10-05		5-10-05

NeilArmstrong: Added glossary link to Record~

2012-03-10T21:39:34Z

Added glossary link to Record~

← Older revision		Revision as of 21:39, 10 March 2012
Line 33:		Line 33:
	3. The file is then uploaded from the desktop PC, where it was created, into VistA in one of two ways. Either it is uploaded with the "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there VistA can get the file locally.		3. The file is then uploaded from the desktop PC, where it was created, into VistA in one of two ways. Either it is uploaded with the "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there VistA can get the file locally.

	4. The file containing all the notes is then processed one note at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code.		4. The file containing all the notes is then processed one note at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database [[record~\|Record]] for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code.

	5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.		5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.

129.15.58.80: /* Overview of Integrating Transcription with VistA */

2005-11-02T22:07:32Z

Overview of Integrating Transcription with VistA

← Older revision		Revision as of 22:07, 2 November 2005
Line 1:		Line 1:
	=== Overview of Integrating Transcription with VistA ===		=== Overview of Integrating Transcription with VistA ===

	Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.		Let me outline the steps needed to get transcription into VistA. This is not a hack — VistA has a full transcription package.

	1. In~~, vista~~, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but ~~its~~ not as helpful when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified ~~than~~ they are optional).		1. In VistA, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but it's not as helpful when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified then they are optional).

	2. ~~Then, the~~ transcriptionist will enter data for these fields. ~~Vista~~ will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. The transcriptionist will enter data for these fields. VistA will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:
	====================================================		====================================================
	[NewDict]: PHONE NOTE		[NewDict]: PHONE NOTE
Line 25:		Line 25:
	*** File should be ASCII with width no greater than 80 columns.		*** File should be ASCII with width no greater than 80 columns.
	*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).		*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).
			====================================================
	====================================================

	All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.		All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.

	~~I'll discuss~~ the document text requirements ~~below~~.		See the section "Text Formatting" below for a discussion on the document text requirements.

	3. The file is then uploaded from the desktop PC, where it was created, into ~~vista~~ in one of two ways. Either it is uploaded with a "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there ~~vista~~ can get the file locally.		3. The file is then uploaded from the desktop PC, where it was created, into VistA in one of two ways. Either it is uploaded with the "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there VistA can get the file locally.

	4. The file containing all the notes is then processed one at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code. ~~(more below)~~		4. The file containing all the notes is then processed one note at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code.

	5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.		5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.

	~~That's~~ all ~~folks~~.		==== Text Formatting ====

			Now some more info about the text formatting of the file containing all the notes. It has to be ASCII only (i.e. not in MS Word or WordPerfect format). This means that formatting commands such as bold or underlining or italics etc are not allowed.

	~~Now some more info about~~ the ~~text formatting~~ of ~~the file containing~~ all the ~~notes~~. Is has ~~to be ASCII only~~ (i.e. ~~not in MS~~ Word ~~or WordPerfect format~~). ~~This mean that formatting commands such~~ as ~~bold or underlining or italics etc are not allowed~~.		Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. Microsoft Word has such a formatter. In older versions (e.g. Microsoft Word 95), this done by setting "MSDOS text with layout" as the save type when saving. In newer versions (e.g. Microsoft Word 2003), this is done by setting "Plain Text" as the save type when saving, and turning on "Insert line breaks" in the subsequent dialog.

	Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. My version of Microsoft Word 95 has such a formatter, called "MSDOS text with layout". To use this, when I save the file, I select the saving format to be "MSDOS text with layout". I'm not sure if the default Word installation will install this format. Bill Gates is not always as helpful as he could be. So you have to do a custom Word installation, and drill down into the options to find the input/output format translators and select all of them (or at least the ones ones you need).

	Kevin Toppenberg		Kevin Toppenberg
	5-10-05		5-10-05

68.171.114.173: /* Overview of Integrating Transcription with VistA */

2005-05-12T01:56:38Z

Overview of Integrating Transcription with VistA

← Older revision		Revision as of 01:56, 12 May 2005
Line 3:		Line 3:
	Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.		Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.

	1. In, vista, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but its not as ~~pretty~~ when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified than they are optional).		1. In, vista, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but its not as helpful when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified than they are optional).

	2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:

68.171.114.173 at 01:55, 12 May 2005

2005-05-12T01:55:59Z

← Older revision		Revision as of 01:55, 12 May 2005
Line 6:		Line 6:

	2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:		2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:
	====================================================		====================================================
	[NewDict]: PHONE NOTE		[NewDict]: PHONE NOTE
	Alias: Jones,Abe		Alias: Jones,Abe
	ChartNumber: 123456789		ChartNumber: 123456789
	Date of Birth: 01/01/1972		Date of Birth: 01/01/1972
	Date of Encounter: 04/21/2003		Date of Encounter: 04/21/2003
	Patient Name: Jones,Adam B		Patient Name: Jones,Adam B
	Provider: Houser,Doug		Provider: Houser,Doug
	Social Sec. Number: 123 45 6789		Social Sec. Number: 123 45 6789
	Sex: MALE		Sex: MALE
	Visit Location: Main_Office		Visit Location: Main_Office
	Transcriptionist: Fingers,Speedy		Transcriptionist: Fingers,Speedy
	Name: Jones,Adam B		Name: Jones,Adam B
	[TEXT]		[TEXT]
	PHONE NOTE Text		PHONE NOTE Text
	[END]		[END]

			*** File should be ASCII with width no greater than 80 columns.
			*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).

	*** File should be ASCII with width no greater than 80 columns.
	*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).
	====================================================		====================================================

68.171.114.173 at 01:55, 12 May 2005

2005-05-12T01:55:13Z

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=== Overview of Integrating Transcription with VistA ===

Let me outline the steps needed to get transcription into VistA. This is not a hack--VistA has a full transcription package.

1. In, vista, one must set up document types, such as "progress note", "history and physician", "telephone note" etc. I suppose everything could be called a "note", but its not as pretty when looking back over a list of notes for a patient in CPRS. For each document type, one defines upload fields such as "patient name", "date of birth", "sex", "social security number". Each of the fields can be specified as required (or if not specified than they are optional).

2. Then, the transcriptionist will enter data for these fields. Vista will display a help screen for the expected format for a given note. Below is a printout from my "Phone Note" type document. The fields shown are all the possible fields. They are not all required:
====================================================
[NewDict]: PHONE NOTE
Alias: Jones,Abe
ChartNumber: 123456789
Date of Birth: 01/01/1972
Date of Encounter: 04/21/2003
Patient Name: Jones,Adam B
Provider: Houser,Doug
Social Sec. Number: 123 45 6789
Sex: MALE
Visit Location: Main_Office
Transcriptionist: Fingers,Speedy
Name: Jones,Adam B
[TEXT]
PHONE NOTE Text
[END]

*** File should be ASCII with width no greater than 80 columns.
*** Use "///" for "BLANKS" (word or phrase in dictation that isn't understood).
====================================================

All the dictation for a given provider (or even multiple providers) can be put into one big file, split up by headers for each type of note.

I'll discuss the document text requirements below.

3. The file is then uploaded from the desktop PC, where it was created, into vista in one of two ways. Either it is uploaded with a "Kermit" transfer protocol (supported by many terminal emulator programs), or the file is transfered by some other protocol (i.e. scp etc) to the host file system. From there vista can get the file locally.

4. The file containing all the notes is then processed one at a time. First the type of note is used to decide how to handle the fields that follow. The data from the fields is stored in temporary variables and a "filer" program is called. This filer program will take the information and create a database record for the note. I.e. it stores it in the database. If the filer can't handle the information, or if something is missing, or the specified patient can't be found etc., then it returns a failure code. (more below)

5. For each note that has failed the upload process, an "alert" is created in VistA. This is kind of like an e-mail with the failed note attached. The transcriptionist is given opportunity to edit the note from inside VistA to fix the problem and then retry the filing process.

That's all folks.

Now some more info about the text formatting of the file containing all the notes. Is has to be ASCII only (i.e. not in MS Word or WordPerfect format). This mean that formatting commands such as bold or underlining or italics etc are not allowed.

Each line should be 80 characters or less in length. In practice this means that the transcriptionist has to hit <ENTER> at the end of each line (i.e. don't use word wrapping), or use a word processor that can change all the word wrapping into clipped lines for you. My version of Microsoft Word 95 has such a formatter, called "MSDOS text with layout". To use this, when I save the file, I select the saving format to be "MSDOS text with layout". I'm not sure if the default Word installation will install this format. Bill Gates is not always as helpful as he could be. So you have to do a custom Word installation, and drill down into the options to find the input/output format translators and select all of them (or at least the ones ones you need).

Kevin Toppenberg
5-10-05