To enter a new patient record, click Patients and then click the Add Record icon on the toolbar.
This will create a new record and place your cursor in the ID box on the Patient Information form. The next available ID for your center will be assigned automatically. The ID number can be changed at this time, but once you move from the ID box to another data item the ID is assigned and can no longer be changed. You will receive an error message if you try to use an ID number that has already been used or is outside your center’s certification range.
The Patient Information items must be completed in order to proceed to other forms. As the Patient Information is completed, the ID, patient name, date of birth and MRN are added to the Patient Header at the top of the form. The Patient Header is visible from the Patient Log and all the data entry forms.
Protected Health Information
The Patient Information form contains protected health information. The eNICQ 5 application is designed to ensure that patient identifiers cannot be sent to the Vermont Oxford Network unless the submitting member has the appropriate agreement(s) in place with the Vermont Oxford Network.
Using Data Entry Boxes and Accessing Help
Four types of data entry boxes are used in the eNICQ 5 application. Text boxes (for example, Patient’s First Name) allow for text entry, while drop-down list boxes (like Initial Disposition) allow you to select from a list of choices. Category boxes are paired with some drop-down list boxes to allow you to filter the drop-down list. Transfer code boxes consist of a series of category boxes that are used to filter a drop-down list of locations.
Details about the different types of data entry boxes are contained in the eNICQ 5 User’s Guide at www.vtoxford.org/enicq, which can be accessed online or from anywhere in the application by clicking the Help icon on the toolbar.
Context sensitive help is also available for various features of the application, as well as for each data item.
Status Icons and Data Entry Assistants
As you enter data, eNICQ 5 will evaluate the information you have entered and provide feedback on your responses. Each submitted data item will display a status icon to indicate whether the item has a status of (Correct), (Error), (Blank), or (Warning). The Data Entry Assistants provide details about the status of the item, the item’s definition, and the range of acceptable responses.
The Data Forms
As you complete each data form, the next applicable form becomes available. The Next Form button at the bottom of the data entry form will take you to the next applicable form. For example, if you complete the Patient Information form and indicate that the patient died in the delivery room, the Next Form button will take you to the Delivery Room Death Form. Individual data items may be left blank and completed later. Do not use “Unknown” or “N/A” as placeholders for data that will later be obtained. These responses should be used only if the answer to an item is truly unknown and cannot be obtained, or is not applicable based on the item’s definition.
Each data form will also have a status icon, which will be visible from the Patient Log. The form status is based on the status of the data items within the form. A form status of (Correct) can be obtained only if all data items have a status of (Correct). Data forms are categorized in groups called modules. A module status of (Correct) can be obtained only if all applicable data forms within the module have a status of (Correct). For example, if data item “2b-Gestational Age, Days” has a status of (Error), the 28 Day Form will have a status of (Error), and the Primary VON Module will also have a status of (Error).
The status icons displayed on the Patient Log allow you to identify records that need additional work. Single-clicking on a record will select it and display the forms applicable to that record in the navigation tree within the sidebar on the left. The navigation tree allows you to identify which forms are incomplete or contain errors. Single-clicking on a form within the navigation tree will take you to that form, where you can search for the data item or items that require completion or correction. The data item status icons within the data forms will indicate which of the items are correct and which are incomplete or contain errors.
Once you have entered a correct response, the data item’s status icon will change to reflect that the status is (Correct).
When all required data items have a status of (Correct), the form’s status will also be (Correct). When all forms within a module have a status of (Correct), the module’s status will also be (Correct). For infants who are still hospitalized, if all available data items have been completed appropriately you will see a form and module status of (Still Hospitalized).