OCS Gateway, User Manual

Page 1: ...I OCS Gateway User Guide Outcome Concept Systems Inc 1818 East Mercer Street Seattle WA 98112 866 641 8324 FAX 206 720 6018 www ocsys com ...

Page 2: ...ual was published in Microsoft Word The screen shots were created using Snagit All other product names mentioned are trademarked or copyrighted by their respective manufacturers 2002 2006 OCS Inc Printed in USA ...

Page 3: ...t Schedule 2 20 Archive Configuration 2 22 Set Up User Profiles Copy User 2 23 Changing User Profile Passwords 2 29 Create New User 2 30 Remove User Profiles 2 30 View Reports 2 32 OCS Gateway Chapter 3 Logging into OCS Gateway 3 1 Applications 3 1 Utilities 3 2 OCS DIT and OCS VISIT 3 4 OCS Benchmark Submission Tool OCS BMST 3 4 OCS Database Management Tool OCS DBMT 3 7 Key Utility 3 7 Database C...

Page 4: ......

Page 5: ...nic file formats OCS BMST OCS Benchmark Submission Tool Extracts encrypts and zips appropriate data for quarterly benchmark submittals The zipped file is uploaded through the OCS website s HIPAA compliant Web Uploader OCS DBMT OCS Database Management Tool Includes the archive backup restore database key utility and database conversion tools Only the key utility and database conversion tool apply t...

Page 6: ...s database users Note If multiple users use the same Microsoft Access database all must use the same version and service pack of Microsoft Access and MS Jet Microsoft Internet Explorer 6 0 or higher Software installed or updated by the OCS Gateway installation Crystal Reports version 8 5 MS Jet 4 0 SP6 MDAC 2 7 SP1 Microsoft Data Access Components MDAC Microsoft NET 2 0 Framework Software Consider...

Page 7: ... Started 2006 OCS Inc Page 1 3 Installation of OCS Gateway Please refer to the Standard Installation Guide provided by OCS Client Services For more information please call 866 641 8324 or email tech ocsys com ...

Page 8: ......

Page 9: ...if applicable branches in OCS Gateway To do this the Systems Administrator or designated technical support personnel will need to go into OCS CAST Launch OCS Gateway through the shortcut created on the desktop or by going into Start Programs OCS OCSGateway Important Note To log into OCS Gateway initially use the default User ID and Password masteradmin password is case sensitive For security reaso...

Page 10: ...AST 2006 OCS Inc Page 2 2 To configure the application click Configuration Interesting Note OCS Gateway shows the application version number and the name of the logged in user in the bottom left hand corner ...

Page 11: ...ter your six digit Agency ID Medicare Provider Number OASIS M0010 When you hit OK the next pop up screen will ask to confirm your six digit Agency ID entry The next pop up screen will ask you to enter the Agency Name for that Agency ID M0010 This name will appear on OCS desktop reports in OCS OASIS Reporting and OCS EPIC ...

Page 12: ...nch ID M0016 is assigned by CMS This will automatically add the parent branch for you in OCS CAST If you have entered users into OCS CAST and wish to add a new Agency ID and have all users with access to this new Agency ID select Activate New Agency If you have not added any users yet you can choose not to select any of the options Make your selection and click Continue You will be prompted to ent...

Page 13: ...of those assessments episodes with other non standard Branch IDs or blank that is no an empty value in the M0016 field Note Please contact OCS Client Services if you want to update all Other and Blank Branch ID s M0016 s in your database to your current CMS assigned Branch ID s If the agency has any branches you can enter all of your branch information under the main Agency ID Highlight the agency...

Page 14: ...ook up the Branch ID you will recognize who they are right away Each of the branches will be listed under the Agency ID you specified If you have entered users into OCS CAST and wish to add this new Branch ID and have all users have access to this new Branch ID select Activate New Branch Note In this case MASTERADMIN is also a user If you have not added any users yet you can choose not to select t...

Page 15: ...s and Branches At any point you can remove any Agency or Branches that were entered inadvertently or you no longer want to include To remove just a specific branch select the branch you wish to remove and click Remove Branch To remove the Agency ID and all Branches associated with the Agency ID select the agency you wish to remove and click Remove Agency ...

Page 16: ... function Set Benchmark Password If you need to update the online benchmarking password for an agency first select the Agency ID you wish to update and select Set BM Password The Set Benchmark Password window will appear You will notice that the password field has been cleared Remove Agency confirmation screen Remove Branch confirmation screen ...

Page 17: ...es Set Descriptor If you wish to change the way the Agency or Branch Name appears on screen you can select the Agency or Branch ID and select Set Descriptor An Edit Agency Branch Descriptor window will appear It will contain the current name assigned to the selected Agency ID or Branch ID Make any changes here and click Accept If you wish to exit without making any changes click Cancel Note Modify...

Page 18: ...ific database path for each user The change to the surrogate will cascade to all users OCS CAST comes with these surrogate databases created They are currently pointed to the local blank copy of the database in the root folder C Program Files OCS OCS OASIS database ocsoasis mdb OCS EPIC Norms ocsnorms mdb OCS EPIC Project ocsepic mdb To change the location of the surrogate databases or create a ne...

Page 19: ...ation of the database Click Browse again to select the database location Here you have to select if the database is a Microsoft Access database or a SQL Server Database If you choose to browse to a SQL database it will ask you for a server name and location as well as to authenticate yourself as a user ...

Page 20: ...ction to ensure you have selected and entered the correct information to access the database Click Update Exit to proceed If you were able to connect to the database successfully click Update Exit Followed by Save on the Edit Database Surrogate screen To enter a new database surrogate click Add New Enter the name description of the database this is what you will see when you select the surrogate d...

Page 21: ...se or a SQL Server Database If you choose to browse to a SQL database it will ask you for a server name location as well as to authenticate yourself as a user Click Test Connection to ensure you have selected and entered the correct information to access the database Then click Update Exit to proceed ...

Page 22: ...tor or designated technical support personnel decides to move the location of a file they can move the location of files for all users in one place OCS CAST comes with these files folders created Currently they are pointed to the local blank copy of the database in the root folder C Program Files OCS File OCS EPIC Address Book File Folder s OCS eCAT Bitmaps Folder OCS EPIC Components Folder OCS eC...

Page 23: ...he surrogate file folder or to create a new surrogate file folder click File Folder Surrogates To edit the existing file folder surrogate select the file folder you wish to update and click Edit From here select the file folder you wish to update and click Edit ...

Page 24: ...t Folder Surrogate screen click Browse to specify the updated location of the file folder Once you have selected the updated location click OK Click Save Exit to save your updated file folder location To add a new file or folder select Add File ...

Page 25: ...u are creating File Surrogate or Folder Surrogate Then enter the name description of the file this is what you will see when you select the surrogate file for each user and for each application You will be asked to locate the file Click Browse to select the file location ...

Page 26: ...OCS CAST 2006 OCS Inc Page 2 18 Select the file and click Open Select Save Exit on the Create New Surrogate screen to exit It will appear on the list of available surrogate files folders ...

Page 27: ...add users in the next section File Surrogates with have this icon while the Folder Surrogate will have this icon Special Note If you assign a surrogate file or folder to a user and then try to delete that surrogate file or folder you will receive the following pop up screen Click Yes to continue with the deletion or if you want to cancel or are unsure of whether you want to delete or not click No ...

Page 28: ...kups and complete other administrative work To do this click Admin Lockout Schedule To lock days of the week or hours of the day click on the gray headings that appear on the top and the left hand side of the screen For example if you wish to lock all users out on Sundays click on the Sunday heading Important Note This feature prevents users from launching OCS applications during designated hours ...

Page 29: ... time you wish to lock In the example above the application is locked Monday Thursday from 8 AM to 9 AM If users try to log into OCS Gateway during these specified times they will receive the following message You can clear all entries made by clicking on Clear located on the top left hand corner of the screen Hit Accept to save changes prior to hitting Exit Note The Admin Lockout Schedule affects...

Page 30: ...o an earlier setting To archive the configuration files click Archive Configuration in the Configuration Main Menu to manually create an archive file It will prompt you for a location to save the archived file The name of the archived file will automatically be date and time stamped You will be asked to confirm your password Enter your password and hit Proceed The next pop up screen will notify yo...

Page 31: ... order to start adding new users to the security module click User Management From the main menu of the User Management screen click Create New User OCS CAST has four template users created for your convenience prefaced with AA in front of the name AAADMINUSER AAPOWERUSER AAREPORTINGUSER and AADATAENTRYUSER ...

Page 32: ...ccess to modules AADATAENTRYUSER User only has permissions to applications related to data entry or importing data limited access to modules Special Note OCS recommends that most users do not have access to change the database path If users have permissions to change database path administrators who change the surrogate database location for all users will not be able to update those user accounts...

Page 33: ... cannot start with a number Click OK Note Since the username is not case sensitive the username will be displayed in upper case letters Next enter and confirm the user s password You can either hand type a unique password for the user OR you can click Set password to user ID If the user s name is not six characters it will add the ...

Page 34: ... 2 26 numeric 1 until the password is at least six characters long For example if the user account is Doe it will create the password as doe111 Select OK to save the username and password Hit Enter to view the user s privileges ...

Page 35: ... several different levels of privileges Therefore specific privileges are listed when appropriate under the Privileges heading An agency may have several branches Therefore all branches that have been added in the Administrative Setup module will be listed under the appropriate agency heading A heading with hidden options under it will have a small plus sign in the box to the left of the heading T...

Page 36: ...vel of privilege click on the appropriate listing and hit the Space Bar on your keyboard or double click on the heading Changing the allowed access to a product heading will not change any of the assigned privileges or agency access Changing the access on the Privileges heading or Agency Branch heading will change everything underneath that heading Special Note You cannot alter any of the OCS CAST...

Page 37: ... User Profile s name and click Reset User Password The password must be at a minimum of 6 characters and a maximum of 20 characters long If you enter more or less you will receive the following pop up screen Enter the new password in both text boxes Enter New Password and Confirm New Password and hit Accept ...

Page 38: ... when changing the password for the MASTERADMIN You do not need to enter the old password for any of the users created in OCS CAST Create New User If you wish to use the Create New User button please contact OCS for further information Remove User Profiles It is very easy to delete a user profile out of OCS CAST Select the user you wish to delete and select Remove User ...

Page 39: ...e selected Yes you cannot restore the deleted user profile The next pop up screen will notify you that changes have been saved Click OK Note Instead of deleting a user profile you can also inactivate the user selecting the username and clicking Inactive User on the right hand side of the screen ...

Page 40: ... delete nor inactivate the MASTERADMIN user profile View Reports For auditing or troubleshooting purposes you can generate reports of what has been entered into OCS CAST Click Security Reports on the main OCS CAST menu This will take you to a menu of security reports you can run in OCS CAST ...

Page 41: ...lect type of report Depending on the report type you select your available options will appear on the right hand pane under Step 2 Make your selection and click Run Report The report you have selected will pull up in a Crystal Report Viewer You can either print or export save the report from here ...

Page 42: ...VALIDATE AND OCS OCSCAST OCSINI THROUGH OCS CAST THESE FOLDERS CONTAIN THE OCSCNFIG TXT OCSPW TXT MANY USER CFG FILES AND MANY OCS USER INI FILES ANY TIME YOU MAKE ANY CHANGES IN OCS CAST It is strongly recommended to do this every time you make any changes in OCS CAST If for any reason these files become corrupted you can restore the backups ...

Page 43: ...s OCS product specific user guides and information There are two tabs on the screen Applications and Utilities All items that you have access to will be in bold print Applications The applications tab lists all products currently available in OCS Gateway All bolded items are OCS products you have purchased and installed at your agency To launch an OCS product you can either double click or click o...

Page 44: ...ance If you have the ability to change the database path within OCS CAST you can change it manually within the utility Click on Select Database or Change Database as appropriate Select the type of database you will be accessing Access 97 Access 2000 Access XP or Access 2003 SQL Server97 or SQL Server2000 from the drop down list under the heading Host If you are using an Access 97 Access 2000 Acces...

Page 45: ... required to enter more information Enter the applicable Server Name Database Name Database User ID and Password With either type of database you want to be sure that all of the information entered is correct To do so click Test Connection When your setup is complete click Update Exit ...

Page 46: ...ion Tool To create a file of your data for quarterly benchmarking with OCS select the OCS BMST Enter the appropriate information about your agency and the person responsible for submitting the data to OCS Complete the submission information This information will be saved after creating your first submission file so you won t have to reenter it Click Create File OCS BMST will scan your data for bad...

Page 47: ...ion to OCS followed by Web Upload Quarterly Data Submission 5 Click on one of the Browse buttons When the Choose File window opens select the file you wish to submit Highlight it and click Open or double click on the file The file path and name will be displayed in the text box If you need to send additional files repeat the browse clicking on the next Browse button 7 When you are ready to transmi...

Page 48: ... the database click on the down arrow and select another time frame from the list By default all three extract file options are selected You can chose not to include any of the options by removing the check from the box Run date verifications The Benchmarker Submission Tool checks dates SOC date assessment date and birth dates to make sure that they are valid Compress the submission file Uses a zi...

Page 49: ...ILITY This utility allows users with Key Utility privileges to change the primary keys of an assessment in the event an error is made in these fields during data entry or importing an assessment The primary key fields for OCS are Agency ID M0010 Patient ID M0020 Start of Care Date M0030 Date Assessment Completed M0090 Assessment Type M0100 We recommend that this utility be used by administrators o...

Page 50: ...ss OK to continue If you have yet to select a database path you will receive the following pop up screen Click Yes to select the database Once you click on Test Connection followed by Update Exit you will be taken to the Key Utility module ...

Page 51: ...l patients who have assessment data in the database and meet the criteria appears Note It may take a couple of minutes for assessments to appear in the list for agencies with large databases Once the list appears you may search for a particular patient or assessment by clicking on the appropriate Sorting button Last Name First Name Patient ID Agency ID and the list will be re sorted for your searc...

Page 52: ...ID Patient ID and or Start of Care date boxes and select Update A dialog box asking you to confirm the changes will appear Click Yes to change the field s or No to cancel If you click Yes a final confirmation box will appear noting the changes and the edits will be reflected in the list of assessments Important Note Editing a value in an assessment series M0010 M0020 or M0030 will change that valu...

Page 53: ...ct assessment type and select Update A dialog box asking you to confirm the changes will appear Click Yes to change the field or No to cancel If you click Yes a final confirmation box will appear noting the changes and the edits will be reflected in the list of assessments Some data changes that can be made in Key Utility are state key field changes Corrections to key fields made on an assessment ...

Page 54: ...0030 on any assessment will change the SOC date on all assessments that are part of the patient s episode However since the OASIS question is only a key field on SOC assessments that is the only assessment within the series that will have an inactivation record created or will be prepared for re export Likewise it is the only assessment for the episode that must be resubmitted to the state To exit...

Page 55: ...e database and path Then select Next Next select the type of database that you wish to convert to If you select either SQL Server options you will need to provide more information including the SQL server login and password in order to continue Enter the required information and hit Convert ...

Page 56: ...abase with all of your OCS programs Note This database conversion tool only converts the tables within your database to another format If you have queries forms reports and or macros in the database you will need to import that information separately One of the applications run through OCS Gateway is the OCS Benchmark Business Intelligence Reporter Please ask your System Administrator or ...

Page 57: ...OCS Gateway 2006 OCS Inc Page 3 15 designated technical support personnel if you are unable to access this application ...

Page 58: ......

Page 59: ...engths and weaknesses opportunities for improvement Prioritization of your improvement activities Demonstration of measurable results from improvement efforts Improvement in practice patterns Opportunity to network with peer and best in class agencies Effective communication with staff payors board members and the community about the value of the care you provide Internal versus External Benchmark...

Page 60: ...unning ad hoc reports at your agency and using the sorting grouping and constraint features to compare different areas External benchmarking can occur after OCS has received and aggregated the data from all users and released the quarterly benchmark reports These reports compare each of your OASIS outcome scores to regional national state system and characteristic group norms Examples of these rep...

Page 61: ...in the view and click Go The Report Type selection screen will appear All clients who have submitted data will have access to the OASIS Quarterly Reports Joint Commission accredited agencies using OCS for ORYX submittal can access their monthly JCAHO ORYX reports online ...

Page 62: ...ge appears Click on the down arrow next to the Report Type selection box to pick which report you want to run For definitions and detailed information on the different report and chart types please refer to your OCS JCAHO ORYX Manual and OCS JCAHO Report Interpretation Guide JCAHO RIG Select your desired month for reporting and the measure you want to review your selected ORYX ...

Page 63: ...nition page appears Click on the down arrow on the Report Type drop down box to select the type of report you wish to run Then click on the down arrow on the Date Range drop down box to select the reporting period of interest Lastly click on each of the down arrows on the Compare Group drop down boxes to select the various compare group types you wish to include on your benchmark report Click Next...

Page 64: ...you wish to narrow the data printed on the report to a particular service line Then click on the down arrows for each of the Compare Group drop down boxes to identify the specific compare groups you wish to include on the report After making your selections click Run Report The Report Page will appear ...

Page 65: ... create a new report click New Report at the top of the page You will be returned to the Report Selections page to design a new benchmark report Online Benchmarking Graphs Graphs that represent the data in your benchmarking reports are quickly and easily available by clicking on the name of the benchmark measure on the report From the on screen benchmark reports select which measure you want to gr...

Page 66: ...for your agency is displayed in red while the norms that you selected to display on your report are shown in blue To return to your report and graph a different measure simply select Back on your browser window To exit Online Benchmarking select FILE CLOSE from the menu bar ...