Resource Centre - Transcription Module

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image of the transcriptions module option in the clinical modules tabThe Transcriptions module displays transcription reports from multiple source systems.  To access the Transcription module, select Transcription from the Clinical Modules menu.

 

New Result Indicators 

If New Results are available, this module will be flagged  (Refer to New Results Module & Indicators for more details about new result settings)

a note icon Reports from acCDR and St. Joseph's Healthcare Hamilton will not currently generate a new results flag in the Transcription module.

Acute and Community Clinical Data Repository (acCDR)

ClinicalConnect users at participating organizations that have completed the necessary agreements with eHealth Ontario will have access to reports from eHealth Ontario’s acCDR. This includes reports from hospitals outside south west Ontario and from across the province. Reports available from acCDR in ClinicalConnect will display the name of the organization in the facility column and the source column will display eHealth Ontario as shown in the image below.

a note icon Provincial repositories such as acCDR retrieve information based on the patient’s Health Card Number (HCN) match. If the HCN is not available or invalid, data from these provincial repositories will not be accessible.

 

Acute and Community Clinical Data Repository (acCDR) Consent Directive 

A patient has the right to withdraw consent to the access and use of their full or partial records from acCDR through the current eHealth Ontario process. ClinicalConnect honours any partial or full consent restriction and will display the following message in the Transcription and Visits modules:

There is a consent directive in place for the selected patient.

image of the consent directive in place

If access to a blocked record is required, you may contact eHealth Ontario Service Desk Support at 1-866-250-1554 or by email at servicedesk@ehealthontario.on.ca.

In cases where the report is from a source contributing system that has multiple facilities, the facility column will display the name of the site in the Facility column. 

image of the transcription module tab

 

To view acCDR reports, ensure the encounter filter is set to All Regional Encounters. acCDR report Status types include:

  • New - Preliminary report
  • Completed - Final report
  • Held - Corrected/updated report

The following table provides a summary of the key features of the Transcription module.

Feature Summary

Smart Filter

Text typed in the Smart Filter Search box narrows the list of results to display only those related to text you entered.

Example: Type dis, onc, cons gen in the Smart Filter to view all discharge summaries, oncology reports, or consults originating from the General hospital 

image of the transcription module tab with smart filter in use

Example: Type onc jura in the Smart Filter to view all reports from Juravinski hospital. 

image of the smart filter search results in the transcriptions module

Column Filters

Column filters are available to filter data to narrow down the information presented in the module’s list view

Column Keyword Filters allow you to filter the list of module information by the entries displayed in each column.

Column Date Range Filters are used to filter your list by date range. Each date range filter uses two date filter boxes to set your preferred date range.

See the Column Filter section of this site for more detail about using Column Filters.

Encounter Type

image of the encounter type options

The Encounter filter is available in select modules and by default, is set to All Regional Encounters in order to view data from provincial repositories.

Options include: 

  • Encounter - Displays information only for the selected encounter or visit.
  • Patient - Displays all information from all Patient encounters from that source hospital system only. 
  • All Regional Encounters - Displays data from all contributing source systems available in the portal including data from eHealth Ontario (eHO) repositories such as acCDR if available.

Days Back

The Days Back use the same as one of the previous sections I reviewed  approved sections

 The “Days Back” default filter is set to 180 days but can be modified if necessary to a maximum of ‘ALL’, however this setting may impact system performance if returning large volumes of data.

Make sure that your Days back is set appropriately to include the available data in that date range.

 

Viewing Transcription Details

Transcription reports details can be viewed by clicking on the transcription you want to view from the list view. 

HHS clinic reports may be listed as a line item in the module, however if the visit is in progress, no report will be available until the visit is complete. 

 Acute and Community Clinical Data Repository (acCDR) Supported Report Types:
acCDR Transcription reports may be available from the repository as Text, PDF, RTF or image formats (TIFF, PNG, JPEG). These report types will display in PDF format when launched from ClinicalConnect. All other report types (such as wav, mp3) are not supported and will display a message indicating that this document type is not supported as in the example below.  

Image of Image format not supported disclaimer

Depending on your preference settings, the Transcription Detail will display below the list of reports or to the right in a side-by-side view.

 

Viewing Transcriptions in Original Format

Transcriptions from select source systems, when selected, may open in their original format such as PDF or Word, rather than in the details view.  These types of transcriptions will display the following message in the details screen:

This report is only available in its original format

To view the report, click the download icon  to first download the transcription, then you can open the transcription which will display in its original format.

Once the download is complete you can open the transcription in the PDF or Word viewer of your choice.

 

Transcription Module Preferences

The Transcriptions module has preferences that can be customized based on how you prefer to see the information presented in the view. To customize your preferences, click the Preferences button  in the module header.

After updating your preference settings, click the Apply button  to save your changes.

The following table provides a summary of all available preference settings:

A B

Default Detail Location

Allows you to set the default location of the Details window: 

  • Bottom –Details are displayed below the results list.
  • Top –Details are displayed to the right of the results list. 

Encounter Type

The Encounter filter is available in select modules and by default, is set to All Regional Encounters in order to view data from provincial repositories.

Options include: 

  • Encounter - Displays information only for the selected encounter or visit.
  • Patient - Displays all information from all Patient encounters from that source hospital system only. 
  • All Regional Encounters - Displays data from all contributing source systems available in the portal including data from eHealth Ontario (eHO) repositories such as acCDR if available.

Days Back

image of the days back options

a tip icon The Days Back filter in this module is set to 180 days as the default but can be changed to a maximum of ALL. However, the ALL Days Back setting may impact system performance if returning large volumes of data. 

Sort By

image od the sort by options

image of the sort by name option in preference settingAllows you to set which column you want your results sorted by.

a tip icon Sorting transcritptions by Event Date in Descending order displays the most recent transcriptions at the top of the list. 

Another option is to sort by Name in ascending order. This will group the common types of transcriptions in alphabetical order.

Sort Direction

image of the sort direction options

After setting the Sort By column, you can select to sort the data in Ascending or Descending order. 

a tip icon If the Sort By column uses a date (numeric) field, selecting Descending order will display the most recent rows of data at the top of the list view. 

a tip icon If the contents of the Sort By column uses characters A through Z, setting the Sort Direction to Ascending will order the list view alphabetically from A to Z. Setting the Sort Direction to Descending will order the list view from Z to A.

PDF Export Orientation

Allows you to configure the PDF page orientation when exporting the list of Transcriptions. Options include Portrait or Landscape orientation.