Resource Centre - Transcriptions Module

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Video Tutorial


image of the transcriptions module option in the clinical modules tabThe Transcriptions module displays transcription reports from multiple hospital source systems including information available from Ontario Health (Digital Services) Acute and Community Clinical Data Repository (acCDR).

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 with an orange indicator as shown in the example.  (Refer to the New Results & Preferences page for more information). 

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)

If information is available from Ontario Health (Digital Services) Acute and Community Clinical Data Repository (acCDR), which populates the patient’s Transcriptions and Home and Community Care modules, the modules will show the name of the contributing facilities and the Source column will show eHealth Ontario.  

a note icon This data can only be accessed from its supported module if your Participating Organization has signed the appropriate Ontario Health (Digital Services) agreements.

Information from provincial repositories is not accessible if the Health Card Number is not available or is invalid. These encounter types cannot be selected from the Visits module and will not display in the Patient Visits Timeline.

 

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 Ontario Health (Digital Services) 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 Ontario Health (Digital Services) 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.

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

You may see the status of Signed from other source systems.

 

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

By default, the Encounter filter is set to All Regional Encounters for all applicable modules in order to view data from provincial repositories if available. Options include:

  • Encounter - Displays information only for the selected encounter or visit.
  • Patient - Displays data from all encounters for the selected source hospital system (which may have multiple facilities).
  • All Regional Encounters - Displays data from all contributing source systems available in the portal including data from Ontario Health (Digital Services) repositories such as acCDR if available.

Days Back

The Days Back filter refers to the amount of information presented in the view based on the number of days back from the date of patient discharge. For an admitted in-patient, the Days Back filter refers to the number of days back from the current date (today).

a note icon 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

To view the report details, click on the transcription you want to view from the list. 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.

Image of transcription details

In some cases, Hamilton Health Sciences (HHS) clinic reports may be listed as a line item in the module, however if the visit is still 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. 

 

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 document is only available in its original format.

To view the report, first, click the download icon  to download the transcription, then open the transcription which will display in its original format.  Once the download is complete, you can open the transcription in 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 Save & Apply button  to save your changes.

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

Preference Description

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 Ontario Health (Digital Services) (eHO) repositories such as acCDR if available.

Days Back

a note 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.