Administrator Module

Novari ATC Administrator Module User Guide

Administrator Overview

Provider Management

Procedure Management

Pool Management

Application Settings

Metadata Management Tool

Document Template Management

Terms of Use

Scheduled Tasks

Waitlist Management

Interface Message Management

WTIS Management (Ontario Clients Only)

Support

Overview

Search for a Provider

Add a Provider

Edit a Provider

Deactivate a Provider

Overview

Search for a Procedure

Add a Procedure

Edit a Procedure

Deactivate a Procedure

Exporting Procedures

Uploading Provider Average Procedure Times

Overview

Global Application Settings

Health Center Settings

Overview

Novari ATC Metadata

Assistants and Person Role Types

Document Attachment Type

Mandatory Attachment Rules

Overview

Document Template Categories

Template Membership

Overview

Running a Scheduled Task

Remove a Wait List Entry

Messages

Search/Resubmit an Already Sent Message

Undo a Patient Merge

Overview

Submit a WTIS Case

System Administrator

Auto-Create User Group

Audit Settings

Display Settings

Care Venue Settings

Edit a Completed Patient

Send a New Message

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If you are a Novari ATC administrator and believe you have a support issue not resolvable by means of this manual or the Troubleshooting and Escalation Process Guide, please contact Novari Health Support through email.

• [email protected] Monday – Friday, 8am-5pm Eastern Time.

If you are experiencing an urgent matter, please call Novari Health Support toll-free at 1 (888) 793-9777.

The Novari ATC Administrator module is the key to managing your Novari ATC installation. You can change settings for your site, for a health center and for a care venue. All your site specific metadata used by Novari ATC is managed in Administrator module. If you don’t see Administrator, you have not been given permission to it. If you think you should have access, please contact your site’s Novari ATC administrator.

Select Administrator on the Novari ATC Main page to open the Administrator Dashboard.

From the Administrator Dashboard, you can, for each of your health centers if you have more than one:

View the Usage Report.
Edit completed patients or remove a wait list entry.
Modify the application metadata, including adding a provider.
Set up document management templates.
Control application settings.
Modify Pre-Surgical Screening settings.
Perform interface message related activities.
Perform WTIS related activities (Ontario clients only).

One of the more common activities you may do in Administrator module is managing providers: adding a new provider, editing an existing provider, or deactivating a provider.

Provider information, along with fields like procedures, care venues and diagnoses, are categorized as metadata and are managed through the Metadata Management Tool.

To manage your providers:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
Select the health center if you have more than one at your site.
Select PROVIDER to display the list of providers for your health center.

On the Edit Provider page, you see a list of all providers, the provider’s hospital provider number, the service assigned to the provider and if the provider’s licence is active.

You can search for a provider by part of the provider’s first or last name, and you can filter the list by service.

To search for a provider:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROVIDER to display the list of providers for your health center.
Enter one or more characters in the search box and click Search or press <enter>.

It is a case-insensitive search and searches for the characters anywhere in the provider name.

Optionally, select a service to filter the list.
You can filter and search at the same time.
Click Reset to remove the search or filter.

Your site would have been loaded with a list of providers during the implementation phase; however, from time to time you may need to add a provider.

To add a provider:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROVIDER to display the list of providers for your health center.
Select Add Provider.
Enter the provider details as required by your site.
Mandatory fields are identified with a red asterisk.
Select Submit to add the user.
THE ABILITY TO ADD A NEW PROVIDER DEPENDS ON YOUR LICENCE LIMIT. IF YOU ARE AT THE LIMIT OF YOUR LICENCES FOR PROVIDERS, YOU CANNOT ADD A NEW PROVIDER. THE NUMBER OF ACTIVE PROVIDERS AND REMAINING LICENCES ARE DISPLAYED ON THE NOVARI ATC ADMINISTRATOR PAGE AND AT THE TOP OF METADATA MANAGEMENT TOOL: EDIT PROVIDER.

When adding a new user, you can choose to automatically create a user group for this provider. You can create a new user group using the provider’s name, enter a name for the user group, or choose to not create a new user group. For more about user groups, please read the Security Module section of this document.

WHEN CREATING A NEW PROVIDER, THE AUTO CREATE USER GROUP WILL AUTOMATICALLY CREATE A USER GROUP FOR THAT PROVIDER SAVING AN EXTRA STEP

To edit an existing provider:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROVIDER to display the list of providers for your health center.
Click a provider’s ID to display that provider’s information.

Change the required fields.

Click Update.
DO NOT EDIT THE CURRENT PROVIDER TO BECOME A NEW PROVIDER. INSTEAD, SET THE 'PROVIDER ACTIVE STATUS' TO 'N' AND SELECT 'ADD PROVIDER' ON THE PROVIDER PAGE.

You can make a provider no longer active. This means users will no longer be able to select this provider when assigning the most responsible person for a wait list entry.

PROVIDERS CANNOT BE DISABLED UNTIL ALL THEIR ACTIVE WAIT LIST ENTRIES HAVE BEEN REMOVED.

If the provider has active wait list entries, the Provider Active Status is disabled, and you are informed of the number of active wait list entries.

When a provider has been deactivated, the provider licence can be assigned to another provider.

To deactivate a provider:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROVIDER to display the list of providers for your health center.
Click a provider’s ID to display that provider’s information.
Change Provider Active Status to N.
Click Update.

One of the more common activities you may do in Administrator module is managing procedures: adding a new procedure, editing an existing procedure, or deactivating a procedure.

Procedure information, along with fields like providers, care venues and diagnoses, are categorized as metadata and are managed through the Metadata Management Tool.

To manage your procedures:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
Select the health center if you have more than one at your site.
Select PROCEDURE to display the list of providers for your health center.

By default, the list of procedures is not shown because there could be hundreds of them.

By default, it shows only the Active procedures. Clear the Active Only check box to see inactive procedures as well as the active ones.

To search for a procedure or procedures:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.

In the Metadata Management Tool, select PROCEDURE to display the list of procedures.

To see all procedures:

Leave the search criteria fields blank and click Search.

To search for a procedure by name:

Enter one or more characters in the search box and click Search.
It is a case-insensitive search and searches for the characters anywhere in the procedure name.

To search by care venue:

Select a care venue from the list and click Search.

To search by service:

Select a service from the list and click Search.

You can use any combination of characters, care venue and service to narrow the list of procedures.

Your site would have been loaded with a list of procedures during the implementation phase; however, from time to time you may need to add a procedure.

To add a procedure:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROCEDURE to display the list of procedures.
On the Edit Procedure page, select Add Procedure.
Enter the procedure details as required by your site.

Mandatory fields are identified with a red asterisk.

Select Submit to add the procedure.
DUPLICATE PROCEDURE INFORMATION CANNOT BE SUPPLIED FOR THE SAME SERVICE WITHIN A SPECIFIED CARE VENUE. YOU MAY, HOWEVER, HAVE THE SAME PROCEDURE DEFINED ACROSS MULTIPLE SERVICES OR DEFINED SEPARATELY FOR EACH CARE VENUE.

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
In the Metadata Management Tool, select PROCEDURE to display the list of procedures.
On the Edit Procedure page, search for a procedure.
On the search results list, click the Procedure Description of the procedure you want to edit.
On the Procedure page, edit the field(s) you need to change.
Select Update.

Procedures can be deactivated when they are no longer required. Deactivated procedures do not appear in the list of procedures when adding or editing a patient case. Deactivating a procedure invalidates active cases. Users will be presented with an invalid field dialog when any action is performed on the case.

The Invalid Field Values dialog that appears in Provider’s Office when an active case contains an inactive procedure.

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.

In the Metadata Management Tool, select PROCEDURE to display the list of procedures.

On the Edit Procedure page, search for a procedure.
On the search results list, click the Procedure Description of the procedure you want to edit.
On the Procedure page, change Procedure Active Status to N.
Select Update.

You can export your procedures or a subset of procedures to a Microsoft Excel spreadsheet. If the list of procedures is filtered, only that filtered list is exported. The spreadsheet includes the following for every procedure in the list (filtered and not filtered).

Procedure

Service
Procedure
Default Procedure Code
Procedure Category
Active Status
Pediatric Procedure?
CJRR Reporting Category (if configured)
Referral Date Mandatory?
Consult Date Mandatory?
Duplicate Entries Allowed?
Choosing Wisely Procedure Classification (if configured)

Wait Times

Care Venues Body Sites

When you filter your list by Care Venue, then the procedure times are included in the spreadsheet.

To export the list of procedures:

Select Export Procedures on the Metadata Management Tool: Edit Procedures page.

You may need to upload the average procedure times for providers at the various care venues. This information generally comes from the hospital’s operating room information system using an automated process that runs nightly. The importance of keeping the provider average procedure times up to date is because this information is used when adding patients to the Care Venue Booking Calendar. The more accurate the average times, the more accurate a day’s booking requests will be and will help improve the OR utilization percentages.

For the automated process that runs nightly, the first thing the job does is delete all current average times for all providers. Then it records the time; the job doesn't update the times in place. If the first version of the file had a provider average time and the next version of the file doesn't, then the average time is gone.

WHETHER UPLOADING MANUALLY OR THROUGH THE NIGHTLY AUTOMATED PROCESS, IT’S CRITICAL THAT THE FILE BE CUMULATIVE AND INCLUDE ALL AVERAGES FOR ALL PROVIDERS.

The file to be uploaded must be an Excel spreadsheet file with the .xls file name extension.

If you are using a newer version of Microsoft Excel, use Save As and select Excel 97-2003 Workbook (*.xls).

The average procedure times are uploaded to one care venue at a time. The times apply on a procedure/provider/care venue basis.

The spreadsheet must contain these columns and in this order:

Hospital provider code.
The site procedure code.
The average procedure time.

The file can contain headers. Indicate if it does or does not by selecting the correct option.

Uploading the provider-specific procedures times is also available from the Care Venue section of the Metadata Management Tool.

On occasion, groups of providers wish to work together maintaining a shared list of patients waiting for a defined list of procedures. In these circumstances a pool is created. One or more services may be associated with a pool. Provider membership in the pool is restricted to providers belonging to the services associated with the pool. In managing these patients, the providers have access to specific block time assigned to the pool.

It is a requirement that any case on a pooled list must have an assigned Most Responsible Provider (MRP). The

MRP must be a member of the pool. The pool administrator can transfer the case from one MRP to another (some hospitals have added patients under a fictitious provider’s name, the fictitious doctor being a substitute for as yet unassigned patients). Specific privileges can be granted for the management of pools and the booking of cases into pooled time. Pools exist at a Health Center but are designated as active at specific care venues. Pools have specific providers who are members of the pool and for whom procedures can be booked in pool blocks. Pools have a specific list of procedures that can be selected and booked into pool time.

For information about creating, managing and using pools, please refer to Understanding and Using Novari ATC Pools in the Novari ATC Help Centre.

Novari ATC Application Configuration controls the various configurable environment settings available in Novari ATC. You may edit any of the fields and save the new values by clicking the Submit button at the bottom of the page.

• WHEN YOU CHANGE ANY OF THE APPLICATION SETTINGS, CLICKING THE ‘SUBMIT’ BUTTON WILL UPDATE THE SETTING TO NOVARI ATC IMMEDIATELY; IT IS THEREFORE RECOMMENDED THAT THE SETTING BE CHANGED DURING OFF-HOURS.

The settings in Novari ATC are split up into three levels: Global Application Settings, Health Center Settings, and Care Venue Settings.

Global Application Settings affect all users across all health centers across your site. Most of these settings will have been configured by the Novari Health Application Specialist in conjunction with your implementation team when Novari ATC was first set up. Be careful when changing them.

Health Center Settings apply to each health center at your site. You can change the settings for one health center without affecting others.

Care Venue Settings apply to the specific care venue, therefore, you can have different configuration settings for your main OR and your endo suite or eye clinic, for instance.

Note: The Wait 2 Audit may have a different name at your site. If it does, it was configured by Novari Health on your behalf during your implementation phase.

Audit Settings

Setting

Description

Administrative Wait 2 Audit Threshold

Flag to enable administratively controlled timed audit thresholding for users, 2=admin control-Priority Threshold, 1=admin control (force timed audit completion with reasons and prevent booking submission), 0=user preferences

Default Wait 2 Audit Threshold

The system Wait 2 System Delay threshold for administrative thresholds, or the default for users for user preference thresholds.

Exceed Wait 2 Audit Threshold Warning

Message

The customized warning message for users having gone over the Wait 2 System Delay threshold.

Wait 2 Audit Locking Interval

The defined interval in days relative to a Wait 2 System Delay being triggered until the system prevents users from electronically submitting any new cases on the provider's list to the OR. It can be any value greater than or equal to zero and must also be greater than the warning interval by at least 3 days.

Wait 2 Audit Locking Mechanism

The setting for preventing providers from submitting bookings if audits have not been completed.

Wait 2 Audit Warning Days

The number of days in administratively controlled Wait 2 System Delay thresholding users will receive warnings about incomplete Wait 2 System Delay.

Wait 2 Audit Adjusted Days Setting

Turn this setting on to make Wait 2 System Delay account for patient unavailability.

These settings affect Provider’s Office View List.

Display Settings
Setting	Description
Days to target threshold	The number of days or percentage within target to highlight a patient with a yellow indicator in the View List screen.
Max Results Per Page	The system default for the number of cases in a page in list view.
Max Length for Procedure Notes	The system default for the available length of procedure notes, from 200-500. To prevent information loss, this cannot be decreased below the minimum, or its previous value.
Patient Category or Unavailability Toggle	Flag for showing either the next available date or the patient unavailability category as a column in the list view.
Default Patient Target Measure User Preference	Controls the default setting for the User Preference, Measure Patient Targets by Days of Percentage, for new users.

Days to target threshold

Note: What is used to calculate indicator colour is dependent on what is used to measure patient targets. For example, if Days is selected, then the Days to target threshold is used. If Percentage is selected, then

Percentage to target threshold is used. If using percentages, the upper and lower thresholds must be between 0 and 1. Operators are greater than, greater than or equal to, less than, less than or equal to.

Max Results Per Page

Provider’s Office users can override the maximum number of cases in a page in View List through their User Preferences.

Max Length for Procedure Notes

Controls the maximum number of characters allowed when entering procedure notes in Add Patient or when editing procedure notes in View Patient.

Patient Category or Unavailability Toggle

This changes a column in View List from Next Available to Patient Category. Next Available is the next date the patient is available for surgery. This allows you to see when a patient could be scheduled for surgery if the patient has one or more periods of future unavailability.

The other column that can be displayed, Patient Category, displays the Unavailability Reason Category code. The categories are set up in Metadata Management Tool: Edit Patient Unavailability Reason Category.

Default Patient Target Measure User Preference

This sets the default value for new users so they don’t have to go into User Preferences to change it unless they want to.

List Settings
Setting	Description
Attend Short	Global default whether patients can attend surgery on short notice, 1=can attend on short notice, 0=cannot attend on short notice.	Global default whether patients can attend surgery on short notice, 1=can attend on short notice, 0=cannot attend on short notice.

Attend Short

This affects the Attend Short default value in General Info & Alerts section of Add Patient. When set to 1-Can attend on short notice, all new patients will have that as the default value as shown below. Provider’s Office users can also filter View List to show only patients who will attend on short notice.

Attachment Settings
Setting	Description
Office Attachment Permissions	Sets the Provider’s Office permissions with attachments.
Care Venue Attachment Permissions	Sets the Care Venue’s permissions with attachments.
PSS Attachment Permissions	Sets PSS' permissions with attachments.
Minimum DPI	Sets the minimum allowed DPI (resolution) for document scanning.
Maximum DPI	Sets the maximum allowed DPI (resolution) for document scanning.

Regional, Date and Time Settings
Setting	Description
Date format	The date format to use for dates in the application.
Default Province	The default province of the implementation.
UTC Time Zone Offset	The difference in hours from UTC time (always positive) of the current implementation's time zone, used in calendar exports.

Default Province

Enter the province name or abbreviation. The full province name appears, for instance, when adding an unregistered patient.

Password Settings
Setting	Description
Minimum Password Length	The minimum number of characters a user may use for a password. This cannot be less than 6 characters.
Password Digit Requirement	The minimum number of digits (0-9) required in the password.
Password Upper Case Requirement	The minimum number of upper-case characters (A - Z) required in the password.
Password Lower Case Requirement	The minimum number of lower-case characters (a – z) required in the password.
Password Special Character Requirement	Whether passwords require a special character.
Apply Password Policy	This option will give you the ability to apply a password policy forcing a user to use a specific number of different passwords before they can repeat
	a previous one again. If this option is chosen, you must specify a number of passwords which must be used between repeated passwords.
Passwords Expire	Do user passwords expire after a certain number of days? If Yes, the system will force the user to enter a new password on login.
Password Expiry Days	If passwords are set to expire, the number of days after which a user’s password will expire.
Notify Administrator of Locked Accounts	Should an administrator be emailed when a user account is locked? (Email addresses can be defined below).
Number of Login Attempts Before Lockout	The number of tries a user has before their account becomes locked. Users who are currently locked out will still be locked out after changing this setting.

Main Settings
Setting	Description
Main Menu Image	This is the image to be display on the main menu for all users, at the top of the announcements box.
Main Menu Announcement Title	This is the title for the announcement that will appear on the main menu for all users.
Main Menu Announcement Text	This is the text for the announcement that will appear on the main menu for all users. Max 500 characters.

The Main page announcement area is at the bottom of the page. You can customize it, or, if you do not want an announcement area at the bottom of the Main page, leave all the fields empty.

Note: You can set announcement areas for each health center through Health Center Settings.

Images must be .jpg, .jpeg, .gif or .png. The image appears at the top right of the announcement area. You can insert only one image. To remove an image, select Remove Image checkbox and click Submit.

Main Settings
Setting	Description
Support Contacts	These support contacts appear on the main page when "Support" is clicked. Select one from the dropdown menu to edit the information or click new to create a new contact.

You can have multiple support contacts, for example, some for general issues and some for each health center if you have more than one.

Add new support contact.

Support contacts available from Support on the Main page.

Audit Settings
Setting	Description
Maximum Wait 2 Audit Threshold	The maximum number of months to allow for user defined Wait 2 Audit thresholds.
Default Target Type	Default target type to use if a user has not selected a target type in user preferences. The values are Province, LHIN, and Health Center.

Display Settings
Setting	Description
MRN Term	The nomenclature for the patient medical record number.
MRN Max/Min Length	The length of patient identifiers.
Health Card Number Term	The nomenclature for the patient health card number.
HCN Max/Min Length	The length of HCN.
Allow Lockbox	This setting will toggle whether the option to lockbox a case is displayed or not.
Patient Alerts/Allergies Question	Controls the wording of the patient alerts/allergies indication question presented on the Add Patient screen.
Patient Alerts/Allergies Positive Option	Controls the wording of the positive response option on the patient alerts/allergies indication question presented on the Add Patient screen.
Patient Alerts/Allergies Negative Option	Controls the wording of the negative response option on the patient alerts/allergies indication question presented on the Add Patient screen.

List Settings
Setting	Description
Preop Activity for List Display	The Preoperative Activity that will have an indication of completeness displayed on the list view and Care Venue. Preoperative Activities are created by the PSS Administrator.
Preop Activity for List Displayed Character	Character to display as indication of completeness of the selected activity.
Provider’s Office Preop Completion	Where PSS is enabled, controls whether users in the provider’s office can mark individual preoperative requirements as complete/incomplete.

Duplicate Entry Case Default
Setting	Description
Referral Type	This setting defaults the Referral Type for a duplicate entry case for this health center.
Referral Source	This setting defaults the Referral Source for a duplicate entry case for this health center.
No Referral / Follow-Up Reason	This setting defaults the No Referral / Follow-Up Reason for a duplicate entry case for this health center.

OR Booking Settings
Setting	Description
OR Lock Timeout	The number of minutes a lock enabled by the Care Venue should be disabled.
OR Reminder Days	The number of days before a user should receive notification that they haven't submitted a block to the Care Venue.
OR Substitution Days	The OR Lock threshold. This represents the number of days permissible for last minute Care Venue submissions.
OR Tracking Days Out	The number of days in advance to track Care Venue submission events
Modify Surgical Blocks	Determines if a user can add/edit/delete surgery blocks.
Include Setup/Cleanup minutes on the first/last booked case	Determines if the first case of the day should include Setup Minutes and if the last case of the day should include cleanup minutes. This will only apply to compactor scheduling blocks.
OR List Removal Notifications	Displays cases that have been removed from the waitlist and have previously been submitted to the Care Venue.
OR Event Auto Clear on Removal	This setting whether changes will be reflected in the Care Venue after a case has been removed from a wait list.

OR Interface Settings
Setting	Description
OR Transmission Mode	For installations with Inbound OR Schedule enabled. Determines how booking requests are transmitted to the external OR system.
OR Automatic Transmission Threshold	For installations with Inbound OR Schedule enabled and Automatic OR Transmission. The number of days in advance to automatically transmit cases to the OR system.
OR Transmission Auto Clear	For installations with Inbound OR Schedule enabled. Determines whether the system automatically clears a case in Care Venue when the case is transmitted to the external OR system.
OR System Cancellation Reason	For installations with Inbound OR Schedule enabled. Determines which Novari ATC cancellation reason is attached to cancellations initiated in the OR System.
OR Interface Suppress Cancellation Messages (S04)	For installations with Request to Schedule interfaces. This setting controls whether or not the OR scheduling interface will suppress cancellation request messages when a patient is cancelled or removed entirely from Novari ATC. Exact implementation of this setting will vary per interface.

PSS Settings
Setting	Description
PSS Removal Notification	Flag to indicate for which group of cases PSS receives notification on removal from the waitlist via Wait 2 System Delay.

Attachment Settings
Setting	Description
Allow Attachment Purging	Master flag to determine if attachments (uploaded or scanned) can be purged from the system.
Number of Days Before Attachment Purge	If Attachment Purging is enabled, the number of days before an inactive case will have its attachments (uploaded or scanned) purged from the system.

Password Settings
Setting	Description
Administrator Email	The email address used to send an email to if a user account is locked. Separate multiple email addresses with a (;).

Main Settings
Setting	Description
Main Menu Image	This is the image to be display on the main menu for users in this health center, at the top of the announcements box.
Main Menu Announcement Title	This is the title for the announcement that will appear on the main menu for users in this health center.
Main Menu Announcement Text	This is the text for the announcement that will appear on the main menu for users in this health center. Max 500 characters.

You can have a different Main page announcement for each health centre. For information about the Main page announcement area, please see Global Application Settings in this user guide.

General Settings

Setting	Description
OR Automatic Transmission Threshold	For installations with Inbound OR Schedule enabled and Automatic OR Transmission. The number of days in advance to automatically transmit cases to the OR system.
Referring Provider	The setting for whether a Referring Provider is displayed/mandatory.
Estimated Length of Stay	The setting for whether the Estimated Length of Stay is displayed/mandatory.
Post Procedure Reporting	Determines if the care venue should have post procedure reporting on or off.
Post Procedure Reporting Label	The custom label value for post procedure reporting.
Allow OR Scheduling Overlap	Setting to allow booking overlap when using OR Scheduling.
Show Wait 2 Audit	Setting to allow filtering by Care Venue.
Procedure Freetext	Setting for whether Procedure Freetext is a mandatory field.
Defaulted Procedure Freetext	Setting to use a procedure’s description as the default Procedure Freetext.
Allow Overbooking	Setting to allow overbooking surgery blocks. Blocks can only be overbooked by the allowed minutes or allowed number of cases; whichever maximum has been reached first.

Procedure Time Settings
Setting	Description
Procedure Time Allowances	This controls whether users in Provider’s Office can set the procedure times higher or lower than the given default time per procedure.

These are set for Provider Average, Service Average and Default Procedure Time. You can choose: Do not allow, Allow with reason, or Allow for the primary procedure and the non-primary procedure.

Allow with reason prompts the user for a mandatory reason when adding a patient or editing a patient’s procedure time.

Novari ATC Metadata Management Tool lets you configure metadata, the core data used throughout the application. Metadata is a collection of relatively permanent, rarely changing data that are responsible for providing options for data entry, such as the list of diagnoses to choose from. It also enforces relationships between different sets of data, for example which providers may be booked in a specific care venue.

METADATA IS CRITICAL TO THE RUNNING OF NOVARI ATC. ONLY MAKE CHANGES TO

METADATA WHEN YOU ARE FULLY AWARE OF THE EFFECTS OF THOSE CHANGES. THESE CHANGES TAKE EFFECT IMMEDIATELY, SO ANY MAJOR UPDATES SHOULD BE DONE DURING OFF-HOURS.

Most of your site’s metadata is loaded during the implementation phase prior to going live. Staff at your organization will have worked with Novari Health implementation specialists to identify, review, and upload your metadata. Occasionally, you may need to make a change. Common changes to metadata may be adding a new provider, a new pool, a new procedure or diagnosis. If you use Novari ATC Documents, you set up the document categories using the Metadata Management Tool.

To open the Metadata Management Tool,

Select Application Settings from Administration Options and then select Metadata Management Tool.

This page displays all the metadata that can be managed from within the Administrator module for each health center. If you have more than one health center at your site, ensure you select the right one before making any changes to the metadata.

There are two sections of metadata. The first section contains the core metadata tables that affect the health center. The second section cnotains the metadata tables for each care venue in the health center. Be sure to select the correct care venue when adding or editing any of the care venue metadata tables.

To edit a metadata table:

Click the metadata table name to open the table, for example, to edit a care venue, click CARE VENUE.
On the Metadata Management Tool: Edit [metadata table name], do either of the following:
Click the name of one of the rows in the table to edit that row.
Click Add [table name] to add a new row to the table.

Make sure that the information supplied is correct and all mandatory fields are properly filled in before submitting your changes.

IF IN DOUBT, PLEASE CONTACT NOVARI HEALTH FOR ASSISTANCE.

DUE TO NOVARI ATC BEING HIGHLY CONFIGURABLE TO MEET THE NEEDS OF EACH CLIENT’S WORKFLOWS, YOU MAY HAVE ADDITIONAL METADATA TABLES NOT LISTED HERE, OR THERE MAY BE A METADATA TABLE LISTED HERE THAT IS NOT CONFIGURED FOR YOUR ORGANIZATION.

Core Metadata Tables
Metadata Tables	Description
Care Venue	Stores the information for a Care Venue, including Care Venue name and corresponding Health Center.
Service	Stores the information for a service.
Assistant	Stores demographic information for assistants to be assigned role(s) within the application.
Person Role Type	Stores the lookup of role types to be assigned to assistants.
Provider	Stores the information for a Provider, including name, service, and Provider number.
Pool	Stores the information for a pool, including name, service, and pool identifier.
Referral Source	Stores the description of a referral source.
Referral Type	Stores the description of a referral type.
Referral Type Reason	Stores the description of a referral type reason.
Delay Reason	Stores the description of a delay reason.
Diagnosis	Stores the information for a Diagnosis, including Diagnosis Category Code and Diagnosis Description.

Procedure Category	Stores the information for a Procedure Category, including Procedure Category Description.
WTIS Auto-Mapping	The WTIS diagnosis category and procedure category mappings.
Procedure	Stores the information for a Procedure, including Procedure Code and Procedure Description.
Reschedule Reason Category	Stores the categories for reasons a procedure was not performed.
Reschedule Reason	Stores the reasons a procedure was not performed.
O.R. Cancellation Reason	Stores the O.R. specific reasons for a procedure not being performed.
Reasons For Removal	Stores the reason for removing a patient.
Wait 2 Audit	Stores the reasons why a patient may have experienced a long delay. (This may be named General Audit, Wait 2 System Delay Reason, or some other name.)
Preoperative Requirements	Stores the description of a preoperative requirement.
Preop Requirement Category	Stores the data for a Preoperative Requirement Category.
Priority Change Reason	Stores the reason for changing the Priority field.
Priority Set	Stores the information for Priority Sets (used by procedures) and the individual priorities associated with the set.
Wait 1 Priority Set	Stores the information for Wait 1 Priority Sets (used by procedures) and the individual Wait 1 priorities associated with the set.
Priority Category	Stores the information for Priority Categories, including target times.

Wait 1 Priority Category	Stores the information for Wait 1 Priority Categories, including target times.
Anesthetic	Stores the information for the various types of anesthetics.
Patient Alert Type Group	Patient alert type group lookup table.
Patient Alert Type	Patient alert type lookup table.
ASA Class Type	ASA Classification lookup table.
Choosing Wisely Procedure Classification	Choosing Wisely Procedure Classification lookup table.
Patient Unavailability Reason Category	Stores the categories of patient unavailability reasons.
Patient Unavailability Reason	Stores the patient unavailability reasons.
Dates Affecting Readiness for Consult Reason	Stores the reasons for dates affecting patient readiness for consult.
Document Attachment Type	Stores the file types for document attachment.
Mandatory Attachment Rules	Stores rules for mandatory attachments.
OR Scheduler Rooms	Stores the Rooms for the OR Scheduling System.
Admission Venue	Stores the admission venues for given care venues.
Post Procedural Destination	Stores the immediate post procedural destination associated with a care venue.
Responsibility For Payment	Stores the available selections for Responsibility for Payment.
Responsibility For Payment Fields	Stores the available fields defined for each Responsibility for Payment.
Return to Treatment Reasons	Stores the reasons available for planned or unplanned return to treatment. Used for post-treatment reporting purposes.
Procedure Delay Reason	Stores the reasons available for delay of treatment. Used for post-treatment reporting purposes.
Equipment Type	Stores the types of equipment. Used for post-treatment reporting purposes.
Equipment Item	Stores the actual equipment list. Used for post-treatment reporting purposes.
Complications	Stores the complications. Used for post-treatment reporting purposes.
Document Template Category	Creates and stores available categories for document templates.
Malignancy Present	Stores the information for a Malignancy Present, including Malignancy Present Description.

These two tables are used in conjunction. Assistants are people such as referring physicians who are trained to work in the OR, anesthetists, additional staff, or others at your site who may need to be added to a case. Assistants can be added to a case at the time the patient is being added to the wait list or at any time prior to the patient's surgery date. A single case can have one or more assistants assigned to it. The Assistants table contains the identity of individuals who can be selected as assistants. Assistants can be active at more than one health center or care venue. Contact information can be added to support communication.

Person Role Types are categories of assistants to help you group assistants to make it easier to find the correct assistant when adding additional personnel to a case.

Document attachment types are used by anyone who can upload or scan digital documents and images and attach them to a patient’s case: Provider’s Office, Care Venue, Pre-Surgical Screening. Assigning document types lets users identify the types of attachments and it also lets them split apart a document into its separate pages by the type of content on the pages, or group together pages from separate documents by the type of content they contain.

Document types when adding an attachment and document types displayed in Pre-Surgical Screening Case Management.

To add a document attachment type:

Select Document Attachment Type from Metadata Management Tool.
Click Add File Type.

In Attached Document Type, enter a description. This description is displayed to the anyone adding a document type to an attachment or viewing a patient’s attachments.

When Pre-Surgical Screening is enabled, you can set attachment document types to be associated with Preoperative Requirements/PSS activities. For example, the document type, Blood work, can be associated with the Preoperative Activity RN Review. When RN Review preoperative activity is added to the patient’s case, the Attachment paperclip icon appears and, when clicked, opens the Blood work attachment.

How it works:

The attachment document type is associated with a preoperative requirement and/or a preoperative activity by the Novari ATC administrator.
If the document has been attached to the patient’s case and been assigned the document type, when the preoperative activity or preoperative requirement is added to the case, then the Attachment paperclip icon appears in the requirement or activity.
When the preoperative requirement or preoperative activity has been added to the patient’s case but the document has not been attached to the patient’s case, when the document is attached and is assigned to the document type, then the Attachment paperclip icon appears in the requirement or activity.

Care Venue Specific Metadata
Metadata Tables	Description
Provider/Care Venue Cross Reference	Stores the relationship between a care venue and its related providers. This is helpful when you want to check which providers are assigned to each care venue without having to view each provider one by one. Changes made here are immediately reflected in the provider’s metadata record and vice versa.
Diagnosis/Care Venue Cross Reference	Stores the relationship between a care venue and its related diagnoses.
Procedure Category/Care Venue Cross Reference	Stores the relationship between a care venue and its related procedure categories.
Priority Change Reasons/Care Venue Cross Reference	Stores the relationship between a care venue and its related reasons for changing the Priority.
Preoperative Requirement/Care Venue Cross Reference	Stores the relationship between a care venue and its related preoperative requirements.
Reschedule Reasons/Care Venue Cross Reference	Stores the relationship between a care venue and its related reschedule reasons.
O.R. Cancellation Reasons/Care Venue Cross Reference	Stores the relationship between a care venue and its related O.R. cancellation reasons.
Reasons for Removal/Care Venue Cross Reference	Stores the relationship between a care venue and its related reasons for removal.
Anesthetic/Care Venue Cross Reference	Stores the relationship between a care venue and its related anesthetic.
Provider Specific Procedure Times	Upload a spreadsheet of procedure times on a per provider, per site basis.

Document Template Management allows you to create administrative document templates that Provider’s Office users may optionally activate within their lists. By providing document templates, you can ensure that some patient communications and forms are consistent across your site. They also provide a starting point for Provider’s Office users

DOCUMENT TEMPLATE MANAGEMENT FUNCTIONALITY IS AVAILABLE WHEN THE DOCUMENT MANAGEMENT MODULE IS ENABLED FOR YOUR NOVARI ATC SITE. IF IT IS NOT ENABLED AND YOU NEED IT, PLEASE CONTACT NOVARI HEALTH.
ADMIN TEMPLATES MUST BE ACTIVATED BY USERS FOR THEIR OWN LISTS; IN OTHER WORDS, THEY ARE NOT ACTIVATED AUTOMATICALLY FOR ANY USER BY DEFAULT.

To create an administrative document template:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Document Template Management.

Please refer to the Document section in Novari ATC Provider’s Office User Guide for information about creating document templates, headers and footers, and creating patient criteria.

You can organize your document templates into categories. Document template categories are metadata and are stored in metadata tables in the Metadata Management Tool.

To add or edit a category:

From Application Configurations on the Administrator Dashboard, select Application Settings and then select Metadata Management Tool.
Select Document Template Category.
Select Add Category to add a new document template category or click on a document template category name to edit it.

The document template categories appear in the Category dropdown lists in Provider’s Office and in Administrator modules.

As a Novari ATC administrator, you can assign template membership to providers and pools. This means your admin document template is automatically made active to the providers and pools who have membership with that template. A document template must be active to produce system-generated documents. By adding providers and pools to the document template’s membership, you know that these providers and pools will have the system generated documents needed for their qualifying cases.

Template Membership also allows you to see which providers and pools would be affected by any changes to the document template.

To add a provider or pool to template membership:

Create a new document template or edit an existing one.
Click Edit in Template Membership.
Select one or more Providers in the bottom pane and click Add Providers.
Select one or more Pools in the bottom pane and click Add Pools.

To remove a provider or pool from a template membership:

Click Edit in Template Membership.
Select one or more Providers in the top pane and click Remove Providers.
Select one or more Pools in the top pane and click Remove Pools.

Stock Documents

Stock Documents is no longer used in Novari ATC.

The Terms of Use (TOU) constitutes an electronic contract. If you create a TOU, every user of the system must accept the TOU to navigate from the Main page. If a user fails to accept the TOU, the user cannot use Novari ATC.

To create a Terms of Use:

From Administration Options on the Administrator Dashboard, select Application Settings and then select Terms of Use.
Edit the terms.
Click Submit.

If you choose to update the terms of reference after the initial implementation of Novari ATC, it is recommended you select Reset user acceptance of the Terms of Use checkbox. This forces all users to read and accept the updated terms of use before continuing.

Sample Terms of Use

Some tasks exist outside the scope of the day-to-day operations of the Novari ATC application yet still make up an important part of Access to Care. These tasks are intrinsic to the smooth running of the application; consequently, they are run automatically and without users, or application administrators, ever noticing.

SCHEDULED TASKS ARE CONFIGURED BY THE NOVARI ATC IMPLEMENTATION AND SUPPORT TEAMS AND CANNOT BE ALTERED WITHIN A PRODUCTION ENVIRONMENT WITHOUT COORDINATING WITH THEM.

An example of a task that would be run automatically in most environments would be the ‘Archive Cases’ job. Completed wait list entries are treated differently than active wait list entries and so the application separates them for performance gains.

Under extreme circumstances, it may be necessary to run a Scheduled Task outside of its regularly scheduled time period.

Scheduled tasks are typically run during off-hours due to the high strain they put upon system resources. Only run a Scheduled Task during peak-hours if necessary. There should be some aggravating circumstance that justifies the need to run the Scheduled task out of schedule.

IMPORTANT: DO NOT RUN A SCHEDULED TASK UNLESS YOU ARE FULLY AWARE OF THE ACTIONS IT WILL PERFORM.

To run a scheduled task:

From Administration Options on the Administrator Dashboard, select Application Settings and then select Scheduled Tasks.
Select Run for the scheduled task you want to run outside of its regular schedule.
Enter the verification code on the confirmation screen.
Click OK.

From time to time as the Novari ATC administrator, you may need to remove a wait list entry, edit a completed patient or manage your messages.

In some situations, you may need to remove a wait list entry. This permanently deletes the record from Novari ATC and excludes it from all reporting. Only inactive wait list entries can be removed. If the entry is still active, you must remove it from the provider’s wait list first before permanently removing it.

USE WITH CAUTION

To permanently remove a wait list entry:

From Waitlist Management on the Administrator Dashboard, select Remove Waitlist Entry.
Search for the patient record by doing any of the following:
Selecting one or more providers.
Entering an MRN.
Entering a patient’s last name.
Click Search.

From the list of search results, click the List Code for the record you want to remove.
On the Remove a Waitlist Entry page, enter the 6-digit code and provide the reason for removing the wait list entry.

The remove wait list entry action area at the bottom of the Remove a Waitlist Entry page.

In some cases, you may need to modify a completed case. For instance, this can be used to bring the case data in Novari ATC in line with the external system’s data after the case has been completed.

To edit a completed patient:

From Waitlist Management on the Administrator Dashboard, select Edit a Completed Patient.
Search for the patient record by doing any of the following:
Selecting one or more providers.
Entering an MRN.
Entering a patient’s last name.
Click Search.

From the list of search results, click the List Code for the record you want to edit. Note: only inactive cases are displayed because you are editing completed cases.
On the Edit a Completed Case page, edit the field or fields.
Click Updates Complete.
SOME FIELDS CANNOT BE EDITED AS ANY CHANGE WOULD COMPROMISE DATA INTEGRITY.
CHANGES TO THIS CASE MAY NOT AUTOMATICALLY FLOW INTO EXTERNAL PROVINCIAL OR HOSPITAL INFORMATION SYSTEMS. PLEASE REVIEW MESSAGES SENT FOR THIS CASE UNDER "SEARCH/RESUBMIT AN ALREADY SENT MESSAGE". IF NEW MESSAGES MUST BE SENT, USE THE "SEND AN INTERFACE MESSAGE" FUNCTIONALITY.

Like Provider’s Office, Care Venue, Pre-Surgical Screening users, you, as the Novari ATC administrator, may also receive messages concerning specific cases on the wait list. Novari ATC messages can be system-generated, or they can come from other users/offices within your installation.

To view your messages:

• From Waitlist Management under Administrator Options, select Messages.

The message summary screen is divided into three tabs: Unread Messages, Read Messages, and Search Messages. The unread messages tab shows a listing of your new messages. Once you mark a message as read, it will appear under the Read Messages tab.

You can sort your messages by clicking the header of the column on which you want to sort. Click the column header a second time to reverse the order.

The Search Messages tab contains a filter so you can quickly find the message you are looking for. You can limit the displayed list of incoming messages to those originating from a certain venue (Provider’s Office, Care Venue, Pre-Surgical Screening and Patient Registration). You may also provide filtering options to narrow the search to a single patient.

You may need to manage interface messages. You can search for and resubmit a message that has already been sent, undo a patient merge, and send a new message.

To locate a message which has already been sent:

From Interface Message Management under Administration Options, select Search/Resubmit an Already Sent Message.
In Search Messages, enter as much information as possible to reduce the number of results returned.
Click Search.

Searching for an interface message

To resubmit a message that was already sent:

After clicking Search, the previously transmitted messages will display below.
To resubmit the message, simply click Resubmit.

Use this feature to undo the merging of two patients when it cannot be accommodated electronically in the interface.

To undo a patient merge:

From Interface Message Management under Administration Options, select Undo a Patient Merge.
You are presented with a listing of all interface message Merge Patient operations that have occurred from the ADT interface. Each row lists the MRN of the old patient record, the MRN of the patient that it was merged to, and the number of affected list entries in Novari ATC.
Click Undo to undo the merge of the patient record. If there were affected wait list entries, Novari ATC will update each corresponding list entry to point to the old patient record.

To narrow the list of merged patients, open the filter by clicking the here link.

You can manually send an interface message for any active interface whenever a case requires an interface message to be sent that cannot be sent through changes to the case within the responsible module.

USE THIS TOOL WITH CAUTION AS IT DOES NOT DEFEND AGAINST CONTEXTUALLY INVALID MESSAGES. ACTIONS TAKEN HERE CANNOT BE REVERTED.

To send a message:

From Interface Message Management under Administration Options, select Send a New Message.
In Send a Message, select the interface and message type. Message types are specific to the selected interface.
Enter the patient’s MRN and search for the patient. Make sure you have the correct case.
Enter the List Code from the patient information.
For S14 messages, for example, enter the appointment date to be sent. Use the date icon to ensure the date is in the correct format.

This tool allows you to retroactively submit a WTIS case that was indicated as having completed surgery in Novari ATC. You can search for a case, update outstanding ‘Quick Screen’ information, and submit the case. This will send a WTIS ‘Open Wait List Entry’ message followed by a WTIS ‘Close Wait List Entry’ message.

• YOU CAN ONLY SUBMIT COMPLETED WTIS REPORTABLE CASES (ACTIVE = N).

To submit a WTIS case:

Select Submit a WTIS Case from WTIS Management under Administration Options.

In WTIS: Submit an Inactive Case to the WTIS, search for the patient by doing one of the following:
Enter the patient’s MRN.
Enter the patient’s last name (it can be part of the patient’s last name).
Click Search.
You can filter the search results by selecting one or more providers.
From the search results, click the List Code for the patient case you need to submit.

In ADMIN: Submit a WTIS case, specify any outstanding QuickScreens that may be applicable for WTIS. (QuickScreens are located under View Patient Actions.)
Click Submit Case.

Example

Red when days to target has been exceeded, for example, a negative value (-1)

Red when percentage to target is greater than or equal to 100%

Yellow when days to target is 14 or fewer days away from today

Yellow when percentage to target is greater than 80% and less than 100%

Green when days to target is more than 14 days away from today

Green when percentage to target is less than or equal to 80%

You may not see System Administrator under Administration Options on the Administrator Dashboard. It is password protected and is used by Novari Health staff to finetune some system settings on your behalf.

Countries listed for Novari Health services: Australia, Canada, New Zealand, UK, USA.