General Overview of Novari eRequest

General Overview of Novari eRequest

Terminology

For the purposes of this user guide describing the common, generic components and functionality of Novari eRequest, the term ‘referral’ is used as a synonym for eRequest, eReferral, and requisition. A referral is the item that is created and processed along the workflow in Novari eRequest.

Dashboards

Dashboards are user-specific views that are built to house the referrals that pertain to that user role. Dashboards have queues, notifications, and external requests. Dashboards are built based on the needs of the user role, and can house referrals in multiple states, different modalities, and so on. Dashboards appear as tabs along the top of the Novari eRequest screen. A user may see only one dashboard tab or multiple, depending on the user’s role.

This user has access to the Central Intake Dashboard and Receiver Dashboard

Queues

A dashboard is divided into queues (also known as buckets). The queues are unique to the dashboard and contain all the referrals in that state. For example, all referrals that are waiting to be routed by central intake are in one queue, all referrals that have been declined by the surgeon are in another. The total number of items in that queue is displayed.

Referral States

Referral states are client-specific and are built to align with the client’s future state workflows and submitted workflow diagrams. The referral state is indicated in the top right-hand corner of the referral. The referral state is used for filtering, queue logic, integration, etc. The referral state is always viewable.

Referral Locks

Referrals automatically lock to the first user who opens them. The referral remains locked to that user while they keep it open in a window/tab. A green lock indicates the user has the referral locked to themselves and can perform actions to the referral. A red lock indicates someone else has the referral locked and the user can view the referral but cannot make changes until it is unlocked.

Fields

The fields in a referral are built from the client-provided metadata. There are a variety of different fields (checkboxes, yes/no, text boxes, etc), as well as mandatory and non-mandatory fields. Mandatory fields are indicated by a red asterisk “*” and MUST be filled out to transition the referral to the next step in the workflow.

Accordions

Accordions house the fields and actions that need to be filled out at a given step in the workflow. Accordions automatically expand when they pertain to the step in the workflow, for example, the Triage accordion will automatically expand when in the triage workflow step. Accordions can cascade depending on a field selection, can limit who has access to edit them, and can house specific actions.

The accordion colours reflect the referral’s progress through the workflow. Accordion names may be customized for different clients and different workflows and may display helpful information.

Actions

Actions allow users to send the referral to the next step in the workflow. Actions can be limited by fields (such as service type), referral state (such as awaiting triage), and can be included in signoffs. Actions are usually displayed in the upper right-hand corner of the referral.

List View

List view is the view of the referrals in a queue. The list view contains columns with information that is both generic, and client specific. The columns are sortable and customizable. Users can navigate, sort, and open referrals from this view.

Filtering

Filters are user-specific and can be applied to the list view. Filters can either be saved or applied once (Quick Filter). To save and build filters, users navigate to their profile in the top right-hand corner of eRequest, select My Filters and build, edit, or delete filters.

Users can name their filters, add the criteria they want to filter on, and then save the filter.

Filters are applied using the Select Filter at the top left-hand side of the list view.

Quick Process

Quick Process is a function that allows you to work through referrals one after the other without having to return to the list view. When you have actioned one, the next referral in the queue is automatically displayed. Quick Process can be applied to sorted list, or non-sorted lists. When in Quick Process, there are identifiers to indicate that Quick Process in enabled, what referral the user is actioning, and how many referrals are left.

Quick Process can be accessed from the dashboard or the list view and only pertains to referrals in the selected queue.

Quick Process appears when you hover your mouse point over a queue.

Quick Process appears at the top right when in List View

Discussion

The discussion area allows communication between authorized eRequest users. It can also be used for referrals that were sent via Ocean eReferral Network integration for communicating with the referring provider.

How does it work?

Any user who has permissions to view or edit a referral can add a discussion note. To do this following these steps:

1. Open the referral you wish to leave a note on

2. Scroll to the Discussion area (located at the bottom of any requisition)

3. Click in the Enter note here field and start typing your message. (Hint, you can enlarge the area by dragging the bottom right-hand corner.)

1. When you have completed your note, click the Green save icon to save your note.

2. Once saved, the note will appear below the discussion notes field, marked with the user’s username, the date and exact time the note was saved, and the note that was entered.

3. To notify others of a note you have left, after saving, click the small envelope that will appear when you move your mouse over the far right of the saved note.  This will make the note “unread” and will show the notifications as mentioned.

1. Once clicked the note will appear bolded and the Discussion header will now display a red circle with the count of unread messages.

1. You can also attach (pdf) documents to the discussion.

1. Select Add New Attachment to open the Add Attachment dialog.

2. Select Upload from file, which opens the Open window, displaying PDF files. Select the PDF document you want to attach.

3. Once you have completed adding the attachment, the attachment appears in the Attachments tab of the referral and appears in the discussion, as shown below:

4. The attachment can now be accessed from the discussion. If you want to notify others that you have added this attachment, add an additional note indicating this and mark as unread.

Searching for a Referral

The search function is located in the upper right-hand corner and can be used to search for referrals by using the patient’s last name, health card number (HCN), or the Reference number (Ref #). When searching by HCN or last name, all active referrals will be displayed in Search Results list view. When searching by Reference number, only the one that matches will be displayed.

The Reference number is found at the top of the referral and in the list view.

Help

More information about Novari eRequest is available through the Novari eRequest Support Centre.

Select Help desk from your user menu.