Data Administration

Reference Guide

P/N 100016562-04 JUNE 2006

Abstract The Data Administration Reference Guide (P/N 100016562-04) provides reference
information and procedures for using the Data Administration application.

Manufacturer and Manufacturer: European Representative:

European
Representative Varian Medical Systems, Inc. Varian Medical Systems UK Ltd.
3100 Hansen Way, Bldg. 4A Gatwick Road, Crawley
Palo Alto, CA 94304-1030, USA West Sussex RH10 9RG
United Kingdom
Notice Information in this user guide is subject to change without notice and does not represent
a commitment on the part of Varian. Varian is not liable for errors contained in this user
guide or for incidental or consequential damages in connection with furnishing or use of
this material.
This document contains proprietary information protected by copyright. No part of this
document may be reproduced, translated, or transmitted without the express written
permission of Varian Medical Systems, Inc.
FDA 21 CFR 820 Varian Medical Systems, Oncology Systems products are designed and manufactured in
Quality System accordance with the requirements specified within this federal regulation.
Regulations
(CGMPs)
ISO 13485 Varian Medical Systems, Oncology Systems products are designed and manufactured in
accordance with the requirements specified within ISO 13485 quality standards.
CE Varian Medical Systems, Oncology Systems products meet the requirements of Council
Directive MDD 93/42/EEC.
HIPAA Varian’s products and services are specifically designed to include features that help our
customers comply with the Health Insurance Portability and Accountability Act of 1996
(HIPAA). The software application uses a secure login process, requiring a user name
and password, that supports role-based access. Users are assigned to groups, each with
certain access rights, which may include the ability to edit and add data or may limit
access to data. When a user adds or modifies data within the database, a record is made
that includes which data were changed, the user ID, and the date and time the changes
were made. This establishes an audit trail that can be examined by authorized system
administrators.
WHO ICD-9 codes and terms used by permission of WHO, from:
■ International Classification of Diseases for Oncology, (ICD-O) 3rd edition, Geneva,
world Health Organization, 2000.
ICD-10 codes and terms used by permission of WHO, from:
■ International Statistical Classification of Diseases and Related Health Problems,
Tenth Revision (ICD-10). Vols 1-3, Geneva, World Health Organization, 1992.
Trademarks ARIA is a registered trademark and Vision is a trademark of Varian Medical Systems, Inc.
Microsoft and Windows are registered trademarks of Microsoft Corporation.

© 2006 Varian Medical Systems, Inc.

All rights reserved. Printed in the United States of America.

ii
Contents
CHAPTER 1 INTRODUCTION ......................................................................1-1
Visual Cues ................................................................................................ 1-2
Associated Publications ............................................................................. 1-2
Contacting Support .................................................................................... 1-3
Ordering Additional Documents ....................................................... 1-3
Communicating Via the World Wide Web ........................................ 1-3
Sending E-Mail................................................................................. 1-4
About Data Administration ......................................................................... 1-4
Data Segmentation Feature ............................................................. 1-5
Tablet PCs and Wireless.................................................................. 1-5
About User Rights ...................................................................................... 1-7
Starting Data Administration ...................................................................... 1-7
About the User Interface ............................................................................ 1-9
Icons................................................................................................. 1-9
Tabs ................................................................................................. 1-9
Toolbar ........................................................................................... 1-10
Filters ............................................................................................. 1-10
Required Information...................................................................... 1-11
Context-sensitive Right-click Menus .............................................. 1-11
Columns ......................................................................................... 1-11
Accessing Online Help ............................................................................. 1-13
Viewing Data Administration Version Number ......................................... 1-13
Exiting Data Administration ...................................................................... 1-14

CHAPTER 2 SETTING UP CLINICS OR HOSPITALS .................................2-1

Managing Clinics or Hospitals.................................................................... 2-2
Adding a Clinic or Hospital ............................................................... 2-2
Editing a Clinic or Hospital ............................................................... 2-6
Inactivating a Clinic or Hospital ........................................................ 2-6

iii
 Managing Departments.............................................................................. 2-7
Adding a Department ....................................................................... 2-7
Editing a Department Name........................................................... 2-11
Inactivating a Department .............................................................. 2-11
Managing Groups..................................................................................... 2-12
Adding a Group to a Department ................................................... 2-12
Editing a Group .............................................................................. 2-14
Inactivating a Group ....................................................................... 2-14
Managing Department Schedules............................................................ 2-15
Specifying Department Availability Hours ...................................... 2-16
Scheduling a Holiday ..................................................................... 2-17
Editing a Scheduled Holiday .......................................................... 2-19
Deleting a Scheduled Holiday ........................................................ 2-20
Setting System Preferences..................................................................... 2-20
Managing Lists ......................................................................................... 2-27
Adding a List Item .......................................................................... 2-29
Editing a List Item........................................................................... 2-31
Deleting a List Item ........................................................................ 2-32
Customizing Patient Labels...................................................................... 2-32
Adding a Patient Label ................................................................... 2-32
Editing a Patient Label ................................................................... 2-33
Deleting a Patient Label ................................................................. 2-34
Customizing Activity Attributes................................................................. 2-34
Adding an Activity Attribute ............................................................ 2-34
Editing an Activity Attribute ............................................................ 2-36
Deleting an Activity Attribute .......................................................... 2-37
Managing Global Settings ........................................................................ 2-37
Managing Users and User Groups........................................................... 2-39
Editing the Provider and Department for a User ............................ 2-39

iv
CHAPTER 3 IDENTIFYING RESOURCES ...................................................3-1
Managing Physicians and Staff Members.................................................. 3-2
Adding a Physician or Staff Member................................................ 3-2
Editing a Physician or Staff Member ................................................ 3-6
Inactivating a Physician or Staff Member......................................... 3-7
Managing Auxiliary Resources................................................................... 3-7
Adding an Auxiliary Resource .......................................................... 3-7
Editing an Auxiliary Resource ........................................................ 3-10
Inactivating an Auxiliary Resource ................................................. 3-10
Managing Venues .................................................................................... 3-11
Nonschedulable Venues ................................................................ 3-11
Machine Venues ............................................................................ 3-11
Schedulable Venues ...................................................................... 3-11
Adding a Venue.............................................................................. 3-11
Editing a Venue.............................................................................. 3-14
Inactivating a Venue....................................................................... 3-15
Assigning a Machine to a Venue.................................................... 3-15
Managing Resource Assignments ........................................................... 3-17
Assigning a Resource to a Department ......................................... 3-17
Assigning a Resource to a Resource Group.................................. 3-18
Specifying Availability Hours for a Resource ........................................... 3-20

CHAPTER 4 MANAGING ACTIVITY CATEGORIES AND ACTIVITIES ......4-1

Managing Activity Categories..................................................................... 4-1
Adding an Activity Category ............................................................. 4-2
Editing an Activity Category Name................................................... 4-5
Inactivating an Activity Category ...................................................... 4-5
Managing Activities .................................................................................... 4-6
Adding an Activity............................................................................. 4-6
Editing an Activity........................................................................... 4-13
Inactivating an Activity.................................................................... 4-13
Color-Coding an Activity................................................................. 4-14

v
CHAPTER 5 SETTING UP CHARGES .........................................................5-1
Configuring Default Settings for Activity Capture ....................................... 5-2
Managing Code Modifiers .......................................................................... 5-4
Adding a Code Modifier.................................................................... 5-4
Editing a Code Modifier.................................................................... 5-6
Inactivating a Code Modifier............................................................. 5-6
Managing Payor Plan Types ...................................................................... 5-7
Adding a Payor Plan Type ............................................................... 5-8
Editing a Payor Plan Type................................................................ 5-9
Deleting a Payor Plan Type ........................................................... 5-10
Managing Payor Plans (References) ....................................................... 5-10
Adding a Payor Plan (Reference) .................................................. 5-10
Editing a Payor Plan (Reference)................................................... 5-16
Deleting a Payor Plan (Reference) ................................................ 5-16
Deleting a Payor Authorization....................................................... 5-17
Managing Billing Services ........................................................................ 5-17
Adding a Billing Service ................................................................. 5-18
Editing a Billing Service.................................................................. 5-21
Deleting a Billing Service ............................................................... 5-21
Managing Procedure Codes .................................................................... 5-22
Adding a Procedure Code.............................................................. 5-22
Editing a Procedure Code .............................................................. 5-30

CHAPTER 6 SETTING UP CARE PATH TEMPLATES................................6-1

About Care Paths....................................................................................... 6-2
Creating a Care Path Template ................................................................. 6-3
Copying a Care Path Template.................................................................. 6-9
Editing a Care Path Template .................................................................. 6-10
Deleting a Care Path Template................................................................ 6-12
Associating Care Path Templates............................................................ 6-12
Associating a Care Path Template with a Diagnosis ..................... 6-12
Associating a Care Path Template with a Physician...................... 6-13
Associating a Care Path Template with a Payor............................ 6-14

vi
 Managing Care Path Template Treatment Cycles ................................... 6-15
Adding a Cycle to a Care Path Template....................................... 6-16
Editing a Cycle in a Care Path Template ....................................... 6-17
Deleting a Cycle from a Care Path Template................................. 6-18
Managing Care Path Template Cycle Activities ....................................... 6-19
Showing and Hiding Care Path Template Cycle Activities............. 6-22
Adding a Cycle Activity to a Care Path Template .......................... 6-22
Editing a Cycle Activity for a Care Path Template ......................... 6-24
Deleting a Cycle Activity from a Care Path Template .................... 6-26
Moving a Cycle Activity Within a Treatment Cycle......................... 6-27
Copying Cycle Activity Details........................................................ 6-27

CHAPTER 7 MANAGING CLINICAL ASSESSMENT INFORMATION ........7-1

Managing the Allergies List ........................................................................ 7-2
Adding an Allergy to the Allergy List ................................................ 7-2
Editing an Allergy in the Allergy List................................................. 7-5
Deleting an Allergy from the Allergy List .......................................... 7-5
Managing the Comments List .................................................................... 7-6
Adding a Comment to the Comments List ....................................... 7-6
Editing a Comment to the Comments List........................................ 7-8
Deleting a Comment from the Comments List ................................. 7-8
Managing Diagnoses ................................................................................. 7-9
Managing Diagnosis Methods.......................................................... 7-9
Managing Diagnosis Code Types .................................................. 7-13
Managing Diagnosis Codes ........................................................... 7-15
Selecting the Default Code Type for Diagnosis Searches ............. 7-19
Managing the Drug Formulary and Drug Categories ..................... 7-20
Managing the FDA Drug List.......................................................... 7-21
Adding a Drug to the Drug Formulary ............................................ 7-27
Editing a Drug in the Drug Formulary............................................. 7-30
Deleting a Drug from the Drug Formulary ...................................... 7-31
Creating a Drug Formulary Category ............................................. 7-31
Editing a Drug Formulary Category................................................ 7-34
Deleting a Drug Formulary Category ............................................. 7-34

vii
 Managing the Master Favorite Drugs List ................................................ 7-35
Adding a Drug to the Master Favorite Drugs List ........................... 7-35
Editing a Drug in the Master Favorite Drugs List ........................... 7-41
Deleting a Drug from the Master Favorite Drugs List..................... 7-41
Managing the User Favorite Drugs List.................................................... 7-42
Adding a Drug to the User Favorite Drugs List .............................. 7-42
Editing a Drug in the User Favorite Drugs List............................... 7-44
Deleting a Drug from the User Favorite Drugs List ........................ 7-44
Managing the Education/Counseling Session List ................................... 7-44
Adding an Education/Counseling Session ..................................... 7-45
Editing an Education/Counseling Session ..................................... 7-47
Inactivating an Education/Counseling Session .............................. 7-47
Managing the Medical Problems History List ........................................... 7-48
Adding a Medical Problem ............................................................. 7-48
Editing a Medical Problem ............................................................. 7-50
Inactivating a Medical Problem ...................................................... 7-51
Managing the Surgical/Procedures History List ....................................... 7-51
Adding a Surgery or Procedure...................................................... 7-52
Editing a Surgery or Procedure...................................................... 7-54
Inactivating a Surgery or Procedure............................................... 7-54
Managing the Social History List.............................................................. 7-55
Adding a Social History .................................................................. 7-55
Inactivating a Social History ........................................................... 7-58
Managing Patient Document Templates and Types ................................ 7-59
Creating a List of Document Types................................................ 7-59
Creating a Document Template ..................................................... 7-62
Editing a Document Template........................................................ 7-67
Copying a Document Template...................................................... 7-68
Deleting a Document Template...................................................... 7-68
Using Data and Navigation Tags in your Document Template ...... 7-69
Managing Practice Documents and Document Types ............................. 7-70
Adding a Practice Document Type................................................. 7-70
Editing a Practice Document Type................................................. 7-72
Inactivating a Practice Document Type.......................................... 7-72

viii
 Creating a Practice Document ....................................................... 7-73
Editing a Practice Document.......................................................... 7-75
Viewing a Practice Document ........................................................ 7-75
Deleting a Practice Document........................................................ 7-75
Managing RoS/PE Systems..................................................................... 7-76
Maintaining the Exam Systems Registry for RoS/PE Systems...... 7-76
Setting Up RoS/PE Assessment Descriptions for Providers.......... 7-78
Setting Up RoS/PE Abnormal Assessment Details for Providers .. 7-81
Maintaining RoS/PE Assessment Descriptions for Providers ........ 7-84
Managing Test Components .................................................................... 7-88
Creating a Custom Test Component.............................................. 7-88
Adding a Test Component ............................................................. 7-94
Editing a Test Component.............................................................. 7-95
Deleting a Test Component ........................................................... 7-95
Managing Test Component Groups ......................................................... 7-96
Adding a Test Component Group .................................................. 7-96
Editing a Test Component Group................................................... 7-99
Deleting a Test Component Group ................................................ 7-99
Managing Vital Sign Components.......................................................... 7-100
Adding a Vital Sign Component ................................................... 7-100
Editing a Vital Sign Component ................................................... 7-104
Deleting a Vital Sign Component ................................................. 7-104
Managing Recommended Toxicities ...................................................... 7-105
Adding a Toxicity Type................................................................. 7-105
Deleting a Toxicity Type............................................................... 7-107

APPENDIX A TROUBLESHOOTING ............................................................ A-1

Common Error Messages ......................................................................... A-2
Queue in Treatment Error Messages........................................................ A-3
When a System Failure Occurs ................................................................ A-3

ix
APPENDIX B BACKING UP THE VARIAN SYSTEM DATABASE .............. B-1
About Backing Up Data............................................................................. B-1
Preparing the Backup Tape ...................................................................... B-2
Verifying the Backup to Tape .................................................................... B-2

APPENDIX C ARIA 8 ICON LEGEND ........................................................... C-1

Activity Capture Icons ............................................................................... C-3
Review View Icons .......................................................................... C-3
Audit View Icons.............................................................................. C-5
Care Path View Icons...................................................................... C-6
Patient Review View Icons.............................................................. C-9
Print Preview Window Icons.......................................................... C-10
Chart QA Icons........................................................................................ C-11
Toolbar Icons ................................................................................ C-11
Patient Information ........................................................................ C-12
Treatment History Tab .................................................................. C-12
Print Preview Window Icons.......................................................... C-13
Data Administration Icons ....................................................................... C-14
Toolbar Icons ................................................................................ C-14
Print Preview Window Icons.......................................................... C-15
Setup Tab - System Sub-tab Icons ............................................... C-15
Setup Tab - Charge Related Sub-tab Icons .................................. C-16
Care Path Templates Tab ............................................................. C-17
Clinical Assessment Tab............................................................... C-19
Long-Term Archive.................................................................................. C-21
Print Preview Window Icons.......................................................... C-22
Print Archive List Window Icons.................................................... C-23
Patient Manager Icons ............................................................................ C-27
Patient Information ........................................................................ C-27
Summary, Registration, Diagnosis, Health, and Evaluation Tabs. C-27
Care Path Tab............................................................................... C-28
Print Preview Window Icons.......................................................... C-30

x
 Time Planner Icons ................................................................................. C-31
Agenda Tab Icons ......................................................................... C-32
Appointment Tracker Tab Icons .................................................... C-34
Patient Care Path Tab Icons ......................................................... C-35
Patient Agenda Tab Icons............................................................. C-36
Patient Tracker Tab Icons ............................................................. C-37
My Patient Tracker Tab Icons ....................................................... C-38
Print Preview Window Icons.......................................................... C-40
GLOSSARY..................................................................................... GLOSSARY-1
INDEX........................................................................................................INDEX-1

xi
List of Figures
CHAPTER 1
Wireless Network Connection .....................................................................1-6
System Setup Window ................................................................................1-8
Data Administration Filter..........................................................................1-10
Column Chooser .......................................................................................1-12
Showing Column in Column Chooser .......................................................1-12

CHAPTER 2
Hospitals & Departments Lists, Adding a Clinic or Hospital........................2-3
Hospital Detail Dialog Box...........................................................................2-4
Hospitals & Departments Lists, Adding a Department ................................2-8
Department Details Dialog Box ...................................................................2-9
Department Details List.............................................................................2-13
Working Hours List....................................................................................2-16
Availability Dialog Box...............................................................................2-17
Holidays List..............................................................................................2-18
Holidays Dialog Box ..................................................................................2-18
Preferences List ........................................................................................2-21
Preferences Dialog Box ............................................................................2-22
Lists List ....................................................................................................2-30
List Details Dialog Box ..............................................................................2-30
User Defined Patient Labels List...............................................................2-33
User Defined Activity Attributes List ..........................................................2-35
Activity Attribute Values Dialog Box ..........................................................2-36
Global Settings, Preferences List..............................................................2-38
Global Settings, Edit Preferences .............................................................2-38
Users List ..................................................................................................2-40
User Details Dialog Box ............................................................................2-40

xiii
CHAPTER 3
Doctors & Staff List .....................................................................................3-3
Staff Detail Dialog Box ................................................................................3-3
Resources List ............................................................................................3-8
Resource Detail Dialog Box ........................................................................3-8
Resource Detail Dialog Box for Venue Resource Type ............................3-12
Resource Detail Dialog Box for Assigning Machines to Venue.................3-16
Staff/Resources List ..................................................................................3-17
Department List.........................................................................................3-18
Staff/Resource Groups List .......................................................................3-19
Group List..................................................................................................3-20
Availability Dialog Box...............................................................................3-21
Availability Dialog Box...............................................................................3-22

CHAPTER 4
Activities List ...............................................................................................4-3
Categories in Master to be copied in this
Department Dialog Box ...............................................................................4-4
Activity Category Detail Dialog Box.............................................................4-4
Activities in Master to be copied in this
Department Dialog Box ...............................................................................4-7
Activity Detail Dialog Box ............................................................................4-8
Assign/Detach Procedure Codes Dialog Box............................................4-11
Assign/Detach Tasks Dialog Box ..............................................................4-12

CHAPTER 5
Hospitals & Departments Lists ....................................................................5-2
Charges Control List ...................................................................................5-3
Code Modifiers List .....................................................................................5-5
Payor Plan Types List .................................................................................5-8
Payor Plan Type Detail Dialog Box .............................................................5-8
Payor Plans List ........................................................................................5-11
Payor Reference Detail Dialog Box, Contacts Tab ...................................5-11

xiv
 Payor Reference Detail Dialog Box, Plan Tab ..........................................5-13
Payor Reference Detail Dialog Box, Authorization Tab ............................5-14
Payor Authorization Dialog Box ................................................................5-15
Billing Services List ...................................................................................5-18
Billing Service Dialog Box .........................................................................5-19
Procedure Codes List................................................................................5-22
Procedure Codes in Master to be copied
in this Department .....................................................................................5-23
Procedure Code Detail Dialog Box ...........................................................5-24

CHAPTER 6
Care Path Templates List............................................................................6-3
New Template Dialog Box...........................................................................6-4
Diagnosis Code Lookup Dialog Box............................................................6-5
Diagnosis Code Search Results .................................................................6-6
Select Staff Dialog Box ...............................................................................6-7
Payor Reference Dialog Box.......................................................................6-8
Copy Template Dialog Box .........................................................................6-9
Edit Template Dialog Box..........................................................................6-11
Template Cycle Activities Editor................................................................6-16
Add New Cycle Dialog Box .......................................................................6-17
Edit Cycle Dialog Box................................................................................6-18
Activity Lag Time Dialog Box ....................................................................6-24
Select Activity Proc Codes Staff/Resources from
Hospital-Department Dialog Box...............................................................6-25

CHAPTER 7
Allergies List................................................................................................7-3
Allergies Dialog Box ....................................................................................7-4
Comments List ............................................................................................7-6
Comments Dialog Box ................................................................................7-7
Diagnosis Method List...............................................................................7-10
Diagnosis Methods Dialog Box .................................................................7-11

xv
 Diagnosis Code Type List .........................................................................7-13
Diagnosis Code Types Dialog Box............................................................7-14
Diagnosis Code List ..................................................................................7-15
Diagnosis Codes Dialog Box.....................................................................7-16
Default Diagnosis Code Type List.............................................................7-20
Drugs Formulary List.................................................................................7-23
Drugs@FDA Update Dialog Box...............................................................7-24
Drugs@FDA Update Dialog Box, Update Results ....................................7-26
Drug Formulary Dialog Box.......................................................................7-28
Drug Selection Dialog Box ........................................................................7-29
Drug Categories List .................................................................................7-32
Drug Formulary Categories Dialog Box ....................................................7-33
Favorite Drugs Dialog Box ........................................................................7-36
Drug Selection Dialog Box ........................................................................7-37
User Favorite List ......................................................................................7-43
Education/Counseling List.........................................................................7-45
Education/Counseling Dialog Box.............................................................7-46
Medical Problems List ...............................................................................7-48
Medical History List Dialog Box, Medical Problems Tab...........................7-49
Surgical/Procedures List ...........................................................................7-52
Medical History List Dialog Box, Surgical/Procedures Tab .......................7-53
Social List..................................................................................................7-56
Social History List Dialog Box ...................................................................7-57
Selected Document Types List .................................................................7-60
Document Types Dialog Box.....................................................................7-61
New Document Type Dialog Box ..............................................................7-62
Document Templates List .........................................................................7-63
Document Template Dialog Box ...............................................................7-64
Practice Document Types List ..................................................................7-70
Practice Document Types Dialog Box.......................................................7-71
Practice Document Dialog Box .................................................................7-73
Exam Systems Registry List .....................................................................7-77

xvi
RoS List.....................................................................................................7-79
Provider RoS/PE Setup Dialog Box ..........................................................7-80
Modify Abnormal Assessment Details.......................................................7-86
Test Components List ...............................................................................7-89
Test Components Dialog Box ...................................................................7-90
Creating a Custom Component.................................................................7-91
Test Groups Tab .......................................................................................7-97
Test Component Groups Dialog Box ........................................................7-98
Vital Signs List.........................................................................................7-100
Vital Sign Components Dialog Box .........................................................7-101
Toxicities List...........................................................................................7-105
Toxicities Management Dialog Box.........................................................7-106

xvii
Chapter 1 Introduction

The Data Administration Reference Guide includes information and

instructions for using Data Administration to configure and manage the ARIA
applications installed at your clinic or hospital.
The Data Administration Reference Guide is written for ARIA service
administrators and Varian field service representatives. Service administrators
must be familiar with the ARIA applications that their clinic or hospital uses
as well as the operation practices and conventions of their local radiation
oncology clinic or hospital.

In This Chapter

Topic Page
Visual Cues 1-2
Associated Publications 1-2
Contacting Support 1-3
About Data Administration 1-4
About User Rights 1-7
Starting Data Administration 1-7
About the User Interface 1-9
Accessing Online Help 1-13
Viewing Data Administration Version Number 1-13
Exiting Data Administration 1-14

1-1
Visual Cues
This manual uses the following notational conventions to help you locate and
identify information:

Note: A note describes actions or conditions that can help the user
obtain optimum performance from the equipment or software.

CAUTION: A caution describes actions or conditions that can result in

minor or moderate injury to personnel or can result in damage
to equipment or data.

In addition to the notational conventions shown above, this manual also uses
the following:

■ Italic text — Identifies manual titles, new terminology, alternate terms,

and information you type during procedures,
■ Bold text — Used for names of dialog box options (command and option
buttons, check boxes), window options (menus and menu options, and
toolbar buttons), names of keys, controls, and switches.
■ File > Print — This sequence defines selecting a menu either from the
menu bar or by right-clicking and selecting from the right-click menu
(right-click and choose Fill Down > Selected Column). The selection here
means to click on the File menu, then click Print from that menu.

Associated Publications
This manual provides information identifying what is new, or what has
changed in ARIA. Please refer to the following manuals for information that
describes the ARIA applications and how to use those applications:
■ Database Reference Guide (100010105)
■ Oncology System Platform (OSP) Reference Guide (100021509)
■ Designing Reports Reference Guide (100010106)
■ InfoMaker Reports Reference Guide (100010105)

1-2 Data Administration Reference Guide

Contacting Support
Support services are available without charge during the initial warranty
period. If you seek information not included in this publication, call Varian
Medical Systems support at the following locations:

■ North America toll-free telephone support +1.888.827.4265

■ Global telephone support +1.702.938.4807

■ Global telephone support for treatment planning +1.702.938.4712

Ordering Additional Documents

To order additional documents, call the following:

■ North America +1.800.535.5350 (Press 1 for parts)

■ Global +1.702.938.4700

Communicating Via the World Wide Web

If you have access to the Internet, you will find Varian Medical System support
at the following location:
Oncology Systems — http://www.varian.com/oncy/

Then click Support from the menu list along the left side of the window.

Introduction 1-3
Sending E-Mail
Send your e-mails to the following locations for support:

■ Information Management
[email protected]
Systems
■ Digital Imaging Management
[email protected]
Systems
■ Delivery Systems
[email protected]

■ Treatment Planning Systems

[email protected]

■ Brachy Therapy Systems

[email protected]

About Data Administration

The Data Administration application is part of ARIA applications, a
Microsoft® Windows®-based software suite of applications that helps you
manage data for a patient’s radiation treatment in oncology clinics or hospitals.
Data Administration is the application you use to configure and manage system
options for data and operation for the following ARIA applications.
■ Activity Capture
■ Patient Manager
■ Time Planner
■ Queue in Treatment
CAUTION: Any changes you make in Data Administration may not have an
immediate impact on the system. To ensure your changes are
applied, you must shut down and restart all ARIA applications.

1-4 Data Administration Reference Guide

Data Segmentation Feature
Typically, Data Administration includes pre-defined lists that contain the same
data for every hospital and clinic in your network. The Data Segmentation
feature helps you more easily operate your clinics in a multi-site environment
by allowing you to have distinct and different data in each hospital and
department. You can have distinct and different data for:
■ Activity Categories
■ Activities
■ Procedure Codes
■ Care Path Templates
■ System Preferences
■ Resource Groups
Note: Access to Data Administration features is based on licenses and
user rights. If you do not access to a particular feature, the tab,
icon, or button for accessing that feature will be hidden or
grayed out. For more information on licensing and user rights,
see the Oncology System Platform (OSP) Reference Guide
(100021509).

Tablet PCs and Wireless

The latest version of ARIA applications is designed to function on Tablet PCs
and work with wireless network systems (see Figure 1-1). Those applications
include:
■ Activity Capture (posting and review)
■ Chart QA
■ Dynamic Documents
■ Offline Review
■ Patient Manager, including Clinical Assessment
■ Patient Check In
■ RT Chart
■ Time Planner

Introduction 1-5
 The wireless network will support data link protocols 802.11b and 802.11g
along with full encryption.

Tablet PC Wireless Router

ARIA database

Doctor and Patient Consultation

Figure 1-1 Wireless Network Connection

With the assistance of your Varian representative and your IT department, your
hospital or clinic can set up a wireless network system. Using that wireless
network system your staff can access your Varian System database
information while examining a patient. For example, you can open Patient
Manager on a Tablet PC to directly check information dealing with treatments
or write follow-up reports during examinations using Dynamic Documents.
The use of ARIA applications on a wireless network system also allows for
support of an external mouse and keyboard while the Tablet PC resides in a
docking station.
Access points on a wireless network are dependent upon your specific hospital
or clinic. You may wish to have your IT department speak with your Varian
representative concerning the requirements and conditions of your specific
situation.

1-6 Data Administration Reference Guide

About User Rights
As the service administrator for your oncology clinic or hospital, you are
responsible for assigning the user names, IDs, passwords, and rights to allow
your users to access the software. You use User Administration, a separately
licensed application you access from Data Administration, to manage ARIA
users and user rights. For more information on user rights, see the Oncology
System Platform (OSP) Reference Guide (100021509).

Starting Data Administration

To start Data Administration:

1. On your Windows desktop, in the ARIA applications folder, double-click

the Data Administration icon.
2. In the Login dialog box, type your user name and password.
Notes: The user name and password is between six and 15 characters
(letters and numbers) each and is case-sensitive. The password
requires at least one letter and one number.

Varian recommends you change this user name and password

once you begin using the applications. For information
on changing the user name and password, see the Oncology
System Platform (OSP) Reference Guide (100021509).
3. Click OK.
The System Setup window opens (see Figure 1-2).

Introduction 1-7
 Toolbar Tabs Columns

Icons Selected row

Figure 1-2 System Setup Window

Note: ARIA allows three login attempts. After the third unsuccessful
attempt, ARIA closes the Login dialog box and Data
Administration. Contact your field service representative for
assistance.

1-8 Data Administration Reference Guide

About the User Interface
The Data Administration graphical user interface (see Figure 1-2) includes the
following elements for accessing Data Administration features, and for
entering, selecting, and viewing data.
Note: Access to Data Administration features is based on licenses and
user rights. If you do not access to a particular feature, the tab,
icon, or button for accessing that feature will be hidden or
grayed out. For more information on licensing and user rights,
see the Oncology System Platform (OSP) Reference Guide
(100021509).
■ Icons
■ Tabs
■ Toolbar
■ Filters
■ Required Information
■ Context-sensitive Right-click Menus
■ Columns

Icons
In addition to standard Windows toolbar icons, Data Administration includes
icons specific to ARIA applications. You can view a list of the ARIA icons as
well as a description of each icon in Appendix C, ARIA 8 Icon Legend.

Tabs
Data Administration includes tabs for configuring data that is viewed and
accessed in other ARIA applications. When you start Data Administration, by
default, it opens to the Setup System tab.

Introduction 1-9
Toolbar
The Data Administration toolbar is located near the top of the window and
includes the following elements.

■ Save button for saving your information

■ Refresh button for refreshing your data

■ Print Screen button for printing the current window

■ User Admin button for accessing the User Administration

application

Filters
Data Administration includes filters you can use to show only the information
you want to view (see Figure 1-3). The filter allows you to choose the
information you want to filter from a list of items available in the column or to
type the information you want to find using the asterisk (*) wildcard to find
character patterns. For example, to find all activities that include the text 3D in
the name, type *3D*.

To apply a filter to a column, in the filter row, click in the column you want to
filter and choose the information you want to view from the list or type the
information you want to view. All other information in that column will be
hidden. For example, to view only task type activities, in the filter row, click
in the Activity Type column, and choose Task from the list. Only task type
activities appear in the column. To remove the filter, click the X.

Filter row Click here Click X to

to use filter remove filter

Figure 1-3 Data Administration Filter

1-10 Data Administration Reference Guide

Required Information
The Data Administration user interface includes windows and dialog boxes in
which you access, add, and edit data. In certain cases, information is required
before you can perform a function. Orange text boxes indicate required
information. If you do not enter data in orange text boxes, the Save button will
not be active, and you cannot save your data.

Context-sensitive Right-click Menus

Data Administration includes right-click menus, which are context sensitive.
The contents of the menus change depending on where you click in a column
header. If you right-click a column header, the menu shows choices for
customizing the columns.

Columns
In Data Administration, you can use Column Chooser to show, hide, and
rearrange columns in tables to show only the information you want to view in
the order in which you want to view it.

Showing a Column

To show a column:

1. Right-click anywhere in the column heading, and choose Show Column

Chooser.
Column Chooser opens (see Figure 1-4).

Introduction 1-11
 Click and drag the column
you want to show

Figure 1-4 Column Chooser

2. In Column Chooser, click the column you want to add to the table and drag
it to the column header row.
Red arrows appear when the column is in place in an acceptable position
(see Figure 1-5).

Drag column to desired

position, which is indicated
by red arrows

Figure 1-5 Showing Column in Column Chooser

3. Release the mouse button.

4. To close Column Chooser, click the x at the top of Column Chooser.

Hiding a Column

To hide a column, right-click a column header, and choose Hide This Column
from the menu.

1-12 Data Administration Reference Guide

 Rearranging a Column

To rearrange a column:

1. Click the column you want to move, and drag it to a new location in the
column header.
Red arrows appear when the column is in an acceptable position.
2. Release the mouse button.

Accessing Online Help

Data Administration includes a context-sensitive online help system that
provides:
■ Basic information about ARIA applications
■ Descriptions of the options in each dialog box
■ Step-by-step instructions for performing tasks

To access the online help, you can do any of the following:

■ Click Help on a dialog box
■ Press the F1 key on your keyboard
■ Click Help > Data Administration Help

Viewing Data Administration Version Number

When contacting the Oncology HelpDesk, it is helpful to know the version
number of the application you are using.

To view the version number of your application:

1. Choose Help > About Data Administration.

2. In the About Data Administration dialog box, click System Info.
The System Info dialog box includes information about the current
application, software version, and environment.

Introduction 1-13
 3. To close the System Information dialog box, click OK.
4. To close the About Data Administration dialog box, click OK.

Exiting Data Administration

Before exiting Data Administration, save your work or it will be lost.

To exit Data Administration, choose File > Exit.

1-14 Data Administration Reference Guide

Chapter 2 Setting up Clinics or Hospitals

You use Data Administration to identify and set up your clinic or hospital
including labels, codes, time available for scheduling, and much more. It is
through these setup options that the other applications of ARIA—Activity
Capture, Patient Manager, and Time Planner—receive their structure. Setting
up Data Administration is essential to the operation of the various ARIA
applications.

In This Chapter

Topic Page
Managing Clinics or Hospitals 2-2
Managing Departments 2-7
Managing Groups 2-12
Managing Department Schedules 2-15
Setting System Preferences 2-20
Managing Lists 2-27
Customizing Patient Labels 2-32
Customizing Activity Attributes 2-34
Managing Global Settings 2-37
Managing Users and User Groups 2-39

2-1
Managing Clinics or Hospitals
Facilities in ARIA represent places—clinics or hospitals—where oncology
patients receive radiation therapy treatment.

Because of Time Planner’s hierarchical structure of hospital, department, and

resource, in Data Administration, you must identify at least one clinic or
hospital before you can add departments and resources. This data must reside
in the Varian System database before users can schedule resources using Time
Planner.

Adding a Clinic or Hospital

Adding clinic or hospital records to the database is the starting point for setting
up a facility and all of its pertinent divisions and resources.

To add a clinic or hospital:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
The Hospitals & Departments lists open (see Figure 2-1).

2-2 Data Administration Reference Guide

 Click New to add
clinic or hospital

Figure 2-1 Hospitals & Departments Lists, Adding a Clinic or Hospital

Setting up Clinics or Hospitals 2-3

 3. In the Select a hospital area, click New.
The Hospital Detail dialog box opens (see Figure 2-2).

Name and
location are
required fields

Figure 2-2 Hospital Detail Dialog Box

4. Complete the following information.

Name text box Required. Type the name of your clinic or

hospital.

Location text box Required. Type the location of your clinic or

hospital.

Organization text box Type the organization name in which the

clinic or hospital belongs.

Web Address text box Type the Web address of clinic or hospital.

Status list Choose whether the clinic or hospital record

is active or inactive in the Varian System
database.

2-4 Data Administration Reference Guide

 Address Area

Street 1 text box Type the first line of the clinic or hospital
street address.

Street 2 text box Type the second line of the clinic or hospital
street address, if applicable.

Street 3 text box Type the third line of the clinic or hospital
street address, if applicable.

City text box Type the name of the city in which the clinic
or hospital is located.

State text box Type the name of the state in which the
clinic or hospital is located. If the hospital is
outside of the USA, use the province name.

Postal Code text box Type the postal (zip) code that identifies the
location of the city in which the clinic or
hospital is located. If the hospital is outside
of the USA, use the postal code for that
location.

County text box Type the name of the county in which the
clinic or hospital is located.

Country list Choose the name of the country in which the

clinic or hospital is located.

5. To add the hospital logo, do the following:

a. Click Browse.
b. Navigate to the file that includes the clinic or hospital’s logo, and
select the file.
c. Click Open.
6. Click OK to save.
Note: If you try to save a clinic or hospital name that already exists in
the Varian System database, you will get an error message.

Setting up Clinics or Hospitals 2-5

Editing a Clinic or Hospital
If clinic or hospital information changes, you can make those changes in Data
Administration. Those changes will then be shown in the ARIA applications
for your clinic or hospital.

To edit a clinic or hospital:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
3. In the Select a hospital area, select the clinic or hospital name you want to
change and click Edit, or double-click the clinic or hospital name.
The Hospital Detail dialog box opens (see Figure 2-2).
4. Edit the information as needed.
5. Click OK to save.
Note: If you try to save a clinic or hospital name or location that
already exists in the Varian System database, you will get an
error message.

Inactivating a Clinic or Hospital

If you no longer use a hospital or clinic, you can inactivate it. Inactivating a
clinic or hospital record removes its name from the other applications but
keeps its data stored in the Varian System database. You can only inactivate a
clinic or hospital that has no departments associated with it.

To inactivate a clinic or hospital:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
3. In the Select a hospital area, select the clinic or hospital name you want to
inactivate and click Edit, or double-click the clinic or hospital name.
The Hospital Detail dialog box opens (see Figure 2-2).

2-6 Data Administration Reference Guide

 4. From the Status list, select InActive.
Note: If a clinic or hospital has departments associated with it, you
cannot inactivate it without first making the associated
departments inactive (see “Inactivating a Department” on
page 2-11).
5. Click OK to save.
Note: If you try to inactivate a clinic or hospital that includes
departments, patients, or resources, you will get an error
message.

Managing Departments
Departments are second-level entities in the scheduling hierarchy of a clinic or
hospital, department, or resource structure.

Adding a Department
Once you have identified the clinic or hospital, you can then add the
departments that are associated with it. It is to these departments that you will
assign resources.

To add a department:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
The Hospitals & Departments lists open (see Figure 2-1).

Setting up Clinics or Hospitals 2-7

 Select a hospital then
click New to add a
department

Figure 2-3 Hospitals & Departments Lists, Adding a Department

3. In the Select a hospital area, select the clinic or hospital for which you want
to add a department.
4. Click the Departments tab, and click New.
The Department Details dialog box opens (see Figure 2-4).

2-8 Data Administration Reference Guide

 Figure 2-4 Department Details Dialog Box

5. Complete the following information.

Department Name Required. Type the name of the new

text box department.

Status list The status is automatically set to Active.

Copy from Hospital To copy data from the Master department,

list choose (Master). To copy data from another
department, select the hospital that includes
the department from which you want to
copy. (For information on data
segmentation, see “Data Segmentation
Feature” on page 1-5.)

Setting up Clinics or Hospitals 2-9

 Copy from To copy data from the Master department,
Department list choose (Master). To copy data from another
department, select the department from
which you want to copy. (For information on
data segmentation, see “Data Segmentation
Feature” on page 1-5.)

Activity Categories, Select this check box to copy activity

Activities, Procedure categories, activities, and procedure codes
Codes check box from the selected hospital and department.

Preferences check This check box is automatically selected.

box

Groups check box Select this check box to copy groups from
the selected hospital and department.

Working Hours check Select this check box to copy working hours
box from the selected hospital and department.

Holidays check box Select this check box to copy holidays from
the selected hospital and department.

6. Click OK to save.
Note: If you try to add a department name that already exists in the
Varian System database for that clinic or hospital, you will get
an error message.

2-10 Data Administration Reference Guide

Editing a Department Name
Occasionally, you will need to change the name of a department in your
facility.

To edit a department name:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
3. In the Select a hospital area, select the clinic or hospital name you want to
change.
4. Click the Departments tab.
5. Select the department name you want to change, and click Edit.
The Department Details dialog box opens (see Figure 2-4).
6. In the Department Name text box, type the new department name.
7. Click OK to save.
Note: If you try to save a department name that already exists in the
Varian System database for that clinic or hospital, you will get
an error message.

Inactivating a Department
If you no longer use a department, you can inactivate it.

To inactivate a department:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Departments icon.
3. In the Select a hospital area, select the clinic or hospital that includes the
department you want to inactivate.
4. Click the Departments tab.
5. Select the department name you want to inactivate, and click Edit.
The Department Details dialog box opens (see Figure 2-4).

Setting up Clinics or Hospitals 2-11

 6. From the Status list, select InActive.
7. Click OK to save.
Note: If you try to inactivate a department that has resources or groups
assigned to it, you will get an error message.

Managing Groups
Groups identify staff, equipment, and venues you can associate with a specific
medical function or treatment area. Once you have added a clinic or hospital
and identified its departments, you can add or assign groups that represent the
different professional specialties in your facility. Once you create a group, you
can assign nonscheduable activities or tasks to that group instead of individual
resources. This option is helpful when you do not know which resource in the
group will perform an assigned activity, or when the person performing the
activity is important.

The Varian System database includes predefined groups for your convenience.
These groups identify typical groups used by hospitals or clinics. To use
predefined groups, add staff, equipment, or processes to have a fully functional
resource group ready to schedule. You can also add your own groups then add
staff, equipment, and process resources.

Adding a Group to a Department

To add a group to a department:

1. Click the Setup tab then click the System tab.

2. Click the Department Details icon.
The Department Details list opens (see Figure 2-5).

2-12 Data Administration Reference Guide

 Select the department
then click New to add
a new group

Figure 2-5 Department Details List

3. Select the department to which you want to add a group.

4. Click the Groups tab.
5. Click New or click in the Name column of the empty row and type the
department name.
6. In the Type column, select a type from the list.
7. Click Save on the toolbar.
Note: If you try to add a group name that already exists in the Varian
System database, you will get an error message.

Setting up Clinics or Hospitals 2-13

Editing a Group
If a group name changes or you want to change the group type, you can edit the
group.

To edit a group:

1. Click the Setup tab then click System tab.

2. Click the Department Details icon.
3. Select the department that includes the group you want to change.
4. Click the Groups tab.
5. Select the group you want to change, and click Edit.
6. Edit the information as needed.
7. Click Save on the toolbar.
Note: If you try to add a group name that already exists in the Varian
System database, you will get an error message.

Inactivating a Group
If you no longer use a group, you can inactivate it.
Note: You cannot inactivate a group that has assigned resources or
assigned tasks in Time Planner.

To inactivate a group:

1. Click the Setup tab then click the System tab.

2. Click the Department Details icon.
3. Select the department that includes the group you want to inactivate.
4. Click the Groups tab.
5. Select the group you want to inactivate, and click Edit.

2-14 Data Administration Reference Guide

 6. In the Status column, select InActive from the list.
7. Click Save on the toolbar.
The resource group name no longer appears in any list in ARIA
applications.

Managing Department Schedules

Each department in your clinic or hospital might have the same or different
hours of operation. You need to identify the normal hours of operation and the
holidays observed by a department.
Note: Holidays appear as unavailable days in resource schedules;
however, Data Administration does not restrict users from
scheduling during holiday periods. You might want to schedule
and track maintenance during holidays.

You can create a daily or weekly availability pattern for a department’s

resource schedules. You create an availability pattern by designating specific
time slots in Time Planner as available for scheduling patients, staff, doctors,
equipment, venues, and other department resources.
When a user views a schedule for which you have created an availability
pattern, the available time slots appear white and the remaining time slots are
unavailable (dark). You can still schedule appointments in the unavailable time
slots. For example, you might want to schedule equipment maintenance during
the unavailable time slots when those same machines would not be used for
treating patients.
Note: Availability hours apply to all resources in the department,
unless individual resources have their own availability hours. If
necessary, users can schedule appointments during time slots
that fall outside availability hours.

Setting up Clinics or Hospitals 2-15

Specifying Department Availability Hours
To specify department availability hours:

1. Click the Setup tab then click the System tab.

2. Click the Department Details icon.
3. Select the department for which you want to specify department hours.
4. Click the Working Hours tab.
The Work Hours list opens (see Figure 2-6).

Click New to specify department hours

Figure 2-6 Working Hours List

5. Click New.
The Availability dialog box opens (see Figure 2-7).

2-16 Data Administration Reference Guide

 Select the Apply to Mon-Fri check box
to choose all weekdays

Figure 2-7 Availability Dialog Box

6. Choose the day of the week, or select the Apply to Mon-Fri check box to
choose all weekdays then select the start and end times.
7. In the Start Time text box, type the start time, or click the up and down
arrows to select the start time.
8. In the End Time text box, type the end time, or click the up and down
arrows to select the end time.
9. Click OK to save.

Scheduling a Holiday
To schedule a new holiday:

1. Click the Setup tab then click the System tab.

2. Click the Department Details icon.
3. Select the department for which you want to schedule a holiday.
4. Click the Holidays tab.
The Holidays list opens (see Figure 2-8).

Setting up Clinics or Hospitals 2-17

 Click New to add a holiday

Figure 2-8 Holidays List

5. Click New.
The Holidays dialog box opens (see Figure 2-9).

Click Set Date

to select the
holiday date
from a calendar

Figure 2-9 Holidays Dialog Box

2-18 Data Administration Reference Guide

 6. Complete the following information.

ID text box Required. Type an ID for the new holiday.

Holiday text box Required. Type a name for the new holiday.

Department Select this check box to indicate that the

ShutDown check box department is not open during this holiday.

Holiday Date list Click Set Date to open the Repeat Pattern
dialog box and select the date of the holiday
and any repeat information. Click Close to
close the Repeat Pattern dialog box.

Start Time list Type the start time for the holiday or click the
up and down arrows to select the start time.

End Time list Type the end time for the holiday or click the
up and down arrows to select the end time.

7. Click OK to save.

Editing a Scheduled Holiday

You might need to change information you originally saved for a scheduled
holiday. For example, you might want to change the name of the holiday, its
starting and ending dates or times, or whether your department will be closed
and not accepting appointments for that date.

To edit a scheduled holiday:

1. Click the System tab then click the Setup tab.

2. Click the Department Details icon.
3. Select the department that includes the holiday you want to edit.

Setting up Clinics or Hospitals 2-19

 4. Click the Holidays tab.
The Holidays list opens (see Figure 2-8).
5. Select the holiday you want to edit, and click Edit.
The Holidays dialog box opens (see Figure 2-9).
6. Edit the information as needed.
7. Click OK to save.

Deleting a Scheduled Holiday

You can delete any scheduled holidays that are no longer recognized by a
department.

To delete a scheduled holiday:

1. Click the System tab then click the Setup tab.

2. Click the Department Details icon.
3. Select the department name that includes the holiday you want to delete.
4. Click the Holidays tab.
The Holidays list opens (see Figure 2-8).
5. Select the holiday you want to delete, and click Delete.
6. In the confirmation dialog box, click Yes to save.

Setting System Preferences

You can configure how information is gathered and presented in other ARIA
applications. You can configure the following:
■ Automatic chart printing, posting of charges, and patient check-in
■ Weekly charge reminder
■ Automatic check-in of patients
■ Confirmation of patient information at check-in

2-20 Data Administration Reference Guide

 ■ Auto generate port film and image charges
■ Title bar configuration in Patient Manager

You can set preferences for the following:

■ Using Activity Capture: You can define how activities are captured and
presented to other applications.
■ Using Chart QA: You can define how activities are captured and presented
to other applications.
■ Using Queue in Treatment: You can configure how the Queue in
Treatment application accesses, maintains, and saves patient data.
■ Displaying information in the title bar of Patient Manager: You can define
the information that is shown in the title bar of the Patient Manager
application.

To set preferences:

1. Click the Setup tab then click the System tab.

2. Click the Department Details icon.
3. Click the Preferences tab.
The Preferences list opens (see Figure 2-10).

Figure 2-10 Preferences List

Setting up Clinics or Hospitals 2-21

 4. Click Edit.
The Preferences dialog box opens (see Figure 2-11).

Figure 2-11 Preferences Dialog Box

The Preferences dialog box includes setup options for different ARIA
applications. There are four areas in the preferences dialog box.

■ Activity Capture: The options and controls in this area allow you to
establish what type of data is available to be captured by other ARIA
applications. Procedure codes and activities must be defined on the
Activities & Codes tab before they are available in the Preferences
lists.

2-22 Data Administration Reference Guide

 ■ Chart QA: The options and controls in this area allow you to establish
which treatment activities are captured by Chart QA. Procedure codes
and activities must be defined on the Activities & Codes tab before
they are available in the Preferences lists.

■ Queue in Treatment: The options and controls in this area allow you to
establish how treatment data is handled and presented by other ARIA
applications.

■ Configure Title Bar in Patient Manager: The options in this area

determine what information is shown in the title bar of the Patient
Manager application. You can select up to seven check boxes.
5. Complete the following information.

AutoCapture Area

Auto-Capture Weekly Select this check box to enable the

Treatment gathering of treatment data related to
Management Activity specific categories and activities after a
check box specified number of completed
procedures.

Activity Category list Choose an Activity Category to capture.

Activity categories are maintained on the
Activities tab (see Figure 4-1).

Activity list Choose a viable Activity for the selected

Activity Category. Activities are created
on the Activities tab (see Figure 4-1).

On completion of x # of Type the number of procedures that must

the following be completed before an auto-capture is
procedure codes text done. A completed activity will
box automatically be assigned to the primary
oncologist.

Setting up Clinics or Hospitals 2-23

 Procedure list This unmarked list shows the procedures
that must be completed before the
auto-capture is started. Click Edit to open
the Assign/Detach Procedure Codes
dialog box for adding or removing
procedures from the list.

Show Activity Capture Select this check box to notify other

dialog on completion ARIA applications that an activity
of Activity check box capture has occurred.

Export up to x Port Select this check box to auto generate and

Films/Images per week post port film information and associate it
using the procedure with the select procedure code.
code check box and list

Procedure Code list From this unmarked list, choose a

procedure code to associate with port film
data. Procedure codes are maintained on
the Procedure Codes tab (see
Figure 5-13).

Mark activities as Select this check box to mark activity

exported on every save files as exported so that they can be used
to a file check box by billing applications.

Note: Do not select this check box if you

are using HL7 for billing purposes.

Auto-Launch Select this check box to automatically

Treatment post start the Treatment post-processing
processing program program.
check box

2-24 Data Administration Reference Guide

 Chart QA Area

Auto-Capture Weekly Select this check box to enable the

Chart QA Activity auto-posting for a pre-defined number of
check box Chart QA sessions.

Activity Category list Choose an Activity Category to capture.

Activity categories are maintained on the
Activities tab (see Figure 4-1).

Activity list Choose a viable Activity for the selected

Activity Category. Activities are created
on the Activities tab (see Figure 4-1).

On approving x # of the Type the number of treatment sessions

treatment session(s), that must be approved in Chart QA before
the procedure code an auto-capture is done in Chart QA.
attached to the above
Chart QA activity will
be captured text box

Queue in Treatment Area

Require entry of Select this check box to require users to

password for selecting type in a user name and password when
any patient check box logging into a ARIA application.

Show Chart Print Select this check box to show a print

dialog after each dialog for other ARIA applications. The
treatment check box user must confirm or cancel printing at
the beginning of each treatment session
before the session can proceed.

Setting up Clinics or Hospitals 2-25

 Auto Check-In all Select this check box to enable automatic
scheduled patients in check-in of patients on the day of their
daily Queue check box treatment or simulation appointments.
Enable this option if your clinic chooses
not to use the Check-In application.

Select this check box to bypass the

check-in process maintained by the
Check-In application and automatically
add patients and their appointment times
to a treatment or simulation queue. This is
possible only if patients have been added
to a resource schedule in Time Planner.
When check-in is automatic, the check-in
time shown in the queue is based on when
the user opens or refreshes the queue. For
example, if a user opens the queue at 1:32
P.M., the check-in time for each patient
will be 1:32 P.M. If a user schedules a
patient later that day for the same day, the
appointment appears in the queue when
the queue refreshes. If a patient cancels an
appointment, the user can remove the
patient from the queue.

Configure Title Bar in Patient Manager Area

Check boxes Select up to seven check boxes to indicate

what information will appear in the title
of each window.

6. Click OK to save.

2-26 Data Administration Reference Guide

Managing Lists
You use Data Administration to manage data that appears in lists in the
different ARIA applications. Data Administration includes a set of predefined
list IDs to which you can add additional list items. For example, for the list ID
Venue Type, you can add a list item called Examination Room. You can also
specify a default list item for each list ID. You can edit or delete any list items
you add; however, you cannot edit or delete predefined lists.

Table 2-1 includes a list of predefined lists.

Table 2-1 Predefined Lists

List ID List Item

Auxiliary Type Imaging, treatment

Chart Paper Size Letter, Legal, A4

Chart Print Format Standard, Alternate-2, Alternate-1

Course Intent Consult Only, Curative, Curative w/chemo,

Emergency, Palliative, Palliative w/chemo,
Post-op, Pre-op, Protocol, Radical, Unknown

DTS (Diagnosis Table ICD-10, ICD-9, ICD-O-2, Clinic Codes

Standard)

HTS (Histology Table If data is migrated from a previous version of

Standard) ARIA: ICD-O-2

Marital Status Divorced, Married, Single, Unknown,

Widowed

Patient Status New Patient (NP) (default), Previous Patient

(NOP)

Setting up Clinics or Hospitals 2-27

 Table 2-1 Predefined Lists (continued)

List ID List Item

Race African, African American, Alaska Native,

American Indian, Arab, Asian, Asian Indian,
Bahamian, Bangladeshi, Barbadian,
Bhutanese, Black, Burmese, Chamorran,
Chinese, Dominica Islander, Dominican,
European, Fiji Islander, Filipino, Guamanian,
Haitian, Hawaiian, Hmong, Indonesian, Iwo
Jiman, Jamaican, Japanese, Kampuchean
(Cambodian), Korean, Laotian, Latino,
Madagascar, Malaysian, Maldivian,
Melanesian, Micronesian, Middle Eastern Or
North African, Nepalese, New Guinean,
Okinawan, Other, Other Asian, Pacific
Islander, Pakistani, Polynesian, Samoan,
Singaporean, Sri Lankan, Tahitian,
Taiwanese, Thai, Tobagoan, Trinidadian,
Unknown, Vietnamese, West Indian, White

Religion Catholic, Christian Or Protestant, Christian

Science, Eastern Religions, Jehovah’s
Witnesses, Jewish, Latter-Day Saints
(Mormon), None, Orthodox, Other Christian,
Other Protestant, Protestant, Quaker (Friends),
Seventh-Day Adventist, Unknown, Western
Creeds

Scheduled Activity In Patient, See RN after treatment; See RN

Note before treatment, See doctor after treatment,
See doctor before treatment, Transport Patient

2-28 Data Administration Reference Guide

 Table 2-1 Predefined Lists (continued)

List ID List Item

Sex Female, Male, Not Stated, Other

(Hermaphrodite), Transsexual, Unknown
(default)

Venue Type CT Room, Conference Room, Dressing Room,

Examination Room, Simulation, Treatment,
Waiting Room

Adding a List Item

You can add a new list item to a List ID. The list items you add appear in ARIA
applications under the List ID.

To add a list item:

1. Click the Setup tab then click the System tab.

2. Click the Lists icon.
The Lists list opens (see Figure 2-12).

Setting up Clinics or Hospitals 2-29

 Click New to add list item

Figure 2-12 Lists List

3. Click New.
The List Details dialog box opens (see Figure 2-13).

Select the Default check

box to make the list
item the default

Figure 2-13 List Details Dialog Box

4. In the List ID list, select the List ID to which you want to add a list item.
5. In the List Item text box, type the name of the new list item.

2-30 Data Administration Reference Guide

 6. To make the list item the default selection in an application, select the
Default check box.
7. Click Save.
Note: If you try to save a list item that already exists in the Varian
System database, you will get an error message.

Editing a List Item

Occasionally, you may want to change a list item.
Note: You cannot edit or delete predefined lists. (See Table 2-1 on
page 2-27 for predefined lists.)

To edit a list item:

1. Click the Setup tab then click the System tab.

2. Click the Lists icon.
3. Select the List Item that you want to change, and click Edit.
The List Details dialog box opens (see Figure 2-13).
4. Edit the information as needed.
5. Click Save.
Note: If you try to save a list item that already exists in the Varian
System database, you will get an error message.

Setting up Clinics or Hospitals 2-31

Deleting a List Item
If you no longer use a list item, you can delete it.
CAUTION: You cannot recover a deleted list item.

Note: You cannot delete list items from the DTS and HTS lists.

To delete a list item:

1. Click the Setup tab then click the System tab.

2. Click the Lists icon.
3. Select the list item you want to delete.
4. Click Delete.
5. In the Question confirmation dialog box, click Yes to save.

Customizing Patient Labels

You can add up to 16 user-defined labels for gathering patient data. You can
record miscellaneous patient information that the clinic or hospital wants to
record—for example, birthplace, hair color, and other data. You can add, edit,
or delete user-defined patient labels.

This custom information is shown in Patient Manager on the CarePath >

Demographics > More Details tabs under User Defined.

Adding a Patient Label

You can add a patient label to record additional patient information.

To add a patient label:

1. Click the Setup tab then click the System tab.

2. Click the User Defined Patient Labels icon.
The User Defined Patient Labels list opens (see Figure 2-14).

2-32 Data Administration Reference Guide

 Figure 2-14 User Defined Patient Labels List

3. In the Label Name column, click a Not Defined label, and type a name for
the information you want to gather, for example, eye color.
4. Click Save on the toolbar.

Editing a Patient Label

Occasionally, you will need to change a patient label. Changing a label does
not delete the patient data associated with it.
To edit a patient label:

1. Click the Setup tab then click the System tab.

2. Click the User Defined Patient Labels icon.
The User Defined Patient Labels list opens (see Figure 2-14).
3. Find the patient label you want to change, and edit the information as
needed.
4. Click Save on the toolbar.

Setting up Clinics or Hospitals 2-33

Deleting a Patient Label
If you no longer use a patient label, you can delete it by simply changing the
label to Not Defined.

To delete a patient label:

1. Click the Setup tab then click the System tab.

2. Click the User Defined Patient Labels icon.
The User Defined Patient Labels list opens (see Figure 2-14).
3. Select the label you want to delete.
4. In the Label Name column, select Not Defined from the list.
5. Click Save on the toolbar.
Note: All of the user-defined patient information for the associated
patients will be retained if you save these changes.

Customizing Activity Attributes

You can add user-defined patient-specific data based upon a specific activity
category your facility might want to capture at the completion of a treatment
session. You can record miscellaneous activity information that the clinic or
hospital wants to record—for example, personal transportation restrictions,
nursing assistance, universal precautions, and other data. You can add, edit, or
delete user-defined activity attributes.
This custom information is shown in the Activity Capture dialog box of
Activity Capture.

Adding an Activity Attribute

You can add an activity attribute to record additional activity information.

To add an activity attribute:

1. Click the Setup tab then click the System tab.

2-34 Data Administration Reference Guide

 2. Click the User Defined Activity Attributes icon.
The User Defined Activity Attributes list opens (see Figure 2-14).

Figure 2-15 User Defined Activity Attributes List

3. In the Attribute Name column, click a Not Defined label, and type a name
for the information you want to gather, for example, Personal
Transportation Restrictions.
4. In the Default Values column for this new attribute, click .
The Activity Attribute Values dialog box opens (see Figure 2-16).

Setting up Clinics or Hospitals 2-35

 Figure 2-16 Activity Attribute Values Dialog Box

5. Click Add and type a default value for the activity attribute, for example,
Ambulatory.
6. To add additional default values, repeat step 5.
7. Click OK.
8. Click Save on the toolbar.

Editing an Activity Attribute

Occasionally, you will need to change an activity attribute. Changing an
activity attribute does not delete the default values associated with it.

To edit an activity attribute:

1. Click the Setup tab then click the System tab.

2. Click the User Defined Activity Attributes icon.
The User Defined Activity Attributes list opens (see Figure 2-14).

2-36 Data Administration Reference Guide

 3. Find the activity attribute you want to change, and edit the information as
needed.
4. Click Save on the toolbar.

Deleting an Activity Attribute

If you no longer use an activity attribute, you can delete it by simply changing
the label to Not Defined.

To delete an activity attribute:

1. Click the Setup tab then click the System tab.

2. Click the User Defined Activity Attribute icon.
The User Defined Activity Attributes list opens (see Figure 2-14).
3. Select the attribute you want to delete.
4. In the Attribute Name column, select Not Defined from the list.
5. Click Save on the toolbar.
Note: All of the user-defined attribute information for the associated
activity will be retained if you save these changes.

Managing Global Settings

In Data Administration, Global Settings refer to settings that apply to the entire
application. You can manage global settings for the following:
■ Chart QA processing date: You can define how far back in time the
system should display Chart QA history.
■ Activity Capture record selection date: You can set the date on which
users are allowed to select and view records in Activity Capture. Options
include the Marked Date and the Date of Service.

To manage global settings:

1. Click the Setup tab then click the System tab.

Setting up Clinics or Hospitals 2-37

 2. Click the Global Settings icon.
The Preferences list opens (see Figure 2-17).

Figure 2-17 Global Settings, Preferences List

3. Click Edit Preferences.

The Edit Preferences dialog box opens (see Figure 2-18).

Figure 2-18 Global Settings, Edit Preferences

4. In the Review treatment records after text box, type the date or click the up
and down arrows to select the date.

2-38 Data Administration Reference Guide

 5. In the Activity Capture Selection By area, do one of the following:

■ To allow users to select and view records by the date an activity is

marked, choose Marked Date.

■ To allow users to select and view records by the date that the service
was performed, choose Date Of Service.
6. Click OK to save.

Managing Users and User Groups

In ARIA, user rights are categorized by group. A group is a collection of users
who share the same rights. For example, a typical group in a radiation oncology
department includes people who perform the same or similar functions and/or
medical specialities. You add and manage user groups and user rights in User
Administration. (For more information, see the Oncology System Platform
(OSP) Reference Guide (100021509).) You associate users with staff in Data
Administration.

Editing the Provider and Department for a User

In ARIA, a provider is anyone—doctor or staff—who has login access to
ARIA. In order for the user to show up in the Resource list in Time Planner and
other ARIA applications, you must associate a user with a group and
department.

To associate a user with a group and department:

1. Click the Setup tab then click the Users & Groups tab.
The Users list opens (see Figure 2-19).

Setting up Clinics or Hospitals 2-39

Select the group that includes Select the user with which you
the user you want to associate want to associate a provider
with a provider

Figure 2-19 Users List

2. From the User Groups list, select the user group.

Users from the selected group appear in the Users list.
3. From the Users list, select the user you want to associate, and click Edit.
The User Details dialog box opens (see Figure 2-20).

Select the provider you want Select the department you want
to associate with the user to associate with the user

Figure 2-20 User Details Dialog Box

2-40 Data Administration Reference Guide

 4. From the Associated Provider list, select the provider you want to associate
with this user.
5. From the Default Department list, select the default department you want
to associate with this user.
6. Click OK to save.

Setting up Clinics or Hospitals 2-41

Chapter 3 Identifying Resources

In ARIA, Resources are:

■ People such as nurses, dosimetrists, and physicians
■ Machines such as accelerators and simulators
■ Venues such as exam rooms, conference rooms, and other locations at
clinics or hospitals

You configure these resources to enable users to access and schedule activities
for these resources in Time Planner. For example, you can:
■ Add, edit, and inactivate personal, professional, and contact information
about physicians and staff members associated with your clinic or hospital
(Doctors & Staff tab)
■ Manage auxiliary resources and venues (Resources tab)
■ Assign resources to departments (Assign To Departments tab)
■ Assign resources to groups (Assign To Groups tab)
■ Specify availability hours for resources (Resources tab)

In This Chapter

Topic Page
Managing Physicians and Staff Members 3-2
Managing Auxiliary Resources 3-7
Managing Venues 3-11
Managing Resource Assignments 3-17
Specifying Availability Hours for a Resource 3-20

3-1
Managing Physicians and Staff Members
You can record information about the physicians and staff members working
at your clinic or hospital.

For example, you can:

■ Add, edit, and inactivate personal, professional, and contact information
about physicians and staff members associated with your clinic or hospital
■ Indicate that a physician is an oncologist
■ Indicate whether a physician or staff member is schedulable
■ Assign a doctor or staff member to a hospital and department
■ Assign a billing service to a physician

Of the physician information you enter, only the physician’s name and title
appear in Time Planner. Physicians that you indicate as oncologists appear in
the Oncologists tab in the Add Patient dialog box in Time Planner.

Adding a Physician or Staff Member

When new physicians or staff members begin working at your clinic or
hospital, you need to create records for them.

To add a physician or staff member:

1. Click the Staff & Resources tab then click the Doctors & Staff tab.
The Doctors & Staff list opens (see Figure 3-1).

3-2 Data Administration Reference Guide

 Click New to add physician or staff member

Figure 3-1 Doctors & Staff List

2. Click New.
The Staff Detail dialog box opens (see Figure 3-2).

Figure 3-2 Staff Detail Dialog Box

Identifying Resources 3-3

 3. Complete the following information.

Staff Type list Required. Choose the type of staff member.

Options include Doctor and Staff.

ID # text box Required. Type a unique code that identifies

this staff member with ARIA.

Display Name text Required. Type the staff member’s name as

box that name will appear to the patient. For
example, Dr. Taylor, MD.

First Name text box Required. Type the staff member’s given
name.

Last Name text box Required. Type the staff member’s family
name or surname.

Middle Name text box Type the staff member’s middle name.

Status text box The status is automatically set to Active.

Honorific text box Type the staff member’s professional or

courtesy title. For example, Dr., or Mr.,
Mrs., and so on.

Suffix text box Type the staff member’s personal or

professional standing. For example, Jr. or
D. Onc.

Specialty text box Required. Type the physician’s medical

(appears only when specialty or position. For example,
Staff Type is Doctor) immunology or Chief of Oncology.

Profession text box Type the staff member’s professional title.

(appears only when
Staff Type is Staff)

Institution text box Type the name of the hospital, clinic, or

(appears only when HMO for whom or at which the physician
Staff Type is Doctor) works.

3-4 Data Administration Reference Guide

 Oncologist check box Select to identify that the physician is an
(appears only when oncologist.
Staff Type is Doctor)

Schedulable check Select to indicate that the staff member is

box schedulable.

User list Select a user from the list, or click Add User
to add a new user.

Termination Date list Choose the date the staff member’s

employment with the hospital or clinic will
be or was terminated.

Work Phone text box Type the staff member’s work telephone
number.

Home Phone text box Type the staff member’s home telephone
number.

Pager text box Type the staff member’s pager number.

Fax text box Type the staff member’s fax number.

E-mail Address text Type the staff member’s e-mail address.

box

Billing Service list Choose the physician’s billing service. (For

(appears only when more information on billing services, see
Staff Type is Doctor) “Managing Billing Services” on page 5-17.)

Comment text box Type any comments or additional

information about the staff member.

Address Area

Street 1 text box Type the first line of the street address of the
staff member’s address.

Street 2 text box Type the second line of the street address of
the staff member’s address.

Street 3 text box Type the third line of the street address of the
staff member’s address.

Identifying Resources 3-5

 City text box Type the name of the city in which the staff
member’s office is located.

State text box Type the name of the state in which the staff
member’s office is located.

Postal Code text box Type the postal code that identifies the
location of the staff member’s office.

County text box Type the name of the country in which the
staff member’s office is located.

Country list Choose the name of the country in which the

staff member’s office is located.

4. In the Assign To Departments area, select the check boxes of the clinic or
hospital for which the physician or staff member will work.
Note: When you add a record for a new physician or staff member to
the Varian System database, you must assign that person to at
least one department.
5. Click OK to save.

Editing a Physician or Staff Member

Occasionally, you will need to change the information in a physician or staff
member’s record. For example, you may need to change a physician or staff
member’s home telephone or pager number.

To edit a physician or staff member’s information:

1. Click the Staff & Resources tab then click the Doctors & Staff tab.
The Doctors & Staff list opens (see Figure 3-1).
2. Double-click the name of the physician or staff member you want to
change, or select the physician or staff member and click Edit.
The Staff Detail dialog box opens (see Figure 3-2).
3. Edit the information as needed.
4. Click OK to save.

3-6 Data Administration Reference Guide

Inactivating a Physician or Staff Member
If a physician or staff member stops working at your clinic or hospital, you can
inactivate the person’s record.

To inactivate a physician or staff member’s record:

1. Click the Staff & Resources tab then click the Doctors & Staff tab.
The Doctors & Staff list opens (see Figure 3-1).
2. Find the physician or staff member you want to inactivate, and
double-click in the Status column.
The Staff Detail dialog box opens (see Figure 3-2).
3. From the Status list, select InActive.
Note: If a physician or staff member has been scheduled to perform a
treatment activity, you cannot inactivate the record.
4. Click OK to save.

Managing Auxiliary Resources

Auxiliary resources in ARIA are resources other than physicians, staff
members, accelerators, simulators, or venues—for example, CT scanners and
imaging equipment. When you set up your Varian System database, or as you
add new equipment, you need to add profiles for auxiliary resources. It is these
auxiliary resources for which you will schedule activities.

You can add, edit, and inactivate auxiliary resources.

Adding an Auxiliary Resource

To add an auxiliary resource:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).

Identifying Resources 3-7

 Click New to add
a resource

Figure 3-3 Resources List

2. Click New.
The Resource Detail dialog box opens (see Figure 3-4).

Select Auxiliary
from the list

Select the
department
to which the
resource belongs

Figure 3-4 Resource Detail Dialog Box

3-8 Data Administration Reference Guide

 3. From the Resource Type list, select Auxiliary.
4. Complete the following information.

Sub Type list Required. Choose the category of the

auxiliary resource from the list. For
example, treatment, imaging, and so on.

ID text box Required. Type a unique code that identifies

this auxiliary resource with ARIA.

Note: If you try to enter an ID that belongs

to another auxiliary resource, you will get an
error message.

Display Name text Required. Type the name of the auxiliary

box resource as that name will appear to the user.
For example, HDR, CT, IMG, and so on.
Use abbreviations for the Display Name to
distinguish auxiliaries from other resources.

Status list The status is automatically set to Active.

Schedulable check Select to indicate that the auxiliary resource

box is schedulable.

5. In the Assign To Departments area, select the check box for the department
to which the auxiliary resource belongs.
6. Click OK to save.

Identifying Resources 3-9

Editing an Auxiliary Resource
Occasionally, you will need to change the display name, ID, or subtype of an
auxiliary resource.

To edit an auxiliary resource:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).
2. Double-click the row containing the auxiliary you want to edit, or select
the ID and click Edit.
The Resource Detail dialog box opens (see Figure 3-4).
3. Edit the auxiliary information as needed.
Note: If you try to enter an ID that belongs to another auxiliary
resource, you will get an error message.
4. Click OK to save.

Inactivating an Auxiliary Resource

If you no longer use an Auxiliary Resource, you can inactivate it.

To inactivate an auxiliary resource:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).
2. Double-click the row containing the auxiliary you want to inactivate, or
select the ID and click Edit.
The Resource Detail dialog box opens (see Figure 3-4).
3. From the Status list, select InActive.
4. Click OK to save.

3-10 Data Administration Reference Guide

Managing Venues
There are three types of venues:
■ Nonschedulable Venues
■ Machine Venues
■ Schedulable Venues

Nonschedulable Venues
Nonschedulable venues are rooms in which nonschedulable (task) activities
take place, for example, waiting rooms, laboratories, and block-cutting rooms.

When you indicate that a venue is nonschedulable, it will not appear in the lists
of schedulable venues in Time Planner.

Machine Venues
Machine venues are rooms that contain or can contain one or more treatment
machines. Once you indicate that a venue is a machine, you can assign the
specific machine that belongs to that venue.

Schedulable Venues
Schedulable venues are rooms in which schedulable activities can take place,
for example, a conference room.

Adding a Venue
When you add a new venue at your clinic or hospital, you create a profile for
that venue. Once a new venue profile is added to your Varian System database,
you can schedule activities for it.

Identifying Resources 3-11

 When you add a machine venue to the Varian System database, you must
assign the venue to at least one department. Thereafter, you can assign the
venue to multiple departments.

To add a venue:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).
2. Click New.
The Resource Detail dialog box opens (see Figure 3-5).
3. From the Resource Type list, select Venue.
The Resource Detail dialog box Venue Details opens (see Figure 3-5).

Select Venue from the list

Select the
department
to which the
venue belongs

To assign a machine
to a venue, choose
Machine

Figure 3-5 Resource Detail Dialog Box for Venue Resource Type

3-12 Data Administration Reference Guide

 4. Complete the following information.

Sub Type list Required. Select the category of the

auxiliary resource from the list. For
example, treatment, imaging, and so on.

ID text box Required. Type a unique code that identifies

this auxiliary resource with ARIA.

Note: If you try to enter a venue ID that

belongs to another venue, you will get an
error message.

Display Name text Required. Type the name of the auxiliary

box resource as that name will appear to the user.
For example, HDR, CT, IMG, and so on.
Use abbreviations for the Display Name to
distinguish auxiliaries from other resources.

Status list The status is automatically set to Active.

Schedulable check Select to indicate that the auxiliary resource

box is schedulable.

5. In the Assign column, select the check boxes for the departments to which
the venue belongs.

Identifying Resources 3-13

 6. In the Venue Details area, complete the following information.

Room # text box Type the room number of the venue within
your clinic or hospital.
Venue is options
Schedulable option Select to identify the venue as a schedulable
activity.

Non Schedule option Select to indicate that the venue is a non

schedulable activity.

Machine option Select to identify the venue as a machine.

Assign Machines to Appears when the Machine option is

Venue check boxes selected. Select to assign a machine to one
or more venues.

7. Click OK to save.

Editing a Venue
Occasionally, you will need to change information about a venue. For
example, you might need to change the venue name or number.
To edit a venue:

1. Click the Staff & Resources tab then click the Resource tab.
The Resources list opens (see Figure 3-3).
2. Double-click the row containing the venue you want to change.
The Resource Detail dialog box for Venue Resource Type opens (see
Figure 3-5).
3. Edit the information as needed.
Note: If you try to enter a venue ID that belongs to another venue, you
will get an error message.
4. Click OK to save.

3-14 Data Administration Reference Guide

Inactivating a Venue
If you no longer use a Venue, you can inactivate it.

To inactivate a venue:

1. Click the Staff & Resources tab then click the Resource tab.
2. Double-click the row containing the venue you want to inactivate.
The Resource Detail dialog box for Venue Resource Type opens (see
Figure 3-5).
3. From the Status list, select InActive.
4. Click OK to save.

Assigning a Machine to a Venue

You can assign a machine to a venue to:
■ Create an association between two machines located at the same venue to
produce an exclusive conflict in Time Planner. An exclusive conflict
prevents users from scheduling two different machines in the same room
for the same appointment time.
■ Resolve an exclusive conflict.
When you assign a machine to a venue, you tell ARIA which machines are
located in each room. You can assign one or more machines to a venue;
however, users will not be able to schedule more than one machine for the
same appointment time since patients cannot be treated in a room
simultaneously. If users try to schedule both machines at the same time, an
exclusive conflict will occur, and users are prompted to reschedule the activity.

To assign a machine to a venue:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).
2. Double-click the row containing the venue you want to assign to a
machine, or select the venue and click Edit.
The Resource Detail dialog box for Venue Resource Type opens (see
Figure 3-5).

Identifying Resources 3-15

 3. In the Venue Details area, choose the Machine option.
The Assign Machines to Venue area of the dialog box displays a list of
check boxes (see Figure 3-6).

Choose Machine Select the check boxes for the machines

you want to assign to the venue

Figure 3-6 Resource Detail Dialog Box for Assigning Machines to Venue

4. Select the check boxes for the machines you want to assign.
5. Click OK to save.

3-16 Data Administration Reference Guide

Managing Resource Assignments
Because of Time Planner’s hierarchical structure of Hospital, Department, and
Resource, you need to assign resources to departments. Once you assign
resources to a department, you can build resource groups by adding resources
that are associated with a specific function or treatment area to a particular
group.

Assigning a Resource to a Department

To assign a resource to a department:

1. Click the Staff & Resources tab then click the Assign To Departments
tab.
The Staff/Resources list opens (see Figure 3-7).

To assign a resource to a
department, click Assign

Figure 3-7 Staff/Resources List

2. From the Select a Hospital list, select the hospital to which you want to
assign a resource.
3. In the Departments area, double-click the department to which you want to
assign a resource.
4. Click Assign.
The Department list opens (see Figure 3-8).

Identifying Resources 3-17

 Select one or
more resources
from the Available
list, and click
the down arrow
to move them
to the Selected
list

Down arrow

Figure 3-8 Department List

5. In the Available Staff/Resources area, select the resource you want to

assign, and click the down arrow to move it to the Selected Staff/Resources
list. To assign multiple resources, hold down the Shift key, select the
resources you want to assign, and click the down arrow.
6. Click OK to save.

Assigning a Resource to a Resource Group

You can build resource groups by adding resources that are associated with a
specific medical function or treatment area to a particular group. A resource
can belong to more than one resource group.

To add a resource to a group:

1. Click the Staff & Resources tab then click the Assign To Groups tab.
The Staff/Resource Groups list opens (see Figure 3-9).

3-18 Data Administration Reference Guide

 To add a resource to a
group, click Assign

Figure 3-9 Staff/Resource Groups List

2. In the Select a Hospital/Department list, select the appropriate hospital and

department.
3. In the Staff/Resource Groups area, select the group to which you want to
assign the resource.
4. Click Assign.
The Group list opens (see Figure 3-10).

Identifying Resources 3-19

 Select one or
more resources
from the Available
list, and click
the down arrow
to move them to
the Selected list

Down arrow

Figure 3-10 Group List

5. In the Available Staff/Resources area, select a resource, and click the down
arrow to move it to the Selected Staff/Resources list. To assign multiple
resources, hold down the Shift key, select the resources you want to assign,
and click the down arrow.
6. Click OK to save.

Specifying Availability Hours for a Resource

You can define resource availability by allocating specific time slots for daily
and monthly scheduling.
Note: If necessary, users can schedule appointments during time slots
you designated as unavailable. You may want to schedule
machine maintenance during those unavailable hours.

3-20 Data Administration Reference Guide

 To set the availability hours for a resource:

1. Click the Staff & Resources tab then click the Resources tab.
The Resources list opens (see Figure 3-3).
2. Double-click the row containing the resource whose hours you want to set,
or select the row and click Edit.
The Resource Detail dialog box opens (see Figure 3-4).
3. In the Assign To Departments list, select the appropriate hospital or
department by clicking once in the Working Hours column then clicking
.
The Availability dialog box opens (see Figure 3-11).

Click New to specify the hours you

want this resource to be available

Figure 3-11 Availability Dialog Box

4. Click New.
The second Availability dialog box opens (see Figure 3-12).

Identifying Resources 3-21

 Select Apply to Mon-Fri
to choose all weekdays

Figure 3-12 Availability Dialog Box

5. Choose the day of the week or select the Apply to Mon-Fri check box to
choose all weekdays.
6. In the Start Time text box, type the start time, or click the up and down
arrows to select the start time.
7. In the End Time text box, type the end time, or click the up and down
arrows to select the end time.
8. Click OK to save.
9. In the Availability dialog box, click Cancel to close the dialog box
10. In the Resource Detail dialog box, click Cancel to close the dialog box.

3-22 Data Administration Reference Guide

Chapter 4 Managing Activity Categories and
Activities

Activity Categories are groups of similar activities that occur in the course of a
patient’s radiation treatment care. In ARIA, Activities are generally
treatment-related events that take place at a clinic; however, activities can also
be meetings and conferences.

In This Chapter

Topic Page
Managing Activity Categories 4-1
Managing Activities 4-6

Managing Activity Categories

You can use categories to organize and manage activities in ARIA
applications. Data Administration provides several predefined categories;
however, if your clinic or hospital requires additional categories, you can add
new ones. You can add a category by creating one from scratch or, if you have
the data segmentation feature, by copying from the master list.
Note: Access to Data Administration features is based on licenses and
user rights. If you do not access to a particular feature, the tab,
icon, or button for accessing that feature will be hidden or
grayed out. For more information on licensing and user rights,
see the Oncology System Platform (OSP) Reference Guide
(100021509).

4-1
 You cannot edit or delete the following categories.
■ C-Port Film
■ Exam
■ Simulation
■ Treatment

These categories must remain in the Varian System database to ensure Time
Planner functions properly.

Adding an Activity Category

Occasionally, your clinic or hospital will require an activity category that is not
listed in the Categories area. To add an activity, you must first add the category
with which the activity will be associated. You can add a category by creating
one from scratch or, if you have the data segmentation feature, by copying
from the master list. The master list is the default list that comes with the
system.
To add an activity category:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).

4-2 Data Administration Reference Guide

 Figure 4-1 Activities List

2. From the Hospital list, select the hospital to which you want to add the
activity category. If you have the Data Segmentation feature, and you want
to add the activity category to the Master, choose (Master).
3. From the Department list, select the department to which you want to add
the activity category. If you selected (Master) in step 2, (Master) is
automatically selected as the department.
4. In the Categories area, do one of the following:

■ If you have the Data Segmentation feature, and you want to copy the
activity category from the Master, click Copy From Master. In the
Categories in Master to be copied in this Department dialog box (see
Figure 4-2), select the activity category you want to copy and click
Select.

Managing Activity Categories and Activities 4-3

 This list only shows those
activity categories that
are not associated.

Figure 4-2 Categories in Master to be copied in this

Department Dialog Box

■ To create a new activity category from scratch, click New. In the

Activity Category Detail dialog box (see Figure 4-3), type the name of
the activity category, and click OK to save.

Figure 4-3 Activity Category Detail Dialog Box

Note: If you try to save a category name that already exists in the
Varian System database, you will get an error message.

4-4 Data Administration Reference Guide

Editing an Activity Category Name
Occasionally, you will need to correct a spelling error or replace the existing
activity category name with a new name.
Note: You cannot edit the C-Port Film, Exam, Simulation, and
Treatment categories.

To edit an activity category name:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).
2. From the Hospital list, select the appropriate hospital.
3. From the Department list, select the appropriate department.
4. In the Categories area, select the name of the category you want to edit, and
click Edit.
The Activity Category Detail dialog box opens (see Figure 4-3).
Note: If a category is inactive, the category name is shown in light
gray in Data Administration.
5. Edit the category name as needed.
6. Click Save.
If you try to save a category name that already exists in the
L

Note:
Varian System database, you will get an error message.

Inactivating an Activity Category

If your clinic or hospital no longer uses a category, but you want to keep the
history of that activity category, you can inactivate the category by changing
the status to inactive.

To inactivate an activity category:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).
2. From the Hospital list, select the appropriate hospital.

Managing Activity Categories and Activities 4-5

 3. From the Department list, select the appropriate department.
4. In the Categories area, select the name of the category you want to
inactivate, and click Edit.
The Activity Category Detail dialog box opens (see Figure 4-3).
5. From the Status list, select Inactivate.
6. Click Save.

Managing Activities
Activities are treatment-related events that are associated with a patient’s care.
Activities are listed under Activity Categories. (For more information about
Activity Categories, see “Managing Activity Categories” on page 4-1.)

You can add, edit, inactivate, and color code an activity.

Adding an Activity
Occasionally, your clinic or hospital will require an activity that is not listed in
the Categories area. You can add a new activity for use with a specific
category. Part of adding an activity is specifying its details. You can specify
the type of activity and its associated details that will be available in the Time
Planner and Activity Capture applications. You can also select procedure
codes in the Varian System database and associate them with a specific
activity. The Attributes to Capture at Completion area in the Activity Detail
dialog box allows you to define patient-specific data based upon a specific
activity category your facility wants to capture at the completion of a treatment
session. You can add an activity by creating one from scratch or, if you have
the data segmentation feature, by copying from the master list.
Note: To add an activity, you must first add the category with which
the activity will be associated. For information on adding a
category, see “Adding an Activity Category” on page 4-2.

To add an activity:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).

4-6 Data Administration Reference Guide

 2. From the Hospital list, select the hospital to which you want to add the
activity. If you have the Data Segmentation feature, and you want to add
the activity to the Master, choose (Master).
3. From the Department list, select the department to which you want to add
the activity. If you selected (Master) in step 2, (Master) is automatically
selected as the department.
4. In the Categories area, select the name of the category with which the
activity will be associated.
5. If you have the Data Segmentation feature, and you want to copy the
activity from the Master, click Copy From Master. In the Activities in
Master to be copied in this Department dialog box (see Figure 4-4), select
the activity you want to copy and click Select. You are done with this
procedure.

This list only shows those

activities that are not
associated.

Figure 4-4 Activities in Master to be copied in this

Department Dialog Box

6. To create a new activity from scratch, click New.

The Activity Detail dialog box opens (see Figure 4-5).

Managing Activity Categories and Activities 4-7

 Figure 4-5 Activity Detail Dialog Box

4-8 Data Administration Reference Guide

 7. Complete the following information.

Activity Type option Choose the activity type:

■ Appointment Only – An appointment
activity occurs at a specific date and time.
These activities account for services that the
clinic performs as part of a patient’s treatment
plan and can include patient activities, such as
daily treatments, examinations, and
consultations. Staff and physician activities,
such as meetings and conferences, are also
appointment activities, because they occur at a
specific date and time.

or
■ Task Only – A task activity is an integral part
of a patient’s treatment plan and can occur
before, during, or after appointment activities
and can include such activities as X-rays, lab
tests, blood tests, and treatment planning.
Unlike appointment activities, task activities
are not required to take place at a specific time
or day, but they usually must be completed in
conjunction with an appointment activity, and,
therefore, require a due date.

Color option Click Browse to view a color palette and choose

a color-coding scheme for the activity. (For
more information about color-coding activities,
see “Color-Coding an Activity” on page 4-14.)
Click Remove to remove the color option.

Activity Category list Required. Select the activity category.

Default Duration list Select the duration time appropriate for the
activity type. The Default Duration indicates
how long an activity will last.

Managing Activity Categories and Activities 4-9

 Activity Name text Required. Type the name of the activity.
box

Prior Notification list Select the time in minutes, days, weeks, or

months to notify users when a task is due.

Description text box Type a description for the activity.

Status list The status is automatically set to Active.

Accept Changes from Select this check box to accept any changes
Master (To enable, made to the Master data. Clear the check box to
‘Copy From not accept changes made to the Master data.
Master...’) check box

Staff/Resource Group Select a resource to attach to the activity.

list

8. To select procedure codes to associate with the activity, do the following:

a. Click Edit to the right of the Possible Procedure Codes area.
The Assign/Detach Procedure Codes dialog box opens (see
Figure 4-6).

4-10 Data Administration Reference Guide

Select the Procedure Codes Down arrow
and click the down arrow

Figure 4-6 Assign/Detach Procedure Codes Dialog Box

b. In the Available Procedure Codes list, select the procedure codes you
want to associate with the activity, and click the down arrow to move
the procedure code to the Selected Procedure Codes list. To select
multiple procedure codes, hold down the Shift key.
c. Click OK.
9. To select tasks to associate with the activity, do the following:
a. Click Edit to the right of the Associated Tasks area.
The Assign/Detach Tasks dialog box opens (see Figure 4-7).

Managing Activity Categories and Activities 4-11

Select the tasks and Down arrow
click the down arrow

Figure 4-7 Assign/Detach Tasks Dialog Box

b. In the Available Tasks list, select the tasks you want to associate with
the activity, and click the down arrow to move the tasks to the Selected
Tasks list. To select multiple procedure codes, hold down the Shift
key.
c. Click OK.
10. To define patient-specific data based upon a specific activity category your
facility might want to capture at the completion of a treatment session, in
the Attributes to Capture at Completion list, select the appropriate check
boxes.
11. Click Save.

4-12 Data Administration Reference Guide

Editing an Activity
Occasionally, you will need to edit activity information.

To edit an activity:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).
2. From the Hospital list, select the appropriate hospital.
3. From the Department list, select the appropriate department.
4. In the Categories area, select the category that includes the activity you
want to edit.
5. In the Activities area, double-click on the activity you want to edit, or
select the activity and click Edit.
The Activity Detail dialog box opens (see Figure 4-5).
6. Edit the information as needed.
7. Click Save.

Inactivating an Activity
If your clinic or hospital no longer uses an activity, but you want to keep the
history of that activity, you can inactivate the activity by changing the status to
Inactive.

To inactivate an activity:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).
2. From the Hospital list, select the appropriate hospital.
3. From the Department list, select the appropriate department.
4. In the Categories area, select the category that includes the activity you
want to inactivate.

Managing Activity Categories and Activities 4-13

 5. In the Activities area, double-click on the activity you want to inactivate,
or select the activity and click Edit.
The Activity Detail dialog box opens (see Figure 4-5).
6. From the Status list, select Inactivate.
7. Click Save.

Color-Coding an Activity
You can color-code activities (appointments and tasks) to visually identify
them in Chart QA, Patient Manager, Activity Capture, and Time Planner.
Visually identifying appointments and tasks helps users perform a quick check
by color of appointments and tasks that may be missing or out of place in a
patient’s treatment record.

To color-code an activity:

1. Click the Activities & Codes tab then click the Activities tab.
The Activities list opens (see Figure 4-1).
2. From the Hospital list, select the appropriate hospital.
3. From the Department list, select the appropriate department.
4. In the Categories area, select the category that includes the activity you
want to edit.
5. In the Activities area, double-click on the activity you want to edit, or
select the activity and click Edit.
The Activity Detail dialog box opens (see Figure 4-5).
6. Click Browse to view a color palette and choose a color-coding scheme for
the activity. (To remove the color option, click Remove.)
7. Click Save.

4-14 Data Administration Reference Guide

Chapter 5 Setting Up Charges

Activity Capture is an accounting charge capture application that allows you to

record the charges for treatment activities, then export that information to a
separate file.

You can configure how Activity Capture manages charge-related information

by:
■ Configuring charges default settings
■ Adding and managing:
 Activity code modifiers for activity codes
 Payor plan types
 Payor references including payor plan information such as addresses
and payment authorization
 Physician billing services
 Procedure codes

In This Chapter

Topic Page
Configuring Default Settings for Activity Capture 5-2
Managing Code Modifiers 5-4
Managing Payor Plan Types 5-7
Managing Payor Plans (References) 5-10
Managing Billing Services 5-17
Managing Procedure Codes 5-22

5-1
Configuring Default Settings for Activity Capture
You can describe the charge settings Activity Capture will use as standards for
your clinic. For example, you can:
■ Choose whether charge export is split into separate professional and
technical files
■ Choose whether billing code or activity code is the exported charge code
■ Determine whether Activity Capture exports Relative Value Units (RVUs)
or related charge data
■ Set the value required to calculate charges

To configure the Charges Default settings:

1. Click the Setup tab then click the System tab.

2. Click the Hospitals & Department icon.
The Hospitals & Departments lists open (see Figure 5-1).

Figure 5-1 Hospitals & Departments Lists

3. Click the Charges Control tab.

The Charges Control list opens (see Figure 5-2).

5-2 Data Administration Reference Guide

 Figure 5-2 Charges Control List

4. Complete the following information.

Export Type Choose the type of charge information export

option you want to use at your clinic. Choose Global
to combine professional and technical charges
or choose Split to separate professional and
technical charges. The default is Split.

External Billing Choose Yes to allow you to add a billing code

Codes Export in the Activity Code Detail dialog box to show
option billing codes with activity code information in
Activity Capture. The default is No.

Note: To set this option, you must assign

yourself an associated resource and default
department for the clinic or hospital in user
rights.

Setting Up Charges 5-3

 RVU Export Choose Yes to export RVUs or related charge
option data. The default is No.

RVU Multiplier Type the RVU multiplier used in the

text box calculation of charges using the formula:
Activity RVU x RVU Multiplier = Charge

5. Click Save on the toolbar.

Managing Code Modifiers

Code modifiers allow you to specify additional information for capturing
charges related to a procedure. For example, you can add a code modifier for
an usual procedure, a multiple procedure, or a repeat procedure. This
information is available in the Procedure Code Detail dialog box of Data
Administration.
Each code modifier description is uniquely identified by two-character codes,
which ARIA appends to the procedure code. For example in the code,
77045-22, 77045 is the procedure code, and 22 is the code modifier. Data
Administration includes some predefined code modifiers.
Note: Code Modifiers can be added or modified but not deleted. To
make a code modifier unavailable for use by other applications,
change its status to Inactive.

Adding a Code Modifier

Although the Varian System database includes several predefined code
modifiers, you may want to add others. The code modifiers you add will be
specific to your facility.

To add a code modifier:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Code Modifiers icon.
The Code Modifiers list opens (see Figure 5-3).

5-4 Data Administration Reference Guide

 Click New to add a code modifier

Figure 5-3 Code Modifiers List

3. Click in the empty row or click New.

4. In the Code column, type a two-digit code.
5. In the Description column, type a brief description of the code.
6. Click Save on the toolbar.
Note: If you try to save a code modifier that already exists in the
Varian System database, you will get an error message.

Setting Up Charges 5-5

Editing a Code Modifier
Occasionally, you may want to change a code modifier. You can change the
description of a code modifier, but you cannot change the code itself.

To edit a code modifier:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Code Modifiers icon.
The Code Modifiers list opens (see Figure 5-3).
3. Select the procedure code modifier you want to change, and click Edit.
4. Edit the information as needed.
5. Click Save on the toolbar.
Note: If you try to save a code modifier that already exists in the
Varian System database, you will get an error message.

Inactivating a Code Modifier

If your clinic or hospital no longer uses a code modifier, but you want to keep
the history of that code modifier, you can inactivate it by changing its status to
inactive.

To inactivate a code modifier:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Code Modifiers icon.
The Code Modifiers list opens (see Figure 5-3).
3. Select the code modifier you want to inactivate.
4. In the Status column, select InActive from the list.
5. Click Save on the toolbar.
Note: If you try to inactivate a code modifier that is part of a patient’s
treatment strategy template, you will get an error message.

5-6 Data Administration Reference Guide

Managing Payor Plan Types
Payor plan types use a three-character code to identify recipients of billings for
patient treatment. A payor might identify a medical insurance, a governmental
medical care insurer, or even an individual. For example, payor plan types
include Health Maintenance Organizations (HMO), Medicare (MED),
Capitated (CAP), and so on. You can associate these payor plan types with
patient records in your Varian System database to identify your clinic’s or
hospital’s source of payment for treatment of a patient.

Data Administration includes several predefined payor plan types (see

Table 5-1); however, if your clinic or hospital requires additional payor plan
types, you can add new ones.
Note: You cannot change or remove a predefined payor plan type.

Table 5-1 Predefined Payor Plan Types

Abbreviation Payor Plan Type

CAP Capitated Contract

MEC Medicaid

HMO Health Maintenance Organization

FFS Fee For Service

PPO Preferred Provider Organization

MED Medicare

SFP Self Pay

Setting Up Charges 5-7

Adding a Payor Plan Type
Although the Varian System database includes some predefined payor plan
types, you may want to add those used specifically by your clinic or hospital.

To add a payor plan type:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor Plan Types icon.
The Payor Plan Types list opens (see Figure 5-4).

Click New to add payor plan type

Figure 5-4 Payor Plan Types List

3. Click New.
The Payor Plan Type Detail dialog box opens (see Figure 5-5).

Type an abbreviation
and a description
for the payor plan
type

Figure 5-5 Payor Plan Type Detail Dialog Box

5-8 Data Administration Reference Guide

 4. In the Abbrev text box, type an abbreviation for the new payor plan type.
5. In the Description text box, type a descriptive name for the new payor plan
type.
6. Click OK to save.
Note: If you try to save a payor plan type that already exists in the
Varian System database, you will get an error message.

Editing a Payor Plan Type

Occasionally, you may need to change the information for a payor plan type.
You can only change the description of the payor plan types you added; you
cannot change the abbreviation. To change an abbreviation, simply add a new
payor plan type.
Note: You cannot change the following predefined payor plan types:
CAP, MED, MCA, FFS, HMO, and MEC.

To edit a payor plan type:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor Plan Types icon.
The Payor Plan Types list opens (see Figure 5-4).
3. Double-click the payor plan type you want to edit, or select the payor plan
type and click Edit.
The Payor Plan Type Detail dialog box opens (see Figure 5-5).
4. Edit the description information as needed.
5. Click OK to save.

Setting Up Charges 5-9

Deleting a Payor Plan Type
Occasionally, you will want to remove a payor plan type that you added. You
cannot delete predefined payor plan types.

To delete a payor plan type:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor Plan Types icon.
The Payor Plan Types list opens (see Figure 5-4).
3. From the Payor Plan Types list, select the payor plan type that you want to
delete, and click Delete.
4. Click Yes to confirm the deletion.
5. Click Save on the toolbar.
Note: If you try to delete a predefined payor plan type or a plan type
associated with a payor reference, you will get an error
message.

Managing Payor Plans (References)

A Payor Reference is a contact, plan, and authorization information for a payor
or plan to which you bill patient treatments. This information appears in the
Payor Reference window of Patient Manager. You can add, change, and
remove payor reference information.

Adding a Payor Plan (Reference)

The Payor Plans list displays information for the payor plan you bill for patient
treatments. It is to these payor plans that you associate patients undergoing
treatment and doctors and staff who provide those treatments.

To add a payor plan (reference):

1. Click the Setup tab then click the Charge Related tab.

5-10 Data Administration Reference Guide

 2. Click the Payor References icon.
The Payor Plans list opens (see Figure 5-6).

Figure 5-6 Payor Plans List

3. Click New.
The Payor Reference Detail dialog box opens to the Contacts tab
(see Figure 5-7).

Figure 5-7 Payor Reference Detail Dialog Box, Contacts Tab

Setting Up Charges 5-11

 4. In the Plan Number text box, type an identifying number for the payor’s
payment plan.
5. In the Payor Name text box, type the name of the payor’s insurance or
other party responsible for payment of billings.
6. Complete the following information.

Name text box Type the name of the primary contact with
the payment plan.

Phone text box Type the telephone number, including the

area code, of the primary contact with the
payment plan.

FAX text box Type the FAX number, including the area
code, used by the primary contact with the
payment plan.

E-Mail text box Type the e-mail address of the primary

contact with the payment plan.

Street Address 1 text Type the first line of the street address of the
box payor.

Street Address 2 text Type the second line of the street address of
box the payor.

City text box Type the name of the city of the payor.

State text box Type the name of the state of the payor.

Postal Code text box Type the postal code of the payor.

Country list Select the name of the country of the payor.

7. Click the Plan tab (see Figure 5-8).

5-12 Data Administration Reference Guide

 Figure 5-8 Payor Reference Detail Dialog Box, Plan Tab

8. Complete the following information.

Plan Type list Select the type of medical payment plan.

Effective Date list Select the date the medical payment plan
became, or will become, active. Use the
standard MM/DD/YY (month, day, and
year) date format.

End Date list Select the date the medical payment plan
will no longer be in effect. Use the standard
MM/DD/YY (month, day, and year) date
format.

Number of Members Type the number of members participating

text box in the medical payment plan. If a CAP payor
plan, this text box must contain an entry.

Setting Up Charges 5-13

 Monthly Payment Per Type the total monthly amount your clinic or
Member text box hospital receives per member from this
payor. Information is required in this text
box for all CAP payor plans.

Total Payment Per Type the maximum amount your clinic or

Diagnosis text box hospital receives for each diagnosis from
this payor. Data in this text box is required
for all CAP payor plans.

9. Click the Authorization tab (see Figure 5-9).

Figure 5-9 Payor Reference Detail Dialog Box, Authorization Tab

10. Click New.

The Payor Authorization dialog box opens (see Figure 5-10).

5-14 Data Administration Reference Guide

 Complete all text boxes,
which are required

Figure 5-10 Payor Authorization Dialog Box

11. Complete the following information.

Description text box Required. Type the name of the type of

patient treatment for which the payor plan
will make payment.

Authorized By text Required. Type the payor representative

box from whom authorization must be obtained
for the patient treatment.

Phone text box Required. Type the telephone number,

including the area code, for the payor
representative from whom authorization
must be obtained for a patient treatment.

Fax text box Required. Type the fax number, including

the area code, for the payor representative
from whom authorization must be obtained
for a patient treatment.

12. Click OK to close the Payor Authorization dialog box.

13. Click OK to save.
Note: If you try to enter a plan number that already exists in the Varian
System database, you will get an error message.

Setting Up Charges 5-15

Editing a Payor Plan (Reference)
Occasionally, you may need to change information for a payor plan you bill for
patients’ treatments changes.
Note: You cannot edit the payor plan number. You can edit only the
payor plan name.

To edit a payor plan (reference):

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor References icon.
The Payor Plans list opens (see Figure 5-6).
3. Double-click the payor plan you want to change, or select the payor plan
and click Edit.
The Payor Reference Detail dialog box opens (see Figure 5-7).
4. Edit the information as needed.
5. Click OK to save.

Deleting a Payor Plan (Reference)

Should you no longer bill a payor plan, you can remove information about that
plan from the Varian System database.
Note: If you try to delete a payor plan that is associated with an
authorization or a patient, you will get an error message. To
delete such a payor plan, you must first delete the authorization
information or the patient.
To delete a payor plan (reference):

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor References icon.
The Payor Plans list opens (see Figure 5-6).
3. Select the payor plan that you want to delete, and click Delete.
4. In the Confirm Delete dialog box, click Yes.

5-16 Data Administration Reference Guide

Deleting a Payor Authorization
Occasionally, you will need to remove a payor authorization for a specific
payment plan from the list of authorizations.

To delete a payor authorization:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Payor References icon.
The Payor Plans list opens (see Figure 5-6).
3. Select the payor plan associated with the authorization you want to delete,
and click Edit.
The Payor Reference Detail dialog box opens (see Figure 5-7).
4. Click the Authorization tab.
5. Select the payor plan associated with the authorization you want to delete,
and click Delete.
6. In the Confirm delete dialog box, click Yes.
7. Click OK to save.

Managing Billing Services

ARIA maintains billing service information including information identifying
the service, contact, address and telephone contact data, and how the data is
exported.

Once you add billing service records to the Varian System database, you can
assign a billing service to individual physicians.

When a physician is associated with a billing service and the physician’s

charges are ready to be exported, Activity Capture generates a file for each
billing service. This file generation occurs for split export (professional and
technical) only.

Setting Up Charges 5-17

Adding a Billing Service
When you set up your Varian System database, or as you add new billing
services, you need to add information that describes your clinic or hospital’s
billing services.

To add a billing service:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Billing Services icon.
The Billing Services list opens (see Figure 5-11).

Click New to add a

new billing service

Figure 5-11 Billing Services List

3. Click New.
The Billing Service Detail dialog box opens (see Figure 5-12).

5-18 Data Administration Reference Guide

Select billing
export options

Figure 5-12 Billing Service Dialog Box

4. Complete the following information.

ID text box Required. Type a unique code that identifies

a billing service.

Billing Service text Required. Type the name of name of the

box billing service.

Primary Contact Required. Enter the name of the primary

Name text box contact person.

Primary Contact text Enter the telephone number, with area code,
box of the primary contact at the billing service
company.

Primary Contact Fax Enter the fax number, with area code, used
text box by the primary contact at the billing service
company to receive fax messages.

External Billing Select this check box to instruct ARIA to use

Export check box the billing code as the exported charge code
rather than the activity code when you
export charge and cost information.

Setting Up Charges 5-19

 RVU Export check Select this check box to allow ARIA charges
box to export Relative Value Units (RVU) rather
than charge information.

Street 1 text box Type the first line of the address used by
your primary contact at the billing service.

Street 2 text box Type the second line of the address used by
your primary contact at the billing service.

Street 3 text box Type the third line of the address used by
your primary contact at the billing service.

City text box Type the city in which your primary contact
at the billing service is located.

State text box Type the state in which your primary contact
at the billing service is located.

Postal Code text box Type the postal code that identifies the
location of your primary contact at the
billing service.

County text box Type the county in which your primary

contact at the billing service is located.

Country list Select the country in which your primary

contact at the billing service is located.

Comment text box Type any comments pertaining to this billing

service.

5. Click OK to save.
Note: If you try to save a billing service that already exists in the
Varian System database, you will get an error message.

5-20 Data Administration Reference Guide

Editing a Billing Service
Occasionally, you will need to change information about a billing service, for
example, the contact name changes or the address or telephone number needs
updating.

To edit a record for a billing service:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Billing Services icon.
The Billing Services list opens (see Figure 5-11).
3. Double-click the billing service you want to edit, or select the billing
service and click Edit.
The Billing Service Detail dialog box opens (see Figure 5-12).
4. Edit the information as needed.
5. Click OK to save.

Deleting a Billing Service

If you decide to stop using a billing service or the billing service closes, you
will need to delete that billing service from your list of billing services.
To delete a billing service:

1. Click the Setup tab then click the Charge Related tab.
2. Click the Billing Services icon.
The Billing Services list opens (see Figure 5-11).
3. Select the billing service you want to delete, and click Delete.
4. In the Confirm Delete dialog box, click Yes.
Note: If you try to delete a billing service associated with a physician,
you will get an error message.

Setting Up Charges 5-21

Managing Procedure Codes
In Activity Capture, patient account billing is based on completed activities
and related procedure codes. It is these procedure codes that you use to bill for
patient treatment.

ARIA includes predefined procedure codes used by insurance and

governmental medical agencies to identify treatment activities. Depending
upon the activities of your clinic or hospital, you will need to add additional
codes, or modify the existing codes.

Adding a Procedure Code

Data Administration allows you to add additional procedure codes as your
clinic or hospital changes or expands treatments, or as insurance or regulatory
agencies add new codes to identify specialized treatments.

To add a procedure code:

1. Click the Activities & Codes tab then click the Procedure Codes tab.
The Procedure Codes list opens (see Figure 5-13).

Click New to add procedure code

Figure 5-13 Procedure Codes List

5-22 Data Administration Reference Guide

 2. From the Hospital list, select the hospital to which you want to add the
procedure code. If you have the Data Segmentation feature, and you want
to add the procedure code to the Master, choose (Master).
3. From the Department list, select the department to which you want to add
the procedure code. If you selected (Master) in step 2, (Master) is
automatically selected as the department.
4. If you have the Data Segmentation feature, and you want to copy the
procedure code from the Master, click Copy From Master. In the
Procedure Codes in Master to be copied in this Department dialog box (see
Figure 5-14), select the activity category you want to copy and click
Select. You are done with this procedure.

This list only shows those

procedure codes that
are not associated.

Figure 5-14 Procedure Codes in Master to be copied

in this Department

5. To create a new procedure code from scratch, click New.

The Procedure Code Detail dialog box opens (see Figure 5-15).

Setting Up Charges 5-23

 The activity type you select
here will determine which
text boxes will accept
information in the
Medical/Medicaid, RVU,
and other payor groups

Figure 5-15 Procedure Code Detail Dialog Box

6. Complete the following information.

General Area

Procedure Code text Required. Type a unique code cost activity.

box Procedure Codes are based on the
Physician’s Current Procedural
Terminology (CPT).

Note: Once saved, you cannot edit the

Procedure Code name.

5-24 Data Administration Reference Guide

 Short Description text Required. Type a shortened definition or
box abbreviation of the Procedure Code.

Description text box Required. Type a definition of the Procedure

Code.

Activity Category list Required. Select the category to which this

Procedure Code belongs.

Activity Type list Select the type of activity that occurs as part
of the patient’s treatment. Treatment
activities are the basis for billing a patient’s
account.

Note: The activity type you select here will

dictate which text boxes will accept
information in the Medical/Medicaid, RVU,
and Other Payor groups.

Exportable check box Select the check box to indicate that this
code can be exported to external billing
systems. Clear the check box to indicate that
this code cannot be exported to external
billing systems.

Hospital Procedure Type the procedure code for your hospital.

Code text box

Setting Up Charges 5-25

 Activity Cost text box Type the actual average cost to the clinic or
hospital for any activity.

Note: Unless you specify professional or

technical charges in the Activity Type list,
actual cost information is required for
professional, technical, and global
activities. If you specify global charges,
actual cost data is not required for
administrative and medical oncology
activities.

Accept changes from Select this check box to accept any changes
Master (To Enable, made to the Master data. Clear the check box
‘Copy from to not accept changes made to the Master
Master...’) check box data.

Work Unit text box Type the unitless value that can be used to
describe the amount of work required to
complete an activity. This is similar and in
addition to Relative Value Unit (RVU). The
main difference is that RVU is typically
based on standard values while Work Unit
can be set by the department.

Default Modifier list Select a secondary modifier to further

distinguish specific activities.

Charge Forecast ($) Type the amount you are expecting to charge
text box for a specific activity. These numbers can be
used for budgetary forecasting tasks.

Actual Charge ($) text Enter the actual amount that you will charge
box for activity.

Status list Select the status for the procedure

5-26 Data Administration Reference Guide

 Complexity Area

Not Applicable option Choose if the Procedure Code complexity is

not applicable.

Simple option Choose if the Procedure Code complexity is

considered simple.

Complex option Choose if the Procedure Code complexity is

considered complex.

Intermediate option Choose if the Procedure Code complexity is

considered intermediate.

Medicare/Medicaid Area

Professional Charge Type the professional fees portion of the full

($) text box charges for an activity. This charge may be
limited by some payors, such as Medicare or
Medicaid. Unless you specify an activity
cost, this charge is required for global
activities, and technical and professional
services.

Technical Charge ($) Type the technical portion of a standard

text box charge (if Medicare or Medicaid, or an
activity allowed by a primary payor), or the
full payment allowed for an activity. If you
specify the activity cost, the data is not
required for technical or global activities.

Setting Up Charges 5-27

 Global Charge ($) text Type the total standard charge (if Medicare
box or Medicaid, or an activity allowed by a
primary payor), or the full payment allowed
for an activity. Data Administration
automatically calculates the professional,
technical, and global activity charges. If
Medicare or Medicaid, administrative and
medical oncology costs are required unless
you specify an activity cost. With all other
payors, you must enter administrative and
medical oncology costs.

Note: For administrative and medical

oncology activities, you must enter global
charges.

RVU Area

Professional Charge Type the professional portion of the Relative

text box Value Units (RVU) for an activity, where
the RVU is a Medicare-based multiplier
used to determine charges. Type an amount
greater than zero.

Technical Charge text Type the technical portion of the RVU for an
box activity. RVU is a Medicare-based
multiplier used to determine charges. Type
an amount greater than zero.

5-28 Data Administration Reference Guide

 Global Charge text Type the total RVU for an activity. RVU is a
box Medicare-based multiplier used to
determine charges. Data Administration
automatically calculates the professional,
technical, and global activity charges. If you
specify an activity cost, this data is not
required for administrative and medical
oncology activities.

Note: For administrative and medical

oncology activities, you must enter global
charges.

Other Payor Area

Professional Charge Type the Medicare-based multiplier used to

($) text box determine charges. The availability of this
field is determined by the Activity Type
selected in the General section.

Technical Charge ($) Type the Medicare-based multiplier used to

text box determine charges. The availability of this
field is determined by the Activity Type
selected in the General section.

Global Charge ($) text Calculates the professional, technical, and

box global activity charges. The availability of
this field is determined by the Activity Type
selected in the General section.

7. Click OK to save.
Note: If you try to save an Activity Code that already exists in the
Varian System database, you will get an error message.

Setting Up Charges 5-29

Editing a Procedure Code
Occasionally, you will need to change information defining a procedure code,
for example, cost information, whether the code is exportable to your hospital
billing system, or whether the code remains active.
Note: You cannot change the procedure code ID.

To edit a procedure code:

1. Click the Activities & Codes tab then click the Procedure Codes tab.
The Procedure Codes list opens (see Figure 5-13).
2. From the Hospital list, select the appropriate hospital.
3. From the Department list, select the appropriate department.
4. Double-click the procedure code you want to edit, or select the procedure
code and click Edit.
The Procedure Code Detail dialog box opens (see Figure 5-15).
5. Edit the information as needed.
6. Click OK to save.
Note: Any changes you make to charge information will not affect
activities that users have already marked as complete.

5-30 Data Administration Reference Guide

Chapter 6 Setting up Care Path Templates

Care Path templates represent typical treatment plans for specific types of
cancer. Each template contains a series of activities that are grouped by
treatment cycles or treatment weeks. Activities in treatment strategy templates
are based on diagnosis and stages of the cancer.

These Care Path Templates allow your users to:

■ Create patient treatment strategies in Patient Manager and post charges for
completed activities within treatment strategies
■ Perform billing functions and administrative reporting in Activity Capture
You create the generic Care Path Templates for your users, for example, for a
specific diagnosis, a physician’s typical process flow, or the requirements of a
specific health care system. Your users can modify those templates for their
own use.

Some Care Path Templates are predefined in Data Administration. You can
modify these templates or create new templates as required by your hospital or
clinic.

In This Chapter

Topic Page
About Care Paths 6-2
Creating a Care Path Template 6-3
Copying a Care Path Template 6-9
Editing a Care Path Template 6-10
Deleting a Care Path Template 6-12
Associating Care Path Templates 6-12
Managing Care Path Template Treatment Cycles 6-15
Managing Care Path Template Cycle Activities 6-19

6-1
About Care Paths
A Care Path represents a patient’s treatment plan based on the patient’s disease
diagnosis and consists of a list of activities required to treat the patient. The
activities are normally organized into cycles—each representing a treatment
week—and can contain both treatment and administrative activities. A
patient’s Care Path will likely have several treatment cycles such as:
■ Pre-Treatment — Includes consultation-related activities.
■ Treatment Planning — Includes simulation-related activities.
■ Treatment Cycle/Week (1-N) — Includes a set of five radiation treatments
delivered over a 5-day period and a weekly check. There are often multiple
treatment cycle weeks.
■ Post-Treatment — Includes follow-up-related activities and typically an
exit exam.
■ Added Activities — Includes ad hoc activities that are not in the initial
treatment plan.
Typically, your facility has a series of Care Path templates already available
based on disease diagnosis. These templates contain the activities organized
into cycles that are normally required to treat the diseases your facility handles.

To begin creating a patient’s Care Path, you usually attach a template from the
template library established at your facility. When you attach a Care Path
template, an instance of the template is copied into the patient’s Care Path,
forming the basis of the treatment plan. The instance of the template is not
linked to the originating template in that you can add or delete activities from
the patient’s Care Path as needed, and the template is not affected.

6-2 Data Administration Reference Guide

Creating a Care Path Template
You can create a Care Path Template for your hospital or clinic. You can create
one Care Path template at a time.
Note: Creating a Care Path Template does not define activities. You
need to select a template and click Edit Template Activities to
add or change cycles and activities in a template.

To create a Care Path template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).

Click New to add Care Path template

Figure 6-1 Care Path Templates List

2. Click New.
The New Template dialog box opens (see Figure 6-2).

Setting up Care Path Templates 6-3

 Click Select to use Click Clear to clear
the template filters the text boxes

Figure 6-2 New Template Dialog Box

3. Complete the following information.

Template ID text box Required. Type a unique ID for the template.

Comment text box Type a description for the template.
Treatment Cycle Select the number of weeks for the treatment
Week Count list cycle.

6-4 Data Administration Reference Guide

 4. To select the diagnosis and summary stage information from a list, do the
following:
a. In the Template Filters, Diagnosis and Summary Stage area, click
Select.
The Diagnosis Code Lookup dialog box opens and displays
information from standard tables of codes and descriptions (see
Figure 6-3). Standard tables include ICD-9, ICD-10, and ICD-0-2.
(Activities and codes are maintained on the Activities > Procedure
Codes tabs.)

Type your search

criteria and select
the Match Anywhere
check box

Figure 6-3 Diagnosis Code Lookup Dialog Box

b. In the Diagnosis Code Search Criteria area, enter your search criteria.
Select the Match Anywhere check box to match the description you
entered in the Description text box anywhere in the description string
of the table standard (instead of only at the beginning of the string).
A list of diagnosis codes, based on your search criteria, appears in the
Diagnosis Code Search Results list (see Figure 6-4).

Setting up Care Path Templates 6-5

 Search results

Figure 6-4 Diagnosis Code Search Results

c. From the Diagnosis Code Search Results list, select the code you want
to use.
d. From the Summary Stage list, select the severity and prognosis of the
tumor.
e. Click OK.
The information you selected appears in the Diagnosis and Summary
Stage area of the New Template dialog box.
5. To select the staff from a list, do the following:
a. In the Template Filters, Hospital-Department Staff area, click Select.
The Select Staff dialog box opens (see Figure 6-5). This information
is maintained in the Hospitals & Departments list on the Setup >
System tab.

6-6 Data Administration Reference Guide

Select the group and
staff and click the
right arrow

Figure 6-5 Select Staff Dialog Box

b. From the Hospital list, select the appropriate hospital.

c. From the Department list, select the appropriate department.
The Staff Groups and Staff lists for the selected hospital and
department appears in the respective text boxes.
d. From the Staff Groups list, select a group to narrow your search for a
physician in the Staff list.
e. From the Staff list, select a physician to associate with the template,
and click - > to move it to the Selected Staff list.
f. Click OK.
The information you selected appears in the Hospital-Department
Staff area.

Setting up Care Path Templates 6-7

 6. To select a payor from a list, do the following:
a. In the Payor area, click Select.
The Payor Reference dialog box displays Payor names and Plan
Numbers as defined with Payor Plan Types on the Setup > Charge
Related tabs (see Figure 6-6).

To search for
a plan, type the
plan number or
payor name

Select the plan

from the list

Figure 6-6 Payor Reference Dialog Box

b. From the Selected Plan list, select the plan you want to use.
Note: If the Selected Plan list is too long, you can search for the plan
by typing your search criteria in the Plan Number or Payor
Name text boxes then selecting the plan you want to use.
c. Click OK.
7. In the New Template dialog box, click OK to save.
8. To add treatment cycles to the New Care Path template, see “Adding a
Cycle to a Care Path Template” on page 6-16. To add cycle activities, see
“Adding a Cycle Activity to a Care Path Template” on page 6-22.

6-8 Data Administration Reference Guide

Copying a Care Path Template
You can copy a Care Path template to use to create a new Care Path template
as long as the copy has a different Template ID from the original.

To copy a Care Path template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template you want to copy, and click Copy.
The Copy Template dialog box opens (see Figure 6-7).

Select the hospital and

department to which
you want to copy the
template

Figure 6-7 Copy Template Dialog Box

3. From the To Hospital list, select the hospital to which you want to copy the
template.
4. From the Department list, select the department to which you want to copy
the template.
5. Click OK.
6. Click Refresh.
A copy of the template is saved in the template list.

Setting up Care Path Templates 6-9

 7. Do any of the following:

■ To edit the template, see “Editing a Care Path Template” on page 6-10.

■ To edit treatment cycles, see “Managing Care Path Template

Treatment Cycles” on page 6-15.

■ To edit template activities, see “Managing Care Path Template Cycle

Activities” on page 6-19.

Editing a Care Path Template

You can edit one Care Path template at a time.
To edit a Care Path template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the Care Path Template you want to edit, and click Edit.
The Edit Template dialog box opens (see Figure 6-8).

6-10 Data Administration Reference Guide

 Figure 6-8 Edit Template Dialog Box

3. Edit the information as needed.

4. Click OK to save.

Setting up Care Path Templates 6-11

Deleting a Care Path Template
You can delete a Care Path Template if it is no longer needed. You can delete
one Care Path Template at a time.
CAUTION: You cannot recover a Care Path Template once you delete it.

To delete a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template you want to delete, and click Delete.
3. In the confirmation dialog box, click Yes.
The template is deleted from the Care Path Templates list.

Associating Care Path Templates

You can associate a Care Path Template with a diagnosis, a physician, or a
payor.

Associating a Care Path Template with a Diagnosis

You can associate a Care Path Template with a specific diagnosis for which
your clinic or hospital provides treatment.

To associate a Care Path Template with a diagnosis:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the Care Path template with which you want to associate a
diagnosis, and click Edit.
The Edit Template dialog box opens (see Figure 6-8).

6-12 Data Administration Reference Guide

 3. In the Template Filters, Diagnosis and Summary Stage area, click Select.
The Diagnosis Code Lookup dialog box opens and displays information
from standard tables of codes and descriptions (see Figure 6-3). Standard
tables include ICD-9, ICD-10, and ICD-0-2. (Activities and codes are
maintained on the Activities > Procedure Codes tabs.)
4. In the Diagnosis Code Search Criteria area, enter your search criteria.
Select the Match Anywhere check box to match the description you
entered in the Description text box anywhere in the description string of
the table standard (instead of only at the beginning of the string).
A list of diagnosis codes, based on your search criteria, appears in the
Diagnosis Code Search Results list (see Figure 6-4).
5. From the Diagnosis Code Search Results list, select the code you want to
use.
6. From the Summary Stage list, select the severity and prognosis of the
tumor.
7. Click OK.
The information you selected appears in the Diagnosis and Summary Stage
area of the Edit Template dialog box.
8. Click OK to save the template.

Associating a Care Path Template with a Physician

You can associate a Care Path Template with a specific physician working at
your hospital or clinic.

To associate a Care Path Template with a physician:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the Care Path template with which you want to associate a
physician, and click Edit.
The Edit Template dialog box opens (see Figure 6-8).
3. In the Template Filters, Hospital-Department Staff area, click Select.
The Select Staff dialog box shows information that is maintained in
Hospitals & Departments on the Setup > System tabs (see Figure 6-5).

Setting up Care Path Templates 6-13

 4. From the Hospital list, select the appropriate hospital.
5. From the Department list, select the appropriate department.
6. From the Staff Groups list, select a group to narrow your search for a
physician in the Staff list box.
7. From the Staff list, select a physician to associate with the template, and
click - > to move it to the Selected Staff list.
8. Click OK.
9. In the Edit Template dialog box, click OK to save the template.

Associating a Care Path Template with a Payor

You can associate a Care Path Template with a specific payor that your
hospital or clinic bills for patient treatments.

To associate a Care Path Template with a payor:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the Care Path template with which you want to associate a
physician, and click Edit.
The Edit Template dialog box opens (see Figure 6-8).
3. In the Template Filters, Payor area, click Select.
The Payor Reference dialog box shows Payor names and Plan Numbers as
defined with Payor Plan Types on the Setup > Charge Related tabs (see
Figure 6-6).
4. From the Selected Plan list, select the plan you want to use.
Note: If the Selected Plan list is too long, you can search for the plan
by typing your search criteria in the Plan Number or Payor
Name text boxes then selecting the plan you want to use.
5. Click OK.
6. In the Edit Template dialog box, click OK to save the template.

6-14 Data Administration Reference Guide

Managing Care Path Template Treatment Cycles
In a Care Path Template, care paths are divided into cycles, and cycles are
divided into activities. Cycles represent the following phases of treatment.
■ Conventional phases

■ Pre-treatment

■ Treatment planning

■ Treatment

■ Post-treatment
■ Nonconventional phases

■ Added Activities

■ Customized cycles

Typically, more than one treatment cycle occurs in a care path, and the set of
activities in each treatment cycle is often the same.

A cycle can take place over one week. Although many clinics use a week to
define the duration of a cycle, you can define the duration as you need.

There is a nonconventional cycle, Added Activities, that is part of Time

Planner. You can append a cycle for added activities that are not associated
with a particular phase of treatment. In some situations, Time Planner appends
this cycle to a care path, places activities in it, then you review the added
activities cycle and decide at a later time if any of the activities belong in
another cycle or a conventional care path.

Setting up Care Path Templates 6-15

Adding a Cycle to a Care Path Template
You can add cycles to a care path as needed to reflect the treatment plan for a
patient.

To add a cycle to a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the care path template to which you want to add a cycle, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).

Click + to display activities. Care Path Heading. Cycle. Right-click to edit or

Click - to hide activities. Right-click to add a cycle delete a cycle

Figure 6-9 Template Cycle Activities Editor

6-16 Data Administration Reference Guide

 3. Right-click the care path heading, and select Add Cycle.
The Add New Cycle dialog box shows the ID of the template that is the
basis for the care path (see Figure 6-10).

Select or type
a new cycle name

Figure 6-10 Add New Cycle Dialog Box

4. In the Cycle Name list, select a cycle name or type a new name. (If you
type a new name, the system adds it to the Cycle Name list.)
5. In the Cycle Description text box, type a description for the cycle.
6. Click OK.
The system assigns a sequence number to the cycle and adds it to the
bottom of the care path. The new cycle includes a cycle heading and a
blank row for an activity.
7. In the Template Cycle Activities Editor, click Close to save.

Editing a Cycle in a Care Path Template

You can edit the cycle name and cycle description for a Care Path Template
cycle.

To edit a cycle in a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template you want to edit, and click Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).

Setting up Care Path Templates 6-17

 3. Right-click the heading of the cycle you want to edit, and select
Edit Cycle.
The Edit Cycle dialog box opens (see Figure 6-11).

Edit the information

as needed and
click OK to save

Figure 6-11 Edit Cycle Dialog Box

4. Edit the information as needed.

5. Click OK.
6. In the Template Cycle Activities Editor, click Close to save.

Deleting a Cycle from a Care Path Template

You can delete a cycle from a Care Path template if it is no longer needed;
however, you cannot delete a cycle that includes activities with a Completed
status.

To delete a cycle from a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the cycle you want to delete, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).

6-18 Data Administration Reference Guide

 3. Right-click on the cycle you want to delete, and select Delete Cycle. To
delete multiple cycles, hold down the Shift key and select additional
cycles.
4. In the confirmation dialog box, click Yes.
5. Click Close to save.

Managing Care Path Template Cycle Activities

In a Care Path Template, you can create an activity within a cycle to customize
it according to the requirements of a treatment plan. You can insert an activity
anywhere within the cycle, or you can add an activity at the top of the cycle.

You can also reorder activities in a treatment cycle, move activities to a

different cycle, or use the Fill Down feature to apply information in one or
more activity attributes to other activities on which you are working.
Table 6-1 includes a list of the activity columns displayed in the Template
Cycle Activities Editor.
Note: If you do not see a column that is listed in Table 6-1, select the
Column Chooser. For information showing a column, see
“Showing a Column” on page 1-11.

Table 6-1 Description of Template Cycle Activities Editor

Column Description

Activity Activity is the name of the activity or its Activity Code.

The system can administer a set of predefined activity
codes, or you can derive the activity code yourself from
the activity’s associated procedure code or codes if
available.

Activity Desc A description of the activity or an expansion of the

activity code.

Care Path Id The unique identification for the Care Path template.

Setting up Care Path Templates 6-19

 Table 6-1 Description of Template Cycle Activities Editor (continued)

Column Description

Comment Type any information about the activity up to 254

characters.

Cycle The description of the cycle, if any.

Description

Department The department includes the facility and the department

name of the Staff/Resource.

Duration Length of the appointment. This attribute can be

(Min.) automatically populated when you select the activity.
Duration can be linked to an activity in the Data
Administration application.

Lag Time The time required before the activity (appointments) can
start in relation to the previous appointment.
For tasks only, you can use a negative lag time to specify
the offset time with respect to the start time of the
immediately following appointment. In this way clinic
staff can coordinate the completion of a task with an
appointment.

No Activities are automatically numbered consecutively

throughout the cycles in the Care Path. Renumbering
occurs when you save a Care Path.

Prior Specifies when this task should appear on a work list

Notification relative to the due date in Time Planner. This attribute
Time (Tasks) can be automatically populated when you select the
Activity Code. Prior Notification can be linked to a task
activity in the Data Administration application.

There are other attributes you can drag from the Column
Chooser, although at the stage of inserting an activity,
only the Notes attribute is useful.

6-20 Data Administration Reference Guide

 Table 6-1 Description of Template Cycle Activities Editor (continued)

Column Description

Procedure Potential CPT codes that may be applicable to the

Codes activity. This attribute is optional for scheduling
activities.

Resource/ Staff and Resource associated with the activity.

Staff

Type An activity type is either Appointment or Task .

Clinic staff schedule appointment activities to occur at a

specific date and time. These activities account for
services that the clinic performs as part of a treatment
plan and can include patient activities, such as daily
treatments, examinations, and consultations. Staff and
physician activities, such as meetings and conferences,
are also appointment activities because they occur at a
specific date and time.

Task activities are an integral part of a treatment plan.

They can occur before, during, or after appointment
activities and can include activities such as X-rays, lab
tests, blood tests, and treatment planning. Unlike
appointment activities, task activities are not required to
take place at a specific time or day, but they usually must
be completed in conjunction with an appointment
activity, and, therefore, require a due date.

Setting up Care Path Templates 6-21

Showing and Hiding Care Path Template Cycle Activities
Showing Care Path Template cycle activities may be necessary after you have
used the column filter.
Note: An empty cycle has a blank row.

To show Care Path Template cycle activities:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Click Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. Do any of the following:

■ To show the list of cycles, click the + to the left of the Care Path
Template name.

■ To hide the list of cycles, click the - to the left of the Care Path
Template name.

■ To show the cycle activities, click the + to the left of the cycle name.

■ To hide cycle activities, click the - to the left of the cycle name.
4. Click Close.

Adding a Cycle Activity to a Care Path Template

You can add a cycle activity in a blank activity row or below a filled activity
row in a cycle. When you add an activity to a cycle, the new activity appears
at the top of the cycle.
Note: If you need to undo changes before saving, press F5 or click
Refresh on the toolbar of the Template Cycle Activities Editor.
You are prompted to save changes. Click No to undo the
changes.

6-22 Data Administration Reference Guide

 To add a cycle activity to a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template to which you want to add a cycle activity, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. In the Template Cycle Activities Editor, right-click an activity row and
choose Insert Activity, or right-click a cycle heading and choose Add
Activity.
The Select Activity, Proc Codes Staff/Resources from
Hospital-Department dialog box opens (see Figure 6-13).
4. Complete the following information.

Hospital list Choose the appropriate hospital.

Department list Choose the appropriate department.
ActivityCategory list Choose the activity category.
Activity list Choose the activity.
Procedure Codes list Click Attach Procedure Codes to display a
list of procedure codes for the activity
selected in the Activity list.
Resource/Staff Select the Resource/Staff group or groups,
Groups list and click the right arrow to move them to the
Selected Staff/Resources list.
Staff list Select the staff, and click the right arrow to
move them to the Selected Staff/Resources
list.
Resources list Select the resource or resources, and click
the right arrow to move them to the Selected
Staff/Resources list.

5. Click OK.

Setting up Care Path Templates 6-23

 6. To change the Lag Time, do the following:
a. Click in the Lag Time column then click .
The Activity Lag Time dialog box opens (see Figure 6-12).

Figure 6-12 Activity Lag Time Dialog Box

b. Select the Lag Time and click OK.

7. Click Close.

Editing a Cycle Activity for a Care Path Template

You can edit cycle activity information for a Care Path Template at any time.
Note: If you need to undo changes before saving, press F5 or click
Refresh on the toolbar of the Template Cycle Activities Editor.
You are prompted to save changes. Click No to undo the
changes.

To edit a cycle activity for a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the cycle activity you want to edit, and
click Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. Double-click on the activity row that includes the information you want to
edit.
The Select Activity, Proc Codes Staff/Resources from
Hospital-Department dialog box opens (see Figure 6-13).

6-24 Data Administration Reference Guide

 Edit the information as needed
and click OK to save

Figure 6-13 Select Activity Proc Codes Staff/Resources from

Hospital-Department Dialog Box

4. Edit the information as needed.

5. Click OK.
6. Click Close.

Setting up Care Path Templates 6-25

Deleting a Cycle Activity from a Care Path Template
You can delete Open status cycle activities only.

CAUTION: Deleting an activity removes it permanently from the Care Path

template.

To delete a cycle activity from a Care Path Template:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the activity you want to delete, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. Select the activity you want to delete, and click Delete, or right-click on
the activity and select Delete Activities. To delete multiple activities, hold
down the Ctrl key and select additional cycles.
4. In the confirmation dialog box, click Yes.
CAUTION: Selecting Yes will immediately delete the activity. Deleting an
activity removes it permanently from the Care Path Template.

The cycle activity is deleted from the care path list, and the activities are
renumbered.
5. Click Save.
6. Click Close.

6-26 Data Administration Reference Guide

Moving a Cycle Activity Within a Treatment Cycle
To move a cycle activity within a treatment cycle:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the activity you want to move, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. Right-click the activity you want to move, and select Move Up or Move
Down.
The cycle activity is moved, and the activities are renumbered.
4. Click Save.
5. Click Close.

Copying Cycle Activity Details

You can use the Fill Down feature to copy information in one or more activities
to other activities you are working on. You can use the Fill Down feature on a
selected activity cell or activity row.
Note: You can use filtering to help you complete activities of the same
type.

Copying Cells of Selected Cycle Activity Rows

To copy cells of selected cycle activity rows:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the activity you want to copy, and click
Edit Template Activities.
The Template Cycle Activities Editor dialog box opens (see Figure 6-9).
3. Select the activity that includes the information you want to copy to other
activities by clicking the area to the left of the row.

Setting up Care Path Templates 6-27

 4. Select the activity that has the incomplete details by holding down the
Shift key and clicking the activity. To select multiple activities, hold down
the Shift key, click to the left of the starting row then click to the left of the
ending row. To select multiple, discrete rows, hold down Ctrl, and click to
the left of each row.
5. Click Fill Down > Activity’s All Columns (CTRL + F) to copy all the
attributes from the reference row.
or
Right-click, choose Fill Down, and click the attributes that you want to
apply to the activities (Type, Activity Code, Procedure Codes, Duration,
Lag Time, Prior Notification Time, or Staff/Resource). With the activity
rows selected, you can apply attributes one at a time.
The information fills the selected cells and changed rows turn green.
6. Click Save.
7. Click Close.

Copying Cycle Activity Details on Selected Columns

To copy cycle activity details on selected columns:

1. Click the Care Path Templates tab.

The Care Path Templates list opens (see Figure 6-1).
2. Select the template that includes the activities you want to copy, and click
Edit Template Activities.
The Template Cycle Activities Editor opens (see Figure 6-9).
3. Select the cell that includes the attribute you want to copy to other
columns.
The selected cell turns blue-green.
4. Select the cell you want to fill by holding down the Ctrl key and clicking
the cell. To select a series of adjacent cells, hold down the Shift key, click
the starting cell then the ending cell. To select multiple, discrete cells, hold
down Ctrl, and click each cell.

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 5. Right-click the selection and choose Fill Down > Selected Column, or
press CTRL + SHIFT + F.
The information is copied to the selected cell or cells, and the changed row
or rows turn green.
6. Click Save.
7. Click Close.

Setting up Care Path Templates 6-29

Chapter 7 Managing Clinical Assessment
Information

You use the Data Administration Clinical Assessment feature to review and
maintain Patient Manager data, such as lists of allergies, comments, drugs, and
patient documents.

The Clinical Assessment tab includes a series of icons. When you click an icon,
a summary of the respective information appears on the tab. That list provides
the point of access for managing Clinical Assessment data.

In This Chapter

Topic Page
Managing the Allergies List 7-2
Managing the Comments List 7-6
Managing Diagnoses 7-9
Managing the Drug Formulary and Drug Categories 7-20
Managing the Master Favorite Drugs List 7-35
Managing the User Favorite Drugs List 7-42
Managing the Education/Counseling Session List 7-44
Managing the Medical Problems History List 7-48
Managing the Surgical/Procedures History List 7-51
Managing the Social History List 7-55
Managing Patient Document Templates and Types 7-59
Managing Practice Documents and Document Types 7-70
Managing RoS/PE Systems 7-76
Managing Test Components 7-88

7-1
In This Chapter

Topic Page
Managing Test Component Groups 7-96
Managing Vital Sign Components 7-100
Managing Recommended Toxicities 7-105

Managing the Allergies List

You use the Allergies feature to manage the list of common allergens that is
available in Patient Manager.
This list is available for all of the hospitals on the network. Without a list, users
entering patients’ allergies will have to add each one manually (users can still
add allergies that are not found in the list). When users add items on an ad hoc
basis in a patient’s chart in Patient Manager, they are not added to this list.

Adding an Allergy to the Allergy List

To add an allergy to the Allergy list:

1. Click the Clinical Assessment tab then click the Allergies icon.
The Allergies list opens (see Figure 7-1).

7-2 Data Administration Reference Guide

 Click Edit to add allergy

Figure 7-1 Allergies List

2. Click Edit.
The Allergies dialog box opens (see Figure 7-2).

Managing Clinical Assessment Information 7-3

 Click New to
add a pending
row then type the
new allergy name

Click to choose
the allergy type

Type allergy
description

Figure 7-2 Allergies Dialog Box

3. Click New to add a row.

4. From the Allergy Type list, select the allergy type.
5. In the Allergy Description text box, type the name of the allergy.
6. To add another allergy, repeat step 3 through step 5.
7. Click Apply.
8. Click OK to save.

7-4 Data Administration Reference Guide

Editing an Allergy in the Allergy List
You can edit the allergy type and the allergy name.

To edit an allergy in the Allergy list:

1. Click the Clinical Assessment tab then click the Allergies icon.
The Allergies list opens (see Figure 7-1).
2. Click Edit.
The Allergies dialog box opens (see Figure 7-2).
3. Select the allergy you want to edit.
4. In the Details area, edit the information as needed.
5. To edit another allergy, repeat step 2 and step 4.
6. Click OK to save.

Deleting an Allergy from the Allergy List

To delete an allergy from the Allergy list:

1. Click the Clinical Assessment tab then click the Allergies icon.
The Allergies list opens (see Figure 7-1).
2. Click Edit.
The Allergies dialog box opens (see Figure 7-2).
3. Select the allergy you want to delete, and click Delete. To delete another
allergy, repeat this step.
4. Click OK to save.

Managing Clinical Assessment Information 7-5

Managing the Comments List
You use the Comments dialog box to manage the list of comments that is
available in Patient Manager. Each hospital on the network has its own list of
comments. These comments assist users who are entering comments about
routine activities by allowing users to select from a list of canned text. For
example, you can create a Physical Exam type comment that includes the text:
Discussed results of physical exam with patient. Without such a list, users will
have to manually enter all instructions, notations, and comments.

Adding a Comment to the Comments List

To add a comment to the Comment list:

1. Click the Clinical Assessment tab then click the Comments icon.
The Comments list opens (see Figure 7-3).

Select the hospital then click

Edit to add comments

Figure 7-3 Comments List

2. From the Hospital list, select the appropriate hospital.

3. Click Edit.
The Comments dialog box opens (see Figure 7-4).

7-6 Data Administration Reference Guide

 Click New to add comments

Figure 7-4 Comments Dialog Box

4. Click New to add a row.

5. Complete the following information.

Comment Type list Required. Select the type of comment

you are adding.
Short Description text box Required. Type a short description of
the comment text.
Comment Text text box Required. Type the actual comments.
Start on a new line check Select the check box when the comment
box text is to start on a new line when a user
selects it to be a part of the comment
being entered in Patient Manager.

Managing Clinical Assessment Information 7-7

 6. To add another comment, repeat step 4 and step 5.
7. Click OK to save.

Editing a Comment to the Comments List

To edit a comment in the Comment list:

1. Click the Clinical Assessment tab then click the Comments icon.
The Comments list opens (see Figure 7-3).
2. From the Hospital list, select the appropriate hospital.
3. Click Edit.
The Comments dialog box opens (see Figure 7-4).
4. Select the comment you want to change and in the Details area, edit the
information as needed. To edit additional comments, repeat this step.
5. Click OK to save.

Deleting a Comment from the Comments List

To delete a comment from the Comment list:

1. Click the Clinical Assessment tab then click the Comments icon.
The Comments list opens (see Figure 7-3).
2. From the Hospital list, select the appropriate hospital.
3. Click Edit.
The Comments dialog box opens (see Figure 7-4).
4. Select the comment you want to delete, and click Delete. To delete
additional comments, repeat this step.
5. Click OK to save.

7-8 Data Administration Reference Guide

Managing Diagnoses
You can manage:
■ Diagnosis Methods (see “Managing Diagnosis Methods” on page 7-9)
■ Diagnosis Code Types (see “Managing Diagnosis Code Types” on
page 7-13)
■ Diagnosis Codes (see “Managing Diagnosis Codes” on page 7-15)

You can also select the default code type for diagnosis searches.

Managing Diagnosis Methods

You can manage the list of diagnosis methods that is available in Patient
Manager. This list is shown on the Diagnosis > Definition tabs in Patient
Manager and is used to provide information about the method used to diagnose
the patient. This list is available for all of the hospitals on the network.

Adding a Diagnosis Method

To add a diagnosis method:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Method tab.
The Diagnosis Method list opens (see Figure 7-5).

Managing Clinical Assessment Information 7-9

 Click Edit to add a
diagnosis method

Figure 7-5 Diagnosis Method List

3. Click Edit.
The Diagnosis Methods dialog box opens (see Figure 7-6).

7-10 Data Administration Reference Guide

 Click New to add a diagnosis method

Figure 7-6 Diagnosis Methods Dialog Box

4. Click New.
A row is added to the bottom of the Diagnosis Methods list.
5. In the Diagnosis Method column, type the name of the new method.
6. In the Status column, leave the status Active.
7. Repeat step 4 and step 6 for each diagnosis method you want to add.
8. Click OK to save.

Managing Clinical Assessment Information 7-11

 Editing a Diagnosis Method

To edit a diagnosis method:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Method tab.
The Diagnosis Method list opens (see Figure 7-5).
3. Click Edit.
The Diagnosis Methods dialog box opens (see Figure 7-6).
4. Find the diagnosis method you want to change, and edit the information as
needed.
5. Click OK to save.

Inactivating a Diagnosis Method

You can inactivate a diagnosis method if you no longer use it.

To inactivate a diagnosis method:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Method tab.
The Diagnosis Method list opens (see Figure 7-5).
3. Click Edit.
The Diagnosis Methods dialog box opens (see Figure 7-6).
4. Find the diagnosis method you want to inactivate, and in the Status
column, select Inactive from the list.
5. Click OK to save.

7-12 Data Administration Reference Guide

Managing Diagnosis Code Types
You use Data Administration to manage the list of code types that is available
in Patient Manager. This Diagnosis Code Type list is shown on
diagnosis-related tabs and dialog boxes in Patient Manager. This Code Type
list also appears on the Search for Diagnosis/Problem Code dialog box in
Patient Manager.
Note: By default, ICD-10 and ICD-9-CM are included in the list
unless inactivated. Each additional code type that has been
user-created is also included in the list.

Adding a Diagnosis Code Type

To add a diagnosis code type:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Code Type tab.
The Diagnosis Code Type list opens (see Figure 7-7).

Click Edit to add a

diagnosis code type

Figure 7-7 Diagnosis Code Type List

3. Click Edit.
The Diagnosis Code Types dialog box opens (see Figure 7-8).

Managing Clinical Assessment Information 7-13

 Click New to add a
diagnosis code type

Figure 7-8 Diagnosis Code Types Dialog Box

4. Click New.
A row is added to the top of the Diagnosis Code Types list.
5. In the Diagnosis Code Type column, type the new diagnosis code type.
6. In the Status column, leave the status Active.
7. Click OK to save.

Inactivating a Diagnosis Code Type

To inactivate a diagnosis code type:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Code Type tab.
The Diagnosis Code Type list opens (see Figure 7-7).
3. Click Edit.
The Diagnosis Code Types dialog box opens (see Figure 7-8).

7-14 Data Administration Reference Guide

 4. In the Status column, select Inactive from the list.
5. Click OK to save.

Managing Diagnosis Codes

You can manage the list of diagnosis codes associated with a selected code
type that is available in Patient Manager. This list is available during searches
on the Search for Diagnosis/Problem Code dialog box in Patient Manager.

Adding a Diagnosis Code

Note: You cannot add a diagnosis code to ICD-9-CM and ICD-10
diagnosis code types.
To add a diagnosis code:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Code tab.
The Diagnosis Code list opens (see Figure 7-9).

Select the diagnosis code Click Edit to add a

type you want to associate diagnosis code
with the diagnosis code

Figure 7-9 Diagnosis Code List

Managing Clinical Assessment Information 7-15

 3. From the Diagnosis Code Type list, select the diagnosis code type you
want to associate with the diagnosis code.
4. Click Edit.
The Diagnosis Codes dialog box opens and shows all of the information
specific to the diagnosis code currently selected in the list (see
Figure 7-10).

Click New to add

a diagnosis code

Figure 7-10 Diagnosis Codes Dialog Box

5. Click New.
A row is added to the bottom of the Diagnosis Code list.

7-16 Data Administration Reference Guide

 6. In the Details area, complete the following information.

Diagnosis Code text Required. Type the custom code number. In

box Modify mode, this field is disabled. If the
number is incorrect, the custom code can be
inactivated.
Code Type list The selected diagnosis code type defaults in
the disabled field and serves as a reference.
Code Description text Required. Type the description. You can
box modify the description for a custom code.
Clinical Description Required. Type the description. You can
text box modify the description for all codes.

Note: The clinical description is shown in

the patient’s chart.
Status list In New mode, the default is Active, and the
list is disabled. In Modify mode, you can
inactivate a custom code. Inactive codes are
not available in Patient Manager’s Search
for Diagnosis/Problem Code dialog box.
Inactivating a custom code will not have any
impact on existing patient data.

Managing Clinical Assessment Information 7-17

 Gender Restriction In New mode, the default is No Restriction.
list The other options are Female Patients Only
and Male Patients Only. The relevant
restriction defaults when an ICD-10 or
ICD-9-CM code is selected. In Patient
Manager, when a user tries to apply a
gender-specific code to a patient, the
patient’s gender will be validated. When
there is an inconsistency, the user will be
notified.
Custom Diagnosis This check box is disabled by default. When
Code check box a custom code is selected, the check box is
selected. The check box is not selected when
either the ICD-10 or ICD-9-CM code type is
selected.

7. Click OK to save.

Editing a Diagnosis Code

To edit a diagnosis code:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Code tab.
The Diagnosis Code list opens (see Figure 7-9).
3. From the Diagnosis Code Type list, select the diagnosis code type.
4. Click Edit.
The Diagnosis Codes dialog box opens (see Figure 7-10).
5. Find the diagnosis code you want to change, and edit the information as
needed.
6. Click OK to save.

7-18 Data Administration Reference Guide

 Inactivating a Diagnosis Code
Note: You cannot inactivate ICD-9-CM and ICD-10 diagnosis codes.

To inactivate a diagnosis code:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Diagnosis Code tab.
The Diagnosis Code list opens (see Figure 7-9).
3. From the Diagnosis Code Type list, select the diagnosis code type.
4. Click Edit.
The Diagnosis Codes dialog box opens (see Figure 7-10).
5. Find the diagnosis code you want to inactivate, and in the Status column,
choose Inactive from the list.
6. Click OK to save.

Selecting the Default Code Type for Diagnosis Searches

If your hospital or clinic uses a specific Code Type more often than others, you
can make that Code Type the default in Patient Manager’s Search for
Diagnosis/Problem Code dialog box.

To select the default ICD code type:

1. Click the Clinical Assessment tab then click the Diagnosis icon.
2. Click the Default Diagnosis Code Type tab.
The Default Diagnosis Code Type list opens (see Figure 7-11).

Managing Clinical Assessment Information 7-19

 Select the hospital then select the default diagnosis code type

Figure 7-11 Default Diagnosis Code Type List

3. From the Hospital list, select the appropriate hospital.

4. From the Default Diagnosis Code Type list, selected the preferred type.
5. Click Save on the toolbar.

Managing the Drug Formulary and Drug Categories

You can create and manage the drug formulary for each hospital on the
network. The drug formulary is available in Patient Manager’s Drug Selection
dialog box when ordering drugs. If you do not create a drug formulary, your
users will need to add all of the drugs manually.

You can also download the U.S. Food and Drug Administration’s (FDA) drug
database then update the list as updates become available. This will help
provide your Patient Manager users with a comprehensive, searchable, and
current drug database.

You use Drug Formulary Categories to create and manage the categories of
drugs from the formulary for each hospital on the network. Categories enable
users to search for drugs in the formulary more quickly. The same drug can be
added to multiple categories, when applicable. The categories are available in
Patient Manager’s Drug Selection dialog box when ordering drugs.

7-20 Data Administration Reference Guide

Managing the FDA Drug List
You can download the U.S. Food and Drug Administration’s (FDA) drug
database into the drug formulary to provide Patient Manager and Data
Administration users with a comprehensive, searchable, and current drug
database. You can then download any updates to the FDA drug list as they
become available.
Note: Before users in Patient Manager and Data Administration can
search the Drugs@FDA database, you must set the database as
the default drug database. For more information, see “Setting
the Drugs@FDA Database as the Default Database” on
page 7-27.

Managing Clinical Assessment Information 7-21

 About Downloading the FDA Drug List

The FDA updates and publishes their drug list on a regular basis at their
Drugs@FDA Web site. You should check the Web site regularly to check for
any updates.

When you download the FDA Drug List, the following steps occur:
■ Update file is validated.
■ Data from the update file is loaded into memory.
■ Data from the update file is processed.
■ Existing data is deleted.
■ New data is inserted.
■ Updated data is saved to the database.
A download can be unsuccessful for the following reasons:
■ Product.txt file specified does not exist.
■ Product.txt file does exist, but not in the layout expected.
■ Product.txt file could not be read because it was locked.
■ path in the Full Path of Product Data File field was in invalid.
■ Deletion from or the saving to the database failed.

Downloading the FDA Drug List

To download the FDA Drug List:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Formulary tab.
The Drugs Formulary list opens (see Figure 7-12).

7-22 Data Administration Reference Guide

 Figure 7-12 Drugs Formulary List

3. Click the Drugs@FDA button.

The Drugs@FDA Update dialog box opens (see Figure 7-13).

Managing Clinical Assessment Information 7-23

Default address of the Drugs@FDA Web site.

Prior to the initial download, these text boxes will be blank.

Last path used.

Figure 7-13 Drugs@FDA Update Dialog Box

4. Click to go to the Drugs@FDA Web site.

5. Click the Download the Drugs@FDA Data File link to download the
data file.
6. Save the zip file to your network or workstation.
7. Unzip the file into the directory of your choice.
Note: Although several files are included in the download, you will
only use the Product.txt file. If you like, you can delete the
others.

7-24 Data Administration Reference Guide

 8. In the Full path of product data file text box, type the path to the
Product.txt data file, or click to navigate to the data file.
9. Click Update Now.
When the update process is completed, the Update Now button becomes
disabled (see Figure 7-14), and the following additional information is
displayed in the Drugs@FDA Update dialog box.
Note: If the update failed, see “About Downloading the FDA Drug
List” on page 7-22 for possible reasons.

■ Update Results Area: Includes the default current date and time, and
any messages, warnings, errors, and steps that occurred during the
update process.

■ Updated FDA Drugs Area: Includes a list of the FDA drug data that
has been successfully loaded into your database from the specified
update file.

Managing Clinical Assessment Information 7-25

 Includes the date of the Includes the date and
Product.txt file that time that the last
was last downloaded. update was run.

Includes the steps that occurred Includes the FDA data that was updated.
occurred in the update process.

Figure 7-14 Drugs@FDA Update Dialog Box, Update Results

10. Click Close to close the Drugs@FDA Update dialog box.

7-26 Data Administration Reference Guide

 Setting the Drugs@FDA Database as the Default Database

Before users in Patient Manager and Data Administration can search the
Drugs@FDA database, you must set the database as the default drug database.

To set the Drugs@FDA database as the default database:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the General tab.
3. Select the check box Use Drugs@FDA as the default drug database.
The Drugs@FDA database is now available to your Patient Manager and
Data Administration users.

Adding a Drug to the Drug Formulary

To add a drug to the Drug Formulary:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Formulary tab.
The Drugs Formulary list opens (see Figure 7-12).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Drug Formulary dialog box opens (see Figure 7-15).

Managing Clinical Assessment Information 7-27

 Figure 7-15 Drug Formulary Dialog Box

5. Click New.
A row is added to the top of the Drug Formulary list.
6. In the Drug Name text box, type the name of the drug. To search for the
drug in the Drug Formulary or the FDA drug list, do the following:
a. To search for the drug in the Drug Formulary, click the Search icon
to the right of the Drug Name text box. To search for the drug in
the FDA drug list, click Drug List.
Note: The Drug List button only displays when the FDA drug list is
selected as the default drug database.
The Drug Selection dialog box opens (see Figure 7-20).

7-28 Data Administration Reference Guide

 Figure 7-16 Drug Selection Dialog Box

b. In the Drug Name text box, type at least the first two letters of the drug
name.
c. From your search results, select the drug you want, and click OK.

Managing Clinical Assessment Information 7-29

 7. Complete the following information.

Strength text box Type the strength of the drug. This text box
corresponds with the Unit of Measure list.

Unit of Measure list Select the unit of measure for the drug, for
example, mg/dose. This list corresponds
with the Strength text box.

Form text box Select the form of the drug, for example,
capsule or cream.

Route list Required. Select the way this drug will be

administered, for example, oral or topical.

8. To add another drug, repeat step 5 through step 7.

9. Click OK to save.

Editing a Drug in the Drug Formulary

To edit a drug in the drug formulary:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Formulary tab.
The Drugs Formulary list opens (see Figure 7-12).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Drug Formulary dialog box opens (see Figure 7-15).
5. In the Drug Search text box, type the name of the drug you want to change.
6. In the search results list, select the drug you want to change.
7. Edit the information as needed.
8. Click OK to save.

7-30 Data Administration Reference Guide

Deleting a Drug from the Drug Formulary
To a delete drug from the Drug Formulary:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Formulary tab.
The Drugs Formulary list opens (see Figure 7-12).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Drug Formulary dialog box opens (see Figure 7-15).
5. In the Drug Search text box, type the name of the drug you want to find.
6. From the search results list, select the drug/details you want to delete, and
click Delete.
7. Repeat step 5 and step 6 for each drug you want to delete.
8. Click OK to save.

Creating a Drug Formulary Category

To create a Drug Formulary category:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Categories tab.
The Drug Categories list opens (see Figure 7-17).

Managing Clinical Assessment Information 7-31

 Select the hospital then click Edit to add a drug category

Figure 7-17 Drug Categories List

3. From the Hospital list, select the appropriate hospital.

4. Click Edit
The Drug Formulary Categories dialog box opens (see Figure 7-18).

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 Click New to add a drug category

Figure 7-18 Drug Formulary Categories Dialog Box

5. Click New to add a row.

6. In the Drug Category text box, type the name of the drug category.
7. From the Available list, select the drug you want to add to the category,
and click the right arrow to move it to the Selected list. To add multiple
drugs, hold down the Ctrl key, select additional drugs, and click the right
arrow to move them to the Selected list.
8. Click OK to save.

Managing Clinical Assessment Information 7-33

Editing a Drug Formulary Category
To edit a Drug Formulary category:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Categories tab.
The Drug Categories list opens (see Figure 7-17).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit
The Drug Formulary Categories dialog box opens (see Figure 7-18).
5. In the Drug Category list, find the drug category you want to change, and
in the Details area, edit the information as needed.
6. Click OK to save.

Deleting a Drug Formulary Category

To delete a Drug Formulary category:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click the Categories tab.
The Drug Categories list opens (see Figure 7-17).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit
The Drug Formulary Categories dialog box opens (see Figure 7-18).
5. In the Drug Category list, select the category you want to delete, and click
Delete.
6. In the confirmation dialog box, click Yes.
7. Click OK to save.

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Managing the Master Favorite Drugs List
You can create and manage a master list of favorite drugs for the network.
Favorite Drugs are drugs that are frequently ordered by physicians and
advanced practitioners (for example, analgesics, antiemetics, growth factors,
anti-infectives, and skin preparations). You can create the list from the drug
formulary and/or the FDA drug list. The list can have multiple entries of the
same drug, with varying course descriptions.

Drugs can be added to the master list while writing drug orders through Patient
Manager’s Select Favorite Drug dialog box.
Note: Before favorite drugs will be available through Patient
Manager’s Select Favorite Drug dialog box, favorite drug lists
must be created for physicians and advanced practitioners.

Adding a Drug to the Master Favorite Drugs List

To add a drug to the master favorite drug list:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click Favorite Drugs.
The Favorite Drugs dialog box opens (see Figure 7-19).

Managing Clinical Assessment Information 7-35

 Figure 7-19 Favorite Drugs Dialog Box

3. Click the Master Favorite Drugs tab.

4. Click New.
A row is added to the Master Favorite Drugs list, and the text boxes and
lists in the Details area become active.
5. In the Drug text box, type the name of the drug, or search for the drug in
the drug formulary and/or the FDA drug list by doing the following:
a. Click the Search icon to the right of the Drug text box.
The Drug Selection dialog box opens (see Figure 7-20).

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 Figure 7-20 Drug Selection Dialog Box

b. In the Category list, choose a category from which to search. To search

all categories in both the drug formulary and the FDA drug list, choose
(All).
c. To search only the drug formulary, select the Formulary Only check
box; to search both the drug formulary and the FDA drug list, clear the
check box.
Note: This check box displays only when the selected hospital had
implemented the FDA drug list.
d. In the Drug Name text box, type at least the first two letters of the drug
name.
e. From your search results, select the drug you want, and click OK.

Managing Clinical Assessment Information 7-37

 6. Complete the following information.

Strength text box Type the strength of the drug, or click to

select a strength from the Strength Selection
dialog box. To clear the Strength and Unit
selections, click . This text box
corresponds with the Unit of Measure list.

Unit of Measure list Select the unit of measure for the drug, for
example, mg/dose, or type the unit of
measure. To clear the Strength and Unit
selections, click . This list corresponds
with the Strength text box.

Dose text box Required. Type the dose.

Range text box Type the range.

Unit list Select the unit measure for the drug, for
example, mg/top.

Form list Required. Select the form of the drug, for

example, capsule or cream.

Route list Required. Select the way the drug is

administered, for example, oral or topical.

Take As Directed Select to type specific instructions, or click

check box Note to select a note from a list. When
selected, the Frequency fields no longer
appear in the dialog box.

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 Frequency list Required. This list appears only when the
Take As Directed check box is not selected.
Select the frequency’s relevant unit of
measure.

Duration text box Required. This list appears only when the
Take As Directed check box is not selected.
Type the number. Completing the Duration
is optional when ordering a PRN drug with
either of the Pickup types.

Unit list Required. Select the duration’s relevant unit

of measure. This list appears only when the
Take As Directed check box is not selected.

Days of Week list This list appears only when the Take As
Directed check box is not selected. Select
the days of the weeks.

Weekly Freq. list This list appears only when the Take As
Directed check box is not selected. Select
the weekly frequency.

PRN check box This list appears only when the Take As
Directed check box is not selected. Select
this check box when this drug was ordered as
PRN.

Admin Instructions This list appears only when the Take As

icon Directed check box is not selected. Click the
Note icon to type administration instructions
when needed. This icon is available when it
is relevant to enter such instructions for a
drug prescribed by the primary health care
provider.

Managing Clinical Assessment Information 7-39

 Quantity text box Type the quantity.

Volume text box Type the number when entering the quantity.

Unit list Select the unit of measure when entering the

quantity.

Substitutes Allowed Select to allow substitutes; clear to not allow

check box substitutes. Clearing the check box
automatically opens the Reason For No
Substitutes dialog box to record the reason
for no substitutions. When a reason is
entered, the icon appears next to the check
box.

Type list Select the type.

Refills check box This field only appears when either of the
two Pickup types are selected. Select the
check box if this drug includes refills, and
type the number of refills allowed. Clear the
check box if this drug includes no refills.

7. Repeat step 4 through step 6 for each drug you want to add.
8. Click OK to save.

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Editing a Drug in the Master Favorite Drugs List
When you make changes to drugs in the master favorite drug list, those changes
are automatically updated in each of the providers’ favorite drug lists.

To edit a drug in the Master Favorite Drugs list:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click Favorite Drugs.
The Favorite Drugs dialog box opens (see Figure 7-19).
3. Click the Master Favorite Drugs tab.
4. In the drug Description list, select the drug you want to change, and in the
Details area, edit the information as needed.
5. Click OK to save.

Deleting a Drug from the Master Favorite Drugs List

Note: You can delete a drug from the master list, but only if the drug
has not been placed on any provider’s favorite drug list. In this
case, remove the drug from each provider’s list first then delete
the drug from the master list.

To delete a drug from the Master Favorite Drugs list:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click Favorite Drugs.
The Favorite Drugs dialog box opens (see Figure 7-19).
3. Click the Master Favorite Drugs tab.
4. Select the drug you want to delete, and click Delete.
5. In the confirmation dialog box, click Yes.
6. Click OK to save.

Managing Clinical Assessment Information 7-41

Managing the User Favorite Drugs List
You can create and manage the favorite drugs that physicians and advanced
practitioners order regularly (for example, analgesics, antiemetics, growth
factors, anti-infectives, and skin preparations). This list is most often a subset
of the master list of favorite drugs. You can also group drugs in the Selected
list.

The user’s favorite drugs list is available in Patient Manager’s Select Favorite
Drug dialog box.

Adding a Drug to the User Favorite Drugs List

To add a drug to the User Favorite Drugs list:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click Favorite Drugs.
The Favorite Drugs dialog box opens (see Figure 7-19).
3. Click the User Favorite Drugs tab.
The User Favorite Drugs list opens (see Figure 7-21).

7-42 Data Administration Reference Guide

 Select the user, select the drug in the Available list,
and click the right arrow

Figure 7-21 User Favorite List

4. From the User list, select the user for whom you want to add the drug.
5. From the Available list, select the drug you want to add, and click the right
arrow to add it to the Selected list.
6. To group drugs, do the following:
a. In the Group text box, type the name of the group you want to add.
b. In the Selected list, select the drug(s) that you want to add to the new
or existing group.
c. Click Group.
7. To move a drug out of a group, in the Selected list, select the drug(s) you
want to move, and click Ungroup.
8. Click OK to save.

Managing Clinical Assessment Information 7-43

Editing a Drug in the User Favorite Drugs List
To edit a drug in the Favorite Drug list for providers, edit the drug in the Master
Favorite Drugs list (see “Editing a Drug in the Master Favorite Drugs List” on
page 7-41). Any changes made to drugs in the master favorite drug list
automatically updates the drugs in each of the provider’s favorite drug lists.

Deleting a Drug from the User Favorite Drugs List

To delete a drug from the User Favorite Drugs list:

1. Click the Clinical Assessment tab then click the Drugs icon.
2. Click Favorite Drugs.
The Favorite Drugs dialog box opens (see Figure 7-19).
3. Click the User Favorite Drugs tab.
The User Favorite Drugs list opens (see Figure 7-21).
4. In the User list, select the user for whom you want to delete the drug.
5. In the Selected list, select the drug(s) you want to delete, and click the left
arrow to move the drug(s) from the Selected list to the Available list.
6. Click OK to save.

Managing the Education/Counseling Session List

You use the Education/Counseling feature to manage a variety of
education/counseling sessions for each hospital on the network. This list would
include a variety of types of sessions commonly conducted by staff and those
types can be further defined by more specific activities.

The types and activities populate the respective lists in Patient Manager’s
Education/Counseling dialog box. Without a list, users will have to manually
add the activity each time they document such a session. Users can also add
activities that are not found in the list but are applicable to a particular patient.
When users add items on an ad hoc basis in a patient’s chart, they are not added
to this list.

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Adding an Education/Counseling Session
To add an education/counseling session:

1. Click the Clinical Assessment tab then click the Education/Counseling

icon.
The Education/Counseling list opens (see Figure 7-22).

Select the hospital then click Edit to add an education/counseling session

Figure 7-22 Education/Counseling List

2. From the Hospital list, select the appropriate hospital.

3. Click Edit.
The Education/Counseling dialog box opens (see Figure 7-23).

Managing Clinical Assessment Information 7-45

 Click New to
add a session

Figure 7-23 Education/Counseling Dialog Box

4. Click New.
A row is added to the top of the Education/Counseling list.
5. In the Type column, type the name of education/counseling session, or
select the type from the list.
6. In the Activity column, type the name of the activity.
7. In the Status column, leave the status Active.
8. To add another education/counseling session, repeat step 4 through step 7.
9. Click OK to save.

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Editing an Education/Counseling Session
To edit an education/counseling session:

1. Click the Clinical Assessment tab then click the Education/Counseling

icon.
The Education/Counseling list opens (see Figure 7-22).
2. From the Hospital list, select the appropriate hospital.
3. Click Edit.
4. Find the Education/Counseling session you want to change, and edit the
information as needed.
5. Click OK to save.

Inactivating an Education/Counseling Session

To inactivate an education/counseling session:

1. Click the Clinical Assessment tab then click the Education/Counseling

icon.
The Education/Counseling list opens (see Figure 7-22).
2. From the Hospital list, select the appropriate hospital.
3. Click Edit.
4. Find the Education/Counseling session you want to change, and in the
Status column, select Inactive from the list.
5. Click OK to save.

Managing Clinical Assessment Information 7-47

Managing the Medical Problems History List
You can create and manage a list of medical problems for each hospital on the
network. These lists are available through Patient Manager’s Patient History
dialog box’s Medical and Family tabs, and they help users quickly select
information when documenting a patients medical problems and family
history. Without developing these lists, users entering a patient’s medical
problems and/or the family history will have to add each one manually. Users
can also add medical problems that are not found in the list, but are applicable
to a particular patient. When users add items on an ad hoc basis in a patient’s
chart they are not added to this list.

Adding a Medical Problem

To add a medical problem:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Medical Problems tab.
The Medical Problems list opens (see Figure 7-24).

Select the hospital then click Edit to add a medical problem

Figure 7-24 Medical Problems List

7-48 Data Administration Reference Guide

 3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Medical History List dialog box opens to the Medical Problems tab
(see Figure 7-25).

Click New to add

a medical problem

Click Add Default

if the medical list
is blank

Figure 7-25 Medical History List Dialog Box, Medical Problems Tab

5. If the Medical Problem list is blank, click Add Defaults.

6. Click New.
A row is added to the bottom of the Medical Problems list.
7. In the Active column, leave the Active check box selected.
8. In the Medical Problem column, type the name of the medical problem.

Managing Clinical Assessment Information 7-49

 9. In the Sort column, change the sort number as needed.
Note: This sort order determines the order of the list in Patient
Manager. The numbers default in increments of 10. When you
change a sort number and go to another text box, the list is
automatically re-sorted.
10. If this problem is not to be part of one of these two lists, clear the
Medical Hx or Family Hx check box.
11. Repeat step 6 through step 10 for each medical problem you want to add.
12. Click OK to save.

Editing a Medical Problem

To edit a medical problem:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Medical Problems tab.
The Medical Problems list opens (see Figure 7-24).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Medical History dialog box opens (see Figure 7-25).
5. Find the medical problem you want to change, and edit the information as
needed.
6. To re-sort the medical problems list, click Sort.
7. Click OK to save.

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Inactivating a Medical Problem
To inactivate a medical problem:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Medical Problems tab.
The Medical Problems list opens (see Figure 7-24).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Medical History dialog box opens (see Figure 7-25).
5. Find the medical problem you want to inactivate, and in the Active
column, clear the check box.
6. To re-sort the medical problems list, click Sort.
7. Click OK to save.

Managing the Surgical/Procedures History List

You can create and manage a list of surgeries and procedures for each hospital
on the network. These lists are available through Patient Manager’s Patient
History dialog box’s Medical tab, and they help users quickly select
information when documenting a patients surgical/procedural history. Without
developing this list, users entering a patient’s procedures/surgeries history will
have to add each one manually. Users can also add procedures/surgeries that
are not found in the list, but are applicable to a particular patient. When users
add items on an ad hoc basis in a patient’s chart, they are not added to this list.

Managing Clinical Assessment Information 7-51

Adding a Surgery or Procedure
To add a surgery or procedure:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Surgical/Procedures tab.
The Surgical/Procedures list opens (see Figure 7-26).

Select the hospital then click Edit to add a surgery or procedure

Figure 7-26 Surgical/Procedures List

3. From the Hospital list, select the appropriate hospital.

4. Click Edit.
The Medical History List dialog box opens to the Surgical/Procedures tab
(see Figure 7-27).

7-52 Data Administration Reference Guide

 Click New to add
a surgery or
procedure

Click Add Default

if the Surgical/
Procedures list
is blank

Figure 7-27 Medical History List Dialog Box, Surgical/Procedures Tab

5. If the Surgical/Procedures list is blank, click Add Default.

6. Click New.
A row is added to the bottom of the Surgical/Procedures list.
7. In the Active column, leave the check box selected.
8. In the Surgical/Procedures column, type the name of the
surgical/procedure.
9. In the Sort column, change the sort number as needed.
Note: This sort order determines the order of the list in Patient
Manager. The numbers default in increments of 10. When you
change a sort number and go to another text box, the list is
automatically re-sorted.

Managing Clinical Assessment Information 7-53

 10. Repeat step 6 through step 9 for each surgical/procedure you want to add.
11. To re-sort the surgical/procedure, change the sort number in one or more
rows, and click Sort. Repeat this step when additional re-sorting is
necessary.
12. Click OK to save.

Editing a Surgery or Procedure

You can change the surgery or procedure name and the sort order.

To edit a surgery or procedure:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Surgical/Procedure tab.
The Surgical/Procedures list opens (see Figure 7-26).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Medical History dialog box opens to the Surgical/Procedures tab
(see Figure 7-27).
5. Find the surgery or procedure you want to change, and edit the name as
needed.
6. To re-sort a category’s list of descriptions, select the category from the list,
change the sort number in one or more rows, and click Sort.
7. Click OK to save.

Inactivating a Surgery or Procedure

To inactivate a surgery or procedure:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Surgical/Procedure tab.
The Surgical/Procedures list opens (see Figure 7-26).

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 3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Medical History dialog box opens to the Surgical/Procedures tab
(see Figure 7-27).
5. Find the surgery or procedure you want to inactivate, and in the Active
column, clear the check box.
6. To re-sort a category’s list of descriptions, select the category from the list,
change the sort number in one or more rows, and click Sort.
7. Click OK to save.

Managing the Social History List

You can create and manage a number of lists related to a patient’s social history
for each hospital on the network. These lists are available through Patient
Manager’s Patient History dialog box’s Medical tab, and they help users
quickly select information when documenting a patient’s social history.
Without developing this list, users entering a patient’s social history will have
to add each one manually. Users can also add descriptions that are not found in
the list, but are applicable to a particular patient. When users add items on an
ad hoc basis in a patient’s chart, they are not added to this list.

Adding a Social History

To add a social history:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Social tab.
The Social list opens (see Figure 7-28).

Managing Clinical Assessment Information 7-55

 Select the hospital then click Edit to add a medical problem

Figure 7-28 Social List

3. From the Hospital list, select the appropriate hospital.

4. Click Edit.
The Social History List dialog box opens (see Figure 7-29).

7-56 Data Administration Reference Guide

 Select a Social History
category then click
New to add a list item

If Social History list

is blank, click
Add Defaults

Figure 7-29 Social History List Dialog Box

5. If the Social History list is blank, click Add Defaults.

6. In the Category Description list, select the category to which you want to
add the new social history list item.
7. Click New.
A row is added to the bottom of the Description list.
8. In the Active column, leave the check box selected.
9. In the Description column, type the name of the social history.

Managing Clinical Assessment Information 7-57

 10. To re-sort the medical problems, change the sort number in one or more
rows, and click Sort.
Note: This sort order determines the order of the list in Patient
Manager. The numbers default in increments of 10. When you
change a sort number and go to another text box, the list is
automatically re-sorted.
11. Repeat step 7 through step 10 for each medical problem you want to add.
12. Click OK to save.

Inactivating a Social History

To inactivate a social history:

1. Click the Clinical Assessment tab then click the Medical/Social History
icon.
2. Click the Social tab.
The Social list opens (see Figure 7-28).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Social History List dialog box opens (see Figure 7-29).
5. In the Category area, select the category that includes the social history
you want to inactive.
6. In the Details area, in the Active column, clear the check box.
7. Click OK to save.

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Managing Patient Document Templates and Types
You can create and manage a list of patient document templates to meet the
needs of your clinical processes. The content of a template can be a
combination of text and data tags. When a template is used as the basis of a
patient document in Patient Manager, the tags automatically appear in the
document with the respective patient data from the patient’s chart. Upon
completion, the templates are listed on the Document Template Select dialog
box in Patient Manager.
Note: Document templates, including those with data tags and
navigational tags, are only relevant to hospitals that licensed
Dynamic Documents for patient documentation in Patient
Manager. Even if you have a Microsoft® Word® license,
templates with such tags will not function in Patient Manager.

Before you can create a patient document template, you must first create a list
of document types for each hospital on the network. The document types list
appears in the lists of the same name in dialog boxes that are related to patient
documentation in Patient Manager and in Data Administration’s Document
Template dialog box.
Notes: At least one document type is required before patient templates
can be created in Data Administration for the selected hospital
and before users can enter patient documents in Patient
Manager.

Creating a List of Document Types

Before you can create a patient document template, you must have at least one
document type for each hospital on the network.

To create a list of document types:

1. Click the Clinical Assessment tab then click the Patient Documents icon.
2. Click the Document Types tab.
3. From the Hospital list, select the appropriate hospital.
The Selected Document Types list opens (see Figure 7-30).

Managing Clinical Assessment Information 7-59

 Select the hospital then click Edit to add a document type

Figure 7-30 Selected Document Types List

4. Click Edit.
The Document Types dialog box opens (see Figure 7-30).

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 Select the document type then click the right arrow

Click New to add a new document type

Figure 7-31 Document Types Dialog Box

5. To add a document type from the Available Document Types list, select
the document type you want to add, and click the right arrow to move it to
the Selected Document Types list. To add multiple document types, hold
down the Shift key, click the starting row then click the ending row. To
select multiple, discrete rows, hold down Ctrl then click each row.
6. To create a new document type:
a. Click the New button.
The New Document Type dialog box opens (see Figure 7-32).

Managing Clinical Assessment Information 7-61

 Figure 7-32 New Document Type Dialog Box

b. In the Document Type text box, type the name of the new document
type.
c. Click OK.
The new document type is added to the Selected Document Types list.
7. To remove a document type, from the Selected Document Types list, select
the document type you want to remove, and click the left arrow to move it
to the Available Document Types list. To remove multiple document
types, hold down the Shift key, click the starting row then click the ending
row. To select multiple, discrete rows, hold down Ctrl then click each row.
8. Click OK to save.

Creating a Document Template

When creating a document template, you can insert a sample document
template that you can edit for your own use, or you can create a new template
from scratch. You must create at least one document type before you can create
a document template. For information on document types, see “Creating a List
of Document Types” on page 7-59.

To create a document template:

1. Click the Clinical Assessment tab then click the Patient Documents icon.
2. Click the Document Templates tab.
The Document Templates list opens (see Figure 7-33).

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 Select the hospital, select the
template you want to copy
and click Copy

Figure 7-33 Document Templates List

3. From the Hospital list, select the appropriate hospital.

4. Click New.
The Document Template dialog box opens (see Figure 7-34).

Managing Clinical Assessment Information 7-63

 Type the new template name Select the section to enable the
and select the document type category list and populate the
enable the Component text box

Document page

Figure 7-34 Document Template Dialog Box

Note: For a detailed description of the text boxes and lists in the
Document Template dialog box, see step 8.
5. In the Name text box, type a name for the new template.
6. In the Document Type list, select the document type.
7. Begin typing your document. To insert a sample document template that
you can edit for your own use, do the following:
a. From the Microsoft Word toolbar, click Insert File (the paperclip
icon). (If you do not see the Insert File icon in the toolbar, exit Data
Administration, open Microsoft Word, and configure your toolbar to
include the Insert File icon.)

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 b. To select a template that has been provided for you, in the Insert File
window, navigate to the Information Systems Library CD, select the
template you want to insert, and click OK.
The template is copied into the text area of the Document Template
dialog box. You can now edit it for your own use.
8. To create your own template, do the following:
a. Complete the following information. To use data and navigation tags
in your document template, see “Using Data and Navigation Tags in
your Document Template” on page 7-69.

Name text Type a name that provides the users with a

box reference to the content of the template.

Document Select the document type.

Type list

Note: At least one document type is required

before users can enter patient documents in
Patient Manager.

A blank list indicates that a list of document

types has not been created for the selected
hospital (see “Creating a List of Document
Types” on page 7-59).

Section list Select Patient or General to enable the Category

list and populate the Component field with a list.

Category list When Patient is selected in the Section list, there

is a range of categories of patient data from
which to choose. Choose a category.

Managing Clinical Assessment Information 7-65

 Component Choose a component. One or more components
list are listed based on the option selected in the
Category list. As a specific component is
selected, the Format, Values, and/or Navigable
options will become either enabled or disabled.

Format list Depending on the component that is selected,

this list will be enabled. Select the appropriate
formatting option. The list of formatting options
varies depending on the selected component.

For example:
■ Selecting either Itemized option shows each of
the selected component’s results in a list, each
on a separate line.
■ Selecting any of the Sentence options shows
the selected component’s results, one after
another in a sentence format.
■ Selecting any of the Tabular options
automatically inserts the data into columns.
The name of the component will be in one
column, and the result will be in the adjacent
column. The table is four columns wide. When
the template is applied to a patient document,
the user has the option of not showing the table
grid lines. The grid lines are not shown in Print
Preview or on any printouts.

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 Values list Depending on the component that is selected,
this list will be enabled. Select the appropriate
value. The list of values varies depending on the
selected component.

For example:
■ Selecting All Values shows all of the
component’s results.
■ Selecting Abnormal Only shows all of the
component’s abnormal results.

Navigable Depending on the component that is selected,

check box this check box will be enabled. Select this check
box to include an icon in front of the tag. When
this template is used in Patient Manager, the user
can click the icon to navigate to the applicable
dialog box.

b. On the document page, type your template information as you

normally would in Microsoft Word. If you prefer, you can use data and
navigation tags in your template (see “Using Data and Navigation
Tags in your Document Template” on page 7-69).
Note: Because you are using Microsoft Word as the document editor,
you should be familiar with Microsoft Word. This document
does not include information about using Microsoft Word.
9. Click OK to save.

Editing a Document Template

To edit a document template:

1. Click the Clinical Assessment tab then click the Patient Documents
icon.
2. Click the Document Templates tab.
3. From the Hospital list, select the appropriate hospital.

Managing Clinical Assessment Information 7-67

 4. Select the document template you want to change, and click Edit.
The Document Template dialog box opens (see Figure 7-34).
5. Edit the information as needed. To use data and navigation tags in your
document template, see “Using Data and Navigation Tags in your
Document Template” on page 7-69.
6. Click OK to save.

Copying a Document Template

To copy a document template:

1. Click the Clinical Assessment tab then click the Patient Documents icon.
2. Click the Document Templates tab.
3. From the Hospital list, select the appropriate hospital.
4. Select the document template you want to copy, and click Copy.
The Document Template dialog box opens to the copy of the new template
(see Figure 7-34).
5. In the Name text box, type a name for the new template.
6. Edit the template information as needed (for a description of the text boxes
and lists in the Document Template dialog box, see “Creating a Document
Template” on page 7-62).
7. Click OK to save.

Deleting a Document Template

To delete a document template:

1. Click the Clinical Assessment tab then click the Patient Documents icon.
2. Click the Document Templates tab.
3. From the Hospital list, select the appropriate hospital.
4. Select the document template you want to delete, and click Delete.
5. In the confirmation dialog box, click Yes to save.

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Using Data and Navigation Tags in your Document Template
You can create a document template that includes data tags. When you add a
data tag to a document template, the format and value associated with the tag
are saved. When the document template is used, the data tags automatically
pull the respective data from the Varian System database and format the data
based on the selection for the component.
Note: Creating document templates with data tags and navigational
tags is only relevant to hospitals that have licensed Dynamic
Documents for patient documentation in Patient Manager. Even
though you have a Microsoft® Word® license, templates with
such tags will not function in Patient Manager.

To create a document template with data tags:

1. From the Document Template dialog box (see Figure 7-34), select the
applicable section, category, and component.
2. Type a heading or the sentence into which this tag will be inserted.
3. Click to place the cursor where the tag will be inserted. If you are inserting
text in front of the tag or after the tag, make sure you include a space to
separate the typed text from the data that will be inserted.
4. From the Section and Category lists, choose the applicable section and
category, when enabled.
5. From the Component list, choose the applicable components, when
enabled.
6. From the Format and Values lists, select the applicable format and value
options, when enabled.
7. Select the Navigable check box, when enabled and applicable.
8. Click Add to insert the tag to where the cursor is blinking.
9. Repeat step 1 through step 8 for each tag you want to add to this document
template.
10. Click OK to save.

Managing Clinical Assessment Information 7-69

Managing Practice Documents and Document Types
Practice Documents are documents related to the clinical practice. You can
create and manage a list of practice documents by first adding document types
for each hospital on the network then creating the practice documents.
Note: You must add at least one practice document type before you
can create practice documents for a selected hospital.

Adding a Practice Document Type

You must add at least one practice document type before you can create
practice documents for a selected hospital.

To add a practice document type:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Document Types tab.
The Practice Document Types list opens (see Figure 7-35).

Select the hospital then click Edit to add a practice document type

Figure 7-35 Practice Document Types List

3. From the Hospital list, select the appropriate hospital.

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 4. Click Edit.
The Practice Document Types dialog box opens (see Figure 7-36).

Click New to add a

Practice Document
Type

Figure 7-36 Practice Document Types Dialog Box

5. Click New.
A row is added to the top of the Practice Document Types list.
6. In the Document Type column, type the document type.
7. In the Status column, leave the status Active.
8. Repeat step 5 through step 7 for each type you want to add.
9. Click OK to save.

Managing Clinical Assessment Information 7-71

Editing a Practice Document Type
You can change the name of a practice document type.

To edit a practice document type:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Document Types tab.
The Practice Document Types list opens (see Figure 7-35).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Practice Document Types dialog box opens (see Figure 7-36).
5. Edit the information as needed.
6. Click OK to save.

Inactivating a Practice Document Type

If you no longer use a practice document type, you can inactivate it.

To inactivate a practice document type:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Document Types tab.
The Practice Document Types list opens (see Figure 7-35).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Practice Document Types dialog box opens (see Figure 7-36).
5. Find the document type you want to inactivate, and in the Status column,
select Inactivate from the list.
6. Click OK to save.

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Creating a Practice Document
To create a practice document:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Documents tab.
3. From the Hospital list, select the appropriate hospital.
4. Click New.
The Practice Document dialog box opens (see Figure 7-37).

Select the check box to show Microsoft Word’s

standard and formatting toolbars

Figure 7-37 Practice Document Dialog Box

Managing Clinical Assessment Information 7-73

 5. Complete the following information.

Document Name text Required. Type the name of the practice

box document. Choose a name that provides the
users with a reference to the content of the
document.
Document Type list Required. Select a practice document type
from the list, which was created for the
selected hospital through the Practice
Document Types dialog box.

Note: At least one practice document type is

required before practice documents can be
created.
Created by This disabled field is blank by default in
New mode. The name of the user who
created the new document will default in this
field after the document has been saved.
This name is not overwritten by any users
who may modify the document at a later
date.
Last Revision Date The current date defaults in the disabled
field. Each time this document is opened in
Modify mode, the date will be updated.
Show toolbar Select the check box to show the Microsoft
Word Standard and Formatting toolbars.
Clear the check box to hide all of the current
toolbars. The ruler will remain.

6. In the Microsoft Word document area, type the content of the document.
7. Click OK to save.

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Editing a Practice Document
To edit a practice document:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Documents tab.
3. From the Hospital list, select the appropriate hospital.
4. Select the document you want to edit, and click Edit.
5. Edit the information as needed.
6. Click OK to save.

Viewing a Practice Document

To view a practice document:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Documents tab.
3. From the Hospital list, select the appropriate hospital.
4. Select the document you want to view, and click View.
5. When you are done viewing the document, click Close.

Deleting a Practice Document

To delete a practice document:

1. Click the Clinical Assessment tab then click the Practice Documents
icon.
2. Click the Practice Documents tab.
3. From the Hospital list, select the appropriate hospital.
4. Select the document you want to delete, and click Delete.
The Delete Practice Document dialog box shows the document.

Managing Clinical Assessment Information 7-75

 5. Click OK to delete.
6. In the confirmation dialog box, click Yes.

Managing RoS/PE Systems

You can manage each provider’s list of Review of System (RoS) and Physical
Exam (PE) system’s normal and abnormal descriptions. The normal and
abnormal descriptions are available through Patient Manager’s Review of
Systems dialog box and Physical Exam dialog box.

To enhance a provider’s documentation of a patient’s RoS and PE, you can:

■ Accept the default normal and abnormal component descriptions for
RoS/PE systems
■ Edit and/or inactivate some or all of the default normal and abnormal
component descriptions for RoS/PE systems

Maintaining the Exam Systems Registry for RoS/PE Systems

You can edit the hospital description, change the sort order, and change the
status of a system.
Note: You cannot edit or add a System.

To maintain the Exam Systems Registry for RoS/PE Systems:

1. Click the Clinical Assessment tab then click the RoS/PE icon.
2. Click the Review of Systems or Physical Exam tab.
3. From the Hospital list, select the hospital.
4. Click Edit.
The Exam Systems Registry list opens (see Figure 7-38).

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 Figure 7-38 Exam Systems Registry List

5. Click the Review of Systems or Physical Exam tab.

6. Do any of the following, as needed:

■ Change one or more of the hospital descriptions.

■ Re-sort the list by changing the sort number in one or more rows and
clicking Sort.

■ Inactivate a RoS or PE system by clicking the Active status for the

applicable row and selecting Inactive from the list.
7. Click OK to save.

Managing Clinical Assessment Information 7-77

Setting Up RoS/PE Assessment Descriptions for Providers
You can apply the Patient Manager default descriptions to all of the providers
or to a specific provider. You can also make changes to the default descriptions
before applying them to a provider.
Note: The intended use for this set of steps is during the initialization
of the Varian System database. This process applies the same
default normal and abnormal descriptions to all of the providers
for the selected hospital, in a few short steps.
CAUTION: After the initial setup has been done for all of the providers, use
caution before using the Provider Setup button. Over time, the
Providers may have refined their RoS and/or PE assessment
descriptions. Any changes to Provider Setup will overwrite
their work.

To set up the RoS/PE assessment descriptions for a provider:

1. Click the Clinical Assessment tab then click the RoS/PE icon.
The Review of Systems list opens (see Figure 7-39).

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 Click Provider Setup

Figure 7-39 RoS List

2. Click Provider Setup.

The Provider RoS/PE Setup dialog box opens to the Review of Systems tab
(see Figure 7-40).

Managing Clinical Assessment Information 7-79

 Select the provider with which you want to work.
This list is based on the hospital that was selected
on the Review of Systems or Physical Exam tab.

Figure 7-40 Provider RoS/PE Setup Dialog Box

3. From the Provider list, choose the provider. To apply the settings to all
providers, choose (Default).
4. Do one of the following:

■ To work with Review of Systems components, click the Review of

Systems tab.

■ To work with Physical Exam components, click the Physical Exam

tab.

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 5. Do any of the following:

■ To inactivate a component, clear the component’s Active check box.

■ To change the user component name, click in the User Component

Name column, and type the new user component name.

■ To change the component description, click in the Description

column, and type the new description.

■ To set up the abnormal assessment details, see “Setting Up RoS/PE

Abnormal Assessment Details for Providers” on page 7-81.
6. Click Apply.
7. Click OK to save your changes.

Setting Up RoS/PE Abnormal Assessment Details for Providers

Abnormal Assessment details are sentence phrases that you can select to
compose an abnormal description while grading the RoS or PE system
component in Patient Manager.

You can set up abnormal assessment details for the selected Review of
Systems or Physical Exam component.
Note: These steps are intended to follow the initialization of the
Varian System database. During the initialization process the
default assessment descriptions were applied to each provider.

Tips for Creating Phrases

Use the following tips when setting up the provider’s abnormal descriptions:
■ Include the name of the component in the phrase of the first attribute. For
example, for the component appetite, the first attribute is severity. The
phrase should read Complains of appetite (not Complains of). If you do not
include the word appetite in the phrase, when you grade appetite in the
patient’s chart and you include severity in your abnormal description, the
sentence will read complains of (without the word appetite). You do not
need to include the name of the component in the subsequent attributes’
phrases because Patient Manager automatically adds your description to
the sentence.

Managing Clinical Assessment Information 7-81

 ■ Since phrase text is part of a sentence, make the first letter of the first word
(excluding proper names) lowercase.
■ Do not end a phrase with punctuation. Patient Manager automatically adds
a period at the end of the sentence that you build when you are grading in
the patient’s file.
■ Do not include a space before the first character or after the last character
of the phrase. Patient Manager automatically adds the necessary single
space between words when you build the sentence in the patient’s chart.
■ Do not include a space between the @ and the attribute’s phrase when your
assessment descriptions includes all prefixes. For example, do not include
a space between @tension when hyper and hypo are the descriptions.

To set up RoS/PE abnormal assessment details for Providers:

1. Click the Clinical Assessment tab then click the RoS/PE icon.
The Review of Systems list opens (see Figure 7-39).
2. Click Provider Setup.
The Provider RoS/PE Setup dialog box opens to the Review of Systems tab
(see Figure 7-40).
3. From the Provider list, choose the provider. To apply the settings to all
providers, choose (Default).
4. Do one of the following:

■ To work with Review of Systems components, click the Review of

Systems tab.

■ To work with Physical Exam components, click the Physical Exam

tab.
5. In the Abnormal Detail Defaults area, do one of the following:

■ To apply the RoS and PE assessment descriptions to an individual

provider, click Add to Provider.
These attributes are displayed on the Modify Abnormal Assessment
Details dialog box. This button remains disabled until there is at least
one component that does not have any attributes entered on the Modify
Abnormal Assessment Details dialog box either because an existing
component’s attributes were manually removed or because a new
component and its attributes have been added.

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 ■ To apply the RoS and PE assessment descriptions to all providers,
click Add to all Providers.
CAUTION: After the initial setup has been done for all of the providers, use
caution before this button. Over time, Providers may have
refined their RoS and/or PE assessment description. Using this
button will overwrite all of their work.

Note: This button is only enabled when (Default) is selected in the

Provider list. In most instances, this button will only be used
during the initial setup of the normal and abnormal descriptions
for all providers. For the Default provider, modifications can
first be made to data on both the Provider RoS/PE Setup and the
Modify Abnormal Details dialog boxes. These changes can then
be applied to all providers.
6. Select the component for which you want to set up abnormal details.
7. Click Abnormal Details.
8. To edit an attribute’s phrases and assessment descriptions, select the
attribute you want to edit, and do any of the following:

■ Modify the phrase, and ensure that the @ sign is where you want the
assessment description to be inserted.
Note: You cannot modify the Base Component Name.

■ Change the order number of one or more of the attributes.

■ Remove an attribute’s assessment description.

■ Modify an attribute’s assessment descriptions.

■ Add a new assessment description.

■ Change the order number of one or more of the assessment

descriptions.

■ Add a new attribute and corresponding assessment descriptions.

Managing Clinical Assessment Information 7-83

 9. To add an attribute and assessment descriptions, click Add, type the
attribute’s name and phrase. Ensure that the @ sign is where you want the
assessment description to be inserted, and do any of the following:

■ Change the order number and click Sort.

■ Add one or more assessment descriptions.

10. To add new assessment descriptions, click Add, type the assessment
description, and do any of the following:

■ Repeat this step for each assessment description you want to add.

■ Change the order number of the assessment descriptions and click

Sort.
11. Click OK.
12. In the Provider RoS/PE Setup dialog box, click Apply.
13. Click OK to close the Provider RoS/Setup dialog box and to save your
changes.

Maintaining RoS/PE Assessment Descriptions for Providers

Note: The intended use for this set of steps is following the
initialization of your system. During the initialization process
the default assessment descriptions were applied to each
provider. Over time, the provider may want to modify RoS/PE
descriptions. It is this process that is described in the following
section.

To maintain RoS/PE assessment descriptions for Providers:

1. Click the Clinical Assessment tab then click the RoS/PE icon.
2. Click Provider Setup.
The Provider RoS/PE Setup dialog box opens (see Figure 7-40).
3. From the Provider list, choose the provider.
4. Click the Review of Systems or Physical Exam tab.

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 5. Do any of the following, as needed:

■ Activate inactive components.

■ Inactivate active components.

■ Modify the component’s user component name.

Note: You cannot modify the Base Component Name.

■ Modify the component’s default description.

■ Modify component’s abnormal details (see “Editing a Component’s

Abnormal Details” on page 7-85).
6. Click OK to save.

Editing a Component’s Abnormal Details

To edit a component’s abnormal details:

1. Double-click on the component you want to edit.

The Modify Abnormal Assessment Details dialog box opens
(see Figure 7-41).

Managing Clinical Assessment Information 7-85

 Figure 7-41 Modify Abnormal Assessment Details

2. Do any of the following, as needed:

■ Edit an attribute’s text.

■ Activate an inactive attribute.

■ Inactivate an active attribute.

■ Remove any or all of the attributes.

■ Edit an attribute’s phrases and/or assessment descriptions (see

“Editing an Attribute’s Phrases and/or Assessment Descriptions” on
page 7-87).

■ Add a new attribute and corresponding assessment description (see

“Adding a New Attribute and Assessment Descriptions” on
page 7-87).

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 Editing an Attribute’s Phrases and/or Assessment Descriptions

To edit an attribute’s phrases and/or assessment description:

1. Select the attribute you want to edit.

2. Do any of the following, as needed.

■ Edit the phrase ensuring that the @ sign is where you want the
assessment description to be inserted.

■ Change the order number of one or more of the attributes.

■ Remove an attribute’s assessment description.

■ Edit an attribute’s assessment description.

■ Add a new attribute and corresponding assessment description.

■ Change the order number of one or more of the assessment

descriptions.
3. Click OK to save.

Adding a New Attribute and Assessment Descriptions

To add a new attribute and assessment descriptions:

1. Click Add.
2. Type the attribute’s name.
3. Type the attribute’s phrase ensuring that the @ sign is where you want the
assessment description to be inserted.
4. Change the order number and click Sort, as needed.
5. Add one or more assessment descriptions, as needed, by doing the
following:
a. Click Add.
b. Type the assessment description.

Managing Clinical Assessment Information 7-87

 c. Change the order number of the assessment descriptions, as needed.
d. Click Sort.
6. Click OK to save the modifications and to return to the Provider RoS/PE
Setup dialog window.

Managing Test Components

You can create and manage a list of test components for each hospital on the
network. The list of components will be available in Patient Manager’s Test
Results dialog box’s Selected Components tab’s Components tab. It is from
this tab that users will select components for which to enter results.

Creating a Custom Test Component

To create a custom test component:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Components tab.
The Test Components list opens (see Figure 7-42).

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 Select the hospital then click Edit to add a custom component

Figure 7-42 Test Components List

3. From the Hospital list, select the appropriate hospital.

4. Click Edit.
The Test Components dialog box opens (see Figure 7-43).

Managing Clinical Assessment Information 7-89

 Click New >> to create a custom test component

Figure 7-43 Test Components Dialog Box

5. Click New >>.

A row is added to the bottom of the selected list, and the text * Custom
Component displays in red above the System Name text box (see
Figure 7-44).

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 Custom Component label added

New row is added

Figure 7-44 Creating a Custom Component

Managing Clinical Assessment Information 7-91

 6. Complete the following information.

System Name text The default name is based on the component

box selected in the Selected list. You cannot edit
this name because it is the name of the test
component in the Varian System database.
This field is blank when the selected
component is a .

appears when the

component in the Selected list has been
created for the hospital rather than from the
Available list.
Display Name text Required. The name that defaults is initially
box the same as the System Name. If you want,
you can type a new name. You may want to
type a name to reflect the naming convention
used by the testing laboratories. This name
appears in the Selected list.

Type list The default is based on the component

currently selected in the Selected list. You
cannot edit the type because it is the test
component’s type in the Varian System
database. This list is enabled when the
selected component is a .
There is a wide variety of test types from
which to choose.
Result Type list Required. The default is based on the
component currently selected in the Selected
list. You cannot edit the result type because
it is the test component’s result type in the
Varian System database. The list is enabled
when the selected component is a
. Choose from the list of
result types.

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 Display Order text The default order number of the selected
box component appears in the text box. Type the
display order. You can enter or change the
number when moving the component within
the list. The field is blank when creating a
custom component.

Unit list This list appears when the Result Type is

Numerical Results. This field is blank for
such components until you select the
applicable response.

Status list This list appears when the Result Type is

Status. This field is blank for all components
until you select the applicable unit of
measure.

Low text box This numeric field appears when the Result
Type is Numerical Results. This field is
blank for such components until you enter
the applicable value. Type the minimum
value of the test result’s min/max range.

Managing Clinical Assessment Information 7-93

 High text box This numeric field appears when the Result
Type is Numerical Results. This field is
blank for such components until you enter
the applicable value. Type the maximum
value of the test result’s min/max range.

Note: Completing the Low and High fields

is optional. When the min/max range is
entered and a component's result exceeds
the range, that result will change visually to
draw user's attention to such results (for
example, blue for low results and red for
high results).

Favorite check box Select this check box to add the component
to the list of favorites on the Test Results
dialog box’s Selected Components tab’s
Favorites tab. Adding it to the Favorites tab
hastens the selection process for users
entering data.

7. Click OK to save.

Adding a Test Component

To add a test component to the Test Components list:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Components tab.
The Test Components list opens (see Figure 7-42).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Test Components dialog box opens (see Figure 7-42).

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 5. From the Available list, select the test component, and click the right arrow
to add it to the Selected list.
6. To re-sort the test components in the Selected list, select the test
component you want to re-sort, change the display order number, and click
Sort.
7. Click OK to save.

Editing a Test Component

To edit a test component in the Test Components list:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Components tab.
The Test Components list opens (see Figure 7-42).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Test Components dialog box opens (see Figure 7-42).
5. From the Selected list, select the component you want to edit.
6. Edit the information as needed.
7. Click OK to save.

Deleting a Test Component

To delete a test component from the Test Components list:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Components tab.
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Test Components dialog box opens (see Figure 7-42).

Managing Clinical Assessment Information 7-95

 5. From the Selected list, select the component you want to delete and click
the left arrow to move it to the Available list.
6. Click OK.
7. Click Save on the toolbar.

Managing Test Component Groups

You can create and manage logical groupings of test components for each
hospital on the network (for example, hematology and clinical chemistry). The
groups of test components will be available in Patient Manager for users to
select from when entering test results.
Note: Before you can create a group, you must create a list of test
components for the selected hospital (see “Adding a Test
Component” on page 7-94).

Adding a Test Component Group

Note: Before you can add a group, you must add a list of test
components for the selected hospital (see “Adding a Test
Component” on page 7-94).

To add a test component group:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Groups tab.
The Test Groups list opens (see Figure 7-45).
 Select the hospital then click Edit to add a test component group

Figure 7-45 Test Groups Tab

3. From the Hospital list, select the appropriate hospital.

4. Click Edit.
The Test Component Groups dialog box opens (see Figure 7-46).

Managing Clinical Assessment Information 7-97

Click New to add a test component group

Figure 7-46 Test Component Groups Dialog Box

5. Click New.
A row is added to the top of the Group Name list.
6. In the Group Name text box, type the name of the new group.
7. To make the group a favorite, select the Favorite check box.
8. From the Available list (middle list), select the test component you want to
add to the group, and click the right arrow to add it to the Selected list (right
list).
9. Click OK to save.

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Editing a Test Component Group
To edit a test component group:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Groups tab.
The Test Groups list opens (see Figure 7-45).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Test Component Groups dialog box opens (see Figure 7-46).
5. Edit the information as needed.
6. Click OK to save.

Deleting a Test Component Group

Before you can delete a test component group, you need to delete the test
components within the group (see “Deleting a Test Component” on
page 7-95).

To delete a test component group:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Test Groups tab.
The Test Groups list opens (see Figure 7-45).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Test Component Groups dialog box opens (see Figure 7-46).
5. From the Group Name list, select the group you want to delete, and click
Delete.
6. In the Confirmation dialog box, click Yes.
7. Click OK to save.

Managing Clinical Assessment Information 7-99

Managing Vital Sign Components
You can create and manage a list of vital signs for each hospital on the network.
The list of components will be available in Patient Manager’s Vital Signs
dialog box’s Results tab.

Adding a Vital Sign Component

To add a vital sign component:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Vital Signs tab.
The Vital Signs list opens (see Figure 7-47).

Select the hospital then click Edit to add a Vital Sign component

Figure 7-47 Vital Signs List

3. From the Hospital list, select the appropriate hospital.

4. Click Edit.
The Vital Sign Components dialog box opens (see Figure 7-48).

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 Click New >> to add a Vital Sign component

Figure 7-48 Vital Sign Components Dialog Box

5. Click New>>.
A row is added to the bottom of the selected list.
6. Complete the following information.

System Name The default is based on the component

currently selected in the Selected list. You
cannot change this name because it is the
name of the Vital Sign component on the
database. This field is blank when the
selected Vital Sign component is a
.

Managing Clinical Assessment Information 7-101

 Display Name text The default is initially the same as the
box System Name. You can change this name to
follow the naming convention used by the
testing laboratories. This name appears in
the Selected list.
Type list The default is Vital Signs. This list is
disabled when the selected component is a
. When creating a new
Vital Sign component, there is a wide
variety of test types from which to choose.
Result Type list The default is Free text (comments). The list
is enabled when the selected component is a
. When creating a new
Vital Sign component, there is a list of result
types from which to choose.
Display Order text The order number of the selected component
box defaults. The text box will be blank when
creating a custom components. The number
can be entered or changed when the
component is to be moved within the list.
Unit list This list appears when the Result Type is
Numeric Results. This list is blank for all
components until the applicable unit of
measure is selected.

7-102 Data Administration Reference Guide

 Low text box This text box appears when the Result Type
is Numeric Results. The text box is blank for
such components until the applicable value
is entered. Type the minimum value of the
component’s min/max range.

Note: Completing the Low and High

fields is optional. When the
min/max range is entered and a
component’s result exceeds the
range, that result will visually
change to draw the user’s
attention to the results (for
example, blue for low results
and red for high results).
High text box This numeric field appears when the Result
Type is Numeric Results. The field is blank
for such components until the applicable
value is entered. Type the maximum value
of the component’s min/max range.
Status text box This list opens when the Status results type
is selected. Select the status.

7. To re-sort the components in the Selected list, select the component you
want to re-sort, change the Display Order number, and click Sort.
8. Click OK to save.

Managing Clinical Assessment Information 7-103

Editing a Vital Sign Component
To edit a vital sign component:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Vital Signs tab.
The Vital Signs list opens (see Figure 7-47).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Vital Sign Components dialog box opens (see Figure 7-48).
5. Edit the information as needed.
6. To re-sort the components in the Selected list, select the component you
want to re-sort, change the Display Order number, and click Sort.
7. Click OK to save.

Deleting a Vital Sign Component

To delete a vital sign component:

1. Click the Clinical Assessment tab then click the Tests/Vitals icon.
2. Click the Vital Signs tab.
The Vital Signs list opens (see Figure 7-47).
3. From the Hospital list, select the appropriate hospital.
4. Click Edit.
The Vital Sign Components dialog box opens (see Figure 7-48).
5. In the Selected list, select the Vital Sign component you want to delete, and
click the left arrow to move the component from the Selected list to the
Available list. To delete another component, repeat this step.
6. To re-sort the components in the Selected list, select the component you
want to re-sort, change the Display Order number, and click Sort.
7. Click OK to save.

7-104 Data Administration Reference Guide

Managing Recommended Toxicities
You can manage the list of recommended toxicities for the available grading
criteria for each hospital on the network. The recommended toxicities are
available in Patient Manager’s Toxicities dialog box. Those toxicities that are
not added to the recommended list will continue to be available as optional
selections. Without developing recommended lists, all of the toxicities will be
available in the optional list.

Adding a Toxicity Type

To add a toxicity type:

1. Click the Clinical Assessment tab then click the Toxicities icon.
The Toxicities list opens (see Figure 7-49).

Select the hospital then click Edit to add a Toxicity Type

Click + to expand the list

Figure 7-49 Toxicities List

2. From the Hospital list, select the appropriate hospital.

3. Click Edit.
The Toxicities Management dialog box opens (see Figure 7-50).

Managing Clinical Assessment Information 7-105

 Select the component you want
to add, and click the right arrow
to add it to the list of
Recommended Toxicities

Figure 7-50 Toxicities Management Dialog Box

4. From the Grading Criteria list, select the grading criteria.

5. From the Available Toxicities list, select the component you want to add,
and click the right arrow to move it to the Recommended Toxicities list.
6. Click OK to save.

7-106 Data Administration Reference Guide

Deleting a Toxicity Type
To delete a toxicity type:

1. Click the Clinical Assessment tab then click the Toxicities icon.
The Toxicities list opens (see Figure 7-49).
2. From the Hospital list, select the appropriate hospital.
3. Click Edit.
The Toxicities Management dialog box opens (see Figure 7-50).
4. From the Grading Criteria list, select the grading criteria.
5. From the Recommended Toxicities list, select the component you want to
delete, and click the left arrow to move it to the Available Toxicities list.
6. Click OK to save.

Managing Clinical Assessment Information 7-107

Appendix A Troubleshooting

You may receive some important error messages while using Data
Administration. Some of these messages include information that can be
critical when you are using ARIA applications while treating patients. Some
error messages are common to most of the ARIA applications; other error
messages appear only in the Queue in Treatment application.
Note: Table A-1 and Table A-2 does not include all Data
Administration error messages.

Each error message may include the following information.

■ An error message code
■ The error message as it will appear
■ A description of the error and why it occurred
■ The action required by you or the service administrator to correct the error

In This Appendix

Topic Page
Common Error Messages A-2
Queue in Treatment Error Messages A-3
When a System Failure Occurs A-3

A-1
Common Error Messages
Table A-1 includes a list of error messages common to most ARIA
applications.

Table A-1 Common Error Messages

Error Message Description

This information The user tried to save data in a dialog box in

has been updated which another user recently added or modified
by another user. data. If the user clicks Yes, Data Administration
Would you like to loads the new or modified data entered by the
refresh the previous user. If the user clicks No, Data
information from Administration does not load the new or modified
the database? data, does not save any data, and in most cases,
closes the dialog box.

The <data> is The user did not enter or select required data
missing! This is a before closing the dialog box. The user must enter
required field. a value in the data area.

This <data> The user tried to enter duplicate data. The user
already exists. must enter unique data.
Please enter a
different <data>.

Invalid <data> The user tried to enter a code or other data that is
entered! not a recognized format in Data Administration—
for example, dates or ranges of values. The user
must enter valid data.

Delete not allowed. The user tried to delete data that has been
This <data> has associated with other data. The user must delete
associated <data>. the associated record (s) and try to delete again.

A-2 Data Administration Reference Guide

Queue in Treatment Error Messages
Table A-2 includes a list of error messages that appear in the Queue in
Treatment application.

Table A-2 Queue in Treatment Error Messages

Error Message Description

Course Already The user tried to attach a course to a

Attached To Another Care Path template although it has
Care Path Template. already been attached to another Care
Path Template.

Care Path Template The user assigned a Care Path Template

Id Must Be Unique ID that is already in use. The user should
For The Patient. change the ID.

User not allowed to The user tried to sign-off an activity note

sign off the note. but has no rights to do so. The service
administrator must grant the Signoff
action right to the user for this action.

ARIA cannot access The user tried to print a report following

the Windows printer a treatment session, and the print driver
configuration for the selected printer was not found.
information. Printing The facility service administrator should
cancelled. reconfigure the selected printer.

When a System Failure Occurs

It is strongly recommended that you call Varian Technical Support
immediately in the event of any system failure. Technical Support can analyze
the situation and help you restore your system in the shortest length of time and
with the least possible loss of data.

Troubleshooting A-3
Appendix B Backing Up the Varian System
Database

Backing up your Varian System database ensures that all records can be
restored in case of a disastrous event such as disk or system failure. You should
back up your Varian System database and transaction log daily to prevent a
catastrophic loss of data.

To initiate the backup process, a field service representative implements a

standard backup system for your Varian System database during installation.

In This Appendix

Topic Page
About Backing Up Data B-1
Preparing the Backup Tape B-2
Verifying the Backup to Tape B-2

About Backing Up Data

During installation, a standard backup system is installed. The backup system
includes three functions:
■ Database Maintenance — Automatically checks and verifies data then
dumps the data into a file for backup. Database maintenance normally
occurs late at night. Once your backup system is in place, you do not need
to do anything to initiate this process.
■ Data Backup to Tape — Automatically backs up the data that was verified
the night before. Data backup occurs in the early morning. You need to
insert a fresh tape each day to ensure that the backup to tape is successful.
■ Verifying the Backup — Allows you to check the contents of the backup
file to ensure that the data was backed up and to check for any error. You
need to verify the backup each day to ensure that the backup was
successful.

B-1
Preparing the Backup Tape
To ensure that the data is successfully backed up to tape, you need to insert a
fresh backup tape cartridge in your tape device every day. Make sure that the
tape includes sufficient storage space for your data as the system backs up data
from the server. In addition, identify on the tape the date of the backup.
Note: Backup tape cartridges wear out and should be replaced
approximately every six months to a year.

CAUTION: If the backup fails because of a missing or faulty tape, or

because of insufficient disk space on the server, you will not be
able to recover data from a database dump in the event of
system or disk failure.

Verifying the Backup to Tape

To ensure that the data was successfully backed up to tape, check the contents
of the backup file each morning.

The backup file is located in the ARIA\BACKUP directory. To access the file,
double-click its icon in the group of icons on your desktop. The backup file
appears as a text file, typically titled Results.txt.

The backup file lists all the database maintenance transactions that occurred
the night before. You should not see any error messages.
CAUTION: If you see or suspect errors in the output file, contact Varian
Technical Support immediately.

For example, the text file that identifies the contents of a backup might look
like the following:

Check that ARIA is in single user mode

CHECKDB.VRS
Check the OUT files for "Msg" errors
CHECKDB.MST
DLYDBDMP.MST
CHECKDB.VR

B-2 Data Administration Reference Guide

 DLYDBDMP.VRS
UPDSTAT.VRS
DLYTXDMP.VRS
CHECKDB.ITF
DLYDBDMP.ITF

Remember that this log file is written for each backup. The file name is not
incriminated for each backup. Instead, each backup overwrites the log file. If
you want to save the log record of a backup, you must manually copy the log
file, perhaps adding a date to the name of each saved log file.

Backing Up the Varian System Database B-3

Appendix C ARIA 8 Icon Legend

Icons are used throughout the ARIA applications. Some icons are found on the
toolbar, others in the task pane (left side of an application window) when
available, and still other icons are found in the columns of data. This appendix
identifies the icons you will find in those applications, with the icons from each
application found in a separate list. Icons found in more than one application
are identified in each application.

Application Icons Identified

Applications Page
Activity Capture Icons C-3
Review View Icons C-3
Audit View Icons C-5
Care Path View Icons C-6
Patient Review View Icons C-9
Print Preview Window Icons C-10
Chart QA Icons C-11
Toolbar Icons C-11
Patient Information C-12
Treatment History Tab C-12
Print Preview Window Icons C-13
Data Administration Icons C-14
Toolbar Icons C-14
Print Preview Window Icons C-15
Setup Tab - System Sub-tab Icons C-15
Setup Tab - Charge Related Sub-tab Icons C-16

C-1
Application Icons Identified (continued)

Applications Page
Care Path Templates Tab C-17
Clinical Assessment Tab C-19
Long-Term Archive C-21
Toolbar Icons C-21
Print Preview Window Icons C-22
Print Archive List Window Icons C-23
Patient Manager Icons C-27
Patient Information C-27
Summary, Registration, Diagnosis, Health, and Evaluation C-27
Tabs
Care Path Tab C-28
Print Preview Window Icons C-30
Time Planner Icons C-31
Agenda Tab Icons C-32
Appointment Tracker Tab Icons C-34
Patient Care Path Tab Icons C-35
Patient Agenda Tab Icons C-36
Patient Tracker Tab Icons C-37
My Patient Tracker Tab Icons C-38
Print Preview Window Icons C-40

C-2 Data Administration Reference Guide

Activity Capture Icons

The Activity Capture application icon from the desktop folder is shown at left.
The following tables identify the icons found in both the toolbar and data tables
of a particular view. The icons are grouped by view as follows:
■ Review View
■ Audit View
■ Care Path View
■ Patient Review View
■ Print Preview Window
You can create views in Activity Capture to display information, with each
view being one of the four views. While some icons are found in each view,
other icons are specific to one view.

Icon Usage

Review View Icons

Complete — Identifies an activity as completed.

Credit — Applies a credit to the activity. Available only after

an activity has been exported.

Date Range — Opens a Select Date Range dialog from which

you identify a starting and ending date to display information
for a range of dates.
Delete Activity — Removes the selected appointment or task
from the list on the Care Path.

ARIA 8 Icon Legend C-3

Icon Usage

Exportable — Activity has an associated charge. Exportable

activities become available for export only after they being
completed and reviewed.
Month — Configures a view to display information for a
selected month (last, current, or next). Select a specific month
from the list.
No Credit — Removes the credit from the activity. Available
only after a credit has been applied.

Not Exportable — Activity is not chargeable and cannot be

exported.

Print Preview — Opens the Print Preview window to display

an image of the current table or list of information.

Refresh — Reads the data from the database and then updates
your display with any changes.

Review — Activity is reviewed. Available after an activity has

been completed.

Save to File — Saves selected, reviewed activities to a file.

Today — Configures a view to display information for a

selected day (yesterday, today, or tomorrow). Select a specific
day from the list.

Un-Complete — Removes the completed status of an

appointment or task, or the activity is cancelled.
 Icon Usage

Un-Review — Reverses the marking of an activity after being

reviewed. Available after activity has been reviewed.

Week — Configures a view to display information for a

specific week (last, current, or next). Select a specific week
from the list.

Audit View Icons

Complete — Identifies an activity as completed.

Credit — Applies a credit to the activity. Available only after

an activity has been exported.

Date Range — Opens a Select Date Range dialog from which

you identify a starting and ending date to display information
for a range of dates.
Exportable — Activity has an associated charge. Exportable
activities become available for export only after they being
completed and reviewed.
Month — Configures a view to display information for a
selected month (last, current, or next). Select a specific month
from the list.
No Credit — Removes the credit from the activity. Available
only after a credit has been applied.

Not Exportable — Identifies the activity as not chargeable and

cannot be exported.

Print Preview — Opens the Print Preview window to display

an image of the current table of information.

ARIA 8 Icon Legend C-5

 Icon Usage

Refresh — Reads the data from the database and then updates
your display with any changes.

Review — Activity is reviewed. Available after an activity has

been completed.

Save to File — Saves selected, reviewed activities to a file.

Today — Configures a view to display information for a

selected day (yesterday, today, or tomorrow). Select a specific
day from the list.

Un-Complete — Removes the completed status of an

appointment or task, or the activity is cancelled.

Un-Review — Reverses the marking of an activity after being

reviewed. Available after activity has been reviewed.

Week — Configures a view to display information for a

specific week (last, current, or next). Select a specific week
from the list.

Care Path View Icons

Activity is Cancelled Patient No-show — Identifies a patient’s

Care Path appointment as cancelled because the patient did not
arrive for the appointment.
Appointment — Identifies an appointment activity type, found
in a Care Path.

Appointment Series — Appointment or task was scheduled in

a repeatable series. Double-click to open the appointment or the
full series.

C-6 Data Administration Reference Guide

 Icon Usage

Cancelled — Identifies an appointment as having been marked

as cancelled from the Schedule Task dialog box.

Care Path — Accesses the Care Path menu from the tool bar or
the right-click menu from the down arrow to the right of the
icon.
Delete Activity — Removes the selected appointment or task
from the list on the Care Path.

Edit Activity — Opens the Schedule Appointment dialog box

for you to edit the activity.

Fill Down — Opens the fill-down menu for specifying activity

attributes.

In Progress — Activity status is In Progress but was unable to

be completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only
by the Queue Manager.
Insert Activity — Opens the Select Activity, Proc Codes,
Staff/Resources from Hospital-Department dialog box. The
selected resources and activity are added to the cycle of the Care
Path.
Move Activity — Opens the Move Activities dialog box to
move one or more activities to a cycle within the same or
different Care Path.
Move Down — Moves an activity down in the sequence of
activities on a Care Path.

Move Up — Moves an activity up in the sequence of activities

on a Care Path.

ARIA 8 Icon Legend C-7

 Icon Usage

Partially Completed — The appointment was in progress but

was unable to be completed due to special circumstances. The
activity will not be completed at a later date. This status is a
machine state which can be set only by the Queue Manager.
Print — Opens the Print Preview window to display an image
of the current table of information.

Refresh — Reads the data from the database and then updates
your display with any changes.

Save — Saves your work to the Varian system database.

Select Patient — Opens the Patient Explorer window with the

Search tab selected.

Task — Identifies a task activity in a Care Path list.

Partially Completed — The appointment was in progress but

was unable to be completed due to special circumstances. The
activity will not be completed at a later date. This status is a
machine state which can be set only by the Queue application.
Wait List — The appointment is on the waiting list or patient is
on break. Double-click the icon to open the Schedule
Appointment dialog box.

C-8 Data Administration Reference Guide

 Icon Usage

Patient Review View Icons

Complete — Marks an activity as completed.

Credit — Applies a credit to the activity. Available only after

an activity has been exported.

Delete — Removes the selected appointment or task from the

list on the Care Path.

Exportable — Activity has an associated charge. Exportable

activities become available for export only after they being
completed and reviewed.
No Credit — Removes the credit from the activity. Available
only after a credit has been applied.

Not Exportable — Identifies the activity as not chargeable and

cannot be exported.

Print Preview — Opens the Print Preview window to display

an image of the current table of information.

Refresh — Reads the data from the database and then updates
your display with any changes.

Review — Activity is reviewed. Available after an activity has

been completed

Save to File — Saves selected reviewed activities to a file

ARIA 8 Icon Legend C-9

 Icon Usage

Un-Complete — Removes the completed status of an

appointment or task, or the activity is cancelled.

Un-Review — Reverses the marking of an activity after being

reviewed. Available after activity has been reviewed.

Print Preview Window Icons

Actual Size — Displays the window or report in actual size.

Close — When selected, closes the Print Preview window.

One Page — Shows the current single page of the display or

report.
Page Setup — Opens the Page Setup dialog box. It is from this
dialog box that you define paper, orientation, margins, and
printer for the printed results.
Previous Page — Moves the display to the previous page of the
information or report.
Print — Sends the display or report to the default printer.

Next Page — Moves the display to the next page of the

information or report.
Two Page — Displays two pages, side-by-side of the display or
report.

C-10 Data Administration Reference Guide

Chart QA Icons
The Chart QA application icon from the desktop folder is shown at left. The
table identifies the icons found in both the toolbar and the Pending tab within
the application. The icons are grouped by tab as follows:
■ Toolbar
■ Patient Information
■ Treatment History tab
■ Print Preview Window

Icon Usage

Toolbar Icons

Activity Capture — When selected, opens the Activity

Capture application, displaying the log on dialog box.

Create Worklist — When selected, opens the Patient

Explorer window to allow you to search for and select
additional patient records to check.
Offline Review — When selected, opens the Offline Review
application.

Patient Manager — When selected, opens the Patient

Manager application and displays the log on dialog box.

Refresh — Reads the data from the database and then

updates your display with any changes.

Reports — Opens a menu list of embedded reports available

from Chart QA.

ARIA 8 Icon Legend C-11

 Icon Usage

RT Chart — When selected, opens the RT Chart

application, displaying the log on dialog box.

Save — Saves your work to the Varian system database.

Time Planner — When selected, opens the Time Planner

application, displaying the log on dialog box.

Patient Information

Allergies — Indicates that the patient has allergies identified

in their record.

In-Patient — When found in the patient title bar, identifies

the patient as being checked in to the hospital.

Patient Checked-In — Shows that the patient has checked

in for treatment.

Transportation — Identifies the patient as requiring

transportation, typically already arranged.

Treatment History Tab

MLC — Identifies the treatment plan includes use of a

multi-leaf collimator.

C-12 Data Administration Reference Guide

 Icon Usage

Print Preview Window Icons

Actual Size — Displays the window or report in actual size.

Close — When selected, closes the Print Preview window.

Next Page — Moves the display to the next page of the

information or report.
One Page — Shows the current single page of the display or
report.
Page Setup — Opens the Page Setup dialog box. It is from
this dialog box that you define paper, orientation, margins,
and printer for the printed results.
Previous Page — Moves the display to the previous page of
the information or report.
Print — Sends the display or report to the default printer.

Two Page — Displays two pages, side-by-side of the

display or report.

ARIA 8 Icon Legend C-13

Data Administration Icons
The Data Administration application icon from the desktop folder is shown at
left. The table identifies the icons found in both the toolbar and data tables of
a particular tab within the application. Several tabs include sub-tabs which
contain icons in a left pane that identify data labels or actions.

The icons are grouped by tab as follows:

■ Toolbar
■ Print Preview Window
■ Setup Tab - System Sub-tab
■ Setup Tab - Charge Related Sub-tab
■ Care Path Templates
■ Clinical Assessment

Icon Usage

Toolbar Icons

Print Screen — Opens the Print Preview window to display an

image of the current information.

Refresh — Reads the data from the database and then updates
your display with any changes.

Save — Saves your additions and changes to the Varian system

database.

User Admin — Opens the User Administration application on

the server. The server based User Administration applications
sets the user and group security for all ARIA applications.

C-14 Data Administration Reference Guide

 Icon Usage

Print Preview Window Icons

Actual Size — Displays the window or report in actual size.

Close — When selected, closes the Print Preview window.

Next Page — Moves the display to the next page of the

information or report.
One Page — Shows the current single page of the display or
report.
Page Setup — Opens the Page Setup dialog box. It is from this
dialog box that you define paper, orientation, margins, and
printer for the printed results.
Print — Sends the display or report to the default printer.

Previous Page — Moves the display to the previous page of the

information or report.
Two Page — Displays two pages, side-by-side of the display or
report.

Setup Tab - System Sub-tab Icons

Department Details — Lists departments, with information for

each department. Department information includes groups,
holidays, working hours, and preferences. You can modify a
master department content and identify specifics for each
department.
Global Settings — Identifies cut off, marked, and date of
service setup options for the Chart QA and Activity Capture
applications dealing with treatments.

ARIA 8 Icon Legend C-15

 Icon Usage

Hospitals & Departments — Identifies lists of hospitals and

departments within those hospitals. Also includes whether a
department is a master listing of information from which you
can create other departments, then modify that information.
Lists — Identifies all basic lists found in ARIA, with those list
elements being changed or added to through this option.

User Defined Activity Attributes — Identifies 50 user defined

attributes you can use to describe activity attributes.

User Defined Patient Labels — Offers a list of 16 user

definable labels by which to identify data.

Setup Tab - Charge Related Sub-tab Icons

Billing Services — Lists the billing services used by your

hospital or clinic, displaying an ID, Name, and Contact Name.
Adding a new billing services entry opens the Billing Service
Detail dialog box.
Code Modifiers — Allows addition of two-character code
modifiers, to include the code, description, and status (active or
inactive).
Payor Plan Types — Permits adding, editing, or removing
payor plan types, both the name abbreviation and description.

Payor References — Describes payor plans, displaying a

number, name, type, and beginning and ending dates for a plan.
Adding a new plan includes contacts, plan data, and
authorization authority.

C-16 Data Administration Reference Guide

 Icon Usage

Care Path Templates Tab

Activity is Cancelled Patient No-show — Identifies that the

patient did not show for the scheduled appointment or task.

Appointment — An appointment activity type in a Care Path.

Appointment Series — Appointment or task was scheduled in

a repeatable series. Double-click to open the appointment or the
full series.
Cancelled — Identifies an appointment as having been marked
as cancelled from the Schedule Task dialog box.

Care Path — Accesses the Care Path menu from the tool bar or
the right-click menu from the down arrow to the right of the
icon.
Delete Activity — Removes the selected appointment or task
from the list on the Care Path.

Edit Activity — Opens the Schedule Appointment dialog box

for you to edit the activity.

Fill Down — Opens the fill-down menu for specifying activity

attributes.

In Progress — Activity status is In Progress but was unable to

be completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only
by the Queue Manager.

ARIA 8 Icon Legend C-17

 Icon Usage

Insert Activity — Opens the Select Activity, Proc Codes,

Staff/Resources from Hospital-Department dialog box. The
selected resources and activity are added to the cycle of the Care
Path.
Move Activity — Opens the Move Activities dialog box to
move one or more activities to a cycle within the same or
different Care Path.
Move Down — Moves an activity down in the sequence of
activities on a Care Path.

Move Up — Moves an activity up in the sequence of activities

on a Care Path.

Print — Opens the Print Preview window to display an image

of the current table of information.

Partially Completed — The appointment was in progress but

was unable to be completed due to special circumstances. The
activity will not be completed at a later date. This status is a
machine state which can be set only by the Queue Manager.
Refresh — Reads the data from the database and then updates
your display with any changes.

Save — Saves your work to the Varian system database.

Select Patient— Opens the Patient Explorer dialog box with

the Search tab selected.

C-18 Data Administration Reference Guide

 Icon Usage

Task — Identifies a task activity in a Care Path list.

Wait List — The appointment is on the waiting list or patient is

on break. Double-click the icon to open the Schedule
Appointment dialog box.

Clinical Assessment Tab

Allergies — Includes a list of types of allergy and a description

or name for that allergy type.

Comments — Records a comment for 28 different types (or

categories) of comments. Information in the list includes the
type, a short description, and the full comment.
Diagnosis — Maintains a list of diagnosis methods and status
(Active or Inactive).

Drugs — Lists formulary drugs by name and basic details. You

can maintain a master list of favorite drugs, along with
individual user lists of favorite drugs.
Education / Counseling — Identifies available education and
counseling. The list includes the type, activity, and status
(whether active or inactive).
Medical / Social History — Maintains three lists as tabs
(Medical Problems, Surgical/Procedures, and Social) with
types of conditions that you can assign to a patient’s record.
Patient Documents — Identifies lists of Document Templates
and Document Types. You can create new or copy and edit
templates. For document types, identify available categories
from a list.

ARIA 8 Icon Legend C-19

 Icon Usage

Practice Documents — Lists both Practice Documents and

Practice Document Types on different sub-tabs. You can create
new practice documents, or edit, view, or delete documents.
RoS / PE — Identifies system and physical examination lists.
Items from each list can be included on individual or all
provider lists through the Provider RoS/PE Setup dialog box.
Tests / Vitals — Includes three lists of Test Components, Test
Groups, and Vital Signs. You create components for each
group.
Toxicities — Maintains a toxicities list, with list entries
selected from the Toxicities Management dialog box.

C-20 Data Administration Reference Guide

Long-Term Archive
The Long-Term Archive application icon from the desktop folder is shown at
left. The application uses toolbar icons that differ depending upon the mode of
operation and different actions of the ARIA suite application. The icons are
grouped by tab as follows:
■ Toolbar
■ Print Archive List Window
■ Print Preview Window

Icon Usage

Toolbar Icons
Archive (or Restore) — The icon remains the same,
with only the text changing as you switch between the
Archive and Restore modes. Use the Archive mode to
extract patient records for long term archiving. Use the
Restore mode to return archived records to your Varian 
system database.
Archive Information — Found on the Restore
window, selecting the Archive Information icon opens
an information window. If you have first selected an
archived patient record, that information window offers
information about the archived patient record.
Back — When selected, returns the display back to the
patient selection focus.

Complete Course — If a patient record you mark for

archiving contains one or more courses still marked
Active, click this icon to open the Complete Course(s)
dialog box. It is from this dialog box that you select how
to complete treatment courses attached to patient
records being archived.

ARIA 8 Icon Legend C-21

Icon Usage

Edit Location — Opens the Edit Location dialog box

from which you select a new storage location for
archiving patient records or a location to which to store
restored patient records.
Print — Opens the Print Archive window. The window
displays a list of archived patient records and allows for
printing a report identifying those archived records.
Start — When selected, starts the process of archiving
or restoring (depending upon active mode) the patient
records you have previously identified.
Stop — When selected, causes Long-Term Archive to
end the current archiving or restoring action.

Print Preview Window Icons

Actual Size — Shows the report page (or double pages)

in actual size in the Print Preview window.
Close — Closes the Print Preview window and returns
to the Print Archive List dialog box

Next Page — When selected, displays the next page of

a multiple page report.
One Page — Archive and restore reports are displayed
as a series of single pages.
Page Setup — Opens the Page Setup dialog box,
offering standard Windows printing options from which
you can select when printing a report.
Previous Page — In a multiple page report, when
selected displays the previous page of that report.

C-22 Data Administration Reference Guide

Icon Usage

Print — Prints an archive or restore report to the default

printer assigned to the computer from which the print
option was initiated.
Two Pages — Displays two pages, side-by-side, of an
archive or restore report.

Print Archive List Window Icons

Apply Filter — Applies the filter option selected from

the Filtered by list to the displayed report.
Clear Filter — When clicked, removes the prior
application of the filter option selected from the Filtered
by list to the displayed report.
Close Report — Closes the Print Archive List window
and displayed report, returning to the Print Archive List
dialog box.
Export Report — Opens the Export Report dialog box
when selected. It is from this dialog box that you
identify a file name, type of file, and location when
exporting information from the displayed report. The
report types available are:
■ Crystal Reports (*.rpt)
■ Adobe Acrobat (*.pdf)
■ Microsoft Excel 97-2000 (*.xls)
■ Microsoft Excel - Data Only (*.xls)
■ Microsoft Word (*.doc)
■ Microsoft Word - Editable (*.rtf)
■ Rich Text Format (*.rtf)

Other export options may be available, depending upon

the specific workstation.

ARIA 8 Icon Legend C-23

Icon Usage

Filtered By — Once displayed, you can change how the

report presents information. The list of filtering options
consists of:
■ Archive Date
■ Archive Information
■ Archive Location
■ Document Status
■ LT Archive Version
■ Patient
■ Purge Date
■ Remove Date
■ Remove Information
■ Restore Date
■ Restore Information
■ SchChrgs Status
Filter Option — Offers zero to multiple options,
depending upon the selection in the Filtered by list.
Find Text — When selected, opens the Find Text dialog
box. Type text in the Find What text box, then click the
Find Next button to locate the text in the displayed
report.

C-24 Data Administration Reference Guide

Icon Usage

Logic Operators — A report can also be filtered using

logical operations. The operations from among which
you can select are:
■ =
■ >
■ >=
■ <
■ <=
■ like
■ between
Page of — The two part page display identifies the
current page number, and the number of pages in the
displayed report.
Page Selections — Offers a strip of four arrowhead
buttons you can use to move to various pages within the
displayed report. From left to right, the four buttons do
the following:
■ Displays the first page of the report.
■ Moves the report display to the previous page.
■ Moves the report display to the next page.
■ Displays the last page of the report.
Print Report — When selected, opens the Print dialog
box. It is from this dialog box that you can select the
Printer, Print Range, and Copies options before
selecting OK to print the displayed report.
Sort By — When selected, opens the Report Sorting
dialog box. From the dialog box, you select from the
Available Fields to Sort list, adding those fields to the
Sorted Column Name list. Click the OK button to accept
the sort list.

ARIA 8 Icon Legend C-25

Icon Usage

Toggle Group Tree — When selected, displays a tree

list of patients included in the report.
Toggle Group Tree list — Provides a view-only list of
patients included in the displayed report. The list does
not display unless the Toggle Group Tree option is
selected.
Zoom — Offers various pre-defined display levels for a
report. The zoom list offers the following options:
■ page
■ Whole
■ 400%
■ 300%
■ 200%
■ 150%
■ 100%
■ 75%
■ 50%
■ 25%
■ Customize
If you select Customize, a Zooming dialog box opens.
You can set the customized zoom to between 25 and 400
percent.

C-26 Data Administration Reference Guide

Patient Manager Icons
The Patient Manager application icon from the desktop folder is shown at left.
The table identifies the icons found in both the toolbar and data tables of a
particular tab. The icons, and descriptions of those icons, are grouped by tab.

The icons are grouped by tab as follows:

■ Patient Information
■ Summary, Registration, Diagnosis, Health, and Evaluation
■ Care Path
■ Print Preview Window

Icon Usage

Patient Information

Allergies — Indicates that the patient has allergies identified in

their record.

In-Patient — When found in the patient title bar, identifies the

patient as being checked in to the hospital.

Patient Checked-In — Shows that the patient has checked in

for treatment.

Transportation — Identifies the patient as requiring

transportation, typically already arranged.

Summary, Registration, Diagnosis, Health, and

Evaluation Tabs

Document Apr — When selected and if licensed, opens the

Document Approval application.

ARIA 8 Icon Legend C-27

 Icon Usage

New Patient — When selected, opens the Patient Explorer

window with the New tab active.

Open Patient — When selected, opens the Patient Explorer

window with the Search tab active.

Print Screen — Displays the open patient record, as shown, in

the Print Preview window. From the Print Preview window you
can print the patient record.
Refresh — Reads the data from the database and then updates
your display with any changes.

Reports — When selecting the down-arrow at the right edge, a

list of available reports displays from which you can select to
print information.
RT Chart — If available, when selected this icon opens the RT
Chart application.

Save Patient — After changing information in a patient’s

record, click this icon to save those changes to the database.

Time Planner — When selected, opens the Time Planner

application.

Care Path Tab

Activity is Cancelled Patient No-show — Identifies that the

patient did not show for the scheduled appointment or task.

Appointment — An appointment activity type in a Care Path.

C-28 Data Administration Reference Guide

 Icon Usage

Appointment Series — Appointment or task was scheduled in

a repeatable series. Double-click to open the appointment or the
full series.
Cancelled — Identifies an appointment as having been marked
as cancelled from the Schedule Task dialog box.

Care Path — Accesses the Care Path menu from the tool bar or
the right-click menu from the down arrow to the right of the
icon.
Delete Activity — Removes the selected appointment or task
from the list on the Care Path.

Edit Activity — Opens the Schedule Appointment dialog box

for you to edit the activity.

Fill Down — Opens the fill-down menu for specifying activity

attributes.

In Progress — Activity status is In Progress but was unable to

be completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only
by the Queue Manager.
Insert Activity — Opens the Select Activity, Proc Codes,
Staff/Resources from Hospital-Department dialog box. The
selected resources and activity are added to the cycle of the Care
Path.
Move Activity — Opens the Move Activities dialog box to
move one or more activities to a cycle within the same or
different Care Path.
Move Down — Moves an activity down in the sequence of
activities on a Care Path.

ARIA 8 Icon Legend C-29

 Icon Usage

Move Up — Moves an activity up in the sequence of activities

on a Care Path.

Print — Opens the Print Preview window to display an image

of the current table of information.

Partially Completed — The appointment was in progress but

was unable to be completed due to special circumstances. The
activity will not be completed at a later date. This status is a
machine state which can be set only by the Queue Manager.
Refresh — Reads the data from the database and then updates
your display with any changes.

Save — Saves your work to the Varian system database.

Select Patient— Opens the Patient Explorer dialog box with

the Search tab selected.

Task — Identifies a task activity in a Care Path list.

Wait List — The appointment is on the waiting list or patient is

on break. Double-click the icon to open the Schedule
Appointment dialog box.

Print Preview Window Icons

Actual Size — Shows the report page (or double pages) in

actual size in the Print Preview window.
Close — Closes the Print Preview window and returns to the
Print Archive List dialog box

C-30 Data Administration Reference Guide

 Icon Usage

Next Page — When selected, displays the next page of a

multiple page report.
One Page — Archive and restore reports are displayed as a
series of single pages.
Page Setup — Opens the Page Setup dialog box, offering
standard Windows printing options from which you can select
when printing a report.
Previous Page — In a multiple page report, when selected
displays the previous page of that report.
Print — Prints an archive or restore report to the default printer
assigned to the computer from which the print option was
initiated.
Two Pages — Displays two pages, side-by-side, of an archive
or restore report.

Time Planner Icons

The Time Planner application icon from the desktop folder is shown at left.
The table identifies the icons found in both the toolbar and data tables of a
particular tab. The icons are grouped by tab as follows:
■ Agenda
■ Appointment Tracker
■ Patient Care Path
■ Patient Agenda
■ Patient Tracker
■ My Patient Tracker
■ Print Preview Window

You can create tabs in Time Planner to display information, with each tab
being one of the views. While some icons are found in each view, other icons
are specific to one view.

ARIA 8 Icon Legend C-31

Icon Usage

Agenda Tab Icons

Activity-In-Progress — Identifies the status of the selected activity

as In Progress but indicates the activity was not able to be
completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only by
the Queue application.
Appointment Series — Appointment or task was scheduled in a
repeatable series. Double-click to open the appointment or the full
series.
Activity Un-Complete — Removes the Complete appointment or
task status, or identifies the activity as cancelled.

Appointment — Identifies an appointment activity type.

Appointment - Canceled-Patient No-Show — Shows the selected

activity as marked Cancelled, Patient No-show.

Appointment - On Waiting List — Shows the selected

appointment as on the waiting list, or identifies the patient as on
break.
Appointment - Partially Complete — Identifies the selected
activity as Partially Completed. If an appointment was in progress
but was unable to be completed due to special circumstances, the
activity will not be completed at a later date. This status is a machine
state which can be set only by the Queue application.
CheckIn — Identifies the patient as having arrived for an
appointment.

C-32 Data Administration Reference Guide

Icon Usage

Complete — When clicked, marks the selected activity as

completed.

Day View — When selected, displays the schedule for the current
date.

Go to Today — When selected, displays an agenda for the current

date of the computer system.

Month View — Reconfigures the view to display information for a

month.

New Appointment — Opens the Appointment dialog box so a new

appointment can be added.

New Task — Opens the Task dialog box so a new task can be
added.

Refresh — Reads the data from the database and then updates your
display with any changes.

Reports — Clicking the icon displays a list of reports available

from the application.

Week View — Reconfigures the view to display information for a

week, including the work week along with Saturday and Sunday.

Work Week — Displays the agenda for the current work week,
from Monday through Friday only.

ARIA 8 Icon Legend C-33

Icon Usage

Appointment Tracker Tab Icons

CheckIn — Identifies the patient as having arrived for an

appointment.

Complete — When clicked, marks the selected activity as

completed.

Date Range — Opens a Select Date Range dialog box from which
you can select a predefined date range from the list, or identify a
from and to date in month, day, and year format.

Refresh — Reads the data from the database and then updates your
display with any changes.

Reports — Clicking the icon displays a list of reports available

from the application.

New Appointment — Opens the Appointment dialog box so a new

appointment can be added.

New Task — Opens the Task dialog box so a new task can be
added.

This Week — Reconfigures the view to display information for a

week, including the work week along with Saturday and Sunday.

This Month — Reconfigures the view to display information for a

month.

C-34 Data Administration Reference Guide

Icon Usage

Patient Care Path Tab Icons

Activity is Cancelled Patient No-show — Identifies that the

patient did not show for the scheduled appointment or task.

Appointment — An appointment activity type in a Care Path.

Appointment Series — Appointment or task was scheduled in a

repeatable series. Double-click to open the appointment or the full
series.
Cancelled — Identifies an appointment as having been marked as
cancelled from the Schedule Task dialog box.

Care Path — Accesses the Care Path menu from the tool bar or the
right-click menu from the down arrow to the right of the icon.

Delete Activity — Removes the selected appointment or task from

the list on the Care Path.

Edit Activity — Opens the Schedule Appointment dialog box for

you to edit the activity.

Fill Down — Opens the fill-down menu for specifying activity

attributes.

In Progress — Activity status is In Progress but was unable to be

completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only by
the Queue Manager.

ARIA 8 Icon Legend C-35

Icon Usage

Insert Activity — Opens the Select Activity, Proc Codes,

Staff/Resources from Hospital-Department dialog box. The
selected resources and activity are added to the cycle of the Care
Path.
Move Activity — Opens the Move Activities dialog box to move
one or more activities to a cycle within the same or different Care
Path.
Move Down — Moves an activity down in the sequence of
activities on a Care Path.

Move Up — Moves an activity up in the sequence of activities on a

Care Path.

Print — Opens the Print Preview window to display an image of

the current table of information.

Patient Agenda Tab Icons

CheckIn — Identifies the patient as having arrived for an

appointment.

Complete — When clicked, marks the selected activity as

completed.

Day View — Configures a view to display information for the

current date.

Go to Today — When selected, displays an agenda for the current

date of the computer system.

C-36 Data Administration Reference Guide

Icon Usage

Month View — Reconfigures the view to display information for a

month.

New Appointment — Opens the Appointment dialog box so a new

appointment can be added.

New Task — Opens the Task dialog box so a new task can be
added.

Refresh — Reads the data from the database and then updates your
display with any changes.

Reports — Clicking the icon displays a list of reports available

from the application.

Week View — Reconfigures the view to display information for a

week, including the work week along with Saturday and Sunday.

Work Week — Displays the agenda for the current work week,
from Monday through Friday only.

Patient Tracker Tab Icons

CheckIn — Identifies the patient as having arrived for an

appointment.

Complete — When clicked, marks the selected activity as

completed.

Date Range — Opens a Select Date Range dialog box from which
you can select a predefined date range from the list, or identify a
from and to date in month, day, and year format.

ARIA 8 Icon Legend C-37

Icon Usage

New Appointment — Opens the Appointment dialog box so a new

appointment can be added.

New Task — Opens the Task dialog box so a new task can be
added.

Refresh — Reads the data from the database and then updates your
display with any changes.

Reports — Clicking the icon displays a list of reports available

from the application.

This Month — Reconfigures the view to display information for a

month.

This Week — Reconfigures the view to display information for a

week, including the work week along with Saturday and Sunday.

My Patient Tracker Tab Icons

Activity-In-Progress — Identifies the status of the selected activity

as In Progress but indicates the activity was not able to be
completed due to special circumstances. The activity will be
completed at a later date. This status is a machine state set only by
the Queue application.
Appointment Series — Appointment or task was scheduled in a
repeatable series. Double-click to open the appointment or the full
series.
Activity Un-Complete — Removes the Complete appointment or
task status, or identifies the activity as cancelled.

C-38 Data Administration Reference Guide

Icon Usage

Appointment — Identifies an appointment activity type.

Appointment - Canceled-Patient No-Show — Shows the selected

activity as marked Cancelled, Patient No-show.

Appointment - On Waiting List — Shows the selected

appointment as on the waiting list, or identifies the patient as on
break.
CheckIn — Identifies the patient as having arrived for an
appointment.

Complete — When clicked, marks the selected activity as

completed.

Date Range — Opens a Select Date Range dialog box from which
you can select a predefined date range from the list, or identify a
from and to date in month, day, and year format.

New Appointment — Opens the Appointment dialog box so a new

appointment can be added.

New Task — Opens the Task dialog box so a new task can be
added.

Refresh — Reads the data from the database and then updates your
display with any changes.

Reports — Clicking the icon displays a list of reports available

from the application.

ARIA 8 Icon Legend C-39

Icon Usage

This Month — Reconfigures the view to display information for a

month.

This Week — Reconfigures the view to display information for a

week, including the work week along with Saturday and Sunday.

Print Preview Window Icons

Actual Size — Displays the window or report in actual size.

Close — When selected, closes the Print Preview window.

One Page — Shows the current single page of the display or report.

Page Setup — Opens the Page Setup dialog box. It is from this
dialog box that you define paper, orientation, margins, and printer
for the printed results.
Previous Page — Moves the display to the previous page of the
information or report.
Print — Sends the display or report to the default printer.

Next Page — Moves the display to the next page of the information
or report.
Two Page — Displays two pages, side-by-side of the display or
report.

C-40 Data Administration Reference Guide

Glossary

This glossary provides some of the standard terms used with ARIA and other
Varian Medical System products. However, this short glossary is not all
inclusive.

Term Definition
Action rights (ARIA) Permission to perform privileged actions in ARIA. For
example, you may have the action right to beam on a Clinac and
treat a patient, change course status, or authorize overrides. The
service administrator assigns action rights to individual users in
the Administration application. See also user rights.
Active field (ARIA) A treatment field that is scheduled for treatment during
the current treatment session. Contrast with Inactive Field.
Administration (ARIA) An application that the service administrator uses to
configure the Varian System database and the treatment
machines at your facility.
Area Screen (ARIA) The first screen displayed when you select an area (or
option) from a menu. For example, the History screen is the first
screen that appears when you select the History option in the
Chart application.
Area (ARIA) A sequence of screens related to a specific record type or
function. For example, the Course/Prescription area in the Chart
application includes the screens you need to define a course of
treatment for a patient. Also referred to as an option (for
example, the History option).

Glossary-1
ARIA An advanced information platform designed to unify the clinical
and administrative aspects of radiation oncology. This Varian
product consists primarily of software that will run on Customer
or Varian-supplied computer hardware. The effect of Varian
System database on the architectural requirements is limited to
an increase in the control console size requirement. The Clinac
and Ximatron Workstations can be linked by the Network
Fileserver to form a local area Network. Editing Workstations
are optional stations located away from the Clinacs and/or
Ximatron consoles. See also network.
Ascending Order (ARIA) A method of arranging items in a list or table in which
the items are sorted alphabetically from A to Z or
chronologically from first to last. Contrast with Descending
Order.
Back up 1) To make a copy of a program or data set that is kept for
reference in case the original file or data set is lost, damaged, or
otherwise inaccessible. 2) To so duplicate hardware, software, or
data.
Box (ARIA) A screen element for displaying and/or selecting data
(message box, list box, dialog box), grouping related data (group
box), or entering data (text box).
Cell (ARIA) The intersection of a row and a column in a table or
spreadsheet.
Charges (ARIA) An application that translates billable activities into
procedure codes and prepares information for output or transfer
to a central billing system.
Chart (ARIA) An application used to record and review patient
diagnoses, plan courses of treatment, define sites and site
breakpoints, define treatment fields, and view treatment
histories. See Patient Chart.
Contact A person you may need to talk to on the patient's behalf.
Course ID (ARIA) Unique alphanumeric identifying code for a treatment
course. Used as a record selector on several screens to identify
RT prescriptions, sites, treatment fields or treatment sessions for
the course selected. The unique alphanumeric code that identifies
a course of treatment in the Varian System database.

Glossary-2
Course (ARIA) Course of treatment for a patient.
Data field Data entry field. Input space on a ARIA screen. See text box.
Database A collection of data organized in logically related records or files
for rapid search and retrieval. The Varian System database
defines the essential relationships between the patient, course of
treatment, and schedule.
Default 1) An assumption made by the system when no specific choice is
made by the user. 2) An assigned value or choice in a menu or
data entry box. A default value is usually the most common or
safest answer. The default dose rates for fixed and dynamic
treatments are selected in Physics mode, but can be changed
before beam-on. 3) (ARIA). A value or setting used by a
computer system when the user does not supply one. For
example, unless you enter a specific date, the default starting date
for a new course of treatment is the current date.
Descending order (ARIA) A method of arranging items in a list or table in which
the items are sorted alphabetically from Z to A or
chronologically from last to first. Contrast with Ascending
Order.
Diagnosis The cause of a disease inferred from the analysis of symptoms
and diagnostic test results.
Dialog window/box A window (box) appearing on a screen in which a message is
displayed and the user is asked to respond by pressing a key or
typing something. The Chat window in Communications mode
is an interactive dialog window which the Clinac operator can
use to communicate with Varian service personnel via the
modem.
Digital image A computerized display of an image.
Directory (ARIA) Table on the area screen listing all area records.
Double-clicking on a row in the directory table opens the record
details screen in Edit mode.
Dose rate A measure of the dose delivered per unit time. Determined in
Clinacs by the number of high energy beam pulses delivered per
servo period times the dose delivered by each pulse.

Glossary-3
Dose The mean energy imparted to a defined site by ionizing radiation,
usually measured in Gray or cGray.
Dosimeter A radiation sensitive device, e.g., film, monitor ion chamber,
TLD, etc., with a known sensitivity that is placed in the beam
path to measure the integrated dose delivered by the beam. Also
called an integrating dose meter.
Dosimetry The calculations, measurements, and other activities required for
determining the radiation dose to be delivered.
Drag-and-drop (ARIA) A method of moving data in Windows. Drag-and-drop
editing is useful for moving data between tables and boxes.
Drop-Down List (ARIA) Windows screen element consisting of a text box that is
always onscreen and a list box that drops down when you click
on the scrolling arrow to the right of the text box. The text box
displays the current selection from the list box.
Enabled/Disabled ARIA) Command buttons can be enabled (made active) or
disabled. Certain command buttons are enabled only if you have
the correct user rights for the function and certain conditions are
met. For example, the Save button on the Treatment Field Details
screen is enabled only if you have No Delete or All Rights user
rights and all required items have valid data.
Error Code A hexadecimal number code that identifies any of several
diagnostic self-tests performed sequentially by the
communications and control microprocessors at power-up and
continuously during runtime. If a test fails, a CTRL interlock is
asserted and the test number (error code) is reported using the
LED arrays on the processor piggyback boards. An event log is
also created. See diagnostics and event log.

Glossary-4
Event log A record of the status of the Clinac at the time of an unusual
incident or event. Events include any interlock occurring during
beam-on, all major interlocks and communications errors,
Cal/Check interlocks and power-up diagnostic tests. The
contents of the event log indicate the status of the Clinac at the
time of the event and include in addition to date, time, and
operating mode, the dose delivered, the dose rate, the treatment
settings, the position readouts, the interlock status, the status of
all machine meters and digital I/O, and a summary of dynamic
beam treatment data, if applicable. Up to 99 Event logs can be
stored in the C:\VARIAN\LOG subdirectory of the console hard
disk. They can be printed, displayed, or transferred via modem to
Varian service personnel in Communications mode.
Event The activity during a patient appointment (for example, a
complex treatment).
Field Dose The amount of dose absorbed by a related site when the treatment
field is treated.
Field Format (ARIA) Field format is a validation criteria based on the
conventions we use in writing uppercase and lowercase, initial
caps, and the familiar conventions for writing dates and times.
Field Radiation field. 1) On a computer screen, an area in which data
may be entered or edited (data field). 2) In a data management
system, the smallest unit of information. 3) A plane section of the
beam perpendicular to the beam axis.
Granularity (ARIA) The interval between time slots on the schedule screens.
Therefore, also the minimum length of an appointment.
Group Box (ARIA) Box enclosing a set of screen elements of various types
(data fields, tables, list boxes, command buttons) that perform a
common function. The group box title in the upper left-hand
corner usually identifies the function of the group elements.
History Treatment history. In the Chart application, ARIA maintains a
treatment history for each course of treatment. The history lists
all treatment sessions, which fields were treated, and how much
dose was absorbed at each defined site. In the history, you can
review the treatment plan for each fraction, site breakpoints, and
overrides.

Glossary-5
Images A Vision/ARIA application that integrates simulation,
computerized tomography (CT), and portal images into the
Varian System database for image management and reference
during treatment sessions.
Inactive Field (ARIA) A treatment field not scheduled for treatment during the
current treatment session. The field may have been treated in a
previous session or may be scheduled for treatment in a future
treatment session. Contrast with Active Field.
Insert mode A data entry mode on a computer screen in which characters to
the right of the cursor are automatically shifted one space to the
right each time a new character is entered.
Interface Database Database that ARIA Session Manager uses to pass treatment data
to the Verification Interface and download to the C-Series
machine.
Interface The circuitry that interconnects and provides compatibility
between a computer and an operator, support device (e.g., timer,
DAC) or communications medium (e.g., serial interface) in a
computer system. An interface may be physical (involving a
connector) or logical (involving software).
International System The standard metric system of measurement adopted in 1975 for
of Units (SI) worldwide use. SI units commonly used in radiotherapy include
the gray (measures absorbed dose), sievert (measures the dose
equivalent), coulomb per kilogram (measures exposure), and the
becquerel (measures the disintegration rate of a radionuclide).
List Box (ARIA) Windows screen element containing a number of
options that can be selected with a movable highlight. See
drop-down list.
Local Area Network A system of interconnected computers confined to a small area
(LAN) that communicate along dedicated communications channels and
share resources such as disk storage and printers. The RMS local
network consists of several workstations (RV, editing, and
simulator) and a network file server, which controls the data flow
between stations and stores all the system software and the entire
patient database.

Glossary-6
Lookup table A list containing all valid entries for a data field on an
OncoManager screen. Lookup tables are accessed by pressing
the F5 or F6 soft key when the cursor is in a data field for which
entries are restricted. The cursor is transferred into the lookup
table when it is accessed, enabling the user to select a valid entry,
which is entered directly into the data field when it is chosen.
Network See local area network (LAN).
Operating software The integrated collection of programs used by the Clinac system
computer to interface the system with the operator and control
the machine.
Patient chart A complete record of all radiotherapy treatments performed on
the patient, recorded sequentially throughout the course of
treatment. The chart includes for each treatment the station ID,
the energy mode, the treatment site and field, the treatment dose,
cumulative field dose and total site dose, the mechanical
positions of the treatment unit, the name of any accessory used,
and the name of the RTT who performed the treatment. It is
arranged chronologically by the date and time at which each
treatment was performed.
Patient file A file that contains treatment fields for a particular patient.
Pattern The sequence of days (for example, one week) defined as normal
machine operating hours at your facility. Each day in the pattern
is called a cycle day. See also cycle day.
Plan (ARIA) The set of console and machine position settings and the
setup note (if any) for a treatment field. See also treatment plan.
Port film exposure A radiograph taken with the patient interposed between the
machine portal and an x-ray film. The purpose is to demonstrate
that the treatment field on the patient is properly set up.
Provider Anyone, doctor or staff, who has login access to ARIA.
Range error Error indicating that a value, usually input by the user, is out of
a pre-determined range.

Glossary-7
Real time 1) Performance of a computer system that receives and processes
data quickly enough to produce output to control, direct or affect
the outcome of an ongoing activity or process. 2) Performance of
the computations necessary to update an image or a parameter
reading quickly enough so that the image sequence appears
correct and the parameter reading is current.
Record (ARIA) A collection of related data fields treated as a unit. The
description of an item in the database. Each item is represented
by a record consisting of one or more fields.
Refresh The process of constantly reactivating or restoring information
that decays or fades away when left idle. For example, the
phosphorescent image on a CRT screen must be regenerated at a
rate of 30 to 60 Hz to avoid flicker.
Required Field (ARIA) A data field or text box in which you must make a valid
entry in order to enable the OK or Save command button.
Reset (ARIA) Command button on the Machine Weekly Schedule
screen that cancels all cell selections you have made.
Schedule (ARIA) An application that provides a graphical scheduler to
display and manipulate accelerator, simulator, and oncologist
schedules. Other department resources can also be scheduled.
Session (ARIA) The interval between the time you log into a ARIA
application and the time you log out of it. An event in which one
or more fields are treated.
Table Standard A diagnosis coding system. The Varian System database
includes the ICD-9 coding system to use, or your facility may use
a customized coding system.
Text box (ARIA) Windows screen element that accepts data entered
directly from the keyboard, provided the data is of the type
specified in the database and does not exceed the maximum
number of characters for the field.
Total Dose (ARIA) The dose prescribed for a course of treatment by an
oncologist. Or, the maximum cumulative dose allowed for a site
without override authorization. Or, the current cumulative dose
recorded in the patient’s history in the Chart application.

Glossary-8
Treatment course A sequence of treatment visits at which specified procedures will
be performed on a designated patient, using specified treatment
machine(s). The visits are scheduled to occur at the same time on
specified days of the week until the fractionation is complete. A
treatment course may be scheduled for a specified patient on
OncoManager and downloaded to the RV workstation(s) on
which it will be carried out. OncoManager will then bill for
completed treatments as they are performed at the workstations.
Treatment field The area projected at Target to Surface Distance (TSD) on a
plane perpendicular to the radiation beam axis by the Clinac
collimator jaws.
2. (ARIA) Also, the data required for complete specification of
an individual treatment beam, including radiation energy, field
size, use of wedges and blocks, orientation with respect to the
patient, prescribed exposure time, dose, and distance.
Treatment Plan (ARIA) The prescribed radiation beam, patient setup
information, and machine settings for all fields to be treated
during a treatment session. See also plan.
Treatment plan An ensemble of radiation beams or sources designed to produce
a prescribed dosage pattern in and for the patient; includes spatial
and temporal distributions.
Treatment planning A complex process carried out prior to the administration of
radiation therapy. The planning process usually includes such
items as tumor localization, treatment volume determination,
contour preparation, and treatment dose determination to
prescribe the dosage pattern required.
User Name The name you enter to log into a ARIA application.
User Rights The level of access to ARIA records you have, based on the User
Name and Password you enter. The three general categories of
user rights are Read Only, No Delete, and All Rights. See also
action rights, password, and user name.
Validation A process in which ARIA verifies that the data you enter is of
valid type and number. For example, ARIA verifies that you
enter a number for Total Dose. If you enter letters or punctuation
marks, ARIA displays an error message.

Glossary-9
Verification A process in which ARIA compares the actual treatment settings
on the Clinac to the plan settings in ARIA and prevents treatment
if the actual settings differ from the plan settings by more than
the allowed tolerance. See also verification interface.
Window (1) Either of two ceramic plates that separate the pressurized rf
waveguide from the evacuated klystron at one end and from the
evacuated accelerator structure at the other while allowing the
microwave to pass through. (2) A thin plate, made of aluminum
or beryllium, through which electrons are extracted from the
accelerator guide with minimal loss of energy while preserving
the vacuum in the accelerator structure. (3) A rectangular portion
of a monitor screen used for input from the operator or to display
information to the operator.
Windows NT Microsoft’s multitasking network operating system.
Windows A software program that runs on DOS but provides its own
features and functions. (MLC)

Glossary-10
Index

Numerics procedure codes, 5-22

802.11b protocol, 1-6 required fields, 1-11
802.11g protocol, 1-6 system failure, A-3
templates, associating, 6-12
toolbar, 1-10
A toxicities, 7-105
abnormal assessment details troubleshooting, A-1
editing, 7-85 UI, 1-9
setting up, 7-81 user groups, 2-39
about user rights, 1-7
abnormal assessment details, 7-81 users, 2-39
activities, 4-1 vital sign components, 7-100
activity categories, 4-1 access to Data Administration, 1-9
associating templates, 6-12 activities
backing up data, B-1 about, 4-1
Care Paths, 6-2 adding, 4-6
Clinical Assessment, 7-1 color-coding, 4-14
clinics or hospitals, 2-2 cycles, creating, 6-19
columns, 1-11 editing, 4-13
customizing activity attributes, 2-34 inactivating, 4-13
customizing patient labels, 2-32 managing, 4-6
Data Administration, 1-4 activity attributes
data segmentation, 1-5 adding, 2-34
data tags, 7-69 customizing, 2-34
departments, 2-7 deleting, 2-37
diagnosis code types, 7-13 editing, 2-36
diagnosis codes, 7-15 Activity Capture, configuring, 5-2
diagnosis methods, 7-9 activity categories
document types, 7-59 adding, 4-2
downloading FDA Drug List, 7-22 editing, 4-5
drug formulary, 7-20 inactivating, 4-5
drug formulary categories, 7-20 managing, 4-1
education/counseling session, 7-44 activity lag time, setting, 6-24
error messages, A-1 adding
Exam Systems Registry, 7-76 activity, 4-6
FDA Drug List, 7-21 activity category, 4-2
Global Settings, 2-37 allergy, 7-2
groups, 2-12, 7-96 auxiliary resources, 3-7
icons, 1-9 billing service, 5-18
machine venues, 3-11 Care Path template, 6-3
nonschedulable venues, 3-11 clinic or hospital, 2-2

Index-1
 code modifiers, 5-4 assigning
comments, 7-6 a resource to a group, 3-18
component to list of recommended machines to a venue, 3-15
toxicities, 7-105, 7-107 resource to a department, 3-17
custom test component, 7-88 associating templates
cycle activity, 6-22 about, 6-12
cycle to a Care Path, 6-16 with a diagnosis, 6-12
department, 2-7 with a payor, 6-14
diagnosis code, 7-15 with a physician, 6-13
diagnosis code type, 7-13 attributes, activity, adding, 2-34
diagnosis method, 7-9 attributes, activity, deleting, 2-37
document type, 7-61 attributes, activity, editing, 2-36
drug to drug formulary, 7-27 auxiliary resources
drug to master favorite drugs list, 7-35 adding, 3-7
drugs to favorite drug lists for editing, 3-10
providers, 7-42 inactivating, 3-10
education/counseling session list, 7-45 managing, 3-7
groups to departments, 2-12 availability hours
list items, 2-29 specifying for a department, 2-16
medical problem, 7-48 specifying for a resource, 3-20
payor plan types, 5-8
payor plans, 5-10 B
payor references, 5-10
backing up Varian System database, B-1
physician or staff, 3-2
billing services
practice document type, 7-70
adding, 5-18
social history, 7-55
deleting, 5-21
surgery or procedure, 7-52
editing, 5-21
test component, 7-94
managing, 5-17
test component group, 7-96
user-defined activity attributes, 2-34
user-defined patient label, 2-32 C
venue, 3-11 Care Path templates
Vital Sign Component, 7-100 associating with
allergies a diagnosis, 6-12
adding, 7-2 a payor, 6-14
deleting, 7-5 a physician, 6-13
editing, 7-5 copying, 6-9
managing list of, 7-2 creating, 6-3
ARIA deleting, 6-12
described, 1-4 editing, 6-10
error messages, A-2 Care Paths
icons, list of, 1-9 about, 6-2
adding a cycle to, 6-16
deleting a cycle from, 6-18
editing in a cycle, 6-17

Index-2
categories components
activity adding to list of recommended toxicities,
adding, 4-2 7-105
editing, 4-5 deleting from the list of recommended
inactivating, 4-5 toxicities, 7-107
managing, 4-1 editing abnormal details for, 7-85
drug formulary configuring
creating, 7-31 abnormal assessment details, 7-81
deleting, 7-34 Activity Capture, 5-2
editing, 7-34 activity lag time, 6-24
managing, 7-20 charges default settings, 5-2
charges Global Settings, 2-37
default, configuring, 5-2 RoS/PE assessment descriptions for
managing, 5-1 providers, 7-78
Clinical Assessment, about, 7-1 contacting help desk support, 1-3
clinics copying
about, 2-2 Care Path template, 6-9
adding, 2-2 cells of cycle activity row, 6-27
editing, 2-6 cycle activity details, 6-27
inactivating, 2-6 cycle activity details on columns, 6-28
closing Data Administration, 1-14 document template, 7-68
code modifiers creating
adding, 5-4 activity cycle, 6-19
editing, 5-6 Care Path Templates, 6-3
inactivating, 5-6 drug formulary category, 7-31
managing, 5-4 patient document template, 7-62
code type, selecting default for searches, 7-19 practice documents, 7-73
color-coding creating new document type, 7-61
activities, 4-14 custom test component, adding, 7-88
Column Chooser, using, 1-11 customizing activity attributes, 2-34
columns customizing patient labels, 2-32
about, 1-11 cycle activities
copying cycle activity details on, 6-28 adding, 6-22
hiding, 1-12 copying cells of row, 6-27
rearranging, 1-13 copying details on columns, 6-28
showing, 1-11 deleting, 6-26
comments details, filling-down, 6-27
adding, 7-6 inserting, 6-22
deleting, 7-8 managing the order of, 6-19
editing, 7-8 moving in a treatment cycle, 6-27
managing list of, 7-6 cycles
common error messages, A-2 adding to a Care Path, 6-16
deleting from a Care Path, 6-18
editing in a Care Path, 6-17

Index-3
D inactivating, 2-11
Data Administration managing information for, 2-7
about, 1-4, 1-7 managing schedules for, 2-15
backing up data, B-1 scheduling a holiday for, 2-17
closing, 1-14 specifying availability hours for, 2-16
licenses and rights, 1-9 diagnoses, managing, 7-9
logging in, 1-7 diagnosis code types
viewing version number for, 1-13 about, 7-13
data segmentation, about, 1-5 adding, 7-13
data tags, about, 7-69 inactivating, 7-14
database, backing up, B-1 diagnosis codes
default code type, selecting for searches, 7-19 about, 7-15
deleting adding, 7-15
allergy, 7-5 editing, 7-18
billing service, 5-21 inactivating, 7-19
Care Path template, 6-12 diagnosis methods
comments, 7-8 about, 7-9
cycle activity, 6-26 adding, 7-9
cycle from a Care Path, 6-18 editing, 7-12
document template, 7-68 inactivating, 7-12
drug formulary category, 7-34 diagnosis, associating templates with, 6-12
drug from master favorite drugs list, 7-41 document types
drug in drug formulary, 7-31 about, 7-59
drug in favorite drug list for providers, 7-44 adding, 7-61
list items, 2-32 creating new, 7-61
payor authorization, 5-17 removing, 7-62
payor plan, 5-16 documents
payor plan type, 5-10 adding practice type, 7-70
payor reference, 5-16 ordering additional, 1-3
practice document, 7-75 practice, managing, 7-70
scheduled holiday, 2-20 downloading
test component, 7-95 FDA Drug List, 7-22
test component group, 7-99 about, 7-22
user-defined activity attributes, 2-37 drug formulary
user-defined patient label, 2-34 about, 7-20
Vital Sign Component, 7-104 adding a drug to, 7-27
departments deleting drug in, 7-31
about, 2-7 editing drug in, 7-30
adding, 2-7 managing, 7-20
adding groups to, 2-12 drug formulary categories
assigning a resource to, 3-17 about, 7-20
deleting a scheduled holiday for, 2-20 creating, 7-31
editing for a user and provider, 2-39 deleting, 7-34
editing name of, 2-11 editing, 7-34

Index-4
Drug List patient document templates, 7-67
FDA, 7-21 payor plan, 5-16
drugs payor plan type, 5-9
adding to drug formulary, 7-27 payor reference, 5-16
adding to favorite drug lists for physician or staff, 3-6
providers, 7-42 practice document, 7-75
adding to master favorite drugs list, 7-35 practice document type, 7-72
deleting from master favorite drugs procedure code, 5-30
list, 7-41 provider and department for user, 2-39
deleting from the drug formulary, 7-31 scheduled holiday, 2-19
deleting in the favorite drug list for template cycles and cycle activities, 6-15
providers, 7-44 test component, 7-95
editing favorite drug list for providers, 7-44 test component group, 7-99
editing in drug formulary, 7-30 user-defined activity attribute, 2-36
editing in master favorite drugs list, 7-41 user-defined patient label, 2-33
venue, 3-14
E Vital Sign Component, 7-104
education/counseling session list
editing
about, 7-44
activity, 4-13
adding, 7-45
activity category, 4-5
editing, 7-47
allergies, 7-5
inactivating, 7-47
auxiliary resources, 3-10
e-mail support, 1-4
billing services, 5-21
error messages
Care Path templates, 6-10
about, A-1
clinic or hospital, 2-6
common, A-2
code modifiers, 5-6
Queue in Treatment, A-3
comments, 7-8
Exam Systems Registry, maintaining, 7-76
component’s abnormal details, 7-85
exiting Data Administration, 1-14
cycle in a Care Path, 6-17
department name, 2-11
diagnosis code, 7-18 F
diagnosis method, 7-12 favorite drug list for providers
drug formulary category, 7-34 adding a drug to, 7-42
drug in drug formulary, 7-30 deleting, 7-44
drug in the master favorite drugs list, 7-41 editing, 7-44
drugs in favorite drug list for FDA Drug List
providers, 7-44 about, 7-21
education/counseling session list, 7-47 about downloading, 7-22
Global Settings, 2-37 downloading, 7-22
group, 2-14 setting as default, 7-27
list items, 2-31 filling-down cycle activity details, 6-27
medical problem, 7-50

Index-5
G group, 2-14
Global Settings medical problem, 7-51
about, 2-37 physician or staff, 3-7
managing, 2-37 practice document type, 7-72
grayed out tab, icon, or button, 1-5, 1-9, 4-1 social history, 7-58
groups surgery or procedure, 7-54
about, 7-96 venue, 3-15
adding to departments, 2-12 inserting a cycle activity, 6-22
assigning a resource to, 3-18 interface, using, 1-9
editing, 2-14 Internet support, 1-3
inactivating, 2-14
L
H labels
help desk support, 1-3 patient, adding, 2-32
hiding patient, deleting, 2-34
columns, 1-12 patient, editing, 2-33
holiday legend of icons, C-1
editing for department, 2-19 list of
scheduling, 2-17 common error messages, A-2
hospitals predefined lists, 2-27
about, 2-2 predefined payor plan types, 5-7
adding, 2-2 Queue in Treatment error messages, A-3
editing, 2-6 lists
inactivating, 2-6 adding items to, 2-29
hours deleting items from, 2-32
specifying for a resource, 3-20 editing items for, 2-31
specifying for department, 2-16 managing, 2-27
medical history, managing, 7-48
predefined, 2-27
I logging in to Data Administration, 1-7
icons
about, 1-9
legend, C-1
M
inactivating machine venues, about, 3-11
activity, 4-13 machines, assigning to a venue, 3-15
activity category, 4-5 managing
auxiliary resources, 3-10 activities, 4-6
clinic or hospital, 2-6 activity categories, 4-1
code modifiers, 5-6 allergies, 7-2
department, 2-11 auxiliary resources, 3-7
diagnosis code, 7-19 billing services, 5-17
diagnosis code type, 7-14 clinics or hospitals, 2-2
diagnosis method, 7-12 code modifiers, 5-4
education/counseling session list, 7-47 comments, 7-6
cycle activity order, 6-19

Index-6
 department schedules, 2-15 modifiers, code
departments, 2-7 adding, 5-4
diagnoses, 7-9 editing, 5-6
diagnosis code types, 7-13 inactivating, 5-6
diagnosis codes, 7-15 managing, 5-4
diagnosis methods, 7-9 moving
drug formulary and categories, 7-20 cycle activity in treatment cycle, 6-27
Global Settings, 2-37
lists, 2-27 N
master favorite drugs list, 7-35
nonschedulable venues, about, 3-11
medical history lists, 7-48
order of cycle activities, 6-19
patient document templates, 7-59 O
payor plan types, 5-7 Oncology HelpDesk
payor plans, 5-10 contact information, 1-3
payor references, 5-10 ordering additional documents, 1-3
physicians and staff, 3-2
practice documents, 7-70 P
procedure codes, 5-22
patient document templates
procedures and charges, 5-1
copying, 7-68
resource assignments, 3-17
creating, 7-62
RoS/PE systems, 7-76
deleting, 7-68
social history list, 7-55
editing, 7-67
surgical/procedure list, 7-51
managing, 7-59
test components, 7-88
patient labels
test components groups, 7-96
adding, 2-32
toxicities, 7-105
customizing, 2-32
user favorite drugs list, 7-42
deleting, 2-34
user groups, 2-39
editing, 2-33
users, 2-39
payor authorization, deleting, 5-17
venues, 3-11
payor plan types
vital sign components, 7-100
adding, 5-8
master favorite drugs list
deleting, 5-10
adding to, 7-35
editing, 5-9
deleting drug from, 7-41
managing, 5-7
editing drugs in, 7-41
predefined, 5-7
managing, 7-35
payor plans
medical history lists, managing, 7-48
adding, 5-10
medical problems
deleting, 5-16
adding, 7-48
editing, 5-16
editing, 7-50
managing, 5-10
inactivating, 7-51

Index-7
payor references R
adding, 5-10 rearranging a column, 1-13
deleting, 5-16 removing a document type, 7-62
editing, 5-16 required fields, about, 1-11
managing, 5-10 resource assignments, managing, 3-17
payor, associating templates with, 6-14 resources
phone number, Oncology HelpDesk, 1-3 assigning to a department, 3-17
physicians assigning to a group, 3-18
adding, 3-2 auxiliary
associating templates with, 6-13 adding, 3-7
editing, 3-6 editing, 3-10
inactivating, 3-7 inactivating, 3-10
managing, 3-2 managing, 3-7
practice document types specifying availability hours for, 3-20
adding, 7-70 RoS assessment, setting provider’s
editing, 7-72 descriptions for, 7-82
inactivating, 7-72 RoS/PE systems, managing, 7-76
practice documents RoS/PE, setting up assessment descriptions for
creating, 7-73 providers, 7-78
deleting, 7-75
editing, 7-75
managing, 7-70 S
viewing, 7-75 scheduled holiday
predefined adding, 2-17
lists, 2-27 deleting, 2-20
payor plan types, 5-7 editing, 2-19
preferences, setting system, 2-20 schedules, managing for department, 2-15
procedure codes scheduling a holiday, 2-17
editing, 5-30 searches, selecting default code type for, 7-19
managing, 5-22 selecting default code type for searches, 7-19
procedures, managing, 5-1 setting
protocols activity lag time, 6-24
802.11b, 1-6 charges default, 5-2
802.11g, 1-6 FDA Drug List as default, 7-27
provider provider’s RoS assessment descriptions,
editing for a user and department, 2-39 7-82
provider’s RoS assessment description, setting, RoS/PE assessment descriptions for
7-82 providers, 7-78
system preferences, 2-20
showing columns, 1-11
Q social history
Queue in Treatment error messages, A-3 adding, 7-55
inactivating, 7-58
list, managing, 7-55

Index-8
specifying test components
availability hours of a resource, 3-20 adding, 7-88, 7-94
department availability hours, 2-16 deleting, 7-95
staff editing, 7-95
adding, 3-2 managing, 7-88
editing, 3-6 toolbar, about, 1-10
inactivating, 3-7 toxicities
managing, 3-2 about, 7-105
support, 1-3 adding component to list of recommended,
via e-mail, 1-4 7-105
via Internet, 1-3 deleting component from the list of
surgery or procedure recommended, 7-107
adding, 7-52 managing, 7-105
inactivating, 7-54 treatment cycle, moving a cycle activity in,
surgical/procedure list, managing, 7-51 6-27
system failure, about, A-3 troubleshooting, A-1
system preferences, setting, 2-20
U
T UI, using, 1-9
tablet PC use, 1-6 user favorite drug list
technical support, 1-3 adding a drug to, 7-42
telephone support, 1-3 deleting a drug from, 7-44
template editing a drug in, 7-44
Care Path managing, 7-42
copying, 6-9 user groups
deleting, 6-12 managing, 2-39
patient user rights
copying, 7-68 about, 1-7
patient document user-defined activity attributes
creating, 7-62 adding, 2-34
deleting, 7-68 deleting, 2-37
editing, 7-67 editing, 2-36
template cycles and cycle activities, editing, user-defined patient labels
6-15 adding, 2-32
templates deleting, 2-34
associating with a diagnosis, 6-12 editing, 2-33
associating with a payor, 6-14 users
associating with a physician, 6-13 editing the provider and department for,
patient, managing, 7-59 2-39
test component groups managing, 2-39
adding, 7-96 using the Data Administration interface, 1-9
deleting, 7-99
editing, 7-99
managing, 7-96

Index-9
V
Varian System database
backing up, B-1
table PC use, 1-6
wireless network, 1-6
venues
about nonschedulable, 3-11
adding, 3-11
assigning machines to, 3-15
editing, 3-14
inactivating, 3-15
machine, about, 3-11
managing, 3-11
version number, viewing, 1-13
viewing
Data Administration version number, 1-13
list of icons, 1-9
practice document, 7-75
Vital Sign Components
about, 7-100
adding, 7-100
deleting, 7-104
editing, 7-104
managing, 7-100

W
wireless network use, 1-6

Index-10