- Manual Matches Window
- Match a Client Name & DOB
- Match a Clinician
- Import Matched Transactions
- Unsigned Results Report
- Known Issue - Missing information on Results
Lab results from Excelleris get loaded into Profile EMR overnight and are view-able in the morning. Scanned documents are loaded into Profile EMR by the clinic throughout the day. If Profile EMR does not match the transaction (lab or document) to the client and/or clinician, it will be sent to the clinic’s Manual Matches list to be matched by a EMR user (usually a CSC). Once corrected, the transaction will move into the client’s Medical Record and the Unsigned Transaction list for the clinician to sign-off.
IMPORTANT! Manual matches should be processed PRIOR to the Clinician of the Day workflow.
Common causes for mismatch:
- Client name has a hyphen in Profile EMR but Lab shows as two different names (or vice versa).
- Client name has been misspelled.
- Client has preferred name that Lab shows as first name but is not real first name in Profile EMR.
- Birth date: day and month reversed (as EMR is using European style dd/mm/yyyy).
- PHN problem (e.g. 2 numbers transposed).
- Client not in EMR.
- Client is seen by provider at another clinic but result has been sent to your clinic.
Manual Matches window
1. To access, click on the Control Center short-cut icon (above the yellow bar).
Note: This short-cut icon will only appear if you have a CSC account. For clinician accounts, access the Control Center through the Organisation drop-down menu.
2. The Control Center will open to the Manual Matches window. A list of clinician and client names will be listed; those in italicized font are unmatched. If both the clinician and client names are italicized in the same line, then match the client first.
Match a Client Name & DOB
1. Click on first italicized client name in the list and it will highlight in purple.
2. A Best Guess Clients list will populate on the right-hand side of the screen. This list contains names of the closest matched client names found in the EMR.
3. Compare Last Name, First Name and Date of Birth (DOB) with the names in the Best Guess Clients list.
Successful Client Match
1. If you are certain there is a match between the name/DOB listed in Unmatched Transactions and the Best Guess Clients lists, click on the name in the Best Guess Client list and it will highlight in purple.
2. Click the Assign button.
3. A green check-mark will appear beside the client’s name.
Uncertain Client Match
If you are uncertain there is a match between the name/DOB listed in Unmatched Transactions and the Best Guess Clients list, then you will need to use another client identifier (eg. PHN). To find the PHN information:
1. Click on the name of the client you feel is the closest match in the Best Guess Clients list. This will populate the yellow client information bar at the top of the screen. Write down the PHN.
2. Now double click on the client’s name in the Unmatched Transactions list – this will open the result (lab or scanned document).
3. Click on the Information tab and scroll down to find the PHN (which is identified as PHN or NHI)
4. Determine if the PHN matches
5. If so, close the result window to return to the Manual Matches window.
6. Click again on the Best Guess Client name (associated with the matched PHN) and it will highlight in purple.
7. Click the Assign button.
8. A green check-mark will appear beside the client’s name.
Unsuccessful Client Match
Scenario 1: There is no match between the client name listed in Unmatched transactions and the Best Guess Clients list
1. Double click on the client’s name in the Unmatched transactions list to open the lab or scanned document
2. Click on the Information tab, copy the NHI or PHN number
3. Click the Find button and paste the PHN into the search field. Click the Search button.
4. If no PHN match appears, speak to your clinic lead. The client may not have been registered yet.
a. Once registered, you can import the lab or scanned document into the client’s Medical Record
b. If client is not to be registered, see Scenario 2 (below).
Scenario 2: If the client is not registered in the EMR (because they attend an outside clinic) but the clinician is in EMR, print out test result/report and give it to the clinician.
1. In the Unmatched transactions list, double click on the client’s name. This will open the lab result or scanned document.
2. Print the report; write on the paper copy Not Our Client and give the paper copy to the clinician.
3. In the Unmatched Transactions list, right click on the client’s name and a menu will appear
4. Click the Delete button – a black X will appear beside the clients name.
Scenario 3: If the client is not registered in the EMR (because they attend an outside clinic) and the clinician is also not in EMR, print out test result/report and fax to the originating lab and/or Excelleris.
1. In the Unmatched transactions list, double click on the client’s name. This will open the lab result or scanned document.
2. Print the report; write on the paper copy Not Our Client and fax to the originating lab and/or Excelleris.
3. In the Unmatched Transactions list, right click on the client’s name and a menu will appear
4. Click the Delete button – a black X will appear beside the clients name.
For originating lab and Excelleris contact information, see Results Distribution article.
Scenario 4: If you try to assign a transaction to an inactivated duplicate client, you will get an error.
See Import Matched Transactions.
Match a Clinician
1. In the Unmatched Transactions list: click on first italicized clinician name in the list and it will highlight in purple.
2. A Clinicians list will populate on the right lower corner of the screen.
Successful Clinician Match
1. If you are certain you have a clinician match, click on the name in the Clinicians list and it will highlight in purple.
2. Click on the Assign button.
3. A green check-mark will appear beside the client’s name.
Unsuccessful Clinician Match
Scenario 1. The client is in EMR but the clinician is not in EMR: You need to investigate who the transaction should be assigned to.
1. Click on client name and it will populate the yellow banner.
2. Review the MRP. If there isn’t one listed then go Alter Client > Bookings to see who they see regularly
a. If there is a clinician who the client sees regularly, type the clinician’s name into the Other field and then click Assign.
b. A green check-mark will appear beside the client’s name.
Scenario 2. The client is in EMR but the lab result was copied to the entire clinic rather than a single clinician. You need to identify the Most Responsible Provider (MRP) that the transaction should be assigned to
1. Click on client name and it will populate the yellow banner.
2. Review the MRP.
a. If there isn’t one listed then go Alter Client > Bookings to see who they see regularly.
b. If there is a clinician who the client sees regularly, type the clinician’s name into the Other field and then click Assign.
3. A green check-mark will appear beside the client’s name
4. If there isn’t a clinician who the client sees regularly, speak with a clinical lead to determine who the result should be assigned to.
Import Matched Transactions
Once all question marks are either a green check mark or a black X from your changes, click Save Changes. This will immediately import the matched transactions into Profile EMR Medical Record and Unsigned Transactions.
Note: To refresh the list of manual matches at any time, click on the Refresh icon.
Unsigned Results Report
We publish a daily Report that shows the Unsigned Results if they are older than 7 days. From your Work Center, go to the Other tab and click on the Library icon. Search for Unsigned and follow the instructions. This report should be checked daily. Instructions on how to manage Unsigned Results for your clinic are embedded in the report.
Known Issue - Missing information on Results
If the provider information is missing when printing out lab results from the Control Centre, obtain the details from the Information tab of the result.
Note: Information tab needs to be printed separately.