Manage a Scheduled Order via Order Entry

1 In the menu bar, click Order Entry.

Note: The Order Entry menu appears only if you can place orders with your current lab.

If the Order Entry page appears, go to step 2. If the Check-In Queue page appears, click Call Next Patient and then go to step 3.

Notes:  

• The Check-In Queue page appears only if your current facility supports this feature. For information about changing your facility, see Changing the Facility.

• If the information provided by the patient at the Check-In kiosk is incorrect (for example, if there was a typo in the patient’s name), click Cancel on the Patient Search - Advanced Results dialog box. On the Check-In Queue page, click Order Entry and then go step 2.

• For more information about using the Check-In Queue, see Initiate an Order.

2 Retrieve the patient (as described in Retrieve or Add a Patient).

Notes:  

• If you have an active bridge, do not search by the patient ID. This bypasses the Patient Search - Advanced Results dialog box.

• You can access generic scheduled orders only if the Include Generic (Held, Scheduled, Standing) check box is selected in your user profile.

• Scheduled orders for LTC clients do not appear on the Patient Search - Advanced Results dialog box. To manage these orders, see Manage Scheduled Orders via the Scheduled Orders List.

3 In the list of search results, click next to the patient whose scheduled order you want to manage.

For more information about the displayed pending orders, see Working with the Patient Search - Advanced Results or the Patient Search - Pending Orders for Client Dialog Box.

4 Do one of the following:

a In the Action column, click for the scheduled order that you want to file or edit.

The Order Entry page displays all of the information contained in the order, and the bar at the top of the page displays the requisition number being accessed.

Notes:  

• If the order is currently being accessed by someone else, appears next to the order status on the Patient Search - Advanced Results dialog box. If you position the pointer over this symbol, the person’s user name appears, along with the date and time that the person accessed the order. (This symbol can also appear if someone accessed the order and then closed the browser without logging out.)

If you click the edit icon for a locked order, a prompt appears, asking if you want to override the lock; click OK. You can file or edit the order, but only the last changes made to the order are implemented.

• If appears for a particular patient, clicking the edit icon might automatically change the lab and client to the appropriate ones, and you will not be able to use accessioning.

b If the order has a future collection date, a prompt appears, asking if you want to continue. In the Comment box, type the reason why you are filing or editing the order at this time, and click OK.

After the order is filed, this comment appears in the requisition log in the audit history for this order.

c If you are prompted to choose a lab for the order, click the appropriate one and then click OK.

d If a message indicates that the order cannot be redirected, do one of the following:

• If you were previously prompted to choose a lab and you want to try to send the order to a different lab, click OK and then open the order again. You can also click OK if you simply want to proceed without printing information about the pending order.

• If you want to see information about the pending order, click Print Patient Pending Info. When the Print dialog box appears, click Print, or click Cancel to review the information before printing it. You might be able to use this information to create a new order for a lab that you can access.

e If an order entry message appears, review the message and then click Close.

Tip: If you need to see this message again later, click in the bar with the buttons.

f Make any appropriate changes to the order.

You can typically change any aspect of the order except the lab, client, or patient’s SSN or patient ID. For some clients, you cannot change an existing lab reference ID. You also cannot remove the patient, although you can search for a different one.

For redirected orders, the original client appears in the Additional Copies area, and you cannot remove or edit it. You also cannot remove or edit any other recipients from the original order, or change the carrier to a generic carrier.

For more information, see Placing an Order.

Notes:  

• If the Redirect Order button appears, and you want to send the order to a different lab, click that button, click the appropriate lab in the list, and then click OK.

If you made any changes to the order before clicking Redirect Order, a message advises you that your changes will be lost. Click OK to proceed with redirecting the order, or click Cancel to retain your changes and complete the order with the original lab.

If the order cannot be processed at the chosen lab, a message advises you of this. Click OK to complete the order with the original lab.

• If the order contains merged information from other duplicate pending orders that were eligible to be placed the same day, the merged requisition numbers will be listed, along with a count of the duplicate test codes that were deleted.

• If any AOE, template, ABN, or ICR prompts were completed when the order was scheduled, those responses are retained, but empty boxes still appear in the Profiles/Tests area to encourage you to verify the previous responses. (You are also encouraged to review the Pap responses, although the Pap box is filled.)

• If the order includes only ICD‑9 codes, and there is a one-to-one correspondence between an ICD-9 code and an ICD‑10 code, the corresponding ICD-10 code automatically replaces the ICD-9 code. Any ICD-9 codes that do not have a single corresponding ICD-10 code are retained in the order and identified as written diagnoses on the requisition when you file the order.

• If the lab supports adding attachments, you can add new images (up to a total of ten images or the equivalent of 4MBs), but you cannot delete any images that were added when the order was scheduled. For more information, see Add Attachments.

• For redirected and nationwide orders, confirm the bill type with the patient. If the carrier mnemonic at the original lab does not match the mnemonic at the performing lab, choose the appropriate carrier. (The insurance ID and other related information is retained.)

• If the order includes an alternate order code, that code is automatically replaced with the primary order code. In addition, if you add an alternate order code, it is automatically replaced with the primary code.

g If one or more order codes are invalid, the affected codes appear in bold red text in the Profiles/Tests area, preceded by . In the adjacent list, click the option that indicates how you handled each code. If none of the listed options is appropriate, click Other, type an appropriate response on the Reconcile dialog box, and then click OK.

When an invalid order code is reconciled, appears next to the code. You cannot file the order until you have reconciled all of the invalid codes.

h Do one of the following:

• If you cleared the Specimen Not Collected check box and provided a date in the Collected Date box, click File to print the final requisition and labels, remove the order from the scheduled orders list, and send it to the lab electronically (if appropriate).

• If the Specimen Not Collected check box is still selected, click Schedule to save your changes and keep the order on the scheduled orders list. You can print the draft requisition at this time, or print the final requisition when you file the order. Any labels associated with the order are printed automatically.

• To discard your changes and keep the order on the scheduled orders list, click Cancel.

Notes:  

• If you cleared the Specimen Not Collected check box and split the order manually before clicking File, the specified tests are put in a separate held order, and a requisition is generated for the rest of the tests.

• For redirected and nationwide orders, the Specimen Not Collected check box is cleared and inactive. You can only file the order or cancel your changes.

If you split the order manually before filing it, the specified tests are put on hold for your current lab, not the original lab.

• If you did not reconcile all of the invalid order codes, a message appears on the Verify Order page when you click File or Schedule. You must either reconcile all of the invalid order codes, or click Previous on the Verify Order page and then click Cancel on the Order Entry page.

i If you collected a specimen for a patient from the Check-In Queue, click Done for the appropriate patient.

a In the Action column, click for the scheduled order that you want to delete.

Note: You can delete scheduled orders only for your assigned labs. If the Search Nationally check box is selected, does not appear next to redirected or nationwide orders.

b When the confirmation message appears, click OK.

Note: If the scheduled order is no longer available (for example, if it was filed by someone else after you opened the Patient Search - Advanced Results dialog box), a message advises you of this. Click OK. The order is removed from the list.