NEC Medical Center System Operations Manual

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Medical Center System Operations Manual DATABASE ADMINISTRATION
Manual Entry
Patient data is usually obtained when the patient is admitted to the hospital and sent to 
the MCS database from the Hospital Data System (HIS). Use this menu option when 
patient data must be added manually to the database.
Error Message
If any error occurs while attempting to add the new record to the database, an error 
message appears in the Attendant Status window.
Procedure
Action Result
Ty p e  a to select the Add (or Admit, if 
adding a patient record) command.The first field highlights for data entry. (2) 
Type data into each field, according to the 
field definitions in Database Procedures on 
page 88, and press Enter after each entry. 
(In fields that provide choices, use the space 
bar to toggle among the options.) The message “Do you want to insert this? 
(Y/N)” displays. 
Ty p e  Y and press Enter to confirm the 
addition. Type N and press Enter to cancel 
it.If the addition is confirmed, the word 
“Inserted” displays under Attendant Status. 
“Record not inserted” displays if the 
addition was cancelled. The cursor is 
positioned on the command line.
Ty p e  q (quit) to exit a particular type of 
record.The MCS Database Maintenance menu of 
record types displays. 
						

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Delete a Record/ 
Discharge a 
Patient Use this procedure to delete a record of the type selected or to discharge a patient 
from the database.
Figure 6-4   Delete a Record/Discharge a Patient
Effect of Discharge on DID
When a patient with a DID number is discharged, MCS notifies the PBX to route 
that DID number to the configured discharged patient as configured in Chapter 8 
CONFIGURATION MANAGEMENT. After the discharge time has expired, the 
record will be removed from the database.
Error Messages
An error message appears in the Attendant Status window if any error occurs while 
attempting to add the new record to the database. 
Service Unavailable
If an attempt to change a DID number to the configured destination or to change 
the patient’s extension from having phone service to not having phone service is 
unsuccessful, the message “Service Unavailable” appears in the Attendant Status 
Window. This message shows that the PBX did not receive the change. The 
unsuccessful change is recorded in the Outstanding RSC or DID database. 
Name:
MCS Status   Attendant Status
Medical Center System
   Call  Status
Trnfr
S
SupervisorTue Aug 17 09:02 am
D
***  Patients ***
Account Number:
Room Number:
Bed Number:
DID Number:
Age:
Sex:
Address:
City:
State:
Visitors:
Phone Service:
Special:
Comment:
Admit   Discharge   Modify   View   Print
Off-line
Enter Name or Number:      
 to search,  to return to command line
(1)
(2)
Name                  Ext   Unit   Room   Bed   Age   Sx   Adm   Dsch 
						

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Procedure 
Action Result
Ty p e  d to select the Delete (or Discharge if 
deleting a patient record) command. (1)A name or number entry field displays at 
the bottom of the screen, and a highlighted 
heading displays at the top of the screen. (2) 
Type part or all of the name or number and 
press Enter. To display all the matching 
records, press Enter on the blank entry 
field.All of the matching names or numbers in 
the database display.
Using the arrow keys, move the highlight to 
the desired name or number and press 
Enter. The field entries display. The message “Do 
you want to delete this? (Y/N)” displays 
below. 
Ty p e  Y and press Enter to confirm the 
deletion/discharge. Type N and press Enter 
to cancel it.If deletion is confirmed, the word 
“Modified” displays under Attendant 
Status. “Not deleted” or “Not discharged” 
displays if the deletion/discharge was 
cancelled. The cursor is positioned on the 
command line.
Ty p e  q (quit) to exit a particular type of 
record.The MCS Database Maintenance menu of 
record types displays. 
						

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Modify a RecordUse this procedure to make changes to the field entries of a particular database 
record.
Figure 6-5   Modify a Record
External Numbers
To modify or search for external numbers, enter them exactly as they appear in the 
database, including parentheses and dashes.
Procedure
Name:
MCS Status   Attendant Status
Medical Center System
   Call  Status
Trnfr
S
SupervisorTue Aug 17 09:02 am
D
***  Patients ***
Room:
Bed Number (0-2):
Account Number:
DID Number:
Age:
Sex:
Address:
City:
State:
Visitors:
Phone Service:
Comment:
Special:
Admit      Discharge   Modify   View   Print
Off-line
Enter Name or Number:      
 to search,  to return to command line
(1)
(2)
Name                  Ext   Unit   Room   Bed   Age   Sx   Adm   Dsch
Enter (Esc) to return to command lineName:
Account Number:
Room Number:
Bed Number:
DID Number:
Age:
Sex:
Address:
City:
State:
Visitors:
Phone Service:
Special:
Comment: ***  Patients ***
Atherby, Jim
29813-003
138
2
51210
39
M
724 Harwild Drive
Belair
North Dakota
Yes
None
(3)
Action Result
Ty p e  m to select the Modify command. (1)  A name or number entry field displays at 
the bottom of the screen, and a highlighted 
heading displays at the top of the screen. (2)
Type part or all of the name or number of 
the record to be changed and press Enter. 
To display all names or numbers, press 
Enter when the blank entry field is 
highlighted.All the matching names or numbers in the 
database display.
Using the arrow keys, move the highlight to 
the desired name or number and press 
Enter. The contents of the selected record display. 
(3) 
						

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Action Result
Use the arrow keys to move among the 
fields, the backspace key to erase existing 
data, and the space bar to toggle among 
options within a field. Type new data where 
required and press Enter after each entry.The message “Do you want to save 
changes? (Y/N)” displays.
Ty p e  Y and press Enter to save the change. 
Ty p e  N and press Enter to cancel it.If the save is confirmed, the word 
“Modified” displays under Attendant 
Status. “Record not modified” displays if 
the modification was cancelled. The cursor 
is positioned on the command line.
Ty p e q (quit) to exit a particular type of 
record.The MCS Database Maintenance menu of 
record types displays. 
						

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View Database 
RecordsUse this procedure to display selected database records for on-screen viewing or 
printing.
Figure 6-6   View Database Records
Range Values
The first digit of the beginning value must be smaller than the first digit of the 
ending search value when specifying the range of records to be viewed. For 
instance, if you enter 41 as the beginning value and 299 as the ending value, the 
search will fail because 4 is greater than 2.
Name:
MCS Status   Attendant Status
Medical Center System
   Call  Status
Trnfr
S
SupervisorTue Aug 17 09:02 am
D
***  Patients ***
Account Number:
Room Number:
Bed Number:
DID Number:
Age:
Sex:
Address:
City:
State:
Visitors:
Phone Service:
Special:
Comment:
Admit     Discharge     Modify     View     Print
Off-line
(1)
(2)
(3)
 Key:    Name     Room
Starting Key:
Ending Key:
 to begin,  to Return to Command LIne  
Top of File
***  Patients  ***
Destination Name     Ext  Unit  Rm  Bd  Age  Sx  Admt  Dschr
Robertson, Shirley   2301  2E   225  1   49   F  08-15
   Visitors:
Yes
Account Number:
Nurse Station:
DID Number:
Phone Service:
Comment:
Special:
Robertson, Thomas    2285  4S   429  2   35   M  08-17
   Visitors:
More
 DownPage  UpPage  Search  Top  Bottom  Print  Quit910893783
2100
7171
Local Calls Only
Does not want flowers in room.
Yes Address:
123 Street Ct., Irving, TX 
						

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Procedure
Action Result
Ty p e  v to select the View command. (1) A window prompts for the key used to 
search the database and the beginning and 
ending pattern of records to be displayed. 
(2)
To show the range of records to be viewed, 
type the first record value and press Enter, 
and type the last value and press Enter. All records within the range shown are 
displayed. (3) 
Use the DownPage command to move 
forward one page, the UpPage command to 
move back one page, the To p  command to 
move to the beginning of the display, and 
the Bottom command to move to the end of 
the display.
Search the Display
: Type s to select the 
Search command. At the prompt, type the 
desired pattern and press Enter.
Print the Display
: Type p to select the Print 
command. At the prompt, type f to print the 
whole file or s to print the screen and press 
Enter.All occurrences of the given pattern on that 
page highlight.
There is a pause while the material is sent to 
the printer. Then, the command line is 
returned.
To exit the display, type q (quit). The data entry screen of the current record 
type displays again, and the cursor is 
positioned on the command line.
Ty p e  q (quit) to exit a particular type of 
record.The MCS Database Maintenance menu 
displays. 
						

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Print Database 
RecordsUse this procedure to print all or part of the records of a selected type.
Figure 6-7   Print Database Records
Range Values
The first digit of the beginning value must be smaller than the first digit of the 
ending value when specifying the range of records to be printed. For instance, if 
you enter 41 as the beginning value and 299 as the ending value, the search will fail 
because 4 is greater than 2.
Procedure
Name:
MCS Status   Attendant Status
Medical Center System
   Call  Status
Trnfr
S
SupervisorTue Aug 17 09:02 am
D
***  Patients ***
Account Number:
Room Number:
Bed Number:
DID Number:
Age:
Sex:
Address:
City:
State:
Visitors:
Phone Service:
Special:
Comment:
Admit      Discharge      Modify      View      Print      Quit
Off-line
 Key:    Name     Room
Starting Key:
Ending Key:
 to begin,  to Return to Command LIne  
Action Result
Ty p e  p to select the Print command. (1) A window displays prompts for the search 
key and the starting and ending values, or 
keys, for the search range.
Using the space bar, toggle between the 
displayed keys. Press Enter to select the 
desired key. To show the range of records to 
be printed, type the first record value and 
press Enter, and type the last value and 
press Enter. All records within the range shown are sent 
to the printer and the cursor is positioned on 
the command line.
Ty p e  q (quit) to exit a particular type of 
record.The MCS Database Maintenance menu of 
record types displays. 
						

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Database Record Descriptions
The kinds of records that can be accessed through the MCS Database Maintenance 
menu are listed below. Also listed are field definitions and the additional data displayed 
in a pop-up window from related assignments through the Extension Maintenance 
option. 
PatientsNormally, patient data comes from the Hospital Information System (HIS) and is added 
to the system when the patient is admitted. However, patient information can be added 
manually to the database using this record type, if required. Select the Patient option 
to display the following fields for data entry:
Name A 30-character, unique patient name, generally in the 
form last, first initial.
Room The four-digit number of the room to which the patient 
has been assigned. The first character must be numeric if 
Directory Assistance searches by room number are to be 
made available through Operator Functions.
Bed The one-digit number of the bed in the room to which the 
patient has been assigned. Valid values: A-Z, 0-9.
Note:After data is entered in these first three fields, a pop-up window displays the following 
data that has been assigned through the Extension Maintenance option:
Extension - The phone extension associated with the assigned room and bed. 
Unit - The medical unit in which the assigned room is located.
Nurse Station - The extension of the nursing station that is responsible for the room.
Account No. The patient’s account number, consisting of up to ten 
characters. This number must be unique.
DID Number The five-digit Direct Inward Dialing number used for 
calling the patient directly from outside the hospital 
without going through the operator.
Age The three-digit age of the patient. If the patient is months 
or days old, the third character is either an m or a d 
respectively (e.g., 100, 30, 12m, 1d). An entry is required 
in this field.
Sex The gender of the patient. Use the space bar to toggle 
between M(ale) and F(emale). The default is M.
Address The street address of the patient, up to 30 alphanumeric 
characters.
City The city in which the patient lives, up to 15 alphanumeric 
characters.
State The two-character abbreviation of the state in which the 
patient lives. 
						

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Visitors An entry that indicates whether the patient is 
accepting visitors. Use the space bar to toggle 
between the two options: yes and no. The default is 
Yes.
Phone Service A choice between the entries made to the Restriction 
for Patients with no Srv and the Restriction for 
Patient Phone Service fields in the Configuration 
Management option on the MCS Main Menu. Use the 
space bar to toggle between the two options.
Comment An open field consisting of up to 40 characters for any 
required patient information.
Special One of the following reasons why calls to this patient 
should not be attempted. (Use arrow keys or the space 
bar to move among options, and press Enter to accept 
the selection.)
Not Applicable–Does not apply to this patient; calls 
are permitted.
Confidential –The patient does not want others to 
know he/she is there.
No Phone Service–The patient has not contracted for 
phone service.
Deceased –The patient is deceased.
PhysiciansSelect the Physician option to display the following fields for data entry:
Name A 30-character physician’s name.
Pager Dial Number The number for the long-distance pocket pager carried by 
the physician listed in the Name field. This number is 
dialed when the operator selects this entry from the 
Beeper function. The outgoing trunk access code 
must be included. This number contain up to 15 digits.
Pager ID The logical or local pager ID number for the pager device 
assigned to the individual or group. Use the word 
None if a local pager ID number is not available.
Office  Phone  The office telephone number for the physician listed in the 
Name field, up to 15 digits. 
Note A 15-character area for data displayed under Operator 
Functions for this physician when the Directory 
Assistance feature is used (e.g., the hours at which the 
physician can be reached at the office phone number).
Specialty The primary area of medicine in which this physician 
practices, up to 10 characters.