Radiology:
Film Locator

Film Locator Parameters

FILM DATE DUE IN DEFAULT: 7

The default date will appear when checking out films in the Check Out Films routine as the DATE DUE IN. (T+7) This appears when a film is checked out to an IN HOUSE recipient.

Copies To recipients that are not defined as IN HOUSE, will have the DATE DUE IN default appear as defined for the prompt NUMBER OF DAYS ON LOAN in the Copies To dictionary. For example, the following dictionary entry will result in a default of T+30 at the DATE DUE IN prompt when checking out films.

IN HOUSE? N
NUMBER OF DAYS ON LOAN? 30
FILE ROOM? N

FILM DEPARTMENTS: Y

This parameter will result in DEPARTMENT prompts appearing in the FILM LOCATOR routines and will allow you to setup different print destinations for labels and outguides in different departments within the hospital. It is recommended that this parameter be enabled if your hospital has more than one file room from which films may be checked out of.

PREFIX FOR LOCATOR bar codes: $

This parameter identifies the prefix used for LOCATOR CODES. A different character may need to be defined depending on the bar code scanner.

BAR CODE REPRESENTATION OF <ENTER> KEY:

Enter the character that will be bar coded and printed on the PRINT LOCATOR BAR CODE list to represent the Enter key.

LETTER INDEX: 30

This is the number of days that the system will index Film Locator (and Mammography) letters to be printed and audited. When you print Film Locator letters the system will keep an audit trail and this parameter determines how far back you can go to pull the audit trail information.

Defining Label Destinations

If the parameter FILM DEPARTMENTS is set to Y, the Departments dictionary must define the label print destination for each department.

MNEMONIC? RAD - RADIOLOGY

NAME? RADIOLOGY

LOCATOR DESTINATION? N3P218 - NOR HP LJ5 3RD FL D

If the FILM DEPARTMENTS parameter is set to N, the Enter/Edit Label Destination dictionary defines all label destinations to one printer.

SET UP LOCATOR LABEL DESTINATION

LOCATOR LABELS DESTINATION? N3P218

Labels Explained

There are four labels that are generated by the FILM LOCATOR routines. All labels print to the destinations defined in the Label Destination dictionary or the Department dictionary (depending on the setting of the parameter FILM DEPARTMENTS).

One label is associated with the OUTSIDE FILMS routines and is usually attached to the film folder that is received from outside sources. It is clearly labeled OUTSIDE FILM.

***** OUTSIDE FILM *****

SMITH,CAROL
F 33 RECEIVED: 02/07/1999
FROM: Dr. Coleman
COMMENT: call 490-3450

Outside film labels may be reprinted using the routine, Outside Film Duplicate Label.

Two labels are generated when checking out films. One is identified as the OUTGUIDE label. This is usually attached to patient folders that store films.

**** OUTGUIDE *****
#Y0001695 NAME: KING,GREGORY
PORTION OUT: BONE INSERT
DATE OUT: 02/06/1999 DUE IN: 02/13/1999
SENT TO: CAS - BEN CASEY, M.D.
5600 WASHINGTON STREET
BRAINTREE, MA 02184

PHONE: 617-848-5600

The second label is referred to as the LOCATOR label and is usually placed on the film jacket for the recipient. It prints at the same time as the OUTGUIDE label, to the same printer.

BEN CASEY, M.D.
5600 WASHINGTON STREET
BRAINTREE, MA 02184

This label once printed patient information and the DUE BACK date, but this was removed with DTS 5747. Should your hospital still require this information, please contact your Applications Specialist.

The OUTGUIDE and LOCATOR labels may be reprinted using the routine Print Duplicate Labels/Outguides. Duplicate labels print to the destination defined in the Enter/Edit Label Destination or the Enter/Edit Departments dictionaries.

The fourth label is generated when printing reminder letters. This label is an address label to be attached to envelopes for the reminder letter recipients. It appears exactly like the LOCATOR LABEL above. The destination for this label is user defined when printing letters in the routine, Print Reminder Letters.

Copies To Dictionary

The Copies To dictionary may have entries that are defined for use in the FILM LOCATOR routines. Often a file room is set up to receive films and may be defined as such in the Copies To dictionary.

MNEMONIC? FR - FILE ROOM - BASEMENT

UPDATE FROM DOCTOR DICTIONARY? N

NAME? FILE ROOM - BASEMENT

ADDRESS?
ADDRESS?
ADDRESS?
ADDRESS?

PHONE?
IN HOUSE? Y

NUMBER OF DAYS ON LOAN?

This prompt is skipped for IN HOUSE recipients. The value defined in the parameter, Film Date Due In Default is applied.

FILE ROOM? Y

By responding Y at this prompt, the dictionary entry is defined as a file room and screen 2 is not available for additional doctor information. This will automatically CHECK IN the films in the Check In/Out/Transfer routine when this cc mnemonic is identified as the RECIPIENT.

BATCH DESTINATION?
BATCH FAX? N
COMPANY?
ATTENTION? file room - BASEMENT
DIAL STRING?

Doctors and other film recipients may be setup to receive films.

MNEMONIC? CABP - PETER CABRON

UPDATE FROM DOCTOR DICTIONARY? Y

NAME? PETER CABRON

ADDRESS? 122 CROWN COLONY DRIVE
ADDRESS? QUINCY, MA 02169
ADDRESS?
ADDRESS?

PHONE? 781-121-9871

IN HOUSE? N

The recipient can be defined as IN HOUSE: Y or N. If you answer N at this prompt, the system will prompt you to enter a default number of days for which the film can be loaned to this recipient. If answered Y, the default number of days on loan from the Film Date Due In parameter is applied.

NUMBER OF DAYS ON LOAN?

Enter the number of days that a film portion would typically be loaned to this recipient. This number is used to calculate the default value for the film's due date. The default value can be overridden during the Check Out Routine.

NOTE: The due date appears on the Outstanding and Overdue Film Lists, and is used to determine the recipient of reminder letters.

FILE ROOM? N

The FILE ROOM prompt is set to N. Screen 2 will appear.

BATCH DESTINATION?
BATCH FAX? N
COMPANY? Quincy Medical Group
ATTENTION? Peter Cabron
DIAL STRING? 7816121211

Locator Code Dictionary

This dictionary allows you to define codes that may be used to identify film portions or comments. They may be referenced in two places:

1. At the PORTION prompt, to identify a portion of a patient's film jacket (e.g. Master Jacket, Sub-Jacket).
2. In the COMMENT prompt, to enter frequently used comments about film portions (e.g. out for conference).

This dictionary can be listed out in bar code format using the List Locator Codes routine. It will allow you to define the number of bar codes you want to appear on each page, to allow for ease when scanning.

No lookup is available into this dictionary from the Film Locator routines, however, the codes may be referenced easily by entering the code proceeded by the value defined in the parameter, PREFIX FOR LOCATOR BAR CODES (e.g. $BI, which identifies the BONE INSERT).

ENTER/EDIT LOCATOR CODES

LOCATOR CODE? BI

TEXT? BONE INSERT

A sample dictionary may include the following:

Reminder Letter Commands

The following are a few of the most commonly used data elements to be used when creating reminder letters for the FILM LOCATOR routines with the MIS Editor.

[todays date]

[CR.NAME]

[CR.ADDRESS.1]

[CR.ADDRESS.2]

[CR.ADDRESS.3]

[CR.GREETING.LAST]

[CR.GREETING.FULL]

[CR.PATIENTS]

[DATE]

These data elements may be used with the $T Editor.

*PATIENTS*

*DATE*

*CR.ADDRESS*

*CR.GREETING.LAST*

*CR.GREETING.FULL*

Reminder Letters

Reminder letters are generated based on the number of days a film is overdue. You can create any number of reminder letters with different information. When you print these letters, the system searches through looking for films that have been checked out and meet the criteria for the letter (e.g. 7 days overdue and have not had a letter printed). In addition to the letters, the system will produce labels with the address of the film recipient. It is also possible to build your letter in a format to allow the use of window envelopes to display the recipient's address. This would eliminate the need for address labels.

To create a letter, use the data elements to print the information specific to each film recipient.

This is a sample reminder letter created with the MIS Editor. The data elements are in brackets. Each letter is identified by a number. This number is equal to the minimum number of days that a film must be overdue in order for the recipient to receive the letter. For example, if you assign the number 30 to a letter, the system generates letters for the recipients with films more than thirty days overdue.

The letter can consist of any combination of free text and system generated commands.

DEPARTMENT? RAD - RADIOLOGY

WHICH LETTER? 7

EDIT? Y

DELETE?

[DATE]

[CR.NAME]
[CR.ADDRESS.1]
[CR.ADDRESS.2]
[CR.ADDRESS.3]

[CR.GREETING.FULL]

This letter is to remind you that the following films are checked out. All films listed with an (*) next to them should be returned immediately as they are overdue. Please return them as soon as possible as it is necessary to return them to the patient's Medical Record. Thank you.

[CR.PATIENTS]

Sincerely,

Radiology Department

The data element [CR.PATIENTS] will list all films for each patient for each recipient. The asterisk (*) will denote the films that are overdue.

Sample Reminder Letter

BEN CASEY
5600 WASHINGTON STREET
BRAINTREE, MA 02184

DEAR BEN CASEY,

This letter is to remind you that the following films are checked out. All films listed with a (*) next to them should be returned immediately as they are overdue. Please return them as soon as possible as it is necessary to return them to the patient's Medical Record. Thank you.

Sincerely,

Radiology Department

Overdue Films List Sample

Outstanding Films List Sample

Transaction Log Sample