Manage Patient Status

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Manage Patient Status Screen

Purpose

The Manage Patient Status screen is used to retrieve a group of patients based on specific search criteria and perform bulk changes to the patient status without having to go into each patient record individually through the manage patient screen.

Note: For parent/child organizations, the patient's status should be updated under the child organization. The patient's status for the parent organization will be automatically re-evaluated and updated by IRIS when the changes are saved by the child organization. The patient status for the parent organization takes into consideration the 'highest' status for all of their associated child organization. However changing the patient's status for the parent organization will not change the patient's status for a child organization.

Patient List Query Criteria

*Select By Status
*Select By Age
Select By Length of Time Since Last Immunization Given by YOUR Organization
Select By Last Name

Patient Query Results
Update Patient Status

Patient List Query Criteria

The Manage Patient Status screen has the below search criteria enables the Provider Organization to filter the patient list.

Note: A MAXIMUM of 1,000 patients may be returned in the query. Please use the query criteria to limit your patient list. If needed, consider using the last name range to filter the list.

For example, select status and age or birth date range and then filter by Last Name 'AA' to 'LZ' and update the status. Then run the same status and age range query again with Last Name range 'MA' to 'ZZ' to finish your review.

*Select By Status - Select the current patient status of the patients to be returned for your organization. You are required to select a current patient status.

Field Name	Description
Active	Click the 'Active' radio button if you want to restrict the results with patients only in 'Active' status. Active is selected by default.
Inactive - Unspecified	Click the 'Inactive - Unspecified' radio button if you want to restrict the results with patients only in 'Inactive - Unspecified' status.
Inactive - Lost to follow-up	Click the 'Inactive - Lost to follow-up' radio button if you want to restrict the results with patients only in 'Inactive - Lost to follow-up' status.
Inactive - No longer a patient	Click the 'Inactive - No longer a patient' radio button if you want to restrict the results with patients only in 'Inactive - No longer a patient' status.

*Select By Age - Select the current age or birth date range of the patients to be returned. You are required to specify an age range.

Field Name

Description

By Age Range

Click the 'By Age Range' radio button if you want to restrict the results based on patient's age range. By Age Range is selected by Default.

Enter 'From' and select Month or Years and then enter 'Through' and select Month or Years. The result will have only the patients whose age falls within the age range entered.
The Valid values for From are 0-99.
The Valid values for To are 0-99. Through value must be greater than From value.
Age Range is inclusive. '0-18' years includes patients from birth up to 19th birthday.

Birth Date Range

Click the 'Birth Date Range' radio button if you want to restrict the results based on patient's Date of Birth.

Select 'Earliest Birth Date' and 'Latest Birth Date' to restrict the patient results. The Result will have only the patients born within the date range.
The Latest Birth Date cannot be less then Earliest Birth Date. If Earliest Birth Date is entered Latest Birth Date is also required.
Dates must be a valid date an entered in MM/DD/YYYY format
Dates cannot be before 01/01/1880 or in the future.

Select By Length of Time Since Last Immunization Given by YOUR Organization - This is an optional search criteria. If you do not want to apply this criteria, leave the fields blank.

This option will allow you to only include patients in your list that have NOT been vaccinated by YOUR PROVIDER ORGANIZATION in years, according to the immunization history in IRIS.

‘Find my patient(s) whose last immunization entered by my provider organization has a vaccination date that is (10) or more years prior to evaluation date '01/01/2018.'

Field Name

Description

Years

Enter the number of years to calculate from the Evaluation date. Patients will be returned if their most recent vaccination date (new or historical immunization) entered into iris by YOUR organization is more than the number of years entered prior to the evaluation date.

The Years cannot be blank and if Evaluation Date is entered.

Evaluation Date

Select a date to calculate from based on the number of years entered. If no evaluation date is entered, today's date is used as the evaluation date.

The Earliest Birth Date cannot be Evaluation Date.

Select By Last Name - This is an optional search criteria. If you do not want to apply this criteria, leave the fields blank.

Field Name	Description
Last Name	Enter 2 or more characters to search by partial or full last name. The first 2 characters of Last Name are required.
Last Name Begin Range	Enter 2 or more characters to search by partial or full last name. If provided, Last Name End Range must also be provided. The first 2 characters of last name are required. Last Name End Range is required when this field is entered.
Last Name End Range	Enter 2 or more characters to search by partial or full last name. If provided, Last Name Begin Range must also be provided. The first 2 characters of last name are required. Last Name Begin Range is required when this field is entered.

Click Find button to find your patients meeting your search criteria Processing will display while the query is running. Warning! DO NOT LEAVE the screen until the query is complete! If you leave the screen, the query request and results will not be saved.

If more than 1000 patient records are found, you will be asked to refine our search criteria.

Button

Description

When the Find button is clicked, patient list will be listed based on the search criteria.

No changes to the patients will be saved and the selected search criteria will be reapplied.

Results

The results will display in the table when the query is completed. Patients that are Deceased or have opted out of IRIS are excluded from the results. By default query results are sorted by last name, first name. You may click on the column name for field name an up/down triangle to sort on that field.

Button	Description
Check box	Select check box allows users to select which patient records to update. Selected patients will be highlighted in blue. You will be able to select patients on multiple pages to update.
Last Name	Patient Last Name
First Name	Patient First Name
Birth Date	Patient Date of Birth
Patient ID	This is YOUR provider organization's identifier of the patient (Chart Number/Medical Record Number) if it was entered into IRIS.
Current Status	This is the patient's current status for your provider organization.
Date of Last Immunization	This is the vaccination date of the patient's most recent immunization administered by ANY provider organization.
Immunization Entered By	This is the name of the provider organization that entered the patient's most recent immunization administered.

The bottom of the table will indicate the number records being displayed as 'Showing X to X of X entries"

Button

Description

Show ___ entries

You can choose the number of patient records to display on each page of the query results be selecting a value form the Show___entries drop down box.

The values are 10, 25, 50 or 100 records. 25 records are displayed per page by default.

You can future search the query results by entering values in the Search filed. Only one character is required however entering 3 or more characters for search is recommended. The Search will search on ALL columns of the query results so entering more characters will be a more effective search. If searching on date, type in the slashes in the MM/DD/YYYY format.

Update Patient Status

Select New Status Value

Button

Description

New Status Value

Select a New Status Value that will be applied to selected patients when saved. This field will be empty until Find query is complete and patient list results are displayed.

The status values shown in the drop down after the query is completed will depend on the status chosen in' Select by Status' criteria.

Select Patient Records to update

Button

Description

Select Check box

Select patient records to update by clicking on the check box on the left of the record. Selected patients will be highlighted in blue. You can select multiple patient records to update and can select patients on different page so to update

Once a patient record is selected the bottom of the table of results on any page will show 'X records selected'.

Paging through Results

You can page through the results but selecting the pagination options at the bottom of the results table. The page that you are viewing will be highlighted as a gray box.

Select Previous to go to the previous page
Select Next to go to the Next page
Select a page number to go to that specific page.

The bottom of the table will indicate the number records being displayed as 'Showing X to X of X entries"

Review selected Patients. Verify that the number of records selected shown at the bottom of the table match the number that you were expecting to update. Verify the Select New Status value is correct.
Click Save to save changes to patient status. Click Cancel to reset the page to the default settings.

Button

Description

When Save button is clicked, this will allow user to update the status value update process for patients selected in the returned results set grid. Processing will display while the changes are being saved. Warning! DO NOT LEAVE the screen until the 'Patient status updated' popup box is displayed.

New Status Value must be selected.
One or more patient records must to selected to be updated

When Cancel button is clicked, this will allow user to cancel status value update process for patients selected in the returned results set grid. If patient records are selected from the returned results set to update status value, an alert will be displayed.