Alert Manager - Rules, Reports, & Everything in Between

1. Go to Administration > Access Levels.
2. Select the existing access level or create a new access level.
   
   
   
   
3. Select the 2nd User Access tab.
4. Check the box for Alert Manager.
5. Click Save and repeat for each access level that will be given permission for Alert Manager.

Alert Manager can be found one of two ways:

1. From the Administration drop-down menu, go to Alert Manager.
    
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   2. From the desktop menu, if set up in My Preferences, go to Administration > Alert Manager.
      
      
       

1. Select a Program Filter from the drop-down menu to apply the form alert to a specific program or all programs.
2. Select the form in the Form to be Completed list that will need to be completed AFTER the form selected in the After This Form is Completed list. In this example, it is the 819.8 Treatment Plan Review.
3. Select the form in the After This Form is Completed list that needs to be completed prior to completing the form selected in the Form to be Completed list. In this example, the form is the 819.8 Treatment Plan.
4. Enter a number in the Complete Form Within _ Days field to indicate when the form in step 2 will be due after the form in step 3 is completed.
5. Enter a number in the Send Alert _ Days Prior field to indicate the number of days before the due date that an alert will be sent to the patient's primary staff to remind them to do this.
6. Select from the Send Alert to Group drop-down menu to send a form alert to a group.
7. Check the box for Discontinue at Discharge to discontinue the alert if the patient's chart is discharged.
8. Check the box for Inactive to inactivate the alert.
9. Click Update to save all the information entered to activate the new form.

1. In the Calendar Rules > Message box, enter the message to display in the alert.
2. Select the Frequency of the alert, Day and Occurrence.
3. Select an Activation Start Date and End Date.
4. Select the Alert Group that will receive this alert.
5. Click Update.

Alert Groups Tab
 

1. In the Large Text Box, enter a description of the group.
   • This is only visible in Alert Manager.
2. In the Small Text Box enter a name for the group.
3. Check the box for Show in Route to boxes to send an alert to this group when a note is routed to them for a signature.
4. Check the box for Receive HL7 Bed Alert to send an alert to this group whenever a patient is admitted to a bed via HL7.
5. Click Update to create/updated the alert group.

   NOTE: The alert group is now available in the Group Name drop-down menu.

    

6. Select a previously created group from the Modify Group Types list to modify it.
   • Follow the steps above to edit the group and click Update when finished.
7. Assign Users to Alert Group
   1. Select the desired group from the Group Name drop-down menu.

      NOTE: The description entered in step 1 will appear in the box to the right.

   2. To assign users, click on the desired user’s name in the Un-Assigned Users list and he/she will appear in the Assigned Users list.
   3. Click Save.
   4. To unassign users, click on the desired user’s name in the Assigned Users list and he/she will appear in the Un-Assigned Users list.
   5. Click Save.

1. From the Program Filter drop-down menu, select a specific program or all programs to apply the date alert to.
2. Alert Type: Open Form will set the alert type as a form to be completed.
   • From the Form To be Completed list, select the form you want the alert to remind users to complete.
   • If the alert will be Recurring, check the box and define how it will repeat.
     • In the Initial: Every __ Days After Date field, enter the repeated number of days the alert is supposed to occur after the specified date.
     • In the Second: Every __ Days After __ Days After Date field, enter the repeated number of days after a certain number of days after the specified date.
3. Alert Type: Open chart with Message will set the alert type as a patient’s chart with a message.
   • In the Message field, enter a message that appears when the alert opens the patient's chart.
4. Check the box for desired After Date Type that will trigger the alert.
   • Alert is sent at the Referral Date.
   • Alert is sent at the Admit Date.
   • Alert is sent at the Intake Date.
   • Alert is sent at the Discharge Date.
   • Alert is sent at the Expected Discharge Date.
5. In the Complete Forms Within __ Days field, enter the number of days designated to complete a form after your selected Alert Date Type.
6. In the Send Alert __ Days field, enter the number of days an alert will be sent prior to when the form is due.
7. In the Effective Date field, select the date you want the date alert to activate.
8. Select from the Send Alert to Group drop-down menu to send the alert to a group.
   • This list displays all of the groups created in the Alert Groups tab.
9. Click Update.

   NOTE: The alert is now viewable in the Saved Rules table.

    

Date Alert Example using Open Form alert:

Date Alert Example with Open chart With Message alert.

1. From the Program Filter drop-down menu, select a specific program or all programs to apply the age alert to.
2. Alert Type: Open Form will set the alert type as a form to be completed.
   • From the Form To be Completed list, select the form you want the alert to remind users to complete.
3. Alert Type: Open chart with Message will set the alert type as a patient’s chart with a message.
   • In the Message field, enter a message that appears when the alert opens the patient's chart.
4. Enter an Age For Alert to trigger the alert.
5. In the Complete Forms Within __ Days field, enter the number of days designated to complete a form after your selected Alert Date Type.
6. In the Send Alert __ Days field, enter the number of days an alert will be sent prior to when the form is due.
7. Select from the Send Alert to Group drop-down menu to send the alert to a group.
   • This list displays all of the groups created in the Alert Groups tab.
8. Click Update.

   NOTE: The alert is now viewable in the Saved Rules table.

    

Age Alert Example using Open Form alert:

Age Alert Example using Open chart With Message.

1. Under Escalate to Supervisor (Only on Form and Date Alerts), check the radio button for Escalation to escalate an alert to someone listed as a supervisor in the Organizational Chart.
2. Under Escalate to Supervisor (Only on Form and Date Alerts), check the radio button for Warn Before Due Date __ Days Prior to send an alert the designated number of days prior to form/date alert to the supervisor in the Organizational Chart.
3. Under Receiving Lab Results, the selected program and group will receive an alert when lab results are received for a user in that program.
4. Click Update.

1. Go to Reporting > Reports.
   
   
    
2. Enter alerts in the search field in the top right corner of the window.
   
   
    
3. Alert Reports are separated based on different criteria.
   
   

4. Alert Report - Dates

   • Show due or overdue alerts with details on the program, patient, and therapist.
   • Grouped by program, based on dates.
   • Set your filter parameters at the top > click View Report.
     
     
      

5. Alert Report - Forms

   • Show due or overdue alerts with details on the program, patient, and therapist.
   • Grouped by program, based on forms.
   • Set your filter parameters at the top > click View Report.
     
     
      

6. Alert Report by Rule

   • All Active and Future Alerts, grouped by Rule.
   • Set your filter parameters at the top > click View Report.
     
     

7. Alert Report by User

   • Display Alert Reports per User.
   • Set your filter parameters at the top > click View Report.

     IMPORTANT: If choosing historical alerts, system performance could suffer.

     
     
     

TP/TPR Due Dates on a form are based on settings in Setup > Billing/Program defaults > Treatment Plans.

• These alerts are NOT related to Alert Manager.

TP/TPR Completed Dates on a form are based on MDT Medical Staff signature being captured.

• • Not when the form is completed.
  • Not related to alerts being generated.

TP/TPR alerts are generated based on what is set in Alert Manager.

• • Based on form completion, when all required information is completed and the form is marked with a green check.
  • Not based on any settings or specific signatures being captured.

Go to Day to Day > Alerts.
 

1. Form Alerts
   • Form-specific, generated in real time.
   • Complete form X, then complete form Y.
   • Alert auto-removed after the primary therapist completes form Y.
2. Date Alerts
   • Form-specific, generated nightly in a batch cycle.
   • Complete the form after a specific number of days.
     • Example: Complete treatment plan after 30 days of admit date.
   • Alert removed after the primary therapist completes the form.
3. Instant Alerts
   • The user has been routed a form to sign, usually for supervisors only.
   • An appointment on the schedule has been checked in, for the Primary staff on the chart.
   • Alert auto-removed after completion by the primary staff.
   • Escalation Alert, found in Alert Manager.
   • Company-wide alert to escalate.
   • Sends to the immediate direct report, based on the Organization Chart setup.
     • Organization Chart set up Admin 🡪 Organization Chart
4. Instant Messages
   • Messages sent between therapists.
5. Lab Results
   • Results received from labs.
6. Total number of each alert type specific to the Program, Location, Unit selected.
7. Select the specific Program desired or all programs.
8. Select the specific Location desired or all locations.
9. Select the number of Unit desired.
10. Click Test Message to ensure that the user will receive alerts.
11. Click Send Message to compose and send an instant message to a user or group of users.

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