Version 4 User Manual 1 HiTrack 4 User Manual HiTrack was conceptualized and designed with invaluable assistance from a wide variety of dedicated professionals, including hospital-based newborn hearing screeners, audiologists, and Early Hearing, Detection and Intervention program coordinators. Their knowledge and experience is evident throughout the software and is acknowledged with respect and appreciation. ™ The NCHAM logo and HiTrack are trademarks of NCHAM. ®Natus ALGO 2 is a registered trademark of Natus Medical, Inc. ®Bio-logic and AuDX are registered trademarks of Bio-logic Systems Corp ™ABaer and HATS are trademarks of Bio-logic Systems Corp. All other marks belong to their respective owners. For support: Phone our Help Desk at 435.797.3584 or E-mail us at [email protected] National Center for Hearing Assessment & Management (NCHAM) Utah State University 2615 Old Main Hill -Logan, UT 84322 Tel: 435.797.3584 www.hitrack.org Revised 6/2018 2 HiTrack 4 User Manual Table of Contents ......................................................................................................................................................... 1 Version 4 ......................................................................................................................................... 1 User Manual .................................................................................................................................... 1 Table of Contents ........................................................................................................................ 3 Introduction ........................................................................................................................... 11 Hearing Screening Protocols................................................................................................. 11 Data Management ................................................................................................................. 11 State or Regional Reporting .................................................................................................. 12 This User Manual .................................................................................................................. 12 Opening and Configuring HiTrack ........................................................................................... 13 User Interface Layout ............................................................................................................... 14 Settings and Administration - System Settings ......................................................................... 15 Users ..................................................................................................................................... 15 User Groups .......................................................................................................................... 17 Access Rights ........................................................................................................................ 17 Facilities ................................................................................................................................ 19 Merge Sources ...................................................................................................................... 20 Facility Contact Info ............................................................................................................. 20 Facility Groups...................................................................................................................... 21 Nurseries & Pick Lists .......................................................................................................... 21 Advanced Settings ................................................................................................................ 21 Centralized HiTrack Setting ................................................................................................. 21 Facility Specific Settings .......................................................................................................... 23 Medical People...................................................................................................................... 23 Letter Settings ....................................................................................................................... 23 Auto-Fills .............................................................................................................................. 24 Milestones ............................................................................................................................. 24 Other Settings........................................................................................................................ 24 User Specific Settings ............................................................................................................... 24 Automatic Email ................................................................................................................... 24 Password ............................................................................................................................... 25 3 HiTrack 4 User Manual Sharing Program Information with Screening Software ........................................................... 26 Tracking Features Overview ..................................................................................................... 27 The Filing Cabinet ................................................................................................................ 27 Action Needed Drawer ......................................................................................................... 27 No Action Drawer ................................................................................................................. 29 All Folders ............................................................................................................................ 30 Baby List ............................................................................................................................... 30 Sorting ................................................................................................................................... 31 Filters .................................................................................................................................... 31 Diagnostic Result Filters ....................................................................................................... 31 Returning to the List ............................................................................................................. 32 Facility Group Baby List ...................................................................................................... 32 Combining Duplicate Records .............................................................................................. 32 The Baby Basket ................................................................................................................... 33 Collecting Screening Information using HiTrack ..................................................................... 35 Facility Protocol Setting ....................................................................................................... 35 Other Settings........................................................................................................................ 35 Procedure Overview: ............................................................................................................ 35 Step 1: Creating baby records ............................................................................................... 36 Step 2: Printing a list of infants to be screened ..................................................................... 40 Step 3: Entering screening results and finishing screening records ...................................... 41 Step 4: Entering Outpatient screening results in a Two-Stage Protocol ............................... 42 Collecting Screening Information using Equipment Software ................................................. 43 Facility Protocol Setting ....................................................................................................... 43 Facility Merge Sources ......................................................................................................... 43 Matching Rules ..................................................................................................................... 43 Procedure Overview: ............................................................................................................ 43 Step 1: Collecting Screening Information using Equipment Software ................................. 44 Step 2: Starting the Merge process ....................................................................................... 44 Step 3: Resolving any pending Merge batches ..................................................................... 46 Collecting Diagnostic Hearing Information.............................................................................. 48 Set up and IT Configuration ................................................................................................. 48 Matching Rules and Required Fields .................................................................................... 48 4 HiTrack 4 User Manual Audiologist Onboarding Process .......................................................................................... 49 Suggested Audiologist Welcome Message ........................................................................... 50 Configuration ........................................................................................................................ 50 Managing Screening and Tracking Data................................................................................... 51 Toolbar .................................................................................................................................. 51 Tracking Tasks ...................................................................................................................... 52 Procedure Overview: ............................................................................................................ 52 Tracking Tasks - Step 1: Updating baby records .................................................................. 53 Tracking Tasks - Step 2: Generating Letters ........................................................................ 73 Tracking Tasks - Step 3: Generating Reports ....................................................................... 75 General Filtering Options ..................................................................................................... 75 Available Reports.................................................................................................................. 76 Report Advanced Criteria ..................................................................................................... 78 Printing and Exporting Reports ............................................................................................ 78 Milestones ............................................................................................................................. 79 Tracking Tasks - Step 4: Transferring Data to a Central Database ...................................... 80 Maintaining the HiTrack Database ........................................................................................... 84 Program Information ............................................................................................................. 84 Change Log and Audits ........................................................................................................ 84 State/Regional Transfer ........................................................................................................ 84 Back-ups and Conversion ..................................................................................................... 85 Key Maintenance .................................................................................................................. 86 Advanced Tools .................................................................................................................... 86 Classification Browser Tool ................................................................................................. 86 Data Integration ........................................................................................................................ 88 Helpful Hints for Data Entry in HiTrack .................................................................................. 89 Navigating screens and fields ............................................................................................... 89 Opening Records ................................................................................................................... 90 Entering Dates ....................................................................................................................... 90 Using drop-down menus ....................................................................................................... 90 Entering File Locations ......................................................................................................... 90 Data Grids ............................................................................................................................. 90 HiTrack's Web Companion ....................................................................................................... 91 5 HiTrack 4 User Manual Web Browser Settings........................................................................................................... 91 Differences in Web Companion ............................................................................................ 92 Manually Uploading Equipment Files to the Web Companion ............................................ 93 Automatic Uploading Equipment Files using the Merge Companion .................................. 94 Appendix A: Linking HiTrack with ............................................................................................. 97 Equipment Manufacturer Software ............................................................................................... 97 Manufacturer Software Instructions ......................................................................................... 97 About File Locations............................................................................................................. 97 File Processing ...................................................................................................................... 97 Program Information Sharing ............................................................................................... 97 Free Text Program Information Support ............................................................................... 98 Automating the HiTrack Merge ............................................................................................ 98 Bio-logic System Corp ABaer and AOAE ............................................................................... 99 (Version 3.17.0.i.020) ........................................................................................................... 99 Link Setup ............................................................................................................................. 99 Data Entry ........................................................................................................................... 100 Export tips ........................................................................................................................... 102 Natus ALGO 2e Color or 3 with DataBook............................................................................ 103 Link Setup ........................................................................................................................... 103 Data entry and export tips ................................................................................................... 104 Natus ALGO 2 or 2e with DataBook ...................................................................................... 105 Link Setup ........................................................................................................................... 105 Data entry and export tips ................................................................................................... 105 Otodynamics EZ-Screen2 ....................................................................................................... 108 (Version 6.25.0.0) ............................................................................................................... 108 Link Setup ........................................................................................................................... 108 Data Entry ........................................................................................................................... 109 Export tips ........................................................................................................................... 111 Appendix B: Report Criteria Documentation ............................................................................ 112 Classifications ......................................................................................................................... 112 Inpatient Classifications ...................................................................................................... 112 Outpatient Classifications ................................................................................................... 113 Evaluation Classifications ................................................................................................... 114 6 HiTrack 4 User Manual Intervention Classifications ................................................................................................ 115 Amplification Report .............................................................................................................. 116 Report Specific Filtering Options ....................................................................................... 116 JCIH 2007 Benchmark ........................................................................................................ 116 CDC Survey Report ................................................................................................................ 117 Report Specific Filtering Options ....................................................................................... 117 Record Browse List Feature................................................................................................ 117 Lost to Follow-Up % and Number (Diagnosis) .................................................................. 117 Age Calculations and Types of Loss Considered ............................................................... 117 Non-Resident CDC Counts ................................................................................................. 117 Adoption Counts ................................................................................................................. 118 Hearing Loss Type and Severity Summary ........................................................................ 118 Hearing Status for CDC Reporting ..................................................................................... 119 Missed ears.......................................................................................................................... 120 Warning List Feature .......................................................................................................... 120 User Defined Report Columns ............................................................................................ 121 CDC Survey Report Counts ................................................................................................ 122 Survey Counts ..................................................................................................................... 122 Early Intervention Counts ................................................................................................... 124 Additional Cases Not Reported .......................................................................................... 127 Demographics Report ......................................................................................................... 127 Data Cleaning Reports ............................................................................................................ 128 Duplicate Medical ID .......................................................................................................... 128 Probable Duplicates ............................................................................................................ 128 Custom Duplicates .............................................................................................................. 128 Report Specific Filtering Options ....................................................................................... 128 Combining Duplicates ........................................................................................................ 128 Early Intervention Report ....................................................................................................... 128 Report Specific Filtering Options ....................................................................................... 128 Hearing Status Report ............................................................................................................. 129 Report Specific Filtering Options ....................................................................................... 129 Needing Evaluation Report ..................................................................................................... 129 Report Specific Filtering Options ....................................................................................... 129 7 HiTrack 4 User Manual Needing Outpatient Report ..................................................................................................... 130 Report Specific Filtering Options ....................................................................................... 130 Outpatient Screening Report ................................................................................................... 130 Report Specific Filtering Options ....................................................................................... 130 Physicians Report.................................................................................................................... 131 Report Specific Filtering Options ....................................................................................... 131 Risk Indicator Report .............................................................................................................. 131 Report Specific Filtering Options ....................................................................................... 131 Screener Profile Report ........................................................................................................... 132 Report Specific Filtering Options ....................................................................................... 132 Screening Results Report ........................................................................................................ 132 Report Specific Filtering Options ....................................................................................... 132 Flow Chart .............................................................................................................................. 133 Inpatient Section ................................................................................................................. 133 Outpatient Section ............................................................................................................... 133 Hearing Status ..................................................................................................................... 133 Confirmed Loss - Other Category....................................................................................... 134 Evaluation in Process .......................................................................................................... 134 Unmonitored Infants with Risk Indicators .......................................................................... 134 Pass Infants monitored for Risk Indicators ......................................................................... 134 Report Specific Filtering Options ....................................................................................... 135 Grouping Options................................................................................................................ 135 Hospital Summary .................................................................................................................. 136 Report Specific Filtering Options ....................................................................................... 136 Grouping Options................................................................................................................ 136 Quarterly Report ..................................................................................................................... 137 Percent Screened as Inpatient ............................................................................................. 137 Percent Passing Inpatient Screening ................................................................................... 137 No Info ................................................................................................................................ 137 Deceased ............................................................................................................................. 137 Percent Completing Outpatient Screening .......................................................................... 137 Referred For Diagnostics .................................................................................................... 137 Other Dx.............................................................................................................................. 138 8 HiTrack 4 User Manual No Follow-Up ..................................................................................................................... 138 Report Specific Filtering Options ....................................................................................... 138 Grouping Options................................................................................................................ 138 Technology Summary ............................................................................................................. 139 Report Specific Filtering Options ....................................................................................... 139 Grouping Options................................................................................................................ 139 Milestone Summary Report .................................................................................................... 140 "Screened by" Milestone: ................................................................................................... 140 "Hearing Identified by" Milestone: ..................................................................................... 140 "Enrolled by" Milestone: .................................................................................................... 140 Report Specific Filtering Options ....................................................................................... 141 Grouping Options................................................................................................................ 141 User Defined Reports .............................................................................................................. 142 Advanced Criteria ................................................................................................................... 143 Adding criteria .................................................................................................................... 143 Modifying criteria ............................................................................................................... 143 Boolean "OR" Operation .................................................................................................... 143 Appendix C: Classification Combinations.................................................................................. 144 Appendix D: Merge Matching Criteria and Overwrite rules ..................................................... 150 Step 1: Filters are used to find a list of possible matches ...................................................... 150 Equipment Merges .............................................................................................................. 150 HiTrack 3.5 ETF Merges .................................................................................................... 150 HiTrack 4 ETF4 Merges ..................................................................................................... 150 Step 2: Calculating match score for possible matches ........................................................... 151 Baby Field Matching Scores ............................................................................................... 151 Other Scores ........................................................................................................................ 151 Match Score Examples ....................................................................................................... 152 Field Overwriting .................................................................................................................... 153 Overwriting Notes ............................................................................................................... 153 Appendix E: Most Conclusive Result Calculation .................................................................... 154 Overview ................................................................................................................................. 154 Most Conclusive Result Ranking Rules ................................................................................. 154 Most Conclusive Result Window ........................................................................................... 155 9 HiTrack 4 User Manual Example #1 ......................................................................................................................... 155 Example #2 ......................................................................................................................... 155 “Same Day” Most Conclusive Result Option ......................................................................... 155 Appendix F: Automatic Letter Generation Criteria ................................................................... 156 Criteria .................................................................................................................................... 156 10 HiTrack 4 User Manual