SSMT TouchWorks

Software Version: 10.0 Last Updated: January 2005

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Acknowledgments
Prepared by Heather King and Karen Bunch. Please send any feedback to karen.bunch@allscripts.com.

Copyright Notice
Copyright 2005 Allscripts, LLC. All rights reserved. This document is protected by the copyright laws as an unpublished work.

Confidentiality and Proprietary Rights

This document is the confidential property of Allscripts, LLC. It is furnished under an agreement with Allscripts, LLC. and may only be used in accordance with the terms of that agreement. The use of this document is restricted to customers of Allscripts, LLC. and their employees. The user of this document agrees to protect the Allscripts, LLC. proprietary rights as expressed herein. The user further agrees not to permit access to this document by any person for any purpose other than as an aid in the use of the associated system. In no case will this document be examined for the purpose of copying any portion of the system described herein or to design another system to accomplish similar results. This document or portions of it may not be copied without written permission from Allscripts, LLC. The information in this document is subject to change without notice.

Trademarks
TouchWorks, TouchWorks Charge, TouchWorks Document, TouchWorks Dictate, TouchWorks Note, TouchWorks Order, TouchWorks Result, TouchWorks Rx+, TouchWorks Scan, TouchWorks Transcribe, Physician Homebase, TouchWorks Workflow, TouchWorks Pocket Library, Snapshot, Problem and Just Right, Just-in-Time Information are registered and/ or trademarks of Allscripts, LLC. All other brand and product names are trademarks or registered trademarks of their respective companies.

SSMT
The following document describes the TouchWorks Starter Set Moving Tool (SSMT) and how it can alleviate some of the tedious tasks associated with implementation.

Confidential. 2005 Allscripts, LLC. All rights reserved.

SSMT Introduction

Introduction
Customers can now work along side TouchWorks representatives to import data configurations through new migration tools. The Starter Set Migration Tool (SSMT) was created to help accelerate the installation process for customers by providing helpful and easy tools. SSMT allows TouchWorks representatives to quickly import customer configurations into one TouchWorks system, such as the Test system at the customer site. While that same data can be rapidly extracted, modified and then deposited into another TouchWorks location, such as the Live system. In the simple case, this should make moving data from test to live a matter of hours, with little chance for error. With the help of the customer, a TouchWorks representative also uses the TouchWorks Build Workbook. This workbook utilizes Microsoft Excel which allows customers to start gathering data immediately and can be imported from the excel spreadsheet into the TouchWorks database from SSMT. A TouchWorks representative can also extract configurations, with customer permission, and share them with other customers. These configurations can all be mixed and matched for appropriate customers. For example, is there another customer with the same pharmacies as this customer? Those pharmacies can be moved through SSMT in a few minutes. Within the past year, the Starter Set Migration Tool (SSMT) has come a long way in the implementation process.

Truly reducing the total amount of work to implement using the SSMT tool Customers now working along side of TouchWorks representatives Importing data configurations through the new migration tool. Utilizing the Clinical Content Library (CCL) with SSMT functionality Tool is being used to help the success of the 3-D methodology. Identified in the feature checklist for the build activity guide. SSMT no longer needs to be installed as a separate application.

Product Overview

SSMT works in batch mode, and was built to be very Excel-friendly. Extracted information may be pasted into Excel where they may be changed. Special care should be taken when pasting values that can

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SSMT Introduction

be consider as a numeric value by Excel. By default Excel will convert data into numeric values. This can cause leading 0's and trailing 0's after the decimal point to be truncated. Columns that need to preserve the textual value (ie entrycode or entry mnemonics) should be formatted as text. In many cases, we may have a good starting place for the customer, based on some other customer's patient work. When the changes are completed, the data can be copied and pasted in chunks of about 1000 rows at a time, and instantly processed into the database. A word of caution - this is a batch-oriented "safeties off" tool. While all inserts and changes are processed through the regular TouchWorks stored procedures and is subject to their constraints, especially since this was built to insert thousands of records at a time - it is easy to do enormous damage to a database very quickly. If you insert 100 Chart Locations into the Division loader, 100 Divisions will be created in seconds. Please back up your systems before loading information. And of course do this in test before attempting anything in live.
Excel

SSMT uses Microsoft Excel as an editor for configuration information.

Information extracted from an existing system is pasted into Microsoft Excel where a system administrator can edit the data.
Warnings

SSMT is a powerful tool that can shave weeks off an implementation schedule. However, with that power comes the opportunity to ruin pristine data. Great care should be taken when using SSMT to ensure

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SSMT Introduction

that an existing system is not compromised. Cautions and warnings are called out in this book; pay special attention to these areas.

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SSMT What Can I Load With SSMT?

What Can I Load With SSMT?

SSMT allows Allscripts Project Managers and System Administrators to extract and deposit tables containing the data used in the TouchWorks system. The following data can be extracted and deposited from one system to another system:

Allergen Answer (9.2) Billing Area Body Site Call Processing (10.0) Charge Groups (ICD9) Charge Groups (Procedure) Charge Groups (Visit) Chart Location Charge Codes CPT4 Modifier CPT4 Modifier Groups Discount Type Display Names (9.2) Division Document Type Document Security Code Exploding Sets Favorites - Allergens - Med (10.0) Favorites - Allergens - Hx (10.0) Favorites - Billing Provider (10.0) Favorites - Diagnosis Code Favorites - Medication
SSMT will not pull over custom SIGs. You must use Favorites - SIGs.

Note

Favorites - Orderable Items

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SSMT What Can I Load With SSMT?

Favorites - Problem Favorites - Procedure Charge Favorites - Provider (10.0) Favorites - Referring Provider (10.0) Favorites - Scheduling Provider (10.0) Favorites - SIG Favorites - Vaccines (10.0) Favorites - Visit Charge Financial Authority Status Group HMP (10.0) HMP Mapping (10.0) ICD9 Codes Injury Type Label Type Note mTemplates Note Text Templates Order Charge Order Groups Order Detail Order Questions Order Results Patient List (10.0) Performing Location Pharmacy Printing Defaults Providers (includes Users) Referring Providers Religion Remove Reason Security Classifications (9.2)

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SSMT What Can I Load With SSMT?

Security Classifications - Codes (9.2) Security Codes (9.2) Specimen Source Task Name (9.2) Task View - User Team (9.2) TWSiteUserWorkType (10.0) TWSiteWorkType (10.0) TWWorkType (10.0) Units (9.2) User Groups User Patient Lists
User patient lists can be copied within the same database. They could be copied system to system if the patient list name is unique. (Currently uses ID.)

Note

User PHB Components User PHB Preferences User Preferences - Clinical

User preferences (clinical) can be copied within the same database. They could be copied system to system if text strings do not contain dictionary IDs.

Note

User Preferences - PDA User Registration (10.0) User Security Classifications (9.2) User WF Preferences - Framework Vaccine Manufacturer Where Performed

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10

SSMT Installation

Installation

Backup the Framework and Clinical Databases

Backups to all databases you plan to work on should be conducted prior to using the SSMT. 1. Contact Technical Services to ensure there is available space on the server. 2. Open Enterprise Manager. 3. Select the appropriate SQL Server. 4. Expand the dropdown options. 5. Expand Databases.
Backup the Framework database

1. Right-click IDXWF. 2. Select All Tasks. 3. Select Backup Database. 4. A SQL Server backup dialog box will appear. Click the Remove button under Destination. 5. Click Add. 6. This will prompt you to enter in filename and location. Click on the button next to the File Name path. 7. Search on the SSMT folder created on the C:/ drive. 8. Ensure the Filename specifies Live vs Test as well as IDXwf (ex: TestIDXwf.bak). Click OK. 9. This will return you to the previous dialog box. Click OK. 10. Check the Overwrite existing media button and then click on the Option tab on the top of the window. 11. On the Options tab, keep the Remove inactive entries from transaction log checked and uncheck the Check media set name and backup set expiration. Click OK when done. 12. Click OK and the database backup will begin. A message will appear when the backup of the Framework database is complete.

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SSMT Installation

11

Backup the Works database

1. Right-click WORKS. 2. Select All Tasks. 3. Select Backup Database. 4. A SQL Server backup dialog box will appear. Click the Remove button under Destination. 5. Click Add. 6. This will prompt you to enter in filename and location. Click on the button next to the File Name path. 7. Search on the SSMT folder created on the C:/ drive. 8. Ensure the Filename specifies Live vs Test as well as Works (ex: TestWorks.bak). Click OK. 9. This will return you to the previous dialog box. Click OK. 10. Check the Overwrite existing media button and then click on the Option tab on the top of the window. 11. On the Options tab, keep the Remove inactive entries from transaction log checked and uncheck the Check media set name and backup set expiration. Click OK when done. 12. Click OK and the database backup will begin. A message will appear when the backup of the Works database is complete.

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12

SSMT Getting Started With SSMT

Getting Started With SSMT

To launch the application, do the following: From a Web server named "ABC", open a Web browser to http:// ABC/touchworks/Imps/SSMT/SSMT.asp. You will be prompted to enter the name of the server, name of the database, UserID, and password.
The UserID does not have to be "sa", but must have rights in the database.

Note

After you have logged in successfully, the name of the server and database will be shown at the top of the screen at all times.

Complete the following information:

Database Serverindicates the name of the database server where the databases are located Clinical Databaseindicates the name of the clinical server (for example, WorksTest) Framework Databaseindicates the name of the IDX Web Framework database (for example, IDXWFTest) UserIDindicates the User ID used to access the SQL server

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SSMT Getting Started With SSMT

13

Passwordindicates the password used to access the SQL server

Click Login to database.

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14

SSMT Extracting Data From SSMT

Extracting Data From SSMT

Once you have logged into the SSMT, the system displays the SSMT page.

This page allows you to choose a table from either the Works database or the IDXWF database (these may be named differently), view the content of that table, and then copy that data. To begin extracting data, do the following:
There is additional information available for specific tables. For more information, see the [].

Note

1. In the Which Table box, select the table (or type of data) from which you want to extract data. (For a list of available data items, see the [].)

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SSMT Extracting Data From SSMT

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2. Click Extract Data. selected table.

3. Copy the heading information for the table. Select (that is, click and drag) the two rows in the table at the bottom of the window, and then press CTRL-C. Launch Microsoft Excel (leave the SSMT page open), and open a new document.

!
Caution

Before copying any data into the new document, format the table cells as text. Click Format, and then select Cells.

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16

SSMT Extracting Data From SSMT

On the Format Cells page, Number tab, select Text, and then click OK.

Place the cursor in the first cell, and then press CRTL-V. The system pastes the heading cells into the document. 4. Copy the table data to the spreadsheet. Switch back to the SSMT page (leave Microsoft Excel open), and then place the cursor anywhere with the data. Click CTRL-A, and then click CTRL-C. Switch back to Microsoft Excel, and place the cursor in the first cell in the third row, and then press CRTL-V. The system pastes the data into the document. You can now begin tweaking the data using Microsoft Excel.
SSMT is designed to work with Microsoft Excel. However, the data extracted from SSMT can be copied into other Note applications, but compatibility with these applications is not guaranteed. Additionally, it is possible to copy data from one instance of SSMT directly to another, without manipulating the data in Microsoft Excel. However, this is a risky endeavor and should be approached with caution.

Note

New column

The last column in each table is labelled New? There are two acceptable values:

Y (Yes)indicates that the data in this row is a new entry (that is, a new entry in the table)

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SSMT Extracting Data From SSMT

17

Note

All newly inserted data and data modifications are subject to the same rules and constraints that the System Administration tool and the Web Framework impose.

Blankindicates that the data in the row is an updated existing entry

You need to edit this column manually. (That is, this information will be blank by default after pasting the data over from the SSMT page.)
SSMT does not remove data entries. It adds and updates entries only.

Note

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18

SSMT Loading Data To SSMT

Loading Data To SSMT

Once the data has been manipulated appropriately, it can be loaded into a table in one of the TouchWorks databases. To load the data, do the following: 1. Launch a second instance of SSMT, and then connect to the target database. (For more information, see the [].)
It may be helpful to keep two browsers open simultaneously, one that displays SSMT connected to the source database and the other with SSMT connected to the target database.

Note

2. Switch back to Microsoft Excel. Select the data in the table (not including the headings), and the press CRTL-C. The system copies the data. 3. Switch to the second instance of SSMT. Select the table to which to load data.

4. In the table at the top of the page, press CRTL-V to paste the data from Microsoft Excel. 5. Click Load Data. SSMT loads the revised data into the target database. 6. When a line of data is loaded successfully into the database, the system clears it on the page. Data that encounters errors remains on the page.

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SSMT Troubleshooting Data Errors

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Troubleshooting Data Errors

The following section describes problems that may occur when loading data using SSMT.
Too much data

If you encounter the following error while loading data, you have selected too much data. Request object error 'ASP 0107 : 80004005' Stack Overflow /TRXWeb/SSMT.asp, line 885 The data being processed is over the allowed limit. SSMT works best when data is loaded in batches of 1000 lines.

Duplicate entries

If you encounter one of the following errors: Duplicate Entry Code Duplicate Mnemonic the data could not be loaded because another existing item in the table has a matching mnemonic or entry code.

Corresponding codes dont exist

If you encounter the following error: [code] Not Found (for example, Note Section Not Found) a code used within the data definition does not exist.
If you are defining a text template for a particular note section, and the note section specified in the definition does not exist, you will encounter the error Note Section Not Found.

Note

Correcting problematic

Once you have identified problematic data and know how to correct, data you can do one of the following:

Edit the data in the table on the SSMT page, and then click Load Data again. Copy the problematic data to Microsoft Excel, edit it there, and then copy and paste it back into SSMT.

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20

SSMT Appendix

Appendix
When importing the following tables, be aware of additional loading information:

Charge Groups, ICD9 Charge Groups, Visit and Procedure Groups ICD9 Codes and CPT4 Modifier Medications and Problem Favorites Order Charges Order Details Order Groups Order Results Order Questions Note Text Templates

Special Instructions for Charge Groups ICD9

SSMT associates ICD9 codes with a subgroup and with multiple groups. ICD9 codes must exist for the system to add them to a subgroup and group. If the groups or subgroups do not exist, the system automatically creates them. The approach organizations and their clinicians are likely to take when building these groups should start at the group level, as this leverages representatives from that group. This is not only more manageable due to the sheer number of codes, but a customer may only be using a small portion of the ICD9 codes because of the specialties implementing TouchWorks. SSMT uses the following logic when loading ICD9 codes:

Each line contains only one code and is filed individually. If a code does not exist in the ICD9 dictionary, SSMT will not create it. SSMT reports an error for that group/subgroup/code and moves on to the next entry.

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SSMT Appendix

21

The system updates the display name for the code only if it is passed in for a given code. Sample data:

Special Instructions for Charge Groups Visit and Procedures

SSMT associates CPT4 codes with orders. CPT4 codes must exist for the system to add them to a subgroup and group. The system automatically creates groups and subgroups if they do not exist.

Special Instructions for Groups

Allscripts recommends that organizations extract groups before other tables. Change the entry code and/or mnemonic for Internal Medicine to IntMed. This may prevent issues later. Allscripts does not recommend creating groups with this action. Create them automatically with charges, orders, or notes.
Modify existing groups to correspond with the names of the groups, which are automatically created. This allows you to change the name of the group

Note

Special Instructions for ICD9 and CPT4 Codes

This is used to change the display names associated with the codes. This is particularly useful for iPaq users, where screen space is limited.

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22

SSMT Appendix

If you are inserting new code values into the system, and the display name and entry name are the same, you only have to copy the code and the entry name. If you are only pasting in the code and entry name, you can paste in up to 2000 rows at one time. The ICD9 and CPT4 tables included in the starter set is an abbreviated set that is needed for demonstration purposes. Full ICD9 and CPT4 spreadsheets are available.
Unlike previous versions of SSMT, ICD9 and CPT4 codes are not automatically created. They should be moved from the practice management system to insure that interface works properly.

Note

Special Instructions for FixCodes (the Spreadsheet)

"Fixcodes" is a Microsoft Excel spreadsheet that works with the extracted form of the ICD9 and CPT4 codes. Open the spreadsheet, and when prompted, click Enable Macros. Copy the ICD9s (or CPTs) from the Web page and paste them into the worksheet called "Data." (For practice, move to the 100-200 rows, and insert a blank line. When the data is edited appropriately, delete the blank row, and the macro will process the entire spreadsheet.) In the FixCodes spreadsheet, there is a macro with four features that ensure a standard representation on the code tables: 1. It edits the case of words. For example, ATRIAL FIBRILLATION, becomes Atrial Fibrillation, and MAL NEOPL LUNG NOS becomes Mal Neopl Lung Nos. 2. It can systematically make replacements. In the case of the second example, there are two replacements to make "Nos" to "NOS", and replace "Mal Neopl" with "Cancer." On the FindReplace worksheet, complete the appropriate values in the Find and Replace columns. These entries are case sensitive. All entries in the Find column are replaced by the data in the Replace column. These tasks are completed in order from top to bottom. 3. It can move words to the front of the entry.

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SSMT Appendix

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On the MoveFirst worksheet, these words are moved to the front, after all replacements are made. For example, this changes "Local Salmonella Inf NOS" to "Salmonella Local Inf NOS." These tasks are completed in order from top to bottom. 4. It can move words to the end. On the MoveLast worksheet, these words are moved to the front of the entry, after all replacements are made. These tasks are completed in order from top to bottom.

Special Instructions for Medications and Problem Favorites

These pages move favorites from a test to a live environment or from one provider to another. The data contained in these extracts is coded and should not be modified by hand, with the exception of data in the Username column. To copy favorites from one provider (MSmith) to another (JDoe), do the following:

Extract all favorites using SSMT. Paste those values in Microsoft Excel. Edit the data that reads MSmith to read JDoe. Copy just that section of the spreadsheet, and paste it into SSMT. Load the data.

Special Instructions for Order Charges

This information originates from a sources that is familiar with the associated billing codes for the orders. All CPT4 codes must exist; they may be associated with the orderable item. The performing location must exist in the Performing Location table. This must be completed after Order Results are loaded.

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24

SSMT Appendix

Special Instructions for Order Details

This information originates from a person who regularly orders tests. Entire picklists may be ordered with this tool. Both picklist entries and picklists are created as needed. Picklist entries are separated by a "~." The names of the picklists must be unique, as should their values. For example, if a later entry changes the picklist "Side" from "Left~Right~Bilateral~" to "Left~Right~," then for all orders that reference "Side," there are two acceptable values. If there are no instructions or picklists for a particular order, you do not have to load it here.

Special Instructions for Order Groups

This information originates from a clinical person, or someone with access to the superbill. Order name and order code are shown for reference onlydo not edit them here. The Subgroup (or parent class) should equal the subgroup when the order was set up originally in Order Result. An order can be inserted into multiple groups by entering the groups' entry code in the last column separated by "~." Groups and subgroups are automatically created if they do not exist. Orders can appear in multiple lines if necessary.

Special Instructions for Orders Results

This data originates from the lab vendor(s). They describe the results that are attached to the orderable items, and that data is inserted into the database using SSMT. After you paste in some Result-Order sets, you may receive the following error: Subgroup does not exist Subgroups may be created with the Order-Result pairs. If the subgroup happened to be created after the Order-Result was attempted, you would receive this error. Click Load Data with no changes, and the data may be inserted correctly. Up to six levels of hierarchy may be created (so at worst, youd click Load Data six times).

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SSMT Appendix

25

The subgroups or categories must exist, or they must be created (and attached to an existing subgroup). Every orderable item must have at least one entry in this table. At least the non-result result must be associated with every orderable item. When moving data from one site to another, it is possible that the subgroups have been changed. Be sure to verify these. This must be done before any other Order data can be loaded; this is the set that creates the orderable items. Update to the spreadsheet is a macro:

It identifies all of the errors in the data. It indicates errors with bold text (either the order or the result). It moves errors to the top of the list in red. They can be loaded from their "red" state if needed.

Additional considerations:

Codes and mnemonics are automatically trimmed to ten characters. If no result type is supplied, "Numeric" is entered. Result type is checked. The name is ignored by SSMT. Multiple results or orders can have identical names. (That is, two lab vendors could provide results that are both named "Sodium.")

Special Instructions for Order Questions

This data originates from an individual who regularly orders tests. In the Order Codes field, multiple orders that ask the same question can be added to the same line, separated by "~."

Special Instructions for Note Text Templates

A library of text templates for use with the TouchWorks Note module are available from www.allscripts.com/imps. This Web site includes:

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26

SSMT Appendix

400+ text templates that have been circulated in Word (Barb Bergman) Text templates from other TouchWorks organizations (CUMC, Holston currently)

Up to 50 templates can be viewed simultaneously.

To download a template, check the templates option, and then click Download.
Templates are downloaded in the SSMT format, so they immediately be pasted into another TouchWorks installation. Templates can be viewed, created, or edited. The templates can then be uploaded.

To extract templates using SSMT, do the following:

1. Copy the templates. 2. Paste the templates into the Batch Upload page of the Notes Website. 3. Enter the name of the organization.

Note Sections must be one of the entries in Appendix 2. Groups are created automatically as needed. Template names must be unique within a group and section. For example, there can be two note templates with the name "Wound Care," one in the ER group and another in the Family Practice Group. There can be a template named "Normal" in IntMed in the ROS section as well as in the Physical Exam section. These templates are unique, and they can be edited separately. Content in the template body are automatically converted to the HTML version of a return which is "<br>." These are automatically converted before loading back into the database. Tab characters are converted to "<tab>" and are automatically reconverted when Notes are pasted back in. Access Modules must be one of:

NOTE DOC CP

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