Organization Level

The Organization Level screen allows each healthcare organization to customize the naming convention of the structure levels of their organization. The system can hold up to nine structure levels. The Number field indicates the structure hierarchy of each level, with number 1 being the highest level.

Below is an example of a health care organization set up with all nine organization levels. The number of levels required, and the code and labels assigned to the levels, is determined by the corporate structure of the health care organization (most will have fewer than nine levels).

Depending on the user's authorization level, the following actions may be available. Note: The options listed below are not available for some screens.

Authorized users can Add a New Record by completing the following steps:

Click on the Add button in the left pane to open a configuration screen.
Enter data in all applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
If specific values are required for a field, the valid options are available in one of the following:
- The Field Look Up Values are displayed in the right pane. In most cases, the values available have been previously entered on the related configuration screen.
- The List Selector icon to the right of a field opens a listing of valid values for a field. In most cases, the values available have been previously entered on the related configuration screen.
- The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field. In most cases, the values available are standard core values.
- A Date Selector Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed to the right of the field.
Use the online help features for information on configuration of the screen.
- For information on specific fields, highlight the field with the cursor to view the short Help text in the right pane.
- To open the documentation to find more information for the related page, click on the Help icon in the tool bar or click on More... in the right pane after the short help.
If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for the indicator settings, but may be changed for this record. For more information see the Configuration section>System card>Indicator screen and/or Parameter screen.
After entering information, Save the record. The system does a validation to make sure the information entered is valid for the field (e.g. numbers must be entered in numeric fields, fields with look up values must match the options displayed, etc.)
The Audits tab is now displayed with information on the entered record.

Note: For more information, see Adding a New Record in the Help section>Record Management.

Authorized users can make Edits to add or update information in existing records.

Using the Search page selection criteria, search for all the records to be updated.
To select one or more record, click the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.and select them by checking the box to the left of the record.
To open the record you wish to view first, click its folder. All other selected records can be viewed by scrolling, using the right and left arrows in the Navigator section of the left pane.
Highlight the field(s) to be updated with the cursor and enter the information.
- If the field is grayed out, that field is not editable.
- If specific values are required for a field, the valid options are available in one of the following:

The Field Look Up Values are displayed in the right pane.

The List Selector icon to the right of a field opens a listing of valid values for a field from the related configuration screen.

The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field.

A Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed.

For information on specific fields, view the short Help text in the right pane.

The Indicator and/or Parameter tabs can also be updated. Click on the tab to open and edit the values. For more information see the Configuration section>System card>Indicator screen and/or Parameter screen.
After entering information, Save the record. The system does a validation to make sure the information entered is valid for the field (e.g. numbers must be entered in numeric fields, fields with look up values must match the options displayed, etc.)
The Audits tab displays information on the edits made to the record.
Note: For more information, see Editing a Record in the Help section>Record Management.

The numeric value indicating the structure level (1-9) of this Organization Level. This field is not editable.

The following Action buttons may be available in the left pane, depending on the page that is open:

Click on the Add button to open a screen to configure a new record.

Complete the following steps to add a new record:

Click on the Add button in the left pane. The corresponding New Record screen is displayed.
Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
  The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
  
  Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
  
  Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
  
  If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
  
  Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
  
  Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
  
  Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
  If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
  
  Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.

The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.

Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.

The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.

The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.

Group by Application

Groups the audit records by the application where the changes were made.

Group by Audit Date

Groups all the audits by the date when changes were made.

Group by Audit Description

Groups the audit report by the description of the edits that were made.

Group by Classification

Groups the audit records by whether the record was inserted, updated, or deleted.

Group by Who Modified

Groups the audit records by the user who made the updates.

The Delete or Delete Selected button is used to remove one or more records from a screen.

Complete the following steps:

If there are multiple records, click on the selection box to the left of each record that is to be deleted. Note: If this is a single record, there are no check boxes to select. Skip to step 3.
A check mark is displayed in each selected box.
Click on the Delete Selected button for multiple records or the Delete button for a single record.
The system does a validation check to make sure the record is not linked to any other records. If it is, a warning message is generated and the record cannot be deleted.
If there are no children records, the record is deleted.
Note: For more information, see Deleting a Record.

The Replace button opens a screen to update one or more field values for all the records selected in the search. This feature can be used to update multiple records with the same field information.

Using the Search page, search for all the records to be updated. Multiple searches can be conducted to build a results list.
Select the box to the left of each record to be updated.
Click on the Replace button in the left pane.
A screen is displayed with all the fields as read only.
Select the box to the left of each field to be updated. The field is then enabled.
Enter the new information in the field.

Complete all tabs to be updated, including the

Indicators and

Parameters tabs, if applicable.

The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.

Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.

The parameter naming convention is as follows:

Screen name + "Parameter" + Category Card + Classification + Type + Number

The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).

More About Parameter Types

The following are the valid options for parameter types:

Alpha	The field will accept any letters, numbers, or characters on the keyboard.
Date	The field will accept any properly formatted date. More About Date Value Fields. When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
DOW	The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value.
Hour	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50.
Integer	The field will accept any positive or negative whole numbers (no decimals).
Pay Code	A valid pay code should be entered. There is no validation done when the record is saved.
Rate	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000.
Time	The field will accept any properly formatted time value. More About Time Value Fields. When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15). The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon). Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00. Enter 900 and the system adds the leading zeros and colon to convert this to 09:00. The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight). If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated. If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated. Enter midnight as 00:00; enter noon as 12:00. If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example: Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Percent	The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50.
Premium Category	When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane.

Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).

A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.

For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.

To reset all the values back to the previously saved values, click on the Reset button in the left pane. Note: Once the records have been saved, the values cannot be set back to the previous value using the Reset button. They can be changed by using the Replace feature.
Click on the Save button to save the changes.
All selected records are now updated, with the new information replacing the old information in the selected fields.
Note: The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.

Note: For more information and screen prints, see the section in Record Management under Replacing Record Values.