Patient & Order Choices

For additional help and an overview of the order entry process, click the How do I order a patient sample? link.

Note: If your web browser is set to block pop-up windows, some secondary windows will not open, and you may receive an alert that your browser is blocking pop-ups. You must change your web browser or toolbar settings to allow pop-up windows for the Harvest Webstation site in order for the windows to appear. See Troubleshooting: Pop-up Windows are Blocked and Do Not Open.

Note: You may modify your advanced configuration options to disable one or more of the following fields/buttons on the Patient & Order Choices page: Edit or Attach, Requisition #, Provider, CC, Phlebotomist, Draw Location, Order Location, Items to Order, and Diagnosis 1, 2, 3, and/or 4.

1. To begin placing an order, enter the patient's name (in the format: last name, first name), ID number (primary, alternate, or Copia patient ID), birthdate, or Social Security Number in the Patient or ID field. Then, click the Browse button to search for the patient using the Order Samples: Find Patient page. If you typed any characters prior to clicking the Browse button, they will be automatically entered in the Order Samples: Find Patient page.
   • If you search by birthdate, you must enter the value in the format: MM/DD/YYYY; otherwise, Harvest Webstation will not recognize it as a date. You may be able to enter a 2-digit year, depending on the pivot year defined for your system and the date for which you are searching. Also note that searching by a birthdate may take more time than other searches.
   • If you search by Social Security Number, enter the 9-character value. Do not enter any dashes.
   • You may modify your advanced configuration options to prohibit users from searching for a patient by patient name in all applicable Harvest Webstation locations, or just on the Order Samples page. When this option is enabled, you must search for patients using the patient ID. If you enter a patient name, valid or not, into the Order Samples page, Harvest Webstation displays an error message on the Order Samples: Patient List page, indicating that no matches were found. You may then add a new patient or cancel the search. See Order Samples: Patient List.
2. The step that follows the search depends on how accurately Harvest Webstation was able to locate a precise match in the database, as follows:
• If one match was found, and the match was made on the patient ID, the patient is automatically selected and the patient's information is added to the order.
• If one or more possible matches were found, and the match was not made on the patient ID, then the Patient List page appears. Click the name of the patient to continue, or click the Add Patient button to create a new patient record.
• If no match could be found in the database, then the Edit Patient: Patient Tab page will appear with the information that you have already typed into the order page. Harvest pre-enters this information so that you do not have to spend time retyping previously entered data. Use this page to create a new patient record. You may edit any field in the page, including those whose contents were pre-entered.

If you have the feature enabled in Harvest, then you may search for the patient using the Live Demographics Link.

3. After you select a patient, Harvest Webstation checks to see if the patient has any alerts, insurance information, recent orders, or stored orders.
   • If the patient does not have alerts, insurance information, recent orders, or stored orders, then Harvest Webstation selects the patient, and you may continue placing the order.
   • If the patient has alerts, insurance information, recent orders, and/or stored orders, then the Order Samples: Selected Patient Information page appears, allowing you to view patient alerts, view insurance information, view recently placed orders for the patient, edit or attach to a stored order, or create a new order. See Order Samples: Selected Patient Information. Click a Sample ID, the Close button, or the New Order button to return to the order entry page.

Once the patient is set, the Provider, Phlebotomist, Draw Location, and Order Location fields are updated automatically, if appropriate (see below).

Once you have selected a patient, click the Edit Patient button to view or edit the patient's demographic record. See Edit Patient: Patient Tab.

Note that after you have placed an order, or if you enter a patient in the Patient or ID field, you can press Ctrl+Down Arrow to copy the patient's previous order information into the Order Samples: Patient & Order Choices page. You can use this feature to help enter multiple orders for the same patient without having to re-enter all the patient information. Also note that you may modify your advanced configuration options to omit the previously selected order choices when copying the order information.

4. Enter the Sample ID, if necessary. See Order Samples: Sample ID Formats. If you manually enter a sample ID to replace the automatically assigned sample ID, Harvest Webstation creates an event log record, which you may access in Harvest, to document the change.

This is a required field, but the format of the contents and whether the field is filled in automatically during order entry depends on the workgroup assigned to Harvest Webstation users in Harvest. You may also set up your preferences to monitor entries for duplicate sample ID entries. See Configuring Harvest Webstation: Modifying Program Preferences.

IMPORTANT: Harvest Webstation will not allow you to use a sample ID format that includes the # sign. It will alert you to the problem, and will not allow you to continue placing the order until the sample ID is changed.

5. Click the Edit or Attach button if you want to edit or attach additional order choices to an existing unreleased order. See Editing an Unreleased Order.
6. Enter an identification number for the order, if desired, in the Requisition # field. Note that a Harvest System Administrator may customize the name of this field in Harvest. See the Harvest online help for more information. You may modify your advanced configuration options to make this field required in Harvest Webstation.

   You may modify your advanced configuration options to hide this field on the Patient & Order Choices page.

   If you have cleared the "Disable Automatic Capitalization" option on the Preferences window in Harvest, the Requisition # field will be automatically capitalized. See Configuring Harvest Webstation: Modifying Program Preferences.

7. When you open the Order Samples page, Harvest Webstation uses information in the database to determine the default values of the Provider, Phlebotomist, Draw Location, and Order Location fields. The contents of the fields depend on both the pre-selection preferences and the linked locations of the personnel involved in the order. See Filling Personnel and Location Fields.

You may modify your advanced configuration options to prevent Harvest Webstation from automatically filling the Provider field with a patient's provider when you select a patient.

You may modify your advanced configuration options to select a default phlebotomist for order entry. This setting overrides the Personnel and Locations Accessioning preference, if Harvest Webstation finds an exact match in the list of active phlebotomists. You may also modify your advanced configuration options to automatically select the currently logged-in user as the default phlebotomist.

When you are editing/attaching an existing order, the ordering location from the existing order is filled in. If it is not set in the original order, then your default ordering location is used, if available.

8. Make any necessary changes to the Provider, Phlebotomist, Draw Location, and Order Location fields by selecting an alternate entry from the corresponding drop-down field.

The order and draw locations are filled in the following order: provider linked location, then current user linked location, and then phlebotomist linked location.

Note that only locations specifically designated as Drawing Locations are available from the Draw Location drop-down field, and only locations specifically designated as Ordering Locations are available from the Order Location drop-down field. You may edit the order to change the testing location on the next order entry page.

If you manually change the provider or phlebotomist, then the drawing and/or order locations will automatically change to the locations to which they are linked, if applicable.

Also, the selection that you make in the Order Location or Draw Location fields will automatically update the Sample ID, if the format of the Sample ID contains the order or draw location. If the order location or draw location are part of the Sample ID format, Harvest Webstation will alert you if you try to save an order without making a selection in this field.

You may modify your advanced configuration options to require users to manually select a provider from the Provider drop-down field (even if a provider is already present in the field).

You may modify your advanced configuration options to require the selection of a phlebotomist before continuing to the Order Samples: Sample Information page.

9. Click the CC button to add CC result notification to additional recipients or create patient-level CC result recipients (see Order Samples: CC Reports). After adding CC recipients, you will return to this page. If there are CC recipients, the button text will be italicized.
10. Enter order choices into the Items to Order field using one or more of these methods:
• Type the order choice abbreviation or profile name. You may enter an abbreviation or profile only once. If your facility uses profiles and you are entering them in the Items to Order field, you MUST enter the profile first in the Items to Order field, and THEN select additional order choices using the Order Items page. Also, there are restrictions on the characters (such as commas) you may use in order choice abbreviations, and abbreviations cannot contain spaces unless the space has been entered in front of the abbreviation to change the sort order, in which case, you must enter the space. See Troubleshooting.
• It is possible to add duplicate items when ordering AP specimens. To add more than one copy of the same specimen, specify the quantity after the abbreviation. For example, enter "PAPTHIN{3}" in the Items to Order field to order three "PAPTHIN" specimens.
• Click the ... button to open the Order Samples: Order Items list page, where you may select order choices from a list. Select the desired choices and click the Add Order Choices button to return to the Patient & Order Choices page.
• Click the P button to select profiles from the Order Samples: Order Profiles page. If there are no profiles defined for your facility, then the P button is not available. Select the desired profiles and click Add Profiles to return to the Patient & Order Choices page with all of the order choices in the profile displayed.

Note that this differs from manually entering profiles into the Items to Order field. When you manually enter profiles, Harvest Webstation will not expand the profiles into their corresponding order choices until you proceed to the Order Samples: Sample Information page.

If you have entered invalid order choices, duplicate order choices, or multiple order choices that contain duplicate tests and attempt to continue to the next order entry page, then you will be alerted to the problem, and you may need to edit your entries in this field. See Validating Order Choices.

You may modify your advanced configuration options to have Harvest Webstation change the testing location for order choices based on the time of day and, optionally, the day of week. As you select each order choice, Harvest Webstation determines if there is an advanced configuration option for the order choice, and if there is, it uses the setting to calculate the testing location based on the current server time. Note that when the order is released in Harvest, it will recalculate the testing location for Harvest Webstation orders, unless a user changed the testing location manually between when it was ordered and when it was released in Harvest.

11. Select an option from the Priority field to set the priority level for the order (Routine, STAT, or ASAP). Harvest Webstation assigns the option you select as the priority to all order choices included in the patient's order; however, you may modify the priority for individual order choices in the Order Samples: Edit Order page. See Order Samples: Edit Order.
    • Depending on the advanced configuration option defined in Harvest, Harvest Webstation may disable the Priority drop-down list. When enabled, if you are editing an existing order and a STAT or ASAP order is already released into Harvest, you may edit the order in Harvest Webstation; however, once you save it, Harvest Webstation automatically changes the order to "Routine" priority.
    • Selecting the STAT option causes Harvest Webstation to print "STAT" on the labels for a patient's sample and it causes the analyzers to give priority to the sample.
    • If you are editing an existing order and there is more than one priority assigned to the order choices on the order, this drop-down list will also contain "STAT (Mixed)" and "ASAP (Mixed)," depending on the priorities (STAT is the highest priority). For example, if an order contains Routine, ASAP, and STAT, the dropdown will display "STAT (Mixed)," but if the order contains Routine and ASAP, the dropdown will display "ASAP (Mixed)."
    • When attaching a new order choice to an existing order, the priority defaults to the current order priority. If the order priority is mixed ("STAT (Mixed)" or "ASAP (Mixed)"), the highest priority is used (STAT or ASAP, respectively).
    • If you select "STAT" for the priority, then depending on your selection for the testing location in the Order Samples: Edit Order page and on the advanced configuration options defined in Harvest, Harvest may recalculate the testing location value when you release a Harvest Webstation order into Harvest. See Order Samples: Edit Order.
12. Select one or more diagnosis codes for the order. You may either enter the code or description in one of the Diagnosis fields and press the Tab key or click the ... button to open the Order Samples: Find Diagnosis page, where you may select diagnosis codes from a list. If you enter a diagnosis code or a description that does not exist in the Harvest database, then Harvest Webstation alerts you to that fact and clears the field so that you may select a different diagnosis code.

IMPORTANT: To support the ICD-10 conversion, Harvest Webstation includes ICD-9 and ICD-10 buttons to select the correct ICD code type. The correct type is based on the order's draw date and the ICD-10 conversion deadline. These buttons appear if there are codes saved in the ICD-10 table, the current date is less than a year after the ICD-10 effective date, and the order is a new order. You may modify your advanced configuration options to hide these buttons.

The diagnosis codes that you enter here will apply to all of the order choices in the order. You may add or modify the diagnosis codes for the order choices on an individual basis on the next page in the order entry process. However, note that if you proceed to the next page of order entry, and then return to the Order Samples: Patient & Order Choices page and change the main diagnoses, Harvest Webstation will update the individual diagnoses for each order choice. This functionality applies unless the order is an existing order with already established individual diagnoses, or if you add, change, or remove an individual diagnosis code from an order choice on the Order Samples: Edit Order page (that diagnosis code will not be overwritten and can only be changed by editing the order choice).

Note that you may set up your Harvest Webstation Preferences to require the entry of at least one diagnosis code for an order. See Configuring Harvest Webstation: Modifying Program Preferences.

There are two advanced configuration options you may set to control diagnosis code entry by either:

• Disabling the diagnosis code fields on this page and the Order Samples: Edit Order page (so codes must be assigned individually using the ... button on either page), or
• Disabling all diagnosis code entry fields and buttons.

See the Harvest online or printed help.

13. If you wish to see the entire description for a diagnosis code, click the DX button. If you have not entered a diagnosis code and click this button, then Harvest Webstation will alert you to that fact.
14. Select the Override Order Entry Rules option to prevent order entry rules (defined in Harvest) from applying to the order. Note that you must have the necessary security settings in order for this checkbox to appear. See Configuring Harvest Webstation: Establishing Security Settings for more information.
15. Click the Manage Insurance button to modify insurance information for the patient. See Edit Patient Insurance for more information.

Note that you must have the necessary security settings in order to access the Edit Patient Insurance page. See Configuring Harvest Webstation: Establishing Security Settings for more information.

Note that you may modify your advanced configuration options to disable this button in Harvest Webstation.

You may modify your advanced configuration options to require the selection of an insurance plan. An alert will appear when clicking the Next button indicating that an insurance plan must be selected before saving the order.

16. When you have finished entering the Patient and Order Choice information, click the Next button to continue to the next step, adding Sample Information and saving the order.

Depending on your Harvest Webstation Preference settings, you may receive alerts and be required to complete or edit some fields before continuing to place the order (e.g., Order Choices, Sample ID, or Diagnosis Codes).

Once you click Next button, Harvest Webstation knows that an order is in progress. If, after you click Next, you click any of the menu links on the Order Samples: Sample Information page, then a confirmation dialog box appears asking if you want to cancel placing the order. Click OK to cancel the order or Cancel to return to the order.

17. If you wish to cancel placing the order, click the Cancel button. When asked to confirm the cancellation, click the OK button to cancel placing the order and return to your homepage, or click the Cancel button to return to the order entry page without cancelling the order.