Common errors:
- "This study has no accession number, exam code, facility ID, and HL7 order ID and will not be properly transmitted back to your EMR"
- "Valid encounter and EMR order required"
If EncaptureMD is configured to receive orders from an EMR via HL7, if information is missing from the order or the study was created manually either on the modality or in EncaptureMD using the +Study button, the final report will not file properly in the EMR when it is returned. This article describes how to fix this deficiency which will allow the study to properly file back to the EMR. Below are several indicators of this problem:
- The physician and/or clinical staff member (sonographer, nurse, technologist, etc.) will not be able to sign the report due to the error.
- The work list columns for accession number, HL7 order ID, and Exam Code are empty for this study.
Physician cannot sign the report due to error
- The sign button is grayed out because there is a required error to fix
- Click on the error
- Note that the required information is not present.
- Click the "Find studies to merge with" button
If there is an order +/- 7 days, then you will be able to see one or more rows in the study pop up. If there is no order from the EMR or if none of the orders shown are correct, place a correct order in EMR and then refresh this screen. There should now be an order.
- Search through the list using the study date, exam description, exam code or accession number to match
- Once matched, click the Merge button
- Choose the correct information from each study to build a correct record (NOTE: The study you have open when merging will be selected as the study to keep!)
- Choose the correct Order information (usually from the "Other Study")
- Click Merge
Once complete, the study information will now be present and the error will clear. There will be a canceled entry on the worklist for the study that was not kept as part of the merge process.
OPTIONAL - Look at the study on the work list
If the columns are already visible, go to the next step. Scroll right to ensure they are not off the screen.
If the columns are not visible - click (1) the ... button to open the work list configuration tool and set the columns to appear. Make sure they are visible by either scrolling or while configuring, move the columns leftward (up) in the list.
Next (2) search for the study that has been finalized in EncaptureMD but is not visible in the EMR OR there is a study that cannot be signed because. You will see (3) that the Accession number and HL7 Study ID are missing.
Once the merge is completed, the work list will show the proper values.
