The classic TransferCenter™ application can be configured as a standalone application or can be integrated with Capacity Management Suite™ system or with the TeleTracking IQ™ platform. For more information on integration, see the Integrating with the Capacity Management Suite™ System section below.

Note: Only users with administrative permissions can access and use the options in the Configuration menu. On the Users page of the Configuration window, the Admin check box must be selected in the row containing the user’s name.

The classic TransferCenter™ application Configuration menu has two options:

Clicking the Setup Phone Mapping option displays the Call Recording Mapping dialog box. This dialog box allows logged in users to associate their workstation to their desk phone extension. For more information, see the Mapping a Phone Extension to the Workstation section in the TransferCenter™ Application User’s Guide. Once this operation is completed, the logged in user does not have to select their extension when linking a call. The phone extension and the workstation remain associated even when a different user logs into the workstation.

Note: For integrated environments, a page whose data is not contained in the TransferCenter™ application but instead is derived from integration with the Capacity Management Suite™ system does not have an option in the drop-down list. For more information, see Integrating with the Capacity Management Suite™ System below.

While the classic TransferCenter™ application can be used as a stand-alone application, integration with the Capacity Management Suite™ system provides immediate detailed information on many hospital functions. Data drawn from the Capacity Management Suite™ system includes facility and unit details, hospital services, isolation types, physician information, and payor sources. The TransferCenter™ interface is described as “active” when integrated with the Capacity Management Suite™ system.

To integrate your TransferCenter™ application with the Capacity Management Suite™ system, please contact your TeleTracking Technologies representative.

For more information on specific integrated functions, see the sections of this guide that have “XT Interface is Active” in the titles.

The following pages are included on the classic TransferCenter™ Configuration window. You can use each page to configure the different fields and characteristics of the TransferCenter™ application.

On the Actions page, you can add, edit and remove default actions (for example, “Page CNO,” “Review by TC Manager”) that appear every time a new issue is created. The Action field is located in the Action Documentation section on the Issues page. The default actions require a completion time stamp in order to close an issue.

To view the Actions page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Actions page, follow the directions in the Adding, Editing or Removing Field Values section.

On the Allergies page you can create and edit types of allergies that appear in the Allergies list on the Clinical page.

To view the Allergies page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Allergies page, follow the directions in the Adding, Editing or Removing Field Values section.

On the Bed Type page, you can add, edit and remove types of beds associated with a particular level of care for a patient. The Bed Type field is located in the Requested Service/Bed Inquiry section in the Transfer page.

To view the Bed Type page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Bed Type page, follow the directions in the Adding, Editing or Removing Field Values section.

To view the Call Recording page, follow the directions in the Accessing the Configuration Pages section.

On the Call Recording page of the Configuration window, the call recording feature is enabled by checking the Enable Call Recording Interface1 check box. When the check box is selected the following things happen:

1 Additional charges are required to enable the call recording functionality. Please contact TeleTracking Technical Support for assistance.

On the Case Documents page you can view statistics about the documents that are attached to transfer cases, view information about past archives, configure the maximum size for attached documents, configure the archive process, and start and stop the archiving process.

The Archive History section displays all current and past archiving operations, their status, and their statistics in a table format. An description of the column headings follows:

If the archive completes successfully, the Archive Complete dialog box appears showing the following statistics about the archive:

On the Clinical Protocols page, you can virtually store any clinical protocol document in the TransferCenter™ application. End users have immediate access to these protocols within the TransferCenter™ application. The Clinical Protocols field is located in the Transfer tab of the Transfer window.

To view the Clinical Protocols page, follow the directions in the Accessing the Configuration Pages section.

The Upload button provides users with the ability to upload a PDF document that explains the protocol. Uploading a new PDF document to a protocol that already has a related PDF document replaces the existing document. Protocol PDF documents can be viewed by clicking the View buttons on either the Clinical Protocols page on the Configuration window or the Clinical Protocols area of the Transfer window.

Note: The Clinical Protocol documents must be in PDF format.

On the Diagnoses page, you can add, edit and remove entries in the list of patient diagnoses. The Diagnosis field is located in the Patient section of the Transfer page.

On the Disposition page, you can add, edit and remove entries in the list of decisions that can be made concerning patient transfer.

To add, edit, or delete field values on the Diagnoses page, follow the directions in the Adding, Editing or Removing Field Values section.

The Dispositions page includes the following fields:

To add, edit, or delete field values on the Dispositions page, follow the directions in the Adding, Editing or Removing Field Values section.

On the Disposition Reasons page, you can add, edit, and remove reasons that a patient is assigned a disposition. The Disposition Reason field is located in the Disposition tab of the Transfer window.

To view the Disposition Reasons page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Disposition Reasons page, follow the directions in the Adding, Editing, or Removing Field Values section.

On the EMC Statuses page, you can add, edit, and remove entries in the list of emergency medical conditions. The EMC list is in the Status field located in the EMC (Emergency Medical Condition) section in the Transfer page. You can also configure the appearance of the EMC Statuses on the interface. Foreground Color controls the color of the name of the type of EMC Status. Background Color controls the color of the cell that contains the EMC Status type on the Active Transfer Requests list view.

To view the EMC Statuses page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the EMC Statuses page, follow the directions in the Adding, Editing, or Removing Field Values section.

The default EMC status can be set by simply selecting the appropriate checkbox in the Default EMC column and clicking the Save button.
When selected, the Default EMC is displayed on the Transfer tab of a new transfer record.
When a Default EMC is not selected, the Default EMC field is left blank.

On the External Server Configuration page, you can view the status of the integration between the TransferCenter™ application and an external server, such as the health system’s electronic medical records server (EMR). If the external server interface is enabled, the TransferCenter™ application sends information to the external server, avoiding the need to manually re-enter that information on the external system.

To view the External Server Configuration page, follow the directions in the Accessing the Configuration Pages section.

Only a TeleTracking representative can access and edit the External Server Interface configuration page. Customer administrators can view the page but cannot change any settings. All of the page’s fields appear grayed out or inactive.

The External Server Configuration page includes the following fields:

On the Facilities page, you can add, edit, and remove facilities that your organization will be accepting patients from and sending patients to. Each row in the Facilities page represents a single facility. The facilities listed on this configuration page can appear in the Referring Facility section and in the Requested Facility and the Destination Facility fields located in the Requested Service/Bed Inquiry section of the Transfer page. In addition, if the administrator has configured the transfer case to display the Facility page, the facilities listed on the Facilities configuration page appear in the Facility Name drop-down list.

To view the Facilities page, follow the directions in the Accessing the Configuration Pages section.

Check the Enable Facility Disposition box in the Options section of the Facilities configuration page to enable the Facilities Disposition feature. This feature includes the following:

The Facilities page can be filtered by any of the column information. Clicking a column header sorts the rows by ascending and descending order of that column’s values.

You can group facilities by multiple criteria changing the way that they display on the Facilities page:

The Facilities list view rearranges the facilities, grouping by the column that you dragged to the group by area. The grouping hierarchy appears in the group by area.

To display the Facility page in the transfer case, select the Enable Facility Disposition box in the Options section of the Facility page.

The facility details dialog box expands below the facility’s row and includes the following configuration functionality:

The following fields are visible only if the XT Status on the General page says XT Interface Active, indicating that the TransferCenter™ application is integrated with the Capacity Management Suite™ system:

To edit a facility’s details:

You can search for the latitude and longitude for all the facilities listed in the Facilities page at the same time:

The TransferCenter™ application populates the Latitude and Longitude boxes for each facility that has sufficient information populating its Street Address, City, State, and/or Zip boxes.

The Locate Results window appears detailing how many facilities were located.

Note: A full and accurate address is needed to prevent the facility markers from appearing stacked on top of one another on the Geographical Volume report map. If a facility only has information for its State, City, or Zip boxes, the TransferCenter™ application finds the location of the partial address. For example, if only a state is provided, the TransferCenter™ application enters the state’s latitude and longitude and displays the facility’s marker on the Geographical Volume report map in the center of the state. The same is true if a city or zip code is provided without a street address. The facility marker appears on the Geographical Volume report map in the center of the city or zip code. If several facilities located in the same city or state have incomplete addresses, their markers could be difficult to see because they could appear stacked on top of one another.

On the Facility Contacts page, you can add, edit, or delete staff members whom you can contact at the target facilities. These names appear for selection in the Bed Supervisor and CEO/AOC drop-down lists in the transfer case’s Facility page.

Note: If your environment does not have the Enable Facility Disposition box on the Facility configuration page selected, the Facility Contacts configuration page is active, but does not affect any of the drop-down lists in the TransferCenter™ application.

To edit field values on the Facility Contacts page, follow the directions in the Editing a Field Value section on page 3.

To add, edit, or delete field values on the Facility Contacts page, follow the directions in the Removing a Field Value section.

The General page includes the following configuration functionality:

To view the Health Systems page, follow the directions in the Accessing the Configuration Pages section.

The Health Systems page is organized into two sections:

Note: When interfaced with the Capacity Management Suite™ system, this page is view-only. Hospital Service information is pulled from the Capacity Management Suite™ database, and hospital services cannot be added, edited, or deleted.

On the Hospital Service page, you can manage types of services that your organization provides.

To view the Hospital Services page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Hospital Services page:

Note: This configuration page is available when the XT Status field says XT Interface Active.

The Isolation Settings page allows you to configure the Organism grid on the Clinical page of the TransferCenter™ application.

To view the Isolation Settings page, follow the directions in the Accessing the Configuration Pages section.

The fields on the page are described as follows:

On the Isolation Types page, you can manage entries in the list of isolation types (e.g., Airborne, Contact).

Note: When interfaced with the Capacity Management Suite™ system, this page is view-only. Isolation information is pulled from the Capacity Management Suite™ database.

To view the Isolation Types page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Isolation Types page, follow the directions in the Adding, Editing, or Removing Field Values section.

On the Meds/Drips page, you can manage entries in the list of medication administrations.

To view the Meds/Drips page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Meds/Drips page, follow the directions in the Adding, Editing, or Removing Field Values section.

On the Notification Messages page, you can create and edit predetermined text messages that appear in the Instant Notification dialog box.

To view the Notification Messages page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Notification Messages page, follow the directions in the Adding, Editing, or Removing Field Values section.

Instant notifications can be sent from the TransferCenter™ application under the following conditions:

Users can send instant notifications if:

Users can receive instant notifications if they are valid users in the Capacity Management Suite™ system and are logged in. The Alerts icon in the Capacity Management Suite™ system turns red when a notification is received.

To view the Notification Messages page, follow the directions in the Accessing the Configuration Pages section.

To add, edit, or delete field values on the Notification Messages page, follow the directions in the Adding, Editing, or Removing Field Values section.

Disposition notifications are automatically generated and sent to users logged into the Capacity Management Suite™ system when a specific case disposition is selected in the TransferCenter™ application.

On the Patient Types page, you can manage entries in the list of patient types such as Inpatient, Outpatient, etc. These patient types are utilized in the Patient section of the Transfer page.

To access the Patient Types page, refer to the instructions in the Accessing the Configuration Pages section.

Follow these steps to add, edit, or delete patient types:

The Patient Code Statuses page allows you to create and manage types of patient codes that appear in the Patient Code Status list on the Clinical page.

To access the Patient Code Statuses page, follow the instructions in the Accessing the Configuration Pages section.

To manage patient code statuses, use the procedures outlined in the Adding, Editing or Removing Field Values section.

On the Payors page, you can manage entries in the list of patient insurance providers (payors).

Refer to the instructions in the Accessing the Configuration Pages section to access the Payors page.

Follow the provided guidelines to add, edit, or delete payor entries.

The Payor Categories page enables the creation and management of categories for grouping patient insurance providers.

Access the Payor Categories page using the instructions provided in the Accessing the Configuration Pages section.

Use the outlined steps to manage payor categories as required.

The Payor Category Assignment page enables administrators to categorize patient insurance providers (payors) into attributes within categories for reporting purposes. Each payor can only be assigned one attribute within a category.

To access the Payor Category Assignment page, follow the instructions in the Accessing the Configuration Pages section.

Follow these steps to associate payors with categories and attributes:

When the TransferCenter™ application is integrated with the Capacity Management Suite™ system, administrators can manage physician search provider settings and test connections to provider services.

To access the Physician Search Provider page, refer to the instructions provided in the Accessing the Configuration Pages section.

The following settings are available selections in the Selected Providers section for the listed configurations:

To test the connections to physician search providers in the Physician Search Provider page:

The TransferCenter™ application will then attempt to establish connections with the physician providers listed in the Selected Providers section. You will receive a success or failure message indicating the outcome of the connection test.

If you encounter issues with physician search provider synchronization, especially when using Capacity Management Suite™ system version 3.4 with TransferCenter™ application version 3.5.x, and the synchronization is not functioning correctly, contact your TeleTracking representative. They can provide updates to resolve any compatibility or synchronization issues.

Currently, the NPI Configuration feature is inactive and not available for use. If you require assistance or have questions regarding this feature, please consult your TeleTracking representative for further guidance.

Physicians can be grouped by multiple criteria to change the way they are displayed on the Physicians page. Follow these steps:

To add a new physician record:

To edit an existing physician's information:

These functionalities enable efficient management and organization of physician records within the TransferCenter™ application.

If you require further assistance or have questions regarding grouping or managing physicians, please consult your TeleTracking representative for support.

To remove a physician from the Physicians page, follow these steps:

This process allows for the efficient management of physician records within the TransferCenter™ application.

If you have any questions or need further assistance regarding deleting physicians, please reach out to your TeleTracking representative for support.

When the TransferCenter™ application is interfaced with the Capacity Management Suite™ system, the information on the Physician configuration page is pulled from the Capacity Management Suite™ database for the appropriate type of physician (targeted or referring) if XT Physician Provider is selected in the Physician Search Provider configuration page. For more information, see the Physician Search Provider Page (XT Interface Is Active) section on page 61.

When the Capacity Management Suite™ system supplies the physician names that appear in the physician lists of the TransferCenter™ application. Users can add physicians to the TransferCenter™ Physicians dictionary (configuration page) in the following ways:

In the physician’s edit dialog box, the following fields are automatically populated by the Capacity Management Suite™ system and cannot be edited:

When the TransferCenter™ application is integrated with the Capacity Management Suite™ system, because the Physicians dictionary is supplied by the Capacity Management Suite™ system, the administrator cannot delete physicians in the TransferCenter™ application.

The Capacity Management Suite™ database supplies the information for the appropriate type of physician (targeted or referring) in the TransferCenter™ application and in the Teletracking IQ™ platform if the following conditions are true:

When integrated, Capacity Management Suite™ system supplies the physician names that appear in the physician lists of the on-premise TransferCenter™ application and the TeleTracking IQ™ platform, physicians must be added and updated in the Capacity Management Suite™ system Physicians dictionary. When physicians are added or editing in the Capacity Management Suite™ system, the dictionary immediately and automatically synchronizes the TransferCenter™ application, which then automatically passes the synchronization to the TeleTracking IQ™ platform applications.

When integrated, Capacity Management Suite™ system supplies the physician names that appear in the physician lists of the on-premise TransferCenter™ application and the TeleTracking IQ™ platform, because the physicians dictionary is supplied by the Capacity Management Suite™ system, the administrator cannot delete physicians in the TransferCenter™ application. Physicians can only be deleted in the Capacity Management Suite™ system. When physicians are deleted in the Capacity Management Suite™ system, the TransferCenter™ application and the TeleTracking IQ™ platform applications are not immediately and automatically synchronized. The deletions are synchronized when an edit to an existing physician is made or when a new physician is added in the Capacity Management Suite™ system.

On the Referring Units page, you can add, edit, and remove outlying facility units (a partition of a facility, usually indicating a type of service) from which you accept patient transfers. The units on this configuration page appear in the referring Unit field, which is located in the Referring Facility section on the Transfer tab of the Transfer page.

To view the Referring Units page, follow the directions in the Accessing the Configuration Pages section on page 2.

To add, edit, or delete field values on the Referring Units page, follow the directions in the Adding, Editing, or Removing Field Values section on page 3.

On the Required Fields page, you can select which fields must be completed before a case can be closed. You can select check boxes in the Required to Close Case column for the fields that are required. Fields you select here appear throughout the transfer record, highlighted in light yellow. If a user attempts to close a case without completing a required field, the application provides a warning: Cannot Close Case – Missing Required Fields, and a list of the required fields that have not been completed appears.

To view the Required Fields page, follow the directions in the Accessing the Configuration Pages section on page 2.

On the Transfer Reasons page, you can add, edit, and remove the reasons for a patient transfer. The Transfer Reason field is located in the Patient section in the Transfer page.

To view the Transfer Reasons page, follow the directions in the Accessing the Configuration Pages section on page 2.

To add, edit, or delete field values on the Transfer Reasons page, follow the directions in the Adding, Editing, or Removing Field Values section on page 3.

On the Transport Modes page, you can add, edit, or remove the transport modes by which patients are transported to your facility. The modes on this configuration page appear in the Transport Mode field on the Dispositions page in the transfer case.

To view the Transport Modes page, follow the directions in the Accessing the Configuration Pages section on page 2.

To add, edit, or delete field values on the Transport Modes page, follow the directions in the Adding, Editing, or Removing Field Values section on page 3.

The following fields are on the Transport Modes page:

On the Units page, you can add, edit, and remove units (a partition of a facility, often associated with a specific service type) in your organization that will be accepting patients. The Target Unit field is located in the Placement Information section on the Bed Request page of the Transfer window.

Note: When the XT Interface is Active, the Units configuration page is view-only. When interfaced with the Capacity Management Suite™ system, the Target Units information is pulled from the Capacity Management Suite™ database. For this reason, units cannot be added, edited, or deleted.

To view the Units page, follow the directions in the Accessing the Configuration Pages section on page 2.

To add, edit, or delete field values on the Units page, follow the directions in the Adding, Editing, or Removing Field Values section on page 3.

On the Users page, you can administer users of the TransferCenter™ and related permissions.

Note: When the XT Interface is Active and the Use TeleTracking™ XT for User Authentication option is selected on the General page of the TransferCenter™ Configuration section, the users are populated from the Capacity Management Suite™ system. For more information about adding users to the TransferCenter™ application from the Capacity Management Suite™ system, see the Setting the ‘Use TeleTracking XT for User Authentication’ Option section on page 86.

To view the Users page, follow the directions in the Accessing the Configuration Pages section on page 2.

Users must be configured in the call recording interface with their phone numbers so they can record calls. Configuration directions vary depending on the call recording provider. Contact your call recording application vendor or call recording system administrator for more information.

When the TransferCenter™ application is integrated with the Capacity Management Suite™, the integrated User Search function searches for users in the Capacity Management Suite™ database and links them into the TransferCenter™ application.

Warning: Adding a user by clicking the Lookup button will overwrite the existing user. To add a new user, perform the steps described below.

The Use TeleTracking XT for User Authentication option allows users to access both the TransferCenter™ application and the Capacity Management Suite™ system using a single username and password. When a TeleTracking representative enables the Use TeleTracking XT™ for User Authentication option as part of your integration, users can access both applications using their Capacity Management Suite™ system credentials.

Note: Enabling the Use TeleTracking XT for User Authentication option disables the TransferCenter™ Password Complexity features. A TeleTracking representative must set options for you in the XT Interface section.

This section of the TransferCenter™ application Configuration Guide is for Interface and IT analysts who work with the Master Patient Index in the Capacity Management Suite™ system as it relates to the patient search feature in the TransferCenter™ application.

The TransferCenter™ application can accommodate several different Master Patient Index (MPI) scenarios:

In a shared MRN scenario, it is likely that all facilities use a common MPI. Each distinct patient will have one unique MRN assigned. If a patient is seen at Facility A, they would have the same MRN as when they are seen at Facility B. This setup greatly simplifies patient identification by MRN, and will also require the least storage space when importing into TransferCenter. Patients existing in facilities using shared MRNs will be represented as a single patient inside of the TransferCenter™ application.

In a non-shared MRN scenario, it is likely that each facility has its own MPI. The MRN assigned for a given patient is only valid within that particular facility, and could not be used to identify the patient at another facility. This setup requires each MRN to be associated with a particular facility. Patients existing in facilities using non-shared MRNs will show up as separate patients in the TransferCenter™ application, each attached to their respective facility by MRN.

Example — Shared

Example — Non-Shared

It is important to understand the Capacity Management Suite™ settings for “Unique Visit#” and “Unique MRN”. While these settings are not used directly by the TransferCenter™ application, they can have an impact on the number of duplicate patients created depending on a facility’s workflow. The TransferCenter™ application will receive updates for any existing patients via the Capacity Management Suite™ system during the regularly scheduled Capacity Management Suite™ archiving process.

This setting indicates that when performing patient matching in the Capacity Management Suite™ system (ADT transactions), the visit number will be used to uniquely identify the patient. That is, if a patient is matched by visit number, and the transaction contains a different MRN than the patient currently has, the Capacity Management Suite™ system will update the MRN to match the one in the input message. This is not necessarily dictated by either a “shared” or “non-shared” scenario. This is the standard Capacity Management Suite™ system setting for patient matching.

This setting indicates that when performing patient matching in the Capacity Management Suite™ system (ADT transactions), the MRN will be used to uniquely identify the patient. That is, if a patient is matched by MRN, and the transaction contains a different visit number than the one the patient currently has, the Capacity Management Suite™ system will update the visit number to match the one in the input message. This setting is only viable in the “shared” MRN scenario.

This section of the TransferCenter™ application Configuration Guide is for Network Engineers/Administrators.

The TransferCenter™ application Geographical Volume Report requires internet access in order to perform mapping functions. This access is limited to the web services required for locating and mapping used to render the report.

If the map for the Geographical Volume Report displays as shown below, your network firewall settings need to be changed:

In your network’s firewall (if internet sites are being blocked), the following exemptions must be added to allow this report to work properly:

Note: The Geographical Volume Report does not currently support the use of non-transparent web proxy servers or proxy servers that require authentication.

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