DHC Systems Getting Started – Patient Visit Assessment (PVA)

Welcome to the Patient Visit Assessment (PVA) Product within DHC Systems.

In this document you will find all the information you need to sign up, sign in, navigate, and use PVA.

---

Help and Support

We try to make finding help and support within DHC Systems simple, straightforward, and accessible.

Within the system, keep an eye out for the following icons, buttons, and calls-to-action:

You can also find instructions on the main site at DHCSystems.com .

We are also always monitoring email at gmgllc@outlook.com for high priority issues, escalations, or general questions.

We are also available via the phone number at the top of the page for immediate requests and questions.

---

Terminology for PVA

Patient Visit Assessments, known as PVA, is real-time assessments of Patient Visit Assessments and Discharge Room Assessments from around the facility.

See a history of a room, or location, in the facility to see how it has fared over time. See an image of the last time an Assessment was completed. Monitor for Assessments for rooms, locations, or areas of the facility that have lower scores to spot areas for improvement.

PVA is a great way to keep a pulse on the experience of the patient. With images and timestamps, it offers a great paper trail.

---

---

Navigation - PVA

The navigation bar will appear on the left side when on a PC or Mac, and on the right side when on a mobile device.

On mobile, you may see a hamburger menu to expand the navigation:

---

---

---

PVA Location List Page

---

The PVA "Location List" is a list of all the active "Locations" that have been loaded into the Patient Visit Assessment (PVA) system.

---

General Usage

Below is how you should use this page. Use the numbers from the bullets to correspond to the numbers on the image below.

1. This is the unique number give to the Location when it was added to the system. This number is just used to identify the item in the system.
2. The Location Name is entered by the user when they add the Location to the system. The name can be anything you want, however, it should help identify where the assessment is being conducted.
3. The number of questions that are associated with the Patient Visit (PV) for the Location listed.
4. The number of questions that are associated with the Discharge Room (DR) for the Location listed.
5. "No Records" indicates that no Assessments have been conducted for the Location. Once an Assessment has been completed, the most recent date and time will appear in the Timestamp column.
6. In the "Actions" column, clicking "Edit" will allow the user to make changes to the PV or DR questions, update the name of the Location, or add notes to appear when the Assessment is accessed.
7. In the "Actions" column, clicking "Delete" will disable the Location and remove it from the list. The Location can be recovered by clicking "Show Deleted" below the "Location List" card label
8. Use "Search" to quickly find a Location of interest. The search feature will narrow the results that include the word, term, or partial term entered in the search box.
9. Clicking "Show Deleted" will display the Locations that have been disabled. From the deleted list a Location can be recovered.
10. Clicking "Show Available" from the disabled page will return the user to the page that displays all the active and available Locations.
11. From the list of disabled Locations, clicking the "Undelete" option will reactivate the Location and make it reappear in the available Locations.

---

PVA Location List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
  • 
• Use the "Show ## entries" drop down menu to show more or less entries:
  • 
• Use "Search" to find records faster:
  • 

---

Data Out of Date?

There are times that you upload a spreadsheet, have conducted some scans, or otherwise had some activity that you feel should be visible in the system.

This could be a report that seems to be delayed, a scan list that is missing the records you just added, or an Export that doesn't have all the barcodes, or QR codes, available.

This generally occurs because of a feature in browsers called caching. In this process the site, or page, is temporarily stored in the memory of the browser. The result can be that you are seeing the page stored in your browsers cache rather than the live page.

If all else fails, contact us for assistance. We wouldn't want you to manually clear your browser cache and history unnecessarily.

---

PVA Visit Types List Page

---

The PVA "Location Types" is a list of all the active "Types" that have been loaded into the Patient Visit Assessment (PVA) system.

---

General Usage

Below is how you should use this page. Use the numbers from the bullets to correspond to the numbers on the image below.

1. This is the unique number give to the Type when it was added to the system. This number is just used to identify the item in the system.
2. The Type Name is entered by the user when they add the Type to the system. The name can be anything you want, however, it should help identify the type of assessment to help in the Bulk Upload process.
3. The number of questions that are associated with the Patient Visit (PV) for the Type listed.
4. The number of questions that are associated with the Discharge Room (DR) for the Type listed.
5. The default Type is noted in this column. When using the "Bulk Add Locations" process, the default noted here will fill in the questions.
6. In the "Actions" column, clicking "Edit" will allow the user to make changes to the PV or DR questions, update the Type Name, or add notes to appear when the Type is used.
7. In the "Actions" column, clicking "Delete" will disable the Type and remove it from the list. The Type can be recovered by clicking "Show Deleted" below the "Type List" card label
8. Use "Search" to quickly find a Type. The search feature will narrow the results that include the word, term, or partial term entered in the search box.
9. Clicking "Show Deleted" will display the Type that have been disabled. From the deleted list a Type can be recovered.
10. Clicking "Show Available" from the disabled page will return the user to the page that displays all the active and available Types.
11. From the list of disabled Types, clicking the "Undelete" option will reactivate the Type and make it reappear in the available Types.

---

PVA Type List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
  • 
• Use the "Show ## entries" drop down menu to show more or less entries:
  • 
• Use "Search" to find records faster:
  • 

---

Adding Types in PVA

Before you can use the "Bulk Add Locations" or "Create" a new Location using a standard set of questions, you must add a new Visit Type to the system. The Visit Type is a set of questions that will autofill when using the "Bulk Add Locations" process or when using the "Type List" to "Create" a new Location. Both processes fill in the questions automatically.

---

Add 1 Type

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Types" then "Add 1 Type"
   • 
4. Enter a "Type Name" to help categorize the Locations, report on trends, and guide adjustments to staffing as patterns emerge.
   • 
5. Enter up to 15 Patient Visitor Questions
   • HINT: Use the "Show More Questions" button to display more entry boxes
   • 
   • 
6. Enter up to 20 Discharge Room Questions
   • HINT: Use the "Show More Questions" button to display more entry boxes
   • 
   • 
7. Optionally, you can add any Notes or Comments that you would like to display when the Type is used to create Locations
   • 
8. Click the "Create Type" button to add it to the system
   • 
9. Once the Type has been added, it is available to create new Locations using the "Bulk Add Locations" or "Create" processes

---

Editing a Type in PVA

After a Type has been added to be used as part of the Location Creation process in Patient Visit Assessment (PVA) it may be necessary to make changes to the questions, spelling, name, add a note, or change the default status.

This is the process for editing the Type Name, editing, removing, or adding associated Patient Visit (PV) Questions, Discharge Room (DR) Questions, adding optional notes or comments, and changing the default.

This process does not change the questions of existing Locations but will apply to new Locations added using this Type.

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Types" then "List Types"
   • 
4. Click "Edit" in the "Actions" column for the Type you want to edit
   • 
5. The check box in the "Default" section should be marked if the questions should be applied in "Bulk Add Locations" process, or unchecked if they should not
   • NOTE: If more than one Type is showing as default in the Type List, it may be necessary to Edit and uncheck one of the Types
   • If the box is checked, the questions will be automatically applied during the "Bulk Add Locations" process
   • If the box is unchecked, the questions will not apply to the "Bulk Add Locations" but can be used to autofill single add Locations
   • 
6. Review the Type “Name” for any changes needed, edit where applicable
   • 
7. Review, edit, or remove questions from the "Patient Visit Questions" as needed
   • 
8. Review, edit, or remove questions from the "Discharge Room Questions" as needed
   • 
9. Optionally, add or update any "Notes/Comments" that should appear on the Assessment form
   • 
10. Click "Update Type" to save the changes
    • 
11. Complete. The Type is now available to "Create" a new Location, or in the "Bulk Add Locations" process to autofill the questions

---

Adding Locations in PVA

Before you can start conducting Patient Visit or Discharge Room Assessment or reporting on anything, you have to get some Locations into the system.

There are three ways to add Locations. You can add them one at a time, you can use the Visit Type List, or you can load 200 Locations in one fell swoop using the Bulk Add Locations process.

We will cover the "Add 1 Location" and "Bulk Add Locations" first, followed by using the Visit Type List towards the bottom of the page.

From the navigation bar, expand the menu, then click "Add 1 Location" to create one Location at a time, or click the "Bulk Add Locations" to load several at once.

---

Add 1 Location

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Locations" then "Add 1 Location"
   • 
4. Enter a "Name" for the location
   • 
5. Enter up to 15 Patient Visitor Questions
   • HINT: Use the "Show More Questions" button to display more entry boxes
   • 
   • 
6. Enter up to 20 Discharge Room Questions
   • HINT: Use the "Show More Questions" button to display more entry boxes
   • 
   • 
7. Optionally, you can add any Notes or Comments that you would like to display at the bottom of the Assessment
   • 
8. Click the "Create Location" button to add it to the system
   • 
9. Once the Location has been added, it is available to print the "Export Locations"

---

Bulk Add Locations

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Types" then "List Types" to check the "Default"
   • The "Bulk Add Locations" process uses the default "Type" to assign the Questions, see the process for working with "Visit Types"
   • 
4. Once you are sure that the correct "Type" is set as the default, click "Visit Locations" then "Bulk Add Locations"
   • 
5. Follow the on-page steps to first download a fresh template
6. Edit the template and save your changes, following the guidance in the "Editing Guidelines"
   • Location or Area Name = The Location Name should be clear, concise, and easy to identify where the Assessment, or Survey, is being conducted. For example, "Patient Room 101" or "Maternity Room 101". The Name will appear on Patient Visit and Room Discharge forms and help when doing analysis in reporting.
   • Notes (Optional) = Any notes that should appear when the QR Code is scanned. This is optional.
   • 
7. Use the "Choose File" button to select the file you just edited and saved
   • 
8. Click "Upload"
9. Once the upload is complete the new Locations, with the default questions applied, are available to print the "Export Locations"

---

Type List Method

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Types" then "List Types"
   • 
4. Click "Create" in the "Actions" column on the row of the applicable Location Type
   • 
5. Enter a "Name" for the location
   • 
6. The "Patient Visit Questions" will be filled in automatically based on the selected Location Type, edit as needed
   • 
7. The "Discharge Room Questions" will be filled in automatically based on the selected Location Type, edit as needed
   • 
8. Optionally, you can add any Notes or Comments that you would like to display at the bottom of the Assessment
   • 
9. Click the "Create Location" button to add it to the system
   • 
10. Once the Location has been added, it is available to print the "Export Locations"

---

Editing a Location in PVA

After a Location has been added for a Patient Visit Assessment it may be necessary to make changes to the questions, spelling, name or just add a note.

This is the process for editing the Location Name, editing, removing, or adding associated Patient Visit (PV) Questions, Discharge Room (DR) Questions, or optional notes or comments.

1. You must first be signed into the system
2. Expand the "PVA - All" menu
   • 
3. Click "Visit Locations" then "List Locations"
   • 
4. Click "Edit" in the "Actions" column for the Location you want to edit
   • 
5. Review the Location “Name” for any changes needed, edit where applicable
   • 
6. Review, edit, or remove questions from the "Patient Visit Questions" as needed
   • 
7. Review, edit, or remove questions from the "Discharge Room Questions" as needed
   • 
8. Optionally, add or update any "Notes/Comments" that should appear on the Assessment form
   • 
9. Click "Update Location" to save the changes
   • 
10. Complete. The next time the Location is scanned the changes will appear on the Assessment form.

---

Exporting and Printing QR Codes in PVA

---

---

---

---

Scanning a QR Code or Barcode in PVA

Once the QR Codes, sometimes referred to as barcodes, are in place they are ready for conducting Assessments.

Most devices include a barcode scanner on the camera by default, but if not, any "Barcode" or "QR Code" reader app will work. All these devices are supported out of the box. No extra hardware or software needed.

Your device will need an internet connection. Any decent stable WiFi connection or mobile carrier will work.

Scanning the QR Code or Barcode:

---