Accession FAQ

• I don't see the Tamtron PowerPath icons on my desktop.
• My desktop has two icons for PowerPath. Which should I use?
• When I try to log on to PowerPath, it asks me to select a database.
• I have forgotten my PowerPath password.
• PowerPath will not accept my password.
• The background color is different from what I'm used to seeing.
• The space to enter the accession number is blank or has the wrong prefix letters.
• When I enter the patient medical record number (mrn), it says "Patient not found."
• When I look up the patient, I am given a list that looks different from the usual listing.
• I don't yet have a BWH mrn for this patient, but expect to have one soon.
• When I enter the BWH medical record number, I do not see the correct patient on the list.
• I picked the wrong mrn by mistake (picked an MGH, DFCI, or other facility mrn).
• I don't know who the requesting MD is ("Referring Physician), or it's illegible.
• When I enter that physician's name, it keeps returning "not found."
• The "medical rec no:" field is empty (or has the wrong mrn).
• For a DFCI case, which medical record number (mrn) should I select?
• For a DFCI case, what should I use for "party to bill"?
• Must I always select "BWH" for the fee schedule?
  
• What should I enter if I don't know what specialty service the case is going to?
• On the Specimens tab, what date should I enter for "collected date"?
• I cannot find the specimen code I need.
• I saved the accession, but realized that I entered some information incorrectly.
• I saved the accession, but I realized that I used the wrong case type or accession series.
• I accessioned a case, but I did it for the wrong patient.
• When I tried to save the accession information, the system froze and will not respond.

Q: I don't see the Tamtron PowerPath icons on my desktop. How do I find them?

A: Click in the Start button (bottom left of screen), go to Partners Applications, and open the list. Both PowerPath and Word for PowerPath will be there. You can either double click here to open PowerPath, or right click on the icons and select "send to desktop (create shortcut)." That way the icons will always be on your desktop. If you don't see the applicatio listed in the start menu call the PowerPath system administrator.

Q: My desktop has two icons for PowerPath, one for WordwithPowerPath and another labeled "PowerPathClient". Which one should I select?

A: Choose the PowerPathClient if you need to accession, look up information on a case, examine billing, edit case information, or anything that requires functions other than Word. Start by opening WordwithPowerPath if your job is primarily transcription.

Q: When I try to log on to PowerPath, it asks me to select a database. What should I choose?

A: During training, always use PowerPath_Test (you will be authorized only for that database, not the live system). After we are live, make sure you are always in the PowerPath database during login. You will be shown where to look for this during training. If you get a message that you are in the test database when you mean to be using the live database, log out (select from "File" in the menu bar) and log onto the correct database.

Q: I have forgotten my PowerPath password. What should I do?

A: Call the departmental Systems Administrators for Tamtron PowerPath (you will be provided the necessary contact information). The BWH IS Help Desk will not be able to assist you with this.

Q: PowerPath will not accept my password. What am I doing wrong?

A: You may have pressed the Caps Lock button on the keyboard by accident (passwords in PowerPath are case sensitive). Press Caps Lock and try again. If it still will not accept your password, call the department Systems Administrator.

Q: When I open PowerPath, the background color is different from what I'm used to seeing. What does this mean?

A: You are probably in the Test database by mistake. Log out and log in again, making sure you are using the PowerPath database in the login window.

Q: When I go to the General tab, the space to enter the accession number is blank or has the wrong accession prefix letters (example: BG instead of BS). What should I enter there to start accessioning?

A: Simply overwrite the correct prefix letters in the space, and then <Tab> to the case type field. All accessions subsequently will default to this prefix unless you change it.

Q: When I enter the patient medical record number (mrn) in the patient finder window, it returns with a message "Patient not found." I know I have the correct mrn. What should I do?

A: Cancel the entry and try again. Sometimes the query times out and will send this result. Most often a second try will bring back the correct patient. If the mrn is written, it may be illegible or incorrect. Try searching again using patient name, sex, and date of birth. If all fails, and you are sure this patient should have a BWH mrn, put the case aside and ask for help from a supervisor.

Q: When I look up the patient using mrn or name, I am given a list that looks different from the usual listing. Should I select the patient from this list?

A: The system may have taken you to the PowerPath database listing of all patients who have had pathology specimens in the past, whether here or at MGH. Cancel and try again. If you still come to the same list, select the name if it is listed. Check to make sure the BWH mrn is shown in the medical record number field. If not, ask for help from a supervisor.

Q: I don't yet have a BWH mrn for this patient, but expect to have one soon, as someone else is going to register the patient. Can I still accession the case now and add the mrn later?

A: Yes, you can accession the patient by selecting New Patient in the Patient Finder window. Carefully enter the correct last name, first name, sex, and date of birth, and then "OK". The BWH mrn can be added to the accession later, after the patient has been registered, by selecting Tools > Change Patient from the tool bar, and searching again for the patient using the name, sex, and date of birth. If the patient has been registered, the search should return the patient with a BWH mrn. Select it and save (F10).

Q: When I enter the BWH medical record number, I do not see the correct patient on the list. What should I do?

A: Cancel, then try again, making sure you have entered the correct BWH mrn. If this still does not work, and the mrn is hand-written, try using the name, sex, and date of birth. If this still does not work, as a supervisor for assistance.

Q: I picked the wrong mrn by mistake (picked an MGH, DFCI, or other facility mrn). How do I correct this?

A: In the Req Data Tab, select the drop-down list from Medical Record Number, and select the correct BWH mrn.

Q: I don't know who the requesting MD is ("Referring Physician), or it's illegible. What name or code should I enter until I can get this name so I can complete the accession and get an accession number?

A: Enter "99999" (five nine's), and <Enter> or <Tab>. This should give you a physician name of "Physician MD Default". Then complete the accession. Note that this name must be changed to the correct requesting physician before the case can be signed out.

Q: When I enter that physician's name, it keeps returning "not found." What am I doing wrong?

A: First, enter the last name only in the name field, making sure the spelling is correct. Always use the code instead, if available on the requisition form. If the case is from a non-Partners physician (e.g., on a consult case), this physician may not yet be in our directory. Select "New Record" on the Find Referring Physician window, and enter the available information about this physician, including the proper mailing address, if known. If you know for certain that this is a BWH or MGH physician, enter the name in New Record, and let the Tamtron Systems Administor know about this.

Q: The "medical rec no:" field is empty (or has the wrong mrn). What can I do to get the right mrn there?

A: First, on the Req Data Tab, check the drop-down list from the medical record number field. If the correct mrn is there, select it. If it is not listed, contact your supervisor.

Q: For a DFCI case, which medical record number (mrn) should I select?

A: For all outpatient DFCI cases (most biopsies and consults), select the BWH mrn. Although you may search using the DFCI mrn, reporting and billing require the use of the BWH mrn.

Q: For a DFCI case, what should I use for "party to bill"?

A: For all outpatient DFCI cases (biopsies or consult slides), select "Client", and then enter the DFCI account number (F#) in the Client billing account or select it after searching using the term "Dana", and searching by name. Select the appropriate account number. For inpatients (that is, occupying a bed at BWH), use "Patient" as party to bull.

Q: Must I always select "BWH" for the fee schedule?

A: If the fee schedule is left as "DEF" (default), billing will not occur. Most often, the correct fee schedule is "BWH". For certain consult cases or special circumstances, the fee correct fee schedule is "BWHGL" (global billing) or "NC" (no charge). If uncertain which to use, ask your supervisor, or add a note to the case using the Notes tab.

Q: On the Req Data Tab, what should I enter if I don't know what specialty service the case is going to during accession?

A: Use your best judgement. The best choice would be to select according to which grossing bench the specimen is going to. It will then be up to the pathologist to change this his/her specialty service end up handling the case.

Q: On the Specimens tab, what date should I enter for "collected date"?

A: For tissue specimens, use the date on the requisition form. For consult materials, use the original date the specimen was collected based on the report(s) that accompany the blocks and slides.

Q: I cannot find the specimen code I need. What should I do?

A: Search using variations on the name of the specimen, using the shortest part of the word possible. If the list is too long, modify the search by adding to the search term. If the specimen cannot be found, use the closest possible choice, then notify the Systems Administrator.

Q: I saved the accession using F10, but I realized that I entered some information wrong or left something out. Can I go back and correct it?

A: As long as you have the correct patient, and the case has not been signed out (has reached Final status), you can make changes to any of the information on the various tab views of the case. Additional orders can be placed using the Specimen tab at any time, even after the case has been signed out.

Q: I saved the accession using F10, but I realized that I used the wrong case type or accession series. Can I change this?

A: No, you cannot! This accession must be deleted by using the Specimen Hold function and selecting one of the "Accession Deleted..." messages. Then the case must be accessioned again, generating a new accession number. Remove and discard any labels generated from the incorrect accession, if they were printed.

Q: I accessioned a case, but I did it for the wrong patient. How can I delete the accession?

A: No, you cannot! This accession must be deleted by using the Specimen Hold function and selecting one of the "Accession Deleted..." messages. Then the case must be accessioned again, generating a new accession number. Remove and discard any labels generated from the incorrect accession, if they were printed.

Q: When I tried to save the accession information using F10, the system froze and will not respond. What should I do?

A: You must close PowerPath using <Ctrl><Alt><Delete>, then choose Task Manager, and close down the PowerPath application. Re-open PowerPath and go back to your case (if any data had been previously saved), then try again. If no case information had been saved, the case must be accessioned again. If the system fails to respond again, contact PowerPath System Administration.