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Import & New Order

Import​

This guide explains how to import both DICOM and non-DICOM files into the OmegaAI system using the web interface. It details the steps to initiate an import, handle files, manage import settings, and monitor the import process. This functionality supports various file types and provides options for managing file import status and error handling.

new import

Importing Studies​

  1. Access Import Feature

    • Navigate to the left sidebar and click the + (plus) icon.

    • Select Import from the menu that appears.

      access import

  2. Uploading Files

    • You can either drag and drop files directly onto the interface or click Browse Files to select files from your file manager.

    • Supported file types include:

      • DICOM Objects

      • JPEG

      • PDF

      • MP4

      • PNG

  3. Managing Import Details

    • After selecting or dragging files, an Import Details drawer will appear on the right.

    • Mandatory Field: Managing Organization must be specified to define the imaging organization.

    • Study Details: For non-DICOM files, enter the study name in the Study field.

    • Study Status: Optionally, select a status from the Study Status dropdown. If not set, the imported study will have an Empty status.

  4. Starting the Import Process

    • Review the list of files ready for import, each annotated with the detected file type.

    • To start importing, click Start.

    • To cancel all operations, click Cancel.

    • Individual files can be removed by hovering over the file entry, clicking, and holding on the Delete option.

  5. Monitoring and Managing Import Progress

    • Successful imports will display a success message.

    • Failed imports will show a failure message. Click on Error Log to view details or Retry Failed to attempt re-importing the failed items.

    • Simultaneous imports are possible by repeating the import steps.

  6. Handling Special File Types

    • When importing DICOM files with SR objects containing measurements, do not set a study if you want to display measurements in the image viewer. Setting a specific study will convert SR objects into a PDF document added to the study documents.

  7. Reviewing Import Progress

    • Navigate to Task Logs.

    • Filter the Status Reason column to check the status of imports.

Creating a New Order​

The purpose of creating a new order is to create one or more studies for existing or new patients. In addition, new patients can also be created via the New Order screen. Note that you must have the required privileges to be able to perform these tasks. This section explains the step-by-step process to add a new order in the OmegaAI software, including setting the imaging organization, attaching faxes, setting the order priority, and selecting patient and physician details. Follow these detailed instructions to efficiently create a new medical imaging order.

How to Add a New Order​

  1. Access the New Order Screen:

    • Click on the Plus Icon (+) located in the navigation bar on the left to access the New Order screen.

      access new order

  2. Set the Imaging Organization:

    • Ensure the Imaging Organization is set correctly. This setting defaults to the organization selected during your last order creation.

  3. Review and Attach Incoming Faxes (If available):

    • If you have Fast Fax Integration, a list of recent faxes will be displayed.

    • Click on a fax to review it. To attach it to the order, ensure it is selected (indicated by a check mark or the fax number).

  4. Set the Order Priority:

    • By default, the priority is set to Routine. Change it to Stat, ASAP, or Urgent if required by your specific workflow.

  5. Enter Patient Information:

    • Search for the patient by their Name, Phone Number, or Date of Birth.

    • The search results will display relevant patient details along with the organization the patient record was created under.

  6. Select the Referring Physician:

    • Enter the referring physicians information in the provided field if the order was referred to you.

    • The Referral Vision field will auto-populate based on the selected referring physician. This field shows the referral organization and adjusts if the physician is linked to multiple organizations.

  7. Add a Consulting Physician (Optional):

    • To give another physician access to the study, search and add them under the Consulting Physician section.

  8. Attach Study Sets:

    • Link the order to specific Procedure Codes by searching and selecting the appropriate study sets. Each list's top will indicate the organization the study sets belong to, allowing for correct selection if multiple options are available.

  9. Add Order Notes:

    • Utilize the Notes section to add any relevant details or special instructions related to the order.

  10. Finalize the Order:

    • Click Create to finalize and create the order, or click Cancel if you need to abandon the order creation process.

Creating a New Patient in OmegaAI​

This guide provides detailed instructions on how to create a new patient record in OmegaAI. A new patient can only be added through the New Order screen. Users must have the appropriate privileges to create patient records.

Note: This process is restricted to patients associated with the Master Organization to which the user belongs.

Accessing the New Order Page​

  • Location: Main navigation menu of OmegaAI.

  • Steps:

    1. Click on the + icon, then select New Order. This action will navigate you to the New Order page.

      access new order page

Initiating New Patient Creation​

  • Location: New Order page.

  • Steps:

    1. Locate the Patient field and click on the + icon adjacent to it.

    2. The New Patient page will appear.

Entering Patient Details​

  • Required Fields:

    • First Name and Last Name: Enter patient's full name.

    • Sex: Select the patient's sex.

  • Optional Fields:

    • Email: Enter the patient's email address.

    • Phone Number: Provide a contact number.

    • Social Security Number (SSN): Enter if available.

    • Birth Date: Specify the patient's date of birth.

    • Address: Use the address search feature to auto-populate this field, or manually enter the patient's address.

  • Additional Information:

    • Managing Organization: Specify if different from the default.

    • Special Courtesy: Indicate any special courtesies applicable to the patient.

      patient details

Adding Eligibility and Insurance Information​

  • Location: Second tab on the New Patient page, labelled Eligibility and Insurance.

  • Steps:

    1. Enter the patient's employment status and employer details.

    2. Add insurance information by specifying one or multiple insurance payers.

Saving or Discarding the New Patient Record​

  • To Save: Click Create on the top navigation bar to save the new patient record and exit.

  • To Cancel: Click Cancel to discard any changes and exit the New Patient creation process.

Usage Notes​

  • Ensure all mandatory fields are filled out to avoid errors during the creation process.

  • Double-check the accuracy of all entered information, especially sensitive data like SSN and birth date.

  • Utilize the address search functionality to ensure address accuracy and save time.