Use the System Defaults administration page to add and edit system defaults for system settings, time limits, result delivery methods, system types, sample collections, aliases, and custom fields.
Click on the tab that corresponds to the information you wish to view.
System Defaults Tab
Use the System Defaults tab to add or edit system default settings on the System Defaults administration page.
Result Delivery Tab
Use the Result Delivery tab to add or edit reporting settings on the System Defaults administration page.
Miscellaneous Settings Tab
Use the Miscellaneous Settings tab to add or edit miscellaneous settings on the System Defaults administration page.
Click the Administration menu button, click the Basic Setup button, and then click the System Defaults submenu link. You must have the necessary security permissions to access the Administration menu button.
When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Basic Setup menu. To return to the main menu for Copia, click the Lab Tasks menu button.
Use the System Settings section of the System Defaults page to add or edit system information, as well as set up or modify system defaults for system startup, sign in, ID generation, and label printing.
Click Additional Info to display the Additional Information pop-up.
Click Acquire Images to display the Set TWAIN Device pop-up. Select the TWAIN device to use by clicking the button with the name of the device. For example, HP HD Webcam TWAIN. On the pop-up, click Device to view the name of the device; click Format and Preference to edit device properties; and click Snapshot to take the picture. Click Cancel to close the pop-up.
Click the Switch to browser upload link to upload an image from the computer via the Choose File button. Click the Switch to TWAIN application link to view the Acquire Images button.
Click Remove All to remove all images from the table. Click Remove Selected to remove only the selected images from the table.
Click Convert Selected into Single PDF to convert the selected images into a single PDF.
Select the Select checkbox to select images from the table.
Sort the images by clicking the up and down arrow buttons.
Click X to delete the images from the table.
Click OK to add the images to the page, or click Cancel to close the pop-up without saving any changes.
Click Change Log to view the change log for the selected practice. See the Admin: Change Log topic. You must have the necessary security right to access the Change Log administration page.
Click Alerts & Comments to view, add, edit, or delete the alerts and comments associated with the current practice. See the Admin: Alerts & Comments topic. If there are alerts or comments for the practice, the button text is italicized.
Complete or modify the fields below to add or edit system information.
System Name: Enter the name of the central system. This field is required.
System ID: Enter the central system's unique identification. This field is required.
Web Page Title: Enter the text that Copia should display in the title bar of the web browser.
Default Country for Patients: Enter a default country for the system.
Default Country for Setup: Enter a default country for the system setup. Click inside the search field to search for a default country, or click the magnifying glass icon.
Default State: Enter a default State for the system.
Select an option from the System Routing drop-down list to have Copia use the selected routing rule to set the testing lab for an order choice on the Order Patient Samples page. Copia applies system default-based routing rules to determine the testing lab for an order choice when appropriate according to the routing rule hierarchy. See the Order Patient Samples topic. If you cannot find the desired routing rule, create a new rule in the Routing Rules administration page. See the
Admin:
Routing Rules topic. Select the blank option to not set a routing rule. The displayed routing rules are limited to those available for the signed-in user's practice.
Select the diagnosis validation set Copia
uses for diagnosis and CPT code matching from the New Insurance Company Default Validation Set drop-down list. Copia assigns this value by default
as the Validation Set for Orders value for each new insurance company you create in the Insurance administration page. See the
Admin:
Insurance topic. You may import national data sets for diagnosis validation.
Select the diagnosis validation set Copia
uses for diagnosis and insurance matching from the New Insurance Company Default Insurance Type drop-down list. Copia assigns this value by default
as the Validation Set for Orders value for each new insurance company you create in the Insurance administration page. See the
Admin:
Insurance topic. You may import national data sets for insurance type.
Select from the Default Insurance Routing drop-down list the value Copia should use for the default insurance routing setting for any insurance records created by system users. If you cannot find the desired routing rule, create a new routing rule in the Routing Rules administration page. See the
Admin:
Routing Rules topic. Select the blank option to use Copia's default settings. Note that Copia only displays the routing rules available for the practice associated with your current signed-in location.
Select the system time zone
from the Default Time Zone drop-down list. Depending on your settings for the system or for hosts, Copia may display the time zone abbreviation on patient reports (see "Show time zone on requisition" below); beneath the signed-in user's name on the bottom, left corner of the page (see "Adding or Editing Miscellaneous Settings" below); and/or on requisitions (see the
Admin:
Hosts topic).
The ACO button, used to create or modify the basic system setup for Copia, is disabled and is only accessible by Orchard Software Technical Support.
Click the Appearance button to modify the visual characteristics of the program in the Appearance Setup administration page. See the
Admin:
Appearance topic. Note that you must have the necessary security settings to access the Appearance Setup administration page.
Click the Authentication button to define which authentication methods should be used to authenticate a user that is signing into Copia and in what order they should be attempted. See the
Admin:
Authentication Setup topic and the
Admin:
Authentication Methods Setup topic.
Click the Change Log Settings button to enable the change logging feature that tracks and stores important changes to the database and who made the changes in the Change Log Settings administration page. See the
Admin:
Change Log Settings topic. Note that you must have the necessary security settings to access the Change Log Settings administration page.
Click the Custom Navigation button to open the Custom Navigation Configuration pop-up, which allows you to create and add customized buttons. You may configure the button label, the space above the section, the position of navigation, the color, color settings, etc.
Enter text into the Button Label field to define the button label.
Enter a value into the Space Above Section field to define how many pixels exist in the space above each section. The default is 6 pixels.
Click the Position of Navigation drop-down list and select either "Above User Information" or "Below User Information" to define the position of navigation.
Click the color selector to the right of the Color field to select a color for the custom navigation.
Select the Show custom navigation menu checkbox to show the custom navigation menu. Select the Always show custom navigation expanded checkbox to always show custom navigation.
Click the Add button to add links to the Custom Navigation Configuration pop-up. You may add type, link text or page name, link url, and target, as well as the active status. Types that you can add are "Copia Page," "Link," "External Report," "Single Sign On," or "Support Link." Pages that you can add are Change Password, Client Service Request, Client Services, Collect Samples, Collection List, Demographics, Find Patient or Order, Fix ADT, Fix Orders, Inbound Queue, Interfaces, Location Inbox, Match Results, Medical Necessity, Order Choice Catalog Pop-up, Order Choices, Order History, Order Patient Samples, Outbound Queue, Password Reset Questions, Pending Collection, Pending Orders, Print Labels, Query Tool, Switch Page Layout, System Defaults, User, User Inbox, or Users (Basic Setup). Targets that you can add are "New Tab" or "Same Tab." Support links you can add are "Link Text" and "Target." "Select the Active checkbox to make the type active in the Copia system.
Click the OK button to save the changes made on the Custom Navigation Configuration pop-up, or click the Cancel button to close the pop-up without saving any changes.
Click the Dialog Customization button to open the Custom Dialog Settings pop-up to customize the size and position of certain pop-ups. For each type of customizable dialog, defaults are set to show them as they have appeared up to this point. The lists of dialogs that are currently customizable are OPS Patient Alerts, Specimen Parts, Patient Comments, Patient Alerts, Patient Add/Edit Alerts, Logon Security Questions, and Edit Item Pop-up all on the Order Patient Samples page. Other dialog types include Add External Provider, Assign ABN, Batch Orders Result Recipients, Calculate DOB from Age, Clinical Information, Diagnosis Summary, Edit Order Comments, Edit Patient Comments, Enter Specimen Part, Form Letters, Lab Info Request, Lab Report, Linked Document Annotations, Message Details: Inbound Queue, Message Details: Outbound Queue, Miscellaneous Order Choice, OPS Ordering Location Alerts, Order Choice Catalog, OPS Order Choice Search, Order Choice Details, Order Comments, Order Received Containers, Patient Aliases, Patient Demographics Diagnosis History, Patient Demographic Diagnosis History Diagnosis Search, Patient Demographics, Patient IDs, Patient Insurance, Patient Insurance Sets, Patient Linked Documents, Patient Load Image, Quick Comments, Recent Orders, Related Split Orders, Release Results PDF, Result Recipients, and User Actions Log Pop-up.
Click the Event Notifications button to create custom critical events, based on a provided set of event types and a threshold value for what is considered "critical." Copia can send these alerts by fax or email, and can send them to staff members already in the system or to a manually entered address. See the
Admin:
Critical Event Notifications topic.
Click the ID Generation button to create or edit default ID generation rules for samples, orders, users, and patients. Note that you must have the necessary security settings to access the ID Generation administration page. See the
Admin:
ID Generation topic.
Click the Label Printing button to configure or edit the system default printing preferences and label formats using the Label Printing page. See the
Admin:
Label Printing topic. You may also create master and tube label formats for individual tube/container types and for each host in the system (see the
Admin:
Hosts or
Admin: Tube/Container Types topics); however, if tube/container type or host label formats do not exist or are not active, Copia uses this system default label format.
Click the License File button to view existing license information or to upload a new license on the Copia License Information page. See the
Admin:
Copia License Information topic.
Click the Sign In Info button to create or modify a help text message for users using the Sign In Info page. See the
Admin:
Sign In Info topic. Note that this message appears when users have trouble signing into the system.
Click the Sign In Page Setup button to select the logo and other information that displays on the page when users sign into Copia. See the
Admin:
Sign In Page Setup topic.
Click the Specimen Source Setup button to setup specimen source questions that are used to define specimen information in the Specimen Source Details section of the Specimen Sources page. See the
Admin:
Specimen Source Setup topic and the
Admin:
Specimen Sources topic.
Click the Superuser Access button to grant a Copia user access to be a Superuser before the user signs in. Click the Superuser Access button to open the Grant Orchard User Access pop-up where the user can define one or more date and time ranges when the Superuser will have access to log in. Click the Add button to add the time range for the Superuser access. The current user can also delete or edit any save Superuser access time ranges as needed. Click the Enable Superuser Access checkbox to grant the user Superuser abilities. Note that there is one exception for when the Orchard Superuser can log in without access. The Superuser will be allowed to log in without access being granted in new databases that do not yet have any users added. Click the Save button to save the changes made on the pop-up, or click the Cancel button to return to the System Defaults administration page.
Click the Trusted Parties button to configure the settings to allow Copia to accept requests from remote systems when users sign in using an HMAC-256 signed token. See the
Admin:
Trusted Parties topic.
Click the User Action Log Settings button to configure how frequently Copia purges the User Actions Log. See the
Admin:
User Action Log Settings topic. Note that you must have the necessary security settings to access the User Action Log Settings administration page.
Click the Toggle Sections button to have the ability to hide or display sections on the System Defaults tab. The button toggles all of the sections to either be hidden or displayed based on the state of the first section.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button. Click the Discard Changes button to clear your changes.
Use the Time Limits section of the System Defaults page to set the default time limits on Copia sessions, record retention, and standing orders.
Enter a value into the Session Timeout ___ minutes field to define the amount of time a user may be idle before Copia automatically signs the user out of the program. Copia defaults to 60 minutes. This field is required. Note that you can override this setting for specific users on the Users administration page, or you may give users the right to set their own session timeout settings on the Application page.
Enter a value into the Browser Timeout ___ seconds field to define the amount of time Copia allows a browser query to run before it stops the process. Note that two ACO entries must be set on the Advanced Configuration Options page for this feature to work.
Enter a value into the Browser Max Result Size ___k rows field to define a browser's max result size.
Enter a value into the Frequency to check for critical events ___ minutes field to define the amount of time before Copia checks for critical events. Copia defaults to 6 minutes. This field is required.
Select one or both of the record purge options to remove records older than the specified number of days.
Purge un-matched result records older than ___ days: Select this option and enter the number of days Copia should keep unmatched result records; it will delete all un-matched result records that exceed this time limit. Copia defaults to 30 days. This field is required.
Purge all result records older than ___ days: Select this option and enter the number of days Copia should keep all result records; it will delete all result records that exceed this time limit. Copia defaults to 90 days. This field is required. Copia alerts you that all patient lab results older than the time limit will be deleted and prompts you to continue. Click OK to enable the setting, or click Cancel to keep the setting disabled.
IMPORTANT: You should only use the Purge options if results are forwarded to another system for long-term storage. Otherwise, results could be lost permanently.
Enter the number of days Copia should hold messages in the inbound queue in the HL7 messages in inbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 80 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export inbound records on purge option to have Copia save purged records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic. Enter an amount in the Purge Inbound Queue export files after ___ days field to determine how many days to keep inbound queue export files. Copia defaults to 10 days.
Enter the number of days Copia should hold messages in the outbound queue in the HL7 messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound HL7 records on purge option to have Copia save purged records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold email messages in the outbound queue in the Email messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound email records on purge option to have Copia save purged email records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold fax messages in the outbound queue in the Fax messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound fax records on purge option to have Copia save purged fax records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold RAPS messages in the outbound queue in the Remote Printing messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound remote printing records on purge option to have Copia save purged remote printing records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold direct printing messages in the outbound queue in the Direct Printing messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound direct printing records on purge option to have Copia save purged direct printing records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold label printing messages in the outbound queue in the Label Printing messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound label printing records on purge option to have Copia save purged label printing records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold direct dial messages in the outbound queue in the Direct Dial messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 72 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound direct dial records on purge option to have Copia save purged direct dial records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold Harvest workstation label printing messages in the outbound queue in the Harvest Workstation Label Printing messages in outbound queue should be held for __ days field. You may enter any number between one and 365. Copia defaults to 21 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export outbound Harvest workstation label printing records on purge option to have Copia save purged Harvest workstation label printing records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic.
Enter the number of days Copia should hold Event Log messages in the Event Log in the Event Logs should be held for ___ days field. You may enter any number between one and 365. Copia defaults to 365 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export Event Log records on purge checkbox to have Copia save purged Event Log records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic. Enter an amount in the Purge Event Log export files after ___ days field to determine how many days to keep Event Log export files.
Enter the number of days Copia should hold Message Center messages in the Message Center in the Deleted/All messages should be held for ___ days field. You may enter any number between one and 365. Copia defaults to 90 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time. Select the Export Message Center records on purge checkbox to have Copia save purged Message Center records to a file that you may view from the Export View administration page. See the
Admin:
Export View topic. Enter an amount in the Purge Message Center export files after ___ days field to determine how many days to keep Event Log export files.
Enter the number of days Copia should hold System Maintenance Log messages in the System Maintenance Log in the System Maintenance Logs should be held for ___ days field. You may enter any number between one and 365. Copia defaults to 90 days. This field is required. Configure purge time and day(s) by using the Run at field and the S/M/T/W/T/F/S checkboxes. By entering a time into the available field, and by checking the days of the week checkboxes, the purgers will run on the chosen day(s) at the specified time.
Select the Purge Outbound Queue export files after ___ days checkbox, followed by entering a value in the field, to specify the number of days before purging export files from the Outbound Queue. The default value is 365.
Enter in the Days To Keep Outbound Queue Export Files __ field the number of days to keep outbound queue export files before they are purged. Copia defaults to 365 days.
Enter in the Days To Keep MLP Export Files __ field the number of days to keep MLP export files before they are purged. Copia defaults to 180 days.
Enter in the Standing orders should not span more than __ days field the number of days for the allowable time span from the first standing order to the last standing order. Copia defaults to 365 days. Copia uses this value when monitoring standing orders, unless there is a location-specific
time span restriction
for the location the user is signed into. Set location-specific restrictions in the Locations administration page. See the
Admin:
Locations topic. Note that before users may place standing orders, you must enable the setting in the Locations administration page that allows users to enter standing orders.
Select the Display external content for ___ minutes option to open order and patient linked documents in new browser tabs/windows by clicking the Open Externally button on the Order Linked Documents page. Enter a value into the field. The text input accepts values from 1 to 300. The default value is 3. If the checkbox is unchecked, users will not be able to open documents in new tabs/windows. The documents in new tabs/windows are pulled from the current user's session, based on which order is currently loaded. Refreshing a tab/window with a document will reload the current document if the same order is loaded in the main tab/window. If a different order is loaded, refreshing the document's tab/window results in Copia trying to load the document in the same position for the new order. If one exists, it loads normally, otherwise, the tab/window realizes there is no content to load and closes immediately.
Select the Do not allow expired standing orders to be marked as collected by a user option to have Copia not allow expired standing orders to be marked as collected.
Select the Future standing orders' Order Date should be based on the previous order's Order Date option to have Copia set the order date of subsequent instances of standing orders based on the previous standing order's order date, instead of on the date and time when that next instance populates into the Copia system, which is the default behavior.
Select the Future standing orders' Proposed Collection Date should be populated with the order's Order Date option to have Copia set the proposed collection date to the order's order date when a new standing order is created.
Select the Future standing orders' Order Time should be populated with ___ : ___ option to have Copia set the entered order time to the order when a new standing order is created. Note that this does not apply to hourly recurrence patterns.
Select the Allow collected non-standing orders to be changed to standing orders option to allow users to turn a regular collected order into a standing order. When this is enabled, users may select the Standing Order checkbox on the Order Patient Samples page and redefine the order as a standing order, as long as it is not an order with a status of complete.
Select the Allow completed non-standing orders to be changed to standing orders checkbox to allow users to change a completed order that is not a standing order to a standing order. When this is enabled, users may select the Standing Order checkbox on the Order Patient Samples page and redefine the order as a standing order.
Select the Automatically send collected order choices that fail to create outbound queue entries option to have Copia automatically send order messages for order choices that were marked as collected but that it was not able to send to the laboratory. Copia also sends order choices that were configured to skip collection but that it was not able to send to the laboratory. When enabled, Copia checks every minute for orders that are in those states. This setting is selected by default.
Enter a value in the Sweep for unsent orders every ___ minutes to configure the frequency of sweeping for unsent orders. The default value is 10 minutes.
Enter a date and time in the Sweep for orders with order date/time after __/__/____ __:__ AM/PM fields to define the earliest date and time an order's order date/time can be in order to qualify for the "Automatically send collected order choices that fail to create outbound queue entries" setting. Click the Now button to enter the current date and time. Click the Clear button to remove the date and time values. If no date/time is set, then Copia checks all order choices that were marked as collected but could not be sent to the laboratory.
Select an option from the System serves drop-down to specify that the system serves only veterinary clients, human clients, or both. Select either the "Only Human Clients," "Only Veterinary Clients," or "Both Human and Veterinary Clients" from the drop-down list.
Select the Screen for cross-site scripting user interface input option to screen for and remove user-entered data that could be an attempt to perform a cross-site scripting attack. This affects all pages where user input is parsed from the Copia user interface. If text is parsed that contains a value such as "<script>" then that portion of the text will be removed before it is processed by the server.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the System Type section of the System Defaults page to define the system as either a single or a multiple lab, as well as system-wide insurance and billing settings.
Select the Single Lab (Reference Lab) option if your system is associated with only one reference lab.
Select the Multiple Labs option if your system is associated with more than one lab.
Select the Single Lab Host from the drop-down list if your system is a single lab. This field is required if the Single Lab (Reference Lab) option is selected.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Select the insurance settings for all system users:
Hide all Insurance links: Select this option to hide all insurance links.
Map practice-specific insurance to system's maintained list of insurance: Select this option to use the system's insurance information for practices' insurance.
Print secondary insurance information on requisition: Select this option to include patients' secondary insurance information, if available, on requisitions. See the Requisitions topic.
Disable Insurance Company search and select for clinical users: Select this option to disable the insurance company search feature on the Insurance page. See the Insurance topic.
Allow Non-Validated Insurance Company search and select for clinical users: Select this option to control whether users can create patient insurance sets on the Insurance page that contain non-validated insurance. See the Insurance topic. This option is enabled by default.
Skip Insurance detail page for validated insurance: Select this option to suppress the Insurance Plan detail pop-up page that otherwise automatically appears when users search for and select insurance plans to assign to patients' insurance sets during order entry. See the Insurance Plan topic. When this option is enabled, Copia suppresses the pop-up page if both the selected insurance company and insurance plan have been validated on the Insurance administration page.
Display warning message for single lab systems' patient billed orders: (Single lab systems only) Select this option to display an alert that states that a patient will be billed directly (when it is direct bill and the payor is self-pay) when a user saves an order for the first time.
Select an option to define the system wide default billing status.
The value you select defines the default billing status Copia uses when no other configurations exist to specify the billing status for an order choice.
System default billing status is Direct Bill: Select this option to set the billing status of order choices to direct bill by default.
System default billing status is Client Bill: Select this option to set the billing status of order choices to client bill by default.
Force orders to be Client Bill: Select this option to force all order choices to be client bill, unless there are insurance-based exceptions defined. For example, insurance-based rules not allowing client bill would still
prevent Copia from assigning client bill as the billing status.
Select the Create Guarantor Information when Primary Relationship to Insured is Self checkbox to have Copia automatically fill in patients' guarantor information with their current demographic information when users select "Self" as the relationship to insured for the patients' primary insurance without entering other guarantor information.
Select the subsetting Always Override Guarantor Information when Primary Relationship to Insured is Self checkbox to have Copia always override guarantor fields. Guarantor information is updated whenever the primary relationship to insured is set to "self." The original setting only creates new guarantor information. This subsetting will allow for updating existing guarantor information.
Select the Show full Relationship to Patient list checkbox to allow the full list of HL7 2.5.1 relationships to patient, even when Copia does not have an HL7 2.5.1 license. The additional relationship types can be sent and received by HL7 classic messages and will use their HL7 2.5.1 identifiers when set. The full list of relationship types when the setting is used is as follows: Associate, Brother, Care Giver, Child, Emergency Contact, Employee, Employer, Extended Family, Father, Foster Child, Friend, Grandchild, Grandparent, Guardian, Handicapped Dependent, Life Partner, Manager, Mother, Natural Child, None, Other, Other Adult, Owner, Parent, Self, Sibling, Sister, Spouse, Stepchild, Trainer, Unknown, and Ward of Court. Additionally, a new relationship type of Owner has been added. This relationship type will only be available when the veterinary features are enabled in Copia.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the ABNs and ICD Coding section of the System Defaults page to set requirements for ABNs and ICD codes for all system users.
Select the ABN and ICD settings for all system users:
Number of ABNs to print ___: Enter the number of ABNs Copia should create when a user prints ABNs. The default number is 1, but you enter any number up to 5.
Effective ICD-10 start: Enter the date/time that Copia will start using ICD-10 codes in the format MM/DD/YYYY HH:MM. Click the calendar icon to manually enter a date/time, or click the Now button to populate the current date/time into the fields. Click the Clear button to clear the date/time from the fields.
Require exact mappings for all code pairs to determine valid ICD codes: Select this option to have Copia only mark ICD codes as valid on the Order Patient Samples page when it determines the ICD codes are good for all of the CPT codes mapped to the selected order choice. This option applies when an order choice has more than one CPT code mapped to it. If you do not select this option, then Copia marks ICD codes as valid if it determines the ICD code is good for one of the CPT codes mapped to that order choice. Copia displays valid ICD codes in green on the Order Patient Samples page. See the Order Patient Samples topic.
Use system default validation set if the order has no insurance: Select this option to validate diagnosis codes based on the system default validation set if there is no insurance assigned to the order. When enabled, Copia color-codes the codes and displays them in order based on whether or not they are valid diagnosis codes. This setting also determines the content of ABNs, if Copia is set to generate ABNs.
Use patient's secondary insurance when assigning ABNs if the secondary insurance is Medicare and the primary insurance is not Medicare: Select this option to use the patient's secondary insurance when assigning ABNs if their secondary insurance is Medicare and their primary insurance is not.
When printing an ABN, print both Medicare and non-Medicare ABNs (if available) from primary, secondary, or tertiary insurances that utilize the same validation set: Select this checkbox to have Copia look at each of the patients' current insurance sets and attempt to print the ABN from an insurance that is marked as Medicare and one from an insurance that is not marked as Medicare. This takes place when an ABN is to be generated for an order.
Suppress ABN assignment for all non-Medicare insurance: Select this option to allow ABN assignment only for insurance companies with an insurance type of Medicare. See the
Admin:
Insurance topic. When this option is enabled, the ABN column on the requisition will display "N/A" for orders with non-Medicare insurance as the primary insurance on the order.
Suppress ABN assignment for Medicare insurance when billing status is "Client Bill": Select this option to prevent Copia from generating ABNs for order choices marked as "Client Bill" when an order is using Medicare insurance.
Do not generate exception for ABN status of "Refused to Sign": Select this option to cancel generating an exception for the "Refused to Sign" ABN status. See the ABN Status/Print topic. If this is selected, the Order Patient Samples and Collect Samples pages behave visually as if an ABN status of "Signed" was assigned, including not coloring the ABN button text or links red, as well as not producing an exception when you mark the sample as collected.
Require ICD code for all orders: Select this option to require all users enter ICD codes when they place orders. See the Order Patient Samples topic. If you select this option, you may set additional options to override the requirement in specific situations:
Do not require ICD code entry for orders without insurance: Select this option to override the Require ICD code for all orders setting when the patient on the order does not have insurance.
Do not require ICD code entry for client bill orders in a single lab system: (Single lab systems only) Select this option to override the Require ICD code for all orders setting for client bill orders only. If this is enabled, users may save client bill orders without entering ICD codes.
Require ICD code entry for Medicare orders only: Select this option to have Copia require ICD codes for orders placed for patients with Medicare insurance. If this is enabled, Copia will alert users to missing ICD codes for Medicare orders.
Require ICD code entry when saving existing orders: Select this option to have Copia require ICD codes when saving an existing order.
Require valid ICD code for all orders: Select this option to force users to enter a valid diagnosis code for each order choice before they may save the order.
Flag ICD frequency violations as invalid: Select this option to have Copia display all diagnosis codes that violate frequency settings as invalid (red font) on the Order Patient Samples page. If the "Require valid ICD codes for all orders" setting (see above) is enabled, then users will not be able to save an order until they address the issue.
Base frequency violations check on: Select either "Order Date" or "Collection Date" from the drop-down list to base frequency violations on.
Use 2008 ABN Revision: Select this option to use the new ABN format is selected by default, and you cannot modify it. Note the following:
Copia only applies the new format to ABNs for Medicare insurance companies.
You may use the preview feature to see what the 2008 ABN format looks like. Enter a full Order ID and click the Preview button to print an ABN for the selected order in the format.
Common ICD code color: Select this option to apply a common code color. Use the provided color swatch to select a color. Once you have selected a color from the swatch, the code for that color will appear in the Common ICD code color field.
Missing CPT code ICD code color: Select this option to control the text color used by diagnosis codes on ordering pages when the order choice's CPT code does not exist in the insurance company's validation set. This includes the Order Choices table, Order Choice Details pop-up, and Diagnosis Summary pop-up on the Order Patient Samples page, as well as the order choice's Diagnosis Code column and the Order Choice Details pop-up on Batch Orders - Grid Layout.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Select one or more options to disable the corresponding fields on the Order Patient Samples page.
See the Order Patient Samples topic.
Disable Fasting On Ordering Page
Disable Patient Class On Ordering Page
Disable Payor(s) On Ordering Page
Disable Encounter On Ordering Page
Disable Results to... On Ordering Page
Select the Populate default date fields on Ordering Page with current year option to populate the default date fields on the Ordering page with the current year.
Select the Set Original Patient as Not Orderable When Copying to a Different Practice option to
set the original patient to non-orderable when copying a patient to a different practice. This setting also allows users to manually set patients' orderable flags from the Demographics page. See the Demographics topic. This setting is intended for patients in nursing homes. For example, if a person moves to a different location, then they should not be orderable from the old location. Copia also supports this patient moving back to their original location by setting their new location record to non-orderable and setting their old location record back to orderable.
Select the Copy Patient MRN When Copying Patient to a Different Practice option to copy a patient’s MRN to the new patient when using the copy to practice function on a patient record on the Order Patient Samples page.
Note that if the patient has already been copied to the new practice, then Copia displays the previous copy of the patient in the new practice, and it does not copy any MRNs.
Select the Search On Order Choice Host Codes When Using Pop-up Searching option to search across host codes for the order choices. Note that the user must have the order choice pop-up search enabled in order for this setting to apply in Copia.
Select the Only search on labs when searching on order choice host codes option to limit order choice host code searching to hosts of type Local Lab (Orchard), Local Lab (non-Orchard), and Reference Lab. Order choices will only appear in the search results if the search text matches a host code for a lab of one of the three aforementioned types.
Select the Highlight the "Comments" button for orders with user-generated comments checkbox to have Copia highlight an order's "Comments" button when order-level comments are received from a user.
Select the Highlight the "Comments" button for orders with system-generated comments checkbox to
have Copia highlight an order's "Comments" button when order-level comments are received from within the system.
Select the Highlight the "Comments" button for orders with host-generated comments checkbox to
have Copia highlight an order's "Comments" button when order-level comments are received from a host.
Select the Do not highlight the 'Comments' button when there are only system-generated comments option to not highlight the Comments button when there are only system-generated comments available.
Search for a new external provider from the New External Providers based on search field. Click the Search button once you have entered the necessary search criteria.
Use the information in this User's "Member of These Practices" section when creating an External Provider: Use this option to use the information in the user's Member of These Practices section when creating an external provider. This option becomes available when the New External Providers based on option to checked.
Search for a new location from the New Locationsbased on search field. Click the magnifying glass icon or inside the search field to begin searching for a new location.
Order Patient Samples Template: Select an option from thedrop-down list to set which Order Patient Samples page layout template Copia should use for users who do not have a location-level template defined for their signed-in location. You must select "Default Template" on the Locations administration page if you want Copia to use the Order Patient Samples page template you select here.
Select an option from the Order Patient Samples Tabbing Order drop-down list to set which tabbing order Copia will follow when users navigate through the Order Patient Samples page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Select an option from the Demographics Template drop-down list to set which Demographics page layout template Copia should use for users who do not have a location-level template defined for their signed-in location. You must select "Default Template" on the Locations administration page if you want Copia to use the Demographics page template you select here.
Select an option from the Patient Demographics Tabbing Order drop-down list to set which tabbing order Copia will follow when users navigate through the Demographics page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Search for a Patient Insurance Template and a Patient Guarantor Template to apply a special template to patient insurance and patient guarantor. They will default to a provided default template.
Select an option from the Patient Insurance Tabbing Order drop-down list to set which tabbing order Copia will follow when users navigate through the Insurance page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Select an option from the Patient Insurance Plan Tabbing Order drop-down list to set which tabbing order Copia will follow when users navigate through the Insurance Plan page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Select an option from the Encounter Tabbing Order drop-down
list to set which tabbing order Copia will follow when users navigate through the Encounters page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Select an option from the Specimen Source Tabbing Order Tabbing Order drop-down
list to set which tabbing order Copia will follow when users navigate through the Specimen Sources administration page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
Select an option from the Specimen Source Grid Tabbing Order drop-down
list to set which tabbing order Copia will follow when users navigate through the Specimen Sources administration page using the [Tab] key on their keyboard. You may select a location-level tabbing order on the Locations administration page, and Copia will use the location-level tabbing order, if available, instead of this one. You may create additional tabbing orders on the Tabbing Order administration page. See the
Admin:
Tabbing Order topic.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Note: If your facility is using the Freezer Storage module, you may select the default storage temperature from the Default Storage Temperature drop-down list. Copia selects "Refrigerate" by default.
Use the Sample Collection section of the System Defaults page to set up default collection information for the Order Patient Samples page. See the Order Patient Samples topic.
Select the Force user to collection page after saving an order option to automatically open the Collect Samples page after a user clicks Save on the Order Patient Samples page. See the Collect Samples topic. Once you select this option, you may select the Only if the signed-in location is the same as the designated collection location option to only allow the user to go to the Collect Samples page if the user's signed-in location is the collection location. You may also establish these settings at the location-level on the Locations administration page. If no location-specific settings are enabled for these options, then Copia uses the system default value set here.
Enter a number in the Number of days in the future to display orders on the collection page field to set the number of days into the future Copia pulls orders onto the Collect Samples page. Copia only displays patient orders that are scheduled to occur within the set number of days. Copia defaults to one day.
Select the Only parse collection times when the sample is marked as collected option to control at what point Copia stores collection times in the database. By default, Copia stores the collection times displayed on the collection pages when the user clicks the Save button. Use this setting to have Copia not store the collection time value in the database until the sample is actually marked as collected. You may select the Parse collection times for samples that have already been collected option to only parse collection times for samples that have already been collected.
Enter a job title in the Term for person collecting samples field, if desired, to customize the name Copia uses when referring to the person who collects samples. Copia uses "Phlebotomist Label Def" by default.
Select the default tube/container type from the Default Tube/Container Type drop-down list. Copia
selects "Not Specified" by default.
Select the default sample type from the Default Sample Type drop-down list. Copia selects "Tissue" by default.
Select the default storage temperature from the Default Storage Temperature drop-down list. Copia selects "Refrigerate" by default.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Patient Demographics Required Fields section of the System Defaults page to establish which fields are required when users create or edit patient demographic information in the Demographics page. See the Demographics topic. Note that if there are location-level settings for required patient demographic fields, then those settings override these settings. See the
Admin:
Locations topic.
To view the list of fields, click the Display required patient demographic information link.
To hide the list of fields, click the hide settings link.
Select the checkbox for each field that should be required. Copia makes the Last Name, Date of Birth, and Address One fields required by default. You may make all fields on the Demographics page, except for Patient ID (which is always filled in by the user or the system), mandatory.
Select the following checkboxes (if necessary):
First Name
Middle Name
Last Name
Sex
Date of Birth
Nationality
Race
Ethnicity
PCP
Species
Breed
Owner (Note that to view this checkbox, the System Serves drop-down on the same page will need to be set to either Only Veterinary Clients or Both Human and Veterinary Clients. This determines whether the Patient Owner field on the Demographics page is required.)
Phone One
Phone Two
SSN
MRN
Email
Address One
Address Two
City
ZIP/Postal Code
State/Region/Province
Country
Linked Locations
Name Type
To remove the required status from an option, clear the checkbox next to the field.
For each field that allows users to enter text, Copia displays Pattern and Description fields and a Test button. Use these to define the field requirements:
Pattern: Enter a regular expression that the field must match when users enter a value in the field (e.g., [A-Z][A-Z] to require two capital letters for the State abbreviation). See the Setting Regular Expressions topic. Note that if a user's security role has the "Override required fields" right, Copia will still not let the user enter data that does not match the defined pattern, although the user may leave the field blank.
Description: Enter a description of what the pattern should look like, so users know what to enter in the field (e.g., "Enter two capital letters for the State abbreviation."). Copia displays this description in a tooltip that pops up when users enter data in the field. Also when users click the Save button, if the field contents do not match its pattern (see above), then Copia displays this description in the error message.
Note that if the description line is longer than one line, Copia will move the rest of the page contents down to display the full tooltip, which can lead to the screen "bouncing" if users switch focus between fields with descriptions of different lengths. Therefore, it is recommended that you keep the description short so that it does not exceed one line.
Test: Click this button to test the defined pattern. Copia displays an additional field below the Pattern field into which you enter test data. As you enter a value, Copia tests your entry against the defined pattern. It displays "failed" in red text next to your entry until you enter a value that matches the pattern. Click the X button or click the Test button again to hide the test field.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button. Once you have saved your changes, Copia adds an asterisk (*) next to each required field on the Demographics page.
Setting Patient Insurance Information Required Fields
Use the Patient Insurance Information Required Fields section of the System Defaults page to establish which fields are required when users create or edit patient insurance information in the Insurance or Insurance Plan pages. See the Insurance or Insurance Plan topics. Copia uses these system default settings unless there are field requirement settings at the location, insurance company, or insurance plan levels. See the
Admin:
Locations or
Admin:
Insurance topics.
To view the list of fields, click the Display required patient insurance information link. To hide the list of fields, click the hide settings link.
Select the checkbox for each field that should be required.
Copia adds an asterisk (*) next to each required field on the Insurance page.
To remove the required status from an option, clear the checkbox next to the field.
For the Policy, Group, and Group Number fields, you may define numeric/alphanumeric patterns (up to 100 characters) in the Match Pattern fields that Copia applies to ensure users enter valid policy numbers, groups, and group numbers. You may set these at the system, insurance company (see the
Admin:
Insurance topic), and insurance plan (see the
Admin:
Insurance topic) levels. Click the Test button to display a field where you may enter characters and have Copia display "Pass" or "Fail" to indicate if what you entered matches the pattern you set. Once you are finished testing, click the X button to hide the field.
Match Pattern Examples:
Medicare Policy: \d{9}[a-zA-Z]{1} -This allows 9 numbers, followed by 1 letter (upper or lower case)
Railroad Medicare Policy: [a-zA-Z]{2}\d{9} -This allows 2 letters (upper or lower case) followed by 9 numbers
Medicaid: \d{11} -This allows 11 numbers
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Once you have saved your changes, you may choose to use these default insurance settings or to customize the required fields for selected insurance companies in the Insurance administration page. See the
Admin:
Insurance topic.
Setting Insurance Company and Plan Required Fields
Use the Insurance Company and Plan Required Fields section of the System Defaults page to establish which fields are required when users create or edit insurance company or insurance plan information in the Insurance Plan page. See the Insurance Plan topic.
To view the list of fields, click the Display required insurance company and plan information link. To hide the list of fields, click the hide settings link.
Select the checkbox for each field that should be required for the insurance company and/or plan.
Copia adds an asterisk (*) next to each required field on the Insurance Plan page. Note that these settings do not apply to the Insurance administration page.
To remove the required status from an option, clear the checkbox next to the field.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Linked Patient Updating section of the System Defaults page to create and update patient insurance, demographics, etc. when insurance, demographics, etc. for a linked patient is changed.
To view the list of fields, click the Display linked patient update information link. To hide the list of fields, click the hide settings link.
Select the
option to create/update patient insurance when the insurance for a patient linked to this practice is changed.
Select the
option to update this practice's patient demographics when demographics are updated for a patient linked to the practice.
Use the Fields to Update section to select checkboxes of fields that get updated when a patient is linked to them.
Name Prefix
First Name
Last Name
Middle Name
Name Suffix
Degree
Sex
Date of Birth
SSN
Race
Ethnicity
Deceased
MRN
Phone 1 and 2
Address
Nationality
Email
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Complete Name Formatting section of the System Defaults page to create naming formats that will be used throughout your system.
To view the list of fields, click the Display complete name formatting information link. To hide the list of fields, click the hide settings link.
Use the Patient Complete Name and User Complete Name formatting fields to create a custom naming format. The Copia default format is "ln(x,(x fn)(x mix.))(x,x dg)" for both patient and user.
Use the Available Codes field to select the proper display codes to create the naming format. Double-click the desired code in the Available Codes field to add it to the Format field. For an example, click the Quantity Examples button to display the Quantity Examples pop-up. This pop-up displays examples that can be used to create a simple quantity format, a multiple display code format, or a nested quantity format, depending on whether you are working with the patient or user name. Click the Close button to return to the System Defaults administration page.
Click the Set to Default button to set your custom naming format as the Copia default format. Click the Reset button to reset the format back to its original format.
Click the Validate button to confirm that your format is correct and useable. If your format is correct, the word "Success" will appear under the field in green. If your format is incorrect, the word "FAILURE" will appear under the field in red with an error stating what character is unable to be recognized, e.g., "Error at character 3 (Unrecognized input)."
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Aliases section of the System Defaults page to create aliases for Copia's default billing terms. Note that you may want to assign aliases that are clearly understood by your customers.
Enter an alias in the fields below.
Client Bill: Enter a name that describes practice or provider billing for the client. Copia uses "Client Bill" as the default alias.
Direct Bill: Enter a name that describes patient or insurance billing for the client. Copia uses "Direct Bill" as the default alias.
Patient Bill: Enter a name that describes patient billing only for the client. Copia uses "Patient Bill" as the default alias.
No Payor: Enter a name that represents a "no insurance selected" value for the Payor field on the Order Patient Samples page. Copia uses "No Insurance" as the default alias.
Select the Append the following text to the Order Status when results are waiting to be released field to append custom text to the Order Status when results are ready to be released, e.g., "Pending Result Release." This text will be added to the order status when the checkbox is checked.
To edit the aliases, highlight or delete text already displayed in the field, then modify as desired.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Custom Patient Classes section of the System Defaults page to create additional patient classes for the Patient Class field on the Order Patient Samples page. See the Order Patient Samples topic.
Select one or more of the following options to define inpatient/outpatient patient classes that are active on certain pages:
Inpatient patient class is active on Order Patient Samples
Inpatient patient class is active for Encounters
Outpatient patient class is active on Order Patient Samples
Outpatient patient class is active for Encounters
Use the Default Order Patient Class and Default Encounter Patient Class fields to search and select a default order and encounter patient class.
Click the Add button to access the Patient Class administration page where you may define the class you wish to add. See the
Admin:
Patient Class topic.
Once you have defined one or more custom classes, Copia lists each class here with the name of the class, user-defined host code, and active status.
Click a Patient Class Name to view or modify the patient class in the Patient Class administration page.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Custom Billing Statuses section of the System Defaults page to create additional billing statuses for the Billing Status field on the Order Patient Samples page. See the Order Patient Samples topic.
Click the Add button to access the Custom Billing Status administration page where you may define the billing status you wish to add. See the
Admin:
Custom Billing Status topic.
Click the Show active hosts only checkbox located in the Host Codes for this Custom Billing Status section to display only active host names on the Custom Billing Status administration page.
Once you have defined one or more custom statuses, Copia lists each status here with the host name of the status, user-defined host code, and active status.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Image Maps section of the System Defaults page to create and edit additional image maps.
Click the Add button to access the Edit Image Map administration page where you may define the image map you wish to add or edit. See the
Admin:
Edit Image Map topic.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Orchard Collect Settings section of the System Defaults page to define settings for Orchard Collect. Note that this section will only appear if the Orchard Collect license is enabled.
Click the Shift button to define shifts on the Shifts pop-up. The pop-up displays the shift name, start/end times, active status, and the ability to remove the shift. Click the Add button to add a shift via the Edit Shift pop-up.
Enter the name of the shift in the Name field. Select the Active checkbox to specify that the shift is active in the Copia system.
Enter a description of the shift in the Description field.
Specify start/end times in the Start Time and End Time fields in the format HH:MM AM/PM. This will be the length of the shift.
Click the Save button to add the new shift or save changes made to a current shift, or click the Cancel button to close the pop-up without making any changes.
Click License Manager to display the License Manager pop-up. This button enables users to view and inactivate Orchard Collect licenses from Copia. Select the Show active only checkbox to have the pop-up only display active licenses. Select the Select checkbox to select a license. Click Deactivate Selected to deactivate the license. The pop-up displays the hardware ID, license ID, device name, when it was last used, if it is deactivated, and the active status. Click Close to close the pop-up.
Select the Send order choice names instead of abbreviations checkbox to have Copia send the full order choice name(s) instead of the abbreviation(s) to Orchard Collect.
Select the Require reason when manually collecting an item in Orchard Collect checkbox to force users to provide an answer for manually collecting a sample when bar code collection is required in Orchard Collect.
Enter characters in the Bar Code Start and Bar Code End fields to configure the start and end characters for bar codes in Orchard Collect.
Enter text in the Support Text Title and Support Text fields to configure the sign-in page Support Text for Orchard Collect. The title and body text are both configurable.
Select an option from the ID Type to be used for Positive Patient ID drop-down to configure the type of ID used for Positive Patient ID in Orchard Collect. Select either Primary ID, Encounter ID, Patient ID 2, Patient ID 3, or MRN from the list. Primary ID is selected by default.
Select the Enable Orchard Collect timeout checkbox to enable the ability to configure a timeout in minutes for Orchard Collect. Selecting this checkbox will enable the Automatically sign out after ___ idle minutes field where the user configures the amount of time that should pass while idle before Orchard Collect automatically signs out of the program. The default time value is 10 minutes.
Select the Enable trunk testing for Orchard Collect checkbox to grant Copia the ability for trunk builds of Orchard Collect to connect to Copia.
Select the Enable Patient comments for Orchard Collect checkbox to enable patient comments when using Orchard Collect.
Select the Enable Order comments for Orchard Collect checkbox to enable order comments when using Orchard Collect.
Select the Enable Order Choice comments for Orchard Collect checkbox to enable order choice comments when using Orchard Collect.
Select the Use military time instead of AM/PM checkbox to have Orchard Collect display times in Military (24 hour) format.
Select the Require Collection Method for Orchard Collect to make the Collection Method column required through Copia.
In the Orchard Collect Logo section, click the Images button to display the Orchard Collect Logo Images pop-up to search and select logo images. Select the Show active only checkbox to have the pop-up display only active images within the system. Click the Select button to select the desired image, or click the Edit button to edit the image information on the Edit Image pop-up. The pop-up includes the Active checkbox to specify the image is active in the system, the Name field to include the name of the image, and the Browse... button to search and replace the image. Click the Save button to save the changes made to the image, or click the Cancel button to close the pop-up. Click the Add New Image button to add a new image to the pop-up, or click the Close button to close the pop-up, returning to the System Defaults page.
Click the Save button to save all changes made within the section, or click the Discard Changes button to return to the System Defaults settings page.
Defining Collection Module Settings and Custom Field Labels
Note: These two sections are only available if the Collection Module license is enabled in Copia. This can be found via the "License File" button at the top of the page.
Use the Collection Module Settings section to configure settings for the Collection Module license.
Click the Shifts button to display the Shifts pop-up where you may add and edit collection shifts. Click the Add button to display the Edit Shift pop-up. Enter a name into the Name field. This is a required field. Select the Active checkbox to note that the shift is active in the Copia system. Enter a description of the shift in the Description text field. Configure the start/end shift time with the Start Time/End Time time range fields in the format HH:MM AM/PM.
Click the Save button to close the pop-up while saving changes made to the shift, or click the Cancel button to close the pop-up without saving any changes.
Select the Send order choice names instead of abbreviations checkbox to have Copia send the entire order choice name rather than just an abbreviation of the name.
Click the Images button to open the Collection Module Logo Images pop-up where you may add and edit images for the Collection Module. Select the Show active only checkbox to filter images by their active status. Click the Select button for a specific image to add the image as the logo, or click the Edit button to edit the image on the Edit Image pop-up. Select the Active status to make the image active in the system, and edit the name in the Name field. Click the Browse... button to browse for new images. Click the Save button to save edits done on the image, or click the Cancel button to close the pop-up without saving any changes. Click the Add New Image button to add a new image to the pop-up, or click the Close button to close the pop-up.
Click inside the field to the left of the Images button to select an image by its file name. The image will appear in the Collection Module Logo section automatically.
Use the Custom Field Labels section to customize field labels for the Collection Module license.
Enter text into the Patient MRN Label and Order Date Label to specify what text should appear on the labels. The default text is "Practice MRN" and "Order Date," respectively. Select the Use on pages checkboxes to have the text fields used on the pages, or click the Use on reports checkboxes to have the text fields used on the reports.
Click the Save button to save all changes made within these sections, or click the Discard Changes button to return to the System Defaults settings page.
Adding or Editing User Defined Fields for an Order
Use the User Defined Fields to be added to every order section of the System Defaults page to assign up to 20 fields to the Order Patient Samples page. Note that user responses to these fields are recorded on the order's requisition, may be sent or updated via HL7 transmissions, and may be used in association with storage protocols, if your facility uses the Freezer Storage module. See the Order Patient Samples
topics.
Click the Add button to select a user defined field from the User Defined Field Search page. See the
Admin:
User Defined Field Search topic. Click inside the User Defined Field search field to search for a user defined field, or click the magnifying glass icon to search. Click the X button to remove the user defined field from the search field.
Once you add one or more fields, you may define and organize the pre-defined values for the fields.
Select the Required checkbox next to the fields that Copia should require users to complete before allowing them to save orders.
Select the Repopulate Answer on Standing Order checkbox to choose whether or not the answer to the selected field will automatically repopulate on the next standing order in the series.
Select the Send Host Code checkbox to send the host code in the ZCF segment to all hosts that receive the ZCF segment (based on the Hosts setting). Select the checkbox to send the host code. This checkbox is disabled if the mapped field does not use the provider, sample type, or staff search response types.
Copia displays the status of the user defined fields in the Active column.
Click the X button in the Delete column to remove fields from the list.
Modify the order in which Copia displays the fields on the Order Patient Samples page by clicking the up or down arrows in the Sort Order column.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Configure these archive settings to control how Copia handles archived and restored records. This section is only available if archiving is enabled for your system. See the
Admin:
Archive topic.
Enter a path in the Default Archive File Path field to specify where Copia writes files when archiving them (for example, C:\Orchard\apps\Copia4\archive).
Click the Test button to have Copia verify that the file path you specified as the Default Archive File Path is valid.
Enter a value in the Purge Archive Records Restored More Than __ Days Ago field to specify how long Copia will save restored records before purging them from the system. Copia defaults to 100 days.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
The Default Lab List (in priority order) section displays a prioritized list (top to bottom) of labs (or hosts) Copia may assign as testing locations to orders when there are no other routing rules that supersede these system default rules. Copia applies the highest priority system default-based default lab as the testing lab for an order choice based on the day/time constraints and when appropriate based on the the routing rule hierarchy. See the Order Patient Samples topic. Use this section to add a lab or edit the lab's priority on one of the lab lists, as well as adjust the priority of the lab lists themselves.
To create or edit a specific lab list, do the following:
Click the Add New List button to display the following default lab list options.
Click the Add button to add a lab using the Host Selection page. See the
Admin:
Host Selection topic.
Once you add one or more labs, Copia displays the lab names with Up and Down arrow buttons in the Move column for that lab list. Click these arrows to arrange the labs in the desired priority order, with highest priority at the top of the list.
To delete a lab from the list, click the X button that corresponds to the lab name.
To modify the lab list as a whole, you may:
Click the Add New List button to add a new lab list.
Click the Sort List Up or Down arrow buttons to change the priority order for the lab list as a whole.
Click the Add Day Time Constraints button to set or modify the day/time periods for which the lab list is in effect. If you do not set any day/time constraints, then Copia considers the list active 24 hours a day, 7 days a week. See the
Admin:
Day and Time Range topic.
Click the Remove Lab List button to delete the entire selected lab list.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the synchronization feature for systems that connect Copia and Harvest LIS. This feature links personnel, location, and order choice data between the two systems, so that additions or updates in either system will be reflected in the other.
The first time Copia synchronizes a location, personnel record, or order choice with Harvest LIS, it makes a match based on the host code. After the initial match, the records become linked, and the host code can change. Note that Copia only synchs records with host codes. If Copia cannot find the record it is synching, then it creates a new record:
Order Choices: Copia fills like fields, including clinical and sample collection information. Also, Copia assigns a host code to all hosts that can potentially receive the order choice (all hosts assigned to the same practice as the synching host). For updates, only the host-specific information, sample collection information, and host code are updated. The names of the containers assigned to an order choice will be synched; however, a match will be made on name only. Clinical information assigned to an order choice will be synched, as well. Clinical information is synched first on host code, and then linked. Clinical questions will be updated, but answers will not. Clinical information and containers are only updated when an order choice is updated.
Locations: Copia assigns the new location to every practice that uses the Harvest LIS lab. The same host code is assigned to every location.
Providers: Copia assigns the new provider host code to all hosts that can potentially receive the provider (all hosts assigned to the same practice as the synching host).
Use the steps below to activate the synchronization feature. Note that you must also establish the necessary settings in Harvest LIS to use this feature. See the Harvest LIS online or printed help.
Use the Synchronization Settings section of the System Defaults page to activate the synchronization process between Copia and Harvest LIS.
Select the Enable Synchronization with Harvest option to enable the feature.
Enter in the Password field the password that Harvest LIS users need in order to access the Copia system.
Re-enter the Copia password for Harvest LIS users in the Confirm Password field.
Enter a value into the Messages in synch queue should be held for ___ days field to configure the number of days messages will be held for in the synch queue. Copia defaults to 366 days.
Enter a value into the Messages in synch activity log should be held for ___ days field to configure the number of days messages will be held for in the synch activity log. Copia defaults to 365 days.
Select the Log synch activity checkbox to have Copia log synchronization activity with Harvest LIS. Information will be shared with Harvest LIS.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Note the following behavior when synching records between Harvest LIS and Copia.
When synching with a Harvest LIS host that is not assigned to a practice in Copia, synching a location causes Copia to create a new practice. The new synched location will be assigned to the new practice, and the new practice will have the same name, address, phone number, and ID as the new location being synched. The new organization will also be mapped to use the host from which it was generated using synching, and for any hosts that have the "Associate lab with all new practices" option enabled. The new location uses the host code for the Harvest LIS host that created the location.
If the synched host in Copia is not assigned to a practice and an order choice is synched from Harvest LIS to Copia before a location is synched from Harvest LIS to Copia, Copia now creates the order choice and creates the host code for the host from which the order choice was synched.
Locations created from Harvest LIS hosts belonging to a practice are assigned to the same practice as the Harvest LIS interface. Copia copies the host code from Harvest LIS into the Host Code field for that Harvest LIS on the "Hosts used by this location" section of the Locations administration page.
Use the Result Delivery section of the System Defaults page to set up available delivery methods and information.
Select the methods that users will be able to have Copia use to deliver results in the Delivery Mechanisms section.
Users may configure how they receive results (when, how frequently, and by what delivery methods)
in the Result Delivery preference page. See the Result Delivery topic.
Inbox: Copia enables this option by default, and you cannot disable it. This setting allows Copia to deliver results to users' Copia accounts (User Inbox or Location Inbox).
Fax: Select thisoption to enable results to be delivered by fax. Selecting this checkbox opens the Fax Details page where you may configure fax settings. To edit these settings, click the Details button. See the
Admin:
Fax Details topic.
Email: Select this option to enable results to be delivered by email. Selecting this checkbox opens the Email Details page where you may configure email settings. To edit these settings, click the Details button. See the
Admin:
Email Details topic. Define notification emails to be sent for the delivery methods "Email," "RAPS," and "Direct Printing" when creating a result delivery rule.
RAPS: Select this option to enable remote printing. You may configure the available remote automated printing services on the RAPS administration page. To edit these settings, click the Details button. See the
Admin:
RAPS topic.
Direct Printing: Select this option to enable Copia to send results as PDF documents to printers that the server has access to. Select this checkbox and click the Details button to open the Direct Printing page where you may configure printing settings. To edit these settings, click the Details button. See the
Admin:
Direct Printing topic.
Direct Dial: Select this option to enable Copia to send results via direct dial. To edit these settings, click the Details button.
Deliver __ copies: Enter a value as the default number of copies Copia delivers of a report. You can modify the number of copies delivered for a user on the Result Delivery page or for locations on the Locations administration page. Note that Copia uses the value set here to determine the number of copies to deliver to external recipients.
If you have enabled email notifications on the Users administration page or the Result Delivery page, complete the Result Notification Settings to define the contents of the email notifications that Copia sends when result delivery rules are triggered.
Subject: Enter the text Copia should send as the subject line for notification emails.
Show abnormal and/or critical in subject: Select this option to have Copia add "Abnormal" or "Critical" in the subject line of emails sent for abnormal or critical results.
Force subject prefix on all email messages: Select this option to have Copia display the text from the Subject field (see above) at the beginning of all outgoing email message subject lines, followed by any other subject you may have defined.
Body: Enter the text Copia should send as the contents of the notification emails.
Field Code: Click the drop-down list to select a field code, including "Select field code to insert into the body," "Sample ID," "Unique Sample ID," "Order ID," "Inbox URL," "Ordering Location," or "Patient Name."
Configure email settings in the Email Settings section. Enter text into the Email Subject field to define the subject of the email. Select an option from the Email Subject Field Codes drop-down list to insert field codes into the email subject. Select either "First Name," "Middle Name," "Last Name," "Primary Physician Full Name," "Sample ID," "Owner First Name," "Owner Last Name," "Order ID," "Unique Sample ID," "Patient Name," "Collection Date," or "Received in Lab Date" from the drop-down list. Enter text in the Email Body field to define what appears in the body of the email. The default text is "New Results." Select an option from the Body Field Codes drop-down list to insert field codes into the field. Select either "Sample ID," "Unique Sample ID," "Order ID," "Inbox URL," "Ordering Location," or "Patient Name" from the drop-down. When a field code is selected, the code automatically populates into the field.
Copia selects the Standard Format patient report format settings automatically; however, you may select a different format for the header, body, and/or footer of the report in the Default On-screen Report Formatting section. This list includes the standard format and alternate format 1 options, as well as any result header, body, or footer templates defined in the Layout Templates administration page that have been made live in the system. See the
Admin:
Layout Templates topic. Copia uses these settings when printing the lab report from most pages, unless there are location-level report formatting settings for the user's signed-in location, in which case, Copia uses those settings. Note that Copia uses the user's result delivery report format settings when printing the lab report from the User Inbox, and it uses the location's report delivery format settings when printing the lab report from the Location Inbox. See the Lab Report topic.
Header Information Host: Select an option from the drop-down list to indicate which location's information Copia should use in the report header. This field is required.
Select an option from the Report Engine drop-down list to choose between generating internal or external result reports. Select either "Internal" or "External" from the drop-down list. If "External" is selected from the list, you may then select an option from the External Report drop-down list.
Select an option from the External Report drop-down list to choose from the defined External Result Reports that are in the system.
Header: Copia uses your selection for the header of the report.
Body: Copia uses your selection for the body of the report. If you select "Alternate Format 1," Copia groups order choices together by their assigned reporting groups. See the
Admin:
Order Choices topic.
Footer: Copia uses your selection for the footer of the report.
Page Footer: Copia uses your selection as the default footer that is repeated on every page.
Save a result report copy, based on these settings, each time results post to an order: Select this option to save a result report copy based on configured settings each time results post to an order.
Display this saved result report copy when a user requests to view an order's current result report: Select this option to display this saved result report copy when a user requests to view an order's current result report. This option should only be used when the Save a result report copy, based on these settings, each time results post to an order is checked.
Show mailing address on summary reports: Select this option to
show a mailing address on a result report.
This setting does not apply to reports viewed from the Location Inbox or User Inbox.
The mailing address will only appear if the report body is set to Alternate Format 1.
The mailing address is shown in the bottom left corner on the first page of a result report.
The address shown is the ordering location's address.
You may work with Orchard Software Technical Support to adjust the margin settings around the mailing address, if necessary.
Show history when viewing result reports: Select this option to display by default the results for order choices from previous orders in addition to the current results on the Lab Report page. You may then choose to remove the historical results on the Lab Report page, if desired. See the Lab Report topic.
Suppress Copia report content if all results are linked documents: Select this option to have Copia remove the results from the report if all of the results being reported are linked documents. This setting applies to all external recipients (non-Copia users added to orders using the Results To button on the Order Patient Samples page); however, you may also assign this setting at the location-level for all users or at the user-level for individual users.
Requisition: Copia uses your selection for requisitions, unless there is a host-specific setting on the Hosts administration page.
Allow bar codes on summary requisition: Select this option to allow bar codes on summary requisitions.
Manifest: Copia uses your selection for manifests, unless there is a host-specific setting on the Hosts administration page.
Collection List: Copia uses your selection for collection lists.
Begin typing the name of the requisition list in the Blank Requisition field, select an option from the matching blank requisitions in the drop-down list, and then click the Add button to add that format to the list of available requisitions when users generate blank requisitions. Select the Default checkbox for each format on the list that Copia should select to print by default. You must define the requisition list here or on the Locations administration page in order to allow users to create blank requisitions.
Note that Copia uses the requisition list defined for the user's signed-in location, if available, in place of the list on this page. If the location list is set to use the system default requisition list, then Copia uses the system default list. If the location's list is set to use the system default requisition list, but there are no selected formats at the system default-level, then Copia does not allow users to create blank requisitions. See the Order Patient Samples topic.
Select the appropriate ABN format for each Medicare option: ABN Medicare (English), ABN Medicare (Spanish), ABN Non-Medicare (English), and ABN Non-Medicare (Spanish). These drop-down fields contain the system default ABNs, as well as any ABNs created on the Layout Templates administration page. Note that users may select English and Spanish ABN formats on the Insurance Types administration page, and those ABN settings override the selections set here.
Click the Single Standing Order Summary drop-down list to select a standing order summary.
Click the Billing Summary drop-down list to select a billing summary.
Click the Multiple Standing Orders Report drop-down list to select a standing order report template.
Click the Route Group Report drop-down list to select a route group report.
Click the Patient Password drop-down list to select a patient password.
Click the Staff Password drop-down list to select a staff password.
Click the Query Results drop-down list to select a scheduled query result.
Click the Utilization Report drop-down list to select a utilization report template.
Click the Batch Orders drop-down list to select a batch orders template.
Click the Orders Report drop-down list to select an orders report template.
Click the Completion Report drop-down list to select a completion report template.
Click the Result Delivery Report drop-down list to select a result delivery report template.
Click the Inbox Report Summary drop-down list to select an inbox report summary.
Select the Show time zone on result reports option to
display an abbreviation of the system's time zone after all dates on patient reports. Note the following:
In general, the time zone on the report is based on the time zone for the recipient of the report. For example, a report sent to the Location Inbox will be set to the time zone of the location.
If the patient report is viewed from the Location Inbox or User Inbox pages, the report may not show the time zone. Reports viewed from these two pages are saved into the database after their first viewing, so if this option was not enabled when the reports were originally viewed from the Location Inbox or User Inbox pages, then those reports will never display the time zone.
Select the History can show results from different order choices option to control whether or not historic results for an order choice will also display results for the same tests on different order choices in addition to the same tests on the same order choice. When not selected, Copia only looks at past results for the current patient (or linked patients) that have posted to the same order choice as the one in the report. With this option enabled, historic results can span different order choices and be based solely on the test results.
Select the Show history across linked patients on location result reports option to display on reports delivered to the Location Inbox all of the historic data across the selected order's patient, as well as all patients who are linked to the selected order's patient, regardless of their practices.
Select the Use the location recipient's time zone when viewing location result reports option to force result reports delivered to a location's inbox to use that location recipient's time zone for the result report. The system will force result reports delivered to a location's inbox to use the location recipient's time zone on the report instead of the user's time zone.
Select the Show toolbar on all PDFs option to make the Acrobat Reader toolbar be visible when viewing reports and other printable items in PDF format. This toolbar has a Save button that allows users to save the PDF to disk, if desired.
Select the Save result report PDFs to the database option to save result report PDFs to a specific database. Click the Purge ___ Saved PDFs button to purge the number of saved PDF files.
Create PDFs when a scheduled report is sent (Not when results are received): Select this option to create PDF files when a scheduled report is sent, but not when results are received.
Select the Mask SSN on Reports option to have Copia mask SSNs on any reports it generates. Copia will mask any characters or numbers a pound sign (#). You can control how many characters of the SSN appear with the When masking an SSN, show the last __ digits option (see the "Adding or Editing Miscellaneous Settings" section below).
Enter one or more characters in the Attach this order choice to orders when an order choice is cancelled field and then click the Search button to select the order choice to attach from the Order Choice Search page. See the Order Choice Search topic. If this order choice is defined, Copia will try to attach it to the order when an order choice is cancelled on that order. This, in essence, acts as a "reporting event" when order choices are cancelled, so you will generally wish to select an auto-completing order choice and to allow it to exist on a single order more than once.
Prevent attaching order choice if cancellation reason contains: Enter text in the field to allow a case-insensitive string to be entered, and if found in a contains search of the cancellation reason, then the parent settings order choice will not be attached to the order.
Select the Copy placer information in attached order choice option to have Copia retain placer information from the original order choice in the added cancelled order choice when paired with the setting "Attach this order choice to order when an order choice is cancelled."
Click the Use this form letter when removing the last linked document for an order choice drop-down list to select a form letter template to be used when removing the last linked document for an order choice.
Select the Force a page feed when switching to and from host-specific header templates option to force a page feed when switching to and from host-specific header templates.
Select the Force a page feed when switching to and from host-specific page footer templates option to force a page feed when switching to and from host-specific page footer templates.
Select the Orders with held results will not be delivered as final until after result release option to suppress the final delivery of orders with held results until after result release.
Select the Suppress all HTML versions of administration reports option to suppress all HTML versions of administration reports.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Select the Suppress Copia report content if all results are linked documents option to have Copia simply report out whatever it receives in the linked documents without adding any information to the report.
For each Delivery Method, you may create the default settings for how the results are delivered with the following fields. Note that the options available depend on the delivery method you are customizing.
Report Engine: Select an option from the drop-down list to select the report engine. Select either "Internal" or "External (SQL Server Reporting Services)" from the drop-down list.
External Report: Select an option from the drop-down list to select an external report for the results.
Append Reportable Order Linked Documents: The ability to attach Order-level Linked Documents to SSRS and Internal Delivery Reports.
Append Reportable Patient Linked Documents: The ability to attach Patient-level Linked Documents to SSRS and Internal Delivery Reports.
Report Header/Report Body/Report Footer/Report Page Footer: Copia selects the Standard Format patient report format settings automatically; however, you may select a different format for the header, body, footer, and/or page footer of patient lab reports. This list includes the standard format and alternate format 1 options, as well as any result header, body, footer, and/or page footer templates defined in the Layout Templates administration page that have been made live in the system. See the
Admin:
Layout Templates topic. Copia uses these settings when printing the lab report from the User Inbox. Once Copia creates a report using these settings, it will not update the report if you make changes to the header, body, footer, and/or page footer. Note that Copia uses the location's report format settings when printing the lab report from the Location Inbox, and it uses the system default report delivery format settings when printing the lab report from other locations within Copia. See the Lab Report topic.
If you select "Alternate Format 1," Copia groups order choices together by their assigned reporting groups, adds them to the report in the designated print order, and suppresses or displays result headers according to the setting for the reporting group. See the
Admin:
Order Choices topic.
Mailing Address: Select this option to show a mailing address on a result report viewed from the User Inbox. See the User Inbox topic. You may also modify this setting on the Result Delivery page in the Lab Tasks section of the program.
The mailing address will only appear if the report body is set to Alternate Format 1.
The mailing address is shown in the bottom left corner on the first page of a result report.
The address shown is the ordering location's address.
You may work with Orchard Software Technical Support to adjust the margin settings around the mailing address, if necessary.
Show History: Select this option to display by default results for order choices
from previous orders in addition to the current results for the selected delivery method.
Content: Select an option to determine what results Copia includes in the report.
All Results: Select this option to receive all of the results that have been received for the order, including those that may have been reported previously. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes the latest results for every order choice in the order, regardless of approved/unapproved status. Copia displays unapproved order choices as "Pending." Note that in the User Inbox page, you may click the Reprint Past Print Jobs button to view or print any of the previous lab reports created for the selected order.
New Results Only: Select this option to receive only the results that have come in for the order since the last report you received. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes only the results for the order choices that were received. Note that in the User Inbox page, Copia creates a lab report that contains all approved results that have accumulated since the last time a user clicked the Acknowledge Selected button for the selected order. This means that lab reports you create in the User Inbox page could appear differently from the reports Copia sends via email or fax when this setting is enabled.
Copies: Enter the number of copies of the report Copia should create by default for each delivery method. You can modify the number of copies delivered for a location on the Locations administration page, for Users on the Users administration page or Result Delivery lab tasks page.
Stop Delivery: Select an option to determine how result delivery rules will fire. Note that these settings are not available for the Inbox delivery method.
Deliver to All: Select this option to have all result delivery rules fire if they qualify for the associated delivery method.
Stop Delivery to Address: Select this option to only allow one result delivery rule to fire per address.
Stop Delivery to All: Select this option to cease to fire any result delivery rules after one rule has been fired for that delivery method.
Schedule: Click this button to set specific schedules on the Delivery Scheduling page for when Copia should deliver accumulated results to this user via the selected delivery method. See the Delivery Scheduling topic.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the When User Results Are Received section of the System Defaults page to configure the system default or practice-specific result delivery rules for users.
Copia displays the Default Result Delivery Rules automatically. Copia considers these settings the system default settings. You may modify the system default settings, or click the Add Practice Result Delivery button and select a practice in the Practice Search page to create a new, practice-level result delivery rule. See the Practice Search topic. Once established, users may select one of the delivery rules you define here, or create their own default and/or practice-specific delivery rules in the Users administration page or the Result Delivery lab tasks page. See the
Admin:
Users or Result Delivery topics.
Once you scroll to the default or practice-specific result delivery rule you wish to modify or create, select one or both checkboxes to indicate which set of delivery rules will control when Copia delivers the results:
Deliver this User's Reports to the Ordering Location (using the location's delivery rules): Select this option to have Copia use the ordering location's delivery rules when delivering the user's reports.
Deliver this User's Reports to this User (using this user's delivery rules): Select this option to have Copia use the signed-in user's delivery rules when delivering the user's reports.
For each delivery method, you may add one or more delivery rules. By default, the Inbox delivery method checkbox is selected for the system default schedule. This indicates that results will be sent to the user's Copia account (User Inbox).
IMPORTANT: Copia does not select any delivery methods by default for practice-specific delivery rules, so you must add at least one rule, or the user will not receive results for the practice until a rule is defined.
To add additional delivery rules, click the Add button. The Result Delivery Rule page appears, allowing you to set up when the results are sent. See the Result Delivery Rule topic.
Each delivery rule is listed with the following information:
Delivery Method: The type of delivery that will be used (Inbox, Email, Fax, RAPS, Direct Printing, HL7, or Direct Dial).
Delivery Destination Override: The number, address, printer, etc. that Copia should use in place of whatever the user's default number, address, printer, etc. is. This is available for all methods except inbox.
Day of Week: The days of the week that results will be sent to the user using this method.
New Reports Generated: The circumstances in which that type of report is created and sent (when any new result is received, when any order choice is final, or when all order choices are final; with or without exceptions).
Priority/Severity: The status of the order (e.g., ASAP, Routine, STAT, or Normal, Abnormal, or Critical).
Ordering Provider is: Whether the ordering provider is the selected user, someone else, or both.
Ordering Location Condition: The ordering locations that should receive results via the selected delivery method.
Order Choice Condition: The order choices that should be included or excluded from the result delivery for the selected delivery method.
Order Choice Type Condition: The order choice type condition that should be included or excluded from the result delivery for the selected delivery method.
Notification: Whether or not Copia sends email notifications for triggered result delivery rules for the user's selected delivery method (yes or no).
Scheduled: Whether or not the "Delivery Scheduling" option to send the results by delivery method schedule is enabled for the selected rule on the Result Delivery Rule page.
Active: By default the Active checkbox is selected to indicate that Copia will use the settings when delivering results. Clear this checkbox if Copia should not deliver results using the method.
Sort Order: Allows you to sort the result delivery rules within a specific delivery method (e.g., all faxing rules). Click the up or down arrows to set the precedence order in which Copia applies the rules for a method. By default, Copia will deliver results for the method (fax, email, inbox, etc.) using the first unique delivery rule that fits the result’s criteria. It will evaluate the rules for the method in the order you set here.
To modify delivery rules, click the name of a Delivery Method to open the Result Delivery Rule page and make any necessary changes.
To remove a delivery rule, click the X button that corresponds to the delivery rule you wish to delete. Copia immediately deletes the delivery rule. This action cannot be undone.
To remove the delivery rules for a practice, click the Delete link next to the schedule's title, and click OK on the confirmation dialog.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Select the Suppress Copia report content if all results are linked documents option to have Copia simply report out whatever it receives in the linked documents without adding any information to the report.
For each Delivery Method, you may create the default settings for how the results are delivered with the following fields. Note that the options available depend on the delivery method you are customizing.
Report Engine: Select an option from the drop-down list to select the report engine. Select either "Internal" or "External (SQL Server Reporting Services)" from the drop-down list.
External Report: Select an option from the drop-down list to select an external report for the results.
Append Reportable Order Linked Documents: The ability to attach Order-level Linked Documents to SSRS and Internal Delivery Reports.
Append Reportable Patient Linked Documents: The ability to attach Patient-level Linked Documents to SSRS and Internal Delivery Reports.
Report Header/Report Body/Report Footer/Report Page Footer: Copia selects the Standard Format patient report format settings automatically; however, you may select a different format for the header, body, footer, and/or page footer of patient lab reports. This list includes the standard format and alternate format 1 options, as well as any result header, body, footer, and/or page footer templates defined in the Layout Templates administration page that have been made live in the system. See the
Admin:
Layout Templates topic. Copia uses these settings when printing the lab report from the User Inbox. Once Copia creates a report using these settings, it will not update the report if you make changes to the header, body, footer, and/or page footer. Note that Copia uses the location's report format settings when printing the lab report from the Location Inbox, and it uses the system default report delivery format settings when printing the lab report from other locations within Copia. See the Lab Report topic.
If you select "Alternate Format 1," Copia groups order choices together by their assigned reporting groups, adds them to the report in the designated print order, and suppresses or displays result headers according to the setting for the reporting group. See the
Admin:
Order Choices topic.
Mailing Address: Select this option to show a mailing address on a result report viewed from the User Inbox. See the User Inbox topic. You may also modify this setting on the Result Delivery page in the Lab Tasks section of the program.
The mailing address will only appear if the report body is set to Alternate Format 1.
The mailing address is shown in the bottom left corner on the first page of a result report.
The address shown is the ordering location's address.
You may work with Orchard Software Technical Support to adjust the margin settings around the mailing address, if necessary.
Show History: Select this option to display by default results for order choices
from previous orders in addition to the current results for the selected delivery method.
Content: Select an option to determine what results Copia includes in the report.
All Results: Select this option to receive all of the results that have been received for the order, including those that may have been reported previously. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes the latest results for every order choice in the order, regardless of approved/unapproved status. Copia displays unapproved order choices as "Pending." Note that in the User Inbox page, you may click the Reprint Past Print Jobs button to view or print any of the previous lab reports created for the selected order.
New Results Only: Select this option to receive only the results that have come in for the order since the last report you received. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes only the results for the order choices that were received. Note that in the User Inbox page, Copia creates a lab report that contains all approved results that have accumulated since the last time a user clicked the Acknowledge Selected button for the selected order. This means that lab reports you create in the User Inbox page could appear differently from the reports Copia sends via email or fax when this setting is enabled.
Copies: Enter the number of copies of the report Copia should create by default for each delivery method. You can modify the number of copies delivered for a location on the Locations administration page, for Users on the Users administration page or Result Delivery lab tasks page.
Stop Delivery: Select an option to determine how result delivery rules will fire. Note that these settings are not available for the Inbox delivery method.
Deliver to All: Select this option to have all result delivery rules fire if they qualify for the associated delivery method.
Stop Delivery to Address: Select this option to only allow one result delivery rule to fire per address.
Stop Delivery to All: Select this option to cease to fire any result delivery rules after one rule has been fired for that delivery method.
Schedule: Click this button to set specific schedules on the Delivery Scheduling page for when Copia should deliver accumulated results to this user via the selected delivery method. See the Delivery Scheduling topic.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the When Location Results Are Received section of the System Defaults page to configure the system default result delivery rules for locations.
Copia displays the Default Result Delivery Rules automatically. Copia considers these settings the system default settings. Once established, users may select the schedule you define here, or create their own default delivery rules on the Locations administration page or the Result Delivery lab tasks page. See the
Admin:
Locations or Result Delivery topics.
For each delivery method, you may add one or more result delivery rules. By default, the Inbox delivery method checkbox is selected for the system default schedule. This indicates that results will be sent to the location's Copia account (Location Inbox).
To add additional delivery rules, click the Add button. The Result Delivery Rule page appears, allowing you to set up when the results are sent. See the Result Delivery Rule topic.
Each result delivery rule is listed with the following information:
Delivery Method: The type of delivery that will be used (Inbox, Email, Fax, RAPS, Direct Printing, HL7, or Direct Dial).
Delivery Destination Override: The number, address, printer, etc. that Copia should use in place of whatever the user's default number, address, printer, etc. is. This is available for all methods except inbox.
Day of Week: The days of the week that results will be sent to the user using this method.
New Reports Generated: The circumstances in which that type of report is created and sent (when any new result is received, when any order choice is final, or when all order choices are final; with or without exceptions).
Ordering Provider is: Whether the ordering provider is the selected user, someone else, or both.
Ordering Location Condition: The ordering locations that should receive results via the selected delivery method.
Order Choice Condition: The order choices that should be included or excluded from the result delivery for the selected delivery method.
Order Choice Type Condition: The order choice type condition that should be included or excluded from the result delivery for the selected delivery method.
Priority/Severity: The status of the order (e.g., ASAP, Routine, STAT, or Normal, Abnormal, or Critical).
Notification: Whether or not Copia sends email notifications for triggered result delivery rules for the location's selected delivery method (yes or no).
Scheduled: Whether or not the "Delivery Scheduling" option to send the results by delivery method schedule is enabled for the selected rule on the Result Delivery Rule page.
Active: By default the Active checkbox is selected to indicate that Copia will use the settings when delivering results. Clear this checkbox if Copia should not deliver results using the method.
Sort Order: Allows you to sort the result delivery rules within a specific delivery method (e.g., all faxing rules). Click the up or down arrows to set the precedence order in which Copia applies the rules for a method. By default, Copia will deliver results for the method (fax, email, inbox, etc.) using the first unique delivery rule that fits the result’s criteria. It will evaluate the rules for the method in the order you set here.
To modify delivery rules, click the name of a Delivery Method to open the Result Delivery Rule page and make any necessary changes.
To remove a delivery rule, click the X button that corresponds to the delivery settings you wish to delete. Copia immediately deletes the result delivery rule. This action cannot be undone.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Adding or Editing the System Default Result Printer
Use the System Default Result Printer section of the System Defaults page to send results for users and locations that have no result delivery rules or delivery destinations to the selected default printer.
To set the default printer, select Local or RAPS from the printer drop-down list, and then either type one or more characters of the desired printer's name in the printer name field, click inside the search field, or click the magnifying glass icon to search, and select the printer from the list.
Once you set a default printer, select the options for using the default printer.
Send failed outbound queue messages to the default printer
Send results for users and locations that have no result delivery rules or delivery destinations to the default printer
Select the Do not suppress result delivery if no destination option to always attempt to deliver results for users and locations whether or not they have a delivery destination setup for a delivery method. When this setting is turned off, Copia will not attempt to send results to users or locations that do not have a delivery destination set up for a delivery method.
If this option is enabled and the Send results for users and locations that have no result delivery rules or delivery destinations to the default printer option (see above) is also enabled, the user and location result delivery setup pages will display "System Default Result Printer."
If this option is enabled but the Send results for users and locations that have no result delivery rules or delivery destinations to the default printer option (see above) is disabled, results will be sent and will get stuck in the queue as not having a destination defined, and the user and location result delivery setup pages will display "Delivery With No Destination."
If this option is disabled but the Send results for users and locations that have no result delivery rules or delivery destinations to the default printer option (see above) is enabled, results will be sent, and the user and location result delivery setup pages will display "Delivery Method Not Used."
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button.
Use the Miscellaneous Settings section of the System Defaults page to enable features that affect various parts of the program.
Establish the settings for the following options:
Column Views: Click this button to configure in the Column View Rules Setup page which column view settings Copia will apply to the Patient Search, Order Search, Pending Orders, Pending Collection, Inbox, Order History, Scheduled Delivery, and Collection List pages when users are signed into this location. These settings apply unless a user is signed into a location that has location-level column view rule settings defined. See the
Admin:
Column View Rules Setup topic.
Select the Disable the download directory page checkbox to have Copia disable the download directory page.
Capitalization: Select the format for capitalizing patient names on the page.
Note that you may modify patient name capitalization for outbound HL7 transmissions on the Outbound Interface tab of the Interface Configuration page.
No change: Select this option to have Copia leave the capitalization of transferred information as it exists in the files.
Entire patient name upper: Select this option to have Copia format patients' names as "LAST, FIRST M."
All of patient last name and first letter of first name upper: Select this option to have Copia format patients' names as "LAST, First m."
First letter of each patient name upper: Select this option to have Copia format patients' names as "Last, First M." In addition to capitalizing the initial letters, Copia capitalizes any letter following an apostrophe ('), hyphen (-) or space ( ), and it automatically formats common name suffixes (MD, Ph.D., Jr., Sr., III, IV, etc.).
Entire patient name lower: Select this option to have Copia format patients' names as "last, first m."
All of patient last name and first letter of first name and middle initial upper: Select this option to have Copia format patients' names as "LAST, First M."
Show linked patients by default on Patient Order History: Select this checkbox to have Copia display linked patients by default on the Patient Order History page.
EPL printer darkness ___ (0 - 15): Enter a value into the field to configure EPL printer darkness. Copia defaults to 15.
ZPL printer darkness ___ (0 - 30): Enter a value into the field to configure ZPL printer darkness. Copia defaults to 25.
Labeler executable path: Enter a directory path for a Labeler installation on the Web Resource Tomcat server. Click the Test button to test the validity of the directory path.
Enable patient images: Select this option to enable the patient photo feature. When enabled, users may upload patient photos for the Demographics page. See the Demographics topic.
Enable insurance images: Select this option to enable the insurance photo feature. When enabled, users may upload photos for the Insurance page. See the Insurance topic.
Enable ZIP Code lookup: Select this option to have Copia automatically fill in the city and state associated with the ZIP code when you enter a value in a ZIP code field in the program that exists in the ZIP Code administration page. See the
Admin:
Zip Code topic. This option is enabled by default. If you select this option, you may then require Copia to update the city and state data that corresponds with the ZIP code you enter in the program (see below). If users enter a 5+4 formatted ZIP code and Copia does not find an exact match, it searches for an exact match on the first 5 digits. If both of those searches fail, Copia leaves the field blank.
Force city/state update upon editing ZIP Code: Select this option to have Copia update the city and state data that corresponds with the ZIP code you enter in the program, even if there are values already in those fields.
Disable city/state when ZIP Code has been entered: Select this option to have Copia allow users to enter ZIP codes anywhere in Copia. The entered ZIP code will override and disable the City and State fields.
Only allow existing ZIP Codes: Select this option to have Copia allow users to enter only existing ZIP codes anywhere in Copia.
On pages using a Tab Order, selecting a ZIP Code auto tabs to the next field: Select this option to have Copia auto tab to the next field when selecting a ZIP code on pages using a Tab Order.
Search order choices using a "contains" search instead of a "starts with" search: Select this option to have Copia broaden searches on the Order Choice Pick List page during order entry so that the text you enter as you search for an order choice may be anywhere within the names of order choices, instead of the beginning of the names of order choices. See the Order Patient Samples topic.
Include information visible to associates in patient/order searches: Select this option to allow access to
patients on during patient or order searches on the Order Patient Samples, Patient Search, Pending Orders, Collect Samples, Pending Collection, and Order History pages. You may use this setting in conjunction with the "Restrict patient access to only those visible through an associate" option set on the Users administration page.
If this setting is enabled, but the user setting is not,
users have access to any patients they would normally have access to, as well as any patients visible to users for whom they are associates. On the Order Patient Samples page, Copia takes into account associate settings for including or restricting displayed patients to those ordered for. On all other affected pages, Copia displays only patients that associates have been ordering providers for.
If both this setting and the user setting are enabled, then Copia only includes in searches those patients who have been added through enabling this setting.
If this setting is disabled but the user setting is enabled, then no patients/orders will be available to search.
Display Order Choices in alphabetical order when print orders are the same: Select this option to display order choices in alphabetical order when print orders are the same.
Keep Profile components together on Order Patient Samples: Select this option to keep profile components together on the Order Patient Samples page.
Profile Modifier Text: Enter profile modifier text into this field (for example, ~Append!@#$). The user can now modify the text that is appended to the end of profile names when searching for profiles. This setting will allow the user to define their own custom text that will be appended to the end of the names of profiles in certain sections of the application.
Custom Patient Menu: Use this field to select a Custom Patient Menu, or type text inside the field to search. This is a search-as-you-type field. When no option is selected, the field will display "Default." This is also the default state of the field. Custom Patient Menu fields will display custom menus that use the "Patient" menu type. Click the X button to remove text from the field.
Custom Order Menu: Use this field to select a Custom Order Menu, or type text inside the field to search. This is a search-as-you-type field. When no option is selected, the field will display "Default." This is also the default state of the field. Custom Order Menu fields will display custom menus that use the "Order" menu type. Click the X button to remove text from the field.
Display clinical information questions alphabetically: Select this option to sort clinical information questions alphabetically on the Clinical Info page. See the Clinical Info topic. If you do not select this option, Copia displays the clinical information questions for the first order choice added to the order, then display those for the order choice added to the order second, and so on. If multiple order choices reference the same question, Copia displays the question in the order according to the first order choice.
When displaying clinical information, display: Click this drop-down list to select a format when displaying clinical information. Select "Collected order choices first" or "Not based on collected status."
Display sample ID when displaying non-combinable clinical information: Select this option to control if the sample ID is displayed next to the order choice abbreviation when viewing non-combinable clinical information questions.
Show test list on order choice detail page: Select this option to allow Copia to display the list of tests related to the ordered order choices when users open the Order Choice Details page during order entry. See the Order Choice Details topic. In addition to enabling this setting, you must select the Show Test List checkbox on the Order Choices administration details page for each order choice for which Copia should display test lists. See the
Admin:
Order Choices topic.
Suppress "A unique patient ID has been assigned" pop-up alert: Select this option to suppress the "A unique patient ID has been assigned" pop-up alert.
Suppress "A unique Owner ID has been assigned" pop-up alert: Select this option to suppress the "A unique Owner ID has been assigned" pop-up alert.
Enforce unique location sales person: Select this option to have Copia require a sales person for a specified location.
Enforce unique location region: Select this option to have Copia require a region for a specified location.
Enforce unique Practice IDs: Select this option to have Copia require all practice IDs entered in Copia to be unique.
Automatically create Practice ID when left blank on the Practice Setup page: Select this option to have Copia automatically create practice IDs when left blank on the Practice Setup page.
Select an option from the Practice Phone Number Format drop-down list to specify the format appearance of the practice phone number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Enforce unique Location IDs: Select this option to have Copia
require all location IDs entered in Copia to be unique.
Automatically create Location ID when left blank on the Location Setup page: Select this option to have Copia automatically create location IDs when left blank on the Location Setup page.
Enforce SSN entry validation: Select this option to have Copia
force all values entered into a field labeled SSN (Social Security Number) to be 9 digits, all of which must be numbers. This option does not affect whether or not the field is required. However, if there is any entry, Copia requires it to be valid. When this setting is enabled, Copia also removes spaces and hyphens from Social Security Numbers in incoming HL7 messages.
When SSN is masked, show the last __ digits: Enter the number of characters in SSNs that Copia should display without masking when the SSN is masked by any rights or settings. Copia defaults to 4 digits.
Select an option from the Location Phone Number Format drop-down list to specify the format appearance of the location phone number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Select an option from the Location Fax Number Format drop-down list to specify the format appearance of the location fax number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Include country in addresses in layout template fields: Select this option to include the name of the country in addresses in the layout template fields.
Select the Enforce password minimum character requirements option to set requirements for password character combinations. After you select this option, complete one or more of the following options:
Minimum password length: Enter the minimum length the password must be. The default value is 1 character; however, passwords may be up to 20 characters.
Minimum number of alphabetic characters: Enter the number of characters in the password that must be alphabetic (a-z). The default value is 0 characters.
Minimum number of numeric characters: Enter the number of characters in the password that must be numeric (0-9). The default value is 0 characters.
Minimum number of non-alphabetic, non-numeric characters: Enter the number of characters in the password that must be non-alphabetic and non-numeric (&*@ etc.). The default value is 0 characters.
Copia requires you to set at least one of the options to at least 1-4 characters. These settings apply to users changing their own passwords in the Change Password/New Password page and to system administrators changing users' passwords in the Users administration page. In addition, if you modify the settings and users sign in with passwords that do not meet the new standards, Copia will immediately prompt the users to change the password.
Use the following settings to define password expiration for users.
Lock a user's account after __ failed sign ins: Enter the number of failed sign in attempts a user may have before Copia locks that user's account. Once an account has been locked, a Copia administrator must reset the user's password on the Users administration page. Every successful sign in resets the user's count of failed sign ins to 0, unless that user's account was already locked. Copia defaults to 8 failed attempts.
Automatically lock a user's account after ___ days of inactivity: Select this option to have Copia automatically lock a user's account after a specific number of days of inactivity. Copia defaults to -1 days.
Automatically unlock a user's account after ___ minutes due to failed sign ins: Select this option to have Copia automatically unlock a user's account after a specific number of minutes due to failed sign ins. Copia defaults to 3 minute.
Expire passwords after __ number of days: Select this option and enter the number of days Copia waits before automatically causing users' passwords to expire. If a user's password is never set to expire, then this setting has no effect. Copia defaults to 999 days.
To facilitate using this setting, you may use the Start time period for all users and Set all passwords to not expire buttons. Click the Start time period for all users button to set every user's password to expire in the specified number of days. Click the Set all passwords to not expire button to set all users' passwords to not expire.
Require that password reset questions and responses exist after password expires: Select this setting to have Copia require password reset questions and answers when a user attempts to reset their password. They will be required to create password reset questions if the user does not already have questions defined.
Notify a user that their password will expire __ days before it does: Enter the number of days before the expiration date Copia should notify users that their passwords will expire. Set this to 0 to not send notifications. Copia defaults to 10.
URL to be used in the password email recovery link: Enter a URL in the field to designate the URL the user wants to use in the "Copia Account Credentials" link. Users will use that URL when changing passwords via the Send email with link upon save button through the Assign Passwords button on the Users administration page.
Number of password changes before passwords can be reused: Enter a value in the field to enforce that new passwords are not passwords that have previously been assigned by up to 10 previous passwords. The user can select a number zero to 10 to be the number of passwords to be saved. Zero being that there is no restriction
Require ___ sign in security questions be answered to authenticate (0-3): Enter a value in the field to specify a maximum of three security questions/answers upon sign in. This will require that the user correctly answers the desired questions in all future sign-in attempts. The default value is 0.
Two-factor Authentication tokens expire after ___ minutes: Enter a value in the field to control how long login tokens remain valid. The default value for the setting is five minutes. Any value between one and 1,440 can be set for how long the token will remain valid. The login attempt for a user will fail if a user waits longer than the specified number of minutes to enter in the login token. If a login attempt fails due to an expired or incorrect two-factor login token, then that information will be recorded in Sign In Attempts on the User Actions Log administration page.
Enter a value in the Max Cache Size field to allow users to increase the max cache size for all caches. Note that this value cannot be reduced. The new value must be greater than the previous value to be saved. The default value of this new setting is 10,000. This means that all caches in the system will default to a maximum size of 10,000.
Select an option from the User Phone Number Format drop-down list to specify the format appearance of the user phone number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Select an option from the User Fax Number Format drop-down list to specify the format appearance of the user fax number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Select an option from the User Mobile Number Format drop-down list to specify the format appearance of the user mobile number. Select either "No formatting," "999-999-9999," or "(999) 999-9999" from the list.
Use the checkboxes in the Set visible Default Staff Authentication Questions section to enable/disable the current Default Staff Authentication Questions available for password recovery.
Father's middle name: Select this option to use your father's middle name as the password recovery question.
Favorite movie: Select this option to use your favorite movie as the password recovery question.
Favorite teacher: Select this option to use your favorite teacher as the password recovery question.
First supervisor: Select this option to use your first supervisor as the password recovery question.
Last four digits of your credit card number: Select this option to use the last four digits of your credit card number as the password recovery question.
Last four digits of your social security number: Select this option to use the last four digits of your social security number as the password recovery question.
Mother's maiden name: Select this option to use your mother's maiden name as the password recovery question.
Make/model of your first car: Select this option to use the make/model of your first car as the password recovery question.
Name of the hospital in which you were born: Select this option to use the name of the hospital in which you were born as the password recovery question.
Name of your favorite pet: Select this option to use the name of your favorite pet as the password recovery question.
Number of previous Mapper script versions to store: Select this option to specify the number of previous Mapper Script versions you would like to store in your system. Copia defaults to 5.
Mapper Script timeout ___ seconds: Select this option to specify the amount of time to wait before Mapper Script times out at the System Defaults level. The default value is 10 seconds. A value between 10 and 999 seconds can be entered.
In The order choice font settings below will apply to these specific pages section, you are able to configure font settings to specific pages, such as Order Search, Patient Order History, Pending Orders, Location Inbox, User Inbox, Pending Collection, ReleaseSamples, and/or Collect Samples. The following settings allow the order choice font settings to be configured by text format (unformatted, bold, italics, or bold and italic) and color, which
can be selected by the drop-down menu or the color selector to the right of the settings.
Show uncollected order choices with no results as ___ using the color
Show order choices collected with no results as ___ using the color
Show order choices with preliminary results as ___ using the color
Show order choices with final results as ___ using the color
Show order choices with corrected results as ___ using the color
Click the When a user does not have access to a page in the navigation menu drop-down list to select "allow users to navigate to the page," "display an alert when the menu option is clicked," or "hide the menu option from display" for when a user does not have access to a page in the navigation menu.
Select the Show time zone of
signed-in user option to display an abbreviation of the signed-in user's time zone beneath the user's user name and signed-in location on the bottom, left side of the page under the menu items.
Select the Show order choice catalog page option
to make the Order Choice Catalog page available from the Manage Orders lab tasks menu. This option is not selected by default.
See the Order Choice Catalog topic.
Select the Cancel all order choices when cancelling an order option to have Copia cancel all order choices on an order when an order is cancelled.
Select the Cancel order when the last uncancelled order choice is cancelled option to have Copia cancel an order when the last uncancelled order choice is cancelled.
Select the Keep all saved order choices during order choice cancellation option to
have Copia always keep a record of the order choice being part of the order, even if it is cancelled. If you do not select this option, then when you cancel an order choice that has not been marked as collected and that is not a "skip collection" order choice, then Copia deletes the order choice from the order entirely, with no record that it was a part of the order.
Select the Select cancelled order choice by default when cancelling an order choice option to select the cancelled order choice by default when cancelling an order choice. When an order choice is chosen to be cancelled, the user is taken to the Cancel Order Choice page. With the new System Defaults administration page setting enabled, the chosen order choice will automatically be marked to be cancelled when the page draws.
Select the Retain profile associations in an order when cancelling an order choice from the profile option to have Copia allow users to order partial profiles. When this setting is turned on and a user cancels an order choice that was part of a profile on a new order, Copia will not remove the profile association from any remaining order choices that were from the same profile.
Select the Require NPI Field On Provider Save option to have Copia require an entry into NPI field when saving a provider so that there will not be a blank field.
Select the Validate NPI Fields On Save option to have Copia check the checksum digit of NPI values manually entered throughout the program and prevent users from saving invalid NPIs, although it will allow users to enter blank NPIs.
Copia uses the NPI Prefix as part of the checksum calculation. If the setting is blank, Copia uses 80840. Note that Copia does not use this this setting for electronic interfaces, including synching.
If desired, enter the NPI Prefix value to set the prefix to use when validating NPI fields (see above). This value should always be 80840. It will appear on-screen in front of the text fields where users enter NPIs. If this setting is blank, Copia still uses 80840 as the prefix when the option to validate NPI is enabled, but it will not appear on-screen.
For the Fax Number Validation, Email Validation, and Direct Dial Validation fields,
you may define numeric/alphanumeric patterns in the Pattern fields that Copia applies to ensure users enter valid fax numbers and email addresses.
Once you have defined a pattern, click the Test button to display a field where you may enter characters and have Copia display "Pass" or "Fail" to indicate if what you entered matches the pattern you set. Once you are finished testing, click the X button to hide the field.
Enter a Description, if desired. Copia displays this text throughout the program (except on the Inbound Queue and Outbound Queue pages) when users enter fax numbers and email addresses.
Match Pattern Examples:
Fax Number: [\s0-9]{0,1}[\,]{0,1}[\-()\s0-9]{4,6}[\-\s0-9]{2,3}[\s0-9]{4} This allows you to have 3 digits for the area code, 3 digits for the prefix, and then 4 digits. Parentheses are allowed for area code. Pauses are allowed, but only if "," is within the first 2 character positions. There may only be 1 digit before the pause.
Email Address: [\-._\sA-Za-z0-9]{2,20}@orchardsoft.com This allows you to have up to 20 chars before the @. Characters allowed: _ - . Only orchardsoft addresses are valid.
Select the Force Fax Number double entry confirmation checkbox to control whether or not users are required to enter information twice in fax fields. This only applies to fax fields that can be used to deliver results. Select the Force Email Address double entry confirmation checkbox to
control whether or not users are required to enter information twice in email fields. This only applies to email fields that can be used to deliver results. When double entry confirmation is enabled for a certain field, focusing that "original" field will open a [field label] Confirmation pop-up with a text input field, OK button, and Cancel button. The text input field has a label "Enter [field label]." If the original field already had text content, that content will be filled in to the pop-up's text input field. Clicking the OK button once clears the text input field and changes its label to "Confirm [field label]." When the OK button is clicked, the two values are compared. If the values match, the Confirmation pop-up closes and the confirmed value is inserted into the original field. If the values do not match, an alert will display with the message "Entered values are not equal" and the Confirmation pop-up will reset. The initial text content will be filled in to the text input when the pop-up resets. Clicking the Cancel button at any time will close the Confirmation pop-up and the original field's content will not change. When the Confirmation pop-up closes, tab order will advance automatically. If a field uses validation, that validation will also apply to the text field on the Confirmation pop-up. If a fax field uses either the Location Fax Number Format or the User Fax Number Format settings from the System Defaults administration page, the format will apply to the text field on the Confirmation pop-up instead of validation.
Set the default display and transmission settings for order-level comments in the Default Order Comment Settings section. You may only modify these settings on the Add/Edit Order Comments page, if you have the necessary security. See the Add/Edit Order Comments topic.
Display on lab report: Select this option to include this comment on the printed report for the order.
Display on requisition and manifest: Select this option to include this comment on the printed requisition and manifest.
Display on form letter: Select this option to include this comment on form letters.
Send to host electronically: Select this option to include this comment in the host system transmission.
Set the default display and transmission settings for order choice-level comments in the Default Order Choice Comment Settings section. You may only modify these settings on the Add/Edit Order Choice comments page, if you have the necessary security. See the Add/Edit Order Choice Comments topic.
Display on lab report: Select this option to include this comment on the printed report for the order choice.
Display on requisition and manifest: Select this option to include this comment on the printed requisition and manifest.
Send to host electronically: Select this option to include this comment in the host system transmission.
Set the default display and transmission settings for patient-level comments in the Default Patient Comment Settings section. You may only modify these settings on the Add/Edit Patient Comments page, if you have the necessary security. See the Add/Edit Patient Comments topic.
Display on lab report: Select this option to include this comment on the printed report for the order.
Display on requisition and manifest: Select this option to include this comment on the printed requisition and manifest.
Display on form letter: Select this option to include this comment on form letters.
Send to host electronically: Select this option to include this comment in the host system transmission.
Set the default display and alert settings for patient-level alerts in the Default Patient Alert Settings section. You may only modify these settings on the Add/Edit Patient Comments page, if you have the necessary security. See the Add/Edit Patient Comments topic.
Automatically select "Display alert at order:" Select this option to have Copia automatically display an alert at order.
Automatically select "Display alert at collection:" Select this option to have Copia automatically display an alert at collection.
Select the Show Patient MRN in Patient Tab option to display the patient MRN for the selected patient in the patient information tab at the top of the Lab Tasks pages in the program.
Select the Show Patient ID in Patient Tab option to display the patient ID for the selected patient in the patient information tab at the top of the Lab Tasks pages in the program.
Select the Show Patient ___ in Patient Tab option to display either the DOB, Age, or DOB/Age for the selected patient in the patient information tab at the top of the Tasks pages in the program.
Select an option from the Store patient name change as alias ___ drop-down list to set whether Copia always or never stores changes to the patient name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Select an option from the Display ___ months on calendar drop-down list to select whether Copia displays the Current and Next months or the Previous and Current months when users access the calendar feature throughout the program.
Click the Add Value button next to the Graph Values for Zero option to define text values Copia should interpret as 0 (zero) when graphing. Copia displays a prompt. Enter the text value, and click OK to add the value to the list. Click an existing value on the list to edit it. Click an X button on the list to remove the corresponding value from the list.
Select an option from the Output Date/Time Format drop-down list to select whether Copia displays date/time values in AM/PM, Military, or AM/PM (with space before) format.
Select the Generate Master Patient ID at patient creation option to have Copia assign a Master Patient ID to new patients when they are created.
Select the default display and transmission settings for patient linking in the Automatic Patient Linking section. You may only modify these settings if you have the necessary security.
Select the first drop-down list to determine what type of linking will be used. Linking can be done in three ways:
Link Manually: Select this option to turn off automatic linking.
Automatically Link at Patient Creation: Select this option to determine that automatic linking will only be attempted for new patients.
Automatically Link at Patient Creation and Edit: Select this option to determine that automatic linking will be attempted whenever a patient record is created/edited.
Select the next two drop-down lists to determine patient linking criteria. When turned on, Copia will attempt to automatically link patients based on the selected criteria:
___ patient first name when linking patients: Select this option to match patients based on first name.
___ patient last name when linking patients: Select this option to match patients based on last name.
Match patients on name suffix: Select this option to match patients based on name suffix.
Match patients on date of birth: Select this option to match patients based on date of birth.
Match patients on Sex: Select this option to match patients based on sex.
Match patients on MRN: Select this option to match patients based on MRN.
Match patients on SSN: Select this option to match patients based on SSN.
These settings can only be modified by a superuser. If linking is set to use one of these fields, and the patient being linked does not contain a value for that field, or if no linking criteria is defined, linking will not be attempted. Linking will also not be performed if both of the patients that match the linking criteria are already assigned a Master Patient ID.
Select the default display and transmission settings for delivery recipients in the Display Delivery Recipient Type section. You may only modify these settings if you have the necessary security.
Copia User: Select this option if you want a Copia user to be the delivery recipient.
External Recipient: Select this option if you want an external source to be the delivery recipient.
Location: Select this option if you want a location to be the delivery recipient.
Host: Select this option if you want a host to be the delivery recipient.
Default Recipient Type: Select this drop-down list to determine a default delivery recipient type. You may choose Copia User, External Recipient, Location, or Host to be the default delivery recipient.
Select the default display and transmission settings for controlling search-as-you-type in the Search-as-you-type Display Settings section. You may only modify these settings if you have the necessary security.
Show column headers: Select this option if you want column headers to display during search-as-you-type (defaults to "on").
Show paging options: Select this option if you want paging options to display during search-as-you-type (defaults to "on").
Show search button ___: Select this drop-down list if you want to display the Search button before the Cancel button or after the Cancel button (defaults to "after the Cancel button").
Select the default display and transmission settings for controlling label logging language in the Label Log Settings section. You may only modify these settings if you have the necessary security.
EPL2: Select this checkbox to have the label log contain labels printed using the EPL2 printing language.
Labeler: Select this checkbox to have the label log contain labels printed using the Labeler printing language.
ZPL II: Select this checkbox to have the label log contain labels printed using the ZPL II printing language.
Purge label log records older than ___ days: Select this checkbox and enter a value in to the field to specify when label log records should be purged from the Copia system. This is turned off by default. The number of days to keep old label log records must be between 1 and 365 days. The default value is 30 days.
Select the default display and transmission settings for monitoring interfaces in the Monitor Interfaces Settings section. You may only modify these settings if you have the necessary security.
The following settings will be used to populate the Patient Merge search values:
MRN*
DOB*
Sex*
First Name* (select the desired number of searchable characters from the drop-down list)
Last Name* (select the desired number of searchable characters from the drop-down list)
Middle Initial*
Do not match on blank values
Limit to potential duplicates within the same practice
SSN*
PID 2*
PID 3*
City
State
ZIP Code
Note: In order for the search to be performed, at least one of the settings marked with an asterisk (*) must be selected.
Select the default display and transmission settings for closing encounters in the Encounter Auto Close Settings section.
Automatically close encounters: Select this option if you would like to automatically close encounters.
Select the closing time duration of the encounter in the Close encounter ___ ___ after the encounter open date/time. You may enter a specific number into the first field followed by a duration (seconds, minutes, hours, etc.) into the second field. This will display when the encounter will close in relation to the encounter open date/time.
Limit to closing encounters with the following System Patient Classes: Select this option if you would like to limit closing encounters based on patient class.
Outpatient: Select this option if the patient is not hospitalized overnight but visits a hospital, clinic, or associated facility for treatment.
Inpatient: Select this option if the patient is receiving overnight care (food and lodging) as well as treatment.
Limit to closing encounters with the following Custom Patient Classes: Select this option if you would like to limit closing encounters based on a custom patient class.
Limit to closing encounters with the following Patient Types: Select this option if you would like to limit closing encounters based on a custom patient type.
Select an option from the Error Log Type drop-down list to configure what tabs the Error Log administration page displays. Select File Only from the drop-down list to have the Error Log only display the Files tab; Select File and Database from the drop-down list to have the Error Log display both the File and the Database tabs; or select Database Only from the drop-down list to have the system write error messages to the database and not the error log file (the error log file(s) can still be accessed on the File tab). By default, the drop-down list is set to File Only. Note that if the INI file is not configured to support the Error Log feature in an additional database, the drop-down list will be disabled and an information section will appear above the drop-down list with a message. If the INI file is configured to support recording Error Log messages in an additional database, the Error Log administration page will allow users to view both the Error Log file and records.
Enter custom error messages in the Error 302, Error 400, Error 403, Error 404, Error 502, and/or Error 505 fields.
The Auxiliary Application Versions section displays version numbers for Labeler, TWAIN, and RAPS.
Enter the name of the single sign-on issuer in the Issuer field.
Enter a file directory in the Keystore file directory field to specify the keystore file directory. Click the Test button to test the file directory. This must be a .jks file.
Enter the keystore alias in the Keystore alias field.
Enter the keystore password in the Keystore password field to configure the sign-in password.
Enter restriction text in the Audience restriction field for outgoing single sign on messages. When this field is populated, the system generates outgoing single sign on messages including an audience restriction node within the message with the populated value.
If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections and then click the Save button. If you do not wish to save these changes, click the Discard Changes button and all changes made to Miscellaneous Settings will revert back to previously saved settings.
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