Page Description

Use the Critical Event Notifications page 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.

You set the interval at which Copia checks active events for critical values using the "Frequency to check for critical events" field in the Time Limits section of the System Defaults administration page. Note that in order for Copia to check some of the events, you must set some Advanced Configuration Options. Contact a Copia System Administrator for help establishing these settings.

For more help, click one of the following links:

• Accessing this Page
• Toggle Sections
• Setting System-level Notifications
• Setting Interface-level Notifications
• Setting Patient-level Notifications
• Setting Order-level Notifications
• Setting Order Choice-level Notifications
• Setting User-level Notifications
• Adding Notification Recipients

Accessing this Page

• Click the Event Notifications button in the System Settings section on the System Defaults administration page. You must have the necessary rights to access this page.

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Toggle Sections

1. Click Toggle Sections to toggle sections on the Critical Events Notifications page to be displayed or hidden. This button will either hide or show all of the sections based on the state of the first section.
2. Click the Show Section link to expand and view the specific section. Click the Hide Section link to collapse and hide the specific section.

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Setting System-level Notifications

1. Use the System-level Notifications section to define custom critical events at the system level.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Client Services Expired Supply
• New Error Log Message
• Server Failure
• SQL Disk Space Remaining
• Tomcat Disk Space Remaining
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of system-level event.
   • Field Code: Select a field code from the drop-down list. Select either "Select field code to insert into the body" or a unique field code.
   • Drive Location: The location of the drive that Copia should monitor for disk space usage. This field is required.
   • Threshold: The minimum level of remaining disk space that, when exceeded, should cause Copia to create a notification event. This field is required.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Location: Click this button to add a location to the notification. Use the Location Search page to select a location.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Click the X button in the Delete column to delete the corresponding event.
6. Click Cancel to return to the previous page without saving any changes.
7. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
8. Once you return to the previous page, click the Save button to fully save the critical event.

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Setting Interface-level Notifications

1. Use the Interface-level Notifications section to define custom critical events at the interface level.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Additive Created by HL7
• Collection Method Created by HL7
• CPT Created by HL7
• Direct Printing Failure
• Direct Printing Pending
• Email Failure
• Email Pending
• Fax Failure
• Fax Pending
• HL7 ADT Failure
• HL7 Inbound Failure
• HL7 Inbound Idle
• HL7 Inbound Pending
• HL7 Order Failure
• HL7 Outbound Cancel
• HL7 Outbound Failure
• HL7 Outbound Idle
• HL7 Outbound Pending
• HL7 Unmatched Results
• ICD Code Created by HL7
• Medication Created by HL7
• Medication Not Created by HL7
• Panel Created by HL7
• RAPS Failure
• RAPS Pending
• Sample Type Created by HL7
• Sample Type Modifier Created by HL7
• Source Site Created by HL7
• Source Site Modifier Created by HL7
• Staff Created by HL7
• Sync Pending
• UCUM Created by HL7
• Zetafax Failure
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of interface-level event.
   • Host: The hosts Copia should monitor for critical events. Some events always apply to all hosts. For events that allow you to specify hosts, click the Add Hosts button to add an additional host to the list using the Host Selection page. See the Admin: Host Selection topic.
   • Threshold: The level or value of the given indicator (messages, emails, faxes, etc.) that, when exceeded, should cause Copia to create a notification event.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Location: Click this button to add a location to the notification.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Enter values in the Must be pending for at least ___ ___ fields to determine how long the record must be pending before it will be picked up by a notification (behaves in exactly the same way as the setting for RAPS, Fax, and Email Pending notifications).
6. Click the X button in the Delete column to delete the corresponding event.
7. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
8. Once you return to the previous page, click the Save button to fully save the critical event.

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Setting Patient-level Notifications

1. Use the Patient-level Notifications section to track the number of insurance companies and plans that are not yet validated and send an alert via email/fax to all configured recipients when the number of non-validated insurances exceeds the threshold for the notification.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Patient Demographics Change
• Pending Practice Specific Insurances
• Pending System Maintained Insurances
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of patient-level event.
   • Practice: The practices Copia should monitor for critical events. Some events always apply to all practices. For events that allow you to specify practices, click the Add Practices button to add an additional practice to the list using the Practice Search page. See the Admin: Practice Search topic.
   • Threshold: The number of items that, when exceeded, should cause Copia to create a notification event.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Location: Click this button to add a location to the notification. Use the Location Search page to select a location.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Click the X button in the Delete column to delete the corresponding event.
6. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
7. Once you return to the previous page, click the Save button to fully save the critical event.

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Setting Order-level Notifications

1. Use the Order-level Notifications section to track the number of received critical results, uncollected orders, and saved STAT orders and send an alert via email or the Client Services Module (if available) to all configured recipients each time the event type occurs.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Critical Result Received
• Order Cancelled
• Order Expiring
• Order Patient Reassignment
• Order Uncollected
• Order User-defined Field
• STAT Order Saved
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of order-level event.
   • Field Code: Select a field code from the drop-down list. Select either "Select field code to insert into the body" or a unique field code.
   • Practice: The practices Copia should monitor for critical events. By default, Copia monitors all practices for order-level events.
   • Threshold: The number of items that, when exceeded, should cause Copia to create a notification event. By default, Copia sends notifications each time the order-level event type occurs.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Location: Click this button to add a location to the notification. Use the Location Search page to select a location.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Click the X button in the Delete column to delete the corresponding event.
6. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
7. Once you return to the previous page, click the Save button to fully save the critical event.

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Setting Order Choice-level Notifications

1. Use the Order Choice-level Notifications section for when a specific order choice is collected in Copia that will trigger an email stating the order ID and order choices on orders that are received to the ordering physician based on the email address at the user level.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Critical Result Received
• Order Choice Collected
• STAT Order Choice Saved
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of user-level event.
   • Order Choice: The order choices that Copia should monitor for critical events. Click the Add Order Choices button to search for and add order choices to the table.
   • Threshold: The number of items that, when exceeded, should cause Copia to create a notification event. By default, Copia sends notifications each time the order choice-level event type occurs.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Location: Click this button to add a location to the notification. Use the Location Search page to select a location.
• Ordering Provider: Click this button to add an ordering provider to the notification. Enter the name, note, description, delivery type, and delivery detail in the available fields.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Click the X button in the Delete column to delete the corresponding event.
6. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
7. Once you return to the previous page, click the Save button to fully save the critical event.

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Setting User-level Notifications

1. Use the User-level Notifications section to track the number of times users get locked out due to too many failed sign in attempts and to send an alert via email or fax to all configured recipients each time the event type occurs.
2. Click the Add Notification button and then click the appropriate button to select the type of event alert you would like to create:
• Account Activated
• Account Locked
• Account Unlocked
3. For each notification, Copia lists the following information:
   • Active: The active status of the notification. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts for this event.
   • Event Type: The type of user-level event.
   • User: The user accounts Copia should monitor for critical events. By default, Copia monitors all users for user-level events.
   • Threshold: The number of items that, when exceeded, should cause Copia to create a notification event. By default, Copia sends notifications each time the user-level event type occurs.
   • Recipients: Beneath the other fields, Copia displays lines for each recipient who has been added to the notification (see below). If there are no recipients, it displays "No recipients configured."
4. Click the Add Recipient button and then click the appropriate button to select the type of recipient who should receive the alert:
• External Recipient: Click this button to add an external recipient line to the notification. You may then enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
• Copia User: Click this button to add a Copia user to the notification. Use the User Search page to select a Copia user.
• Event Log: Click this button to add an event log to the notification. Enter the name of the event log, note, description, delivery type, and delivery detail in the available fields.
5. Click the X button in the Delete column to delete the corresponding event.
6. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
7. Once you return to the previous page, click the Save button to fully save the critical event.

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Adding Notification Recipients

1. When you add recipients to system-level, interface-level, patient-level, order-level, order choice-level, or user-level notifications, be sure to complete all of the appropriate fields. Copia pre-fills as many fields as possible for staff members. You may not edit these pre-filled fields. Also note that Copia outlines required fields that you still need to complete in red.
   • Active: The active status of the recipient. Be sure to select this checkbox to enable the notification. Clear this checkbox to prevent Copia from sending alerts to this recipient for this event.
   • Name: The name of the person receiving the alert. This field is required.
   • Description: An explanation of who the recipient is. Copia automatically enters "Staff Member" for staff members.
   • Delivery Type: Select "Fax," "Email," or "Client Services Item" from this drop-down list to set how Copia notifies the recipient.
   • Delivery Detail: For fax or email recipients, enter the email address or fax number for the recipient. Copia automatically enters the correct information for the staff member recipient, based on your Delivery Type selection. For client services item recipients, click the Details link to select the appropriate Department, Priority, Reason, and Status delivery information in the Client Services Item Details dialog. This field and/or these selections are required.
   • Notification Interval: Enter in Hours and Minutes how often Copia should notify the fax or email recipient. These fields are required.
2. Click the X button in the Delete column to remove the corresponding recipient from the list.
3. If your modifications are complete, click OK to record all changes and return to the previous page. Otherwise, complete the remaining sections, and then click OK. Note that Copia has not yet fully saved your event settings.
4. Once you return to the previous page, click the Save button to fully save the critical event.

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