The Meditech Polling file is a text file that contains details of all external deficiencies. To avoid processing errors, make sure the following requirements are met:
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The Deficiency Types in the polling file must match the codes (reason mnemonics) configured for the external Deficiency Types in OnBase. See Mapping Reason Mnemonics for Polling Files.
-
The provider information must match either the Physician Number or the EMR System ID of a Physician in OnBase. Physicians must not be set up as secondary signers.
-
The encounter or account number must match an existing OnBase chart.
If processing fails for one of these reasons, the reason is recorded in a verification report in the SYS Verification Reports Document Type.
The following is an example of a polling file entry:
"M","M1007","MEDITECH1","1","2","MEDUSO","DR99X5","20110919","1002","EXTERNALDEFICIENCY","OE ORDERS POM - 20110429-0013"
Not all of the information in the file is used for deficiency synchronization. For information about each component in this file, see the following table:
Field Seq # |
Description |
Data Type/Length |
---|---|---|
1 |
Prefix—Used to determine the Meditech system facility where patient belongs. OnBase does not use this field. |
Char(2) |
2 |
MRI.urn—The patient's unique reference number in the Meditech medical records system. OnBase does not use this field. |
Char(25) |
3 |
The patient's Account or Visit or Encounter number—This is the visit identifier (chart number) used in OnBase. |
Char(12) |
4-5 |
Position within the Meditech incomplete record where the physician and deficiency reside. OnBase does not use these fields. |
Int, Int |
6 |
Reason Mnemonic—In Meditech, a "reason" is equivalent to a Deficiency Type. This is the reason mnemonic set up in OnBase. |
Char(10) |
7 |
The physician mnemonic is the unique identifier of a physician in the Meditech system. This is the physician number in OnBase. |
Char(10) |
8 |
Deficiency creation date—This is the date that will be added to the deficiency in OnBase. |
Char(8) |
9 |
Deficiency creation time—This is the time that will be added to the deficiency in OnBase. |
Char(4) |
10 |
Patient's Medical Record Number—This is the patient identifier/account (MRN) used in OnBase. |
Char(10) |
11 |
External Document Type—This is the document type that will be displayed within the Medical Records Web and Unity Client. This is not a document type within OnBase. |
Char |