Hitrack35 User Guide

HI*TRACK
forWindowsUserGuide
HI*TRACKiscopyrighted@19952005,bytheNationalCenterforHearing
Assess
mentandManagement(NCHAM)atUtahStateUniversity.ItisprotectedbyUnited
Statescopyrightlawsandinternationaltreaties.Youmaynotshare,rent,orleasethe
softwaretoanyotheruser.Byusingthissoftware,youagreetonotalter,reverse
engi
neer,decompile,ordisassemblethesoftware.
HI*TRACKforWindowswasconceptualizedanddesignedwithinvaluableassis
tancefromawidevarietyofdedicatedprofessionals,includinghospitalbased
newbornhearingscreeners,audiologists,andEarlyHearing,DetectionandInterven
tionprogramcoordinators.Theirknowledgeandexperienceisevidentthroughoutthe
softwareandisacknowledgedwithrespectandappreciation.
TheNCHAMlogoandHI*TRACKaretrademarksofNCHAMNatus
ALGO2isaregisteredtrademarkofNatusMedical,Inc.Biologicand
AuDXareregisteredtrademarksofBiologicSystemsCorpABaerand
HATSaretrademarksofBiologicSystemsCorp
TocontactNCHAM:Phoneour
HelpDeskat435.797.3584Emailusat
ncham.helpdesk@.usu.edu
NationalCenterforHearingAssessment&Management(NCHAM)
UtahStateUniversity2880OldMain
HillLogan,UT84322Tel:
435.797.3584www.hitrack.org
Printdate:2/17/06
IntroductionandInstallation
....................
5
Screening
.....................................
5
Tracking
......................................
6
Installation
...................................
8
Systemrequirements
...........................
8
Installingthesoftware
..........................
9
ConfiguringHI*TRACK
......................
10
Setting Preferences ............................. 15 General Tab
................................. 17 AddingPhysicians ............................ 17
AddingAudiologists/Screeners . . . . . . . . . . . . . . . . . . 18
AddingHospitals/ScreeningSites................ 19Adding
Other program information. . . . . . . . . . . . . 20 PrintLists
...................................25ConfigurationWizard..........................
25 Settingpatientrecordformats ................... 25LetterOptions

Tab...........................26Settingletteroptions...........................
26 Required Fields Tab .......................... 28
Specifyingrequiredfields ...................... 28 Equipment Tab

..............................30Settingscreeningequipmenttype ................
30 Merge Settings Tab ........................... 31
SelectingMergeSettings....................... 31Advanced
Settings Tab........................ 32 SelectingAdvancedsettings
.................... 32Security ..................................... 34 Settinguseraccess
Securityfeatures............. 34LinkingHI*TRACKwith
screeningsoftware....36
CollectingScreeningInformation ............... 37 Screening

Overview .......................... 38 ScreeningTasks .............................. 41
Step1:Creatingachildrecord..................41Step2:Printingalist
of infants to be screened . . . . . 44
Step3:Enteringscreeningresults .. .. .. .. .. .. .. .. 45 Step4:
Finishingscreeningrecords............... 46Step5:Exporting
finished screening records . . . . . . . 47
Step6:Recallinginfantrecords..................47
ManagingScreeningandTrackingData........49
HI*TRACKUsersGuide
HI*TRACKOverview
........................
5
0
TrackingTasks
..............................
5
4
Step1:MergingScreeningDataintoTracking
......
5
4
Step2:UpdatingInfantRecords
.................
5
6
Step3:GeneratingLetters
......................
6
4
Step4:GeneratingReminderreports
.............
6
4
TransferringDatatoaCentralDatabase
........
6
5
Settingupthedatatransfer
.....................
6
5
Transferringdatafiles
..........................
6
6
MaintainingtheTrackingDatabase
............
6
8
Backingupdata
..............................
6
8
Restoringdata
................................
6
9
Exportingprograminformation
..................
6
9
Importingprograminformation
..................
7
0
Screening/Tracking Data Entry Tips ............ 72
Openinganinfantsrecord . . . . . . . . . . . . . . . . . . . . . . 72
Navigatingscreensandfields...................72Enteringdates.........
....................... 73Enteringtimes...............................
. 73 Usingdropdownmenus ....................... 74
Dataentryconventions.........................74
HI*TRACKLetters ............................ 77 Generating Letters
........................... 78 Generating standard letters in HI*TRACK
........ 78GeneratingstandardlettersinMicrosoftWord .....
79 EditinglettertemplatesinHI*TRACK . . . . . . . . . . . 80
Editing letter templates in Microsoft Word . . . . . . . . 81
Viewingletterhistory . . . . . . . . . . . . . . . . . . . . . . . . . . 82
CreatingaCustomletter. . . . . . . . . . . . . . . . . . . . . . . . 83
GeneratingaCustomletter.....................84
HI*TRACKReports........................... 86GeneratingReports
..........................88ResultReports................................ 88
ProgramSummaryReports.....................89ReminderReports.....
........................ 90UserDefinedReports......................
. . . . 91 Enteringsearchcriteria. . . . . . . . . . . . . . . . . . . . . . . . . 92
Frequentlyusedreports ........................ 92 Creating/Usinggroups

......................... 97Creatinguserdefinedreports ............
.......100
HI*TRACKUsersGuide
Modifyinguserdefinedreports
.................
10
3
Deletinguserdefinedreports
...................
10
4
HI*TRACK Utilities .......................... 105 Using Utilities
.............................. 107 State/RegionalTransfer ....................... 107
Import/ExportProgramInfo...................107Backup/Restore.....
. . . . . . . . . . . . . . . . . . . . . . . . . 107 Security .................................... 107
UsingAdvancedTools . . . . . . . . . . . . . . . . . . . . . . . . 107
UtilitiesDatabaseTools:......................108UtilitiesUserSettings:.
....................... 109Exporting/Importingusersettings
............... 109UtilitiesExportDatatoFlatFileSettings:
........ 109Exportinguserfields.......................... 109
SettingHI*TRACKdatabase...................111
Managing Centralized HI*TRACK Data ....... 112

CreatingPublicandPrivateKeys . . . . . . . . . . . . . . . 112
Backingupyourprivatekey ................... 113 Merging data from
local HI*TRACK systems . . . . . 113 Generating program
performancereports......... 114AdvancedTools.............................
115
Appendix A: Sample Reports .................. 116
FlowChartreport . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
NeedDiagnosticsreport . . . . . . . . . . . . . . . . . . . . . . . 118
IndividualDiagnosticreport ................... 119InpatientScreening
ResultsReport.............. 121OutpatientScreeningResults
Report............ 122RiskIndicatorsReport........................ 123
ScreenerProfileReport ....................... 124 Children Identified
withHearingLossReport.....125PhysiciansReport..........
.................. 126NeedOutpatientScreeningReport...........
...127
Appendix B: Linking Tracking ................ 128 Linking
Tracking with Screening.............. 130
Dataentryandexporttips:..................... 131Biologic
System Corp ABaer and AOAE ...... 132
Dataentryandexporttips ..................... 136 Clarity / SonNet
Program Management Systems 138
Dataentryandexporttips.....................140
HI*TRACKUsersGuide
NatusALGO2eColoror3withDataBook
.....
14
2
Dataentryandexporttips
.....................
14
2
NatusALGO2or2ewithDataBook
...........
14
5
.....................
14
5
OtodynamicsEZScreen2
....................
14
8
.....................
15
3
ContactingCustomerSupport.................154
Index.........................................155
HI*TRACKUsersGuide
IntroductionandInstallatio
n
OneofthegreatestchallengesforaUniversalNewbornHearing
ScreeningandInterventionprogramistoensurethatallinfantsare
screenedforhearinglossandthatthosewhodonotpassreceive
appropriateandtimelyfollowupcare.Inresponsetohospital,
regional,andnationalneeds,NCHAMdevelopedtheHI*TRACK
datamanagementsystemwhichisnowbeingusedinhundredsof
hospitalsacrosstheUnitedStatesandtheUnitedKingdom.Program
coordinatorsoperatingormonitoringhospitalbasedscreeningpro
gramshavediscoveredthatacomputerbasedpatientinformation
systemcontributessignificantlytoprogramsuccess.HI*TRACKcan
supportanyscreeningprogramusingotoacousticemissions(OAEs)
orautomatedauditorybrainstemresponses(ABRs)toscreeninfants
forhearingloss.
TheHI*TRACKsystemhasbothaScreeningmoduleanda
comprehensiveTrackingmoduletohelpyoumanageyour
screeningprograminformation:
Screening
Screeningisdesignedspecificallyforhearingscreeningprograms
usinghandhelddevicesorotherscreeningequipmentthathaslimited
ornodatacollectioncapabilities.Usercustomizeddropdownmenus
allowscreenerstoquicklyenterinfantdemographicinformation,
documentscreeningresults,keeptrackofwhichinfantshavebeen
screenedandneedtobescreened,andexportcompletedinfant
HI*TRACKUsersGuide
recordsintothecomprehensivetrackingsystem(Tracking).Ifyour
screeningequipmenthasitsowndatacollectionsoftware(e.g.,
SonaMedClarity,NatusALGO3DataBook,OtodynamicsEZ
Screen2,etc.),youdonotneedtousetheScreeningmoduleunless
youchoosetodoso.
Tracking
Trackingistheheartofthecomprehensivetrackinganddataman
agementsystemwhichiscustomizedtoreflectyourprogram's
participatinghospitals,audiologists,screeners,physicians,andearly
interventionserviceproviders.Itfunctionsaspartofanintegrated
datamanagementsystemwhenusedwithanyscreeningequipment
softwaresystem.Infantdemographicinformationenteredintothe
screeningsoftwareandscreeningresultsareautomaticallyimported
intoTrackingwheretheuserfriendlydatamanagementfeatures
makeiteasyto:
Documentthescreening,diagnostic,referral,andearly
interventionservicestatusofallinfants.
Producereminderticklerlistsofinfantsrequiringfurther
screeningorfollowupevaluationandservices.
Printstandardandcustomizedlettersthatcommunicate
infantscreeningoutcomesandreferralrecommendationstoparents
andphysicians.
Monitoroverallprogramperformancethroughreportsthat
summarizethenumbersandpercentagesofinfantsscreened,missed
orlosttofollowup,referredforfurtheraudiologicassessment,and
foundtohaveconfirmedhearingloss.
Monitorindividualscreenerperformance.
Developanarchiveofepidemiologicaldataspecificto
pediatrichearingloss,includingriskindicatorsoftenassociatedwith
hearingloss.
Createreportsonselfselectedvariablesofinterestsuchas
infantbirthweight,lengthofstayinintensivecare,etc.
TransferhospitalTrackingrecords,encryptedtoprotect
confidentiality,toaCentralHI*TRACKdatabase.Recordsmaybe
transferredwithorwithoutpersonalidentifiers.
HI*TRACKUsersGuide
ThisguidewillfamiliarizeyouwiththebasicfeaturesofScreening
andTracking.Informationisalsoprovidedinthehelpfileunderthe
Helpmenuheading.
HI*TRACKUsersGuide
Installatio
n
*ForProgramCoordinators*
Somescreeningprogramsprefertoinstalltheirscreeningequipment
softwareononecomputerinthenurseryandtheirtrackingsoftware
onadifferentcomputerinanotherlocation.Toprovidemaximum
flexibility,theScreeningandTrackingmodulescanbeinstalledon
thesameordifferentcomputers.Likewise,ifyouarenotusing
Screening,butusethedatacollectionsoftwarethatcomeswithyour
screeningequipment,youcaneitherinstalltheTrackingmoduleon
thesameoradifferentcomputer.TheexceptiontothisistheNatus
ALGOsystem,whichisadedicatedpieceofequipmentthatprohib
itsinstallationofothersoftware.
AllusersmustinstalltheHI*TRACKprogramontheircomputer's
harddrive.However,usersconnectedwithanetworkmaychooseto
havetheinfantrecorddatabase,createdbyHI*TRACK,placedona
networkdrive.Anoptiontodosoispresentedduringtheconfigura
tionstepsdescribedlaterinthissection.
Systemrequirements
Forproperperformance,yourcomputermustmeetorexceedthe
followingminimumsystemspecifications:
IBMcompatiblePCorlaptopwitha300MHzprocessor
MSWindows98,NT4.0,2000,orXPwithcurrentservice
packsinstalled
InternetExplorer5.5or6.0
64MBRAM
500MBoffreeharddiskspaceforinstallation
Monitorwithaminimumresolutionof800x600screen
resolution
Thefollowingarerecommendedsystemspecifications:
IBMcompatiblePCorlaptopwith1GHz
processor
MSWindows2000,orXPwithcurrentservicepacks
installed
Internet
Explorer6.0

256MBRAM
500MBoffreeharddiskspacefor
installation
1GBoffreeharddiskspaceforthe
database
Monitorwithaminimumresolutionof1024x
768pixels
HI*TRACKUser

sGuide
?

note:HI*TRACK3.5isnotsupportedbyolderoperatingsystems.For
example,Windows95willonlysupportHI*TRACK3.0
Installingthesoftware
? Note:InstallationinstructionsforHI*TRACKWindows
3.5arefoundintheInstallationGuideincludedonthe
HI*TRACKWindows3.5CDoravailableonthedownload
page.
HI*TRACKUsersGuide
ConfiguringHI*TRAC
K
ThefirsttimeyouopenHI*TRACK,youarepromptedtoconfigure
thesoftwaretobestmeetyourprogramneeds.Ifatsomelaterdate
youwishtochangeyourconfiguration,youcandosobyopening
HI*TRACK,clickingthePreferencesbutton,andthenclickingthe
ConfigurationWizardbutton.
DependingonwhetheryouareinstallingScreening,Tracking,or
bothmodulesonthesamecomputer,youwillseesomeorallofthe
configurationscreensdescribedbelow.Selecttheappropriatesettings
oneachscreen,thenclicktheNextbuttontoproceed.
Thefirstconfigurationscreenappearsasfollows:
? Clickthebox(es)indicatingthetypesofscreening/tracking
softwareyourprogramuses.
1 CheckthetopboxifyouwanttoinstallScreeningonthis
computerforcollectingdemographicinformationandscreening
results.
2 Checkthesecondboxifyouwanttouseotherscreening
equipmentsoftwareforcollectingdemographicinformationand
screeningresults.(Onsubsequentscreens,youareaskedtospecify
whichtype(s)ofscreeningequipmentandwhethereachoneis
HI*TRACKUsersGuide
installedonthesamecomputerasthisHI*TRACKinstallation.)
Checkthethirdboxifyouwanttoperformtrackingand
followuponthiscomputer.Onasubsequentscreen,indicatewhether
youhaveanexistingHI*TRACKDOSdatabaseonthecomputerto
converttoWindows.
ClicktheNextbuttonandthefollowingscreenappears:
? Indicatewhichsystem(s)youareusingtocollectinitial
screeninginformation.ClickthearrowbuttontochangefromY(es)
toN(o).
ClicktheNextbuttonandascreenappearsaskingwhichofthe
screeningequipmentisinstalledonthiscomputer.
? Specifywhichscreeningequipmentisinstalledonthesame
computerasthisHI*TRACKinstallation.
ClicktheNextbuttonandascreenasksifthisHI*TRACKsystemis
usedtocollectdatafromotherHI*TRACKsystems.
? Indicate whether you are collecting data from other

HI*TRACKsystems.
Most hospitalbased Coordinators should select No. A Central
Coordinatorwhoreceivesdatafromvarioushospitalsshouldselect
Yes.
HI*TRACKUsersGuide
Clickthe
Next
buttonandthefollowingscreenappears
.
? Indicatethelocationforbackingupdataand/or
transferringdatatoaStateorCentraldatabase.
Ifyoubackupdatatodiskettes,andyourdiskettedriveis
A:,leavethedefaultsettingasis.Ifyouuseazipdrive,orsendthe
backupdatatoanotherlocation,enterthecorrectpath.
IfyoudonttransferdatatoaCentraldatabase,orifyou
transferdataviadisketteandyourdriveisA:,leavethedefault
settingasis.Ifyouwishtohavetransferfilessenttoanother
location,enterthecorrectpath.
ClicktheNextbuttonandthenextscreenasksifyouwanttorequire
userstoenterapasswordtoopenHI*TRACK.
? Indicatewhetheryourequireuserstoenterapasswordto
openHI*TRACK.
IfyouclickYestheSpecifyAdministratorpassworddialogbox
appears.Enterandconfirmyourpassword.
HI*TRACKUsersGuide
Clickthe
Next
:
? IndicatewhereyouwantyourHI*TRACKHearingand
DemoHearingdatabasessetup.
MostuserscanaccepttheDefaulttohaveinfantrecordsstoredonthe
computerharddriveinthesamelocationastheHI*TRACK
program.However,usersconnectedtoanetworkmayprefertofree
upcomputerharddrivespace,andtakeadvantageofroutinenetwork
backupprocedures,byplacingtheHI*TRACKinfantdatabaseona
networkdrive.
Ifyouareanetworkuserandwanttokeepyourinfantdataonanet
workdrive,selecttheCustomoption,thentypeinorselectthedrive
locationandpathwhereyouwantyourdatastored.
TheDemoHearingDatabaselocationletsyouviewandworkina
sampledatabase.
HI*TRACKUsersGuide
Clickthe
Next
:
? SelectyourlocaleandsettheDate/Timeformats.
Afteryourconfigurationiscomplete,clicktheFinishbutton.
HI*TRACKopensthePreferencesscreendescribedinthefollowing
section.
? Note:Atthispoint,theminimumstepstoconfigureanduse
HI*TRACKhavebeencompleted.However,thefollowingsectionsare
providedtoguidetheuserinmaximizingtheeffectivenessofthe
software.
HI*TRACKUsersGuide
SettingPreference
s
ImmediatelyafterinstallingandconfiguringHI*TRACK,the
Preferencesscreenappears.YoucanalsoaccessPreferencesby
openingHI*TRACKandclickingthePreferencesbutton.The
Preferencesscreenincludessixtabsonwhichyousetpreferences
foryourspecificscreeningprogram.
HI*TRACKletsyousetthepreferencesforthefollowing:
Physiciansassociatedwithyourscreeningprogram
Audiologists/Screenersassociatedwithyourscreening
program
Hospitals/Screeningsitesassociatedwithyourscreening
program
NurseryLevelsservinginfantsinyourprogram
Insuranceassociatedwithyourscreeningprogram
EarlyInterventionservices
Patientrecordformatsfordataentry
LetterOptionsforletterssenttoparentsandphysicians
RequiredFields
ScreeningEquipmenttype
MergeSettings
UserAccessSecurityfeatures
LinkingTrackingwithYourScreeningSoftware
HI*TRACKUsersGuide
Onthecomputeryouusefortracking(Trackinginstallation),follow
thestepsoutlinedinthissectiontosetyourpreferencesandcustom
izeyoursoftwarewithyouruniqueprograminformation.Thetasksin
thissectionarecompletedusingthePreferencestabs,startingwith
theGeneraltab.Youcaneditoraddpreferencesatanytime.
HI*TRACKUsersGuide
GeneralTa
b
TheGeneraltabiswhereyouentertheparticipantsinyourscreening
programandsetformatpreferencesforpatientrecords.Thepartici
pantsyouaddtoyourprogramwillappearonvariousdropdown
menusthroughoutHI*TRACK.ExampleentriesofProgram
Informationwillbepresentedforeachtab.
Toentergeneralpreferences:
1.OntheHI*TRACKmainscreenclick.(Note:thePreferencesscreen
automaticallyappearsaftertheuserclicksFinishwhen
configuringHI*TRACK.)
ThePreferencestabsappear.
2. Select the General tab.
AddingPhysicians
Toaddphysiciansparticipatinginyourscreeningprogram:
1.IntheProgramInformationsection,clickthePhysiciansbutton.
HI*TRACKUsersGuide
ThePhysiciansscreenappears
.
2. ClicktheAddbuttontoopenthedataentry
fields.
3. Enterthenames,addressesandphonenumbersofthephysicians
whocareforinfantsinyourscreeningprogram.
YoucanleavetheLastandFirstNamefieldsblankifpatientswillbe
assignedtoanorganizationinsteadofaspecificphysician.
4. ClicktheShowinBrowselistboxsothecorresponding
physicianappearsinthedropdownmenus.
5. ClicktheApplybuttonaftereachphysicianyou
enter.
Repeatsteps25foreachphysicianparticipatinginyourscreening
program.
AddingAudiologists/Screeners
ToaddAudiologists/Screenersparticipatinginyourscreening
program:
1. SelecttheAudiologists/Screenerstab.
HI*TRACKUsersGuide
TheAudiologists/Screenersscreenappears
.
ClicktheAddbutton.
Intheappropriatefields,enterthenamesoftheindividualswho
willbescreening,scoringscreeningresultsorconductingfollowupdiag
nostictests.
Clicktheappropriateboxestoindicatewhethertheindividual
functionsasanaudiologist,ascreener,orboth.A3digitsignaturecode
mustbeenteredatthistime.
ClicktheShowinBrowselistboxsothecorresponding
Audiologist/Screenerappearsinthedropdownmenus.
ClicktheApplybuttontosaveyourentries.
Repeatsteps26foreachAudiologist/Screenerparticipatinginyour
screeningprogram.
AddingHospitals/ScreeningSites
ToaddHospitals/ScreeningSitesparticipatinginyourscreening
program:
1. SelecttheHospitals/ScreeningSitestab.
HI*TRACKUsersGuide
TheHospitals/ScreeningSitesscreenappears
.
2. ClicktheAdd
button.
3. Intheappropriatefield,enterthenameofthehospitalor
screeningsiteassociatedwithyourprogram.
Hospital/ScreeningSiteappearsinthedropdownmenus.
5. ClicktheApplybuttontosaveyour
entry.
Repeatsteps25foreachHospital/ScreeningSiteparticipatingin
yourscreeningprogram.Ifinfantsaresometimetransferredtoother
hospitalsformedicalreasons,createanentryforeachofthese
hospitals.
6. FromtheNewRecordAutoFilldropdownmenu,selectyour
hospitalfortheBirthFacilityandScreeningSite.
AddingOtherprograminformation
TheOthertabletsyouenteradditionalpreferences.(Youcanalso
clicktheOtherbuttonontheGeneraltabProgramInformation
sectiontoaccesstheOthertabs.)
? Note:TheNurseryLevels,ContactTypes,Languages,and
Race/Ethnicitytabsalreadyhavecommonlyusedoptionsenteredfor
you.
HI*TRACKUsersGuide
AddingEarlyIntervention(EI)services
ToaddEarlyInterventionservicesassociatedwithyourscreening
program:
1 SelecttheOthertab.TheOthertabsappear.
2 SelecttheEIServicestab.TheEarlyInterventionServices
screenappears.
3 ClicktheAddbuttontoenablethedatafields.
4 Inthedatafields,enterinformationforindividualsand
organizationsthatprovideEIservicestochildrenidentifiedwithhearing
loss.
5 ClicktheShowinBrowselistboxsothecorrespondingEarly
Interventionentriesappearinthedropdownmenus.
6 ClicktheApplybuttontosaveyourentries.
Repeatsteps36foreachEIServiceproviderparticipatinginyour
screeningprogram.
HI*TRACKUsersGuide
SelectingInsuranceTypes
ToaddInsuranceTypesusedbyyourscreeningprogram:
1. SelecttheOther
tab.TheOthertabsappear.
2. SelecttheInsuranceTypestab.
TheInsuranceTypesscreenappears.
3. ClicktheAdd
button.
4. EntertheInsuranceTypeusedbyyourscreening
program.
InsuranceTypeentryappearsinthedropdownmenus.
6. ClicktheApplybuttontosaveyour
entry.
Repeatsteps36foreachInsuranceTypeusedbyyourscreening
program.
7. FromtheNewRecordAutoFilldropdownmenu,selectthe
InsuranceTypeyouwantasthedefault.
HI*TRACKUsersGuide
Selectingnurserylevels
BecauseNurseryLevelsarealreadyenteredforyou,allyouneedto
doisselectanoptionfortheNewRecordAutoFillfield.Ifneeded
youmayaddadditionalNurseryLevels,byusingsimilarstepsfound
inselectinginsurancetypesonthepreviouspage.
Toselectthenurserylevelwheremostinfantsinyourhospitalare
served:
1. SelecttheNurseryLevels
tab.
TheNurseryLevelsscreenappears.
2. FromtheNewRecordAutoFilldropdownlist,selectthe
nurserylevelyouwantasthedefault.
Definingcustomfields
IfyouwishtotrackinformationnotalreadyincludedinHI*TRACK
dataentryfields,youcandefinecustomfields.
? Note:Oncedefined,theseadditionalfieldswillbedisplayedas
dataentryoptionswithinaninfantsrecord.
HI*TRACKUsersGuide
Tosetupacustomfield:
1 SelecttheCustomFieldstab.TheCustomFieldsscreen
appears.
2 ClicktheAddbutton.
3 IntheFieldNamefield,enterafieldname.
4 IntheValuesfield,entervalues,separatedbycommas.
5
.
Checkthe
ShowinFieldlist
box.
6. ClicktheApplybutton.
Thedataentryoptionscreatedhereareaccessedbyscreenerswithin
theNotessectionofeachchild'srecord.
Repeatsteps36foreachcustomfieldyouwishtoadd.
7. ClicktheClosebuttontoreturntotheGeneraltab.
PrintLists
Toprintlistsofprograminformation,selectthePrintListsbuttonon
theGeneralpreferencestab.
ConfigurationWizard
Yoursoftwarewasinitiallyconfiguredaftertheinstallationprocess.
Ifyouneedtochangeyourconfiguration,accessthosescreensby
selectingtheConfigurationWizardbutton.
Settingpatientrecordformats
InthePatientRecordssection,intherightcorneroftheGeneraltab,
youcansetdefaultformatsforyourpatientrecordssuchasstarting
birthdate,time,andbirthweight.
Tosetformatsforpatientrecords:
(TheDateFormatfielddisplaystheformatthatHI*TRACKuses.)
1. IntheStartingBirthdatefield,enteradatethatistheearliest
infantbirthdatethatyouwouldlikeHI*TRACKtoacceptasvalid.
Ifscreenersenterabirthdateearlierthanthespecifieddate,amessage
appearspromptingthemtocorrectthedate.
2. ForTimeFormat,selecteither12houror24
hour.
3. ForBirthWeightFormat,selecteitherGramsorLbs./Oz.
(poundsandounces).
4. ClicktheSavebuttontosaveyourGeneral
preferences.
HI*TRACKUsersGuide
LetterOptionsTa
b
HI*TRACKletsyouselectalltypesoflettersyouwanttoautomati
callygenerateforparents(orotherpreferredcontacts)and
Ifyouwillbesettingpreferencessequentiallyoneachtabas
physicians.
described,youdonotneedtoclicktheSavebuttononeachtab.
ClickingtheSavebuttononanytabwillsaveallpriorsettingsand
willreturnyoutothemainscreen.
Settingletteroptions
Tosetletteroptions:
1. OntheHI*TRACKmainscreen
click
2. SelecttheLetterOptions
tab.
TheLetterOptionsscreenappears.
3. IntheLetterstosendlist,clicktheSendcolumnandanarrow
buttonappears.
4. ClickthearrowbuttontochangetheN(o)orY(es)
preference.
5. IntheLettersStartDatefield,HI*TRACKautomatically
entersanappropriatedefaultdate.
Youcanchangethisdateasneeded.Forexample,ifyouhavebeen
runningascreeningprogramforanumberofmonthsanddonotwant
togeneratelettersonoldinfantrecords,setaLettersStartDateto
printlettersafteraspecificdate.Otherwise,HI*TRACKautomati
callysetsanappropriatedefaultdateforyoubasedontheearliest
infantbirthdateinyourdatabase.
6. ChangetheTopMarginandLeftMarginsettingsasneededto
matchyourletterheadandwindowedenvelopes.
7. ChecktheboxforUseMicrosoftWordforLetterGeneration
ifyouwouldliketogenerateandprintyourlettersinMicrosoftWord.
8. ClicktheEditCoordinator'sInfo
button.
Adialogboxappears.
9. Intheappropriatefields,enterthename(s)andtitle(s)forthe
individualswhosignthelettersgeneratedbyHI*TRACK.
Youmustalsoenterthephonenumberthatyouwantparentsor
physicianstousewhencontactingyourprogram.
10. ClicktheSavebuttontosaveyourLetter
ThemostcommonlyusedlettershavealreadybeensettoY(es)to
Options.
Send.
HI*TRACKUsersGuide
RequiredFieldsTa
b
TheRequiredFieldstabletsyoustandardizedataentrybyselecting
theitemsyouwantscreenerstoenteroneveryinfant.
Specifyingrequiredfields
Tospecifyrequiredfields:
click
2. SelecttheRequiredFieldstab.
TheRequiredFieldsscreenappears.
3. IntheInfantFieldssection,checktheitemsthatyouwantas
requiredfields.
Thefirstfiveitemsaremandatoryforallscreeningprograms.
4. IntheContactFieldssection,checktheitemsthatyou
wantasrequiredfields.
5. IfyouwanttopromptscreenerstoenterMedicalIDdataina
specifiedformat,entertheformat(i.e.,XXXXXXXXX)inthe
MedicalIDFormatfield.
6. ClicktheRequiredFieldColorbuttonifyouwishto
changethecoloroftherequiredfields.
Thedefaultcolorforrequiredfieldsisteal.
7. ClicktheSavebuttontosaveyourRequiredFields
preferences.
HI*TRACKUsersGuide
EquipmentTa
b
IntheEquipmenttab,youselectthetechnologyusedmostfrequently
toscreeninfantsinyourprogram.
Settingscreeningequipmenttype
Tosetthescreeningequipmenttype:
click
2. SelecttheEquipmenttab.
TheEquipmentscreenappears.
3. SelecteitherOAEorABRasthetypeofscreeningtechnology
usedmostfrequentlyinyourprogram.
Theequipmenttypeyouselectisthedefaultfornewinfantrecords.
However,screenerscaneasilyselectadifferentequipmenttypewhen
enteringactualscreeningresults.
4. ClicktheSavebuttontosaveyourEquipment
type.
HI*TRACKUsersGuide
MergeSettingsTa
b
IntheMergesettingstab,youselectthetypesofscreeningequip
mentdatayouwillmergeintoHI*TRACK.(Thiswassetpreviously
duringConfiguration,butyoucanmodifyithere.)
SelectingMergeSettings
ToselecttheMergeSettingsdatafeature:
click
2. SelecttheMergeSettingstab.The
MergeinDatafromscreenappears.
3. IntheUse?column,verifythatthecorrectscreening
equipmentisselectedasindicatedbyY(es).
Toselectscreeningequipment,selecttheequipmentyouwantthen
clickinthecorrespondinglineintheUse?column,andanarrow
buttonappears.ClickthearrowbuttontoswitchfromN(o)toY(es).
4. IntheFilePathcolumn,checkthatthefilepathis
correct.
5. ClicktheSavebuttontosaveyourMerge
Settings.
HI*TRACKUsersGuide
AdvancedSettingsTa
b
IntheAdvancedSettingstabyousetthelocationforyourinfant
recorddatabaseandselectwhetheryouwanttologchanges.
SelectingAdvancedsettings
Toselectadvancedsettings:
1 OntheHI*TRACKmainscreenclick
2 ClicktheAdvancedSettingstab.TheAdvancedSettings
screenappears.
3 IntheHI*TRACKDatabasesection,verifythelocationfor
yourHI*TRACKinfantrecorddatabase.
1 IntheLogChangessection,checktheLogChangesboxifyou
wantHI*TRACKtoautomaticallylogchangestoinfantrecords.The
changesthatarerecordedinthislogareMedicalID#,Birthdate,Childs
LastName,ScreeningResult,HeadResult,MothersFirst/LastName,
DoctorName,BirthFacility,BirthID,BirthWeight,BabyGenderand
BabyRace.HI*TRACKalsodocumentswhichsystemusermadeeach
change,andprovidesadefaultpathandfilenameforthelog.
2 TheDisableNewPhysicianEntrybuttonallowstheadminto
checkthisfieldandthisdisablestheAddbuttonforPhysiciansinthePro
gramInformationinPreferences.
3 ClicktheSavebuttontosaveyourAdvancedSettings.
Formostusers,thisisinthedefaultlocationwheretheHI*TRACK
programisinstalled.
HI*TRACKUsersGuide
Securit
y
Forsecuritypurposes,youcansetthreetypesofuseraccessin
HI*TRACK:
ViewOnlyallowstheusertoopenandviewinfant
recordsonly.
DataEntryallowstheusertoaddoreditinfantrecords
andgeneratelettersandreports.
Administratorallowstheuseraccesstoallprogram
capabilities,suchasaddingoreditinginfantrecords,setting
Preferencedefaults,transferringdatatoaCentraldatabase,and
generatinglettersandreports.
Generallyspeaking,youshouldgrantadministrativeaccesstoalim
itednumberofuserswhilegrantingdataentrycapabilitiestoalarger
numberofscreeners.
SettinguseraccessSecurityfeatures
TosettheuseraccessSecurityfeature:
1. OntheHI*TRACKmainscreen,
click
TheUtilitiestabsappear.
2. SelecttheSecurity
tab.
Clickenablesecurityandyouarepromptedtosetapassword.Set
andverifyyourpassword.
ClicktheSetPassbutton.
HI*TRACKUsersGuide
TheUserAccessscreenappears
.
3. Ifdesired,clicktheLockfeatureandthenumberofallowable
minutesofinactivitybeforeHI*TRACKclosesandrequiresloginre
4. ForeachindividualwhoneedsaccesstoHI*TRACK,enter
entry.
thefollowinginformationintheappropriatefields:
1 UserName(nospaces)
2 Password(alphanumeric,minimum4,maximum10)
3 PasswordagaintoConfirm.
4
5. ForType,selectAdministrator,DataEntryorViewOnlyto
indicatethetypeofaccesstheuserisallowed.
6. ChecktheShowatloginboxifyouwanttheusernameto
appearinthelogindropdownmenu.
7. CheckthePasswordExpirationbox(ifdesired)andinthe
correspondingfieldenterthenumberofDaysfromtodaybeforethe
passwordexpires.
8. ClicktheAddbutton.
Repeatsteps48foreachuser.
ClicktheBackbuttontoreturntoyourmainscreen.
HI*TRACKUsersGuide
LinkingHI*TRACKwithscreeningsoftware
YourscreeningProgramInformationisalwaysenteredandupdated
intheHI*TRACKmoduleasdescribedintheprevioussection.
AlthoughitiseasytocreateinfantrecordsdirectlyinTracking,most
screeningprogramsfinditmoreconvenienttocollectdemographic
informationandscreeningresultsusingascreeningsoftwaremodule.
Toreducedataentrytimeandimprovedataentryaccuracy,several
typesofscreeningsoftware(i.e.,SonaMedClarityandNCHAM'S
InfoScreenandHI*SCREEN)havebeendesignedtoimportthePro
gramInformationsetupinHI*TRACKintothescreeningmodule.
ThisProgramInformation,includingphysiciansandscreeners
names,isthenmadeavailabletoscreenersthroughpopuppromptsor
dropdownmenusastheycreateinfantrecordsanddocumentscreen
ingresults.Providingmaximumflexibility,HI*TRACKcanoftenbe
installedonthesamecomputerasthescreeningsoftwaremodule,or
itcanresideonanothercomputerifthatismoreconvenientfordata
managementpurposes.
TocreatethenecessarylinkbetweenHI*TRACKandyourscreening
equipmentsoftware,refertoAppendixB:LinkingTrackingon
page127.Selectthecorrectinstructionsbasedonthetype(s)ofdata
collectionscreeningsoftwareyouareusingandwhetherthescreen
ingandtrackingmodulesareinstalledonthesameordifferent
computers.
HI*TRACKUsersGuide
CollectingScreeningInformatio
n
*ForProgramCoordinatorsandScreeners*
ThissectiondescribeshowtheScreeningmoduleisusedduringhear
ingscreeningdatacollection.Ifyouuseadifferenttypeofscreening
equipmentsoftware,pleaserefertothatsoftware'sdocumentationand
additionaldataentrytipsprovidedinAppendixB:LinkingTrack
ingonpage127.
ThreeprominentbuttonsappearontheleftsideoftheHI*TRACK
mainmenuscreen.Ifyouconfiguredyoursystemtodobothscreen
ingandtrackingonthesamecomputer,theScreening,Tracking,and
Exitbuttonsareallactive.Ifyouareusingthiscomputerforscreen
ingpurposesonly,yourTrackingbuttonisinactive.
HI*TRACKUsersGuide
ScreeningOvervie
w
ThelargeScreeningbuttonopensyourscreeningsoftwaremodule.If
morethanonetypeofscreeningequipmentsoftwareisinstalledon
thecomputer,adropdownmenuappearsprovidingaccesstomulti
plescreeningmodules.(Thesmallscreeningbutton,topleft,opens
themostrecentlyusedmodule.)
Forscreeningequipmentthathaslittleornodatacollectioncapabili
ties(suchashandhelddevices),useScreeningtoenterbasic
demographicdataoninfantswhoneedtobescreened,addscreening
results,andexportcompletedrecordsintoHI*TRACK.Infant
recordsshouldgenerallyremaininthescreeningmoduleuntil
screeningiscompletedortheinfantisdischarged.
ThelargeandsmallTrackingbuttonsopentheTrackingmodule
whereyouperformfollowuptrackingactivities.
HI*TRACKUsersGuide
UsingthelargeScreeningbutton,opentheScreeningbrowsescreen
whichshowssummaryinformationabouteachinfant.
Theninefunctionbuttonsatthebottomofthescreenmakeiteasyto
accomplishscreeningtasks.
Newaddanewinfantrecordforscreening.
Editeditaselectedrecord.
Deletedeleteanunwantedrecord.
Resultsaddresultsforaselectedrecord.
Finishfinisharecordwhenscreeningiscompleted.The
recordisremovedfromthebrowselistandstoredforexportinto
Tracking.
RecallRecalltheoriginalrecordforaninfantreturningfor
Outpatientscreening.
Exportexportfinishedrecordstodiskettefortransferto
Tracking.(ActiveonlyifScreeningToolandHI*TRACKareon
differentcomputers.)
Findfindaspecificinfantsrecord.
PrintListprintthelistofinfantstoscreen.
HI*TRACKUsersGuide
Typically,Screeningfeaturesareusedbyscreeningprogramsinthe
followingway:
Step1:Creatingachildrecord.Thescreenerordataentryclerk
createsanewrecordforeachinfantbornortransferredintothe
facilitybyenteringbasicinfantdemographicinformation.
Step2:Printingalistofinfantstobescreened.Thescreenerprints
alistshowingallinfantstobescreened.Thescreenerthenmanually
recordsscreeningresultsontheprintedlistusingtheconvenient
checkboxes.IfscreeningisperformedwheretheScreeningmodule
islocated,thescreenerdoesnotneedtoprintalist;resultscanbe
entereddirectlyintotheScreeningmoduleasexplainedinStep3.
Step3:Enteringscreeningresults.Thescreeneraddsscreening
resultstoanindividualinfantsrecord.
Step4:Finishingscreeningrecords.Thescreenerfinishesan
infantrecordindicatingthatthescreeninghasbeencompleted
successfullyorthattheinfanthasbeendischargedfromthe
Infantsshouldremainonthebrowselistuntiltheypassthe
hospital.
screeningoraredischarged.
Step5:Exportingfinishedscreeningrecords.Thescreenerorpro
gramcoordinatorexportsacopyoffinishedrecordstoadiskette.The
dataisthenmergedintotheTrackingmodule.(Thisstepisnecessary
onlyifScreeningToolandHI*TRACKareondifferentcomputers.)
Step6:Recallinginfantrecordsfromoutpatientscreening.When
aninfantreturnsforOutpatientscreening,thescreenerrecallsthe
originalScreeningrecordandupdatesitwithOutpatientresults.The
updatedrecordisthenfinishedandagainexportedtoTracking.
? Note:Screeningrecordsmaybeenteredmanuallyormergedin
fromyourscreeningequipment.SeeTrackingTasks,Step1,fordetails.
HI*TRACKUsersGuide
ScreeningTask
s
Thissectiontakesyoustepbystepthrougheachofthescreening
tasks.
Step1:Creatingachildrecord
Foreveryinfantbornortransferredintoyourprogram,youmustcre
ateanewchildrecord.Coloredfieldsindicatemandatorydata.Click
onafieldorpresstheTabkey(tomoveforward)orpressShiftTab
(tomovebackward).
Tocreateanewchildrecord:
OntheHI*TRACKmainscreen,clickTheScreening
browselistappears.
ClicktheNewbuttonatthebottomleftofthescreen.
TheChildInformationscreenappears.
Enterthechild'sinformationintheappropriatefields.
IfyoucannotobtainthecorrectMedicalIDnumber,youmaytempo
rarilyfillthisfieldwiththeHI*TRACKAutoID#bypressingtheF2
key.
Thedatafielddropdownmenusofferpresetoptionsthatstandardize
dataentry.Somefieldsmightbeautofilled.Iftheautofilledinfor
mationisincorrect,simplyenterthecorrectinformation.
HI*TRACKUsersGuide
Enteringadditionalnotes
4.ClickthenotesiconontheChildInformationscreenThe
Notesscreenappears.
ClicktheInsertDate/Timebuttontoautomaticallydocument
whenthenotewascreated.
Typeyournote.
ClicktheCloseNotesbutton.
ChildrecordsthatcontainnotesareidentifiedbyaredSeeNotes!
notationnexttotheNotesicon.
Enteringcustomfieldinformation
? Note:InordertouseCustomfields,theusermustfirstcreate
themontheCustomFieldstabwhichislocatedunderPreferencesonthe
Othertab.
ToenteradditionalCustomfieldinformation:
8. OntheNotesscreengototheCustomfieldssection.
9. FromtheFielddropdownmenu,selectafield.
10. FromtheValuedropdownmenu,selectavalue.
11
.
Clickthe
Add
button.
12. ClicktheCloseNotesbutton.
HI*TRACKUser

sGuide
AredcheckmarkappearsontheChildInformationscreenindicating
thepresenceofcustomfieldinformation.
EnteringMothersinformation
ToentertheMothersinformation:
1 SelecttheMother'sInformationtab.TheMothers
Informationscreenappears.
2 Enterthemother'sinformationintheappropriatefields.
3 CheckthePreferredContactbox.
Ifsomeoneotherthanthebirthmother(e.g.,fosteroradoptivepar
ent)istheprimaryfollowupcontact,clicktheAddanotherContact
buttonandrecordtheinformation.BesuretoclickthePreferred
Contactbutton.HI*TRACKautomaticallyaddressesfuture
correspondencetotheindividualselectedasthePreferredContact.
SelectingRiskIndicators
ToselectRiskIndicators:
1. SelecttheRiskIndicatorstab.
HI*TRACKUsersGuide
TheRiskIndicatorsscreenappears
.
1 Usingthedropdownmenus,selecteitherYes,NoorUnknown
toindicateifthespecificriskcriteriaispresent.Screeningprogramscan
decideiftheywantriskindicatorstobeidentifiedbasedontheoriginal
1994JointCommitteeonInfantHearing(JCIH)listoronthemorerecent
andconciselistformulatedin2000.
2 ClicktheSavebuttonifyouwanttolistRiskIndicators,
otherwiseclicktheCancelbutton.
Step2:Printingalistofinfantstobescreened
AfteryoucreateinfantrecordsinScreening,youcanprintalistofall
infantsandtherespectivescreeningactionsrequired.Thislist
includestheinfantswhoserecordsyouenteredtoday,aswellasthose
enteredpreviouslywhohavenotyetpassedthescreeningorbeendis
chargedandthereforerequirefurtherattention.Carrythisprintout
withyoutorecordscreeningoutcomes.
IfyouhavedirectaccesstotheScreeningmodulewhileconducting
screening,youcanconductthescreening,andenterresultsdirectlyin
theScreeningmoduleasexplainedinStep3.
HI*TRACKUsersGuide
Toprintaninfantrecordsscreeninglist:
OntheHI*TRACKmainscreen,clickTheScreeningbrowse
listappears.
ClickthePrintListsbuttonatthebottomrightofthescreen.
HI*TRACK prints the screening list. Manually record infant

screeningresultsontheprintedlist.
Step3:Enteringscreeningresults
Attheendofascreeningsessionyoushouldenterthescreening
resultsforalltheinfantsyouhavescreened.
Toenterscreeningresults:
1. On
the
HI*TRA
CKmain
2. screen,
Clickoncetoselectaninfant'sname.Variousfieldsfor
click
enteringresultsappearbelowthebrowselist.
The
Screenin
gbrowse
list
appears.
3. Enterscreeningresultsfortheselectedinfantinthefields.
4
.
Clickthe
QuickAdd
buttontoaddtheinformation.
YoucanalsoclicktheResultsbuttontoreviewaninfant'sprevious
screeninghistory
before
enteringadditionalresults.
Amessageappearsaskingifyouwanttoaddthenewresults.
5. ClicktheYesbuttontoaddtheresults.
Afteraddingresults,HI*TRACKautomaticallyshowstheMost
ConclusiveResultsandTestDateforeachinfantontherightsideof
thebrowsescreen.
Step4:Finishingscreeningrecords
Onceaninfanthaspassedthescreening,orhasbeendischargedfrom
thehospital,youmustfinishtherecord.HI*TRACKremovesfin
ishedrecordsfromthebrowsescreenandautomaticallyexportsthem
intoTrackingifTrackingisinstalledonthesamecomputer.IfTrack
ingisnotinstalledonthesamecomputer,HI*TRACKstoresthe
finishedrecord(asindicatedbythecounterontheactiveExportbut
ton)forexportintoTracking.Infantswhodidnotpassthe
screening,butwhoareavailableforadditionalscreening,should
notberemovedfromtheScreeningbrowselist.Leavinginfants
onthebrowselistletsanewshiftofscreenersseewhichinfantsto
screen,orscreenagain,priortodischarge.
Tofinishscreeningrecords.
click
TheScreeningbrowselistappears.
2. Individuallyselecteachinfantwhohaspassedthescreening,or
hasbeendischargedfromthehospital.
3. Confirmthatyouhavefinishedscreeningthe
infant.
4. ClicktheFinishbuttontoexporttheupdatedrecordto
Tracking.
? Note:Tokeepthebrowsescreenuptodate,finishallinfants
whohavepassedscreeningorwhohavebeendischarged.
HI*TRACKUsersGuide
Step5:Exportingfinishedscreeningrecords
Itisrecommendedthatyouexportyourrecordsweekly.Tominimize
errorandconfusion,itisalsorecommendedthattheProgramCoordi
natorordesignateddatamanagerhandlethedatamerge.
? Note:IftheScreeningTool/HI*TRACKareonthesame
computer,thisstepisnotapplicableandtheExportbuttonisnot
active.
Toexportcompletedinfantscreeningrecords:
click
TheScreeningBrowseListappears.TheExportbuttonwillbeactive
anddisplaythenumberofinfantrecordsreadyforexport.
2. ClicktheExport
button.
AlistoftheInfantRecordstobeexportedwillappear.Thislist
providestheopportunitytochecktherecords.Closethelistwhen
recordshavebeenchecked.
Ifyouexportdatamorethanonceontothesamediskettebefore
therecordsaremergedintoTracking,HI*TRACKappendsthe
subsequentrecordstothepreviouslyexporteddata.
Step6:Recallinginfantrecords
Thisfunctionisusefulifyouarefollowingatwostage(Inpatient/
Outpatient)screeningprotocol,andhaveinfantsreturningfor
Torecallcompletedinfantscreeningrecords:
click
TheScreeningbrowselistappears.
2. ClicktheRecallbutton.
3. UsingtheFindfeature;locatetheinfantyouwanttorecalland
clickonthename.
4
.
Selectthe
RecallInfant
button.ConfirmwhetheryouwanttorecalltheinfantforInpatientor
5. SelecttheClosebutton.
6. TherecalledchildnowappearsontheInfantstobeScreened
browselist.
HI*TRACKUser

sGuide
HI*TRACKUser

sGuide
ManagingScreeningandTrackingDat
a
Ifyouconfiguredyoursystemtodobothscreeningandtrackingon
thesamecomputer,theScreening,Tracking,andExitbuttonsare
active.Ifyouareusingyourcomputerfortrackingpurposesonly,the
TrackingandExitbuttonsareactive.
WhenyouclicktheTrackingbuttontheTrackingbrowsescreen
opens.TheTrackingbrowsescreeniswhereHI*TRACKstoresall
infantrecordsandthebasicdataissummarizedundercolumnhead
ings.Userfriendlyfiltersatthetopofthescreenallowyoutobrowse
thedatabaseinavarietyofways.Buttonsatthebottomofthescreen
allowyoutoadd,find,orworkwithindividualinfantrecords.
HI*TRACKUsersGuide
HI*TRACKOvervie
w
IntheHI*TRACKsoftware,nineiconsacrossthetopofthescreen
andthreebuttonsonthemainscreenprovideeasyaccesstothefre
quentlyusedfeaturessummarizedbelow.
Followingisadescriptionofeachofthebuttonsused
forHI*TRACK:
TheScreeningbuttonsaccessascreeningsoftware
modulewhereinfantdataandscreeningresultsarerecorded.
DataisthenexportedtotheTrackingmodule.
TheTrackingbuttonsopentheTrackingbrowse
screenwhereinfantrecordsarestored.
TheNotesbuttonopensabrowselistofall
infantswhohaveNotesintheirrecords.
TheLettersbuttonletsyoueditandprintletters
tomothers,alternatecaregivers,physicians,and/orEarly
Intervention(EI)serviceprograms.
TheReportsbuttonhelpsyouconductfollowup
andmonitorscreenerandoverallprogramperformance.
TheMergebuttonimportsinfantdemographicand
screeningdatafromscreeningsoftware.

The
Preferences
buttonletsyoucustomizethesoftwarebyaddingorediting
ProgramInformation.
TheUtilitiesbuttonletsyouimportorexport
ProgramInformation,backupdata,setsecurity
features,ortransferrecordstoaCentralHI*TRACK
database.
TheBackbuttonreturnsyoutoapreviouslyopened
screen.
HI*TRACKUser

sGuide
ClicktheTrackingbuttontoopentheTrackingbrowsescreen.The
filtersatthetopofthescreenletyoubrowsethedatabaseinavariety
ofways.Buttonsatthebottomofthescreenallowyoutoadd,find,
orworkwithindividualinfantrecords.
Followingisadescriptionofthebrowsescreenfilters:
Displayswitchescolumnheadingsandcontenttoshow
eithertheinfants:
1 MedicalID#orHI*TRACK#(assignedbythesoftwareas
infantsenterthedatabase).
2 BirthFacilityorScreeningSite
DOBRangedisplaysallrecordswithinaspecifiedtime
period.Thedefaultfortheendingdaterangeisalwaysthecurrent
date.
ResultFilterlimitstheinfantrecordsdisplayedbyscreening
ordiagnosticresults:
1 All
2 LossConfirmed
3 NotPassingInpatient
4 NotPassingOutpatient
HospitalFilterallowsausertoviewinfantsbornatAll
hospitals,BirthHospitalorinCentralModeScreeningSite.If
BirthHospitalorScreeningSiteisselected,theusercanthenselecta
specifichospitalfromthedropdownlist.
Followingisadescriptionofthefunctionbuttonsatthebottomofthe
browsescreen:
Newaddanewinfantrecordmanually.
Editeditaselectedrecord.
Deletedeleteanunwantedrecord.
Sortsortthedatabaseinvariousways.
Findfindaspecificinfant'srecord.
Printprintalistofrecordsonthebrowsescreen.
Shortcut:Doubleclickonaninfant'srecordtoopenandeditit.
Shortcut:Singleclickonacolumnheading*tosortthe
databasebyascendingordescendingorder.Clickthesame
headingagaintoreversethesortorder.(*ApplicabletoChild's
Name,MedicalID#/HI*TRACK#,andBirthdatecolumns.)
Typically,Trackingfeaturesareusedbyscreeningprogramsinthe
followingway:
Step1:MergingscreeningdataintoHI*TRACK.Thepersonhan
dlingtrackingtasksmergesthescreeningdataintoHI*TRACK.If
youareusingbothScreeningandTrackingonthesamecomputer,the
infant'srecordisautomaticallytransferredfromScreeninginto
Trackingwhentheuserfinishestherecord.Forallothersoftware
configurations,dataisdownloadedfromthescreeningequipmentto
diskette(ortoadesignatedlocationontheharddrive)whereitis
thenpickedupbyHI*TRACKduringthemergeprocess.
HI*TRACKUsersGuide
Step2:Updatinginfantrecords.
OntheTrackingbrowsescreen,usetheResultsFilterdropdown
menutoselect

NotPassingOutpa
tient

,thenclickonthe
Birthdate
columnheadingtosortrecordschronologically.Forinfantswho
referredfromoutpatientscreening,thepersonhandlingthetracking
shouldopeneachrecordandenteraDiagnosticRecommendation
andaDueDatebywhichitshouldbecompleted.Updateother
recordsasneeded.
Step3:Generatingletters.Thepersonhandlingthetrackingtasks
generateslettersthatcommunicatescreeningresultstoparents(or
preferredcontacts)andphysicians.RefertoHI*TRACKLetterson
page77formoreinformationongeneratingletters.
Step4:GeneratingNeedsOutpatientScreeningandNeedsDiag
nosticReminderreports.Asneeded,thepersonhandlingthetrack
ingtasksgeneratesaNeedsOutpatientScreeningandaNeeds
Diagnosticsreporttoreviewthestatusofinfantswhoneedfollowup.
RefertoHI*TRACKReportsonpage86formoreinformationon
generatingreports.
HI*TRACKUsersGuide
TrackingTask
s
Thissectiontakesyoustepbystepthrougheachofthetrackingtasks.
Step1:MergingScreeningDataintoTracking
IfyouareusingbothScreeningandTrackingonthesamecomputer,
HI*TRACKautomaticallytransferstheinfant'srecordfromScreen
ingintoTrackingwhenyouFinishtherecord.Forallother
softwareconfigurations,dataisdownloadedfromthescreening
equipmenttodiskette(ortoadesignatedlocationontheharddrive)
andthenmergedintoTrackingorScreening.Toexportscreening
data,refertoyourequipmentsoftwaredocumentationandtodata
entryandexporttipsinAppendixB:LinkingTrackingonpage
127.Tocompletethemerge,followthestepsbelow.
TomergescreeningdataintoTrackingorScreening:
OntheHI*TRACKmainscreen,click
FromtheMergeTypedropdownmenu,selectorverifythe
TheDataMergefieldsandinformationappears.
mergetype.
.
3. IntheDataFileLocationfield,makesurethatthecorrect
locationofthedataislisted.
TheMergeTypeandDataFileLocationdefaultscanbechangedon
thePreferences/MergeSettingstab.
4. Selectthemergedestination(Screeningor
Tracking).
5. ClicktheMerge
button.
HI*TRACKchecksthedataforerrorsandthencopiestheerrorfree
recordsintothedatabase.TheMergeLogdisplaysthenumberofnew
recordsmergedorexistingrecordsupdated.
Ifamergefilecontainserrors,HI*TRACKplacestheerroneous
recordsintheCorrectMergeErrorsfile.Thebrowsescreenmakesit
easytoviewandcorrectrecords.Youcannotmergeadditional
recordsfromanotherexportuntilallerroneousrecordshave
beencorrectedordeletedfromtheCorrectMergeErrorsfile.
Correctingmergeerrors
WhenyoumergescreeningdataintoHI*TRACK,occasionallyyou
geterrors.TheMergeerrormessageboxappearstoinformyouof
errors.Beforethedataissuccessfullymerged,youmustcorrectthese
errors.
Tocorrectmergingerrors:
1. OntheMergeerrormessagebox,clicktheYesbutton.
TheMergeErrorsbrowsescreenappears.
HI*TRACKUsersGuide
ViewthebrowsescreenMessage(orselectPrintErrorReport)
explainingwhyarecordcouldnotbemerged.Multiplelinesappearif
therearemultipleerrorswithinasinglerecord.
1 HighlightarecordandthenclicktheEditbuttontoopenitand
correcttheerrors(orclicktheDeletebuttontoremoveit).
2 Afteryoucorrect(ordelete)allrecords,clicktheAttemptRe
Mergebutton.
HI*TRACKcheckstherecords,thendisplaysanupdateof
successfullymergedrecords.
Ifyouwanttocorrecttheerrorslater:
1 OntheMergeerrormessagebox,clicktheNobutton.
2 Toreturntotheerrors,clicktheMergebuttononthe
HI*TRACKmainscreen.
TheDataMergescreenappears.
ClicktheCorrectMergeErrorsbutton.
HighlightarecordandthenclicktheEditbuttontoopenitand
correcttheerrors(orclicktheDeletebuttontoremoveit).
Afteryoucorrectordeleteallrecords,clicktheAttemptRe
Mergebutton.
HI*TRACKcheckstherecords,thendisplaysanupdateof
successfullymergedrecords.
Step2:UpdatingInfantRecords
Forinfantswhoarereferredfromscreening,thepersonhandlingthe
trackingshouldopeneachrecordandassignaDiagnosticRecom
mendationandaDueDate.Adateuponwhichtheassessmenthas
beenscheduledcanalsobeentered.
Withinaninfant'srecord,coloredfieldsindicatemandatorydata.
ClickonafieldorpresstheTabkey(tomoveforward)orpress
ShiftTab(tomovebackward)toaccessfieldsoneachofthesix
tabbedscreensdescribedbelow:
HI*TRACKUsersGuide
ChildInformationtab
TheChildInformationscreenincludesbasicidentification,demo
graphic,andscreeningoutcomedata.Formanydatafields,drop
downmenusofferpresetoptionsthatsavetimeandstandardizedata
entry.
Toupdateaninfantrecord:
1. On
the
2. SelecttheNotPassingOutpatientfilter,thenclickonthe
HI*TRA
Birthdatecolumnheadingtosortrecordschronologically.
3. CKmain
Highlighttheinfantrecordyouwanttoupdate.
4. screen,
ClicktheEditbuttonatthebottomofthe
screen.TheProgramInformationtabsappear.
click
5.
The
Select
Tracking
the
browse
Child
Informa
screen
tiontab.
appears.
The
Child
Informat
ion
screen
appears.
6. Ifyouneedtoaddnotes,clicktheNotesicon
7
.
Clickthe
InsertDate/Time
buttontoautomaticallydocumentwhenthenotewascreated.
8. Typeyournote.
9. ClicktheCloseNotesbutton,orclickonthecustomfieldbefore
closingNotes.
RedpromptsindicatethepresenceofNotes.
EnteringCustomfieldinformation
Note:Customfieldsareonlyavailableiftheuserhasdefinedthemon
thePreferenceCustomFieldstab.
10. IfyouneedtoaddCustomfielddata,clicktheCustomfields
icon
11. SelectaFieldandacorrespondingValuefromthedropdown
menus.
12. ClicktheAdd
button.
13. ClicktheCloseNotes
button.
AredcheckmarkappearsontheChildInformationscreenindicating
thepresenceofcustomfieldinformation.
TheMostConclusiveEarandHeadResults
FollowingistheMostConclusiveEarandHeadResultsscreen.
HI*TRACKautomaticallycalculatestheMostConclusiveEarand
HeadResults,anddisplaystheresultsontheChildInformation
screen.Clickthe
AllResults
buttontoreviewtheinfant'scompletescreeninghistoryorto
add/editresults.Underunusualcircum
stances,thecoordinatororaudiologistmayclickOverrideMost
ConclusiveResultfortheinfantandmanuallydesignatewhichleft
andrightearresultsshouldbeconsideredmostconclusiveatthe
inpa
tientandoutpatientlevels.
? Note:ClickingtheSavebuttoncompletestheeditingprocess
andreturnstheusertotheChildInformationscreen.
DxRecommendation
FollowingistheDxRecommendationscreen.
Forinfantswhodidnotpassthescreeningandrequirefollowup,on
theChildInformationscreen,clicktheAdd(orMore)button.Entera
DxRecommendation,theDueDatebywhichthatassessmentshould
becompletedand,whenavailable,theScheduledDateforthe
assessment.
HI*TRACKUsersGuide
Mother

sInformationtab
FollowingistheMothersInformationscreen.
TheMother'sInformationscreenincludesdemographicinformation
fortheMotherand/oralternateContact.Ifsomeoneotherthanthe
birthmother(e.g.,fosteroradoptiveparent)istheprimaryfollowup
contact,clicktheAddanotherContactbuttontorecordthatinforma
tion.OnlyoneindividualcanbedesignatedasthePreferredContact.
HI*TRACKautomaticallyaddressescorrespondencetotheindivid
ualselectedasthePreferredContact.LettersaregeneratedinEnglish
orSpanishasindicatedintheLanguagefield.
HI*TRACKUsersGuide
Riskindicatorstab
FollowingistheRiskIndicatorsscreen.
TheRiskIndicatorsscreenprovidesdropdownmenusfromwhich
youcanselectYes,NoorUnknownifspecificriskcriteriaare
present.Screeningprogramscandecideiftheywantriskindicatorsto
beidentifiedbasedontheoriginal1994JointCommitteeonInfant
Hearing(JCIH)listoronthemorerecentandconciselistformulated
in2000.
? Note:IfababyhasaICUdaysoralowbirthweightenteredon
theChildInformationScreen,thecorrespondingRiskIndicatorwillauto
maticallybecheckedasYes.
HI*TRACKUsersGuide
Diagnosticstab
FollowingistheDiagnosticsscreen.
UndertheDiagnosticstab,fourtabsfacilitatetheentryofassessment
results:
DiagnosticABR
OAE
Tympanometry
Behavioral
HI*TRACKUsersGuide
HearingStatustab
FollowingistheHearingStatusscreen.
UsetheHearingStatusscreentodocumentandconfirmthepresence
ofahearingloss,orofnormalhearing,foranyinfantreferredfor
diagnosticassessment.
FollowUptab
FollowingistheFollowUpscreen.
UsetheFollowUpscreentodocumentthetypeofAmplification
pro
videdtotheinfantandreferraltoEarlyIntervention(EI)services.If
youwantthesoftwaretogeneratealettertotheEIprogram,check
theSendReferralLettertoEIProgrambox.
Step3:GeneratingLetters
HI*TRACKmakesitsimpletogenerateLetterstoparents(orpre
ferredcontacts)andphysicians.RefertoHI*TRACKLetterson
page77formoreinformation.
Step4:GeneratingReminderreports
Togeneratealistofinfantswhoneedtobescheduledforoutpatient
screening,selecttheNeedOutpatientScreeningreminderreport.
Togeneratealistofinfantswhoneedfurtherevaluation,selectthe
NeedDiagnosticsreminderreport.
AfteryouenterHearingStatusresultsfortheinfanthe/shewillno
longerappearonthereport.SeeGeneratingaNeedDiagnostics
reportonpage93formoreinformationongeneratingreminder
reports.
HI*TRACKUsersGuide
TransferringDatatoaCentralDatabase
Ifyourhearingscreeningprogramissubmittinganencryptedcopyof
theHI*TRACKdatatoastateorregionalHI*TRACKdatabase,you
mustsetupyourTransferfeaturebeforemakingyourfirsttransfer.
ThissetupprocessrequiresaPublicKeyfileandaCentrally
assignedUniqueTransferIDforeachhospitalinyourdatabase
(providedbyyourCentralCoordinator).
Settingupthedatatransfer
TosetuptheTransferfeature:
1. OntheHI*TRACKmainscreen,click
2. SelecttheState/RegionalTransfertab.
ClicktheInstallbutton.AnInstallKeyfrom:dialogbox
appears.
EntertheinstallpathforyourPublicKeyfile(ifitisona
diskette,insertthedisketteinyourdiskdrive)andthenclicktheOK
button.
HI*TRACKUsersGuide
5
.
Verifythatyourhospitalorscreeningfacilitynameisdisplayed,or
selectthecorrectonefromthedropdownmenu.
? Note:IfthecorrecthospitalisnotlistedgotoPreferences>
generaltab>hospital/screeningsites>add>inputhospital
information>apply.Afterthepublickeyisinstalledyouwillneedto
repeattheaboveinformationtolocatefieldtoentertheUniqueTransfer
IDcodeassignedtoyourhospitalbythestatecoordinator.
6. ClicktheClosebutton.
Transferringdatafiles
Afteryoucompletetheinitialtransferdatasetup,transferfilesusing
thefollowingprocedure:
OntheHI*TRACKmainscreen,clickTheUtilitiestabsappear.
SelecttheState/RegionalTransfertab.
VerifyyourHospital,theExportpath,andwhetheryouare
transferringdatawithPersonalIdentifiers.
ClicktheStandardDataTransferbutton.
HI*TRACKUsersGuide
Thenumberofrecordsonthebuttonshowshowmanyrecordsare
transferred.(Onlyrecordswhichhavebeenaddedorupdatedsince
theprevioustransferaresentinasubsequenttransfer.)TheTransfer
Logopensautomaticallyindicatinghowmanyrecordswerecopiedto
thetransferfile.
? Note:Alltransferfilesarefullyencryptedtoprotect
patientconfidentiality.
CentralTransfermergeshavethreedistinctlevelsofmatching:Exact,
Shallow,andDeep.Rememberthatwhenacentralmergeismade
fromahospitalorclinicHI*TRACK,aUniqueID(UID)isaddedto
eachrecordtofacilitatematchingtheinfanttoexistingrecordsinthe
Centraldatabase.
ExactMatch:AninfantismatchedontheUniqueIDand
eitherMedicalID(MID)orDateofBirth(DOB).Ifeitherpairof
variables,UIDandMIDorUIDandDOB,matchthenewdatais
mergedwiththeexistinginfantsrecord.
ShallowMatch:AninfantismatchedonMIDandDOB
becausetherewasnoExactmatch
DeepMatch:AninfantismatchedonMothersFirstand
Lastname,Childsbirthweight,DOBandBirthOrderbecausethere
wasnoexactmatch.
HI*TRACKUsersGuide
MaintainingtheTrackingDatabase
Backingupdataisoneofthemostimportantelementsofgooddata
management.AlthoughtheHI*TRACKBackupfeatureisnota
substituteforapermanentbackupsystem,thisutilitydoesprovidea
quickandconvenientwayforyoutocopyinfantrecordsandcritical
programinformationtoadisketteorzipdrive.Ifyoudonothave
anotherbackupsystem,takeadvantageofthisfeaturetobackup
yourdataonatleastaweeklybasis.
Backingupdata
TobackupyourHI*TRACKdata:
click
2. SelecttheBackup/Restore
tab.
3. Verifythepathordestinationwhereyouwantyourback
upfileplaced.
Ifneeded,placeadisketteinthedrive.
4. ClicktheBackupData
button.
HI*TRACKUsersGuide
YourProgramInformationandinfantrecordswillbecompressed
(zipped)andcopiedtothedesignatedlocation.
Restoringdata
ToRestoreyourHI*TRACKdata:
1 OntheHI*TRACKmainscreen,clickTheUtilitiestabs
appear.
2 SelecttheBackup/Restoretab.
3 Verifythelocationofyourbackupfile.
4 ClicktheRestoreDatabutton.Yourdataisunzippedand
copiedintoyourHI*TRACKdatabase.
? Note:Usethisutilitywithcautionasitoverwritesyour
existingdatabase.
Exportingprograminformation
TheExportProgramInformationutilityexportsinformationtoafile
fortransferintoanotherinstallationorforotherscreeningmachine
software.
ToExportHI*TRACKProgramInfo:
clickTheUtilitiestabsappear.
HI*TRACKUsersGuide
2.
Selectthe
Import/ExportProgramInfo.
tab
.
3. IntheExportProgramInformationsection,enterthelocation
oftheinformationyouwishtoexport,orclickthearrowtobrowseforthe
file.Ifneeded,placeadisketteinthedrive.
4. ClicktheExportProgramInfotobutton.HI*TRACK
exportstheinformationtothedesignatedlocation.
Importingprograminformation
TheImportProgramInformationutilityimportsinformation(or
codes)fromafile.Usethisutilitywithcautionasitoverwritesyour
existingprograminformation.
ToImportHI*TRACKProgramInfo:
1 OntheHI*TRACKmainscreen,clickTheUtilitiestabsappear.
2 SelecttheImport/ExportProgramInfotab.
3 IntheImportProgramInformationsection,enterthelocation
fromwhichyouwishtoimportdata,orclickthearrowtobrowseforthe
file.
HI*TRACKUsersGuide
Ifneeded,placeadisketteinthedrive.
Ifyouwanttheinformationimportedastextfiles,checktheImport
astextfilesbox.
4. ClicktheImportProgramInfofrombutton.
HI*TRACKcopiestheinformationintoyourHI*TRACKdatabase
andoverwritesyourexistinginformation.
? Tip:Diskettesareeasilydamagedandarenotaverystable
mediumfordatastorage.Ifyouarebackingupregularlyusing
diskettes,itisagoodideatoalternatebetweentwodifferentdiskettes.
Thatwayyoualwayshaveaveryrecent,andaslightlyoldercopyof
yourdata.
HI*TRACKUsersGuide
Screening/TrackingDataEntryTip
s
*ForScreenersandProgramCoordinators*
DataentryshortcutsmakeenteringinformationintoScreeningor
Trackingquickandconvenient:
Openinganinfantsrecord
Toopenaninfant'srecord:
dependingonwhichrecordyouwishtoopen.
Thebrowselistappears.
2. Doubleclickthenameoftheinfantwhoserecordyouwishto
open.
Navigatingscreensandfields
Tomovebetweenscreens,selectthetabheadingorpressAlt
andthentheunderlinedletter.Forexample,Alt+Mopensthe
Mother'sInformationscreen;Alt+RopenstheRiskIndicator'sscreen.
Tomovethroughthedataentryfields,clickthefield,press
TabtomoveforwardorpressShift+Tabtomovebackward.
HI*TRACKUsersGuide
Enteringdates
Toenterdates:
1. Clickthecalendar
iconAcalendarappears.
2. Selectamonth,day,and
year.
Clicktheleftarrowtomovethecalendarmonthpagesbackwardand
therightarrowtomovepagesforward.Clickonthemonthtoselect
fromadropdownlistofmonthsandclickontheyeartogetupand
downarrowstomovethroughtheyears.
3. Clickthedayinthecalendarto
selectit.
4. ClicktheOK
button.
Enteringtimes
Toentertimes:
1. Clicktheclockicon
2
.
Fromthe
SelectHour
menu,selectthehour.
3. FromtheSelectMinutesmenu,selecttheminutes.
4. ClicktheOKbutton.
HI*TRACKUser

sGuide
Thetimemenusappear
.
Usingdropdownmenus
Dropdownmenusofferpresetoptionsthatsavetimeandstandardize
dataentry.Youcanalsotypeinthefirstletterofanoptiontoprompt
anautofill.Forexample,typemintheGenderfieldtoautofillit
withMale.Todeletethecontentsofafilleddropdownmenufield,
clickthefieldandpressthedeletekey.
Dataentryconventions
BecausethescreeningresultsenteredinScreeningareusedto
generatelettersandreportsinHI*TRACK,itisimportanttocomply
withthefollowingdataentryconventions.
InpatientResultOptions.Usetheseoptionsinanycombinationto
labeltheleftorrightearoutcomes(priortohospitaldischarge)
Passpasscriteria

met
Referpass criteria not met; refer for further
screeningorfollowupnecessary
CouldNotTestattemptatscreeningmade,butnotcompleted

Invalid

screeningcriteriaforvalidtestingnotmet
NotRequirednoattemptmadetorescreenanearthat
passedpreviously
Usethefollowingoptionsforlabelingbothearoutcomes
Missednoscreeningattemptmade
oneitherearbeforedischarge
Refusedparents refused
screening
Transferredinfanttransferredtoanotherfacilitypriorto
screening (A reminder will appear instructing you to use the
ScreeningSitedropdownmenutoselectthedestinationhospitalfor
thatinfant.)
Deceasedinfant
expired
OutpatientResultOptions.Usetheseoptionsinanycombinationto
labeltheleftorrightearoutcomes(posthospitaldischarge)
Passpasscriteria
met
Referpass criteria not met; refer for further
screeningorfollowupnecessary
CouldNotTestattemptatscreeningmade,butnotcompleted
Invalidscreeningcriteriaforvalidtestingnotmet
NotRequirednoattemptmadetorescreenanearthat
passedpreviously
Usethefollowingoptionsforlabelingbothearoutcomes
Scheduledscreening appointment
scheduled
Broken appointmentparent did not return for
scheduledappointment
Lost/Locateattemptstocontactparentsnotsuccessful,
butfollowupattemptsshouldbecontinued
Refusedparents refused
screening
NoScrn>DxnoOutpatientscreeningattemptedbecause
theinfantwasreferreddirectlyforaudiologicevaluation
Deceasedinfant
expired

FollowupDiscontinued

nofurtherattemptwillbemadetoconductfollowup(explainin
Notesifdesired)
HI*TRACKUsers
Guide
HI*TRACKUser

sGuide
HI*TRACKUser

sGuide
HI*TRACKLetter
s
LettersinHI*TRACKmakeiteasytocreateandgeneratelettersfor
Parents(orPreferredContacts)andphysicians.
Followingisalistanddescriptionofthelettersoptions:
Updatecreatesalistofletterswaitingtoprocess;thislistis
determinedbyscanningthedatabasetoverifyscreeningresults
matchingspecificcriteriaforselectedletters.
View/Generateallowsusertoviewthequeueandprintthe
lettersinthequeue.
History/Reprintopensabrowsescreenthatlistsallthe
lettersgeneratedtodateforallinfantsinthedatabaseandgivesthe
usertheabilitytoreprintaletterpreviouslysent.
Custom/Manualletsyoucreatecustomandmanualletters
usingtemplatesthatmeetthespecificneedsofyourprogram.
EditTemplatesletsyoueditthetextandtemplatesfor
standardletters.
EditCoordinatorsInformationletsyouaddprogram
coordinatornameandtitleasyouwantthemtoappearoneachletter
thatyourscreeningprogramsendsout.
Optionsletsyousetoptionsforyourletterssuchaswho
shouldreceivealetter,startdate,marginsandifthelettersaretobe
generatedbyHI*TRACKorMicrosoftWord.
HI*TRACKUsersGuide
GeneratingLetter
s
HI*TRACKmakesitsimpletogenerateLetterstoParents(or
PreferredContacts)andphysicians.
GeneratingstandardlettersinHI*TRACK
Togeneratestandardletters:
clickTheLettersbuttonsappear.
2. ClicktheUpdate
button.
HI*TRACKreviewsyourLetterOptions(setinPreferences)and
searchesfornewInpatientResults,OutpatientResults,orDiagnostic
Recommendationsaddedsincethelasttimeletterswereprinted.A
LettersToBeGeneratedbrowselistappears.
3. Reviewthelistoflettersyouwantprintedandthesortoption
selected.
Ifyoudonotwanttoprocessaspecificletter,clickintheGenerate?
columnoftheinfant'sentry,thenclickthedownarrowtochangethe
Y(es)toN(o).
4. ClicktheGenerateLetters
button. Ifyouwanttoprocessonlyoneindividualletter,highlightthat
entryandthenclickGenerateIndividualLetter.Theletter
appearsonthescreen.Toprinttheletter,clicktheprinter
icon.
Toprocessalloftheletterslisted,clicktheGenerateLettersbut
ton.Theletterswillappearonthescreen.Toprinttheletter,clickthe
printericon.
Ifyouwanttoeditanindividualletter,highlightthatentryand
thenclickModifyIndividualLetter.Theletterappearson
thescreen.Edittheletter,thenclickSave.
HI*TRACKUsersGuide
IfSpanishwasselectedasthePreferredContact'sLanguageinan
infant'srecord,HI*TRACKautomaticallyprintsthelettertothe
mother/preferredcontactinSpanish.
GeneratingstandardlettersinMicrosoftWord
? Note:TosetletterstobegeneratedinMicrosoftWordsee
LetterOptionsonpage28ofthismanual.
Togeneratestandardletters:
click
TheLettersbuttonsappear.
2. ClicktheUpdate
button.
HI*TRACKreviewsyourLetterOptions(setinPreferences)and
searchesfornewInpatientResults,OutpatientResults,orDiagnostic
Recommendationsaddedsincethelasttimeletterswereprinted.A
LettersToBeGeneratedbrowselistappears.
3. Reviewthelistoflettersyouwant
printed.
HI*TRACKUsersGuide
Ifyoudonotwanttoprocessaspecificletter,clickinthePrint?
col
umnoftheinfant'sentry,thenclickthedownarrowtochangethe
Y(es)toN(o).
4. ClicktheGenerateLettersbutton.
ThelettersappearinMicrosoftWordwheretheycanbe
editedand/orprinted.Toprinttheletter,clicktheprintericon.
IfSpanishwasselectedasthePreferredContact'sLanguageinan
infant'srecord,HI*TRACKautomaticallyprintsthelettertothe
mother/preferredcontactinSpanish.
? Note:TheletterscreatedwillbesavedasafileinC:/Program
Files/NCHAM/HiTrack35/LettersforEnterpriseEditionandC:/Pro
gramFiles/HiTrack/LettersforDesktopEdition.Thefileswillbenamed
likethefollowingLettersGenerated123200491344AM.doc.Letters
canbereprintedfromapastdate(fullfileorindividualletter)by
locatingthesefilesandprintingfromthere.
EditinglettertemplatesinHI*TRACK
HI*TRACKprovidesseveralletterformatsthataddressspecific
needs.However,youmightwanttochangespecificletterstobetter
addressaparticularsituation.
Toeditlettertemplates:
2. ClicktheEditLetterTemplatesbutton.
HI*TRACKUsersGuide
Thelettertemplatesappear
.
3. FromtheLetterTypedropdownmenu,selecttheletter
templateyouwishtoedit.
Theselectedtemplateappears.
4. Makethenecessarychangestothe
text.
Youcanalsoinsertdatafieldsintotheletter.IntheDataFieldlist,
highlightadatafieldandthenclicktheInsertDataFieldbutton.
5. ClicktheSavebuttontosavethechanges.Amessage
appearsinformingyouthattheletterhasbeensaved.
6. ClicktheOKbuttononthe
message.
7. ClicktheClosebuttontoreturntotheLetters
buttons.
EditinglettertemplatesinMicrosoftWord
HI*TRACKprovidesseveralletterformatsthataddressspecific
needs.However,youmightwanttochangespecificletterstobetter
addressaparticularsituation.
Toeditlettertemplates:
HI*TRACKUsersGuide
2. ClicktheEditTemplates
button.Thelettertemplatesappear.
3. FromtheLetterTypedropdownmenu,selecttheletter
templateyouwishtoedit.
TheselectedtemplateappearsinMicrosoftWordwithHI*TRACK
Letterscodesintheforeground.
4. Makethenecessarychangestothe
text.
Youcanalsoinsertdatafieldsintotheletter.IntheDataFieldlist,
highlightadatafieldandthenclicktheInsertDataFieldbutton.
5. ClicktheSavebuttontosavethechanges.Amessage
appearsinformingyouthattheletterhasbeensaved.
6. ClicktheOKbuttononthe
message.
7. ClicktheClosebuttontoreturntotheLettersSelection
box.
ClicktheHistory/Reprintbutton.
Abrowsescreenoflettersgeneratedtodateforallinfantsinthe
databaseappears.
Toreprintalettersentpreviously,clickonthebabysnamewiththe
letterneededandthenclickontheToggleReSendLetterbuttonto
addbacktotheletterqueue.
ThereisalsoanoptiontoReSendbyGeneratedonRange.The
userselectsastartingandendingdateforletterssentandallletters
sentwithinthatdaterangewillbeaddedbacktotheletterqueue.
EnterpriseEditionalsohastheabilitytoselectCheck/ViewEdits
whichwillallowtheusertocheckandseeifalettersentforababy
wasmodifiedbeforeitwasgenerated.
CreatingaCustomletter
TocreateaCustomletter:
2. ClicktheEditTemplates
button.
Viewingletterhistory
Toviewahistoryoflettersyouhavesentortoregeneratelettersyou
havesent:
HI*TRACKUsersGuide
3. FromtheLetterTypedropdownlist,selectaMother's(or
Physician's)CustomLettertemplate.
Theselectedletterstextappearsinthetextwindow.Deletethe
sampletextinthetextwindow.
4. Typeanopeningsalutation,thetextofletter,andclosing
regards.
Youcanalsoinsertdatafieldsintotheletter.Placeyourcursoratthe
pointintheletterwhereyouwantadatafieldinserted.Theninthe
datafieldlist,highlightanentry,andclicktheInsertDataField
button.
5. ClicktheSave
button.
HI*TRACKUser

sGuide
Thefollowingscreenappears
:
GeneratingaCustomletter
TogenerateaCustomletterortomanuallyforcesendanyletter:
2. ClicktheCustom/Manualbutton.
3
.
Fromthe
SelectLetterstoGenerate
dropdownmenu,selectthelet
teryouwanttogenerate.
6
.
C
li
c
k
t
h
e
G
e
n
e
r
a
t
e
L
e
t
t
e
r
s
4. IntheSelectInfantstoGenerateforlist,selecttheinfant's
b
nameforwhomyouwanttogeneratealetter.
u
5. tt ClicktheAddtoListbutton.Repeatsteps35forallinfantsfor
whomyouwanttogenerateletters.
o
n
.
T
h
e
7. ClicktheappropriatebuttontoeitherGenerateorModifyletters.
l
e
8. tt Followthepromptstogenerateandprinttheletter(s).
e
r
s
b
r
o
w
s
e
s
c
r
e
e
n
a
p
p
e
a
r
s
.
HI*TRACKUser

sGuide
Thefollowingscreenappears
:
? Note:Ifrequestedletterhasalreadybeengenerated,itwill
notregenerateincustomletters.Youmustgeneratepreviouslygener
atedlettersinViewLetterHistory.
HI*TRACKUsersGuide
HI*TRACKReport
s
HelpfulreportsinHI*TRACKmakeiteasytomonitoroverallpro
gramperformanceandtrackinfantswhodonotpassthescreeningto
ensurethattheyreceivetheproperfollowupcare.
TheHI*TRACKReportsarecategorizedunderfourmajorheadings:
ResultReportsprovideslistingsofallinfantsbornor
screenedduringaspecifieddaterangeandtheirScreening,
Diagnostic,orHearingStatusoutcomes.
ProgramSummaryprovidessummarizeddatafor
monitoringindividualscreenerandoverallprogramperformance.
Remindersprovidesaticklerlistofinfantswhoneedto
returnforOutpatientScreeningorDiagnosticfollowup.
UserDefinedReportsprovidesamechanismforquerying
thedatabasetocreatecustomizedreportsonvariablesofinterest.
TheSelectReportscreenappears
HI*TRACKUsersGuide
GeneratingReport
s
FollowingisadetaileddescriptionoftheHI*TRACKreportsand
howtogeneratethem.
? Note:Formostreports,aSelectionCriteriascreenallowsyou
tospecifywhichsubsetofinfantsinyourdatabaseyouwanttoinclude
inthereportandtheorderinwhichtheyarelisted.
ResultReports
InpatientScreeningResults.Listsinfantswithinthespecified
SelectionCriteriarangeandinfantscreeningoutcomes.Youcancre
ateaconciselistingofinfantsincludingonlyname,medicalrecord
number,dateofbirthandscreeningresults,oramorecomprehensive
reportincludingcontactinformation.Thefinalpageofthereportpro
videssummaryoutcomecountsonthenumberofOAE/ABR
screeningsperformed.ReportCriteria:Infantswithinpatientresults
foreithertheleftorrightear.
OutpatientScreeningResults.SimilartotheInpatientScreening
Resultsreportinformat,thisreportlistsallinfantsthatfallwithinthe
userdefinedSelectionCriteriarangewhohaveOutpatientresults.
SummaryoutcomeOAE/ABRtotalsarealsoprovided.ReportCri
teria:Infantswithoutpatientresultsforeithertheleftorrightear.
MedicalRecordLabels.Prints4"x2"labels(suchasAvery8163)
forallinfantswhowerescreenedduringthespecifiedtimeperiod.
TheSelectionCriteriascreenremembersthedaterangeusedmost
recentlytoprintlabels.Bynotingthepreviousendingdaterange,you
caneasilydeterminehowtoseteachsubsequentrangesothatlabels
areprintedforallinfantsscreenedsincethelastsetoflabelswere
generated.
RiskIndicators.Listsinfantswhohavespecificriskindicators
presentintheirrecords.ReportCriteria:InfantswithYesinany
riskindicatorandwithoutNoneorNointheOtherRiskIndicator
Field.
HI*TRACKUsersGuide
IndividualDiagnosticResults.
Presentsscreeninganddiagnosticoutcomesforselectedinfants.To
generateareport,selectaninfant'snameonthebrowsescreen,click
thearrowonthelefttotogglefromNtoYandclickonPrintReport
whichwillgeneratethereport.Thereportmaythenbeprintedby
clickingontheprintericoninthetoplefthandcornerofthereport.
ChildrenIdentifiedwithHearingLoss.ListsinfantswhoseTypeof
LosshasbeenConfirmedontheHearingStatuspageoftheinfant's
record.ReportCriteria:InfantswithahearingstatusofeitherCon
firmedloss,orInProcess.HearingStatusisdeterminedby:The
degrees,typesandconfirmationfromtheMostConclusiveAudio
gramappliedtothisthreestepformula:1)Ifoneearisconfirmed
normalandtheotherearstypeisblankorIfbothearsareconfirmed
normalorIfSoundFieldisconfirmednormalandbotheartypesare
blankandnotconfirmedthenConfirmedNormalotherwise...2)If
eitherearhasatypeoflossthatisconfirmedorIfSoundFieldis
confirmedandhasaspecifiedDegreeandbotheartypesareblank
thenConfirmedLossotherwise...3)Ifsometypeisspecified(Left,
RightorSoundField)thenInProcessotherwise...nohearingstatus.
PhysiciansReport.Providesanalternativetoprintingindividual
letterstoinformphysiciansofscreeningresults.Thereportcanbe
generatedforallphysiciansorforonlythosewhowishtoreceive
informationinthisformat.Ifnopatientsofaparticularphysician
werescreenedduringtheselecteddaterange,noreportisgenerated
forthatphysician.ReportCriteria:Generatesreportsbasedon
Physician.
ProgramSummaryReports
FlowChart.Providesaconciseonepagesummaryofthetotalnum
berofbirths,thenumbersandpercentagesofinfantswhopassed,
werereferred,werenotscreened,thenumberofchildrenundergoing
specifictypesofdiagnosticassessment,andthenumberfoundto
haveconfirmedhearingloss.ReportCriteria:NumbersofInfants
ontheflowchartareintendedtofollowaflowthroughatwostage
screeningprotocol.Thestartingdecisionpointiswhereornotthe
infantreceivedaninpatientscreen.Inthemiddlesection,outpatient
resultsoftheinfantswhodidnotcompleteinpatientscreeningareon
therightandinfantswhoreferredattheinpatientlevelareontheleft.
HI*TRACKUsersGuide
Thelowersectionincludes:
TotalRecommendedforEvaluation:
Infantswhoreferredattheoutpatientlevel,whoweremarked

NoScrn>Dx

orwerecountedthroughAtypicalDx*.Thisnumberisdividedinto
foursubsections:
NormalHearing
:Infantswhohave

ConfirmedNormal

Hearing.
NotEvaluated
:InfantswhohaveaDiagnosticRecommendation(mostrecent)of
FollowUpDiscontin
ued(NoFollowUp)/Lost/Locate/Refused.
Evaluationinprocess
:Infantswhodonotyethaveaconfirmedhearingstatusdividedby
theircurrentDiagnosticRecommendation.(

InProcess

).
Con
firmedLoss
:InfantswithaConfirmedLoss.Otherimportantitemstonote:
AtypicalDx
:InfantswhohaveaDxRec,orhearingstatusthatdidNOTfollow
theregularpath.
ReferredwithoutaDxRec
:InfantswithoutaDiagnosticRecommendationwhohaveeither:Out
patientRefer/Outpatient

NoScrn>Dx

/orhaveanonconfirmedHearingStatus(

InProcess

).
UnspecifiedTypeofLoss
:InfantswithonlySoundFieldHearingStatusarecountedhere.
ScreenerProfile.Providestotals,byscreener,onthenumberofears
tested,thenumbersandpercentagesofpassesandrefers,andthe
numberoftestsnotcompletedforotherreasons.ReportCriteria:
Countsindividualearresultsperhospital,perscreenerandreports
percentagesforPass,Refer,InconclusiveandOtherresults.
ReminderReports
NeedOutpatientScreening.Presentsaticklerlistofinfantswhodid
notpasstheInpatientscreening(withtheexceptionofthosedeceased
ornolongerbeingfollowed).Whensettingadaterange,youshould
enterascreeningorbirthdaterangeatleast90daysinthepastasthe
beginningdate,andtodaysdateastheendingdate.Ifyouneedto
trackinfantsbornorscreenedpriortothisrange,simplyenteranear
lierstartdate.OncedefinitiveOutpatientresultshavebeenentered,
aninfantwillnolongerbelistedinthisreport.ReportCriteria:
InfantsthatdonothaveanInpatientheadresultof:PassorDeceased
orFollowupDiscontinuedorEmptyanddonothaveanoutpatient
headresultof:PassorReferorDeceasedorFollowupDiscontinued
orNoscrn>Dx.
HI*TRACKUsersGuide
NeedDiagnostics.
Presentsaticklerlistofinfantswhodidnotpassthescreeningand/or
whohavehadaDxRecommendationenteredintheirrecord(entered
ontheChildInformationscreen).Whensettingadaterange,you
shouldenterascreeningorbirthdateatleast69monthsinthepast
asthebeginningdate,andtoday'sdateastheend
ingdate.Ifyouneedtotrackinfantsbornorscreenedpriortothis
range,simplyenteranearlierstartdate.Infantsareautomaticallycat
egorizedinthereportbasedonthemostrecentDiagnostic
Recommendation.Generallyyoushouldgeneratethereportwith
ContactInformation.
ReportCriteria
:Infantswithdiagnosticrec
ommendationsof:NeedsDxabr
or
NeedsBehavioral
or
FitHearingAid
or
Locate/lost
or
Medicalfollowup
or
NeedsOae
or
MonitorRisks
or
OutpatientHeadResultof:Refer
or

NoScrn>Dx

and
Hearingstatusis
NOT
:

ConfirmedLoss

or

ConfirmedNormal

and
neitherinpatientnoroutpatientheadresultis

Deceased

.
Ifyouneedalistofonlythoseinfantswhoshouldreturnforan
evaluationinanupcomingmonth,usetheDueDateSelection
Criteriontogeneratethereport.Forexample,ifyouwishtosee
whichinfantsneedtoreceiveaBehavioralevaluationinan
upcomingmonth,youcouldentertheappropriatestartandenddates
intheDueDaterangeandremovecheckmarksfromother
categoriestocreatethetargetedlisting.
UserDefinedReports
Theuserdefinedreportsfeatureprovidesawaytocreatecustomized
reports.Forexample,ifyouwishtoselectinfantswhowerepartofa
multiplebirthandwhowerereferredfromscreeningonbothears.
HI*TRACKUsersGuide
Enteringsearchcriteria
Following is a selection criteria screen and a description of the
criteriaoptions.
Selectarangecriteriaandenterbeginningandendingpoints
fortherange.
Selectinfantsbyfacilityornursery.Ifleftblank,thereport
includesallinfants.
SelectinfantsscreenedwithOAEtechnology,withABR
technology,withbothOAE&ABR,orAllInfants.
Selectwhetherthereportshouldincludeinfantcontact
information.
Sortinfantsappearinginthereportforeasyviewing.
Selectinfantswithanyscreeningoutcomes,oronlythose
withspecificoutcomes.Ifaninfantsrecordhasmultiplescreening
results,onlytheMostConclusiveareusedingeneratingreports.
Frequentlyusedreports
Followingarethemostfrequentlyusedreportsanddetailedstepsfor
generatingthem.SeeAppendixB:LinkingTrackingonpage127
forexamplesofthesereports.
HI*TRACKUsersGuide
GeneratingaNeedDiagnosticsreport
The Need Diagnostics report helps you conduct followup by
generatingalistofinfantswhoarereferredfromscreening.
Togenerateareportforinfantswhoneedadiagnosticfollowup:
clickTheSelectReportscreenappears.
2. ClicktheReminders
button.
3. HighlightNeedDiagnosticsandthenclicktheSelect
button.TheSelectionCriteriascreenappears.
4. SelecttherangeinwhichyouwantHI*TRACKtocreatethe
report.
Forexample,birthdate,screeningdateorHI*TRACKID#.
5. EnteradaterangeorrangeofIDnumbers,dependingonthe
optionyouselected.
Youshouldenteradate69monthsinthepastasthebeginningdate
andthecurrentdateastheendingdate.Settingawidedaterange
ensuresthatallinfantswhoneedtoreturnforassessmentarelistedon
thereport.
HI*TRACKUsersGuide
Youcanalsonarrowthesearchbyselectingothersearchcriteriasuch
asbirthfacility,screeningsite,etc.
1 SelectwhetheryouwanttoincludeContactinformationby
clickingYesorNo.
2 ClicktheGenerateReportbutton.HI*TRACKgeneratesthe
report.
Generatingascreeningprogramperformancereport
HI*TRACKhelpsyoumonitorprogramperformance.TheFlow
Chartprovidesaconcise,onepagesummaryofthetotalnumberof
births,thenumbersandpercentagesofinfantswhopassedthe
screening,werenotscreened,orwerereferredforfollowup,the
numberundergoingspecifictypesofdiagnosticassessment,andthe
numberfoundtohaveconfirmedhearingloss.
TogenerateaFlowChartprogramperformancereport:
2. ClicktheProgramSummary
button.
3. HighlightFlowChartandthenclick
theSelectbutton.TheSelectionCriteria
screenappears.
TheSelectionCriteriascreenletsyouspecifywhichsubsetofinfants
inyourdatabaseyouwanttoincludeinthereport,andtheorderin
whichtheyarelisted.
4. Selectthesearchcriteria(typicallybirthdate)youwant
astheparametersforyourreport.
5. Selectadditionalselection
criteria.
6. ClicktheGenerateReportbutton.HI*TRACK
generatesyourscreeningresultsreport.
?

Note:Ifyouwishtoincludeonlyinfantswhowerescreenedatyour
hospital(excludinginfantstransferredtoanotherfacility),selectyour
screeningsitefromthedropdownmenu.
Generatingascreenerperformancereport
HI*TRACKreportsletsyoumonitorindividualscreenerperfor
mance.Thescreenerperformancereportgeneratestotals,byscreener,
onthenumberofearstested,thenumbersandpercentagesof
passesandrefersandthenumberoftestsnotcompleted.
Togenerateascreenerperformancereport:
OntheHI*TRACKmainscreen,clickTheSelectReport
screenappears.
ClicktheProgramSummarybutton.
HighlightScreenerProfileandthenclicktheSelectbutton.
HI*TRACKUsersGuide
TheSelectionCriteriascreenappears
.
TheSelectionCriteriascreenletsyouspecifywhichsubsetofinfants
inyourdatabaseyouwanttoincludeinthereport,andtheorderin
whichtheyarelisted.
1 Enteradaterange(generallybybirthorscreeningdate)
astheparametersforyourreport.
2 Enteradditionalselectioncriteria.
3 ClicktheGenerateReportbutton.HI*TRACKgenerates
yourscreenerperformancereport.
Generatingascreeningresultsreport
HI*TRACKreportsletsyougeneratealistingofinfantsandtheir
inpatientoroutpatientscreeningresults.
Togeneratealistingofinfantsandtheirscreeningresults:
2. ClicktheResultReports
button.
3. HighlighteitherInpatientScreeningResultsorOutpatient
ScreeningResultsandthenclicktheSelectbutton.
4. Selectasearchtype(generallybyscreeningdateorbirthdate)
andenteradaterange.
Youcanalsoincludeanystatusoronlyinfantswhohaveoneormore
typesofscreeningoutcomes(Missed,Transferred,etc.).
5. Selectadditionalcriteriaandindicatehowyouwanttosort
infantsincludedonthelist.
6. ClicktheGenerateReport
button.
HI*TRACKUser

sGuide
TheSelectionCriteriascreenappears
.
HI*TRACKgeneratesyourscreeningresultsreport.
Creating/Usinggroups
Ifyouaremanagingdataformorethanonebirthhospitalorscreen
ingfacilityorifyouhavemultiplenurserylevelswithinyourfacility,
youmaywanttogroupdataforanalyses.Forexample,youmight
wanttolookatcombinedresultsforallruralhospitalsorallspecial
carenurseries.
Creatinganewgroup
Tocreategroupsforreportsonbirthfacilities,screeningsites,and
nurserylevels:
HI*TRACKUsersGuide
1
.
.TheSelectReport
screenappears.
1 ClicktheDefineCombinationsbutton.
2 SelecttheHospitals/ScreeningSitesorNurseryLevelstab.
3 ClicktheAddbutton.TheNewGroupdialog
boxappears.
4 Inthetextfield,enterthenameofyourgroup.
5 ClicktheOKbutton.
TheNewGroupnameappearsabovethelowerleftfieldonthe
screen.
HI*TRACKUsersGuide
AddmemberstoyourgroupbyselectinganentryfromtheAvailable
Itemslistandclicking
RemovemembersbyselectinganentryfromtheGroupContentslist
andclicking
7. WhenyoufinishcreatingtheGroup,clicktheSavebutton.
Generatingagroupreport
Ifyoucreatedgroupreportstomanagedataformorethanone
hospitalorscreeningfacility,ormultiplenurserylevelswithinyour
facility,youcangeneratereportsforthosegroups.
Togenerateagroupreport:
2. SelectanyreportinthelistandclicktheSelectbuttontoopena
reportSelectionCriteriascreen.
3. Fromthedropdownmenu,selectthegroupyou
want.
4. EnteradditionalSelection
Criteria.
LeavetheBirthFacility,ScreeningSiteandNurserydropdown
menusblanktoincludeinfantsfromalllocations.
button.
Note:ToselectagroupfromthedropdownmenuinDesktop
Edition,theUseGroupsboxwillneedtobechecked.
HI*TRACKUsersGuide
Creatinguserdefinedreports
Theuserdefinedreportsfeatureprovidesawaytocreatecustomized
reports.Forexample,youwishtoselectinfantswhowerepartofa
multiplebirthandwhowerereferredfromscreeningonbothears.In
additiontotheinfant'sName,MedicalID,andBirthDate(standard
information),youalsowanttoseeResults,BirthOrder,andGender.
TocreateaUserDefinedreport:
1 OntheHI*TRACKmainscreen,click
TheSelectReportscreenappears.
2 ClicktheUserDefinedReportsbutton.
3 ClicktheNewbutton.Theuserdefined
reportstabsappear.
4. SelecttheColumnDefinitionstab.
OntheColumnDefinitionstab,notethattheChild'sName,Medical
ID,andBirthDatehavebeenpreselectedasvariablesthatarecom
monlyusedinreports.
5. Selectanumberedfield,toeditacolumnContentitem.
HI*TRACKUsersGuide
TheEditandClearbuttonsappeartotherightoftheselectedfield.
1 ClicktheEditbutton.TheSelectFieldlistappears.
2 Fromthelist,selectafieldforinclusionfromthelistonthe
right(BirthOrder,Results,Gender),thenclicktheOKbutton.
TheselectedfieldisaddedtotheContentlistandappearsinthe
report.
TodeleteacolumnContentitem,selecttheitem,thenclicktheClear
button.
HI*TRACKUsersGuide
8.
Selectthe
SelectionCriteria
tab
.
9. OntheSelectionCriteriascreen,designatethecriteriabywhich
youwishtoincludeinfantsfromthedatabaseinthereport.
10. Selectarangeoptionandenterbeginningandendpoints.Enter
othercriteriaasnecessary.
11. IntheCustomCriteriasection,clickaboxtoactivatedrop
downmenus.
12. FromthedropdownmenusselectaType,Variableandan
Operation,andenteraValue(forexample,BirthOrderNotEqual
Single;LeftEar(IN)EqualsRefer;RightEar(IN)EqualsRefer).
? Note:YoucanenteruptothreeCustomCriteria.Typeiseither
StandardorCustomfield,Variableisthefieldofinterest,Operationis
thestandardforyourfieldofinterest,andValueistheparticularsubset
ofyourvariableofinterestyouwishtoincludeinthereport.
HI*TRACKUsersGuide
13.
Selectthe
Sorting
tab
.
14. OntheSortingscreen,usethedropdownmenustoselectthe
orderinwhichinfantsappearinthereport(BirthOrder,Child'sname).
15. IntheReporttitlefieldatthebottomofthescreen,entera
ReportName,andthenclicktheSavebutton.Oncesaved,thereport
namewillappearasareportnameunderUserDefinedReports.
16. Toprocessthereport,clicktheGenerateReport
button.
Onceyoucreateandsaveareport,youcanusethatreportagainat
anytime,ormodifyitandsaveitunderadifferentname.Toprintthe
report,clicktheprinticononyourtaskbar.
Modifyinguserdefinedreports
TomodifyanexistingUserDefinedreport:
1 OntheHI*TRACKmainscreen,clickTheSelectReportsscreen
appears.
2 ClicktheUserDefinedReportsbutton.
3 IntheUSERDEFINEDlist,highlightthereportyouwantto
modify,andthenclicktheSelectbutton.
4 SelecttheColumnDefinitionstabandmodifyitemsas
necessary.
HI*TRACKUsersGuide
Toedit/addacolumnContentitem,selectanynumberedfield,click
theEditbuttontotheright,selectafieldforinclusionfromtheliston
theright,thenclicktheOKbutton.Theselectedfieldisaddedtothe
Contentlistandappearsinthereport.
TodeleteacolumnContentitem,clickontheitem,thenclickClear.
SelecttheSelectionCriteriatabandmodifytheoptionsas
necessary.(LeftEar(IN)EqualsTransferred,RightEar(IN)Equals
Transferred).
SelecttheSortingtabandmodifyscreenoptionsasnecessary.
Atthebottomofthescreen,enteranewReportNameandthen
clicktheSavebutton.
Toprocessthereport,clicktheGenerateReportbutton.
Deletinguserdefinedreports
Todeleteauserdefinedreport:
OntheHI*TRACKmainscreen,clickTheSelectReports
screenappears.
ClicktheUserDefinedReportsbutton.
IntheUSERDEFINEDlist,highlightthereportyouwantto
delete.
ClicktheDeletebutton,andHI*TRACKdeletestheuser
definedreport.
HI*TRACKUsersGuide
HI*TRACKUtilitie
s
HI*TRACKUtilitiesprovidesyouwithseveraltoolsthatmakeit
easiertomaintainyourdatabase.
Followingisalistanddescriptionofeachofthe
HI*TRACKUtilities:
State/RegionalTransfertransfersinformationtoaState/
Regionalcoordinatorandinstallsyourencryptionkey.Typically,
State/RegionaltransferisperformedbytheCentralProgram
Coordinator.
Import/ExportProgramInfoimports/exportsyour
programinformationfrom/toanotherinstallation.
Backup/Restorebacksupandrestoresyourprogramdata
toafloppydiskornetworkdrive.Typically,backupandrestoreis
performedaspartoftracking.
Securityletsyouenabledifferentlevelsofpassword
securityforyourusers.Typically,usersecurityissetduring
Preferences.
AdvancedToolsprovidesadvancedtoolsfor
administeringyourdatabase.
HI*TRACKUsersGuide
UsingUtilitie
s
HI*TRACKprovidesyouwithseveraldatabaseutilitiesthathelpyou
maintainyourdata.WhenyouselecttheUtilitiesbutton,youwillsee
thefollowingfivetaboptions.
State/RegionalTransfer
Typically,thistaskisperformedbyaCentralprogramcoordinator.
SeeTransferringDatatoaCentralDatabaseonpage65formore
information.
Import/ExportProgramInfo
Typically,Import/ExportPrograminfoisperformedaspartof
keepingyourscreeningProgramInformationsynchronizedwiththe
TrackingProgramInformation.SeeMaintainingtheTracking
Databaseonpage68formoreinformation.
Backup/Restore
Typically,backupisperformedasaregularpartofmaintainingthe
trackingdatabase.Datawhichhasbeenbackedupcaneasilybe
restoredifacomputer'sharddrivefailsoriftheuserneedstomove
theHI*TRACKdatabasetoadifferentcomputer.SeeBackingup
dataonpage68andRestoringdataonpage69formore
information.
Security
Typically,usersecurityissetduringPreferences.SeeSecurityon
page34formoreinformation.
UsingAdvancedTools
Severaltoolshelpyouadministeryourdatabase.Followingisalistof
thedatabasetoolsandadescriptionofeach.
HI*TRACKUsersGuide
UtilitiesDatabaseTools:
Check/FixUnknowncodes.Showsallmismatchedcodesinthe
database.Forexample,aninfantrecordhasacodeforacertain
hospital,butifthatcodedoesnotexistasahospital,thaterrorwillbe
shownonthereport.(Thecodemismatchcanalsooccurwithscreen
ers,hospitals,races,languages,etc.).Mismatchescanoccurduringa
datamergeorwhenprograminformationisimported.
CheckforUniqueMedicalID's.Searchesforinfantsinthesystem
thathavethesameMedicalID'swhichletsyoueliminateduplicateor
incorrectrecords.
RecalculateResults/DataCleanup.RefreshestheMostConclusive
Results,(includingEarResults,HeadResultsandHearingStatus)for
eachinfantintheentiredatabase.Basicdataintegrityisalsoverified.
Generally,thisfunctionrunsautomaticallyforeachinfantwhen
resultsaremergedormodified,butprogramcoordinatorsmaywant
torunthisfunctionthemselves.
ProbableDuplicateRecords.Showsrecordsthatmayrepresent
duplicateentriesonthesameinfant.
ConvertExistingDOSdatabase.ConvertsHI*TRACKDOS
databasetoaHI*TRACKWindowsdatabase.Theoriginaldatais
notchanged.
RemakeExport.RemakesthelastexportfromScreening
ifHI*TRACKissetupasScreeningonly(NoTracking).
CompactDataBase(DesktopEditiononly).Usedforaccessdata
baseonly.Canmakefilesmallerbyremovingemptyspacesleftafter
deletingrecordsfromHI*TRACK.
Tousetheadvancedtools:
1.OntheHI*TRACKmainscreen,click
2.SelecttheAdvancedToolstab.
3
.
Inthe
DatabaseTools
section,clicktheappropriateButtonforthefunctionyouwishto
perform.
HI*TRACKUsersGuide
UtilitiesUserSettings:
Exporting/Importingusersettings
TheUserSettingsutilitiesletyouexportorimporttheAutoFillset
tingsfromanotherprogram.Thesettingsthatareexported/imported
are:time,dateandweightformats,lettermargins,displayoptions,
requiredfields,encryptedadministratorpassword,andscreening
equipmentconfigurations.
Toexportorimportusersettings:
OntheHI*TRACKmainscreen,clickTheUtilitiestabsappear.
SelecttheAdvancedToolstab.
IntheUserSettingssection,clickeithertheExportUser
SettingsorImportUserSettingsbutton.
AnExportorImportdialogboxappears.
Inthefield,enterthelocationtowhichyouareexportingor
fromwhichyouareimportingusersettings.
ClicktheOkbutton.
UtilitiesExportDatatoFlatFileSettings:
Exportinguserfields
TheExportUserFieldsutilitycreatesatextfilefromcustomizable
sectionsoftheHI*TRACKforWindowsDatabase.
Toexportuserfields:
clickTheUtilitiestabsappear.
HI*TRACKUsersGuide
2
.
Selectthe
AdvancedTools
tab.
3. Inthe ExportDatatoFlatFile section,clickthe Defineand
Exportbutton.
TheExportfieldstabsappear.
4. SelecttheFieldGroups
tab.
5. SelectoneoftherowsunderContentandthenclicktheEdit
button.Alistofavailablefieldsappears.
6. HighlightoneofthelistitemsandthenclicktheOK
button.Repeatsteps5and6toaddasmanyitemsasyouwish.
7. SelecttheSelectionCriteria
tab.
8. Enterselectioncriteriaforthefieldsyouwant
exported.
9. IntheExportfilesection,enterthenameofyourfileendingwith
.txt.
10. ClicktheLoadExportSettings
button.HI*TRACKexportstheuserfields.
? Note:ThelocationofthisexportfileissetinPreferences.
HI*TRACKUsersGuide
SettingHI*TRACKdatabase
TosettheHI*TRACKdatabase:
clickThePreferencestabsappear.
2. SelecttheAdvancedSettings
tab.
3. IntheHI*TRACKDatabasesection,checkoruncheckthe
UseDefaultLocationbox.
1 Ifyoucheckthebox,yourdatabaseissetinthesame
locationasHI*TRACKisinstalled.ClicktheSavebuttonto
finish.
2 IfyouunchecktheUseDefaultLocation,youmustspecifya
differentlocation.Proceedtostep4.
4. 3 IntheUseAlternateLocationfield,enteranalternate
location,forexample,anetworkdrive.
5. Ifyouareuncertainwhereyourdatabaseislocated,clickthe
FindExistingHI*TRACKDatabasebutton.
6. ClicktheSavebuttontosaveyoursettingsandreturntothe
mainscreen.
HI*TRACKUsersGuide
ManagingCentralizedHI*TRACKDat
a
*ForCentralProgramCoordinators*
ACentralHI*TRACKsystemhasallthecapabilitiesofalocalHos
pitalHI*TRACKsystem,butincludesafewadditionalfeatures.The
paleyellowopeningscreenindicatesthatyourHI*TRACKhasbeen
configuredasaCentralsystem.
CreatingPublicandPrivateKeys
BeforelocalhospitalscantransferdatatoyourCentraldatabase,you
mustprovidethemwithaPublickeytoencrypttheirdata.Todecrypt
andmergetheirtransferreddata,youmustalsohaveacorresponding
Privatekeyinstalledonyourcomputer.Createthesekeysbyfollow
ingthestepsbelow.
Tocreateyourencryptionkeys:
click
ThePreferencestabsappear.
2. SelecttheMergeSettings
tab.
3. ClicktheCreateEncryptionKeysbuttonandreadthe
seriesofexplanatorymessages.
4. ClicktheactiveExportPublicKeytodisk
button.
5. EntertheexportpathandthenclicktheOK
button.
1. Ifyouaresendingthekeytohospitals
viadiskette,theA:\pathshouldbeset.
2. Ifyouarepostingthepublickeyina
securelocationwherelocalhospitalscangetthe
fileviatheinternet,enterthecorrectpath.
BothaPrivateandPublickeyarecreatedandsavedonyou
r
computer
.
HI*TRACKUsersGuide
OnlyaCentralHI*TRACKinstallationcontainingthePrivatekey
candecryptandmergedatatransferredfromlocalHI*TRACK
pro
grams.YoushouldbackupyourPrivatekeyandsaveitinasafe
location.
Backingupyourprivatekey
TobackupyourPrivatekey:
1.OntheHI*TRACKmainscreen,click.TheUtilitiestabsappear.
SelecttheBackup/Restoretab.
ClicktheBackupDecryptionKeybutton.
Whenprompted,enterapasswordofatleast6characters.
Whenprompted,enterapathwherethebackupfileshouldbe
created.
ClicktheOKbutton.HI*TRACKbacksupyourprivatekey.
MergingdatafromlocalHI*TRACKsystems
TomergedatatransferredfromlocalHI*TRACKsystemsintoa
CentralHI*TRACKdatabase:
InPreferences>mergesettings,selectHI*TRACKimport
optiontoyesandchangethepathsettingasneeded.ClickonSave.
FromtheMergeTypedropdownmenu,selectHI*TRACK
Import.
ClicktheMergebutton.
HI*TRACKUsersGuide
HI*TRACKmergesthedatafromthelocalsystem.
Generatingprogramperformancereports
InadditiontothereportsavailabletolocalProgramCoordinators
suchastheFlowChart,theQuarterlyReport,EHDIreportforCDC,
andHospitalSummaryReportsarealsousefulformonitoringpro
gramperformance.Thesereportsprovidesummarystatistics,by
hospital,onthepercentofinfantsscreened,thepercentagepassing
thescreening,andthenumberreceivingaudiologicassessmentand
foundtohavehearingloss.
Togenerateaprogramperformanceflowchartreport:
click
TheSelectReportsscreenappears.
2. ClicktheProgramSummary
button.
3. HighlightFlowChartandthenclicktheSelect
button.
TheSelectCriteriascreenappears.
4. Selectthesearchcriteriayouwantastheparametersforyour
report.
button.
AdvancedTools
TheStatequerytoolallowsuserstocreatealistofbabiesmuchlikea
report.Thisquerycanbecreatedforalistofbabieswithspecific
birthdates,inpatientscreeningdates,outpatientscreeningdates,
HI*TRACKID#.Itcanalsobenarroweddownbystatusofthe
baby.Thislistoncecreatedofferstheusertheabilitytodoubleclick
onababysnameandbrowsetheChildInformationinHI*TRACK.
Tousetheadvancedtools:
OntheHI*TRACKmainscreen,clickTheUtilitiestabs
appear.
SelecttheAdvancedToolstab.
IntheDatabaseToolssection,clicktheStateQueryTool
button.TheSelectionCriteriaforQueryappears.
Selectthesearchcriteriayouwantastheparametersforyour
query.
ClicktheGenerateCriteriabutton.HI*TRACKgenerates
yourquery.
HI*TRACKgeneratesyourprogramsummaryreport.
? Note:Whengeneratingprogramperformancereports,youwill
frequentlywanttoanalyzedatabasedonwherechildrenwerescreened
ratherthanwheretheywereborn.OntheSelectionCriteriascreen,click
theUseGroupsboxnexttotheInpatientscreeningsitefield.Usethe
dropdownmenutoselectAll.Bydoingthis,infantswhoweretransferred
willbecountedbasedonScreeningSiteratherthanBirthHospital.
HI*TRACKUsersGuide
AppendixA:SampleReport
s
Thissectioncontainsexamplesofwhatyourreportslooklikeandthe
informationincludedinthereports.
HI*TRACKUsersGuide
FlowChartrepor
t
NeedDiagnosticsrepor
t
IndividualDiagnosticrepor
t
Page2ofIndividualDiagnosticreport
:
InpatientScreeningResultsRepor
t
OutpatientScreeningResultsRepor
t
RiskIndicatorsRepor
t
ScreenerProfileRepor
t
ChildrenIdentifiedwithHearingLossRepor
t
PhysiciansRepor
t
NeedOutpatientScreeningRepor
t
AppendixB:LinkingTrackin
g
Ifyourhearingscreeningprogramusesanotherscreeningsystem,
youcanmergedataintoTracking.Thissectiondiscusseslinking
HI*TRACKwithspecificscreeningsystemsotherthanHI*TRACK
Screening.Otherscreeningsystemssoftwarechangesfrequentlysoif
thereisanyquestionsbeyondwhatiscoveredhereinthemanual,
pleasecontactthescreeningmanufacturer.
HI*TRACKwillallowtwodifferentmergeoptions
Equipmentmerges,i.e.mergingscreeningdatafromthe
variousscreeningequipmentsoftware
CentralTransfermerges,i.e.fromahospitalorclinic
HI*TRACKtotheCentralHI*TRACK.(detailsinTransferringData
toCentralDatabasepages6769)
EquipmentmergesarenewdatasenttotheHI*TRACKprogram.If
thenewdatadoesnotmatchanexistingMedicalIDnumber,thenew
dataisthenenteredasanewinfantrecord.Endofmerge.However,
ifamatchisfoundwiththeMedicalIDnumber,thentheHI*TRACK
programsearchestheinfantslastname,hospitalsite,ordateofbirth.
Ifthisinformationdoesnotmatchexistinginfantrecords,theinfor
mationisplacedintheerrorbinforthecoordinatortodecidewhich
fieldneedstobecorrectedandthenmergedintoanexistingrecordor
addedasanewinfantrecord,asthecasemaybe.
HI*TRACKUsersGuide
?

Note:ForHI*TRACK3.5userswhenmergingintotheHI*TRACK
programfromanothercomputer,themergewillnotbesuccessfulifthe
mergedestinationisnotsetcorrectly.Selectthemergebuttonand
verifyonthatscreen,thatthemergedestinationissettotracking
LinkingTrackingwithScreening
IfTrackingandScreeningareinstalledonthesamecomputer,they
sharethesameProgramInformationsonoactionisnecessarytokeep
Screeningentriescurrent.
IfTrackingandScreeningareinstalledondifferentcomputers,
followthestepsbelow:
1. Onthecomputeryouusefortracking,openHI*TRACK.
2.Click.
3. SelecttheImport/ExportProgramInfo
tab.
4. DestinationoftheexportshouldbesettoA:.Insertadiskette
inthedrive.
5. ClicktheExportProgramInfo
button.
6. Aftertheexportisfinished,removethe
diskette.
7. Onthecomputeryouuseforscreening,open
HI*TRACK.
8.
9. SelecttheImport/ExportProgramInfo
Click
tab.
10.Insertthedisketteintothediskdrive.
11.ClicktheImportProgramInfobutton.
AnyfuturechangesinProgramInformation,suchastheadditionof
screenersorphysicians,mustbemadeinthefirstcomputerwith
HI*TRACKandtheupdatedinformationtransferredintosecond
computerwithHI*TRACKbyrepeatingthestepsabove.
HI*TRACKUsersGuide
Dataentryandexporttips:
IfyourScreeningandTrackingmodulesareondifferentcomputers,
youwillprobablywanttoexport(download)infantrecordsfrom
ScreeningandmergethemintoTrackingonaweeklybasisinorder
togeneratetimelylettersanduptodatereports.Duringtheexport
process,acopyofthedataissenttoTrackingtheoriginaldatais
retainedintheScreeningsystem.Forinstructionsonexportingdata,
refertoScreeningdocumentation.ExportingdatafromScreeningand
importing(merging)itintoTrackingisalwaysatwostepprocess:
FromtheScreeningmodule,infantrecordsareabletobe
exportedtoadisketteafterFinishingthebaby.Ifyoudownload
morethanonceonadiskettebeforemergingdataintoTracking,the
subsequentdownloadinformationwillbeappendedtotheprevious
datawaitingtobemerged.
FromtheTrackingmodule,infantrecordsareimportedfrom
adisketteandmergedintothetrackingdatabase.Afteracompleted
merge,theexportfileontheharddriveordiskwillberenamedfrom
InfoScrn.dbftoInfoScrn.i120920041319(date/timestamped).If
forsomereasonyouneedtomergethesamedataasecondtime,you
mustfirstrenamethefilebacktotheInfoScrn.dbf.
HI*TRACKUsersGuide
BiologicSystemCorpABaerandAOAE
(Version3.17.0.i.020)
Demographicdataforbabiestobescreenedcanbeenteredintothe
HATS(HearingAssessmentTrackingSystem)thatcomeswiththe
Biologicequipment.InordertoexportdatatoHI*TRACKyoumust
firsttellHATSwheretostoredatawhenatestisfinished.Thisis
donebyclickingSetuponthemainscreenoftheBiologicHearing
Screeningmodule(shownbelow),selectingExportPath,andthen
clickingHI*TRACK.IftheBiologicsoftwareandHI*TRACKare
onthesamecomputer,enterC:\ProgramFiles\BiologicSystems
Corp\ABaer.Iftheyareondifferentcomputers,enterA:\.
DatacanbeenteredintotheHATSsysteminoneoftwoplaces.The
firstoptioniswhenthescreeningtestisdone,alimitedamountof
datacanbeenteredinthePatientInformationformshownbelow.
ThesecondoptionistoclicktheHATSAccessbuttoninthebottom
lefthandcorneroftheabovescreenandusethesomewhatmore
com
prehensivedatacollectionformshownbelow.
Anydataenteredontheaboveformisautomaticallycopiedintothe
HearingScreeningformwhenscreeningisdone.Regardlessofwhich
formisused,whenahearingscreeningtestiscompleted,thedemo
graphicsandthetestresultsforeacheararestoredinadatabasefrom
whichitcanbeexportedtoafileformerging(orimporting)into
HI*TRACK.Someadditionalinformationfieldscanbeaddedto
HATSusinginstructionsfoundintheHATSmanual.
ThefollowingtableliststheHATSdatathatcanbetransferredfrom
BiologicequipmentandtheHI*TRACKfieldtowhichitis
imported.
Table1:
Dataenterinto Isimportedinto
HATSas: HI*TRACKas
IDnumber* ChildsMedicalID
LastName* ChildsNameLast
FirstName ChildsFirst
Table1:
HATSas: HI*TRACKas
BirthDate* ChildsBirthDate
Sex ChildsGender
TOB Time
BirthHospital BirthFacility
Doctor Physician
AlternateID# AltRec#
MultiCode Order
NurseryType Nursery
Inpatient/Outpatie
Level
nt
ChildsBirth
Weight(ingrams)
Weight
Notes Notes
RiskFactorsAP RiskIndicators
Apgarscoresof04
at1minutesor06
at5minutes
RiskIndicators
RiskFactorsBW
BirthWeight
RiskFactorsCF RiskIndicators
CranioFacial
Anomalies
RiskFactorsCI RiskIndicators
Congenital(in
utero)infection
RiskIndicators
RiskFactorsFX
FamilyHistory
RiskIndicators
RiskFactorsHL
Stigmata
RiskIndicators
RiskFactorsHY
Hyperbilirubinemia
RiskIndicators
RiskFactorsME
BacterialMeningitis
RiskIndicators
RiskFactorsMV Mechanical
Ventilation
RiskIndicators
RiskFactorsOD
OtotoxicMedication
MotherLastNameMother'sNameLast
Table1:
HATSas: HI*TRACKas
MotherFirst
Mother'sFirst
Name
MotherDOB MothersBirthDate
MotherID# MothersContactID
MotherLanguage MothersLanguage
Mother'sAddress
StreetAddress
line1
Apartment Mother'sAddress
Number line2
City City
State State
PostalCode ZIP
Telephone Phone
*IndicatesfieldswhichmustbeaddedtothebasicHATSscreen.
ThefollowingscreeninginformationisimportedintoHI*TRACK:
Screeningtype(OAEorABR)/Left&RightResults/TestDate/
TestID/TechnicianScreener/ScreeningSite/LevelInpatient/
Outpatient
Currently,theBiologicsystemdoesnottransfersomedataentered
intoHATS(e.g.,PatientOutcomeatDischarge,Status,History,
TestersNotes)toHI*TRACK.Also,onlyoneRiskFactormaybe
selected,ifmorethanoneisselectednonetransferoverto
HI*TRACK.Thesemaychangeinthefuture.
ToimportdatathathasbeencollectedinHATSintoHI*TRACK:
1. VerifythatBiologicAudX/ABaerwasselectedasanoptionin
theHI*TRACKConfigurationWizardasasystemyouusein
collectinginitialscreeninginformationandthatthemergepath(i.e.,
thelocationfromwhichthedatawillbecoming)issettoc:\Program
Files\BiologicSystemsCorp\ABaerifBiologicisinstalledonthe
samecomputerasHI*TRACKortoa:\ifBiologicisinstalledona
differentcomputer.
2
.
Enterthechild'sdemographicdataandcollectscreeningdatausingthe
BiologicHearingScreeningmoduleortheHATSmodule
3. FromtheBiologicHearingScreeningmodule,
selectPatients>Export>HI*TRACK.
4. MinimizeorExitfromtheBiologicHearingScreeningmodule.
5. OntheHI*TRACKmainscreen,clicktheMergebutton.
6. FromtheMergeTypedropdownmenu,selectBiologic
AuDX/ABaer.
7. ClicktheMergebutton.
HI*TRACKUser

sGuide
AllofthedatacollectedusingtheABaerandAOAEequipmentfor
thedaterangespecifiedwillbeimportedtoHI*TRACK.Whenthe
mergeiscompleted,amessageappearstellingyouhowmanyrecords
weremergedsuccessfully.
Youprobablywanttoexport(download)infantrecordsfromHATS
andmergethemintoHI*TRACKonatleastaweeklybasisinorder
togeneratetimelylettersanduptodatereports.Duringtheexport
process,acopyofthedataissenttoHI*TRACK.Theoriginaldatais
retainedintheHATSdatabase.ExportingdatafromHATSand
importing(merging)itintoHI*TRACKisalwaysatwostepprocess:
RecordsfromHATSareautomaticallystoredatthespecified
locationasdataforeachchildarecollected.Theserecordsremainat
thatlocationandnewrecordsareaddedtothedatabaseasinfantsare
screened.WhenanExportisdone,theinformationiscopiedtothe
filelocationspecified.Caution:Anydataexportedbutnotmerged
intoHI*TRACKwillbeOVERWRITTEN.
WhenanHI*TRACKMergeisfinished,therecordsfrom
theexportstoragelocationarecheckedforinternalconsistency,and
thenmergedintotheHI*TRACKdatabase.Iftheexport/mergeis
beingdoneusingdiskettes(aswouldbethecasewhenHATSand
HI*TRACKareontwodifferentcomputers),thediskettecanbere
usedafterthemergeiscompleted.Eachtimeamergeiscompleted,
thefileisrenamedfrombiologic.txttobiologic.i120920041319
(date/timestamped)anditremainsonthediskette
HI*TRACKUsersGuide
untilyoumanuallydeleteit.Ifforsomereasonyouneedto
mergethesamedataasecondtime,youmustfirstrenamethefile
backtobiologic.txt.
? Note:HI*TRACKmergesalwaysrequiredataonbothears
forachild.Therefore,ifatestisonlycompletedononeearfora
child,HI*TRACKautomaticallyfillsCouldNotTestfortheother
ear.Eachearistreatedasaseparatetest.
HI*TRACKUsersGuide
Clarity/SonNetProgramManagementSystems
(ClarityVersion2.1D/SonNetPMVersion2.1)
TheClarity/SonNetProgramManagementisdesignedto
detecttheprograminformationyouhaveenteredinHI*TRACK
andmakeitavailabletoscreenersduringdataentry.Yourprogram
informationmustfirstbeenteredintoHI*TRACKbeforeitwill
beavailableforuseintheClarity/SonNetProgram
ManagementSystem.
TosetupthelinkbetweenClarity/SonNetProgramManagementand
HI*TRACK,followthestepsoutlinedbelow.
1. PowerONtheClarityandallowthesystemtoboottothe
WelcomeScreen.
HI*TRACKlinkshouldbesetinClarityapplicationorviaSonNet
ProgramManagementapplication.IfSonNetProgramManagement
istobelinkedtoHI*TRACKcloseClarityapplicationandrunSon
NetProgramManagement.
AttheWelcomeScreen,chooseausernamefromthedropdownlist
andenterthesystempassword.
2. IfyoulinkClarityapplication,selectModifyPreferences
locatedintheleftverticaltoolbarofthemainscreen.SelectthePatient
ManagementtablocatedatthetopofthewindowoftheModifyPrefer
IfyoulinkSonNetProgramManagement,selecttheOptionsbutton
encesscreen.
locatedintheleftverticaltoolbarofthemainscreen.Selectthe
TrackingSoftwaretablocatedatthetopofthescreen.
3. SelectHI*TRACKfromthetrackingsoftwaredropdown
list
HI*TRACKUsersGuide
SetupontheSAME(Local)computer
ClickontheLocaloption.IfthelocalHI*TRACKinstallationpathis
notfound,changeselectiontoNoneandthenreselectHI*TRACK
andtellthesystemwheretheHI*TRACKpathislocated.Thepath
shouldreadC:\ProgramFiles\HiTrack\ProgInfoorC:\pro
gra~1\HiTrack\ProgInfowhenusingDesktopEditionand
C:\ProgramFiles\NCHAM\HiTrack35/ProgInfowhenusing
EnterpriseEdition.Whenthepathisset,clickOK.
WhenClarityandHI*TRACKareinstalledonthesamecomputer,
ClarityaccessesHI*TRACKsprograminformationautomatically.
Noactionisnecessarytokeepprogramcodescurrentotherthan
ensuringthatHI*TRACKisupdatedwithallnewprogram
information.
SetuponSEPARATE(External)computers
ClickontheExternaloption.IfthelocalHI*TRACKinstallation
pathisnotfound,changeselectiontoNoneandthenreselect
HI*TRACK.Enterthepathwhereinformationwillbeimportedfrom
andexportedtoHI*TRACK,usuallytheA:\Drive.Whenthepathis
set,clickOK.
ThenfollowthestepsbelowtoexportprograminformationtoClarity.
OntheHI*TRACK(tracking)computer,openHI*TRACK
ClicktheUtilitiesbutton.
InsertadisketteintheA:\Drive
ClicktheExportProgramInfobutton.
Aftertheexportisfinished,removethediskette.
OntheClaritycomputer,opentheClarity/SonNetProgram
Managementapplication.
Insertthedisketteintothediskdrive.
IfyouhavelinkedwiththeClarityapplication,selectthepatient
managementtabandclickImportHI*TRACKCodesbutton.
HI*TRACKUsersGuide
IfyouhavelinkedwiththeSonNetProgramManagement
applica
tion,selectthetrackingsoftwaretabandclickthe
ImportCodes
button.
Anyfuturechangesinprograminformation,suchasadditionof
screenersorphysicians,mustbemadeinHI*TRACKandthe
updatedinformationtransferredintoClaritybyrepeatingthe
previoussteps.
RefertotheClaritydocumentationtoselectmandatoryfieldsfordata
entry.Mostoftheinfantdemographicinformation,alongwiththe
mostconclusivesetofscreeningresults,willbesentintoHI*TRACK
whendataisexportedandmerged.
WhentheClarity/SonNetProgramManagementandHI*TRACK
systemsareondifferentcomputers,exportinginfantrecordsfrom
Clarity/SonNetProgramManagementandmergingtheminto
HI*TRACKonatleastaweeklybasisisrecommended.Thiswill
allowforgeneratingtimelylettersandreports.Duringtheexport
process,acopyofthedataissenttoHI*TRACK.Theoriginaldata
isretainedintheClarity/SonNetProgramManagementSystem.
ExportingdatafromClarity/SonNetProgramManagementand
merging(importing)dataintoHI*TRACKisatwostepprocess.
1. InClarity,clickontheExporttoHI*TRACKbuttonandselect
theappropriateoption.InSonNetProgramManagement,clickonthe
ExportHI*TRACKbutton.DataisexportedfromClarity/SonNet
ProgramManagementtoadesignatedlocationontheharddrive(local
installation)ortoadisk(externalinstallation)Ifyouchoosetodownload
morethanonetimebeforemergingdataintoHI*TRACK,thesubsequent
downloadofinformationwillbeappendedtothepreviousdatawaitingto
bemerged.CloseClarity/SonNetProgramManagementandrunthe
HI*TRACKapplication.
1. ThedataismergedintotheHI*TRACKdatabasebyselecting
themergetype:SonamedClarity.Checkthespecifiedpathbefore
merging.Forlocalinstallationsthedefaultlocationisusuallycorrect:
C:\ProgramFiles\HiTrack\.Forexternalsetupsthepathwherethedata
canbefoundisusuallyA:\.Clickthemergebutton.Afteracompleted
merge,theexportfilewillberenamedfromClarity.dbfto
HI*TRACKUsersGuide
Clarity.i010720051157(date/timestamp).Ifforsomereasonthere
isaneedtomergethesamedataasecondtime,youmustfirstrename
thefilebacktoClarity.dbf
ThefollowingtablelistswhatSonNet2.1datacanbetransferredand
theHI*TRACKfieldtowhichitisimported.
Table2:
Dataenteredin Importedin
SonNet2.1as: HI*TRACKas:
MedRec# ChildsMedicalID
LastName Child'sNameLast
FirstName ChildsFirst
BirthDate ChildsBirthDate
BirthWeight(g) Child'sBirthWeight
Sex Gender
Physician Physician
HospitalofBirth BirthFacility
NurseryType Nursery
ContactID(Actual
ContactID
babiesID#)
MothersInfo
Unmarried(Maiden) ContactNameLast
Last
Screeningtype(OAEorABR)/Left&RightResults/Testdate/
ScreenerID.
EventhoughdataforotherfieldscanbeenteredintoSonNet2.1(e.g.,
Middlename,SecondaryID#,ContactInfo,Gestation,etc.),SonNet
2.1doesnotpresentlytransferthisdatatoHI*TRACK.
HI*TRACKUsersGuide
NatusALGO2eColoror3withDataBoo
k
BecausetheALGOequipmentcannotbeusedforpurposesotherthan
screening,HI*TRACKmustbeinstalledonadifferentcomputer.
DataBookisnotdesignedtoimportyourProgramInformationfrom
HI*TRACKortomakethatavailabletoscreenersduringdataentry.
Therefore,screenersmusttakegreatcaretofollowthedataentry
conventionsdescribedbelow.
TosetupyourDataBookandHI*TRACKsystem:
1. OpenHI*TRACK,clickthePreferencesbutton,andthen
clickthePrintListsbutton.
ThisprintsalistoftheHI*TRACKgeneratedscreenerandphysician
codesthatmustbeusedduringdataentry.SeeDataentryandexport
tipsbelowfordetailedinformation.
2. OpentheALGO2eColoror3
Databook
3. OntheUserPreferencesscreen,thefollowingfields
shouldbecheckedandthedateformatsetasfollows:
1. MedicalRecordNo.required
2. DateofBirthrequired
3. LastNamerequired
4. Genderrequired
5. Dateformat:mm/dd/ccyy(Settingthedateformat
maynotbesufficienttoensureproperdataentryitis
recommendedthatyoupostthedataentryformatforscreeners
directlyonthescreeningequipmenttoavoidmergeerrors.)
ProgramsusingDataBooksoftwareforinfanthearingscreeningmust
followthedataentryguidelinesprovidedbelowtoensuresmooth
transferofinformationintoHI*TRACK.Screeningdatathathasnot
beenenteredinthisspecificformatisnotrecognizedbyHI*TRACK.
HI*TRACKUsersGuide
Togeneratealistofcodesneededduringdataentry:
OpenHI*TRACK.
ClickthePreferencesbutton.
SelecttheGeneraltab.
IntheProgramInformationsection,clickthePrintLists
button.
Usethefollowingcodesduringdataentry:
MedicalRecordNo:Enterupto10digitsorcharacters.
Name,Last:Enterinfant'slastname.
Name,First:Enterinfant'sfirstnameorBBorBG(upperor
lowercase)todesignatebabyboyorbabygirl.
Gender:CheckMaleorFemale
Pediatrician:EnterPhysiciancodeasdesignatedonthe
HI*TRACKgeneratedcodelist.
DateofBirth:Enterasmm/dd/ccyy
BirthLocation:EnterI,II,orIIIasNurserylevelinthe
initialspaces.HI*TRACKignoresadditionalinformation.
Other:EnterOforOutpatientscreening;enterIfor
Inpatientscreening;HI*TRACKwillignoreadditionalinformation.
Comment:FieldnotreadbyHI*TRACK.
UserID:EnterScreenercodeasdesignatedonthe
HI*TRACKgeneratedcodelist.

RiskIndicators:LeaveasUifunknown;enterYifpresent;
enterNifcertainitisnotpresent.(Note:Severeasphyxiaappearsin
HI*TRACK'sOtherRiskIndicatorfield.)
Youprobablywanttoexport(download)infantrecordsfrom
DataBookandmergethemintoHI*TRACKonatleastaweekly
basisinordertogeneratetimelylettersanduptodatereports.During
theexportprocess,acopyofthedataissenttoHI*TRACKthe
originaldataisretainedintheDataBooksystem.Exportingdatafrom
DataBookandimporting(merging)itintoHI*TRACKisalwaysa
twostepprocess:
FromtheDatabookmodule,infantrecordsareexportedtoa
HI*TRACKUsersGuide
diskettebydaterange(refertoDataBookdocumentationfor
moreexplicitinstructions).Alwaysnamethedownloadfile
ALGO(DataBookautomaticallyaddsanextensionsothefileon
thedisketteisnamedALGO.TXT).Donotdownloadsubsequent
ALGOdataontothesamedisketteuntilyouhavecompletedthe
mergeprocess,ifyoudo,thefirstdatafileisoverwritten.
FromtheHI*TRACKmodule,infantrecordsareimported
fromthedisketteandmergedintothetrackingdatabase.Oncethe
datahasbeenmergedintoHI*TRACK,youmayusethediskette
again.Afteracompletedmerge,thefileonthedisketteisrenamed
fromALGO.TXTtoALGO.i120920041319(date/timestamped).
Ifforsomereasonyouneedtomergethesamedataasecondtime,
youmustfirstrenamethefileALGO.TXT.
HI*TRACKUsersGuide
NatusALGO2or2ewithDataBoo
k
BecausetheALGOequipmentcannotbeusedforpurposesotherthan
screening,HI*TRACKmustbeinstalledonadifferentcomputer.
DataBookisnotdesignedtoimportyourProgramInformationfrom
HI*TRACKortomakeinformationavailabletoscreenersduring
dataentry.Therefore,screenersmusttakegreatcaretofollowthe
dataentryconventionsdescribedinthissection.
TosetupyourDataBookandHI*TRACKsystem:
1.OpenHI*TRACK.
2.ClickthePreferencesbutton.
3.ClickthePrintListsbutton.
HI*TRACKprintsalistoftheHI*TRACKgeneratedscreenerand
physiciancodesthatmustbeusedduringdataentry.
ProgramsusingDataBooksoftwareforinfanthearingscreeningmust
followthedataentryguidelinesprovidedbelowtoensuresmooth
transferofinformationintoHI*TRACK.Screeningdatathathasnot
beenenteredinthisspecificformatisnotrecognizedbyHI*TRACK.
BecauseDataBooksoftwaredoesnotprovideseparatedataentry
fieldsforvitalinformationsuchasinfantbirthdate,orinpatient
screeningvs.outpatientrescreening,screenersmustmodifytheway
thatdataisenteredintoavailablefields.Anexampleofcorrectdata
entryontheDataBookscreenisshownandexplainedbelow.
HI*TRACKUsersGuide
DataBookdoesnothaveafunctiontoautomaticallyrecallinfant
informationenteredduringapreviousscreeningsessionsoscreeners
mustenterallinformation,followingthisspecificformat,everytime
ascreeningsessionisconducted

evenwhensuccessivescreeningattemptsaremadeonthesame
infant.
Table3:ExampleofDataEntryontheALGO2DataBookScreen
ScreenPrompt Whatscreener
enters
Typefirst 07/01/97bb1
name,then (Birthdate,sex,1
pressEnter: =inpatient;2=
outpatient)There
mustbe6digits
enteredinthedate
field.Ifthemonth
ordayisasingle
digit,addazeroas
shownabove.There
mustbeaspace
betweentheyear
andthesexofthe
infant.
Typelastname, Smith
thenpress
Enter:
Screenersshouldhaveacodelistavailabletothemastheyenter
TypepatientID 1254324
informationintotheAlgo.Foralist,gotoHI*TRACK>preferences
>printlistsandprintthelistofcodes.
1 Inthefirstnamefield,donotenterafirstname;instead,
entertheinfant'sbirthdate,asshownabove,withthemonth/day/year
separatedbyeitherslashesorhyphens,followedbyaspace.Then
enterthelettersbg(babygirl)orbb(babyboy),ineitherupper(BB)
orlowercase(bb)letters.
2 Inthelastnamefield,entertheinfant'slastnameineither
upperorlowercaseletters.
3 InthepatientIDnumberfield,entertheinfant'smedical
recordorpatientIDnumber.(Mosthospitalsassignuniquemedical
identificationnumberstoeachtwin,triplet,etc.Ifyourhospitaldoes
not,youshouldaddamultiplebirthcodetotheinfant'spatientID
number,forexample:1254324A,1254324B,etc.)
HI*TRACKUsersGuide
Intheoperatorinitialsfield,enterthethreecharacterorthree
digitcodeforthescreenerasshownontheHI*TRACK
generatedcodelist.
ToprintHI*TRACKdesignatedcodesfromHI*TRACK,select
Preferences>generaltab>printlistbutton.Usethesecodesinthe
operatorinitialfieldsandwhenyouimporttoHI*TRACK,
HI*TRACKwillmatchthesecodestothescreenernames.
Youprobablywanttoexport(download)infantrecordsfrom
DataBookandmergethemintoHI*TRACKonatleastaweekly
basisinordertogeneratetimelylettersanduptodatereports.During
theexportprocess,acopyofthedataissenttoHI*TRACKthe
originaldataisretainedintheDataBooksystem.Exportingdatafrom
DataBookandimporting(merging)itintoHI*TRACKisalwaysa
twostepprocess:
FromtheDatabookmodule,infantrecordsareexportedtoa
diskettebydaterange.(RefertoDataBookdocumentationformore
explicitinstructions.)AlwaysnamethedownloadfileALGO.DAT
becauseHI*TRACKlooksforthatfilenamewhenattemptingto
mergenewdataintoyourtrackingdatabase.Donotdownload
subsequentALGOdataontothesamedisketteuntilyouhave
completedthemergeprocess,ifyoudo,thefirstdatafileis
overwritten.
FromtheHI*TRACKmodule,infantrecordsareimported
fromdisketteandmergedintothetrackingdatabase.Oncethedata
hasbeenmergedintoHI*TRACK,youmayusethedisketteagain.
Afteracompletedmerge,thefileonthedisketteisrenamedfrom
ALGO.DATtoALGO.i120920041319(date/timestamped).Iffor
somereasonyouneedtomergethesamedataasecondtime,you
mustfirstrenamethefilebacktoALGO.DAT.
HI*TRACKUsersGuide
OtodynamicsEZScreen
2
(Version6.25.0.0)
TheEZScreen2modulecanbeusedwithanyoftheOtodynamics
equipmentthathasakeyboardforenteringdemographicdata(e.g.,
ILO88,Echoportplus,ILO288,etc.).
TolinkEZScreen2withHI*TRACK,specifythefollowingsettings
inEZScreen2:
1. OntheEZScreen2mainscreen,selecttheFilemenu,then
Options.SelecttheExports/Importstab.
Thefollowingscreenappears.
2. IntheScreeningdatatransferarea,fieldenterC:\Program
Files\Otodynamics\ILO4win\Transfer.
3. FromtheExportdatato:dropdownmenu,select
NCHAM,HI*TRACK.
4. ClicktheOK
button.
HI*TRACKUsersGuide
Most,butnotall,ofthedemographicdatacollectedbyEZScreen2
canbeimportedormergedwithHI*TRACK.
TheEZScreen2dataentryscreenisshownbelow
WhendemographicdataisenteredintoEZScreen2andatestiscom
pleted,acopyofthedataandthetestresultforeachearisstoredin
thelocationspecifiedintheEZScreen2configuration.Thelocation
isC:\programfiles\Otodynamics\ILO4win\Transferandthefilename
isEZScreen.txt.ThisiswhereHI*TRACKisexpectingtofindthe
data.
ThefollowingtablelistswhatEZScreen2datacanbetransferredand
theHI*TRACKfieldtowhichitisimported.
Table4:
DataenteredinEZ Importedin
Screen2as: HI*TRACKas:
FamilyName Child'sNameLast
Firstname Child'sFirst
IDnumber ChildsMedicalID
Mother'sName Mother'sNameLast
Table4:
Weight(kg) Child'sBirthweight
Dateofbirth Child'sBirthDate
Timeofbirth Time
Male/Female Gender
Status Nursery
Multiplebirths Order
Notes Notes
SecondaryID Alt.Rec.#
MothersForename MothersFirst
MothersMaiden
MothersMaiden
Name
MothersIDNumber MothersContactID
MothersAddress MothersAddress
(house/street) line1
MothersAddress MothersAddress
(town) line2
MothersAddress
MothersCity
(city)
MothersAddress
MothersState
(state/province)
MothersAddress
MothersZip
(postcode/zip)
MothersPhone
MothersPhone
number
MothersDateof
MothersBirthdate
Birth
GuardiansFamily MothersAltName
Name Last
GuardiansForename MothersAltFirst
GuardiansAddress MothersAltAddress
(house/street) line1
GuardiansAddress MothersAltAddress
(town) line2
GuardiansAddress
MothersAltCity
(city)
GuardiansAddress
MothersAltState
(state/province)
Table4:
GuardiansAddress
MothersAltZip
(postcode/zip)
GuardiansPhone
MothersAltPhone
number
RiskFactorsFamily RiskIndicators
History FamilyHistory
RiskFactorsLow RiskIndicatorsBirth
BirthWeight Weight
RiskFactorsBacterial RiskIndicators
Meningitis BacterialMeningitis
RiskFactorsOtotoxic RiskIndicators
Medication OtotoxicMedication
RiskFactors RiskIndicators
Syndrome Stigmata
Hyperbilirubinemia Hyperbilirubinemia
CongenitalInfection Congenital(inutero)
infection
RiskFactorsCranio RiskIndicators
FacialAnomalies CranioFacial
Anomalies
Mechanical Mechanical
Ventilation Ventilation
AbnormalApgar Apgarscoresof04
Scores at1minuteor06at
5minutes
RiskFactorsOther RiskIndicators
RiskFactors Othertab(brings
overaYifselected
Screeningtype(OAEorABR)/Left&RightResults/Testdate/
inEZScreen)
TestID/ScreenerID(ifpicklistsaresetup).
EventhoughdataforotherfieldscanbeenteredintoEZScreen2
(e.g.,Middlename,AlternateContactID#etc.),EZScreen2doesnot
presentlytransferthisdatatoHI*TRACK.
IfEZScreen2andHI*TRACKareondifferentcomputers,youwill
probablysetthescreeningtransferdataarea(asnotedonpage150
ofthismanual)toa:/.Itisessentialthatthispathbethesameasthe
onedescribedbelowwhereHI*TRACKwillbelookingforthedata.
HI*TRACKUsersGuide
ToimportdatathathasbeencollectedinEZScreen2int
o
HI*TRACK,dothefollowing
:
VerifythatOtodynamicsEZScreenwasselectedasanoption
intheConfigurationWizardasasystemyouuseincollectinginitial
screeninginformationandthatthemergepathissettoC:\Program
Files\Otodynamics\ILO4win\Transfer(ortoa:\ifEZScreen2is
installedonadifferentcomputer).
CollectscreeningdatausingEZScreen2,thenminimizeor
closeEZScreen2.
ClicktheMergebuttonontheToolBar.
SelectOtodynamicsEZScreen2astheMergeType.
ClicktheMergebutton.
Allofthedatacollectedduringscreeningsincethelasttimeyou
mergedwillbeimportedtoHI*TRACK.BecauseEZScreen2does
nothaveafieldtospecifyBirthHospitalandScreeningFacility,a
popupwillappearatthebeginningofthemergeprocessforyouto
indicatethecorrectinformationfortheserequiredfieldsforeach
child.Whenthemergeiscompleted,amessageappearstellingyou
howmanyrecordsweremergedsuccessfully.
? Note:IfHI*TRACKandEZScreen2areonthesamecomputer,
theusercanconfigurethedatabeforemergingintoHI*TRACK.First
HI*TRACKmustbeconfiguredbyrunningtheconfigurationwizard,
selectingEZScreenasyourequipmentandsayingthatitisinstalledon
thismachine.Fromthattimeonchangesmadetohospitalsandscreeners
canbeseeninEZScreen2.OpenEZScreen2andmakesuretobeentered
asanILOAdministrator.SelectDataManagement>UserPassword>
Configure.ListedherewillbealltheusersforEZScreen2andscreeners
andhospitalsforHI*TRACK.UsethearrowstoassignHI*TRACKcodes
totheirEZScreen2equivalents.Iftheuserchangesthehospital
affiliation,thenallbabiesatthispointandonwillhavethenewhospital
information.Thisdoesnotchangethehospitalinformationforexisting
babiesinHI*TRACK.
HI*TRACKUsersGuide
Youprobablywanttoexport(download)infantrecordsfromEZ
Screen2andmergethemintoHI*TRACKonatleastaweeklybasis
inordertogeneratetimelylettersanduptodatereports.Duringthe
exportprocess,acopyofthedataissenttoHI*TRACKtheoriginal
dataisretainedinEZScreen2.ExportingdatafromEZScreen2and
importing(merging)itintoHI*TRACKisalwaysatwostepprocess:
RecordsfromEZScreen2areautomaticallystoredatthe
specifiedlocationasdataforeachchildarecollected.Thisdata
remainsatthatlocationandnewdataisappendedtoituntilamerge
isdone.Atthattimethestoragelocationisclearedofolddataand
theprocessbeginsagain.
WhenanHI*TRACKMergeisfinished,therecordsfrom
thestoragelocationarecheckedforinternalconsistency,andthen
mergedintotheHI*TRACKdatabase.Iftheexport/mergeisbeing
doneusingdiskettes(aswouldbethecaseifEZScreen2and
HI*TRACKareontwodifferentcomputers),thediskettecanbe
reusedafterthemergeiscompleted.Whenamergeiscompleted,the
filewillberenamedfromEZScreen.txttoEzscreen.i12092004
1319(date/timestamped).Ifforsomereasonyouneedtomergethe
samedataasecondtime,youmustfirstrenamethefilebackto
EZScreen.txt.Afteramergeiscomplete,thediskettemaybereused.
? Note:HI*TRACKmergesalwaysrequiresdataonbothearsfor
achild.Therefore,ifdataismergedaftercompletingatestforoneear
onachild,HI*TRACKautomaticallyfillsCouldNotTestforthe
child'sotherear.
HI*TRACKUsersGuide
ContactingCustomerSuppor
t
IfyouhaveanyproblemsorquestionsconcerningHI*TRACKfor
Windows,pleasecontacttheNCHAMHelpDeskat:Phone:
435.797.3584TollFree:1.888.827.0800Email:
ncham.helpdesk@usu.edu
HI*TRACKUsersGuide
Inde
x
A
Addingaudiologists/screeners18
earlyinterventionservices21
hospitals/screeningsites19
insurancetypes22nurserylevels
23physicians17
AdvancedSettings
selecting32
ALGO2or2e1452e
coloror3142
B
Backing68
Backingupdata68
BackupData68
Backup/Restore106
Biologic132
C
Centraldatabasegeneratingprogram
performancereport114Mergingdatafromlocal
systems113Privatekey
backingupprivate/decryptionkey113
creating112Publickeycreating112
UtilitiesAdvancedToolstab
114
Clarity
138
Configurationscreens
10
ConfiguringHiTrack
10
Customfieldsdefiningcustom
fields
23
CustomerSupport
154
D
Dataentryconventionsusedforscreening
results74enteringdates73enteringtimes73
navigatingscreensandfields72openingan
infantsrecord72tips72usingdropdown
menus74Dataformats25
E
EI21Encryptionkeys112Equipment
linking128Equipmenttabsetting
screeningequipmenttype30Exporting
programinformation69userfieldsto
flatfile109usersettings109EZ
Screen2148
G
Generaltab17adding
audiologists/screeners18addingearly
interventionservices21adding
hospitals/screeningsites19adding
insurancetypes22addingnurserylevels
23addingphysicians17definingcustom
fields23printlists25recordformats25
H
HelpDesk154
HI*TRACKOverview50
I
Importingprogram
information70usersettings
109Installation8,9
L
LetterOptionssetting26LettersCustom
creating83generating84options/tasks
77StandardgeneratinginHI*TRACK78
generatinginMicrosoftWord79
TemplateseditinginHI*TRACK80
editinginMicrosoftWord81viewing
letterhistory82Linkingoverview36
Linkingwithscreeningequipment128
Biologic132Clarity/SonNetPM138
NatusALGO2or2e145NatusALGO2e
coloror3142OtodynamicsEZScreen2
148TrackingwithScreening130
M
Mergeerrorscorrecting55
MergeSettingsSelectingMerge
Settings31
N
Natus142,145
O
Otodynamics148
P
Preferences15Advanced
Settingstab32Equipmenttab
30Generaltab17Letter
Optionstab26MergeSettings
tab31RequiredFieldstab28
setting15Printlists25
Printinginfantsinscreening
44
R
ReportsCatagories86ProgramSummaryreports89
Reminderreports90Resultreports88Userdefined
creatinguserdefinedreports100deletinguser
definedreports104modifyinguserdefined
reports103Creating/Usinggroups97createnew
group97generatingagroupreport99Frequentlyused
92NeedsDiagnosticsreport93ProgramPerformance
report94ScreenerPerformancereport95Screening
Resultsreport96overview86SampleReports116
ChildrenIdentifiedw/HearingLossreport125Flow
Chart117IndividualDiagnosticreport119Inpatient
ScreeningResultsreport121NeedDiagnosticsreport
118NeedOutpatientScreeningreport127
HI*TRACKUsersGuide
OutpatientScreeningResultsreport
12
2
Physiciansreport
12
6
RiskIndicatorsreport
12
3
ScreenerProfilereport
12
4
RequiredFields
specifyingrequiredfields28
RestoreData69Results
inpatientoptions74
outpatientoptions75
S
Screening5,37creatingachildrecord41
creatingchildrecordsteps41entering
customfield42enteringmothersinfo43
enteringnotes42enteringresults45
exportingfinishedrecords47finishing
records46functionbuttons39overview38
printinglistofinfantstobescreened44
recallinginfantrecords47selectingrisk
indicators43tasks40
Securitysettingpassword
34settinguseraccess34
SettingHI*TRACKdatabase111
SonNetPM138State/Regional
Transfer65Systemrequirements
8
T
Tracking6,49child
informationscreen57
diagnosticstab62Dx
recommendation59entering
customfield58filteroptions51
followuptab63
HI*TRACKUsersGuide
functionbuttons
52
hearingstatustab
63
mergingdata
54
mostconclusiveresults
58
mother

sinformationscreen
60
overview
51
riskindicatorstab
61
tasks
54
updatinginfantrecords
56
Transferringdatasetttingupdata
transfers
65
state/regional
66
U
UtilitiesAdvancedToolstabdatabasetools
108exporttoflatfile109import/export
usersettings109settingHI*TRACK
Database111Backup/Restoretabbacking
updata68restoringdata69Import/Export
ProgramInfotabexportingprograminfo
69importingprograminfo70overview
105Securitytab34usingutilities107
OtodynamicsEZScreen2

Hitrack35 User Guide

Caricato da

Informazioni sul documento

Titolo originale

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Hitrack35 User Guide

Caricato da

Copyright:

Formati disponibili

HI*TRACK

25 Settingpatientrecordformats ................... 25LetterOptions

Specifyingrequiredfields ...................... 28 Equipment Tab

30 Merge Settings Tab ........................... 31

CollectingScreeningInformation ............... 37 Screening

........ 78GeneratingstandardlettersinMicrosoftWord .....

Frequentlyusedreports ........................ 92 Creating/Usinggroups

........ 109Exportinguserfields.......................... 109

Managing Centralized HI*TRACK Data ....... 112

? Indicate whether you are collecting data from other

HI*TRACK prints the screening list. Manually record infant

Potrebbero piacerti anche