Admin: Note Assist Audit

An Audit is a set of categories that are used to check a clinical note for completeness. Audits may be assigned based on job function or type of clinical note that the user will be creating. For example, you might have one audit that checks clinical notes created by a home hospice nurse, and different audit that checks clinical note that would be run by a physician in a clinic. The home hospice nurse audit may be named, "Home Hospice" and include categories labeled ADLs, PPS, and Medications. The physician's audit might be named, "Normal Exam" and include categories HEENT, Cardiovascular, and Respiratory.

At the top of the Edit Note Assist Audit page is a blue toolbar from which you can delete the audit you are viewing, create new audit, upload a new audit, download the audit you are viewing, run a batch audit against the audit you are viewing, or view the documentation for the Add/Edit a Note Assist Audit (this page).

Add or Edit Note Assist Audit

1. To add a new audit, go to the Audits tab on the Note Assist page and click the plus symbol in the blue toolbar. Before you can add a new Audit you must have at least one Category.
   
   To edit an existing audit, click the actions menunext to the audit you want to change, and select Edit Audit. 
   
   
2. Enter a Name for the audit.
   This name should clearly define what type of note or who should use the audit, as it will be used by end-users to determine which audit they select when running Note Assist
   Duplicate names are not allowed.
   Audit names are case insensitive.
   The name will appear in a drop-down menu at the top of the Note Assist window for all Note Assist users in the tenant.
   
   
   
   
3. Optionally, enter a Description of the audit.
   The description can include any information you want to remember about this audit. It only appears in nVoq.Administrator.
   
   
   
   
4. To add a category to the audit, click the plus symbol next to a category under the Add Some More Categories section. 
   Optionally use the Search field to find a specific category in the list. (Click the X next to the search term to clear the field.) The search is case insensitive.
   Each category selected will be used to see if a clinical note meets that specific criteria and will appear with either a checkmark or an X to indicate whether or not the note meets the criteria.
   
   
   
   
5. To remove a category from the audit, click the trash can icon on the right side of a category listed under the Categories section.
   
   
   
6. To change the order of categories, click on the drag icon and drag the category to the desired location in the list. 
   Categories appear in Note Assist in the order that they are listed in the Audit. You may want to put them in the order that you would expect to see them in the clinical note.
   
   
   
7. Optionally  test your audit .
   
   
   
8. When you have added or removed all necessary categories, click the Save button at the bottom of the screen. Your audit is created! Go to the Accounts page to assign the audit to users.
   

Test an Audit

1. On the Add or Edit Note Assist Audit page, click on the Test tab.

   
   

2. Enter text into the Test Text area that might be in a clinical note. Optionally drag the lines in the lower-right corner to increase the size of the text area if you need more room.

   
   

3. Click the Run button to run the note against the audit to see if words in the note are matched correctly against categories.

   
   

4. Each category in the audit is listed in the Audit Search List below the text area. 
   • A category that matches to text in the note is listed with a green checkmark. 
   • A category that does not match any text in the note is listed with a red X. 
5. Each category is assigned one of six colors. The clinical note added to the text area is duplicated in the Test Matches area where words that match a category are highlighted in the category's color.If the same color is used on multiple categories you can turn on/off the highlighting for one by clicking the box to the right of a category to see which words match. If your audit has many categories, uncheck all the boxes and turn them back on one by one to clearly see words that match each category. (You don't need to worry about categories with a red X since those didn't match any words.)

About Audits

• Audits appear in Note Assist in the Audits menu in alphabetical order. The first audit in the list displays by default.
• If no audits exist but there are categories:
  • Note Assist in nVoq.Voice displays all categories with the audit name "All Categories".
  • Note Assist in nVoq.Mobile Voice presents a message that says, "Note Assist is not configured."
• If changes are made to Audits or Categories while users are signed in to nVoq.Voice or nVoq.Mobile Voice, the user should see the changes within 30 minutes.

Run a Batch Audit

Run a batch file against an audit to see if existing narratives match categories in the audit.

1. On the Note Assist page, select the Audits tab and from the audit list view...
   • Click the actions menunext to the audit you want to run a batch file against and select Run Batch Audit.
     OR
   • Double click on the audit to open the Edit Note Assist Audit page, then click the Run Batch Audit iconin the blue toolbar.
     
     
2. On the Run Batch Audit page, use the Download template xlsx file link to create your own file, or use an existing Microsoft Excel file with a .xlsx file extension. 
   • Required columns on the batch file include: 
     • Narrative - The clinical note text that will be run against the selected audit. 
     • Narrative Date - The date that the narrative was created. 
     • Name - The name of the person who created the narrative. This name does not need to have a corresponding nVoq account. 
   • Any additional columns in the file are ignored, but will still appear in the output file.
     
     
3. Click on the Choose a file link in the dotted line box and navigate to your saved file, or drag your file from an open directory into the dotted line box. 
   • The maximum file size is 6MB.
   • Run the audit against one file at a time.
   • Only the first sheet in the file will be included in the audit run; any additional sheets will be ignored.
     
     
4. The system will check the file for missing required columns or data, and to make sure it does not exceed the maximum file size.
   • If no issues exist, go to step 5.
   • If information is missing or the file is too large that information will be presented below the file box. Click the X next to the file name to remove it from the page, fix the errors in the file, and then try the upload again.
     
     
5. When your file looks good, click the Run button.
   
   
6. Your output file is downloaded automatically and the screen switches back to the Note Assist page audit list view. 
   • The output file name is the same as the original file name prepended with the current date. 
   • The output file includes the Narrative, Narrative Date, and Name columns, any extra columns that were included in the file, a column for the Audit Name against which the batch was run, and a column for each category in the audit. 
   • Each category name will either show TRUE (if the category was included in the Narrative text) or FALSE (if the category was missing from the Narrative text).
   • If the file was unable to run you will see a red popup notification explaining why the batch request was unable to run, and that information is also available in the notifications list.