Optility ™ Nuclear Medicine Management Software Manual

51 Optility™ User Guide

• Procedures – The Procedures menu allows you to manage the procedures in the system. The
options are:

Figure 23 Procedures menu
• List – Used to add, update, or delete procedures in the system. For more information, see ”List”
on page 247.
• Procedure Groups – Used to add, update, or delete procedure groups in the system. Procedure
groups are used to consolidate multiple procedures into one group for data summary purposes.
For more information, see ”Procedure Groups” on page 251.
• Procedure Tracking Codes – Used to add, update, or delete procedure tracking codes in the
system. For more information, see ”Procedure Tracking Codes” on page 254.
• Procedure QA Codes – Used to add, update, or delete quality assurance codes in the system.
For more information, see ”Camera QC” on page 622.
• CPT Codes – Used to add, update, or delete Current Procedural Terminology (CPT) codes in the
system. For more information, see ”CPT Codes” on page 259.
• Procedure CPT Codes – Used to add, update, or delete procedure CPT codes in the system.
For more information, see ”Procedure CPT Codes” on page 261.
• Diagnostic Codes – Used to add, update, or delete diagnostic codes in the system. For more
information, see ”Diagnostic Codes” on page 263.

Using Optility™ 52

• Drugs – The Drugs menu allows you to manage the drugs in your system. The options are:

Figure 24 Drugs menu

• List – Used to manage the drugs in the system. For more information, see ”List” on page 225.

• Isotopes – Used to manage the isotopes in the system. For more information, see ”Isotopes” on
page 271.

• Chemical Forms/Physical States – Used to manage the chemical forms/physical state
combinations in the system. For more information, see ”Chemical Forms/Physical States” on
page 274.

• Custom Formulary – Used to manage a list of components used during the preparation of
custom- or PET-produced products. For more information, see ”Custom Formulary” on page 278.

• Tc99m Kit Standing Order – Used to manage the Tc99m standing order. For more information,
see ”Tc99m Kit Standing Orders” on page 281.

• Tc99m Kit Parameters – Used to manage the parameters for all in-house prepared products.
Parameters for technetium prepared kits are entered for each brand of cold product. For more
information, see ”Tc99m Kit Parameters” on page 285.

• QC Types – Used to manage the QC types in the system. For more information, see Figure on
page 288.

• Drug QC – Used to define what type of QC data is to be entered for each product by selecting
the QC type. For more information, see ”Drug QC” on page 290.

• Vendor Drugs – Used to manage the vendor drugs in the system. For more information, see
”Vendor Drugs” on page 293.

• Drug Vendor Quantities – Used to manage the drug vendor quantities in the system. For more
information, see ”Drug Vendor Quantities” on page 298.

• Group License Types – Used to identify which license type the facility is using. This allows for
the type and quantity of drug. For more information, see ”Group License Types” on page 300.

53 Optility™ User Guide

• Vendors – The Vendors menu allows you to. The options are:

Figure 25 Vendors menu
• List – Used to manage all of the vendors in the system. For more information, see ”List” on
page 308.
• Standing Orders – Used to manage all of the vendor standing orders in the system. For more
information, see ”Standing Orders” on page 311.
• Purchase Orders – Used to manage all of the specific purchase order numbers for each vendor
or drug number. For more information, see ”Purchase Orders” on page 314.
• Pricing – Used to manage the pricing for your vendors. For more information, see ”Pricing” on
page 318.

• Site – The Site menu allows you to manage site information. The options are:

Figure 26 Site menu
• Edit – Used to display information about your lab and your customer’s lab sites (for Pharmacy
users). For more information, see ”Edit” on page 321.
• Drug License Limits – Used to manage the limits for specific drugs in the system. For more
information, see ”Drug License Limits” on page 326.
• Broad Limits – Used to manage the customer or site broad limits in the system. For more
information, see ”Broad Limits” on page 328.
• Group Limits – Used to manage the customer or site group limits in the system. For more
information, see ”Group Limits” on page 331.
• Personnel – Used to manage the radiation exposure records at your site or your customer’s site.
For more information, see ”Personnel” on page 333.

Using Optility™ 54

• Instruments – The Instruments menu allows you to manage the equipment used in the lab. The
options are:

Figure 27 Instruments menu
• Cameras – Used to manage your lab’s cameras. For more information, see ”Cameras” on
page 336.
• Dose Calibrators – Used to manage your lab’s dose calibrators. For more information, see
”Dose Calibrators” on page 339.
• Dose Calibrator Types – Used to display information used to configure a dose calibrator with a
computer. For more information, see ”Dose Calibrator Types” on page 342.
• Film Badges – Used to manage film badge records. For more information, see ”Film Badges” on
page 345.
• Film Badge Types – Used to manage film badge types. For more information, see ”Film Badge
Types” on page 348.
• Fume Hoods – Used to manage information on your fume hoods. For more information, see
”Fume Hoods” on page 351.
• Meters – Used to manage meters. For more information, see ”Meters” on page 355.
• Pocket Dosimeters – Used to manage pocket dosimeters. For more information, see ”Pocket
Dosimeters” on page 358.
• Scalers – Used to manage scalers. For more information, see ”Scalers” on page 361.

• Sources – The Sources menu allows you to. The options are:

Figure 28 Sources menu
• List – Used to manage the sources. For more information, see ”List” on page 365.

55 Optility™ User Guide

• Source Types – Used to manage the source types. For more information, see ”Source Types”
on page 369.

• Reminders – The Reminders menu allows you to manage your reminders. The options are:

Figure 29 Reminders menu
• Reminder Types – Used to manage the reminder types. For more information, see ”Reminder
Types” on page 373.
• Reminder Resources – Used to manage the reminder resources. For more information, see
”Reminder Resources” on page 376.
• Reminders – Used to manage your reminders. For more information, see ”Reminders” on
page 379.

• Survey Areas – The Survey Areas menu allows you to manage your lab’s survey areas. The
options are:

Figure 30 Survey Areas menu
• List – Used to manage your lab’s survey locations. For more information, see ”List” on page 380.
• Groups – Used to manage groups of your lab’s survey areas. For more information, see
”Groups” on page 383.

• Wipe Locations – The Wipe Locations menu allows you to manage your lab’s wipe locations. The
options are:

Figure 31 Wipe Locations menu
• List – Used to manage your lab’s wipe locations. For more information, see ”List” on page 386.
• Groups – Used to manage groups of your lab’s wipe locations. For more information, see
”Groups” on page 388.

Using Optility™ 56

• Other – The Other menu allows you to manage waste bin types, custom codes, and month end
dates. The options are:

Figure 32 Other menu
• Run – Used to mange your lab’s runs. For more information, see ”Run” on page 391.
• Waste Bin Types – Used to manage your lab’s waste bin types. For more information, see
”Waste Bin Types” on page 393.
• Custom Codes – Used to manage your lab’s custom codes. Custom codes are used for any
type of tracking or identification that would be useful to your department. For more information,
see ”Custom Codes” on page 395.
• Month End Dates – Used to manage end-of-month dates for other than a calendar month. For
more information, see ”Month End Dates” on page 397.

Reports

The Reports menu allows you to manage the reporting function of Optility™. For more information, see
”Reports” on page 639. The options are:

Figure 33 Reports menu
• Reports Management – Used to manage your reports. For more information, see ”Reports” on

page 639.

57 Optility™ User Guide

Tools

The Tools menu allows you to use additional applications, check for updates, perform backups/restores,
manage audit trails, manage system configuration, and set up system options. For more information,
see ”Tools” on page 90. The options are:

Figure 34 Tools menu
• Add-Ins – Used to access additional programs and utilities. For more information, see ”Add-Ins” on

page 90.
• Online – The Online menu allows you to check for Optility software updates, upload data, and

access user-selected Web sites. For more information, see ”Online” on page 90. The options are:

Figure 35 Online menu
• Check for Software Updates – Used to check the server for updates to the Optility™ application
and database. For more information, see ”Checking for Software Updates” on page 90
• Visit Optility Portal – Used to access the Optility™ portal website without exiting Optility™. For
more information, see ”Accessing the Optility™ Portal” on page 90.
• Visit SSI eCommerce Portal – Used to access the SSI eCommerce portal website without
exiting Optility™. You can log in to your account and order SSI products, if you require an
account, contact SSI Customer Service. For more information, see ”Accessing the SSI
eCommerce Portal” on page 91.
• Company Website – Used to access your company website without exiting Optility™. For more
information, see ”Accessing the Company Web Site” on page 91.
• My Favorite Website – Used to access your favorite website without exiting Optility™. For more
information, see ”Accessing My Favorite Website” on page 91.

Using Optility™ 58

• Data – The Data menu allows you to schedule data backups. You can also instantly backup and
restore data, and import and export data as XML files. For more information, see ”Data Backup and

Restore” on page 150.

Figure 36 Data menu

• Backup Now – Used to immediately backup your system data. For more information, see
”Backing Up Your Data” on page 151

• Backup Schedule – Used to schedule a recurring backup of your system data. For more
information, see ”Setting Up the Backup Schedule” on page 152

• Restore – Used to restore your system to a previous backup. For more information, see
”Restoring a Backup File from the Backup Log” on page 154

• Invoice Cross Reference – Used to view the invoice cross reference (BLPRF1.txt) file. The
BLPRF1.txt file is defined in the system configuration. For more information, see ”Importing
Invoice Cross References” on page 91.

• Invoice Details – Used to send the invoice details to the BLPSF1.txt file.The BLPSF1.txt file is
defined in the system configuration. For more information, see ”Exporting Invoice Details” on
page 92.

• Invoice Control – Used to send the invoice details to the BLPCF1.txt file.The BLPCF1.txt file is
defined in the system configuration. For more information, see ”Exporting Invoice Control Data”
on page 93.

• Audit Trail – The Audit Trail allows you to list the contents of the reminder exceptions. For more
information, see ”Audit Trail” on page 157.

Figure 37 Audit Trail menu

• Reminder Exceptions – Used to list the reminder exceptions. For more information, see
”Managing Reminder Exceptions” on page 157.

• System Configuration – Used to set system defaults and parameters. For more information, see
”System Administration” on page 129.

• Options – Used to configure the displayed language, save and restore Windows layout settings,
and change the interface colors. For more information, see ”User Options” on page 103.

59 Optility™ User Guide

Window

The Window menu allows you to. The options are:

Figure 38 Window menu
• Document Interface Style – The Document Interface Style menu allows you to change the

Optility™ interface. The options are:

Figure 39 Document Interface Style menu
• Single – Displays the active window. Other open windows can be selected from the Window
menu or by clicking the appropriate button in the Status bar. For more information, see ”Viewing
Multiple Windows” on page 71.
• Multiple – Displays the open windows in a cascade style. For more information, see ”Viewing
Multiple Windows” on page 71.
• Multi-Tabbed – Displays each open window as a tab. For more information, see ”Viewing
Multiple Windows” on page 71.

• Arrange Icons – Arranges window icons (when all windows are minimized) so that they are placed
at the bottom of the window. For more information, see ”Viewing Multiple Windows” on page 71.

• Cascade – Displays open windows so they overlap. For more information, see ”Viewing Multiple
Windows” on page 71.

• Close all Windows – Closes all open windows. For more information, see ”Viewing Multiple
Windows” on page 71.

• Tile Horizontally – Displays all open windows as horizontal tiles, making them all visible at the
same time. For more information, see ”Viewing Multiple Windows” on page 71.

• Tile Vertically – Displays all open windows as vertical tiles, making them all visible at the same
time. For more information, see ”Viewing Multiple Windows” on page 71.

Using Optility™ 60

Help • Minimize All Windows – Minimizes all windows. Screens can then be selected from the Window
menu or by clicking the appropriate icon in the Status bar. For more information, see ”Viewing
Multiple Windows” on page 71.

The Help menu allows you to access the online help, search the index, and perform a full-text search.
The options are:

Figure 40 Help menu

• Contents – Opens the main Help file. For more information, see ”Help” on page 60.
• Index – Enables you to search the index of the main Help file. For more information, see ”Viewing

Multiple Windows” on page 71.
• Search – Enables you to conduct a full-text search of the main Help file. For more information, see

”Viewing Multiple Windows” on page 71.
• About – Displays the application version number and system information for the computer on which

the application is loaded. For more information, see ”Viewing Multiple Windows” on page 71.

Application Buttons

The following are buttons commonly used throughout the application.

NOTE: Buttons used for function-specific records are described in the chapters in which the functions
are documented.

Table 2 Common application buttons

Button Description

Click this button to create a duplicate of an existing record, which
can then be edited and saved as a new record.

Click this button to delete a selected record.

Click this button to edit a selected record.

61 Optility™ User Guide

Table 2 Common application buttons

Button Description (continued)

Click this button to save a selected window as an Excel file (see
”Exporting to an Excel File” on page 86).

Click this button to save a selected window as an XML file (see
”Exporting to an XML File” on page 86).

Click this button to print a label for the selected record.

Click this button to create a new record.

Click this button to print a selected item.

Click this button to preview a record before printing it as well as to
access the printer setup (see ”Printing Screens and Reports” on
page 87).

Click this button to update an active window

Status Bar

The Status bar is located at the bottom of the window. It displays:

• Icons representing each active window. Click an icon to view the window.
• The Reminder icon . Click the icon to display reminders.
• The current database.
• The Quick Launch icon . Click icon to display the Quick Launch workflow.
• Date and time

.

Figure 41 Status bar

Using Optility™ 62

Windows and Dialog Boxes

The Optility™ application displays several different types of windows and dialog boxes.

Record Dialog Box

The contents of records are displayed in dialog boxes. Information is entered and edited in the record
dialog boxes. This data can be shared with the rest of the application.

Figure 42 Patient Classification Code - Edit dialog box

The data that displays in records can be customized. Your organization can choose to display all or
some of the record information. Custom boxes can also be created. For more information, see
”Security” on page 129.

Any box with a required icon (configured by your system administrator) is required information. You
cannot save and close the dialog box unless a valid value is entered. If you try to save the record and
the required information is not entered or valid, a Form Validation message box displays.

If you enter invalid information in a box, you cannot tab or click out of that box unless you do one of the
following:

• Enter valid information in the box
• Clear the entry

Figure 43 Form Validation message box

63 Optility™ User Guide

For more information about required fields, see ”Required Fields” on page 70

Record information can be entered in:

• Text boxes – Only text can be typed.

• Drop-down lists – Text can be entered or selected from a drop-down list. A list displays when you
type text into the box or when you click the drop-down arrow. The record is highlighted based on
what you type in the box. For example, if you type Edm in the box, the Edmund record is highlighted.
You can also use the up and down arrows to scroll through the list. The filtering feature
works the same way as filtering columns. For more information, see ”Filtering Columns” on page 95.

Records can also be added to the list by clicking . A new record dialog box displays and you
can then add a record to a related list.

• Fields - Refers to text boxes and drop-down lists.

You can define a default value for a drop-down list that displays when the record is first opened. You
must use the internal ID of the record when defining the default. For more information, see ”Determining
the Internal ID of a Record Example” on page 144.

Figure 44 Drop-down list example

After you have made any changes to a record:

• Click OK to close the dialog box and save the changes.
• Click Cancel or to close the box without saving any changes made.

Typing Ahead

You can select a record from a drop-down list by typing text in to the box (typing the record name until it
displays in the drop-down list). For example, type CA to display CARDIAC. For multi-column lists, Type
Ahead only searches for records in the first column.

Using Optility™ 64

Tabbed Dialog Box

Some dialog boxes contain additional pages of information for that record. These additional pages of

information are located in tab(s) located at the top of the record (1). Some of these dialog boxes also

contain shortcuts to related lists or details in the application. These related details are located in tab(s)

located at the bottom of the record (2). This allows you to view the relationships between records.

From the detail tabbed lists, you can also add, edit, and delete other records.

For example, a procedure group record can contain a tabbed list of all procedures contained in the
particular procedure group. Or a procedure record can contain a tabbed list of all study defaults that
contain the particular procedure. Each list can be accessed by clicking a labeled tab.

1

2 2 Associated detail tabs

1 Customer tabs (pages)

65 Optility™ User Guide

Figure 45 Tabbed lists

• You can edit a record if you double-click on a selected row or highlight a row, and then click
.

• You can delete records if you highlight the rows, and then press Delete or click .

• You can add new item to a selected list if you click . A new record dialog box displays.

After you create the new record, the box is populated with the new record information and you can
tab to the next box.

For more information on working with records, see ”Working With Records” on page 81.

NOTE: Which tabbed items appear on your window depend on how they have been configured by your
system administrator.

Associated Record Details

Records are comprised of details that are defined in the Master list. These details can be associated to
groups or individual records. For example, you can view all of the purchase orders in the system or you
can view all of the purchase orders that are associated to a customer.

This allows you to view a single record and all of the associated details with that record. The Tabbed
Lists shows a single customer and all of the associated details are displayed in the tabbed list at the
bottom of the dialog box.

Confirmation Box

Sometimes when you perform an action, Optility™ requires a confirmation. For example, when you
delete a patient record.

Figure 46 Confirmation box
Confirmation boxes normally require you to click (Yes or No) or (OK or Cancel).

Using Optility™ 66

Message Box

Sometimes when you perform an action, Optility™ responds with a message or status. For example,
when you check for a new version of software.

Figure 47 Message box
Message boxes normally require you to click (OK or Close).

67 Optility™ User Guide

Lists

Optility organizes information by lists and records. A list contains a group of records. For example, the
Patient master list contains all of the system’s patient records. Groups of records are displayed as rows
in lists. Each record displays some or all of the information in the selected record.

Figure 48 List example

Using Optility™ 68

You can create, edit, or delete records in a list. You can also print a list of records.

NOTE: The data that displays in lists is configurable. Your organization can choose to display all or
some of the record information. For more information, see ”Security” on page 129.

Table 3 Available options in a list

Option Action

Select a row (record) Click on the row. The row changes to a different color.

Select consecutive rows Click on the first row.

Hold the Shift key down.

Press the Up or Down Arrow keys to select the desired
rows.

Select non-consecutive rows Hold the Ctrl key down.
Click on the desired rows.

Edit or view a record in a list Click on the record in the list you want to view or edit,

and then click or double click the item.

A dialog box containing more information about the item
displays. From here, you can view, edit or add more
information.

Delete a record. Click on the record and press Delete or click
.

Add a new record Click .

Print a list Click .

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Optility Interface Features

The following sections describe some of the basic interface features.

Using the Keyboard

There are several special keys that are used to navigate, select, and enter values in fields using your
keyboard.

Navigating Using the Tab Key

The Tab key navigates from field to field on record dialog boxes. It also is used to navigate within fields,
for example, see ”Entering Numbers” on page 80. An example of the tab sequence for the Inventory -
New dialog box is below.

1 3 5
2 4
6
7

89 wr
-q et

y
u

Figure 49 Example tab sequence

Press the Shift key and then press the Tab key to go back to the previous box.

The space bar is used to select or deselect check boxes.

When a drop-down list is active (highlighted), you can use the and arrow keys to change the
values.

Using Optility™ 70

Required Fields

Some fields within a record are required fields. Information must be entered in these fields in order for
you to proceed. All required fields are pre-defined by the system. However, your system administrator
can define additional required fields. For more information, see ”Meta Data” on page 143.

Each required box is identified by a small icon defined by your organization. The system default icon for
a required field is . Drop-down lists in a dialog box list do change color when you click in the list.

If you attempt to save a record without entering a valid value in a required box, the Form Validation
message box displays. For more information, see ”Windows and Dialog Boxes” on page 62.

Dose Calibrator Available

Click the dose calibrator icon if a dose calibrator is attached to your system and you want the

dose calibrator to calculate the activity and entered it into the box. The system default icon for a dose

calibrator available field that is also a required field is .

Decay Control

The Decay Control is the Current Activity (CurrAct) readings that are in several lists throughout
Optility™. This reading is a graphical representation of how much activity is remaining for radioactive
materials. The red bar in the CurrAct box indicates the remaining level of activity. When you mouse
over the CurrAct box, a pop-up displays showing the following readings:

• Calibrated Date – The calibration date and time of the material.
• Current Activity – The current activity level.
• Activity Remaining – The percentage of activity remaining.

The following is an example of the Decay Control:

Figure 50 Decay Control example

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Viewing Multiple Windows

Optility’s window multi-tabbed feature allows you to:

• Display multiple windows as tabbed items
• Divide windows into horizontal or vertical tabbed groups
• Add and remove windows from tabbed groups
• Move windows from one tabbed group to another

You can display, open, and close windows in multiple ways.

Table 4 Displaying windows

Command Description

Single Windows > Document Interface Style > Single

Cascade Displays one window. Other active windows can be selected by
Tile Horizontally selecting them from the open window list in the Window menu
Tile Vertically or by clicking the open window icons on the Status bar.
Minimize All Windows
Windows > Cascade, or
Arrange Icons Windows > Document Interface Style > Multiple

Close All Windows Displays multiple windows in an overlapping format.

Windows > Tile Horizontally (in Single or Multiple modes)
Displays all open windows above and below each other.

Windows > Tile Vertically (in Single or Multiple modes)
Displays all open windows side-by-side.

Windows > Minimize All Windows (in Single or Multiple
modes)

Minimizes all open windows. Window icons then display at the
bottom of the window.

Windows > Arrange Icons (in Single or Multiple modes)
Arranges window icons after they have been moved (when all
windows are minimized) so that they are placed at the bottom of
the window.

Windows > Close All Windows (in Single or Multiple
modes)

Closes all open windows.

Multi-Tabbed Windows > Multi-Tabbed
Displays each open window as a tab.

Using Optility™ 72

Displaying Multiple Windows as Tabs

To display multiple windows as tabbed items:

1. Open more than one window.
2. Click Window > Document Interface Style > Multi-Tabbed. A tab for each window displays at the

top of the window.

Figure 51 Multi-Tabbed example

Creating Multiple Horizontal Tab Groups

To create multiple horizontal tab groups:

1. Open more than one window.
2. Click Window > Document Interface Style > Multi-Tabbed. A tab for each window displays at the

top of the window.
3. Right-click on the tab for which you want to create a separate tabbed group.

73 Optility™ User Guide
4. Select New Horizontal Tab Group. The selected tab displays in a new tab group.

Figure 52 Multiple horizontal tab group example

Creating Multiple Vertical Tab Groups

To create multiple vertical tab groups:
1. Open more than one window.
2. Click Window > Document Interface Style > Multi-Tabbed. A tab for each window displays at the

top of the window.
3. Right-click on the tab for which you want to create a separate tabbed group.

Using Optility™ 74
4. Select New Vertical Tab Group. The selected tab displays in a new tab group.

Figure 53 Multiple vertical tab group example

Adding a Window to a Tabbed Group

To add a window to a tabbed group:

1. Click anywhere within the tabbed group to which you want to add a window.
2. Open a new window. The window is inserted into the selected group.

Removing a Window from a Tabbed Group

To remove a window from a tabbed group:

1. Click on the tab of the window that you want to remove.
2. Right-click and select Close.

75 Optility™ User Guide

Moving a Window to Another Tabbed Group

To move a window from one tabbed group to another:

1. Click on the tab of the window that you want to move.
2. Drag it to the group to which you want to move it.

Or
1. Click on the tab of the window that you want to move.
2. Right-click and select one of the following:

• Move to Next Tab Group
• Move to Previous Tab Group

Splitting Windows

You can view different parts of a window simultaneously by splitting the window horizontally and/or
vertically. You can split the windows as many times as necessary to help you view the information.

• A window can be split vertically if all columns cannot be displayed at once. (The horizontal scroll bar
displays.)

• A window can be split horizontally if all rows cannot be displayed at once. (The vertical scroll bar
displays.)

Splitting a Window Vertically

You can split a window vertically so that you can view columns that may not fit in the window at once, or
view non consecutive columns next to each other.

NOTE: A window can only be split vertically if all the information cannot be viewed at the same time.
(The vertical scroll bar is visible.)

NOTE: You can also change the order of the columns. See ”Changing the Order of Columns” on
page 95.

To split a window vertically:

1. Point to the split box at the bottom left of the horizontal scroll bar.

Using Optility™ 76

2. When the pointer changes to , drag the split bar horizontally to the desired position.

Figure 54 Splitting the window vertically
3. Use the scroll bars to adjust the windows to view the desired columns.

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Splitting a Window Horizontally

You can split a window horizontally so that you can view different parts of a window at once. For
example, the 10th line and the 250th line.

NOTE: A window can only be split horizontally if all the information cannot be viewed at the same time.
(The horizontal scroll bar is visible.)

To split a window horizontally:
1. Point to the split box at the top right of the vertical scroll bar.

Using Optility™ 78
2. When the pointer changes to , drag the split bar down to the desired position.

Figure 55 Splitting the window horizontally
3. Adjust the scroll bars to the places in the window you want to view.

79 Optility™ User Guide

Splitting a Window Horizontally and Vertically

You can split a window horizontally and vertically at the same time by performing the procedures
described in the previous two sections; ”Splitting a Window Vertically” on page 75 and ”Splitting a
Window Horizontally” on page 77.

Figure 56 Splitting the window horizontally and vertically

Using Optility™ 80

Entering Numbers

Some fields such as Date, Time, and Social Security Number (SSN) require numbers to be entered in a
specific format. For example, when entering a social security number, you must enter numbers in a
###-##-#### format. Numbers can only be entered in the following fields:

• Any date or time box
• Price or decimal box
• Phone and fax numbers
• SSN

You cannot save and close the dialog box unless a valid value is entered. If you try to save the
record and the required information is not entered or valid, a Form Validation message box
displays.

NOTE: The number formats for your system are defined in System Configuration. For more
information, see ”Application Settings” on page 158.

Entering Dates

Dates can be entered using the calendar or manually.

You can use the Tab key to move within the date and time boxes. For example, you can move from the
month box to the day box. Also, once you are in a month, day, year, hour, or minute box, you can use
the and arrow keys to change the values. There are system-defined hot keys which change the
value of the date and time. Table 6 on page 126 describes the hot keys.

Entering a Date Using the Calendar

To select a date in a calendar

1. Click the button in the Date box. The Calendar displays.

Figure 57 Calendar

2. Click the arrow buttons to adjust the months, and then click the desired date. The date is entered in
the box.

81 Optility™ User Guide

Entering a Date Manually

To enter a date manually:
• Enter the text in a format such as: mm/dd/yyyy format.
• Once you are in a month, day, or year box, you can use the and arrow keys to change the

values.
• If you press the Shift key and then press the arrow key, the system date increases by 1 day.
• If you press the Shift key and then press the arrow key, the system date decreases by 1 day.

NOTE: The date format for your system is defined in System Configuration. For more information, see
”Setting the Date/Time Format” on page 159.

Entering Times

Some fields prompt for date and time.

Figure 58 Date and Time box

Entering a Time Manually

To enter a time:
• Type the time into the box.
• Once you are in a hour or minute box, you can use the and arrow keys to change the values.

NOTE: The time format for your system is defined in System Configuration. For more information, see
”Setting the Date/Time Format” on page 159.

Working With Records

Records can be created, edited, and deleted from within a list or a record. For example, from within a
procedure record, you can create a procedure group record.

Unique Keys

Unique Keys allow you to force Optility™ to verify that record details contain a unique value. For more
information, see ”Unique Keys” on page 148.

Duplicate Records

Optility™ does not allow you to create duplicate records. Every record contains an internal ID which is
assigned by the system upon creation. If you attempt to create a duplicate record, Optility™ allows you

Using Optility™ 82

to edit the existing record or edit the new record in order to make the records different. If Optility™ finds
a duplicate record, the Duplicate Records message box displays.

Figure 59 Duplicate Records message box

You have two options:

• Load and Edit found duplicate record – Select this option to edit the existing record and cancel
creating a new record.

• Edit current (NEW) record – Select this option to edit the new record to make it different from the
existing record. The existing record remains in the system with no updates.

Creating Records

You can create records from within a list, within a record, or using tabbed lists.

Creating a Record Within a List

To create a record within a list:

1. Go to a list.

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2. Click . A new record dialog box displays.

Figure 60 Study Defaults - New record dialog box

3. Enter the information in the appropriate fields.

4. If you want to create multiple records with similar information and do not want to retype the
information, click the Copy check box.

5. Enter information in the appropriate fields and click OK.

If you did not select the Copy check box, the record is created and you are returned to the previous
record from where you can select the new record.

If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

Creating a Record From Within Another Record

To create a record from within another record:

1. Go to a record. button next to the box to which you want to add a new record. A new record dialog

2. Click the
box displays.

Using Optility™ 84

3. Enter the information in the appropriate fields.

4. If you want to create multiple records with similar information and do not want to retype the
information, click the Copy check box.

5. Enter information in the appropriate fields and click OK.

If you did not select the Copy check box, the record is created and you are returned to the previous
record from where you can select the new record.

If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

6. After you create the new record, you are returned to the previous record from where you can select
the new record.

Creating a Record From Within Another Record Using Tabbed Lists

To create a record from within another record using tabbed lists:

1. Go to a record.

2. Click the tab for the appropriate list at the bottom of the dialog box.

3. Click . A new record dialog box displays.

4. Enter the information in the appropriate fields.

5. If you want to create multiple records with similar information and do not want to retype the
information, click the Copy check box.

6. Enter information in the appropriate fields and click OK.

If you did not select the Copy check box, the record is created and you are returned to the previous
record from where you can select the new record.

If you selected the Copy check box, the record is created and a copy of the record is generated and
displayed. Enter your changes and when you click OK, another new record is created.

Editing Records

You can edit records from within a list, within a record, or using tabbed lists.

Editing a Record From Within a List

To edit a record from within a list:

1. Go to a record.

2. Highlight the record within the list.

3. Click or double-click on the record. The dialog box for the selected record displays.

4. Edit information in the appropriate fields and click OK.

Editing a Record From Within Another Record Using Tabbed Lists

To edit a record within a record using tabbed lists:

1. Go to a record.

2. Click the tab for the appropriate list at the bottom of the dialog box.

3. Highlight the record within the list.

4. Click or double-click on the record. The dialog box for the selected record displays.

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5. Edit information in the appropriate fields and click OK.

Deleting Records

You can delete a record from within a list or a record.

Deleting a Record From Within a List

To delete a record within a list:

1. Highlight the record within the list.

2. Click or press Delete. A Delete confirmation box displays.

Figure 61 Delete confirmation box
3. Click Yes or No.

NOTE: You cannot delete a record if it is associated with another record.

Deleting a Record From Within a Another Record Using Tabbed Lists

To delete a record within a record using tabbed lists:

1. Go to a record.

2. Click the tab for the appropriate list at the bottom of the dialog box.

3. Highlight the record within the list.

4. Click or press Delete. A confirmation box displays.

5. Click Yes or No.

NOTE: You cannot delete a record if it is associated with another record.

Copying Records

The Copy function enables you to create duplicate records based on an existing record. This is helpful
when creating multiple records that contain almost the same data. For example, if you are creating

Using Optility™ 86

multiple records in which the only difference is the patient or customer name. The copy function can be
used in two ways:

Creating a Copy of a New Record

To create a copy of a newly-created record:

1. Enter information in the new record.
2. Select the Copy check box.
3. Click OK. The record is created and a copy of the record is generated and displayed.
4. Repeat Make any required changes and click OK.

When you click OK, another new record is created and the process continues until you deselect the
Copy check box.

Creating a Copy of an Existing Record

To create a copy of an existing record:

1. Select the record that you want to copy.

2. Click . A new record, based on the one you selected displays.

3. Make any required changes and click OK to save the record.

Exporting Data

You can export Optility data as an Excel or XML file.

Exporting to an Excel File

NOTE: This feature is only available if Excel is installed on your computer.

To export data as an Excel file: . A dialog box displays, allowing you to do one of
. The system asks if you want to open the file or
1. From the list you want to export, click
following:
Open the Excel file:
a. Click Open to open the list in Excel
b. Review the list and then click Save.
Save the Excel file without opening it:
a. Click Save.
b. Select a location and file name.
c. Click Save.

Exporting to an XML File

To export data as an XML file:

1. From the list you want to export, click
save it to your computer.

2. Click Save.

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3. Select a location and file name.
4. Click Save.

Reports

For more information about using the Reports interface, see ”Reports” on page 639.

Printing Screens and Reports

You can print windows (displayed lists) and reports. All records in the displayed list that have the Print
check box selected are queued to print. The Print check box on the records in the displayed list is
deselected after the print is completed.

Using Optility™ 88

Setting Up Print Parameters

To set up printing parameters:

1. Click . The Print Preview dialog box displays.

Figure 62 Print Preview dialog box

89 Optility™ User Guide
2. Click File > Page Setup. The Page Setup dialog box displays.

Figure 63 Page Setup dialog box
3. Click Printer. The Page Setup - Printer dialog box displays.

Figure 64 Page Setup - Printer dialog box

Using Optility™ 90

4. Make any required changes to the printer parameters.

NOTE: The parameters depend on the printer you are using.

5. If needed, select another printer.
6. Click OK to close the Page Setup - Printer dialog box.
7. Click OK to close the Page Setup dialog box.
8. If needed, adjust the view of the document.
9. When finished, do one of the following:

• Click to print the window.
• Click File > Print.
• Close to close the dialog box without printing.

To print a window using the default printer:

• Click . The window is sent to the printer.

Tools

This chapter contains information about Optility tools.

Add-Ins

Additional programs and utilities can be accessed from the Add-Ins command on the Tools menu. For
example: a utility that converts and imports data from an earlier version of Optility.

NOTE: Some Add-Ins are automatically deleted after the utility is run or an application is installed.

For more information about the Add-Ins in your application, contact Technical Support.

Online

The Online menu allows you to check for Optility software updates, upload data, and access
user-selected Web sites.

Checking for Software Updates

The Check for Software Updates function enables you to check the Internet for upgrades for the
Optility™ application. For more information, see ”Updating Optility™ Application and Database” on
page 677.

Accessing the Optility™ Portal

To access the Optility™ Web site from the Optility™ application:

1. Click Tools > Online > Visit Optility™ Portal. The Optility™ Portal page displays in an Optility™
window.

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NOTE: This information is entered in System Configuration. For more information, see ”Setting the
Online Links” on page 220.

Accessing the SSI eCommerce Portal

To access the SSI eCommerce Web site from the Optility™ application:
1. Click Tools > Online > Visit SSI eCommerce Portal. The SSI eCommerce Portal page displays in

an Optility™ window.

NOTE: This information is entered in System Configuration. For more information, see ”Setting the
Online Links” on page 220.

Accessing the Company Web Site

To access your company’s Web site from the Optility™ application:
1. Click Tools > Online > Company Web Site. The company web site page displays in an Optility™

window.

NOTE: This information is entered in System Configuration. For more information, see ”Setting the
Online Links” on page 220.

Accessing My Favorite Website

To access your favorite Web site from the Optility™ application:
1. Click Tools > Online > My favorite Website. Your favorite web site displays in a browser window.

NOTE: This information is entered in System Configuration. For more information, see ”Setting the
Online Links” on page 220.

Invoice Cross Reference

Used to import cross-references from another file. This file is used to allow other database systems to
read the data in Optility™.

Importing Invoice Cross References

To import invoice cross references:
1. Click Tools > Data > Invoice Cross References. The invoice cross references are imported.

Using Optility™ 92

Invoice Details

Use to export detailed line item invoice data. This file is used to allow other database systems to read
the data in Optility™.

Exporting Invoice Details

To export invoice details:

1. Click Tools > Data > Invoice Details. The Invoice Details dialog box displays.

Figure 65 Invoice Details dialog box

2. Enter the beginning date in the Begin Date box.
3. Enter the ending date in the End Date box.
4. Click OK. A successful completion message displays.
5. Click OK.

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Invoice Control

Used to export control invoice data. This file is used to allow other database systems to read the data in
Optility™.

Exporting Invoice Control Data

To export invoice control data:
1. Click Tools > Data > Invoice Control. The Invoice Control dialog box displays.

Figure 66 Invoice Control dialog box
2. Enter the beginning date in the Begin Date box.
3. Enter the ending date in the End Date box.
4. Click OK. A successful completion message displays.
5. Click OK.

Customizing Columns

The Optility application allows you to:
• Choose which information in a list appears as a column.
• Change the order of the columns.
• Apply a filter to a column so that only specific types of information displays. For example, a particular

name or number.
• Display information in descending or ascending order.
• Group information by column.

Choosing Columns

You can select which record fields to display as columns in lists. For example, you can choose whether
to display patient addresses in the patient’s list.

NOTE: The information that does not appear in a list still resides in the system.

Using Optility™ 94

To choose a field:
1. Right-click on any column head in the list you want to change. A shortcut menu displays.

Figure 67 Sorting fields menu
2. Click Field Chooser. The Field Chooser dialog box displays.

Figure 68 Field Chooser dialog box

3. Select the check boxes for the items you want to display in the list by doing one of the following:

4. Click the check box of the detail.
Or
Double-click the detail.

5. If desired, uncheck the boxes for the items you want to remove from the list.

6. If desired, change the column position of the selection by clicking the and arrow buttons.

7. If desired, enter the column width in (in pixels) of each individual detail in the Width of selected
column (in pixels) box located at the bottom right corner of the dialog box.

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8. Click OK.

Changing the Order of Columns

You can move columns so that the information is displayed in a different order.
To change the order of columns:
• Click on the column heading and drag and drop the column to the desired location.

Filtering Columns

The Filter icon at the top of each column, enables you to display only the records containing the
selected filter criteria. The Filter function contains the following options:
• All – Displays all results (default).
• Custom – Opens an Enter filter criteria for (Column) dialog box, allowing you to define the filter

criteria.
• Blanks – Displays only the records that have a blank or null value in the selected column.
• NonBlanks – Displays only the records that do not have a null value in the selected column.
• Specific value – Displays all records matching the selected value. Only values that are currently

entered in the column are available for selection.

NOTE: A column with changed criteria will remain unchanged even if the column is moved to another
position.

NOTE: After a column filter has been changed, a yellow mark displays to the right of the Filter icon .

To filter the contents of a column:
1. Click the funnel icon on the column head for the column you want to filter. A list displays

available filtering options.

Figure 69 Filtering options .

2. Select the filter option. The window refreshes and displays the selected filter item.
When a column filter is set to anything other than the default (All), the funnel icon appears as

Using Optility™ 96

Creating a Custom Filter

The Custom Filters function enables you to filter the data displayed on the list based on expressions
you create. An expression is made up of one or more condition statements. Each condition statement
consists of an operator (pop-up link) and an operand (pop-up link). You can create any number of
condition statements in an expression.

Creating a Column Filter with a Single Condition

To create a filter with a single condition statement:

1. Click the funnel icon on the column head for the column you want to create a filter with a single
condition statement.

2. Select Custom. The Enter Filter Criteria dialog box displays.

Figure 70 Enter filter criteria dialog box

3. Select the appropriate condition from the Operator list.
4. Enter or select the appropriate value from the Operand box.
5. Click OK. The column displays the data matching the filter criteria.

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Creating a Column Filter with Multiple Conditions

To create a filter with multiple condition statements

1. Click the funnel icon on the column head for the column you want to create a filter with multiple
condition statements.

2. Select Custom. The Enter Filter Criteria dialog box displays.
3. Select the appropriate condition from the Operator list.
4. Enter or select the appropriate value from the Operand box.
5. Click Add a condition.
6. Select the appropriate condition from the Operator list.
7. Enter or select the appropriate value from the Operand box.
8. Repeat step 5 through step 7 for each additional condition.
9. To display only the data that matches ALL the condition statements, select And condition.

Or
To display data that matches one of the condition statements, select Or condition.

10.Click OK. The column displays the data matching the filter criteria.

Examples:

• To create a custom filter that only displays numbers in excess of 10,000, you would select Greater
than from the Operator list, and enter 10000 in the Operand box.

• To create a custom filter that only displays numbers that are greater than 1,000 but less than 10,000,
you would do the following:

a. In the first condition statement, select Greater than from the Operator list and enter 1000 in the
Operand box.

b. Click Add condition. A second row appears under the first condition statement.

c. In the second condition statement, select Less than from the Operator list, and enter 10000 in
the Operand box.

Table 5 Filter criteria functions and fields

Function Filter Criteria dialog box fields

Using Optility™ 98

Table 5 Filter criteria functions and fields (continued)

Operator And conditions/Or conditions

Operand The Operator list is used in conjunction with the Operator box
Add a to determine how the system filters results. In the Operator
Condition list, select one of the following:

• Equals to
• Does not equal to
• Less than
• Less than or equal to
• Greater than
• Greater than or equal to
• Like
• Matches Regular Expression
• Operator – Examples:

To filter results so that only numbers over 10, 000.00 appear,
you must select Greater than from the operator list, and enter
10000 in the Operand box.

To filter results so that only numbers for the amount of
1,000.00 are displayed, you must select Equals to from the
Operator list, and enter 1000 in the Operand box.

Add a Condition

The Operand identifies the value (numeric or text) for which
you want to filter the data on the list. In the Operand box, enter
the value you want to be included in the filter.

And conditions/Or conditions

If you create an expression with only one condition statement,
this option is not available. When creating an expression with
multiple conditions, you must select And conditions or Or
conditions.

To display only the data that matches ALL the condition
statements, select And conditions. To display data that
matches one of the condition statements, select Or conditions.

To add a condition statement to an expression, click Add a
Condition. To delete a row, highlight the row and click Delete
Condition.

Sorting Information in Descending or Ascending Order ) displays.

To display information in descending or ascending order based on one column:
1. Click on the column head for the column you want change. A blue down arrow(

99 Optility™ User Guide

2. Click the arrow to toggle between descending and ascending list.
To display information in descending or ascending order based on multiple columns:
1. Click on the column head for the column you want change. A blue down arrow( ) displays.
2. Click the arrow to toggle between descending and ascending list.
3. Press Shift and click on another column to sort using multiple columns.
4. Repeat step 3 for each additional column that you want to use in the multiple column sort.

NOTE: The change remains even if you move the column within the list.

Using Optility™ 100

Grouping by Column Heads

You can sort the data in the list according to the entries in a single column or multiple columns.

NOTE: Within each group, you can also change the sorting order.

To sort by a group:
1. Drag the selected column header to the top of the list over the Drag a column header here to

group by that column box.

Figure 71 Sort by group location