MyDining Pocket Guide

Pocket Guide

Patients are at the heart of healthcare.

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Table of Contents Important Links

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Help Desk

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Hardware Troubleshooting

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MyDining Login

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HL7 Alerts

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Patient Details

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Mock Unit & Patient

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Manual Updates

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Batch Printing

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Bulk Delivery

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Order Search

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Held Orders

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Modifying a Meal Order

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Repeat Order

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Void Order

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MyDelivery 35 Reports 41 Menu Item Change Approval

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Allergies 49 Print Groups

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Important Links MyDining https://mydining.compass-usa.com/app/index.zul MyDelivery https://mydining.compass-usa.com/traytracking/#/login TechSmart https://mycorpnew.compass-usa.com/TechSmart > Front of House Solutions > MyDining MyLMS for MyDining Pre-Training Log into OMS > Select LMS > Search for MyDining training MyDining Administrator Training https://app.smartsheet.com/b/form/75317d4c322c44018d30f0a7c49114b0 MyDining HL7 Management Training https://app.smartsheet.com/b/form/f05cf44ec72d4110aa617f21a1da71da MyDining Menu Set Training https://app.smartsheet.com/b/form/81216cd7b92144f6bdac14c008655c1f MyDining Go Live Issue Tracker https://app.smartsheet.com/b/form/3b2c71e828a54437b16366f1b5468594

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MyDining Help Desk vailable 24 hours a day, 7 days a week. For all technical, application, and interface A questions or concerns, the help desk should be contacted FIRST. The help desk will resolve your issue or escalate to the appropriate MyDining team for resolution.

Required information when submitting a ticket: • Facility SAP / Unit # • Contact information to include: ​​- Facility Name ​​- Requester Name ​​- Requester Contact Number ​​- Requester Email ​​- Alternate contact for follow up support • Issue isolated to single user experience or multiple user experience at the business facility level • Duration of Issue • New Issue or Legacy Issue

877-433-2939

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Hardware Troubleshooting (On-Site) ISSUE: Tickets Not Printing • Verify Print Manager is on and active • Check to see if Red Banner is displaying on the Call Center screen • May be out of paper • Old paper roll still in printer • Ensure printer rollers are free of debris • Paper jam in printer • Printer is powered off – Turn on and test, verify power cord is secure • Power Cycle Printer – Turn printer off, wait 30 seconds, turn printer back on • Printer too close to heat source • Verify network cables are plugged in tightly • Contact the MyDining Help Desk: 877-433-2939 ISSUE: Print Manager is showing inactive • Contact the MyDining Help Desk: 877-433-2939 ISSUE: iPad • If iPads freeze, power off to reset.

• iPads lose connectivity frequently: Check that iPads are connected to the correct secure WiFi

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MyDining Login Lightweight Directory Active Protocol (LDAP) LDAP connects the associate to the Compass directory.

Steps to obtain a MyDining login utilizing LDAP: 1. Food and Nutrition Director to generate Compass username and password in MyAccess.

2. Onsite MyDining administrator will provide access to MyDining using the Compass username and password.

Login to MyDining: 1. In Google Chrome, open: https://mydining.compass-usa.com/app/index.zul 2. Use the Compass username and password 3. Click “SIGN IN” Password reset options: 1. Update in MyAccess 2. Call the Compass help desk: (888)-295-7206 How to troubleshoot issues with LDAP login: • User does not have a Compass user ID set up through MyAccess • Password reset is needed • Case sensitivity of the login

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Single Sign On (SSO) SSO connects the associate to the hospital’s directory using the hospital’s email address.

Steps to obtain a MyDining login utilizing SSO: 1. Follow the facility-specific guidelines for requesting access to the network and email account Login to MyDining/MyDelivery: 1. MyDining: In Google Chrome, open: https://mydining.compass-usa.com/app/index.zul 2. MyDelivery: In Google Chrome, open: https://mydining.compass-usa.com/traytracking 3. Type in the hospital email address (all lowercase). Password is NOT needed.

4. Click “SIGN IN WITH WORK ACCOUNT” 5. The hospital login page will appear. Enter the hospital email and password to log in Password reset options: 1. Contact the facility IT Help Desk or use the Self Service reset option How to troubleshoot issues with SSO login: • User does not have an email address with the hospital • Password reset is needed • Case sensitivity of the login

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HL7 Alerts Indicates there is a problem with messages received from the EMR. Requires action BEFORE a meal order is taken.

HL7 Alert

Definition

Action to Take

De-Bedded Patient

Indicates a patient was removed from the bed by another patient transferring into the same bed.

Manually place patient in the correct Unit / Room / Bed.

HL7 Message Failure

Message sent to MyDining failed to process.

Reconcile patient profile to the EMR and manually update patient details if needed.

Indicates that these have not been programmed.

Call the help desk or email export of the HL7 alerts to the Nutrition Informatics team. Manually update the patient profile if available in MyDining.

Needs to be programmed by the MyDining team to display.

Call the help desk or email export of the HL7 alerts to the Nutrition Informatics team. Manually update the patient profile if available in MyDining.

The account number in MyDining does not match the account number in the message sent by the EMR.

Reconcile patient profile to the EMR and manually update patient details if needed.

Reminder to add as a standing order.

Add standing order and dismiss the alert after adding.

Reminder to delete as a standing order.

Delete standing order and dismiss the alert after adding.

Unmapped Allergy

Unknown Allergy Unknown Special Diet Unknown Texture

Account Number Mismatch Add Snack Add Tube Feeding Add Supplement Cancel Snack Cancel Tube Feeding Cancel Supplement

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Patient Details (Example)

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Mock Unit Mock Units are programmed in MyDining for nursing units that are not interfaced.

These nursing units may place a call to the diet office or fax over a list of trays needed.

This may include units such as infusion, cancer center, or cath lab.

Mock Patient

Mock Patients are programmed within the MOCK UNIT for associates to update the patient specific diet and allergy information in order to safely place a meal order.

Mock Unit and Mock Patient

To identify a patient, the end user will want to utilize the Ticket Note feature when placing a meal order to document: • Patient Name • Date of Birth (DOB) • Unit / Room / Bed

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Manual Updates to Patient Information Patient information will display in MyDining through the interface with the hospital’s Electronic Medical Record (EMR). There may be instances where information needs to be manually updated in MyDining for: • Admission • Discharge • Transfer • Orders • MRN / Account Number

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Manually admit a patient that is discharged in MyDining

1. From the PATIENTS tab, update the FACILITY drop down as needed.

2. Update the STATUS to Show All. Utilize the search bar to locate the patient by name, MRN or Account number.

3. Click on the desired patient to highlight in blue.

4. Click ADT to update the patients Unit/Room/Bed and admission status.

5. ADMIT will be the only option to select on a patient in a DISCHARGED status. Click ADMIT. 6. T he Admit Patient Screen will appear to ASSIGN BED. Choose the Unit and Room followed by Save & Close.

7. Validate the Admit date and click Save & Close. The patient will now display as ACTIVE with a Unit/Room/Bed.

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Manually admit a patient that is not in MyDining

1. Click on PATIENT TAB and choose the FACILITY. 2. Click ADD PATIENT. 3. Add PATIENT INFORMATION indicated by a red asterisk.

4. Add the MEAL SERVICE information. PATIENT TYPE will be inpatient. SERVICE TYPE is frequently used with room service accounts.

5. Add the ADMIT DATE. 6. Click ASSIGN BED. 7. Click on the Unit drop down to select the correct unit.

8. Locate the appropriate Room and Bed. Click to highlight blue.

9. Click UPDATE. 10. Review all information and SAVE & CLOSE.

Medical Record Number (MRN) is specific to the patient and will not change.

Account number is specific to the hospital visit and will change with future visits.

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Manually discharge an admitted patient

1. Click on the PATIENTS TAB, update the FACILITY filter, and adjust the STATUS filter to show all.

2. Search for the patient in the search box and click to highlight the patient row blue.

3. Click the down arrow next to ADT. 4. Click DISCHARGE. 5. Validate the DISCHARGE DATE. 6. SAVE AND CLOSE.

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Manually transfer an admitted patient

1. Find patient on the PATIENTS tab.

2. Select patient to highlight patient blue.

3. Click the down arrow next to ADT to select TRANSFER BED. 4. The Transfer Bed screen will appear. Click on the current Unit/Room/Bed in the green box to assign the new Unit/Room/Bed. 5. Validate the TRANSFER DATE and click Save & Close. The patient will now display in the updated Unit/Room/Bed.

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Update orders

1. The PATIENT DETAILS screen allows users to update the patient’s ADT, Personal Information, Meal Service Information, Diet Orders and/or Allergies, Tube Feedings and/or Supplements, Patient Notes, and Standing Orders.

2. Click EDIT PATIENT PROFILE to manually update the patient’s Personal Information if needed.

3. Click EDIT DIET ORDER to manually update the patients Special Diets, Supplements, Tube Feeding, Allergies, or Texture.

4. IMPORTANT: A texture must always be selected when making diet order changes.

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Patient Notes and Standing Orders

5. PATIENT NOTES includes PREFERENCES, SPECIAL INSTRUCTIONS, AND NOTES. Preferences and Special Instructions do not interface and need to be manually added by the associate. Notes may interface or may be manually added by the associate.

Note do not automatically print on the tray ticket unless selected to PRINT. 6. S TANDING ORDERS must be manually added by the associate. Standing Orders may be added per day or meal period. Menu items not suitable on the patient’s diet or allergy restriction will not be available as a menu item to add as a standing order.

7. For ease of tracking any changes to the patient information (manually or through the interface), the PATIENT HISTORY REPORT can be utilized. The PATIENT STANDING ORDER HISTORY report provides a detailed list of any changes made to Standing Orders. Both are located at the top of the Patient Detail screen.

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Batch Printing

BEDSIDE service style utilizes BATCH PRINTING. Meal orders are placed in a batch que and are printed on demand.

1. Select BATCH ORDERS on the Call Center tab.

2. Update the Facility, Delivery Date, and Meal.

3. IMPORTANT: Use the Unit dropdown to select the unit tray tickets that will be printed.

4. Review the list for RED STARS. Red Stars indicate that there are multiple meal orders in the batch que for the same patient. “G“ indicates a GUEST MEAL. Red Stars without a “G“ need to be resolved.

5. HELD orders will appear in yellow and will need to be reviewed.

6. Select PRINT TICKETS. A window will appear indicating that the tickets have been sent to the printer.

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Reprint INDIVIDUAL Batch Tickets

1. Select ORDER SEARCH on the Call Center tab.

2. Update the filters as needed to search for a specific patient.

3. Click on the order that needs reprinting.

4. O RDER SUMMARY will display. Click REPRINT DISPLAYED TICKET on the bottom right. A message will appear indicating the selected ticket has been submitted for reprinting.

5. Click OK and then CLOSE on the Order Search screen.

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Reprint an entire UNIT of Batch Tickets

1. Select BATCH ORDERS on the Call Center tab.

2. Update filters for Facility, Delivery Date, and Meal.

3. Use the UNIT dropdown menu to select unit needing to be reprinted.

4. Check the box INCLUDE PRINTED ORDERS. Tickets that have been printed will reappear to be printed. Click PRINT TICKETS to print all orders displayed on the screen.

Bulk Delivery Printing ROOM SERVICE operations may utilize BULK DELIVERY PRINTING for nursing units.

After meal orders are placed, tray tickets will automatically print according to the programmed delivery time per unit.

Programmed BULK DELIVERY times are applied when the meal order is placed through UNFED. Programmed bulk delivery times are not applied to the meal order when placed through Patient Search in the Call Center.

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Order Search Ways to search for a patient’s meal order: • Order Search from the Call Center screen • Patient Search meal box • Order Summary meal box • Order History on the Order screen

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Call Center

1. Select Order Search from the Call Center Screen.

2. Utilize the filters to drill down on a specific delivery date, facility, unit, kitchen, meal period, order status, and/or patient.

3. Any main meal or in between meals that have been placed can be viewed from this screen.

4. Click on the meal order to view details.

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Patient Search Meal Box

Find the patient in Patient Search.

If the meal box is yellow, red, or green, the Order Summary will display once the specific meal box is selected.

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Order Summary Meal Box If the meal box is yellow, red, or green, the Order Summary will display once the specific meal box is selected.

The date can be adjusted to view any past or future meal orders for the specific patient.

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Order History on the Order Screen

Once at the patient’s order screen, select Order History.

The Order Search will display with filters for Delivery Date, Kitchen, Order Status, and Tracking status for the specific patient.

Any main meal or in between meals that have been placed can be viewed from the Order History screen.

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HOLD

Held Orders A meal order for a FUTURE meal period may be held if the patient’s diet, allergy, supplement, tube feeding, notes, standing orders, preference change, or if a patient transfer into a new kitchen before the ticket prints. The tickets will not print unless the meal order is reviewed and adjusted.

1. Select HELD ORDERS in the Call Center.

2. Click on PATIENT. 3. Meal order will show ON HOLD. 4. Review HOLD REASON. 5. Click MODIFY to adjust the meal order.

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MODIFY

Modifying a Meal Order When a meal order for the CURRENT or FUTURE meal period needs to be changed.

1. Select MODIFY from the Order Summary Screen • If the ticket HAS NOT printed, the associate will be directed to the “Place Order” screen to make modifications to the order.

• If the ticket HAS printed, a prompt will appear so the associate can take action based on the desired outcome.

2. Modify: • WHEN TO USE: Associate place the new/changed order can intercept the original meal order prior to it leaving the kitchen.

• The associate will be directed to the “Place Order” screen to make modifications to the order.

• This action will VOID the original meal order and REPLACE with new order.

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Mark as NOT EATEN

MARK NOT EATEN WHEN: The TRAY was prepared but the patient did not eat it and another tray is needed (Patient not in room, tray is spilled, or patient prefers a different meal).

The associate will be directed to the PLACE ORDER SCREEN to modify the meal order.

The NUTRIENTS will not be counted from the original order but, the two trays WILL be counted on reports for statistics.

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Add Additional Items AFTER Printing

ADD ADDITION ITEMS WHEN: Associate placing the new/changed order CAN NOT intercept the original meal order prior to it leaving the kitchen.

The associate will be directed to the PLACE ORDER SCREEN to order ADDITIONAL items for the patient. This does not affect the original order and the patient will now have two meal orders for the same meal period.

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REPEAT

Repeat Order WHEN TO USE: A patient would like the same meal for another meal period. DO NOT select REPEAT ORDER if a ticket needs to be reprinted.

1. Select REPEAT ORDER from the Order Summary screen.

2. The associate will be directed to the PLACE ORDER SCREEN with all menu items automatically in the ORDER SUMMARY. 3. Associate will need to verify the DELIVERY DATE and MEAL PERIOD. Use the calendar icon to change the delivery date. Click into the time section to update for the meal period.

4. Click PLACE ORDER. RUSH is used for Room Service and NOW is used for Bedside service.

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VOID

Void Order WHEN TO USE: The selected meal tray was not provided to the patient for a variety of reasons (tray dropped, incorrect order).

1. Select Void from the Order Summary.

2. A prompt will appear for the associate to select a reason for the voided order.

3. Utilize the drop down menu to select a pre-programmed reason for a voided order or free text the reason.

4. The nutrients will not count towards the patient’s meal or daily totals. The tray will not count for tracking and financial purposes.

A VOID tray ticket will print if the meal order is voided after the tray ticket has printed.

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MyDelivery

Meal Tile Overview 1. MyDining Ticket Number 2. Zone or Cart 3. Unit / Room / Bed location 4. Scheduled Delivery Times 5. RUSH designation in red 6. NOW designation in red 7. Yellow icon indicates that a High Risk tray check is required before departing the kitchen

Cart Information

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Best Practices •DO use filters to help streamline selection of meal order tiles •DO utilize the search feature to easily locate meal order tiles • DO update the new unit/room/bed on the paper tray ticket for transfer alerts •DO mark patient discharges on the paper tray ticket • DO use transitional tray area for NOW trays and other single tray delivery • DO tap NOT EATEN if a diet order change alert indicates the patient is now NPO • DON’T share log ins • DON’T log in to MyDelivery on multiple devices at one time • DON’T move trays along in the process at any time other than the time of the actual tray tracking event • DON’T tap PROCEED WITH TRAY for diet order or allergy change alerts unless there are no questions on what menu items will be allowed • DON’T ignore alerts! Open alerts as soon as possible on screen

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STEP ONE: Cart Loading

1. Select the MEAL ORDER TILE. 2. Select GRAB CART to add meal tiles to the designated cart.

3. SELECT CART for the meal tile.

4. TOTAL number of orders in each cart.

5. RUSH will appear on any cart that contains a rush meal.

6. Prompt for HIGH RISK tray check.

7. RED CLOCK ICON for programmed timers.

8. PURPLE ARROW or RED CLOCK advances to CART SUMMARY when all meal orders are placed in the cart.

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STEP TWO: Cart Departure

1. Select the cart to display meal orders.

2. CART SUMMARY will display.

3. REMOVE TRAYS are an option as needed.

4. A DD TRAYS can be used for additional meal orders from CART LOADING. 5. Once all meal orders are in the cart, select MARK CART AS DEPARTED. 6. “ What would you like to do next?” appears. Select the appropriate answer to START DELIVERYING TRAYS or RETURN TO DEPARTURE.

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STEP THREE: Tray Delivery

1. TRAY DELIVERY can be accessed from the home screen, OR, 2. The Cart Departure screen if START DELIVERING TRAYS is selected.

3. Select the applicable cart to begin tray delivery.

4. Options available for delivery 5. Delivered meal order changes to teal 6. UNDO is available to tray delivery error

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STEP FOUR: Tray Recovery

1. Once a meal tile is selected, users can select TRAY RECOVERED. 2. The recovered meal order now changes to teal.

3. UNDO can be used if a tray was recovered in error.

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Reports Census Report: contains patient information, diet order, supplements/tube feedings, allergies, special notes, and service type, if applicable. This report can be generated and sorted by unit. Often used for reconciliation.

Prescribed Diet Breakdown: provides a breakdown of each special diet based on the current patient census.

Tray Sign Off Report: provides a list of patients with allergies and patients on high risk diets. Report should be generated prior to each meal period. Refer to policy C016 for more information on high-risk tray check.

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Meal Refused Report: provides a list of all patients that have refused a meal along with the reason.

Tray Pick Up Report: used for accounts that have scanners; associates generate this report to determine which patients have trays in the room that needs to be picked up.

Menu Item Usage Report: generates menu items totals within a specific facility, date range, meal period, and menu item category. This report is useful for forecasting.

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Menu Item Pick List: generates menu item totals that have been selected at a specific meal period. Can be organized by units. Designed for associates to prepare a workstation for tray service. This report can be managed within Production Areas on the Administrator screen.

Menu Item Tally: generates menu item totals that have been selected at a specific meal period. Can be organized by menu item category. Designed for production in preparing for meal service. This report can be managed within Production Areas on the Administrator screen.

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Tray Statistics Report: provides the average times for all meal tray events captured from prep time, cart holding time, delivery time, print to delivery time, delivery to pick up time, and total time out. This is not intended to be used for financial tracking purposes.

Tray Cost Report: generates the number, patient type or guest meal by category, and cost of trays prepared.

High Risk Tray Audit Report: MyDelivery accounts can replace the Tray Sign Off Report with this audit. This report captures the supervisor tray check in MyDelivery for patients on high-risk diets or with allergies.

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Financial Report: includes the number of patient and guest trays. Also includes the count of oral nutritional supplements, tube feeding products, snacks/nourishments, and NOW trays.

Contact Statistics Report: generates a list of associates that had contact with a patient.

Can also generate a list of patients that were in contact with a specific scanner operator.

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Menu Item Details Report: report primarily used during the implementation of MyDining. This report provides detailed information on each menu item in the account’s database (recipe number, cost, button name, serving size, and suitabilities).

Red Line Menu Item Review: used during the implementation of MyDining or with menu changes. This report provides a list of menu items that are currently programmed on a therapeutic diet but are not suitable, which means that the item is “red lining” in the menu.

Meal Order Details Report: report provides a list of meal orders including pertinent events from the time the order was placed to the time the tray was delivered or recovered. This report also tracks the total time from print to delivery and the associate that delivered the tray.

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HL7 Alerts Export Report: Accessed through the Call Center under HL7 alerts to display all alerts. The HL7 report can be customized by a date, facility, alert type, unit, and patient admission status and is generated to an excel file.

Patient History: lists all events (manual or interface) within a patient’s admission.

Includes changes to the unit/room/bed transfers, diet orders, and allergies, account number, or updates to standing orders. Excel file.

Patient Standing Order History: similar to the patient history report. Generates specific details related to the standing order. Includes the frequency, flavor of a supplement, or days. This information is not included on the patient history report. Excel File.

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Menu Item Change Approval Menus are developed by the culinary team and built within MyDining for new implementations. In the event that a menu item, specific portion size, or flavor is missing from the MyDining database, a request can be submitted via the MyDining/My Delivery Opening Tracker. Support personnel entering this information should provide as much detail as possible about the menu item.

Request submitted via SmartSheet Tracker Form

Executive Chef/Culinary will review and APPROVE or DECLINE

Culinary Support will identify recipe information once approved

MyDining Database Team adds to menu and indicates COMPLETE

MyDining Allergies

The Webtrition team The MyDining Menu filters menu items for Database team 28 allergens. filters menu items for an additional 80 allergens.

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Any other allergies There are several displaying in allergies that MyDining will be will filter for labeled as NF or Corresponding “NON FILTERED.” Allergies within the These allergies will database. post on the patient’s Example: if a menu record, print on tray item contains tickets, print on the lemon, the team will Tray Sign Off report, also flag fruit and and all meals will citrus allergies. require a supervisor review prior to leaving the kitchen.

Filtered Allergies

WEBTRITION: All Webtrition Allergies will have an asterisk within MyDining. This is simply for identification.

Alcohol* Beef* Buckwheat* Celery* Egg* Fish* Garlic* Grapefruit* Lupin*

Milk* MSG* Mushroom* Mustard* Onion* Orange* Peanuts* Pork* Poultry*

Sesame Seeds* Shellfish – Crustacean* Shellfish – Mollusk* Shellfish* Soy* Strawberry* Sulphites* Tomato* Tree Nuts* Wheat*

Filtered Allergies

MyDining: There are 5 duplicate allergies within MyDining: Beef, Buckwheat, Celery, MSG, and Pork. If a menu item includes any of these allergens, the Webtrition and MyDining allergen will be flagged.

Almond Apple Apricot Artificial Sweetener Aspartame Avocado Banana Barley Beef Beet Berry Black Pepper Blackberry Blue Food Dye Blueberry Buckwheat Caffeine Cantaloupe Carrot Celery

Cheese Cherry Chicken Chocolate Cinnamon Citrus Coconut Coffee Corn Cranberry Dairy Food Dye Fruit Grapefruit Grapes Green Bell Pepper Green Food Dye Green Tea Honey Kiwi

Lactose Latex Lemons Limes Lobster Macadamia Nut Mango Melon MSG Nectarine Nuts Oats Olive Orange Food Dye Oysters Papaya Passion Fruit Peach Pear Pecans Pineapple

Plantain Plum Pork Potato Raisin Raspberry Red Food Dye Rice Rye Saccharin Shrimp Sucralose Turkey Walnut Watermelon Wine Yeast Yellow Food Dye Yogurt

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Print Groups A PRINT GROUP is assigned to a menu item and determines the section on the tray ticket where the menu item will print (STARTER, EXPO, COLD, HOT).

In ROOM SERVICE, the production areas may determine the print group assigned to a menu item.

SINGLE FACILITY DATABASE Flexibility to change print groups on menu items as needed.

MULTIPLE FACILITIES DATABASE Menu items are shared among all facilities within the specific database. Print group changes will require a discussion with ALL facilities prior to any modifications.

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