Setting up the Electronic Whiteboard

Estimated reading: 14 minutes

Customize the provided and complete optional Electronic Whiteboard settings to best meet the needs of your practice. 

Before you start

Security

Setup

Important!

  • Once list type items (frequencies, categories, patient status, etc.) are used on the Whiteboard, they cannot be deleted or inactivated. It is best to start with minimal and build as needed.

Whiteboard defaults

The Whiteboard default settings are organized into display and invoicing settings.

Navigate to Controls > Defaults > Practice and Workstation > Whiteboard.

Display settings

  • Whiteboard auto refresh timer: Specify the number of minutes between each automatic refresh of the information on the Whiteboard.
    Note: A refresh rate of one minute or more is recommended. A rate lower than one minute may slow down your system. If the rate is set to zero, the Whiteboard will not refresh automatically.  
  • Length of time to keep discharged patients on Whiteboard: Specify the number of hours to keep discharged patients on the Whiteboard. Setting this to 0 will remove patients once the invoice is posted. 
  • Hours to show: Select one of the following to specify the number of one-hour columns to include on the Whiteboard window. Display is also dependent on monitor size and resolution settings: 
    • Current day only: Displays through 11pm, based on the current time. 
    • Current day with 3 hours for previous and next days: Displays the previous or next day’s 3 hours, based on the current time, with a vertical dark line at 12AM.
      • This option also adds blue Previous and Next links at the outer limits of the displayed hour columns. This allows you to quickly move the grid columns and to change the date and display the hours for the previous day or next day.

Invoicing settings

  • Doctor to use on invoice Select the default staff ID to be credited when a treatment is completed: 
    • Current Care Dr: Doctor present in the clinic who assumes care of the patient, making on the spot decisions because of shift change or because the supervising doctor is unavailable. 
    • Supervising: Dr. Doctor who admits the case and is the overriding decision maker for the case. 
    • Who Performed: Staff member completing the treatment order. 
  • Use doctor from Patient Visit List: Select to override the Doctor to use on invoice line default and insert the staff ID associated with the item, if it was originally on the Patient Visit List.  
  • Invoice when patient is not at ‘Ready to go home’ status: Select one of the following: 
    • Allow: Allow staff to invoice an inpatient without a Ready to go home status. 
    • Manager Override: Display a warning and prompt for a manager’s approval, before staff are allowed to continue invoicing. 
    • Stop: Prohibit invoicing until the patient is given a Ready to go home status. 
    • Warn: Display a warning message about the status, but allow staff to continue invoicing. 
      Note: A custom status will be considered equal to the Ready to go home status only if it contains one of the following keywords: Ready, Home, Pick, Release, or Discharge. 
  • Allow invoice if uncompleted treatment: Select one of the following:  
    • Allow: Allow staff to invoice without all the patient’s treatments being marked as completed. 
    • Manager Override: Display a warning and prompt for a manager’s approval, before staff are allowed to continue invoicing. 
    • Stop: Prohibit invoicing until all treatments are completed or discontinued. 
    • Warn: Display a warning message indicating there are uncompleted treatments, but allow staff to continue invoicing. 
  • Future hours to check for uncompleted treatments when invoicing: Set the number of hours in the future to check for uncompleted items when invoicing.  

Additional whiteboard display default settings

Navigate to Controls > Defaults > Practice and Workstation > Patient.

  • Select Hide Whiteboard Notes in the Patient Clipboard/Patient File area to hide Whiteboard notes in the patient history by default. The setting can be adjusted as needed on the Patient Clipboard.

Navigate to Controls > Defaults > Practice and Workstation > Workstation.

  1. Select a Sort patients by option in the Whiteboard Sort area, to use as the default sort when opening the Electronic Whiteboard. Sort can be changed at the time of use.
  2. Repeat at each workstation, as needed.
  3. Click Apply to save your changes and make other changes to default settings or click OK to save your changes and close the window.

Treatment frequencies

Treatment frequencies are used to indicate when and how often a treatment is scheduled when adding patient orders on the Whiteboard. Missed treatments can also display as overdue. A frequency is required to place a patient order.

Common frequencies are included with Cornerstone to simplify setup. Provided recurring frequencies should be modified to align with your practice treatment times.

Common frequencies

Nonrecurring

  • One Time
  • Until completed

Recurring (24 hour based)

  • Every 4 hours
  • Every 6 hours
  • Every 8 hours
  • Every 12 hours
  • Every 24 hours
  • Continuous

Recurring (set to clinic hours)

  • SID
  • BID
  • TID
  • QID
  • Every 2 days
  • Every 3 days

Notes:

  • Nonrecurring and 24 hour recurring frequencies cannot be updated or deleted.
  • Until Completed and Continuous do not include overdue notifications.

The following frequencies are typically added to the list and hours set according to practice hours: 

  • SID noon
  • SID PM 
  • Every 2 hours (even) 
  • Every 2 hours (odd) 
  • Hourly (and set to clinic hours)    

Set up frequencies

Navigate to Lists > Electronic Whiteboard > Frequencies.

  1. Do one of the following: 
    • Click New.  
    • Select an existing frequency and click Update.
  2. Enter an ID for this frequency (Example: Q1H), using up to 10 alphanumerical characters/spaces. Once set, the ID cannot be modified. 
  3. Enter or modify the frequency’s description. The description displays in the drop down when setting patient orders.
    Tip: For set time frequencies, such as BID, indicate the times in the description. This will make it clear for the person setting patient orders. Example: BID 7a, 5p
    • The maximum number of characters/spaces is 10. The recommended amount of characters/spaces is 15 or less. This ensures the description will display without truncation, when placing orders.
  4. Do one of the following:  
    • Click Every day and select the corresponding time(s) a treatment should be performed for this frequency.   
    • Click Every x days and select a recurrence of every 2 to 7 days, and then specify the time the treatment should be performed on those days.  
  5. Click OK
  6. Repeat as needed for additional frequencies. 

Set order of frequencies

To set the order of the Frequency list and drop-down in the Patient Orders window: 

  1. Click Order.  
  2. Select the frequency and move it to a different position on the list, using the onscreen arrow buttons. 
  3. Repeat as needed for additional frequencies. 
  4. Click OK.  

Tip: Move the most used frequencies to the top and the least used to the bottom.

Delete unused frequencies

  1. Select the frequency from the list and click Delete.
  2. Click Yes or No to confirm. 
    • If the frequency was used, a message will display. Click OK.
    • Consider updating the frequency description and moving it to the bottom of the list. 

Tip: For frequencies that cannot be deleted, create a DO NOT USE frequency and move it to after all the frequencies that you do use. This makes it clear on the drop-down list what should and should not be used.

Whiteboard alerts

The Whiteboard Alerts List allows your practice to create a list of commonly used hospitalized patient alerts to display on the Electronic Whiteboard windows for the current visit.
Example: NPO, wear gloves, brought own meds, chews bandages. This is an optional field that can enhance whiteboard use.

Notes:

  • You can also type Whiteboard alerts for each patient at the time of use as needed. Alerts entered manually at the time of use are not saved in your Whiteboard Alerts List.
  • Existing patient prompts set as an alert will display automatically if prompt also set as a whiteboard alert.

Set up alerts

Navigate to Lists > Electronic Whiteboard > Alerts.

  1. Click New to add a new alert or double-click an existing alert to update it.
  2. In the Description box, type the alert text, as you want it to display at the time of use on the Whiteboard. Enter up to 20 alphanumeric characters/spaces.
  3. Click OK.
  4. Repeat as needed for additional alerts.

Delete unused alerts

  1. To delete unused alerts, select from the list and click Delete.
  2. Click Yes or No to confirm.
  3. If the alert was used, a message will display.
    • Click OK.
    • Consider updating the description to start with z. This will move it to the bottom of the list.

Treatment areas

Treatment areas are where inpatient orders are scheduled to be performed. The area can be assigned to a specific treatment order on the Patient Orders window. Staff can then narrow the list of patients and treatments that display on the Whiteboard and Patient Treatments windows to a specific area. This is an optional field that can enhance whiteboard use.

Ways to consider using the field to group orders across patients:

  • Location or department: Boarding, ICU, Treatment
  • Task list: Lab work, Radiology, Exams
  • Staff level needed: Doctor, Technician, Assistant, Intern

Example: If you set up laboratory and radiology areas, you can easily edit the filters on the Whiteboard to select one of these areas. This will narrow the list of patients displaying to only those needing lab work or imaging.

Set up treatment areas

Navigate to Lists > Electronic Whiteboard > Areas.

  1. Click New to add a new area or double-click an existing area to update it.
  2. In the Description box, type or edit the name used to describe the treatment area, using up to 40 alphanumeric characters/spaces.
  3. Click OK.
  4. Repeat as needed for additional areas.

Delete unused treatment areas

  1. Select a treatment area from the list and click Delete. Click Yes or No to confirm.
  2. If the area was used, a message will display.
    • Click OK.
    • Consider updating the description to start with z. This will move it to the bottom of the list.

Treatment categories

Treatment categories manage the way tasks are grouped on the Patient Treatments window. The categories are selected on the Patient Orders window and then organized and displayed in the Treatments column in the Patient Treatment window. A category is required to place a patient order. There are several categories set up for you, including:

  • Vital Signs
  • Diagnostics
  • Treatments,
  • Medications
  • Daily Care
  • Communication/Discharge

Customize as needed to suit your practice.

Set up treatment categories

Navigate to Lists > Electronic Whiteboard > Categories.

  1. Click New to add a new category or double-click an existing category to update it.
  2. In the Description box, type or edit the name used to describe the category.
  3. Click OK, and then click Close.

Set order of treatment categories

Treatment categories are selected in the Patient Orders window and displayed in the Patient Treatments window.

  1. On the Categories list, click Order.
  2. Select the category and move it to a different position on the list, using the onscreen arrow buttons.
  3. Repeat as needed for additional categories.
  4. Click OK.

Delete unused treatment categories

  1. Select the treatment category from the list and click Delete.
  2. Click Yes or No to confirm.
  3. If the category was used, a message will display.
    • Click OK.
    • Consider updating category description and moving to bottom of the list.

Patient hospital statuses

Patient hospital statuses are used for both appointment check ins and the Whiteboard. This is an optional field that can enhance whiteboard use and cross team communications.

Quickly view the status of a patient from the following windows:

The following status options are included with Cornerstone and cannot be updated or deleted:

  • Inpatient
  • Ready to go home
  • Discharged

Notes:

  • Statuses cannot be inactivated or deleted once used. You can update description and move it to bottom of list.
  • A custom status is considered equal to the ready-to-go-home status if it contains one of the following keywords: ready, home, pick, release, or discharge.

To set up additional statuses, click here.

Wards and locations

You can set up a ward or designate a specific location within the practice where patients reside before and after treatments are performed. Common examples of wards and locations include Recovery, ICU, Treatment, and Kennel Ward Number. This is an optional field that can enhance whiteboard use.

Wards and locations can be:

Set up wards/Loc

Navigate to Lists > Ward/Loc.

  1. Click New to add a new ward/location or double-click an existing ward/location to update it.
  2. In the Description box, type an identifying name for the ward or location.
  3. Click OK.
  4. Repeat as needed for additional Wards and locations.

Delete unused wards/locations

  1. Select the ward/loc from the list and click Delete.
  2. Click Yes or No to confirm.
  3. If the ward was used, a message will display.
    • Click OK.
    • Consider updating the description to start with z. This will move it to the bottom of the list.

Non billing invoice items

Creating a specific invoice item classification and invoice items solely for the Whiteboard to manage patient care is recommended. This will allow you to quickly place orders for patient care that needs to be tracked, but is not billed. This is an optional setup that can enhance whiteboard use. 

Typical items setup for patient care routines

Recommended setup:

  • Create a whiteboard classification.
  • Create whiteboard items: Set up the Whiteboard tab.
  • To further, simplify order entry. create the following:
    • Add the class of items to a specific Whiteboard travel sheet.
    • Create whiteboard group code(s) for common care routines. Examples: Place catheter, monitor fluids, pull catheter and monitor urination.

Additional information

Defaults

Frequencies

Alerts

Areas versus wards/locations

Non-billing items

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