What Constitutes Tracked Copy and Pasted Text?
If a user pastes text into a clinical document within CPRS, CPRS will
track that as a paste if it meets several criteria. When a user copies
information within VistA or CPRS, CPRS will store characteristics about
the copied text if it is available, such as the title and author of the
document it came from, or whatever information it can about the source.
The information gathered when text is copied can then be displayed if
the text is pasted.
If text is copied from outside of CPRS or it is altered after being
pasted into CPRS, the source information may simply read “Outside of current
CPRS tracking”, meaning that CPRS does not know where it came from.
Character Limits on Pasted Text
Two limits also exist to make copy/paste work more efficiently.
- The 20,000 character limit is hard-coded. If a paste exceeds 20,000
characters, CPRS will not try to track the source. It will still show
on the report and the percentage will be calculated as discussed below.
- A different limit will limit whether a paste is highlighted. The
default is 10,000 characters. If a paste exceeds the limit set by
the site characters, the paste will not be highlighted. The use will
see this message in the pane describing the paste: Paste exceeds GUI
highlight limit and will only be tracked in the report.
Parameters that Sites Define for Pasted Text
Several parameters determine what is considered tracked text that is pasted
into CPRS. These parameters are set in a TIU parameter template and the
CACs at your site should address them. They will determine what CPRS considers
a copy and paste and who can view that information. The parameters are
as follows:
- Minimum Copy/Paste: This
parameter determines the number of words necessary for CPRS to consider
the text to be pasted and mark it as such. For example, if this number
is set at 20 words and the user pastes only 19, CPRS will not display
that as pasted text. The default is 5 words unless changed by your
site.
- Copy/Paste Verify Percentage:
Because providers often edit text after it is pasted, this parameter
enables sites to determine what percentage of the original paste must
be in the document to be considered pasted. For example, if this percentage
is set at 85 percent and the user pastes some text but then edits
it so that only 75 percent of the original text remains, it will not
display as pasted text. The default is 90% unless changed by your
site.
- Days to Store Copy Text:
Sites can use this parameter to specify how many days text that was
copied from within VistA should be stored so that it can be considered
a paste. If the sites set it for 7 days, the text will be stored for
7 days and compared to any paste that occurs into a clinical document.
For example, this determines how long the copied text is stored. If
this is set at 5 days, the text that was copied from VistA will be
stored and compared for a past for up to 5 days to show that it was
pasted. The default is 7 days unless your site changes it.
- Userclass to View Copy/Paste:
With this parameter, sites can designate which user classes can view
pasted text in clinical documents. Sites can add user classes that
can view the pasted text to the three default groups: Chief of MIS,
Chief, HIMS, and Privacy Act Officer
- Exclude from Copy/Paste:
This document definition property is set by a Clinical Application
Coordinator (CAC) or similar person in TIU and allows sites to exclude
the document titles they designate from being tracked by the copy
and paste features. No titles are excluded unless your site sets this
property in the document definition. Clinical Application Coordinators
(CACs) set the values for these parameters.
When Text Will Not Display as Pasted
In addition to these parameters, certain actions will determine whether
pasted text displays in CPRS with its identifiers.
- After Signature: While the author of a note is writing the note
or editing it, CPRS will identify pasted text with highlighting or
other methods as set by the user, if it meets the criteria above.
If the author or cosigner of the document signs the document and they
are not in the designated user class that can view pasted text, the
pasted text will no longer be identified for them as pasted. In other
words, if it is highlighted, it will no longer be highlighted and
the area showing the pastes will not display it. The pastes can still
be identified to auditors in CPRS and through a report.
- After a Document is Saved and then Edited: If a user pastes text
into a document, then saves the document, and again edits the pasted
text, CPRS cannot identify what was previously pasted. CPRS will remove
the item from the pane and the text will not have the identifying
feature either. The pastes can still be identified to auditors through
a report.
Related
Topics
Overview
of Auditing Pasted Text in Clinical Documents
Who
Can View Pasted Text
Setting How Pasted Text Will Display to Auditors,
Authors, and Cosigners
Auditing Pasted Text in
Clinical Documents