County of Los AngelesHealth AgencyDept of Health ServicesOlive View-UCLA Medical CenterDept of Medicine

Tools

Electronic Access Startup Guide for Housestaff

Welcome to the UCLA and Olive View families!

This will guide you through obtaining electronic access for work and educational resources.  ORCHID training is the most important prior to orientation, so complete it now!  Then check back here during and after orientation to complete the other steps.


ORCHID Training

ORCHID is the electronic health record system used across the LA County Department of Health Services. All housestaff must complete training, which will include online, video-based training followed by in-classroom training during orientation. Please note, re-training is required even if you had prior access as a medical student because you now have new and important privileges as a physician.

To complete online training:

  • Go to the ORCHID Training website:
    http://www.oliveviewucla.org/orchidtraining/instructions/
  • Watch the videos
  • Pass the exam
  • Submit the attestation

If you have any questions about using ORCHID, bring them to the in-classroom training during orientation.


 

About Your C-number

Your C-number is your contract employee number at the County of Los Angeles. You will use this for all employee identification and electronic access at DHS.

Your C-number will be issued after you complete in-processing at a County of Los Angeles facility, which includes the application, fingerprinting, health screening, and photo identification badge.

Your C-number is associated with your HOSTED account and password.  If you have not been given a password, you will need to reset your password during orientation week.  This password will be shared with other applications, including ORCHID, email and iMedConsent.  Your password must include a combination of letters, numbers, and special characters.

For more information, visit the HOSTED account and password page.


 

Remote access through DHS VDI

Remote access will allow you to do work from home, such as accessing the EHR and performing televisits. You will also be able to set up email and customize ORCHID before Orientation week.

For instructions on setup, visit the Remote Access to DHS and ORCHID page.

Remote access has been requested for all incoming residents and fellows. To connect remotely, remember to go to the website mydesktop.dhs.lacounty.gov rather than going directly through the VMWare application.


 

ORCHID Remote Access

You must be authorized to access the electronic health record, ORCHID.  We have requested access for you after completing remote EHR training.

After logging in to DHS remotely through VDI, open PowerChart. For instructions on setting up and accessing ORCHID remotely, visit the Remote Access page.


 

Microsoft Teams

We recommend you download the Microsoft Teams app to your phone and any computer/laptop you will use for televisits.  Add an account using your DHS email/login credentials. MS Teams will be utilized for precepting, meetings, and program communication.

You will be invited to join the residency program and preceping teams.


 

About Your UCLA ID (UID)

Your UCLA ID (UID) is a 9-digit employee number.  This will be given to you and is also printed on the front of your UCLA ID badge. You will use this for all access to UCLA benefits and on-campus identification at UCLA.

Your UCLA ID Badge will be issued after you complete in-processing through the Department of Medicine.


 

Electronic Access to UCLA

Register at UCLA Bruin OnLine (BOL) using your UCLA identification number and personal information.

  1. Go to UCLA BOL at accounts.iam.ucla.edu.
  2. Click on the “Create a UCLA logon ID” button.
  3. Agree to the Terms of Service policy.
  4. Click on the “I have a UCLA ID Number (UID)” button.
  5. Fill out the form: First Name, Last Name, Date of Birth, UCLA ID number (see 9-digit number on the front of the UCLA ID badge).

 

UCLA VPN

The VPN for Bruin OnLine (BOL) allows remote access to UCLA online resources, including the Health Science Library, UpToDate, Access Medicine (including Harrison’s), download articles on PubMed, and more!

  1. Go to www.bol.ucla.edu/bol.
  2. Download the SSL VPN client for Windows, Mac, iOS, or Android.
  3. Install the SSL VPN client/settings.
  4. Log in to VPN using your BOL account

 

Multifactor Authentication

Multifactor Authentication (MFA) is required for secure sign-on from home and on the go.

  1. Follow the instructions at www.it.ucla.edu/iamucla/enroll-multifactor using your UID.

 

UCPath

UCPath allows you to view and update your UCLA employee information, including tax forms and paystubs.

  1. Log in at ucpath.universityofcalifornia.edu.

 

Download Recommended Apps

These apps are recommended for you to download to your smartphone.

AppiTunesGoogle PlayComment
Microsoft Authenticator AppiTunesGoogle Playfor Multifactor Authentication (MFA)
Microsoft OutlookiTunesGoogle Playmust use this app to get email on smartphone
Microsoft TeamsiTunesGoogle Playfor patient-related chat, photos, videos, conference, and more
MedHubiTunesGoogle Playfor housestaff to log duty hours and submit evaluations
Imprivata IDiTunesGoogle Playfor EPCS for DEA-licensed physicians
Spectrum AntimicrobialsiTunesGoogle Play


DHS Work Email

As a workforce member at DHS, you will be given a work email through Outlook 365. You are expected to regularly check and manage your email. It will be used for official and professional communication.

Your email address will be given to you before or during orientation, and the password is your HOSTED password (see above).  Once you know your email and password, you may proceed with multifactor authentication and mobile device setup.

For instructions on setting up Multifactor Authentication, visit the Hosted Account, Password and Multifactor Authentication page.

For instructions on accessing email, visit the Outlook 365 Email page.


 

About MedHub

MedHub will keep track of your academic progress, evaluations, and clinical logs. An account is set up for you for the onboarding process. We will later change your account user name to your C-number.  Log in here.

For smartphone users, the MedHub app allows you to enter duty hours and complete evaluations from anywhere.

MedHub


 

Optimize ORCHID

Once you have access to PowerChart, log-in and start customizing your workflow and settings so that you’re ready to go when you start clinical work.

Add Care Teams

Add these Care Teams so you can view all patients on inpatient teams. This is useful when you’re cross-covering and rotating on/off teams.

Video How-to Reference

Instructions: In PowerChart, click Physician Handoff in the top toolbar.  At the top-right, click on the menu, select “Care Team Lists.” Add the following (service followed by team).

  • Medicine > OVMC Hospitalist Medicine
  • Medicine > OVMC ICU Medical A
  • Medicine > OVMC ICU Medical B
  • Medicine > OVMC ICU Medical C
  • Medicine > OVMC ICU Medical D
  • Medicine > OVMC Medicine A
  • Medicine > OVMC Medicine B
  • Medicine > OVMC Medicine C
  • Medicine > OVMC Medicine D
  • Medicine > OVMC Medicine E
  • Medicine > OVMC Medicine F
  • Medicine > OVMC Medicine G
  • Medicine > OVMC Medicine H
  • Medicine > OVMC Medicine Night
  • Medicine > OVMC Medicine X
  • Medicine > OVMC Procedure Service
  • Medicine > OVMC Consult General Medicine
  • Medicine > OVMC TB Service
  • Cardiology > OVMC Consult Cardiology
  • Gastroenterology > OVMC Consult Gastroenterology
  • Infectious Disease > OVMC Consult Infectious Disease
  • Nephrology > OVMC Consult Nephrology
  • Oncology > OVMC Consult Heme/Onc
  • Oncology > OVMC Heme/Onc Ward
  • Pulmonology > OVMC Consult Pulmonology
  • Rheumatology > OVMC Consult Rheumatology

Create Patient Lists

Setting up Patient Lists allows you to track your own patients or easily identify patients by their correct FIN/encounter.  These are suggestions, and you are welcome to create your own custom lists.

Video How-to Reference

Custom (e.g. “My List”) List:

You can add and remove patients as needed. This is useful to keep a list of interesting cases or follow-up.

Instructions: Create a list by Custom type, give it a name, and click Finish.

OVMC ED:

With this setup, the list will automatically list all the patients in the ED, making it easy to find patients when you’re admitting from the ED. You can sort and search by name, MRN, FIN, and room number.

Instructions: Create a list by Location type with the following locations:

  • Olive View – UCLA Medical Center >
    • Olive View-UCLA Medical Center >
      • Olive View – UCLA ED
      • OVM ED Boarders

ED/Med/Tele/SDU:

With this setup, the list will automatically list all the patients in inpatient units, making it easy to find patients by name, MRN, FIN, and room number.

If this list has been shared with you from V.Ta, make the list active by moving it from the left to the right column.

Instructions: Create a list by Location type with the following locations:

  • Olive View – UCLA Medical Center >
    • Olive View-UCLA Medical Center >
      • 2F
      • 4A
      • 4B North
      • 4B South
      • 4D
      • 5A
      • 5C
      • 5D
      • OVM ED Boarders

ICU:

With this setup, the list will automatically list all the patients in the ICU, making it easy to find patients by name, MRN, FIN, and room number.

Instructions: Create a list by Location type with the following locations:

  • Olive View – UCLA Medical Center >
    • Olive View-UCLA Medical Center >
      • 5B North
      • 5B South
      • OVM ED Boarders

Recent Patients:

With this setup, charts that you have opened in about the last 2 weeks will appear with the corresponding FIN with which you opened the chart.

Instructions: Create a list by Relationship type.  Then select All Visit Relationships.

Add Clinic Resources

Add these Clinic Resources to the Home or Ambulatory Organizer ahead of your assignment in clinic. This will make it easy to hop from clinic to clinic.

Video How-to Reference

Instructions: Click on Home in the top toolbar.  In the main part of this view, you will see “Patients for: “ and your name.  This is your continuity patients scheduled for you.  Click this area, then search the following clinic names and select them one by one. Click Apply when complete.

  • Your primary care clinic:
    • Your Name (last name, first name)
      (use for primary care at both Olive View and Mid-Valley sites)
  • Other general medicine clinics:
    • OVM Womens Health
    • OVM Med Pre Op
  • Cardiology clinic:
    • OVM Card Resident
  • Dermatology clinic:
    • OVM Dermatology MD/NP
  • Endocrinology clinic:
    • OVM Endocrine Resident
  • GI clinic:
    • OVM GI Resident
    • OVM GI Fellow
    • Otero, Karla Joyce NP
  • Hepatology clinic
    • OVM Hepatology MD
  • Hematology clinic:
    • OVM Hematology Housestaff 1
    • OVM Hematology Housestaff 2
    • OVM Hematology Housestaff 3
  • Oncology clinic:
    • OVM Oncology Housestaff 1
    • OVM Oncology Housestaff 2
  • ID clinic:
    • Donovan, Suzanne MD
    • Jeng, Arthur MD
    • Mathisen, Glenn MD
    • Reed, Caitlin MD
    • OVM PCC Fellow Red
    • OVM PCC Fellow Yellow
    • OVM PCC Resident
    • Mikhail, Nasser MD
    • Singer, Elyse MD
    • Valdes, Miguel MD
  • Nephrology clinic:
    • OVM Renal Resident 1
    • OVM Renal Resident 2
    • OVM Renal Resident 3
    • OVM Renal Resident 4
    • OVM Renal Resident 5
    • OVM Renal Resident 6
    • OVM Renal Resident 7
    • OVM Renal Resident 8
    • OVM Renal Resident 9
  • Neurology clinic:
    • OVM General Neuro
    • OVM Stroke Clinic
  • Pulmonary clinic:
    • OVM Pulm Fellow 1
    • OVM Pulm Fellow 2
    • OVM Pulm Res 1
    • OVM Pulm Res 2
    • OVM Pulm Res 3
    • OVM Pulm Res 4
  • Rheumatology clinic:
    • OVM Rheum Fellow 1
    • OVM Rheum Fellow 2
    • OVM Rheum NP A
    • OVM Rheum NP B
    • OVM Rheum Resident 1
    • OVM Rheum Resident 2
    • OVM Rheum Resident 3
    • OVM Rheum Resident 4

Customize your list of Note Types

Add these Note Types to your Personal List. Then, when you Add Document, filter the available Note Types to your Personal List in order to dramatically shorten your list of options.

Video How-to Reference

  • Adult Primary Care Outpt Provider Note
  • Advance Health Care Directive
  • Ambulatory IHA Provider Note
  • Cardiology Consultation
  • Cardiology Outpatient Provider Note
  • Death Summary
  • Discharge Summary
  • ED Note-Provider
  • Endocrinology Outpatient Provider Note
  • Dermatology Outpatient Provider Note
    DNR
  • Gastroenterology Consultation
  • Gastroenterology Outpt Provider Note
  • Goals of Care
  • Hepatology Consultation
  • Hepatology Outpt Provider Note
  • Hematology Consultation
  • Hematology Outpatient Provider Note
  • History and Physical
  • HIV Primary Care Outpt Provider Note
  • Infectious Disease Consultation
  • Infectious Disease Outpt Provider Note
  • Intensive Care Unit Daily Progress Note
  • Internal Med Inpatient Progress Note
  • Neurology Outpatient Provider Note
  • Oncology Consultation
  • Oncology Inpatient Progress Note
  • Oncology Outpatient Provider Note
  • Phone Message/Call
  • Procedure Note
  • Pulmonology Consultation
  • Pulmo/Chest Outpatient Provider Note
  • Rheumatology Consultation
  • Rheumatology Outpatient Provider Note
  • Sensitive Note
  • Transfer Summary
  • Urgent Care – Provider Note
  • [consult service] + Consultation

Customize your list of Note Templates

Add these Note Templates to your Favorite List. Then, when you Add Document, filter the available Note Templates to your Favorite List in order to shorten your list of options.

Video How-to Reference

  • Admission H & P
  • Adult ICU Progress Note
  • Ambulatory Office Visit Note
  • Consult Note
  • Discharge Note
  • Free Text Note
  • Phone Visit Note
  • Procedure Note
  • Progress/SOAP Note
  • Video Visit Note

Install Office 365 (optional)

From your computer on which you want to install Office 365 (Word, Excel, Powerpoint):

  1. Log into your DHS Outlook 365 email
  2. Click on the apps menu in the top-left (button with nine dots), then click on “Office.”
  3. Click on Install Office at the top-right.
  4. Select “Office 365 apps” from the drop-down menu

Get Access to UpToDate

UpToDate access is currently available through DHS and UCLA.

To set up personal log-in access, follow these instructions to allow you access to UpToDate from anywhere, including your smartphone.

UpToDate


Doximity for Receiving Faxes & Tele-medicine Calls

You can receive confidential, HIPAA-compliant faxes to receive outside medical records.  Having them faxed to you through Doximity saves the time and trouble of waiting around a fax machine and scanning the records.

To set up your account, follow these instructions to obtain a personal log-in and fax number.

Doximity DocFax

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