The Picis Line – Q3 2020

Message from Marcus 

For many of us, COVID-19 seems to be all we hear about or can think about; it is our constant reality.  My wife is an occupational therapist and she works at a state funded, COVID-19 rehab center.  Every day, she dons two sets of PPE after leaving “the clean room” and sets about treating patients for a solid eight to nine hours; she eats lunch in a special area where each clinician sits at their own table; she documents cases in a room similarly set up; then showers before leaving for the day.  She doesn’t even bring the shoes she wears all day out of the facility.  It’s an intense, fully focused day.

I recently contracted and then recovered from COVID-19 myself.  I actually was exposed at physical therapy clinic getting treatment for a bad back.  I wore a mask, as did my therapist; yet four days later, after receiving an email stating the therapist just tested positive (he was asymptomatic), I came down with a high fever, body aches, fatigue and other related symptoms.

I’m fortunate.  I recovered within a handful of days; the virus did not infect my lungs, a worry of mine as I have had pneumonia the last two winters.  I am one of the lucky ones.

My exposure to this terrible virus, along with my wife’s daily experiences, gives me direct visibility into something that, based on travel restrictions and social distancing, I should normally get to see firsthand while visiting customers.  Our healthcare workers are, most assuredly, making tremendous personal sacrifices to provide care for those suffering.  We don’t get to see the lengths they go to in an effort to comfort, care for and assist patients and families.  As a veteran, I can honestly say that their willingness to serve others is quite congruent with the sacrifices soldiers make to serve our country.  Putting yourself in harm’s way to help someone else is unnatural; it takes a servant’s heart and a level of determination and perseverance.  More than anything, it requires resilience, a quality that has become a commodity these days.

As we scour the industry and solicit input from our customers, our primary focus at Picis remains providing solutions to help our customers deliver the best care possible.  I am immensely inspired by the work our caregivers do every day to be there for patients, in spite of the obstacles and the risks.  As we continue to deal with the virus, my hope is that each of us at Picis can emulate the resilience we see in our customers, even if we can’t see it directly with our own eyes.

COVID-19 will eventually be gone or a vaccine distributed globally, but at some point, something else will take its place.  We are all so very fortunate to have dedicated, highly trained professionals ready to help us heal. If you get a chance to thank a healthcare worker or someone who works at a healthcare facility, please don’t miss the chance to take a moment and express gratitude for their perseverance and resilience.  One day, your recovery or a loved one’s may depend on them.

Marcus Perez

EVP, Picis


Launch a URL – Quick Link

OR Manager and SmartTrack have the ability to launch applications and URLs from within the application.

Features include:

Setting up Access to Create Quick Links

To gain access to the Application Quick Link menu item in Security Manager (as shown below) a user/group must be given access to this functionality.

Access to this routine will not be automatic and the option will not be visible to the user. Therefore, depending upon the user or group responsible for creating Quick Links, you must go into the Users/Functions under File in Security Manager and check the feature of “Application Quick Link” located at the bottom right corner.

Now that the user or group has access, they can begin to create Quick Links.

Creating Applications Quick Links

Once given access, users in Security Manager can click on Maintenance>Application Quick Link to create application shortcuts that are accessible from the OR Manager menu and toolbar.

Here within the menu users can create any number of Quick Links to be used by specified groups and/or end users. Clicking the Add button the user can create a new Quick Link. In the example above a Quick Link to AORN Guidelines was created. The Internet Explorer (IE) application executable referenced then utilized the parameters to tell the IE to go the AORN Guidelines home page. Below is an explanation of the prompts within the dictionary:

Assigning Access

Once you have created one or more Quick Links, a user/group must be assigned access. Please note that groups will not be defaulted access. Following the path of Maintenance>Users/Functions in Security Manager Users can assign access for the appropriate group by selecting the application of OR Manager.

In the menu items tab, you can select the appropriate Quick Links or give the group full access. The Quick Link selection here is populated by what is built in the Application Quick Link dictionary.

Quick Link Menu Item and Toolbar

Upon making the changes in the Users/Functionality dictionary in Security Manager, the user will see the updates reflected in OR Manager.  Specifically, they will see a new menu item for Quick Link along with toolbar icons (shown below).

Please remember the icons on the above screenshot are determined by the user when creating Quick Links. Note: To launch in patient context, an active patient window must be opened; possible active patient window includes Book Sheet, Edit Patient Data, View Booking, Case Record and Add-on Case.

Contact your Client Solution Administrator (CSA) for more information.

R&D Update

8.6 Core Applications 

Picis 10



Professional Services

The Multibed Workstation Environment

For the best practice recommended by Picis, there is a 1:1 ratio for Computer to Patient Bay/Bed.

Computer/workstation in the Picis system are identified as a “Bedside” location whenever possible.

When the patient is admitted in the clinicals, they are admitted/tied to that workstation (Let’s use Workstation123, for example).

This means if Patient A is admitted to Workstation123, the user will only be able to chart on that patient, as that patient is tied to that workstation.

In a Multibed setting:

Since there are no physical computers in the bays, a ratio of 1:1 will not be possible; this is where we utilize the Picis Multibed functionality.

Setup would be:

A Physical Computer (Workstation) at the nurse’s desk that is identified as “Multibed Workstation”.

Creation of “Multibed Patient Beds” (or Virtual Beds/Workstations) would be done on the Picis end in DB Editor.  We would call these (i.e. Bed 1, Bed 2 or Bay1, Bay2, etc.), whichever is most appropriate for the environment at the facility.

As Patient A comes in, they will go to Bed 1 (or Bay 1).  The nurse would go to their computer/workstation at their nursing desk, open Picis, select Patient A, and from a drop down, select that they are going to Bed 1 (or Bay 1) as seen below.

The record would open, and the nurse could chart their documentation for this patient from the nursing desk.

This same workflow would happen when Patient B comes in and is taken to Bed 2 (or Bay 2). The nurse would select the patient, then from the dropdown list, pick Bed 2 (or Bay 2).

The nurse will be able to chart back and forth between Patient A and Patient B from her workstation.

When the patient A needs to be discharged, the nurse would go to their workstation at the nursing desk (the Multibed Workstation). Select patient A, open the record, and select “Discharge”. This will end the record and Bed 1 (or Bay 1) will now appear again on the drop-down menu for the nurse to have the ability to admit the next patient coming to that Bay 1 into Picis.

In summary, Picis has three types of location types:

  1. Bedside: A physical workstation at the bedside for a 1:1 ratio of workstation to patient
  2. Multibed Workstation: A physical workstation at a nursing desk, for example, where they can admit “Multiple” patients to a selection of “Multibed Patient Beds” that have been created in Picis. **No devices are attached and no device data is collected**
  3. Multibed Patient Bed: A virtual location

Contact our support or professional services team for more information!

CSM Update

NPS Survey: Spring 2020 Results

Thank you to all of our customers that completed the Picis NPS survey back in June. We are happy to report that our score was 36! The experts say that a score over 30 is considered great so we are pleased that many of you feel we are doing a good job. Despite this high score, we are not content and be assured that we are still striving to get better every day!

For those of you who left comments, we found that the majority are satisfied with the latest version of our software due to both the stability of it and the increased functionality. Also, many of you were pleased with our timely responsiveness and increase in proactive calls from our support organization. Since we are constantly trying to improve, we are currently working on the user portal, knowledge base and a lesson-learned FAQ as those three areas came up most to enhance based upon your responses. We will be working on these over the next several months and can’t wait to update you with the latest and greatest soon!

As always, please reach out to any of us if you are experiencing any issues as we are here to help you get the most out of all of our Picis products!


Due to COVID-19, we are having to regroup on our original 2021 Client Conference plans and will have more details in our next newsletter. We appreciate your patience!

Contact your Client Solution Administrator (CSA) for more information.

Innovation Zone

Orchestrator: Surgical Staff Scheduling and Asset Management

Orchestrator is beginning to gain significant momentum! We have begun a series of demos with our existing client base in an effort to drive product awareness in advance of offering the solution to the general public. Currently, we are offering Surgical Staff Scheduling and Asset Management as our first two modules, soon to be followed by the Tissue/Implant Tracking and Tray/Instrument Tracking modules. After a successful first webinar, we have been working closely with our marketing team in an effort to bring the Orchestrator roll out to fruition. More to come soon! Stay tuned!

Learn more about the solution here. Contact Pat Day ( to learn the benefits of our early adopter program. If you missed our recent webinar, email Julia Gvero ( for the recording.

 Staff Scheduling: Calendar View

Staff Scheduling: Assignment View

Asset Management: Calendar View

Asset Management: List View

Harris News

>Our core values unite and guide us! Check out all 10 below!

Upcoming Events

Picis Webinars

Time: 9 am PDT | 12 pm EDT

September 1, 2020 
Tuesdays with Theresa: Microbiology Interfaces

September 9, 2020 
Picis Virtual Implementations and Go-Lives

October 6, 2020 
Tuesdays with Theresa: PAT Process with Preop Manager

Check your inbox for upcoming invitations!

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Stay tuned for our next newsletter to be released in November!

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