USER CONFERENCE & SYMPOSIUM 2013 COORDINATION OF CARE MASTERING HEALTHCARE STRATEGIES AUSTIN TEXAS
Topics to cover Appropriate for sharing Information for treatment or consultation purposes Information pertinent to extenuating diagnoses Information regarding testing/procedures/treatment from other providers pertinent to further treatment of the patient Procedures for send information Printing and mailing Faxing Emailing Letters for consults and referral Existing letter use/customization Building new letters Using forms and letters Receiving records from other providers Handling incoming records
Information for sharing Keep in mind that anything that is forwarded to another provider must be pertinent for the diagnosing and/or treatment of the patient involved. HIPAA compliance must be followed in all situations where PHI, protected health information, is being shared.
Functionality Printing and Mailing Print at note conclusion Medical records clerk or front office checkout clerk print Send a customized form or letter with the records for introduction of the patient Faxing records Faxing at note conclusion Faxing all records together Sending a CCD Creating the document Password protecting the file Emailing the document
Functionality of printing or faxing at note conclusion When referring, at note conclusion the provider may choose to print or fax to the appropriate provider. The functionality the same but for one checkbox Check the conclude note checkmark Check either print or fax in the list at note conclusion Either add the fax number or just click “OK” to finish the note conclusion screen to print
Functionality of printing at note conclusion
Functionality of faxing If no number is input the system will send the document to your Fax Monitor
Functionality (con’t) To fax from the Fax Monitor: Print all needed documents to the TIFF Printer Bring up the Fax Monitor module (which should already be running) To send multiple pages hold the Control key and highlight each one in the fax list Click Add Recipient Insert notes if needed The sender will be automatically inserted from the log in Additional notes can be added in from a drop down menu or directly typed into the body of the cover page Fax numbers can be chosen from the ones linked to the patient or the sender, searched for from the magnifying glass, or directly typed in to the “other fax number” area Click Submit
Functionality (con’t) By holding the ctrl key on your keyboard you can multi select in this area, so long as all the file types are the same
Functionality of CCD For sending the CCD to another provider: In the patient’s chart left click CCD in the toolbar Choose which type you want to send(I have chosen the first option here) The system will offer you the HIPAA reasons screen and also the option to password protect the file If you choose to password protect the file please do not include the password in the same email as the CCD file (this violates HIPAA) You will then be prompted to save the file and/or name it You may, after saving, send this file in an email by starting your email and attaching a file or simply pick up the file from your desktop and send it to a mail recipient.
Functionality (con’t) I prefer to save to my desktop for ease in finding the file when I send it FUNCTIONALITY (CON’T)
Functionality (con’t) From here you can pick up the CCD and email it to another provider
Incorporating letters You may use or customize the letters we have built for you or build custom letters in the forms and letters area: The letters built in chart may be found in the chart view area under consults/referrals These letters may be altered/customized or built under chart>tools>letter editor Forms or letters may also be built and are found in any module of e-MDs under reports>forms>editor Both of these options allow the user to bring information out of the chart, demographics and several other areas of the system into a letter The letters in the consult referral area save automatically to chart The forms and letters can be sent to Docman in the chart for future reference and may be faxed as well
Letters in consult area This is one of the two letters built in your system supplied by e-MDs for you to use. The other one is for a female patient.
Forms and letters use These are MS Word documents that you can create in your own system. There are not any in your system when you receive it. You may also import Word documents here that you have already built and used in the past. The definitions can be added to the document after you import it.
Forms and letters use This is an example of a letter that could be built and used in your own system in the forms and letters area. You can see here all the areas that you can pull in from the field definitions. Remember these are word documents and fairly easy to build and simple to use.
Forms and letters use This is the finished product of using the forms and letters function in the program. You’ll notice the system has pulled in the patient specific information that we requested when the letter was built.
Workflow for informing staff to send records When referring patients to another provider we need to supply records, but how to inform our staff to do this? In the past we might have put a sticky note on the paper chart or have our front office staff do this through a note in the chart record itself. If you have a referral clerk that handles referrals for multiple providers, you can have them watch Order Tracking for referral orders. Alternatively, the Referral/Authorization Manager can be used to create pending referrals that the referral clerk then retrieves and completes. This tends to be useful for larger offices. You may also send a TaskMan message to your referral clerk(s) to refer the patient and/or send pertinent records. The checkout staff may also be the area of your practice that handles sending records. If this is the circumstance in your office, the Tracking Board is the easiest way to correspond with them.
Order Tracking From here in Order Tracking we can see the doctor has requested two referrals
Referral/Authorization Manager From the patient’s chart, select the icon for the Referral Manager, then click New to create a new referral for that patient.
Referral/Authorization Manager Set the status to Pending and add any additional information that the referral clerk will need either in the fields or under comments. The referral clerk can then use the Referral Manager to search for all pending referrals (no matter the provider), complete them, and switch the status to Active.
TaskManMessaging When this TaskMan message is opened by the recipient they will have a link straight to the chart to see the referral order. If you use this functionality, you can have an understanding that in the case of a referral there will be no message attached merely a chart note and the referral clerk will know immediately to open the chart note and read the orders.
Tracking Referrals • There are two primary tools for tracking referrals in e-MDs Solution Series: • As long as referrals are being entered as an order in the Visit Note, Order Tracking can be used to monitor outstanding and overdue referrals as well as access documentation on that referral when it is received. • Advantages: easy to see overdue referrals, easy to access referral documentation, simpler provider workflow • Disadvantages: can clutter Order Tracking, referral orders may be on Order Tracking for months, referral orders must be manually cleared individually • If referrals are being created with the date of the referred appointment attached in the Referral/Authorization Manager, those referrals can be filtered by date range for follow-up. • Advantages: multiple search filters allow for easy sorting and retrieval of referrals, information can be accessed from a wide variety of modules, the referral created here makes a great cover sheet when printed or faxed. • Disadvantages: requires the referral to be created in the manager as an additional step in the workflow, does not notify for overdue referrals
Receiving Records To finish the circle that is Coordination of Care we will now look at receiving records from the provider that we sent our patient to: Records coming back into DocMan (either through scanning, importing or the fax server) are filed to the patient’s chart, and the provider may be sent a notification simultaneously through TaskMan. We can also view in Order Tracking that these records have been marked as being received
Order Tracking This referral has been marked ready for provider since the records have been received from the other doctor that saw our patient