EHR 201:

Tasking, Reporting &

Trouble Shooting

Greg Emanuelson, PhD, PCC-SCommQuest, Inc.

2

OBJECTIVES

Identify advantages and disadvantages of using Tasking & EHR Reports

Learn practical solutions to common EHR End-User errors

Identify possible workflow changes related to tasking & EHR reports that may minimize errors

TASKING & INBOX

Lessons Learned

Clinical Tasking Tab

4

Clinical Tasking - Icons

5

Task Assigned – Not Acknowledged

Task Accepted – Not Completed

Task Assigned to Someone Else

Task Accepted - Completed

6

TASKING & INBOX – THE BASICS

Work Flow

New Send Accept Complete!!

Reassign Tasks

Reassign Update Commit Changes (Send)

Most Common Tasking Error:

Failure to Complete Task

(To Add Comments)

Sample Task - Accepting7

Appointments Tab – Daily View8

Open Correct Encounter HERE!!!!

Important Training Point!!!!

Appointments Tab – Multi View9

Staff Tend Not to Use

Appointments Tab - Timeline10

Staff Tend Not to Use

Task Delegates11

Note: Cannot deactivate a profile in System Admin until all tasks completed!

Task Delegates – Set Up12

Task Delegates – Set Up13

Responding to Tasks – “Update”14

= Send = Delete

Responding to Tasks – “Update”

Date & Order of Text

15

NOTE: 300 character limit in fieldReverse chronological order…

Helps to see flow of chat

Tasking from EPM to EHR16

For those staff who primarily

use EPM…

Tasking from EPM to EHR17

18

TASKING & INBOX – PRACTICAL USES

Supervision

Documentation Review Comp Assessments

BHSP

Discharge Summary

Progress Notes & Contact Notes

Staffing Notes – Administrative Workflows

** KEY – Staff to attach chart to task!!! Don’t approve without!

Encounter Deletion Requests: Task vs. Email

TASKING & INBOX – PRACTICAL USES

eRx Sure Script Refill Request Task19

20

TASKING & INBOX – LESSONS LEARNED

Preference Settings

System Admin Settings

File Maintenance Settings

Preference Settings – Completed Tasks

Show Completed Tasks - #1 Source of Confusion

Show Tasks Assigned to Someone Else = #2 Source

21

Preference Settings – Task Categories

22

Staff DON’T

Use Them

Preference Settings – Task Filters

23

Staff DON’T

Use Them

Clinical Tasking Settings – Preferences24

Can Change

Colors !!

Appointments Settings - Preferences

25

Staff Declined Offer to

Change Appointment

Status Colors….

26

TASKING & INBOX – PRACTICAL USES

Workgroups & Tasking Multiple Parties

Example Workgroups

Medical Records

Finance/Intake

Chart Abstraction

Rule 1st to Accept is the ONLY person to see task!

System Administration – Module Settings

27

System Administration – Operations Settings

28

IMPORTANT!!

Operations Settings – Edit Workgroups

29

TURN OFF ACCESS RIGHTS…

PEOPLE WILL MAKE CHANGES!!!

File Maintenance – Task Workgroup

30

Example: eRx Refills Delegates Workgroup

31

**Add Nursing and/or Support Staff

STEP

#1

Example: eRx Refill Task Delegates Set Up

32

STEP #2

EHR REPORTS

Lessons Learned

EHR REPORTS – BUILDING REPORTS

34

To Build a New Report

To Access a Memorized Report

EHR REPORTS – Examples

35

Individual

Caseloads

Program Case

Lists

&

Outcomes Lists

EHR REPORTS – BUILD PROCESS

Prep Work: Do Your Homework First

Template Names

Example: Client Demographics vs. TPZPROGRAM

Field Names

36

***Write down field names…you have 5 seconds!

Right click on

template, then

EHR REPORTS – THE BASICS

Report Build Process:

37

TEMPLATES COLUMNS FILTEROTHER

LISTSSORTING TOTALS

Template & Field Name Selection

38

Can Select

Multiple

Templates!!

Client Demographics vs. TPZPROGRAMSHX

39

Tpzclientdemographics.ProviderRole_.txt_provider-role

tpzProgramHx_.Assigned Clinician

Column Changes – Template Additions40

Name columns (top of list)

change whenever new

columns added…MUST

review each time!!!

New

template

columns

add at

bottom

EHR Report – Use of Filters41

Eliminates Closed

Programs from Report

Spelling Counts!!!

Therapist vs. CPST Caseload42

Therapist

Case Manager

Clinician Name43

Use Different

Data Fields to

Verify Data

Entry Accuracy

Provider Filter vs. Client Demographics44

NOTE: Inaccurate Lists Generated!!

Patient Filters45

Click to access selection window…

Patient Chart Filters46

Use to include EPM based data fields…

Special Searches – Ex: Diagnosis47

To Access Search Options

Special Search Options – Depression Dx’s

48

By Category

By Diagnosis

Search Options – Depression vs. DEPRESSION

49

Different Results!!!

Special Search Options – Ex. Diagnosis

50

51

EHR REPORTS – PRACTICAL USES

Individual Case Load Lists

Program Case Load Lists

Outcomes Report – Depression Cases

Report for Investment (FRI) Data

EHR REPORTS – PRACTICAL USES

52

PROGRAM CASE LISTS

Report Lists All Medical Services Program Cases…

• Sorts by Assigned Clinician

• Denotes Provider Role to Compare Managing vs.

Assigned Clinician Data Entry Error Check

53

EHR REPORTS – OTHER LESSONS LEARNED

Limited EPM EHR Crossover Options

Example: Unable to List MRN #’s

More Search Options = More Error Potential

MH vs. AoD Programs

Helped Finance Department with Multiple Payer Sources

Increases Counts on Case Load Lists (Duplications)

Use % symbol to increase search parameters

Ex: %depression%

Procedure Search – use CPT Codes

Can use CPT Codes…Upcoming E&M Coding Searches!!

EHR TROUBLESHOOTING

Lessons Learned

EHR TROUBLESHOOTING – LESSONS LEARNED

Dept. Point Person

Core Group Member

Super User

Partner Solutions

Topaz / NextGen

55

Educate Staff Regarding Problem Triage System:

Educate Staff Regarding Delegation of Trouble Areas:

Billing / SIM Code Issue Finance staff

Documentation Issue / Error Messages EHR Staff

Computer / Internet Access IT Staff

Password Resets Finance, Core Group, IT, …???

EHR TROUBLESHOOTING – LESSONS LEARNED

Invalid Provider Location

** Message Translation = Missing Info (nothing to do with provider location)

Usually “Diag Bill” not completed…VERIFY CHANGE at top of template

Required field left blank

Read the Error Message Carefully

Password Confusion Create Password Cheat Sheet

56

EHR TROUBLESHOOTING – LESSONS LEARNED

Use of Split Screen – Right Click on Template Tab

BHSP Expiration Date – Use EHR Chart Alert

57

EHR TROUBLESHOOTING – LESSONS LEARNED

eRx Token Program Software Setup

Phone vs. Desktop vs. Key FOB

NOTE: Only way to transfer prescriber from one format to

another…dis-enroll & then re-enroll

Workflow Assessment – Search for Optional

Generated Document Types

BHServicePlan Affidavit Use for other clinicians to sign off on BHSP

StaffBody Internal Referrals using Staffing Note needed a supervisor

signature; pulled original data through, yet allowed to add electronic

signature (supervisor/manager)

58

EHR TROUBLESHOOTING – LESSONS LEARNED

Train Staff to…

Give MRN and Client Initials

Able to catch transposition errors – MRN 1243 GE vs.

MRN 1234 GE

Describe exactly what happened

Step by step (Who, What, Where, When, How)

Use Snipping Tool when sending screenshots

59

EHR TROUBLESHOOTING – LESSONS LEARNED

Snipping Tool

Pin to Start Menu

Pin to Taskbar

60

EHR TROUBLESHOOTING – LESSONS LEARNED

No 4 Point Check … Delete Encounters61

Forgetting to Remove Encounter

Level Insurance…

EHR TROUBLESHOOTING – LESSONS LEARNED

No 4 Point Check … Delete Encounters Utility62

Add shortcut to

RDP Desktop

Click & Drag

from G drive

EHR TROUBLESHOOTING – LESSONS LEARNED

No 4 Point Check … Delete Encounters Utility63

Can delete ENTIRE

encounter, NOT

individual items

EHR TROUBLESHOOTING – LESSONS LEARNEDNo 4 Point Check Correcting Use of Wrong Encounters

Addendum – Document already generated

No Bill Document – Document not yet generated

Denote in narrative section “Template Accessed in Error”

Changing Encounter Properties…CAUTION!!

64

Questions & discussion

Greg Emanuelson, PhD, LPCC-S

CommQuest EHR/NextGen Specialist

Agency Phone: (330) 455-0374 ext. 156

Email: gemanuelson@csstark.org