Date Last Revised: 5/6/2020 5:04:26 PM 1

Provider on the Fly

Contents When to add a Provider on the Fly ...................................................................................... 2

Locating your Dashboard ..................................................................................................... 2

Verifying that provider has a valid NPI #/is in good standing .............................................. 3

What if the Provider is on the OIG exclusion list? ................................................................ 7

How to Enter a Provider that is Not in the System ............................................................... 8

Date Last Revised: 5/6/2020 5:04:26 PM 2

When to add a Provider on the Fly When we have an order from a non-staff provider or want to add a non-staff provider to a patient’s Care Team, a “Provider on the Fly” will be created IF the provider is not excluded on the Office of the Inspector General (OIG) website.

Locating your Dashboard You may wish to utilize your dashboard to access links referenced in subsequent sections

of this document. Here’s how to do so if your screen does not already default to this

dashboard:

1. In the Epic Chart Search field, search for “My Dashboards”:

2. Select the appropriate dashboard (e.g. Clinic Front Desk Dashboard). The dashboard selected is specific to your job role.

Date Last Revised: 5/6/2020 5:04:26 PM 3

Verifying that provider has a valid NPI #/is in good standing

It is imperative that prior to adding a provider on the fly, you perform due diligence

to make sure the provider is licensed and in good standing, per the following:

1. Verify that the provider has a valid National Provider Identifier (NPI). You may do

Date Last Revised: 5/6/2020 5:04:26 PM 4

this via:

a. The NPI link on your Epic Clinic Front Desk dashboard (if you have one):

b. Or by going directly to the NPI website, https://npiregistry.cms.hhs.gov:

Enter the Provider’s first and last name and click Search:

Date Last Revised: 5/6/2020 5:04:26 PM 5

2. Verify that the provider is NOT currently on the Office of the Inspector General

(OIG) exclusion list. You may do this via:

a. The OIG Exclusions link on your Epic dashboard (if you have one):

Date Last Revised: 5/6/2020 5:04:26 PM 6

b. Or by going directly to the OIG website, https://exclusions.oig.hhs.gov: Enter the Provider’s last and first name and click Search:

Date Last Revised: 5/6/2020 5:04:26 PM 7

What if the Provider is on the OIG exclusion list?

If the provider has placed on order for the patient and this search indicates that the

provider IS on the OIG exclusion list, utilize the following scripting to inform the patient

we will NOT be able to perform the ordered test:

“The ordering provider’s license number is coming up inconclusive in the federal

database, so unfortunately, we will not be able to take this order today and perform

your test. Is there another Provider that you can speak to who can order this test

for you?”

Excluded providers should NOT be added to the patient’s care team, either. Utilize the

following scripting to inform the patient we will NOT be able to add the provider to their

Care Team:

“The ordering provider’s license number is coming up inconclusive in the federal

database, so unfortunately, we will not be able to add him/her to your Care Team.

Is there another provider you would like to add?”

Date Last Revised: 5/6/2020 5:04:26 PM 8

How to Enter a Provider that is Not in the System

IMPORTANT: It is imperative that you enter COMPLETE information for the Provider

being added. Also, if during this process, any information for the Provider autofills, do

NOT take it at face value. Always verify the accuracy and completeness of Provider

information. If transcribing an order, use the information (e.g. address/phone/fax)

provided on the order, as it is likely the most current. If you rely solely on the

information in the provider NPI record, that information is often outdated and

inaccurate. Validating provider information is critical to ensure that results are NOT

sent to the wrong provider/place.

1. Open the patient’s appointment desk

2. Select Edit in the Patient Summary window unless you are in registration already

3. Click PCP on the activity toolbar

Date Last Revised: 5/6/2020 5:04:26 PM 9

4. Enter the provider’s name into either the PCP or Care Team field and click Add.

5. If no provider is found, click Add Provider.

6. Provider Lookup

a. Enter the provider’s sex and click Find.

b. If no matching provider was found, enter in the provider’s information including Credentials, Specialty, NPI.

c. Click New.

Date Last Revised: 5/6/2020 5:04:26 PM 10

7. Provider Edit:

a. Enter the provider’s demographics including Address, Phone, and Fax

b. Enter Yes into the Orders authorizing provider field

c. Click Accept

Date Last Revised: 5/6/2020 5:04:26 PM 11

8. Close the Care Team activity. Note – If a user enters a provider who does not have orders authorizing privileges as the orders authorizing provider when transcribing an order, a warning appears asking whether the user wants to give the provider authorizing privileges. If you did not create the provider, do not update their privileges. Please submit a helpdesk ticket if you feel that an existing provider record should have additional privileges for any

Date Last Revised: 5/6/2020 5:04:26 PM 12

reason. Providers added on the fly drop to a workqueue where the SER team then verifies the NPI and license number.