Tasking, Reporting & Trouble Shooting · 2017-05-01 · Tasking, Reporting & Trouble Shooting Greg...
65
EHR 201: Tasking, Reporting & Trouble Shooting Greg Emanuelson, PhD, PCC-S CommQuest, Inc.
Transcript of Tasking, Reporting & Trouble Shooting · 2017-05-01 · Tasking, Reporting & Trouble Shooting Greg...
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: [email protected]
