Referral Management in CPCI and eCW - HCNNY

Referral Management in CPCI and eCW - HCNNY

Referral Management in CPCI - Mappings Supporting Team-Based Care with Data Tools Heather Budd, VP Clinical Transformation Michael Rapawy, Implementation Specialist eCW Referral Management Module 2 Azara Healthcare 2014 CPCI Report eCW Referral Details Note: Ref To Provider must be configured in your Provider Library as a Referral Provider to be correctly mapped. 3 Azara Healthcare 2014 CPCI Report Key Milestone Dates Ordered Date Date Provider reviews the attached consult note.*

Completed Date Date consult note received by practice, attached to referral, and marked received Resulted Date Date referral order was placed. Scheduled Date Obtained Date Date referral apt was scheduled, or if pt self scheduled, the date referral is last touched

Appointment Date of Referral *Note: For internal referrals, the referral is considered complete if the referral order is marked addressed 4 Azara Healthcare 2014 CPCI Report Date Mappings for Scheduling Appointments Ordered Date referral order was placed. Obtained Date on which referral is scheduled to occur/ or occurred. Scheduled Date coordinator assigned a date to a referral. Note: The Scheduled Date is a timestamp of when an Appt Date is entered. This can be found in the Logs (circled above).

5 Azara Healthcare 2014 CPCI Report Receiving Consult Note & Attaching To Referral The results of a referral order are considered Received only if the consult note is scanned AND attached to the referral order. First, scan the document into eCW as Document Type = Consult Notes. 1 6 Azara Healthcare 2014 CPCI Report Receiving Consult Note & Attaching To Referral Open the referral order and check the Received Date AND attach the consult note. 2 3 Note: Checking the Received Date will automatically Address the referral order 7

Azara Healthcare 2014 CPCI Report Receiving Consult Note & Attaching To Referral Attach the consult note document by clicking Attach and finding the correct document in the Patient Documents module. 4 Correctly Attached Consult note 8 Azara Healthcare 2014 CPCI Report Receiving Consult Note & Attaching To Referral Received Date used only when all criteria are met Note: Checking the Received Date will automatically Address the referral order 9 Azara Healthcare 2014

CPCI Report Receiving Consult Note & Attaching To Referral Although the Referral Order is now Addressed, the Referral is not considered COMPLETE until the Attached Consult Note Document is marked reviewed by the provider. Completed Provider marks consult note reviewed Note: This step is only for external referrals as internal referrals will not have consult notes to attach. 10 Azara Healthcare 2014 Capturing Additional Referral Details Internal Referrals Completed Referrals w/o a Consult Note (i.e. BH) Canceled Referrals Self Scheduling Patients 11

Azara Healthcare 2014 CPCI Report Internal Referrals Internal Referrals are identified by the Facility To field. These referrals are considered completed when the Received Date is checked. No consult note is required. Internal referral if equal to an internal location name Marked received only after confirmation appt has occurred internally Note: Checking the Received Date will automatically Address the referral order 12 Azara Healthcare 2014 CPCI Report Completed Referrals w/o Reports In certain cases, but the referral is confirmed but a consult note is not available. In these situations, the referral can be marked COMPLETE if the referral is Addressed AND the

Structured Data field: Addressed without report is set to Report not available. Addressed without report Values: 1. Report Not Available Also add notes why this is not available 13 Azara Healthcare 2014 CPCI Report Canceled Referrals Referral orders can be marked canceled when the referral is marked Addressed AND the Structured Data field: Addressed Without Report is entered. Addressed without report Values: 1. Patient no-showed 2. Patient cancelled 3. Patient refused 4. Provider canceled 5. Referral Expired 6. Unable to contact patient 14 Azara Healthcare 2014 CPCI Report Self Scheduling Patients

Self-Scheduling patients are identified by entering a Structured Data Field = Responsible Party to make apt/referral. If this field is entered, a Scheduled Date will appear on the report of the latest timestamp the referral was modified. Responsible Party Values: 1. Patient 2. Specialist 15 Azara Healthcare 2014 CPCI Report Example - Referral Log / Registry Brandes, Jeff 112345 Cardiology Parks, R. Sunset Boyd, J Park Slope 9/15/14

9/28/14 9/29/14 9/29/14 Brandes, Jeff 112345 Dental Parks, R. Sunset Buzz, K Dunster 9/15/14 9/25/14 9/20/14 9/25/14 Brandes, Jeff 112345

Endocrine Parks, R. Sunset Zang, L Cables 9/15/14 9/20/14 9/20/14 9/22/14 Gunther, Eric 112345 BH Smith, Robert 112345 Cardiology Sparks, K.

Ridge Boyd, J Park Slope 9/06/14 9/15/14 Bar, Samuel 112345 Nutrition Redding, R. Sunset Forg, F Park Ridge 9/06/14 9/15/14

Budd, Mary 112345 Vascular Billets, C. Sunset Wilk, H Cables 9/05/14 Cote, David 112345 Oncology Carsons, R. Ridge Wood, T

Cables 9/03/14 9/05/14 Cardiology Parks, R. Sunset Boyd, J Park Slope 9/01/14 9/15/14 James, LeBron 112345 Sparks, K. Ridge Chou, R

Park Ridge 9/10/14 9/15/14 9/15/14 9/15/14 9/15/14 9/30/14 9/22/14 9/15/14 9/15/14 9/15/14 9/05/14 Use the data to understand which stage most referrals get caught in to help direct staffing, process, or advocacy changes. Azara Healthcare 2014 CPCI Report Example Referral Insight

Brandes, Jeff 112345 Cardiology Parks, R. Sunset Boyd, J Park Slope 9/15/14 9/28/14 9/29/14 9/29/14 Brandes, Jeff 112345 Dental Parks, R. Sunset

Buzz, K Dunster 9/15/14 9/25/14 9/20/14 9/25/14 Brandes, Jeff 112345 Endocrine Parks, R. Sunset Zang, L Cables 9/15/14 9/20/14

9/20/14 9/22/14 Gunther, Eric 112345 BH Smith, Robert 112345 Cardiology Sparks, K. Ridge Boyd, J Park Slope A Consult Note Received 9/15/14 9/15/14 on Provider and waiting Review 9/15/14 9/06/14

9/15/14 Bar, Samuel 112345 Nutrition Redding, R. Sunset Forg, F Park Ridge 9/06/14 Budd, Mary 112345 Vascular Billets, C. Sunset

Wilk, H Cables 9/05/14 Cote, David 112345 Oncology Carsons, R. Ridge Wood, T Cables 9/03/14 9/05/14 Cardiology Parks, R.

Sunset Boyd, J Park Slope 9/01/14 9/15/14 James, LeBron 112345 Sparks, K. Ridge Chou, R Park Ridge 9/10/14 9/15/14 and 9/30/14 9/22/14

9/15/14 9/15/14 9/15/14 9/15/14 9/05/14 A Self- Scheduling Patient Azara Healthcare 2014 Measure Analyzer Trend and Performance Comparison Open Referrals Referrals Open > 30 Days Referrals Open > 7 Days Referrals Resulted and Not Completed *All referral and DI orders are considered due as of the date they are entered into the EHR. Azara Healthcare 2014 Recommended Workflow Improvements 1. Outgoing Referrals 1. 2.

3. 4. 5. 6. 7. Shift away from free text in the notes section Attach Consult Notes to referrals Enter Facility To and Provider To Utilize Received Date when addressing referrals Utilize Structured Data to identify closed referrals without consult notes Utilize Structured Data to identify self-scheduling patients Enter Appt Date (even retroactively) 2. DI Orders 1. Enter Performed Date on DI orders 3. Future Enhancements to Workflows 1. 2. Build out library for Referral Facilities and Providers Data Cleanup - Associate past consult notes to referral orders 19 Azara Healthcare 2014

Questions? As always, please contact our support team by emailing [email protected] with any other questions you might have. We are happy to help you! Azara Healthcare 2014 21 Azara Healthcare 2014 Overview CHCANYS is sponsoring Referral Management enhancements to CPCI Goal: Increase visibility into lifecycle of a referral Simplify referral management and operations Support PCMH Deliverables New CPCI referral reports and measures Documentation of referral process Timeline ~4 Week Engagement (1 meeting/wk) Discovery, Workflow Updates, Validation, Rollout Azara Healthcare 2014

How does it apply to us? There are 2 different referral management workflows that can be captured in the CPCI Referral reports 1. Outgoing Referrals to a Provider 2. Diagnostic Imaging Orders Azara Healthcare 2014 2. Diagnostic Imaging Orders Milestone Dates Ordered Date Date Provider marks reviewed. Completed Date Date referral result received by practice. Date referral order was placed. Obtained Date

Date on which referral occurred. Received Date 24 Azara Healthcare 2014 2. Diagnostic Imaging Orders Data Capture Ordered Date referral order was placed. Obtained Date on which referral is scheduled to occur/ or occurred. 25 Azara Healthcare 2014 2. Diagnostic Imaging Orders Data Capture (cont.)

Completed Resulted Date referral result received by practice. Date Provider marks reviewed. 26 Azara Healthcare 2014 2. Diagnostic Imaging Orders Data Capture - Cancelled Cancelled Remove DI no longer needed or duplicates 27 Azara Healthcare 2014 Known Referral Report Bugs (Fixes in Progress) Missing Insurance Authorization Required Field (Yes/No) Deleted referrals showing up on report

28 Azara Healthcare 2014

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