Patient Information Management System Scheduling Version 5.3 (Patch 1010) Joann Henry, User Support Specialist, OIT, IHS (505)248-4160

PPatient atient IInformation nformation MManagement anagement SSystem – ystem –

SchedulingSchedulingVersion 5.3 (Patch 1010)Version 5.3 (Patch 1010)

Joann Henry, User Support Specialist, OIT, [email protected] (505)248-4160

20091020

PCCPatient

Database

Dental

BehavioralHealth/Social

Services

Pharmacy

Surgery

RadiologyCHR

Clinic Scheduling

Women’sHealth

Field Nursing

EmergencyRoom

Laboratory

PatientRegistration

Admission Discharge Transfer

PCC Data Entry

Intro to RPMS and PIMSSensitive

Patient Tracking

Clinical Scheduling for Windows

10 Things to Know about PIMS Scheduling

1. Appt Mgmt* (AM)2. Appt Listing (AL)3. Chart Request (CR)4. Clinic appt availability (MD)5. Letters (PL) 6. Waiting Lists (WL)7. Patient Mini Registration (PMR)8. Reports (SCR)9. Set Up a Clinic (SCSSET)10. Edit Scheduling Parameters (SCSACMESP)

***************************************** * INDIAN HEALTH SERVICE * * CLINIC SCHEDULING SYSTEM * * VERSION 5.3 * ***************************************** DEMO HOSPITAL

AL Appointment List AM Appointment Management CR Chart Requests CHK List Patient Check In Status DA Display Patient's Appointments MB Multiple Appointment Booking MC Multiple Clinic Display/Book MD Month-at-a-glance Display PL Print Scheduling Letters PS View Provider's Schedule WL Waiting List Enter/Edit PCP Primary Care Provider Menu ... PMR Patient Mini Registration SCR Reports Menu (Scheduling) ... SCS Supervisor Menu (Scheduling) ...

Select Scheduling Menu Option:

Overview AM* (Appt Management) Make Appt Check In Walk In Patient Registration No Show Cancel Appt Re-book Check Out

►SCHEDULING – Appointment Management

Overview►APPT MGMT – Make Appointment

Available AppointmentsMONTH-AT-A-GLANCE Sep 11, 2009 15:55:22 Page: 1 of 5PLEASE REMIND THE PATIENT TO RECYCLE THEIR PAPERPLEASE REMIND THE PATIENT TO RECYCLE THEIR PAPERPRODUCTS, BRUSH THEIR TEETH OFTEN AND WALK AS MUCHPRODUCTS, BRUSH THEIR TEETH OFTEN AND WALK AS MUCHAS POSSIBLE. ALSO WISH THEM A GREAT DAY! :)AS POSSIBLE. ALSO WISH THEM A GREAT DAY! :)

DR ORKINDR ORKIN Oct 2009

TIME |8 |9 |10 |11 |12 |1 |2 |3 |4 | DATE | | | | | | | | | |TU 20 | [0 1 1 0|1 0 0 1|1 1 0 1] | [1 1 1 1|BB 1 1 1]WE 21 | [1 1 1 1|1 1 1 1|1 1 1 1]TH 22 | [1 1 1 1|1 1 1 1|0 1 1 1|1 1 1 1] [1 1 1 1|1 1 1 0|0 0 0 0]FR 23 | [AA 1 1 1|1 1 1 1|1 1 1 1] | [1 1 1 1|1 1 1 1]SA 24 | | [0 1 1 1|1 0 0 1|1 1 0 0]MO 26 | [1 1 1 1|1 1 1 1|1 1 1 1] | [1 1 0 0|0 1 1 1|1 1 1 1]TU 27 | [1 1 0 0|0 0 1 1|1 1 1 1] |** [1 1 1 1|1 1 1 1]WE 28 | [1 1 1 1|1 1 1 1|1 1 1 1] **TH 29 | [1 1 1 1|1 1 1 0|0 1 1 1|1 0 1 1] [1 1 1 0|1 1 1 1|1 0 1 1]FR 30 | [1 1 0 1|1 0 0 1|1 1 1 1] | [1 0 0 1|1 1 1 1]+------Enter ?? for more actions--------------------------------------------->>>AL Appointment List SL Short Appt List Q QuitSelect Action: Next Screen//

Overview►APPT MGMT – Make Appointment

Letter Generated (optional)

Overview ►APPT MGMT – Make Appointment

CELESTINE A RAADROUTE 3 BOX 486

DENT, MINNESOTA 56591

Dear Ms. Celestine Raad, Your next appointment in our clinic is as follows: TUESDAY SEP 15, 2009 9:00 AM DR ORKIN ClinicTUESDAY SEP 15, 2009 9:00 AM DR ORKIN ClinicTo reschedule any appointments listed, please call our main appointment desk at (505)248-9999. Thank you!

Joann Henry Appointment Desk

+--Patient-------------Appt Date/Time----Status--------------- 11 999999 White,Betty 10/10/2009@15:15 No Action Taken/Today 2 999988 Henry,Clara 10/10/2009@15:30 No Action Taken/Today 3 999977 Riley,Anne 10/10/2009@16:00 No Action Taken/Today

Select Action: CI Check In Select Appointments (1-3): 1 Last Registration Update: FEB 24, 2008 ...checked in OCT 10, 2009@15:08 CLINIC CODE for VISIT: 06 DIABETIC VISIT PROVIDER: WHITEWOLF,C// [ENTER]

============================================================

+--Patient-------------Appt Date/Time----Status------------ 1 999999 White,Betty 10/10/2009@15:15 Checked In 15:08

Overview►APPT MGMT – Check IN

Select Action: Next Screen// PTPT Change Patient Select Patient: NOODLE,JANETNOODLE,JANET Select Action: Quit// WIWI Unscheduled Visit Select Clinic: DiabeticDiabetic WHITEWOLF,CHENENA K APPOINTMENT TIME: NOW//[ENTERENTER] (MAR 06, 2009@15:36) OTHER INFO: SWOLLEN LEFT LOWER LEGSWOLLEN LEFT LOWER LEG ...checked in MAR 06, 2009@15:36CLINIC CODE for VISIT: 0606 DIABETIC VISIT PROVIDER: WHITEWOLF,CHENENA K// [ENTERENTER]

(MAR 06, 2009@15:36)

--Patient-------------Appt Date/Time---Status------------------ 1 888888 Noodle,Janet 03/06/2009@15:36 Walk In/Checked In 15:36

OKAY TO PRINT A ROUTING SLIP IN MEDICAL RECORDS NOW? YES// [ENTERENTER]

Overview►APPT MGMT – Walk IN

--Patient-------------Appt Date/Time----Status--------------

1 777777 Quiver,Aaron 03/06/2009@09:00 No Action Taken/TodayNo Action Taken/Today

Select Action: Next Screen// NSNS No Show Appointment(1-1): 11

WANT TO AUTO-REBOOK NO-SHOW APPOINTMENTS NOW? No// [Enter][Enter] WANT LETTERS PRINTED NOW? No// [Enter][Enter]

==========================================================

--Patient-------------Appt Date/Time----Status----------1 777777 Quiver,Aaron 03/06/2009@09:00 NO-SHOWNO-SHOW

Overview►APPT MGMT – No Show

Select Appointments (1-6): 6

Appts cancelled by Patient or Clinic: Patient// [Enter] Select CANCELLATION REASONS NAME: ?? Choose from: DEATH IN FAMILY OTHER TRANSFER OPT CARE TO OTHER VA TRAVEL DIFFICULTY UNABLE TO KEEP APPOINTMENT UNKNOWN WEATHER Select CANCELLATION REASONS NAME: TRAVEL DIFFICULTY CANCELLATION REMARKS: CAR BROKE DOWN

REBOOK ANY APPOINTMENTS THAT YOU CANCELLED? No// [Enter]

Overview►APPT MGMT – Cancel Appt

-----Clinic-----Appt Date/Time----Status-------------- 5 Bj Alc 10/08/2009@17:00 Checked In 16:08

Select Action: CO

Select Appointment(s): 5 Do you wish to make a follow-up appointment? YES// NO CHECKED OUT: NOW// [Enter]

(OCT 08, 2009@16:59)

-----Clinic-----Appt Date/Time----Status-------------- 5 Bj Alc 10/08/2009@17:00 Checked Out 16:59

Overview►APPT MGMT – Check Out

Overview►SCHEDULING – Appt Listing (AL)

Select Scheduling Menu Option: AL Appointment List Select division: ALL// [ENTER] Select clinic: ALL// DR ORKIN For Date: TODAY// 10/20 (OCT 20, 2009) Include Walk-Ins? YES// [ENTER] Include Who Made Appt? NO// YES Include Patient's Phone #? NO// YES Include Primary Care Info? NO// YES Include Current Community? NO// YES Include Chart Requests? NO// YES

Overview►SCHEDULING – Clinic Appt Availability (MD)

MONTH-AT-A-GLANCE Mar 06, 2006 16:45:58 Page: 1 of 261 of 26FASTINGFASTING-------------------------------------------------------------------------------- DIABETICDIABETIC Mar 2006Mar 2006

TIME |8 |9 |10 |11 |12 |1 |2 |3 |4 DATE | | | | | | | | | MO 06MO 06 | [[0 0 1 3|1 3 3 3|2 3 3 3]] | [1 3 3 3|3 3 2 2|BB 3 3 3]TU 07 | [0 3 3 3|3 3 3 3|3 3 3 3] | [2 2 2 2|2 2 2 2]WE 08 | [2 3 3 3|2 3 3 3|2 3 3 3]TH 09 | [00 2 2 2|2 2 2 2|0 1 2 2|2 2 2 2] [2 2 2 2|2 2 2 2|2 2 2 2]FR 10 | [0 2 3 3|3 3 3 3|3 3 2 2] |** [0 2 2 2|1 2 2 2]SA 11 | | [1 11 1 1|1 1 1 1|1 1 1 1]MO 13 | [2 2 1 3|3 3 3 3|22 3 3 3] | [3 3 3 3|3 3 3 3|3 3 3 3]TU 14 | [3 3 3 3|3 3 3 3|2 3 3 3] | [2 2 2 2|2 2 2 2]WE 15 | [3 3 3 3|AA 3 3 3|3 3 3 3] *TH 16 | [2 2 2 2|2 2 2 2|1 2 2 2|2 2 2 2] [2 2 2 2|2 2 2 2|2 2 2 2]FR 17 | [2 2 3 3|3 3 3 3|3 3 33 3] | [2 2 2 2|1 2 2 2]+------Enter ?? for more actions--------------------------------------------->>>ALAL Appointment List SLSL Short Appt List QQ QuitSelect Action: Next Screen//

PPatient atient IInformation nformation MManagement anagement SSystemystem

of 20of 20

SCHEDULING: CLINIC SET SCHEDULING: CLINIC SET UPUP

Joann Henry, User Support Specialist, OIT, [email protected] 505-248-4160

2009102020091020

A. Introduction & BasicsA. Introduction & Basics

• When entering the Set Up Parameters:– There are 47 fields to consider (13

required fields).– The fields are divided into 4 data entry

screens. (e.g. Page 1 of 4, Page 2 of 4, etc.)

B. Data Field SpecificationsB. Data Field Specifications1)1) *Clinic name*Clinic name2)2) *Abbreviation*Abbreviation3)3) *Division*Division4)4) *Facility*Facility5)5) *Clinic meets at this facility?*Clinic meets at this facility?6)6) *Non-count clinic?*Non-count clinic?7)7) Include on file room listsInclude on file room lists8)8) Principal clinicPrincipal clinic9)9) Physical locationPhysical location10)10) TelephoneTelephone11)11) *Clinic code*Clinic code12)12) Hospital serviceHospital service13)13) Clinic ownersClinic owners14)14) Special instructions for making Special instructions for making

apptappt15)15) Prohibit access to clinicProhibit access to clinic16)16) Schedule on holidaysSchedule on holidays17)17) Overbook users & levelOverbook users & level18)18) Hour clinic display beginsHour clinic display begins19)19) *Length of appointment*Length of appointment20)20) Variable appointment lengthVariable appointment length21)21) *Display increments per hour*Display increments per hour22)22) *Overbooks/day maximum*Overbooks/day maximum23)23) *Max # days for future booking*Max # days for future booking24)24) Start time for auto rebookStart time for auto rebook

25)25) *Max # days for auto rebook*Max # days for auto rebook26)26) Pre-appointment letterPre-appointment letter27)27) Clinic cancellation letterClinic cancellation letter28)28) Appointment cancellation letterAppointment cancellation letter29)29) No-show letterNo-show letter30)30) *Allowable consecutive no-shows*Allowable consecutive no-shows31)31) Waiting period for no-showsWaiting period for no-shows32)32) Print health summaryPrint health summary33)33) Print health summary typePrint health summary type34)34) Print address/insurance updatePrint address/insurance update35)35) Print RX profilesPrint RX profiles36)36) Require x-ray filmsRequire x-ray films37)37) Ask for check in/out timeAsk for check in/out time38)38) Create a visit at check-inCreate a visit at check-in39)39) Visit service categoryVisit service category40)40) Multiple clinic codes usedMultiple clinic codes used41)41) Visit provider requiredVisit provider required42)42) Other Info on CheckinOther Info on Checkin43)43) Clinic providerClinic provider44)44) Default providerDefault provider45)45) Availability date(s)Availability date(s)46)46) TimeTime47)47) Number of slotsNumber of slots

B. Data Field B. Data Field Specifications Specifications (Continued)(Continued)

1)1) *Clinic name*Clinic name (2-30 chars)(2-30 chars)2)2) *Abbreviation*Abbreviation (1-7 chars)(1-7 chars)3)3) *Division*Division4)4) *Facility*Facility (N=No Y=Yes)(N=No Y=Yes)5)5) *Clinic meets at this facility? *Clinic meets at this facility? (N=No Y=Yes)(N=No Y=Yes)6)6) *Non-count clinic?*Non-count clinic? (0=No 1=Yes)(0=No 1=Yes)7)7) Include on file room listsInclude on file room lists (0=No 1=Yes)(0=No 1=Yes)8)8) Principal clinicPrincipal clinic9)9) Physical locationPhysical location (1-25 chars)(1-25 chars)10)10) TelephoneTelephone (3-13 chars)(3-13 chars)11)11) *Clinic code*Clinic code (code list)(code list)12)12) Hospital serviceHospital service (code list)(code list)13)13) Clinic ownersClinic owners (code list)(code list)14)14) Select special instructionsSelect special instructions (3 lines)(3 lines)15)15) Prohibit access to clinic*Prohibit access to clinic* (Y=Yes)(Y=Yes)16)16) Schedule on holidaysSchedule on holidays (Y=Yes)(Y=Yes)17)17) Overbook users & levelOverbook users & level (code list)(code list)18)18) Hour clinic display beginsHour clinic display begins (0-16)(0-16)19)19) *Length of appointment*Length of appointment (10-240)(10-240)20)20) Variable appointment lengthVariable appointment length (V=Yes,variable (V=Yes,variable

number)number)21)21) *Display increments per hour*Display increments per hour (code list)(code list)22)22) *Overbooks/day maximum*Overbooks/day maximum23)23) *Max # days for future booking *Max # days for future booking (1-999)(1-999)24)24) Start time for auto rebookStart time for auto rebook (0-16)(0-16)

25)25) *Max # days for auto rebook*Max # days for auto rebook (1-365)(1-365)26)26) Pre-appointment letterPre-appointment letter (code list)(code list)27)27) Clinic cancellation letterClinic cancellation letter (code list)(code list)28)28) Appointment cancellation letterAppointment cancellation letter (code list)(code list)29)29) No-show letterNo-show letter (code list)(code list)30)30) *Allowable consecutive no-shows*Allowable consecutive no-shows (0-999) (0-999)31)31) Waiting period for no-showsWaiting period for no-shows (0-365)(0-365)32)32) Print health summaryPrint health summary (0=No, 1=Yes)(0=No, 1=Yes)33)33) Print health summary typePrint health summary type (code list)(code list)34)34) Print address/insurance updatePrint address/insurance update (0=No, (0=No,

1=Yes)1=Yes)35)35) Print RX profilesPrint RX profiles (code list)(code list)36)36) Require x-ray filmsRequire x-ray films (Y=Yes)(Y=Yes)37)37) Ask for check in/out timeAsk for check in/out time (0=No, 1=Yes)(0=No, 1=Yes)38)38) Create a visit at check-inCreate a visit at check-in (0=No, 1=Yes)(0=No, 1=Yes)39)39) Visit service categoryVisit service category (code list)(code list)40)40) Multiple clinic codes usedMultiple clinic codes used (0=No, 1=Yes)(0=No, 1=Yes)41)41) Visit provider requiredVisit provider required (0=No, 1=Yes)(0=No, 1=Yes)42)42) Triage clinicTriage clinic (0=No, 1=Yes)(0=No, 1=Yes)43)43) Clinic providersClinic providers (code list)(code list)44)44) Default providerDefault provider (0=No, (0=No,

1=Yes)1=Yes)45)45) Availability dateAvailability date (Date)(Date)46)46) TimeTime (24 hour time)(24 hour time)47)47) No. of slotsNo. of slots (0-26)(0-26)

C. A word about Default C. A word about Default LettersLetters

• Prior to assigning default letters, Prior to assigning default letters, these letters must have been these letters must have been defined through the ENTER/EDIT defined through the ENTER/EDIT LETTER option:LETTER option:

PRE-APPOINTMENT PRE-APPOINTMENT CLINIC CANCELLEDCLINIC CANCELLED APPOINTMENT CANCELLEDAPPOINTMENT CANCELLED NO-SHOWNO-SHOW

To NAVIGATE screen: UP key DOWN key TAB key ENTER key

► Type ?? – Available options will be displayed at the bottom of the screen.

► Type @ – To delete an entry – be careful .

D. Screen NavigationD. Screen Navigation

► FROM THE MAIN MENU . . .

Select Scheduling Menu Option: SCS Supervisory Menu

Select Supervisor Menu (Scheduling) Option: SET Set Up a Clinic

Select CLINIC NAME: JJ PEDIATRICS

Are you adding ‘JJ PEDIATRICS’ as a new HOSPITAL LOCATION? No// Y

LENGTH OF APP’T: 1515

The Length of appointment designated for clinic. Enter a whole number between 10 and 240 and must be a multiple of 10 or 15.

D. Screen Navigation D. Screen Navigation (Continued)(Continued)

SET UP A CLINICSET UP A CLINIC Page 1 of 4Page 1 of 4

CLINIC NAMECLINIC NAME: : JJ PEDIATRICSJJ PEDIATRICS ABBREVIATIONABBREVIATION: : JJPEDJJPED DIVISIONDIVISION: : CARNEGIE INDIAN HEALTH CENTERCARNEGIE INDIAN HEALTH CENTER FACILITYFACILITY: : DEMO HOSPITALDEMO HOSPITAL

MEETS AT THIS FACILITY?MEETS AT THIS FACILITY?: : YESYES NON-COUNT CLINIC? (Y OR N)NON-COUNT CLINIC? (Y OR N): : NONO INCLUDE ON FILE ROOM LISTS?: INCLUDE ON FILE ROOM LISTS?: YESYES PRINCIPAL CLINIC: PRINCIPAL CLINIC: PRINCIPAL PEDIATRICSPRINCIPAL PEDIATRICS PHYSICAL LOCATION: PHYSICAL LOCATION: 2ND FLOOR2ND FLOOR TELEPHONE: TELEPHONE: 222 345-0987222 345-0987 CLINIC CODECLINIC CODE: : PEDIATRIC PEDIATRIC HOSPITAL SERVICE: HOSPITAL SERVICE: PEDIATRICSPEDIATRICS

CLINIC OWNERS (responsible for setup)CLINIC OWNERS (responsible for setup)BRUNING,BJBRUNING,BJHENRY,JOANNHENRY,JOANN______________________________________________________________________________________________________________________________Exit Save Next Page RefreshExit Save Next Page Refresh

Enter a command or '^' followed by a caption to jump to a specific field.Enter a command or '^' followed by a caption to jump to a specific field.

COMMAND: Press <PF1>H for help InsertCOMMAND: Press <PF1>H for help Insert

E. Actual Set Up Screen E. Actual Set Up Screen (1 of 4)(1 of 4)

ImportaImportant Field nt Field


SPECIAL INSTRUCTIONS for make appt. (3 lines max.)SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.

PROHIBIT ACCESS TO CLINIC?: OVERBOOK USERS & LEVELPROHIBIT ACCESS TO CLINIC?: OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: SCHEDULE ON HOLIDAYS?: HENRY,JOANN RHENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: HOUR CLINIC DISPLAY BEGINS: 88 LENGTH OF APPOINTMENTLENGTH OF APPOINTMENT: : 3030 VARIABLE APPOINTMENT LENGTH: VARIABLE APPOINTMENT LENGTH: YES,YES, DISPLAY INCREMENTS PER HOURDISPLAY INCREMENTS PER HOUR: : 30-MIN30-MIN OVERBOOKS/DAY MAXIMUMOVERBOOKS/DAY MAXIMUM: : 55MAX # DAYS FOR FUTURE BOOKINGMAX # DAYS FOR FUTURE BOOKING: : 9090 START TIME FOR AUTO REBOOK: START TIME FOR AUTO REBOOK: 1313 MAX # DAYS FOR AUTO-REBOOKMAX # DAYS FOR AUTO-REBOOK: : 6060______________________________________________________________________________________________________________________________Exit Save Next Page RefreshExit Save Next Page Refresh





SPECIAL INSTRUCTIONS for make appt. (3 lines max.)SPECIAL INSTRUCTIONS for make appt. (3 lines max.) PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.PLEASE REMIND PARENT TO BRING CHILD’S IMMUNIZATION CARD.

PROHIBIT ACCESS TO CLINIC?: PROHIBIT ACCESS TO CLINIC?: YESYES OVERBOOK USERS & LEVEL OVERBOOK USERS & LEVEL SCHEDULE ON HOLIDAYS?: SCHEDULE ON HOLIDAYS?: HENRY,JOANN RHENRY,JOANN R HOUR CLINIC DISPLAY BEGINS: HOUR CLINIC DISPLAY BEGINS: 88 LENGTH OF APPOINTMENTLENGTH OF APPOINTMENT: : 3030 VARIABLE APPOINTMENT LENGTH: VARIABLE APPOINTMENT LENGTH: YES,YES, DISPLAY INCREMENTS PER HOURDISPLAY INCREMENTS PER HOUR: : 30-MIN30-MIN OVERBOOKS/DAY MAXIMUMOVERBOOKS/DAY MAXIMUM: : 55MAX # DAYS FOR FUTURE BOOKINGMAX # DAYS FOR FUTURE BOOKING: : 9090 START TIME FOR AUTO REBOOK: START TIME FOR AUTO REBOOK: 1313 MAX # DAYS FOR AUTO-REBOOKMAX # DAYS FOR AUTO-REBOOK: : 6060______________________________________________________________________________________________________________________________Exit Save Next Page RefreshExit Save Next Page Refresh



PRIVILEGED USERSPRIVILEGED USERS

HENRY,JOANNHENRY,JOANN BRUNING,BJBRUNING,BJ



PRE-APPOINTMENT LETTER: PRE-APPOINTMENT LETTER: SCHEDULED APPTSCHEDULED APPT CLINIC CANCELLATION LETTER: CLINIC CANCELLATION LETTER: CLINIC CANCELLEDCLINIC CANCELLED APPT. CANCELLATION LETTER: APPT. CANCELLATION LETTER: CANCELLEDCANCELLED NO SHOW LETTER: NO SHOW LETTER: NOSHOWNOSHOW ALLOWABLE CONSECUTIVE NO-SHOWSALLOWABLE CONSECUTIVE NO-SHOWS: : 33 WAITING PERIOD FOR NO-SHOWS: WAITING PERIOD FOR NO-SHOWS: 1515

PRINT HEALTH SUMMARY?: PRINT HEALTH SUMMARY?: YESYES HEALTH SUMMARY TYPE: HEALTH SUMMARY TYPE: PEDIATRICPEDIATRICPRINT ADDRESS/INSURANCE UPDATE?: PRINT ADDRESS/INSURANCE UPDATE?: YESYES PRINT RX PROFILES?: PRINT RX PROFILES?: YES, MEDICATION PROFILEYES, MEDICATION PROFILE REQUIRE X-RAY FILMS?:REQUIRE X-RAY FILMS?:

______________________________________________________________________________________________________________________________Exit Save Next Page RefreshExit Save Next Page Refresh





ASK FOR CHECK IN/OUT TIME: ASK FOR CHECK IN/OUT TIME: YES YES (Should always be set to YES)(Should always be set to YES) CREATE VISIT AT CHECK-IN?: CREATE VISIT AT CHECK-IN?: YESYES VISIT SERVICE CATEGORY: VISIT SERVICE CATEGORY: AMBULATORYAMBULATORYMULTIPLE CLINIC CODES USED?: MULTIPLE CLINIC CODES USED?: YESYES VISIT PROVIDER REQUIRED: VISIT PROVIDER REQUIRED: YESYES TRIAGE CLINIC?: TRIAGE CLINIC?: NONO ::

CLINIC PROVIDERS DEFAULTCLINIC PROVIDERS DEFAULTPROVIDER,KELLIE YESPROVIDER,KELLIE YES

______________________________________________________________________________________________________________________________Exit Save Next Page RefreshExit Save Next Page Refresh




IHS uses only ONE IHS uses only ONE PROVIDER. If not PROVIDER. If not known may leave known may leave

blank. blank.

a)a) What is the What is the Clinic codeClinic code associated with the associated with the

clinic?clinic?b)b) Is clinic grouped under a Is clinic grouped under a principal clinic?principal clinic?c)c) Clinic ownersClinic owners – Who can change this clinic – Who can change this clinic

setup?setup?d)d) What is the default What is the default length of appointmentslength of appointments & can & can

it beit be variable?variable?a)a) Will the clinic Schedule appointments onWill the clinic Schedule appointments on

holidaysholidays??b)b) Will Will health summarieshealth summaries be printed with routing be printed with routing

slips?slips?c)c) Will Will default lettersdefault letters be assigned to the clinic? be assigned to the clinic?d)d) Will the clinic Will the clinic create a visitcreate a visit at check-in time? at check-in time?e)e) Will this be a Will this be a Non-Count clinicNon-Count clinic? If No, visits ? If No, visits

included in statistics. If Yes, visits are not included in statistics. If Yes, visits are not included in statistics.included in statistics.

f)f) Will this clinic Will this clinic Prohibit AccessProhibit Access? If so, who will ? If so, who will have the ability to schedule appointments?have the ability to schedule appointments?

F. Details to Gather before Clinic Set F. Details to Gather before Clinic Set Up StepUp Step

a)a) What is the What is the Clinic NameClinic Name??______________________________________________

b)b) What is the What is the Clinic AbbreviationClinic Abbreviation? ? ____ ________________________________________

c)c) What is the What is the Division NameDivision Name? ? ______________________________________________

d)d) What is the What is the Facility NameFacility Name? ? ______________________________________________

e)e) Will the clinic meet at this facility? Will the clinic meet at this facility? ______________________________________________

f)f) Will this be a Will this be a Non-Count clinicNon-Count clinic? ? ______________________________________________

g)g) What is the What is the Clinic CodeClinic Code? ? ______________________________________________

h)h) What is the What is the appointment lengthappointment length? ? ______________________________________________

i)i) What are the What are the Display Increments per hourDisplay Increments per hour? ? ______________________________________________

j)j) What is the What is the Overbooks/day maximumOverbooks/day maximum? ? ______________________________________________

k)k) What are the What are the max # days for Future bookingmax # days for Future booking? ? ______________________________________________

l)l) What are the What are the max # days for auto-rebookingmax # days for auto-rebooking? ? ______________________________________________

m)m) What are the What are the allowable # of consecutive no-showsallowable # of consecutive no-shows? ? ______________________________________________

F. (cont.) F. (cont.) Must KnowMust Know before Clinic Set before Clinic Set Up StepUp Step

G. Setting Up Clinic G. Setting Up Clinic AvailabilityAvailability

• Availability Date Enter the first date appointments can be made AVAILABILITY DATE: 10/19/2009

• Time Enter the time range the clinic is available (24 hour format) TIME: 0800-1200

• Number of Slots Enter the number of patients which will be seen per

increment NO. SLOTS: 1// 4

G. Setting Up Clinic Availability G. Setting Up Clinic Availability (Cont.)(Cont.)

• ExampleAVAILABILITY DATE: 10/19 (OCT 19, 2009) MONDAY TIME: 0800-1200 NO. SLOTS: 1// 4 TIME: 1300-1700 NO. SLOTS: 1// 4 TIME: [4] [4] [4] [4] [4] [4] [4] [4] | [4] [4] [4] [4] [4] [4] [4] [4] ...PATTERN OK FOR MONDAYS INDEFINITELY? Y (Yes)...PATTERN FILED!

AVAILABILITY DATE: 10/20 (OCT 20, 2009) TUESDAY TIME: 0800-1100 NO. SLOTS: 1// 4 TIME: 1200-2000 NO. SLOTS: 1// 2 TIME: [4] [4] [4] [4] [4] [4] | [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2] [2]

...PATTERN OK FOR TUESDAYS INDEFINITELY? Y (Yes)

...PATTERN FILED!

Pick ListsPick Lists

Types

• Pick Lists can be made for:– ICD9 codes– CPT codes– Education topics

• Each type works in similar ways

First List

• If you have never created a Pick List, you will get a message like the one below

• Reply Yes to get started. If you already have Pick Lists, you can select which one to edit or create a new one

Adding a Category• If you do not fill in any of

the fields, this list is available for everyone

• You can make lists that apply to locations, providers, clinics, and disciplines

• The author is always a manager; sites can add other managers such as Clinical Application Coordinators (CACs) and Health InformationManagement Services (HIMS) folks

Adding Elements

• Items can be added in several ways:– You can add them

individually– You can query the

system to see what is already being used

– You can import a list from another site

Adding Individually

Adding through a Query

Importing a List

• A list can be installed from another site using the Import button

• Again, these codes need to be reviewed and cleaned up before using.

Rename Function• The code will come in with its “official” name.• Many providers would prefer a more common or

shorter name

Pick Lists and Superbills• Create by query• Create special ones for supplies, etc.

Resource and Patient Management Resource and Patient Management (RPMS) Electronic Health Record (RPMS) Electronic Health Record

(EHR) (EHR) Pick List AssociationsPick List Associations

Really Powerful at Measuring Stuff

Selecting an Item for Edit

Adding CPT Codes

Adding Patient Education

Adding Immunization Information

Adding Purpose of Visit (POV)

User Choice to Add Associated Items

Adding Education

Adding Immunization

Adding ICD and CPT Codes

RPMS/EHR RPMS/EHR Vital Measurement SetupVital Measurement Setup

Vital Measurements

• EHR>BEH>VIT• 2 Parameters to control:

– Which measurements appear for viewing

– Which vitals will be entered

CVR - Measurements Listed on Cover Sheet

TPL - Data Entry Template

Asthma Measurements

• ADM ASTHMA WORK/SCHOOL DAYS MISSED• ASFD ASTHMA SYMPTOM FREE DAYS• PF PEAK FLOW• BPF BEST PEAK FLOW• FEF FEF 25-75• FVFC FEV1/FVC• O2 O2 SATURATION• RS RESPIRATIONS• FVFC FEV1/FVC• FEF FEF 25-75

RPMS/EHR RPMS/EHR Health Summary OverviewHealth Summary Overview

RPMS/EHR Health Summary

• IHS Health Summary• Patient Wellness Handout• VA Health Summary

IHS Health Summary

• Common Health Summary– Adult Regular– Diabetes Standard– Pediatric

• Common Flowsheets– Anticoagulation– Cardiovascular– Diabetic– Anemia

IHS Health Summary Cont…

• Common Measurement Panels– Adult STD– Adult STD Metric– Pediatric STD– Pediatric STD Metric

Updates to IHS HS Components/Supplements

• Released in Feb 16, 2011– Asthma Control– Medication Reconciliation– Nutritional Risk– Brief Demographics with advance directive– Asthma Patient Care Supplement– Anticoagulation Therapy Supplement

IHS Health Summary

IHS Health Summary

Patient Wellness Handouts

• Report that “speaks” to the patient vs provider

• Multiple reports available including:– Medication Reconciliation– Asthma Action Plan– Asthma Summary

• Plus the ability to customize your own reports• Report tracking system

Patient Wellness Handout

Patient Wellness Handout Cont…

Patient Wellness Handout Cont…

VA Health Summary• Brought in additional components not available

through IHS HS Component:– Adhoc Report– Progress Notes Selected– Variety of New Medication Profiles– Clinical Reminders Brief

• Includes some IHS HS Components– Flowsheets– Supplements– Measurement Panels

VA Health Summary

VA Health Summary

Ad Hoc Report Cont…• Create an HS “on the

fly”– Quick method of

looking up information not normally found in the standard HS

– Report specific to that patient & will reset when user leaves patient

ReportsEHR>BEH>RPT

Health Summary Overview Cont…

• RPMS Menu:– EHR > BEH> RPT > HSM


IHS Health Summary VA Health SummaryDEMO HOSPITAL RPMS-EHR Management Version 1.1 VHA Health Summary Configuration BAT List Batch Health Summary Locations BLD Build Health Summary Type Menu ... DEF Display/Edit Health Summary Site Defaults ... LOC Setup Batch Print Locations MNT Health Summary Maintenance Menu ... PRN Print Health Summary Menu ... TYP VHA Health Summary Types Menu ...

DEMO HOSPITAL RPMS-EHR Management Version 1.1 IHS Health Summary Configuration

DF Delete Health Summary Flowsheet DI Delete Health Summary Flowsheet Item DM Delete Measurement Panel Definition DS Delete Health Summary Type FMMT Create/Modify Health Summary Type using Fileman HM Health Maintenance Reminders ... HS Generate Health Summary HSSP Update Health Summary Site Parameters IS Inquire About a Health Summary Type LC List Health Summary Components LF List Health Summary Flowsheets LI List Health Summary Flowsheet Items LM List Measurement Panel Types LS List Health Summary Types MF Create/Modify Flowsheet MI Create/Modify Flowsheet Item MM Create/Modify Measurement Panel MS Create/Modify Health Summary Type PP Print Health Maintenance Item Protocols PWH Print Patient Wellness Handout **> Out of order: Use APCH PWH GENERATE PWH option TYP IHS Health Summary Types


Patient Wellness Handout

EMO HOSPITAL RPMS-EHR Management Version 1.1

************************************* ** IHS Health Summary ** ** Health Summary Maintenance Menu ** ************************************* IHS PCC Suite Version 2.0

DEMO HOSPITAL

PWH Generate a Patient Wellness Handout DEF Update Default PWH for a Site AAP Print Asthma Action Plan MPWT Create/Modify Patient Wellness Type TPWH Number of PWHs Given to Patients Report

Questions and DiscussionQuestions and Discussion

Documents

Patient Information Management System Scheduling Version 5.3 (Patch 1010) Joann Henry, User Support Specialist, OIT, IHS (505)248-4160