June 2012 - Quillen Physicians EHR
Contents
1. Page 1 e JCIM Go Live e Which Quillen Sites Are Live Now Page 2 e Pediatrics Preparing e Directions to Down town Center Page 3 e The Developer Zone Page 4 e Our Website e JCIM Go Live Pics Page 5 e EHR Challenge Help Desk Support Page 6 e Are youa Meaning ful User Live Quillen Sites Johnson City Family Medicine Kingsport Family Medicine Bristol Family Medicine Quillen ETSU OB GYN Kingsport Internal Medicine Quillen ETSU Surgery Johnson City Internal Medicine Johnson City Internal Medicine The latest Quillen ETSU site to implement Elec tronic Medical Records was Johnson City In ternal Medicine JCIM On May 7th providers and staff of JCIM made the switch from paper to computer and the EHR Green Team was present to help out Everyone had received training during the prior two weeks and hoped for the best Jane Sparger RN pictured below set an excellent example for what other users should and could be doing to prepare for the switch to electronic charting Sparger visited Kingsport Internal Medi cine KIM a Quillen ETSU site that has been live on the EHR for months She was able to see the EHR being utilized a valuable experience for someone about to take the same journey Great job Jane lt Dr Bhuvana Guha pictured above did the same thing She visited KIM and observed the EHR system in use She was also able to take note of the workflows in p2. ake the N a E Market St exit EE See 0 2 mi then turn left onto S Roan Street Go 0 1 mile and gt turn right onto W State of Franklin Rd Turn right into Down town Square If using your GPS get directions to vorstMd 22 Downtown Square Johnson City TN 37604 5738 Page 3 Quillen Quick Notes Add Clinical Item ACI The ACI is your workplace for recording and ordering items that are added to the patient s health record including medical history past and present problems new orders and prescriptions and orders with clinical content that are created based on specific problems The ACI has three main tabs 1 History Builder add edit active problems and histories Eer urge iced Aden ues OP tte emay ipp Record wh Ordering a M Diwek a8 Sera tomato Praney Tahir Tet Pranay GJ terene tore aa a Cd cc Thee ire fhe Diria ba dre i hia eee Users sometimes fail to realize they can navigate from tab to tab without exiting the ACI For ex ample you can add active problems and histories under History Builder and then move on over to the RxOrders tab and order prescriptions and labs You do not have to close the ACI and then re open it in the next section We encourage users to explore and ask questions Review use of the ACI in your user manual Efficiency can be improved making both the patient and the clinician happier Page 4 Quillen Quick Note
3. easier for the nurse taking vitals to record the informa tion But if he she is getting backed up recording all of the other information then the provider can and should do it either from within the note or from the encounter summary Remember the keyword for searching for smoking status is Smoke Select a status that has MU in front of it so that it meets CMS re porting criteria Provide clinical summaries for patients for each office visit within 3 business days In last month s newsletter as well as on our blog I provided some suggestions for dealing with this requirement Until a patient portal is put into place we highly recommend asking the pa tient at check out if he she wants a copy of the sum mary Postage costs would be too much to mail these out Familiarize yourself with the output of the docu ment so that you are clear on what the patient receives and if finishing the note is impossible before the patient leaves at least get through the plan Diagnose and Or der Implement one clinical decision support rule Before the reporting period the organization will determine what rule will be put in to place and tracked We rec ommend getting familiar with the Health Management Profile HMP tab and using it to set up reminders for your patients health maintenance items
4. is a provider responsibil ity That also means that providers can t simply free text the diagnoses in the note They have to be added to the clinical desktop Keep in mind active problems can be added to the desktop and to the note from within the note so there is no need to close the note to add them If the office elects to do so to save the provider time on new patients i e either those who are new to the practice or new to the EHR system clinical staff can preload the medical history and then providers can update histories into active problems Remember however that this only saves searching time The pro vider still needs to click on the history item and update it Permissible prescriptions written by the provider are generated and transmitted electronically Simply put STOP USING YOUR PRESCRIPTION PAD For the current med list to be accurate scripts have to be en tered into the system either as history or to send to the pharmacy so there is no good reason to write it on paper The only time a script should be written out is when the system is down Eventually using the system to prescribe will speed up everyone s work flow because the clinical staff can send per protocol refills by simply renewing the medication from the medication list Record smoking status This status should be recorded on all patients 13 years and older Who should be re cording it Examine the office workflow It may be
5. lace at the site These efforts are to be applauded Everyone at JCIM was not this pro active More could have been done in preparation of this go live Over the past year the EHR Support Team has noted that with each go live the transi tion is made easier with planning and prepara tion Even before the training classes users can access up to date training manuals on the EHR website and short convenient YouTube videos are also available which demonstrate every as pect of end user navigation And ALL users need to know their workflows Despite the fact that this site was less prepared than some previous sites the actual go live went somewhat smoothly Some providers and nurses did feel unprepared and acknowledged that the two training sessions were inadequate without more work done in advance We can say how ever that JCIM has made the transition and paper charts will soon be a thing of the past Page 2 Quillen Quick Notes PEDIATRICS IS GETTING READY And they re OFF Training has began for Quillen ETSU Pediatrics Many of you recall how this felt Wish them luck as the scheduled Go Live date is June 4 2012 Directions to the Downtown Center The Downtown Center is accessed from the Downtown Square just off of West State of Franklin between South Roan Street and Spring Street The entrance to our building is accessed from the Downtown Square parking lot not from Main Street From I 26 t
6. nswers submitted correctly Help Desk Support When contacting the Help Desk consider the nature of the support you need If your need is URGENT call 423 282 6122 If you have a question or message that does not need to be answered immediately choose one of the following 1 Click on the QITS Help Icon on the desktop and open a ticket 2 Send an e mail to EHRhelp getsu org 3 Send us a task from your task list choose Allscripts Help Remember the Help Desk is open from 8 to 5 M F After Hours Support After hours support is not available due to the size of the EHR team However if you have an urgent need you may send an e mail with a return phone number to EHRhelp gqetsu org If a member of the team is available we will get back in touch with you as soon as possible Please note that messages left on voice mail after hours will not reach us until the next work day Page 6 Quillen Quick Notes Wor ing through Workflow Changes As eligible providers and practices start looking at reporting for Meaningful Use often workflows have to be adjusted to ensure that all the requirements are being met for the core and menu set objectives One of the enhancements to the new version of Allscripts that Quillen implemented in March is the Meaningful Use MU Alerts that appear in the encounter summary assessable by clicking on the red trian gle At the end of each patient encounter if these alerts d
7. o not disappear completely it s a good indication that work flows need to be addressed and ad justed BEFORE the reporting pe riod Below are some guidelines suggestions for altering workflows to fulfill the MU objectives 1 Recording Demographics Hopefully this is not an alert that is popping up after the patient is checked in Demographics are recorded in Experior the practice management system and they are required fields If you see an alert about demographics double check that you are on the correct patient and make sure you ac cess him her from the Daily Schedule tab 2 Recording Vital Signs We recommend that the clinical staff nurses medical assistants enter the vital signs before the patient sees the provider Most offices al ready have this workflow in place 3 Maintaining the medication and allergy lists This is one responsibility that is still up in the air for many offices It should be made absolutely clear who will be recon ciling the allergy and medication lists Nurses or provid ers can do it but making sure it gets done is essential We recommend that whoever updates the medical history also reconciles the medications and allergies Some providers feel more comfortable going over the list themselves but he she needs to communicate this to the staff 4 Maintain an up to date problem list of current and active diagnoses The key word here is DIAGNOSES which means this requirement
8. s Visit the QETSU EHR Website The Quillen Physicians EHR website is a tremendous resource at your fingertips Quillen Physicians EHR Training Manuals EHR How To Documents Videos Useful Links User Forum In the News Blog Photos You can easily access the Training Manuals How To Documents Training Videos and more This link takes you to the website http quillenphysiciansehr weebly com JCIM Go Live Activity Tracy Jones and Monaco Briggs iron out an Jackie Collins assists Joann Michelle Fisher Green Shirt EHR concern left while Travis Walker Leipfert at check out with assists nurses Cheryl Bennett works with Rachel Adams at check in Travis Walker observing and Sue Nelms Dr Bhuvana Guha working with Carol Fields Nursing Supervisor Dr John Snyder during Go Live during Go Live Green Team members Mindy Fleishour Michelle Fisher and Dina Schleicker Nurses Carol Polly Stephens and Tasha Holsclaw Page 5 Quillen Quick Notes May EHR Challenge Winner We had great response to our May EHR Challenge question and the winner is Joann Leipfert who works the check out desk at Johnson City Internal Medicine Joann will receive a gift pack with All scripts swag and a gift card Way to go Joann Question A new tab has been added to the Clinical Desktop What is it TASK your answer to the Allscripts Help Team The winner will be chosen by drawing from all accurate a
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