chapter eight Management of Information and Communication 8-2 Learning Outcomes • When you finish this chapter, you will be able to: – 8.1 Use software as an internal communication tool. – 8.2 Differentiate the steps used to import documents using scanning technology. – 8.3 Build master files and templates using PrimeSUITE. – 8.4 Create custom screens within PrimeSUITE. – 8.5 Develop a task list within PrimeSUITE. – 8.6 Set up system flags within PrimeSUITE. © 2015 McGraw-Hill Education. All rights reserved. 8-3 Key Terms • • • • • • • • • • Default values Flags Internet Intranet Live Master file Optical character recognition (OCR) Resolution Scanner Templates © 2015 McGraw-Hill Education. All rights reserved. 8-4 8.1 Internal Communications • The “Internet” is a series of networks that allows instant access to information from around the world. • The “Intranet” exists within an organization. – It is a secure environment or private internal network that is available only to a select group (e.g., the staff) within an organization. – “A webmaster” is used keep the information up-todate. – Remember, when “internal e-mail” is used to communicate work related information and is not cluttered with personal communications, it is even more valuable. © 2015 McGraw-Hill Education. All rights reserved. 8-5 8.1 Internal Communications (cont) • Many organizations have policies regarding the personal use of work e-mail. • Some offices use a priority rating on their workrelated e-mails. • Priority rating helps to sift out what needs to be done immediately, versus what can wait for a later time. • In a priority system, everyone should at least be clear on what is and is not considered high priority. © 2015 McGraw-Hill Education. All rights reserved. 8-6 8.2 Importing Documents to the EHR • Communication involves many forms other than email messages, including: – reports and test results – verification of insurance coverage • Reports may be sent to the practice in digital or hard copy format but in the end must be merged into the appropriate patient’s record. • Below is an example of how electronic results are merged with records. © 2015 McGraw-Hill Education. All rights reserved. 8.2 Importing Documents to the EHR (cont) 8-7 • Not all documents can be sent electronically. • Above is an example of how a faxed or hard copy report would be scanned and merged with a record. © 2015 McGraw-Hill Education. All rights reserved. 8.2 Importing Documents to the EHR (cont) 8-8 • The goal is to create a paperless office. • Hard copy images are scanned into the EHR. – Feed the document through the scanner. – Follow the prompts. – Attach the document to the proper patient’s record within PrimeSUITE. • Remember, before a scanned image is attached to a record, the healthcare professional needs to verify that the correct patient and the correct visit are selected. • Documents may be bar-coded for readability. © 2015 McGraw-Hill Education. All rights reserved. 8-9 8.3 Master Files and Templates • Master files are building blocks for parts of the chart notes. • Templates are preformatted documents built into the PM and EHR. – Building templates is done prior to going live. – Templates may also be added as necessary. – Templates may be used for screenshots, letters, and progress notes. • Care providers may prefer their own documentation customization. • Practices with multiple providers may have different templates for each provider. © 2015 McGraw-Hill Education. All rights reserved. 8-10 8.4 Customization • Care providers, registration staff, medical assistants, nurses, therapists, billers, and coders all use the information in the PM and EHR software. • Not all of the users “see” things the same way. • Keep care providers and healthcare professionals in mind when customizing. © 2015 McGraw-Hill Education. All rights reserved. 8.5 Using Software to Organize Your Work–Task Lists 8-11 • PrimeSUITE, has a functionality called Task List or Tasks. • Providers or other healthcare professionals can assign tasks to other staff members or to an entire group. • Tasks don’t have to be clinical in nature; they can be anything that needs to be done by an individual or individuals in the practice. © 2015 McGraw-Hill Education. All rights reserved. 8-12 8.6 Using Software as a Reminder • It is impossible to remember every situation about every patient. • It is important to place alerts or reminders in the patient’s chart. • Flags can be added in the system and used for all patients. • Flags can be set up in the system as needed. • Caution—do not create so many flags that it is difficult to remember their meaning. • Alerts can become the rule rather than the exception and therefore be ignored. © 2015 McGraw-Hill Education. All rights reserved. 8.6 Using Software as a Reminder (cont) 8-13 • Examples of common uses for flags include: – – – – – – Frequently cancels appointments Phone number on file is no longer in service Co-pay required (can include amount) Patient is noncompliant Account in collections Allergic to penicillin (can be created for different medications) – Environmental allergy to ____ – Pap smear due – Requires patient education © 2015 McGraw-Hill Education. All rights reserved. 8-14 Summary • Software, the Internet, and an Intranet can be used for communication. • Don’t use work email for personal emails. • Many records stored in the EHR can be scanned in. • Use master files and templates to save time. • Customize reports as needed. © 2015 McGraw-Hill Education. All rights reserved. 8-15 Summary (cont) • Use EHR software to organize your work. • Create task lists for yourself and others. • Use flags to remind yourself of important information concerning the patient. © 2015 McGraw-Hill Education. All rights reserved.