Download 8.2 Importing Documents to the EHR (cont)

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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
•
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•
•
•
•
•
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•
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.