Lesson 2: Epic Appointment Scheduling Referrals This material contains confidential and copyrighted information of Epic Systems Corporation © Epic Systems Corporation – Confidential

Epic Appointment Scheduling Referrals In this lesson you will learn: ─ Various workflow processes for PCP and Specialty offices ─ How to access/navigate the Quick Referral Form

Epic Appointment Scheduling Referrals – Quick Entry Form Referral Quick Entry Form This form displays initially and allows users to quickly enter a referral by completing a minimum of the required fields. To enter additional information, click on the “Full Entry” button.

Epic Appointment Scheduling Referrals - Outgoing Referral Procedure Workflow Process (PCP Practice) Scheduler is notified that a patient needs a referral. If the patient is going to see a specialist that is a part of CHS, the scheduler enters the referral directly into Epic. Outgoing referral will automatically default into the Class field. If the patient is going to see a specialist that is not a part of CHS, the scheduler enters the referral directly into Epic; adds a note with that specialist’s information, prints the referral and faxes it to the specialist.

Epic Appointment Scheduling Referrals - Outgoing Referral Procedure Considerations If the Referring provider is not on staff, the user must complete the Referring Provider Request form on KDnet to have the provider added to the system. The Referring Provider Request Form is located under Forms>Information Services.

Epic Appointment Scheduling Referrals - Incoming Referral Procedure Workflow Process (Specialty Practice) Scheduler is notified that a patient needs an appointment with the specialist. Scheduler enters the patient’s referral information directly into Epic. Incoming referral will automatically default into the Class field. The scheduler creates the appointment and assigns the referral.

Epic Appointment Scheduling Referrals - Incoming Referral Procedure Considerations If the Referring provider is not on staff, the user must complete the Referring Provider Request Form on KDnet to have the provider added to the system. The Referring Provider Request Form is located under Forms>Information Services.

Epic Appointment Scheduling Referrals– Quick Referral Entry Review CHS has setup, the Quick Referral Entry activity to come up initially when you are creating a new referral, which is accomplished when you click on the “New” button on the referral screen. If you access an established referral via the menu command toolbar referral option or the appointment desk you will Select the New button.

Epic Appointment Scheduling Referrals– Quick Referral Entry Review Registration Automatically Opens when you Create a New Patient from Referral Entry. When you click the Patient magnifying glass in the Referral Lookup window, the Patient Lookup window appears. After you create a new patient using the New button, the Referral Lookup window remains open, but Registration opens in a new workspace. Once you have finished your work in the Referral Lookup window, you can complete the Registration and then start work on the associated referral.

Epic Appointment Scheduling Referrals– Quick Referral Entry Type Enter the type of referral and enter the ID number of 100 for “Consult and Treat” or press F5 to choose from the selection list.

Epic Appointment Scheduling Referrals– Quick Referral Entry Referred By Indicate the referring provider by entering 3,3 provider search criteria or the provider’s ID number if known. If the Referring provider is not on staff, the user must complete the Referring Provider Request form on KDnet to have the provider added to the system.

Epic Appointment Scheduling Referrals– Quick Referral Entry Referred To Indicate the referred to provider by entering 3,3 provider search criteria or the provider’s ID number if known. Enter the provider specialty by pressing the F5 key to pull in the provider’s specialty.

Epic Appointment Scheduling Referrals– Quick Referral Entry Diagnosis Enter a diagnosis code. Only codes can be entered on the Quick Form. Procedure Enter a procedure code. If the procedures on the referral are to be done at CHKD, please note it in the referral. If the codes are not provided you must use the Full Entry process to use the Free Text function.

Epic Appointment Scheduling Referrals– Quick Referral Entry If the patient’s insurance coverage requires authorization, proceed to the “Full Entry” form to complete the referral process. Click “Full Entry” to branch to full access and complete additional referral information.