Management of Information and Communication chapter eight Management of Information and Communication

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.

Key Terms Default values Flags Internet Intranet Live Master file Optical character recognition (OCR) Resolution Scanner Templates Teaching notes: Ask the class to identify which terms they feel are most common and have a class discussion about why they feel this is the case. Move on to the lesser-known (or not mentioned) terms and stress to students why they are also important.

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-to-date. Remember, when “internal e-mail” is used to communicate work related information and is not cluttered with personal communications, it is even more valuable. Learning Outcome 8.1 Use software as an internal communication tool. Teaching Notes: Mention that the “World Wide Web” is the Internet. Discuss the various pieces of information that might appear on a practice’s Intranet…..If you like, have students brainstorm ideas and compare the students’ ideas to the items listed in the worktext.

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 work-related 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. Learning Outcome 8.1 Use software as an internal communication tool. Teaching Notes: Ask students what types of policies regarding the personal use of work e-mail a facility might have. Discuss possible reasons for these policies. Cite examples of improper email usage. When talking about prioritizing, provide a number of example tasks and see if students can assign them the proper priority. Have students complete Exercise 8.1. Discuss with them that any emailing performed in any clinical function within PrimeSUITE will become a permanent part of the patient’s record. Have them brainstorm what could happen if an inappropriate email were to become part of a patient’s permanent record.

8.2 Importing Documents to the EHR Communication involves many forms other than e-mail 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. Learning Outcome 8.2 Differentiate the steps used to import documents using scanning technology. Teaching Notes: Ask student groups to create lists of various ways to communicate. Award a prize to the group that comes up with the most ways. Use the responses to launch a discussion on this topic. Walk through the flowchart shown on this slide.

8.2 Importing Documents to the EHR (cont) Learning Outcome 8.2 Differentiate the steps used to import documents using scanning technology. Teaching Notes: Discuss types of documents that cannot be sent electronically; provide examples. Walk through the flowchart and discuss the process of scanning. Ask if the class has any questions or thoughts about this process. 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.

8.2 Importing Documents to the EHR (cont) 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. Learning Outcome 8.2 Differentiate the steps used to import documents using scanning technology. Teaching Notes: If possible, bring students to a computer lab and walk through the process of scanning a document; let students practice. Have students complete Exercise 8.2.

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. Learning Outcome 8.3 Build master files and templates using PrimeSUITE. Teaching Notes: Discuss the advantages and disadvantages of using templates. If possible, bring in some examples of templated forms and discuss their uses. Have students complete Exercise 8.3.

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. Learning Outcome 8.4 Create custom screens within PrimeSUITE. Teaching Notes: Discuss the advantages and disadvantages of customization. Ask students if providers should be able to customize everything. Why or why not? Ask why customization may help staff become more accepting of moving to an EHR. Have students complete Exercise 8.4 and 8.5.

8.5 Using Software to Organize Your Work–Task Lists 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.   Learning Outcome 8.5 Develop a task list within PrimeSUITE. Teaching Notes: List some ways Tasks can make an office run more smoothly. Walk through the different components to creating a task—recipient, priority, etc. Have students complete Exercise 8.6.

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. Learning Outcome 8.6 Set up system flags within PrimeSUITE. Teaching Notes: Since flags are a part of PM software, ask students how situations that are now handled with flags might have been handled in the “paper chart” era---did providers need to remember everything about patients then? Focus on the last bullet—what might happen if flags start getting ignored?

8.6 Using Software as a Reminder (cont) 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 Learning Outcome 8.6 Set up system flags within PrimeSUITE. Teaching Notes: Ask students why a common flag might be, “Frequently cancels appointments.” Have students brainstorm about other flags that a practice might want to create and justify their answers. Have students complete Exercise 8.7.

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. Teaching Notes: Before going through the chapter summary, ask students to take out their list from chapters 1-7 and write down two things: The one or two biggest takeaways from Chapter 8. The one or two outstanding questions/challenges from Chapter 8. Encourage students to keep this list and add to it after each subsequent chapter. This will allow them to compile a list of their personal key points and to see if their questions are answered.

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. Teaching Notes: See notes on slide 14.