Scheduling and Patient Registration Brodie Goodman

Executive Sponsor Welcome Active Participation Thinking Ahead for Future State Adherence to Guiding Principles 2

Design Session Expectations Goal: Determine if the presented workflows are a good fit for BJC/WUSM Participate and ask questions –Please state your name and role/area you’re representing If you oppose, you must propose Decisions by consensus We’ll use a parking lot & reengineering sessions for undecided workflows/decisions We are not validating content 3

Project Guiding Principles Do what is best for our patients and their families Focus on safety, clinical outcomes, and our commitment to quality Enhance the patient/family experience and increase patient satisfaction Design workflows in a patient-centered manner, emphasizing care coordination, and continuity Do what is best for our providers Optimize clinician experience, prioritizing the best use of their time Engage practicing providers and frontline clinicians throughout the process to ensure operational success Do what is best for the enterprise Standardize processes, workflows, and content to the fullest extent possible to reduce variations in care and ensure provision of evidence-based care at all times Leverage the Epic foundation system and focus on best practices Weigh decisions against scope, timeline, and budget 4

Decision-Making Criteria 5 I have a stake in the decision. I agree with the recommendation presented. I have a stake in the decision. I recommend a change from the proposed recommendation and will discuss my concerns. No Vote Does not relate to my job role, department or area.

Key Decisions for Today’s Session Will the auto-scheduler box be checked by default? Will registration fire before appointment entry, after appointment entry, or both? What registration information will be collected at the time of scheduling What registration information will be collected after scheduling (pre-registration)? Will users be required to document a PCP at scheduling? How will staff indicate if a patient does not have an address? Will staff fill out the Travel and Exposure Questionnaire at the time of scheduling or check-in? 6

Definitions Auto-scheduler: Cadence's automated scheduling feature that uses various settings and configurations, as well as the visit type, provider, and patient information, to find open times for appointments in providers' schedules. Overbook: Openings in a provider's schedule that are set up if that provider is willing to be double booked in certain time slots. Block: Used in Cadence as a visual indicator on the provider's schedule for time slots set aside for specific types of patients or visits Pre-registration: The act of registering a patient prior to their appointment. 7

Scheduling System Demo 8

What We Need to Find Out Question: –Will the auto-scheduler box be checked by default? Recommendation –The auto-scheduler is useful for complicated scenarios, where multiple rules, visit type restrictions, pools, panels, providers, and generally complicated build might be confusing for end users. –Epic’s recommendation to depends on BJCMG’s use of complicated scheduling rules 9

Registration System Demo 10

What We Need to Find Out Question: –Will registration fire before appointment entry, after appointment entry, or both? Recommendation –In order to expedite the scheduling process, registration should fire after appointment entry (encounter registration). 11

What We Need to Find Out Question: –What registration information will be collected at the time of scheduling? Recommendation –Based on your current workflow, Epic recommends that you collect demographics, guarantor, and coverage information at the time of scheduling. –To discuss: basic demographics, accident related field, interpreter needs, emergency contact, guarantor, coverage. 12

What We Need to Find Out Question: –What registration information will be collected after scheduling (pre-registration)? Recommendation –Epic’s recommendation depends on what is collected at scheduling. 13

What We Need to Find Out Question: –Will users be required to document a PCP at scheduling? Recommendation –Epic recommends that you maintain your current workflow and document the PCP at check-in. 14

What We Need to Find Out Question: –How will staff indicate if a patient does not have an address? Recommendation –If the patient doesn’t have an address or phone number, enter the clinic address in the address field and all zeroes in the phone number field. If the information is currently unknown, leave these fields blank. 15

What We Need to Find Out Question: –Will staff fill out the Travel and Exposure Questionnaire at the time of scheduling or check-in? Recommendation –Epic does not have an official recommendation. This decision depends on the organizational policy. 16

Questions? 17

What’s Ahead? Design Sessions Week 1: September Design Sessions Week 2: October 6-8 Reengineering Sessions Week 1: October Reengineering Sessions Week 2: November