1. Clinical Research Center Optimization Initiative
New Scheduling Process and Tool
June 6, 2014

2. Agenda Lana Howard CRC Nurse Manager
Overview of CRC Optimization Process &
New Scheduling Process
Jennifer Adams VICTR Administration
New Scheduling Tool
Questions

3. CRC Optimization Institutional financial pressure CTSA NGA reduction
NCRR to NCATS
RFA changes (different functions)
Program income requirement
Space changes 3
CTRC expansion to Community
CRC Town Hall_042814 3

5. CRC Pre-Visit Workflow Activities Snapshot
VICTR Resource Request & Approval
Study Start-Up Meeting w/CRC
Schedule Request by CRC User
Patient Arrives at CRC
Pre-Visit Activities
1) Patient visit specific order set reflects approved Finance Billing Plan; 2) Complete StarPanel Research Reg. Form
Orders should reflect approved Finance Billing Plan
EPIC Check-In
by CRC Med. Rec. - w/EPIC labels
Approved Finance
Billing Plan

6. CRC Town Hall_042814 18 6

7. Enhanced CRC Schedule Request System
What’s New? 1) 3 business days for inpt and outpt schedule request; 2) Study Visit request matches time point in approved billing intention; 3) Orders can be uploaded; 4) CRC will create a MRN for users, if needed, via the enhanced scheduler system
Why? To streamline data sources into one system; Ensure resources and staffing availability; billing compliance
Value? 1) Improves CRC daily resource planning which ultimately improves service to PI’s/research staff; 2) Improves charge reconciliation post visit 7 7

8. CRC Staff will Register Outpatients in EPIC
What’s New? 1) EPIC patient registration for every outpatient visit using CRC space and/or personnel; 2) Outpatient Red Cards will be replaced with EPIC labels.
Why? 1) Elimination of outdated outpatient paper processes; 2) Improve proper identification of billing accounts and routing of charges.
Value? Improved charge capture and billing compliance 8 8

9. CRC Access Center Team Members
CRC Nurse Manager & Assistant Manager
Lana Howard, Deloris Lee
CRC Nurses
Shelia Beavers, Lamar Bowman, Samantha Saalwaechter, and Crystal Rice
CRC Scheduling & Check-In Staff
Carol Sisco, Annette Lantz, Connie Dotye, Shela Williams
CRC Technical Staff
JoAnn Gottlieb, Regina Tyree
VICTR Operations
Terri Edwards
VICTR/SRC Administrative Staff
Jennifer Adams, Stacy West