1. Lesson 2: Epic Appointment Scheduling Referrals

2. 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
─ How to enter information on a non-CHS provider

3. Epic Appointment Scheduling Referrals – Quick Entry Form
Referral Quick Entry Form
This form displays initially, 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.

4. 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.

5. Epic Appointment Scheduling Referrals - Outgoing Referral Procedure
Considerations
If the Referring doctor is not on staff, the user must enter 995 in the Referring Doctor field and add a note with the entry with the provider’s information.
To enter provider information for doctors that are not on staff, select the New button under the Notes section to record demographic information about the provider. Select the “type” of note to be written, if referral is going to a specialist, select “Specialty Comments”.
If you want to review the entered note, click on the Display button to the right of the Add button.
If the referral has unlimited visits enter 99 in the Authorized # field.
If the referral has no expiration date, enter the date 01/01/2020.

6. 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 patients’ referral information directly into Epic. Incoming referral will automatically default into the Class field.
The scheduler creates the appointment and assigns the referral.

7. Epic Appointment Scheduling Referrals - Incoming Referral Procedure
Considerations
If the Referring doctor is not on staff, the user must enter 995 in the Referring Doctor field and add a note with the entry with the provider’s information.

8. Epic Appointment Scheduling Referrals - Incoming Referral Procedure
Considerations
Select the “New” button under the Notes section to record demographic information about the provider. Select the “type” of note to be written, if the referral note is about a patient referred to you by a provider not listed, select “Provider Comments”.
For a note about the patient you are referring to a specialist provider not on staff , select “Specialty Comments”.

9. 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 not see this Quick form.

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

11. 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 provider is not found in Epic enter 995 (ADD A DOC – NOT ON STAFF), then enter a Provider Comment note with providers’ name, address, phone and UPIN. If the provider has multiple addresses, a record select window will appear, click on the appropriate address.

12. 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.

13. Epic Appointment Scheduling Referrals– Quick Referral Entry
Referred To
If the provider is not found in Epic enter 995 for the provider ID and F5 in the Provider Specialty field to complete fields with ADD A DOC – Not On Staff and Provider Specialty Unknown. Add a “Specialty Comments” note to the referral indicating the specialty provider’s demographic information such as name, address, phone number and specialty.

14. Epic Appointment Scheduling Referrals– Quick Referral Entry
Diagnosis
Enter a freetext diagnosis.
Procedure
Enter a freetext procedure. If the procedures) on the referral are to be done at CHKD, please note it in the Procedure Free Text field of the referral. Most insurance companies require the location of the procedure.

15. Epic Appointment Scheduling Referrals– Referral Notes
Freetext fields to record information about non-CHS provider identified via 995 in the referred from and referred to fields.
New
Click here to open a new note.

16. Epic Appointment Scheduling Referrals– Referral Note
The Referral Note screen provides access to record free text referral note information. A referral note must be completed for all referrals to providers that are not on staff for Children’s Health System (CHS).

17. Epic Appointment Scheduling Referrals– Quick Referral Entry
Type
Select the type of referral note you are entering. For Referred By providers that are not on staff, choose “Provider Comments” as the note type. For Referred To providers that are not on staff, choose “Specialty Comments” as the note type.

18. Epic Appointment Scheduling Referrals– Quick Referral Entry
Text
Free text information is entered relative to the referral you are working with. If the type is a “Specialty Comments” note, demographic information must be entered about the provider to include name, address, telephone number and provider specialty. Also must include UPIN# if available.

19. Epic Appointment Scheduling Referrals– Quick Referral Entry
Summary
The Summary field is optional. If nothing is entered, the first line of the note will display on the General Form in the note section. Click on “Accept” to continue with the referral process.

20. Epic Appointment Scheduling Referrals– Quick Referral Entry
When you exit the notes screen, Epic brings you back to your Quick Referral Entry form. 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.

21. End of Lesson 2
Click on the displayed mouse to advance to the Lesson 3!