HCA Epic Practice �Wide Meeting
May 22, 2024
Agenda
Conversion Weekend Update
Speaker: Meg
Scheduling Access
Speaker: Meg
Template Review Update
Speaker: Alfreda
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Check In & MA Rooming
Speakers: Practice Managers & Dr. Li
Visit Type Crosswalk
Speakers: Kate & Meg
Former HCA Visit Type | Reason for Visit | Epic Visit Type | Duration |
NEW | Establish new PCP | PC-NEW | 40 |
MEDIUM | Established patient followup with PCP | PC-EST | 20 |
LONG | Extended visit for "annual" physical exam | PC-PHYSICAL-EST | 40 |
LONG | Extended visit for "complex" patient | PC-EST-COMPLEX | 40 |
LONG | Extended visit for Medicare "annual" (AWV) | PC-AWV-WELCOME PC-AWV-INITIAL PCV-AVV-SUBSEQUENT | 40 |
EPI | Acute visit for truly time sensitive / urgent care | PC-SAME DAY | 20 |
EPI | Request for sooner followup on a more chronic condition | PC-EST | 20 |
Visit Type Crosswalk
Speakers: Kate & Meg
HCA Visit Type Overview | |||||||
EPIC Visit Type | | Visit Abbreviation | Epic ID | CCC Visit Type | HCA Booking Criteria | Appointment Booking Guidance | Available Modes |
PC-EST | | PCEST | 34138 | Medium | Continuity/ follow up issue (not sick visit) | Not sick visits; Book with Primary team or suite | Video/Phone/In-Person |
PC-EST-COMPLEX | | PCESTCOMPLEX | 34139 | Long | Complex continuity issues | To be booked by nursing or at request of PCP | Video/Phone/In-Person |
PC-HFU-TCM | | PCHFU | 34142 | Long | Post-Discharge from hospital, rehab, SNF, "TCM Visit" (NOT ED follow up) | PCP / established NP; If not available, book within primary suite; Book PC-EST for ED follow ups | Video/Phone/In-Person |
PC-PREOP | | PC-PREOP | 34004 | Medium | Visit prior to surgery for clearance | Book with MDs; NPs must approve booking; book as PC-EST if no pre-op template available | In-Person |
PC-PROCEDURE | | PCPCD | 34118 | Procedure | Only to be used for specialty clinics (ex. IUDs) | To be booked by CAAs; Not for patients being seen for other conditions / sick visits | In-Person |
PC-SAME DAY | | PCSAMEDAY | 34148 | Epi | Sick visit (ex: sore throat) | Book with any provider, any suite (ideally within home suite); do not book >36 hours in advance | Video/Phone/In-Person |
PC-SPECIALTY-EST | | PCSPECEST | 34249 | | ABPM, HTN Clinic, Weight Mgmt | Established patient seen in Resource schedule | Video/Phone/In-Person |
PC-LAB DRAW | | PCLAB | 2514 | Lab | Phlebotomy Visit | | In-Person |
PC-NURSE VISIT SHORT | | PCNVT | 2413 | Quick | Vaccine Appointments, Suture removal | Resource Schedule: Nurse (South Suite) | In-Person |
PC-PHARM-EST | | PCPHARMEST | 594 | Pharm Return | Follow up after establishing with PharmD | Booked with Pharmacist | Video/Phone/In-Person |
PC-PHARM-NEW | | PCPHARMNEW | 592 | Pharm New | First visit with Pharmacist | Booked with Pharmacist; booked from workqueue | Video/Phone/In-Person |
PC-OBAT-FOLLOW UP | | | 2755 | F/U OBOT MD | For established OBOT patients | Resource Schedule: OBOT MD in HCA 1 Atrium | Video/Phone/In-Person |
PC-OBAT-INITIAL | | | 2753 | New OBOT MD | For initial visit with OBOT provider | | Video/Phone/In-Person |
PC-BEH Follow Up | | PCBEHFU | 2411 | SS Long | Follow up with Behavioral Health / Social Work | | Video/Phone/In-Person |
PC-BEH Initial | | PCBEHINITIAL | 446 | New SS | Initial visit with Behavioral Health / Social Work | | Video/Phone/In-Person |
PC-AWV-INITIAL | | PCAWVINITIAL | 1068 | Long | Medicare Initial | 1 year after Welcome to Medicare visit or on day 366 of being on Medicare G0438 (see tip sheet) | Video/Phone/In-Person |
PC-AWV-SUBSEQUENT | | PCAWVSUB | 1069 | Long | | 1 year after Initial Medicare Wellness (G0439) and yearly thereafter (see tip sheet) | Video/Phone/In-Person |
PC-AWV-WELCOME | | PCAWVWELCOME | 1067 | Long | Welcome to Medicare | 1st 12 months of Medicare G0402 (see tip sheet) | In-Person |
PC-NEW | | PCNEW | 34143 | New | For new patient (or >3yrs since last visit); had another physical within last 12-months | | In-Person |
PC-PHYSICAL-EST | | PCPEEST | 34141 | Long | Annual Visit with Commerical insurance | NOT MEDICARE | In-Person |
PC-PHYSICAL-NEW | | PCPHYSICALNEW | 34144 | New | New to HCA; not had a physical within 12-months | | In-Person |
Visit Type Cross Walk – Most Common Visits
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PCP Field in Epic
Patients with Faculty MD as PCP
Speaker: Dr. Cohen
"The Storyboard"
PCP (Faculty or Resident) appears in bold.
(This is what "Primary Provider" in OMR was)
Faculty will be referred to as "General" PCP
The PCP listed below =
The Attending / Preceptor.
In this case, Dr Li is an attending, so both are the same
PCP Field in Epic
Patients with Faculty MD as PCP
Speaker: Dr. Cohen
Hovering over the PCP on the Storyboard
opens a more detailed Care Team List.
In this case, Dr Li is the only care team member and is also the patient's "Insurance PCP"
PCP Field in Epic
Patient with Resident MD as PCP
Speaker: Dr. Cohen
This patient has Dr Mecsas-Faxon as a Resident PCP
Listed below is the Faculty Preceptor
In this case, Dr Li is the PCP Preceptor
PCP Field in Epic
Patient with Resident MD as PCP
Speaker: Dr. Cohen
The Attending Preceptor will be listed as
The "General" PCP on the Care Team list
This is the field that Epic will compare to the Insurance Assigned PCP when checking PCP;
In this case, we have a match
PCP Field in Epic
Patient with Insurance PCP Mismatch
Speaker: Dr. Cohen
In this case, we see an Insurance PCP -
Preceptor/Attending PCP mismatch
Dr Kumarasena is the HCA resident PCP
Dr Kwan is the assigned Attending Preceptor and "General" PCP
Epic will flag a mismatch with the Insurance listed PCP, Dr Dubow
Care Team in Epic
Co Managing NP on Care Team
Speaker: Dr. Cohen
Co-Managing NPs will be listed in the Care Team detail. Hover over the PCP to see Co-Managing NP
Schedulers will be able to search appointments on the
"Care Team" when scheduling
Care Team in Epic
High Risk RN Care Mgr on Care Team
Speaker: Dr. Cohen
Other Care Team Members can also be added.
In this case, we see a high risk RN care manager
Care Team in Epic
Searching for Care Team when Booking an appt
Speaker: Jacquie
Care Team in Epic
Searching for Care Team when Booking an appt
Speaker: Jacquie
Searching for a patient in Epic
Preferred and option
Speaker: Jacquie
In Basket & Pools
Speakers: Meg & Jacquie
In Basket & Pools
Speakers: Meg & Jacquie
Workqueues
Speakers: Mandi & Meg
WQ Name | WQ Category | Description | Primary Supervisor | Secondary Supervisor |
BIDMC SC1 HCA - Internal Orders | Appt Request - Internal Order | Captures orders placed in a department that are typically performed in that same department (follow-up orders) | Matt Blais | Walter Dabek |
BIDMC SC6 HCA CEN - Internal Orders | Appt Request - Internal Order | Captures orders placed in a department that are typically performed in that same department (follow-up orders) | Matt Blais | Walter Dabek |
BIDMC SC6 HCA NOR - Internal Orders | Appt Request - Internal Order | Captures orders placed in a department that are typically performed in that same department (follow-up orders) | Matt Blais | Walter Dabek |
BIDMC SC6 HCA SOU - Internal Orders | Appt Request - Internal Order | Captures orders placed in a department that are typically performed in that same department (follow-up orders) | Matt Blais | Walter Dabek |
BIDMC - Primary Care Upcoming appt requires auth | Pt - Auth/Cert | Shows scheduled visits missing an insurance authorization or a managed care referral | Tracy Lewis-Marsman | Matt Blais |
Standing Orders & Order Types
Speaker: Jacquie
Standing Orders & Order Types
Speaker: Jacquie
Standing Orders & Order Types
Speaker: Jacquie
Resources
Speaker: Caitlin
Previously shared from Senior Project Manager, Caitlin Thorn
The OneBILH Epic Hub is a central location for information. It can be hard to understand exactly how to navigate this page, so please look through these resources below!
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Resources – Guided Learning
Speaker: Caitlin
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Resources – Access & Practice
Speaker: Caitlin
Epic playground
Citrix workspace app
Login lab
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Reminder
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Q&A
Thank you!
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