epic advanced visit types

Epic Glossary

Epic clinical applications.

Application for care and clinical documentation in the emergency department

Application for inpatient documentation performed by clinicians and may include notes, flowsheets, assessments, plan of care and medication administration. Used by nurses, nurse practitioners, managers, therapists, physicians, physician assistants, case managers and social workers.

EpicCare Ambulatory

Application for documenting care provided through outpatient visits, telephone calls, e-visits and refill requests.

Application for the ordering of workflows of inpatient orders. Can be used to share order details, sign orders, place orders and find orders.

Epic Ancillary Clinical Applications

Application for any procedure requiring anesthesia

Application for chemotherapy ordering, administration and cancer staging. Used by inpatient and outpatient oncologists, nurses, pharmacists, research and infusion staff.

Application for laboratory information systems. Used by phlebotomists, nurses, techs, pathologists and central receivers.

Clinical Case Management

Application designed to centralize the workflows for case managers.

Application for cardiovascular information system. Used to order and document cardiology procedures and cases.

Infection Control

Application for infection surveillance, which helps detect, monitor and report certain types of infections in the inpatient setting.

Application for the operating room. Helps prepare, schedule and document all information related to surgery.

Application for radiology information system. Used for ordering, scheduling and performing imaging procedures.

Application for documenting perinatal care. Used to document a patient’s entire pregnancy, admit babies and document newborn assessments.

Willow Inpatient Pharmacy

Application for inpatient prescription pharmacy system. Used in the hospital setting for admitted patients, procedures, surgeries and diagnostics.

Epic Access Applications

Application for managing patient movement (admissions, transfers and discharge from units throughout the hospital).

Application for scheduling appointments, creating provider/resource schedules, and keeping schedules up to date with changes.

Health Information Management

Application for managing health information. Used to handle releases of information from a patient’s chart, manage deficiencies as physicians complete notes and sign orders, and facilitate the coding of accounts.

Application for managing the patient database.

Application for managing patient registration over the front desk and over the phone.

Epic Revenue Applications

Access and revenue cycle (arcr).

Group of revenue and billing operational Subject Matter Experts who provide input in the design, build and implementation.

Resolute Hospital Billing & Claims

Application for collecting and reviewing charges, billing facility (hospital) charges to insurance companies and patients, following up on outstanding accounts and collecting payments for services.

Resolute Professional Billing & Claims

Application for collecting and reviewing charges, billing professional (physician) charges to insurance companies and patients, following up on outstanding accounts and collecting payments for services.

Other Epic Applications

EpicCare’s mobile app for the iPad. Designed to give providers secure and portable access to patient charts.

Care Everywhere Interoperability

Epic’s platform that supports the exchange of patient records with other providers outside our system. It ensures that patients’ health data follows them wherever they receive care.

Cogito Enterprise Intelligence (including Star Data Warehouse)

Module for several products in the reporting area. The huge amounts of clinical data that are collected by every part of the Epic system are stored in databases that can be queried to provide all manner of reporting to support care decisions, manage costs, and identify trends.

EpicCare Link

Web-based application that connects community providers (referring physicians, post-acute facilities, physician support staff) with secure access to select patient information.

Epic Hyperspace

Access point for RWJBarnabas Health physicians and staff. This is where Administrative and Clinical data is managed.

EpicCare’s mobile app for the iPhone and Droid. It gives providers secure and portable access to patient charts.

Healthy Planet Population Health

Application that provides a suite of reports, dashboard and workflow tools that allow Care Managers to manage patient populations in and apart from Accountable Care Organizations (ACOs).

Secure online application that allows patients to schedule appointments, view medications and request refills, message their provider for advice, and record their own health data (such as blood pressure and glucose levels).

Other Epic Terms & Acronyms

Best practice advisory (bpa).

An advisory configured by administrators can be triggered based on patient-based factors, among other things, and can be restricted as needed to prevent alert fatigue on the end users’ part. BPAs can appear in the Visit Navigator, Order Entry, and In Basket messages.

Chart Review

Central place in the Epic chart to find all Encounters for a patient.

Credentialed Trainers

People Epic trains and allows to train others.

Epic Together

Represents the RWJBH Epic implementation team, comprised of approximately 450 members.

A clinical contact with a patient. For example, an office visit, an admission, or a triage call. If more than one evaluation or procedure takes place at the visit, it is usually considered one encounter. In billing applications, charges or other transactions can be associated with encounters.

Foundation System

Epic’s standard system, which includes content and workflows based on the expertise and experience of the Epic community and the Epic staff.

Hospital Outpatient Department (HOD)

A specialty department that provides outpatient type care to patients who may or may not be admitted to the hospital. These departments often use a combination of clinical documentation tools from both EpicCare Ambulatory and EpicCare Inpatient. These departments also known as hospital service departments, but hospital outpatient department is the preferred term.

Key Performance Indicator (KPI)

Epic assists customers with measuring KPIs by providing a package of reports related to the business metrics that it considers crucial to monitoring the health of a customer system. Measuring KPIs is part of Epic’s Good Install program.

A series of sections meant to follow a particular workflow, such as an office visit or medication reconciliation. Common examples include the Visit Navigator and the Discharge Navigator.

Activity that allows you to use point and click functionality for HPI, ROS, and physical exam, generating text in your progress note.  OpTime Epic’s operating room management application.

A preconfigured group of orders commonly ordered together for a specific problem or diagnosis. Order Sets may be suggested based on entries on your patient’s problem list, and you can also mark Order Sets you use frequently as your favorites.

Preference List

A set of frequently used orders. Orders can be added to facility preference lists by members of your project team and you can also maintain your own personal preference list to include orders you have pre-related information prior to a patient’s arrival at the hospital. Preadmission helps prevent users from creating duplicate encounters.

Within Epic, any order that is not a medication is classified as a procedure. This includes orders for such things as lab tests, consults, supplies, and imaging.

Release of Information

Epic’s Health Information Management (HIM) application used to track and fulfill requests for patient health information.

Release of Information Activity

The main activity in Epic’s Release of Information application, where you can authorize, fulfill, and document requests for patient health information.

A documentation template. A group of orders and other elements, such as notes, chief complaints, SmartGroup Panels, and levels of service, that are commonly used together to document a specific type of visit. Using SmartSets reduces data entry time so you can focus more time on your patients.

A text template for charting that can include text, SmartPhrases, SmartLists, and SmartLinks. Frequently used in progress notes. They can be big or small many paragraphs or just one sentence.

Pre-configured text that can be used to standardize documentation, such as notes, within the system. SmartTools include SmartLinks, SmartLists, SmartPhrases, and SmartTexts.

Subject Matter Expert (SME)

Provides input during the workflow and content review.

Super Users

Local “experts” who provide input related to their area.

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News & Publications

Tips and tricks for getting the most out of epic.

Epic trainer Evelyn Chen keeps her instructions simple when she teaches new employees how to navigate the electronic medical record system that spans Johns Hopkins Medicine. There will be plenty of time later for users to tailor the system to their departments and roles. 

“The users are already overwhelmed with the amount of features to learn,” says Chen, who was a “super user” nurse at Howard County General Hospital when it adopted Epic in 2013 and is now a principal trainer for ClinDoc, the Epic module for inpatient clinical documentation. 

Chen is also leading efforts to update the resources that are available, rolling out new tip sheets to help make time in front of a computer more logical and efficient.

Some of the new information will help users prepare for quarterly upgrades to Epic, which will add features and change the look of the templates. All upgrade materials are posted on this  upgrade page  and may include quick start guides, PowerPoint slides, recordings and tip sheets.  (You must have an active JHED ID in order to access the links in this article.) 

The information is divided by provider and role, so cardiology nurses, for example, can click on their designated portal for updates, while other portals are specific for anesthesiologists, chaplains, pharmacists and others.  

Quick start guides (QSGs), which provide overviews of Epic use by role, can be found under Additional Resources within the role-specific pages. QSGs with the blue JHM logo have been updated for 2019.

Where to Find Additional Resources

• An Epic  Tips and Tricks  link can be found by clicking the Epic button on the top left after logging in, and then going to the Help section.
• News about current Epic features coming to production are posted in  Epic News . To receive relevant information by email when it becomes available, fill out the form that can be reached by clicking “page” on the top left of the screen, then the “Alert Me” button. You can also review the  tip sheet  on how to set up alerts.
• Find resources and reports on the Epic toolbar by going to the My Dashboards workspace and selecting the template specific to your role and entity, then linking to resources or running reports. Several roles have Learning Home dashboards that contain specific training materials and links within Epic.

Tips for Personalizing Epic

• Use Epic SmartTools to automate your documentation. SmartLinks pull information from the patient record into the documentation; SmartTexts auto-populate a larger block of text after a few characters are typed. Add the SmartTexts you use most often as favorites. 
• SmartPhrases are similar to SmartTexts, but can be personalized. A new “Personalize” button on the Epic toolbar helps tailor SmartPhrases, order sets and preference lists.
• Refer to this  Personalization Guide  to find a list of tip sheets for personalizing what you use frequently. Then find the relevant tip sheets on the  Tips and Tricks  page. 

Additional Tips

• Make sure to log in to the correct department, because the system’s navigators are designed for the workflow in each specific area. If you log in to the wrong department, use the Epic button and then click “Change Context” to quickly log in to another department without logging out of Epic.
• Document in real time, or as close to it as possible. Real-time documentation is particularly important for clinicians who use flowsheets to record numbers-based data, such as weight or blood pressure, because it ensures that the information is available to the patient’s care team.
• Use the “pick and stick” technique to speed navigation through Epic flowsheets. Click on the “Doc Detail Report” link on the right side of the flowsheet screen. Then left-click to pick the option, and right-click to make it stick. This will automatically advance the cursor to the next flowsheet row, eliminating the need to scroll up and down. This trick is a particular time-saver for nurses, respiratory therapists and others who document frequently in flowsheets.
• Use filters to find information quickly. For example, a clinician can filter the encounters or notes in Chart Review to narrow down the search.
• Use the Chart Search (within a chart, press the control key and spacebar) to quickly search for something in the patient’s chart. To search for an activity or function (in or outside a chart), type a few letters of the name of the activity but don’t press the enter key right away. After a moment, a list of matching Epic activities will pop up. You can also highlight a word with your mouse, right-click and select “Search for Selected Word.”
• Look before clicking to make sure that the correct patient is being documented and that accurate information has been added to the record.
• In orders or medication-related documentation, do not use abbreviations that are easy to misread. For example, IU, for international unit, could be confused with IV. Use of other abbreviations is strongly discouraged.

Related Reading

Epic promotes evidence-based blood use, saving $1.8 million.

Johns Hopkins Medicine is on track to save $800,000 through reduced platelet use, $716,000 through reduced red blood cell use and $296,000 through reduced plasma use for fiscal year 2017 compared with fiscal year 2014, before blood management was incorporated.

Dragon Medical One Brings Voice Recognition to Epic

Dragon voice recognition software is now available in Epic for all Johns Hopkins providers. The software is being deployed as part of the enterprisewide Joy at Hopkins Medicine initiative to improve the quality of life at work for our clinicians, offering a convenient alternative to typing notes on a keyboard or waiting for transcribed dictations.

Johns Hopkins Launches New Precision Medicine Tools

With new tools and resources, Johns Hopkins Medicine is making it easier for clinicians to conduct precision medicine research and use the results to improve patient care.

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Lesson 7: Epic Appointment Scheduling Advanced Appointments

Published by Dwain Melton Modified over 5 years ago

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Presentation on theme: "Lesson 7: Epic Appointment Scheduling Advanced Appointments"— Presentation transcript:

Epic Basic Appointment Scheduling Patient Preferences

Lesson 2: Epic CHECK IN.

Epic Basic Appointment Scheduling Wait List

Lesson 3: Epic Appointment Scheduling Referrals

Lesson 8: Epic Appointment Scheduling Advanced Appointments

Lesson 5: Epic Past Appointment Scheduling

Lesson 12: Epic End of Day Status Procedure

Epic View Only Referrals

Epic Canceling and Rescheduling Appointments

Lesson 11: Epic Appointment Scheduling Viewing Options

Epic Basic Appointment Department Appointments Report

Lesson 3: Epic Advanced Scheduling

Lesson 9: Epic Advanced Scheduling

Epic Quick Appointment Scheduling

Lesson 4: Epic Appointment Scheduling Referrals

Lesson 13: Epic Appointment Scheduling Reports

Lesson 2: Epic Appointment Scheduling Referrals

Lesson 1: Epic Basic Appointment Scheduling Tutorial

The Appointment Desk.

Lesson 8: Epic Appointment Scheduling Wait List

About project

© 2024 SlidePlayer.com Inc. All rights reserved.

Improving Patient Scheduling Outcomes with Epic

Co-authored by Brennan Turner, President and Co-Founder of The Joiner Firm .

Scheduling patients can be a deceptively complex process. While the idea of a patient selecting a time slot seems simple enough, there are several questions to consider:

• Does the patient have general questions or specific symptoms that may require an appointment with a specialist?
• Does the patient have an existing relationship with a provider?
• Is the patient new to the healthcare system?

As you can see, a clinic’s scheduling process is important in ensuring that appointments are scheduled accurately.

Appointments scheduled incorrectly are not always identified right away. In many instances the patient has already arrived, or the appointment is canceled at the last minute. This makes it difficult to ensure schedules are full and the provider’s time is maximized. When appointments are scheduled correctly the first time, there will be fewer last-minute cancellations and visit volume will increase.

Improving patient scheduling is key. The implementation of decision tree functionality can ensure that the patient is seen by the right provider at the right time. An effective decision tree can remove barriers to patient access, increase patient satisfaction, decrease revenue loss, and ensure effective time management. Decision trees are an Epic functionality that utilize rules and logic to aid a scheduler in navigating complex scheduling scenarios. Much of the decision tree logic runs in the background, unbeknownst to the scheduler, and references specific patient data within Epic to guide the scheduler through the scheduling process.

Epic is a leading Electronic Medical Record (EMR) software that stores all patient data, ranging from patient demographics to medical history. Since it is an electronic database, healthcare organizations can leverage this patient data against their specific clinic workflows through the implementation of decision trees.

An effective decision tree can remove barriers to patient access, increase patient satisfaction, decrease revenue loss, and ensure effective time management.

Sendero sat down with Brennan Turner , a senior Epic Cadence consultant with The Joiner Firm , who we recently partnered with at a large healthcare provider to improve their clinic-specific scheduling workflows. We discussed the functionalities and benefits of scheduling with Epic decision trees:

What are Epic decision trees, and how can they help improve the patient scheduling process?

Brennan Turner : Decision trees are scheduling tools in Epic that utilize a set of predetermined questions and logic to guide a scheduler to correctly make an appointment with a clinic, without having to know the specific scheduling rules of each department. This tool can improve scheduling accuracy by making sure the right visit type, provider, and location are selected the first time, with an overall benefit of lowering no-show and cancellation rates.

How does this improve patient satisfaction?

What impact does this have on training of new staff?

Brennan Turner : Scheduling rules are often either stored in a repository, written on a sticky note, or live within the knowledge of seasoned schedulers. This can make it difficult for new staff to schedule appointments accurately, causing frustration for the patient, the clinics, and the providers. With the decision-making process being built within Epic and automated through decision trees, there is less clinic-specific information a scheduler needs to learn.

Decision tree design considerations for healthcare organizations

An effective decision tree is not a one-size-fits-all solution. Each organization needs to consider their unique requirements and operational needs:

Considerations for Clinics

Decision trees can provide a high degree of automated control to ensure that patients are being scheduled for the right visit at the right time with the right provider:

• Clinic level payor restrictions can be built to filter out certain insurance types. The decision tree uses logic in the background to determine if a patient’s primary insurance is accepted at a clinic.
• Age restrictions can also be built at the clinic level if there is a certain age group that the clinic does not see. As noted above, a pediatric clinic can set an age restriction to only accept new patients over 2 years of age.
• Clinics with subspecialists or unique programs can also utilize decision trees to aid in scheduling accuracy. For example, a clinic with a weight-management program can ensure qualifying patients are scheduled in the right time slots with the right subset of providers.

Considerations for Physicians

Every physician, regardless of their practice, serves a unique panel of patients. Decision trees can help maintain unique workflows through monitoring patients’ reasons for office visits.

To ensure that patients’ concerns are not only identified prior to the visit, but also scheduled properly, a decision tree can be built to “flip” an appointment type to the proper visit type. A series of questions can be asked by the scheduler to determine if the original visit type is correct. For example, a patient with multiple concerns may need a little extra time, so the decision tree can suggest offering an extended office visit vs. a standard office visit. Additionally, a patient could call in with a specific concern that warrants its own specific type of visit, such as ADD/ADHD care.

Considerations for Implementation

Implementing decision tree functionality is no light undertaking; it involves detailed conversations across the clinic to verify that no details are overlooked in the process. To ensure that decision trees are inclusive of the entire clinics’ workflows, meetings need to be held with clinic management, subject matter experts, front desk personnel, and anyone else that may be involved in the scheduling process. It is very important at this step to get everyone past a theoretical understanding of what Epic can do and get them to critically think about how this application will affect their scheduling if they were to solely rely on it to accurately reflect their clinic processes.

Epic decision tree design is a complex process involving detailed scrutiny prior to the build and implementation phase. Sendero’s partnership with Epic allows for technical analysts to obtain the necessary clinical considerations and focus on building an effective program. We can liaise with a clinic and focus on communication, process alignment, and project execution.

Interested in learning more about Sendero’s expertise in this area? Use the form below to reach out to one of our consultants.

By Christina Speros and Harris Neuens

Decision trees can improve scheduling accuracy by making sure the right visit type, provider, and location are selected the first time, with an overall benefit of lowering no-show and cancellation rates. Brennan Turner, President and Co-Founder of The Joiner Firm

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A large non-profit healthcare provider experienced significant growth through mergers and acquisitions, now providing services to more than five million patients. As a result, the organization faced a multitude of overlapping strategic and departmental initiatives.

After the merger of two large Texas-based healthcare systems, a need existed to change to one electronic medical record (EMR) system across the enterprise.

After a healthcare system went through a merger, they launched a project to consolidate Find a Doctor websites to improve the patient experience.

A large healthcare system was notified that it is now required to report compliance as one entity, rather than separate small business units. Through existing relationships, the client learned of Sendero's experience with PCI Compliance and requested assistance.

About the Author

Harris is a Consultant in our Dallas office with industry experience in healthcare and financial services.

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Ten Benefits to Epic Scheduling Optimization

When patients call a health system to schedule an appointment, they expect the same experience whether they’re talking to primary care, neurology, or pediatrics. And they expect to be able to get an appointment that meets their preferences for location, date, time of day, and provider.

In theory, this should be an efficient process, but it usually isn’t. In a large organization, different departments and medical practices typically maintain different sets of scheduling rules. These rules often change and, in some cases, are only documented on paper.

👉 Download Your Free Guide to Scheduling Optimization

When scheduling policies and procedures are siloed and decentralized, errors can occur, appointments are missed or skipped, and revenue is lost. This results in a poor patient experience and frustration for staff and providers.

Enterprise Scheduling Optimization

Fortunately, there’s a better way. Using existing functionality within Epic Cadence, an Enterprise Scheduling Optimization Project (ESOP) can help organizations efficiently guide patients to the ideal appointment based on their preferences, resulting in fewer no-shows and better schedule balance, among other benefits.

In our new guide to scheduling optimization , our Epic experts explain how health systems can improve efficiency and increase revenue by getting patients to the right provider at the right time in the right location using automation and questionnaire-driven Decision Trees in the Epic scheduling solution.

An ESOP requires specialized technical expertise from outside consultants and an investment of time and effort from internal staff, but the ROI on these projects can be significant, helping clients achieve the following 10 goals:

• Reduce cancellations, no-shows, and re-visits . Ensuring that visits are scheduled where and when patients want them improves the patient experience, provides for a more predictable schedule, and leads to increased visit volume and practice revenue.
• Reduce number of visit types . This decreases the complexity of scheduling visits with specialty practices, streamlines the scheduling process, and gets patients’ appointments on the books faster.
• Reduce scheduling inbound call length . This allows staff to schedule and confirm an appointment date, time, and provider with a patient in less time, improving the patient experience and decreasing the likelihood of being put on hold.
• Reduce time to Third Next Available Appointment . This common KPI metric is a reflection of expected patient wait time. Decreasing this number increases the likelihood that a patient can schedule an appointment when desired, which improves satisfaction and retention rates.
• Increase first-call resolution . Enable patients to schedule or reschedule an appointment, or otherwise get answers to their questions, without having to hang up and call a practice directly and/or call back when the practice manager is in the office.
• Increase visit volume . With patients less likely to no-show or cancel, practices can conduct more visits in the same amount of time. Increased volume improves efficiency, which in turn improves revenue capture.
• Increase resource utilization . Increased visit volume allows practices to better utilize physical equipment, such as MRI machines or blood labs. Meanwhile, efficient scheduling enables highly skilled clinical staff to “practice to their license” while low-acuity visits types are router to NPs and PAs.
• Reduce insurance claim processing time . Decreasing complexity in scheduling workflows means that patients are more likely to be scheduled for the right appointment at the right time with the right provider. This streamlines claims processing, as errors or missing information are less likely.
• Reduce claims denial rate . The accuracy of information captured when an appointment is scheduled – such as visit type, provider name, and new vs. returning patient – decreases the likelihood that claims are incorrect and therefore likely to be denied.
• Increase revenue capture . The combination of accurate coding, reduced denials, and increased visit volume all enable a practice to capture more revenue.

At Healthcare IT Leaders, our Epic experts have a track record of success with optimizing and centralizing scheduling for large provider organizations throughout the United States. Download our free guide to learn more .

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Visit Methods (Epic Visit Modes)

Learn more about visit methods within well. jan 30, 2022 • knowledge, system admin.

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You dedicate a select number of encounters or service​lines to DeliverHealth, and we’ll manage them for you.

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Coding audit services​.

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• E&M and profee Coding in 27 Specialties

What you’ll receive with DeliverHealth:

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Maximize your EHR Investment​. Let our consulting experts give you all you need to expand your SVC build. With our advanced analytics, we allow you to dive deeper into your SVC built and review SVC data in real-time. An optimized SVC function is one of the criteria you’ll need to earn an Epic Gold Star, a status that will bring your healthcare organization a marketing boost.​

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