User talk:Poetic Screamer

OVERVIEW NOTES

--- Terms ---

WORKSPACE: Menus, functions or screens within Epic that are defined by your job responsibilities.

CADENCE: Scheduling system for Epic.

PRELUDE: Registration system for Epic.

ADT: Admissions/Discharge/Transfer (Inpatient) system for Epic.

FIELDS: Boxes/areas to enter information in.

APPOINTMENT DESK: Screen ("desk") in Epic that houses appointment history and additional scheduling functions for a patient.

REGISTRATION DESK: Screen ("desk") in Epic that hosues demographic (i.e. address, employer, etc.), account (i.e. worker's compensation, personal/family, etc.), and insurance coverage information for the patient.

GRAYED-OUT FIELDS: Actions which can not be chosen at the screen you are in.

EPIC PORTAL PAGE OPTIONS • ELIGIBILITY AND GENERAL LINKS: Gives you access to sites to verify eligibility and intranet sites for HPH affiliates. • EPIC DEMIC JOURNAL: Monthly newsletter with information regarding changes in the Epic system. • DOWNTIME PROCEDURES: Complete procedures to refer to when Epic is down. • PROCEDURES AND GENERAL ANNOUNCEMENTS: Procedures relating to each component of Epic as well as each affiliate of HPH. • PAS HOW TO GUIDES: A "quick" reference guide for PAS users on how to complete specific functions in Epic. • PAS Operations Guide: Operational guidelines for Clinic and Hospital based services.

EPIC WORKQUEUES: Workqueues are reports or "holds" where additional information is needed to process claims to Insurance companies. Workqueues need to be cleared as soon as possible to prevent delays in claim payments.

RECORD LOCKS: With certain functions in Epic, only one user can be in a patient's record at a time. When you are finished with a patient's record, close out completely to allow other users to access to the same record.

COMMENTS BUTTON: Epic allows you to associate a comment with your entry for certain fields. These fields are indicated with a small circle on the right side enxt to the Selection List.

RESTORE/UNDO BUTTONS: There are Restore and Undo buttons located throughout Epic screens. These buttons cancel all changes made on the current screen and restores all data fields to their original values.

POSTAL REGULATIONS: Armed Forces (APO/FPO) • Armed Forces in America (AA) • Armed Forces in Europe (AE) • Armed Forces in the Pacific (AP)

SEARCHING FOR APPOINTMENT DATES • t (today)		t (today's date) t+1 (tomorrow's date) t-1 (yesterday's date) t-3 (the date three days ago, etc.) • n (now)		n (the exact time) • m (month)		m+1 (the date on month from today) m-1 (the date one month ago from today, etc.) • mb (month beginning)	mb (the first day of the current month) mb+1 (the date one month from the first of this month) mb-1 (the date on month earlier than the first of this month, etc.) • me (month end)	me (the last day of the current month) me+1 (the date one month from the last day of this month) me-1 (the date one month earlier than the last day of this month, etc.) • w (week)		w+1 (the date one week from today) w-1 (the date one week ago today, etc.) • y (year)		y+1 (the date one year from today) y-1 (the date on year ago today, etc.)

ENTERING DATA • F5 (in any field that has a selection button to view a list of your options) • F6 (in any field that has a comment button to view or edit the item comment)

DELETING DATA • CTRL-Backspace (to delete on word to the left) • CTRL-Delete (to delete on word to the right) • CTRL-Z (CTRL-Z to restore deleted text)

MOVING AROUND HYPERSPACE • F1 (in a data entray field to display the "Help Text" documents in Hyperspace) • CTRL-F6 (to switch between activies you have opened in the current workspace) • Tab (to move forward from field to field and button to button) • Shift-Tab (to move backwards from field to field and button to button) • Enter (to activiate the default button on a form or in a window, if there is one. If there is no default button, press Tab until the focus is on a button, and then press Enter to activiate that button. • Spacebar (to activate a focused button. If a window or form has a default button, then you must use the spacebar, or the mouse, to activiate the non-default buttons.) • ESC (to activate the Cancel button on the current form or screen, if there is one) • up Arrow (to move upwards through a list of choices within selection windows or the workflow diagram) • Down Arrow (to move downwards through a list of choices within selection windows or the workflow diagram) • Right Arrow (to expand the contents of a folder within a workflow diagram) • Left Arrow (to hide the contents of a folder within a workflow diagram)

ENTERING/EDITING DATA IN HYPERSPACE • Search: ALT-S (Once you have entered search criteria on a form, you can press Search to continue.) • Clear: ALT-E (If you want to clear the entire form, rather than one field, press Clear.) • Back up: ALT-B (Returns you back to the previous form.) • Next: ALT-N (Takes you to the next form.) • Accept: ALT-A (Press Accept to finish a form and save the changes you've made.

--- Notes ---

• Epic has shortcut keys that are used at certain screens. • If a record is locked by another user, you must contact them to close the patient's record on their system in order for you to access it. • A warning message will appear if a required field is not complete. • If there is an existing comment, the circle will be filled in. • You can not undo or restore screens after you have accepted them or moved to another screen. • When entering a phone number in Epic, you do not have to enter dashes in the phone number field or specify Hawaii's area code; Epic automatically populates those in the system. • To enter an extention number, type the letter "x" after the last number in the standard phone number followed by the extension number. • When entering out of state phone numbers you need to enter the area code of the Hawaii area code will default. • When entering a Social Security Number in Epic, you do not have to enter dashes in the SSN field; Epic automatically formats it. • If the year is omitted from a date, the current year will default. • When entering a patient that ahs a hyphenated name, leave no spaced between the dashes and the names. • Due to the cultural diversity of the patient population there is a need to standardize the input of multiple first names. Enter all first names together without a space. • For patients with only one name, enter that name as ther last in Epic; this assists with the search. • Punctuation is not used when entering names or addresses. This includes NO periods after initials in a patient's name or street abbreviations. Also, dashes are not accepted in the patient's address. • Unidentified patients are referred in Epic as John/Jane Doe. These patients must be identified as a unique person in the addmitting/patient care system. • If a pateint's address does not include a "postal code", enter a pound sign (#) and  to the next field. The "yield" sign will display and will hit a workqueue for the Billing Dept to review for alternative mailing processes. • In certain fields on screens, you are able to retrieve the last record or information you accessed by typing the equal sign <=> in the field and pressing .

SCHEDGISTRATION NOTES

- Terms/NOTES -

SCHEDGISTRATIONS: A new process flow which enables you to make an appointment and/or register a patient.

CADENCE: Epic's scehduling application which allows you to enter a patient's demographic, appointment,

registraion, claim and referral information.

APPOINTMENT DESK: • An Activity toolbar • Patient Demographics (a user can view a patient's date of birth, hphone numbers, addresses, as well as billing

accounts that have been set up) • Patient Options (gives additional scheduling functionality) • A Calendar (defaults to the current month as well as bolds any date that a patient has an appointment

scheduled); Appointment Statistics (tracks a patient's appointment attendance success rate); Message functions

(displays general patient information) • Future and Past Appointment tabs (include: date, time, and length of an appointment; department; provider; and

type of visit scheduled; appointment or diagnosis notes; any messages attached to the appointment) and Admissions

information (provides the same general information regarding a HPH hospitalization) • Point of Service functions

ACTIVITY TOOLBAR (FOR CADENCE) • Make Appt (The most common method of scheduling an appointment.) • Walk In (Used to schedule and check-in an appointment in one step.) • Quick Appt (Used to schedule straightforward or basic types of appointments.) • Pt Wait List (Allows the user to add a patient to a department o provider's wait list as well as schedules a

wait-listed appointment. • Pt Hx Report (Lists a patient's entire appointment history.) • Itinerary (Lists appointments within a certain time period and includes patient instructions and location

direcions.) • Locate Pt (Tracks a patient's appointment from start to finish.) • Wk @ Glance (Lists a patient's appointments by utilizing a weekly calendar.) • Reg (Allows a user to access a patient's Registration Desk while still having the Appointment Desk open.)

PRELUDE: Epic's registration aplication that collects patient demographics, account guarantor information, and

insruance coverage information.

REGISTRATION DESK • Activity Toolbar (enables a user to Multi-task activities) • Interactive Face Sheet (viewable patient information) • Registration Form

INTERACTIVE FACE SHEET • Patient Demoraphic (first portion) • Guarantor Account (second area; details about the patient's guarantor information) • Insurance Coverage (third area; details about the patient's insurance coverage) • Claims Information (fourth area; details individual Hospital Account, HAR, information)

REGISTRATON FORM TREE • Patient Level Folder (basic demographic information for the patient as well as their Primary Care Provider) - Demographics - PCP/Employer - Emergency Contacts - Additional Info • Guarantor Account (information on "who" is financially responsible for the bills and what coverages are

associated with taht guarantor) • Insurance Coverages (information for each of the individual insurance plans that a patient may have)