Magic Tricks in CPS Scheduling Templates - CHUG 2014 ~ Las Vegas CHUG Centricity Healthcare User...

April 2014 ~ Las VegasCentricity Healthcare User GroupCHUG

PRESENTED BY

Angela Hunsberger, Senior Healthcare ConsultantAmbulatory Services TeamHayes Management Consulting

Magic Tricks in CPS Scheduling Templates

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Meet Your Hayes Consultants

»Angela Hunsberger• Senior Healthcare Consultant• Ambulatory Services Team

» YEARS OF EXPERIENCE: Sixteen» SYSTEMS KNOWLEDGE: GE Centricity Practice Management (Millbrook),

EMR (Logician), Centricity Practice Solutions (CPS), Centricity Analytics, GE EDI, & McKesson Clearinghouse, Docutrak, Visual Form Editor, CCC forms, Kryptiq Secure Messaging, Patient Portal, and ePrescribe, HL7, LinkLogic, Microsoft Office, Microsoft CRM, Microsoft , SharePoint. Allscripts Enterprise EHR version 11.2

» KEY RESPONSIBILITIES: implementations, system build, project management, training, testing PM/EMR system and workflow optimizations, EMR VFE forms, training, billing, EDI clearinghouse, revenue cycle analysis

Fun personal fact: Angela lives in Indianapolis and got her start as an Optician for two providers for more than seven years!

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Agenda

1. Purpose of schedule template training2. Plan before you build templates3. Examples of great ideas!4. Build and design considerations6. Assigning templates – stress free7. Maintaining templates8. Getting help9. ENTIRE session LOADED with MAGIC TRICKS!

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Purpose of Schedule Template Training

WHY ARE WE HERE?A. I received minimal or no hands-on trainingB. I want to know what is possible so that I can build

great templates and enhance our patient flowC. I do not build the templates, but I want to know what

to ask for and how to explain to the providers and staff template options

D. I want to pull out my hair every time I get a template change or a request because templates are scary

E. All of the above

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PLAN Before You Build

» START: Write your schedule down on paper for every day of the week.

• Do one day at a time. You may have several “Tuesday” templates. That is okay.

• Include the meeting that takes place on the second full moon after the leap year. These “non-patient” appointment types can be included in your templates! - This will save time from manually blocking out days on the daily schedule.

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Email me if you would like an example of a Schedule Template Planning Worksheet - [email protected]

Writing your schedule down on paper first will keep you organized when building and assigning days within Centricity.

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mailto:[email protected]


» Take a look at your current daily schedule• Go back a week or two. What

did your days look like?• Think about certain times of

days you get backed up. Before lunch? At the end of the day?

» If you could design “the perfect day,” what would it look like? • Write it down!

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MAGIC TRICK: Did you know you can see EVERY patient appointment from the beginning of time by using the “List View” from your schedule?

This is also helpful to see “blocked” times on old schedules when planning holidays!

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Examples of GREAT ideas!

The following slides are some examples of how some offices have designed their templates. These designs may inspire your perfect templates.

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» We start with the “standard” all yellow schedule.

You can book anything, anywhere.

Everyone remembers what they should book in

the time slots.

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» This next example uses some “allocated” appointment slots to offer some structure.• First and last appointment• Appointment right before lunch

» Allocated slots are not set in stone• You can override the allocated slot

and book any appointment- *Security permissions can be set either way

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» This template contains ALL allocated time slots

» Lunch (as allocated so they can book through if needed)

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» Here are some creative solutions regarding templates:• You can even “allocate”

the appointments in the second column - Ex: Emergency Slot, Flu Shot,

Open Access/Same Day Only

• Planning to overbook? Add a second column in your schedule.

• The appointment will not be red

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» Double allocations!• Use an either/or approach to reserve time slots. Two looks

nice, but you can add many.

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» Multiple facilities!• The color bar on the left indicates

the facility. It is a nice visual to see where a provider will be in the morning and afternoon.- Note: You can even build your “saved schedule

views” to either include or not include the facility to view

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» Reserve for open access/same day slots• Then, remove the blocks when

appropriate for your office

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» One creative solution for a surgery schedule:• They used a responsible

provider template AND a resource template

• This helps the office visually see where the provider is

• Unusual solution, but it works great for this office!

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» Did you know you can TRY out your template design BEFORE you build it?

» From your daily schedule, you can allocate time slots, change facilities and make blocked out appointments

» If you are playing with a design but you are not ready to commit, try applying your idea to the daily schedule for a few days and see how it goes! If you like it, make it into a template.

» HOW DO I DO THIS? Let’s take a look.

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» Go to your daily schedule to the day you want to “try it out.” Edit Menu (not right click) to add appointment allocations or change the facilities.

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Build and Design Considerations

» BUILD ahead• Although you can copy existing templates, when cleaning

house, it may be best to start fresh • Build your new schedules and then go back and inactivate old

schedules to get them off of your list!

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» Use a standard naming convention• Example 1:

- Dr. name, date range, days, office manager initials with request date• Dr. Smith 5/1/14-12/31/14, JK 4/15/14

- Some people like this method even though you can see this from the assignment screen. It helps them stay organized.

• Example 2:- Main St. 8-5

• Helpful when copying templates to use with other schedule resources

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» Advantages of allocated time slots• Finding the “next available” appointment can be time

consuming

Take advantage of appointment searches

This features works well if you know how to build them!

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» Advantages of allocated time slots• If an appointment gets cancelled, the time slot goes right

back to the allocated slot from the template instead of going “yellow”

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» Did you know?You can attach an encounter to an appointment type and it will auto-create the EMR update at check-in. The check-in staff then routes to the appropriate provider.

1. Build apt type

2. When checked-in, encounter automatically is created:

3. Check-in routes document to intake

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» Did you know?• You do not have to assign

appointment types for new providers one at a time

• You can assign them in bulk by “tricking” the system!

Let’s see how. Prepare to be amazed!

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» When building your template for the provider, right click and select ‘Appointment Allocation’

» Fill in the provider that is similar to your new provider in the ‘Resource’ field and click search. Then select all and click ‘OK’ then ‘OK’ again.

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» The system will ask you if you want to assign these appointment types to your new provider. Select ‘Yes’.

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» Last, delete the appointment allocation because you do not really want all of those allocations on the template.

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» Alakazam!! You assigned appointments in bulk!

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» Using ‘Non-Patient’ appointment blocks in your template:• TIP: Use the ‘Notes’ fields in your template

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» Appointment type notes: something to consider• You can attach notes PER provider on specific appointment

types. -Ex: new patient w/interpreter (then include the phone number for interpreter services in the appointment notes)

-Ex: Must fast 24 hours prior to appointment-Ex: Verify that insurance PCP is on file-Ex: Remind patient to bring meds list

» You can indicate if you want these notes to “pop up” or not

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» Appointment type notes: here is a creative solution!• Look at this detail on appointment notes. It even pops up

when you hover over the appointment.

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» Appointment type notes: here is another great idea!

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» Did you know?• You can build your template to limit how many appointment

types you see in a day - Ex: Only allow four ‘New PT Annual’ per day

Depending upon security settings, it will only give you a pop up warning and you can still book more than four

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» Did you know?• You can build your template to limit a number of

appointments to a “financial class” as well- This is best used during flat monthly reimbursements or in other special

situations

Note: There are some extra things to consider before setting limits. This feature may or may not be helpful to your unique practice.

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» What do schedule templates have to do with billing?» Many items from the patient appointment are pulled

from the schedule template• You can use this to your advantage to “default” a facility! The

facility can then be changed on the actual appointment for billing purposes. This tip is commonly helpful for surgery scheduling.

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The appointment PULLS information directly to the billing ticket

Appointment vs. Billing Ticket

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» Security settings• There are all kinds of security settings that you can set

regarding scheduling including (but not limited to):- Permission to overbook- Permission to override a daily limit- Permission to override an allocated appointment slot- Permission to build templates- Permission to CHANGE or DELETE the saved schedule view

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» Saved schedule views are how most people pull up (or default) their schedule to see everyday

» Note: once the saved schedule view is deleted or changed, there is no “UNDO” button

The security should be limited to those who need to perform this function

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Assigning Templates – Stress Free

» Now that you have designed and built your PERFECT template, it is time to put it into action!

» Worry: assigning templates will bog down my system

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» Try to assign when there are few users on the system » Assign six months to a year out. Doing more than that

at one time could bog down your system and even cause it to freeze up. If your schedule goes out two years, that is fine. Assign the first year, then go and assign the second year.

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» Worry: what happens to the booked patient appointments? • When you assign templates, patient appointments will either

fit right in the new design OR they may become overbooked

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» Overbooked appointments will need to be manually moved over into the correct time slot• This can be time consuming, so plan ahead!

• TIP: Look ahead in your daily schedule. How far are you booked out? Find a date when your schedule is “light.” Pick that date if you can!

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» COMMUNICATE!• Let your scheduling staff know if you have made any changes.

If you have overbooked appointments to move over, assign them days to work on to get the job done.

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» When you assign your templates, if you have patients on the old template it will ask you: • “Do you want to MOVE these appointments to a Waiting List or

make them Overbooked?”

» Do not rush through this question! Choosing overbooked gives you a nice visual that you need to move the appointments and they are easier to work from overbooked rather than the waiting list.

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» When you are assigning templates and you have “2 Tuesday” templates - one for regular Tuesdays and another one for the third Tuesday of each month for the monthly meeting -

» TIP: Assign the first template for ALL of the Tuesday dates, then go back and assign the second one for the third Tuesday of each month. It is much easier to “overlap” than to count each date.

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» TIP: I assigned my new template and I do not like what I see. There are too many overbooked and I changed my mind. Now what?• Simply assign your OLD template back! Your appointments that

were already there will fall nicely back in place.

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Maintaining Templates

» Now that you have your perfect templates, keep your list nice, neat and organized. • Go back and inactivate your old templates. You are not

deleting them, they will be “archived”.• Before building new temples, stop and ask yourself if you can

simply modify the daily schedule to accommodate special days

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» If someone is filling in for someone else, you can COPY a template. This saves time from building a new one! • Remember, billing PULLS from the schedule. You do not want

to schedule patient’s on another person’s schedule unless you change the ‘Responsible Provider’ on the appointment and ensure that the EMR orders match. Assigning the template eliminates possible billing mistakes.

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» How do I know which templates I am using?• Look at the ‘Schedule Template Assignment’ section for “All

Dates”.- This tells you the template name and which dates it is assigned to

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» Tricks from the Schedule Template Assignment:

You can “remove” a day instead of manually blocking off on the daily schedule. However, people do like to have the visual for holidays, vacations, etc. on the daily schedule view.

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» TIP: After you are done assigning your templates and you decided to use ‘Allocated Appointment Time Slots’, play around with building appointment searches!• Bonus Tip: Have your appointment search preferences set

BEFORE building appointment searches

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Still need help?

» Do not go it alone!» There are many resources

out there for help, including Hayes. Email me if you want to perform a schedule template cleanup and redesign one-on-one!

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In Closing:

» Questions?

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Hayes’ Contact Information

» Angela Hunsberger, Senior Healthcare [email protected] (cell)

» Visit our website – sign up for our blog!www.HayesManagement.com

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mailto:[email protected]

http://www.hayesmanagement.com/

Magic Tricks in CPS Scheduling Templates - CHUG 2014 ~ Las Vegas CHUG Centricity Healthcare User...

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Transcript of Magic Tricks in CPS Scheduling Templates - CHUG 2014 ~ Las Vegas CHUG Centricity Healthcare User...