Scheduling and Patient RegistrationBrodie Goodman

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Executive Sponsor

• Welcome• Active Participation• Thinking Ahead for Future State• Adherence to Guiding Principles

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Design Session Expectations

• Goal: Determine if the presented workflows are a good fit for BJC/WUSM

• Participate and ask questions– Please state your name and role/area you’re representing

• If you oppose, you must propose• Decisions by consensus• We’ll use a parking lot & reengineering sessions for

undecided workflows/decisions• We are not validating content

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Project Guiding Principles

Do what is best for our patients and their families• Focus on safety, clinical outcomes, and our commitment to quality

• Enhance the patient/family experience and increase patient satisfaction

• Design workflows in a patient-centered manner, emphasizing care coordination, and continuity

Do what is best for our providers• Optimize clinician experience, prioritizing the best use of their time

• Engage practicing providers and frontline clinicians throughout the process to ensure operational success

Do what is best for the enterprise• Standardize processes, workflows, and content to the fullest extent possible to reduce

variations in care and ensure provision of evidence-based care at all times

• Leverage the Epic foundation system and focus on best practices

• Weigh decisions against scope, timeline, and budget

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Decision-Making CriteriaI have a stake in the decision.

I agree with the recommendation presented.

I have a stake in the decision.

I recommend a change from the proposed recommendation and will discuss my concerns.

No Vote

Does not relate to my job role, department or area.

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Key Decisions for Today’s Session

• Will the auto-scheduler box be checked by default?• Will registration fire before appointment entry, after

appointment entry, or both?• What registration information will be collected at the time

of scheduling• What registration information will be collected after

scheduling (pre-registration)?• Will users be required to document a PCP at

scheduling?• How will staff indicate if a patient does not have an

address?• Will staff fill out the Travel and Exposure Questionnaire

at the time of scheduling or check-in?

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Definitions

Auto-scheduler: Cadence's automated scheduling feature that uses various settings and configurations, as well as the visit type, provider, and patient information, to find open times for appointments in providers' schedules.

Overbook: Openings in a provider's schedule that are set up if that provider is willing to be double booked in certain time slots.

Block: Used in Cadence as a visual indicator on the provider's schedule for time slots set aside for specific types of patients or visits

Pre-registration: The act of registering a patient prior to their appointment.

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SchedulingSystem Demo

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What We Need to Find Out

• Question:– Will the auto-scheduler box be checked by default?

• Recommendation– The auto-scheduler is useful for complicated

scenarios, where multiple rules, visit type restrictions, pools, panels, providers, and generally complicated build might be confusing for end users.

– Epic’s recommendation to depends on BJCMG’s use of complicated scheduling rules

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RegistrationSystem Demo

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What We Need to Find Out

• Question:– Will registration fire before appointment entry, after

appointment entry, or both?

• Recommendation– In order to expedite the scheduling process,

registration should fire after appointment entry (encounter registration).

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What We Need to Find Out

• Question:– What registration information will be collected at the

time of scheduling?

• Recommendation– Based on your current workflow, Epic recommends

that you collect demographics, guarantor, and coverage information at the time of scheduling.

– To discuss: basic demographics, accident related field, interpreter needs, emergency contact, guarantor, coverage.

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What We Need to Find Out

• Question:– What registration information will be collected after

scheduling (pre-registration)?

• Recommendation– Epic’s recommendation depends on what is collected

at scheduling.

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What We Need to Find Out

• Question:– Will users be required to document a PCP at

scheduling?

• Recommendation– Epic recommends that you maintain your current

workflow and document the PCP at check-in.

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What We Need to Find Out

• Question:– How will staff indicate if a patient does not have an

address?

• Recommendation– If the patient doesn’t have an address or phone

number, enter the clinic address in the address field and all zeroes in the phone number field. If the information is currently unknown, leave these fields blank.

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What We Need to Find Out

• Question:– Will staff fill out the Travel and Exposure

Questionnaire at the time of scheduling or check-in?

• Recommendation– Epic does not have an official recommendation. This

decision depends on the organizational policy.

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Questions?

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What’s Ahead?

• Design Sessions Week 1: September 15-17

• Design Sessions Week 2: October 6-8

• Reengineering Sessions Week 1: October 27-29

• Reengineering Sessions Week 2: November 17-19