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Epic- Front Desk Definitions
Hyperspace Displays basic information about Hyperspace session, such as the department you logged into. It is also known as an integrated platform that hosts most Epic applications. DAR Department Appointments Report is a list of all patients you are expecting to see today in your department. Patient Lookup Window allows you to find or create patient records. Activity tool bar contains buttons that relate specifically to the activity you are currently in. Epic search box allows you to get to activities, patients, and clinical information quicker by typing in what you are looking for and clicking a hyperlink to jump to that information. Patient sidebar information such as upcoming appointments, Guarantor Account Information, and Insurance Information can be seen. Provider actual person like a doctor, nurse or technician, a resource, a room, or a piece of equipment that needs to be scheduled. Schedule Scanner allows you to quickly access how full a provider schedule is for the next seven days. Number of openings indicates the number of regular available openings for each slot. Time The beginning of each period on the schedule. If blank, it indicates the slot is public and can be scheduled by anyone.. If Pri, appears the slot is private, can only be scheduled by someone with private access. MRN Medical Record Number of the patient with an appointment. END break in the schedule. Name indicate the name of the patient. Regular openings openings can be scheduled into with no problems. The number of regular slots open per slot is indicated by the number you see next to the time slot. If the slot is color green there is a positive number in that slot, then no regular appointments have been scheduled there. If there is a zero the slot color is yellow
there are no regular openings available but the provider has a least one open overbook available. Red time slots means no available appointments. Gray time slots means the time slot has been designated as held time. The provider wanted a portion of his or her schedule held for some reason. Overbooks opening set up if the provider is willing to be overbooked in certain time slots. Security the ability to schedule into overbooks is security controlled. A block of time time slot reserved for a particular type of visit or patient. During the scheduling process, blocks serve as visual indicators on the providers schedule. Appointment Entry displays information either as you enter it or as you select slots on the schedule. This information includes visit type, date, provider, time length, and appointment notes. Appointment Review shows a summary of the appointment you are scheduling. This allows you to review the appointment information within the patient before accepting the appointment. Confirm Now button on the Appointment Review window. If you are scheduling a patients appointment for the near future, you can click this button. This will prevent that particular appointment from appearing on the Confirm Appointment Report. Accept button to schedule the Appointment. If selected you are scheduling the appointment and creating a contact for the patient in the system. There are many ways to look up patients. In the Name/MRN field The patient's full or partial name (3,3 rule), in the format Last Name, First Name. The patient's system ID number. the patient's other Medical Record number, in the format MR.# The patient's full or partial Social Security number, in the format SS.# The patient's insurance number, in the format IN.# The patient's member ID number, in the format MI.# The patient;s phone number, in the format PH.# The patient Date of birth. t today's date t+ tomorrow's date t- yesterday's date t- the date three days ago w
What four fundamentals are required in order to schedule an appointment on the Make Appointment form? Department, Visit Type, Provider or Resource, Start Search on Date Where is the appointment being scheduled? Department Why is the appointment being scheduled? Appt Notes What Appointment should be scheduled? Visit Type or Codes With whom is the appointment being scheduled? Provider When is the appointment being scheduled? Start Search on Date You need to schedule an appointment 2 weeks from today. What are two date shortcuts you could enter in the Start search on field? w+2 and t+ What is the importance of clicking Accept on the Appointment Review window? Locks in the Appointment You are making an appointment for a patient who needs to see the provider for a sore throat; in which field on the Make Appointment form would you indicate why the patient needs to be seen? Appointment Notes or Reason On the provider schedule, what does blue slot indicate? at least one regular opening has been used, but there is at least one remaining regular opening Registration screen Screen you can verify the patient's registration information. New Patient Registration Wizard Allows you to enter demographic information. This wizard contains fields that request the input of either required or recommended information. The requested information is necessary to ensure the smooth progression of patient queues, patient care, and billing workflows. Recommended fields marked with a yellow yield sign. It is possible to leave a form without supplying recommended information. However, any missing information could make it more difficult to complete other workflows. Required fields marked with red stop sign. Demographic Forms Displays general demographic information about your selected patients. The information in general, non appointment-specific information. In this form you have the ability to add or change the information as needed. Permanent Address tab
Contains the patient's address which is used for sending appointment reminders, letters and lab results. Bills and statements or letters regarding billing information are not sent to this address. PCP Primary Care Provider is a health care professional, chosen by the patient to manage their primary care needs, such as physicals, immunization and health maintenance. Care Teams Activity screen that allows you to add and change the patient's PCP. You will not see no current PCP, in the Care Team screen. Patient Contact Form Contains information regarding the patient's employment. emergency contact information a window that you can enter the patient's emergency contact information. Pull info a button to pull information from the current patient, another emergency contact or another patient's information to the emergency contact information. Guarantor The person or financial entity who is financially responsible for the patients. Insurance coverage When a patient receives services that are covered by insurance, a claim is sent to the insurance company listed in the patient's coverage record. Add Guarantor Account Questionnaire Form to determine what type of guarantor account to add and who the guarantor is. Personal/Family Guarantor account type, most common account tye and indicates that the visit is not the result of a work related injury or third party accident. Workers' Comp Visit regarding work related injuries Additional Info screen shows what patients are using in the Guarantor Account. Coverage the coverage record contains the insurance information for a patient. The data in the coverage record is used when a claim is sent to the insurance company. Coverage Record indicate the payor and plan of the coverage. Payor an insurance company Plan a set of benefits that the information company offers to group of its benefits. Subscriber the person in whose name the insurance is issued. Members are patients who are enrolled in an insurance plan, person covered by the insurance. RTE Real Time Eligibility
Referral tab in the Appointment Desk shows you if there are an existing referral for a specific patient. Creating a referral during scheduling based on the visit type selected and the payor/plan listed for the patient you may be prompted to create a referral during scheduling. Referrals work queue allows you to work with existing referrals created for your department. Referral# field shows a system generated referral number Referred by Fis the department that originates the order/referral. This can be outside or within the organization Referred To field indicates the referring provider Referred to Spec is the department that receives the order/referral for services to be performed Class field indicates three classes of referrals- Internal, Incoming and Outgoing Status column indicates the status of referral Sched/Comp column shows how many appointments have been scheduled and how many have been completed Sched Status column indicates the status of the referral payor column indicates the patients insurance coverage that is associated with the referral Type field indicates the kind of services requested Class field indicates three classes of referrals (Internal, Incoming and outgoing) Reasons field show the reason the patient is being referred Referred by section contains locations, department and provider information Referred to section contains department, department specialty and location and provider specialty Authorization form form used to record the authorization number to indicate the authorized dates, and to select the decision for the approval or denial per the insurance carrier. Authorized dates sections displays the effective dates for this referral. Decision section of the authorization form indicates whether a referral has been approved or denied by the insurance company.
no approval necessary patient tracking is used for tracking where we send out patients, especially when they are sent outside of the organization. It is used for documenting where resource are needed. Notes used to document notes associated with the referral and any comments concerning the authorization status. DX/PX form where the diagnosis and procedure requested is documented. Referral detail form shows read only information contain in the referral. Print on Accept button to print the referral and details Referral workqueue provides a list of patients that have active referrals requiring scheduling and authorization. Point of service warning warning or flagged as needing a referral and subsequent authorization. Referral Action Activity lists of referrals that exist for the selected patient and can be use to create new referrals. Medicare A federal program of health insurance for persons 65 years of age and older or disabled F/O Filling order MSPQ Medicare Secondary Payer Questionnaire that contains a series of questions designed to prevent fraud and keep Medicare form being billed inappropriately. Terminating coverage the process of indicating that coverage is no longer effective and should no longer be used. Inactivating an account no loner to be used for future visits. Inactivating a guarantor account prevents the account from being assigned as a visit account in the future. Alerts section opens by default and notifies the user of any pertinent information regarding the patient's coverage. Details screen lists the covered services of the patients insurance benefits. Covered services lists the services covered by a patients benefits. Benefits Table of the patients financial benefits coverage and service type. Service Type column shows benefits for a particular visit.
messages the sender to decide who the recipients are Staff messages general message sent to an individual or group of employees Patient call back messages a specific message designed to relay the need to return a call to a patient. letter messages contain hyperlinks to letters for printing and are usually sent to receptionist or nurse by providers schedule messages a message sent to a scheduling pool for patients who need an appointment scheduled. MyChart portal which allows patients limited access to their electronic medical record proxy access allows a third party to view a patients record in mychart.
