Kaiser Permanente Colorado Affiliate Link Summary of changes for November 14 th, 2016

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1 Kaiser Permanente Colorado Affiliate Link Summary of changes for November 14 th, 2016

2 Referral Event Monitor Notifications Previously, there was no consistent way of being notified of patients referred to your organization. If you already had access to a patient, the What s New and the New Patient In Basket message wouldn t alert you of any additional referrals for that patient. You will now receive In Basket messages when referrals are authorized or denied for patients that you care for, or when appointments created for those referrals are scheduled, cancelled, or the patient is a noshow. By default, all users will receive these In Basket messages, alerting you to status changes for relevant referrals. When these referral events are triggered, you will receive an In Basket message in the Referral Notifications folder. Changes you need to make: Navigate to Utils > Event Settings > Under Relationship Filtering, make sure that you either have Only events associated with a provider, department, or vendor in my group (recommended) or Only events associated with certain providers, departments, or vendors selected. This ensures that you only receive notification when a patient is referred to/from your group. If you have All events for patients in my group selected, you will receive notification for any referral created for your patients, even if it s not related to your group. Click Accept to save your changes.

3 Request removal of patients from your list Previously, there was no clear way to request that patients be removed from your patient list. This is useful if you no longer care for that patient, or if they were added in error. Now you can send the Affiliate Link admin team an In Basket message to have them remove that patient. Before sending this message, verify that no one else with your organization needs access to their chart. If they are referred to you, or if someone uses First Access to search for them again in the future, they will be re-added to your list. Since the removal is a manual process, please allow up to 3 business days.

4 Send a Help Desk message You can now contact the Affiliate Link admin team via an In Basket message. For non-urgent requests, questions, or problem, use the Help Desk message in In Basket. For urgent requests, please still call.

5 Receive notification of unread In Basket messages If you log into Affiliate Link infrequently, or simply want a notification of new messages in your In Basket, you can now elect to receive notifications sent to your address. By default, the system will send you notification every day that you have a new, unread message. If this is too often, you can change Days between s to the frequency of your choice. Changes you need to make: Navigate to Utils > User Demographics > Add your preferred address and click Save. If you do not wish to receive notifications, either remove your address or change Receive notifications to No. By default, the system will send you notification of new pooled messages, aka messages that have been sent to a group of users. Event Monitor notifications about new referrals are an example of this. It may be that you are ed a notification and when you log in to read it, someone else from your group has taken care of it. If you do not wish to receive notification for these kinds of messages, change Receive notifications for group events to No.

6 Easier patient searching Before, you needed to provide the patient s name, MRN, Sex and birthdate in order to gain access via First Access. Now, having just the MRN will be sufficient to find your patient. If you do not have the MRN, searching on full name, sex and date of birth should find your patient. For better matching, consider using the address fields as well. Before:

7 Kaiser Permanente Colorado Affiliate Link Summary of changes for August 29 th, 2016

8 Home Screen The Home screen is now accessible from a button at the top left of the website instead of in the menu on the left. From the Home screen, you can select a patient, create a new referral, and access training and support materials. The training and support materials have been updated and moved into the Home screen instead of being separate activities in the menu on the left. We will also post version/update history, so if you are seeing new things in the system, check here for the update history. Before:

9 Searching for a patient There were too many methods to select a patient. We removed the What s New and Pt. Lists activities because they were misleading or overly complicated. Patient Search shows you the same list of patients that you have access to as what Pt. List used to show, with the added benefit of a search bar. What s New only showed brand new patients to your group, not all new referrals. To track referrals, use the In Basket Referral Notifications message, or the Referral by Provider activity. You should use either the Select a patient.. hyperlink from the Home screen, or the Patient button in the upper right of any screen to access the Patient Search activity. They both take you to the same place. Before:

10 Searching for a patient by name You can now search for a patient s name in any reasonable format. Before, you would have to search in the format last,first with no space after the comma. Now, you can search for a name in any format, even with just a few letters. Example: John Smith can be searched as Jo Smi // Smi Jo // jo,smi // jo, smi Note: If you are trying to add a new patient to your list, you must still use the patient s full name in order to match on them.

11 Before: It works! Clinical Review The Clinical Review menu has been renamed from Clinical Information. It is also located higher up on the left menu. We have also added the Allergies, Problem List, Medications and Histories activities, so that you can find clinical information even faster. The Care Everywhere activity lets you see clinical information that Kaiser Permanente Colorado has received from other organizations. It will not let you add additional information from your organization into the patient s chart. Before:

12 Chart Review The tabs in Chart Review have been reordered, and some of the less useful columns in certain tabs have been removed, to make the screen look less cluttered. Notes/Trans, instead of being hidden behind the right scroll arrow, is now in plain view. Before:

13 Patient Profile Patient Profile has been renamed from Demographics/Eligibility. It contains the Demographics report and the Eligibility & Benefits activity. Before: Reports updated Some reports now have a more modern look and may show more info. Printouts also include a header with patient info. Referral reports in Chart Review and Referral by Provider/Member match and have the ordering/authorizing provider:

14 Eligibility report contains demographic information: Demographics report looks more modern: Referral Attachment/Note You can now add additional attachments or notes to existing referrals.

15 From the Referral by Member/Provider activities, open up the Referral report. There is a new button to add more information to an existing referral. You can still only add one new file to a referral at a time, but you can come back to this screen multiple times and add more attachments. You can see your note or attachments at the bottom of the referral report. Adding a new note will not notify anyone in the referral office, but the information will be available when they look back at this referral. Referral Message

16 You can now send a Referral Message to other users in the system that have In Basket access. From the Referral Detail report, there is a new Referral Message button. You can add a recipient, subject, and note. When you hit send, your recipient will receive your In Basket message along with the relevant referral/patient attached to it. For example, if you added a new comment to the referral via the Referral Note, but wanted to make sure someone saw it, you might use the Referral Message to let them know to look back at the referral. Set Default Page

17 When you first log into Affiliate Link, you are taken to the Home screen. If it would be more efficient to start somewhere else, for example In Basket or Patient Search, you can now customize your default page. You can access the Set Default Page setting from the Utils activity in the upper right of all screens. Two small buttons appear at the top of the screen. Navigate to where you want to start when you first log in, and then click Set Default Page to save your selection.