Table of Contents EpicCare Link Terms Glossary... 3 Referring a Patient to SickKids via EpicCare Link within the echn Portal... 4

Transcription

1 Training Guide 1

2 Table of Contents EpicCare Link Terms Glossary... 3 Referring a Patient to SickKids via EpicCare Link within the echn Portal... 4 Patient selected in echn application... 5 Finding a Patient... 7 Seamless Patient Selection... 7 Search for a Patient's Record Based on Name... 7 Create a New Chart... 8 Placing Orders... 9 Place a New Referral/Order... 9 Changing a Signed Order...12 Review Past Referrals...12 Home Screen In Basket and Event Monitor In Basket...16 View a message...17 Search for a message...18 Print multiple messages at once...19 In Basket: Sending Messages...20 Send an In Basket message...20 Reply to or Forward a Message...21 View Messages You've Sent...22 Cannot Access EpicCare Link Registration is Still Pending

3 EpicCare Link Terms Glossary Authorizing Provider This is the person under whose authority an order is placed and billed for. Accept (orders) This function accepts all of the order details you have entered. This is similar to Pending an order. Create a New Chart This allows the end user to create a new patient record in SickKid s patient database. Patients created in EpicCare Link will be reviewed for duplicates by SickKids staff. Event Monitor - Event Monitor allows users to monitor events that occur for their patients. Events are triggered by actions in Epic. Full ordering privileges This refers to an end user s ordering access. A user with full ordering privileges (usually the MD) will be able to select themselves as the Authorizing provider for all of their orders. A delegate user (Administrative Office Staff member) will be required to select a provider (usually the MD) who has granted them delegation. In Basket - In Basket is a secure, closed messaging system that allows users to send and receive messages about patient care with SickKids staff. Ordering Clinic This drives what providers are available to select as an Authorizing Provider. Your ordering clinic will always be formatted as follows: SK LAST NAME, FIRST NAME Provider. Procedure Order These orders contain specific tests/procedures to be done at SickKids (PFT, EEG, etc). Should this order be accepted after review, the patient will be scheduled for a procedure visit. Referral Order These are used to request an appointment within a SickKids specialty or sub specialty clinic. Should a referral be accepted, the patient will be scheduled for an outpatient visit. Sign (orders) This function Signs the order and routes it to SickKids for review. 3

4 Referring a Patient to SickKids via EpicCare Link within the echn Portal All echn users have access to the EpicCare Link which will facilitate the referral to the clinics. Access to the EpicCare Link is available directly from echn s Portal main menu under the e-referral link (screen shot below). If you are an office physician administrator and the e-referral application is not available for you it is likely that delegation hasn t been established to you by your authorizing Health Care Provider. Please contact echn s HelpDesk at or via helpdesk@echn.ca for further instructions. Below are screen captures illustrating the work flow to EpicCare Link access from echn s main menu. 4

5 Patient selected in echn application If you have access to echn s WebChart application you can make a referral directly from the patient s chart which will also provide EpicCare Link with the patient s demographics. The following steps outline this process 1. Select WebChart from echn s main menu and perform a patient search access your patient s chart 2. Once you are ready to start the referral select Refer Patient to Sick Kids (ECLink) hyperlink located above the table of content. 5

6 3. The patient s demographics will be shown to you which will be send to EpicCare Link. Please select Submit to launch your EpicCare Link session. 4. You will then be taken to a page notifying you that you are leaving echn s website. Click Submit. 5. Once you click Submit, you will be taken to SickKids EpicCare Link application where the patient s information will be populated on your behalf where possible. 6

7 Finding a Patient Seamless Patient Selection When a patient is selected in WebChart and EpicCare Link is launched, the patient s chart will be automatically opened within EpicCare Link. You will be prompted to select an ordering clinic and an authorizing provider. The ordering clinic will always read as: SK LAST NAME, FIRST NAME Provider. Delegates will choose from a list of approved authorizing providers. Any provider who has full ordering privileges will always choose themselves. Search for a Patient's Record Based on Name If you do not first select a patient in WebChart (e.g for ereferral only access) or if the patient doesn t exist in echn or if the patient doesn t have the same HCN in echn and SickKids, when you are logged into EpicCare Link, you will land on the home page. See page 12 The next step is to manually search SickKids patient database. To do this: 1. Click Patient. 2. The Search My Patients activity opens. 3. Enter the patient's name. 4. Press Enter or select the patient's name from the drop-down list of potential patient matches. 7

8 In two clicks, you can quickly open a patient chart that you recently had open. In the Search My Patients section of the Patient Search activity, select the Recent tab and then click the name of the patient. Create a New Chart If you do not find your patient using the Search MY Patients section, your patient may not have a record at SickKids. You can use the Create a New Chart functionality to create a new record and place your orders. 1. Click the Create a New Chart section. 2. Enter all required information. 3. Click Create. 4. You have created a new chart and can now place orders. 8

9 Placing Orders Place a New Referral/Order With the patient chart open: 1. Select Orders > Order Entry (on the left side of the screen). 2. Select an ordering clinic and authorizing provider and then click Accept. 3. Click Preference List to see a list of available orders. You can also choose to search in the New Procedure search box to find referrals and procedure orders. 4. Select the check box next to each order that you want to place. These orders appear under Selected Orders on the right side of the page. Use the sub-sections in the left pane to filter orders by type. 5. Click Accept Orders. A list of your orders appears on the right Selected Orders so you can review and make any necessary changes before signing them. 9

10 6. If there's a required ( ) or recommended ( ) icon next to an order, you must or can enter more information. Click an order's name to edit details like reason for exam or associated diagnoses. 7. Files such as an H&P from your EMR can be attached to an order. To attach documents to an order before signing it, open the order (previous screen shot) and click the Add File. You can add multiple documents to your order and give each a description. Allowed file types are PDF, PNG, JPEG, TIF, JPG, TIFF, TXT DOC, DOCX 10

11 8. Click Accept when you've finished editing an order. 9. When you've finished editing the orders, click Sign Orders. If you already know the name of the order in EpicCare Link, you can search for it in the New procedure field. 11

12 Cancel a Signed Order 1. Select the Clinicals tab and click Orders > Order Review. 2. Select the order you want to cancel and click Cancel Order. 3. Enter a reason for canceling and click Accept. Changing a Signed Order Once an order has been signed, the details cannot be changed. You will need to cancel the order and place it again with the correct details. Review Past Referrals You can easily review previous referral orders you have placed for a patient by selecting the Referrals/Claims activity. 12

13 Attach Documents to Past Referrals 1. Navigate to the Referrals/Claims activity. 2. Click the referral ID to open the referral you d like to access 3. Click Add Note/Attachment 13

14 4. Enter a Note Type, Summary and upload your attachment and click Add note 14

15 Home Screen If you do not select a patient in WebChart, have e-referral access only or the patient does not exist in SickKids database, this is the first screen you will see when you log into EpicCare Link. From here you can: 1. Access commonly used activities such as: o Your In Basket o Patient Charts o Log Out 2. The left side of the screen also contains links o I want to Select a patient. The chart will open to the Patient Search activity Place an order. The chart will also open to the Patient Search activity o In the News KHA Kids Health Alliance specific news. Information such as Epic will be upgraded to the newest version on XX/XX/XXXX o Quick Links Links to commonly used websites Training document Directory of SickKids Clinics 3. The right side of the screen displays a list of all the events that you are being notified about. o Events include: SK REFERRAL AUTHORIZED SK REFERRAL DENIED SK REFERRAL APPOINTMENT SCHEDULED SK REFERRAL APPOINTMENT CANCELLED SK REFERRAL APPOINTMENT NO SHOW 15

16 In Basket and Event Monitor In Basket In Basket is a quick and easy way to communicate with your colleagues. From here, you can view and sort messages, search for messages based on a number of criteria, and respond to your messages. Select the In Basket tab to access your messages. Folders that group types of messages appear in the left pane. If you have new messages, the folder title appears in bold, and the number of new messages appears in parentheses next to the folder name. If you have a new high-priority message, the folder appears with a red arrow. 16

17 Anytime a referral status changes, needs more information, tests are resulted, etc. you will receive an In Basket message. You will receive an alerting you to new In Basket messages that have been sent to you. The will not contain any PHI. It will contain a hyperlink to the echn website. Once in the echn site, click the hyperlink to log into EpicCare Link and review your messages. View a message 1. Select the folder for the type of message you want to view. The messages in that folder appear in a list to the right. 2. Select a message to read its contents in the bottom pane. 17

18 Search for a message 1. Click Search in the toolbar. 2. Enter as many search criteria as you want. You can search by patient, message type, status, recipient, priority, date, or any combination of these. 3. Click Search. Your search results appear. 4. To return to your normal In Basket view, click My In Basket at the bottom of the left pane. 18

19 Print multiple messages at once If you are working with a paper system, it can be useful to print multiple In Basket messages that you can then keep on file. 1. Select the folder containing the messages that you want to print. 2. Select the check boxes next to the messages that you want to print. 3. Click Print Selected on the toolbar. 4. Select the appropriate print settings and print the messages. 19

20 In Basket: Sending Messages In Basket is a communication hub where you can send and receive secure messages with the Sickkids care team/administrative staff similar to . You can also associate a patient with the message using the Patient field on the message form so that the recipient can refer to the patient's chart. Please note that the message will not be saved to the patient s chart Send an In Basket message 1. Select the In Basket tab. 2. Click the arrow next to New Msg and select the type of message you want to send. 3. In the To field, completion match on the name of the person to whom you would like to send your message. To see a list of all possible recipients, click. 4. Enter a brief subject in the Subject or Summary field. 5. If you are sending a message regarding a patient, search for a patient. This attaches the patient's name to the message. 6. Complete any other required fields. 7. Type your message in the Note field. 8. When you are finished, click Send Message. 20

21 Reply to or Forward a Message Click a message to select it. To reply to a message, click To forward a message, click Reply. Forward. Note: Reply and Forward options might not be available depending on the message you've received. 21

22 View Messages You've Sent 1. Select the In Basket tab and click My Out Basket. The folders and messages in your Out Basket appear. 2. Select a message type in the folder pane, and then select a particular message in the top right pane to view it. 3. To return to your In Basket, click My In Basket in the bottom left corner. 22

23 Cannot Access EpicCare Link Registration is Still Pending If you re EpicCare Link account has not been set up yet, you will receive the message below when attempting to access the site. The turnaround time for EpicCare Link account set up is hrs. 23