Vanderbilt Outpatient Order Management

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Geraldine Webb
6 years ago
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Vanderbilt Outpatient Order Management Ordering Application VOOM provides users with an application to manage their outpatient orders by electronically communicating

This application provides the ability to electronically submit charges for a patient encounter.

1 Vanderbilt Outpatient Order Management Ordering Application VOOM provides users with an application to manage their outpatient orders by electronically communicating the orders to the appropriate staff. VOOM also allows users to access the Charge Capture application. This application provides the ability to electronically submit charges for a patient encounter. Diagnostic Tests Ordering Application Diagnostic Tests Charge Capture Vaccinations Star Summary The charge capture screen will only be active for patients checked-in for their appointment in Epic. Providers will also be able to enter procedure codes. Charge Capture Vaccinations Star Summary Rev 4 1/7/13

Launch Starting VOOM VOOM Tab Actions Menu Whiteboard Closing VOOM Starting VOOM - The VOOM application was designed to run and live inside of Star Panel.

VOOM Tab the VOOM Ordering Screen lives on the VOOM tab and is always available once a specific patient is selected in Star Panel.

2 Launch Starting VOOM VOOM Tab Actions Menu Whiteboard Closing VOOM Starting VOOM - The VOOM application was designed to run and live inside of Star Panel. Once a patient is selected in Star Panel the application will always be available on its own tab. VOOM Tab the VOOM Ordering Screen lives on the VOOM tab and is always available once a specific patient is selected in Star Panel. Actions Menu VOOM is available through any of the actions menus in Star Panel. If a provider accesses VOOM through a patient s checked-in appointment, the system will know who the provider is and the provider will not have to self-identify. White Board To access VOOM simply launch the Star Panel Action Menu by clicking on the sp link in the White Board Actions column. Closing VOOM - The application will automatically close when you log out of Star Panel. VOOM is designed to continually save any changes made during a session. If you leave the application for any reason the changes you made during a previous session will be available when you return to the application.

Navigation Screen Layout Selected Patients VOOM Tabs Search for Test Orders Section Work Area Refresh Start a Message Send Orders Screen Layout - The VOOM application is designed in two main

Selected Patients Displays the patient currently selected in Star Panel. Any orders sent will be for this patient.

Orders Section The left hand side is where you can maintain a list of your selected favorite test.

3 Navigation Screen Layout Selected Patients VOOM Tabs Search for Test Orders Section Work Area Refresh Start a Message Send Orders Screen Layout - The VOOM application is designed in two main sections. The top section is where you find and select items to order while the bottom section allows you to enter required information about each individual item. Selected Patients Displays the patient currently selected in Star Panel. Any orders sent will be for this patient. VOOM Tabs Allows navigation to other screens in VOOM from the Ordering Screen. Test Selection Search allows you to free text search for any test. Your clinic favorites will appear in bold. Orders Section The left hand side is where you can maintain a list of your selected favorite test. The right hand side is a list of commonly ordered tests for your clinic and is broken down into 4 categories (Labs, Radiology, Order Sets and Appointments/Consults) Work Area Allows you to enter and edit required information for each test. Refresh Will refresh the application. Start a Message Will open a new message basket in the lower panel. Send Orders Will submit orders to be completed.

Test Management Managing Tests Searching My Favorites Adding Removing Sorting Commonly Ordered Order Sets Managing Tests - An orderable in VOOM can be found by using the free text search box or in

4 Test Management Managing Tests Searching My Favorites Adding Removing Sorting Commonly Ordered Order Sets Managing Tests - An orderable in VOOM can be found by using the free text search box or in the commonly ordered section. VOOM also allows each user to create and manage their own list of favorites in the My Favorites area on the screen. Searching Simply start typing in the search box field to start the orderable search. Once you have found the orderable double click the name of the Orderable to add it to your work area. My Favorites Allows you to keep your own list of favorite tests. Adding Test to My Favorites Click on the Green Plus located next to any orderable to add to the My Favorites area. The Yellow Star next to the orderable indicates it s already in the My Favorites area. Removing Test from My Favorites Click on the Red X located next to any orderable and it will be Removed from the list. Sorting By selecting a test and clicking either the up or down arrow buttons you can change the sort order of the My Favorites tests.

Test Management Managing Tests Searching My Favorites Adding Removing Sorting Commonly Ordered Order Sets Viewing Editing Commonly Ordered This section contains different categories of orders used by

The categories are : Labs Radiology Appointments/Consults Order Sets NOTE: If the patient is a return patient, you can select previous orders and see what was ordered for the patient the last time.

The order sets are found in the commonly ordered section and can be added to the My Favorites section. Viewing Click the black arrow to view the items that are included in the order set.

5 Test Management Managing Tests Searching My Favorites Adding Removing Sorting Commonly Ordered Order Sets Viewing Editing Commonly Ordered This section contains different categories of orders used by your clinic. By selecting different categories from the drop list you can view Those exams. The categories are : Labs Radiology Appointments/Consults Order Sets NOTE: If the patient is a return patient, you can select previous orders and see what was ordered for the patient the last time. Order Sets Are groups of items that a commonly ordered together. They will include Labs, Imaging Exams, Appointments and/or Consult Requests. The order sets are found in the commonly ordered section and can be added to the My Favorites section. Viewing Click the black arrow to view the items that are included in the order set. Clicking the arrow a Second time will collapse the set. The number to the right of the name indicates how many items are contained in the set. Selecting Double click on the name of the order set and all of the items contained in the set will be dropped down to the work area. Editing Editing a order set is not allowed in the order section. If there are items you do not with to include in the order you will have to select the order set and then remove individual items by clicking on the red X s.

Ordering an Orderable an Orderable Diagnostic Tests Tab Deleting Sending Recalling Last Ordered Vaccinations Tab Deleting Live Indicator Add to Orders Communication Tools Opening Message Basket

6 Ordering an Orderable an Orderable Diagnostic Tests Tab Deleting Sending Recalling Last Ordered Vaccinations Tab Deleting Live Indicator Add to Orders Communication Tools Opening Message Basket Creating Patient Reminders Patient Warnings Duplicate Orderable Draft Order Current Patient Age Recommendation (vaccinations) Selecting an Orderable - VOOM has a built in auto save feature that saves all of your work while using the application. In addition, you may delete an orderable after it has been created and in some cases recall a test after it has been sent to be completed. Diagnostic Tests Tab Is used to order all items. Selecting- Double click on the test name to select and move the orderable to the work area. Deleting An orderable can be removed from the work area by clicking on the Red X. Sending Click send to submit the orderable. VOOM allows test to be submitted individually or all at once. Recalling After a test is submitted and is waiting for completion the test can be recalled for editing or deletion. Last Ordered The date the last time the test was Ordered in VOOM is displayed in the status column of the work area.

7 Continued Ordering an Orderable an Orderable Diagnostic Tests Tab Deleting Sending Recalling Last Ordered Vaccinations Tab Deleting Live Indicator Add to Orders Communication Tools Opening Message Basket Creating Patient Reminders Patient Warnings Duplicate Orderable Draft Order Current Patient Age Recommendation (vaccinations) Vaccinations Tab Is a wizard that assists you in ordering vaccines. Selecting - To select one or more vaccinations check the box next to the name of vaccination. When a combination vaccination is selected any individual vaccines contained in the combination that were previously selected will be unselected. Deleting Can either be accomplished by un-checking the vaccination or by clicking on the Red X in the work area on the diagnostic tests tab. Live Indicator All Live vaccinations are identified. Add to Orders To add vaccinations to the work area on the diagnostic tab click the Add to Orders button. Communication Tools Allows quick and easy ways to communicate important information regarding items ordered. Opening Message Basket To start a message basket communication in the lower frame click the New Message Link Creating Patient Reminders By checking the Notify Staff to Contact Patient box VOOM will set a reminder for your staff to contact the patient a few days before the item needs to be completed. This box must be checked before you click the Send Button.

Continued Ordering an Orderable an Orderable Diagnostic Tests Tab Deleting Sending Recalling Last Ordered Vaccinations Tab Deleting Live Indicator Add to Orders Communication Tools Opening Message

8 Continued Ordering an Orderable an Orderable Diagnostic Tests Tab Deleting Sending Recalling Last Ordered Vaccinations Tab Deleting Live Indicator Add to Orders Communication Tools Opening Message Basket Creating Patient Reminders Patient Warnings Duplicate Orderable Draft Order Current Patient Age Recommendation (vaccinations) Warnings There are various warning messages to assist you in order items. Duplicate Orders When ordering either diagnostic test or vaccinations a warning will be displayed when duplications are selected. Draft Order If you send orders and there are additional tests that are incomplete a warning message will be displayed. Current Patient If you attempt to navigate away from a patient in Star Panel that has existing VOOM orders that have not been submitted. Star Panel will display a warning. Age Recommendation (vaccinations) If a patient does not meet the recommended age for a vaccination a warning message is displayed. Hovering over the name of the vaccination will display the recommended ages.

Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions Stat Perform

9 Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions Stat Perform In Clinic Add On Test Date Default Apply All Recurrence Notes Comments Lab Answer on Order Radiology Required Info Required Information - For all items there is some fundamental information that is required to be completed before the item can be sent. When applicable this information is defaulted and completed for you. Ordering/Billing Provider - If the VOOM application is unable to determine who the Ordering and Billing Provider should be the application will prompt the user when it is launched. If a provider signs into Star Panel, the information will default to them. If VOOM is launched inside the context of an appointment, the information will default to the EPIC appointment providers. Selecting Select the provider from the drop down list. Changing Click the link to change the providers selected. Selecting a Clinic If VOOM is unable to determine the clinic for which the order is created then you will be prompted to select the clinic. Adding If you are unable to find the provider you will need to add the provider by clicking the Add Provider(s) link. To add a new provider you will need to search, highlight and click Add Provider button.

Continued Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions

be submitted. The field will be outlined in red until the information is completed. Searching - To search for an ICD code simply start typing the code or description in the field.

Clicking on the grey ICD will display additional ICD s associated to that heading.

10 Continued Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions Stat Perform In Clinic Add On Test Date Default Apply All Recurrence Notes Comments Lab Answer on Order Radiology Required Info ICD Each orderable is required to have an ICD code before the test can be submitted. The field will be outlined in red until the information is completed. Searching - To search for an ICD code simply start typing the code or description in the field. Additional Digit Required If a result in the ICD search list is light grey in color then it s a code that requires an additional digit. Clicking on the grey ICD will display additional ICD s associated to that heading. History When the word History appears in the ICD field there will be ICD s available that are related to that patients history. Auto Fill- Once a valid ICD is selected you can fill all additional blank ICD-9 fields by clicking the green auto fill button. Charge Capture You can highlight an ICD in the Charge Capture Application and VOOM will associate it to any item that is selected. In addition, and ICD used in the VOOM work area will be suggested in the Charge Capture ICD History and any ICD used in the Charge Capture Application will be suggested in the VOOM ICD History.

instructions Stat To order a test Stat then check the Stat check box. Perform by Nurse To have clinic staff collect a specimen in The Examination ROOM, then check the Perform by Nurse check box.

11 Continued Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions Stat Perform In Clinic Add On Test Date Default Apply All Recurrence Notes Comments Lab Answer on Order Radiology Required Info Special Instructions Allow you to tag individual items with special instructions Stat To order a test Stat then check the Stat check box. Perform by Nurse To have clinic staff collect a specimen in The Examination ROOM, then check the Perform by Nurse check box. Add On To add an additional test on to a previously collected Specimen, check the Add-On check box. A specimen label will print in the main laboratory area to notify them of the Add-on-test. Test Date In VOOM a date a range is created for when a test is available to be completed by clinic or ancillary staff. Default The default date for an orderable is Today and for Appointments/Consults it is Next Appt. Changing You can access the date selection screen by clicking on the date in the When column. Apply All Selecting the Apply All check box will override all previously selected dates and set all un-submitted test to the selected date. This does not apply to recurrence. Recurrence Select the Additional Recurring check box and selecting how often and how many times the test should be repeated. The recurrence is in addition to the initial test. The example to the right shows a future test ordered in 6 weeks with two additional recurrences to be completed in additional 6 week increments.

some cases they are used to collect required information to complete a test. Comments - All test can have a comment associated to them.

12 Continued Information for an Orderable Required Information Ordering/Billing Provider a Clinic Adding ICD Searching Additional Digit Required History Auto Fill Charge Capture Special Instructions Stat Perform In Clinic Add On Test Date Default Apply All Recurrence Notes Comments Lab Answer on Order Radiology Required Info Notes Are used to collect general comments about a specific test and in some cases they are used to collect required information to complete a test. Comments - All test can have a comment associated to them. This note will be viewable on all other VOOM applications and in some cases it s passed onto the ancillary information system. Lab Answer on Order To complete some of the test in the Lab some specific information is required at the time of ordering. When this happens you will be prompted to answer the question upon selecting the test. Radiology Required Info - To complete some of the test in Radiology some specific information is required at the time of ordering. When this happens you will be prompted to answer the question upon selecting the test. If you choose to wait and answer the question the notes icon will display a Red X until the question is completed.

13 Order Status Status of Order Order Sent Ready for Staff Processing Staff Cancelled Phleb. Cancelled Rad. Cancelled Expired Acknowledged Status of Order - The status of the VOOM order is updated in real time as the orderable travels through its life cycle. Order Sent All of the required information is complete and the order was sent to the appropriate ancillary work list. Ready for Staff All of the required information is complete and the order was sent to the Staff Work list to be completed. Processing An order that was processed by ancillary staff. Staff, Phleb., Rad. Cancelled An orderable cancelled by the staff. The reason for cancelling the orderable is available by hovering over the status. Expired An orderable that was never completed by the patient. Acknowledged An orderable that was completed by the staff.

14 Star Panel Summary The VOOM Order Summary How to Find Opening Information Available Static Information Live Information The VOOM Order Summary - A summary of the VOOM order for each patient each day is created in the Patients Chart. How to find the summaries are stored in the Patients Chart in Star Panel. Opening A single summary is created for each provider by the day the orders are submitted in VOOM. Clicking on the Voom Orders link will show a summary of the orders. Information Available Currently there is a description and ancillary code of the orderable, the description and code for the reason, and the ordering provider. This information is static and does not change. In addition, the current status and valid dates of each orderable are live and updated in real time.

15 Frequently Asked Questions Expired Orders Unable to Send Orders Defaulted Information Appointments Unable to See Work Area Commonly asked questions for the application. Expired Orders Q: What do these expired orders mean? A: When an order or test is not completed (patient no-shows) within a certain number of days, the order will expire and go back to the ordering provider s staff work list. The staff n.eeds to let the provider know order was not completed. Once they do this, they can click on the green checkmark so the order will be acknowledged to show that it has been addressed. Orders will not Submit Q: Why won t my orders will not submit? A: All required information must be completed (e.g. Ordering Provider, Billing Provider, ICD-9. A: Check if test has an Answer on Order question to be completed. Defaulted Information Q: Why is the ordering and/or billing provider blank when I order a test? A: The providers will only be auto filled if VOOM was launched from inside an appointment in Star (e.g. from White Board, Outpatient Visits) or the user that is logged in is authorized to be an ordering and/or billing provider. Appointments Q: What does NextAppt refer to on the Appointments Tab? A: Next Scheduled Appointment Can not see the Work Area Q: Why is it sometimes I can not see or get to the work area to edit and send tests. A: On some computers there is a very light grey line at the bottom of upper panel in Star Panel that s needs to be selected and dragged down to expose the lower area of VOOM.

Trainer Outline: Provider: Documenting a Visit with Note Capture

Trainer Outline: Provider: Documenting a Visit with Note Capture Prerequisites Please reference the OP15 Resource List ILTs: All Roles: Navigating the Electronic Chart All Roles: Messaging Who Needs to