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RESOURCE AND PATIENT MANAGEMENT SYSTEM EHR CAC Review Course Office of Information Technology (OIT) Albuquerque, New Mexico (Accredited Sponsor) and Aberdeen Area (Sioux Falls VA), Bemidji Area Office,
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RESOURCE AND PATIENT MANAGEMENT SYSTEM EHR CAC Review Course Office of Information Technology (OIT) Albuquerque, New Mexico (Accredited Sponsor) and Aberdeen Area (Sioux Falls VA), Bemidji Area Office, Portland Area Office, Oklahoma City Area Office, Phoenix Area (2 locations) Alaska Area Office & Nashville Area Office Table of Contents 1.0 General Information Purpose of Training Prerequisites Certificate Of Completion Course Objectives Learning Objectives Instructors and Facilitators Albuquerque, NM (OIT) Aberdeen Area (Sioux Falls): 3.3 Bemidji Area: 3.4 Oklahoma City Area Office: 3.5 Portland Area Office 3.6 Alaska Area Office 3.7 Nashville, TN 4.0 Detailed Agenda Day One Day Two Day Three. 4.4 Day Four Background 5.1 Health Information Technology for Economic and Clinical Health Act 5.2 Incentive Payments 5.3 Meaningful Use ii Table of Contents 1.0 General Information 1.1 Purpose of Training According to the Health Information Management Systems Society (HIMSS), integration of clinical workflow and business strategies of any healthcare organization will spell success for the providers of the future. Efficient exchange of data and information is essential for this merger, and information technology is the tool with which to accomplish the consolidation. Clinical Informatics is the combination of clinical knowledge and data used to increase quality of care. In addition, informatics conveys the understanding and integration of information technology into healthcare to ensure the effective provision and to support the business objectives of clinicians in healthcare industries. Nursing Informatics applies information technology to the work of nurses in healthcare while Medical Informatics is the name given to the application of information technology to medicine. The informaticist focuses on application of technology, medical care, nursing care, and pharmaceutical care in (a) supporting, (b) streamlining, (c) improving interactions between people and their workflow, and (d) increasing patient safety with best practices and reliable systems. Because more of medicine is data-driven and computer assisted, there has been a growing demand for nurses, physicians, and other health care professionals to acquire knowledge and experience in the principles, practices, and techniques of informatics. This five-day course will further prepare the informaticist for the advanced application of the Resource Patient Management System Electronic Health Record (RPMS EHR) within the patient care setting through optimization of certified electronic health record technology to meet Meaningful Use (MU) and advance clinical quality care through the utilization of clinical applications. The objective of this hands-on classroom course is to explore advanced informaticist concepts for electronic health record processes and practices with specific roles in the Clinical Application Coordinator (CACs) informaticist arena. All classroom sessions are Monday thru Friday from 8:30 AM - 4:30 PM Mountain Time. 1 General Information Only This training will use WebEx Videoconferencing and Collaboration Technology to connect classrooms located throughout the Indian Health Care System. All students will be participating from one of the designated training locations. Instructors and facilitators will teach via WebEx using the educational techniques of lecture, discussion, scripts, and hands-on computer experience. DISCLAIMER: This class is for Electronic Health Record-related knowledge. There are many RPMS clinical applications (i.e., Reminders, Pharmacy and icare) that have separate training sessions. This class is focused on the EHR application. Please see the RPMS Training Web Site for a forthcoming training in your area. Prerequisites This class will be oriented towards Clinical Application Coordinators, Pharmacy Informaticist, Laboratory Informaticist, HIM Professionals, Site Managers, EHR Implementation Team Leaders and other EHR Team Members involved with the set-up and implementation of EHR at their facility. Facilities that have loaded Pharmacy 5/7 and EHR at their facility prior to this class will be able to work on their own systems during the training. This advanced course assumes that participants are Intermediate to Advanced RPMS Users and have experience with RPMS Packages to include (a) Patient Registration (b) Scheduling (c) Pharmacy, (d) Laboratory, (e) Radiology, (f) Patient Tracking (g) Diabetes Management System, (h) Immunization, (i) Women s Health, (j) Clinical Reporting System, (k) Q-Man, and (l) PCC Management Reports. Guidelines for Receiving Continuing Education Certificate To receive a certificate of completion, you must attend the educational event in its entirety and successfully complete an on-line evaluation of the seminar within 15 days of the activity. Course Learning Objectives This hands-on class provides an overview of the RPMS packages and preparation required for EHR implementation. Included in this course, participants are provided with the knowledge, skills, and abilities to fully utilize the EHR and instruct other clinicians in its use and offer participants the tools necessary for setting up the EHR. At the end of this session participants will be able to: Provide an overview of the Resource Patient Management System Electronic Health Record (RPMS EHR) Review RPMS Package Optimization Examine the EHR framework Define the expectations, roles and responsibilities of the (a) Clinical Application Coordinator (CAC), (b) EHR Super User, (c) Site Manager, (d) RPMS Informaticist and (e) other EHR Implementation Team Members. 2 General Information Only Delineate effective project management processes and techniques essential for EHR implementation and success. Navigate throughout EHR tabs Process Notifications Review Cover Sheet Information Enter Allergies and Vital Signs Enter and correct Progress Notes Document Exams, Health Factors, Patient Education, and Immunizations Enter Consult requests Complete a Consult Perform pharmacy, laboratory, and radiology Order Entry Assign a Purpose of Visit Update the Problem List Document Historical Services Summarize basic EHR setup Set up a User Turn specific Notifications on or off Set, enable and disable Order Checks Enter and edit Order Menus and Quick Orders Set up basic document Parameters Create, edit, finish, and import a Text Integration Utility (TIU) Template and create TIU data objects Set up a Consult service Set up keys and parameters needed to enter Patient Care Component (PCC) data to include making a Super Bill and create an ICD-9 pick-list and patient education Utilize Associations for Super Bills Review Design Mode Create a VA Health Summary 1.2 Albuquerque, NM (OIT) Phil Taylor, RN, Clinical Consultant (Contractor Medsphere) David R. Taylor MHS, RPh, PA-C, RN, OIT EHR Training and Deployment Manager Wil Darwin, PharmD, Albuquerque Area Clinical Application Coordinator 1.3 Aberdeen Area (Sioux Falls): 1.4 Bemidji Area: Leslye Rauth, MPH, RD, CDE, Clinical Application Coordinator - Aberdeen Martin Hall, Sioux Falls/Aberdeen Area Tier 2 Teresa Chasteen, RHIT, Bemidji Area Clinical Application Coordinator 3 General Information Only 1.5 Oklahoma City Area Office: Amy Rubin, PharmD, Oklahoma Clinical Application Coordinator 1.6 Alaska Area Office: 1.7 Portland Area Office 1.8 Nashville Area Office Kimi Gosney, Alaska Area, Clinical Application Coordinator Cornelius Dial, RPh, Portland Area Office, Clinical Application Coordinator CDR Robin Bartlett, Nashville Area Clinical Application Coordinator 4 General Information Only 2.0 Detailed Agenda All times are Mountain Time! Monday August 20 8:30 All Welcome and Introductions Leslye Rauth Amy Rubin Definitions and Roles of the Informaticist and Informatician At the end of this session participants should be able to: Review the use of ThinkTank collaboration software Review the principles, practices, and techniques for collecting ideas using collaboration tools and technology Identify participant needs and expectations using ThinkTank collaboration technology software Define Health Information Technology, Informaticist, and Informatician Compare and contrast roles and responsibilities of the Clinical Application Coordinator, Site Manager, Nurse Informaticist, Medical Informaticist, EHR Super End User, EHR User, and EHR Team 9:30 David Taylor, Mollie Ayala and Cathy Whaley Indian Health Care System Electronic Health Record Learning Community At the end of this session participants should be able to: Examine the concepts of Learning Communities where groups are linked by shared interests, goals, interactions, and acquisition of knowledge Explore the EHR Learning Community tools available to include (a) IHS EHR Web Page, (b) ftp site, (c) listserv archive, (d) RPMS enhancement request, and (e) RPMS Training Page Analyze best practices for workflow and business strategies as it applies to each facility s RPMS CPOE MU Performance Reports 10:00 Break 10:15 Joanne Hawkins & Chris Lamer Meaningful Use (MU) Performance Measure and Clinical Quality Measures Examine Meaningful Use Stage 1 Guidelines Compare and contrast Meaningful Use (a) Patient Volume Reports, (b) Performance Reports and (c) Clinical Quality Measures Evaluate each facility s plan for meeting Medicare and/or Medicaid Eligibility for Meaningful Use incentives 11:30 Lunch 1:00 Joanne Hawkins, Chris Lamer & Cathy Whaley Meaningful Use Stage 2 Review proposed Health Information Technology Committee Stage 2 Guidelines for Meaningful Use Scavenger Hunt Tab 01 Tab 02 Tab 02 2:00 Wil Darwin Tab 03 5 AHRQ Tool Kit for Medication Reconciliation 2:30 BREAK 2:45 Phil Taylor 4:30 Kendall Van Tyle RPMS Clinical Application Optimization Understand the uses of Patient Wellness Handout to promote patient self managed Care Assimilate AHRQC guidelines to yield a configurable PWH(S)/ Medication Reconciliation Explain the importance of precise information technology setup, configuration and maintenance Review the clinical components of an electronic health record and how proper configuration and optimization impact end-user functionality. Discuss the importance of identifying owners who will accept responsibility for on-going maintenance of individual components of an electronic health record Work collaboratively across disciplines to define, discuss and plan a process for updating and maintaining components of an electronic health record and the importance of communicating changes and updates to endusers 4:30 Adjournment Tab 04 6 Tuesday August 21 8:30 Review Previous Days Training All David Taylor, Mollie Ayala & Cathy Whaley Think Tank (Review Entries) 9:00 Phil Taylor Electronic Health Record Customization and Workflow (Parameters) Align the electronic health record clinical work flow process through configuration and parameter settings Ensure electronic health record security requirements and control access to various components of the electronic health record using parameter settings Customize components of an electronic health record to improve end-user usability Examine the importance of adopting a standardized process for setting and editing parameters within an electronic health record Apply parameter configuration to specific levels to meet the needs of users and the institution 10:00 Break 10:15 Kimi Gosney Electronic Health Record Customization and Workflow (User Setup and Personal Preferences) The CSI activity will be done at individual sites (phones muted) Customize electronic health record configuration to meet the unique needs of end users through utilization of (a) New person file, (b) Provider File, (c) User Class, (d) Person Class, (e) Ordering Keys (f) Electronic Signatures, and (g) Clinical Application Keys Populate NPI Number, DEA Number, Professional Licensure into the correct structured data fields Compare and contrast the unique roles of users that enter orders into an electronic health record Empower individual users to further customize their electronic health record using the Personal Preferences options Solve Computer Scene Investigation (CSI) activity 11:30 Lunch 1:00 Phil Taylor Notifications Alerts and Ensuring Patient Safety And Order Checks Identify processes by which customizable notifications can be constructed to alert specific individuals when a certain event occurs in an electronic health record (e.g. a patient is placed in restraints) for ensuring patient safety and effective communication Configure electronic health record notifications to promote effective and timely communication of pertinent clinical information to end-users Categorize the types of notifications that can be used in an electronic health record and how these can help end-users in having needed information available to complete documentation Tab 05 Tab 06 Tab 07 7 2:30 Break 2:45-4:30 Demonstrate the process of using a surrogate recipient of notifications to ensure continuity care when a provider must be absent Produce notification reports that can assist in troubleshooting efforts to properly maintain a complete and accurate health record Phil Taylor Complete and Accurate Note Documentation (Advanced TIU Note Templates) Create advanced, structured electronic note documentation tools to (a) facilitate communication (b) promote quality patient care and patient safety and (c) meet professional and legal standards Increase efficiency in documentation through utilization of structured entry of information into progress notes via templates and the use of point and click elements Ensure completeness, accuracy and standardization of an electronic health record by inclusion of necessary data elements that can be accomplished via structured input templates Demonstrate the process of importing specific data automatically into progress notes to reduce double entry of data by end-users Demonstrate use of template components (data objects and template fields) to add clinically pertinent information to electronic orders and consult requests to improve quality of documentation. Describe the process for sharing note templates between facilities and how to obtain prior-built note templates from the external resources. 4:30 Adjournment Tab 08 8 Wednesday August 22 8:30 All Review Previous Days Training David Taylor, Mollie Ayala & Cathy Whaley Think Tank (Review Entries) 9:00 Robin Bartlett Consults and Effective Communication Recognize how uses of electronic consults promote patient tracking technologies and foster interdisciplinary care Examine the electronic health record consult process from beginning to end Develop advanced electronic patient consult tools to promote coordination of care and collaboration between interdisciplinary providers Review and discuss the electronic consult process Utilize a structured input template to ensure that needed information is included when sending an electronic template Generate a consult tracking report to ensure closed loop communication and a complete and accurate record Control user access of resulting electronic consults 10:00 Break 10:15 Phil Taylor Computer Provider Order Entry (CPOE), and Patient Safety Strengthen clinical decision support utilizing electronic health record order checks to improve patient safety Articulate the advantages of using properly constructed quick orders and carefully designed order menus in an electronic health record to improve accuracy, efficiency and safety. Emphasize the importance of well designed order menus and quick orders that meet provider s needs and support improved usability of an electronic health record. Evaluate various types of quick orders and order menus used within an electronic health record, their similarities and their differences. 11:30 Lunch 1:00 Computer Provider Order Entry (CPOE), and Patient Safety -Continued 2:30 Break 2:45 Phil Taylor Computer Provider Order Entry using Complex Text Orders (Generic Orders) Compare and contrast use of simple text quick orders versus complex text orders. Articulate the applications of complex text orders and their advantages. Create custom prompts to construct complex text orders to meet the specific needs of patients and providers. Tab 09 Tab 10 Tab 11 9 3:15 4:30 Leslye Rauth Advanced Informaticist Management Tools Implement solutions that assure confidentiality, security and integrity while maximizing the accessibility of protected health information CAC Tools Menus and Keys to be effective as an Advanced CAC Demonstrate VC Manager Amy Rubin (after 4 pm) Overview of Trace Log Overview use of Trace Log Introduction to GRU Chris Saddler & Phil Taylor Overview of VA Fileman Demonstration of VA Fileman inquire, search and print options Overview of Taskman Overview of Taskman management options Tab 12 4:30 Adjournment 10 Thursday August 23 8:30 All Review Previous Days Training David Taylor, Mollie Ayala & Cathy Whaley Think Tank (Review Entries) 9:00 David Taylor Customizing ICD-9 Diagnoses, CPT Procedures and Patient Education Picklists Customize and maintain picklists for ICD-9 Diagnosis Codes, E/M Services, CPT Procedure Codes, and Patient Education Codes to optimize accuracy of clinical documentation Import and export best practice picklists for the purpose of standardization Compare and contrast BGO versus BEH Components Identify the parameters associated with the creation and editing of Superbills and Picklists Assign appropriate keys needed to create and edit Superbills and Picklists Examine the menu options and features available to customize Superbills and Picklists Create a Superbill and Picklist for your facility 10:00 Break 10:15 Phil Taylor and Elvira Mosely Customizing the EHR Graphical User Interface for facilitating workflow (Advanced Design Mode) Customize the graphical user interface (GUI) to align the electronic health record with workflow changes Explore the needs of various users of an electronic health record and how one size fits all can reduce usability and efficiency Identify components required by end users to design a template based on these assessed needs of end users Construct an electronic health record configuration (a template ) that meets the identified needs of a specific type of electronic health record user Delineate a maintenance process for an electronic health record template that may be required as software changes and updates occur Develop a process to apprise end users of significant changes to the graphic user interface (GUI) 11:30 Lunch 1:00 Continued Customizing the EHR Graphical User Interface for facilitating workflow 2:45-3:00 Break 3:00 Teresa Chasteen 4:30 Advanced Patient Care Documentation (Quick Notes ) Define Quick Notes and their most appropriate use Configure Quick Notes Demonstrate set up and implementation: Patient Goals Asthma Zones Tab 13 Tab 14 TAB 15 11 Delineate steps for implementation and training of Quick Notes. 4:30 Adjournment 12 Friday August 24 8:30 All Examination of Advance Course Content Review Previous Days Training *THINK TANK DISCUSSION & OVERVIEW OF RESPONSES* David Taylor, Mollie Ayala & Cathy Whaley Think Tank (Review Entries) 10:00 Break 10:15 All EHR Advanced CAC Trouble Shooting Further develop troubleshooting skills for complex electronic health record issues Identify complex errors associated with the utilization of an electronic health record. Review the Electronic Health Record Installation and Troubleshooting v1.1 Revised Guide and Bonus Materials 11:00 All EHR Advanced CAC Overview, Wrap-up and Evaluation: At the end of this session, participants will: Reexamine Course Objectives and evaluate personal learning outcomes Evaluate participants application and comprehension of course objectives Complete the Survey Monkey evaluation Ask questions and receive answers Discuss where do we go from here Schedule Office Hours for continuing advancement of informatics skills and electronic health record dissemination 12:00 Lunch 1:00- Optional Site specific for one-on-one troubli
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