My eHealth tools for better information,better collaboration, better care.

Faxing via Apex

Outstanding Issues and Resolution Plan

My eHealth tools for better information,better collaboration, better care.

#1 – System functionality and content scope for faxing of clinical documentation not formally defined• Findings & Recommendations:

– Providers have unrestricted access to send clinical documentation from APeX via RightFax to external PCPs and referring providers

– Time needed to evaluate other options, including secure email

– Reassess in six to nine months

My eHealth tools for better information,better collaboration, better care.

#2 – Operational requirements and system capabilities for restricting provider notifications based on patient wishes not formally defined

• Findings and Recommendations:Work Group under ARC with representatives from Pediatrics, Women’s Health, APeX, and Revenue Cycle assessing basic needs in order to support HiTech compliance in Patient Access Areas. Initial Findings:

• Insufficient or non-existent APeX training provided to patient access staff; lack of clarity about who does what and why

• Outdated workflow diagram (APeX) and Med Ctr Policy (5.02.01—Appendix A – HiTech)

• Current process flow has Registration, Patient Relations and SBO performing HiTech related activities from HIPAA regulation onset through IDX; streamlining with APeX needed

• Variable workflows; some ambulatory practices (Women’s Options, Pre-natal Testing) handling with many manual steps, while others like Pediatrics, unaware of processes, requirements, and flow.

Plan:

• Workgroup continue to sort out; engage Privacy, Patient Relations, and SBO.

• Engage ARC and AWG in reviewing workgroup recommendations; refer to other governance committees as indicated.

• Complete revised workflows, communications, and training in 60-90 days.

My eHealth tools for better information,better collaboration, better care.

#3 – Inaccuarate PCP and Referring Physician data in Apex may inhibit appropriate routing of ADT notifications and clinical documentation• Findings & Recommendations:

Who: What: Due Date:

Pam Follow-up w/ Deborah Yano-Fong to clarify whether the misplaced faxes are a result of PCP or Referring provider field being incorrect

Feb. 7th

Alissa (Apex Training) with Clinic Supervisors/Managers

Apex Trainers to observe workflows at Neurology and Rheumatology to identify struggles front desk may be having. Report back findings.

Feb. 14th

Apex Training Develop tip sheet on choosing correct provider using 2-factor identification (Provider Full Name, address/City, and/or Specialty)

Feb. 21st

Dave Morgan (Amb Operations Managers)

Disseminate tip sheet to Practice Managers. Require all managers to conduct 1-hr in-service for their staff to reinforce tip sheet and workflow. Managers to keep attendance logs and turn into Dave Morgan.

Week of Feb. 24th

Dave Morgan (Amb Operations)

Ongoing Monitoring: We will trend to determine if mistakes are coming from areas consistently and management will meet with the staff to determine root cause and implement a practice specific remediation plan

Ongoing