NYS-HCCN TECHNICAL ASSISTANCE FOR USERS OF VITERA INTERGY

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1 NYS-HCCN TECHNICAL ASSISTANCE FOR USERS OF VITERA INTERGY WEBINAR #3 DATA CAPTURE FOR MENU OBJECTIVES 1-5 Presented by: Marlen Bazan-DeLeon Clinical Data Supervisor Health Choice Network, Inc 1

2 Achieving Meaningful Use By the end of this presentation you should be able to: Understand the following Meaningful Use Menu measures: -Drug Formulary Checks -Clinical Lab Test Results -Patient Lists -Patient Reminders -Patient Electronic Access Use the Best Practices provided to improve compliance Run reports for the discussed measures and understand reports requirements

3 Audit requests in this presentation are based on audit conducted by KPMG, LLP (KPMG), a public accounting and auditing firm contracted by the Florida Medicaid. You may get different requests for documentation from the New York Medicaid; however, we wanted to share our experience and hope it will help you create your book of evidence for a future audit. 3

4 Table of Contents Slide # Drug Formulary Checks 5 Clinical Lab Test Results 9 Patient Lists 20 Patient Reminders 23 Patient Electronic Access 37 What s Next 52

5 Meaningful Use Menu Set Measure 1 of 10 (Stage 1): Drug Formulary Checks: Part I Audit Information: We recommend saving the screenshot of the Rx Eligibility setup parameters in a secure location as evidence that you performed this measures objective in the event of a CMS audit. 5

6 Confirming Rx Eligibility Setup 6

7 Meaningful Use Menu Set Measure 1 of 10 (Stage 1): Drug Formulary Checks: Part II Audit Information: In order to provide proof you have had access to at least one internal or external formulary for the entire EHR reporting period, we recommend taking random screen shots and keeping a record throughout the reporting period of the following screens: When prescribing a new medication which triggers the Formulary Alternatives (ex. ZyrTec) AND the insurance plan that the patient is associated with has a Drug Formulary, it will trigger the following screens: 7

8 Meaningful Use Menu Set Measure 1 of 10 (Stage 1): Attesting for Drug Formulary Checks Attestation Requirements YES / NO / EXCLUSION Eligible professionals (EPs) must attest YES to having enabled this functionality and having had access to at least one internal or external formulary for the entire EHR reporting period to meet this measure. Exclusion: An EP who writes fewer than 100 prescriptions during the EHR reporting period can be excluded from this objective and associated measure. 8

9 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results If you are setup with a lab interface and you receive more than 40% of lab results the EP ordered via this method, your lab results are automatically updating the patient s record and satisfies this measure. 9

10 Manual Lab Entry: For those not setup with a lab interface OR do not receive more than 40% of all their clinical lab test results ordered by the EP via this method, Manual Lab Entry will be required

11 Manual Lab Entry: Screen

12 Manual Lab Entry: Screen 3 Select the Patient 12

13 Manual Lab Entry: Screen 4 Complete the following fields 13

14 Manual Lab Entry: Screen 5 14

15 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results This measure reports the percentage of lab results in Intergy EHR that were entered in coded format. Note: This measure counts lab results, not patients. Denominator Criteria Lab results are counted in the denominator if they meet the following criteria: They were made during the measurement period. Lab results must meet the following: They are a valid lab results record. 15

16 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results Numerator Criteria Lab results are counted in the numerator if they were recorded during the measurement period. Qualifying lab result records must have one of the following values: F Final C Corrected I Incomplete P Partial Note: Results with a status of I or P are only considered if they are older than 21 days and have a result value. 16

17 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results To run the report: Set the End Date and the reporting period under the criteria Tab: 17

18 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results Click the Measure Details Tab to see the overall & results per patient: 18

19 Meaningful Use Menu Set Measure 2 of 10 (Stage 1): Clinical Lab Test Results Audit Information Request: Dated screen shots demonstrating that two patients have their clinical lab test results ordered by the EP during the E.H.R reporting period whose results are either in a positive/negative or numerical format are incorporated in certified EHR technology as structured data through the EHR system, or support for exclusion. 19

20 Meaningful Use Menu Set Measure 3 of 10 (Stage 1): Patient List During attestation on the CMS website, you will mark this measure Y (Yes) if you are actively using the Vitera Practice Analytics Quality Measures Edition, including the Patient Care Condition Dashboard. Audit Information: Within the Patient Care Condition Dashboard, you can generate lists of patients by specific conditions on the Patient by Care Condition tab. It is recommended that you save a copy of this report as evidence that you performed this measure s objective in the event of future CMS audit.

21 21

22 Meaningful Use Menu Set Measure 3 of 10 (Stage 1): Patient List Attestation Requirements YES / NO Eligible professionals (EPs) must attest YES to having generated at least one report listing patients of the EP with a specific condition to meet this measure.

23 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminders The Recall System in Intergy enables your practice to notify patients they are due for a routine visit, procedure, test, or immunization. You can setup recalls within the Immunization module or Health Management. 23

24 Immunization Recalls Intergy EHR supports an automated process for creating immunization recalls. Reminding patients that it is time for a recommended immunization is an effective method for increasing your practice's rate of immunizations. 24

25 Health Management Recalls Health Management Recalls provide your practice with the ability to notify patients who have health reminders due without checking each patient individually. Being able to post recalls in batch mode allows your practice to: Notify patients of healthcare services they are due for Take action based on their reminders 25

26 Adding Patient Recalls Manually- Patient Information 26

27 Batch Posting Clinical Recalls The Batch Post Clinical Recalls window is used to create a batch of pending recall notices and post them to the Intergy System. You can create either Health Reminder recalls or recalls based on Immunization Schedules. When posted, pending recalls are added as actual recall notices in the Intergy system ready to be viewed, generate recall notices and/or send the recalls electronically. 27

28 28

29 Batch Posting Clinical Recalls: Health Reminders 29

30 Batch Posting Clinical Recalls: Immunizations 30

31 Batch Posting Clinical Recalls: Pending Clinical Recalls Select Post to post the pending recalls to the patient s record 31

32 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminders This measure reports the percentage of unique patients in Intergy EHR who were provided with reminders during the reporting period. Only patients who are 5 years old and younger or 65 years old and older are counted. Denominator Criteria By default, all patients who are 5 years old and younger or 65 years old and older are counted in the denominator. 32

33 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminder Numerator Criteria Patients are counted in the numerator if they have at least one Verified Recall Notice. This Recall Notice must belong to a Batch Run, and this batch must have a Verified Date, which confirms the batch was printed or sent electronically. The notice must have a status of 1st or 2nd Notice. Note that Recall Notices that belong to a batch without a Verified Date will not qualify the patient for this numerator. 33

34 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminders- How to Run the Report Set the parameters (reporting period, age, gender, include exempt patients, patients with medications ) under the criteria Tab: 34

35 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminder Click the Measure Details Tab to see overall and results per patient: 35

36 Meaningful Use Menu Set Measure 4 of 10 (Stage 1): Patient Reminder Audit Information: Demonstration of specific patients who were given an appointment reminder using the patient preferred method resources during the EHR reporting period. In addition, the provider must demonstrate that the EHR can store the patient preferred method within the system or provide documentation to support the exclusion (refer to slide 24 of the report you can save). 36

37 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Patient Electronic Access To successfully attest to this measure, Vitera Intergy Practice Portal will need to be: Implemented Actively in use Have patients who are registered on the portal NOTE: This means that the patient has been given the Practice Portal PIN Letter and has then registered on the portal. 37

38 1 st Generate a PIN Letter Within Intergy: 1. Select Communications > Letters/Labels 2. Select Patient Portal Letter > Click Run 3. Select the Name of the Patient > Select Run > View/Print the letter 38

39 Generate a PIN Letter (continue) From the Patient Information window in Intergy: 1. Select Reports >Letters/Labels 2. Select Patient Portal Letter > Click Run 3. View/Print the Letter 39

40 Sample PIN Letter 40

41 2 nd Patient Registers on Practice Portal Patient accesses center s portal address, listed on the letter, i.e., Select Register at the Top of the Screen Create a login ID and Password (6-15 characters long) Assign hint questions/answers 41

42 Patient Registration Click Register to begin. 42

43 Patient Creates Account 43

44 Patient Verification Click, I have an appointment or have been seen here by a physician before. 44

45 Assign PIN No. to newly created user ID A patient with the Patient Portal Letter: Select the option, I have seen physician before Input PIN No. provided on the PIN Letter Select Verify. The Patient Portal site will communicate with Intergy and verify the patient information (synchronization between systems). 45

46 46

47 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Electronic Access to Health Information This measure reports the percentage of unique patients in Intergy EHR with access to personal health information in an electronic format via the Intergy Practice Portal. Denominator Criteria Patients are counted in the denominator if they had at least one non-voided face-to-face encounter during the measurement period. This encounter must include a charge or a pending charge which is associated with a procedure code. This procedure code must have been marked as a Qualifying Visit on the Procedure Code Maintenance window in the Intergy Desktop. 47

48 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Electronic Access to Health Information Numerator Criteria Patients are counted in the numerator if they have a value in the Practice Portal Community ID field, which indicates the patient is enrolled in the Intergy Patient Portal. 48

49 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Electronic Access to Health Information To run the report: Set the End Date and the reporting period under the criteria Tab: 49

50 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Electronic Access to Health Information Click the Measure Details Tab to see overall and results per patient: 50

51 Meaningful Use Menu Set Measure 5 of 10 (Stage 1): Electronic Access to Health Information Audit Information: Documentation supporting the ability for a patient to have electronic access to their health information, as well as, documentation for a patient during the EHR reporting period demonstrating request and fulfillment dates, or documentation to support the exclusion. 51

52 What s next Online Ask the Experts Forum Monthly Office Hours (2 hours per month) 2 nd Wednesday of each month from 11am-12pm 4 th Thursday of each month from 11am-12pm Schedule Webinar #4: Data Capture for Menu Objective 6-10 will be on 10/25/13 from 1pm -3pm

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