Clinic Assistant Updates 2016

How are MAs and Clinic Assistants expected to be able to get their annual screenings?
How often are patients screening for the age 13?
Who are the two main groups of people in the clinic?

Transcription

1 Table f Cntents Clinic Assistant Updates 2016 March 28, 2016 Wellness Frms, Alchl AUDIT-C Screener, & Schedule Changes (Simms)... 2 March 10, 2016 Intake Screenings, Tracking Patients (Simms), & Zika Virus Infrmatin... 3 February 1, 2016 MA Review Prcess, Patient Welcme Frm & SUMMIT Update... 7 January 20, CA Prgram Updates & 2015 CA Prgram Accmplishments P age

2 March 28, 2016 Wellness Frms, Alchl AUDIT-C Screener, & Schedule Changes (Simms) Patient Wellness Frm If yu encunter a patient chart that includes a Patient Wellness Frm, please ntify the patient s assigned MA. Sme insurance prgrams thrugh Medi-Cal require Annual Wellness Exams, which invlve additinal steps during the patient wrk-up. The patient s Medical Assistant will have extra time t cmplete all patient vitals and fill ut the frm, as needed. Patient Intake Screenings AUDIT-C Screener: Please find a cheat sheet fr the Alchl (AUDIT-C) Screening attached. Please let the Nursing Staff knw if yu have any questins! ALCOHOL SCREENING in NEXTGEN Screening all Patients 18 and lder every 6 mnths 1. Navigatin Bar (n left) AUDIT Alchl Screening 2. Ask first 3 questins nly Final Scre given n bttm right 3. Assessment bx n bttm left f AUDIT: click n 2nd ptin Alchl abuse cunseling and surveillance Z Save and Clse (n need t submit t Superbill) Intake Tab: If psitive (Wmen 3+, Men 4+ n Final Scre) HPI: Psitive Alchl Screen then in cmments sectin Final Scre If Scial Wrker n premises (Flyer psted in Charting Rm), cnnect patient t SW. OK t cnnect even befre prvider sees patient. Last step is t update Care Guidelines Negative screens nly require the update in Care Guidelines Simms/Mann Health Center Schedule Update! Effective Immediately: Our Nursing Staff has asked fr vlunteer supprt at the end f each clinic shift. I plan t adjust the Simms Clinic Assistant schedules starting this week, in rder t prvide apprpriate vlunteer cverage during lunch time and at the end f the day. Fr thse vlunteers that are currently scheduled at the Simms/Mann Health Center, please me by the end f the week t cnfirm whether r nt yu are available fr the fllwing updated shift times. Mrning Vlunteers: Adjusted schedule is 8:30am 1pm. Please let me knw if yu are available t stay until 1pm! Afternn Vlunteers: Adjusted schedule is 1pm 6pm. Please let me knw if yu are available t stay until 6pm! 2 P age

3 *Please nte: Fr nw, it is nt mandatry that yu adjust yur schedule. Hwever, we hpe that sme f yu are available and interested in helping ut during the afrementined times, where clinic staff has asked fr yur supprt! Clinic Assistant Training: Level 2 Dn t frget t sign up fr ur Level 2 Training sessin, this Friday, April 1 st frm 2pm 4pm! During the Level 2 Training Sessin, we will cver guidelines n entering patient infrmatin in Next-Gen, Intake Screening Prtcls, and clinical prcedures fr Asthmatic and Diabetic patients. T sign up thrugh Vlgistics, select the fllwing assignment and add yurself t the schedule fr April 1 st - Clinic Assistant: Level 2 Training [Venice Family Clinic: 604 Rse\Milken (604 Rse Ave)]. All Level 1 Clinic Assistants are encuraged t attend! Date: Friday, April 1st Time: 2pm-4pm Lcatin: 604 Rse Ave March 10, 2016 Intake Screenings, Tracking Patients (Simms), & Zika Virus Infrmatin Patient Intake Screenings Updates and Reminders Dmestic Vilence (DV) Screening Please remember t screen patients fr Dmestic Vilence. The Dmestic Vilence screening questins have recently been updated in Next-Gen. We will be screening all patients ver the age f 13 (men and wmen) n a yearly basis. Depressin (PHQ) Screening: It has been ne year since we implemented Universal Depressin Screening. S far, we have dne an amazing jb in screening patients fr depressin! Since a year has passed since we started PHQ, we need t re-screen mst patients. Sme medical prviders have nted that MAs and Clinic Assistants are frgetting t cmplete the annual screen. We are screening all patients ver the age f 12. Reminder: Please always make sure that yu are updating Care Guidelines t cnfirm that the Depressin Screen has been updated. Yu will need t cmplete the screening, and then update the Date Cmpleted in Care Guidelines. Alchl Screening VFC is n lnger screening patients using the SUMMIT substance abuse screening. Please review the infrmatin belw regarding ur new prcess fr screening patients fr alchl abuse. We have a new prcess in Next-Gen fr Alchl Screening. Alchl Screening applies t all patients 18 and lder Alchl Screening is due every 6 mnths 3 P age

4 Alchl Screening Step-by-Step 1. G t the Navigatin Bar in Next-Gen and select AUDIT Alchl Screening 2. Ask patient the first 3 screening questins nly. A Ttal Scre will be given n bttm right. 3. Click n the Interventin Assessment bx n bttm left f AUDIT frm. 4 P age

5 4. Chse the 2nd ptin that appears - Alchl abuse cunseling and surveillance Z Save and Clse (n need t Submit t Superbill) Simms/Mann Health Center Tracking Patients Update Effective Immediately: Nursing Staff at Simms will n lnger be using the Daily Patient Lgs t track patients and t assign patients t specific exam rms. Patients will be tracked exclusively using Next-gen. Please make sure that yu 5 P age

6 are fllwing prper prcedures, while tracking patients in Next-Gen. Check with Nursing Staff during yur shift fr further details. Zika Virus General Infrmatin What is the Zika Virus? Zika Virus, r ZV, is spread t peple by msquits. It recently has been spreading in Suth and Central America. Transmissin f the virus has nt ccurred in the U.S., althugh there have been cases in returning travelers. What are the ntable symptms? The symptmatlgy f Zika Virus is similar t Dengue fever and Chikungunya fever. Fr mst peple, symptms f Zika are mild, including fever, rash, and jint pains. Research frm the current ZV utbreak in Brazil suggests a pssible assciatin between ZV and pregnant wmen giving birth t children with a birth defect knwn as fetal micrcephaly. There is als a pssible assciatin with Guillain Barre Syndrme. Wh is at risk f expsure? The CDC recmmends that we perfrm serlgic testing n all pregnant wmen (even if asymptmatic) wh have returned frm areas with nging Zika Virus transmissin within the previus 2-12 weeks. Such areas are the fllwing: What are the precautins that patients shuld take t prevent ZV? Aviding msquit bites is the nly preventive therapy. Currently, n treatment fr Zika Virus exists, and its curse in nn-pregnant patients is rather benign. The best place t find updated infrmatin is the CDC website: 6 P age

7 What d we d if a patient may have been expsed t ZV? Zika testing is ONLY dne by the Public Health Department. Nursing Staff will cntact the Public Health Department Acute Cmmunicable Disease Cntrl Prgram, when faced with a pssible expsure - 213/ LACDPH representative will ask fr dates f travel, cuntry visited, patient symptms, and patient demgraphics. If they feel that the patient meets the guidelines fr testing, the LACDPH will have smene cntact us fr further testing. February 1, 2016 MA Review Prcess, Patient Welcme Frm & SUMMIT Update Reminder MA Review Prcess MA Review Prcess: Please remember t check in with Medical Assistants, wh will be reviewing each f yur patient wrk-ups t ensure that they are cmpleted thrughly and accurately! Review Prcess Wrk Flw: Step 1: Clinic Assistant arrives n site and checks in with Medical Assistant. Step 2: Clinic Assistant huddles with MA and reviews Azara patient list. Step 3: Clinic Assistant wrks up patient. Step 4: Clinic Assistant lets MA knw they are dne with the patient. Step 5: MA reviews Clinic Assistant s wrk and dentes Reviewed by [name] in Next-Gen. Reminders: Always keep in clse cmmunicatin with Nursing Staff! If pssible, cnsistently wrk with the same Medical Assistant each shift. Fr each patient wrk up, be sure t review the Azara patient list prir t the wrk-up and check fr any ntes frm the Medical Assistant. Once the patient wrk-up is cmpleted, check in with the assigned Medical Assistant wh will review yur wrk t ensure that it is accurate and cmplete. NEW - Patient Welcme Frm PCMH Agenda Setting: Agenda Setting is a prcess that helps the patient & the care team t cme t agreement n what t fcus n during the visit. Check ut abut it! health an article Patient Welcme Frm The Patient Welcme Frm (attached) is intended t help patients rganize t make the mst f the time they get with prvider. Frnt Desk staff gives patients the Patient Welcme Frm which enables patients t identify their main health cncerns fr the visit & ffers reminders fr future visits. 7 P age

8 Nursing Staff & Clinic Assistants review the patient's cncerns during intake. Reminder: Check Patient Welcme Frm t ensure that the Reasns fr Visit listed match what the patient is telling yu during the intake prcess! Prviders discuss & priritize the cncerns with the patient. Sme cncerns may be addressed at fllw up visits. SUMMIT Update reached SUMMIT staff n- Study. SUMMIT Enrllment ended n Friday, January 15th. VFC has ur gal t enrll 400 patients with alchl and piate abuse int Research study. This means that we will n lnger have SUMMIT site, and we will nt be enrlling patients in the SUMMIT Research SUMMIT Screener Prcess: MAs and Clinic Assistants will cntinue t use SUMMIT Health Screener t screen fr substance abuse If a patient has a psitive substance abuse screening, please refer t medical prvider by nting Psitive fr Substance Use in Reasn fr Visit Please nte: VFC will cntinue t prvide medical and behaviral treatments t patients experiencing substance abuse issues. The 400 patients enrlled in the prgram will cntinue receiving medicatin fr the next 6 mnths, including Vivitrl. Clinic Assistant Training: Level 2 I wuld like t schedule a Level 2 & Next-Gen Training Sessin this mnth! If yu are interested in attending ur upcming Level 2 Training sessin, please indicate the dates and times where yu will be available t attend a 2-hur training sessin n this spreadsheet. Fill in yur first and last name in all slts where yu are available. I will chse the date and time that will wrk the best fr thse Clinic Assistants that are interested in attending. Once I have finalized the training date, I will send a fllw-up with additinal details. Vlunteer Opprtunity Health Educatin Outreach Event! Health Educatin Cmmunity Outreach Event: Venice Family Clinic s Outreach Crdinatr, Vanessa Fernandez, will be cllabrating with Nrthgate Markets t help let the cmmunity knw abut the resurces that we have t ffer. We need yu t vlunteer at this event by cnducting free bld pressure screenings and prviding general health educatin tips t the Nrthgate Market custmers. Please sign up n Vlgistics fr this rle r cntact us fr mre details! Mre event infrmatin is utlined belw. Assignment Name: Outreach Event [Clen / Children's Health & Wellness Center\Lu Clen CHWC] Date: Thursday, 2/11 8 P age

9 Time: 10am-2pm Vlunteers Needed: 2 r mre vlunteers, any time between 10am-2pm Lcatin: Nrthgate Markets Inglewd Blvd, Culver City, CA (Adjacent t Lu Clen s Children Clinic) January 20, CA Prgram Updates & 2015 CA Prgram Accmplishments Clinic Assistant Prgram Updates fr Effective Immediately at Simms and Rse! Azara Patient List: Azara patient lists will be psted in the Nursing Statin. Clinic Assistants are encuraged t always reference the psted Azara lists. If yu are wrking up the patients f a specific MA, it is recmmended that yu make a cpy f their Azara patient list t keep n hand. Huddle! Clinic Assistants are encuraged t wrk cnsistently with the same MA r within the same MA team each shift. Please huddle with yur MA buddy and MA s assigned prvider at the beginning f each shift, if at all pssible. Check fr patient ntes Clinic Assistants shuld always review the Azara Patient list, and the assciated ntes written by the MA, prir t every patient wrk up. MA Review Prcess: In an attempt t imprve the quality f wrk f ur Clinic Assistants, we are implementing a new prcess in which MAs review each Clinic Assistant s wrkup using the Intake Checklist t ensure that each patient wrk up is thrugh and accurate. This checklist is psted n each cmputer in the wrk-up rms. Review Prcess Wrk Flw: Step 1: Clinic Assistant arrives n site and checks in with Medical Assistant. Step 2: Clinic Assistant huddles with MA and prvider and reviews Azara patient list. Step 3: Clinic Assistant wrks up patient. Step 4: Clinic Assistant lets MA knw they are dne with the patient. Step 5: MA reviews Clinic Assistant s wrk and dentes Reviewed by [name] in Next-Gen. MA Clinic Assistant Accmplishments fr P age

10 Expansin f ur LEAD Clinic Assistant prgram A huge Cngratulatins and Thank yu t ur new LEAD Clinic Assistants wh have stepped up t assist with Clinic Assistant Trainings, advanced clinical skills, and the verall imprvement f ur Clinic Assistant prgram! Expansin and Imprvement f Clinic Assistant Training LEAD Rundtable We came tgether and brainstrmed ways in which t make the Clinic Assistant Prgram even better! Vlunteer Services and VFC s PCMH Cmmittee are currently utilizing this feedback t make cntinual adjustments t ur Clinic Assistant prgram, and t pilt new plicies and prcedures. Level 2 Training We hsted ur first fficial Clinic Assistant: Level 2 Training. Thank yu t MESH s Clinic Assistant Prgram Cmmittee fr yur hard wrk t cntribute t the imprvement f ur Clinic Assistant training materials! Cntributed t the success f Rse & Simms becming fficial PCMH Recgnized sites Cntributed t recrd-breaking success at Annual fundraising events 10 P age