Save the Date. Meaningful Use Seminar for Physicians. Tuesday, December 11, :30 pm Munson Family Practice Center Conference Room

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1 CAs we approach the holidays, even the smallest moments inspire us in ways big and small. The early dark sky makes stars twinkle a little brighter. When the first snowflakes fly, so do the snowballs. Through our work this year I have seen amazing things - big and small - happen in your offices and the medical center. It has been inspiring to see how collaboration Andrea Ludka between you and us can improve patient care. In 2012, we continued to understand health care reform. Together we navigated the ever changing regulations and paperwork. Important to remember are the clinical advancements that are the root of our existence. elebrating a Year of Inspiration In addition to the challenges we have met, there have been many things to celebrate as well. The achievements in physician recruitment and retention, our collaborative seminars on meaningful use and ICD-10, the launch of the brand-new For Physicians website, and the ongoing, on-site HIPAA education have all been part of a great year spent working together. Through these initiatives and more, we have learned so much from you. We will continue to work toward bringing you what you need, when you need it. It s why we are here and it s what we love to do. So as we say goodbye to 2012 and look forward to what 2013 may bring, please know my goal remains the same: we are here to help you in whatever capacity you may need. Questions, suggestions, and even frustrations are always welcome here! For matters both big and small, I am just a phone call or away. To speak with Andrea about anything of concern, please contact her at (231) or aludka@mhc.net. Meaningful Use and Its Impact on Physician Practices Joe Cook, DO In October, more than 40 physicians and office managers attended a seminar on Meaningful Use that helped clarify the Stage 2 requirements. The forum, which featured Joe Cook, DO, Munson Family Practice Center and Ambulatory Applications, and Randi Terry, Director of Munson Information Systems, was the latest in a series of seminars to help practices be compliant with Meaningful Use mandates. Eligible health care professionals who meet the Meaningful Use requirements can qualify for Medicare or Medicaid incentive payments when they adopt certified electronic medical record (EMR) technology and use it to achieve specified objectives. These Meaningful Use objectives are measurable benchmarks that are intended to improve quality. Continued on page 4 Meaningful Use Seminar for Physicians Tuesday, December 11, :30 pm Munson Family Practice Center Conference Room Dinner will be provided. Space is limited. Save the Date To RSVP, please contact the Physician Liaison Program at (231) or physicianliaison@mhc.net. Page 1 Practice Pro November/December 2012

2 Enhancements to PWS Deb Kimball December will mark the completion of the first major upgrade to Physician Web Scheduler (PWS). Although the changes will be minimal to PWS users, the upgrade will enhance PWS s performance and functionality. A change that I think PWS users will really appreciate is that they can now limit their appointment search to specific days and times, which will help speed scheduling a day/time that will work best for the patient. Another change that users will notice is that scheduling notes will now pop-up when a test is selected. Notes include helpful instructions such as common diagnoses and if a different test should be scheduled for specific diagnoses. PWS practices will receive an updated PWS Reference Guide along with highlights of the changes. For more information on the upgrade or if your staff would like on-site training on the changes, please contact Deb Kimball at (231) or dkimball@mhc.net. Physician Web Scheduler Upgrade: December 2012 Physician Web Scheduler will launch a new version on December 10, With more than 400 users, PWS allows practices to schedule patients for radiology tests online. For the most part, PWS will look and feel the same but will be supported by a more robust platform, said Janeen Noecker, Senior Systems Analyst for Munson Information Systems. Although PWS will have similar functionality, there are three significant improvements that PWS users will notice: Notes (specifics on which test to schedule) will now pop-up when a test is selected. During appointment selection, users can now select specific days of the week (Monday, Tuesday, etc.) as well as a time range (8:00 am 12:00 pm). The Modifier is now a required field, making it easier for users to remember to add PWS and any other notes. I enjoy scheduling patient tests on PWS as it s fast, easy to use, and improves our office processes. I wish ALL tests could be scheduled through PWS! said Jean Moe, scheduler for Bay Area Urology. If you have any questions on the PWS upgrade, or PWS in general, please contact Deb Kimball at (231) or dkimball@mhc.net. PWS Upgrade Downtime Friday, December 7 5 pm to Monday, December 10 8 am New Date Selection Screen Please Minimize Patient Wait Time When Scheduling Tests in PWS When scheduling multiple tests in PWS, such as a bone density and a mammogram, it s best for the patient if these can be scheduled back-to-back with a minimum of wait time in between tests. If you re scheduling multiple tests and are challenged in keeping the time between tests to less than an hour, schedule the tests, pin them, and then call the respective scheduling team as they can assist with moving these tests to adjacent slots as they have more flexibility in scheduling appointments. Please note that back-to-back MRI tests should have no more than a five minute wait time so that the patient does not need to be removed from the machine. Page 2 Practice Pro November/December 2012

3 Oncology Physicians Partner With Munson ONCOLOGY PHYSICIANS Beginning October 1, 2012, physicians, midlevel providers, and staff of Traverse Area Hematology Oncology and of the office of Robert C. Schwert, DO, and David S. Gordon, MD, partnered to form Munson Oncology, a service of Munson Medical Center.The new hospital-based oncology group will be dedicated to providing and expanding top cancer services to a region that stretches from Big Rapids to Sault Ste. Marie. Patients will continue to see their same oncologist in the same location. Richard P. Kosinski, MD, Peter C. Kohler, MD, Lisa A. Hughes, DO, and Andrew J. Riddle, DO are located at 5041 North Royal Dr., Ste. 2,. Drs. Schwert and Gordon are located at 4960 Skyview Ct., Traverse City. Philomena M. Colucci, DO, practices at 3537 W. Front St., Ste. H,. Judith L. Ramsdell, MD, continues to be in private practice at 5041 N. Royal Dr., Ste. 1,. SRS: Taking the Cancer Fight to a New Level In October, Munson Medical Center began treating cancer patients with a new stereotactic radiosurgery device. The Truebeam STx stereotactic radiosurgery device allows northern Michigan residents to receive state-of-the-art cancer care close to home. SRS delivers targeted, precise, high-powered radiation to cancerous tumors in various parts of the body, and radiation from the TrueBeam can be directed within a few tenths of a millimeter allowing for precise targeting of the tumor, said Bob Stanton, Director of Cancer Services. Biederman Cancer Center Manager Sue Curnow moves the TrueBeam SRS device into position. The TrueBeam STx has advanced capability for radiotherapy and radiosurgery, including imageguided radiotherapy (IGRT), intensity-modulated radiotherapy (IMRT), and RapidARC radio therapy technology and respiratory gating. As compared to Gamma Knife and CyberKnife technologies which are more limited in scope, the TrueBeam STx will offer advanced technologies to treat a wide range of cancer patients. SRS control room image of a brain with potential treatment strategy for radiation. Munson Oncology North Royal Dr. Lisa A. Hughes, DO Peter C. Kohler, MD Richard P. Kosinski, MD Andrew J. Riddle, DO 5041 North Royal Dr., Ste. 2 (231) phone (231) fax Skyview Ct. David S. Gordon, MD Robert C. Schwert, DO 4960 Skyview Ct. (231) phone (231) fax Professional Terrace Philomena M. Colucci, DO 3537 W. Front St., Ste. H (231) phone (231) Judith L. Ramsdell, MD 5041 N. Royal Dr., Ste. 1 (231) phone (231) fax Treatment on the machine will involve a radiation oncologist prescribing the type and amount of treatment. A dosimetrist will determine how to accomplish the radiation oncologist s plan using the machine. Radiation may be delivered from different angles and radiation levels. A typical procedure may take an hour, with much of that time involved in positioning the patient for the pin-point radiation beam. The nearly $10 million SRS project includes the specially designed vault where it is housed. Construction was done with the intention of being able to move the vault and machine to a new cancer center in future years. For more information about SRS at Munson Medical Center, go to munsonhealthcare.org/srs. Page 3 Practice Pro November/December 2012

4 Meaningful Use and Its Impact on Physician Practices Continued from page 1 The seminars have been a great forum to share what Munson has learned on Meaningful Use and for physicians and offices managers to have their questions answered, said Dr. Cook. The October PowerPoint presentation is available online at munsonhealthcare.org/meaningfuluse. At the request of physicians, there is an evening Meaningful Use seminar planned for December that will be specifically for physicians and will address what Meaningful Use means for their practice. The December seminar will be a great way for physicians to learn specifically how Meaningful Use Stage 2 could affect their practice, said Dr. Cook. CME (1.5 hours) is available for this seminar. For more information on the CME for this program, please see munsonhealthcare.org/news/meaningfuluseseminarfor- Physicians. To RSVP, please contact the Physician Liaison Program at (231) or physicianliaison@mhc.net. For more information on Meaningful Use, contact Dr. Joe Cook at (231) or jcook1@mhc.net, or Randi Terry at (231) or rterry@mhc.net. Physician Welcome Reception A Success Munson Medical Center s annual Physician Welcome Reception held this fall was attended by 175 physicians and their guests. The reception honored physicians new to the hospital as well as those that retired this year. The event was co-sponsored by Munson Medical Center Medical Staff, Michigan State University College of Human Medicine, and Munson Medical Center. On behalf of the Munson Medical Staff, Dr. Karen Speirs recognized Dr. Michael Barry for his years of service. Page 4 Practice Pro November/December 2012

5 Passcode for Mobile Devices Required as of January 1 Beginning January 1, all staff and physicians who connect a mobile device to their Outlook account, regardless of the type (droid, iphone, ipad), will be required to use a passcode on their device. If you already have a passcode set on your device, you will not have to reset your passcode. If you don t have a passcode, you will have to follow the instructions for your device to turn the passcode on. It will be required that the passcode remain active on your device at all times. After January 1, if you want to turn off the passcode for any reason, you will first have to completely remove your Outlook account from the device. If your device is lost, stolen, or compromised in any way, please contact the Help Desk within 24 hours to wipe all data, including patient sensitive data, from the device (see How to Find a Missing ipad or iphone below). When a device is wiped, ALL data (pictures, text messages, contacts, , calendar items, etc...) are cleared from the device. Munson does not back-up the data on these devices. Munson IS advises that you frequently back-up your device (every week or two is recommended) by syncing with itunes or icloud. An initial back-up should be performed prior to turning on the passcode, or before January 1. It s recommended that you set a passcode on your device in December so that the Help Desk can assist if you run into any difficulties. If you have questions about the policy or turning on your passcode, please contact the Help Desk at (231) or helpdesk@mhc.net. How to Find a Missing ipad/iphone You take your devices everywhere. Which means you might leave them anywhere. With the Find My iphone or Find My ipad feature, you can recover your lost device. Don t panic. icloud can help you figure out where you left it. Before You Lose Your ipad/iphone: 1. Go to the Settings icon on your ipad/iphone 2. Tap on icloud 3. Enable Find My ipad/iphone Important: Before you can use Find My iphone features, you need to turn on Find My iphone in your device s Settings. 4. If you have multiple ipad/iphone devices, you can also install the free Find My iphone app to all of your Apple devices by downloading it from Apple s App Store. After You Lose Your ipad/iphone: 1. Sign into icloud.com from any web browser. OR Login to your Find My iphone app on another device to see your missing iphone/ipad on a map. Note: The find feature only works when your missing device is turned on. 2. Click on missing device on map. 3. Click on Play Sound so you can locate it. This is handy if the device is somewhere in your home or office. 4. You can send a text message or to your device, sharing your contact details with whoever has found it. 5. You can easily remote lock your device by tapping the Lock option. Unauthorized use will be prevented. 6. If you fear theft of important data on your device, you can click Erase ipad/iphone, which will erase all the information you have entered. Use this only in the case of serious emergency, as you will lose all data and cannot recover it. The remote wipe renders the device useless to the thief. Note: If you re running ios 6 on your device, Find My iphone also includes Lost Mode, which locks your missing device with a 4-digit passcode and can display a contact phone number right on the lock screen. While in Lost Mode, your device will keep track of where it has been and display in Find My iphone. Hopefully, you will never have to use these features, but knowing they re there to help should bring some peace of mind as well as needed privacy protection should you need it. Page 5 Practice Pro November/December 2012

6 Who is Using Your Computer? You are busy. It s easy to step away from your computer without logging off or locking your computer first. But you should ask yourself Who might be jumping on under your log in? Whose charts might they be accessing under your log in? Their family or friends? Co-workers or a celebrity in the news? Anyone can attempt to avoid their own audit liability by using your log on. It has happened at Munson and other hospitals, so take steps to protect yourself. Per Munson policy, you are responsible for everything that happens under your log on! Unfortunately, you could face disciplinary consequences for leaving your computer if someone else inappropriately accesses a medical record. Best practice ideas: 1. Get in habit of locking your computer when you step away. Derk Pronger Rochelle Steimel 2. Keep any eye on your unlocked computer to prevent others from jumping on. 3. When using PowerChart, do a quick check under the Recent History tab, to see if a record has been accessed that you didn t access. Report all suspicious findings to your manager or Privacy Officer. For HIPAA questions or privacy concerns, contact Rochelle Steimel, Munson Privacy Officer, at (231) or rsteimel@mhc.net. David May, DO, Joins Creekside Clinic and Sports Medicine David May, DO, has joined Creekside Clinic and Sports Medicine as it expands to Williamsburg. Kristin Schmitt, PA-C, will practice with Dr. May at Creekside Clinic Acme. Creekside Clinic Acme 6170 US-31North Williamsburg, MI (231) phone (231) fax WHICH DR.? FULL FIRST NAME, LAST NAME AND PRACTICE IS KEY Duplicate or same-sounding last names can be confusing, but referring to the wrong doctor whose name is like another s can have serious implications for patients waiting on test results. It is also a privacy issue when the wrong doctor receives a patient s results. It is important to give the doctor s full first name and last name. For example, specify Patrick or Patricia, not Pat. It s also helpful to include the practice name. Providing both a doctor s complete name and practice improves timeliness and patient satisfaction, and reduces privacy violations. An updated list of doctors with similar names is available at by clicking on Resources, General Resources, and then Duplicate Physician List. Question of the Month One of the suggestions on the recent Practice Pro survey was for practices to submit questions that are answered in Practice Pro. If you have a topic that you d like us to investigate, please contact Andrea at (231) or aludka@mhc.net or Deb at (231) or dkimball@mhc.net. Page 6 Practice Pro November/December 2012

7 RESOURCES FOR UNDER/UNINSURED PATIENTS The online Health Care Assistance Programs guide outlining resources for under- and uninsured patients has been updated. The information features patient services for the northern Michigan region and includes information on a variety of free or low-cost assistance programs like: Prescriptions Teen/youth/child health care Migrant health care Mammogram assistance County health plans for those at or below poverty level Automobile accident assistance Information on HIP (Health Insurance Program) for Michigan was added. HIP provides health insurance for patients with pre-existing conditions. For more information and a full list of programs available to those in need, visit munsonhealthcare.org/ ForPhysicians and click on Resources, General Resources, and then Health Care Assistance Programs by Category. Bariatric Surgery Seminars Tues., Dec pm Munson Medical Center - Conference Rooms 1-3 Wed., Jan pm Munson Medical Center - Conference Rooms 1-3 For more information or to register, go to munsonhealthcare.org/bariatric. Munson Urgent Care Offers Holiday Hours Munson Urgent Care Walk-In Clinic will offer holiday hours for Christmas and New Year s. Munson Urgent Care is open seven days a week, and provides convenient, walk-in medical service for times when one s primary care physician is not available. The clinic is staffed with a team of highly qualified professionals, including board certified physicians. On-site x-ray and limited lab facilities are available for patient convenience. Munson Urgent Care Holiday Hours: Christmas Eve: 7 am - 7 pm Christmas Day: 9 am - 8 pm New Year s Eve: 7 am - 10 pm New Year s Day: 7 am - 10 pm Munson Urgent Care is located at Munson Community Health Center, 550 Munson Ave. in. For more information, call (231) Page 7 Practice Pro November/December 2012

8 1105 Sixth Street, MI Kelly A. Covell, DO Kelly A. Covell, DO, has joined the staff of Munson Medical Center as a specialist in Hospital Medicine. Hospitalists of Northern Michigan 1105 Sixth St. (231) phone (231) fax Zachary P. Goral, DO Zachary P. Goral, DO, has joined the staff of Munson Medical Center as a specialist in Psychiatry. Dr. Goral accepts most insurances, including Blue Cross Blue Shield, Medicare, Medicaid, and Priority Health. Munson Outpatient Psychiatry 1105 Sixth St. (231) phone (231) fax Matthew W. Martin, MD Matthew W. Martin, MD, has joined the staff of Munson Medical Center as a specialist in Anesthesiology. Traverse Anesthesia Associates 1105 Sixth St. (231) phone For additional information, call HealthLink at (231) or Page 8 Practice Pro November/December 2012