EPIC EMR Research Coordination Staff Creating a Research (Non Chargeable) Encounter

Transcription

1 EPIC EMR Research Coordination Staff Creating a Research (Non Chargeable) Encounter When placing a research related order without a scheduled visit, Research Coordinators need to create a separate encounter. Depending on your credentialing and security access, research coordinators will need to use 1 of 2 encounter types when placing an order. 1) Orders Only this encounter type is used when the person placing the order can also sign the order. This encounter type does not have the ability to route the chart for pended orders to a provider that can sign them. If you have the credentials/security access to sign off on orders, use this encounter type. 2) Research (Non Chargeable) this encounter is used when the person placing the order can only pend the order; they do not have the ability to sign off on the order. If this encounter type is selected; the chart will route to the recipient (whom you have chosen) to sign off on the order. If you do not have the credentials/security access to sign off on orders, use this encounter type. IMPORTANT: The term Non chargeable is misleading. It does not mean there will not be an eventual charge. This is an encounter type that allows you to place orders along with other necessary documentation that is research related. When the subject arrives for their test, procedure, or any other service, a visit is created by that specific department which then becomes chargeable. To create a Research (Non Chargeable) Encounter, click on Encounter from the top of the tool bar. After clicking on Encounter, find the patient and click on New to create a new Encounter. Page 1 of 6

2 In the Type field, type or select Research (Non Chargeable) Encounter and select the provider. The Research (Non Chargeable) Encounter has been created after clicking on Accept. Note: this is NOT selecting the recipient to whom the order will be routed to for sign off. In the Chief Complaint section of the Visit Navigator type Pended Orders. The orders will be directed to the appropriate person to sign when the chart is routed. In the order entry section place the appropriate order(s) and answer the necessary research questions, then click on Accept. Page 2 of 6

3 When ordering RESEARCH labs (regardless of encounter type) you must populate the Expected and Expires date fields so the lab knows which labs to release when the subject arrives. If the Expected and Expires dates are not populated the lab will release all open future orders regardless of whether they were ordered for research or clinical purposes. The more information provided in these date fields will provide better outcomes with less chance of errors. Please Note: The Expires date automatically populates; however, it can be changed. If the subject must have their labs done on a specific day, the Expected and Expires date fields should both indicate that date. Page 3 of 6

4 If the subject can have their labs done within a specific date range, the Expected field should indicate the earliest the lab can be done and the Expired field should indicate the last date the lab can be done. The lab will only release those labs within that date range. If the subject arrives at the lab outside of this date range, the research labs will not be drawn. Please Note: The Expires date automatically populates; however, it can be changed. The Approx button should not be used. You must associate the appropriate diagnosis code(s) with the order. Type the diagnosis code(s) into the box labeled Add Diagnosis, when complete click on Associate. Note: The V70.07 code must be used if the order is being billed to the Personal Family guarantor (P/F) (subject s primary insurance); however it cannot be in the primary position. Page 4 of 6

5 In the Order Associate Diagnosis box you must associate the appropriate diagnosis/diagnoses with the order by checking the boxes and then click Accept. The order can now be pended by clicking on the Pend Orders button. Page 5 of 6

6 In the Visit Navigator under the follow up section is where you will find the routing option. In the Recipient section enter the appropriate person. NOTE: If you do not enter the person that you want your order routed to in the Recipient section, the order will not be routed for sign off. Once you exit by clicking on the X from the patient name tab, the encounter will be routed to the designated person. Any questions, please contact the Office of Clinical Research at (215) or ocr@exchange.upenn.edu Page 6 of 6