EPIC and Research Frequently Asked Questions 1. I can t log on to EPIC or I don t see the correct information within EPIC: a. Attend EPIC training and complete assessment b. Send an email to Summer Davis (summer.davis@hsc.utah.edu) and include: i. Your Name ii. Your unid iii. Date of EPIC training/assessment iv. Department for which you are reviewing charges (RSH WQ for which you will need access). 2. How Do I Access my EPIC Research WQ:* a. Make sure you have attended EPIC training and have been identified as the billing reviewer in utrac for appropriate studies. b. Log on to Citrix at https://applications.med.utah.edu/vpn/index.html c. Click on the EPIC Hyperspace Icon (located on first row) d. Log on to EPIC. e. You will be asked to select a Department. If you are simply reviewing study charges and checking appointment cohort boxes, you will not need to be selective about the department you pick (and you will not have previously been assigned to a particular dept). If this is the case, you are safe selecting the first department that displays. If you are actually doing the scheduling for a patient, have access to schedule on behalf of a clinic, and have attended schegistration training, you will want to select the appropriate clinic/dept that was assigned to you. 1
f. Click on the Review WQ Tab located at the top of the screen. g. Type RSH, and then hit Tab or Enter and a list of the research WQs should pop up. Pick your appropriate WQ. h. If you remember your WQ ID #, you can enter it in the search section the next time you want to access your WQ. *Schedgistration/research coordinator trainees will access the review WQ using this breadcrumb: Epic button>enterprise Billing>Charge Router>Review Workqueue. 3. How do I select the Study Cohort Box to alert EPIC to automate study-related charges? a. Click on the Registration tab located near the top of the EPIC screen. b. Type in the patient s name or MRN#, and hit the Find Patient button. c. Select the correct patient. d. Select the targeted appointment. e. Select the Documents folder on the left hand column of the page. f. Select the Study Cohort Box. 4. Some columns displaying information related to charge sessions in my WQ seem to be missing. a. Click on Customize Columns, the blue link on the upper right hand corner of the WQ, across from Charge Sessions (Total: xxxx). b. Select all of the columns you wish to have displayed, and then click Accept. 2
5. During scheduling, when do I select the Research/Transplant Box and when do I select the Study Cohort Box? a. If a patient s appointment will include study related procedures, always click the study cohort box located in the Documents folder. This box is what alerts EPIC to automate charges to use your utrac PBG to assign your study-related charges to either be billed to the study or to the patient s insurance. If you patient is federally insured and your study is an MCA qualifying study, checking the study cohort box will alert EPIC to assign the study diagnosis code and Q modifiers to the charges. b. Never check the Research/Transplant Box unless there is no Study Cohort Box, your study is active in utrac, and you cannot anticipate the enrollment of a new study patient identified during an unanticipated clinic visit (e.g. Emergency Department Studies). Since the new patient s enrollment could not be anticipated, there will be no Study Cohort Box located in the Documents and Add l Folder. Before checking the Research/Transplant Box, always first make sure that the Study Cohort Box is not available to check. 3
c. If you are forced to check the Research/Transplant Box because the patient has not been enrolled into utrac yet, you will want to do the following: i. Click on Visit Info Folder, click on the Research/Transplant Box, select Research:Yes, and then click Finish. ii. Enroll the new patient into utrac as soon as possible and at least by the end of the day (or early on Monday morning for patients admitted over the weekend). iii. The following morning (as data will be transferred from utrac to EPIC nightly), bring up the patient s study appointment in EPIC and check the appropriate Study Cohort Box. d. Whereas a checked Study Cohort Box automates charges using your utrac PBG, a checked Research/Transplant Box will only put a 3-day hold on charges to allow the study team to enroll the participant into utrac and then check the Study Cohort Box in EPIC for the appropriate appointment. 6. What is RSH: Charge Hold (WQ 1843)? a. This is the WQ that holds all charges listed as research: yes in the Research/Transplant field. These charges are held for a maximum of 3 days to give study teams time to enroll their unanticipated new study patients into utrac. 7. How do I research the charge router history of a professional charge? a. Select Account Maintenance b. Enter patient name in Patient field c. Select the accounts to review d. Select Prof Tx Inquiry e. Double click on the Transaction in question d e 4
f. Select the Main tab g. Click on the Chg Rtr src/chg ID blue hyperlink f g h. Click on Charge Information to display the assigned guarantor and RSH study i. Click on Session History to display WQ user edit info (if the user changed the guarantor or RSH study) h i 8. How do I research the charge router history of a facility charge? a. Select Account Maintenance a. Enter patient name in Patient field b. Select the accounts to review 5
c. Select Hosp Tx Inquiry d. Click Select all Groupers e. Left-click on a charge line f. Select Charge Router Charge Detail c d f e g. Click on Charge Information to display the assigned guarantor and RSH study h. Click on Session History to display WQ user edit info (if the user changed the guarantor or RSH study) g h 6
9. How can I customize my filters within EPIC? a. From the WQ click on the Filter Button (and select Set/Edit Filter) b. Click on New c. Expand the Patient folder, and then select the property you would like to filter by. For example: i. Patient Research Enrollments: Linked to Patient. ii. If you expand these properties you will find Research Study. iii. If you expand Research Study there is a property by the name: C_IRB APPROVAL NUMBER. d. Click and drag the property to the property column e. Select the operator (we suggest selecting either = or string contains) f. Select Value (e.g. IRB #). 7
g. Click Accept h. Click Accept again i. The WQ will be filtered. If the user wants to see all the charges they will need to click the Show All button. 8