Vanderbilt Outpatient

Order Management

• Staff Worklist • Patient List • Patient Detail • OPWB and Star

Integration • Reports and

Requisitions

Patient List

Notes for the Patient List A – When you first launch the Worklist, use the “Select My Clinics” link to select the clinic/providers you need to see. B – can put a check mark in Show Completed Patients and will only show patients for that day. C – Yellow highlighting in Patient Name field identifies an in-clinic order. D – A phone icon next to a patient’s name identifies an expired order and the patient needs to be contacted. (Please note that the order may have been scheduled in Epic, but not marked as complete in the worklist.) If this order is not completed within 4 weeks of the due date, the order will move to a past due status. E – Totals will show at the bottom of the list.

A B

C

D

E

Patient Detail

Launch • Starting Staff Worklist

• From Star Panel • From Whiteboard

• Closing

Launching from Star Panel

The Staff Worklist application was designed to run and live inside of Star Panel. When opened, the worklist will remain available on the Sign Drafts Tab until another application is opened in its place.

Black Bar – The Staff Worklist is available on the black bar as “Voom wlist” under the “Worklists” heading.

Sign Drafts Tab – The worklist will remain available on the tab.

White Board – To access the worklist, simply click on the VOOM column and the details for the selected patient will be displayed.

Closing the Staff Worklist

The application will automatically close when you log out of Star Panel.

Getting Started

•Setting Up Clinics/Providers •Display All •Clinics •Providers

•Removing Clinic/Providers •Setting Up Label Printer •Removing Printer

Getting Started Getting started on the VOOM Staff Worklist is very easy. First, you will need to select your clinics and/or providers and the label printer. VOOM will remember your selection the next time you launch the worklist.

Display All – By not selecting any clinics all patients with orders in VOOM will be displayed.

Selecting Clinics – Click the green + sign next to the clinic.

Selecting Providers– Click on to view the list of providers and select the providers.

Removing – To remove a provider, unselect the check box and to remove a clinic click the red X. Removing a clinic will remove all providers associated to that clinic.

Setting Up Label Printer – Click in the upper right hand corner of the screen and select the printer in your work area. You may change printers at any time.

Removing – Click the printers name and select ‘(none)’.

Navigation

•Patient List •Searching •Color Indicators •Directives •Filtering

•By Clinic/Provider •Since Date

•Actions •Refresh

•Patient Detail •Orders Tab •Appointments Tab •Actions

•New Message •MRN Link •Return to Patient List

Navigation of Staff Worklist The worklist is designed in two main sections. The first screen, the patient list, displays the list of patients who have work to be completed. The second screen, the patient detail, displays the information for each patient.

Patient List Searching Patients– Search by name or MRN number. The patients returned during the search is limited to the clinics and providers selected for ‘Select My Clinics’.

Color Indicators – VOOM uses the same color conventions as Outpatient Whiteboard and Star Panel Message Baskets to signal when works needs to be completed.

Blue indicates work to be done.

Yellow indicates something to be done while the patient is in the clinic.

Completed orders move to the bottom of the list for the remainder of the day. You can view by using the “Show Completed Patients button.”

Directive – Indicates when specific task need to be completed for a patient.

Filtering – Filtering by clinic and/or providers is done by selecting clinics and providers.

Since Date – Adjusting the since date allows you to see previously completed orders.

Actions – Will refresh the screen.

Continued…

Navigation

•Patient List •Searching •Color Indicators •Directives •Filtering

•By Clinic/Provider •Since Date

•Actions •Refresh

•Patient Detail •Orders Tab •Appointments Tab •Actions

•New Message •MRN Link •Return to Patient List

Patient Detail Using the six columns showing in worklist, you can determine the action required for the patient.

Clicking on a number in the column, will cause the order(s) to appear and the proper action can be taken. At the top of the order screen, you can click on the “New Message” link and a new message will open a message basket in the lower panel. MRN Link – Will take you to the Pt Chart tab for the selected patient.

Return - Click the Go Back button to return to the patient list.

Cancel - The clinic staff has the ability to cancel these orders until they are completed. Will prompt you for a reason why the order is being canceled.

Working •In Clinic Orders

•Required Information •Printing Labels •Cancel

•Sent Orders •Cancel

•Future Orders •Cancel

•Expired Orders •Bundles •Message •Done •Reorder

•Radiology Exams (Need Scheduling)

•Send to Radiology •Scheduled •Cancel

•Appointment/Consult Request •Done •Cancel

•Other Actions •Patient Notifications •Adjusting Dates •Adding Comments •Print Paper Req. •Print Order Summary

Working the Staff Worklist There are several types of orders that will appear on the worklist with a variety of different actions available to complete the order.

In Clinic Orders – Orders that are required to be completed while the patient is at the clinic. The patients name will be highlighted in yellow. In Clinic orders can only be viewed on the Staff Work List .

Required Information – Additional information that is required by the ancillary service.

Printing Labels - Will complete the order and print label ready labels on the selected label printer. The order is sent directly to the Lab’s computer system. If for some reason you are unable to send the specimen you must contact the lab.

Cancel - Cancels the order in VOOM. Will prompt you for a reason why the order is being canceled.

Sent Orders – Orders sent to other worklist (e.g. Lab, Radiology, etc) will appear on the Staff Worklist.

Cancel - The clinic staff has the ability to cancel these orders until they are completed by the ancillary staff. Will prompt you for a reason why the order is being canceled.

Future Orders – All orders scheduled to be completed in the future will appear on the Staff Worklist.

Continued…

Working •In Clinic Orders

•Required Information •Printing Labels •Cancel

•Sent Orders •Cancel

•Future Orders •Cancel

•Expired Orders •Bundles •Message •Done •Reorder

•Scheduled Exams •Send to Radiology •Scheduled •Cancel

•Appointment/Consult Request •Done •Cancel

•Other Actions •Patient Notifications •Adjusting Dates •Adding Comments •Print Paper Req. •Print Order Summary

Past Due Orders - If a patient does not complete their orders after the automatic 30 day bump out, the orders will expire and return to the Staff Worklist and be noted under the Past Due column.

To view the individual order(s) click on the number in the “Past Due” column and you will see the following buttons. Message - Will open a message basket and populate the message with the expired(s) orders. Done - Will complete the orders without re-ordering them. Reorder - Will re-order the test in draft and take you to the VOOM ordering screen where you can any necessary edits and complete the orders. Scheduled Exams– The scheduling of the exams can either be completed by the clinic staff or sent to the ancillary scheduling department for completion. Send to Radiology - This will forward the scheduling of the exam to the Radiology Scheduling Departments worklist. Once the exam is scheduled the scheduling department will contact the patient. Scheduled - If the exam was scheduled by the clinic staff then this will complete the order on the worklist. Cancel - The clinic staff has the ability to cancel these orders until they are completed by the ancillary staff. Will prompt you for a reason why the order is being canceled.

Continued…

Working •In Clinic Orders

•Required Information •Printing Labels •Cancel

•Sent Orders •Cancel

•Future Orders •Cancel

•Expired Orders •Bundles •Message •Done •Reorder

•Scheduled Exams •Send to Radiology •Scheduled •Cancel

•Appointment/Consult Request •Done •Cancel

•Other Actions •Patient Notifications •Adjusting Dates •Adding Comments •Print Paper Req. •Print Order Summary

Schedule Appts/Schedule Tests - Requests are displayed in the Schedule Appts and Schedule Tests columns.

Click on the number in the column and you will be able to open the order(s). Other Actions – Additional features on the patient detail screen. Patient Notifications – When an order requires the patient to be notified, the Patient Notification Icon will appear next to the patients name on the patient list screen. Opening the detail screen will display which test require notifications.

Clicking on any of the icons will display the list of tests and allow you to document what action you took in a message basket. Adjusting Dates – Click the date link and select new date. Adding Comments – To add comments for a particular order, click the “view/edit” link found in the Information column.

Continued…

Working •In Clinic Orders

•Required Information •Printing Labels •Cancel

•Sent Orders •Cancel

•Future Orders •Cancel

•Expired Orders •Bundles •Message •Done •Reorder

•Scheduled Exams •Send to Radiology •Scheduled •Cancel

•Appointment/Consult Request •Done •Cancel

•Other Actions •Patient Notifications •Adjusting Dates •Adding Comments •Print Paper Req. •Print Order Summary

Printing/Fax Paper Requisition- For patients that are having their test performed at a facility outside of the Vanderbilt Network a paper or fax requisition can be created.

Click the button to view the list of test. Once the test that require a paper/fax requisition have been selected click the Fax or Print button.

By doing this these test will be flagged as being performed outside of Vanderbilt. VOOM will no longer track if the test goes uncompleted by the patient.

A paper requisition will be completed for each test type. If the Ordering Provider entered the test in VOOM or has already signed-off the quarterback entered orders the requisition will be electronically signed. Printing Order Summary – VOOM has an order summary available for printing that can be given to the patient, however this is not an order requisition that the patient can use to get the test done.

has been scheduled. No staff action required.

Order Status

•Status Column •In Clinic Order •Active •Order Sent •Order Sent (lab) •Canceled •Phleb. Canceled •Rad. Canceled •Acknowledged •Expired •Future •Scheduled

•Directive Column •… go to lab •… go to radiology •… needs scheduled

VOOM Status of an Order During the life cycle of an order VOOM will update the current status on the Patient Detail Screen. In addition, on the Patient List Screen VOOM will communicate any directives that need to be given to the patient.

Status Column– Displays the current status of an individual order.

In Clinic Order – Test to be completed in the clinic and requires staff action.

Active Order – Test that is not integrated in VOOM and requires staff to follow current work flow to complete.

Order Sent - Test sent to ancillary system waiting to be Completed. No staff action required.

Canceled, Phleb. Canceled, Rad. Canceled – Test canceled and can no longer be completed. No staff action required

Acknowledged – Confirms receipt of a ancillary canceled or expired test. Requires staff action to complete.

Expired - Test that have gone uncompleted by the Patient. Requires staff action to complete.

Future – Test ordered for a future date. No staff action required.

Scheduled – Shows that an exam that requires scheduling

Continued…

Order Status •Status Column

•In Clinic Order •Active •Order Sent •Order Sent (lab) •Canceled •Phleb. Canceled •Rad. Canceled •Acknowledged •Expired •Future •Scheduled

•Directive Column •… go to lab •… go to radiology

Directive Column– Displays the information to communicate to the patient. Patient needs to go to lab – Patient has lab test waiting to be completed at Phlebotomy. Patient needs to go to radiology – Patient has radiology exams waiting to be completed at Radiology.

Whiteboard & Star Panel

•White Board

•VOOM Column •Star Panel

•Order Indicator •Star Order Summary

White Board & Star Panel Integration To aid the staff VOOM has several areas of integration between White Board and Star Panel.

White Board – The Staff Worklist has been integrated to the OPWB to signal the staff when there are important items on the worklist during the patients visit to the clinic.

VOOM Column – Displays active orders on the Staff Worklist using the same color indicators. When you click on the field in the column, you will be taken directly to the patient’s orders. A yellow background identifies an in clinic order that should be completed before the patient leaves the clinic.

Continued…

Whiteboard & Star Panel •White Board

•VOOM Column •Star Panel

•Order Indicator •Star Order Summary

Star Panel– Integration with Star Panel has been created to display to the staff the number of pending orders on the Staff Worklist. In Addition, integration with Star Panel makes it easy find past orders on the patient’s chart. Star Order Summary – Located under the Pt.Chart tab and can be found under All documents or Orders. The summary is logged by the day the original order was placed. The status column is updated during the life cycle of each order along with the valid dates if they are changed.

Frequently Asked Questions

•Can’t open Staff Worklist •Expired Orders •I can’t print labels •See orders from previous visit

Commonly asked questions for the application.

Can ‘t open Staff Worklist Q: I can’t get into my VOOM worklist. It says, “you shouldn’t be here” A: Sometimes launching the worklist from favorites will give the user an error message. They need to launch the

VOOM worklist form the “worklist” area of Star Panel. Remove current worklist from favorites and drop a new one into favorites.

Expired Orders Q: What do these “expired” orders mean on the worklist? A: When an order or test is not completed (patient no-shows) within a certain number of days, the order will

‘expire’ and go back to the ordering provider’s staff worklist. The staff needs to let the provider know order was not completed. Once they do this, they can click on the green checkmark so the order will be “acknowledged” to show that it has been addressed.

I can’t print labels Q: I can’t print labels from VOOM (clinic staff). A: Check printer ID. Is printer chosen from the VOOM staff worklist as default VOOM printer?

Are there labels in the printer and printer turned on? Q: I can’t print labels or submit orders in VOOM. I get a message:

A: Patient needs to be checked to EPIC either in lab area or clinic front desk. See orders from previous visits? Q: How do I see orders from previous visits? A: From Staff and Phlebotomy Worklist:

Change the “since date” at the top of worklist to a “past date” (we should allow 6 months? Today we only allow 10 days). They can also view all VOOM orders in the patient’s chart under “all docs”. Phlebotomy can look in GE for previous orders.