Resource and patient management system



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9.0Consult Tracking Configuration (CON)


Select the Consult Tracking Configuration (CON) option on the RPMS-EHR Configuration Master Menu to display the following:

Consult Tracking Configuration

CP Copy Prosthetics Services

CS Consult Service Tracking

DS Duplicate Sub-Service

GU Group Update of Consult/Procedure Requests

IFC IFC Management Menu ...

LH List Consult Service Hierarchy

NR Determine Notification Recipients for a Service

PR Setup Procedures

RPT Consult Tracking Reports ...

RX Pharmacy TPN Consults

SS Setup Consult Services

SU Service User Management

TD Test Default Reason for Request

TP Print Test Page

UA Determine User's Update Authority

UN Determine If User Is a Notification Recipient


Select Consult Tracking Configuration Option:

NOTE: This is VERY IMPORTANT: All consults MUST be attached to the ALL SERVICES consult or they will not appear in the selection list. Once a consult is setup, be sure to add it to the ALL SERVICES SUB-SERVICE/SPECIALTY field.

Below is a sample setup with the needed fields highlighted.

SERVICE NAME: DIABETES EDUCATION//

ABBREVIATED PRINT NAME (Optional):

Select SYNONYM:

SERVICE USAGE:

SERVICE PRINTER:

NOTIFY SERVICE ON DC:

REPRINT 513 ON DC:

PREREQUISITE:

No existing text

Edit? NO//

PROVISIONAL DX PROMPT:

PROVISIONAL DX INPUT:

DEFAULT REASON FOR REQUEST:

Topics to cover: {FLD:DIABETES EDUCATION}

Edit? NO//

RESTRICT DEFAULT REASON EDIT:

SERVICE INDIVIDUAL TO NOTIFY:

Select SERVICE TEAM TO NOTIFY: TEAM D//

Select NOTIFICATION BY PT LOCATION:

PROCESS PARENTS FOR NOTIFS:

Select UPDATE USERS W/O NOTIFICATIONS:

Select UPDATE TEAMS W/O NOTIFICATIONS:

Select UPDATE USER CLASS W/O NOTIFS:

Select ADMINISTRATIVE UPDATE USER: SALMON,PHILLIP

//

ADMINISTRATIVE UPDATE USER: SALMON,PHILLIP//



NOTIFICATION RECIPIENT: Y YES

Select ADMINISTRATIVE UPDATE USER:

Select ADMINISTRATIVE UPDATE TEAM:

PROCESS PARENTS FOR UPDATES:

SPECIAL UPDATES INDIVIDUAL:

RESULT MGMT USER CLASS:

UNRESTRICTED ACCESS:

Select SUB-SERVICE/SPECIALTY:

Comments about the example:


Prompt

Comment

SERVICE PRINTER

This would be good to identify (but not required).

Use either SERVICE INDIVIDUAL TO NOTIFY or Select SERVICE TEAM TO NOTIFY

These are the people who will resolve the consult with a note. This might be clerks.

Use either ADMINISTRATIVE UPDATE USER or ADMINISTRATIVE UPDATE TEAM

This is who will receive the consult.

9.1Overview of the Options


The following table provides information about the various options on the Consult Tracking Configuration menu.

Option

Meaning

Copy Prosthetics Services (CP)

IHS does not use this option.

Consult Service Tracking (CS)

This option provides actions that a service can use to track consults and requests.

Duplicate Sub-Service (DS)

This option checks to see if any Consult/Request Tracing REQUEST SERVICE are Sub-Services of more than one Service.

Group Update of Consult/Procedure Requests (GU)

This option allows a search of the REQUEST /CONSULTATION file for request to a particular service within a date range. The status of the entries meeting the selected criteria can be updated to COMPLETE or DISCONTINUED. A comment of up to 256 characters can be entered once and attached to each of the entries.

A report of those records to be updated can be printed without performing the status updates. This option also allows printing of the records along with the status updates.



IFC Management Menu (IFC)

IHS does not use this option.

List Consult Service Hierarchy (LH)

This option allows the Consult Service hierarchy to be printed. The listing will include all disabled and tracking only services. Any services in the REQUEST SERVICES file that are not part of the hierarchy will be listed last.

Determine Notification Recipients for a Service (NR)

This option determines the notification recipients for a specified service.

Setup Procedures (PR)

IHS does not use this option.

Consult Tracking Report (RPT)

Refer to the Consult Manage for more information about these options.

Pharmacy TPN Consults (RX)

This option is used by the Pharmacy Service Consult (mainly inpatient).

Setup Consult Services (SS)

(see the table below for the meaning of the fields associated with this option)



This option is used to set up the hierarchy of services and specialties.

Each service/specialty defined in this file can be setup to have a consult print at its own service printer when the consult is entered and signed using the “Add order” menus in OE/RR.

Teams of clinicians can also be associated with each Service/Specialty. The team members will be notified when a new consult is ordered from their service/specialty.


Service User Management (SU)

This option is used to identify individuals or teams that should be notified when a Consult/Request is being sent out to their receiving service.

It also identifies individuals who will not be notified when consults are being sent to the service, but DO have update/tracking capabilities for the service.



Individuals or teams can also be notified of a new consult based on the Patient’s Location. When a Consult/Request is sent to a service, the Patient Location will be checked. If the receiving service has broken down its notice notifications by Hospital location, the notification will be sent to the individual and/or team defined in this option.

Test Default Reason for Request (TD)

This option shows the default reason for request for a specified service and patient.

Print Test Page (TP)

This option allows a user to select a printer for reviewing print parameters. A report is generated that includes the current device print parameters and a ruler to verify the length of the current print page. A description of how to use the ruler is included in the report.

Determine User’s Update Authority (UA)

This option determines a selected user’s update authority for a selected service.

Determine if User is a Notification Recipient (UN)

This option determines if a user would be a notification recipient for a selected service.

The Setup Consult Services can be any of the following fields:

Field

Meaning

SERVICE NAME

The Name of a service or specialty that might receive consult/requests. This can also be a name which represents a group of services or specialties.

ABBREVIATED PRINT NAME

The commonly known Abbreviation for this Service / Specialty. The application uses this name to build Consult Notifications; the name must be seven characters or less in length.

INTERNAL NAME

The alternate name for the service. This name does not appear on printouts or displays, but can be used to access the service through the Setup Services (SS) option or with FileMan.

SYNONYM

This identifies the commonly known names and abbreviations for the Service named in the .01 Name field. Synonyms identified here are used in the look-up of services at “Select Service/Specialty:” prompts as well as during ordering in CPRS.

SERVICE USAGE

Whenever a value is defined in the SERVICE USAGE: field, the Service entry will NOT be selectable to send consults “TO” in the OE/RR ordering process. Service Usages cause functioning as follows:

GROUPER ONLY

This allows a service to be used for grouping other services together for review purposes; it aids in defining the service hierarchy (e.g., ALL SERVICES, INPATIENT SERVICES, OUTSIDE SERVICES). During the order process, selecting a GROUPER ONLY service shows the service hierarchy under that service grouper. A GROUPER ONLY service should never be a "TO" Service on a consult.

TRACKING ONLY

This allows a service to be defined in a hierarchy, but will not allow users ordering consults in OE/RR to be able to see or select a service marked for TRACKING ONLY. (For example, Psychology might be defined with its Service Usage blank, and its Sub-specialty multiple defined with services of which some or all might be “TRACKING ONLY” services. This hierarchy facilitates the situation when a service, such as Psychology, prefers a common location for all related consults to be sent to. A Tracking user at the common location then “Forwards” the request to one of the sub-service TRACKING ONLY services for completion.) Update users for the service can see and order directly to a tracking service.

DISABLED

This represents Disable services. You cannot select disabled services for ordering or tracking. Existing requests for a disabled service can still be processed to completion.

SERVICE PRINTER

This allows the service/specialty to identify a device to be used for printing Consult Forms (SF 513) ‘automatically’ at the service when the consult/request order is released by CPRS. If the device is not defined, the Consult Form will not print unless a default service copy device is defined for the Consults package for the ordering location. The default service copy device parameter can be found by using the Print Parameters for Wards/Clinics [OR PARAM PRINTS (LOC)] option.

NOTIFY SERVICE ON DC

This controls when members configured to receive notifications for this service in the Consult hierarchy will be alerted to a consult being discontinued. This field can be set to ALWAYS, NEVER, or REQUESTOR ACTION. REQUESTOR ACTION stipulates notification only if the person discontinuing the consult is not an update user for the consulting service.

REPRINT 513 ON DC

The field will determine if the SF 513 should reprint to the consulting service when a consult is discontinued. Again the three choices are ALWAYS, NEVER, or REQUESTOR ACTION. The REQUESTOR ACTION choice stipulates reprinting only if the person discontinuing the consult is not an update user for the consulting service.

PROVISIONAL DX PROMPT

This determines how to prompt for the provisional diagnosis when ordering consults for this service. If this field is set to OPTIONAL, the application prompts for the provisional diagnosis; the user can bypass answering the prompt. If the field is set to SUPPRESS, there is no provisional diagnosis prompt. If set to REQUIRED, the user must answer the prompt to continue placing the order.

PROVISIONAL DX INPUT

This determines the method to prompt for input of the provisional diagnosis when ordering a consult. If set to FREE TEXT, one can type any text from 2 to 80 characters in length. If set to LEXICON, one is required to select a coded diagnosis from the Clinical Lexicon.

PREREQUISITE

This is a word-processing field to communicate pre-requisite information to the ordering person prior to ordering a consult to this service. This field is presented to the ordering person upon selecting a Consult service and allows one to abort the ordering at that time if needed. TIU objects can be embedded within this field that are resolved for the current patient during ordering. Any TIU objects must be contained within vertical bars (e.g., |BLOOD PRESSURE| ).

DEFAULT REASON FOR REQUEST

This is default text used as the reason for the request when ordering a consult for this service. This field allows a boilerplate of text to be imported into the reason for request when placing consult orders for this service. If the user places an order using a quick order having boilerplate text, that text supersedes any default text stored in this field. This field can contain any text including TIU objects. TIU Objects must be enclosed in vertical bars (e.g., |PATIENT NAME| ).

RESTRICT DEFAULT REASON EDIT

This field (if it exists for this service) affects the ordering person’s ability to edit the default reason while placing an order if a DEFAULT REASON FOR REQUEST exists for this service. This field can be set to UNRESTRICTED, NO EDITING, or ASK ON EDIT ONLY. The third value, ASK ON EDIT ONLY, allows the ordering person to edit the default reason if the order is edited before releasing it to the service.

Fields for Inter-Facility Consult

All Inter-Facility consult fields are not used in the EHR.

SERVICE INDIVIDUAL TO NOTIFY

This field allows a person who is identified in this field as having primary responsibility for receiving consults and tracking that person through to completion or discontinuance. This individual will receive a “NEW SERVICE CONSULT” notification type when a new order is released to the service through CPRS. That person must have the “NEW SERVICE CONSULT/REQUEST” notification type enabled.

SERVICE TEAM TO NOTIFY

This is the name of the Service Team that is to receive notifications of any actions taken on a consult. A team of users can be identified (from the OE/RR LIST file #100.21) who will receive a “NEW SERVICE CONSULT” notification when a new order is released to the service through OE/RR. The individuals on the teams must have the “NEW SERVICE CONSULT/REQUEST” notification type turned ON. Team members will be able to perform update tracking capabilities.

NOTIFICATION BY PT LOCATION

This is a ward/clinic location or hospital location to which the service wants to assign a service individual or team. When a consult or request is ordered, notifications to the receiving service checks to see if the patient’s location is defined here. If defined, notifications are sent to an individual and/or members of a team specifically associated with this location.

PROCESS PARENTS FOR NOTIFS

When this field is set to YES, this will cause the parent service of this service to be processed when determining notification recipients. The check is carried up the chain until ALL SERVICES is reached or until a service is marked NO.

UPDATE USERS W/O NOTIFICATIONS

This is a list of individuals who can do update tracking, but who will not get a notification.

UPDATE TEAMS W/O NOTIFICATIONS

This is a list of teams to be assigned update authority for this service. All clinicians in the teams have update authority no matter what patients are in the teams.

UPDATE USER CLASS W/O NOTIFS

This is a list of user classes to be assigned update authority for this service. All persons assigned to the user classes included have update authority with the current service.

ADMINISTRATIVE UPDATE USER

This is a list of the users for a service who can perform Administrative Completes (Completes without a note attached). Optionally, this individual can be set as a notification recipient. In addition, this person can forward a consult.

ADMINISTRATIVE UPDATE TEAM

This contains the names of team lists from the OE/RR LIST (#100.21) file. All provider/users of the teams will have administrative update authority for requests directed to this service, and the teams can optionally be designated as notification recipients.

PROCESS PARENTS FOR UPDATES

When this field is set to YES, this will cause the parent services of this service to be screened to determine update authority for a given user. Hence, if an individual is set as an update user in a grouper service, this individual will have privileges for all sub-services that have this field set to YES.

SPECIAL UPDATES INDIVIDUAL

This is someone with privileges to perform group status updates for this service or any of the entries in the SUB-SERVICE/ SPECIALTY field. It is recommended that this individual be a responsible service update user or a Clinical Application Coordinator. If given the option Group update of consult/procedure requests [GMRCSTSU], that person can choose all requests within a date range that are pending, active, or both and can update the request to discontinued or complete. This will also update the related order in CPRS to the same status.

RESULT MGMT USER CLASS

This field is not used by the EHR because it requires the medicine package. This field defines the Authorization / Subscription User Class that is permitted to disassociate a Medicine result from a Consult request. It is recommended that this function be restricted to a very select group of individuals. It should be left blank.

UNRESTRICTED ACCESS

When this field is set to yes, this will allow all users to perform the full range of update activities on consult or procedure requests directed to this service. If this field is set to yes, all other fields related to assignment of update users are ignored. The SERVICE INDIVIDUAL TO NOTIFY and the SERVICE TEAM(S) TO NOTIFY fields are still used to determine notification recipients for each individual service.

SUB-SERVICE/SPECIALTY

This is the list of sub-service/specialties that are grouped under this Service. The sub-service / specialty entries must each be defined as entries in this file. There is no limit on how deep the hierarchy of services can be defined. The only requirement is that the “ALL SERVICES” entry be at the top of the hierarchy. It is also highly recommended that a service be defined as the sub-service of only one entry in the hierarchy.
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