Epic Research Overview April 2018
This document provides insights into the Epic Research project, highlighting impacted groups, roles, workflows, and key information. It details how patients enrolled in research studies are managed within Epic, emphasizing billing processes and system interactions between Velos and Epic. The summary also outlines key points regarding study participants, VelosCT integration, and financial services review processes.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
Research in Epic Research in Epic April 2018 1
Research Research Impacted Groups: PFS, Patient Access, Study Coordinators Impacted Roles*: Billers, Schedulers, Study Coordinators Owning Application Team: HB Current State Workflows Future State Workflows Patients that are enrolled in a research study are flagged in SDK using ZZ Research . This flag qualifies the patient related charges onto a report for manual billing review by Revenue Integrity. All charges marked for bill to study versus bill to insurance are managed in SDK and GE. Users will be linking patients to studies in Epic however an interface from Velos to Epic will flag enrollments at the patient level. This flag will identify patient related charges for research billing review. PFS will perform the billing review function in Epic. Key Information (outstanding questions, impact on BMC, workflow highlights/positives) Patient Header- Patients enrolled in an active study may be identified easily in the patient clinical header. How this impacts your role Billers- Will be responsible for reviewing charges in Epic to make the determination for billing to study versus to insurance Schedulers- Will have the ability to link visits to an active research study. Study Coordinators- Will have the ability to either link visits to studies in Epic or call the scheduling area to request the linking 2
Summary of Key Points Summary of Key Points The active studies and participants will be interfaced from VelosCT Participants must be entered into VelosCT with 24 hours of being consented The study nickname in VelosCT will be the Study Name in Epic The IRB Protocol number in VelosCT will be the Study Code in Epic The Full protocol title in VelosCT will be in the Description field in Epic The NCT number will only be interfaced for CMS Qualifying Clinical Trials We are not going live with Epic calendars or time lines Patient Financial Services will review all charges for research participants, and process in accordance with research documentation in the VelosCT calendar 3
What What We Know We Know All research studies will continue to be managed in Velos only PFS will review research related charges (Pro/Tech) for billing purposes Enrollment Status Table: Active Inactive Consented- In Screening Completed Enrolled Ineligible On Intervention Withdrew Consent In Follow-Up Expired Terminated Transferred Care 4
Epic Research Standard Workflow Epic Research Standard Workflow Performed by BMC Revenue Cycle staff
Recap of Workflow Recap of Workflow Professional/technical charges for patients enrolled in a study will qualify for 100% billing review PFS will be responsible for billing review In Epic, the Patients Needing Research Billing Review (Non-Coordinator) Report will be used by BMC Revenue Cycle staff for billing review We will not be utilizing the functionality to link orders at this time 6
What What We Know We Know In Epic, association of the study and study account is accomplished through linking the encounter to the study Study Coordinators and Schedulers will have the ability to link patients to research studies Linking can be accomplished via multiple methods: At time of scheduling After scheduling using Upcoming Appointments Report In Epic, study enrollment is performed at the patient level, which satisfies the requirement for billing review. However, visit/encounter association offers enhanced billing review 7
Workflow Workflow Research Scheduling Research Scheduling Research Related Visit Scheduling Study Coordinator Study Enrolled patient requires appointment Study Coordinator contacts department to schedule appointment Did the Study Coordinator indicate that the visit is study- related? Schedules and registers the visit/encounter as usual with a patient/family guarantor account Accesses the Specialty Billing form Yes Department Scheduler Selects the correct study in the Research Study table Links the encounter to the visit on the patient timeline Completes scheduling No 8
Workflow Workflow Encounter Linking Encounter Linking Encounter Linking from Upcoming Appointments Report Runs (from RWB) Upcoming Appointments Report for study enrolled patients with a visit Reviews the results to determine which encounters are related to the study Is the standard care visit inappropriately linked? Is the study-related visit already linked? Unlinks the encounter Study Coordinator Yes Yes No Links visit to the study Close report No 9
Tools Tools Upcoming Appointments Report Upcoming Appointments Report 10
Tools Tools Upcoming Appointments Report Upcoming Appointments Report 11
Recap of Workflow Recap of Workflow Study Coordinators will perform outreach to the departments to schedule a study related visit Schedulers will perform visit encounter linking at the time of scheduling Study Coordinators will be able to link visit encounters from the Upcoming Appointments Report 12
Summary of Key Points Summary of Key Points The active studies and participants will be interfaced from VelosCT. Participants must be entered into VelosCT with 24 hours of being consented. The study nickname in VelosCT will be the Study Name in Epic. The IRB Protocol number in VelosCT will be the Study Code in Epic. The Full protocol title in VelosCT will be in the Description field in Epic. The NCT number will only be interfaced for CMS Qualifying Clinical Trials. We are not going live with Epic calendars or time lines. Patient Financial Services will review all charges for research participants, and process in accordance with research documentation in the VelosCT calendar. 13
Resources Resources Additional Information Timing Location CAD Link Research Tip Sheet Posted http://share.bmc.org/revup/Cadence/Forms/ AllItems.aspx?RootFolder=%2frevup%2fCaden ce%2fFront%20Desk%20Tip%20Sheets&View= %7b3894984F%2d2455%2d48F5%2d8A0F%2d 1C6380A5ED52%7d Research E-Learning Posted http://internal.bmc.org/revup/elearning/cade nce.html 14
