Hello, , Amazing Epic Update information has arrived!

Wednesday, July 26, 2023

Photo Credit: Dave Blinder Nature Photography - Sunrise in Ocean City, New Jersey.

Advisor Top Stories

Attn: Managers and Leaders! These key items must be addressed in your Daily Huddles:

Ambulatory and Inpatient Huddle Topics:

Telemedicine Epic Video Visit "Sorry for the wait" message update!
Help Patients view and print requisitions via MyChart!
Reminder: CAMs are required for all new hires, rehires, and transfers.

Inpatient Huddle Topics:

Two C-Diff Best Practice Advisories (BPAs) reactivated
Discharge Cath Lab Patients in real time to prevent delays with patient care.
NEW Proper use of Secure Chat SBAR.
Hospital reference labs transitioning to LabCorp.

Exciting Epic Enhancements

Exciting Epic Enhancements!

Next Tuesday, August 1, sixteen Epic Enhancements will be moved into Production.
Click here to learn more about these enhancements, including screenshots.
Click here to learn more about the Epic Enhancement Process and how to submit an Epic Enhancement request!

Thank you to the Epic Together Project Team for these amazing enhancements!
We value you, Epic Together Team!

Important Epic Updates

Update to Telemedicine Video Visit Notifications - "Sorry for the wait!"

Effective 7/21, the message that used to say “Your provider is running late” has changed.
This is the message an Epic Video Visit patient receives 5-minutes after their scheduled appointment time.
Below, please view an image of the previous message patients received 5 minutes after the start of their Epic Video Visit:

The patient message now says, “Your visit will start soon. If you have not yet connected, please do so now.”

Reminder: Epic Question Escalation Process

Epic is such a robust Electronic Health Record (EHR) system, questions are natural and expected!
When you have a question, the correct escalation process to find a validated answer is outlined below:

Press F1 and access your Learning Home Dashboard.
Ask a colleague for help. Your teammates may have a ready answer!
Open a Help Desk Training ticket for direction.

Opening a Help Desk ticket (INC) or an Epic Enhancement Request is not the best way to find an answer.

Reminder: Please submit CAM requests for all new hires, re-hires, and transfers

A CAM is required for all new hires, re-hires, and transfers.

Click here to review the CAM job aid.
If you have any questions about CAMs, please email Karen Lehr for assistance.

You will also need to request Epic Training for new hires, re-hires, and transfers.

Request Epic training by submitting the New Hire Epic Training Form in ServiceNow!

Inpatient Nursing and Allied Health Focus

Patient Movement Reminder: Promptly Discharge Cath Lab/EP Patients at the Time they Depart

All patients being sent to another facility emergently must be discharged from the sending facility in real time so that the patient is available to have orders entered at the receiving facility
Charting can be completed after the patient is discharged, but delays in discharge can lead to delays in prompt patient care.

Press F1 to access the Patient Flow Guide, which contains the steps to efficiently complete patient movement in Hyperspace.

Issues related to a patient not being available at the receiving facility should be called in to Informatics immediately so that immediate intervention can be coordinated
Community Medical Center: 12780
Jersey City Medical Center: 72240
Monmouth Medical Center: 36001
Monmouth Medical Center Southern Campus: 24800
RWJHB Behavioral Health Center: 24800
Hamilton: 8290
New Brunswick: 38158
Rahway: 77618
Somerset: 62374
State that there is a critical patient safety issue, you have a patient who was recently transferred from another facility, and you cannot access the patient's chart
Informatics can provide guidance to clinicians at the sending facility on how to discharge the patient correctly. If necessary, Informatics can assist with opening a high priority Service Now ticket to be assigned to an Epic analyst for additional assistance.

Alternatively, you can call the Help Desk at 855-453-1948 and open an urgent “patient safety” Help Desk ticket.
Click here to view the Epic: How to Get Help flyer!

Two C-Diff Best Practice Advisories (BPAs) Will Be Reactivated

Effective Tuesday, August 2, two C-Diff BPAs will be reactivated in Production:

Fire BPA alert when C-Diff order is placed on a patient with laxatives, tube feeds, or oral contrast in the last 48-hours.

Fire BPA alert when C-Diff order is placed on a patient with an existing order, a previous positive in the last 14-days, or a previous negative in the last 7-days.

Reminder: Proper Use of Secure Chat

Nurses - Do not use Secure Chat for personal healthcare inquiries. Call providers, including residents, for critical values and changes of status:

Secure chat is a business tool intended for clinical communication amongst the patient care team.
Secure Chat should not be leveraged for personal healthcare communications by RWJBH employees to communicate with their healthcare providers about their health status nor that of family members.
Urgent patient safety items must be communicated via telephone call to ensure timely receipt of the message.
Please do NOT send urgent patient safety messages using Secure Chat.
Please do NOT use Secure Chat for personal purposes to communicate with your healthcare providers about your health status or that of family-members -- This violates RWJBH's privacy policy.
Contact the provider directly for clarification of orders within your scope.
Please reinforce with all users to use Secure Chat appropriately!
Avoid the use of Secure Chat during night hours for non-sensitive communications.
Access QGenda to validate the on-call provider in real-time.

Click here to review the NEW Secure Chat SBAR!

Click here to review the Secure Chat vs. Phone Call flyer.

Check Provider's Status on Secure Chat before Messaging (Especially After Hours)

Clinicians can mark themselves as Busy, Do Not Disturb, or Offline in Secure Chat.
A black circle with an X icon indicates the recipient is Offline and they will not receive any Secure Chat message (Please see below for images).
If a clinician is set as Busy or Do Not Disturb, the message will be sent; ho no corresponding push notification will be received on a mobile device.

INPATIENT ONLY: Reminder - Reference Labs Transition to LabCorp

We are switching all inpatient reference lab specimens (labs sent from the hospital to a non-RWJBH laboratory) from your current reference lab to LabCorp at all RWJBH Hospital Locations live on Epic on the following approved schedule:

Tuesday, July 25: New Brunswick and Somerset (i.e., Mayo to LabCorp)
Tuesday, August 8: Hamilton, Rahway, and Jersey City Medical Center (i.e., Quest to LabCorp)
Tuesday, August 22: Monmouth Medical Center, Monmouth Medical Center South, and Community Medical Center (i.e., Quest to LabCorp)

Please be aware that all inpatient reference lab specimens will be sent to LabCorp from your hospital lab.

Click here to review the LabCorp Orders Crosswalk.

Ambulatory Nursing and Allied Health Focus

Patients Can View or Download Paper Copies of Order Requisitions in MyChart

Patients will sometimes call the clinic asking for a paper copy of their requisitions for labs or tests. Using Epic MyChart, the patient does not need to call the clinic anymore, if they need another paper copy. This will save the patient from having to drive back to the clinic and save clinic staff time as well.

If the patient has not activated MyChart you can assist them with activation using MyChart Administration.
Search MyChart in Chart Search to easily locate MyChart Administration.

Click Send Email to share the MyChart activation information w the patient.

Once MyChart is active, the patient can find upcoming labs either on the home screen or under Upcoming tests and Procedures in the Menu.

Have the patient download and print the requisition.

Access and Revenue Cycle Readiness (ARCR) Corner

Copay Collection Is a Focus!

Patient Service Representatives and Front Desk Staff, remember to proactively request copays from patients during Check-In!

From the Department Appointments Report (DAR) or the Today's Patients Report (TPR), you can add the Copay Due and Copay Paid columns to easily view copay information!
To add these columns, from the DAR or TPR, click Settings.

Navigate to the Display tab.
Use the search field to locate Copay columns in the Available Columns row.
Highlight the column and use the right arrows to add to the Selected Columns row.
Use the up and down arrows in the upper right-hand corner to move the column locations on your DAR.
Click Save or Save As to confirm your new DAR Settings.

After making these revisions, your Department Appointments Report (DAR) or Today's Patients Report (TPR) will look like this!
This Front Desk customer is doing an incredible job of collecting copays!
You now have clear columns to disclose Copay Due and Copay Paid!

When talking about copays, smile, be kind and professional, and assume the patient will cover the copay today!
Below please find some sample scripting to assume payment:
"You have a $30 copay due today. Would you prefer to pay with cash or use a card?"
"Your Aetna coverage requires a $50 copay. How would you like to cover that today?"

As a reminder, these tips sheets are readily available on your Learning Home Dashboard!
Press F1 for training tools at your fingertips within Hyperspace!

All Work No Play Makes for a Dull Day

Self-Care Reminder

You cannot pour from an empty cup! Remember to carve out time to rest, relax, and restore your soul!

Self-care is not selfish! Taking care of yourself ensures you are focused, healthy, and ready to be there for those who need you!
Below please find some ideas to help you thrive during this busy summer season!
Call a friend you haven't connected with in a while.
Sit in the sunshine and read a good book or write in your journal.
Get outside and go for a long walk!
Plan a road trip for your next day off. Research the region you want to visit, its history, and a good restaurant for lunch.
Start an autumn book club with friends and pick titles now.
Take up a hobby like bird watching, gardening, or collecting rocks.
Write a letter to a friend from your childhood or a family member.
Click here to listen to The Meters "Hand Clapping Song" during your next break!

How to "Get Help" With Epic

For 24/7 inpatient assistance, please call informatics extensions from within the hospital on a hospital phone:

Community Medical Center: 12780
Jersey City Medical Center: 72240
Monmouth Medical Center: 36001
Monmouth Medical Center Southern Campus: 24800
RWJHB Behavioral Health Center: 24800
Hamilton: 8290
New Brunswick: 38158
Rahway: 77618
Somerset: 62374

For immediate help with Epic issues/build-fix requests, call the Enterprise Service Desk at 855-453-1950.

We have developed this handy "Epic: How to Get Help" flyer that will provide instructions on opening Help Desk Tickets and enhancement requests in Epic.