***For RWJBH and Rutgers Providers Live on Epic***

November 16, 2023: Today Is International Day for Tolerance

Provider Top Stories

Attn: Physician Leaders and Practice Managers! Share these key items in your meetings:

Ambulatory and Inpatient Providers:

• Attn: All Providers - Next week we will return to our normal, weekly Wednesday distribution for the Epic Provider Newsletter.
• Congratulations, Wave 5 Providers, on a successful Epic Go-Live!

Inpatient Providers:

• New Epic Functionality: Easily Assigning New Attending Provider in Epic
• Refresh: Provider Care Teams & Finding Patients in Epic

Ambulatory Providers:

• Immunizations and Medications in Epic
• Reminder: Close Encounters & Three-Day Encounter Closure Timelines Explained

Inpatient Providers:

New Functionality in Epic! Updating Attending Provider for Multiple Patients:

It is essential that all know who the Attending Provider is in real-time.

However, we understand that this is new functionality. Below are simple and quick steps to update Attending in Epic.

• Go to Patient Lists.
• Hold the Shift or Ctrl key on your keyboard and highlight multiple patients on the Patient List.
• Right-click and select Assign Others from the menu.

• Select the Provider, Relationship, Start Date and Start Time.
• Helpful Hint: Select the Attending box to quickly update Attending Provider.
• You may also update the End Date, End Time, and Override 1st Contact, if necessary!
• Click Accept.

• The new Attending Provider is now reflected for all highlighted patients on Patient Lists... So efficient to make this update!

Refresh: Provider Care Teams Refresh - Finding Your Patients in Epic

• In Epic, there are multiple ways to locate your patients.

If you are part of a Provider Care Team, it's easy to sign yourself into a Team during Sign-in:

• When you log into Epic with your unique Username and password, you will be prompted with a Sign In pop-up to assign yourself to the Provider Team.
• Verify the following information when you complete Sign-In:
• Your start and end time
• Your role
• Your Service
• Your Contact info
• Select your Provider Team(s)
• This allows you to select Your Patients.
• You can also click Select All.

Adding a Patient to the Provider Care Team:

• Go to Patient Lists.
• Search for and highlight the patient on the Patient List.
• Right-click on the patient and select Treatment Team from the menu.

• Search for and select the Provider Care Team or select Add Team and select the Provider Care Team from the list.
• Click Accept.

• Click here to review the associated Provider Care Teams Tip Sheet.
• We are providing the definitions below to further explain Epic Terms related to finding patients.

Ambulatory Providers:

Immunizations vs. Medications in Epic

• Immunizations, such as Flu or COVID Vaccines, are administered using the Immunization activity in Epic.

• Clinic Administered Medications, such as a B-12 injection, are administered in the Medication Administration Record (MAR).

• If your practice has barcode scanners, you will scan the barcode to complete medication administration.
• If your practice does not have barcode scanners, you should Override the scanning.

Reminder: Complete Your Encounters in a Timely Fashion

• RWJBH's Chart Completion Standards Policy reflects Joint Commission, CMS, and NJDOH patient safety best practices:
• Ambulatory - A best practice is to close your encounters within 24- hours.
• Encounter closure within 3-Days is mandatory. 

To avoid escalation, please close encounters within 3-days!

Click here to review RWJBH's Chart Completion Standards Policy.

Three-Day Encounter Closure Timeline Explained

• Whether your patient Encounter is at 9:30 AM or 4:30 PM today, the 3-Day Encounter Closure time frame will end at midnight two days later.
• Please see the image below for additional information about ensuring you are following RWJBH's 3-Day Encounter Closure Policy!

Recent Newsletter Content Reminders

Refresh on Recent Newsletter Stories:

If you missed an important communication in last week's newsletters, click the links below for an efficient review:

• E-Consents
• Use Haiku and Secure Chat to Connect with Clinicians
• Discharge Medication Reconciliation Reminder: Updates Require Re-Reconciliation
• Level of Care Reminder
• Helpful Tips for Blood Transfusions/Ordering Blood
• Pre-Op Orders Required to Reserve OR Time (including Tip Sheets!)
• Reminder: Use QGenda/On Call Finder
• Ambulatory Providers - Select Bill Area
• Personalization remains a priority

Dedicated Provider Support

Wave 5 Providers, please Save these Important Numbers:

• Dedicated Provider Help Desk: 855-453-1948
• Epic Training Provider Hotline: 732-658-4820
• Inpatient Providers and Clinicians, 24/7 support is available! Dial the numbers below from an inside Hospital line - Ask for "Clinical Informatics!"

Wave 5 Providers, here are your Go-Live Support Resources:

To be viewed on your mobile device:

• Wave 5 Provider Go-Live Pocket Guide



To be printed and posted:

• Wave 5 Go-Live Help at a Glance Flyer
• Epic: How to Get Help flyer
• Wave 5: Where to Locate Heritage Data Flyer
• Wave 5 QR Code Flyer
• Components of Hyperspace.

To view the unit crosswalk documents, click the links below:

• Clara Maass Medical Center Unit Crosswalk
• Cooperman Barnabas Medical Center Unit Crosswalk
• Newark Beth Israel Medical Center Unit Crosswalk
• Wave 5 Unit Crosswalk Master

Good Humor

Heartfelt thanks to Ronica Velardi, Epic Communications Team Lead, for this week's Good Humor submission.

Epic: How to Get Help

Review the Epic How to Get Help Flyer!

• The "Epic How to Get Help" Flyer includes instructions to:
• Open a Help Desk Ticket
• Check The Status of an Open Ticket
• Reopen a closed ticket
• Enter an Epic Enhancement Request
• Click here to view the Epic: How to Get Help flyer!

Live Site Epic Provider Print Edition!

• Click here for a printable PDF of this week's Live Site Epic Provider Newsletter.

Phone a friend:

Our cell numbers are available below.

Please call with any questions or concerns.

RWJBH-Rutgers Medical Leadership Team