IT Matters - June 18, 2020

Trending in IT

For All Epic Users

When to Use Epic’s Secure Chat

With Secure Chat in Epic you can chat one-on-one or in groups for non-urgent communications. Since Secure Chat’s successful launch on May 8, more than 135,000 text messages have been exchanged. These messages can cover a range of non-urgent topics, including:

A request for pharmacist-provided patient education.
Dialogue between nurses on a patient’s fall risk or restraint concern.
Coordinating a time with Physical Therapy for a patient who has multiple diagnostic tests scheduled.
Advising night shift clinicians about a patient turn schedule.
Discussing patient discharge plans and DME needs with case management.

Secure Chat should not be used for urgent patient concerns. Do not use Secure Chat to request rush or timely orders, provide urgent lab results or share critical vitals. Doing so may present a patient safety risk.

To reach the on-call or covering physician for urgent patient issues:

Contact on-call providers through their answering services or after-hours contacts.
Where available, use PerfectServe to identify and reach the on-call provider.

Important reminders:

Physicians may miss your messages if they don’t have Epic Haiku or Canto on their mobile devices. They will only receive messages on their desktop computers.
Your message may not be received in a timely manner if the provider’s status is showing as Unavailable.
Incoming messages are not monitored by an administrator or group, which could result in a delayed response.
Non-physician staff can only access messages when logged in Epic.
Remember to set your Availability Status – especially if you’re not available.
Be sure to turn on your notifications if using a mobile device.

For other tips on using Secure Chat, please visit the IT website at it.houstomethodist.org/securechat .

For Everyone

Microsoft Teams – How to Fix Audio/Visual Issues

When using Microsoft Teams, some people are reporting camera or audio issues after docking or undocking a laptop.

To fix this issue, check your device settings by clicking on your Microsoft Teams profile picture. Click Settings and then click Devices . Select the appropriate Audio devices according to the equipment you have. If you are not using your PC Mic and Speakers , select Custom Setup and select the brand and type of speaker, microphone and camera that you are using.

For Everyone

Use Microsoft Teams or Cisco WebEx Instead of Zoom

IT has received questions about using Zoom, an online meeting and video platform. Zoom is not supported by HM. If you are invited to a Zoom call, it is ok to participate but if you are hosting a virtual meeting, you should only use Microsoft Teams or WebEx.

Click here to learn more about Microsoft Teams.

Click here to learn more about WebEx.

For Everyone

New Systemwide TB Screening Process Has Begun

Effective Now Through Sept. 25

TB screening is taking place for all employees, including management, June 15 to Sept. 25. New for 2020: Everyone must complete an online TB risk assessment questionnaire that will determine if a test is needed. The risk assessment is available in MARS via a new Employee Health Portal.

Note: TB screening for HMPCG and HMSPG physicians will take place at a later date.

How it works:

Begin by taking the TB risk assessment in MARS. Click on the Employee Health Portal tile, look at the Message Center or the red bell icon. Your individual TB risk assessment results will determine whether you need a TB test and if any further action is required.

Other helpful Information:

Here's a training video for staff.

For questions about TB screening, contact your hospital’s Employee Health department .

For All Nurses and Respiratory Therapists Using Rover

Rover Zebra Smartphone: Quarterly Update

Downtime Tuesday, June 23, 10 a.m. – noon

The quarterly update for Rover Zebra smartphones is Tuesday, June 23, and includes a Rover and Workforce Connect (phone app) downtime from 10 a.m. – noon. However, your individual downtime will last just five to 10 minutes during this timeframe .

Click here for more on:

What to expect during and after the downtime.
New Rover features.
New Workforce Connect features.

For questions, contact the IT Help Desk.

For HMH Nurses

Rover Rolls Out at HMH

Remaining Units: Complete Online Learning by Deadline

Rover, a simplified version of Epic on a smartphone, is continuing to roll out for HMH units in waves (see below).

If you work on these units, required online training has been assigned to you in LMS or you can search for the Rover Virtual Training – Nursing Staff . Please complete this training by your unit’s deadline.

Launching Monday, June 29

Walter Tower 14, 15 BMT, 17, 18, 19, 20, 21
ECCs: Pearland, Kirby, Voss
LMS training deadline: Friday, June 26

Launching Wednesday, July 1

Dunn West 6, 7, 8, 9, 10
Dunn East 7, 8, 9, 10
LMS training deadline: Monday, June 29

Launching Monday, July 6

Main 3 SW, 6 SW, 7 North, 7 SW
West Pavilion 8, 9, 10
LMS training deadline: Monday, July 3

Managers, super users : Attend one WebEx training session. Click here for details.

For more information, visit it.houstonmethodist.org/rover . For questions, contact the IT Help Desk at it.houstonmethodist.org/help or 832.667.5600.

Epic Updates

For All Providers and Nurses

Special Requirements for Prepare Orders: Now Visible on Transfuse Orders

Effective Today, June 18

To increase awareness and visibility, any Special requirements selected on Prepare orders for Prepare RBC or Platelet Pheresis , will automatically display on the Transfuse order (upon order entry).

Wherever transfuse orders are visible, the same special requirements entered will also display, including the Blood Product Administration Module (BPAM) window.

For Registration and PAS Staff

Do Not Use – Added to Employee Health Guarantors

Effective Today, June 18

To prevent incorrect selection of Employee Health Guarantor Account types and to resolve billing problems, DO NOT USE was added to the guarantor name.

Follow this tip sheet for steps on how to register patients with these guarantor account types.

Planned Downtimes

For Registration and PAS Staff

Real Time Eligibility (RTE) Insurance Verification

Wednesday, June 24, 5 – 6 p.m.

The Real Time Eligibility (RTE) system will be unavailable on Wednesday, June 24, 5 – 6 p.m. for a system upgrade. Any RTE queries sent during this downtime will be processed after 6 p.m.

During this time, use your alternate workflow to verify insurance eligibility.