1. 2015 User Conference Demographic Analysis and Recall April 24 and 25 2015 Presented by: Rena Lefkowitz PA-C Director of Training EHR Session

2. 2015 Office Practicum User Conference Demographic Analysis = Data Mining Parsed Data Data from Paper Chart Data from EHR Raw Data Analyze Data Decision Making Data in Structured Format

3. 2015 Office Practicum User Conference Objectives: ▪Identify the steps required to run DAR* ▪Apply filtering, sorting and grouping ▪List the criteria on the Clinical Recall Tab ▪Define 2 examples of Care Plan Recalls ▪Create 2 new reports or recalls using DAR *DAR=Demographic Analysis and Recall

4. 2015 Office Practicum User Conference Know your Practice: Demographic Stats: ▪ Demographics ▪ Age and Gender Distribution ▪ Geographical Location ▪ Patient Status ▪ Payer Mix ▪ # of Patients per Provider

5. 2015 Office Practicum User Conference Know your Practice: Clinical Stats

6. 2015 Office Practicum User Conference And Remember GIGO...

7. 2015 Office Practicum User Conference For Best Results: ▪Maintain Contacts ▪Enter Problem List Items ▪Use templates ▪Consistent use of DX codes ▪No freeform prescriptions ▪Document all medical work in OP Be Consistent and Complete

8. 2015 Office Practicum User Conference Benefits: ▪ Identify opportunities for Continuous Quality Improvement: ▪ Best Practices followed by all Providers ▪ More timely Prevention and Intervention ▪ Better management of children with chronic conditions → Care Plans

9. 2015 Office Practicum User Conference Discussion: What types of Reports do you run now?

10. 2015 Office Practicum User Conference For All Reports: First Things First! ▪ Step 1: Create Patient List ▪ Define Parameters: ▪ Visit Dates ▪ Patient Status: Active or All ▪ Future Appts ▪ Exclude Patients with appts ▪ Include/Exclude Columns Reports → Demographic Analysis and Recall

11. 2015 Office Practicum User Conference Hands On #1: Patient Status Looking at all the Patients registered in OP, how many patients do we have in each Status? (Active,Transferred, Waiting List, etc) Parameters: ▪Visit Dates= No Date Restrictions ▪Patient Status = All (leave Active Patients unchecked) ▪Click

12. 2015 Office Practicum User Conference Hands On #1: Now that we have run the PDL* *PDL=Patient Demographic List Get Ready to Slice and Dice!

13. 2015 Office Practicum User Conference Hands On #1: Patient Status Tools: Sort Group Filter

14. 2015 Office Practicum User Conference Hands On #1: Patient Status ▪Sort: click on the Pat Status Column ▪Group: drag the Pat Status column to the dark grey area above columns ▪Filter inactive patients: click on the Pat Status dropdown and check Inactive

15. 2015 Office Practicum User Conference Hands On #1: Patient Status ▪How many Inactive Patients are in the Grid? ▪Remove filter. How many total patients are in the Grid now? ▪What does this number represent? ▪How do we remove or add columns to our report?

16. 2015 Office Practicum User Conference Food for Thought: ▪Age and Gender distribution ▪Waitlist ▪Patients Per Provider ▪# of Patients seen since _____ ▪Birthday List ▪Missing Contact Preferences ▪Mailing Lists ▪Insurance Payer Mix What other types of Demographic Lists could you run?

17. Clinical Recalls

18. 2015 Office Practicum User Conference Clinical Recalls ▪ Problem Lists ▪ Medication Allergies ▪ Medications ▪ Labs Criteria Available: And any combination of the above!

19. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD For Active patients who have been seen since 4/23/14, how many of them have a problem list entry for GERD? Group the results by Provider. 1.Our first step is to run the ________ 2.What would you enter for Visit Dates______________ 3.Which box would you check to only include Active Patients___________

20. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD 1.Click on Clinical Recall Tab 2.Note the Date Range from Patient Demographic List 3.Check box for Problem 4.Type “G” and select GERD 5.Identify how many patients are returned with a Problem List entry for GERD______ 6.How would you Group by Provider________ Now that we have the PDL next steps:

21. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD Now that we have our patients with a Problem list entry for GERD, let’s look at how many have been prescribed Ranitidine. 1.Check the box for Medications 2.Type “R” and select Ranitidine

22. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD Notice each patient has an entry for GERD and Ranitidine. It would be helpful to subgroup by patient. How would you do this? Answer: Drag the Patient Status Tab to the Dark Grey Area

23. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD Patients who only have GERD as an Encounter diagnosis will be included in this Recall. True or False Answer: False

24. 2015 Office Practicum User Conference Hands On #2: Clinical Recall for GERD What needs to be added to their Medical Record for them to be included in this Clinical Recall? Problem List Entry

25. 2015 Office Practicum User Conference Hands On #3: Clinical Recall PL + Labs Age Based Clinical Recall with Lab Results: For our children 1-6 years old, we would like to see how many have a PL* entry of Anemia and a HGB below 12 Parameters: a.Active Patients Only b.Seen since 4/22/14 *PL=Problem List What do you need to do first? You got it! Run the PDL

26. 2015 Office Practicum User Conference Hands On #3: Clinical Recall PL + Labs Filter by Age: Method #1: 1.Dropdown a.Click on Age Column b.Click on Dropdown c.Check the boxes for ages 1-6 2. How many patients are in your Grid____ Next Step:

27. 2015 Office Practicum User Conference Hands On #3: Clinical Recall PL + Labs Filter by Age: Method #2: 2. Custom Filter a.Click on Age Column b.Click on Dropdown c.Select Custom: 3. How many patients are in your Grid_____ Next Step:

28. 2015 Office Practicum User Conference Hands On #3: Clinical Recall PL + Labs Are your results the same for both methods? What’s your preference?

29. 2015 Office Practicum User Conference Hands On #3: Clinical Recall PL + Labs Run the Clinical Recall for Anemia How many patients are in the grid?_________ Add the Lab: 1.Check Lab Results 2.Select Hgb* 3.Check “L” ** 4.Group by Patient Now that you have your PDL for 1-6 yo: *If more than 1 hgb will need to use “OR” **Range must be defined in Diagnostic Test Set up

30. 2015 Office Practicum User Conference Food for Thought: ▪Identify constellations of patients who would benefit from a Care Plan ▪Send emails with targeted education ▪Drug recalls ▪Track lab values such as lead or HgbA1c What other types of Clinical Recall Lists could you run?

31. Clinical Recalls Care Plan Recalls But Wait… There’s More!

32. 2015 Office Practicum User Conference Care Plan Recalls Features ▪ Options: ▪ Run Single Care Plans ▪ Run Multiple Care Plans ▪ Checking Boxes = Asthma or Obesity ▪ Adding Co-Morbid = Asthma and Obesity ▪ Items Due ▪ One Item ▪ Multiple Items ▪ Any Item ▪ Include All Qualified ▪ Enroll if “Auto Enroll” Plan

33. 2015 Office Practicum User Conference Care Plan Recalls Features ▪Manage Care Plan Enrollment ▪ Include All Qualified ▪ Enroll if qualified for “Auto Enroll” Plans ▪ Review Charts and enroll if indicated ▪Document CQM’s for Meaningful Use/PCMH ▪Send reminders using Patient Message Exchange

34. 2015 Office Practicum User Conference Hands On #4: Care Plan Recall For Patients who have been seen since 01/1/15, run a recall for Preventive Exams. Include only Active Patients 1.First Step_______ 2.Click on Care Plan Recall Tab 3.Select Recall Date for Today 4.Recall Plan: Select Bright Futures 5.Recall Item: Preventive Encounter 6.Check Include all qualified

35. 2015 Office Practicum User Conference Hands On #4: Care Plan Recall Now, let’s see if there are any patients who are qualified for Bright Futures, but not yet enrolled. Are there any patients who are qualified, but not enrolled in the grid?

36. 2015 Office Practicum User Conference Hands On #4: Care Plan Recall Let’s filter to view only those patients qualified but not enrolled 1.Click on Enroll column 2.Click on dropdown 3.Check “No” box 4.How many patients are in the grid?

37. 2015 Office Practicum User Conference Hands On #4: Care Plan Recall And finally, let’s enroll them in the plan ▪Click on “Enroll Qualified” button ▪Enroll Qualified is only available for Care Plans with an Auto Enroll status such as BF

38. 2015 Office Practicum User Conference Hands On #5: Care Plan Recall: Co-Morbid Considering Patients who are Active and have been seen at least once since 4/22/14, run a Care Plan Recall for patients enrolled or eligible for both Asthma and Obesity Care Plans and see if: ▪Due for any items in either plan ▪Qualified but not yet enrolled Take it From the Top:

39. 2015 Office Practicum User Conference Hands On #5: Care Plan Recall: Co-Morbid 1.Run PDL 2.Click on Care Plan Recall Tab 3.Select Recall Plans: a.Asthma Moderate b.Obesity 4.Check Co-Morbid 5.Check Include all Qualified 6.Include if due for any item in plan 7.Recall date today

40. 2015 Office Practicum User Conference Hands On #5: Care Plan Recall: Co-Morbid Let’s look more closely at this data: ▪Group by Enrollment ▪Then Group by Patient ▪Expand Grid ▪Highlight patient who is not enrolled, review chart and enroll if indicated

41. Food for Thought: What other types of Care Plan Recalls could you run? Food for Thought:

42. 2015 Office Practicum User Conference Take Home and Next Steps: ▪First Step: Always run the PDL! ▪Demographic Analysis is a powerful tool ▪Sort, filter and group data for a closer look ▪Share you knowledge with Colleagues and Staff ▪Define 1 Recall or PDL you will implement to improve patient care. ▪Have fun- the possibilities are endless! “Knowledge isn’t power until its applied.” Dale Carnegie

43. 2015 Office Practicum User Conference This data mining takes a little work Yeah- But There’s Lots of Gems Hidden in There

44. 2015 Office Practicum User Conference

45. OP Help: Demographic Analysis and Recall And don’t forget to check our ongoing monthly Webinars offerings: Webinar Schedule

46. 2015 Office Practicum User Conference We want your feedback!