PowerChart OP Future Orders Session 2 Munson Family Practice Lab Order Interface December 2010

PowerChart Basics Session 2 Goal: To acquaint the user with the basics of PowerChart viewing and to learn how to “Activate” Future lab orders. Objectives: 1. Demonstrate ability to search/select the correct patient’s outpatient encounter. 2.Demonstrate ability to correctly open and close a patient’s chart. 3.Demonstrate how to change patient encounters. 4.Demonstrate how to “Activate” a Future lab order. 5.State the importance of refreshing the system using the Refresh button. 6.Demonstrate ability to print the Amb EMR Order Requisition.

Logging into PowerChart (cont’d) 1.Double-click the PowerChart icon. 2.Click the PowerChart icon. 3.Click in the User Name field and enter your user name. 4.Click in the Password field and enter your password. 5.Click OK.

Logging into PowerChart The PowerChart Announcement is posted by the Information Systems (IS) staff to report changes, problems or scheduled PowerChart downtimes. It is important to read all PowerChart Announcements. If the announcement is directed to one department, then it will be titled appropriately and other users may close without reading it.

Opening a Patient’s Chart (cont’d) To open a patient’s chart: 1. Click binoculars 2. The most accurate way to search is to use the patient’s account number located on the requisition the patient brought with, which will have “FPM” or other provider office prefix preceding the number. 3. Enter: fpm + the patient’s account number. For example: fpm23507 and click Search.

Opening a Patient’s Chart If the patient did not bring the requisition, an alternate way to search is to enter the patient’s name. 1. Click binoculars 2. Type patient’s name (last, first) and click Search Search either by NAME or by account number, but do not type in both fields when searching. Validate Date of Birth before selecting visit from the bottom section to open chart.

Selecting the Correct Encounter/Visit (cont’d) 1.To open chart select the FPM encounter from the bottom section of the window. 2.Click OK Bottom section displays encounters (visits) for the patient selected. YOU MUST SELECT THE CORRECT FPM ENCOUNTER (VISIT) FROM THE BOTTOM SECTION. Top section displays patients that match the search criteria entered.

Selecting the Correct Encounter/Visit (cont’d) Since you are opening a discharged (outpatient) encounter, click “OK” to open the patient’s chart.

Selecting the Correct Encounter/Visit  Verify the correct chart/encounter has been opened by checking the Demographic Banner for name, date of birth and FPM account number.

Viewing the Patient’s Chart (cont’d) 1. Menu displays all folders available. Opens to Orders tab 2. The Orders View  Order category will display bolded when orders are present.

3. The Display drives which orders will be viewable. Display should be set to “All Orders” (All Statuses). 4. If “All Orders” (All Statuses) is not viewable, click the drop down arrow and select it from the list provided. Drop down arrow Viewing the Patient’s Chart (cont’d)

Viewing the Patient’s Chart 5.To display the Ordering Physician in the order details:  Click Customize View  Click “Ordering Physician” from available columns  Click “Add”  Use arrow to move “Ordering Physician” to top of order details.  Click “OK”

Activation of Future Orders (cont’d) The patient presents lab requisition from Munson Family Practice or other provider’s office to PAS or phlebotomist at physician office or hospital lab (MMC, MPB, etc.). PAS or phlebotomist does the following: 1. Search for patient by FPM account number located on lab requisition.

Activation of Future Orders (cont’d) 2.Verify the correct patient and date of birth from top section. 3. Double click on correct FPM encounter from bottom section or click on correct FPM encounter from bottom and click OK. Dbl. click on account or single click on account and click “OK”.

Activation of Future Orders (cont’d) 4. Verify correct office visit encounter has been opened by checking the patient’s name, date of birth and FPM account number. 5.Click “Orders” from Menu. 6. Orders Display must be set to “All Orders/All Statuses”

Activation of Future Orders (cont’d) 6. Rt. click appropriate “Future” order and click “Activate”.

Activation of Future Orders (cont’d) 7. Orders will display as “Activate”. 8. Review the order for correctness. If the wrong lab has been Activated, rt. click and RESET the order to its original state and Activate the correct lab. 9. Click “Orders for Signature” for correctly Activated labs.

11. Click “Refresh” to update order status. Activation of Future Orders (cont’d) 10. Click “Sign”. 12. Refreshing will display a change in status on the FPM account from processing to ordered to cancelled. Note: To see new data after you have opened PowerChart, you must REFRESH (update) your view frequently.

Activation of Future Orders 13. Activating the Future order creates a new O/P (PAB) account number in STAR and PowerChart. Send patient to phlebotomist with requisition to have lab drawn.

Viewing Newly Created Outpatient Encounter (cont’d) To open and view the newly created account: 1.Click on Location from the Demographic Banner. 2.Double click on the newly created “MMC Other” account number. Note: If the new encounter does not display, close the patient’s chart by clicking the X above the demographic banner. Then “search” using binoculars to open newly created (MMC account) in order to view the new encounter.

3. Click “yes” to open patient’s chart to new encounter. 4. Click “OK” to close encounter window. Viewing Newly Created Outpatient Encounter (cont’d)

Viewing Newly Created Outpatient Encounter a. Ordered initially b. Phlebotomist updates SunQuest to verify specimen has been collected. SunQuestupdates PowerChart that order is now “Processing”. c. Lab results verified in SunQuest will update PowerChart. That lab order is now “Complete” and results will be viewable on the Flowsheet. 5. Labs on newly created O/P encounter will display as:

Logging Out of PowerChart Always exit using the Exit icon on the Tool Bar.  Remember you are responsible and accountable for all information accessed with your user name.  Always check the Taskbar to make sure you are fully logged out of PowerChart before walking away from the computer.

“What if” Scenarios (cont’d) Munson Family Practice ONLY!! Patient arrives for labs to be done today or same day as office visit.  Orders entered into NextGen will go directly to STAR and SunQuest in an ordered state so no order Activation needs to occur. All other offices-if labs to be done today or same day as office visit-Activate Lab.

“What if” Scenarios (cont’d) Patient arrives without requisition.  Search by patient’s last name, first name.  Once chart has been opened, ensure correct FPM account, patient name and date of birth display on Demographic Banner.  From menu click “Amb EMR Order Req.”  Print the orders. This is an electronic version of the paper requisition.  Once the “future” orders are activated, the orders do not appear on this tab.

“What if” Scenarios (cont’d) You “Activate” the wrong lab in PowerChart.  There is no way to re-activate an order that has been “Activated” incorrectly.  Revert back to prior processes. Message will display when attempting to activate a “Future” order on wrong encounter/account#.

“What if” Scenarios (cont’d) Patient arrives for labs and does not have a corporate number (is not in STAR).

“What if” Scenarios (cont’d) You open the wrong patient encounter. 1.Click “Location” on the Demographic Banner. 2.Double click on the desired FPM account number. 3.Select “yes” to open your patient’s chart to new encounter. A “Duplicate Order Alert” occurs.  Click “Order Anyway”

“What if” Scenarios (con’t) Patient arrives with requisition, you search by the FPM encounter number but the order displays as canceled.  Search by last name, first name. It was probably ordered correctly as a “today” order. The patient never showed up and the “today” order was canceled and re-entered as a “future” order.

“What if” Scenarios Provider cancels order in NextGen.  Order is cancelled in PowerChart automatically. Patient arrives for labs to be done with requisition and no order is found in PowerChart.  Revert back to prior process.

Downtime Procedures Refer to the Downtime Reference provided in your packet.

You have completed session 2 of the PowerChart education for PAS/LAB staff.