1. Lesson 3: Epic Appointment Scheduling Referrals

2. Epic Appointment Scheduling Referrals
In this lesson you will learn how to:
Complete the Full Entry form
Enter for a referral with no expiration date
Enter free text or coded diagnosis
Edit the status of a referral
Enter referral note and review referral history
Print a referral

3. Referrals– Full Entry Full Entry (4 forms) General
Dx/Px (diagnoses and Procedures)
Authorization number
Notes/History

4. Referrals General Form Key Information
The General form of the Referral/Authorization window displays general information on the referral, including the referred by and referred to information.

5. Referrals General Form Key Information
# of Visits Requested, Authorized
Enter the number of Requested and Authorized visits in the designated field. If the referral has unlimited visits, enter the number 99.
Click “Next” to proceed to the DX/PX screen.

6. Referrals– DX/PX’s DX/PX’s
This form allows you to enter the Diagnoses and Procedures associated with a referral. You can enter free-text diagnoses and procedures or coded diagnoses and procedures in the designated fields. Click within the coded field and press F5.

7. Referrals - DX/PX’s DX/PX’s
Open the appropriate “coded” field with F5 and use completion matching to find the correct ICD-9 diagnoses. Highlight the appropriate selection and click “Accept”.

8. Referrals– DX/PX’s DX/PX’s
If the procedure's on the referral are to be done at CHKD, please note it in the Procedure Free Text field of the referral. Most insurance companies require the location of the procedure.
Click on “Next” to proceed to the Authorization screen

9. Referrals - Authorization
The Authorization form of the Referral/Authorization window displays information on the coverages used for the referral and options for approving, pending, or denying the referral.

10. Referrals - Authorization
Click on “Approved” if authorized by the insurance coverage.
Once the referral is Approved you will be required to enter Start and Expiration dates before clicking Accept to complete the referral.

11. Referrals - Authorization
The Status will automatically display Authorized.
Press F5 to display the category selection list of available referral statuses.

12. Referrals - Authorization
Authorization Number
The authorization number assigned to this referral by the insurance carrier for each coverage, if that carrier’s authorization is required for any of the procedures on the referral, enter free text.
If the referral has no expiration date, enter the date 01/01/2020.

13. Referrals - Notes Notes
Notes are the last screen in the Full Entry form. You can read notes by highlighting and clicking on the “Open” button. To create a new note, click on the “New” button.
Referral History
Referral History records edits made by a user such as assign or unassign referral, start or expiration dates as well as status changes.

14. Referrals – Print Feature
Print to Accept
Selection of the “Print on Accept” checkbox will allow you to print a hard copy of the referral. The paper document can then be faxed to a provider who is not within the CHS system or to insurance companies when necessary.
Accept
Accepting will save all the information on this patient’s Epic record and will return you to the initial referral screen.

15. Referrals – Additional Button Features
The buttons listed below are available from any form in the referral workflow diagram and can be activated by the mouse or the hotkey.
Counts
Activate the window to enter manual referral counts.
Back
Moves to the previous form in the workflow diagram.
Next
Advances to the next form in the workflow diagram.
Accept
Files the referral entries and closes the activity saving the information you entered.
Cancel
Exits Referral Entry without saving changes.

16. Epic Appointment Scheduling Referrals
A completed referral can be viewed immediately by any other Epic practice. The patient is given instructions to make an appointment with the specialist (note: follow your practice policy).
The Specialist can then view and assign the referral before making the appointment.

17. Epic Appointment Scheduling Referrals
At the time the appointment is made, the appointment should be assigned to the referral.
Epic will count down the number of times the patient has an appt to the number of referral visits authorized and will display a message when the number of appointments has been met.
You can also enter a manual count against the referral for additional services provided such as a radiology exam.

18. End of Lesson 3
Click on the displayed mouse to advance to the Lesson 4!