(To zoom into diagram scroll over the diagram, and in the top left corner there will be a + and - sign. Click on the + to zoom and - to shrink.)
This business process diagram shows
the patient intake process of the Flower Medical Center (FMC) Hepatic Oncology
Center (HOC). I used the MIS Essentials
textbook (Kroenke, 2014) to help me build the business process along with
interviews from professionals that work in this process. This process can originate
in three different ways.
The first is for a patient to be an FMC Tumor Conference patient.
At these conferences, physicians
from the FMC liver disease center, FMC transplant center, and the FMC HOC discuss
potential treatment options for a complex patient. If they determine the
patient should not go to the FMC HOC they will figure out the best treatment
plan for the patient (end of the process). If the physicians determine that the
patient should go to the FMC HOC they decide which of the three physicians (Dr.
Levi, Dr. Pope, or Dr. Bon) will be the best fit for the patient.
Then a representative of the
department who presented the patient at the conference will call the patient to
update them and to let them know that a nurse from the FMC HOC will be calling
them to schedule an appointment. During the call, the representative will obtain
permission from the patient, for the nurse of the specified doctor to call the
patient to schedule an appointment. The nurse for Dr. Levi is Stephanie. The
nurses for Dr. Pope are Amy (A-L) and Linda (M-Z). The nurse for Dr. Bon is Alyssa.
Whichever nurse receives the email or call from the other department fills out
as much information as possible on the FMC HOC Oncology/Surgery Service Intake Form
for Established Patient Within FMC (pink form). The nurse obtains the pertinent
information for the pink form from the established patient’s electronic medical
records in the Electronic Medical Records System (EMRS) system (computer).
The nurse also verifies the patient’s health insurance in EMRS. Once
this is done, the nurse calls the patient. If the patient does not pick up the
phone the nurse documents the call in ERMS (computer) and in the telephone
log chart (paper) and then tries to call the patient again at a later time. This
process continues until the nurse reaches the patient.
Once the patient answers the call, the
nurse verifies all the patient’s information: social security #, address, home
phone #, work/cell #, age/DOB, referring MD, PCP, Insurance information,
Alternate Contact, Allergies, current medications, pharmacy, past surgical and
medical history, social history, family history. The nurse completes the rest of the form based
on the patient’s answers to the questions on the form. If the patient’s
information has changed the nurse should write down all of the changes on the
form and update them in EMRS. If the patient’s information is the same the
nurse makes sure the patient has had a CT scan with IV contrast done within the
past month to month and a half (this information can be found in EMRS). If the
patient has not had a CT scan done recently, the nurse will first schedule the
patient for an appointment to see the doctor. The nurse schedules the patient
an appointment based on the patient’s demographics, personal choice, the best office
location for the patient, the availability of the patient, and the availability
of the doctor. When the appointment to see the doctor has been scheduled, the
nurse will schedule the patient for a CT scan the morning of the patient’s
appointment with the doctor. The nurse will then send the information to the
medical assistant to obtain authorization from the patient’s insurance company.
If the patient has had a CT scan done recently the nurse schedules the patient
an appointment with the physician based on the patient’s demographics, personal
choice, the best office location for the patient, the availability of the
patient, and the availability of the doctor.
After the nurse has successfully
scheduled the patient an appointment, the nurse needs to determine if the patient
has evidence from the medical records of gallstones and/or if the referring
physician has referred the patient for a lap chole or a liver biopsy. If the
nurse decides that the patient has either of these indications, the nurse
schedules the patient an appointment with the anesthesiologist for the same day
as their scheduled appointment. If the nurse determines that the patient does
not have either of these indications, the nurse needs to determine if the HOC physician
has spoken with the referring physician about the patient’s medical history to
determine if the patient is going to be pre-op. If the HOC physician and
referring physician decide that the patient is going to be pre-op the nurse
schedules the patient an appointment with the anesthesiologist for the same day
as their scheduled appointment.
Next the nurse needs to decide
whether the patient has access to the internet and the ability to print out the
New Patient Packet (NPP) from their email. If the patient is able to print out the
packet, the nurse tells the patient that the HOC center (the nurse) is going to
send the NPP to them via email. The nurse instructs the patient to fill out the
packet and bring it with them to their next appointment. If the patient does
not have access to the internet or is not able to print the NPP, the nurse needs
to determine if the patient has a mailbox or a Post Office Box (P.O. Box). If
it is not a P.O. Box, the nurse tells the patient that they are going to
receive the NPP in the mail. Additionally, the nurse instructs the patient to complete
the packet and to bring it with them to their appointment. If the patient’s
mailbox is a P.O. Box, the nurse has to ask the patient if there is somewhere
else the packet can be delivered that is not a P.O. Box. If there is another
location or address, the nurse tells the patient that the FMC HOC will send the
NPP to that address. The nurse also instructs the patient to complete the
packet and to bring it with them to their scheduled appointment. If the patient
does not have somewhere else for the packet to be delivered, the nurse must help
the patient determine a way to get the NPP.
Once the patient is informed that
they will either get the NPP through email or the mail, the nurse has to document
the call in EMRS (computer) and in the telephone log chart (paper). If the
nurse determined that the patient can print out the NPP, the nurse sends an email
to the patient with the NPP attached, makes a copy of the completed FMC Hepatic
Oncology Center Oncology/Surgery Service Intake Form for Established Patient
Within FMC (pink form) for the utilization nurse, scans the form into the
EMRS, and sends a copy of the form to the abstractors. When the
abstractors receive a copy of the form they make sure everything is updated in
the EMRS. When the patient receives the email, he/she prints out the NPP and
fills it out. Then the patient brings the packet to their scheduled appointment.
If the patient is scheduled to get a CT scan the morning of their appointment
with the physician, they go to their scheduled CT scan appointment first and
then to their appointment at FMC HOC (end of the process). If a patient does
not have a scheduled CT scan appointment, he/she arrives at their appointment
at FMC HOC (end of the process).
If the patient is getting their NPP
through mail, the nurse makes a copy of the completed FMC Hepatic Oncology
Center Oncology/Surgery Service Intake Form for Established Patient Within FMC
(pink form) for the utilization nurse, scans the form into the EMRS, sends
a copy of the intake form to the abstractors, and gives a copy of the intake form
to the secretaries to inform them that they need to send a new patient packet
through the mail. When the abstractors receive a copy of the form they make
sure everything is updated in EMRS. Once the patient receives the NPP via
mail, he/she completes the packet and brings it to their scheduled appointment.
If the patient is scheduled to get a CT scan the morning of their appointment
with the physician, they go to their scheduled CT scan appointment first and
then to their appointment at FMC HOC (end of the process). If a patient does
not have a scheduled CT scan appointment, he/she arrives at their appointment
at FMC HOC (end of the process).
The second way this process can start is if a referring physician sees
a patient in their office.
If the physician does not think the
patient should go to FMC HOC they will determine the best treatment plan for
the patient (end of the process). If the doctor decides that the patient should
go to FMC HOC, he/she will refer the patient to the FMC HOC. The referring physician will have their
office staff call FMC HOC for a patient referral. When the FMC HOC secretary
receives a call from the referring physician, she asks them if they have a Patient Appointment Request & Pre-Registration Form. If the office does the secretary will tell them to fill out the paper and fax it back to the FMC HOC office. If the office does not have a referring physician form the secretary will tell them that she is going to send the form to them by email/fax depending on referring physician's office preference. The secretary instructs the referring physicians office to fill out the form and fax it back to the FMC HOC office.
When the referring physician’s
office receives the fax/email, they need to complete the Patient Appointment Request
& Pre-registration form. If the patient has been seen at a FMC facility before the referring physicians office faxes the completed form back to the FMC HOC office. However, if the patient has not been seen in an FMC facility before, the office needs to fax the completed form and the patient’s medical records back
to FMC HOC. When the FMC HOC secretary receives the fax from the referring
physician’s office or if the patient’s records are already in the EMRS, the secretary needs to see if the referring physician referred the patient
to a specific doctor. If the physician requested a specific FMC HOC physician the
secretary delivers (usually by hand) the form to a nurse based on the specified
doctor. (The nurse for Dr. Levi is Stephanie. The nurses for Dr. Pope are Amy
(A-L) and Linda (M-Z). The nurse for Dr. Bon is Alyssa) If the referring
physician did not specify a physician the secretary delivers the form to one of
the nurses based on the next doctor in the rotation (for fairness).
Whichever nurse receives the form
from the secretary has to decide whether the patient has been in any FMC
facilities before. If the patient has been in an FMC facility before they have
the same process as a patient who is referred by an FMC Tumor Conference. If
the patient has not been seen in any FMC facilities previously, the nurse calls
the patient. If the patient does not answer the phone the nurse documents the
call in the telephone log chart (paper) and tries to call the patient again at
a later time. This process continues until the nurse reaches the patient.
Once the patient answers the call, the
nurse fills out the FMC HOC Oncology/Surgery Service Intake Form (white form) based
on patient’s answers to the nurse’s questions. Once the nurse has completed the
form the nurse asks the patient if he/she has had a CT scan with IV contrast
done within the past month to month and a half. If the patient has not had a CT
scan done recently the nurse will first schedule the patient an appointment to
see an HOC doctor. The nurse schedules an appointment based on the patient’s
demographics, personal choice, the best office location for the patient, the
availability of the patient, and the availability of the doctor. Once the
appointment to see the doctor has been scheduled, the nurse will schedule the
patient an appointment for a CT scan the morning of the patient’s appointment
with the doctor. The nurse will then send the information to the medical
assistant to obtain authorization from the patient’s insurance company. If the
patient has had a CT scan done recently the nurse requests that the patient
calls the facility where he/she had the scan done and to obtain the scan on a
disk and get the doctor’s report of the CT scan. Then the nurse schedules the
patient for an appointment based on the patient’s demographics, personal
choice, the best office location for the patient, the availability of the
patient, and the availability of the doctor.
After the nurse has successfully
scheduled the patient an appointment, the nurse needs to determine if the
patient has evidence from the medical records of gallstones and whether the referring
physician has referred the patient for a lap chole or a liver biopsy. If the
nurse decides that the patient has either of these conditions, the nurse schedules
the patient an appointment with the anesthesiologist for the same day as their
scheduled appointment. If the nurse concludes that the patient does not have
either of these conditions, the nurse needs to make sure that the FMC HOC physician
has spoken with the referring physician about the patient’s medical history to
determine if the patient is going to be pre-op. If the FMC HOC physician and
referring physician determine that the patient is going to be pre-op the nurse
schedules the patient an appointment with the anesthesiologist for the same day
as their scheduled appointment.
Next the nurse needs to decide
whether the patient has access to the internet and the ability to print out the
New Patient Packet (NPP) from their email. If the patient is able to print out
the packet, the nurse tells the patient that the HOC center (the nurse) is
going to send the NPP to them via email. The nurse instructs the patient to
fill out the packet and bring it with them to their scheduled appointment. If
the patient does not have access to the internet or is not able to print the
NPP, the nurse needs to determine if the patient has a mailbox or a Post Office
Box (P.O. Box). If it is not a P.O. Box, the nurse tells the patient that they
are going to receive the NPP in the mail. Additionally, the nurse instructs the
patient to complete the packet and to bring it with them to their appointment.
If the patient’s mailbox is a P.O. Box, the nurse has to ask the patient if
there is somewhere else the packet can be delivered that is not a P.O. Box. If
there is another location or address, the nurse tells the patient that the FMC
HOC will send the NPP to that address. The nurse also instructs the patient to
complete the packet and to bring it with them to their scheduled appointment.
If the patient does not have somewhere else for the packet to be delivered, the
nurse must help the patient determine a way to get the NPP.
When the patient is informed that
they will either get the NPP through email or the mail, the nurse has to
document the call in the telephone log chart (paper). If the nurse determined
that the patient can print out the NPP, the nurse sends an email to the patient
with the NPP attached, makes a copy of the completed FMC HOC Oncology/Surgery
Service Intake Form (white form) for the utilization nurse, scans the form into
the EMRS system, and sends a copy of the form to the abstractors. When the
abstractors receive a copy of the form they add the new patient into the
EMRS system and put the patient’s information (from form) into the system.
When the patient receives the email, he/she prints out the NPP and fills it
out. Then the patient brings the packet to their scheduled appointment. If the
patient is scheduled to get a CT scan the morning of their appointment with the
physician, they go to their scheduled CT scan appointment first and then to
their appointment at FMC HOC (end of the process). If a patient does not have a
scheduled CT scan appointment, he/she arrives at their appointment at FMC HOC
(end of the process).
If the patient is receiving their
NPP through mail, the nurse makes a copy of the completed FMC HOC
Oncology/Surgery Service Intake Form (white form) for the utilization nurse,
scans the form into the EMRS system, sends a copy of the intake form to the
abstractors, and gives a copy of the intake form to the secretaries to inform
them that they need to send a new patient packet through the mail. When the
abstractors receive a copy of the form they add the new patient into the
EMRS system and put the patient’s information (from form) into the system.
Once the patient receives the NPP via mail, he/she completes the packet and
brings it to their scheduled appointment. If the patient is scheduled to get a
CT scan the morning of their appointment with the physician, they go to their
scheduled CT scan appointment first and then to their appointment at FMC HOC
(end of the process). If a patient does not have a scheduled CT scan
appointment, he/she arrives at their appointment at FMC HOC (end of the
process).
The third way this process can start is if a patient decides to go to FMC
HOC on their own.
If he/she decides to go to FMC HOC,
he/she calls FMC HOC for an appointment. Usually, a secretary answers the
phone. When the secretary answers the phone they fill out the Patient
Appointment Request & Pre-registration form with the following information:
patient’s name, DOB, SS#, home phone #, diagnosis/problem, referring physician,
name of insurance, plan ID#, and whether he/she is requesting a specific FMC HOC
physician (based on what the patient tells the secretary).
Next the secretary needs to
determine if the patient has electronic medical records in the EMRS system.
If the patient is not in the system, the secretary tells the patient to fax their
medical records to FMC HOC. The secretary communicates with the patient that
once FMC HOC receives the records, a nurse will call them to schedule an
appointment. Subsequently, the patient has to request the records from their
doctor’s office or they have to ask their doctor to fax their records directly to
FMC HOC. After the patient requests their records or asks their doctor to fax
the records, the patient/doctor faxes the patient’s medical records to FMC HOC.
When the secretary receives the patient’s
medical records or if the patient’s medical records were already in the EMRS system, the secretary has to determine if the patient requested a specific FMC
HOC doctor. Based on whether the patient wants a specific doctor or not, the
secretary determines which nurse (the nurse for Dr. Levi is Stephanie. The
nurses for Dr. Pope are Amy (A-L) and Linda (M-Z). The nurse for Dr. Bon is
Alyssa) the secretary will deliver the Patient Appointment Request &
Pre-registration form to. Once the secretary gives the form to one of the
nurses the process is the same as the referring physician’s process.
Works Cited
Kroenke, D. M. (2014). MIS Essentials (pp.28-33). Upper
Saddle River, NJ: Pearson Education, Inc.
http://www.saddleriverwomenshealth.com/srwh/wp-content/themes/saddleriver/images/new-patient.jpg
(To zoom into diagram scroll over the diagram, and in the top left corner there will be a + and - sign. Click on the + to zoom and - to shrink.)
This business process diagram shows the patient intake process of the Flower Medical Center (FMC) Hepatic Oncology Center (HOC). I used the MIS Essentials textbook (Kroenke, 2014) to help me build the business process along with interviews from professionals that work in this process. This process can originate in three different ways.
http://www.saddleriverwomenshealth.com/srwh/wp-content/themes/saddleriver/images/new-patient.jpg
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