Stand Alone Function: Patient Inquiry Overview Introduction This module covers how to use the Stand Alone Function: Patient Inquiry. The Patient Inquiry function provides the ability to view demographics, imaged documents, invoices, and scheduled appointments. Objectives Upon completion of this lesson, you should: Know how to access Patient Inquiry Learn how to view patient appointments Learn how to view patient demographic information Understand how to view invoices Learn how to view scanned documents Prerequisites Prior to beginning this lesson, you should have completed the following classes: No prerequisites specified for current module 1
Performing a Patient Look-up IDX features patient search criteria to help reduce the possibility of entering a duplicate patient into the system. Duplicate patient records can have a negative affect on the financial flow, causing improper billing and reimbursement. Patient Look-up A patient s name is stored in the IDX system using the format LASTNAME,FIRSTNAME (e.g. SMITH,ANDREW). Note: There are no spaces between the last name and the first name. The system does not allow names containing hyphens or apostrophes. Hyphens and apostrophes should be omitted when entering or searching for a patient. The system does allow you to search for names containing suffixes by leaving a space between the last name and the suffix. Examples of how names will be stored in IDX: MARY BROWN-JONES would be entered as BROWNJONES,MARY JOHN O BRIEN would be entered as OBRIEN,JOHN JOHN SMITH MD would be entered as SMITH MD,JOHN 2
The name search is a character specific search method. The system will only display a match if the information is typed exactly like the original entry. You may look-up that patient using any of the following patient look-up commands: Full name - SMITH,JOHN Partial name - SMI,JOH Last name - SMITH Name & year of birth - SMI,JOH;60 Name, year of birth & sex - SMI,JOH;60;M 3
Partial Name Look-up Command The most common look-up method is the Partial Name Look-up. Enter the Partial Name Look-up: ZTE,ZEN Example: New Appointment Screen Partial Name Look-up The Patient Selection Screen displays so that you may select the appropriate patient. Example: Patient Selection Screen 4
Patient Look-up Search Methods Full Name Look-up Command Instructions Partial Name Look-up (three letters of last name, three letters of first name) Last Name Name with Account Display Suppression Name & Year of Birth Name, Year of Birth & Sex Name & Age JONES,JAMES JON,JAM JONES JON,JAM/N JON,JAM;55 JON,JAM;55;M JON,JAM;A39 Example Patient Phone Number #3140000000 or #314-000-0000 Patient Case Enter Patient Name Insurer Case Enter Patient Name Employer Case Enter Name of Employer Claim Number Worker s Comp Claim Number JONES,JAMES JONES,JAMES *AMI,LANDMARK C999888 Z1234567 Medical Record Number (MRN) M10008835 or.10008835 Invoice Number I8000056 or 8000056 Social Security Number S488997777 Entity Specific Medical Record Number E999654322 or.999654322 Other Account Number Guarantor Insurance Certificate Number Case Number Alternate Case Number Scheduling Visit Number A565656 @JON,JOH W444887733 X1000056 XA1000056 V1234 Archive Invoice.A1234567 5
Patient Inquiry Function Description Patient Inquiry is a window into the IDX BAR (Billing and Accounts Receivable) and Scheduling Applications. Patient Inquiry provides access to view Registration, imaged documents, invoices, and scheduled appointments. Example: Patient Inquiry Screen Steps for using : 1. Select from the Vertical Tool Bar (VTB). 2. Enter a patient look-up option. 3. Press 6
4. The system displays the Patient Selection Screen. The Patient Selection Screen displays a list of patients that meet the specified look-up criteria. This screen includes each patient s: Medical record number (MRN) Date of birth Street address These identifiers allow you to select the appropriate patient. 5. Highlight the appropriate patient. Example: Patient Selection Screen 6. Click 7
7. The system displays the Patient Inquiry Screen. Example: Patient Inquiry Screen 8
Description of the fields displayed on the Patient Inquiry Screen: Field Patient MRN SSN DOB FSC Legal Restrictions Description Enter a patient look-up option to identify the patient. If you were working in a different application or function the patient will automatically default in the Patient field. IDX Medical Record Number (MRN) will default. Social Security Number (SSN) will default. Date of birth (DOB) will default. Financial Status Classification (FSC) will default from the patient's Registration FSC. If the patient has a Legal Restrictions a Y will display in the field. To identify any legal restrictions for the specified patient use Action Code D Demo, Ins, Case Info. This will provide the option of going into the patient s registration. 9
Descriptions of the Patient Inquiry Action Codes you can use on the Patient Inquiry Screen: Action Task Description Code A Appointments View a patient s appointments. D Demo, Ins, Case Info View a patient s registration, Financial Status Classification (FSC) and Case Management information. I Invoices Displays patient invoices for the Washington University Clinical Departments except the Department of Psychiatry. J Documents Displays a list of documents scanned through the imaging process and linked to a patient s account. 10
Action Code: A - Appointments Action Code A - Appointments Description Action Code A- Appointments provides inquiry only access to a patient s appointments. You cannot edit or cancel the appointment. Example: Patient Appointment Screen Use the and keys on the keyboard to move between entries on the list, or use the mouse. To select an item on the list, click on the item in the list or click with the mouse in the check box to the left of the item to be worked Clicking on an item is a selector/de-selector toggle switch. To deselect an item click on the item again to deselect it. The checkmark ( ) next to the item will disappear. After selecting an item, you can perform an action on that item by typing or clicking on the one-letter action code found at the bottom of the screen. The vertical and horizontal scroll bars may also be used if additional information exists and needs to be viewed. 11
Appointment Status Table The following table identifies the possible appointment status codes and the definition of each code. Status Code PEN RSC ARR NOS CAN BMP REM Definition (Pending) The patient is expected to arrive for this appointment. (Rescheduled) This appointment has been rescheduled, from another date, to the current date. The patient is expected to arrive for this appointment. (Arrived) The patient arrived for this appointment. (No-show) The patient did not contact the office to cancel this appointment and did not arrive. (Canceled) The patient contacted the office and cancelled the appointment. (Bumped) The appointment was bumped due to a change in the provider s clinic schedule. (Reminder) The patient will receive a reminder notice to schedule an appointment for the month specified. 12
Descriptions of the Patient Appointments Action Codes: Action Code D Demo,Ins,Case Info Description Action Code D - Demo, Ins, Case Info provides access to view a patient's registration and Financial Status Classification (FSC) information. Select Action Code D - Demo, Ins, Case Info and the system displays the following prompt: Select 1 - View patient demographic information Select 2 - View patient's FSC information Select 3 - View patient's Case information Select 4 - View the patient's registration information Accept the default 1,2=> to view only the patient's registration and FSC information. Note: You cannot edit only view a patient registration using Action Code D-Demo,Ins,Case Info. 13
Action Code: I - Invoices Action Code I - Invoices Description Provides access to the Billing and Accounts Receivable (BAR) application. When Action Code I-Invoices is selected the system prompts the following question: Group 3: Washington University s BAR group number Group 4: Heart Care Institute group number Example: Patient Inquiry Screen with BAR Group Number After entering the BAR Group Number click 14
The Invoice Inquiry Screen displays the patient Invoices with additional action codes. Highlight the correct Invoice and click the Invoice Number hyperlink to display the detail of the invoice. Example: Invoice Inquiry Screen 15
The View Invoice Detail Screen displays. Example: View Invoice Detail Screen 16
Action Code: J - Documents Action Code J-Documents Description Provides access to view scanned documents that are displayed on the Document List Screen. After the Document List Screen displays: Click The action provides access to view the list in newest to oldest order by created date. Select the document you need to view. Click The action provides access to view a snapshot of the scanned After the document is viewed click. Example: Document List Screen 17
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Lesson Summary In this lesson, you learned how to: Access Patient Inquiry View patient appointments View Patient demographic information View invoices View scanned documents 19