OUTPATIENT RESEARCH AND PATIENT PROCESSING GUIDELINES

TABLE OF CONTENTS

I. Department with Research/Grant Funded Program .................................................................... 3

II.Computer Service .................................................................................................................................... 4

III. Registration Area .................................................................................................................................... 5

IV.Clinic/Service Area .................................................................................................................................. 5

V. Patient Accounts/Hospital Billing ................................................................................................. 5

RESOURCE SCHEDULING PROCEDURE-RESEARCH VISIT ............................................................................ 7

I. Pre-Requisites To Training ........................................................................................................................ 7

II. Access To Invision ...................................................................................................................................... 7

III. Scheduling Terms ...................................................................................................................................... 7

VI. Schedule An Appointment ................................................................................................................... 7

VII. Revise An Appointment .......................................................................................................................... 8

VIII. Reschedule An Appointment .......................................................................................................... 8

IX. Cancel An Appointment ........................................................................................................................ 8

X. Display A Patient’s Appointments ................................................................................................... 8

XI. Display ALL Resource Appointments ............................................................................................... 8

XII. Appoint A NEW Patient ......................................................................................................................... 8

PRE-REGISTRATION PROCEDURE-RESEARCH VISIT ................................................................................... 10

I. Accessing INVISION ...................................................................................................................................... 10

II. Important Information ....................................................................................................................... 10

III. Starting The PreRegistration Process .......................................................................................... 10

IV. Quick PreRegistration Process ......................................................................................................... 11

V. Full PreRegistration Process ............................................................................................................ 12

VI. Revise Pre-Registration Data ............................................................................................................ 13

VII. Review Pre-Registration Data .......................................................................................................... 13

OUTPATIENT RESEARCH/GRANT PROCESS OVERVIEW

Purpose: To establish a procedure for appointing, registering, and processing the associated billing statements for research/grant funded patient visits.

Note: If non-research related services are provided on the same day as the research visit, then the department/clinic area must appoint the patient to a clinic/department visit and register that appointment for those services.

If the scheduler is aware of the need for non-research related care prior to the date of the research appointment, then the patient should be appointed to the appropriate clinic/department resource in a time slot that coincides closely with the research visit. Walk-in appointments would be appropriate for non-research related services that are needed on the date of the research visit.

Research/Grant Project Department

Prior to Implementing Research/Grant Project - Guidelines

http://www.sh.lsuhsc.edu/infotech/ocs/userservices/Invision/forms2.html

Post I mplementation of Research/Grant Project – Guidelines

Grant/research responsible party must schedule Appointments to Research Resource

http://www.sh.lsuhsc.edu/infotech/ocs/userservices/Invision/forms2.html

http://www.sh.lsuhsc.edu/infotech/ocs/userservices/Invision/forms2.html

Computer Services

Prior to Implementing Research/Grant Project - Guidelines

Post Implementation of Research/Grant Project - Guidelines

Registration Area

Post Implementation of Research/Grant Project - Guidelines

Clinic/Service Area

Pre- Implementation of Research/Grant Project - Guidelines

Post Implementation of Research/Grant Project - Guidelines

Patient Accounts/Hospital Billing

Pre-Implementation of Research/Grant Project - Guidelines

Post Implementation of Research/Grant Project - Guidelines

 

RESOURCE SCHEDULING PROCEDURE-RESEARCH VISIT

 

Purpose

To provide a procedure to schedule grant/research funded patient appointments.

Note: If non-research services are to be provided, the clinic/department must appoint the patient for a department or clinic visit and pre-register/register that appointment per internal procedures.

 

Pre-Requisites To Training

Pre-Implementation of Research/Grant Project - Guidelines

• Participants to be trained in scheduling and registration must take the Outpatient General Information Class offered every two weeks. This class will also provide training on how to enter patient charges.
• Contact Delvia Collie r, extension 5420 for registration.
• You may view the Class Schedules from the URL:

http://www.sh.lsuhsc.edu/infotech/ocs/userservices/Invision/home2.html

• Participants should have an Invision user id assigned prior to training.
• Email INVISION-SH@lsuhsc.edu and provide full name, last 4-digits of social security number, job title, department and, if available, another user’s ID to provide access template for the requested user’s id.

 

Access To Invision

• Computer Services assigns Ids to “Test System” For training purposes and to “Production System” for study purposes
• Test System: ___________/ ___________
• Prod System: ___________/ ___________
• See Pre-Registration Procedures for accessing system through TCP3270

 

Scheduling Terms

• Procedure Set: __________ (used to schedule a resource)
• Resource Group :___________ (used to id the entity – clinic, dept, etc)
• Resource Code: __________ (used to id the dr, equipment, procedure, exam, etc)
• Schedule Time: Time: __________ Days: _____________
• Resource Password: _________ (assigned in TEST and added To Production)

 

Schedule An Appointment

• At Master Menu, select ! 01 Patient Inquiry
• Key in MR#, name, etc to select patient.
• If patient is not found, go to section ‘Appoint A New Patient’
• Review Patient Verification screen to determine if selected pt is correct. Press Enter.
• At Function Menu, Select ! 20 Schedule Patient Appointment
• Ignore Insurance Plan information – this will be revised in the pre-registration process.
• Enter procedure set to appoint to the desired resource schedule.
• If applicable, a screen will display the patient’s future appointments.
• Key in the required fields – Visit Indicator (N=new, R=return), Password (if required), Chief Complaint (ex: research colon test, research mammogram), Search Date (desired appt date).
• Select the appropriate appointment time.
• If applicable, adjust chart pull / appt print options. Press Enter.
• Press Enter at confirmation screen

 

Revise An Appointment

• Used to revise the Attending Dr , Chief Complaint, Dx Code / ICD9, Comments and Xray / Chart Pull requests.
• Inquire on patient and go to Function Menu
• Select ! 23 Revise Appointment
• Select the appropriate appointment.
• Enter password, if required
• Revise information on screen or use F keys in footer of screen.

 

Reschedule An Appointment

• Used to reschedule a scheduled appointment today’s or future appointment.
• Inquire on patient and go to Function Menu.
• Select ! 24 Reschedule Appointment
• Select the appropriate appointment
• Key in password, if required
• Key in the new appointment Search Start Date
• Select the new date / time.
• If applicable, adjust chart pull / appt print options. Press Enter.
• Press Enter at Confirmation screen.

 

Cancel An Appointment

• Used to cancel a patient’s today’s or future appointment.
• Inquire on patient and go to Function Menu.
• Select ! 22 Cancel Patient Appointment
• Select the appropriate appointment.
• Enter password, if required.
• Enter a valid cancellation reason (ex: ER APPOINTMENT MADE IN ERROR). Use Shift + F12 to display the allowable reason codes.
• Press Enter after selecting of keying cancellation reason.

 

Display A Patient’s Appointments

• Inquire on patient and go to Function Menu.
• Select ! 30 Patient Appointments
• Press ENTER to see patient’s future appointments.
• Select appropriate appointment for detailed information.

 

Display ALL Resource Appointments

• Inquire on patient and go to Function Menu.
• Select ! 31 Resource Appointments
• Key in Resource Code and valid date
• Select appropriate appointment for detailed information .

 

Appoint A NEW Patient

• After inquiry method either through Patient Inquiry and or Phonetic Inquiry, patient cannot be located, select Patient Inquiry
• Enter patients legal last name and first name
• Select ! F4 Add Patient Info from Patient Inquiry screen
• Enter patient’s DOB, Sex, SSN, phone # (If no phone number key in address-note if the zip code is in the data base, then key the street address and zip code only-city and state will default based on zip code keyed)
• Go back to Section on Schedule An Appointment and continue at line that instructs ‘! 20 Schedule Patient Appointment’.

 




PRE-REGISTRATION PROCEDURE-RESEARCH VISIT

Purpose

To provide a procedure to pre-register research patient appointments prior to their research visit.

Note: If non-research services are to be provided, the clinic/department must appoint the patient for a department or clinic visit and pre-register/register that appointment per internal procedures.

 

Accessing INVISION

• Using an INVISION unit with Rumba
• Enter your INVISION userid/password.

 

• Using a non-INVISION unit where Net Master ID is required:
• IF Net Master ID and password is required and
• Net Master ID is needed and you have email, contact the HelpDesk, 5470 and request that the consultant send email to New Orleans security to obtain the ID
• Net Master ID is needed and you do not have an email account, obtain an application from Computer Services office, G-303, in the Medical School . Check the box labeled NOMVS on the application.
• To Logon with Net Master ID:
• Select TCP3270 icon
• At Net Master logon screen, key in your NETMASTER userid/password.
• At the COMMAND => enter L SHSMST for the TEST system or L SHSMS for the PRODUCTION system.
• At the CICS/ESA screen, press SHIFT + F10 keys
• At Invision logon screen, enter your INVISION userid/password.
• Using a non-Invision unit and Net Master ID IS NOT REQUIRED:
• Select TCP3270 icon
• At ENTER COMMAND line, enter
• SHSMS for Production
• SHSMST for TEST
• At blue CICS screen, select Shift + F10 keys
• At Invision logon screen, enter your INVISION userid/password.

 

Important Information

• Resource= _______________
• Resource Group = _________________

 

 

Starting The PreRegistration Process

• At Master Menu, ! 07 Quick Out Pt PreRegistration
• Enter the patient’s MR# or Resource Code or Resource Group along with the patient’s scheduled appointment date.
• Review the patient’s status:
• Active with NO case # (account #) = scheduled appointment has not been preregistered/registered or upgraded.
• Active with case # (account #) = scheduled appointment has been preregistered.
• Attended with case # (account #) = scheduled appointment has been registered or upgraded (pt has reported for visit).
• Enter the patient’s correct Appt # in the ENTER # field or click on the correct Appt # using your computer mouse. Make sure the selected appointment has a status = Active with no case # assigned.
• The system automatically knows if the patient needs a full pre-registration or a quick pre-registration. After selecting the appointment to be pre-registered:
• if the initial screen encountered has a header of Quick Pre-Registration Outpt, then qo to Section IV Quick PreRegistration Process.
• If the initial screen encountered has a header of PreRegister Patient, then go to Section V Full PreRegistration Process.

 

Quick PreRegistration Process

• Enter a valid Patient Type – C for clinic.
• !PF5 Ins Review
• Tab to next available insurance plan code slot and enter insurance plan _____
• On the plan’s data screen, press enter to default the insurance’s general information.
• At Subscriber screen, enter 01 in the Subscriber ‘Rel To Pt:’ field.
• Press Enter and the system will default the patient’s information in the appropriate fields.
• Press Enter on the Subscriber Employer Information screen and the system will default the patient’s employer information.
• On the Insurance Review screen, change the ___ research insurance plan’s COB to 1 and the other insurance plans to 2, 3, etc.
• Press Enter after you have made the appropriate priority changes on the Insurance Review Screen.
• Please note: if the patient has a current Medicare Insurance Plan, you will encounter the mandatory Medicare questionnaire.
• Enter an ‘N’ for the question:
• Is the patient or patient representative available?.
• Enter ‘Research Patient’ in the following field:

‘If NO or MANUAL, why?: ____________________________’

• Press Enter to return to the Insurance Review screen
• Press Enter to return to the Quick PreRegistration screen.
• When you are returned to the Quick Pre-Registration Outpt screen, make sure that the system has changed the research insurance plan’s VER IND to Y and the other indicators to N.
• YOU WILL NOT SEE THIS CHANGE ON THE REVIEW SCREEN when you make your initial entries.
• However, once you go back to the Quick Pre-Registration Outpt. screen, the indicators will display properly in the Insurance review section.
• The changing of these indicators is VERY IMPORTANT. If they do not change properly, notify the INVISION HELPDESK immediately.
• From the Quick Pre-Registration Outpt. screen, press ! PF3 Guarantor.
• Press PF15 Delete Guar Info.
• Key ‘Z’ in the Rel to Pt field
• Key in the research department responsible party’s last name and first name in the appropriate name fields
• Key in 1501 Kings Hwy in the address field.
• Key in 71130 in the zip code field
• Press Enter until you return to the Quick Pre-Registration Outpt. screen.
• Enter _____ as the Hospital Svc and Clinic Code
• Enter the appropriate Atn Dr #. Use the primary research physician or department physician staff responsible for the research project(s).
• Press enter until you return to the Quick Pre-Registration Outpt screen-Select an Appt screen.
• Verify that the patient appointment status is Active and a case# is assigned.
• Return to Master Menu. You can select 07 Quick Out Pt PreRegistration to continue with your preregistrations.

 

Full PreRegistration Process

• The first screen you will encounter is the Pt Demographic Info screen.
• Enter the patient’s pertinent information in required fields (i.e. Last name, first name, sex, SSN, address, zip code, marital status, race, and religion).
• Use Shift + F12 if you need assistance on any of these fields. Press Enter.
• On the Employer screen, key in the patient’s employer information on the Employer screen.
• You may use the help screen on employer code. If the patient’s employer is in the database, entering the code will default the employer information.
• If the patient’s employer is not known, enter ‘None’ in the employer name.
• Press Enter.
• On the Guarantor Info screens
• If guarantor is identified, select PF15 Delete Guarantor Info
• Key ‘Z’ in the Rel to Pt field
• Key in the research department responsible party’s last name and first name in the appropriate name fields
• Key in 1501 Kings Hwy in the address field.
• Key in 71130 in the zip code field
• Press Enter to complete
• Guarantor Employer Information screen
• key LSU in the Empr CD field.
• Press enter to proceed through the remaining screens until you encounter the Insurance Review screen.
• On the Insurance Review screen
• if needed, enter the appropriate # of deps, income and resp code.
• If unknown enter 01 deps, income of 999999.99 and resp code of 1.
• Enter insurance plan ____ in the next available insurance slot.
• On the plan’s data screen, press enter to default the insurance’s general information.
• On Subscriber Screen, Enter 01 in the Subscriber ‘Rel To Pt:’ field.
• Press Enter and the system will default the patient’s information in the appropriate fields.
• Press Enter on the Subscriber Employer Information screen and the system will default the patient’s employer information.
• On the Insurance Review screen,
• if the research plan is the only plan, then the system will assign priority of 1.
• If other plans exist enter ____ research insurance plan’s priority to 1
• If other plans exist, change their priorities to 2, 3, etc.
• Press Enter after you have made the appropriate priority changes on the Insurance Review Screen.
• The system will automatically change the ____ research insurance plan’s VER IND to Y and if other plans exist, their verify indicators will change to N.
• YOU WILL NOT SEE THIS CHANGE ON THE REVIEW SCREEN, however, we do recommend that you go back and review the insurance verification flags, etc, before completing the registration. The changing of this indicator is VERY IMPORTANT. If it does not change properly, notify the INVISION HELPDESK immediately.
• Enter _____ as the Hospital Svc and Clinic Code
• Enter the appropriate Atn Dr #. #. Use the primary research physician or department physician staff responsible for the research project(s).
• Enter Chief Complaint. (i.e Colon research, Research Mammogram)
• Press Enter to complete the registration. Note: If this is a new patient, the system will not only assign the pre-registered case number, but a Medical Record Number. IF the patient is a returning patient, the system will locate the patient’s MR# and assign a new case number.

 

 

Revise Pre-Registration Data

• Select Patient Inquiry
• Use desired inquiry (i.e. MR#, Name)
• Review Verification Screen to make sure you have your desired patient
• Press Enter
• Select !01 Orders/Charges from Function Menu
• Select your desired case- registration date, hospital service and patient status (OP)
• Select Revise Patient Information option from Order Processing Menu
• Select the desired category for information revision
• Make changes, press ENTER
• Select PF16 Update Changes to complete the data revision process

 

Review Pre-Registration Data

• Select Patient Inquiry
• Use desired inquiry (i.e. MR#, Name)
• Review Verification Screen to make sure you have your desired patient
• Press Enter
• Select !01 Orders/Charges from Function Menu
• Select your desired case- registration date, hospital service and patient status (OP)
• Select Review Patient Information option from Order Processing Menu
• Select the desired category for information review