This demonstrates how the facility recommends to the referring HCP that the patient receive further tests/procedures at the facility.
The technician's/services manager's Manage Requests screen displays all “Service Today” Requests in green. They can also all be found consolidated on the Service Today screen in reverse chronological order and additionally on the Calendar screen.
The technician opens the day’s first Service Today Request from the list and reads the referring HCP’s post and the requisition.
Once the test or procedure is complete, the technician updates the thread that the test/procedure was uneventful and adds to the update the recommendation that the referring HCP order a specific additional test or procedure. The technician checks "Service Conducted" and Saves.
When the report for the original test/procedure is available, the secretary opens the Request, attaches it, checks "Service Complete" and Saves. The status changes to "Post-Service Discussion" and an email notification is generated to the referring HCP's office.
On the facility secretary's Manage Requests screen, the Request status has changed from “Service Today” to “Service Conducted”. When the report for the original test becomes available, the secretary opens the Request and updates as follows: "Your report is attached. As indicated above, further investigations are recommended. To order a new test or procedure, please open a New Request, select the test/procedure and upload your requisition". She unchecks "For Secretary's Attention" and Saves. This generates an email notification to the referring HCP's office. The status changes to "Post-Service Discussion"
After the referring HCP reads the report, the staff saves it to the patient’s EMR or paper file, confirms that this has been done and finally clicks “Close Request”. The Request status changes to “Copy and Close”.
There are occasions when a test result indicates the urgent need for an additional investigation at a different facility. To save time for the patient and for the referring doctor, the secretary books the appointment for the patient at the second facility concurrent with attaching the initial tests to the thread. In this case, her update in status Service Conducted" would read: "Your report is attached. The results indicate the urgent need for _______ investigation. I have taken the liberty of requesting an urgent appointment for your patient at our facility ____. We will post the time and date of the appointment at facility _____ shortly. Please do not close this Request until you receive that information." She unchecks the "For Secretary's Attention"and Saves. This generates an email notification to the referring HCP's office. The status changes to "Post-Service Discussion". She then checks "Referral Pending Approval", updates: "Patient referred to facility _____ for _______ test" and Saves. This changes the status to "Referral Pending Approval" and generates an email notification to the referring HCP's office. She immediately logs into that facility's separate Portal and opens a new Request for the urgent investigation. When she receives the appointment confirmation from the other facility, she opens the "Referral Pending Approval Page, updates with (i) the time and date and location, (ii) the request that the HCP log into the other facility's Portal, open a new Request, attach a requisition and indicate that the appointment has already been pre-booked by the first facility, (iii) the reminder for the HCP to "Close" the original Request once he has noted this information. The secretary then checks "Referral Approved" and Saves. This generates an email notification to the referring HCP's office.
After the referring HCP downloads and reads the report and notes the appointment information for the second facility, the staff saves a PDF of the entire thread to the patient’s EMR or paper file, confirms that this has been done and finally clicks “Close Request”. The Request status changes to “Copy and Close”.
The facility secretary now creates and saves a PDF of the entire thread. She then clicks "Close and Delete this Request."
The Request is deleted from the database, and no longer appears on anyone’s “Manage Requests” screen.
(i) If the second procedure facility does not yet have a ConsultSTAT-Services Portal, the referring facility's secretary must revert to old-fashioned, slow faxing of the requisition. This means it can take days for the appointment to be scheduled and the details received by the referring facility.
(ii) If the second procedure facility also has a ConsultSTAT-Services Portal, the referring facility's secretary logs into it as a member, creates a New Request, enters the patient's information and uploads a requisition. The referring facility should receive the appointment details the same day.
In either case, the referring facility's secretary then open's the original Request from the referring HCP that is on her own Portal's screen (which still has the status "Referral Pending Approval"), updates with the second procedure facility appointment information, checks the "Referral Approved" box and Saves. In this way, the referring HCP's office will receive and then transmit the second procedure facility appointment information to the patient on the same day that appointment was confirmed.
You'd be in real trouble with the Provincial and Federal Privacy Commissioners and subject to six figure fines (which also attracts College of Physicians and Surgeons sanctions), if an email communication containing personal health information got into the wrong hands or went astray. Public email (examples include Gmail, Yahoo email, Bell or Rogers email) has two huge problems: (i) it is non-secure and unencrypted. Anyone intercepting it can read the contents...and it is easy to intercept. Public emails are hacked all the time. (ii) All public email (whether originating in Canada or the US) is routed through the US before reaching its destination and is therefore subject to viewing by the National Security Agency, which is an obvious privacy breach for personal health information. This is a key reason why both the Privacy Commissioners and the provincial Colleges have ruled that personal health information may not cross international borders. It must stay inside Canada.
It has none of the problems of public email. The Portal is a secure membership site. This means that communications posted to the portal or read on the portal are encrypted: they can only be read by legitimate Portal members. Additionally, documents uploaded to and downloaded from the Portal are similarly protected. Picture an email akin to physical mail: a packet of information is sent over wires (instead of over roads) and can be intercepted anywhere along the way. Picture a Portal akin to a safety deposit box inside a bank, to which only the referring HCP member and the facility staff have the key. A referring HCP's staff adds a letter to the box and locks it. The facility's staff unlocks the box, reads the letter, leaves it in the box and adds a letter in reply.