In this patient disposition, the secretary performs a number of tasks following an office visit.
She accesses her current tasks by clicking the "For Secretary's Attention" button at the bottom of the screen and opening each of the tickets in turn. In this patient Request, the HCP has instructed the secretary to send sputum for culture, book an x-ray, phone in a prescription to the patient’s pharmacy, and book a follow up appointment for the patient.
Let's skip ahead to when the secretary has completed the first three tasks. She either revisits the still-opened screen or re-opens the Request. She then unchecks the "For Secretary's Attention" box, updates that she has sent the culture, ordered the x-ray and phoned in the prescription. Now she selects the date and time of the follow up appointment from the pop-up calendar. She copies and pastes the appointment time into the Update Request field and clicks "Save". The status changes to “Pre-Consult Approved”. The creation of a new appointment generates an automatic email notification to the patient, indicating that there is a new post on the thread.
Let's skip forward to the day of his appointment. In the early morning hours, the Request status has automatically changed to “Consult Today” and the patient receives a reminder email notification.
There's no prescribed order, so long as the HCP and secretary are aware of and apply the following Portal logic rules:
HCP's rule: In Consult Today status, if the ONLY task for the secretary is to close and delete the Request, check the "Consult Conducted" box before Saving. If there is ANY additional task for the secretary to perform, check the "Consult Pending Tests/Procedures" box before Saving.
HCP Secretary's rule #1: In "Consult Pending Tests" status, keep the "For Secretary's Attention" box checked until all the tasks have been performed. As long as that box is checked, the Request will not only be pink-banded, but will also appear in the "For Secretary's Attention" tab. If the Request disappears from that tab, the secretary will have no way of knowing that she still has tasks to perform on that Request.
HCP Secretary's rule #2: You can only generate email notifications to the patient from certain statuses. An update and Save made in "Referral Approved" status generates an email notification to the patient. An update and Save made in "Consult Conducted" status and in "Consult Pending Tests" status does not generate an email notification to the patient.
Yes. The Portal's logic has been crafted so that there is always an alternate method to 'skin the cat'. Keep in mind that the main objective of a ConsultSTAT Portal is fast, efficient communication. The secretary's primary objective (after fulfilling the tasks assigned by the HCP and documenting that fulfillment in her thread posts) - with each update she makes - is to send email notifications to the patient when they are necessary and to not send notifications when they are not unnecessary. If her order of operations in carrying out a series of tasks gets her to a situation in which an update from that particular status will not achieve her 'notification or non-notification' goal, she is able to manually change the status to an appropriate one and then update and Save.
Here's how to manually change a status: At the top of the "Manage Request" page, at the bottom of the "Consultation Session" box, click on "Show Options". A menu bar will appear. Click on the "Status Change" dropdown menu. Select the status you wish to change to. Click Save. Now update, click the appropriate checkbox and Save.
Examples: If she manually changes the status to "Consult Pending Tests" in the dropdown menu and Saves, then updates and Saves, her new post will appear, the status remains "Consult Pending Tests" and no notification is generated. If, on the other hand, she manually changes status to either "Pre-Consult Approved" or "Referral Approved" in the dropdown and Saves, then adds an update within that status and Saves, the status changes to "Pre-Consult Approved" or "Referral Approved" respectively and an email notification to the patient is generated.
Assume the HCP refers the patient to two different types of consultant. The secretary updates in one post that she has requested appointments from the two offices, checks "Referral Pending Approval" and Saves. The next day, one appointment is confirmed. She opens the Request, updates with the time, date and location of the first consult, plus a reminder that the patient shouldn't close the Request because a second referral confirmation is outstanding, checks "Referral Approved" and Saves.
A week later, the second appointment confirmation arrives. In order to generate an email notification, the secretary manually changes the status from "Referral Approved" to "Referral Pending Approval" in the "Change Status" dropdown and Saves. Then, in "Referral Pending Approval status, she updates with the time, date and location of this 2nd secondary consultation appointment, adds that the patient can now close the ticket, checks the "Referral Approved" box and Saves. A notification is generated to the patient. Once the patient has noted the information, he closes the Request. The HCP's secretary then deletes it from the database.