Transcript Demographic Analysis and Recall April 24 and 25 2015

2015 User Conference
Demographic Analysis and Recall
April 24 and 25 2015
Presented by:
Rena Lefkowitz PA-C
Director of Training
EHR Session
Demographic Analysis = Data Mining
Data from
EHR
Raw Data
Data from
Paper Chart
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Data in
Structured
Format
Analyze Data
Parsed Data
Decision Making
Objectives:
▪ Identify the steps required to run DAR*
▪ Apply filtering, sorting and grouping
▪ List the criteria on the Clinical Recall Tab
▪ Define 2 examples of Care Plan Recalls
▪ Create 2 new reports or recalls using DAR
*DAR=Demographic Analysis and Recall
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Know your Practice: Demographic Stats:
▪Demographics
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Age and Gender
Distribution
Geographical Location
Patient Status
Payer Mix
# of Patients per Provider
Know your Practice: Clinical Stats
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And Remember GIGO...
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For Best Results:
Be Consistent and Complete
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Maintain Contacts
Enter Problem List Items
Use templates
Consistent use of DX codes
No freeform prescriptions
Document all medical work in OP
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Benefits:
▪Identify opportunities for Continuous Quality
Improvement:
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Best Practices followed by all Providers
More timely Prevention and Intervention
Better management of children with chronic
conditions → Care Plans
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Discussion:
What types of Reports do you run now?
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For All Reports: First Things First!
Reports → Demographic Analysis and Recall
▪Step 1: Create Patient List
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Define Parameters:
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Visit Dates
Patient Status: Active or All
Future Appts
Exclude Patients with appts
Include/Exclude Columns
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Hands On #1: Patient Status
Looking at all the Patients registered in OP, how many
patients do we have in each Status? (Active,Transferred,
Waiting List, etc)
Parameters:
▪ Visit Dates= No Date Restrictions
▪ Patient Status = All (leave Active Patients unchecked)
▪ Click
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Hands On #1: Now that we have run the PDL*
Get Ready to Slice and Dice!
*PDL=Patient Demographic List
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Hands On #1: Patient Status
Tools:
Sort
Group
Filter
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Hands On #1: Patient Status
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Sort: click on the Pat Status Column
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Group: drag the Pat Status column to the dark grey area above
columns
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Filter inactive patients: click on the Pat Status dropdown and
check Inactive
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Hands On #1: Patient Status
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How many Inactive Patients are in the Grid?
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Remove filter. How many total patients are in the Grid now?
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What does this number represent?
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How do we remove or add columns to our report?
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Food for Thought:
What other types of Demographic Lists could you
run?
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Age and Gender distribution
Waitlist
Patients Per Provider
# of Patients seen since _____
Birthday List
Missing Contact Preferences
Mailing Lists
Insurance Payer Mix
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Clinical Recalls
Clinical Recalls
Clinical Recalls
Criteria Available:
▪
Problem Lists
▪ Medication Allergies
▪ Medications
▪ Labs
And any combination of the above!
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Hands On #2: Clinical Recall for GERD
For Active patients who have been seen since 4/23/14,
how many of them have a problem list entry for GERD?
Group the results by Provider.
1. Our first step is to run the ________
2. What would you enter for Visit Dates______________
3. Which box would you check to only include Active
Patients___________
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Hands On #2: Clinical Recall for GERD
Now that we have the PDL next steps:
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Click on Clinical Recall Tab
Note the Date Range from Patient Demographic List
Check box for Problem
Type “G” and select GERD
Identify how many patients are returned with a Problem List
entry for GERD______
6. How would you Group by Provider________
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Hands On #2: Clinical Recall for GERD
Now that we have our patients with a Problem list entry
for GERD, let’s look at how many have been prescribed
Ranitidine.
1. Check the box for Medications
2. Type “R” and select Ranitidine
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Hands On #2: Clinical Recall for GERD
Notice each patient has an entry for GERD and
Ranitidine. It would be helpful to subgroup by patient.
How would you do this?
Answer: Drag the Patient Status Tab to the Dark Grey Area
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Hands On #2: Clinical Recall for GERD
Patients who only have GERD as an Encounter
diagnosis will be included in this Recall.
True
or
False
Answer: False
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Hands On #2: Clinical Recall for GERD
What needs to be added to their Medical Record for
them to be included in this Clinical Recall?
Problem List Entry
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Hands On #3: Clinical Recall PL + Labs
Age Based Clinical Recall with Lab Results:
For our children 1-6 years old, we would like to see how
many have a PL* entry of Anemia and a HGB below 12
Parameters:
a. Active Patients Only
b. Seen since 4/22/14
What do you need to do first?
You got it! Run the PDL
*PL=Problem List
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Hands On #3: Clinical Recall PL + Labs
Next Step:
Filter by Age:
Method #1:
1. Dropdown
a. Click on Age Column
b. Click on Dropdown
c. Check the boxes for ages 1-6
2. How many patients are in your Grid____
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Hands On #3: Clinical Recall PL + Labs
Next Step:
Filter by Age:
Method #2:
2. Custom Filter
a. Click on Age Column
b. Click on Dropdown
c. Select Custom:
3. How many patients are in your Grid_____
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Hands On #3: Clinical Recall PL + Labs
Are your results the same for both methods?
What’s your preference?
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Hands On #3: Clinical Recall PL + Labs
Now that you have your PDL for 1-6 yo:
Run the Clinical Recall for Anemia
How many patients are in the grid?_________
Add the Lab:
1. Check Lab Results
2. Select Hgb*
3. Check “L” **
4. Group by Patient
*If more than 1 hgb will need to use “OR”
**Range must be defined in Diagnostic Test Set up
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Food for Thought:
What other types of Clinical Recall Lists could you
run?
▪ Identify constellations of patients who would benefit
from a Care Plan
▪ Send emails with targeted education
▪ Drug recalls
▪ Track lab values such as lead or HgbA1c
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But Wait… There’s More!
Care Plan Recalls
Clinical Recalls
Care Plan Recalls Features
▪ Options:
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Run Single Care Plans
▪ Run Multiple Care Plans
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Checking Boxes = Asthma or Obesity
Adding Co-Morbid = Asthma and Obesity
Items Due
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One Item
Multiple Items
Any Item
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Include All Qualified
▪ Enroll if “Auto Enroll” Plan
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Care Plan Recalls Features
▪ Manage Care Plan Enrollment
▪ Include All Qualified
▪ Enroll if qualified for “Auto Enroll” Plans
▪ Review Charts and enroll if indicated
▪ Document CQM’s for Meaningful Use/PCMH
▪ Send reminders using Patient Message Exchange
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Hands On #4: Care Plan Recall
For Patients who have been seen since 01/1/15, run a
recall for Preventive Exams. Include only Active Patients
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First Step_______
Click on Care Plan Recall Tab
Select Recall Date for Today
Recall Plan: Select Bright Futures
Recall Item: Preventive Encounter
Check Include all qualified
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Hands On #4: Care Plan Recall
Now, let’s see if there are any patients who are qualified
for Bright Futures, but not yet enrolled.
Are there any patients who are qualified, but not enrolled
in the grid?
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Hands On #4: Care Plan Recall
Let’s filter to view only those patients qualified but not
enrolled
1. Click on Enroll column
2. Click on dropdown
3. Check “No” box
4. How many patients are in the grid?
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Hands On #4: Care Plan Recall
And finally, let’s enroll them in the plan
▪ Click on “Enroll Qualified” button
▪ Enroll Qualified is only available for Care Plans with
an Auto Enroll status such as BF
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Hands On #5: Care Plan Recall: Co-Morbid
Take it From the Top:
Considering Patients who are Active and have been
seen at least once since 4/22/14, run a Care Plan Recall
for patients enrolled or eligible for both Asthma and
Obesity Care Plans and see if:
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Due for any items in either plan
Qualified but not yet enrolled
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Hands On #5: Care Plan Recall: Co-Morbid
1. Run PDL
2. Click on Care Plan Recall Tab
3. Select Recall Plans:
a. Asthma Moderate
b. Obesity
4. Check Co-Morbid
5. Check Include all Qualified
6. Include if due for any item in plan
7. Recall date today
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Hands On #5: Care Plan Recall: Co-Morbid
Let’s look more closely at this data:
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Group by Enrollment
Then Group by Patient
Expand Grid
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Highlight patient who is not enrolled, review chart and enroll if
indicated
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Food for Thought:
What other types of Care Plan Recalls could you
run?
Food for Thought:
Take Home and Next Steps:
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First Step: Always run the PDL!
Demographic Analysis is a powerful tool
Sort, filter and group data for a closer look
Share you knowledge with Colleagues and Staff
Define 1 Recall or PDL you will implement to improve patient
care.
Have fun- the possibilities are endless!
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This data
mining takes
a little work
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Yeah- But
There’s Lots
of Gems
Hidden in
There
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OP Help: Demographic Analysis and Recall
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