2015 User Conference Demographic Analysis and Recall April 24 and 25 2015 Presented by: Rena Lefkowitz PA-C Director of Training EHR Session.

2015 User Conference

Demographic Analysis and RecallApril 24 and 25 2015

Presented by:

Rena Lefkowitz PA-CDirector of Training

EHR Session

2015 Office Practicum User Conference

Demographic Analysis = Data Mining

Parsed Data

Data from Paper Chart

Data from EHR

Raw Data

Analyze Data

Decision Making

Data in Structured Format

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

Know your Practice: Demographic Stats:

▪Demographics▪ Age and Gender

Distribution▪ Geographical Location▪ Patient Status▪ Payer Mix▪ # of Patients per

Provider

2015 Office Practicum User Conference

Know your Practice: Clinical Stats

2015 Office Practicum User Conference

And Remember GIGO...

2015 Office Practicum User Conference

For Best Results:

▪ Maintain Contacts▪ Enter Problem List Items▪ Use templates ▪ Consistent use of DX codes▪ No freeform prescriptions▪ Document all medical work in OP

Be Consistent and Complete

2015 Office Practicum User Conference

Benefits:

▪Identify opportunities for Continuous Quality Improvement:▪ Best Practices followed by all Providers▪ More timely Prevention and Intervention▪ Better management of children with chronic

conditions → Care Plans

2015 Office Practicum User Conference

Discussion:

What types of Reports do you run now?

2015 Office Practicum User Conference

For All Reports: First Things First!

▪Step 1: Create Patient List ▪ Define Parameters:

▪ Visit Dates▪ Patient Status: Active or All▪ Future Appts▪ Exclude Patients with appts▪ Include/Exclude Columns

Reports → Demographic Analysis and Recall

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

Hands On #1: Now that we have run the PDL*

*PDL=Patient Demographic List

Get Ready to Slice and Dice!

2015 Office Practicum User Conference

Hands On #1: Patient Status

Tools:

Sort

Group

Filter

2015 Office Practicum User Conference

Hands On #1: Patient Status

▪ Sort: click on the Pat Status Column

▪ Group: drag the Pat Status column to the dark grey

area above columns

▪ Filter inactive patients: click on the Pat Status

dropdown and check Inactive

2015 Office Practicum User Conference

Hands On #1: Patient Status

▪ How many Inactive Patients are in the Grid?

▪ Remove filter. How many total patients are in the Grid

now?

▪ What does this number represent?

▪ How do we remove or add columns to our report?

2015 Office Practicum User Conference

Food for Thought:

▪ Age and Gender distribution▪ Waitlist▪ Patients Per Provider▪ # of Patients seen since _____▪ Birthday List▪ Missing Contact Preferences▪ Mailing Lists▪ Insurance Payer Mix

What other types of Demographic Lists could you run?

Clinical Recalls

Clinical Recalls

2015 Office Practicum User Conference

Clinical Recalls

▪ Problem Lists▪ Medication Allergies▪ Medications▪ Labs

Criteria Available:

And any combination of the above!

2015 Office Practicum User Conference

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___________

2015 Office Practicum User Conference

Hands On #2: Clinical Recall for GERD

1. Click on Clinical Recall Tab2. Note the Date Range from Patient Demographic List3. Check box for Problem4. Type “G” and select GERD5. Identify how many patients are returned with a

Problem List entry for GERD______6. How would you Group by Provider________

Now that we have the PDL next steps:

2015 Office Practicum User Conference

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 Medications2. Type “R” and select Ranitidine

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

Hands On #2: Clinical Recall for GERD

Patients who only have GERD as an Encounter diagnosis will be included in this Recall.

Trueor

FalseAnswer: False

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

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 12Parameters:

a. Active Patients Onlyb. Seen since 4/22/14

*PL=Problem List

What do you need to do first?

You got it! Run the PDL

2015 Office Practicum User Conference

Hands On #3: Clinical Recall PL + Labs

Filter by Age:Method #1:1. Dropdown

a. Click on Age Columnb. Click on Dropdownc. Check the boxes for ages 1-6

2. How many patients are in your Grid____

Next Step:

2015 Office Practicum User Conference

Hands On #3: Clinical Recall PL + Labs

Filter by Age:Method #2:2. Custom Filter

a. Click on Age Columnb. Click on Dropdownc. Select Custom:

3. How many patients are in your Grid_____

Next Step:

2015 Office Practicum User Conference

Hands On #3: Clinical Recall PL + Labs

Are your results the same for both methods?

What’s your preference?

2015 Office Practicum User Conference

Hands On #3: Clinical Recall PL + Labs

Run the Clinical Recall for AnemiaHow many patients are in the grid?_________

Add the Lab:1. Check Lab Results 2. Select Hgb*3. Check “L” **4. Group by Patient

Now that you have your PDL for 1-6 yo:

*If more than 1 hgb will need to use “OR”**Range must be defined in Diagnostic Test Set up

2015 Office Practicum User Conference

Food for Thought:

▪ 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

What other types of Clinical Recall Lists could you run?

Clinical Recalls

Care Plan Recalls

But Wait… There’s More!

2015 Office Practicum User Conference

Care Plan Recalls Features

▪ Options:▪ Run Single Care Plans▪ Run Multiple Care Plans

▪ Checking Boxes = Asthma or Obesity▪ Adding Co-Morbid = Asthma and Obesity

▪ Items Due▪ One Item▪ Multiple Items ▪ Any Item

▪ Include All Qualified▪ Enroll if “Auto Enroll” Plan

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

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

1. First Step_______2. Click on Care Plan Recall Tab3. Select Recall Date for Today4. Recall Plan: Select Bright Futures5. Recall Item: Preventive Encounter6. Check Include all qualified

2015 Office Practicum User Conference

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?

2015 Office Practicum User Conference

Hands On #4: Care Plan Recall

Let’s filter to view only those patients qualified but not enrolled1. Click on Enroll column2. Click on dropdown3. Check “No” box4. How many patients are in the grid?

2015 Office Practicum User Conference

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

2015 Office Practicum User Conference

Hands On #5: Care Plan Recall: Co-Morbid

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:

▪ Due for any items in either plan▪ Qualified but not yet enrolled

Take it From the Top:

2015 Office Practicum User Conference

Hands On #5: Care Plan Recall: Co-Morbid

1. Run PDL2. Click on Care Plan Recall Tab3. Select Recall Plans:

a. Asthma Moderateb. Obesity

4. Check Co-Morbid5. Check Include all Qualified6. Include if due for any item in plan7. Recall date today

2015 Office Practicum User Conference

Hands On #5: Care Plan Recall: Co-Morbid

Let’s look more closely at this data:▪ Group by Enrollment▪ Then Group by Patient▪ Expand Grid

▪ Highlight patient who is not enrolled, review chart and enroll if indicated

Food for Thought:

What other types of Care Plan Recalls could you run?

Food for Thought:

2015 Office Practicum User Conference

Take Home and Next Steps:

▪ 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!

“Knowledge

isn’t power until

its applied.”

Dale Carnegie

2015 Office Practicum User Conference

This data mining takes a

little work

Yeah- But There’s Lots

of Gems Hidden in

There

2015 Office Practicum User Conference

2015 Office Practicum User Conference

OP Help: Demographic Analysis and Recall

And don’t forget to check our ongoing monthly

Webinars offerings:Webinar Schedule

2015 Office Practicum User Conference

We want your feedback!