Admin 201 Flashcards
A ____ is a standard list of values for a specific item.
Category List
To find out the master file INI and item # of a category list, hold down____ and click the field.
CTRL
Patterns are generic and are best used for which type of schedules
Regular, repetitive(resource)
build recurring unavailable time
also use an indefinite end date
Where are templates built and used for what kind of schedule
Edit Template-built manually for one provider
Once created, patterns are applied to provider schedules using the ___ ____ activity
Provider Pattern
WHICH ACTIVITY IS USED TO CREATE A NEW PATTERN AND MAKE CHANGES TO AN EXISTING PATTERN
Edit Pattern
When creating a pattern, you first must enter the number of the week of the pattern that you are creating. Provider has the same schedule every week. How many weeks do you build in the pattern
week 1
A ONCE MONTHLY EXCEPTION TO A PROVIDER’S WEEKLY PATTERN (E.G.PROVIDER WORKS A DIFFERENT SCHEDULE ON THE LAST SATURDAY OF THE MONTH)
Single Day Pattern
why are single day patterns helpful
useful because you cannot predict the date of this exception every month.
IS WHERE YOU CREATE THE TEMPLATE FROM A PATTERN FOR A SPECIFIC PROVIDER IN A SPECIFIC DEPARTMENT FOR A SPECIFIED DATE RANGE.
Provider Pattern
what can be done in a Provider Pattern
powerful tool that allows you to apply patterns directly to the provider template for specific date ranges and set up automatic template extension according to the patterns you apply. You must have Template Edit security to access this activity
shows all the pattern date ranges currently defined for this provider
Date Range list section
What is the Brick Wall
The To Date in the Date Range fields. Last possible date to schedule for the provider. How far into the future you want to build the provider schedule
Where do you assign the weekly pattern that you build
Base Weekly Pattern
What do you click to begin attaching a template to the pattern to create a schedule
Apply Template
Where do you set the Release Date-indicate how much of the schedule you want to release to your schedulers
Defaults button.
the release date of the schedule and whether the provider uses overbooks
Template Release Date and Defaults window
enter the last date available for scheduling.
Release date field
Where do you set a default date range and set up automatic template extension
Provider Pattern activity - Set Default button
By setting _______ you are instructing the system to build more schedule when the
current template nears its end. This setting is separate from the ___________ that
determines how far in the future schedulers can make appointments.
Auto extension, Release Date Offset
Why use a pattern to give a resource a schedule
CAN HAVE RECURRING UNAVAILABLE TIME IN A PATTERN, WHICH YOU CANNOT HAVE WITH AN INDEFINITE END DATE IN EDIT TEMPLATE . CAN USE THE SAME PATTERN TO GIVE SCHEDULES TO MULTIPLE RESOURCES WHOSE SCHEDULES ARE INDENTICAL
pattern to be her default schedule and would like it to automatically extend
Set Default
Use this date range as the default check box
Copy when provider has less than … of future template
Copy … at a time
Set Default>Copy … at a time
enter a number in the first field and a unit of time in the second field to set up the length of the template extension
Use Edit Template to create a schedule if…
- The provider has an inconsistent schedule or one that changes frequently
- provider’s schedule is unique and can’t be shared
- Templates do not auto-extend
- must edit the template to make changes
Use patterns (Edit Pattern/Provider Pattern) to create a schedule if…
- provider has a unique schedule, but it is repetitive
- fairly generic, doesn’t often change, and can be shared
- can set patterns to auto-extend
- you might need to make changes to the pattern as well as to the template
edit the template if
isn’t permanent and will end before the next auto-extension takes place,
edit both the template and the pattern if
change is needed before the pattern is set to auto-extend and needed past the end of the current template date range
view multiple templates and providers at one time easily edit orchange settings by jumping to various activities from the report
Template Build Report
Schedule Admin > Templates > Template Build Report
see the kinds of changes that have been made to templates in your department
Template Audit Trail report
Scheduling > Templates > Template Audit Trail
Two or more providers can share the same pattern
True
Dr. Drew wants his schedule to be built out for one year. His schedulers should always have
at least 6 months of schedule available to schedule into. When the schedule only has 5 months
remaining, the system should automatically build another month
What is Dr. Drew’s initial template date range- y+1
What setting needs to be configured so that the system automatically creates a new month when only 5 months remain-Auto-extension (Set Default
What setting needs to be configured to allow the schedulers to always have access to 6 mos of template-
Release date offset
You need to create a schedule for an MRI machine. There is a pattern already created that you can use. What activity must you access to create the schedule using the pattern?
Provider Pattern
How do you define the template date range when creating a schedule using a pattern
Click Add in the Provider Pattern activity
For which of the following reasons would you use a pattern to create a template instead building it manually in Edit Template
The provider has a consistent schedule
The schedule should automatically extend
Single day patterns are exceptions to the weekly pattern
true
When creating a weekly pattern with 2 weeks, the first week of the pattern must correspond to the first week of the month.
false
Template Audit Trail report shows a list of all of the providers in a given department that do or do not have schedules built.
false
Release Date Offset 7-12
ensures that a minimum number or days, weeks, or months, are always available for scheduling. updated in the system through end-of-day processing.
Release Date Offset can be set at what levels
system, dept, provider
most common-system
Extend Offset Past Template
the release date offset is allowed to set the release date past the end of the provider’s template, and behaves according to the rule of specificity. When nothing is set for this item at any level, the default behavior is set to not allow moving the release date past the end of a template.
giant file cabinet,All of the information that your staff and administrators enter in the system is stored in this file cabinet,enter a patient’s address or an administrator updating an insurance company’s claim address
Chronicles
Information in Chronicles is organized into ________ Each _____ stores all of the data about one type of thing. Patients, Payor
Master Files-drawers in the filing cabinet
INI- 3 letter initial
Patient EPT
scheds add data to the Patient master file
“dynamic” MF
Payor master becuz only admins add to it
administrative” or “static”
stores information about one specific entity inthe master file.
Records-each folder represents one record
date-specific snapshot of the data within a record. track information over time in records, make a change to the record that will become effective on a specific date, not all data in a record is contact specific-patient name
Contacts-hospital encounters, appointments, and telephone encounters, dated sheets of paper in the file folder
not all data in a record is contact specific
True-Employer master file
discrete piece of information about a record.-each field that you fill out, A question on a paper form
Items-each field that you fill out, field
pressing CTRL and clicking in the field simultaneously to find item numbers
each field that you fill out, phone number, require a ____ in a specific
format.
Values-record is distinguished by the information entered as values
Chronicles holds data from
multiple applications.
True
All of the information that you enter in Hyperspace is stored in ____________,
Epic’s database management system
CHRONICLES
date-specific snapshot of the data within a record
CONTACT
Each (circle one) record/item/master file stores all of the data about one type of thin
master file
discrete piece of information about a record.
ITEM
stores information about one specific entity in the master file.
RECORD_
Each Epic product has its own separate database
False
stores all of the data about one type of thing.
Master file
Contacts are date-sensitive
T
Each patient should have only one _____________________ in the Patient___
Record; Master File
The Address field in a patient’s record is an example of a value
f-item
“Doctor Susan Smith” is an example of one_______________________ in the Provider master file
Record
Entire organization, always record #1
Facility
Cadence Management > Service Area > record 1, system settings
accounts receivable or business entities of your organization.level to which all revenue and accounts receivable “roll up
Service Areas- EAF
Service area records are automatically linked to the facility when you create them
your freestanding
clinics and hospitals. Revenue locations can also represent groups of virtual departments.
Revenue locations (more commonly called locations, brick and mortar, EAF MF-just like service areas and facilities
a revenue location could belong to any number of service areas you must ______
link a revenue location to its proper service area
place where patients receive care, value users select when they log in to Hyperspace
Department (DEP)
outpatient(brief visit), inpatient (units and ED), hospital outpatient(IP or OP, return to either their homes or the ADT unit) and virtual(a login department)
After you specify a department’s revenue location, it cannot be changed.
T
HOD vs OP
Billing needs, Registration/ADT needs 3.10
Respiratory Therapy, SBO, hospital pharmacy
virtual
collection of settings that determine how an application works across your entire organization
System definitions-system-wide default settings.
SIGN-IN, EOD,
turn the feature on or off for your entire organization
group of departments, add a value to the ______ category list.
CENTERS-REPORTING, SECURITY, VIEW AVAILABLE APPOINTMENTS IN MULTIPLE CENTERS, TRAVEL TIME
PERSON WHO LOGS IN TO THE SYSTEM
USER-
A PERSON OR RESOURCE WHO WE SCHEDULE WITH, WHO REFERS PATIENTS TO YOU
PROVIDER-
Organize the following from least specific to most specific
Facility, Service Area, Revenue Location, Department, USERS/PROVIDERS
Susan needs to spend the night in the intensive care unit
INP
Amanda works in the billing office, she logs into EHS Business Department
virtual
Which of the following are benefits of building centers
Administrators can more efficiently give users access to specific departments.
B. Schedulers can more efficiently offer patients a choice of location for the visit being sched,Managers can more efficiently run reports based on specific departments.
D. Schedulers can allow more travel time for patients between appointments.
A department can only belong to one center
T
Your organization has decided to split the revenue earned at all of the hospitals from the
revenue earned at all of the clinics. In other words, all of the hospitals should be part of one
business entity while all of your clinics should be part of another business entity
How many facility records must you build
1
How many service area records must you build to accommodate the scenario
2
facility record will override the same setting that has been configured in a department record
F
SECURITY
ACCESS TO FUNCTIONALITY
Key to unlock specific func
security point
key ring, group of security points
security class-create the security class then add the security points with Y or N 4.9
CANNOT ADD SECURITY POINTS DIRECTLY TO AN INDIVIDUAL USER RECORD
T
Camry needs to be able to overbook appointments. Camry needs a Cadence _____________
which has a _____________ to allow overbooking.
security class, security point
In Epic terms, security is _____________ to _____________ an individual needs to do their job
Access, functionality
A schegistrar needs to make appointments, overbook appointments, and change slots. A
schegistrar supervisor needs to make appointments, overbook appointments, change slots, and edit prov templates
You can build and assign two security classes
Specifies clinical authority, privileges, and
referral abilities
provider record
Contains login information and access for one employee
user record- person, id, name, password
Grants specific access to a particular application or set of features
security class- permission, application, shared (PCP), Chronicles-create pat records
Directs the layout and behavior of Hyperspace for a group of users
user role-presentation-home workspace, default activities, toolbar, menus
contains all necessary system access for an individual that will be using the system to do her job
user record-User records are created and maintained in Hyperspace
Step 1-Create a user record
Epic > Admin > Access Management > User Security>Create single user option>name>Accept
Step 2-Configure the user’s password
click the Change button and type in a new password>Accept. In training, always clear the Expire check box.
Editing PCP information-Shared security class-completed by a wide variety of users in a wide variety of applications
completed by a wide variety of users in a wide variety of applications-“400001” in the Security class field
The record that controls the toolbar
User Role-controls the look and feel
ability to create new visit types or, in other words, create new records
Default Chronicles security classification field.
Whenever you make a change to a user’s security, you must log out and EXIT Hyperspace
Log-out>Exit> Restart Hyperspace
Step 3: Assign Shared Security
Hyperspace/Shared Security
Step 4 Assign a User Role
user roles have nothing to do with access to functionality, controls buttons, menus, and home workspaces
Step 5: Assign Chronicles Security
Chronicles security allows your users to build records and work with master files.
Step 6: Assign Cadence Security 5-19-21
Facility-The facility where this user is authorized.
All Service Areas?-use Cadence in all service areas in your -Y
No,” use the Authorized Service Areas table
Enter the default Cadence security class that will be applied to the user
Private access by default- Y if should sched into PRI slots
Center Security Class(exception)-list the center where the user can work and security class
Department Security Class(exception)-list the department where the user can work and security class
Step 7: Assign Report Settings Security-5-21
Admin, (Save reports)Power user(Private), User edit, User no edit
Report Settings Security field in the middle of the Cadence form
DAR is used for
List all appointments scheduled today in this department, Check in appointments, Update EOD status, Confirm appointments
Step 8: Assign a Default Login Department
assign a user’s default login department on the Login Settings form of the user record
Put time on hold on a provider’s schedule
CADENCE sec class
Create a new record in the Department master
Chronicles sec class
Change the provider assigned as a patient’s PCP
Shared sec class
Update a patient’s guarantor account
PRELUDE/REGISTRATION sec class
You get a call from Alicia, a scheduling supervisor. She should see her reporting dashboard as
soon as she logs in, but now she sees the Department Appointments report
USER
Lee, a front desk clerk, tells you that he has no access to scheduling-related activities.
CADENCE SECURITY CLASS
Dr. Patel has recently added a specialty of Gerontology and will be performing gerontologyrelated
appointments and procedures.
PROVIDER
At go-live, scheduler Kari tells you that she is unable to log in with the ID and password she WAS ASSIGNED
USER
user record that has all the necessary security information pre-filled and serves as the master copy.
USER TEMPLATE-If a change is made to the template, it automatically applies to all linked users
_____ templates offer centralized control over values in many user
records. The ___ template stays connected to a user record
indefinitely.
Linkable template
a one-time population of many items and only transfers those values once
Copy template-Any changes made to the copy template will NOT update the user record.
assign additional security on top of an assigned template.
Subtemplate-seven subtemplates to a user record on the Linked, subtemplate override items set in the template. multiple subtemplates are listed, the first subtemplate in the list overrides the second
You attach security points directly to a user record
False; you assign them to a security class, which is then linked to a user.
A user has forgotten his password. In which of the following records would you reset his
User record
A user is in a patient’s registration. She is unable to add PCP information to the patient
Shared security class
Which report settings security allows you to edit and run public reports, but not edit and run PRIVATE REPORTS
User (Edit)- STUDY TABLE
wHICh of these things is NOT determined by a user’s user role?
Default login department
A user must have the same Cadence security class for every department.
False; users can have different security classes in different departments
One user record can be shared by multiple users
False; each user needs their own user record
A user is only able to schedule into public slots on a provider schedule. fields on the Cadence form of her user record controls this
The Private access by default field is set to “No”
You can test a user template by logging into Hyperspace with the template ID
False; you cannot log in as a template record. You must have a user record.
PROVIDER- SER
import or manual build in Text
Chaining together several menu choices in a series, using a semi-colon or a comma for
separators (this is useful if you are already familiar with menu paths
Fields for Make Appt: Name- Patient EPT master file Appt Notes- Free Text Visit Type-PRC master file When-Date Entry Provider- SER mf Dept- DEP mf
Basic Keystrokes Move from field to field View/Help Move from screen to screen Exit the record Delete an entire value
TAB, ENTER, AND ARROW SHIFT+F5 PAGE UP AND PAGE DOWN SHIFT+F7 NUM LOCK
When you create a record in the Provider (SER) master file, a parallel record is
automatically created in the Referral Source (REF) master file. These records are linked.
referral source type of Non Referral Source if souldn’t be a referral source
kind of practitioner the caregiver is
Provider Type - not req
For a provider to be found as a Referring
Provider, this item must be set to Provider
Ref Src Type- req
For a provider to be found as a Referring
Provider, this item must be set to Person. In
addition, Ref Src Type (on the Provider
Information screen) must be set to Provider.
Scheduling Type- req
In order to build a provider schedule, a provider must be linked to a __________
Departments
Which of the following are examples of things that require provider records
A pediatrician with whom you schedule appointments, A community provider who refers patients to you, A room that you schedule for procedure appointments
Which of the following keyboard combinations would you use to see help text in Text
Shift+F5
You are required to enter a Provider Type when creating a new provider record
F
Which of the following fields controls whether a provider record can be seleced as a patient’s PCP
Scheduling Type
Which of the following fields controls whether a provider record can be selected as a referring prov
Referral Source Type
IS USED TO CREATE A NEW SCHEDULE AND MAKE CHANGES TO AN EXISTING
SCHEDULE. IT IS SPECIFIC TO A PROVIDER AND A DEPARTMENT.
Edit Template activity:
a schedule for a provider in a department
template-you can’t build templates that overlap in multiple depts
Use the Search field to quickly find an activity by typing in key words
Use the Search field to quickly find an activity by typing in key words
enter details of time ranges and click Apply to create slots
Template Toolbox
Template Recurrence Options Day Daily Weekly Monthly
recurring a schedule to a specific DATE 09/12/14
Use when each DAY_____ needs to be the same
Use when each WEEK_____ is the same-EVERY TUESDAY OF every week
Use when a certain DAY_____ of the MONTH_____ needs to be the same-HALF DAY THE THIRD FRIDAY
Limitations of Indefinite End Date
WEEKLY_______ recurrence is selected
that does not use RECURRING UNAVAILABLE TIME
how far into the future schedulers are allowed to sched appts-last date you can sched- WALL
Release Date, and you enter it on the Settings tab
Release Date Offset-system, department, or provider level
The Release date offset is more commonly set at the department or system level. Then, an exception
can be made at a more specific level, by provider
ensures that a minimum number or days, weeks, or months, are always available for sched appts
Edit Template can be used to create a schedule that overlaps in multiple depts
F
Which of the following could prevent you from creating an indefinite template for a provider
You are recurring the template daily
You are recurring unavailable time.
What determines that last day available for scheduling appointments
Release Date
What ensures that a certain amount of schedule is always open for scheduling
release date offset
The release date offset can be set at which level
system, dept, prov
generic and are not associated with date ranges, departments, or providers
Pattern-
Edit Pattern-CREATE A NEW PATTERN AND MAKE CHANGES TO AN EXISTING
Steps to get a prov a schedule using a pattern
Create weekly pattern> accept
Edit Pattern form- select week, days for pattern>Edit Pattern
Enter time slots info>apply changes>file pattern
Date Range list section-date range for the schedule you are creating
Enter the weekly pattern>click Apply Template to apply your pattern to the provider’s template for the selected date range.
Defaults button: Setting the release date-how much of the schedule you want to release to your schedulers, overbooks
Apply Template
Set Default window>set a default date range and set up automatic template extension>Accept>Yes
Single Day Pattern
A ONCE MONTHLY EXCEPTION TO A PROVIDER’S WEEKLY PATTERN
Provider Pattern-apply patterns directly to the provider template for specific date ranges and set up automatic template extension according to the patterns you apply. You must have Template Edit security to access this activity
WHERE YOU CREATE THE TEMPLATE FROM A PATTERN FOR A SPECIFIC PROVIDER IN A SPECIFIC DEPARTMENT FOR A SPECIFIED DATE RANGE.__________________________
Why use a pattern to give a resource a schedule
CAN HAVE RECURRING UNAVAILABLE TIME IN A PATTERN, WHICH YOU
CANNOT HAVE WITH AN INDEFINITE END DATE IN EDIT TEMPLATE . CAN USE
THE SAME PATTERN TO GIVE SCHEDULES TO MULTIPLE RESOURCES WHOSE
SCHEDULES ARE INDENTICAL
Use Edit Template to create a schedule if:
provider has an inconsistent schedule, provider’s schedule is unique and can’t be shared among other providers.Templates do not auto-extend, provider’s schedule changes after the template is created, you must edit the template to make changes
Use patterns (Edit Pattern/Provider Pattern) to create a schedule if:
provider has a unique schedule, but it is repetitive (daily, weekly, or monthly, fairly generic, doesn’t often change, and can be shared among group of providers or resources. can set patterns to auto-extend, you might need to make changes to the pattern as
well as to the template, if the change isn’t permanent-edit the template, needed before the pattern is set to auto-extend and if the change is
needed past the end of the current template date range, edit both the template and the pattern-Making the change in both places is necessary to have the change happen
immediately and to have it continue when the pattern is automatically reapplied
Two or more providers can share the same pattern
T
You must set a release date when creating a schedule using a pattern
T
provider wants to change certain properties in a time slot
Edit Slot activity-edit the number of openings and overbooks, adjust the number and types of blocks allowed for the slot, slot is public or private, cannot addd addtl slots,
Edit Template for a Single Day-button, Edit Template for Single Day, appears on the Provider Schedule toolbar, Provider Schedule activity by right-clicking on the schedule and selecting Edit Template for Single Day
from the Provider Schedule activity, is conveniently accessible for Cadence users., quick edits, Edit Single Day security can quickly edit the template for that Monday,
Changes made in Edit Template apply to the specific date you are editing. These changes can thenbe recurred to additional dates using the Recur tab in the Template Toolbox
You can recur your edits to the following date ranges
One or more individual dates
A series of days with a specified number of days in between
A list of days of the week with a number of weeks in between
A list of days of the week for certain weeks in the month.
If the schedule was created using a pattern:
AND the changes are permanent
AND the changes need to happen immediately
AND the changes affect all providers using the pattern,
You must edit the template directly using the Edit Template activity and also make the change to
the pattern without reapplying (the changes will be reflected when auto extension takes place
Open Edit Template for Helen. In the C.EDIT SLOTS section enter mb+4. Enter a start
time of A. 5PM and an end time of F. 6PM and leave the slot length of 15. In the block
field enter I. SAME DAY and click J. APPLY. You now added the same day block for this
one day. To add the Same Day block to these slots for the time period needed, click the L.
RECUR tab. The source date defaults to mb+4, choose a recurrence of E. WEEKLY and
the buttons for Monday through Friday. Enter a Recur starting date of D. MB+4 and an
Ending date of M. ME+8 and click Apply. Click File and Close
If you want to make an edit to a provider’s schedule that will apply to every Monday,Wednesday, and Friday, what recurrence pattern would you use
Weekly. If you use daily, you have to figure out how many days there should be between and it gets trickier
depending upon whether or not you want to include weekend days
When a provider leaves your facility, you should inactivate their template
instead of deleting the template.
F
A scheduling manager needs to add a Same Day block to time slots from 4pm to 5pm
tomorrow afternoon on Dr. Jones’ schedule. Dr. Jones normally sees patients at that time, but
she wants those slots reserved for Same Days visits on tomorrow only. Which is the simplest
activity for the scheduling manager to use
Edit Slot allows for quick discrete edts to existing slots on the schedule. You can grant Edit Slot security to
users who should not be permitted to create new slots or edit the entire template
Visit type modifiers
allow your facility to modify visit type default lengths, scheduling instructions and/or patient instructions for patients based on age and sex
grouping of patients based on age and sex
bucket
change made to a visit type for a certain bucket of patients
modifier- change the length of a visit type, scheduling and patient instructions, and/or prevent scheduling or
warn that scheduling is not recommended for a group of patients. You can also create exceptions tothe visit type modifiers for a certain date range
