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Access Data Model > Clinic Visits > Flashcards

Clinic Visits Flashcards

1
Q

What is a clinic Visit?

A

Clinic visits are a type of appointment. 177

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2
Q

True or False: A clinic visit is not an encounter because it occurs in outpatient?

A

False, a clinic visit is an encounter that occurs in outpatient locations. 179

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3
Q

What is the Clinic Visit time line?

A

Appointment status marked as scheduled

Appointment status marked as arrived

patient is removed from the arrival list

Nurse and physician prover care and visit ends when physician leave.

Appointment status marked as completed 178

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4
Q

Walk me through the check in Process

A

explain

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5
Q

What are the two main databases for appointments?

A

Visitfact and V_Sched_appt 179

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6
Q

what is the granularity of VisitFact?

A

One row per appointment. It includes hospital outpatient visits, but excludes ED and hospital admission encounters. 179

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7
Q

What is the granularity of the V_Schedule_Appt?

A

One row per appointment. Includes hospital outpatient visits, but excludes Ed and hospital admission encounters. 179

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8
Q

The measurement of how much time a patient spends in various appointment states is referred to as?

A

appointment cycle time- wait times reporting.180

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9
Q

What does Check-in refer to?

A

refers to the process by which a patient informs the clinic that they are present. Patients confirm their registration details, complete any missing information or documents, and then wait to be room 180

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10
Q

True or False: The Dar lists all upcoming appointments today?

A

True, the DAR-Dept Appts lists all the appointments for the day. 180

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11
Q

What are the 3 epic workflows?

A

Removal from arrival list

Direct room assignment

Roomed time 181

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12
Q

What is the removal from arrival list?

A

An application report that lists patients who have been checked in is used by medical assistants or other staff who collect patients from the waiting room. when an exam room opens up, the medical assistant views the arrival list, locates the next patient, removes them from the list in epic, and brings the patient to the exam room. 181

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13
Q

What is Direct Room Assignment?

A

From the DAR, the check-in user can select the specific room the patient will be going to using the ‘room patient’ button. The room assignment can be part of the check-in workflow, in which the patient can go directly to the exam room when check in is complete. 181

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14
Q

What is roomed time?

A

If your organization is not using either of the previous 2 methods, you can rely on the time the nurse logs into the exam room workstation with the patient as approximating when the patient entered the exam room. This data does not come directly from Cadence; instead, it is captured through clinical documentation. 181

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15
Q

What is Cadence End of Day Processing, or EOD?

A

While it is called “end of day” processing (also known as “nightly processing”) as it will typically run each night, there is a several day lag in the appointments that are processed (typically 3 days). For example, an appointment on Monday will not be processed until Thursday.

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16
Q

What is Cadence End of Day Processing or EOD?

A

Cadence M goals are regularly maintained by system process to ensure that they can continue to run efficiently. Past patient appointments and provider schedules are periodically moved from active globals (^SAP and ^STA) to historical globals (^SLP and ^STAH). 181

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17
Q

True or False: End of Day processing will run each night?

A

true, while it is called end of day processing AKA nightly processing, as it will typically run each night, there is a several day lag in the appointments that are processed. Th typical lag is 3 days. For example, an appointment on Monday will not be processed until Thursday. This allows any final edits to be made to these appointments before they are moved to the historical globals, which are view- only. 182

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18
Q

True or False: EOD can update appointment statuses?

A

True, for example, EOD will mark an appointment from 3 days ago that was never checked as a no-show.

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19
Q

What happens to the Checked in appointments after 3 days?

A

The checked in appointments that have not yet been marked completed will be marked as completed at that time. 182

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20
Q

What are the consequences for the storage and processing of schedule. data

A

Data cannot be explored via the Record Viewer, as it does not exist in Chronicles records Tables based on specialized M globals will not have INI or item numbers listed
Many scheduling tables extract data from the active scheduling globals, which means the data cannot be easily recovered if lost
Appointments from the past several days may not have finalized appointment statuses, which may require adjusting either report logic or report date ranges
Typically, reports consider appointments with a status of Arrived to actually be Completed and past appointments with a status of Scheduled to actually be No Show. 182

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21
Q

True or False: Reports consider appointment with a status of arrived as No Show and with Scheduled as Completed?

A

False, Typically reports consider appointments with a status of arrived to actually be completed and past appointments with a status of Scheduled to actually be No Show. 182

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22
Q

True or False: V_SCHED_APPT does not contain timestamps in columns?

A

False, the V_SHED_APPT has many columns that are timestamps of appointment events. 182

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23
Q

What is the V_Sched_Appt.Begin_Checkin_DTTM

A

The date and time when the first check-in began. If a user cancels out of the check-in workflow this field will not be populated. Also, if a user cancels check-in this field will be cleared. Not that this column is only populated if the appointment checked in using Cadence in hyperspace. 183

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24
Q

What does the V_Sched_Appt.Checkin_Dttm measure?

A

The date and time the user completed the check-in workflow for this appointment. This is a time-stamp of when the check-in action occurred recorded in the primary appointment time zone. 183

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25
Q

What does V_Sched_Appt.Arvl_List_Remove_Dttm measure?

A

The date and time the user completed the check-in workflow for this appointment. This is a time-Stamp of when the check-in action occurred recorded in the primary appointment time zone. 183

26
Q

What does the V_Sched_Appt.First_Room_Assign_Dttm measure?

A

The date and time when the patient was first assigned to a room for an appointment. 183

27
Q

What does the V_Sched_Appt.room_Dttm measure?

A

The date and time that the patient was room. 183

28
Q

What does the V_Sched_Appt.Nurse_Leave_DTTM?

A

The date and time that the nurse left the room. This is based on the time that the nurse secures the exam room workstation. 183

29
Q

What does the V_Sched_Appt.Phys_Enter_Dttm measure?

A

The date and time that the encounter ended, based on when the physician exited the patient workspace. 183

30
Q

What does the V_Sched_Appt.Visit_End_Dttm measure?

A

The date and time that the encounter ended, based on when the physician exited the patient workspace. 183

31
Q

What does the V_Sched_Appt.Check_out_Dttm measure?

A

The date and time of the check-out time for this appointment. This is a system time-stamp of when the check-out action occurred. 183

32
Q

If you wanted to make a report on when the patient left the waiting room, what would you use for the columns?

A

ARVL_LIST_REMOVE_DTTM

FIRST_ROOM_ASSIGN_DTTM

ROOMED_DTTM

184

33
Q

What are the 3 columns that you can use to calculate appointment cycle time in Clarity?

A

Using V_SCHED_APPT, you can calculate appointment cycle time. The 3 columns are TIME_TO_TOOM_MINUTES, TIME_IN_ROOM_MINUTES, and CYCLE_TIME_MINUTES 184

34
Q

For additional event tracking above and beyond what is contained in the V_SCHED_APPT view, there are two additional databases objects that can be useful, what are they?

A

PAT_ENC_ES_AUD_ACT and V_SCHED_EVENTS
184

35
Q

What is the concept around ARVL_LIST_REMOVE_DTTM

A

It is a system time stamp and will only be populated if your organization is using Cadence removal from arrival list functionality or EpicCare functionality that logs an arrival from arrival list action upon saving clinical data. 184

36
Q

What is the concept in First_Room_Assign_DTTM?

A

It is only populated for outpatient appointments where the “Room Patient” button is used for room assignment. 184

37
Q

What is the concept in ROOMED_DTTM?

A

It is based on when the nurse logged in to the exam room workstation, which is populated with EpicCare data. 184

38
Q

What does TIME_TO_ROOM_MINUTES measure?

A

Check-in and the room time. 185

39
Q

What does TIME_IN_ROOM_MINUTES measure?

A

The time in minutes that the patient spent in the room. 185

40
Q

What does CYCLE_TIME_MINUTES measure?

A

The appointment cycle time in minutes and it is the difference between the check in time and the appointment end time. 185

41
Q

What table would you use for appointment events in caboodle?

A

The Caboodle table VisitFact simplifies cycle time reporting even more. It doesn’t have three different columns that might represent the rooming instant; instead, it uses just RoomedTimeOfDayKey, which takes the appropriate value from whichever was documented on the visit 185

42
Q

What does the CheckInDatekey measure?

A

Date when the patient was checked in. 186

43
Q

What does the CheckInTimeOfDayKey Measure?

A

Time of Day when the patient was checked in 186

44
Q

What does the RoomedDateKey Measure?

A

Date when the patient was room 186

45
Q

What does the RoomedTimeDayKey Measure?

A

Time of day when the patient was roomed. 186

46
Q

What does the CheckOutDateKey measure?

A

Date when the patient was checked out. 186

47
Q

What does the MinutesToRoom measure?

A

Number of minutes from the check-in time to the roomed time. By default, this is calculated from the checkInInstant and RoomedInstant. 186

48
Q

What does the MinutesInRoom measure?

A

Number of minutes from the room time to the check-out time. By default, this is calculated from the RoomedInstant and VisitEndInstant. 186

49
Q

What does the AppointmentLengthInminutes measure?

A

Length of the schedule appointment in minutes. 183

50
Q

What are the 3 columns that you can use to calculate appointment cycle time in Caboodle?

A

MinutesToRoom, MinutesInRoom, AppointmentLengthInMinutes

51
Q

What does MinutesToRoom measure?

A

Number of minutes from the check in to the roomed time.186

52
Q

What does MinutesInRoom measure?

A

Number of minutes from the roomed time to the check out time. 186

53
Q

What does appointmentLengthInMinutes measure?

A

Length of the scheduled appointment in minutes. 186

54
Q

What are the EPT Numbers that track whether a patient is new to the different levels of the organization structure ?

A

EPT 7730, 7731,7732,7733,7734, and 7736

pg 187

55
Q

True or False: Each EPT item is governed by a matching HDF item in the same range?

A

True 187

56
Q

Each HDF items stores a patient rule, which is evaluated against each appointment what happens if the rule returns a 0?

A

If the rule returns a 0 that means that it is not considered new. 187

57
Q

How far back do the HDF rules go back?

A

By default, the rules are based on whether the patient has been seen in the past 3 years. 187

58
Q

What is an HDF master file?

A

The HDF master file is the shared configuration master file. The shared configuration record contained critical configuration information that affects some or all of Epic’s applications.

59
Q

True or False: Does PAT_ENC_4 contain new patient information?

A

True, in Clarity PAT_ENC_4 has a set of columns that begin with VIS_NEW_%, with the rest of the column name indicating the relevant level for which the system tracks whether the patient is new. 188

60
Q

True or False: The VisitFact table does not have new patient information?

A

False, The VisitFact has a set of columns that begin with IsNewTo% with the rest of the column name indicating the relevant level for which the system tracks whether the patient is new. 188

Access Data Model (7 decks)

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