Practice Management

My office currently switched to Epic EMR scheduling, and I am fairly new at building templates for MFM.  I need some advice on the best way to build our template. 

Do you have built in appointment slots for your scan at certain times such as Anatomy scans built into the template?  Is your schedule wide open for the schedulers to schedule where ever there is a free spot open on the template based on the time needed?

When you are scheduling appointments are you scheduling them as multiple appointments? For example, are you scheduling an appointment in an ultrasound room for the scan and then scheduling an appointment with the provider.

Thank you for your help!

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Deotne Boyd
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​While we usually have one person in US and one in clinic, we did make a couple templates with both-but our epic build was wonky re: ability to put an US read (which is different from the US spot) so we block it manually so time to backscan is in the schedule as needed ie: book the US backscan into the schedule.  Curious to hear what others do so thanks for asking

Marj

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Marjorie Meyer
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Original Message:
Sent: 01-16-2021 19:08
From: Deotne Boyd
Subject: Epic Templates

My office currently switched to Epic EMR scheduling, and I am fairly new at building templates for MFM.  I need some advice on the best way to build our template.

Do you have built in appointment slots for your scan at certain times such as Anatomy scans built into the template?  Is your schedule wide open for the schedulers to schedule where ever there is a free spot open on the template based on the time needed?

When you are scheduling appointments are you scheduling them as multiple appointments? For example, are you scheduling an appointment in an ultrasound room for the scan and then scheduling an appointment with the provider.

Thank you for your help!

------------------------------
Deotne Boyd
------------------------------

​Hi Deotne,
We use Epic as our scheduling system. We have tried many different templates and the one that we are currently using seems to be the best so far. Depending what version of Epic also can make it hard, we are linked to Epic from a hospital so we don't have as much control as if you were on what they call a community connect version.
I found that when given the placement of the types of studies it was much easier for the schedulers to follow and easier on the techs.
We use the US rooms as to what doctor is assigned the patients.

US 1,2- MD 1     Rotating pending MD2 and MD3 reading at our WV location.
US 3,4 MD 2     Template T1,2
US 56 MD 3       Template T3,4
US 7 is only for procedures and inpatient add ons.

I then used Templates to assign to the providers so that the flow worked and even. also attached.  Its probably sounds confusing, right?  Happy to review if you think that it would help. Call me anytime!
Good luck!

Danielle Strosnider

Shenandoah Valley Maternal Fetal Medicine
1870 Amherst Street, MOB 1, Suite 3A
Winchester, VA 22601
Direct Office Phone: 540-536-4214

Email: dstrosni@valleyhealthlink.com<mailto:dstrosni@valleyhealthlink.com>

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Danielle Strosnider
Shenandoah Valley Maternal Fetal Medicine
1870 Amherst Street, MOB 1, Suite 3A
Winchester, VA 22601
Direct Office Phone: 540-536-4214


Email: dstrosni@valleyhealthlink.com<mailto:dstrosni@valleyhealthlink.com>



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Original Message:
Sent: 01-18-2021 07:46
From: Marjorie Meyer
Subject: Epic Templates

​While we usually have one person in US and one in clinic, we did make a couple templates with both-but our epic build was wonky re: ability to put an US read (which is different from the US spot) so we block it manually so time to backscan is in the schedule as needed ie: book the US backscan into the schedule.  Curious to hear what others do so thanks for asking

Marj

------------------------------
Marjorie Meyer

Original Message:
Sent: 01-16-2021 19:08
From: Deotne Boyd
Subject: Epic Templates

My office currently switched to Epic EMR scheduling, and I am fairly new at building templates for MFM.  I need some advice on the best way to build our template.

Do you have built in appointment slots for your scan at certain times such as Anatomy scans built into the template?  Is your schedule wide open for the schedulers to schedule where ever there is a free spot open on the template based on the time needed?

When you are scheduling appointments are you scheduling them as multiple appointments? For example, are you scheduling an appointment in an ultrasound room for the scan and then scheduling an appointment with the provider.

Thank you for your help!

------------------------------
Deotne Boyd
------------------------------
</mailto:dstrosni@valleyhealthlink.com>

Original Message:
Sent: 1/16/2021 7:08:00 PM
From: Deotne Boyd
Subject: Epic Templates

My office currently switched to Epic EMR scheduling, and I am fairly new at building templates for MFM.  I need some advice on the best way to build our template. 

Do you have built in appointment slots for your scan at certain times such as Anatomy scans built into the template?  Is your schedule wide open for the schedulers to schedule where ever there is a free spot open on the template based on the time needed?

When you are scheduling appointments are you scheduling them as multiple appointments? For example, are you scheduling an appointment in an ultrasound room for the scan and then scheduling an appointment with the provider.

Thank you for your help!

------------------------------
Deotne Boyd
------------------------------

Sorry for the late reply.  This is a complicated conversation and there are many factors to consider when deciding on how to set up your templates.  As has been mentioned in the subsequent replies, much of this depends upon how your practices sees patients, the roles/activities that each provider performs on each day, and how you schedule your ultrasound studies.  Some clinics approach ultrasound scheduling using an "open template" model while others clinics have a much more rigid structure - both with advantages and disadvantages.  Additionally, a lot depends upon what your clinic's tolerance for patient wait times is.  In the end... what your clinic values determines how you set up your schedules, and this is the first question to answer.  Once you determine this, getting this into Epic is relatively easy after that.  Happy to speak to you offline if you would like to speak further.  Just email me... tlee@whallc.com


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Thomas Lee, MD MBA
SMFM Practice Management Division - Chairperson
SMFM Clinical Informatics Committee - Ultrasound Subgroup Lead
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Original Message:
Sent: 01-16-2021 19:08
From: Deonte' Boyd
Subject: Epic Templates

My office currently switched to Epic EMR scheduling, and I am fairly new at building templates for MFM.  I need some advice on the best way to build our template.

Do you have built in appointment slots for your scan at certain times such as Anatomy scans built into the template?  Is your schedule wide open for the schedulers to schedule where ever there is a free spot open on the template based on the time needed?

When you are scheduling appointments are you scheduling them as multiple appointments? For example, are you scheduling an appointment in an ultrasound room for the scan and then scheduling an appointment with the provider.

Thank you for your help!

------------------------------
Deotne Boyd
------------------------------