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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!