Re: patient registry and open access

[Guest guest]

Hello! I've been plagued by the thought that my open access diabetics,

hypertensives, asthmatics, and kids needing immuns, etc. will fall through

the cracks because I tell them to call me in 3 months for an appointment but

may not give them an actual appointment which if they no show, will trigger

a call. I've figured out an easy way to follow them in my EMR which as of

yet doesn't have a registry function. I opened up all the Sundays for

appointments for the next 2 years and have a patient appointment type for a

5 minute slot called tracking.When I book the appointment, in the comment

section, I note the reason for follow up 'abnl pap' 'dm' 'shots' etc.

When the patient leaves, I simply book an 'appointment' on a Sunday near to

the time they need a follow up. That way if they don't call or book on

line, I can generate a quick email to remind them and pop them into the next

month's Sunday registry list. I was maintaining separate registries on my

computer in word for paps, mammograms, shots and abnl labs but this will be

much more streamlined and automatic. I think this will work!

Lynn

[Guest guest]

Hello! I've been plagued by the thought that my open access diabetics,

hypertensives, asthmatics, and kids needing immuns, etc. will fall through

the cracks because I tell them to call me in 3 months for an appointment but

may not give them an actual appointment which if they no show, will trigger

a call. I've figured out an easy way to follow them in my EMR which as of

yet doesn't have a registry function. I opened up all the Sundays for

appointments for the next 2 years and have a patient appointment type for a

5 minute slot called tracking.When I book the appointment, in the comment

section, I note the reason for follow up 'abnl pap' 'dm' 'shots' etc.

When the patient leaves, I simply book an 'appointment' on a Sunday near to

the time they need a follow up. That way if they don't call or book on

line, I can generate a quick email to remind them and pop them into the next

month's Sunday registry list. I was maintaining separate registries on my

computer in word for paps, mammograms, shots and abnl labs but this will be

much more streamlined and automatic. I think this will work!

Lynn

[Guest guest]

I like that. Thanks.

I also use RelayHealth. That has an appt reminder function. You can set it

to send an email reminder to a patient for a future appt. I've not used

it too much as I've never been able to integrate RelayHealth enough in the

current office setting. But when I have used it, it worked nicely. With

the new office I plan to integrate RelayHealth into my practice for

messaging (to individuals and groups of patients), faxing prescriptions

and appt reminders.

Tim

> Hello! I've been plagued by the thought that my open access diabetics,

> hypertensives, asthmatics, and kids needing immuns, etc. will fall

> through the cracks because I tell them to call me in 3 months for an

> appointment but may not give them an actual appointment which if they

> no show, will trigger a call. I've figured out an easy way to follow

> them in my EMR which as of yet doesn't have a registry function. I

> opened up all the Sundays for appointments for the next 2 years and

> have a patient appointment type for a 5 minute slot called

> tracking.When I book the appointment, in the comment section, I note

> the reason for follow up 'abnl pap' 'dm' 'shots' etc. When the

> patient leaves, I simply book an 'appointment' on a Sunday near to the

> time they need a follow up. That way if they don't call or book on

> line, I can generate a quick email to remind them and pop them into the

> next month's Sunday registry list. I was maintaining separate

> registries on my computer in word for paps, mammograms, shots and abnl

> labs but this will be much more streamlined and automatic. I think

> this will work!

>

> Lynn

>

>

>

>

>

>

[Guest guest]

I like that. Thanks.

I also use RelayHealth. That has an appt reminder function. You can set it

to send an email reminder to a patient for a future appt. I've not used

it too much as I've never been able to integrate RelayHealth enough in the

current office setting. But when I have used it, it worked nicely. With

the new office I plan to integrate RelayHealth into my practice for

messaging (to individuals and groups of patients), faxing prescriptions

and appt reminders.

Tim

> Hello! I've been plagued by the thought that my open access diabetics,

> hypertensives, asthmatics, and kids needing immuns, etc. will fall

> through the cracks because I tell them to call me in 3 months for an

> appointment but may not give them an actual appointment which if they

> no show, will trigger a call. I've figured out an easy way to follow

> them in my EMR which as of yet doesn't have a registry function. I

> opened up all the Sundays for appointments for the next 2 years and

> have a patient appointment type for a 5 minute slot called

> tracking.When I book the appointment, in the comment section, I note

> the reason for follow up 'abnl pap' 'dm' 'shots' etc. When the

> patient leaves, I simply book an 'appointment' on a Sunday near to the

> time they need a follow up. That way if they don't call or book on

> line, I can generate a quick email to remind them and pop them into the

> next month's Sunday registry list. I was maintaining separate

> registries on my computer in word for paps, mammograms, shots and abnl

> labs but this will be much more streamlined and automatic. I think

> this will work!

>

> Lynn

>

>

>

>

>

>

[Guest guest]

Lynn-

This is a great idea! I had just gotten a free reminder system from my

malpractice carrier for an " electronic tickler file " , but I was dreading

having to look in yet another area of my computer and all the duplication of

effort. I am going to try to implement your idea into my system also.

Your system also allows documentation of phone call/email/letter reminder to

the patient right in their own chart!

Thanks for sharing your idea.

, M.D.

Durango, CO

On Sat, 04 Feb 2006 06:45:07 -0500

" lynn ho " wrote:

> Hello! I've been plagued by the thought that my open access diabetics,

> hypertensives, asthmatics, and kids needing immuns, etc. will fall through

> the cracks because I tell them to call me in 3 months for an appointment but

> may not give them an actual appointment which if they no show, will trigger

> a call. I've figured out an easy way to follow them in my EMR which as of

> yet doesn't have a registry function. I opened up all the Sundays for

> appointments for the next 2 years and have a patient appointment type for a

> 5 minute slot called tracking.When I book the appointment, in the comment

> section, I note the reason for follow up 'abnl pap' 'dm' 'shots' etc.

> When the patient leaves, I simply book an 'appointment' on a Sunday near to

> the time they need a follow up. That way if they don't call or book on

> line, I can generate a quick email to remind them and pop them into the next

> month's Sunday registry list. I was maintaining separate registries on my

> computer in word for paps, mammograms, shots and abnl labs but this will be

> much more streamlined and automatic. I think this will work!

>

> Lynn

>

>

>

>

>

[Guest guest]

Lynn-

This is a great idea! I had just gotten a free reminder system from my

malpractice carrier for an " electronic tickler file " , but I was dreading

having to look in yet another area of my computer and all the duplication of

effort. I am going to try to implement your idea into my system also.

Your system also allows documentation of phone call/email/letter reminder to

the patient right in their own chart!

Thanks for sharing your idea.

, M.D.

Durango, CO

On Sat, 04 Feb 2006 06:45:07 -0500

" lynn ho " wrote:

> Hello! I've been plagued by the thought that my open access diabetics,

> hypertensives, asthmatics, and kids needing immuns, etc. will fall through

> the cracks because I tell them to call me in 3 months for an appointment but

> may not give them an actual appointment which if they no show, will trigger

> a call. I've figured out an easy way to follow them in my EMR which as of

> yet doesn't have a registry function. I opened up all the Sundays for

> appointments for the next 2 years and have a patient appointment type for a

> 5 minute slot called tracking.When I book the appointment, in the comment

> section, I note the reason for follow up 'abnl pap' 'dm' 'shots' etc.

> When the patient leaves, I simply book an 'appointment' on a Sunday near to

> the time they need a follow up. That way if they don't call or book on

> line, I can generate a quick email to remind them and pop them into the next

> month's Sunday registry list. I was maintaining separate registries on my

> computer in word for paps, mammograms, shots and abnl labs but this will be

> much more streamlined and automatic. I think this will work!

>

> Lynn

>

>

>

>

>

[Guest guest]

Lynn-

This is a great idea! I had just gotten a free reminder system from my

malpractice carrier for an " electronic tickler file " , but I was dreading

having to look in yet another area of my computer and all the duplication of

effort. I am going to try to implement your idea into my system also.

Your system also allows documentation of phone call/email/letter reminder to

the patient right in their own chart!

Thanks for sharing your idea.

, M.D.

Durango, CO

On Sat, 04 Feb 2006 06:45:07 -0500

" lynn ho " wrote:

> Hello! I've been plagued by the thought that my open access diabetics,

> hypertensives, asthmatics, and kids needing immuns, etc. will fall through

> the cracks because I tell them to call me in 3 months for an appointment but

> may not give them an actual appointment which if they no show, will trigger

> a call. I've figured out an easy way to follow them in my EMR which as of

> yet doesn't have a registry function. I opened up all the Sundays for

> appointments for the next 2 years and have a patient appointment type for a

> 5 minute slot called tracking.When I book the appointment, in the comment

> section, I note the reason for follow up 'abnl pap' 'dm' 'shots' etc.

> When the patient leaves, I simply book an 'appointment' on a Sunday near to

> the time they need a follow up. That way if they don't call or book on

> line, I can generate a quick email to remind them and pop them into the next

> month's Sunday registry list. I was maintaining separate registries on my

> computer in word for paps, mammograms, shots and abnl labs but this will be

> much more streamlined and automatic. I think this will work!

>

> Lynn

>

>

>

>

>

[Guest guest]

Lynn, that’s a great idea! I was using the “action item”

function in my emr, which is sort of like a time

delayed email, to send myself reminders to make sure folks followed up, but

that didn’t allow me to print a list. I can do as you describe and then print

that Sunday schedule each week to hand off to someone else (or easily carry around

myself, because the schedule automatically includes the patient phone #) to

check for the appointments and call folks if needed.

Great way to simplify the process! Thanks, Annie

Re:

patient registry and open access

Hello! I've been plagued by the thought that my

open access diabetics,

hypertensives, asthmatics, and kids needing

immuns, etc. will fall through

the cracks because I tell them to call me in 3

months for an appointment but

may not give them an actual appointment which if

they no show, will trigger

a call. I've figured out an easy way to

follow them in my EMR which as of

yet doesn't have a registry function. I

opened up all the Sundays for

appointments for the next 2 years and have a

patient appointment type for a

5 minute slot called tracking.When I book the

appointment, in the comment

section, I note the reason for follow up 'abnl

pap' 'dm' 'shots' etc.

When the patient leaves, I simply book an

'appointment' on a Sunday near to

the time they need a follow up. That way if

they don't call or book on

line, I can generate a quick email to remind them

and pop them into the next

month's Sunday registry list. I was

maintaining separate registries on my

computer in word for paps, mammograms, shots and

abnl labs but this will be

much more streamlined and automatic. I

think this will work!

Lynn

[Guest guest]

Lynn, that’s a great idea! I was using the “action item”

function in my emr, which is sort of like a time

delayed email, to send myself reminders to make sure folks followed up, but

that didn’t allow me to print a list. I can do as you describe and then print

that Sunday schedule each week to hand off to someone else (or easily carry around

myself, because the schedule automatically includes the patient phone #) to

check for the appointments and call folks if needed.

Great way to simplify the process! Thanks, Annie

Re:

patient registry and open access

Hello! I've been plagued by the thought that my

open access diabetics,

hypertensives, asthmatics, and kids needing

immuns, etc. will fall through

the cracks because I tell them to call me in 3

months for an appointment but

may not give them an actual appointment which if

they no show, will trigger

a call. I've figured out an easy way to

follow them in my EMR which as of

yet doesn't have a registry function. I

opened up all the Sundays for

appointments for the next 2 years and have a

patient appointment type for a

5 minute slot called tracking.When I book the

appointment, in the comment

section, I note the reason for follow up 'abnl

pap' 'dm' 'shots' etc.

When the patient leaves, I simply book an

'appointment' on a Sunday near to

the time they need a follow up. That way if

they don't call or book on

line, I can generate a quick email to remind them

and pop them into the next

month's Sunday registry list. I was

maintaining separate registries on my

computer in word for paps, mammograms, shots and

abnl labs but this will be

much more streamlined and automatic. I

think this will work!

Lynn

[Guest guest]

Lynn, that’s a great idea! I was using the “action item”

function in my emr, which is sort of like a time

delayed email, to send myself reminders to make sure folks followed up, but

that didn’t allow me to print a list. I can do as you describe and then print

that Sunday schedule each week to hand off to someone else (or easily carry around

myself, because the schedule automatically includes the patient phone #) to

check for the appointments and call folks if needed.

Great way to simplify the process! Thanks, Annie

Re:

patient registry and open access

Hello! I've been plagued by the thought that my

open access diabetics,

hypertensives, asthmatics, and kids needing

immuns, etc. will fall through

the cracks because I tell them to call me in 3

months for an appointment but

may not give them an actual appointment which if

they no show, will trigger

a call. I've figured out an easy way to

follow them in my EMR which as of

yet doesn't have a registry function. I

opened up all the Sundays for

appointments for the next 2 years and have a

patient appointment type for a

5 minute slot called tracking.When I book the

appointment, in the comment

section, I note the reason for follow up 'abnl

pap' 'dm' 'shots' etc.

When the patient leaves, I simply book an

'appointment' on a Sunday near to

the time they need a follow up. That way if

they don't call or book on

line, I can generate a quick email to remind them

and pop them into the next

month's Sunday registry list. I was

maintaining separate registries on my

computer in word for paps, mammograms, shots and

abnl labs but this will be

much more streamlined and automatic. I

think this will work!

Lynn

[Guest guest]

Good solution Lynn

As you've figured out, open access does not mean " dropped to

follow-up. "

When we uncouple the two issues of future appointing and follow-up, we

are professionally obliged to craft follow up strategies to catch those

who fail to follow through.

Lynn's simple solution accomplishes this end.

Thanks

Gordon

At 06:45 AM 2/4/2006, you wrote:

Hello! I've been

plagued by the thought that my open access diabetics,

hypertensives, asthmatics, and kids needing immuns, etc. will fall

through

the cracks because I tell them to call me in 3 months for an appointment

but

may not give them an actual appointment which if they no show, will

trigger

a call. I've figured out an easy way to follow them in my EMR which

as of

yet doesn't have a registry function. I opened up all the Sundays

for

appointments for the next 2 years and have a patient appointment type for

a

5 minute slot called tracking.When I book the appointment, in the comment

section, I note the reason for follow up 'abnl pap' 'dm'

'shots' etc.

When the patient leaves, I simply book an 'appointment' on a Sunday near

to

the time they need a follow up. That way if they don't call or book

on

line, I can generate a quick email to remind them and pop them into the

next

month's Sunday registry list. I was maintaining separate registries

on my

computer in word for paps, mammograms, shots and abnl labs but this will

be

much more streamlined and automatic. I think this will

work!

Lynn

[Guest guest]

Good solution Lynn

As you've figured out, open access does not mean " dropped to

follow-up. "

When we uncouple the two issues of future appointing and follow-up, we

are professionally obliged to craft follow up strategies to catch those

who fail to follow through.

Lynn's simple solution accomplishes this end.

Thanks

Gordon

At 06:45 AM 2/4/2006, you wrote:

Hello! I've been

plagued by the thought that my open access diabetics,

hypertensives, asthmatics, and kids needing immuns, etc. will fall

through

the cracks because I tell them to call me in 3 months for an appointment

but

may not give them an actual appointment which if they no show, will

trigger

a call. I've figured out an easy way to follow them in my EMR which

as of

yet doesn't have a registry function. I opened up all the Sundays

for

appointments for the next 2 years and have a patient appointment type for

a

5 minute slot called tracking.When I book the appointment, in the comment

section, I note the reason for follow up 'abnl pap' 'dm'

'shots' etc.

When the patient leaves, I simply book an 'appointment' on a Sunday near

to

the time they need a follow up. That way if they don't call or book

on

line, I can generate a quick email to remind them and pop them into the

next

month's Sunday registry list. I was maintaining separate registries

on my

computer in word for paps, mammograms, shots and abnl labs but this will

be

much more streamlined and automatic. I think this will

work!

Lynn

[Guest guest]

Good solution Lynn

As you've figured out, open access does not mean " dropped to

follow-up. "

When we uncouple the two issues of future appointing and follow-up, we

are professionally obliged to craft follow up strategies to catch those

who fail to follow through.

Lynn's simple solution accomplishes this end.

Thanks

Gordon

At 06:45 AM 2/4/2006, you wrote:

Hello! I've been

plagued by the thought that my open access diabetics,

hypertensives, asthmatics, and kids needing immuns, etc. will fall

through

the cracks because I tell them to call me in 3 months for an appointment

but

may not give them an actual appointment which if they no show, will

trigger

a call. I've figured out an easy way to follow them in my EMR which

as of

yet doesn't have a registry function. I opened up all the Sundays

for

appointments for the next 2 years and have a patient appointment type for

a

5 minute slot called tracking.When I book the appointment, in the comment

section, I note the reason for follow up 'abnl pap' 'dm'

'shots' etc.

When the patient leaves, I simply book an 'appointment' on a Sunday near

to

the time they need a follow up. That way if they don't call or book

on

line, I can generate a quick email to remind them and pop them into the

next

month's Sunday registry list. I was maintaining separate registries

on my

computer in word for paps, mammograms, shots and abnl labs but this will

be

much more streamlined and automatic. I think this will

work!

Lynn

[Guest guest]

My EMR has  a recall function built into it and quite a few others do too. My system is actually based on our orders. If I set a recall on a HGBA1C for 3 months and one isn't done then I get  a pop-up reminder when I log on that I have an overdue recall. I then can send the patient a letter or call them. I just started doing this routinely on patients. I was pleasantly surprised when one of my diabetics who  usually only comes in only once a year at best no matter how much I talk to her during her visit about the need for compliance came in for a 3 month diabetic check. When I asked her why, she said it was because I had sent her a reminder letter. For now I am tracking diabetics, paps and mammograms. I will be sending reminder letters in the fall to all my asthmatic patients to get their flu shots. I know these are just baby steps in chronic disease management. I am pleasantly surprised how well it is working. If your system doesn't have a recall function, I think every system has an order tracking system. You can place an order for a test like a HGBA1C, pap etc.  dated in 3 months and if the result isn't charted in 30 days after the order date (or whatever your default overdue order is)you will get a reminder. We make all sorts of things orders so we can search and track them such as diabetic retinal exams or diabetic foot exams. This makes it easier for us to search them and to do data analysis.Larry Lindeman MD Feb 4, 2006, at 5:45 AM, lynn ho wrote: Hello!  I've been plagued by the thought that my open access diabetics, hypertensives, asthmatics, and kids needing immuns, etc. will fall through the cracks because I tell them to call me in 3 months for an appointment but may not give them an actual appointment which if they no show, will trigger a call.  I've figured out an easy way to follow them in my EMR which as of yet doesn't have a registry function.  I opened up all the Sundays for appointments for the next 2 years and have a patient appointment type for a 5 minute slot called tracking.When I book the appointment, in the comment section, I note the reason for follow up 'abnl pap'  'dm' 'shots'  etc.  When the patient leaves, I simply book an 'appointment' on a Sunday near to the time they need a follow up.  That way if they don't call or book on line, I can generate a quick email to remind them and pop them into the next month's Sunday registry list.  I was maintaining separate registries on my computer in word for paps, mammograms, shots and abnl labs but this will be much more streamlined and automatic.   I think this will work! Lynn

[Guest guest]

My EMR has  a recall function built into it and quite a few others do too. My system is actually based on our orders. If I set a recall on a HGBA1C for 3 months and one isn't done then I get  a pop-up reminder when I log on that I have an overdue recall. I then can send the patient a letter or call them. I just started doing this routinely on patients. I was pleasantly surprised when one of my diabetics who  usually only comes in only once a year at best no matter how much I talk to her during her visit about the need for compliance came in for a 3 month diabetic check. When I asked her why, she said it was because I had sent her a reminder letter. For now I am tracking diabetics, paps and mammograms. I will be sending reminder letters in the fall to all my asthmatic patients to get their flu shots. I know these are just baby steps in chronic disease management. I am pleasantly surprised how well it is working. If your system doesn't have a recall function, I think every system has an order tracking system. You can place an order for a test like a HGBA1C, pap etc.  dated in 3 months and if the result isn't charted in 30 days after the order date (or whatever your default overdue order is)you will get a reminder. We make all sorts of things orders so we can search and track them such as diabetic retinal exams or diabetic foot exams. This makes it easier for us to search them and to do data analysis.Larry Lindeman MD Feb 4, 2006, at 5:45 AM, lynn ho wrote: Hello!  I've been plagued by the thought that my open access diabetics, hypertensives, asthmatics, and kids needing immuns, etc. will fall through the cracks because I tell them to call me in 3 months for an appointment but may not give them an actual appointment which if they no show, will trigger a call.  I've figured out an easy way to follow them in my EMR which as of yet doesn't have a registry function.  I opened up all the Sundays for appointments for the next 2 years and have a patient appointment type for a 5 minute slot called tracking.When I book the appointment, in the comment section, I note the reason for follow up 'abnl pap'  'dm' 'shots'  etc.  When the patient leaves, I simply book an 'appointment' on a Sunday near to the time they need a follow up.  That way if they don't call or book on line, I can generate a quick email to remind them and pop them into the next month's Sunday registry list.  I was maintaining separate registries on my computer in word for paps, mammograms, shots and abnl labs but this will be much more streamlined and automatic.   I think this will work! Lynn

[Guest guest]

From the Old Vet in Drain, Oregon, In my vet practice, when we needed reminders, we would have the client fill out a self addressed post card when they were at our office for the first visit. We filed these in a week-based card catalog box as they went out the door and mailed them the week prior to their recommended date of appointment. It wasn't quite that easy: you had to check their record to make sure they hadn't all ready come in ahead of time, and you kept a record of what you mailed off, to send a second reminder. Also one had to remember to remove the deceased (boy, do people get mad about reminders when they come for the dead!) Generally, it was an easy system because I didn't have to bother to do much, it had all been done by the client when we agreed on the followup. After two reminders we

called once. Then we wrote them off as "not our patient" which helped us plan our patient loads. Joanne Holland DVM/MD

Brings words and photos together (easily) with PhotoMail - it's free and works with Yahoo! Mail.

[Guest guest]

Hi Gordon and Lynn, I just schedule people's 3 month follow up when they're in the office or ask them to do it at home. Then appointment quest sends them an email reminder the night before. (Of course, I still need a registry to catch the misses). Your emails made me worry that my open access was "corrupt" so I reviewed the Exploding the access paradigm article in FPM and it says that those follow up appts schedule in advance are "good backlog" and that when your panel size is manageable and each appointment is rich you can pretty much schedule anyway you like and remain advanced access. Gwen"L. Gordon " wrote: Good solution LynnAs you've figured out, open access does not mean "dropped to follow-up."When we uncouple the two issues

of future appointing and follow-up, we are professionally obliged to craft follow up strategies to catch those who fail to follow through.Lynn's simple solution accomplishes this end.ThanksGordonAt 06:45 AM 2/4/2006, you wrote: Hello! I've been plagued by the thought that my open access diabetics, hypertensives, asthmatics, and kids needing immuns, etc. will fall through the cracks because I tell them to call me in 3 months for an appointment but may not give them an actual appointment which if they no show, will trigger a call. I've figured out an easy way to follow them in my EMR which as of yet doesn't have a registry function. I opened up all the Sundays for appointments for the next 2 years and have a patient appointment type for a 5 minute slot called tracking.When I book the appointment, in the comment section, I note the reason for follow up 'abnl pap'

'dm' 'shots' etc. When the patient leaves, I simply book an 'appointment' on a Sunday near to the time they need a follow up. That way if they don't call or book on line, I can generate a quick email to remind them and pop them into the next month's Sunday registry list. I was maintaining separate registries on my computer in word for paps, mammograms, shots and abnl labs but this will be much more streamlined and automatic. I think this will work!Lynn