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Objective • Currently, Emergency Department Staff are writing the Call-In and EMS information given over the phone on paper. The implementation of this routine will allow this information to be entered into the MEDITECH system where the Emergency Department staff will now be able to see how many patients are incoming to the Emergency Department.
High Level Overview: Pre Arrival • Pre Arrival: EMS Reception Routine and the Call In Reception Routine • EMS Routine • Utilized by ED Care Providers to document information reported by EMS Staff • Alerts ED Staff of patient expects, provides availability of pertinent patient information, and ability to plan for ED beds; while maintaining patient privacy • Call In routine • Utilized by ED Care Providers to document information reported by PCPs • Similar to that of the EMS routine • In addition, you have the ability to capture more patient specific information as well as track this patient in the department
When an ambulance company calls and says that a patient is going to be arriving at the Emergency Department the person taking the call will click the Reception button from the tracker.
The user should select the EMS radio button and then select the New Patient button at the bottom of the screen.
The user will then enter the Ambulance Company that is calling as well as enter the age, sex, and stated complaint.
Next they can check off the EMS Assessment box and click the Document footer button.
They can then record the patient’s information that is being taken over the phone. Once they fill out the EMS assessment they can click Save. Please note that the Vital Signs will be a different subset of queries.
Once the EMS Assessment is saved you can see that the date and time will default into the ‘Last Done’ column, and the user would next click Cancel to have the patient show on the tracker.
On the tracker the ambulances will always display in violet. This is an indication that these patients have not yet arrived to the Emergency Department.
Once the patient arrives at the ED the user can click on the name fields within the Triage routine to enter the patient’s actual name.
Clicking on the name fields will take one to the screen where the user can record the name and click Save.
After the user clicks Save they will be presented with the following screen where they should always select the ‘Copy All Your Entry Fields to MPI’ option.
The user can then click on the Arrival Date/Time field, which will display in red until a date and time is entered.
From here the user can enter the date and time the patient arrived. The date and time will always default to today and now.
After the patient’s arrival/date and time has been entered, the LOS field will start populating on the tracker. The violet from the patient’s name will disappear once the patient is registered.
Emergency Department staff will be able to see the EMS Assessment in Triage and it will populate onto the ED Triage Assessment. Staff should still be filling out the EMS group response within the ED Triage Assessment.
When the Provider opens up the ED General Adult Template the EMS questions answered within the assessment will auto populate into the template.
This is how the information will display when the ED General Adult Template is printed out.
Patient Access will need to register the EMS patients via the Tracker. This is when the MPI search will be completed. If the Arrival Date/Time is not entered in Triage then the Registration button will be low lit. Patient Access will know that the patient has not been registered because the name will appear in violet.
When the Emergency Department staff gets a call reporting that a patient is going to be arriving to the Emergency Department from a particular location the person taking the call will click the Reception button from the tracker.
The user should select the Call-In radio button and then select the New Patient footer button at the bottom of the screen.
The user should ensure that the required fields marked with an asterisk are filled out and that a Stated Complaint is entered. Next, the user should check off the box next to the Call-In Assessment and click the Document footer button.
From here one can record the patient’s information that is being taken over the phone. Once the Call-In assessment has been filled out one can click Save.
Once the Call-In Assessment is saved you can see that the date and time will default into the ‘Last Done’ column. If the Save button highlighted then it should be used to file the patient onto the tracker. If the Save button is low lit, click Cancel to have the patient display on the tracker.
Call-In patients will display in tan on the tracker, which is an indication that these patients have not yet arrived to the Emergency Department.
Once the patient arrives to the ED the user can enter the Arrival Date/Time within the Triage routine.
After the patient’s Arrival Date/Time has been entered by Patient Access the LOS field will start populating on the tracker.
Emergency Department staff will be able to see the Call-In assessment in Triage and via the ED Triage Assessment.
When the Provider opens the ED General Adult Template they will see the Call-In Assessment questions default into the HPI Tab as well as the DISPO Tab.
This is how the information will display when the ED General Adult Template is printed out.
Patient Access will need to register the Call-In patients via the Tracker. This is when the MPI search will be completed. If the Arrival Date/Time is not entered in Triage then the Registration button will be low lit. The patient’s name will display in Tan until after the patient is registered.
If the patient does not show to the Emergency Department then the patient will need to be cancelled via Triage. All outstanding documentation needs to be removed prior to being able to cancel the Account. The Assessment should be changed to a status of ‘Complete’ or ‘Cancelled’. If the Provider opened an ED Template then they will need to cancel that Template. The following slides outline the steps needed to cancel a template, cancel or complete the assessments, and how to cancel the Account within Triage if the Arrival Date/Time has not been entered. If an Arrival Date/Time has already been entered then Patient Access will need to intervene with Cancelling the account.
To cancel the patients that do not show, first select the patient from the tracker.
Click on the Status/Due column and select the Complete or Cancelled status.
If the Arrival Date/Time has not been entered then select the Cancel Account button that will appear in Triage. If the Arrival Date/Time is entered then this button will not appear and Patient Access will have to cancel the account as they currently do for any duplicate.
Clicking the Cancel button will take one to the following screen. Enter “Y” in the Cancel Account field and click OK. An error will display if there is still documentation present on the patient.
Select Yes at the Cancel Reservation prompt and the account will automatically be removed from the tracker.
How to cancel a template if the account needs to be cancelled:
Go to the Document button and click on the ED General Adult Template.
Select the Delete/Cancel Document button at the bottom of the screen.
