Role of the Office of Clinical Affairs

1. Patient Safety Clinical Quality Role of the Office of Clinical Affairs Goal: Safest Health System in the U.S.

3. Key Policies

4. Speak UpTo Care Enough, to Report Concerns • Resident suspected a peer was struggling with alcohol or drug use, “smelled of alcohol” • Junior resident observed a senior resident sexually harassing another staff member • Residents observed faculty member’s behavior as disruptive – threatens others, shouts, throws things, nurses and residents afraid to approach • Pharmacy tech concerned about an insulin order, resident and pharmacy supervisor approved the order. Technician continued to question, moved up the chain of command. • Reported anonymously to the Office of Clinical Affairs • Resident received help, successfully completed program • Incident was not reported for fear of “ruining his career” • 16 mos later a patient complained • Reported to Service Chief • Counseling/limit setting, helped the faculty member improve. • I.V. drip stopped serious medication error averted.

5. Behavior Expectations Respect & Cooperate Perform Duties Please review the Code of Conduct on the Office of Clinical Affairs Web site:http://www.med.umich. edu/i/oca/code/index.htm Report Impairment Maintain Confidentiality Report Conflicts of Interest Act Ethically & Responsibly It’s not punitive. It’s maintaining the high bar.

6. Supervisory Expectations • Members of the Medical Staff will actively supervise Clinical Program Trainees (CPT) and appropriately document this supervision in the medical school. • Attending Physician responsibilities: • Personally involved in, and responsible for, directing the evaluation and management of individual patients under his/her care and supervision • Provides oversight and supervision of all care provided by trainees • Documents involvement, including all CPT history and physicals, operative reports, and discharge summaries For more details, see UMHHC Policy 04-06-043 Global Clinical Program Trainee (Resident) Supervision at http://www.med.umich.edu/i/policies/umh/04-06-043.htm

7. House Officer Communication • The House Officer is obligated to report significant changes in the patient’s condition to the Attending Physician. Situations that automatically qualify as "significant changes” include: • Admission to hospital of any unstable patient • Transfer of the patient to the intensive care unit • Need for intubation or ventilatory support • Cardiac arrest or significant changes in hemodynamic status • Development of significant neurological changes • Development of major wound complications • Medication errors requiring clinical intervention • Any significant clinical problem that will require an invasive procedure or operation

8. Hand Off and Transitions Standard Workflow • Use of CareWeb hand off tools • Surgery • Internal Medicine • Pediatrics • Psych • Medication Reconciliation at key points along the care continuum • Inpatient admission, transfer and discharge • Clinic Visits, Ambulatory Care Procedural and Surgical Suites, ED • CareWeb Problem Summary List

9. Hospital Handoffs andTransitions • Things “fall between the cracks” when transferring patients from on unit to another. (reverse worded) • Important patient care information is often lost during shift changes. (reverse worded) • Problems often occur in the exchange of information across hospital units. (reverse worded) • Shift changes are problematic for patients in this hospital. (reverse worded) % of respondents in each department responding with “Strongly Disagree” or “Disagree” when asked these questions.

10. Clinical Home Page • Clinical Home page • General References • Paging • Clinical References • Infection Control • Pharmacy Services • Patient Education • Health Sciences Library • Clinical Resources • UMHS Resources • Consent Forms • Clinical Support • Connect to Other Systems • CareWeb • Centricity • Other Electronic Health Record Systems

11. Clinical Home Page

12. Clinical References

13. Clinical Resources

14. Connect to Other Systems

15. Inpatient Units • University Hospital • Emergency Department: UH B1 • TBICU (Trauma/Burn Intensive Care): UH 1 • PACU (Pre & Post Anesthesia Care): UH 1 • NICU (Neuro Intensive Care): UH 4DS • SICU (Surgical Intensive Care): UH 5D • CICU (Cardiac Intensive Care): UH 7DN • Mott/Women’s Hospital • WHBC (Women’s Hospital Birth Center): MCHC 4 • Holden NICU (Neonatal Intensive Care): MCHC 4 • Pediatric PACU (Pre & Post Anesthesia Care): Mott 3 • PICU (Pediatric Intensive Care): Mott 5 Pods B & C • PCTU (Pediatric Cardiology/Transplant): Mott 5 Pod A • Cardiovascular Enter • CPU (Cardiac Procedures Unit): CVC 2A • CVC ICU (CVC Intensive Care): CVC 4 • PACU (Pre & Post Anesthesia Care): CVC 4

16. CareWeb Overview • CareWeb is a web-based clinical patient record developed at UMHS specifically for use by clinicians and clinical support staff. • It provides rapid access to patient data from a wide variety of clinical systems, including lab, radiology, registration, medical records, cardiology, neurology, and others. • Most Information in CareWeb is as "real-time" as possible; data drawn from source systems (done via Clinical Data Repository) is available in CareWeb within seconds of posting to the source systems.

17. Connecting to CareWeb from Home • CareWeb can be accessed via 2 methods: • Level-1 firewall authentication from the clinical home page, • Virtual Private Network application (via the core image laptop only) • For more information about Level-1 authentication or access from home, contact MCIT at 936-8000.

18. Create Document Overview • The Create Document (Create Doc) application allows users to bypass the dictation system and directly upload documents to the electronic medical record. • Create Document interfaces with the online Edit/Signature function (E-sig). Documents created using Create Doc can be routed to an authorized E-signer for review and electronic signature. (documents may be routed to resident physicians as well) • Once a document is sent, it should appear in the E-signer’s inbox within 15 minutes. Documents take 15-30 minutes to appear in the document viewer of CareWeb. • Templates for Create Document are approved through Health Information Management.

19. CentricityTMClinical Information View (CIV) • CentricityTM is the electronic clinical documentation system used in the UMHHC Operating Rooms, Emergency Department and most inpatient units (CVC, UH and Mott). • CIV is Web based access to all clinical information in Centricity. • CIV can be accessed from CareWeb via the ED/OR/TB systems button.

20. CareLink • UM-CareLink is a computerized provider order entry (CPOE) system that will improve the quality and safety of inpatient care in our Health System. • UM-CareLink allows caregivers to: • Electronically order tests, procedures, and medications • Maintain clinician worklists and nursing medication documentation • Receive decision support information about drug interactions, patient allergies, and more.

21. Connecting to CareLink from Home • Using UM-CareLink from non-UMHS computers outside UMHSIf you are not using a UMHS "Core Image" computer, you can access UM-CareLink via the Clinical Home Page using Citrix. To do this, you must: • Have a working Internet connection • Use a supported web browser (Internet Explorer 6.0) • Enable ActiveX support in the browser (adding "med.umich.edu" as a Trusted Site in IE can enable this) • Have the Java Runtime Environment installed. This free software will let your computer communicate to our Citrix server. Download it here: http://java.com/en/download/windows_ie.jsp?locale=en&host=java.com. • Avoid firewalls that block Citrix traffic. Many firewalls automatically allow Citrix traffic. If you are having difficulty accessing UM-CareLink from home, you may have a firewall that blocks Citrix traffic. If you suspect this may be the case, contact your Internet Service Provider. Port 1494 should be open on TCP and UDP, and others may be needed.

22. Documentation & Dictation Tips • Tips: • State date of service, name, department, service, and location of visit. • Do not use instant messaging (IM) words, unapproved medical abbreviations, or slang. • Complete and authenticate documentation within policy guidelines. • Outpatient clinic notes should be completed as soon as possible or within 30 days of the patient encounter per CMS guidelines • Operative notes must be completed as soon as possible or within 24 hours of the procedure • Admission H&Ps must be completed within 24 hours of the admission • Documentation completion is monitored by Health Information Management with follow up by OCA when further action is needed • Update the Problem Summary List. This is the source for allergy information and medication reconciliation.

23. For more Documentation and Dictation tips and aids, go to the Health Information Management web site at: http://www.med.umich.edu/i/him/doc/index.html. You may also contact HIM by telephone at 936-5340.

24. IT Systems Resources • Resources for help with documentation systems: • CareWeb Help: http://www.med.umich.edu/mcit/carewebwe/help/newindex.html • Create Doc Help: Call Central Transcription Service at 936-5325 • Centricity CIV Help: Contact the CAS (Clinical Application Services) team by calling 936-9096 or by contacting the MCIT Help Desk at 936-8000. • CareLink Training: http://www.med.umich.edu/i/carelink/training/physiciantraining.htm. CareLink staff are available 24/7. For assistance, call: 936-2222 • Health Information Management web site: http://www.med.umich.edu/i/him/doc/index.html

25. Pharmacy Support • Clinical Pharmacists • Drug Information Services • 936-8200 • Available 24/7 by page at 1945

26. Telephone Resources • If dialing an internal number from within the hospital, use the last five digits of the phone number, i.e. 93(6-1111) • If dialing into the hospital from an outside line, the full prefix will be needed: • 2-1111 = 232-1111 • 3-1111 = 763-1111 • 4-1111 = 764-1111 • 5-1111 = 615-1111 • 6-1111 = 936-1111 • 7-1111 = 647-1111 • 8-1111 = 998-1111 • Nextel phones are also used in the facility. The prefix of these phones is 216. These need to be dialed externally. • To get an outside line from within the hospital, dial 97 then the number.

27. Paging • The Telecommunications/Paging Services Office is located at Domino's Farms, 24 Frank Lloyd Wright Lobby L Floor 3, SPC 9755. Fax: 998-2513. Phone: 647-4886. • Faculty and staff can arrange to pick-up new pagers at the Hospital Security office (1A201) on Tuesdays and Thursdays from 2-3 p.m., or at Paging Services’ Domino’s Farms location Monday through Friday, 8 a.m. to 4 p.m. • Hospital Security Services will facilitate pager repairs 24 hours a day, 7 days a week. • Paging online is also available at the Clinical Home Page. Paging Services web site: https://ummcweb33.mcit.med.umich.edu/pager/ search.cfm

28. PDAs and Smartphones • PDAs and Smartphones • MCIT Desktop Support currently offers basic installation and support for PDA devices to support Outlook calendars, contacts, and email. • All portable devices that store sensitive information must be secured with a password and encrypted with the strongest method that is practical. For more information, see UMHS Policy 01-04-502 Security of Portable Electronic Devices and Removable Media. For technical questions, please contact the MCIT Help desk at (734) 936-8000

29. Welcome to the University of Michigan! The Office of Clinical Affairs is a resource for both Departments and Faculty. Questions Thank you