Visio Proces Flow

New Transplant Referrals – As Is Process

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EndPatient

covered?

Add comments to 2009 Trans On – Trans Off form

1yr wait

satisfied?

End

If backup is created after 24hrs, re-key

data

Patient call?

Open View Referral and Patient Information Report form

Receive referral information from Provider

Return to the 2009 Trans On – Trans Off form and hit Ctrl F to search for patient name

Enter comments of work performed in Patient Notes form

Mail Welcome Packet folder to patient

Optional: Fill out paper form of patient information in case

View Referral form loses data

Send request for referral information to provider

Receive referral information from Patient/

Associate

Rekey patient number, name and userid in Patient Notes form to create new note

Optional: Print out copy of patient information in case View Referral form

loses data

Open the Referral and Patient Information form and rekey data

Scan and send referral to Mayo Clinic and save to patient folder

Verify coverage in Host/Oscar

Send request to provider for medical records

Data

saved?

Open Patient Notes form

Open 2009 Trans On – Trans Off form and fill in

applicable fields

Create folders on Transplant Drive for Emails & Fax, Hotel

Confirmations, Itineraries, etc.

Open Transplant Database, Form Directory

Notify patient

Log call information in the 2009 Trans On – Trans Off form or create new patient record

End

Call patient

3%

data

loss

Version 5 8/30/11 Transplant Database-Insert 3.1

Pending Travel – As Is Process

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Yes

Yes

No

No

Call patient to setup appointments

Call Transplant team with appointment schedule

Coverage

active?

Update address

Rekey patient number, name and userid in Patient Notes

form to create new note

Review referral

End

End

Open Patient Notes form Open 2009 Trans On – Trans Off form and press Ctrl F to

search for patient name

Open the Referral and Patient Information Look Up form

Receive call from patient

Open the Referral and Patient Information form

Verify coverage in Oscar/Host

Address

change?

Rekey data in Pending Travel form and add future travel

information

Enter comments of work performed in Patient Notes

form

Open Pending Travel form and add new record

Update applicable fields in 2009 Trans On – Trans Off

form

Make hotel reservationsNotify patient of coverage denied



Money Gram – As Is Process

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YesNew

Patient?

Scan and send expense sheet to Shared Services

Click on Travel Record Lookup button

In Travel form create new account to get a

new Travel #

Receive expense sheet from Shared Services and file


Data enter Long Term Patients in Travel Current

2011.xls file


Open 2009 Trans On – Trans Off form

Travel Query form opens

End

Enter reference number in Travel Current 2011.xls file

Print expense sheet and obtain approval signatures

Enter data from the Travel Current 2011.xls file into the Data Sheet and Money Gram Expense Sheet

Open Pending Travel form and scroll to applicable records

Return to the 2009 Trans On – Trans Off Press Ctrl F to search

patient names

Send to Auditor

Enter detailed expense data in Additional Expenses form

Enter expenses in Expenses Requested form

Optional: Enter lodging in Lodging Request form if reimbursing

patient

Update applicable fields in 2009 Trans On – Trans Off form

Print each patients pending travel

record

Open the Travel form

Data sort the Long/Short column to determine Long

Term Patient

Open Transplant Database, Form

Directory

Long

Termer?

Review patient records on Monday and Wednesday

Call patient and send travel information

Enter data from the 2009 Trans On – Trans Off and Pending Travel forms into Travel Current 2011.xls file

Open the Travel form and perform a record # lookup or Ctrl F to search by patient name and

appropriate fields

Rekey patient number, name and userid in Patient Notes form to

create new note

Return to Pending Travel form and mark checkboxes; not performed

for Long Termers


Hotel Invoices - As Is Process

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Yes

NoPatient

overpaid?

Adhere label to invoice and include vendor/

invoice number

Manually key form data into Hotel EMER Air Payment Log

2011.xls file

Scan and file invoice

Open Lodging Request form and enter lodging expense

Open Transplant Data Base, Form Directory

Get Travel # and write on invoice

Open Expenses Requested form and enter comments in data field


Print invoice and file accordingly

Return to 2009 Trans On – Trans Off form and update applicable fields

Open Hotel EMER Air Payment Log 2011.xls file

Return to 2009 Trans On – Trans Off form, get record # and write on

invoice

Return to Travel Form and enter notes in comments field regarding overpaid

expenses

Open 2009 Trans On – Trans Off form and press Ctrl F to find patient name

Send invoices greater than $1,500 to Audit


Receive fax of Hotel invoice and file in Hotel Emergency Air Invoices folder

Rekey patient number, name and userid in Patient Notes form to create

new note

End

Review 2009 Trans On – Trans Off form and Travel forms to verify

coverage effective dates

Press Travel button and press Ctrl F to find patient name


Emergency Air Travel - As Is Process

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Open Transplant Data Base, Form Directory

Press Travel button and press Ctrl F to find patient name

Adhere label to invoice and include vendor/

invoice number

Send invoices to Audit

Open Patient Notes form In Travel form add notes in the

comments field


Update applicable fields in 2009 Trans On – Trans Off form

Rekey patient number, name and userid in Patient Notes form to create

new note

Receive fax of Emergency Air Travel invoice and file in Hotel Emergency Air

Invoices folder

Scan and file invoice

Open Hotel EMER Air Payment Log 2011.xls file and manually

key invoice data into file

Open Oscar and make comments to patient record

Open 2009 Trans On – Trans Off form and press Ctrl F to find patient name

End


Miscellaneous Notes – As Is Process

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Return to 2009 Trans On – Trans Off form, update major

concern field and all applicable fields

Rekey patient number, name and userid in Patient Notes

form to create new note


Receive calls, emails, and/or faxes in reference to patient

Enter comments of work performed in Patient Notes

form

Open 2009 Trans On – Trans Off form and press Ctrl F to

search for patient nameOpen Patient Notes form

End


Transplant Database Audit – As Is Process

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Log into phone recording database and listen to a call

Press Print Record on first record

Open the 2009 Trans On – Trans Off form and press Ctrl F

to search for patient name; open the Trans On – Trans Off

form if needed Write record numbers reviewed in Audit form on a piece of

paper


Listen to additional calls in phone recording

database until all calls are reviewed and audited

Scan printed Audit Forms and email to

Supervisor, Transplant Coordinator

Open Oscar and review notes

Open Transplant Database: Database form

In Audit form search for the group of records written on

paper

Use the 2009 Trans On – Trans Off form and Oscar to

complete Audit form; Open the Trans On – Trans Off form if

needed

Scroll down to each record that needs to be printed and print

Press function named Form

Open Audit form and create new record


Active Report – As Is Process

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Prepare Active Report on Friday

End


Transplant Database: Database form appears

Press function named Query

Select and run Carol’s Weekly Active Report (2009 Trans On –

Trans Off)

Run report query and review

Return to query results and close form

Return to Transplant Database: Database form and run

Carol’s Weekly Active Report (Trans On –

Trans Off)

Print and file copy in Travelers book

Choose File>Design View and modify query criteria

Rerun report

No

Select all records to copy

Yes

Paste results of Carol’s Weekly

Active Report (2009 Trans On – Trans Off) into Excel

file

Paste results of Carol’s Weekly

Active Report (Trans On – Trans Off) into Excel file

Delete extra header row

Sort by Status and then Patient Name columns

Review file and remove erroneous records


Select all records to copy

Data

correct?


Blue Cross Arkansas Report – As Is Process

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Return to query results and close form

Send file to Blue Cross, Auditor and team members


Paste 2nd query result into Excel file

Copy/Paste records into applicable status

worksheets

Select and run Blue Cross Arkansas query

Create new Excel sheets per record Status

Sort by Status column

Review file and remove erroneous records

Select records to copy


Return to Transplant Database: Database form and run old

query version

End

Prepare Blue Cross Arkansas report on Monday Open Excel and paste records

into file


Open 2009 Trans On – Trans Off form



Weekly Travelers Report – As Is Process

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Prepare Weekly Travelers Report on Friday

Print and place copy in Travelers Book


Insert header rows for Long records

Select and run Carol’s Weekly Travelers report query

Sort records by From column and select records to copy


Move Short column to the farthest right

End

Sort alphabetically by Short and Long sections

Sort by Short and Long type records


Open Excel and paste records into file


Business

Visio Proces Flow