Page 1

Vanderbilt Outpatient Order Management

Application Functions: Summary Getting Started: Launching VOOM

Screen Layout: Overview Ordering and Billing Provider Selecting the Clinic Order Management

• Searching • My Favorites • Commonly Ordered • Order Sets

Vaccinations Building/Reviewing the Cart Warnings

VOOM Summary Cosigning Orders-Providers

Page 2

Ordering Application – VOOM provides users with an application to manage their outpatient orders by electronically communicating the orders to the appropriate staff and locations. In Clinic Orders – Orders performed by clinic staff and resulted in the clinic at the time of the visit such as Vaccinations and Point of Care testing. Charge Capture - VOOM also allows users to access the Charge Capture application. This application provides the ability to electronically submit Professional charges for a patient encounter. VOOM Summary – After an order has been submitted a summary is generated and saved in the patient’s chart under VOOM Orders. Starting VOOM - The VOOM application was designed to run and live inside of Star Panel. Once a patient is selected in Star Panel the application will always be available on its own tab. VOOM Tab – the VOOM Ordering Screen lives in the VOOM tab and is always available once a specific patient is selected in Star Panel.

Back To Top

Page 3

Actions Menu – VOOM is available through any of the actions menus in Star Panel. If a provider accesses VOOM through a patient’s checked-in appointment, the system will know who the provider is and the provider will not have to self-identify. White Board – To access VOOM simply launch the Star Panel Action Menu by clicking on the ‘sp’ link in the White Board Actions column. Additional option through White Board is to launch the patient’s chart and click on the VOOM tab.

Closing VOOM - The application will automatically close when you log out of Star Panel. VOOM is designed to continually save any changes made during a session. If you leave the application for any reason the changes you made during a previous session will be available when you return to the application.

Back To Top

Page 4

Screen Layout Overview - The VOOM application is designed in three main sections. The top left section is for entering Professional and Procedural charges (charge capture), the top right is where you find and select items to order while the bottom section is the ordering cart which allows you to enter required information about each individual item.

Back To Top

Page 5

MDs: The system will automatically populate the ordering and billing Provider field for you.

Launching VOOM within the context of an appointment through White Board or Out Patient Visits will automatically connect the clinic location and make Charge Entry available for that checked-in appointment.

Launching VOOM outside of the context of an appointment will require you to choose a location if you have more than one clinic and Charge Entry will not be available due to no appointment to connect to.

NPs and PAs: In some cases, certain insurance companies require an attending to be selected as the billing Provider. This action has always been taken care of by your department’s Charge Entry staff after you turned in the Encounter Form. In VOOM, you will get a pop-up asking for the billing Provider to be chosen. VOOM will automatically populate you as the Ordering Provider in all cases.

Launching VOOM within the context of an appointment through White Board or Out Pt Visits, the system will automatically connect the clinic location and make Charge Entry available for that checked-in appointment.

Launching VOOM outside of the context of an appointment will require you to choose a location if you have more than one clinic and Charge Entry will not be available due to no appointment to connect to. Since accurate insurance coverage cannot be determined outside of an appointment, you will be required to choose a Billing Provider for all patients.

Nursing staff: When launching VOOM on a patient from the Whiteboard it will automatically populate the ordering and billing Provider fields for you, with one exception. If ordering on behalf of an NP or PA and the insurance for that patient requires an attending for the Billing Provider, you will be required to choose from the list. When you launch VOOM outside of the context of an appointment you will be required to fill in the ordering Provider and Billing Provider.

Selecting the Ordering /Billing Provider– An additional window will automatically pop-up when this step is needed. Select the provider from the drop down list(s). For a faster search you can begin typing the first 3 letters of the Provider’s last name to move the cursor directly to that name in the list.

Back To Top

Page 6

Changing the Ordering /Billing Provider – Click the link to change the provider(s) selected. Selecting a Clinic – If VOOM is unable to determine the clinic for which the order is created then you will be prompted to select the clinic. Choosing the correct location is extremely important. If the wrong one is chosen it will be connected to the wrong department’s worklist.

Back To Top

Page 7

Order Management - An orderable in VOOM can be found by using the free text search box or in the commonly ordered section. VOOM also allows each user to create and manage their own list of favorites in the ‘My Favorites’ area on the screen. Searching – Simply start typing in the search box field to start the orderable search. Once you have found the orderable double click the name of the Orderable to add it to your work/cart area. My Favorites – Allows you to keep your own list of favorite orderables. Adding a Test to My Favorites – Click on the ‘Green Plus’ located next to any orderable to add to the My Favorites area. The ‘Yellow Star’ next to the orderable indicates that it is already in the My Favorites area. Removing a Test from My Favorites – Click on the ‘Red X’ located next to any orderable and it will be removed from the list. Sorting – By selecting a test and clicking either the up or down arrow buttons you can change the sort order of the My Favorites orderables.

Back To Top

Page 8

Commonly Ordered – This section contains different categories of orders most commonly used by your clinic. By selecting different categories from the drop down list you can view those exams. The categories are:

• Labs • Radiology • Appointments/Consults • Order Sets

Order Sets – Are department chosen specific groups of items that are commonly ordered together. They may include Labs, Imaging Exams, Appointments and Consult Requests.

Viewing – Click the black arrow to view the items that are included in the order set. Clicking the arrow a Second time will collapse the set. The number to the right of the name indicates how many items are contained in the set. Selecting – Double click on the name of the order set and all of the items contained in the set will be dropped down to the work/cart area. Editing – Editing an order set is not allowed in the order section. If there are items you do not wish to include in the order you will have to select the order set and then remove individual items by clicking on the red X’s.

Back To Top

Page 9

Vaccinations Tab – Is a wizard that assists you in ordering vaccines. Selecting - To select one or more vaccinations check the box next to the name of the vaccine. When a combination vaccination is selected any individual vaccines contained in the combination that were previously selected will be unselected. Click Add to Orders which will populate the work/cart area and designate as nurse. Deleting – Can either be accomplished by un-checking the vaccination or by clicking on the ‘Red X’ in the work/cart area on the diagnostic tests tab. Live Indicator – All ‘Live’ vaccinations are identified as such. Age Recommendation for Vaccinations – If a patient does not meet the recommended age for a vaccination a warning message is displayed in red at the bottom right of the screen. Hovering over the name of the vaccination will display the recommended ages.

Back To Top

Page 10

Building and Review the Cart Selecting- Double click on the test/orderable name to select and move to the work/cart area. Deleting – An orderable can be removed from the work/cart area by clicking on the ‘Red X’ next to the item. If the entire cart needs to be deleted you can do so by clicking on the Delete at the top of the column. Diagnosis/ICD-9 Column – Most orderables will require a diagnosis prior to giving the option to send that order. VOOM has an ICD lookup built into the cart area next to each item that requires it. When you first click in the pink History box in the ICD column a popup appears with a list of that specific patient’s diagnoses. If what you need is not listed automatically you can just begin typing either the name or number for what you are looking for and a smart box will appear with several options. In order to select what you need you will double click on the correct one to populate the ICD box for that test.

Back To Top

Specific diagnoses for this patient

Page 11

If the Diagnosis chosen applies to all other tests ordered, click on the ICD green arrow button to auto populate all blank ICD fields.

Back To Top

Additional Digit Required – When an ICD is light grey in color with … at the end, this is a header. Double click on the greyed out code to reveal the additional codes.

Page 12

Stat Column– Any order can be designated as a Stat and will be marked as such on the worklist it feeds to. When Column– This column designates the time frame for which an order is valid. The default is Today, meaning the order can be acted upon starting today. VOOM has a built in warning for orders that have either not been scheduled or for patients who did not get their labs done within the first initial 10 day window. These orders will automatically get extended for an additional 4 weeks, but will populate the staffs’ worklist to signify that either the patient needs to be contacted with a reminder phone call or another action needs to be taken by a staff member. (see Staff Worklist Tutorial for more details) The time frame for all orders can be changed by clicking on the word Today.

Back To Top

The date range can be set for any amount of time as long as it does not exceed one year. If you want to apply the new range to all tests, check the box next to Apply date to all tests.

For labs, you can set up a recurrence for each individual test by using the bottom portion of the screen

Page 13

Perform By Column – Since Labs can be collected either at the phlebotomy/lab area or in the clinic, all lab orders have the option to change the Performed by from Lab (phlebotomist) to Nurse. By changing this to Nurse it will be deemed as an In Clinic order on the staffs’ worklist and change to Yellow in the VOOM column on WhiteBoard. For clinics that have the VOOM printers, by choosing Nurse the staff will have the ability to print labels for the specimens they collect in clinic. Add-On Column – At this time the add-on function can only be used on main campus. If the patient’s specimen has already been received by the lab and a test needs to be added, click on the Add-On check box and send the order. The appropriate specimen label will print directly to the main lab receiving area for processing. Notes Column – All orderables have the option to add communication notes. Click on the Notes icon to access the free text box for that orderable. In addition to communicating to your clinic staff, the phlebotomy areas are also able to see these notes in their worklists. Please make note that the lab that runs the tests are unable to see these notes.

Back To Top

Page 14

Many tests will require additional information prior to being sent for example, most radiology tests will require you to fill out the “What is the clinical question this test will answer?” portion. Several labs will require the Site to be designated prior to submission. My Text Function – My Text can be used throughout VOOM by choosing the area in which you would like to populate then clicking on My Text at the top of the screen. Status Column – If the same order has been placed in VOOM before the date it was last done or ordered will be displayed. The status will change as more action is taken on this order, for example once you have sent the orders it will change to an Ordered status.

Back To Top

Page 15

Opening Message Basket – Since the combination of the staff having a worklist and the communication notes section, VOOM orders is your line of communication to staff. However, there may be times that you feel a message basket is still needed. To start a message basket communication you will find the link in the lower right frame, and then click the New Message link. Communicating to Staff– When ordering outside of the context of an appointment you can notify the staff by checking the ‘Notify Staff to Contact Patient’ box. VOOM will indicate this on the Staff Worklist with a phone Icon next to the patient’s name. This box must be checked before you click the Send Orders button.

Sending Orders – Once all required fields have been completed, click on to submit. As mentioned above, the status for all orders submitted will change to Ordered.

Recalling – After an order has been submitted and is waiting for completion you have the option to recall for editing or deletion as long as it is within the same business day as originally submitted.

Back To Top

Page 16

Warnings – There are various warning messages to assist you in ordering items. Duplicate Orders – When ordering diagnostic tests a warning will be displayed when duplications are selected. Incomplete Order – If you send orders and there are additional tests that are incomplete a warning message will be displayed. Draft Orders – If you attempt to navigate away from a patient in Star Panel that has existing VOOM orders that have not been submitted, Star Panel will display a warning; however your draft orders will remain in that patient’s cart within the VOOM ordering screen.

Back To Top

Page 17

VOOM Summary – Once an order has been sent a summary of that order will be added to the patient’s chart. To find in the chart, type the word VOOM in the Title section, then click on the VOOM Order you need. You will see that each order is indexed by date, location and ordering Provider. Fields such as the Status columns will update throughout the orders process.

Back To Top

Page 18

Cosigning Orders: Providers- When a clinic staff member enters orders for a patient on your behalf, you will be required to cosign those orders within 48 hours. Keep in mind that orders can be acted upon the moment your staff hit submit, but your electronic signature will need to be captured for documentation in the patient’s chart. When you have orders that need to be cosigned you will see the pop-up to the right in Star Panel. By clicking OK, this will take you straight to your list. If you choose to click Cancel, you will be able to access the list at a later time. Once in your list of orders that need to be co-signed, you can either select certain orders that you would like to take care of, or you can click on Select Cosign for all. Once you are ready, click on Submit the Selected orders. For any orders that may appear in your list that do not belong to you, select not mine and submit to remove them from your list.

You can also access your list at any time by going to the Black Menu bar, click on Work Lists, then Cosign VOOM Orders.

Back To Top