FW: All Clinic Zoom Pod Meeting - minutes

5/27/2021 - All Clinic Pod Meeting Minutes

 

Welcome and Announcements

Skit Night!!  Friday June 4th from 7-9pm

Dr. Groff's back yard - bring a chair or blanket and a dessert if you'd like!

2688 Quail Creek Drive, Broomfield

New Interns – orientation starts June 14^th!

 

Transgender Care Update - Beth Buehrer –

            Great info, please reach out to Beth with any questions, now or in the future. She will be in Centura at Porter after graduation 😊

 

Call Center Data Update  - see table below

            Getting better, still a ways to go but thanks to the call center for all their hard work!

 

EPIC Scheduling

Hospital/ED follow up visit is now its own visit type

Defaults to 20 minutes

Can still request 40 minutes for more complex patients in your message to the RN Care Coordinators

Newborn appt requests should go to the Call Center

Other hospital follow-up messages go to 144th SAN FAM ORCHARD TCM, 84th SAN FAM TCM; THORNTON PC CARE COORDINATOR

Issues noted with getting newborns in in a timely manner.  OK to call backline to schedule these. 

Call center will get to messages within 24 hours but don't always reach patient on first go-round

Same Day appointments - will open at midnight the night before to maintain same day access.

            Please communicate with clinic managers if you are consistently having trouble scheduling newborn appointments.  Newborns should always be able to be scheduled and are a priority for our clinic. 

OK to call convenient care clinic line for patients who need to be seen over the weekend, other wise message call center or RNs for follow up later in the week.

Online Scheduling Errors -

Team is looking into this, front desk and then MAs review these

Please give examples to leadership team

New patients are scheduling appts on the portal with 3^rd year residents, Crystal will look into this to see if a ticket needs to be placed

 

Transition of care for 3rd year resident patients-

Be proactive if you are seeing a patient, can change PCP, try to keep within the pod if possible

Working on closing Epic inboxes, chiefs to make coverage plan

Taylor Hart and Ashleigh Patrick are staying next year so please don't reassign their patients 😊

New pod rack cards w provider photos would be very helpful, the old ones are very outdated.  Rack cards are no longer an available format but Denice notes that a new format can be used for these. 

Having a current list of providers and pods with the new interns would be very helpful to distribute now.

Having a photo composite for staff with which site and role would also be extremely helpful. (like the one we have for providers) 

 

Part of the new patient script includes asking if a patient would prefer a male or female provider.  This skews female patients towards female providers and can affect resident learning.  Leadership team can review this script and discuss.

 

Topic for faculty meeting – checking in with interns on management of Epic inbox regularly and even helping to monitor messages.  Sometimes interns can struggle with complex patients early on.  Also reassigning complex patients proactively can help

Interpreter Update

Remember that forms are available in other languages and utilize them - PHQ-9, GAD-7, MCHAT, ASQ, etc

https://www.phqscreeners.com/select-screener

This link has both the PHQ-9 and GAD-7 with dropdowns for languages

Think about adding language as a column in your Epic schedule

Call center is asking primary language for all new patients, let us know if you find errors

Language Line Carts are coming!

 

Referrals

New referral pool: CHPG Centura Connect Referral

Do not send referral communications to old referral pools

If a patient requests a new referral and they have not been seen in a year-- they need an appointment

 

Newsletters from PM's "Weekly 5"

                Will include more clinic-specific information (like watch for holes in the wall in Thornton, etc), want to keep lines of communication more open.  Coming soon!

 

Scheduling procedures in resident clinics -

It is OK for residents to schedule their own patients in their clinics for procedures as long as the preceptor scheduled that day is able to supervise that particular procedure.  The preceptor schedule is in EZcall. At 144^th as a backup the Team B attending can help supervise IUDs and endometrial biopsies (though should not be the default since they may be in a delivery) 

The call center will only schedule patients in the appropriate specialty clinic per scheduling guidelines since they don't have access to the precepting schedule. If they have a patient who needs a procedure and can't find a spot in the specialty clinic we can help look at resident and faculty schedules. 

Also doing too may procedures in regular clinics can make it tougher for other residents to staff patients so try to troubleshoot this ahead of time if it is going to happen. 

Give us feedback if we are finding this is too difficult but the goal is to get as many procedures for residents as possible.

 

 

 

 

 

 

 

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