Integration: Intake Best Practice

There's an age-old saying, garbage in, garbage out...When it comes to integrating software, this saying could not be truer.

How do you get everyone on your in-take team on the same page? Give them a process to follow; printed, laminated and taped to the computer or wall so it is visible to all at all times. 

Below are some guidelines to help you build out the best order in-take process for your organization. Once you build out your process, remember to:

• Meet with your staff on a regular basis to review and discuss the in-take process.
• Everyone on your staff that touches Order Entry needs to understand the process in place and what is expected of them.

Order Intake: Industry Best Practice for Integrated Software

• Structure Order Intake
• Develop Organizational Guidelines
• Everybody should have a process guide, and follow it
• Do not DELETE records – Merge records if possible in your EHR
• Trella Health can assist with merging duplicate records if merging in your EHR is not possible
• Look at current data and decide which format will be used moving forward

Order Entry: Electronic Health Record Best Practice

• Limit the number of persons allowed to enter Orders into the EHR
• Use the Provider and Facility FULL Name
• Both OrderingDocKey & ReferralType (Doctor/Facility) NEED to be populated or the Order WILL NOT pull to Trella Health reporting 
• Punctuation – either use it or don’t- BUT decide which it will be
• St.  St or Street      Rd. Rd  or Road
• DO NOT USE ALL CAPS - Use capitals when appropriate
• Enter ALL the information surrounding the Order available
• Enter the Marketing Rep
• Enter Status / WIP State UPDATE them as the Order changes
• Enter any Notes surrounding the Order- Order Note/Delivery Note/Reference Note

The integration with Trella Health Edge consists of 4 files, the Doctor file, the Facility file, the Order file, and the OrderItems file.  The information contained in these four files and mapped into the Edge platform for HME is listed below:

Orders

• Order ID
• Created date
• Order location
• Order Status
• Order Classification
• Delivery Date
• Created By
• Order Items(HCPC Codes)
• Quantity
• Ordering Doctor
• Referring Doctor
• Referring Facility
• Patient Demographics
• Marketing Rep ID
• Marketing Rep Name
• ICD9 Codes
• ICD10 Codes
• ICD10 Description
• Payer ID
• Payer Name
• WIP State
• Order Note
• Delivery Note
• Reference Note 
• Certificate of Medical Need Status

Referring Physician

• Doctor ID
• Name- Last Name, First Name
• NPI Number
• Doctor Group
• Associated Facility
• Address
• Phone Number
• Fax Number
• Mobile Number
• Email Address
• Marketer ID
• Marketer Name
• Referral Start Date

Referring Facility

• Facility ID
• Facility Name
• Facility Group
• NPI Number
• Address
• Phone Number
• Fax Number
• Marketing Rep ID
• Marketing Rep
• Referral Start Date