Pump Charting in CC

Pump Charting & Processes

PDF Summary of this page April 20, 2023 @ 8:12 am

 

  1. Charting Notes, Smartphrases 
  2. Booking Intro to Pump Class
    • Go to "View Schedules" in CC
    • For Provider, type: Intro to pump
    • Important: Up top on the right, be sure just the "one head" icon is clicked. Choose the number 5 beside it. Hit enter. 
    • The next 5 classes should show, if in the schedule. Less will show if less booked.
    • Full classes have a red vertical bar and "0" (zero) on the left. Classes with openings will have a different coloured bar and a number telling how many openings are available. 
    • Double click the coloured bar with openings under the date of the class you want.
    • Add patient name. 
    • for Visit Type enter: 117877    (Group IPTP Education Class)
    • Complete
  3. Booking Pump Start 
    • First find the class date or individual pump start dates, and who is teaching: Go to diabetes > Pump > Pump Starts or view this Video (3 min) to see how to find in Connect Care. 
    • Booking Pump Start Class. Once you are on the schedule for the specific educator and specific date:
      • The blue bar on the left of the class booking slot, in the educator schedule, will indicate the number of spots left.
      • Double-Click the blue bar (or the white slot to the right of it. A patient search window opens. Choose your patient to book)
      • Under Visit Type, choose Group: Name of the pump class
      • Proceed through the steps (if a problem, double check the time allotted for the class aligns with the time in the educator schedule)
    • Booking Individual Pump Starts 1:1.
      THERE IS A NEW CONNECT CARE PROBLEM.  Until solved, please do these two steps. (These may be in person ideally or virtual. Please connect with the pump trainer to indicate which and why as in-person is expected.)  
      • 1. Right click on the spot > click the pie with red section (create an unavailable time exception), type in HOLD with patient name, DOB and brand of pump. This is so that you don't loose the spot to someone else. 
      • 2. Email Caroline.Kemp to have her book the patient in. Email: 
        • Date, time of individual pump start
        • name of pump trainer
        • patient name/DOB/etc
        • brand of pump
      • We will let you know when things are resolved. I'll update instructions on our connect care pump page. 
    • IGNORE THESE 6 Bullets BELOW FOR NOW: (These may be in person ideally or virtual. Please connect with the pump trainer to indicate which and why.)  Once you are on the schedule for the specific educator and specific date:
      • Right click on the gray "Individual Pump Start" in the educator schedule
      • Click X to "delete the unavailable time"
      • Refresh 
      • Double click in the available opening to book your patient.
      • Choose the name of the pump: Group..name of pump class (even though it is just one patient)  and change to 120 minutes. Proceed as usual. 
      • If time slot is green (e.g. you deleted the unavailable gray time block)  but you get a warning that you cannot book patient, refresh again. Try again. 
  4. Create a Pump Educator/Pump Trainer quick pick list for Viewing Schedules quickly Video, (2 min)
  5. Orders - requesting:
    • Create a new encounter > Documentation
    • Reason for encounter > Pump Start Orders
    • Use smartphrase .DCCCPUMPSTARTORDERS
    • Input the orders into Insulin Instructions/Pump Settings as Name:
      1. Pump Settings (brand)- Awaiting approval
      2. Pump Settings (brand) Approved– pending start (or awaiting start)
    • Communications Tab > + add endo's name > Send all notes > send at sign visit
    • Add Visit Dx, sign
  6. Orders - viewing Video (3 min).
    • If via InBasket, you will get a reply in your inbasket AND the reply will be attached to the patient chart (click once on the documentation encounter it was sent from to see your original order request, scroll down that note to "communications" and click to read the MD comments. )
    • If via fax, check Chart Review > Media (sometimes might be in Referrals by mistake) 
    • See video in the section above ORDERS: Finding pump start orders
    • Input the approved orders into Insulin Instructions > Pump Settings as Name: Pump Settings Order Approved– pending start.
  7. Pump Status (4 areas)
    • 1. Each encounter- Visit Dx: Counseling for Insulin Pump (click database lookup if needed; you can enter more than one visit Dx)
    • 2. Once only: Problem List  
      • Presence of hybrid closed-loop insulin pump system 
      • -or- Presence of Insulin Pump 
    • 3. Once only: Medication Review > Insulin Pump - name of insulin. (Search insulin pump in database lookup. Admelog, Fiasp and Trurapi have been requested, might not be there yet.)
    • 4. For IPTP: (see Image or video) 
      • Problem List  > Diabetes >Overview > Diabetes ... Amb Sf Diabetes Patient Level > Record "yes" to Alberta Health Insulin Pump Therapy Client and put date started.
    • OTHER: e.g. How to access cgm (no passwords)...consider Problem List  > Diabetes >Overview > 
  8. Pump Trainer Communications: Trainers to send notes for pump starts & day 1,2,3 FU to patient’s regular pump educator
    • Via CC
      • Communications as usual
      • Type in the pump educator’s name
      • It will default to their In Basket (as a CC’d chart) where they can read and click “Done”
    • If the regular pump educator (SHC team) is not in CC then...
      • Communications > Free Text. Fill in these 2 fields with free text:
      • Name: RRDTC DCC please put into Soprano
      • Fax Number: 403-476-9626
  9. Attachments Attach in Media Manager (video for Media Manager 2 min) as: 
    • IPTP Patient Agreement & IPTP Eligibility Form
      • Media Manager for patient
      • Under MRN, click arrow, select "Choose an Encounter" (pick the one you had or will have with patient)
      • Incoming Document = Insurance/Coverage 
      • Description (free text):  IPTP Patient Agreement -or -  IPTP Eligibility Form
    • Annual Pump Questionnaire & Annual Review Form - Clinical Document
      • Media Manager for patient
      • Under MRN, click arrow, select "Choose an Encounter"(pick the one you had or will have with patient)
      • Incoming Document = Clinical Document
      • Description (free text):  IPTP Annual Review or IPTP Annual Questionnaire 
  10. Change Visit Type to Pump Annual Review Video (1 min)
    • Appt Desk > Click on appt > below choose 'Change Appt' > Choose visit type 'Insulin Pump - Annual Review'.