From the President, April 2015

Posted on Mar 31, 2015 in President's Message | 0 comments

Junaid H. Khan, M.D.

Junaid H. Khan, M.D.

  • Please join me in thanking Administration for their generous gift to Operation Access on behalf of the Medical Staff for Doctor’s Day, March 30.
  • Physicians may use either set of elevators they wish. Administration is attempting to direct employees with equipment and food carts to use the employee elevators.
  • The response to the lunch services being moved to the Firs for Thursday Grand Rounds has been overwhelmingly positive and will now become permanent.  Special thanks to Dr. Ursi Boynton for her role in facilitating the process. There are a few requests to increase this program to other days to include other conferences. At this time we will be re-evaluating the food services options for physicians in total, including the utilization and options of the Physician Lounge on the ground floor, the Hospitalists’ work space on the second floor and other options. Please give us any suggestions. More details to follow.
  • Culture of Safety Survey will start April 1. Please take a moment to fill it out. 2014 showed a 60 percent improvement in the various metrics utilized by Leapfrog and the state to measure patient safety at Summit; a great collaborative effort between physicians, nursing and administration.
  • There will continue to be process improvement measures for EMIM with Dr. Eric Dovichi (edovichi@bicrad.com) heading up the “SWAT” Team at Summit with Dr. Linda Gordon. Please reach out to them for specific questions.
  • EPIC optimization is still a key in individual physician work flow success. If you have not already done so, make an appointment with our Liaison, Patty Fitzgibbons (FitzgiP@sutterhealth.org).

By Junaid Khan, M.D.

 

 

 

 

2015 Culture of Safety Survey

Posted on Mar 31, 2015 in Announcements | 0 comments

Each spring, Sutter Health asks employees and hospital-based physicians to provide feedback on the Culture of Safety in our organization.   In 2014, we had outstanding patient safety achievements — including recognition from Leapfrog and HealthGrades — thanks to the dedication and commitment of our staff and physicians.

The medical center is hoping the work we’ve done relative to patient safety will be positively reflected by your teams again this year. On April 1, the hospital-based physicians will receive an email invitation to complete the Hospital Survey on Patient Safety Culture for Alta Bates Summit Medical Center. including instruction on how to access the survey.

The survey will be available online the first three weeks of April, is entirely confidential and takes about 10 minutes to complete.

We have received awards and accolades, in large part, because of the outstanding care our physicians provide to our patients. Our doctors are committed to the success of our medical  center and to ensuring our patients have a safe journey under our care. Each doctor is an excellent proponent of patient safety.

We have accomplished so much through our patient safety program and there is more to do. The medical center asks hospital-based physicians to participate in and reflect our achievements on the survey.  The input of our physicians will help us in this effort.

By Holly Colin
Risk Management

 

2014 Patient Safety Achievements

Posted on Mar 31, 2015 in Announcements | 0 comments

Alta Bates Summit Medical Center is committed to patient safety and to the goal that no patient will be harmed as a result of medical error. In 2014, we had remarkable patient safety achievements, thanks to the dedication and commitment of our staff and physicians:

  • Leapfrog (top hospital — AB campus, “A” hospital rating — both campuses).
  • HealthGrades (top distinguished hospital — Summit campus).
  • Reduced reported adverse events from 2013 to 2014 by 60 percent and pressure ulcers by 44 percent and was below the Sutter rate and the lowest in the East Bay region.
  • Falls rate on all campuses is on the decrease and is below the CALNOC benchmark (a California nursing quality organization).
  • Medication error rate continues to decline and has been on a downward trend since 2nd quarter, 2013.

ABSMC also received top recognition for quality and patient safety from:

  • U.S. News and World Report
  • American Heart Association
  • National Surgical Quality Improvement Project

We should all be proud of the tremendous work in quality and patient safety being done throughout the medical center. We celebrate our nurses, staff and physicians in their continuing efforts to provide safe and excellent care to our patients.

By Holly Colin
Risk Management

 

Sutter EHR Allows Clinician Access to Patient Medical Records From Other EPIC Users

Posted on Mar 31, 2015 in EHR Updates | 0 comments

A Sutter EHR module called Care Everywhere allows clinicians to electronically access patient medical records from other health care organizations that use EPIC.

Care Everywhere can provide access to records for shared patients who have received care at health care organizations that use Epic EHR, including Kaiser, UCSF, Stanford, UC Davis, John Muir, Washington Hospital, CVS Minute Clinics and UCSF Benioff Children’s Hospital Oakland.

“This is a powerful tool with value across the Sutter organization, from clinicians to support services staff,” says Louis Wu, M.D., medical director, East Bay Physicians Medical Group.

The Care Everywhere section displays in navigators for face-to-face encounters, which allows clerical or clinical staff to request electronic access to external medical records.

“Patients don’t have to remember whether they had the measles vaccine or whether they’re allergic to penicillin,” Wu says. “And we can get detailed information directly from lab reports and other technical documents.”

The Care Everywhere activity tab displays for patients who have had their Sutter Health record linked to their electronic record at one or more external organizations. This tab provides view access to downloaded information organized in a consistent and familiar manner.

“Support services staff can use Care Everywhere to follow up on care received by patients referred to Children’s or UCSF,” Wu adds.

Users can access Care Everywhere from active face-to-face patient encounters, including patient registration/arrival or treatment:

  • Queries may be performed by registration/reception staff and/or by clinical staff, however downloaded clinical information can only be viewed by clinical and Medical Records / Health Information Management staff.
  • External patient records may be linked and accessed via Care Everywhere only after the patient completes an Authorization for the Release of Health Information required by the source organization.
  • Authorization forms completed at Sutter Health on behalf of the source organization will be scanned and stored in the Sutter Health medical record and made available to the source organization upon request.

EPIC is working on Interoperability with other EHR providers.

By Liz Agnello
Writer and Publications Coordinator
Sutter Health East Bay Region

Welcome, New Physicians

Posted on Mar 31, 2015 in New Physicians | 0 comments

Please welcome the physicians who joined our staff in March.

Joshua Kayman, M.D.
Psychiatry
2001 Dwight Way
Berkeley, CA. 94704
510-204-4635

Joshua Kravetz, D.O.
Emergency Medicine
2000 Crow Canyon Place. Suite 260
San Ramon, CA. 94583
925-962-1800

From Medical Staff Services

From the President, March 2015

Posted on Mar 3, 2015 in President's Message | 0 comments

 

Junaid H. Khan, M.D.

Junaid H. Khan, M.D.

  • The Volunteer Shadowing Program has started. Thank you to all the physicians who have agreed to allow our excellent volunteers to shadow them. The volunteers have done 200 hours of service to the hospital before they are eligible for this program.
  • The acute rehab portion of the patient care pavilion is operational.
  • HIM (medical records) will gradually increase suspensions from the top 10 offenders to all delinquent records over the next few months to be complaint with Medical Staff Rules and Regulations.
  • EMIM issues appear to be improving. Please let Dr. Linda Gordon know if your imaging needs are not being met.
  • Doctor‘s Day is March 30 and Administration will make a charitable contribution on our behalf to Operation Access.
  • Dr. David Chang has been elected Chair of Orthopedics. Dr. Basil Alwattar has been elected Vice Chair of Orthopedics.
  • EHR op-time is on track to go live in August 2015 in the Operating Room.
  • The physician satisfaction survey revealed significant opportunities for improvement. Summit scores were the lowest in the Sutter system. Scores for the hospitalists were at the lowest level ever recorded. Dr. Steve O’Brien will be working with the various departments to address issues that were raised.

By Junaid Khan, M.D.

 

 

 

 

E H R: Tips and Timesavers

Posted on Mar 3, 2015 in EHR Updates | 0 comments

Co-sign Orders.  Verbal orders must be signed within 48 hours. In the paper chart, these verbal orders were on the infamous “green sheets,” and were marked for signing. In the EHR world, you get an alert upon signing in: “Jump to In-basket.” Although there may be many items in your In basket, signing of your verbal orders is very time sensitive for the Medical Staff to stay compliant.

Additionally, you could help your colleagues and the hospital by signing all verbal orders for your patient, even if not ordered by you. You would do this by going to the Manage Orders Activity (on the left hand side), and then clicking the “Cosign” tab (on the top of the screen). You can access all verbal orders for the patient in this tab. Please consider this as part of your daily workflow.

Transfusion Consent. How do you document consent for transfusions? The workflow for ordering transfusions is challenging, at best. Because it is a combination of orders and documentation, the ordering provider has to document in numerous places.

In addition to placing the order for a transfusion (usually via the transfusion order set), you should also document that the patient has given consent, and has been given the Paul Gann materials. A system SmartPhrase has been created “.INFTransfusion.” You can type this into any part of your note and the proper verbiage for transfusion consent will be added.

Too many mouse clicks? Can’t always remember what an order is named? Find yourself typing the same discharge instructions and wonder if there isn’t a better way? Now that we have been live on the EHR for almost two years, it may be a good time to revisit some of the SMART TOOLS in our EHR and fine tune them.

Patty Fitzgibbons has teamed with two of our system trainers to hold refresher classes to help anyone interested update the use Smart Phrases, Smart Links, Smart Lists, Multiple Versions of Order Sets, Preference Lists and In Basket Tips and Tricks.  Her schedule is:

  • March 24             7 a.m.-2 p.m.          Nursing Administration Conference Room
  • April 28                7 a.m.-2 p.m.          Nursing Administration Conference Room

Reservations are for one hour blocks of time. Drop-ins are welcome, but priority will be given to those with a reservation.  To schedule a personalized session, please contact Patty Fitzgibbons at 510-325-9618.

Do you find the EHR navigator page just too busy with a lot of Activity Buttons you never use? Over the next few months we will continue to roll out new Specialty Navigators designed to better meet the needs of individual specialties and minimize the clutter on the navigator page. The updated schedule for rolling these out is:

DEPARTMENT GO LIVE DATE
Peds, Newborn, NICU March 10
General Surgery and Urgent Care March 10
Ortho, Podiatry, Plastic Surgery April 7
Cardiology and CT Surgery April 7 (or May 12)
Infectious Disease, GI, Rheumatology May 12

 

Presentations will be made at Department meetings, and training materials will be made available. Contact Patty Fitzgibbons at FitzgiP@Sutterhealth.org, or 510-325-9618 for additional information.

By Michael Kim, M.D.                                  

Kudos to Physicians With Excellent Verbal Order Signing Compliance

Posted on Mar 3, 2015 in Announcements | 0 comments

These physicians have a high volume of verbal orders (20+ orders) and a 90 percent or higher compliance rate for signing their orders within 48 hours.

Thanks for a job well done!

Physicians

  • Stanten, Steven 100%
  • Gunawardane, Manjula  100%
  • Valand, Ronack 100%
  • Marquis, Kimberly  98%
  • Green, Robert 97%
  • Moorstein, Bruce 96%
  • Shroff, Yoshita  96%
  • Lin, Ludwig 95%
  • Khan, Junaid 94%
  • Manjuck, Janice 94%
  • Phelps, Roger  94%
  • Rivera, Alvin 93%
  • Sharma, Kanika 93%
  • Wong, Christine 93%
  • Kao, Susan 92%
  • Munzni, Kalpna  92%
  • Cohn, Jennifer 92%
  • Aplyn, Monika  90%

Departments/Services

  • Emergency Medicine 98%
  • Cardiovascular Surgery 93%
  • Anesthesia 92%
  • Vascular Surgery 92%

By Junaid Khan, M.D.

 

Update: Delinquent Medical Records Suspension or How to Avoid Suspension for Delinquent Medical Records

Posted on Mar 3, 2015 in Announcements | 0 comments

Current: Suspension Process

  • Only top 10 physicians with most delinquent records are considered for suspension each week
  • Suspension occurs at approximately 12:00 noon every Thursday
  • Courtesy calls are made 3-4 times a week, starting on the Monday prior to suspension day
  • 3 notification letters are sent to your current notification preference  (same as below), starting on the Monday the week prior to suspension week
  • Notify leadership via email 3-4 times a week
  • 100% of all delinquent records validated by HIM before suspension occurs
  • Suspension list is posted on hospital intranet site.  The suspension list is updated as changes occur
  • Not currently suspending for interval H&P notes and CDI /Coding queries
  • Failure to respond within timeframes specified in notification letters will result in suspension of the following hospital privileges, pending full compliance
  • Admitting / Attending privileges for elective and emergency admissions
  • Scheduling new surgeries or perform previously scheduled elective surgeries
  • Suspended physicians can continue to care for their current patients including:  documenting in the chart, signing records, giving orders and can continue as members as the treatment team
  • Extending privileges:  A physician whose privileges have been suspended may be granted an extension if approved by their Department Chair or Chief of Staff

 Future State: Suspension Overview

  • Incremental increases by 25% per month leading to full suspension to include MD, PA and NP implemented by June 2015
  • Suspension occurs at approximately 12:00 noon every Thursday
  • 1 Courtesy call will be made to physicians between Tues-Thurs if on track for suspension
  • 100% review of document / dictate delinquent deficiencies only validated by HIM before suspension
  • Notify leadership via email on Wednesday informing of proposed suspension list for Thursday at noon
  • Notify leadership via email on Thursday information of confirmed suspension list
  • Suspension list is posted on hospital intranet site.  The suspension list is updated as changes occur
  • No suspension for Interval H&P and CDI / Coding queries
  • Notification Preference memo will be sent out from Medical Staff Office via email
  • 3 Notification letters will be sent to your notification preference
  • First Notification Letter-  Monday-  sent to providers with deficient but not delinquent medical records.  If records are not completed by the following Monday
  • Second Notification Letter is sent for Thursday suspension
  • Suspension Notification Letter sent at noon on Thursday  if delinquent records are not completed
  • Failure to respond within timeframes specified in notification letters will result in suspension of the following hospital privileges, pending full compliance
  • Admitting / Attending privileges for elective and emergency admissions
  • Scheduling new surgeries or perform previously scheduled elective surgeries
  • Suspended physicians can continue to care for their current patients including:  documenting in the chart, signing records, giving orders and can continue as members as the treatment team
  • Extending privileges:  A physician whose privileges have been suspended may be granted an extension if approved by their Department Chair or Chief of Staff

Suspension Tips 

  • Clear your In basket by Thursday morning at the latest
  • Read the deficiency messages:  A deficiency asking you to document may be just for missing criteria or interval  H&P note
  • Complete your interval H&P note directly in Sutter EHR
  • Complete your documentation under the correct note navigators

 Duplicate Record Information

  • Clinicians now have the ability to mark a record for merge.  Please follow-up with Patty Fitzgibbons for training
  • Notify nurse of duplicate record.  Communicate if merge is needed urgently
  • Nursing informs Patient Access or HIM to mark record for merge. Nurse Supervisor can also mark record for merge if urgent.
  • After-hours urgent merge requests are to be emailed to *S3-HIM MERGE@sutterhealth.org. A direct line is also being established.
  • This information has been sent to Nursing Administration, Patient Access and HIM

By Alissa Stinn
Manager, Health Information Management

 

 

 

 

 

Doctor’s Day Celebration: March 30th

Posted on Mar 3, 2015 in Events | 0 comments

SAVE THE DATE

2015 Doctor’s Day Celebration

Monday, March 30, 2015

Breakfast & Lunch

Medical Staff Lounge – Ground Floor

(Invitation to Follow)