Message from the President – October 2018

Posted on Oct 2, 2018 in President's Message | 0 comments

On Saturday, September 15th, Dr. Jo Shapiro from Brigham and Women’s Hospital in Boston, trained 24 of our physicians in Peer Support. We learned about physician burnout, just culture, and most importantly coping and recovering after an adverse event or medical error. Unfortunately, many of us have been involved in an adverse patient outcome or an event that has harmed a patient. We are human, and regrettably, we are not error-free in our actions, despite the fact that many of us are perfectionists, holding ourselves to an extremely high standard. What organizations aim to do is create systems that catch errors before they reach a patient, before the error causes harm. We aim to be harm free. However, unfortunately, this does not always happen.

Being involved in an adverse event or medical error may cause significant emotional distress. We may experience shame, self-doubt, decreased self-worth, increased anxiety about a future event, fear, anger, sleep disturbances, and obsessive rumination about the event. A professional culture of blame, shame, and silence can cause isolation. Dr. Shapiro shared a study demonstrating that after a medical error, 30 percent of physicians experienced a negative impact on their work performance, personal life, or colleague relationships. After a medical error, there also is a higher risk of burnout, and burnout leads to a higher risk of medical errors.

So what can we do? First, all of the above feelings we experience when faced with an adverse event or medical error are normal. We need to be able to speak to our emotions in order to heal. Debriefings are often not an effective space for physicians discuss errors as we often act as team cheerleader. Also, physicians are viewed as a team leader and often do not feel comfortable disclosing these types of emotions to the team. As physicians, many of us feel a stigma to reaching out for help. We also may feel we lack time. However, in a study, 88 percent of physicians would like to have support from a physician colleague, someone who can more deeply appreciate what we experience. A Peer Supporter. We as physicians deserve self-care and support. This will help us to heal ourselves and get us back to what we do best, heal others.

There are many next steps to fully implement our Peer Support Program, now that we are trained. We plan to link our systems that learn about adverse events to Peer Support and have automatic triggers where we will send an email or make a phone call to check in and see how you are doing. Also, if you or another physician is in need of Peer Support, for any reason, we will establish an email and telephone line where you can leave a message and someone will reach out to you or your colleague.

Peer Support is not linked to Peer Review or a root cause analysis. It also is not a legal discussion about a case. It is gift of compassionate listening from a colleague. The conversation is confidential. Also, if you do not want to talk about an event, there is no pressure to discuss. We are here if you change your mind.

More to come as our program develops!

Take care and be well,

Jill Kacher Cobb, MD
President, Summit Medical Staff, Alta Bates Summit Medical Center

Be Survey Ready

Posted on Oct 2, 2018 in Health Information Management | 0 comments

Be survey ready…Make Verbal/Telephone Orders a high priority!

Continue to focus on your department and individual compliance to ensure all VO/TO orders are signed within 48 hours.

Summit Transcription Reminders when dictating:

To help facilitate the transcription getting to the patient chart timely, please follow the instructions below consistently.

  1. Enter your facility code: 77 for Summit
  2. Enter your dictation speaker code
  3. Enter your work type
  4. Enter the patient’s MRN
  5. Press 2 to begin dictating
  6. Begin the dictation with
  • Your name
  • Patient name and spelling
  • Patient DOB
  • Patient MRN
  • Work type
  • Any CC’s. Full provider name
  1. Please only STAT the dictated report if needed for urgent patient care

Immediate Post Op Progress Note Compliance:

Our compliance has dropped for Immediate Post Op Progress Notes completion.  We are currently at 84% (Goal = 95% completion of post-op note before patient’s transfer to next level of care)

  • If Operative report is not completed immediately, an Immediate Post OP Progress note is required to be completed and signed in the patient chart before the patient is transferred to the next level of care.

Alisa Stinn, RHIT
Health Information Manager
Sutter Health
Alta Bates Summit Medical Center
Summit-Ashby-CCC Herrick
510-869-8741 | Direct
510-869-8856 | Fax
510-381-5181 | Mobile
stinnal@sutterhealth.org

 

Quick Tips for Verbal and Telephone Orders

Posted on Oct 2, 2018 in Health Information Management | 0 comments

Please remember to sign your Verbal/Telephone Orders. Our Medical Staff Rules and Regulations state that Verbal and Telephone Orders must be signed within 48 hours.

Right now, we are well below the 90% mark and at risk for citation by regulatory agencies. Please do your part and sign your orders ASAP.

Below are some handy tips:

  1. Hardwire signing your Verbal/Telephone Orders. Make signing deficiencies the first and last thing you do daily.
  2. Sign ALL Verbal/Telephone orders including Discontinued and Canceled orders.
  3. Work with your group to sign orders for each other. Inform your team when going off service and ask that your orders be signed. Patty Fitzgibbons will work with you and your group to make it easy to sign each other’s verbal orders.
  4. Inform Health Information Management when going on vacation so deficiencies can be placed on hold while you are out.

In order to place a hold on any potential medical record deficiencies, you have 3 options:

  1. Call the local HIM/Medical Records Department, Chart Completion Team at Summit: 510-869-6545, option 2 (Summit Campus only).
  2. Call or email the S3 physician line (Summit and/or Alta Bates Campus) 855-398-1641, Option 1, or email S3Chart CompletionTeam@Sutterhealth.org.
  3. Call or email the HIM Manager (Summit and/or Alta Bates Campus) Summit: 510-869-8741, or Email Stinnal@sutterhealth.org.

If there is a workflow issue we can assist with, please contact Patty Fitzgibbons, Physician Liaison, at 510-869-8339 (office) or 510-325-9618 (cell) or by email fitzp@sutterhealth.org.

 

 

Cosigning Verbal Orders – Setting Email Reminders

Verbal Order Email Reminder

Providers are able to receive email reminders when there are verbal orders in their In Baskets.  This requires a modification to the In Basket Settings.


  1. Click on In Basket from the main menu in EPIC.
  2. Click on Settings
  3. Click on Reminder Email
  4. Click the box to the left of “Subscribe with email address and,
    in the field to the right, type your email address
  5. Enter the Message Type “Verbal Order Cosign”
  6. Enter the Outstanding Days to the right of the Message Type

 

For assistance, please contact your EHR Physician Liaison, Patty Fitzgibbons, at 510-325-9618.

Thank you!

Quick Tips Cosigning Verbal Orders

Posted on Oct 2, 2018 in Health Information Management | 0 comments

 

 

For Same Day procedures, I recommend this method (before your leave the hospital) for 100% compliance! 

 MANAGE ORDERS

  1. Open the patient’s chart and select “Manage Orders” button.
  2. In the table of contents click “Cosign Orders.
  3. Click “Sign All Orders” to sign all the verbal orders.
  4. Click “Sign Section” or
  5. Use the “Sign” button for the individual order.This method will also allow you to cosign for other providers, i.e., the proceduralist or anesthesiologist.

 

For Inpatient/Overnight stays, doing this method 1X per day will keep you at 100% compliance!

 IN BASKET

  1. Click on the In Basket icon on the header bar
  2. Click the “x Chart Completion” folder.
  3. Single click on Cosign Needed message and the order details
    will appear to the right or below the message.
  4. Click the “Sign” hyperlink to the right on the order to sign

individual orders.

  1. Click the “Sign” button above the message to sign all the
    orders at once.

F. Click the “Refresh” button and the messages will drop off your
message list immediately.

PATIENT LISTS

This method requires you to have the “Cosign Ord” column in your patient list.  For assistance to update your list, contact Patty Fitzgibbons at 510-325-9618.

 This is great for docs who have multiple patients, i.e., hospitalists, intensivists.  It is also great for docs who are part of a group because providers can cosign for each other.

  1. Click on your MyPatient List and single click on a patient.
  2. Click on the “Cosign Ord” header.
  3. Click on the Cosign Orders Report.
  4. Click to Sign Section.

 

This method allows you to cosign orders on multiple charts in a very short period of time.  Providers can cosign for other docs in their groups. 

 

For assistance, please contact your EHR Physician Liaison, Patty Fitzgibbons, at 510-325-9618.

Thank you!

 

Workplace Violence Prevention – Jerry Kozai, CEO ABSMC

Posted on Oct 2, 2018 in Announcements | 0 comments

Jerry Kozai with Anne Kirkpatrick, Oakland Chief of Police

To address the serious issue of workplace violence incidents occurring in our Emergency Department and other areas of our facilities, members of our executive leadership have formed a workplace violence steering committee. That committee includes Rose Calhan, COO, Denise Navellier, CNE, and administrative management in cooperation with our security, risk and safety teams.

The purpose of the committee is to assess incidents and evaluate security risks, so that we can develop a strategy to help prevent workplace violence. Providing a safe environment for our patients, physicians and employees is a top priority for the committee—and for the entire executive leadership team. Because our goal is always to prevent violence before it occurs, the committee has also:

  • Added security shift supervisors at our campuses on all shifts to increase accountability and response time.
  • Worked to strengthen our existing relationship with law enforcement agencies to help them provide better support to our organization. In addition to the Neighborhood Resource Center collaboration with the Oakland Police Department, we are looking to create a similar partnership with the Berkeley Police Department.
  • Recommended that key violence prevention tools like Risk for Violence Assessments and signage be implemented campus wide.

Reporting Workplace Violence

  • Reporting work place violence is crucial. If you have a security concern for patients, physicians or employees, please call the house supervisor.
  • We encourage all our employees to be our eyes and ears to report safety issues.
  • Please continue to report workplace violence in MIDAS and inform your supervisor.

Our top priority is to create a safe environment for our patients, physicians and employees. If you have specific concerns or ideas on how to improve the safety of our workplace, please talk to your manager. Our leadership team values your feedback and we’ll continue to update you on our progress.

 

2018 ABSMC Health Fairs

Posted on Oct 2, 2018 in Uncategorized | 0 comments

 

 

 

 

Alta Bates Summit Medical Center – Summit 350 Hawthorne Ave, Oakland

DATE TIME ROOM
10/12 6:00 am – 6:00 pm Providence Pavilion 3100 Summit St. Redwood Room – Flu & TB
10/15 6:00 am – 6:00 pm Providence Pavilion 3100 Summit St. Redwood Room – Flu & TB
10/16 6:00 am – 6:00 pm Providence Pavilion 3100 Summit St. Redwood Room – Flu & TB
10/18 6:00 am – 6:00 pm Employee Health: 3232 Elm St. Ste. A – TB Reading Only

Alta Bates Summit Medical Center – Alta Bates 2450 Ashby Ave, Berkeley

DATE TIME ROOM
10/19 6:00 am – 6:00 pm Auditoriums 3, 5, 6, & 7- Flu & TB
10/22 6:00 am – 6:00 pm Auditoriums 3, 5, 6, & 7- Flu & TB
10/23 6:00 am – 6:00 pm Auditoriums 3, 5, 6, & 7- Flu & TB
10/25 6:00 am – 6:00 pm Conference Room 1 – TB Reading Only

Alta Bates Summit Medical Center – Herrick 2001 Dwight Way, Berkeley

DATE TIME ROOM
10/26 6:00 am – 6:00 pm Maffly, CC Conf. & CC Meeting Room- Flu & TB
10/29 6:00 am – 6:00 pm Maffly, CC Conf. & CC Meeting Room- Flu & TB
10/30 6:00 am – 6:00 pm Maffly, CC Conf. & CC Meeting Room- Flu & TB
11/01 6:00 am – 6:00 pm CC Conference Room – TB Reading Only

 

EPIC Upgrade – November 11, 2018

Posted on Oct 2, 2018 in EHR Updates | 0 comments

Please be aware of upcoming changes coming on November 11th.  A System Notice will be sent to the sent by email.  There will also be printed materials available in the Doctor’s Cafeteria and Surgery Lounge.  Highlights of the upgrades are below:

Emergency Department

  • Customize your ED Track Board
  • Hide Rarely Used Toolbar Buttons
  • ED Provider Charting – Finish Up Fast (complete charting from the track board and avoid In Basket Messages)
  • Receive Notifications for Specific Order Results
  • Delete SmartBlocks from Notes

Inpatient Changes

  • Documenting Transgender, Intersex, and Nonbinary Patients – more options for documentation
  • Better Support for Patient Preferred Names in EPIC
  • New Layout for Notes Activity
  • New Layout for Order Reconciliation
  • Preview the AVS during Discharge Medication Reconciliation
  • Turn Group of Orders into a User Order Panel
  • User SmartLists Give All Users the Power of the Smartlist Editor
  • Document and Visualize LDAs on an Avatar
  • See Trends in Wound Healing from the LDA Avatar

Anesthesia Optime

  • Quality Dashboards for medical directors in the OR
  • Updated Formatting for Viewing Labs
  • Review Imaging Results in Pre-procedure
  • Track Estimated Volumes for Orders in Non-Duplicable Infusion Groups
  • Anesthesia Record Report – New Format
  • Automatically Record Stopped Actions for Intraprocedure Blood Boluses
  • Document Meds for Anesthesia Procedures in Notes – You can now enter medications in your procedure notes
  • Surgeon Scorecard Dashboard – to track performance for core surgical metrics over the previous month

Patty Fitzgibbons
EHR Physician Liaison, ABSMC

 

Sutter Community Connect

Posted on Oct 2, 2018 in Committee Briefings | 0 comments

 

 

MACRA – You’re in charge
SCC can connect you!

CMS has awarded a contract to Health Services Advisory Group (HSAG) to support small practices of 15 or fewer eligible clinicians and solo practitioners, and rural practices with no-cost technical assistance for the QPP.

HSAG can help your practice understand, navigate and successfully implement the Quality Payment Program (QPP). This assistance will be available for all MIPS-eligible clinicians who are not participating in an Advanced Alternate Payment Model or are enrolled in a Practice Transformation Network (PTN).

To further connect practices, Sutter Community Connect (SCC) has arranged to form the “SCC cohort” with HSAG in order to assist small SCC practices that wish to use HSAG’s personalized services.

 SCC provides the software tools, system integration, clinical connectivity and support an independent provider needs to deliver quality health care efficiently.

Contact Larraine Ewing at (510) 590-1241 or via email at EwingL@sutterhealth.org for more information on SCC, HSAG, and how we can support your practice with 2018 MIPS requirements.

Welcome New Providers – October 2018

Posted on Oct 2, 2018 in New Physicians | 0 comments

Peter A. Kierstead, MD
Pulmonary Diseases
East Bay Regional Critical Care
411 30th St., Ste. 314
Oakland, CA  94609
(510) 465-6800

Nadya Kondrashov, MD
Obstetrics and Gynecology
Sutter East Bay Medical Group
2500 Milvia St.
Berkeley, CA  94704
(510) 204-5600

Claire H. Lyons, MD
Emergency Medicine
Berkeley Emergency Medical Group
2450 Ashby Ave.
Emergency Department
Berkeley, CA  94705
(510) 204-4723

Benjamin T. Tsai, MD
Hospitalist, Medical
Sutter East Bay Medical Foundation
350 Hawthorne Ave., Room 2346
Oakland, CA  94609
(510) 869-6883

Rani Y. Upadhyay, MD
Interventional Cardiology
Cardiovascular Consultants Medical Group Inc
365 Hawthorne Ave., Ste. 201
Oakland, CA  94609-3114
(510) 452-1345

Naveen Yadav, MD
Urology
Sutter East Bay Medical Group – Urology
350 30th St., Suite 100
Oakland, CA  94609-3422
(510) 204-8168

From the Medical Staff Office

 

Alta Bates Summit Physicians & Pediatric Cancer Patients Take the Field at Oakland A’s Game

Posted on Sep 6, 2018 in Uncategorized | 0 comments

Dr. Christine Chung and Dr. Sravana Chennupati took part in the pre-game festivities.

Dr. Christine Chung with our pediatric cancer patients.

On September 1, the Alta Bates Summit Comprehensive Cancer and the Oakland Athletics partnered to support Stand Up To Cancer, a Major League Baseball initiative to commemorate Childhood Cancer Awareness Month. All Major League players, coaches, and umpires wore gold-ribbon decals and wristbands to further promote awareness for childhood cancer, which is the leading cause of death by disease in children aged 15 and under in the United States.

The Comprehensive Cancer Center is proud to be the only provider of advanced radiation treatment for kids in the East Bay and the Oakland A’s went above and beyond to treat our patients and their families to a special pre-game experience. More than a dozen children were escorted onto the baseball field for batting practice and then lined up with A’s and Seattle Mariners players for the national anthem. Alta Bates Summit radiation oncologists Dr. Sravana Chennupati and Dr. Christine Chung also took part in the pre-game event and Dr. Chung threw out the ceremonial first pitch.

“It takes a collaborative effort to provide academic level care in a community hospital setting and we’re proud to be able to offer high quality care to young patients close to their homes,” says Dr. Chennupati. “Our entire team of nurses, therapists and staff members take really great care of these families and it was very special to see so many smiles at the game.”

All of the patients that attended the game also received a free replica Oakland Athletics jersey, gift bag and all the families sat in the same section of the stadium with the Comprehensive Cancer Center employees and physicians. Arrangements are also being made to ensure that patients that were unable to come to the game will also get an A’s jersey.

“The families were extremely touched when they were invited to the game,” says Donna Russell, RN, nurse manger, Alta Bates Summit Comprehensive Cancer Services. “A few of our parents cried and remarked that they never had a chance to do special things like this and our team was building a memory for the entire family. This truly is magical on so many levels.”

Thank you to the Oakland A’s and our Comprehensive Cancer Center employees and physicians for their love and support of our pediatric cancer patients!