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Referral Tracking: PCMH 5 Element B Factor 8 - Level 3 2014 Standards

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Last Post by vjones 7 years ago

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pdangelo

(@pdangelo)

Posts: 140

Estimable Member

Topic starter

We are working on trying to attest to Level 3 PCMH under 2014 Accreditation standards using CPS 12.2. One of the critical elements is PCMH 5, Element B, Factor 8. If we do not meet this specific measure, we do not qualify - even if we meet all other measures (there are a ton of them!).

Anyway, the measure in question requires "A tracking report (which) includes the date when a referral was initiated and the timing indicated for receiving the report. If the specialist does not send a report, the practice contacts the specialist's office and documents its effort to retrieve the report in a log or an electronic system."

Currently we print a list of outstanding orders (including labs and referrals) and follow up on them. However, they require the referral tracking report to show the timing indicated for receiving the report.

Perhaps there is a different report that meets this requirement, and we are just not aware of it? Any report advice, workflow suggestions, and/or other help would be greatly appreciated! Thank you!

Posted : June 21, 2017 8:16 am

acantu

(@acantu)

Posts: 722

Prominent Member

Hi Patricia,
sorry, I do not think that is possible in Centricity. I however have a program that many office use to meet meaningful plus making Referral tracking a lot easier. You can see information about it here:

Referral Dashboard

If you have any questions, please feel free to contact me at anytime.

Arnold J Cantu, MSIT
MedCode
559-301-1875
[email protected]

Posted : June 21, 2017 9:00 am

joeg1962

(@joeg1962)

Posts: 843

Noble Member

We use a report that looks through Logician to find the doctor orders for specific referrals, and lists them out (looking back over prior six months). Because many of our patients are seen elsewhere in Tufts Medical Center, we receive notification and information directly posted into Logician.

The report then analyzes the referral to determine the Tufts Dept that would have completed the order (Endo, Oncology, Cardio, ...) and looks to see if another document exists in Logician >= that original order date from the specific department.

Below is a small sample of the output of the report. And below that is the report I use.

Ref110 Referral Order Tracking

Posted : June 22, 2017 12:41 am

vjones

(@vjones)

Posts: 17

Eminent Member

If I recall correctly, the objective/measure does call for a report, but the report only has to show a certain # of days of data, or a certain volme of data. Additionally, the report does not 'require' that it be generated electronically by the EHR or Referral tracking program. You can run a report, and just add the missing information to the report.

If you provide a documented policy/procedure outlining how your staff are managing the referrals to ensure the 'loop' is closed in a timely manner, that information will support your report.

For the report, you can generate the best fitting option you have, export it to excel and add/omit columns to support the information in your policy/procedure. Then, you just have someone manually data mine to collect the date the loop was closed and the action (report faxed/mailed, etc).

The data mining is time consuming, but you only need to do it for the specified time period/volume indicated in the guidelines.

I have completed both full recognition and renewals over the past several years, and our practice is both PCMH and PCSP Level 3 recognized. I am happy to share our submission documentation for reference if you would like.

Vikki Jones

[email protected]

Posted : June 22, 2017 1:02 am

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