Reducing Misdirected Lab Results

Background Issue

The lab results at EMR Clinics may be misdirected due to incorrect or out of date Clinician information at the Labs. 

• Clinicians may work at multiple clinics
• Some clinics have one address with many sub-clinics within it.
• This can be very confusing for the labs, and the clinic admin staff may not be providing consistent and fulsome information for the labs to differentiate between these clinics.

Project - Lab and Clinician Clean up

1. We worked with labs, Excelleris, and Transcription Services to determine what information they had for each clinic and the associated clinicians ordering and receiving results and reports.
2. We worked with clinic managers to confirm accurate information of their clinic and clinicians, C#, etc. and provided to the appropriate systems.

Lab and Clinician Maintenance - Standard Form

We developed a standard form that a CSC or Clinician could access within Profile EMR.  The instructions are outlined in the Zendesk article here:
https://imitspccs.zendesk.com/hc/en-us/articles/360054759312-Set-up-Clinicians-to-Receive-Labs-Transcriptions-in-EMR

• The form will automatically pull the Clinic name, C#, Excelleris ID and details based on the POS the user is logged in to.
• The Clinician must be selected from the EMR, and the MSP# will auto-populate
• One form must be sent to all of the lab, transcription, and Excelleris systems; with instructions for sending at the bottom of the form.
• The form is used to add, update, or remove a clinician.

Please note:  a clinician must complete an Acceptable Use Authorization form and send to Excelleris.  This provides Excelleris authorization to send results electronically to Profile EMR, and needs to be done once and not for every clinic worked at in Profile EMR.

Locums

Locums are not typically set up this way because the locum is ordering “on behalf of” another clinician.  The regular clinician will be the one to receive the results and sign off on them.  If, however, a locum is working on behalf of clinician for a long duration (e.g. over six months), it may make sense to set up the clinician as a regular clinician at that POS to receive the results directly.  This decision is made by the manager of the clinic.

Validating if a clinician is set up with Labs

All contact information is at the bottom of the standard form accessible in Profile EMR using “Admin Forms” icon.

Life Labs

Call 604-431-7206 or email [e-mail] with the clinic Name, address, and C# (Life Labs has a 4-digit C#)

PHSA Labs (LM Labs)

Call 604-707-2827 or email [e-mail] with the clinic Name, address, and C# (PHSA Labs has a 5-digit C#)

Excelleris

Check the excel spreadsheet list of all clinicians at each of the Profile EMR clinics.  This is provided by Excelleris upon request (see further information below).

• The most recent Excelleris Downloads are stored in this location on the network:
  \\vch.ca\departments\PCAC_EMR\01 - PCCEMR\03-Guidelines & Tipsheets\08 - Labs and Excelleris
• If the clinician is not on the list, contact Excelleris as the list may be out of date. Include Clinic Excelleris ID, name of clinician and MSP #
  Call 604-658-2121 or email: [e-mail]

To request list of clinicians at all EMR Clinics (from Excelleris)

In the past, this request was done as needed (i.e. every four months or so).

• Send an email to Excelleris requesting a list of clinicians at all the Profile EMR Clinics.
  • To: [e-mail]
    CC: [e-mail] 
  • Attach: Provide a list of all Profile EMR Clinics, along with Excelleris ID.  This list is stored in this folder (and should be updated when clinics are added / removed): 
    \\vch.ca\departments\PCAC_EMR\01 - PCCEMR\03-Guidelines & Tipsheets\08 - Labs and Excelleris 
    
    
• Once the list is received, please store in the above folder for all to use when needed.

Transcription Services

Call 604-806-9696 or email: [e-mail] with the clinician name and MSP#.  Please note: Transcription services can only assign a clinician to one clinic to receive transcription reports; so the clinician should confirm which clinic this should be.