SOP: EPIC Workflow for Beaumont-Corwell

Objective

To provide a clear and concise step-by-step guide for team members to effectively navigate and utilize the EPIC system at Beaumont-Corwell for patient management, including logging in, placing orders, and reviewing patient charts.

Key Steps

Login to EPIC:

Access the EPIC portal via bhapps.beaumont.org or through the Citrix app.
Complete two-step authentication.
Select the EPIC production option to launch EPIC Hyperspace.
Enter your username and email, and select the appropriate department (commonly "BH Internal Med Provider").

Set Up Your Workspace:

Customize your toolbar by clicking the star icon to prioritize important tabs like “In Basket,” “Patient Look Up,” and “Orders Only.”
Ensure the “Orders Only” tab is open to facilitate order entry.

Manage Patient Information:

Access the patient’s chart and ensure the snapshot is visible. If not, add it by navigating to "More" > "Snapshot."
Mark important information as “important” to keep it easily accessible.

Review Patient Charts:

Focus on key sections such as labs, imaging, and cardiology.
Access health insurance information through the “Media” section for prior authorizations.
Regularly check the PDMP (Prescription Drug Monitoring Program) for controlled substance reporting.

Placing Orders:

In the “Orders Only” section, search for the necessary orders and associate them with the patient.
Use the “Review Orders” feature to edit or pin frequently used orders for easier access in the future.

Accessing Labs and Imaging:

For lab results, highlight the desired tests and create a lab flow sheet to identify abnormalities.
For imaging, use the Intel Connect PAX to view x-ray results if they do not appear automatically.

Creating Smart Sets:

Create and customize smart sets for common procedures (e.g., annual physical exams) by adding relevant tests and screenings.
Save and name the smart sets for future use, ensuring they include all necessary components.

Finalize Patient Charts:

Sign off on patient charts either by clicking "Sign" or closing the chart window.
Always ensure that any changes made to orders or smart sets are saved before exiting.

Cautionary Notes

Always ensure that patient demographics are accurate and updated before placing orders.
Be cautious when accessing sensitive patient information; ensure compliance with privacy regulations.
Verify that any orders placed are appropriate and necessary for the patient’s care.

Tips for Efficiency

Familiarize yourself with keyboard shortcuts in EPIC to navigate more quickly.
Regularly review and update your favorites and smart sets to streamline your workflow.
Utilize the filter options to quickly find specific lab results or medication histories.
Keep a checklist of frequently used orders and procedures to minimize time spent searching.

By following this SOP, team members will be able to efficiently navigate the EPIC system, reducing errors and enhancing productivity in patient management tasks.