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Disclaimer This webinar may be recorded. This webinar presents a sampling of best practices and overviews, generalities, and some state laws. This should not be used as legal advice. Itentive recognizes that there is not a “one size fits all” solution for the ideas expressed in this webinar; we invite you to follow up directly with us for more personalized information as it pertains to your specific practice and issues. Thank you, and enjoy the webinar.

Provider Productivity After Your 8.3 Upgrade

ITENTIVE WEBINAR SERIES

Provider Productivity Post Upgrade

In this session we will cover:

• 8.3 Overview
• Common mistakes made when

upgrading

• Lessons learned from past upgrades
• Set up options and workflow ideas

What is driving the move to 8.3

• The need to meet Meaningful Use

Requirements

• The need to be prepared for ICD10
• Improved workflow and flexibility
• Configuration verses customization
• Foundation set
• And………………………

The belief that 8.3 will be sooooo much better and you will have happy providers singing your praises for giving them such a wonderful upgrade….

If you Have Upgraded…. How is that Working Out so Far?

Instead of high fives are you hearing?

• It is slow
• I don’t know where anything is
• There are too many clicks
• There are too many screens
• Why do I have to do this
• Whose idea was this anyway
• I HATE THIS!!!!!

WHAT! You Haven’t Upgraded yet?

Or You Just Realized That You Need Yet Another KBM Upgrade In Order to Meet:

ICD10 Deadline October 1, 2015

Meaningful Use

2015 Requires a full Reporting Year using 2014 Guidelines

There is still time but the clock is ticking…

How Long Does it Take to Upgrade to 8.3? There are multiple influences that will affect your time table such as:

• Current hardware
• Current database version & KBM
• Available resources for configuration,

moving customizations, testing, training, support

Does Anyone Even Know What the Latest KBM Version Is?

• The Current Version In General Release as of

11/24/2014 is KBM 8.3.8.27 Hot Fix 4

• KBM 8.3.10 Release Schedule as Follows:
• Beta Testing Period – 12/15/2014 – 01/23/2015
• Beta Client Training – 12/15/2014 – 01/23/2014
• Beta Production – 01/26/2015 – 02/27/2015
• Go Live Support – 01/26/2015 – 02/27/2015
• General Release – 03/09/2015

So why is KBM 8.3 so hard?

After all it is only an upgrade We have all done this before

Facts about KBM 8.3

• This is more than an upgrade…this is a

conversion

• It is a change in philosophy
• There are major changes in workflow
• MU 2 is not friendly and then we have

ICD10

• Multiple Versions and Hotfixes
• Continued Changes and Challenges

Steps You can Take to Reduce your Pain

• If you haven’t upgraded
• Learn from those who have
• Take the time to plan it out correctly
• Don’t skimp on training
• If you have upgraded
• Where does it hurt the most? Start there
• Check for newly released versions and hot fixes
• There have been many defects corrected since the original

8.3

• NextGen has worked with client focus groups on usability
• Revisit your configurations and evaluate if changes will

help

• Consider additional training sessions

A Tale of Two Upgrades

• Both large 100 + multispecialty

practices

• Both upgrading from KBM

Version 8.1

• Both heavily customized
• That is where their similarities

end in the upgrade process

Practice A – Somewhere in the USA

• Limited project planning
• Determined to use KBM 8.3 out of the box
• Only conducted the technical gap analysis with no

workflow gap analysis

• Limited provider involvement
• Conducted webinar training for all providers with

no requirement for attendance

• No configuration other than what was mandatory

for go live with a plan to “get to this after go live”

• No schedule reduction
• No on site go live support

Practice A – Results

• Chaotic go live with unhappy patients and

providers

• Continuous loss of provider productivity
• Missing data
• Coding errors
• And the planned configuration after go live

has been put on hold as they are too busy putting out fires

Practice B – IU Goshen

• Dedicated project manger with a detailed project plan
• Desired to move to “Out of the Box”
• Conducted both technical and workflow gap analysis
• Based on findings, conducted configuration when

warranted and customization to fill the gaps

• Created specialty work groups
• Conducted super user training
• Enlisted provider champions
• Trained, trained and trained again
• Extensive go live support

IU Goshen - Results

• Minimal productivity disruption at go live
• Provider acceptance
• Go Live resources reduced faster than

expected

• A successful go live

IU Goshen’s Favorite 8.3 Features

• Time Savers:
• New Toggling Functionality
• Capability of being able to see messages in the task basket

without opening it. Providers state that this saves some time when trying to quickly answer a few messages between patients and knowing which things can wait and which should be answered sooner

• Sub Nav Quick Link Functionality
• Enhanced Features:
• System/Practice Configuration Options (decreases

template customization needs)

• Health Promotion Plan
• Home Page Medical Chart Summary
• Save Functionality for Favorites available on more

templates

Let’s talk Configuration, Set Up and Features

Items That Can Be Configured

• KBM Framework
• Sub-Navigation
• EHR Documents
• Common and Favorite Diagnoses
• KBM Panel Display
• Lab and Radiology order Favorites

*Configuration Home

Much of the Configuration that can be done on the Practice Level and on the Provider level can be done by starting with the System Template: *Configuration Home template

*Configuration Home

To access the *Configuration Home template:

• File  System/Practice Templates
• *Configuration Home

*Configuration Home

What is the *Configuration Home template?

• New Navigation for System/Practice templates
• Ease of accessing ‘Commonly Used’ System/Practice

templates

Framework Content

What can be configured:

• Pill Bar, Sub-Navigation links, Reason for Visit,

Physical Exam, Review of System, Medical/Family History popups, Procedures and Medical Chart Summary can all be configured by Specialty, Practice and/or Provider

• Allows for ‘Configured’ workflow to meet both

Practice and Provider needs

Framework Content

• Ability to customize Tabs and Sub-Navigation
• n Practice and/or Provider level
• Sub-Navigation can be set up to launch ‘Hard

to Find’ templates

Configurable EHR Documents

• Configure documents

directly in EHR through Practice Template: Ngkbm Doc Config

• Configured per Provider

for Chart Note, Consult Note and Referral Letter

Configurable EHR Documents

What are the Benefits of configuring the EHR documents in the System/Practice templates rather than in Document Builder?

• Gives the ability to Customize the following

documents on the Provider level rather than only at the practice level:

• Chart Note, Consult Note and Referral Letter
• No Document Builder experience needed

Custom Common Assessments

Common Assessments can be configured by Specialty for the practice to help find ‘Commonly Used’ diagnoses

Custom Common Assessments

• Common Assessments

can be configured by Specialty for the practice to help find ‘Commonly Used’ diagnoses

• Configurable in the

Practice Ngkbm Dx Common Assessment template

• Specialties will be set

up out of the box but diagnoses can be changed at any time

Custom Common Assessments

• Helps reduce the need of Diagnosis Code Lookup
• Makes selecting diagnosis for today’s visit faster

Patient Information Bar

How can the Patient Information Bar be useful?

• The Patient Information Bar can be used to show a

quick snapshot of important patient information

• Quick access to Allergies, Problems, Diagnoses

and Medications modules

• Ability to view demographics, insurance, patient’s

pharmacy and other providers

Patient Information Bar

• Configure the

Patient Information Bar with relevant information for your practice

• Able to have

three Patient Demographic Information, three Custom popups and three custom table fields

Panels in KBM

Panels are Movable and Collapsible

• Allows for configurable workflow by user
• Effectively decreases scrolling with the ability to

collapse all panels

• Panel Order and Collapsed preferences will be

retained by template when logging on

*SOAP Quick Note

Benefits of the Quick Note:

• Gives you the ability to save a complete *SOAP

Note and recall it for any patient

• Will save everything on the *SOAP template

except Vital Signs

• Allows for major time saving, if used properly
• Quickly recall full documentation on a

routine/common visit in your practice

*SOAP Quick Note

Important information about the Quick Note:

• If documentation has already been entered for the

patient, applying the quick note will overwrite it

• If Quick Note is saved with Diagnoses and/or

Orders, it will automatically order what was previously saved

• If Physical Exam findings have already been

documented, you cannot apply a Quick Note

*SOAP Quick Note

How to save a Quick Note:

• Document everything

you would like to save on the *SOAP template

• Under the Pill Bar, click

‘Save’ by the Quick Note section

• Name the ‘Quick Note’

and click ‘Add’

*SOAP Quick Note

To Recall a Quick Note:

• Go to the *SOAP Template
• Under the Pill Bar, click ‘Apply’ by the Quick Note

section

• Select the desired Quick Note to apply for this

patient

Checkout template

Did you forget any orders that you would like your staff to quickly place for you?

• Ability to order any Labs, Diagnostics, Referrals,

follow up and others

• Quick task of any orders from the checkout

template

My Phrases

My Phrases can be used in many ways to streamline your documentation and improve the efficiency

• They now are saved by the type of My Phrase

which will limit the displayed list to relevant My Phrases when recalling them

My Phrases

• Are there My Phrases that you would like to

share with other providers?

• You are able to copy My Phrases between

providers within the Enterprise

• Where can My Phrases be used?
• They can be used on some HPI’s, Patient Plan,

Provider Plan, Diagnosis Impressions, Differential Diagnosis, Telephone Calls and more

My Phrases

How do you create My Phrase?

• Anywhere that you can use My Phrases, click on

the ‘Manage My Phrases’ link

• Select a ‘My Phrase Type’, ‘My Phrase Summary’

and the ‘My Phrase’

• Click ‘Add’

Provider Specific Assessments

• Ability to create a provider specific ‘Favorite’

list for diagnoses

• Makes commonly used diagnosis searching

selection process quicker for providers

• Ability to create ‘Favorite Diagnoses

Categories’

Provider Specific Assessments

Manage list from the Diagnosis Code Lookup active text on the ‘Assessments’ popup

Favorite Lab Tests

• In the Order Module, create both Practice

Favorites and User Favorites to maximize Ordering Efficiency for Lab and Radiology

• rders
• Can be set up for both NextGen compendium

and for each specific lab

Favorite Lab Tests

Practice Favorites User Favorites

Immunization Orders

• Ability to configure

practice specific Immunizations

• Able to set up

administration timelines for each Immunization

• Each immunization

will indicate if it is past due or currently up to date

Immunization Orders

• For Meaningful Use Stage 2, Immunization

Interfaces are now available

• Save and Send current and historical

Immunizations with the same process as Lab

• rders

Immunization Categories

• Additional Immunization Categories can be set

up and pushed out at a practice level

• The additional Immunization Categories can

be used to easily find and order semi- commonly used immunizations in your office

Immunization Categories

How do you set up these Immunization Categories?

• Open File Maintenance
• Click on Master Files  System  EHR  Practices 

Preferences

Immunization Categories

• In the Practice

Preferences click on Orders Module and select the Immunization Tab

• In the Favorite Category

section, click the Norton button and select ‘New’

• Click the and select

your desired immunizations

Immunization Categories

Where will these Immunization Categories display in the EHR?

• These will display in the Immunization Order popup within

the Orders Module

Viewing Tasks in the Inbox

There are more tasks within the EHR that are attaching the commentary directly in the task

• This allows for a quick snapshot of the task to

quickly manage them

Health Promotion Plan

What is the Health Promotion Plan?

• As a part of Meaningful Use, you may need to do a

Health Promotion Plan for BMI, Depression and/or Hypertension

• This allows you to quickly diagnose, document

and action plan and order a referral to the necessary specialist

Health Promotion Plan

How do you use the Health Promotion Plan?

• On the *SOAP template in the Vital Signs panel,

click on the link that says ‘Health Promotion Plan’

Health Promotion Plan

On the popup that launches, document the necessary Health Promotion Plan and click ‘Add’

Just to name a few……

Whether Your Are Upgrading For the 1st Time or Upgrading your Upgrade

The bottom line…it is all in the details

• Planning
• Configuration
• Training
• Execution

Need Help Planning Next Steps?

Itentive can help by providing an EHR Workflow

• Assessment. We are currently offering an end of

year special to conduct a 3 day onsite assessment for $3750 that includes:

• Workflow Analysis
• Planning
• Written Report of Findings
• All Travel Expenses

Questions

Cynthia Kincade

• Vice President – Client Solutions
• ckincade@Itentive.com
• (224)220-5575

Thank you