Annual Report - UAMS Medical Center

COMMUNICATION PROGRAM
Physician Relations facilitates inpatient notification to referring physicians,
follows up on notes that do not auto-fax from SoftMed, manages the
synchroniziation of the medical center’s various data-collecting systems, and
is the centralized point for accurate, accessible referring physician data.
Two Thousand Twelve
Inpatient Communication
Physician Relations conducts a daily audit of inpatient records to verify that the
primary care and/or referring physician name was captured during registration.
An attempt is made to contact patients that are listed as self-referrals
and update their information in HBO/Medipac to facilitate communication
to external physicians. In 2012, 436 patient records were updated.
Outpatient Program
Physician Relations provides the data for the physician tables in SoftMed and follows
up on reports that error out due to incomplete or wrong fax numbers. In 2012, 161
notes did not auto-fax and were sent by Physician Relations (Vs. 426 notes in 2011).
Registration Staff Training
Registration staff is trained on capturing the PCP & referring physician during the
patient registration process, the physician sheet workflow process, and enrolling
patients in MD-Link. Physician Relations provided four in-services during 2012.
Outpatient Communication Audit
250 OP Progress notes were audited.
83% Outpatient notes were sent to PCP or referring physicians (vs. 67% 2011).
Inpatient Registration Audit
235 Admissions were audited to verify their PCP & referring physician were
accurate. 99% were correct - two were missing and one was incorrect.
Outreach Speakers
Shahryar Ahmadi, MD, FRCSC
Elie Al-Chaer, Ph.D., JD
Kostas Arnaoutakis, MD
Jeremy R. Bariola, MD
Claudia Barone, EdD, RN, LNC, CPC,
CCNS-BC, APN
Charles M. Bower, MD
Christopher Cifarelli, M.D., Ph.D.
Terri Cohen, DPM
R. Tom Collins, MD
Denise Compton-Sparks, Ph.D.
Betsy Day RD
Inci Dersu, MD*
Andres Duarte, MD
Mark Edwards, Ph.D.
J.D. Gannaway, PharmD
W. Brooks Gentry, MD
Ronda Henry-Tillman MD
Robert Hopkins, MD, FACP, FAAP
Phillip Hudson, MD*
Larry E. Johnson, MD
Manish Joshi, MD
Daniel Knight, MD*
Michael Mancino, MD
Erick Messias, MD, PhD
Jason Mizell, MD*
Mohammed Moursi, MD, FACS
Brendan Stack, M.D., F.A.C.S.,
F.A.C.E.*
Fawnda Steelman, ORT/L*
Matthew Steliga, MD*
Andrea Tappe, RD, LD, CDG*
Keyur Vyas, MD*
Janean D. Woods, Au.D.
*presented more than one lecture
PHYSICIAN RELATIONS
(Seated)
Charles W. Smith, M.D.
Executive Associate Dean
for Clinical Affairs (501) 686-8153
(Standing - Left to Right)
Melanie Meyer
Director, Physician Relations (501) 686-8206
Byron Jarrett
Business Manager,
Physician Relations (501) 603-1440
Carla Alexander
Manager, Physician Relations (501) 686-7934
Wendy Sheridan
Liaison, Physician Relations (501) 686-7831
Brian Mann
Liaison, Physician Relations (501) 686-6051
Physician Call Center: 866-UAMS DOC (826-7362)
or 501-686-8000.
www.uamshealth.com/md

2012 STATISTICS
• 237,393 Documents faxed via RapidFax & .fax
• 6,412 Admission notifications sent to internal referring physicians
• 2,895 HBO/MPAC - referring physician updates
• 2,675 Physicians enrolled in MD-Link
• 1,521 Staff enrolled in MD-Link
• 762 Associate Staff (top UAMS referring physicians) visited
• 436 Patients listed as self-referral contacted to verify referring physician
• 460 Letters and directories sent to new Arkansas licensees
• 161 Soft-Med notes did not auto-fax nor email and were sent by
Physician Relations
• 75 Reports and mailing lists pulled from Physician Relations database
• 40 Outreach CME lectures scheduled
• 33 Referring physician complaint calls triaged and resolved
• 25 COM Referring Physician Advisory Board Members
• 8 Medical meetings attended representing UAMS Medical Center
• 6 Consults sent to referring physicians
NEW PROJECTS AND PROGRAMS
Physician Fax Correction
Physician Relations developed and implemented a system for the HIPAA office to
notify associated departments when they are contacted by community physicians
about patient care communication fax errors. In 2013, Physician Relations will
create monthly reports based upon this data.
RapidFax
The RapidFax system ‘s clinic-wide rollout was completed in June with 100%
usage by all clinical faculty who see referred patients. During the year, faxing
reports were added to the system. (237,393 faxes sent in 2012 vs. 62,
068 faxes in 2011) http://intranet.uams.edu/SCM/Sunrise/Rapid_Fax/
Rapid_Fax.htm
PROJECTS AND PROGRAMS
American Association of Physician Liaisons
Melanie Meyer is a Past-President of the American Association of Physician
Liaisons (AAPL), an organization of health care professionals who represent
physicians within hospitals and healthcare centers. It has 400 members in
40 states and Canada. Carla Alexander is art director of the AAPL newsletter.
Announcement Postcards
Announcement Postcards were sent for:
CALL CENTER
– Dr. William Hawkins of Stuttgart
GAMMA KNIFE
GASTROENTEROLOGY
– Dr. Andre Duarte-Rojo & Dr. Farshad Aduli
OTOLARYNGOLOGY
– Dr. Abby Nolder
RADIATION ONCOLOGY
– Dr. Matthew Hardee
Associate Program
UAMS Associate Staff are 762 Arkansas referring physicians who provide 20%
of UAMS referrals and help Physician Relations develop improvements to UAMS
referral services. Physician Relations liaisons visit Associate Staff annually, provide
them with UAMS resources and report their comments to campus leadership.
Clinic Physician Sheets
The clinic Physician Sheets were developed to create a workflow ensuring accurate
referring and PCP physicians are captured in the MPAC system. Primary care and
high volume self-referral clinics do not print the Physician Sheets. Appointment,
registration and clinical staff training for the Physician Sheet workflow is ongoing
and includes a QMD auditing process.
COM Referring Physician Advisory Board
The Referring Physicians Advisory Committee is comprised of 25 physicians,
representing key referral specialties and geographic regions of the state. Members
attend an annual meeting, receive annual visits from UAMS Physician Relations,
and are kept up-to-date by Dr. Charlie Smith via e-mail.
September 2012
UAMS LUNG CANCER TEAM BRINGS ADVANCED TREATMENTS, AWARENESS
With lung cancer accounting treatment of lung cancer, and plan, the team meets each week to
for more deaths than any other an advanced practice nurse who discuss challenging lung cancer
cancer, UAMS has sought to elevate provides case coordination and cases and considers treatment
MESSAGE
both treatment and awareness a point of contact for patients. options from every perspective.
of the disease in Arkansas.
FROM
“We’ve seen significant treatment Other highlights of the lung cancer
DR. SMITH
UAMS established its lung cancer advances in just the last few years,” program include the least invasive
team in 2009 with the additions of said Steliga, who received fellowship methods for tumor removal, such
Dear Colleagues:
Thaddeus Bartter, M.D., and training in thoracic oncology, as video-assisted thoracoscopic The RapidFax system for sending
Matthew Steliga, M.D., to its including lung cancer, esophageal surgery (VATS) lobectomy, and outpatient notes to referring and
already strong cancer treatment cancer and other tumors of the state-of-the-art equipment such primary care physicians completed
program.
chest. “Dr. Bartter can biopsy the as Respiratory-gated Radiation rollout in May. The user rate is 100
lymph nodes without surgery, Therapy, which reduces lung toxicity percent for clinical faculty who see
Bartter has brought unique
and we can remove cancerous by accurately treating tumors that
outpatients. In July, UAMS sent
35,993 faxes to community physicians
minimally invasive techniques lesions using minimally invasive move due to breathing. UAMS
(vs. 5,621 sent in July 2011). We
to locate and diagnose lung techniques, which means less also has a team of interventional
hope you are seeing an improvement.
cancer as one of a handful of pain, faster recovery and shorter radiologists whose treatments, such
interventional pulmonologists hospital stays for patients.”
as microwave ablation, can cure We appreciate, and want to encourage,
in the country and the only one
certain inoperable lung cancers. your feedback on our patient-related
in Arkansas. Steliga, a thoracic There also have been advances
communications. Simply go to:
www.uamshealth.com/md.
surgeon, specializes in minimally in chemotherapy and radiation Free Symposium
invasive procedures for lung and therapy for later stage cancers, In addition to bringing lifesaving
treatments, the lung
and you will find a comment section
Scroll to the bottom of the screen,
esophageal cancer. The team making treatment more effective
also includes two hematologistoncologists
who specialize in the establish a recommended treatment awareness about the disease
important topic. Please include your
and with fewer side effects. To cancer team is seeking to raise to offer your thoughts on this
among physicians and the public.
name, email address and phone
number if you would like to be
contacted regarding your comments.
Members of the team frequently
participate in continuing medical UAMS is dedicated to providing
education (CME) events around you and your patients with the
Arkansas, and on Oct. 5, the team best medical care and service
will host its third annual Lung
possible. Please feel free to
contact me or Melanie Meyer
Cancer Symposium at UAMS.
(melanie@uams.edu or 501-686-
The free conference, which offers
8206) if you need assistance.
CME credit, is open to health
Sincerely,
care professionals, researchers,
students and advocates.
(cont’d on page 5)
Charles W. Smith, M.D.
Executive Associate Dean for Clinical Affairs
The Consult
The Consult is a bi-monthly
publication for referring physicians
highlighting UAMS physicians
and clinical news. Cover stories
featured: Cardiovascular Disease,
Lung Cancer Team Approach to
Treatment and Awarness, Jones
Eye Institute, Aortic Dissections,
and UAMS Breast Cancer Center
Program Accreditation. The Consult
goes out to faculty, residents, and
approximately 4,800 Arkansas
physicians.
MD-Link
MD-Link provides referring physicians access to their patients’ medical records via
WebChart, based upon patient authorization during registration. 2,675 physicians
and 1,521 staff are enrolled.
Medical Meetings
Physician Relations represents UAMS at Arkansas CME Conferences: American
Association of Physician Liaisons, Arkansas Academy of Family Physicians,
Arkansas Chapter of the American College of Surgeons, Diamond Conference,
Emergency Rescue and Critical Care Medicine, Family Medicine Update, Perinatal
Conference, Referring Physician Advisory Board, Trauma Update, UAMS Family
Practice Intensive Review Course.
On-line Call Schedule: http://intranet.uams.edu/oncall
This Web application makes the call schedule easily accessible and user-friendly for
operators and UAMS providers when assisting UAMS faculty, staff, residents and
referring physicians. The call schedule is searchable by date or Physician Look-Up.
In 2009, the system was upgraded to allow
departments the ability to flag and post
dates when physicians are out.
Outreach Program
The Outreach Program provides continuing
medical education credits to Arkansas
physicians who participate. In 2012, the
Outreach Program provided 40 speakers.
Phone Call Database – Complaint/
Resolution Follow-up
Referring physician complaint calls are
triaged through Physician Relations and logged in a database. Call comments are
reported to campus leadership. In 2012, 33 calls were triaged (vs. 38 in ‘11).
Physician Relations Presentations
Ambulatory Administration, Clinical GBA, FGP Board, New Faculty Orientation,
Referring Physician Advisory Board
Physician Roster
Physician Relations coordinates the maintenance of the Physician Roster with the
GBA. The information is used by IT and Patient Coordination, the Dean’s office,
and Physician Relations for special projects. In 2007, Physician Relations began
pulling this information from FacFacts.
Physician Services Assessment Team – Quarterly Meeting
Physician Relations, IT, HE, Admissions, Appointment Center, OPC, PBS, FGP,
Compliance, and HIPAA meet quarterly to initiate improvements regarding
referring/faculty physician issues. The team managed RapidFax, Physician
Sheets, MD-Link and the Inpatient, Outpatient and ED Automated Patient Visit
Notifications program development and implementation.
Quick Reference for Referring Physicians
The UAMS Quick Reference is updated and mailed annually to community
physicians. It provides a streamlined resource for UAMS appointments and
services including: UAMS
Physician Call Center information,
2012 Quick Reference the Appointment Quick Reference,
transfer procedures, Physician
Relations information, the
referring physician website, MD-
Link, on-line appointments, UAMS
Library information, and a UAMS
campus map.
Referring Physician Database
The referring physician database is used to provide data for generating referral
records, reports and mail lists used for marketing & communications projects.
Bi-annually, physician relations sends a report to department chairs and directors
detailing physician referrals. The mail lists generated from this database are used
to send letters, postcards and a variety of UAMS publications.
System Updates
2,895 HBO updates in 2012 (vs. 3,377 in ‘11) were made synchronizing hospital
data collecting systems.
ONLINE PHYSICIAN DIRECTORY
UAMSHEALTH.COM/MD
The UAMS online physician directory can be a valuable tool
for your practice.
• Up-to-date and available 24/7
• Accessed easily from any location
• Sort and arrange specialties and doctors just for your practice
• Information on many other services we offer
• Downloadable PDF for printing
11
UAMS Physician Call Center
1-866-UAMS-DOC or
501-686-8000
The UAMS Physician Call Center provides
referring physicians easy access to UAMS
physicians and services with a single
number for the Appointment Center,
transfers, consults, and the hospital
operators. The Physician Call Center is
staffed by experienced telephone triage
RN’s – 24/7, 365 days of the year.
Welcome Letter to New Arkansas Physicians
Bi-monthly, a welcome letter from Dr. Charles Smith and a UAMS Referring
Physician Quick Reference are mailed to new Arkansas Medical licensees. In 2012,
460 letters were sent.
www.uamshealth.com/md
This website includes a new feedback function; MD-Link offering referring
physicians on-line access to their patients’ medical records; on-line patient
appointment registration; campus and highway maps; CME information and
schedules; the UAMS Directory for Referring Physician; information on clinical
trials; and the UAMS, UAMS Medical Center, and UAMS Library home pages.