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VistA New Person File Process

Presentation to PENTAD
by

Lauren Russo

on 19 November 2012

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Transcript of VistA New Person File Process

ACOS Briefing VistA New Person File THE VISTA NEW PERSON FILE The VistA New Person File is a database that contains information on every person with access to VistA. The Clean-Up Process Why It's Important All billable providers are assigned a Person Class Code that reflects his or her credentials and position at the Medical Center. Every provider must be assigned a Person Class in VistA to exercise clinical privileges, pass workload to the Patient Care Encounter application and to bill third-party insurers. Incorrect or outdated Person Class codes can have a negative impact on workload, billing, and by extension, collections. Service/Section field options will be updated in Vista. Service/Section Field Will Be Cleaned Up CBIO will distribute list of providers by service section. ACOS/Section Chiefs will need to identify providers incorrectly assigned to service, providers missing from service, and which section each provider is assigned to. FITS will make the corrections. Signature Block Field Will Be Cleaned Up Providers will be presented with guidance on proper content/format of electronic signature block. Individual providers will have 4 weeks to make corrections. ADPAC Education FCIO and CBIO to provide training on the input/maintenance process to ADPACs responsible for HR/Clinical services. Critical Fields Will Be Cleaned UP CBIO will distribute New Person Report to services for ADPAC correction of critical fields on rolling deadlines determined by service size. Licensed Independent Providers MSO enters stub record during credentialing. Provider Enters on Duty, fills out paper user access form. ADPAC checks for existing user. ADPAC takes info from paper form, puts it into web-based user access form to request menus and keys. User access form goes through the approval process. APDAC is responsible for maintaining person class info. User access is granted/not granted. Codes are generated. ADPAC picks up codes and is responsible to verify information in template. ACOS for Education enters stub record during credentialing. Residents Provider Enters on Duty, fills out paper user access form. ADPAC checks for existing user. ADPAC takes info from paper form, puts it into web-based user access form to request menus and keys. User access form goes through the approval process. APDAC is responsible for maintaining person class info. User access is granted/not granted. Codes are generated. ADPAC picks up codes and is responsible to verify information in template. Provider Enters on Duty, fills out paper user access form. ADPAC takes info from paper form, puts it into web-based user access form to request menus and keys. User access form goes through the approval process. APDAC is responsible for maintaining person class info. User access is granted/not granted. Codes are generated. ADPAC picks up codes and is responsible to add person class and verify information. Dependent Providers Services will identify discrepancies, have ADPACs correct the discrepancies, and certify to CBIO that corrections have been made. Maintenance/Sustainability Plan It is recommended that the New Person File be discussed monthly, audited quarterly for the first year, and audited on a semi-annual basis thereafter. CBIO will pull web-based report and send it to services as an action item. The CBIO will create a scorecard for services. If CBIO has not received a service’s certification by a certain date, this will be forwarded to the Director. 1.Complete the web-based report. Future Actions 2.Update the Medical Center Memoranda for the VistA New Person File and ADPAC Workgroup. 3.Conduct ADPAC Training (September 19). 4.Create standardized, specialized lists of Person Class Codes. 5.Meet with ACOS’s, Service Chiefs, and Administrative Officers to discuss Service/Section designations and distribute the Service/Section portion of the Clean-Up Plan. * Adequate staff training
* Adequate resources for clean-up
* Leadership buy-in Areas of Concern
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