Prelude is Epic's application used for registering and capturing account and coverage information for patients.

Resources

The following documents provide information on Prelude functionality.

General Resources

Patient Demographics

  • Changing a Patient Name - (Handout) The Demographic form is used to update a patient’s name whether it is due to a name change or if it was entered incorrectly. The user will update the Name Edit window and indicate a reason for the change.

  • Creating New Patient Medical Record Numbers (MRNs) - (Handout) New patients need a Medical Record Number (MRN) created if they do not already exist in Epic.

  • Documenting Preferred Language and Indicating Interpreter Needs - (Handout) A Preferred Language must be documented for all patients. Interpreter needs should also be documented for patients in Registration.

  • Editing a Patient's Date of Birth - (Handout) Most users do not have access to update date of birth. In case of possible error, users should create a new MRN and Mark for Merge instead or contact appropriate staff to update if needed immediately.

  • Patient-Level Registration - (Handout) or Patient Level Registration (PRE901) (eLearning: 16 min) - Patient level registration is information that is true across encounters for a patient (contact information, emergency contacts, and patient care team).

  • Patient Photos - (Handout) A photo of the patient may be stored and viewed within the patient’s electronic medical record. Photos can be viewed, added/updated, documented as declined, and removed from within Registration.

  • Marking Patients for Merge - (Handout) When duplicate patients are created in the system by accident, the identity team can merge the two patient records. If a potential duplicate patient is identified on the front end, the patient should be marked for merging so it can be reviewed for a possible merge.

  • Potential Duplicate Records Window - (Handout) When creating a new patient MRN (Medical Record Number), the Potential Duplicate Records Window will pop up showing any patients with similar information. Closely review this information to determine if a potential duplicate patient may already exist. If there’s an existing match, then use the existing patient MRN rather than creating a duplicate.

  • Updating Institutionalized Patients’ Information - (Handout) Patients who have been institutionalized must be flagged indicating the specific institution where they reside, and require updates to their demographics. Additionally, patients who are in prison (i.e. a penitentiary or correctional facility) must have Emergency Contact and Patient Care Team information updated. Billing information updates are also required; however, those updates are handled by a small group in Patient Financial Services (PFS).

Guarantor Account/Hospital Account (HAR)

  • Adding Guarantors and Coverages (PRE902) (eLearning: 7.5 min) - Add guarantors and coverages to a patient record from Registration.

  • Updating Guarantors and Coverages (PRE903) (eLearning: 6 min) - Change coverages or guarantors for an existing patient record.

  • Add & Review Guarantor Notes - (Handout) Guarantor Notes communicate pertinent information about the patient/guarantor account, registration, insurance, or visit information. They are viewable on all encounters and specific to the type of guarantor account. A Guarantor Note is created to document a patient’s Financial Counseling status and to document that a patient is verified as self-pay.

  • Create, Inactivate, and Merge Guarantor Accounts - (Handout) Every encounter must have a guarantor account attached to it. In many cases, a new guarantor account will need to be created. A guarantor account should be marked as inactive when that guarantor is no longer responsible for the patient's bill. If duplicate guarantor accounts exist, they can be combined using Guarantor Account Merge.

  • Creating and Updating the Hospital Account Record (HAR) - (Handout) A Hospital Account (HAR) contains all of the billing information for an encounter. Every encounter must be associated with at least one HAR. Once the HAR is created for an encounter, it may be updated as needed.

  • Documenting HAR Account Notes - (Handout) HAR Account Notes are documented using Account Activities.

  • PFS / HCBAP Financial Prescreening - (Handout) Patients being considered for transfer from an external facility to University of Iowa Health Care require financial screening that is completed by PFS and HCBAP staff and viewed within the Intake encounter.

Insurance Coverage

  • Add, Terminate, Delete or Remove Insurance Coverage - (Handout) Insurance coverage for a patient must be added to the appropriate guarantor account. After creating the coverage, updates must be made to the Member, Subscriber, and Policy. If the coverage listed was previously correct but is no longer active, it must be terminated. If a coverage was entered in error, it should be deleted.

  • Creating an Anonymous Patient during Intake - (Handout) If the ATC receives notification of an expected patient but are not given other details (such as gender, date of birth, name, etc.), then they are able to create an Anonymous Patient in Epic.

  • Marking an Encounter "Self-Pay" or "Do Not Bill Insurance" - (Handout) Registration staff can indicate whether a patient is Self-Pay or Do Not Bill Insurance (DNBI) at the Hospital Account (encounter) level.

  • Medicare Secondary Payor Questionnaire - (Handout) The MSPQ is the questionnaire associated with Medicare coverage for senior citizens and disabled persons and will be initiated at Check In and during insurance creation.

Accident-Related Encounters

  • Accident-Related Encounters (Claim Information Record) - (Handout) For accident-related encounters, additional information needs to be collected regarding the accident. Claim Information Records keep track of information related to an encounter that is accident-related. A Claim Information Record must be created for the accident and attached to each encounter related to that accident.

  • Registration for Accident-Related Encounters - (Handout)When registering a patient for an accident-related encounter, additional information must be collected regarding the accident to ensure that payment is received from the appropriate people/entities.

Other Resources

  • Adding an Identity Theft FYI Flag - (Handout) When a patient has been a victim of identity theft or feels that they are at risk of identity theft, they may request that extra precautions be taken prior to discussing or releasing sensitive information.

  • Private Encounter - (Handout) The Private Encounter field within an encounter is used to document a patient’s request to opt out of the facility directory.

  • Registration Audit Trail Report - (Handout) All registration changes made to patient's record in one report. Data tracked shows type of change, who made change, and when.

  • Registration Workflows for Clerical Staff - (Handout) Clerical staff can access a patient’s appointment information from the patient’s Appointment Desk. The Appointment Desk also provides access to the Registration activity, where they can view insurance information, update a patient’s demographics and patient contacts, and add Guarantor Notes.

  • Set the Notify PCP Preference - (Handout) Event notifications alert the provider that the patient has received care at a different setting. If the patient expresses a desire to not have event notifications sent, staff can indicate that preference on the Admission or ED Update form.

  • Updating the Patient Care Team During Scheduling, Check In, and Registration - (Handout) The Patient Care Team activity provides a single access point for managing the relationships a patient may have with a variety of providers involved in their healthcare. The Patient Care Team is reviewed and updated during Scheduling, Check In and Registration. (Other roles have access to edit the Care Team, as well.) In addition, the PCP is verified on the Checklist during Scheduling and Check In workflows when it displays as unverified.

Related Pages

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