GE Centricity Business (IDX)
System Overview and Inquiry on the IDX

Welcome to the introductory course of the GE-IDX Business System. 

The purpose of this lesson is to provide you with an introduction to the GE Centricity Business (GE-IDX) and with the tools and knowledge needed to utilize to complete your Inquiry and chart request functions.

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Introduction to IDX System Concepts and Patient Inquiry

Welcome to the introductory course on the UMCET's application of the IDX Business System. 

The purpose of this lesson is to provide you with an introduction to the GE Centricity Business 4.0 system (IDX) and with the tools and knowledge needed to utilize to complete your Inquiry and chart request functions.

Instructions

  1. Some words are highlighted in blue. Please point to these words with your mouse for additional information and/or images.
  2. Use the Table of Contents (TOC) drop-down arrow to go to pages 1-32 quickly and/or to view the titles of those pages. This functionality only works for pages 1-32. To access higher page numbers, go to page 32 in the TOC and then click on the Next hyperlink on the top or the bottom of each page. To go back one page, click on the Prev hyperlink.
  3. If the previous and next page hyperlinks do not display at the bottom of a page, there may be more information on the page that is not displayed on the screen. To see this data, use the scroll bar on the right-hand side of the screen.
  4. Some screens are within boxes that give you instructions to:

1.      Click to activate screen

2.      Move the cursor over the various parts to view a description of the functionality of the option or the data.

 

Objectives

At the end of this lesson you will learn:Objective.png

 

 

 

 

 

Patient Work Flow

PatientWorkFlow.jpg As a beginning, it is helpful to understand the typical patient work flow. While there are variations, every patient visit goes through the following steps:Workflow.png

  1. Schedule an appointment
  2. Verify Insurance
  3. Patient Check In
  4. Services Rendered
  5. Point of Services Collections
  6. Bills/Claims sent
  7. Payment Posted

 

 

Patient Registration

The first time that a patient schedules services, the patient will be registered in the IDX system. The patient will be assigned a unique identifying number called a Medical Record Number (MRN). Depending on the facility, a unique facility number may also be assigned. All relevant data for the patient will be stored and accessed using the Medical Record numbers.

On each subsequent visit, the patient will be asked to verify and provide updated registration information. For contact and billing reasons, it is vital that registration data be accurate and current. It is imperative that only one main Medical Record number be assigned to each patient.

 

Scheduling an Appointment

With the exception of surgery, all patient appointments are scheduled in the IDX system.schedule_appointment.png

Scheduling is the process of finding a mutually convenient time for the patient and the provider. Provider schedules are based on time slots. For each time slot when the provider is available to see patients, the provider assigns one or more Appointment Types to a slot, indicating the type of service that can be provided during that time slot.

Typical appointment types are:

Each time an appointment is made, the IDX system either creates a visit or links the appointment to an existing visit. A visit contains insurance and admission data for the specific visit. Later, you will see that it also contains admission, discharge and transfer data.

Requesting the Patient's Medical Record chart

Additionally, if the provider needs the patient's chart for the visit, it will automatically be requested by the IDX system. Whenever a medical chart is needed, it can be requested. You will learn how to do this later in this session.

Verifying Insurance

Verifying insurance is critical to the billing and collection process. The first time that a patient schedules services, the patient will be asked tocall_appointment.png provide insurance information, which will be verified by Insurance Verifiers. When the patient arrives for the appointment, the patient will again be asked to verify the insurance for that visit. The goal is to bill the proper person or organization for the services provided on the first bill.

If the patient or the patient's guarantor is not responsible for the charges, the insurer may be an insurance company, a Health Maintenance Organization (HMO) or a government agency (such as Medicare). Other example of payers for services for a specific appointment are automobile insurance companies if the injury was due to an automobile accident, or the charges might be billed to a research study if the patient's appointment is part of a research study.

 

 

Patient Check In

With the exception of the Emergency Room (which has an abbreviated check-in process due to the nature of their services), the hospital, physician check in process has several steps:check_in.png

  1. The Check In person checks to see if an Insurance Verifier has verified the insurance.

2. The patient is asked to verify his/her insurance information, just in cased it has changed since it was verified

3. The check in person validates that the patient has received and signed the HIPAA privacy notice using one of the registration screens

4. For the physician & clinics:

5. For the Hospital:

6. The check in person prints whatever forms need to be filled out for the visit.

 

Services Rendered

After the patient has been successfully checked in, he/she will see the provider(s) and/or have services rendered. The providers will fill out encounter forms that specify the services rendered.

Point of Services Collections

After the services have been rendered, if the patient is responsible for any payments, these should be collected to avoid sending statements and wait for payment to be submitted.

Each check out person posts the payments into his/her own batch. At the end of the day, each person balances the money posted in the system with the checks, cash and credit card payments received.

 

Bills/Claims Sent

When all charges have been posted in the IDX system and there are no Hold Bills or Alerts to hold up charges being sent to the appropriate parties, claims are sent to insurers and statements are sent to patients or their guarantors. These processes are performed nightly in order to receive payment as soon as possible.

If the bills are not paid by their due dates, there is a collection process to ensure that payment is received.

Payment Posted

When payments are received, they are posted in the IDX system not only to the specific visit, but to the specific insurance company or payer that sent the funds. For example, a senior citizen may have both Medicare and Medex. Payments may be received from both payers on the same visit. They are posted individually on the visit to specific Accounts Receivable Counters (A/R Counters).

Payments are received electronically from large volume payers (such as Medicare) and by mail from smaller insurers, patients and their guarantors.  

 

The Patient Workflow

Attention! After answering each question, click on the Check Answer button. Notice the cumulative score is kept for all of the questions within a particular lesson. If you do not select the Check Answer button, your score will not be recorded and you will not receive credit for the module. 

 Toggle open/close quiz question

 

Policies and Procedures

Knowing and understanding policies and procedures is a key part of understanding and using the GE-IDX system. Please follow the instructions on this page to download and print these policies and procedures.

1. Type in the address bar of your internet browser: http://umdoctors.com. The screen to the right will appear.

 

 

 

UMDOCTOR.jpg

 

2. Click Employee Intranet.The screen to the right will appear.

 

 

DIALOG.jpg

 

3. Enter a username and password. Use the same username and password you enter to log in to your computer each day. The screen to the right will appear.

 

PIC1.jpg

 

4. Click all of the appropriate hyperlinks in the UMMG Policies and Procedures section to open and then print the policies and procedures that are appropriate for you.

 

 

  

Logging into IDX

In order to access the IDX system, you will be given a unique IDX logon and password. The IDX system uses an audit trail that stamps your initials on the files and actions you take within the system.

To log into the system, use the following steps:

white_screen.jpg You will know this worked successfully when the following screen appears:

Username Prompt

Usernames vary depending on what department you work for. For example:

 

 

 

 Signing in to IDX at the Blue Screen

 

 

 

 

 

 

The Application Menu

This menu screen is the highest level in the IDX system. There are three applications will be using:

  1. APPLICATIONMENU.jpg BAR: Billing Accounts Receivables activities
  2. SCHED: Scheduling; tracks patient appointments and physician schedules
  3. VM/HPA: Houses the hospital's Visit Management and Hospital Patient Accounting Activities.

 

 

 

 

 

 

Logging in to IDX - Demonstration

You are about to view a demonstration of logging in to the IDX application. Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. After the viewing the demonstration, close that window to return to this CBL.

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System Concepts-

Function and Activities

Hierchy2.jpg IDX applications use a Function and Activity menu structure.

 

Function Prompt (Select Function:)

Presentation6.png This prompt allows you to access the first level of the menu structure. Notice there are no options to select from at the function prompt. By using a <?> at this prompt, you can view the list of available functions.

Different users will see different functions at this prompt based upon their security and access level.

Function Prompt

Your options at any of the "Selection Function" Prompts

 Function Prompt screen.png

 

System Concepts - Demonstration

You are about to view a demonstration. Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. .

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After the viewing the demonstration, close that window to return to this CBL

 

 Toggle open/close quiz question

 

 

Patient Lookup - Selecting a Patient

There are various methods of selecting a patient in the IDX:

  1. Selecting a patient previously accessed in the current IDX session: You can access the last patient by typing an R in the Name field.
  2. Selecting a patient by entering patient lookup data: The patient lookup methods in any patient name field are the same in all Functions.
    1. 1st preferred methods of patient lookup: These methods are preferred because they either uniquely identify the patient or display just a few possible patients for your selection.
      1. After entering the lookup criteria, press the Enter key .
      2. If there is more than one patient who meets the criteria,screen displays for you to select the correct patient. 
    2. 2nd preferred methods of patient lookup: These methods usually do not uniquely identify the patient.
      1. After entering the lookup criteria, press the Enter key or click the ellipsis button.
      2. If there is more than one patient who meets the criteria, the Patient Selection screen displays for you to select the correct patient.

1st Preferred Methods of Patient Lookup

1st preferred.png

 

2nd Preferred Methods of Patient Lookup

2nd preffered.png

  

 Patient Lookup Demonstration

You are about to view a demonstration of Patient Lookup in to the IDX application. The order of the demonstration is:

Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. After the viewing the demonstration, close that window to return to this CBL.

images888.jpg

 

 

 Toggle open/close quiz question

 

Patient Inquiry

PatientInquiryI.jpg Patient Inquiry is a function that allows you to view individual patient information while remaining in one central location. It may be accessed as a function in:

Action Codes

 

 

 

Patient Inquiry Links

 

PatientInquiryI.jpg This is the initial Patient Inquiry screen. The following pages describe the Patient Inquiry screen links in detail.

 

 

3 - HIPAA Screen

HIPPA.jpg The Health Insurance Portability and Accountability Act (HIPAA) of 1996 provides protection for the privacy of certain individually identifiable health data, referred to as protected health information (PHI). Patients are asked to sign a PHI form to indicate that their medical data can be shared with public health authorities and others. The IDX screen provides an audit trail for the permissions received from the patient. A sample screen is shown to the right.

A - Appointments

APPOINTMENTS.jpg The most recent patient appointments are displayed on the screen. Others may be seen by using the vertical scroll bar.

The action codes on the bottom of the screen provide access to additional appointment detail.

Appointment Inquiry Action Codes

The following table describes the Appointment action codes. Move your cursor over the Action Code to view the action code's screen.

C - Claims

This action code is only used by a department in UMBH . 

D - Demo, Ins, Case Info

REG-FSC.jpg This action code contains the registration demographic, insurance and case information.

Cases are used to:

The first screen the Registration Inquiry Options screen, allows you to view all the data or narrow the data to a subset of demographic, insurance and/or case data. In this screen, the insurance data is referenced as FSCs. This term will be described in the insurance section.

Multiple appointments and visits for an episode of care are linked together in a Case for the purpose of having the IDX system accumulate the charges for the episode in one place. An example of a case is a serious automobile accident.

Registration Screens

REG-DEMO.jpg There are multiple registration screens filled with patient data. The initial screen is shown to the right. Each screen has a 3 character mnemonic and a name.

 

Registration - Special Billing Screens

The following 8 screens contain billing information for billing visits that are not billed to a patient's registration insurer:

 

Insurance

fscMANAGEINS.jpg The initial screen is the Insurance Management Screen. It lists all the patient's regular insurance. This includes insurance that they or their employers pay for (ex: Blue Cross, HMOs, etc.) and government insurance (ex: Medicare, Medicaid). It does not include specific insurance for vehicle accidents, dental insurance or any other billing that is contained in a registration screen.

Each insurer is categorized into a Financial Status Category (FSC) which has a name, number and mnemonic. For each patient, each FSC requires patient specific information, such as effective and expiration dates, a certificate number, who the subscriber is and other data. This patient specific information is stored in an area called the FSC Follow-up questions. The insurance inquiry screens display all this data.

Insurance Screen Action Codes

Case

CASE.jpg The first case screen is the case selection screen. A patient can have multiple cases. Even if the patient only has one case, this screen displays. If the patient has no cases, a message displays stating that the patient has no cases.

The case screens are:

 

H - Hospital 

This action code is used to access financial data for Ableh and UMHC hospital patient accounting. Hospital Group Selection Used to select the hospital data you want to view. If you only have access to one group, this screen will not display.

After selecting the Group, the Account Level Inquiry screen displays. This screen lists a patient's visits and the current balances for each visit. To view all the other pertinent data for a visit:

H - Hospital  (cont.) VM/HPA codes

The following are action codes are accessible from the Patient Inquiry H-Hospital hyperlink. Move your cursor over the mnemonic (2-letter) code of the action action to view the data displayed in the action code's screen.


I - Invoice

This action code is used to view all UMMG invoices. If this is correct, why is the Group Selection screen next?

Bar Group selection Used to select the hospital data you want to view. If you only have access to one group, this screen will not display.

Invoice Inquiry screen. Displays details of ambulatory service invoices.

 J - Documents

This action code is used to view patient-related documents that have been scanned into the GE-IDX system. A typical Document List includes insurance cards, HIPAA and other forms.

R - Referrals

Referrals Inquiry contains all the data related to patient referrals:

V - Visit

This action code displays information on all the patient's visit's for Ableh and UMHC hospital patients. Hospital Group Selection Used to select the hospital data you want to view. If you only have access to one group, this screen will not display.

After selecting the Group, the Visit screen displays. This screen lists a patient's visits and the admission status for each visit. There are three action codes on this screen:

 

Y - TES Inquiry

Transaction Entry System (TES) is used to enter and validate charges.

BAR Group selection Used to select the hospital data you want to view. If you only have access to one group, this screen will not display.

TES Encounter selection Used to select the TES data you want to view. If you only have access to one group, this screen will not display.

TES Encounter/Transaction Inquiry

 

Patient Inquiry Demonstration

You are about to view a demonstration of the Patient Inquiry functionality. Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. After the viewing the demonstration, close that window to return to this CBL.

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Provider Schedule Inquiry 

PROVIDERS_SCHEDULE_SESSIONS.jpg There are several terms necessary to know in order to understand a provider's schedule. The terms will be explained on the following pages:

Time Slots

A provider's schedule is divided into time slots. Each time slot is given a purpose: it can either be a clinic or a non-clinic time slot.

 

Provider Schedule Inquiry (Cont.)

Sessions

Time slots are grouped into sessions. Most providers use a morning session (AM) and afternoon session (PM). They can also use an evening session (EVE). The hours for each session can vary by provider and by day.

Appointment Types and Durations

Appointment types correspond to the same appointment types that are used when booking a patient appointment. Each appointment type has an assigned duration. Although it is not normally the case, the duration can be overridden. 

Types of Clinic Slots

The following are the types of clinic slots. In all the examples, the NPV appointment has a duration of 30 minutes and the FUV appointment has a duration of 15 minutes.

 

 

Provider Schedule Inquiry (Cont.)

Appointment Status

There are 7 appointment statuses:

 

Providers Schedule - Demonstration

You are about to view a demonstration of viewing Provider Schedules in to the IDX application. Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. After the viewing the demonstration, close that window to return to this CBL.

 images888.jpg

  

Attention! After answering each question, click on the Check Answer button. Notice the cumulative score is kept for all of the questions within a particular lesson. If you do not select the Check Answer button, your score will not be recorded and you will not receive credit for the module. 

 

 Toggle open/close quiz question

 

Chart Tracking - Function 51

In this section you will learn how to request a chart in the IDX.

Step by Step

  1. In the Scheduling application select Function 51- Chart Tracking
  2. Select Activity 1, Chart Request
  3. Enter <?> Record Room prompt to the appropriate Record Room (i.e., if you are requesting a Chart from the UMHC Med Rec Room arrow down to this selection)
    1. Note: Do not enter the number that appears in parenthesis after the option name
  4. The Chart Request Screen appears.
  5. Enter the Provider's name who is requesting the chart. Enter the name using the following format: "Last name MD, First Name".
  6. Enter the Borrower's Location. This is your location pick the best choice from the list.
    1. Example: type "UMHC" then arrow down to "UMHC/SCC OPD1"selection.
  7. Select the Volume number or type "ALL" to select all volumes. To view volumes, use the "?" to view volumes available.
  8. Enter date for request.
  9. Enter time needed for request.
  10. Enter reason for request. Use "?" to view list of reasons for request.
  11. Enter a comment. This is a free text field which means you can type any comment or information for HIM.
  12. Press F10 to file Request.

Note: Activity -1 Chart Request enables you to enter requests for a patient's chart only and to Inquiry the status of chart.you must contact Medical Records.

 

 

Chart Tracking Request Function 51

Scenario: Dr. Pasol on the 4th floor of Ableh is requesting Test's chart. It is for review purposes and he needs it as soon as possible.

You are about to view a demonstration of a chart request for Dr. Pasol. Please use the buttons on the in-line player to Pause and Rewind the demonstration, if needed. When the demonstration has ended, click the Next button on the top of the Navigation bar to continue.

To begin the demonstration, click the image below. After the viewing the demonstration, close that window to return to this CBL.

images888.jpg

 

The Correct Way to Log Off the IDX

applmeni3.jpg The correct way to log off the IDX is to click on the <<F10>> key

 

The Incorrect Way to Log Off the IDX

The incorrect way to log off the IDX is the way that you close most other Microsoft windows, by closing the MS-Windows window before you logoff IDX.

Important

Attention! After answering each question, click on the Check Answer button. Notice the cumulative score is kept for all of the questions within a particular lesson. If you do not select the Check Answer button, your score will not be recorded and you will not receive credit for the module. 

 Toggle open/close quiz question

 

Summary

In this CBL, you've learned: