Preparing for a Provider Role Change

It’s important to properly research and prepare before attempting a provider role change. Remember that Provider Role Tool, though it displays patient names, is actually reassigning orders, not patients. The purpose of the application is to ensure that new notifications for recently issued orders go to one or more newly designated providers.

 

To successfully implement a provider role change using the Provider Role Tool, you should answer these questions before attempting a transfer…

  1. Who is changing roles? The management team identifies the provider changing roles.
  2. Which patients have qualifying orders? The management team identifies patients who will be affected by the role change. The Provider Role Tool defines these patients as those who have qualifying orders issued by the provider changing roles during a specified time period.
  3. Who will receive order notifications for these qualifying orders? The management team identifies the new provider(s) who will now manage he patients and orders formerly assigned to the departing provider.
  4. How far back are we going? The management team also determines a time period covered by the transfer, such as “all orders from one year ago until today at midnight”.
  5. How will we allocate transfers between multiple new providers? The management team specifies how patients/orders will be allocated between new providers. This could be simple, as in “evenly divide patients between these three new providers”. Or it could be complex, as in “find all the cardiac patients and assign them to provider X, and find all the orthopedic patients and assign them to provider Y”.
  6. Are the designated new providers aware of this pending transfer? It’s incumbent on the management team to get “buy-in” from the new providers that will suddenly be receiving order notifications for patients formerly managed by the previous provider.
  7. Are the designated new providers able to receive the appropriate order notifications? It doesn’t do much good to transfer orders to a new provider who can’t receive order notifications.
  8. Are you sure simple surrogacy is not sufficient? Provider Utilities is designed to serve the business case where a provider is changing roles at the same site. If the provider is retiring or leaving the site, other business processes are probably more appropriate.

 

The Provider Role Tool can optionally assist in discovering patients and orders for a departing provider. For example, a user can enter a departing provider and a date range, and “assign” them to a new provider. In the Qualifying Orders window, Provider Role Tool will present a detailed listing of qualified orders and patients. The management team will use this listing when designating which patients/orders go to each newly designated provider.

 

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