PROCEDURE WORKFLOW
Summary of Care & Continuity of Care Document Reconciliation
The terms "Summary of Care Record" and "Patient Summary Continuity of Care Document (CCD)" are often used
interchangeably. In athenaNet, these terms refer to encrypted health information in CCD-A format that is sent to
known, trusted recipients at transitions of care. The format of these documents allows providers to send and
receive health information in such a way as it can be directly loaded to the patient’s record as discrete data.
TABLE OF CONTENTS
CCD RECONCILATION OVERVIEW ........................................................................................................................... 1
ITEMS TO RECONCILE – BRIEFING SCREEN ............................................................................................................. 1
ITEMS TO RECONCILE – PATIENT INTAKE ............................................................................................................... 1
RECONCILLATION TAB ............................................................................................................................................ 2
PATIENT REGISTRATION FROM A CCD DOCUMENT ................................................................................................ 3
WORKFLOW BEST PRACTICES ................................................................................................................................ 4
CCD RECONCILATION OVERVIEW
It is the responsibility of the office staff to reconcile data found in a CCD document into the patient’s record. This
reconcilation action can be to import items into the patient’s record or to choose to not import items. In either
workflow the reconicliation process defined in this document should be followed.
ITEMS TO RECONCILE – BRIEFING SCREEN
When a patient’s Briefing screen is displayed items that are available to be reconciled will display
with a red line to the left of the section display.
Red lines will display next to any section
that has unreconciled items on the
patient’s Briefing screen.
ITEMS TO RECONCILE – PATIENT INTAKE
During the Intake workflow staff unreconciled CCD items will appear in the “Data
Reconciliation” section of the Intake display.
athenaNet provides the ability to reconcile the following data from an incoming CCD document:
- Allergies - Medications - Problems - Immunizations.
This type of document also allows staff to register a patient into the athenaNet system if they are not already
registered. This reconciliation process allows staff to view the CCD content and compare it to the patient’s current
athena record. Items from the CCD document can be ignored or imported into the patient’s athena record.
PROCEDURE WORKFLOW: CCD RECONCILLATION
REVISED: 3/21/17
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RECONCILLATION TAB
The first view from the Reconciliation screen will show all items to be reconciled in a collapsed view but this can be
expanded to show all items (Figure 1).
View of Reconciliation Screen
Update Chart – can only be
used when all items have
been reconciled.
Save Progress – saves
reconciliation actions done
until all have been
reconciled.
Single click the Expand All link to open
all sections.
Reconciliation Prompts
Figure 1
As you work through the items that need reconciliation, periodically click Save Progress at the top of the page. This
preserves the selections that you have made up to that point, allowing you to navigate away from the
Reconciliation tab without losing your work.
RECONCILLATION PROMTS AND ACTIONS:
1.
2.
3.
Review the Reconciliation Prompt associated to each item and using the table below take the appropriate
actions.
After you complete one section, update the chart to reflect your selections in just that section. To do this,
single click SAVE PROGRESS at the top of the display.
After you complete all sections, single click Update Chart at the top of the display.
Note: You can click this button only after you have made a selection for all items.
Prompt
Match — The item exists in the chart and the
incoming document, and both have the same
information.
Action
No action is required for this type of item.
Resolve the Conflict items:
-
Conflict — The item exists in both the chart and the
incoming document, but they have different
information.
PROCEDURE WORKFLOW: CCD RECONCILLATION
-
To keep the chart information, single click the
radio dial on the left.
To update the chart to reflect the information in
the incoming document, single click the radio dial
on the right – this will replace the chart document
with the incoming document.
REVISED: 3/21/17
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Prompt
Action
Resolve the Chart Only items:
-
Chart Only — The item exists in the chart but not in
the incoming record.
-
To keep the item in the chart, single click the
radio dial on the left.
To hide the item in the chart, single click the radio
dial on the right.
Resolve the Incoming Only items:
-
Incoming Only — The item exists in the incoming
record but not in the chart.
-
To discard the item in the incoming document,
single click the radio dial on the left.
To add the item to the chart, single click the radio
dial on the right.
Resolve the Related Items:
Related Items — The item exists in both the chart and
the incoming document. They appear related, but they
may or may not refer to the same event. For example,
a vaccine "administered in 2009" and a vaccine
"administered on January 1, 2009" may or may not
refer to the same event.
-
-
To keep the item in the chart and discard the item
in the incoming document, single click the radio
dial on the left.
To hide the item in the chart and add the item in
the incoming document, single click the radio dial
on the right.
To keep the item in the chart and add the item in
the incoming document to the chart, single click
the radio dial associated to both items.
PATIENT REGISTRATION FROM A CCD DOCUMENT
Many times AKDHC will receive CCD documents for patients that have not yet been registered in our EHR. These
documents will have a “Hold” status until they can be saved to a patient’s record.
When viewing a CCD document that is in Hold status there will be a link titled, “register new patient” (Figure 2).
When this link is selected the registration screen will appear prepopulated with the patient’s demographic
information that was included in the CCD.
Figure 2
PROCEDURE WORKFLOW: CCD RECONCILLATION
REVISED: 3/21/17
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WORKFLOW BEST PRACTICES
1. Discuss these documents with your physicians and identify whether or not the physician would like these
documents sent to their in-box for review. If so, confirm any guidelines, i.e. new patients only, all patients,
etc.
2. It is possible to keep the reconciliation tab available until the patient presents for a visit. The tab will appear
as long as the reconciliation process has not been completed (even if the document is in a “Closed” status).
This type of document may support quicker Intake times if it is reviewed while interviewing the patient. Data
may be incorrect or out of date so being able to confirm the accuracy of the information with the patient is
ideal.
3. CCD Documents (not the individual items to be reconciled) can be closed without reconciliation actions
occurring. These documents can be treated like any other item received from another care facility (outside
records). This does not mean that the individual items do not need to be reconciled when the patient
presents for their next appointment.
PROCEDURE WORKFLOW: CCD RECONCILLATION
REVISED: 3/21/17
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