Patient Aligned Care Teams- 21 -Department of Veteran Affairs

PACT-041812

**Department of Veteran Affairs**

**Patient Aligned Care Teams (PACT) Demonstration Labs**

**Jenny RichardsonKristina Cordasco**

**Unpacking the Post-discharge or Post-ED Telephone Call**

**PACT-041812**

Moderator:  And without further adieu, I do want to present our two presenters today. We are lucky enough to have Jenny Richardson joining us. She is a clinical nurse specialist in the primary care division in the Portland Medical Center. Joining her is Doctor Kristina Cordasco. She is a staff physician, health services research and assistant professor of medicine with the Veterans Administration at the Los Angeles Healthcare System and at UCLA. 

Her expertise is in developing and evaluating quality improvement projects to improve communication and coordination of care across patient transitions. Ladies, I do apologize if I forgot any of your credentials. Feel free to correct me. At this time, I would like to check to see if – Jenny, is it ready to share her screen?

Jenny Richardson:  Yes, I am.

Moderator:  Excellent. If that’s the case, I’m going to turn it over to you now. Kristina, if you could press mute on your telephone until it is your portion of the presentation?

Dr. Kristina Cordasco:  All right.

Moderator:  Jenny, I’m going to go ahead and take back the screen while you pull up your power point. We do appreciate your patience, attendees. As you know, we have switched software in the last few months and we are all getting used to the new process. It is far superior, but it is new software that we all need to get used to. 

I do appreciate those of you who have answered the test question. It sounds like some of the favorite responses to “What are your favorite things about springtime?” are that summer is right around the corner and the flowers are blooming. I’m glad to hear that. Jenny, let me know when you have your presentation up in slideshow mode. 

Once again, for all of you that are just joining us, your line has been muted. To ask questions or submit comments, you will need to use the Q&A function located on the right hand side of your screen in the dashboard. You can expand or collapse that dashboard using the orange arrow.

Jenny Richardson:  Okay, Molly. I’m ready to go.

Moderator:  Excellent. I’m going to turn it over to you right now. You should see a popup on your screen. And there you go, coming through loud and clear.

Jenny Richardson:  Okay. Good morning. Thank you.

Moderator:  To advance your slides, just make sure to – there you go. You are in screen show mode. You can click anywhere to advance or use your arrow key to arrow down or arrow up.

Jenny Richardson:  Thank you. All right. We’re going to start out with a description of PACT. PACT stands for Patient-Aligned Care Team and it is the VHA’s model for the primary care medical home. Use of this model is helping us transform primary care from a traditional provider-led practice into a patient-centric, team-based care effort. 

Within PACT, it’s the responsibility of each team member to help coordinate all aspects of preventive, acute and chronic patient care using the best available evidence and appropriate technology while working at the top of their license. Patients whose care is coordinated by a fully successful primary care PACT team are able to say I can get care when and how I need it. I have a team who knows me as a person. My team takes care of the bulk of my needs and my team coordinated any care I need in the health system.

With the role of PACT, a coordinating center and five demonstration laboratories were designated for developing and evaluating innovative methods for implementing the PACT model. You’ll be hearing from two of these demo labs today. I am from the VISN-20 Portland Demo lab and we’ll be speaking about post-discharge phone calls and Dr. Cardasco is from the VISN-22 Greater LA Demo lab and will be presenting their work on post-ED visit phone calls. 

So, our goal today is to describe our individual experiences with systems to improve the transitions between these different sites of care. It’s probably no surprise to anyone to hear that transitions in care have been associated with adverse events. Between two different settings, patients may be described different medications by different providers and receive different care and instruction. Research on the transition from the in-patient to the outpatient setting describes medication error, missed laboratory and imaging results and even fatalities. 

Currently, approximately twenty percent of the patients discharged from acute care find themselves readmitted back as in-patients within thirty days. Our goal is to improve the quality of the care we provider for patients across this transitional care continuum. The post-discharge phone call has been studied as a method of providing care during transitional periods and is considered one of several strategies for decreasing re-admission.

Department VA, which has eleven primary care clinics and over fifty-eight thousand patients has embraced the use of the post-discharge phone call by the nurse care managers and the RN within the PACT team. We will describe for you our methods and results.

Approximately a year ago, we decided to reinvigorate our efforts on the post-discharge phone call project. We already had an informal process for creating an RN phone appointment for patients that had been discharged. VHA created a mechanism to notify the PACT team of discharged patients through VISTA emails. 

Additionally, we had a designated CPRS note title with a template for the RNs to use during the post-discharge phone call. This template included prompts to assess the patient, perform medication reconciliation and determine the need for future appointment. Closure and signing of the note automatically brought up the screen for the encounter process.

Unfortunately, even with all of this in place, we were still contacting only fifteen to twenty percent of our discharged patients. Our biggest problem was identifying who the discharged patients were. The sheer numbers of females in VISTA was a barrier for the RNs in determining which patients had been discharged and the process for creating phone appointments was unreliable.

We also noted that many of the RNs were modifying the note templates indicating that it was not user-friendly. Finally, we realized that if our discharged patients were susceptible to adverse events, it made sense to try to contact them as soon after discharge as possible. As we considered our performance improvement activities, we decided to revise our goal to be in line with the VHA and to contact at least fifty percent of our discharged patients by the second business day after discharge.

Our first step was to provide educational in-services for the primary care RNs and clinical managers. These in-services covered the process and policies on scheduling appointments, note documentation and encounter completion. We used the VHA PACT telephone care guide to direct our educational efforts.

We emphasized how the discharge phone calls were important for in-patient outcome and stressed nursing ownership of this process. As part of the updated plan, the phone call was moved up to the first business day after discharge. Primary care administrative and clinical managerial support was and continues to be critical throughout this entire process.

Additionally, we met with stakeholders in the in-patient specialty and mental health areas to achieve hospital-wide buy in. In order to solidify our process for phone appointments for the RNs, we had several meetings and educational sessions with the in-patient ward secretary. Per her request, we worked with IT to create a text order in CPIS, which appeared as a component of all discharge orders to remind the ward, secretaries to schedule the phone appointment.

Over time, we were able to make a significant impact on the percentage of patients who were contacted within two business days after discharge. In April of 2011, we were contacting seventeen percent of our discharged patients. By February of 2012, we were contacting seventy-two percent of the patients.

You can see on this graph that efforts on post-discharge contacts have also improved the results of our VISN and our entire VHA. This chart illustrates the performance of our individual clinics at the Portland VA. In December of 2011, each of the individual clinics achieved the goal of fifty-percent of patients contacted. 

You can see here that although the number of patients discharged from acute care in Portland has remained relatively constant over time. The number of contacted patients has been steadily increasing. After achieving our goal for contacting fifty percent of discharged patients, we wanted to explore the so what question. Specifically, there is a post contact made within two business days after discharge – influenced the number of ED visits or readmission within thirty days. 

This graph shows the percentage of Portland primary care patients who have had ED visits or readmissions in the first thirty days over the last year. The ED rate has been relatively flat while hospital readmission shows a slight downward trend. On this slide, the discharged patients have been broken down into two groups – those who have been contacted within two business days – the green line, compared to those patients who were contacted at three days or later and those who were not contacted at all with the blue line.

So essentially, we are comparing the patients contacted within two days with everybody else. You can see that the percentage for patients with ED visits for the patients in green is trending downward while the other group is actually trending up. This slide illustrates a comparison between the two-day group in the green and all other patients in the blue in terms of hospital readmissions within thirty days.

The two-day group shows a downward trend while the other group is relatively flat. In conclusion, we want to thank all the in-patient and outpatient staff at the Portland VA who participated in this project for helping us to meet and exceed our goals for post-discharge contacts. We are encouraged by the data suggesting a downward trend in thirty day ED visits and readmission for patients contacted within two business days and we will continue to study these results. 

To enhance project sustainability, we are developing a primary care policy document and are working on revising our note template. Recently, we started performing occasional audits to track which patients do not receive phone appointments. We are then able to follow-up and problem solves to further improve our performance. 

Thank you so much for giving us this opportunity to share this project and our results with you. 

Moderator:  Thank you very much, Jenny. And we do have one question that has come in. Would you like to take it now or would you like to wait until the end?

Jenny Richardson:  Sure.

Moderator:  Okay. Did you look at mortality?

Jenny Richardson:  We have not looked at mortality yet, although that is an interesting question. We can certainly check that out as we go forward.

Moderator:  Thank you. And now we would like to begin our second portion of the presentation. Dr. Conasco, do you have your PowerPoint up in slideshow mode? 

Dr. Kristina Cordasco:  I do.

Moderator:  Okay. Excellent. I’m going to turn the screen over to you now. And Jenny, if you would like you can now press mute on your telephone, just to cut down on background noise. And Dr. Conasco, when you see the popup, please accepts it and there you go, you are coming through.

Dr. Kristina Cordasco:  Thank you. Good morning. My name is Kristina Conasco. I’m a general internist who was trained as a primary care doctor. I currently practice in the Greater Los Angeles Emergency department. I’m also part of VISN-22’s VA assessment and improvement laboratory and one of the PACT demonstration labs. I tell you this as background because it is a synergy of these three experiences and roles that have led to me leading the project that I will tell you about today.

At the quick orientation over the next fifteen minutes, I will aim to introduce – I will aim to introduce the problem of inadequate communication and coordination of care post-emergency department discharge. I will also describe Greater Los Angeles as proof of concept pilot innovation. We’re communicating and coordinating post-emergency department care with PACT team.

Thirdly, I will discuss the potential impact on PACT performance of having a reliable and systematic method of communicating urgent and specific emergency department follow-up care needs. BAO, which is the acronym for our PACT demonstration lab uses evidence-based quality improvement methods to support PACT transformation. 

The lab supports local quality counsels that review and support innovation. BAO identified post-emergency department communication and coordination of care and coordination with PACT as an area of concern. A significant motivator for this area of concern was a potential impact on the PACT continuity and access measures. 

So the problem we observed was that with no systematic and reliable method for communicating and arranging post-emergency follow-up care. Emergency department patients were being told be ED providers to get any needed follow-up care by walking into their PACT team a few days after their ED visit. Their PACT provider may not be there or be able to accommodate them when they walked in.

Other providers would see the patient and adversely affect the continuity measure. Other times, when the ED providers were not sure if the PACT teams would accommodate the patient’s need, patients were told the return to the Emergency Department for follow-up care, also adversely affecting the continuity measure.

Thirdly, patients were being told by ED providers to make appointments with their primary care doctor for follow-up, just in case their symptoms were not improved. Many patients just following these directions made these appointments that turned out to be unnecessary, taking up appointment slots that were needed by other patients and negatively affecting access measures.

So, to describe the problem in a different way, I’d like to tell you about a patient that I saw. My patient was an eighty-five year old male veteran seen in the west Los Angeles emergency department and diagnosed with pneumonia and a mild congestive heart failure exacerbation. He was started on an anti-biotic and his diuretic was increased. 

The emergency department doctor thought he needed close follow-up but he was unsure of whether this patient could get this follow-up in primary care so he told the patient to return to the ED in two to three days for reassessment. Three days later, his eighty-year-old wife drives him two hours to return to the ED and they wait two hours to see me. It was an especially busy day. I walk into the room and ask how he’s doing and the wife says he is much better. His energy and breathing are both better and the swelling in his legs is completely gone. My first thought is that this could have been done over the phone.

I knew immediately that he was fine but at the time if I had been the doctor that saw him two to three days before, I would have wanted to make sure that someone had checked in on him. Since there was no reliable mechanism in place to make sure this was done, I would have told him the same thing. Come back to the emergency department.

Not only was this an inefficient use of resources with the return visit being a second hit to the PACT continuity measure, it was the antithesis to patient-centered care and something clearly needed to be fixed. It was out of these observations that this project originated with the aim of developing and testing a systematic and reliable mechanism for emergency department providers to communicate with PACT team members about patients needing urgent or specific follow-up care.

This was done at a BAOL quality council project, more specifically the quality council at our clinic. I mentioned that BAOL uses evidence-based quality improvement approaches so the first step in this project was to assess the evidence base. A scan of the literature revealed that the evidence in this area communicating and coordinating care from emergency department to primary care is limited.

However, the literature does show that some return ED visits like re-hospitalization are preventable. About twenty to twenty-five percent of ED patients will return within thirty to ninety days. The thirty-day return rate for our local patients was observed to be twenty percent.  So, in step two, we formed a multi-disciplinary PACT emergency department stakeholder workgroup. 

This consisted of an organizer and facilitator, which was me, two emergency department clinicians, one primary care physician, one PACT RN care manager, one PACT lead clerk and because we suspected there would be a technologic solution or that was what we would peruse, a clinical activist coordinator who happened to be a pharmacist with primary care experience.

So, in step three, this workgroup spent time really discussing and understanding both emergency department and PACT processes, expectations and frustrations. The emergency department providers described how in the busy emergency department, any communication with PACT would need to be incorporated into the emergency department workflow. 

The multiple part time providers with high turnover rate – anything that required a lot of emergency department provider training would not be likely successful. We also discussed how the PACT team members have limited team time and in person appointment availability. We discussed how there are a lot of competing demands on the time of the RN care managers including the post-hospitalization calls. 

So, having that person review all of the charts or call all the patients discharged from the emergency department would not likely be a viable option. We spent time talking about differences in culture between the emergency department and primary care. We learned that in the emergency department physician training, it is standard to tell everyone to follow-up with his or her primary care doctors within two to three days.

Then we hear about how primary care cannot possible accommodate all the post-emergency department patients with appointments within two to three days. Some triaging was needed. We heard about the differing philosophies to telephone care with primary care doing this often and therefore being more comfortable with it – well, emergency department providers do it very rarely if at all and therefore are less comfortable, even with recommending it for follow-up. 

These are just tidbits from our conversation, but it really helped us understand each other and how any solution would have to balance these priorities and approaches. So, next we developed a tool to facilitate communication. We embedded an administrative console request into the aftercare instructions note that the emergency providers fill in for patients being discharged from the emergency department.

This template console request prompts emergency department providers to fill in specifics for the patient’s follow-up needs. The console request is transmitted the primary care team and routed to the PACT RN care manager. The PACT RN care manager works with the team to address the follow-up care needs of the patient as appropriate. 

This may be a phone call from the nurse to check how the patient is doing. It may be a nurse visit for blood pressure or wound care check or if needed, the clerk can call the patient to make an expedited appointment with the primary care provider. Since this is an administrative request console, the nurse can close the console request just with a comment inserted. No note is needed.

To show you more about how this works, here you see a screen shot that is an excerpt from the after care instructions reminder dialogue that emergency department clinicians fill in for patients being discharged from the ED. Before we started compiling this – because we started with piloting that with just one clinic, the ED providers are first prompted to answer whether the patient is assigned to the clinic. 

And then if they have urgent or specific follow-up needs, if the answer to both of these questions is yes, then administrative console request automatically pops up. This is what that looks like. It asks the clinician to indicate the type of follow-up needed and give specifics. First, it asks for verification of the patient’s phone number. This is something that resulted from our testing when we realized the phone number listed in the charts was often inaccurate.

Then the ED provider checks, which categories of follow-up care, are needed and write more detailed information. The different categories are blood pressure recheck, wound care check or suture removal, coordination for care for workup prior to follow-up, coordination of care for expedited out-patient workup for suspected cancer, laboratory recheck, radiology report follow-up or re-imaging, symptom or sign recheck, medication adjustment or other. 

This is what it looks like when it is received in primary care with the communication. This test patient as an example – I indicated that he needed a blood pressure recheck and criatinine check and potential medication adjustment. What I showed you is the tool we have right now. That and the process for using the tool was developed and serially modified using the PDSA cycle method. 

So, first after designing the tool in PDSA cycle one, an ED provider in our work group filled in and signed a console for our patient and we observed the process and made modifications based on that. Then, in PDSA cycle two, we expanded to selected emergency providers and patients in just one team in the clinic. Again, we made needed modifications.

In PDSA cycle three, we expanded to two teams in the clinic and in four, to all ED providers and all patients. Here is an example from one of the patients receiving this. The ED communication was that the patient needed a recheck in two to five days for redness, blurring and pain in his left thigh. The RN care manager response was that she called the patient to follow up with him post-ER. 

He said his left lower leg still appeared red but better and still taking medication. He informed the follow-up appointment made and he said he did not need it. He was advised to call for appointment if leg not better or getting worse after anti-biotic. Patient agreed with plan. Another example is care coordination for expedited workup prior to consult and follow-up. 

It is very common that a specialist consultant will see a patient in the emergency department and then recommend outpatient studies and follow-up after these studies are done with a consultant. It is often difficult to coordinate these activities so that they are sequenced correctly. Without the patient getting help doing this, they end up with a specialty visit without the needed studies, which is essentially a wasted visit.

However, with the assistance of the RN care manager, this can work well. In this case, the patient needed an echocardiogram and a monitor before a follow-up. The care manager took care of this, writing in the console: echo, scheduled 06/23/11. Monitor, 06/30/11. Neurology to be scheduled after.

So, we got immediate feedback from the emergency department providers. They liked the tool and used it whenever possible. Shown here, over the two and a half months of PSA cycle number four, it was used for ninety-two patients. Having a reliable way to communicate with the primary care team helped them with the emergency department discharge planning.

The communications are being used most commonly for sign and symptom recheck but also commonly for laboratory follow-up and care coordination. It is used less commonly but still used some for blood pressure recheck, radiology and reimaging, wound check and suture removal. 

We also gathered perspectives on the use and utility of this tool and process from PACT team members. Overall, team members think that it is useful for preventing post emergency department locking – a major priority of the clinic. They also report that patients seem to appreciate that they are being contacted and that the primary care team knows about their ED visit and follow-up needs. However, the RN care managers report that even with these calls being limited to patients with specific and urgent needs, they are having difficulty balancing this work with their other daily work. The question that most of you probably have at this point is how does this tool and process impact PACT performance measures?

I have to make sure to tell you that it is too early in this process to tell. However, early indications are promising. Of the sixteen patients for whom this tool was used since February 2012, only one had a walk in visit to primary care within fourteen days of his ED visit and none had a return ED visit within thirty days. This is in the setting of the overall thirty-day return rate that a patient is being twenty percent. 

At this point, we feel we have enough proof of concept to expand to another site and we will work with the newly formed West Los Angeles quality council to expand to the West Los Angeles primary care clinic. This is a more complicated clinic site, so we anticipate needing to continue refining, adapting and monitoring our processes. We will aim to incorporate a veteran into our workgroup in order to gain that valuable perspective, and with this expansion, we will continue assessing the facts on post-emergency department walk-ins and ED revisit rates.

If this tool and process continues to show benefits, they will assist in assembling them into a package that will enable other healthcare systems in the VA to adopt this innovation, should they choose. I want to end with making sure to acknowledge my fellow PACT communications work members. Their efforts have been and continue to be crucial to this project. If anyone listening to this session is doing complementary work, we would be interested in hearing from you. I welcome any questions or comments you may have at his time.

Moderator:  Thank you very much. We do have several questions that have come in. For those of you that joined us after the top of the hour, to submit your questions, simply use the Q&A function located on your webinar dashboard on the right hand side of your screen. We will begin – we’re going to backtrack just a little bit to Jenny’s portion, if that’s all right. Okay. Jenny, this came in just after your part of the presentation. It is a fragment, but I will read it. Eleven clinics all in hospital or c-blocks?

Jenny Richardson:  There are two clinics, which are on site at the hospital, and all their nine clinics are away from the hospital in other geographic locations.

Moderator:  Great. Thank you very much. The next one – what do you do about Friday discharge? We are out of the office until Monday.

Jenny Richardson:  Right. As the measure is defined in the compass, you are trying to contact your patient within two business days. So, the weekend doesn’t count in that measure. It is kind of a strange concept to consider that if a patient is discharged on a Friday, you wouldn’t be contacting them until Monday, but even that is considerably sooner than what has happened in the past. The other thing that we’ve had discussion about that complicates that further is the holiday weekend with off on Monday as well. That delays the contact as well. It’s just one of those barriers you have to work around.

Moderator:  Thank you. The next question – given your positive results, have you revised your target upward for 2012? If so, what additional steps could you take to support that?

Jenny Richardson:  That’s an interesting challenge. We have not yet revised it upward. We’re still getting used to our feeling of success on it. We certainly can look at doing that. We feel like we’re capturing seventy-two percent of our patients at two business days. The extra data piece that we didn’t mention with that is that we are capturing eighty percent by seven business days. We’re getting the major numbers of patients. 

The ones that are a little more challenging to collect the data on -  I should say to contact are those patients that are being discharged from our COC or nursing home facility and our acute rehab areas and even the RRTP treatment program – residential treatment and substance abuse clinic. They are all considered in patient care areas in the VA system. 

So, we’re actually working with staff from those areas to try to incorporate some process for them helping by making the RN phone appointments for the day after discharge. We’ve had a lot of positive response to these areas that are very key on having us follow up and be another voice for follow up with the patient. I anticipate that we’ll be moving upward in our statistics by utilizing those processes and moving forward with working with those people as well.

Moderator:  Thank you for those responses. We do have numerous questions that have come in and we’re now going to move on to Kristina’s portion. I will go back to general questions for both of you. Kristina, your first question that came in – what is quality control? I apologize. What is a quality council? Sorry about that.

Dr. Kristina Cordasco:  So, thank you. That is a very good question. The model is to set up a multi-disciplinary leadership group that it calls a quality council. This is representative from medicine, nursing, social work, psychology, health educators as well as veteran participation that meet together regularly as in weekly and together set an agenda for quality improvement for their local council. They take on defined projects and work as a team to address those problems. So, for example, the quality council consists of all of those leadership representatives from those areas and together worked on two projects in this last year, working on reducing walks INS. This project I talked to you about today dealt with reducing walk ins and they also worked on integrating mental health. So, that is what the quality council is.

Moderator:  Thank you for that response. We will move right along to the next question. What type of CPRS note do you use on those patients who can’t be reached by telephone after three attempts? Does this affect the compliance rate?

Dr. Kristina Cordasco:  Right. If – that is a very good question. We noted very early in our process that we didn’t often have the right phone number for patients or we didn’t have the phone number where the patient was staying after the emergency visit. We put into our process to confirm the phone number where the patient was staying into our console process and it became much less of a problem for us. 

If we really cannot identify or contact the patient, the RN care manager after several attempts will write into the comment section of the console that the patient could not be reached and document those attempts. Again, we have – even from some of our marginally housed and transient patients, there often is a way to reach them if they are asked at the time of the encounter where will you be over the next couple of days or what number will be used? Just incorporating that into our process has cut down on that problem for us.

Moderator:  Thank you for that response. The next question we have – do you have to create a separate set of questions on your note template for mental health patients who are discharged? Some of the RN staff are understandably concerned that they are not qualified to be asking mental health questions.

Jenny Richardson:  I can take that one. This is Jenny. It is challenging to follow up on patients who have had an acute in patient mental health stay and follow up from the primary care aspect with the post-discharge phone call. We have talked this through with our staff and decided that we still need to check in with them. 

Patients who have mental health needs also have physical disease processes going on. We need to check in on them as their medical home providers and the coordinating group. We check in – we don’t use a different template. We still use the same template for a general assessment of the patient. We talk to them about medication reconciliation and pending appointments. 

If the patient, during the conversation, indicates that they are having an acute mental health issue, then the nurse care manager in primary care would refer that patient and get them in touch with a mental health provider within their team. So, we don’t ask that the primary care nurse managers are dealing with mental health issues. I hope that answers that one.

Moderator:  Thank you for that response. Also, just so you know, Jenny and Kristina, some of these questions do come in during your presentation so if they have already been answered, feel free to let us know that. The next question – can CPRS ask for phone number and add in the note or validation of phone number?

Dr. Kristina Cordasco:  I’m not sure about CPRS – we could – we did explore and certainly pipe in from the CPRS data field the phone number that is in CPRS into the console. That would be whatever is in the CPRS and so if there is a different phone number now at the time of our emergency department visit, just recognizing that many of our ED patients are not very well plugged into our system, even if they need to have – for this pilot, they needed to have a defined primary care and be assigned so they have at least that plugged in. 

We really observed that. A good proportion of the patients that are coming to the emergency department have not been closely followed by primary care for a number of reasons. And so they have had a change of their phone number or the phone number that they’ve chosen to put in their medical record is their permanent number but not the best number. We are asking manually and just putting it in as a field into the console request. I hope that answers the question.

Moderator:  Thank you for that response. Our attendees always have the option to write in more if they didn’t get the answer they are looking for or if it wasn’t answered appropriately. The next question – can CPRS be better standardized for example for scheduling the time, provider or location?

Dr. Kristina Cordasco:  I’m sorry. Can you repeat the question?

Moderator:  Yes. Can CPRS notes be better standardized? For example, for scheduling, prompt for date, time, provider name or location?

Dr. Kristina Cordasco:  I’m unfamiliar with any function that would link a note to scheduling. Certainly every note has a time stamp on it and the location when it is encountered, but I am unsure about how – I’m not familiar with any function that would schedule a note as far as scheduling a follow up. Certainly that would be an appointment function. I’m not sure. Jenny, do you have another answer? I’m not sure which of us it applies to.

Jenny Richardson:  I agree with Kristina that the appointments are made in Vista and the CPRS is used for note title. In terms of standardizing note titles and creating templates, there is – certainly you want to have an organization for your nomenclature of your note titles within your facility, but those are templates that leave a lot open to creativity and you could put whatever you want in there. But,  I don’t know of a mechanism for prompting an appointment through CPRS.

Dr. Kristina Cordasco:  Perhaps the question is being able to pipe in information into a note about appointments and if that is possible – you could pipe in quite a bit of information about reminder dialogues, but it would need to work with your clinical application coordinator for that.

Moderator:  Thank you for those responses. The next question we have – couldn’t coordination of appointments be done by a clerk?

Dr. Kristina Cordasco:  I think that might be for mine. Absolutely. And, I want to reiterate that it’s – the post-emergency department follow up care goes to the RN care manager and the RN care manager triages. That’s what was missing before. If it’s really an appointment that this patient needs, if the RN care manager looks at this and says this patient needs to come in for an appointment – whether that’s an appointment with the primary care provider or a nurse appointment, then the clerk can take care of arranging that appointment.

Not every patient needs an appointment. Some patients just need a phone call to say how are you doing. Maybe the answer from that phone call is that this patient is actually not doing well. They need to come in. Some need that phone call to be actually from the primary care provider. The primary care provider may get directly involved. It’s the RN care manager looking at the console and the patient’s chart and talking to the patient to make the decision about what’s needed. If it is an appointment and they know that from the get-go, then the clerk could do that.

The problem with the clerk being the first line is their lack of triaging. If the clerk were the first line, then everyone would need to have an in-person appointment because the clerk would not be able to triage.

Moderator:  Thank you for that response. I’m going to pause for just a second. I have noticed that a few of our attendees have left as we are approaching the top of the hour. That’s perfectly fine. I do just want to let you know that we are going to continue asking questions and capturing them on the recording. We have dozens of pending questions. I am hopefully getting to all of them. 

In the event that we do run out of time, I know that Dr. Cardasco and Jenny have been kind enough to stay past the top of the hour so that we can capture these responses in the recording so that you have access to them in the archive video. With that, I would like to remind everybody that if you do exit the session early, you are going to be prompted to complete a very short survey. 

This allows you the opportunity to provide us feedback and say what other topics you are interested in regarding PACT. We do consistently update our program based on your suggestions. I apologize for that interruption. Back to the questions. This is for Kristina. What about using the console process is following up percent of ED patients? What percent of ED patients are being followed up with this process?

Dr. Kristina Cordasco:  It’s about fifteen percent right now. That is a little bit lower than we expected and I should have listed it as part of the things we will be doing is looking at the percent. We don’t expect it to be a hundred percent. Of course there is a certain percentage of patients who are admitted and they then get followed up via that mechanism and then there is a certain percentage that really do not have specific or urgent follow up needs. Their needs were completely taken care of within the emergency department visit.

We suspect it is a little more than fifteen percent that need some sort of specific or urgent follow-up needs. We need to review ED notes to look for that. It varies per month. One of the things about our emergency department is not only do we have a lot of different attending providers, we have most of the patients being seen by trainees as well as resident physicians. It depends on the month on how well whoever oriented them during that month at how utilized this consult process is being utilized. We’re going to work on that and investigate its use to see if it can be used more broadly. We’re not looking for it to be a hundred percent or a hundred percent of patients being sent home. We want it to be used as often as it is needed.

Moderator:  Thank you for that response. Next question – I understand that it is not necessary for PACT care managers to make a follow up call for patients who are seen in ED unless there is a consult sent by ED provider to the PACT team. 

Dr. Kristina Cordasco:  That is correct. That is our current practice.

Moderator:  Next question – is the forty-eight hour timeline necessary for the ED visits?

Dr. Kristina Cordasco:  Thank you. That is a very good question. I did not talk about the timeline. The time is actually in the – we ask the emergency department provider to give a range of when this follow up care is needed. It depends on what is indicated by the emergency department provider who is in the best position, we think, to estimate that. Certainly for care coordination where things just need to happen over the next couple of weeks, the timeline is longer. For symptom and sign recheck, it tends to be closer to a few days. It’s really determined by the consult that – the information that is put into the consult request by the emergency department provider.

Moderator:  Thank you for that response. The next question we have – do you find that several consults are placed because of early stated follow up in primary care is the standard? I should repeat that one.

Dr. Kristina Cordasco:  I think I know what you are saying. Go ahead and repeat it.

Moderator:  Do you find that several consults are placed because as earlier stated, follow up in primary care is the standard?

Dr. Kristina Cordasco:  Right. There are certainly certain providers who tend to utilize this consult mechanism to say that they really want the patient to be followed up standard and tend to use it for most patients. That certainly happens and it is sometimes a little bit hard to find the exact specific or urgent need in that consult. I have to say that RN care managers are fabulous at managing this. They call the patient and they see how the patient is doing and that is considered the follow up. It is phone follow up and an unnecessary appointment is avoided, which one might say not only improves access for other patients, but solves the problem or the trip for the patient who might be traveling quite a ways to get to that clinic.

Moderator:  Thank you very much for that response. The next question – it will be very helpful if appointment with the PACT RN and PACT PCM is added and coordinated since the DH state.

Dr. Kristina Cordasco:  I’m sorry, the DH states?

Moderator:  I do not know what that acronym is. If the person who asked that question would like to spell out that acronym, that would be very helpful. Just a reminder to our attendees, please do spell out acronyms, proper grammar and indicate who it is for. I am not a subject expert, so it is hard for me to get the message across sometimes. Thank you. Next question – can you advice how to view the RN modified template from Portland? Interested for CBACH use.

Dr. Kristina Cordasco:  So you are interested in viewing the templates to create one for your own facility, I guess. Probably the easiest thing to do would be to send me an email and I can send some screenshots of what it looks like.

Moderator:  Thank you. Yes. Your email address and follow up information was included in the handouts that we received.

Dr. Kristina Cordasco:  All right.

Moderator:  The next question is just a comment. Patients are very appreciative of calls. Thank you for the presentation. Next one – very interesting. How long does it take to fill out the template into the ER discharge? Useful for the PPG busy ED.

Dr. Kristina Cordasco:  I’m not sure what PPG is, but it certainly depends on how much information is put in. it takes less than a minute and actually, is my screen still up?

Moderator:  Yes, it is.

Dr. Kristina Cordasco:  Let me go back to the template. I can use my pointer. So, in this if you are looking on the template consult request, I’ve checked them all but you wouldn’t check them. If you do not check, then you cannot se the little text box underneath. So, certainly no one would need all of these things. This pops up and it asks them for the correct phone number and to put it in only if it is different and to check the categories. 

If I would just check blood pressure recheck and say I increased the patient’s medication and please recheck in two to three days and hit okay and you just sign it. It can really be fifteen seconds. Again, this automatically pops up within the workflow of doing the after care instruction. So, it is really a couple of more clicks and a line or two about what the follow-up needs are. So, some providers give more information than others but it really shouldn’t take more than a minute and often less.

Moderator:  Thank you for that response. The next question – is it possible to get access to the embedded administrative consult request for after care instructions to try to incorporate at our VISN?

Dr. Kristina Cordasco:  Certainly. Send me an email and we can discuss. I’m not sure we are quite ready to go live with it yet, but our whole purpose of developing this is to be able to share it. So, we are putting it into a package and I would definitely be willing to talk about that. Please email me.

Moderator:  Thank you for that response. The next question – it appears as if the template was designed more to facilitate ED provider workflow than PACT workflow. What input did the receiving PACT team, especially the nursing staff since they are making the calls have into the information that is communicated between ED and the PACT team?

Dr. Kristina Cordasco:  The PACT team had quite a bit of input as well. The work group that developed this consisted not only of two ED clinicians but also a primary care provider, a PACT RN care manager and a PACT lead clerk as well. As we were developing the template, we showed it to other members. Although this does add some work to the RN care manager, we are not oblivious to that, however we are hopeful that it avoids walk ins and other work. 

As the clerk has voiced to us very strongly and the RN care managers, they were very frustrated as well with emergency department patients calling them after their emergency department visit and saying the doctor said I needed to be seen. And then, they would not be – the clerk would not know why and wouldn’t be able to read the ED note to figure out do they really need to be seen within a day or two or is there something else they need?

The primary care staff not knowing would frustrate the patient. The primary care staff would need to contact the primary care physician or triage it and it just – the whole process did not work for either side. So, the RN care managers really do feel like receiving this communication many times helps them do their job and helps them go less on a fishing expedition and go down a long path just to realize that the patient just needed a wound care check or really just needed something very simple and they could have done that directly. This was developed very much with primary care input as well and to help both sides. Again, it was to help primary care with their continuity and access measures as well. 

Moderator:  Thank you for that reply. The next question – what are the exclusions for discharge follow-up calls?

Jenny Richardson:  I think that one must be referring to hospital follow up. This is Jenny Richardson. So, the exclusions there are really – if you look at the compass data, the only exclusions are for patients that have been readmitted or patients who are deceased. Those are the only real exclusions. The compass data has changed recently in March to include home based primary care staff as primary care staff, so that’s been a little bit confusing as we are starting to try to figure out what that means to us. Essentially a home based primary care visit will now be counted as part of the – it can be counted as a contact. So, that’s the only kind of new modification to it. Other than that, it’s patients who are readmitted or deceased. 

Moderator:  The next question we have you may have already answered. Can I get a copy of the RN note template?

Jenny Richardson:  I think whoever that is targeted to, Kristina or myself, I would just send an email and either one of us would be happy to send you screenshots.

Moderator:  Thank you very much. The next question – my patient was admitted from the ER. He is showing up on my hospital DC summary list. Is this a system flaw? I think it would be inappropriate to contact him in the hospital and I have been waiting for hospital discharge.

Dr. Kristina Cordasco:  I guess I would check into the process there because that patient who was seen in the ED and then admitted to the hospital should not be considered a discharged patient. There must be something a little confused in the system there. Have your IT people check it out for you.

Moderator:  Thank you for that response. The next question we have – do you have any way of prioritizing which patient would most benefit from the post-hospital discharge calls?

Dr. Kristina Cordasco:  That’s an interesting question. We’ve started thinking about what it means to – in terms of which patients are perhaps receiving the calls versus those who are not receiving the calls and if there is any prioritizing going on. Ultimately we want to reach all of them, of course. But as we’re looking at our data, particularly on patients how might have been readmitted or to the ED within thirty days of their hospital discharge, we’re looking at it from another angle. 

We want to invest in which of our patients did end up going back to the emergency room or did end up getting readmitted within thirty days and what is the nature of their problems that have caused them to be readmitted? So, in that way, I think we will start investigating it from a backwards standpoint. Those patients who do get readmitted or re-hospitalized – perhaps those are the ones we need to target and prioritize and then we can investigate ways of making that happen. 

Moderator:  Thank you for that reply. I just want to interject real quickly. You both have been very gracious to stay past the top of the hour. If at some point you need to get off the call, feel free to interrupt me and I will send you the remaining questions offline and we can disseminate the written responses to our attendees. The next question – regarding two business day post-discharge calls, is day one considered the day of discharge or the day after discharge?

Jenny Richardson:  It would be the day after discharge. 

Moderator:  Okay.

Jenny Richardson:  Business day after discharge, I would say. If you are discharged on a Friday, day one is Monday and day two would be Tuesday.

Moderator:  Thank you. Is there a way for the PACT RN to receive the ED visit directly instead of waiting for the PCP to send an alert? Sometimes there are two or three-day lapse before receiving a notice of the ED visit.

Dr. Kristina Cordasco:  Right. The PACT – we are not aware of where the PACT RN can be notified. Right now, directly about the ED visit – there is a notification to the primary care providers that the patient has been seen in the emergency department and we certainly discussed and are aware of that. But, it depends on the primary care provider then opening that note and then deciding whether there’s urgent or specific follow-up needs. 

We consider that as an alternative mechanism in our system. Really, it was the mechanism that was in place as the default mechanism. Often, when we have many part time providers, it would be several days before anybody knew that the patient was in the emergency department. I think as CPRS as a team is more formed and in the PACT team, there may be a way to alert the PACT RN care manager directly. However, we’ve not been able to do that in our system. 

There is certainly – there being a daily running of a report or setting up reports out of Vista where each clinic would run a report of their patients that were seen in the last day within the emergency department. This was in a prior workgroup where a report would be run and instead of having this administrative consult, the team would be notified or would at least know what patients they were to call with a report each day. 

It was thought that the RN care manager could not call all of these patients that were discharged from the emergency department, nor would be able to look through the notes and decide which ones needed to be called. That wouldn’t fit in with other PACT priorities. I do know other systems where the PACT RN is calling all of the emergency patients discharged from that department, but they too are saying that is too much work on their RN care managers right now and are looking for other solutions. 

However, I do really want to reiterate that our project really was a proof of concept and we do not think that it’s been worked into the best solution and we are still working on that. I definitely would be very interested in people emailing me with their ideas or if they are doing something else that they think has worked well, please email.

Moderator:  Thank you for that response. The next question we have – what are the evolution tools that are planned to use to study the results of effectiveness of the project?

Jenny Richardson:  Well, I’m not exactly sure what they were going with. We are looking at the readmission and ED visit data – one of the participants had suggested looking at mortality. I think that’s a good idea. Some of the other measures that are in the PC compass – certainly we’ve been looking at the two day post-discharge percentage of patients that we’ve been able to reach as well as the seven day but some of the work is we have a parallel workgroup in our ED visits and some of this work that we’re doing starts coming into play with continuity and access as well. Those are measures that we would look at over time.

Dr. Kristina Cordasco:  For the ED coordination of care, we’re looking certainly at ED revisits, the rate of unscheduled primary care visits and then we’re also planning and seeking to work out a mechanism for evaluating experience with post-ED recommendations. Adherence is not the best word. That implies that it is the patient’s responsibility, but basically did the patient get what they were recommended to get after the emergency department visit? 

If it was a follow-up visit or a follow-up test, did they get that care? And then that is another mechanism. Other evaluation certainly on the horizon to look at in potential impact in patient satisfaction would be beyond what we currently have funding and beyond the veil mechanism. However, that’s something that we would be looking for opportunities to look no patient satisfaction and their perceptions of care coordination.

Moderator:  Thank you for those comments. The next question we have – given that nurses apparently have some difficulty incorporating another call, what incentives did they have to participate?

Jenny Richardson:  I think that is for me. The big incentive was reducing walk INS. This was part of the idea of the quality council and setting everyone to walk in appointments. The clinic has a large amount of daily walk in patients. The RN care manager is spending much of his or her day working with that walk in patients. So, the idea that with a phone call, one could either avoid an unnecessary walk in or schedule that walk in and it’s not really a walk in when you schedule it but schedule that encounter for a wound check or blood pressure check. 

Instead of Mister Smith walking in during the busiest part of the day for the blood pressure recheck and says I’m here for my blood pressure recheck that my emergency doctor said I needed, they come at the time of day that the RN care manager knows they are not being inundated and can best spend that time with Mister Smith. So, avoiding the unscheduled visits was absolutely a huge RN care manager buy in.

Moderator:  Thank you for that reply. The next question we have – this is for Jenny. The graphs were very impressive and informative. Do you know how many patients the graphs represent?

Jenny Richardson:  Well, the one graph and now I would have to go back, which indicates how many discharged patients we have, we average around twenty five to thirty discharges per day in this system. So, you could extrapolate that out. Like I said, our whole primary care division includes fifty-eight thousand patients, but when you are dealing with the discharged, it comes out to around seven hundred in a month’s time. That’s spelled out on the graphs. You can take a look at that as well.

Moderator:  Thank you for that response. The next question – appointments could be tele-appointments due to lack of space available in a one or two week window. That sounds like just a comment there. Do you want to reply to that or should I move on?

Dr. Kristina Cordasco:  Okay.

Moderator:  Okay. Next question – how is the contact made for homeless veterans?

Dr. Kristina Cordasco:  Absolutely. That’s probably a question for both of us. So, many of our homeless here in Los Angeles do have cell phones. So, sometimes we are able to get that when we are in the emergency department and asking about their phone number. But, if there really is no phone number for the RN cares manager to reach, then the RN care manager really can’t do that. I do think that there is still value of communication because we can tell the homeless patient to call the clinic. 

It takes some of the value out but at least we still communicated to the team what the follow-up need is. When that homeless patient does contact the clinic, the clinic is aware. Even if it is the clerk making that – getting that call, the RN care manager could have communicated to that clerk that Mister Smith was told to call in a couple of days. 

When he does, this is what he needs. The clerk is not fishing but knows that he needs an appointment or a nurse visit or a lab visit and I should just tell him to go to the lab. There has still been the communication with RN care manager and with the entire PACT team even if it is the patient that ends up having to call rather than the RN care manager or other PACT team members calling the patient.

Moderator:  Thank you.

Jenny Richardson:  I would agree with Kristina. I would just add that as we’ve mentioned earlier that the proactive checking that you make sure you have the correct phone number prior to discharge from either ED or the in-patient area is a critical piece. So, addressing it proactively makes a huge difference.

Moderator:  Thank you both for those responses. I apologize for interjecting. The next question we have is for Dr. Codasco. Rather than using the consult package which takes valuable time away from the ED physician and also requires the RN care manager to close the consult, have you considered adding primary care provider as an additional signer to the ED note combined with the clinical reminder note sent daily to the RN care manager?

Dr. Kristina Cordasco:  We absolutely considered the additional signer and that one mechanism was in place. One of the things that we were hoping to – not avoid so much but mitigate is the communication having to go through the primary care provider. So, if the primary care provider is not there that day and they are on vacation that week, especially when we have multiple part time providers, they do not check their CPRS additional signers that day and the patient – it may be several days before anyone gets that message.

The complimentary of the clinical reminder that would give all of the ED patients to the list of all of the ED patients that were discharged to the RN are manager and the RN care manager would need to sort through that for the triaging and that was what we were trying to avoid. If there is something else that we’re not aware of, that would be able to send – to have the ED send this message directly only for patients who really do need the RN care manager or someone on the PACT team to intervene, please let us know.

Our understanding is that we could send the RN care manager the list of all the patients that were discharged but then the RN care manager would have to triage. This is – it’s going back to the PACT model where the RN care manager becomes the coordinator rather than the primary care provider. I shouldn’t say rather than but I should say in conjunction. 

So, the RN care manager is aware that the next morning when they walked in or even in the same day that there is something that is needed for that patient and takes the task of coordinating and bringing in the rest of the RN care manager or the rest of the PACT team. That has been the idea. I really think that it’s our ED providers have not felt burdened by this consult mechanism. 

It pops up, so it’s not automatically within something they are already doing and takes about fifteen to thirty seconds and only if they have something really complicated would it take more than that and an additional signature. Our emergency physicians are not feeling like this is a burden on their time.

Moderator:  Thank you for that response. The next question you have – are you contacting post-ED and post-in-patient discharges outside of VA care and if so, how are you gaining the information?

Dr. Kristina Cordasco:  We are not. This is only for patients seen within our West Los Angeles VA department.

Moderator:  Thank you. Go ahead.

Jenny Richardson:  Actually, it does pertain to post-hospitalization when we have patients that leave the hospital and then enter a fee-nursing home facility as the example I can think of that would pertain to what you are saying. We do try to contact those facilities. We’ve had discussion about how best to do this knowing that the patient may not be the person you are connecting with. The nurse care manager in primary care makes the phone call to the nursing home and there is an attempt to try to get the nurse at the nursing home on the phone with you and then to have a discussion about patient care. We have said that probably one of the biggest goal of that telephone call is to alert the nursing home and community as to who the primary care provider and primary care team who is taking care of that patient if they are having problems. They know how to contact those people. We do track those. It is a little bit of an unusual situation.

Moderator:  Thank you both for those responses. Just to let everyone know including our presenters, this session will have to formally conclude in six minutes as we have another cyber seminar beginning at that time. We do have two more pages of pending questions, so we will get through as many as we can in the next few minutes and as I mentioned earlier, the remaining questions will be sent to the presenter’s offline if they have time, I will receive written responses and disseminate those out to all of our attendees that were on the call and registered. If you ladies are available for a few more minutes, I would like to continue.

Jenny Richardson:  Sure.

Dr. Kristina Cordasco:  Sure.

Moderator:  Excellent. Is there going to be a new CPRS note soon that we can use for the post-discharge phone call?

Dr. Kristina Cordasco:  I have not heard anything about creation of a note. I think the person is talking about a specific note title that is being created nationally for this purpose. I have not heard about anything like that coming down the road. It actually might be kind of nice for people to be able to create and adept their own based on their own needs.

Moderator:  Thank you for that response. The next question – could you share the ED follow-up and post-discharge templates?

Jenny Richardson:  Please email us.

Moderator:  Thank you. Next question – when the RN makes a comment and orders requested diagnostic tests and then the patient is sent to a specialist, who ensures this is follows with an appointment when comment is completed?

Jenny Richardson:  Right. I think that’s for me. So, certainly what the RN care manager does is make sure that everything is set up, but once everything is set up, the RN care manager has been completed unless the patient calls the RN care manager back and is having problems. So, making sure that everything gets scheduled is the RN care manager’s job. If the patient does not show up for that test or doesn’t go to the consultation, then that’s the different problem later. Getting to the first step to getting everything followed up and there is in the example that I showed neurology being scheduled by service. There was something still pending but the RN care manager called and talked to the schedule. The thing about the RN care manager is that many of them know these schedulers in the different services. They’ve worked with them time and again and can call and make sure that everything is set up and that they know this appointment needs to be made and so verifies that the service is aware that the patient needs to be scheduled and it needs to be scheduled after the echocardiogram and whatever else needs to be done.

Moderator:  Thank you for those responses. 

Jenny Richardson:  I’m sorry. I should say one more thing. The care manager will take responsibility that the plan is communicated effectively to the patient and that they know the plan and the date. That is the RN care manager’s role to communicate it with the patient.

Moderator:  Thank you for that response. The next question we have – how many attempts are made to contact patients post-hospital versus post-ED discharge?

Dr. Kristina Cordasco:  From the hospital standpoint, I’ve heard different. The VA facilities do this differently. In our hospital we’ve decided that we would like the RNs to try to contact the patient three times on three different days, not that they would try three times within a couple of hours and be completed. We want that to be on three separate days. Other facilities I have heard try twice, so I think that particular aspect of the call varies somewhat.

Moderator:  Thank you for that response. 

Jenny Richardson:  It’s similar for ED. It’s three times.

Moderator:  Great. We’ll try to squeeze in one or two more. Do you contact patients that are discharged from your facility to another facility such as a CLC or area hospital or other mental health facility?

Jenny Richardson:  This has taken quite a bit of work to understand which patients are in-patients and when do they become an outpatient. Within the VA system, a patient that transfers from acute in-patient care to our own CLC – they are still an in-patient that is considered a transfer. You don’t actually contact them or make the contact call until after they leave the CLC. Now, when a patient leaves our acute-in-patient area and goes to a facility in the community on a fee basis, that is considered a discharge from the in-patient area and we do try, as I was saying earlier, to contact at least the caregiver of that patient at the field nursing facility or whatever the facility might be in the community. I hope that answers that one.

Moderator:  Thank you for that response. I think this is probably a good ending point. As I mentioned, we do have an economics presentation starting momentarily. I would like to take this opportunity to let Jenny and Kristina make any concluding comments they may have.

Jenny Richardson:  I’ve enjoyed sharing the project and if anybody has questions or comments or interest in further perusing some of the templates or whatever, just send an email and we can go from there.

Dr. Kristina Cordasco:  I echo that. 

Moderator:  Excellent. I want to really thank both of you for not only presenting but also for staying on for another half an hour past the top of the hour. If it is all right with you, I would like to send you the remaining few pages of questions and at your leisure, please get written responses back so I can get them out to the attendees. Furthermore, I would like to very much thank our attendees for joining us today. You are an engaged crowd and we appreciate it. We do want to address you questions and concerns and both of the presenters have made themselves available. If you have any questions regarding the program, you can always email cyberseminar@va.gov. We also cordially invite you to join us for the next cyber seminar, which is on Wednesday the sixteenth at twelve eastern. You can go to the HSRND website, look to the left navigation bar for cyber seminars and click on our catalogues to register for that and any other sessions you may be interested in. 

Furthermore, you will be receiving a follow-up email with a direct link to this recording and I encourage you to send it to any colleagues that may be interested who were not able to join you today. Thank you again to everyone and this does formally conclude today’s HSRND cyber seminar.

**[End of Recording]**

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