Prereg., Appt Planning and Waiting List Management - Concept
Planning provides functions for appointment planning and management in the following processes:
Preregistering or ordering admissions, surgeries or treatments in the Clinical Order
NoteIn the clinical order you can also enter order items without services. Exact determination of which services the patient should receive can therefore also take place at a later time.
End of the note.Planning and organizing concomitant examinations, e.g. preoperative clarification
Creating and managing waiting lists for admissions, surgeries or treatments
Forwarding preregistered order items between service facilities or departments (by changing the service facility/department in the preregistered order item)
Clarifying preregistered order items at a preliminary facility and forwarding to the service facility which will actually perform the treatment or surgery
Time or day-based planning of admissions, surgeries or treatments
Using planned appointments as a basis for the subsequent actual admission, surgery or treatment.
Features
Preregistration (Preregistered Order Items in Clinical Order):
The preregistration allows you to plan patients for a desired surgery or treatment or for an inpatient admission in the system before their actual admission.
Example
Via the internet or a telephone call, a department receives a definite request for a short or medium-term appointment for an outpatient or inpatient treatment. (You would preferably use the waiting list to manage requests for appointments far ahead in the future). For this the employee entering creates a clinical order with a preregistered order item.
A preregistration for a patient is always entered by an initiating organizational unit (OU
) or an administrative facility (call center) and is always oriented towards an OU for which the patient will be preregistered. This treatment OU can be the same as the initiating OU, in this case the OU preregisters a patient for itself.
You enter and manage prospective patients who require a treatment or surgery, in the clinical order or waiting list.
Here it is essential that it is possible to enter a preregistered order item in a clinical order for a patient without creating a case. You can also enter a clinical order with provisional patient master data.
You can still store the desired treatment/surgery in the preregistered order item of the clinical order, and the necessary accompanying information in the system.
You can enter a provisional treatment or surgery appointment as well as the planned admission date in the order items of the clinical order. However, if this information in not known when the clinical order is entered, you enter the order item without an appointment.
Note
If you wish to preregister the admission and treatment or surgery in a clinical order, you require two order items: an admission item and a treatment item.
Waiting List Management
The waiting list management is a specification of the clinical work station. Users or user groups can be provided with predefined patient lists as a starting point for their daily work. For information that applies to all instances of the Clinical Work Station, see Clinical Work Station.
The required data is selected from the predefined data set using user-specific or user group-specific selections and filters. As well as selecting objects and displaying data, you can also limit the executable functions in a personalized patient list. (Usually only system administration has the authorization for this.) This means you can provide individual users or user groups with only the functions which they actually require and will use.
The waiting list management supports the distribution of preregistered order items (and their corresponding clinical order) to subsequent processing staff, i.e. automatic dispatch, distribution, assignment and forwarding. You can react in a flexible manner to changes in the patient’s health (for example, if the outpatient treatment originally planned becomes an inpatient appointment).
You can enter absences for patients on the waiting list.
Note
You can create a list of "Admitted Patients" and provide these patients with the relevant status therefore removing them from the waiting list.
After being admitted, a patient can be put back on the waiting list if it transpires that he or she cannot have surgery at this moment in time.
Appointment Planning
Based on the planned capability and the available capacity, you can determine treatment/surgery dates and the admission date for preregistered order items.
When you plan an inpatient admission appointment or a treatment/surgery appointment, the preregistered order items no longer have the status "Without Appointment". The system will display the patients with the corresponding desired treatment/surgery on the work stations of the OUs where they are preregistered (e.g. clinical work station for the outpatient clinic/service facility).
Day-Based Planning Based on Quotas
You can use this function to plan inpatient admission appointments or surgery/treatment appointments, based on the capability and a realistic average quota of an OU, in the long-term but for specific days. In the OR area, you perform planning in this phase on a daily basis, this means that you plan only the provisional surgery day (the room, time, and team are not defined until the OR plan is created).
Planning Grid – Time-Based and Day-Based Planning
For organizational units which define their treatment appointments in a time-based work step, you can use the planning grid function for this process. In the planning grid, you can graphically plan time-based appointments in consideration of the capacity currently planned.
In the planning grid you can also plan and display day-based appointments without quotas.
You can enter the exact time of the admission appointment for the preregistered order items of a clinical order. If you plan an admission appointment using the
(Find Appointment
) pushbutton, the system also calls day-based planning if you have settime-based planning
. The system supports the planning of admission appointments based on day-based quotas.
Note
When you allocate a treatment or surgery appointment, the system will not store a movement, but an appointment.
You must create planning objects for each resource which is required for this appointment (all organizational units and all rooms which are used to enter appointments).
When you assign services to an appointment, the status will not change, i.e. the services will retain their original status.
Treatment Contexts
If the planned treatment or surgery requires preliminary examinations, you can order or preregister these before the patient is actually admitted.
You enter preliminary examinations in the clinical order using the treatment context defined in the order type without a case reference.
Admission
You enter the actual admission of a patient using the SAP Patient Management (IS-H) admission transaction for outpatient or inpatient admissions.
You can also admit patients with preregistered order items from the care unit or outpatient clinic/service facility work station, the clinical order, or from the OR plan.
When you enter the admission, you create a case. At this point you can also link the preregistered procedures and any order items entered until now, with the case
. If the organization form makes this impossible, you can assign preregistered order items with their services and examinations ordered/requested without a case, to the case in the service facilities with the service documentation.
You can manage the service documentation of the ordered/requested preliminary examinations and the preregistered treatment/surgery as well as clinical documentation (e.g. OR documentation, findings), using the usual standard SAP clinical system (i.s.h.med) functions.
Note
When the first service of an appointment is performed or released, the system will insert a movement with the Actual status and link the performed/released service to the movement. This action requires no further dialog step by the user. The system will retrieve all data necessary for the movement from the appointment, the entries made when performing/releasing the services and from customizing. The system will also link the appointment with the movement, which means that the appointment can no longer be planned from this moment onwards. With the exception of surgeries, you can replan further services which were planned for this appointment, and assign a new appointment.