Processing EMR Orders from the Orders to Schedule Worklist

Key Differences with EMR Orders

• Admin PAR II team members will work from the Orders to Schedule Worklist
• This process applies to EMR orders such as:
  • DigitalONE
  • Electronic Orders
  • EMR Athena

Step 1: Access the Worklist

1. Go do the Scheduling menu located at the top of the eRAD screen.
2. Select "Orders To Schedule"
3. Use the "WRA (7) Electronic Orders" filter to work the orders assigned to the WR Admin team
   

Step 2: Review Patient Folder

1. Right-click the patient name.
2. Select Patient Folder (opens in a new tab).
3. Review the records to determine next steps.

If the Exam Should NOT be Scheduled

• If the patient:
  • Is already scheduled for a future date,
  • Has already completed the exam, or
  • The order is a duplicate
• Then:
  • Cancel the order with "Duplicate Booking" as the Cancel Reason.
  • Add a note in Order Notes.
  • Update the Urgency Level to: 3 - 3rd Call Completed

If the Exam Needs to be Scheduled

1. Double-click the order (or right-click > Schedule).
   • If the patient has more than one ordered exam, an alert display.
2. Go to the Patient tab:
   • Check for an existing MRN.
   • If a match is found, the order attached to that records.
   • The EMR origin (e.g., DigitalOne, Athena) appears under the System MRN.

If No MRN is Assigned:

• Click the magnifying glass to search.
• If a correct match is found, double-click it.
  • Confirm the match when prompted.
• If no match is found:
  • You'll see: "No patient found matching your search".
  • Click [New Patient/New Appointment] to create a new eRAD MRN.

Step 3: Complete the Order Tab

1. Fill out all required details:
   • Reason for Order
   • Referring Physician
   • Preferred Location
     • Update to the center listed on the order, or the location closest to the patient, based on zip code.
   • Urgency Level
     
   • Class
   • Order Notes

Step 4: Review & Update Exam Details

1. Click the Schedule Tab
2. Review the ordered exam(s)
3. Ensure scheduling rules are followed (e.g., age, exam type, etc.).
4. Laterality will be required for certain exams, select based on order.

Step 5: Save the Order

1. Click [Save as Order] (bottom right).
2. If any required fields are incomplete, a warning will populate.
   • Resolve all error before saving.
3. Once saved, the exam is removed from the Orders to Schedule Worklist.

Important Notes

• Missing Electronic Order Script?
  → Notate this in Order Notes.
  → Continue processing as normal, schedulers will update once the patient is scheduled.

Urgency Level: "Recall" Usage Guidelines

• Set Urgency Level to Recall in the following scenarios:
  • Washington Radiology:
    • ANY exam not scheduled by the Contact Center (biopsies, MRI, Dr. Allison, etc.)
  • Progressive Radiology (PR) Orders:
    • ALL orders for PR locations must be placed in "Recall" status
  • Winchester, VA Order:
    • Work the following exams as normal
      • Screening Mammogram
      • Diagnostic Mammogram (due to new symptoms or follow-up)
      • Breast Ultrasound (new symptoms, follow up, or dense breast)
    • Place ALL other exams in Recall, including:
      • Callback exams
      • Any exam not clearly listed as offered at Winchester (general ultrasound, x-ray, etc.)
        • This ensures the Center works the order, even if it appears unsupported for that location.

EDITED: 06/10/2025