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Glossary

UC ePIC is the first fully integrated electronic health record (EHR)

UC ePIC is a custom and branded version of Epic Systems. UC ePIC offers an integrated suite of healthcare software which supports patients across the care continuum. For the first time in history two academic medical centers are joining together to serve their populations on the same instance of Epic.

This tool will empower us with the information needed to provide the best care possible for our patients and will ultimately replace multiple disparate systems. The addition of UC ePIC to our health system will enable a seamless and integrated patient and user experience. What a win for our patients, families, providers and staff!

What is this UC ePIC Glossary for?

The UC ePIC Glossary of Terms will assist you in understanding some of the general terms that you will hear and see on our UC ePIC journey, like Hyperspace, Playground, and SmartTools. Names of the Epic software applications and modules themselves are listed in a different color as noted on the legend.

Glossary of Terms, A-Z

  • General Terms
  • Applications/Modules

ABN Advanced Beneficiary Notices.

AC Application Coordinator/system builder.

ACE Classroom Training Environments Actual classroom environment.

Ambulatory Care provided in an outpatient setting such as a physician's office or clinic.

Anesthesia Anesthesia application.

Application The software module from Epic devoted to a certain area of expertise.

ASAP Emergency Department information system application.

Audit Trail Functionality in UC ePIC that records when a patient chart has been accessed, viewed, or otherwise manipulated.

AVS After Visit Summary - the discharge instructions that are printed for patients to take with them.

Beacon Medical oncology application

Beaker Laboratory and pathology application

Blood Administration A module of EpicCare Inpatient Clinical Documentation specifically used to manage blood administration.

Cadence Enterprise scheduling application that is used to schedule and track appointments.

Care Plan A strategy designed to guide healthcare professionals involved with patient care. Such plans are patient specific and are meant to address the total status of the patient. Care plans are intended to ensure optimal outcomes for patients during the course of their care.

Case Management A module of EpicCare Inpatient Clinical Documentation specifically used to manage cases by care coordinators.

Chart Tracking The HIM module that manages tracking of patient charts by the Medical Records department.

Clinical Pathway A description of practices likely to result in favorable outcomes for patients with a particular diagnosis based on research, literature, or best practice.

CPOE Computerized Provider Order Entry.

CRM Customer Relationship Management - is a module of the Call Management application that helps record and manage all types of customer service calls and communications quickly and easily.

CSN Contact Serial Number - The unique value used to identify something such as a patient encounter often abbreviate CSN.

Cupid Cardiology and Peripheral Vascular application.

EAP Procedure Master File - includes all orderable procedures (e.g. labs, radiology, nursing orders, etc.) as well as chargeable procedures (hospital and professional). It does not include medication orders.

eMAR The Electronic Medication Administration Record (eMAR) - the tool in the patient's electronic health record where clinicians document the administration of a patient's medication.

Encounter A particular visit or treatment episode for which data can be obtained from the electronic medical record.

Enterprise Build Process whereby local system representatives and the UC ePIC Enterprise team build a system-wide model with appropriate standardized, evidence based clinical content and workflows.

Environment Location in the system where data is collected, setup, etc., e.g., Proof of Concept, Test, Production, and Training. (Production refers to the live Epic environment where actual clinical care is performed.)

EpicCare Ambulatory Electronic health record application for outpatient settings.

EpicCare Inpatient The electronic health record application for inpatient settings. This application includes modules for Orders and Clinical Documentation ("ClinDoc"), as well as other tools.

EpicCare Inpatient ClinDoc Inpatient Clinical Documentation application. This module is responsible for all non-provider documentation tools in the inpatient setting, encompassing nursing, ancillary clinicians, chaplaincy, and more.

EpicCare Inpatient Home Health & Hospice Home Health and Hospice application that is housed on a remote laptop application (called Home Health Remote Client). Most workflows can be done when you do not have a network connection. Once connected, you can synchronize with the server and entered documentation will be available to other UC users.

EpicCare Inpatient Orders Inpatient Orders application. This module is responsible for all provider and other ordering tools in the inpatient setting.

EpicCare Link A web application that allows providers at an affiliate organization to view a patient's clinical data from your Epic system using the Internet.

Epic ICON Infection control application

Epic Kaleidoscope Ophthalmology application

EVS Environmental Services An ADT module used to request bed cleanings, mark cleaning in progress, and document when cleaning is complete.

Foundation System The Epic-shipped system with pre-configured settings. This is meant as a base to start from to configure the final system. The Foundation System is made up of best practice build and workflows formulated from 250+ hospital systems currently live in Epic applications.

Grand Central (fka ADT) Admission, Discharge, and Transfer application.

HAR Hospital Account Record - the hospital account shows patient information specific to a visit/encounter and can hold both hospital and professional charges.

Healthwise Vendor that provides all content for discharge instructions.

Health Information Management (HIM) Application provides robust and easy-to-use tools to simplify medical record management tasks.

HOD Hospital Outpatient Department (also called HSDs - Hospital Service Departments) Departments that schedule both inpatient and outpatient appointments.

HOV Hospital Outpatient Visit HOVs are most useful for charting patient contacts where the contact occurs in a hospital setting, but the patient is not formally admitted. The patient may or may not be assigned to a bed during an HOV visit. Common examples of HOVs are outpatient surgical procedures, outpatient imaging procedures that are performed in a hospital, and ongoing physical therapy sessions that occur after the patient has been discharged.

Hyperspace The name of Epic's user interface (UI), and is an integrated network of different UC ePIC applications/modules where users log in to document in patients' charts.

ICD-10 International Classification of Diseases 10th Edition A listing of diagnoses associated with identifying codes used by providers to report patients' diagnoses.

Identity Enterprise Master Person Index (EMPI) application. This is the internal system of tracking identifiers. Able to store history of multiple MRNs or aliases. This includes an association table or mapping table. Identity helps with duplicate prevention, duplicate identification and duplicate resolution.

Infection Control A module of EpicCare Inpatient Clinical Documentation specifically used to manage infection control.

Inpatient Care provided while the patient is admitted to the hospital, or the acute care setting in general.

Master File Individual group of records within the master database that contain similar types of records. For example, all medications are in one master file, all user records are in one master file, and all departments are in one master file, etc.

Master Train (MTRN) Environment where training patients are created and training-specific build is done.

Module A subgroup of a software application that provides additional features, e.g., Case Management and Blood Administration are modules under the Epic Inpatient Clinical Documentation application.

MRN Medical Record Number - a unique number that is assigned to every patient for identification purposes. The MRN remains the same for the patient throughout their encounters at St. Luke's.

MyChart This application allows patients to view portions of their medical records and interact with their physicians over the Internet (patient portal).

Navigator A navigator guides a user through a workflow, acting as a "one-stop-shop" for all the tasks that might need to be completed during that workflow. Navigators have a table of contents which is like a checklist of things that need to be done.

OnBase Enterprise document imaging application that is interfaced with Epic

OpTime Surgical Services application.

Order Sets A grouping of multiple orders, typically designed to address a specific problem/ diagnosis. In the inpatient setting, for some order sets, providers have the ability to select or deselect individual orders from within the set, as well as the ability to set defaults for pre-checked orders.

Personalization Labs Personalization labs give providers an opportunity to tailor Epic to their individual needs through order set defaults, custom SmartPhrases, managing preference lists, NoteWriter macros, and Chart Review filters. Instructor-led training is a prerequisite.

Playground Environment (PLAY) Practice environment for end users.

Preference Card A template of the settings for a particular OR procedure, tailored to meet the needs or preferences of a specific surgeon, location or service. These are built in addition to the original procedures settings.

Preference List A set of frequently used orders. Orders can be added to a facility preference list by members of your project team, and you can also maintain your own personal preference list to include orders you have pre-configured based on your preferences.

Prelude Patient registration application.

Primary Care Provider (PCP) The provider assigned to be the primary caregiver for a patient.

Production Environment (PRD) Environment where live data with real patient information is stored.

Proof of Concept Environment (POC) Environment in which the Foundation System is built and the foundation upon which additional build and customization will occur. In the UC ePIC system, this environment is known as the Build (BLD) environment.

Provider Practice Environment (PPE) Practice environment for providers. In the UC ePIC system, this environment is known as the PLAY environment.

Radiant Radiology and mammography application.

Remote Monitoring A module of EpicCare Inpatient Clinical Documentation specifically used to monitor ICU patients (eICU).

Resolute Hospital Billing (HB) Hospital billing application, typically for hospital-based charges.

Resolute Professional Billing (PB) Professional Billing application, typically for physician offices or clinics.

ROI Release of Information The HIM module that manages the release of information requests for paper and electronic charts.

Rover The nursing and medication administration application designed to run on handheld devices.

RTE Real Time Eligibility - electronic, real-time, insurance eligibility checking using the Prelude patient registration application.

SBO Single Billing Office

SmartLink A SmartTool that pulls (or "links") information from the patient record directly into your documentation, i.e., if you enter ".name", the patient's name is pulled in.

SmartList Exists in either SmartText or SmartPhrases as a list of pre-configured choices. These can be single or multiple response lists.

SmartPhrase Pre-configured text that can be used to standardize documentation that will allow you to type a few characters that automatically expand into a single word, longer phrase or block of text, e.g., ".pt" becomes the word, patient.

SmartText A pre-configured text template for charting that can include text, SmartPhrases, SmartLists, and SmartLinks. Frequently used in progress notes.

SmartToolsM The aggregate set of tools that can be used to standardize documentation, such as notes, within the system. SmartTools include SmartLinks, SmartLists, SmartPhrases, and SmartTexts.

Subject Matter Expert (SME) Clinical and business experts that provide information on how to best design the system.

Stork Obstetric application.

Test environment (TST) Environment used by the build and testing teams to run workflows and scenarios in order to test all build prior to moving the data into Production (PRD).

Transport (patient transport) A module of the ADT application used to request internal transport, mark patient transportation in progress, and document that transport is complete.

Willow Pharmacy application.

Workflow A series of steps or processes taken to complete a task or specific function, i.e., may be a system or procedural workflow or combination of the two.

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