Cadence/Prelude Appointment Conversion and Pre-Registration

Throughout the Health System, we use Invision for scheduling and registering all patient appointments.  These Invision appointments are then interfaced to Epic, so that when clinicians log into Hyperspace, they are able to see their schedules for any particular clinic day, as well as appointment information and patient demographics.  At any one time, there are on average 90,000 appointments scheduled out over the next twelve months, with approximately 45,000 of these appointments scheduled in the next 30 days. These appointments, along with associated patient registration information, are all currently sitting in Invision.  The time is rapidly approaching when we will need to “convert” the appointments from the legacy system into the Epic Cadence system.

The conversion and pre-registration of all appointments scheduled in our legacy system for dates April 6 and beyond represents a complex and crucial transition from our old system to our new.  Effective March 15, our Cadence scheduling and Prelude registration systems will be live, and Invision will no longer interface appointments having a date of April 6 and beyond. 

Working weekends and through the April 6 go-live, a team of 200 trained scheduling and registration end-users will be converting all existing appointments to the new Cadence system.  In addition, they will be entering important patient registration information not currently interfaced to Epic, such as insurance information, and completing pre-registration.  The end result will be that come go-live April 6, all appointments currently in Invision will be in Cadence.

This unique challenge is made more difficult given that during this three-week period, our staff will be live and working in two different systems. While the interfaces will be turned off for appointments beyond April 6, Invision will still be sending over to Epic all appointments scheduled for a date occurring between March 15 and April 6.  Sound complicated?  Just a little bit.  For example, if a patient calls on March 19 and requests an appointment for March 25, the scheduler will make the appointment in INVISION and it will be interfaced to Epic so that on March 25 the clinician will see it on the schedule.  However, if the patient calls on March 19 and requests an appointment for April 11, the scheduler will make the appointment in Cadence. Cancelations and reschedules will follow the same 2 system process.

All of the Invision scheduling and registration interfaces will be turned off with April 6 Connect go-live, and end-users will work only in the new Epic systems.  Invision will remain available for review of information and work to complete the billing of any visits prior to April 6.