Thanks to the hard work of many, the Appointment Conversion and Pre-registration efforts were completed on Saturday, March 23, one day earlier than anticipated! At the end of two weekends of conversion activities, 64,812 appointments were converted from Invision into the new system. Registrars created 70,092 new Hospital Account Records (HAR), and built new guarantor accounts for the associated patients.
Meanwhile, the Change Center that was established on-campus to support incoming questions and issues with the scheduling and registration systems, officially closed last Sunday (it will reopen for the April 6 go-live). During the Appointment Conversion and Pre-Registration Conversion, a total of 282 issues were logged and resolved.
In addition to the conversion activities, schedulers throughout the enterprise have been working in two scheduling systems, Invision and Epic, very successfully – all appointments requested for April and beyond are being scheduled in Cadence using new visit types and provider schedules. While most users will become more comfortable over time using Cadence, all are excited about the new Epic application, and have remarked on how quickly they are able to take care of their patients.
Another exciting feature of the go-live of this part of the system is the addition of a Real Time Eligibility (RTE) feature which allows staff to instantly verify insurance eligibility during the registration process, saving time making phone calls.
The Cadence build team is still working to make adjustments to the system to improve the functioning of the new scheduling system – thank you to everyone for your patience during this time. The final step of the go-live agenda for the Cadence-Prelude team is the addition of Check-in, Check-out functionality on April 8.
Thank you to all of the utmbconnect teams that made the conversion possible as well as the UTMB Dietary Services (Cafeteria) who supplied refreshments for the conversion weekends.