Service Spotlight

This edition’s special recognition goes to Dave Moore and Dr. Jackie Davis. They helped a patient who wears prism in her prescription. The glasses had gotten out of alignment to the point where it was inducing vertigo for the patient. It was so bad the patient’s son drove her to the clinic on a Saturday to seek getting them repaired. When they arrived, Dave Moore was setting up for the Admissions Visit Day. He explained that the clinic was not open on Saturday. However, he sprang into action to find someone who could help. Dr. Davis then put her optical magic to action by repairing and adjusting the glasses to perfection. The patient was finally able to overcome her vertigo and was absolutely delighted with the extra effort put forth on her behalf.

Make a service spotlight nomination

Have you witnessed a staff member displaying an exceptional effort to go above and beyond to serve a patient? If so, nominate them for the next edition’s “Service Spotlight.” Send your nomination to Dr. Nixon at Nixon.24@osu.edu.

University Years of Service

Kudos! The following clinic staff and faculty have reached a new milestone at the University! Congratulations on your years of service and THANK YOU for all you do!

March:

  • Toni Dahn – 1 year
  • Sherri Kalb – 3 years
  • Dr. Tina Pawlikowski – 9 years

April:

  • Dr. Mike Earley – 28 years

Training Tip

Posting adjustments can be confusing at times! So let’s CLEAR it up – see what we did there? There are three types of adjustments that can be made on the ledger: general adjustments, prior approvals, and billing use.

  • General adjustments can be completed by anyone.
  • Adjustments requiring prior approval must be approved by a service chief, Dr. Nixon, Shawn Curtner, or Jeff Rohlf. In the internal note section on each line item the following should be included: date of approval, who approved it, how it was approved (verbal, email, etc.), and your Compulink ID.
  • Billing use adjustments are only to be used by billing for billing purposes.

When you select the adjustment type from the drop down, please remember that sometimes the description is cut off. To help you navigate the abbreviated list, we have listed materials adjustments as first and service adjustments as second throughout the lists. This means that if you have an adjustment with the same name, the first would be for materials and the second would be for services.

As a reminder, adjustments should never be entered in the adjustment box on the line item on the ledger. This should only be done through the adjustments function within Compulink for reporting purposes. For more details please refer to the training guides and job aides in the Clinic Resources folder on clinic desktops.

News & Notes

  • ICD-10 Coding
    • It is hard to believe that it has been almost four years since the implementation of ICD-10! Some may not even remember a day without ICD-10. In the event you have no idea that ICD-9 was a thing, let’s recap. ICD stands for the International Statistical Classification and Related Health Problems, the 10 means we are in the tenth revision of these classifications. This list is managed by the World Health Organization. The switch from ICD-9 to ICD-10 in 2015 provided a greater deal of specificity to diagnostic coding. The previous coding for ICD-9 contained numbers only and did not specify laterality or severity of conditions (i.e. 367.1 Myopia). Whereas, ICD-10 codes begin with a letter followed by numbers and specifies laterality and severity when needed (i.e. Myopia, bilateral as H52.13). I bet you are wondering, why bring this up four years later? Compulink has a wonderful feature that allows us to forward diagnoses from previous visits, which helps with efficiency and saves time. However, sometimes when we forward these they are ICD-9 codes. Don’t worry! We can still use the forward button on the plan tab, however, we have to double check the code that displays when doing so. If you see an ICD-9 code (i.e. 367.1) then we just have to update the code by searching in the list and choosing the proper ICD-10 code (i.e. H52.13). This is important for accurate charting and to enable us to properly bill insurance companies.
  • Compulink Patient Portal
    • We have received several inquiries from staff and patients about our patient portal and how it works. The patient portal is a web based system that allows patients to access a CCD (Continuity of Care Document) that includes demographic information and diagnoses from their visit, as well as patient education on those conditions. Additionally, a patient’s spectacle and CL prescriptions can be sent to the patient portal by the Medical Records office. The process is initiated by patients receiving an email after their initial visit once the provider has signed off on the record. The email comes from the portal vendor with whom Compulink works called MySecureHealthData.com. The initial email they receive provides instructions on how to create a secure account to access the portal. We have not heavily promoted the patient portal in the past because it was not working properly. While it does not provide an abundance of useful information and does not yet provide bidirectional messaging like the MedCenter’s MyChart, now that it is functional it is important that staff, attendings, and interns be aware of this capability of Compulink. If you have any questions about the portal, please contact Ashley Hill.
  • Clearwave
    • The clinic is excited to announce the acquisition of the Clearwave kiosk check-in system. This new process will enhance the overall patient experience by decreasing wait time, reducing paperwork, and even allow them to complete and securely send clinic documents electronically from home. The Clearwave system also will provide benefits for the clinic staff by eliminating scanning of HIPAA forms and insurance cards, streamlining the insurance verification process, and improving the accuracy of patient demographic information. Altogether, this will allow staff more time to focus on patient checkout, scheduling appointments, and assisting patients in need. Be on the lookout for our new kiosk systems in June.

OptoMETRICS

  • An aspirational goal for each clinic service is to reach 100% fill rate, that is to provide a patient encounter in every available appointment slot. In reality, no-shows, last minute cancellations, poor weather, etc. prevents every appointment filling every day leaving the national fill rate somewhere around 80%. For March 2019, AOC had a fill rate of 96% and PVC had a fill rate of 92%!

Clinic Calendar Highlights

  • April 24-25: No PVC, AOC, or VT due to OPT III Final Exams
  • April 26: The last day of clinic for the Class of 2019
  • April 29-May 3: No CL, BVP, or LVR due to OPT IV graduation week
  • May 6-Aug 23: Summer Semester Clinic Rotation
  • May 27: Clinics closed in observation of Memorial Day
  • July 4: Clinics closed in observation of Independence Day