Our front desk is mis-indexing referrals and insurance cards, and I’m trying to standardize document types and naming to protect data integrity in the EHR. We’re on Epic 2023, and last month our misindex rate averaged 11%, generating 40+ chart correction tasks — does anyone have a concise, printable cheat sheet or station template that covers document type mapping, two-identifier verification, and required fields for encounter-level scanning?
We cut our Epic 2023 mis-index rate from about 12% to 4% by laminating a one-pager at each station with the top doc types, a naming rule (“DocType_Ref#_YYYYMMDD”), and a bold “two IDs before Save” — it’s like labeling the spice jars. Ask admin to add those types as Quick Picks/favorites in Index; if feasible, use barcoded cover sheets for referrals but don’t let them replace the ID check; want my template?
Same pain with about 11% last month — what helped most was narrowing the Epic 2023 doc type picker to a department Favorites list and turning off “Other” so staff must pick a mapped type. We added a tiny “2 IDs before index” sticker on each scanner and a one-pager with 8 examples (Referrals, Ins Cards, Auths) plus a naming rule like REF_Ref#_YYYYMMDD; chart-correction tasks dropped by a third. If IT won’t change the profile, @bgreen32’s laminated sheet still works — add a red “don’t use” row for the confusing types.
, we were pulling 40+ chart corrections last month too, @OP. What stuck was using simple barcoded cover sheets for referrals and insurance cards so the scan auto-fills doc type/patient, with a big “two identifiers” line at the top as the quick check. If your scanners don’t read barcodes, a tiny half-sheet cheat with side-by-side thumbnails of right vs wrong mapping worked almost as well.