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MySpectrum Enrollment

May 12th, 2010

Meeting Format

• All phone lines will be muted.

• To ask a question, use the chat window as shown to the right.

• After the presentation, these questions will be answered and phone lines will be opened for additional questions.

Agenda

•MySpectrum Overview

•How to Launch the Enrollment Tool from EpicCare

•Enrollment Tool

•Enrollment Status

•Workflow Options

•MySpectrum Enrollment Support Contacts

What is MySpectrum?

Patients can use MySpectrum to:

•Access results for more than 90 common lab tests

•Request appointments

•View future and past appointments

•Request Prescription Refills

•Communicate via secure email with their physicians office

MySpectrum from a Patients view

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MySpectrum Enrollment tool launch

•From the Visit Navigator for an encounter

MySpectrum Enrollment tool launch

•From the toolbar for a registration

MySpectrum Enrollment – CPI Search Process

1. Patient Identifier (CPI) will be pre-populated from EPIC2. Click “Check Patient Portal”3. Check “Enrollment results”; The response may include error messages. Please see the Enrollment Status

message section for further details.

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MySpectrum Enrollment – Email Verification

1. After the Query Enrollment process has been initiated, use the Email Verification selection pane. - If a patient has an Epic entered email address on record, it will display in the field. - A message will display asking for entry of a valid email address if none were on file. - Confirm correct email address with patient; updating as needed.2. Click Confirm Email button

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MySpectrum Enrollment – Enrollment1. After the Email Verification process is complete, use the Enrollment pane2. Verify patient demographic information to confirm identity.3. Select the Pre-Enroll button4. Review the ‘Enrollment Results’ window. 5. Select the Print Instructions button to print patient instructions 6. A Welcome Email message will be automatically routed to the patient with the same access instructions.

These instructions will include a PIN number which the patient will need to complete the enrollment process.

7. Select the red “X” in the upper right corner to close the application

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MySpectrum Enrollment Status

•Enrollment Status: ERROR – CPI NOT FOUND

•Enrollment Status: ENROLLED

•Enrollment Status: POS ENROLLMENT EXPIRED

•Enrollment Status: POS ENROLLMENT PENDING

Enrollment Status: CPI Not Found

There may be different reasons for this error message:

• Entry of an incorrect CPI number

• During the process a system error occurred

Direct the patient to visit myspectrumhealth.org to enroll without a PIN. Instructions on enrolling without a PIN are included in patient brochure.

Enrollment Status: Enrolled

Enrollment Status: POS Enrollment Expired

The following message will display for registration if the patient does not confirm enrollment from his or her home email and tries to re-enroll via any registrar. From here, continue the enrollment process as if it were a new enrollment.

Enrollment Status: POS Enrollment Pending

If a patient has completed the POS enrollment process, the patient will have up to two weeks to confirm enrollment via the response message that was emailed. If the patient wishes, you can re-enroll them now.

Workflow options for enrolling patients in MySpectrum

1. Provide Patient Information and Enrollment at Check-in

2. Provide Patient Information at Check in – Enrollment at Rooming

3. Provide Patient Information at Check in – Enrollment at Check out

4. Provide Patient Information and Enrollment at Rooming

5. Provide Patient Information during Rooming – Enrollment at Check out

6. Provide Patient Information Only at Check in

Option 1: Provide Patient Information and Enrollment at Check-in

.

Pa

tie

nt

Pa

tie

nt

Ch

eck-I

n S

taff

Ch

eck-I

n S

taff

Provide Patient with brochure

Tell patient to stop back at Check-In desk if they have questions or wish

to enroll in MySpectrum

Patient Requests

Enrollment

Launch MySpectrum

enrollment process

YES

NO

Continue Office Visit without MySpectrumenrollment

Enrollment Process

Completes

Print MySpectrum Welcome Letter containing PIN. Hand to patient.

Refer patient to brochure given at

check-in on how to complete

enrollment from Internet

accessable computer

Receives email of MySpectrum

Welcome Letter containing PIN

Option 2: Patient Information at Check in – Enrollment at Rooming

.

Pat

ient

Pat

ient

Sta

ff R

oom

ing

Pat

ient

Sta

ff R

oom

ing

Pat

ient

Che

ck-I

n S

taff

Che

ck-I

n S

taff

Provide Patient with brochure

Tell patient to work with staff rooming them if they have questions or wish

to enroll in MySpectrum

Patient Requests Enrollment

Launch MySpectrum

enrollment process from visit navigator

YES

NO

Continue Office Visit without MySpectrumenrollment

Enrollment Process

Completes

Provide patient with MySpectrum Welcome Letter containing PIN

Refer patient to brochure given at

check-in on how to enroll from Internet

accessable computer

Receives email of MySpectrum

Welcome Letter containing PIN

Option 3: Provide Patient Information at Check in – Enrollment at Check out

.

Pa

tien

tP

atie

nt

Che

ck-O

ut S

taff

Che

ck-O

ut S

taff

Che

ck-I

n S

taff

Che

ck-I

n S

taff

Provide Patient with brochure

Tell patient to work with staff at

CheckOut if they have questions or wish to enroll in

MySpectrum

Patient Requests

Enrollment

Launch MySpectrum

enrollment process

YES

NO

Continue Office Visit without MySpectrumenrollment

Enrollment Process

Completes

Print MySpectrum Welcome Letter containing PIN. Hand to patient.

Refer patient to brochure given at

check-in on how to complete

enrollment from Internet

accessable computer

Receives email of MySpectrum

Welcome Letter containing PIN

Option 4: Provide Patient Information and Enrollment at Rooming

.

Pa

tie

nt

Pa

tie

nt

Sta

ff R

oo

min

gP

atie

nt

Sta

ff R

oo

min

gP

atie

nt

Provide Patient with brochure

Tell patient to let them know if the

patient has questions or

wishes to enroll in MySpectrum

Patient Requests

Enrollment

Launch MySpectrum

enrollment process from visit navigator

YES

NO

Continue Office Visit without MySpectrumenrollment

Enrollment Process

Completes

Print MySpectrum Welcome Letter containing PIN. Hand to patient.

Refer patient to brochure on how

to complete enrollment from

Internet accessable computer

Receives email of MySpectrum

Welcome Letter containing PIN

Option 5: Provide Patient Information during Rooming – Enrollment at Check out

.

Pat

ient

Pat

ient

Che

ck-O

ut S

taff

Che

ck-O

ut S

taff

Sta

ff R

oom

ing

Pat

ient

Sta

ff R

oom

ing

Pat

ient

Provide Patient with brochure

Tell patient to work with staff at

CheckOut if they have questions or wish to enroll in

MySpectrum

Patient Requests

Enrollment

Launch MySpectrum

enrollment process

YES

NO

Continue Office Visit without MySpectrumenrollment

Enrollment Process

Completes

Print MySpectrum Welcome Letter containing PIN. Hand to patient.

Refer patient to brochure given at

check-in on how to complete

enrollment from Internet

accessable computer

Receives email of MySpectrum

Welcome Letter containing PIN

Option 6: Provide Patient Information Only at Check in

.

Ch

eck-I

n S

taff

Ch

eck-I

n S

taff

Provide Patient with brochure

Tell patient to visit the website in the brochure to enroll. Inform patient to use the option: ‘Enroll if you do

not have a PIN’ in the brochure

Continue Office Visit

MySpectrum Enrollment Support

• For questions regarding workflow options please contact feedback@myspectrumhealth.org

• For issues with Epic or the MySpectrum Enrollment process please dial the help desk at (616) 391-1361.

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Questions?

Thank You

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