Discharge Checklist and Document Envelope Work Flow

Action Staff Steps Considerations/Additional Information Responsible Receive notice of Care Establish communication routine for/with Discharge communication sources: Provider order discharge. Management unit staff according to unit culture and sheet, primary nurse (or her/his team nurse), Assistant unit Care Rounds schedule. RN/SW Care Manager (CMA) Verify the CMA Confirm presence of a discharge order in MN law requires the attending provider (MD, NP, discharge or the medical record/CPOE. CNS, PA) write a discharge or transfer orders. transfer order. Obtain the CMA Keep a supply of the Discharge Transfer Current paper process requires a large manila Discharge Envelopes on hand at the CMA desk envelope for documents. Envelope. and/or the unit work station (HUC/IC desk). Near future plan is for an electronic process for “Discharge and Transfer” documents. Order regularly from stores.

Place a patient label on the Discharge and Transfer Envelope.

Compile/facilitate CMA Compile the list of elements on the HIPPA requires confidential handling of all patient elements needed Discharge Checklist. records including discharge documents. See the for the Discharge HealthEast HIPPA policy. Checklist and Place elements in the Discharge Envelope, Discharge fax documents as appropriate. Envelope as appropriate. Give the Discharge Envelope to the HUC/IC.

of 4 Discharge Checklist and Document Envelope Work Flow Created 9.9.10, updated 11.23.10 Action Staff Steps Considerations/Additional Information Responsible Receive notice of Hospital Unit Establish communication routine for/with Discharge communication sources: Provider order discharge. Coordinator unit staff according to unit culture and sheet, primary nurse (or her/his team nurse), (HUC)/Inform unit Care Rounds schedule. RN/SW Care Manager ation Coordinator (IC) Obtain a HUC/IC Keep a supply of the Discharge Checklist HIPPA requires confidential handling of all patient Discharge forms on hand at the unit work station records including discharge documents. See the Checklist form. (HUC/IC desk)/CPOE. HealthEast HIPPA policy.

Place a patient label on the Discharge Checklist form.

Place the Discharge Checklist on the Discharge Document Envelope.

Retain a copy of the signed Discharge Checklist as part of the permanent medical record.

Review the HUC/IC Assess presence of the elements listed on Initially a limited number of facilities will have Page 2 of 4 Discharge Checklist and Document Envelope Work Flow Created 9.9.10, updated 11.23.10 Action Staff Steps Considerations/Additional Information Responsible Discharge the Discharge Checklist. access to the Portal. Most facilities will have Checklist access in the near future. Mark Discharge Checklist in the completed column for each element Once a facility has access to the Physician Portal, present with initials, the date and time in documents will also be available electronically. the completed field of all elements on the Discharge Checklist. Initialing, dating and timing of the missing element field will provide accountability and assist with Review the Discharge Checklist hourly identification/tracking of work flow patterns and until completed to assure all elements are educational needs. present by the time of discharge or transfer.

Notify the unit HUC/IC Inform the unit’s RN Care Manager of the The RN Care Manager is responsible for overseeing RN Care Manager missing element(s) on the Discharge the discharge process and providing any missing if/when there is a Checklist. Assure there are initials, date, elements of the Discharge Checklist. missing element time in the completed field of all elements of the Discharge on the Discharge Checklist. Initialing, dating and timing of the missing element Checklist. field will provide accountability and assist with identification/tracking of work flow patterns and educational needs.

of 4 Discharge Checklist and Document Envelope Work Flow Created 9.9.10, updated 11.23.10 Action Staff Steps Considerations/Additional Information Responsible Re-review the HUC/IC Confirm the RN Care Manager has Initialing, dating and timing of the missing element Discharge provided the missing element information field will assist with identification/tracking of work Checklist. from the Discharge Checklist and updated flow patterns and educational needs. the form by placing her/his initials, the date and time in the missing element Initialing, dating and timing of the missing element field. field will provide accountability and assist with identification/tracking of work flow patterns and educational needs.

Arrange for HUC/IC Arrange for appointments as ordered: Readmissions often occur before the patient is follow up services tests, therapy, primary and specialty care seen by a provider post the admission. Having an as ordered. provider appointments. appointment made before the patient leaves the hospital will help decrease unnecessary Emergency Room visits and unnecessary hospital admissions by connecting the patient and family to the primary care and/or the specialty care provider post hospitalization.

Complete HUC/IC Assist with discharge or transfer This is part of two of our HealthEast Core assigned or information exchange and coordination of Behaviors: delegated tasks services as requested by nursing, care Patient Centered – Provide services centered on as appropriate. management or provider (attending MD, the needs and safety of our patients and their hospitalist, NP, CNS, PA). families and Compassionate Service – Exceed customer’s expectations through service excellence.

of 4 Discharge Checklist and Document Envelope Work Flow Created 9.9.10, updated 11.23.10