Check InBasket every 48 hours.

Check at the end of every clinic day, and respond to urgent messages.

Signing out your InBasket

Do this 1 week prior to vacation by selecting residents who are in clinic on the days you are gone:

Under InBasket, click on the “Out” button
Your name should default into the first field at the top
Fill out the “form” – you’ll need the start date, end date, and one delegated person for each period
For each period, click Accept at the bottom
Do this for each day or each time period that requires a different delegate

Results

The following type of InBasket message occurs whenever you have ordered a lab test for a patient or someone else has ordered it and CC’d you.

There are three ways to inform patients of results:

MyChart result release: If a patient has MyChart, this is the fastest way to release normal lab results. Click the MyC Rslt Rel button, which will take you to a results release interface which is straightforward and intuitive.
Letter: Letters are always a good way to inform patients of normal or slightly abnormal lab results. Click the Lab Letter button, which will take you to a letter editor interface where you can type and mail your letters. The letter editor looks like this:

A good template to use is called “Lab Letter IB results”, and the easiest way to find it is to search for “IB” where it says “match.”

3. Telephone call: Reserve this for important results (abnormal imaging, abnormal pathology results, etc.). Hit the “Tel Call” button, which will create a new Epic encounter. Then you can write a note and write orders if needed.

Telephone Calls

This type of In Basket message happens when a patient calls clinic. [A quick note about workflow for phone calls incoming to clinic: all phone calls to clinic are answered by reception and symptoms-related calls are routed to the nursing pool first before reaching you or any other provider.] The picture below is typical: a call comes in to reception with a patient request and reception staff creates a telephone encounter. This is routed to the “P DVN FM RED/YELLOW (or BLUE/GREEN) RN TEAM” pool and nursing staff preps the encounter as best they can. Then the encounter is forwarded to you for action. Our MAs and RNs do a great job handling In Basket encounters before they reach us. For example, any medication refill request that a patient calls clinic about (see below), the nursing pool will edit and pend the appropriate prescription for you so that all you have to do is sign off on it and write a quick note documenting the refill.

For anything that just requires your attention or a comment, you can use the “QuickNote” button to write a simple note into the encounter and then route to a new recipient or close. For anything that requires an order (for a medication or a referral), use the “Enc” button to enter the encounter itself and write orders/chart.

Letters

Letters in clinic: If you are in clinic, you can print, sign and send your own letters. The best way to handle this is to just press the “Letter” button (see above), which will take you to the same letter editor that was described above. If you are in clinic, just edit the letter, then click “Print, Mark as Sent and Accept”. Sign the letter and put it in the appropriate pick up folder for letters to be mailed to patients.

*Letters from home: If you are at home or at the hospital, edit the letter and then route it to the schedulers or MA pool. Do this by entering “ P DVN SCHEDULERS” or “P DVN FM RED/YELLOW (or BLUE/GREEN) LPN/MA” where the arrow is below and then typing them a note saying something like “Please print and send letter.” NOTE: MAs can’t mark the letters as “Sent”, so you should click the “Mark as sent and accept“ button and then they will print and send it.

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