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Policies,Administrative,UW Health Administrative,Health Information Management

Health Link Department Master File Policy and Procedure (6.41)

Health Link Department Master File Policy and Procedure (6.41) - Policies, Administrative, UW Health Administrative, Health Information Management

6.41


Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Foundation (UWMF).


Policy Title: Health Link Department Master File Policy and Procedure
Policy Number: 6.41
Effective Date: September 21, 2017
Chapter: Health Information Management
Version: Revision


I. PURPOSE

To develop criteria and standards that must be met to manage (create, modify, or soft delete) departments
in Health Link. The department structure will facilitate a single patient experience across UW Health and
specific contractual billing arrangements in development of departments.

To define the process for requesting, deleting or changing a department.

To define responsibility for the maintenance and updating of the Department Master file.

To keep ancillary and financial systems synchronized.

II. DEFINITIONS

A. The Department Master File is a key Epic master file. The data in this master file includes clinics,
ancillary services, inpatient units and services, outreach services and administrative support areas.
The file supports:
1. A care givers clinical appointment schedule(s).
a. Providers of clinical care cannot have a schedule template in multiple departments at the
same time: this is to prevent conflicting appointments from being scheduled.
b. Promote efficient scheduling of patients.
c. Support multiple providers as appropriate to conduct optimal clinical care for patients at
UW Health.
d. Release of Information
2. Optimal clinical and operational workflows including admission/visit/encounter creation and
documentation.
3. Facilitate timely and accurate operational and management reporting across the UW Health
Enterprise.
4. Billing activity.
5. Appropriate end user security/access based department/units within the application.

B. A Department is a distinct entity for patient care or administrative use. It may include:

1. A hospital unit or service to which patients are admitted.
2. A hospital outpatient department (HOD) that sees both inpatients and outpatients and/or
routinely admits patients from the department.
3. Clinics and Ambulatory areas.
4. Administrative department

C. Requirements for a department include:
1. A department can only be associated to a single location.
2. A department can only be associated to one cost center.
3. A department can have only one specialty or Academic department.
4. A department can have only one clinic code.
5. Multiple departments can map to one location.

D. Departments drive the following in addition to scheduling, documentation and billing:
1. Chart stations are defined with each department record.
2. Departments drive referrals, appointment reminders, transactions and billing.
3. Department Master file Committee membership includes UW Health representatives from IS
Application Teams and Health Link Operations, Fiscal/Patient Business Service, HIM -IT,
Coding, Enterprise Analytics, Health Link Ambulatory, Inpatient, HOD, and ADT/HB teams.

III. POLICY ELEMENTS

A. Departments are jointly developed and communicated across the UW Health Enterprise.
B. New departments, significant changes in departments and soft deletions are approved by the
Department Master File Committee.
C. All requests for a new department must be done by submitting the UW Health Request for a New
Department in Health Link form. The UW Health Request for a New Department in Health Link
form is located in the Service Now Customer Portal, Health Link section.
D. To change or delete an existing department, submit a Service Now Health Link request.

IV. PROCEDURE

A. Create a new Department:
1. A new department is needed when a new service/clinic/unit is created or new specialty is
added.
2. The Manager designee completes the following process and allows 2 weeks for review.
a. The Manager contacts HL Operations by sending an email to:
HLAmbOps@uwhealth.org to review Operational responsibilities.
b. The Manager submits the completed UW Health Request for a New Department in
Health Link form located in the Service Now Customer Portal at https://uwhealth.service-
now.com/ess/ under the Health Link section.
3. The request will be reviewed by the Department Master File Committee.
a. The requestor of a department will be contacted for any questions and will be notified of
decisions and alternatives.
b. A representative for the request must attend the Department Master File meeting.
4. Upon approval, department numbers and name will be assigned based on the building
location and the specialty. Each department will have both an internal and external name.
a. The Internal name is used within the HL applications for purposes of selecting a
department.

b. The External name is used for any mailed or external communication including
appointment reminders, laboratory results, letters, etc.
5. Once setup of the department is complete, it is communicated through an email distribution
list through UW Health IS. The communication will indicate the new number and name with
any specific details and the "Service Now" number. The Distribution list includes members of
the Department Master file Committee and Requesting manager, UWH Interface Team and
others who need this information.
6. Maintenance of the UW Health - Health Link Department Master File will be centralized and
maintained by the Health Link- Patient Access team under the direction of the Department
Master File Committee.

B. Change an existing Department:
1. A change to an existing department is needed when the department is moving to another
building, has a name change, change in revenue flow - cost center, clinic scheduling code,
new tax ID due to the employing agency of the provider, grouper update or for reactivating an
old department.
2. The Manager designee completes the following process and allows 2 weeks for review.
a. The Manager contacts HL Operations by sending an email to:
HLAmbOps@uwhealth.org to review Operational responsibilities.
b. The Manager completes a Health Link Request form located in the Service Now
Customer Portal at https://uwhealth.service-now.com/ess/ under the Health Link section.
3. The request will be reviewed by the Department Master File Committee.
a. The requestor of a department will be contacted for any questions and will be notified of
decisions and alternatives.
b. A representative for the request must attend the Department Master File meeting
4. Once the department change is completed, it is communicated through an email distribution
list through UW Health IS. The communication will indicate the new number and name with
any specific details and the "Service Now" number. The Distribution list includes members of
the Department Master file Committee and Requesting manager, UWH Interface Team and
others who need this information.

C. Soft deleting a Department:
1. A Department may be "soft deleted" when the service or clinic closes, moves or ends or when
employment arrangements end.
a. The Manager completes a Health Link Request form found in the Service Now Customer
Portal at https://uwhealth.service-now.com/ess/ under the Health Link section.
b. Specific information needed to soft delete a department is effective date, reason and any
steps needed before soft deletion is completed.
i. No department is ever completely deleted. The department will not be
soft deleted until there has been no activity in the department for a
minimum of 1 year.
ii. The requestor of a department deletion will be contacted for any
questions and will be notified of decisions and alternatives.
c. Review will occur at least semiannually for unused departments or other needed changes.








V. COORDINATION

Sr. Management Sponsor: VP Ambulatory Services
Authors: Director, Ambulatory Health Link Operations
Reviewers: IS –HL Patient Access, IS Ambulatory, HL Ambulatory Operations

Approval Committee: UW Health Administrative Policy and Procedure Committee

SIGNED BY

Elizabeth Bolt
UW Health Chief Administrative Officer