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Test Patient Creation in Production Procedure (HL-005-PRO)

Test Patient Creation in Production Procedure (HL-005-PRO) - Policies, Administrative, UWHC, Department Specific, Health Link, Health Link Procedures

HL-005-PRO


Administrative Departmental Procedure
This department-specific procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.

Procedure Title: Test patient Creation in Production
Procedure Number: HL-005-PRO
Effective Date: 8/31/2016
Chapter: NA
Version: Revision

I. PURPOSE
This procedure describes the request process for the introduction of test patients into the Health
Link production (PRD) environment.


II. DEFINITIONS (optional)
NA


III. POLICY ELEMENTS
This procedure supports the following policy:

Test Patient Creation in Production Policy (HL-005-POL)


IV. PROCEDURE
A. Validate the Need for a Test Patient

Identify the criteria used to determine if a test patient can be added to production and how the
patient name, address, and billing status should be formatted for the production system.

B. Request the Test Patient

1. The requesting application team member enters a ServiceNow ticket to request a new test
patient be added to production.
• The request must contain the exact test patient name to be used, in the approved format.
• The ticket must include an explanation of why the test patient is needed.
• The ticket must include any required items for the patient. This could include a specific
age, gender, PCP, accounts, insurance plans, or other items.
• The test patient may not have any Unity coverages in PRD as this can affect how Unity
would bill their employer groups.
2. Enter the following information on the first page of the ServiceNow ticket:
• Assignment group: HL Prelude – UWH

• Assigned to field, leave this blank. The prelude team will assign to a member of the team
to work the request.

C. Create the Test Patient

1. The following test patient naming convention should be used when creating the new test
patient:
• Last name: zz + test + application prefix
• First name: No restrictions (use good judgment when submitting the request)
The following table from the UW Health Style Guide shows the approved UW Health
applications and application prefix names.

Application Prefix
ADT ADT
Anesthesia ANE
ASAP ED
Beacon ONC
Beaker Lab
Bridges/Interface INT
Cadence Cadence
Clarity Clarity
EC Ambulatory EC
EC Inpatient IP
EpicWeb EW
HIM HIM
HOD HOD
Home Health HH
Hospice HSPC
Hospital Billing HB
Identity EMPI
MyChart MyChart
Nurse Triage NT
OpTime OR
Prelude REG
Professional Billing AR
Radiant RAD
Phoenix TXP
Unity UTY
Willow RX

Affiliated Partners Prefix
ACHC ACHC
Agrace AG
UW Rehab UWRH

3. The date of birth and gender are populated based on the information on the provided request.
If this information is not included, the default date of birth is 01/01/1900 and the default
gender is female. Other items are left blank.
4. The test patient must contain the following address and billing status so that in the event of a

mailing to the patient, it will be received by the business office:

7974 UW Health Court
Middleton, WI 53562

5. If an account is requested, the billing status is set to Don’t Age and Hold Statements – EAR
680(3). Accounts are not added unless specifically requested, to limit the chance of incorrect
claims or statements.
6. Activate the test patient FYI in HL. This will exclude the test patient from appearing on any
of the Meaningful Use reports.

D. Admit the Test Patient to Production

1. To request a test patient admission to a unit/bed, the requesting application team member
notifies the Admission Supervisor.

Note: Make sure the test patient is discharged 5-7 days before the end of the month so all
charges can be backed off.

2. Identify the test patient to use, date of admission, unit/bed, and other admission information.
3. The Application team member sends out notification using the Adm – Notification Group
distribution list in Outlook. The notice should include:
• Test patient
• Unit/bed
• Admission Date
• The reason for the test patient admission
4. When testing is complete, notify the Admission Supervisor to discharge the test patient.
5. The Application team member sends out notification using the Adm – Notification Group
distribution list in Outlook. The notice should include:
• Test patient
• Unit/bed
• Discharge date


V. FORMS (optional)
NA

VI. REFERENCES (optional)
NA

VII. COORDINATION

Sr. Management Sponsor: UW Health CIO
Author: UW Health IS Supervisor - HIM
Reviewer(s): IS Health Link Technical Leaders

Approval Committee: IS Health Link Technical Leaders

SIGNED BY:
(Highest level of authority for policy approval)


Revision Detail:

Effective Date Next Review Summary of Changes Change Authors
8/31/2016 TBD/2017
Added affiliated
partners/prefixes
R. Fenstermann
1/8/2015 1/8/2016
Annual review. Minor
updates to content.
R. Fenstermann, T. Senty, J. Duckert,
A. Barry, B. Peroutka, J. Leonard
7/24/2012 7/24/2015
2/17/2010 2/17/2011
12/8/2008 12/8/2009