1) The document describes various standard processes for managing transplant patient referrals and information using a transplant database. 2) Key steps include receiving referrals, verifying insurance coverage, entering patient data, coordinating travel and expenses, performing audits, and generating standard reports. 3) Information is tracked across several database forms and Excel files, with data often rekeyed or copied between sources.

1. New Transplant Referrals – As Is Process
Client
TransplantDatabaseTransplantCoordinators
No
Yes
Yes
No
Yes
Yes
No
No
End
Patient
covered?
Add comments to 2009
Trans On – Trans Off form
1yr wait
satisfied?
End
If backup is created
after 24hrs, re-key
data
Patient call?
Open View Referral and Patient Information
Report form
Receive referral
information from Provider
Return to the 2009 Trans On – Trans Off form
and hit Ctrl F to search for patient name
Enter comments of work performed in Patient
Notes form
Mail Welcome Packet folder to
patient
Optional: Fill out paper form of
patient information in case
View Referral form loses data
Send request for referral
information to provider
Receive referral
information from Patient/
Associate
Rekey patient number, name and userid in
Patient Notes form to create new note
Optional: Print out copy of patient
information in case View Referral form
loses data
Open the Referral and Patient Information
form and rekey data
Scan and send referral to Mayo
Clinic and save to patient folder
Verify coverage in Host/
Oscar
Send request to provider for medical
records
Data
saved?
Open Patient Notes form
Open 2009 Trans On –
Trans Off form and fill in
applicable fields
Create folders on Transplant Drive
for Emails & Fax, Hotel
Confirmations, Itineraries, etc.
Open Transplant
Database, Form Directory
Notify
patient
Log call information in the 2009 Trans On –
Trans Off form or create new patient record
End
Call patient
3%
data
loss
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2. Pending Travel – As Is Process
Client
TransplantDatabase
Transplant
Coordinator
PatientMayoClinic
Yes
Yes
No
No
Call patient to setup
appointments
Call Transplant team with
appointment schedule
Coverage
active?
Update address
Rekey patient number, name
and userid in Patient Notes
form to create new note
Review referral
End
End
Open Patient Notes form
Open 2009 Trans On – Trans
Off form and press Ctrl F to
search for patient name
Open the Referral and Patient
Information Look Up form
Receive call from patient
Open the Referral and Patient
Information form
Verify coverage in Oscar/Host
Address
change?
Rekey data in Pending Travel
form and add future travel
information
Enter comments of work
performed in Patient Notes
form
Open Pending Travel form and
add new record
Update applicable fields in
2009 Trans On – Trans Off
form
Make hotel reservationsNotify patient of
coverage denied
Open Transplant Database,
Form Directory
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3. Money Gram – As Is Process
Client
TransplantDatabaseTransplantCoordinator
No
Yes
No
Yes
New
Patient?
Scan and send expense sheet
to Shared Services
Click on Travel Record
Lookup button
In Travel form create
new account to get a
new Travel #
Receive expense sheet from
Shared Services and file
Enter comments of work
performed in Patient Notes form
Data enter Long Term
Patients in Travel Current
2011.xls file
Open Patient Notes form
Open 2009 Trans On –
Trans Off form
Travel Query form opens
End
Enter reference number in Travel
Current 2011.xls file
Print expense sheet and obtain
approval signatures
Enter data from the Travel Current
2011.xls file into the Data Sheet
and Money Gram Expense Sheet
Open Pending Travel
form and scroll to
applicable records
Return to the 2009 Trans On –
Trans Off Press Ctrl F to search
patient names
Send to Auditor
Enter detailed expense data in
Additional Expenses form
Enter expenses in Expenses
Requested form
Optional: Enter lodging in Lodging
Request form if reimbursing
patient
Update applicable fields in 2009
Trans On – Trans Off form
Print each patients
pending travel
record
Open the Travel form
Data sort the Long/Short
column to determine Long
Term Patient
Open Transplant
Database, Form
Directory
Long
Termer?
Review patient records on
Monday and Wednesday
Call patient and send travel
information
Enter data from the 2009
Trans On – Trans Off and
Pending Travel forms into
Travel Current 2011.xls file
Open the Travel form and
perform a record # lookup or Ctrl
F to search by patient name and
appropriate fields
Rekey patient number, name and
userid in Patient Notes form to
create new note
Return to Pending Travel form and
mark checkboxes; not performed
for Long Termers
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4. Hotel Invoices - As Is Process
Client
TransplantDatabase
Transplant
Coordinator
Yes
No
Patient
overpaid?
Adhere label to invoice
and include vendor/
invoice number
Manually key form data into
Hotel EMER Air Payment Log
2011.xls file
Scan and file invoice
Open Lodging Request form and enter
lodging expense
Open Transplant Data Base, Form
Directory
Get Travel # and write on invoice
Open Expenses Requested form and
enter comments in data field
Open Patient Notes form
Print invoice and file accordingly
Return to 2009 Trans On – Trans Off
form and update applicable fields
Open Hotel EMER Air Payment
Log 2011.xls file
Return to 2009 Trans On – Trans Off
form, get record # and write on
invoice
Return to Travel Form and enter notes
in comments field regarding overpaid
expenses
Open 2009 Trans On – Trans Off form
and press Ctrl F to find patient name
Send invoices greater
than $1,500 to Audit
Enter comments of work performed in
Patient Notes form
Receive fax of Hotel invoice and file in
Hotel Emergency Air Invoices folder
Rekey patient number, name and
userid in Patient Notes form to create
new note
End
Review 2009 Trans On – Trans Off
form and Travel forms to verify
coverage effective dates
Press Travel button and press Ctrl F to
find patient name
Version 5 8/30/11 Transplant Database-Insert 3.1

5. Emergency Air Travel - As Is Process
Client
TransplantDatabaseTransplantCoordinator
Open Transplant Data Base, Form
Directory
Press Travel button and press Ctrl F to
find patient name
Adhere label to invoice
and include vendor/
invoice number
Send invoices to Audit
Open Patient Notes form
In Travel form add notes in the
comments field
Enter comments of work performed in
Patient Notes form
Update applicable fields in 2009 Trans
On – Trans Off form
Rekey patient number, name and
userid in Patient Notes form to create
new note
Receive fax of Emergency Air Travel
invoice and file in Hotel Emergency Air
Invoices folder
Scan and file invoice
Open Hotel EMER Air Payment
Log 2011.xls file and manually
key invoice data into file
Open Oscar and make comments to
patient record
Open 2009 Trans On – Trans Off form
and press Ctrl F to find patient name
End
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6. Miscellaneous Notes – As Is Process
Client
TransplantDatabaseTransplantCoordinator
Return to 2009 Trans On –
Trans Off form, update major
concern field and all applicable
fields
Rekey patient number, name
and userid in Patient Notes
form to create new note
Open Transplant Database,
Form Directory
Receive calls, emails, and/or
faxes in reference to patient
Enter comments of work
performed in Patient Notes
form
Open 2009 Trans On – Trans
Off form and press Ctrl F to
search for patient name
Open Patient Notes form
End
Version 5 8/30/11 Transplant Database-Insert 3.1

7. Transplant Database Audit – As Is Process
Client
TransplantDatabaseAuditor
End
Log into phone recording
database and listen to a call
Press Print Record on first
record
Open the 2009 Trans On –
Trans Off form and press Ctrl F
to search for patient name;
open the Trans On – Trans Off
form if needed Write record numbers reviewed
in Audit form on a piece of
paper
Open Transplant Database,
Form Directory
Listen to additional calls
in phone recording
database until all calls are
reviewed and audited
Scan printed Audit
Forms and email to
Supervisor, Transplant
Coordinator
Open Oscar and review
notes
Open Transplant Database:
Database form
In Audit form search for the
group of records written on
paper
Use the 2009 Trans On – Trans
Off form and Oscar to
complete Audit form; Open the
Trans On – Trans Off form if
needed
Scroll down to each record that
needs to be printed and print
Press function named Form
Open Audit form and create
new record
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8. Active Report – As Is Process
Client
TransplantDatabaseTransplantCoordinator
Prepare Active Report on Friday
End
Open Transplant Database,
Form Directory
Transplant Database: Database
form appears
Press function named Query
Select and run Carol’s Weekly
Active Report (2009 Trans On –
Trans Off)
Run report query and review
Return to query results and
close form
Return to Transplant Database:
Database form and run
Carol’s Weekly
Active Report (Trans On –
Trans Off)
Print and file copy in Travelers
book
Choose File>Design View and
modify query criteria
Rerun report
No
Select all records to
copy
Yes
Paste results of Carol’s
Weekly
Active Report (2009 Trans
On – Trans Off) into Excel
file
Paste results of Carol’s
Weekly
Active Report (Trans On –
Trans Off) into Excel file
Delete extra header row
Sort by Status and then
Patient Name columns
Review file and remove
erroneous records
Delete extra header row
Select all records to copy
Data
correct?
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9. Blue Cross Arkansas Report – As Is Process
Client
TransplantDatabaseTransplantCoordinator
Return to query results and
close form
Send file to Blue Cross, Auditor
and team members
Transplant Database: Database
form appears
Paste 2nd
query result into
Excel file
Copy/Paste records into
applicable status
worksheets
Select and run Blue Cross
Arkansas query
Create new Excel sheets
per record Status
Sort by Status column
Review file and remove
erroneous records
Select records to copy
Press function named Query
Return to Transplant Database:
Database form and run old
query version
End
Prepare Blue Cross Arkansas
report on Monday Open Excel and paste records
into file
Open Transplant Database,
Form Directory
Open 2009 Trans On – Trans
Off form
Delete extra header row
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10. Weekly Travelers Report – As Is Process
Client
TransplantDatabaseTransplantCoordinator
Prepare Weekly Travelers
Report on Friday
Print and place copy in
Travelers Book
Press function named Query
Insert header rows for Long
records
Select and run Carol’s Weekly
Travelers report query
Sort records by From column
and select records to copy
Open Transplant Database,
Form Directory
Move Short column to the
farthest right
End
Sort alphabetically by Short
and Long sections
Sort by Short and Long type
records
Transplant Database: Database
form appears
Open Excel and paste
records into file
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