Provider cross-coverage procedure

Provider cross-coverage procedure

Determine how long the provider will be out

• Check the posted cluster calendar for absence greater than 24 hours
• Note staff messages sent from provider going on leave
• Tell visiting locums/floats when the absent provider will return

Covering for a regular day off

• Read all new and address all urgent
• Urgent issues are most likely found in
  Patient calls/ call back
  Results
  Staff Messages
  PCP paper inboxes
  “!” messages of any type
• RX authorizations- Clinical judgment will determine whether controlled substances should be authorized (hospice) or held until PCP returns
  

Manage non-urgent work

• Preventing the building up of work is essential for the smooth operation of the clinic.
• Moving simple/straightforward tasks forward even on regular days off is helpful.
• Examples: Medication Cosign/ Order cosign

Keep a clear inbox

• A clear inbox can minimize time spent doing cross coverage and reduce error. Keeping one’s own inbox clear is helpful for regular day-off coverage and more extended absence as well.

Covering for a provider gone longer than one business day

• The inbox must be cleared of all urgent and non-urgent task
• Know how to forward date inbox material to a returning provider
• Reviewed but incomplete tasks or CC charts should be forwarded (using the forward date feature) to the PCP such that they arrive back in the basket the evening/day before the PCP returns. This will prevent tasks from being reviewed by multiple cross-covering providers.

Special Attention

Patients need to be notified of any results from testing done at central (holter monitor, DEXA scan, CT scan, ultrasound, echo, spirometry) ordered by a provider at Burien or pathology results from a procedure done at Burien. Occasionally, a result is urgent enough to warrant patient notification on a provider’s regular day off as well.