Professional Memo - St. Luke's Provider News Network



|St Luke's University Health Network |ICD-10 Implementation Transition Plan |

| |Version: 20150831 |

|Created by: Mary Benhase |Go Live Date/Time: 10/1/2015 00:00 |

Transition Plan Contents

Transition Plan Schedule (Summary)

Transition Plan Resources and Contact Information

1. Transition Plan Scope

2. Transition Plan Detail

HIGH LEVEL PROJECT TRANSITION SCHEDULE

Provider and Staff Education runs June 23 – September 25

• Establish success measures (DNFB, Days in AR, Claims Rejections, Claims Denials) August 31

Integrated Testing Completes September 11

• Production applications are prepared for ICD-10 Live September 1 – 30

• Appointments and pre-registrations for post October 1 services are updated with ICD-10 diagnosis and prior authorization from September 7 – 30

• Production accounts are dual coded as needed in production September 7 – October 31

• Series accounts are updated with ICD-10 diagnosis September 14 – October 22

• Final payer claims edits are complete September 30

• Applications receive final ICD-10 preparation September 30

• ICD-10 is Live for outpatient service dates and inpatient discharge dates of October 1, 2015 or after

• Monitor success measures

• Report status – ICD-10 Steering Committee Touchpoint calls Sept 24, Oct 1 & 8. ICD-10 Steering Committee meeting Oct 15

CUTOVER PLAN RESOURCES

Cutover Resources (SLUHN)

| |Name |Title (Role) |Business Phone |Mobile Phone |Email |Area |

| |Natasha Price |Project Manager |484-526-6286 |443-255-5139 |Natasha.price@ |Oversight |

| |Mary Benhase |ICD-10 Analyst |484-526-3254 |520-991-7269 |Mary.benhase@ |Advisory |

| |Ram Sankaranarayanan |ICD-10 Testing | | |Ram.sankaranarayana@ |Advisory |

| |Rebecca DiFrancesco |Subprojects Project |484-526-2393 | |Rebecca.difrancesco@ |Project Management |

| | |Manager | | | | |

Cutover Resources (Operations)

| |Name |Title (Role) |Business Phone |Mobile Phone |Email |Area |

| |Judy Mushlitz |Scheduling |484-526-1154 | |Judy.mushlitz@ |Scheduling |

| |Anita Buono |Scheduling |484-526-4345 | |Anita.buono@ |Scheduling |

| |Regina (Gina) |Registration |484-526-3766 | |Regina.filipovits@ |Registration |

| |Filipovits | | | | | |

| |Annemarie Mariani |Registration |484-526-4077 | |Annemarie.mariani@ |Registration |

| |David Bradley |Registration |610-526-2386 | |David.bradley@ |Registration |

| |Debbie Best |Registration |908-213-6663 | |Debbie.best@ |Registration |

| |Susan Strasburg |Billing and AR |484-526-3126 | |Susan.Strasburg@ |Billing and AR |

| |Leah Cicale |Billing and AR |484-526-5170 | |Leah.cicale@ |Billing and AR |

| |Lisa Kline |Billing and AR |484-526-3114 | |Lisa.kline@ |Billing and AR |

| |Lisa Sheldon |Billing and AR |484-526-6258 | |Lisa.sheldon@ |Billing and AR |

| |Pat Cummings |Billing and AR | | |Patricia.Cummings@ |Billing and AR |

| |Elaine McElroy |Billing and AR |484-526-5154 | |Elaine.mcelroy@ |Billing and AR |

Cutover Resources (Systems)

| |Name |Title (Role) |Business Phone |Mobile Phone |Email |Systems |

| |Eileen |Emergency Coordinator, | | | |AmCom |

| |Warren-Cordero |Telecommunications | | | | |

| |Galan, Mario N |Physician Billing IT | | |Mario.Galan@ |IDX |

| |Galan, Mario N |Physician Billing IT | | |Mario.Galan@ |Allscripts |

| |Yvonne Fisher |Allentown Nutritional | | | |At Your Request |

| | |Services: | | | | |

| |Deb Cooper |Clinical Nutrition |(484) 426--4255 | | |At your Request |

| | |Manager: | | | | |

| |Gail Wainwright |Trauma | | | |Collector / Poppims |

| |Tim Favazza |Digital Innovations Inc: |800-344-3668 | |TFavazza@ |Collector / Poppims |

| |Steven Pollito |Analyst |(570)558-2631 | |spolito@ |CPR |

| |Lisa DePietro | | | |ldepietro@ |CPR |

| |Jonathan Swarth |Practice Administrator, ED|484 - 526 - 4789 | |Jonathan.swarth@ |CPR |

| |Wilson, Marlee |Administrative Director, | | |Marlee.Wilson@ |ECIN |

| | |Case Management | | | | |

| |Lisa Harenski |Health Monitoring Systems | | |lisa.harenski@ |HMS / Epicenter |

| | |(HMS): | | | | |

| |Schroettner, Deb |Director, Patient Access | | |Deb.Schroettner@ |HEV |

| | |Center | | | | |

| | Buskirk, James |Billing, SLPG | | |James.Buskirk@ |Ingenious Med |

| |Jack Chambers |Medical Director, | | | |RTI / Forerun |

| | |Emergency Medicine, | | | | |

| | |Warren: | | | | |

| |Chris Lorinc |Reimbursement |(800) 355-3818 x5824| | |Reimbursement Technologies, |

| | |Technologies, Inc. (RTI) | | | |Inc. (RTI) |

| |Nate Osit |Forerun Interfaces | | | nosit@ |Forerun |

| |Johnson, Leslie |Clinical Coordinator, | | |Leslie.Johnson@ |Sentri7 |

| | |Pharmacy | | | | |

| |Laurie Gates, 153 |Occupational Health | | | |Systoc |

| |Brodhead |Practice Administrator: | | | | |

| | |Systoc Tech Support |800-779-3887 Option | | |Systoc |

| | | |1 | | | |

| |VanZandt, Michelle |Home Health RN | | |Michelle.VanZandt@ |Telehealth |

| |Devald, Judith |Application Analyst | | |Judith.Devald@ |Telehealth |

| |Warren Infection |Lori McSorely |(908) 859-6700 | | |Theradoc |

| |Control | | | | | |

| |Interfaces |Bonnie Kolosky | | | |Theradoc |

| |Theradoc |Darcy West | | | |Theradoc |

| | | | | | | |

TRANSITION PLAN SCOPE

Environments/Servers:

10 E1 – STAR (?)

➢ E2 – Invision(?)

Interface Engines:

13 IE1 - Cloverleaf (?)

14 IE2 - OpenLink (?)

Interfaces:

16 STAR:

17 IFS1 - ADT

18 Invision:

19 IFI1 - TBD

Files:

21 STAR:

22 FS1 - TBD

23 Invision:

24 FI1 - MIDS/Nuance

System Setup:

26 STAR:

27 SSS1 – STAR

▪ SSS2 – EC2000

➢ Invision:

▪ SSI1 – Invision

▪ SSI2 – Contract Management

▪

28 SSC1 - CareMedic

➢ SSV1 – Varian

➢ SSR1 – ePremis / Relay Health

➢ SSX1 – IDX

➢ SSA1 - Allscripts

Forms:

30 Form1 – Lab

➢ Form2 – Nutrition

➢ Form3 - Imaging

Reports:

32 Rpt1 – RAS UB04

➢ Rpt2 – RAS *$HFIC07

Education:

34 Ed1 – Physicians

➢ Ed2 – Office Staff

➢ Ed3 -- Finance

➢ Ed4 – Schedulers and Registrars

Operations:

36 Op1 – Referrals

➢ Op2 – Scheduling

➢ Op3 – Pre-Encounter

➢ Op4 – Registration

➢ Op5 – Documentation

➢ Op6 - Coding

➢ Op7 – Billing and Collections

CUTOVER PLAN DETAIL

Readiness: Education and Communication

| |AREA |Task |Scheduled Date / |Completed Date / |Resources |

| | | |Time (EST) |Time (EST) | |

|E20 |Ed1 |Select Champions |6/12/2015 |6/30/2015 |Linda Gately |

|E30 |Ed1 |Educate Champions |6/19/2015 |7/8/2015 |Lynn & Joe |

|E40 |Ed1 |Develop and distribute posters and brochures |6/23/2015 |7/22/2015 |Lynn, Joe, Mary |

|E50 |Ed3 |Hold Finance education sessions |5/1/2015 – |5/31/2015 |Lynn |

| | | |5/31/2015 | | |

|E60 |Ed1 |Communicate availability of required ICD-10 education to |6/19/2015 |6/23/2015 |Lynn & Joe |

| | |physicians. | | | |

| | |Draft message and send to Dr. Jahre | | | |

| | |Medical Affairs emails message | | | |

|E70 |Ed1 |Proxy enroll physicians in online education |6/19/2015 |6/19/2015 |Anil |

| | | | |6/23/2015 | |

|E80 |Ed2 |Proxy enroll SLPG staff in online education |7/13/2015 |7/13/2015 |Anil |

|E90 |Ed1 |Report physician online education attendance weekly |7/28/2015 |ongoing |Lynn |

|E100 |Ed4 |Work with Judy, Anita, Annemarie, David, Robin Plasnierski |8/3/2015 |8/11/2015 |Lynn |

| | |Dennis Dougherty & Whitney Kostick and other ancillary and | | | |

| | |diagnostic service areas to determine schedulers and | | | |

| | |registrars who should be enrolled in online education | | | |

|E110 |Ed4 |Proxy enroll Schedulers and Registrars in online education |8/3/2015 |8/3/2015 |Anil |

|E120 |Ed4 |Communicate education requirement and that training is |8/3/2015 |8/3/2015 |Lynn, Joe, Annemarie |

| | |available | | | |

|E130 |Ed1 |Physician online education complete |8/31/2015 |57.4% - 8/31/15 |Lynn |

| | |Anil to update Doc Briefs | | | |

|E140 |Ed1 |Hold on-site physician education sessions as requested |8/1/2015 – | |Joe / Lynn |

| | |Booking in progress for SLPG |9/25/2015 | | |

| | |Booking in progress for non-employed | | | |

|E150 |Ed2 |SLPG online education complete |9/18/2015 | |Joe |

|E160 |Ed4 |Scheduler and Registrar on-line education complete |9/18/2015 | |Annemarie / David |

|E170 |Ed4 |Training on how to look codes up for the list of people |9/1 - 9/31/2015 | |Lynn |

| | |provided by: | | | |

| | |Annemarie | | | |

| | |David Bradley | | | |

| | |Whitney (webex) | | | |

|E180 | | | | | |

|E190 | | | | | |

Readiness: Systems, Forms & Operations

| |Area |Task |Scheduled Date / |Completed Date / |Resources |

| | | |Time (EST) |Time (EST) | |

|S20 |Op1 |Draft communication to all physicians / physician offices: |9/4/15 |In progress |Lynn |

| | |When to provide ICD-10 codes on referrals, orders and room | | | |

| | |requests | | | |

| | |Write ICD-10 codes in all capital letters | | | |

| | |Provide to Gretchen | | | |

|S130 |Op7 |Form scenario making taskforce for NJ |8/11/15 |Ram will send to |Natasha |

| | | | |Debbie Best, | |

| | | | |Elaine, Leah | |

|S140 |Op6 & 7 |Determine approach for split bills. |8/25/15 |Lynn to follow up |Susan & Lynn |

| | |Split prior to coding? | |with Susan | |

| | |Dual code prior to splitting? | | | |

|S180 | |Baseline metrics: |8/31/15 |Mary to follow up | |

| | |DNFB – target is between 6 & 8 days | |with Susan |Lynn |

| | |OP Exception Report | | |Jean |

| | |Rejections | | |Susan |

| | |Denials | | |Susan |

| | |AR Days | | |Susan |

|S230 |Op4 |PT will pull charts and re-code (aprox. 100 charts per |9/14 -10/2 | |Whitney Kostick |

| | |registrar) | | | |

|S240 |Op4 |Re-authorize services as required |9/14 – 9/30 | |Whitney Kostick |

| | |Amerihealth for therapy visits per condition | | | |

|S250 | | | | | |

|S260 |SSS1 – STAR |Review and adjust STAR specific cutover plan |9/3 | |Natasha |

| | |Character based issue to be resolved | | | |

| | |Brandy and David Bradley to send out education | | | |

| | |Tilde set – done | | | |

| | |Validate with Patty to switch to ICD-10 on 10-1 | | | |

|S280 |SSI1 -Invision |Install MC15 | | |Mary to follow up with |

| | | | | |CD |

|S300 |SSC1 - CareMedic |Confirm need for edits or maps on the customer portal | |Aug 4, 2015 |Elaine |

| | | | | | |

| | |Incident number 365917 | | | |

|S310 |SSC1 -CareMedic |Submit revised rules associated with ICD-10 coding to the |8/19/2015 |8/25/2015 |Elaine |

| | |dedicated Optum Inbox: | | | |

| | |ICD10_Edits@ | | | |

|S320 |SSS2 – EC2000 |Migrate edits based on ICD 9 codes | | |Ram - Deb McLaughlin |

|S340 |SSI2 -Contract |Confirm Cerner ICD-10 Contract Management is ready |9/15/15 | |Paul Bierre / CD |

| |Management | | | | |

|S350 |SSR1 - ePremis |Confirm ePremis/Relay Health is ready |9/15/15 | |Elaine |

| | |8/11 – Edits and bridge routines are in production | | | |

|S360 | |On Sep 30th, after the office is closed at 4.30p, Bob might |Planning in | | |

| | |go in to the switch in Varian to ICD10 |progress | | |

| | |The billing codes for Sep 30th will still be ICD9. Hence Bob | | | |

| | |will have to talk to someone on Varian to push the bills | | | |

| | |through HL7 | | | |

| | |Series patients | | | |

| | |For Oct 1st - it might be special case | | | |

| | |Bob Hogan is going to put in a work order. Jim Dugan - Varian| | | |

| | |contact | | | |

|S370 |IFS1 - ADT |Contact Lisa Harenski lisa.harenski@ at HMS prior |9/15/2015 | |Ram |

| | |to STAR ADT ICD-10 interface going live. | | | |

Pre Go Live Planning

| |Area |Task |Scheduled Date / |Completed Date / |Resources |

| | | |Time (EST) |Time (EST) | |

|P20 |PM’s |Confirm no Go-Live Command Center to establish | |8/20/15 |ICD-10 Cutover Subgroup |

|P30 |PM’s |Distribute and post Transition Plan |9/1/15 | |Mary |

|P40 |Steering |Report status at ICD-10 Steering Committee meeting |9/17/15 | |ICD-10 Subgroups |

|P50 |Op5 |Distribute Training Material/Tip Sheets |9/17/15 | |Cheryl |

|P60 |Subgroup |Establish Daily Transition Status Update Format/Recipients |9/24/15 | |Lynn |

|P70 |Steering |ICD-10 Steering Committee Touch Base call |9/24/15 | |ICD-10 Subgroups |

|P80 |All |Validate Onsite Go Live resources & Go Live resource Contact|9/24/15 | |Mary |

| | |List | | | |

|P90 |All |Draft Go Live communication |9/24/15 | |Lynn |

|P100 | | | | | |

|P110 | | | | | |

|P120 | | | | | |

|P130 |PM’s |Submit IT Change requests | | |Natasha |

|P140 |PM’s |Obtain approval for IT Change Requests | | |Natasha |

|P150 | | | | | |

|P160 | | | | | |

|P170 | | | | | |

Go Live Activities

| |Area |Task |Scheduled Date / |Completed Date / |Resources |

| | | |Time (EST) |Time (EST) | |

|L20 |All |Send out Go Live Communication |9/30/15 | |Lynn |

|L30 |All |Update Marketing Material/Communications and distribute/load|9/30/15 | |Lynn |

| | |to portal | | | |

|L40 | |Replace remaining ICD-9 based forms with new ICD-10 based |9/30/15 | | |

| | |forms | | | |

|L60 | | | | | |

|L70 |SSS1 |Verify STAR is working – contact key departments |10/1/2015 | | |

|L110 | | | | | |

|L120 | | | | | |

|L130 | | | | | |

|L140 |Steering |ICD-10 Steering Committee Touchpoint call |10/1/2015 | |ICD-10 Subgroups |

Post Go Live Activities

| |Area |Task |Scheduled Date / |Completed Date / |Resources |

| | | |Time (EST) |Time (EST) | |

|A20 | | | | | |

|A30 | | | | | |

|A40 | | | | | |

|A50 |Steering |Report ICD-10 Status at ICD-10 Steering Committee Touchpoint|10/8/15 | |ICD-10 Subgroups |

|A60 | | | | | |

|A70 |Steering |Report status at ICD-10 Steering Committee meeting |10/15/15 | |ICD-10 Subgroups |

|A80 |Steering |Month-end Metrics Report |11/5/15 | |Lynn, Jean, Susan |

|A90 | | | | | |

|A100 |Steering |Final Metrics Report |12/7/15 | |Lynn, Jean, Susan |

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