Assign each task below to someone at your practice who can/should complete the task.

Before the Provider Departs

Before the Provider departs your practice, begin preparing for their departure by:

1. Reorder Regimens Ordered by the Departing Provider

Use the Regimen Orders Report to get a list of active regimens ordered by the departing provider.
- Set the Ordering Provider filter to the departing provider.
- Set the Date of Order filter to a Custom Date Range of Today + 2 or 3 years.
Discontinue and reorder each regimen listed in the report for a different active provider.

2. Process the Departing Provider's Worklist Queue Items

Transcribe all dictations in the Transcription Queue.
E-sign all items in the Lab, Imaging, Other Documents, Notes Review, Sign Orders, and Unified Sign queues.
Resolve No Match, Process Errors, and Approve/Deny all Renewals in the eRx Message queue.
For each order created by the Departing Provider in the Orders and Orders I/F queues:
- Process the order, OR
- Discontinue the order AND
- Place a new order on-behalf of a different active provider

3. Complete the Departing Provider's Unfinished Charting

Complete items in the Departing Provider’s Unfinished Charting dashboard widget.
Enter and release all billable services (i.e., Nursing Care MAR and Nursing Procedures).

4. Unmap the Departing Provider as an Attending

To unmap the Departing Provider as an attending, Remove Mapping of Provider as an Attending.

The Day the Provider Departs

After the Provider departs your practice, complete their offboarding by: securing their iKnowMed account, processing their remaining Worklist Queue items, disabling their use of eRx, EPCS, and Direct Exchange, monitoring Messages sent to them, rescheduling their Appointments, unmapping them as an Ordering Provider and as a Resource, and, finally, Inactivating their iKnowMed account.

5. Update the Departed Provider’s iKnowMed Account

Leave Provider Signing checked so that Orders and Worklist Queue items can be addressed.
Set to NONE all Permissions except: Bill Independently, Act as Seen By Provider, and Act as Attending Provider.

6. Disable eRx, EPCS and Direct Exchange for the Departed Provider

After rewriting all Renewals (step 6), submit a ServiceNow Request to “Disable [departed provider name] in NewCrop for eRx/EPCS and Direct Exchange”. The Departed Provider’s key fob can no longer be used for eRx/EPCS.

7. Unmap the Departed Provider in Result Interfaces

If the mapping for the Departing Provider is not removed, results continue to route to the Departing Provider for review and need to be transferred to a different provider.

In each of your practice's results Interface Sources, Unmap the Departed Provider as an Ordering Physician.
In each of your practice's results Interface Targets, No Map the Departed Provider as an Ordering Physician.

After you Unmap the Provider as an Ordering Physician, results route to each patient’s Attending Physician. When a patient has more than one attending, iKnowMed routes each result to one of the attendings randomly. A patient with no attending produces a Physician_Not_Found interface error.

After adding a new attending for the patient in your practice management system, Resend the Interface Error Message.

After removing the mapping for the Departing Provider:

Discontinue Future Lab Orders by the Departing Provider
Reorder Labs under a new provider

8. Unmap the Departed Provider in Demographics and Scheduling Interfaces

To prevent the Departing Provider from being scheduled in iKnowMed, Unmap the Provider Resource in each of your scheduling interfaces.

The Departing Provider is still selectable in these Worklist Queues:

Attach Documents
eRx. Message
Imaging
Lab
Notes Review
Other Documents
Outbound Fax
Scheduler
Sign Orders
Transcription

After the Provider Departs

9. Process the Departed Provider Worklist Queue Items

Inform Medical Records staff which provider they should set Requires review by to for incoming Attached Documents.
Monitor and transfer to an active provider any item pending for the Departing Provider in the Lab, Imaging, Other Documents, Notes Review, Sign Orders, and Unified Sign queues.
REWRITE RX for Renewals for the Departing Provider in the eRx Message queue in order to place new prescriptions for an active provider.
Discontinue orders in the Orders and Orders I/F queues and place new orders on-behalf of an active provider.

10. Monitor the Departed Provider's Messages

Monitor, compose, reply, and forward Chart Messages sent to the Departing Provider.
Monitor, compose, reply, and forward External Messages/Direct Messages sent to the Departing Provider.

11. Reschedule the Departed Provider's Appointments

Reschedule all appointments with the Departing Provider in your Practice Management System and confirm no appointment for the Departing Provider appears in iKnowMed’s Visit List.
Notify your Lab and Imaging vendors that the Departing Provider is no longer with your practice and ask that they remove the Departing Provider from the practice accounts, when appropriate.

12. Inactivate the Departed Provider

About Offboarding a Provider