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Last Post 03/07/2017 1:17 PM by  JonA
Epic OpTime
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Jeff N
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04/15/2015 7:34 AM

    I am looking for information on Epic OpTime and how it relates to Lawson. We are using the Cloverleaf clinical bridge to send product information to Epic Optime (IC524). The issue we are having is we are being told by the EPIC team that if we update a description or manufacture number on an item, when it comes accross the interface and updates the EPIC "SUP" record it reopens all closed patient records that have that item and attempts to rebill. Is anyone else facing this issue? Is there a setting in EPIC that controls this?

    Thanks for any insight.

    Kat V
    Sr Supply Chain System Analyst
    South Broward Hospital District
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    04/23/2015 9:06 AM
    We are not using IC524 - we have a custom sql going through cloverleaf. That said, there must be a setting in Epic to control that because not only do we regularly update descriptions and part numbers - most of the time we are doing so at the request of Optime users. They have never told us we could not update because it would open closed records.

    We've been up on Optime with the interface since late 2011.
    Jonas
    Lawson Application analyst
    Forrest General Hospital
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    05/01/2015 8:26 AM

    Since the subject is opened - we also use a similar interface and have a problem with cancelled and rescheduled cases depleting Lawson.  We are not able to tell Lawson the to restore inventory for canx or rescheduled cases.  

     

    Is this a problem for others?  Did we set it up wrong?

    Michelle Wetzel
    Lawson Procurement Systems Specialist
    Carle Foundation Hospital
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    05/01/2015 10:44 AM

    Like Kat, we have a customized interface that runs the items into EPIC OPTIME.   Item updates run twice per day and we have never encountered any issues with resending patient charges.  I asked our head Optime builder to get his thoughts on the issue. He says:

     

    Our experience is OpTime will suggest resending charges, but only if the cost (and therefore patient charge) or the charge code changes.  This does not happen until the log is opened in the post charges navigator, however.  There is nothing that happens at the time of the interface running which goes back and updates each log on which the supply was used.  That would be an incredible performance hit on the server, if it happened that way.

     

    SUP records are stored in incremental records, each time a value changes.  That record is associated with a particular date.  OpTime looks for the record that was in effect on the date of the log.  Only if it changes will the charge be suggested to change.

     

    So the behavior described below isn’t really our experience.  If another facility has their system configured differently, that may be their experience, but I doubt it.

     

    Thank you,

    Tom

    As for the cancelled cases issue - yes, absolutely we have the same problem.  The issue for us is that the systems have no way of knowing whether or not the carts have been picked already in sterile processing.  Since they could be at any stage and we've already decremented the inventory (done automatically when the pick lists print,) we have trouble with the credits. Sometimes the case is cancelled with the supplies already in the OR; sometimes the pick list has printed but nothing has been done. It is a completely manual process for the inventory coordinator and relies on staff to give her the print outs for cancelled cases.

    Bill Ianni
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    06/02/2015 12:43 PM
    I'd like to ask KatV why they went for a custom SQL instead of IC524? I'm considering a custom or at least a modified IC524 to send the patient price from a table instead of a calculation. What else is IC524 missing??
    Kat V
    Sr Supply Chain System Analyst
    South Broward Hospital District
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    06/09/2015 12:44 PM
    Several reasons for the sql:

    1. The feed is one way - the ORs are not providing stock feedback. So the SOH is stagnant and avg cost doesn't update without some version of paint and/or manual adjustments. With SQL, I can make it calculate the each cost as part of the query so it's up to date at the moment the sql runs.

    2. The canned IC reports are getting only select information from specific fields. With SQL, I can get the information from the "main" field and get fields that would not normally be included.

    Example of "main" field - we update part numbers on PO13 and IC11. If we do not remember to run the IC330 or in the case of vendor mergers, manually update the fields, then the IC12 record is wrong and that's where the IC reports look.

    Optime, Cupid and Radiant have Supply Type and Implant Type. This is the "Generic" on IC11 but doesn't appear on any of the canned reports we looked at. With SQL, I can get it over to Cloverleaf who then populate it as Supply Type or Implant type based on the GL. We even built in logic so if they don't like the generic, they can populate user field 1 on IC12 and it will use that instead. (Mainly they find the word "Catheter" to be too vague even if it is correct)

    We store Latex info in a user field on IC11. Again - not shown in the reports.

    We're on 9.0 so we store the long description on UPN1 from the IC11. Epic uses it as an alias.

    If something changes, I can change the SQL. I cannot change the IC report.

    If you'd like to see the query - I can share. kvila@mhs.net
    dlancaster
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    02/20/2017 2:40 PM
    Does anyone have documentation on the Lawson interface to EPIC OPTime, Radiant, and Cupid? If so please email me ven-dlancaster@virginiahospitalcenter.com

    Any tips or "gotcha's" when installing these interfaces would also be appeciated! Thanks!!
    Kat V
    Sr Supply Chain System Analyst
    South Broward Hospital District
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    02/21/2017 10:27 AM
    Which interface are you using? There is no native one, you have use one of the IC5xx or a custom script.
    JonA
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    03/07/2017 1:17 PM

    I created a custom sql script for Epic.  I felt that the IC5xx files weren't going to supply all the information they needed.

    Jon Athey - Supply Chain Analyst - Materials Management - MidMichigan Health
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