First Steps of
Setting Up an Account
August 2007
What you need to know before
setting up an Account:
• (1) Pavilions – Different Service Facilities
• (2) Patient Process Types (Ppt) –
Identifies the type of patient account and
the way it is processed
• (3) How to interpret the VISI Screen
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(1) PAVILIONS
• Make Sure You Are Registering in the correct
Pavilion:
– PAVILION 1 – ADULTS
– PAVILION 3 – PEDIATRIC/VCH
– PAVILION 4- Vanderbilt Heart and Vascular Institute
– PAVILION 5 - PSYCHIATRIC/PHV
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(2) PATIENT PROCESS TYPES
most commonly used
• ERRR is the Emergency Room Rapid
Registration
• PAD is the Pre-admit account usually set up
prior to the DOS
• OPR is the outpatient hospital account
– OA is for outpatient surgery
– OS is for outpatient procedure
– OO is for recurring visits such as Rehab or Home
Health
– OP is for outpatient observation
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ERRR
• What Does It Stand For?
ER Rapid Registration.
• Why Do We Use It?
To register a patient in a rapid manner.
• When Is It Used?
On ALL Emergency Room patients,
and “temp” L&D patients.
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PAD
• What Does It Stand For?
Pre-admit for an inpatient admission.
• Why Do We Use It?
To pre-register a patient. Insurance
Management usually attaches precertification numbers to these accounts.
• When Is It Used?
On ALL prearranged hospital admissions.
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OPR
• What Does It Stand For?
Out patient registration
• Why Do We Use It?
To register a patient for an outpatient visit.
• When Is It Used?
When setting up an outpatient account or
visit.
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HOW DO I…
Perform an appropriate Patient Search?
VISI ~ visit history inquiry
shows patients across all
pavilions
Perform a search using
partial information
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Perform a search using
last name and date of birth
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Perform a search using
social security number only
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FYI
Please remember that a thorough search
must be performed to avoid creating
duplicate medical record numbers.
SS# should be used as a last resort, and should
not be asked for out loud.
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If the patient’s Name appears on the screen once select this account.
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If the patient’s Name/DOB or SS# appears on the
screen multiple times, Contact Medical Records @
2-3634 for the correct account to use.
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Medical Records Contact
• Medical Records (ext. 2-3634) will choose which
Medical Record number to use.
• Document the Medical Record clerk’s name
using the MEMO function in Medipac.
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If patient is a TWIN or TRIPLET, make sure that
you are registering the correct one.
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(3) INTERPRETING VISI
• What Does this mean? Visit History Inquiry.
• Why Do You Perform It On ALL Patients?
– To make sure you do not duplicate a Medical
Record
– To verify the patient is not currently inpatient in
another pavilion or registered as an ER patient
– To look for a PAD or OPR already set up for this
DOS
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Once you choose a patient, How
do I Read the VISI screen?
• If the patient has no discharge date on an
admitted account, it means the patient is
currently in-house or needs to be discharged.
• If the patient has no discharge date on a PHV
account, that account must be discharged by the
PHV staff. You must create a new account in the
applicable pavilion for this admission.
• If the patient is currently an ER patient,
perform your admission on the ER account. DO
NOT set up a new account.
– Outpatient or clinic visits do not have discharge dates
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This patient is currently an Inpatient.
PPT = II, there is no discharge date and the Pavilion is 1.
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This patient was an Inpatient in PHV. The
discharge date is 2/16/04 and the Pavilion is 5.
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This patient is currently an Inpatient at PHV.
Only PHV staff should discharge the patient.
You can then create a new account in
the applicable Pavilion.
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This patient is an ER patient. Ppt = EE, there is no
discharge date and the Location is EMER.
Do Not set up a new account.
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PATIENT DOES NOT DISPLAY
WHEN SEARCHING
For patients not in the system, you will enter the
appropriate function, type the name and ENTER.
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You may see another list. If you patient is
still not in this screen,
press F9 to search the outlying systems.
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If there are no more matches, a CPI #
is created and
you will begin to register the patient.
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