eReferrals in Cerebrum – AwareMD Support Team

Overview : Service Requests in Cerebrum

Service requests in Cerebrum provide a structured way to manage requests for medical services at a clinic. The Service Request object is based on the FHIR ServiceRequest standard and serves as the initiation point for any workflow related to a medical procedure or service performed at a clinic using Cerebrum.

Currently, the only method to add Service Requests into Cerebrum is via the Ocean inbound eReferral system. Additional workflows for creating and managing Service Requests within Cerebrum are under development.

Accessing Service Requests

To access the Service Requests in your instance:

Navigate to the Upload Reports page, accessible via the Daysheet.
Click on Service Requests in the left panel.

Setting Up Ocean

Follow these steps to set up and integrate an instance of Ocean with your Cerebrum system.

Prerequisites:

Active Ocean account with administrative rights.
Cerebrum instance configured for inbound eReferrals.
API credentials for integration.

Setup Steps:

Receiving Service Requests from Ocean

After successful integration, Service Requests from Ocean will be automatically received by Cerebrum.

New Service Requests will appear with the Requested status, indicating they require review.
These requests will be linked to existing patient records via demographic matching during the Accept worklfow.
Review and update the Service Request as appropriate (e.g., assign performing practitioner and location, add notes/documents, schedule appointments).

Service Request List

The Service Request List is the primary interface for accessing and managing Service Requests. It is available via the Upload Reports page.

Features of the List:

Displays all Service Requests and associated details.
Default filter: <To be defined and QAed>

Visible Data Points:

Authored Date: Date the request was created.
Due Date: Internal due date to manage workflows related to administrating the service.
Status: Current state, see status states below
Performer Location: Clinic or facility where service is to be performed.
Service: Type of medical service or procedure.
Requester: Referring provider or clinic.
Patient: Patient name.
DOB: Date of birth.
HIN: Health Insurance Number.
Needs Review Flag: Indicates the request requires further attention.

Filter Functionality:

Filter by Status, Due Date, Service Type, Requester, and Performer Location.
Search bar for patient names or identifiers.

Selecting a Service Request:

Click anywhere on a row to open the Service Request Summary UI.
Quickly view details of the selected request and navigate to other requests for the same patient.

Service Request Statuses

Received

Definition: Initial status when a service request is first created. It has not yet been reviewed or accepted by the clinic.
Trigger: Automatically set when a new referral is created in the system.
Next Status: Can be manually moved to Accepted or Rejected.

Accepted

Definition: The clinic has reviewed and accepted the referral for processing.
Trigger: Manually set when user Accepts the service request.
Next Status: Can transition to In Progress, On Hold, or Cancelled.

On Hold

Definition: Temporarily paused while awaiting additional information.
Trigger: Manually set by a user when requesting information.
Next Status: Can move to Accepted, In Progress, or Cancelled.

In Progress

Definition: The service request has at least one active appointment linked.
Trigger: Automatically set when an appointment is linked or created.
Next Status: Can be set to Complete or revert to Accepted if all appointments are cancelled.

Complete

Definition: All test or consult reports have been sent to the referring physician.
Trigger: Manually or automatically set after reports are sent.
Next Status: Terminal status.

Rejected

Definition: Referral will not be processed.
Trigger: Manually set while in Received status.
Restrictions: Irreversible and cannot move to another status.

Cancelled

Definition: Referral will not proceed further.
Trigger: Manually set when in Accepted or On Hold.
Next Status: Terminal status.

Service Request Summary

This UI provides an in-depth view of a Service Request and associated actions:

Patient View: Access all Service Requests associated with the patient.
Details Panel: View all key details of the selected Service Request.
Documents:
- View all documents linked to the request.
- Link or upload additional documents as needed.
Appointments:
- View appointments fulfilling the request.
- Create a new appointment or link an existing one.
Notes:
- View all notes linked to the request.
- Add new notes for tracking or follow-up.
Messaging:
- View messages from the referring clinic.
- Send messages or files back to the referring clinic.