Clinical Information Systems

The Clinical Information Systems (CIS) team works to support and extend the Epic suite of products, including the Electronic Health Record, Enterprise Scheduling, Registration, and Billing, as well as multiple integrated and stand-alone information systems to help our customers manage the clinical and financial aspects of the UTMB Health enterprise. Clinical documentation, billing, interface, hardware, data center, networking, support and administrative team members work together to ensure current systems are available, address user needs and service requests, and ensure users receive system support and training.

Clinical Information Systems

Clinical IS Links

ClinIS_Systems 1

  • Ensures that optimal codes and DRG assignments have been selected. It uncovers secondary diagnoses or treatments.
  • Utilized by Quality Management
  • Allows Housekeeping/Environmental staff to optimize efforts to clean rooms after patients are discharged and indicate when rooms are ready for occupancy
  • Utilized by Environmental Services, PPC
  • Medical Staff Credentialing system
  • Utilized by the Medical Staff Office
  • The results of laboratory tests, radiology exams, and other procedures are available for review
  • Provides current coding and editing guidelines to help the coding professional ... displays the expected reimbursement for the designated IP-DRG code
  • Utilized by Coding and Revenue Cycle
  • Epic lab system. (Involves other systems - RALs, Rapidcomm, CMC, State of Texas, ARUP, Data Innovations)
  • Utilized by labs
  • Inpatient and ambulatory registration product that allows for real-time insurance eligibility queries, rules-based work queues and extensive error checking to assist users in completing registrations swiftly and accurately.
  • Bed and ADT event Management.
  • The Electronic Medical Record is used for clinical documentation and coordination of emergency care. It provides the clinician the ability to order laboratory tests, radiology exams, consultations for other clinical services, prescribe medications and provide patient education.
  • Utilized by the Emergency Department
  • Enterprise scheduling with a rules-based engine and one-click appointment search function. Also includes stand-by scheduling, referral management, and ABN alerting.
  • Provides electronic exchange of health information for patients who may receive care at more than one health care organization using the same electronic health record software
  • Helps the Medical Records department track incomplete or missing documentation, notify providers of their deficiencies, and provides robust reporting options for managing deficiencies and providers
  • Utilized by Health Information Management
  • Oracle relational database extracted from Chronicles (Epic Cache database) for reporting purposes
  • Inpatient coding and abstracting
  • Utilized by Revenue Cycle
  • Epic via analytics, provides a library of pre-built registries and analytical Data Marts for prevalent chronic conditions, as well as a dozen wellness registries
  • Helps clinicians identify patients with important care considerations and make it practical for clinical leaders to manage key populations.
  • These building blocks enable population management to be integrated in the patient chart and woven throughout clinical processes and decision support rules. They also greatly simplify measurement against goals and research study design.
  • Utilized by Ambulatory
  • Allows physicians to access patient information like lab results, care team, and allergies through the iPad when they are away from Hyperspace
  • Health Maintenance is one of Epic's preventive care tracking tools. Using Health Maintenance, you can setup alerts to help clinicians track immunizations and routine screening tests or manage patients with chronic diseases.
  • When a patient becomes due for preventive care, the system displays an alert to the clinician. The alert can appear in the patient heard, the Health Maintenance activity, SnapShot and other reports, patient lists, and the multiple provider schedules.
  • The system can also generate a reminder letter to be printed or sent to the patient through MyChart or send an In Basket message reminding staff to call the patient.
  • Utilized by Ambulatory
  • Enterprise Master Patient Index (EMPI) and EMPI maintenance
  • Gives patients controlled access to the same Epic medical records their care teams use and provides convenient self-service functions that reduce costs and increase user satisfaction.
  • Operating Room Management System improves surgeon productivity, schedules utilization and perioperative documentation for both inpatient hospitals and ambulatory surgical centers.
  • OpTime includes tools for all key perioperative processes including scheduling, patient surgical tracking (greaseboards) preference card management, anesthesia pre- and post-op documentation, pre-op assessments, procedure record and PACU documentation.
  • Utilized by Inpatient
  • Formerly known as My Epic, Radar provides a centralized location for important reporting tools and metrics inside Hyperspace.
  • Using home workspaces called dashboards, Radar users from a variety of different applications can view, access, and manipulate reports. From these dashboards, they can jump to common Hyperspace activities or edit a Reporting Workbench report.
  • RTE - Coverage verification integrated into the registration workflows
  • Utilized by all registration areas
  • Allows for real-time querying and reporting within Epic. Produces reports that are actionable, allowing users to view the report and click through to a patient chart.
  • Coordinates inpatient, emergency and outpatient billing for hospitals. Provides tools to streamline billing and collection processes, reduce payor denials and minimize AR days.
  • Utilized by Revenue Cycle Operations
  • Provides dashboard driven network of role-based work queues to allow for resources to be targeted to high priority accounts.
  • Streamlines charge entry, payment posting and follow-up all while supporting paperless collections processes.
  • Utilized by Revenue Cycle Operations
  • Stores scanned documents and interfaces documents to Epic
  • Focuses on Obstetrical workflows from the beginning of pregnancy through a patient's delivery.
  • Workflows include the initial prenatal visit, routine prenatal visits, admitting and triaging a labor patient, care of the laboring patient and documenting the delivery.
  • Provides L&D Manager and Grease Boards, Delivery summary, results console, OB dating and OB care providers.
  • Utilized by Inpatient and Ambulatory
  • Outpatient chart review, documentation, decision support, workflow optimization, E-prescribing and more
  • Utilized by Ambulatory and Urgent Care
  • Spans all hospital departments and specialties; provides clinical patient information to physicians, nurses, therapists, dietitians and any other provider in the hospital setting.
  • Utilized by Inpatient
  • Branded UTMB CareLink, EpicCare Link is a secure web portal that connects community physicians to information stored in the EMR.
  • As patients receive care at UTMB, the primary care community physician will receive notifications and updates, and can also log in to request consults, place orders, and view lab, imaging and test results all without installing any software.
  • Utilized by community providers
  • Allows patients to sign documents electronically, convert the document to PDF and interface documents to Epic
  • Radiology technologists and radiologists view and provide reports on DICOM imaging exams using Centricity.
  • Technologists must do quality assurance (QA) within PACS to ensure patient images are matched to exams prior to being interpreted by the radiologist.
  • The radiologist views images from high end workstations with Barco monitors calibrated to diagnostic quality and dictates the report from software integrated on the workstations with the CPACS software. This system includes WebDx which is web-based software for radiologists to view images remotely.
  • Used primarily by technologists and scheduling personnel, the system schedules, accessions, arrives, departs and interfaces imaging patient information to Epic and PACS.
  • All Radiology billing is currently done from this system to include exam and consumables.
  • This system also provides a worklist to imaging modalities with patient demographics in order for the technologists to accurately match exams to orders prior to sending the exams to PACS.
  • Utilized by Radiology
  • EKGSystem is used by the Heart Station to upload and interpret EKGs
  • Doctors are able to remotely interpret EKGs from anywhere via connecting to Citrix
  • After the interpretation is completed the image is sent to Epic via an HL7 interface
  • Utilized by Cardiology and all EKG machines
  • Tracks HCE cultures
  • Utilized by Epidemiology
  • Voice dictation software specifically designed for Radiology which is integrated on the radiologist’s CPACS workstations in order to display a report in the same context as the image being viewed on the workstation.
  • Utilized by Radiology
  • Optimizes inpatient transport staff for efficient pickup and delivery of patients to distributed care areas
  • Utilized by Patient Transportation and Inpatient Ambulatory
  • Receives Cardiology DICOM images from ultrasound, X-rays and puts them all in one location to be viewed by physicians and technicians
  • After the images are viewed, measurements can be taken and saved and reports made from the individual workstations
  • All of this information is then archived in the system for later viewing. The image is also stored in the institutional image archive or PACS.
  • When reports are generated in the system, the reports are sent to Epic through an HL7 interface.
  • The system has approximately 50 modalities that feed into it and 50 workstations to retrieve the data and perform measurements.
  • Utilized by Cardiology
  • Web DICOM image viewing system which displays a timeline of images from multiple areas
  • After being matched to an Epic order; i.e. Cardiology, Radiology, Maternal Fetal Medicine for a specific patient, images are sent to the iSite enterprise archive
  • To meet Meaningful Use requirements, the images (along with the result), are linked from within the Epic patient record
  • This system also provides image viewing on any platform so that cardiologists may review images while offsite.

ClinIS_Systems II

Maternal Fetal Medicine (MFM) images are sent to this system from ultrasound machines in order to be viewed and interpreted by the MFM physicians. The application is supported by MFM and the hardware is supported by the IS Ancillaries team.
Inventory and cost of goods system for materials management
Medication ordering and administration; links pharmacists, ordering physicians and nurses to a single order record. Pharmacists can monitor medication treatment and improve medical outcomes, improve patient safety, minimizing adverse effects and help control costs.
Revenue cycle management system.
An Admission Criteria System, used by Care Management
Holtersystem, CES/Cardiology
Currently receive ADT data from Meditech to track patient outcomes and quality measures. A new instance of MIDAS will be licensed but interfaces from Epic and other UTMB clinical systems may not be completed in the timeframe identified for implementation of the Epic EMR. Employed by Quality Management.
Transcription system used by Health Information Management
Newborn Nani OZ, utilized by Audiology.
Fetal Monitoring System
Reporting of adverse events, complaints, claims against the facility. Utilized by Quality Management and Legal Affairs.
Endoscopy system used by Endoscopy and GI, maintained by Clinical Equipment Services
Application for management of nursing unit medications for pharmacy
Open-source public health surveillance software. RODS collects and analyzes disease surveillance data in real time, utilized by Epidemiology and Emergency departments.
System that units can use to document patient satisfaction after a hospital stay.