USE OF ADMIN ALERTS AND ADMIN NOTES *

Effective Date: 
Fri, 12/15/2017
Reviewed: 
Fri, 03/23/2018
Revised: 
Fri, 03/23/2018
Policy: 

The UCSC Student Health Services uses "Admin Alerts" and "Admin Notes" in the registration section of the electronic medical record to communicate shared information that is not part of a visit.  Staff need to use the defined drop down headers when they are available.

For alerts with expiration dates, the creator of the alert sets a reminder in PnC to review and remove the alert.

Admin notes are considered a permanent part of the patient/client record and should not be deleted, unless there is an expiration date, then the creator of the alert sets a reminder in PnC to review and remove the note.

There are reports available in the EMR to review and monitor these entries. 

These alerts are added by staff with consultation of the managers.

ADMIN ALERTS

  • Dismissal of a student - by Medical or CAPS Director or designee
  • Student of Concern - by manager
  • Referral to Outside Primary Care Provider - by Medical Director or designee
  • Graduated student
  • Reciprocity student
  • Other Misc alerts by manager approval

ADMIN NOTES

  • Name change

  • Insurance department is the primary user of Admin Notes for situations such as:
    • documentation of a non-enrolled student
    • special insurance information/communications
    • quarters of voluntary insurance (maximum of two quarters)
    • use of an insurance carrier case manager
    • met annual out of pocket maximum