how to resolve an episode in epic

Daniel Parker

2 min read

·

07-02-2025

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Resolving episodes in Epic, the electronic health record (EHR) system, is a crucial step in maintaining accurate patient records and ensuring smooth workflow. This process involves properly closing out an encounter and ensuring all necessary information is documented. This guide will walk you through the steps involved, focusing on different scenarios and potential challenges.

Understanding Epic Episodes

Before diving into resolution, let's define what an episode represents in Epic. An episode is a single encounter between a patient and a healthcare provider. This could be a hospital visit, a clinic appointment, or even a phone call. Each episode needs to be accurately documented and then resolved to prevent confusion and maintain data integrity. Failure to resolve episodes can lead to incomplete patient records and difficulties with billing and reporting.

Step-by-Step Guide to Resolving an Episode

The exact steps for resolving an episode can vary slightly depending on your specific Epic configuration and the type of encounter. However, the general process typically involves these key steps:

1. Access the Patient Chart: Begin by navigating to the patient's chart within the Epic system.

2. Locate the Open Episode: Identify the episode you need to resolve. This is usually indicated by a status that signifies it's still open or incomplete.

3. Review the Episode for Completeness: Before resolving, carefully review the episode for completeness. Ensure that all relevant information, including diagnoses, procedures, medications, and notes, is accurately documented. Missing information can lead to billing issues or incomplete patient records.

4. Complete Necessary Documentation: If anything is missing, complete the necessary documentation before proceeding. This is crucial for a clean resolution and accurate medical records.

5. Resolve the Episode: The precise method for resolving an episode varies depending on your Epic setup. Often, there's a button or option within the episode details to "resolve," "close," or a similar action.

6. Verify Resolution: After resolving, double-check that the episode's status has correctly changed to reflect its closed or resolved status.

Common Challenges and Solutions

While resolving episodes is generally straightforward, certain challenges can sometimes arise:

Problem: Missing Information

Solution: Thoroughly review the chart for missing details. Collaborate with the relevant healthcare team to obtain any necessary information.

Problem: Incorrectly Assigned Diagnosis Codes

Solution: Verify the accuracy of the diagnosis codes. Consult relevant coding guidelines and make corrections as needed.

Problem: Incomplete Documentation

Solution: Consult the provider who saw the patient to complete any missing documentation or clarify any discrepancies.

Problem: Technical Issues

Solution: Contact your Epic system administrator for assistance if you encounter any technical problems preventing episode resolution.

Best Practices for Episode Resolution

• Resolve episodes promptly: Avoid letting episodes remain open for extended periods.
• Maintain clear and concise documentation: Accurate documentation is key to preventing resolution problems.
• Follow your institution's specific protocols: Different healthcare facilities may have their own procedures for resolving episodes.
• Regularly review your workflows: Identify and address any areas that may lead to incomplete or inaccurate episode resolution.

Conclusion

Successfully resolving episodes in Epic is fundamental to maintaining accurate patient records, streamlining workflows, and ensuring efficient billing processes. By following the steps outlined in this guide, and by addressing potential challenges proactively, healthcare professionals can ensure accurate and efficient management of patient data within the Epic system. Remember that proficiency in episode resolution is an essential skill for any Epic user. If you have persistent issues, consult your institution's Epic training resources or support team.