Page 44 - 2022 Risk Basics - Surgical Practice

SVMIC Risk Basics: Surgical Practice

If the provider who ordered the tests is not in the office when

the results are received, a surrogate reviewer should be
assigned to fulfill this responsibility.

Lapses in communication of diagnostic and lab tests as well as

coordination of care among consultants create challenges for
outpatient practices. If a single tracking system is consistently

used for all providers, the risk of losing important tests or

follow-ups is significantly reduced.

Effective paper tracking systems do not need to be overly

complex. In fact, the best systems and processes are typically

simple, clear, and consistently utilized by the entire team.
When systems are tested and are proven to effectively close

the loop, make sure everyone is trained on the system and

agrees to use it. Fragmented systems, or those not consistently
followed, will undoubtedly lead to a patient falling through the

cracks. Some examples of types of paper tracking systems
follow.

Types of Paper Tracking Systems

Log Book

Logs may be kept of every test/referral that is ordered on a

patient. The log should include an area for the patient’s name,

date, the test/referral ordered, whether the results have been
received, and whether the patient has been notified. When the

hard copy report on a test or referral is received in the office, it
should be date-stamped and so indicated on the log. The

report should then be matched with the chart or record and

presented to the physician for review.

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