Processing Engine

IRIS PROCESSING ENGINE

A key component of the IRIS system is the architecture of the referral handling and referral processing functions. Since IRIS is designed to allow multiple enterprises to interact with one another, the processing of referrals is self-contained. This allows users to interact with their internal scheduling processes and systems with IRIS being the single common record amongst involved parties.

The processing of a referral order includes all of the following possible steps:

• The initial creation of a referral order
• Time stamp and user id logging of every action over the life history of the referral
• Assignment of a unique referral identification number
• Assignment of each referral to the appropriate workflow pathway
• Scheduling of a specific appointment or the rejection of the referral based on specific reasons
• Recording the appointment/rejection details in the electronic referral order
• Notification to the ordering provider and the patient of the appointment details
• Notification to the ordering provider of a rejection and the specific reasons for the rejection
• Filing of the scheduled orders by clinic and appointment date
• Printing of the referral document, in the form of a Consultation, at the specialty clinic on the day of the scheduled appointment
• Ability to reschedule a referral order
• Ability to cancel a referral order
• Inquiry to the order, based on any of the following search criteria:


o Order number
o Patient name
o Patient Medical Record Number
o Clinic ordered from
o Clinic or service ordered
o Ordering physician
o Work path grouping
o Order status grouping


IRIS allows the user to define various ‘work queues’ into which referral orders can be assigned. Each work queue is managed separately within IRIS, with all of the various tracking and measurement reports available to the work queue level. A work queue is established for each scheduling team that the user designates. A work queue might be used for different facilities, clinics or prioritization levels.

Routing of the referral order through a designated sequence of events within variously definable pathways is a key feature of the IRIS system. This design flexibility allows IRIS to be adapted to any possible user’s configuration.

Another major component of IRIS is the reporting system. Standard reports provide a wide range of information, including:

• Total volume of referral orders trafficked across the users network
• Size and status summary on every work queue
• Performance of each by work queue showing the average elapsed time to process the orders in the queue, and the number of orders that have exceeded the target processing deadline
• Real-time performance tracking of the total unscheduled backlog
• Total volume from any one point of order generation in any specified time frame
• Total volume directed to any one point in any specified time frame
• Source of referral and demand generated by the sources
• Within an order generating clinic, a summary of each providers orders over any specified time frame, with linked access to the details of any individual order detail
• Physician activity report and outbound referral tracking

Referral orders follow a sequence of steps as they proceed through the processing section of IRIS. First, referrals are categorized as pending. Pending referrals may be printed to a ‘scheduler’s worksheet’ format that is utilized by the individual who actually assigns an appointment date and time.

The worksheet is designed to prompt the notation of the relevant information developed, such as the appointment date and time, additional information or instructions from the specialist. Also specific reasons for a rejection of the referral and /or specific actions the specialist wants the ordering provider to take before the actual consultation. The worksheet provides a convenient, formatted form for this information to be captured.

Once the scheduler has completed the scheduling of the order, the specific appointment data is recorded in the electronic referral record. This action launches the automatic notification applications. These applications utilize email, faxes, interactive voice response systems or print to mail technologies based on the users’ environment. The notification applications permit the automatic inclusion of appointment reminder into the process.

On the day of the scheduled appointment, the consultation order can be printed at the site of the patient appointment for inclusion into the encounter packet for the consulting physician. This printing function can be performed in both distributed and centralized mode.