Follow the tasks below to smoothly transition the departure of a Physician or Advanced Practice Clinician (APC) from your practice. Assign each task below to someone at your practice who can/should complete the task.

Before the Physician or APC Departs

Before the clinician departs your practice, begin preparing for their departure by:

1. Reorder Regimens Ordered by the Departing Clinician

Use the Regimen Orders Report to get a list of active regimens ordered by the departing clinician.
- Set the Ordering Provider filter to the departing clinician.
- Set the Date of Order filter to a Custom Date Range of Today + 2 or 3 years.
Discontinue and reorder each regimen listed in the report for a different active clinician.

2. Process the Departing Clinician's Worklist Queue Items

Transcribe all dictations in the Transcription Queue.
E-sign all items in the Lab, Imaging, Other Documents, Notes Review, Sign Orders, and Unified Sign queues.
Resolve No Match, Process Errors, and Approve/Deny all Renewals in the eRx Message queue.
For each order created by the departing clinician in the Orders and Orders I/F queues:
- Process the order, OR
- Discontinue the order AND
- Place a new order on-behalf of a different active clinician

3. Complete the Departing Clinician's Unfinished Charting

Complete items in the departing clinician’s Unfinished Charting dashboard widget.
Enter and release all billable services (i.e., Nursing Care MAR and Nursing Procedures).

4. Unmap the Departing Clinician as an Attending

To prevent the departing clinician from becoming an attending on a chart, Remove Mapping of Clinician as an Attending.

The Day the Clinician Departs

Immediately following the clinician's departure from your practice, secure their iKnowMed Account and disable e-Prescribe and Interfaces to prevent new items being assigned to the clinician.

5. Update the Departed Clinician’s iKnowMed Account

Leave Provider Signing checked so that Orders and Worklist Queue items can be addressed.
Set to NONE all Permissions except: Bill Independently, Act as Seen By Provider, and Act as Attending Provider.

6. Disable eRx, EPCS and Direct Exchange for the Departed Clinician

After rewriting all Renewals (step 6), submit a ServiceNow Request to “Disable [departed clinician name] in NewCrop for eRx/EPCS and Direct Exchange”. The departed clinician’s key fob can no longer be used for eRx/EPCS.

7. Unmap the Departed Clinician in Result and Order Interfaces

If the mapping for the departed clinician is not modified, results continue to route to the departed clinician for review and need to be transferred to a different clinician.

Instead, modify the Ordering Physician mapping for inbound results and outbound orders as follows:

In each of your practice's results Interface Sources, Remove the Ordering Physician mapping for the departed clinician.
In each of your practice's orders Interface Targets, No Map the Ordering Physician mapping for the departed clinician.

After you modify the departed clinician as an Ordering Physician, results route to each patient’s Attending Physician. When a patient has more than one attending, iKnowMed routes each result to one of the attendings randomly. A patient with no attending produces a Physician_Not_Found interface error.

After adding a new attending for the patient in your practice management system, Resend the Interface Error Message.

After removing the mapping for the departed clinician:

Discontinue Future Lab Orders by the departed clinician.
Reorder Labs under a new clinician.

8. Unmap the Departed Clinician in Demographics and Scheduling Interfaces

To prevent the departed clinician from being scheduled in iKnowMed, Remove the Resource mapping for the clinician in each of your scheduling interfaces.

The departed clinician is still selectable in these Worklist Queues:

Attach Documents
eRx. Message
Imaging
Lab
Notes Review

Other Documents
Outbound Fax
Scheduler
Sign Orders
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After the Clinician Departs

After the clinician departs your practice, complete their offboarding by: processing their remaining Worklist Queue items, monitoring Messages sent to them, rescheduling their Appointments, and, finally, Inactivating their iKnowMed account.

9. Process the Departed Clinician Worklist Queue Items

Inform Medical Records staff which clinician they should set Requires review by to for incoming Attached Documents.
Monitor and transfer to an active clinician any item pending for the departed clinician in the Lab, Imaging, Other Documents, Notes Review, Sign Orders, and Unified Sign queues.
REWRITE RX for Renewals for the departed clinician in the eRx Message queue in order to place new prescriptions for an active clinician.
Discontinue orders in the Orders and Orders I/F queues and place new orders on-behalf of an active clinician.

10. Monitor the Departed Clinician's Messages

Monitor, compose, reply, and forward Chart Messages sent to the departed clinician.
Monitor, compose, reply, and forward External Messages/Direct Messages sent to the departed clinician.

11. Reschedule the Departed Clinician's Appointments

Reschedule all appointments with the departed clinician in your Practice Management System and confirm no appointment for the departed clinician appears in iKnowMed’s Visit List.
Notify your Lab and Imaging vendors that the departed clinician is no longer with your practice and ask that they remove the departed clinician from the practice accounts, when appropriate.

12. Inactivate the Departed Clinician

About Offboarding a Physician or APC