The initial contact point for patients entering the hospital, responsible for registering them and coordinating their access to required services. It is included in the clinical support processes. There are different types of hospital admissions: planned admission, unplanned (urgent) admission, transfer admission and direct admission.

High level description #

Subprocesses #

Patient Registration #

The patient registration process is a critical component of the hospital admission process, responsible for collecting and verifying the necessary patient information before they receive medical services. This process ensures that the hospital has all relevant patient data to facilitate safe and efficient care.

Activities and estimated duration #

Collect Patient Information

Gather personal, medical, and insurance information from the patient. Approximately 15-30 minutes.

Verify Patient Information

Confirm the accuracy of the collected information and ensure the identity of the patient. Approximately 10-20 minutes.

Enter Data into System

Input the verified patient information into the hospital’s electronic health record (EHR) system. Approximately 10-15 minutes.

Assign Patient ID

Assign a unique identifier to the patient for use in all hospital records and communications. Approximately  5-10 minutes.

Verification of insurance coverage #

Insurance coverage verification is an essential part of the hospital admission process, involving confirming the validity and details of the patient’s medical insurance before receiving medical services. Objectives include validating coverage, obtaining coverage details, obtaining prior authorizations if necessary, and communicating information to the patient.

Activities and estimated duration #

Validate Coverage

Confirm the validity of the patient’s insurance coverage. Approximately10-15 minutes.

Obtain Coverage Details

Gather detailed information about the patient’s insurance coverage. Approximately 15-20 minutes.

Obtain Prior Authorizations

Secure any necessary authorizations for medical procedures. Approximately20-30 minutes.

Communicate Information to Patient

Inform the patient about their insurance coverage and any financial responsibilities. Approximately10-15 minutes.

Pre-admission assessment #

Pre-admission assessment is a critical part of the hospital admission process, where a comprehensive evaluation of the patient’s health status is conducted before their formal admission to the hospital.

Activities and estimated duration #

Conduct Comprehensive Evaluation

Perform a thorough evaluation of the patient’s health status. Approximately  30-45 minutes.

Gather Medical History

Obtain detailed information about the patient’s medical background.  Approximately  20-30 minutes.

Assess Functional Status

Evaluate the patient’s functional abilities and limitations. Approximately 15-25 minutes.

Identify Special Needs

Identify any special requirements or accommodations needed by the patient. Approximately 10-15 minutes.

Plan Care

Activities and estimated duration #

Notify Patient

Formally notify the patient of their acceptance to receive medical care at the hospital. Approximately 5-10 minutes.

Admission interview #

It is the process where direct interaction occurs between hospital staff and the patient to gather relevant information, assess the patient’s needs, and provide guidance on the admission process.

Activities and estimated duration #

Information Gathering

Gather detailed information about the patient’s medical history, current condition, and other relevant data. Approximately 20-30 minutes.

Needs Assessment

Assess the medical, emotional, and social needs of the patient to determine the level of care required. Approximately 30-40 minutes.

Guidance on Admission Process

Provide detailed information and guidance to the patient about the admission process, hospital policies, and procedures. Approximately 15-20 minutes.

Special needs accommodation #

Special needs accommodation refers to the procedures and accommodations implemented by a hospital or healthcare facility to cater to the specific requirements of patients with special needs. These needs can encompass a wide range of conditions, including physical disabilities, cognitive impairments, chronic illnesses, sensory sensitivities, language barriers, and other unique circumstances.

The primary goal of special needs accommodation within the admission process is to ensure that all patients, regardless of their individual challenges or limitations, receive equitable access to healthcare services and facilities. This may involve modifications to physical environments, adjustments to communication methods, provision of specialized medical equipment, allocation of trained staff members, and implementation of tailored care plans.

Activities and estimated duration #

Assessment of Special Needs

Identify and evaluate the specific requirements and challenges faced by patients with special needs. Approximately 30-45 minutes.

Customized Care Planning

Develop individualized care plans tailored to address the unique needs of each patient. Approximately  45-60 minutes.

Physical Environment Modifications

Make necessary adjustments to the hospital environment to ensure accessibility and inclusivity for patients with special needs. Approximately  2-4 hours.

Communication Support

Provide alternative communication methods to facilitate effective interaction with patients who have speech or hearing impairments. Approximately 30-45 minutes.

Staff Training and Education

Equip healthcare personnel with the knowledge, skills, and sensitivity required to care for patients with special needs. Approximately  1-2 hours.

Discharge #

Following treatment, the hospital will initiate a discharge process, which involves evaluating the patient’s readiness to leave, providing post-treatment care instructions, and arranging for follow-up appointments if necessary.

Activities and estimated duration #

Evaluate Patient’s Readiness

Assess whether the patient is prepared to leave the hospital. Approximately  30-45 minutes.

Provide Post-Treatment Care Instructions

Offer guidance and instructions to the patient for post-discharge care. Approximately 15-30 minutes.

Arrange Follow-Up Appointments

Schedule any necessary follow-up appointments for the patient. Approximately 15-30 minutes.

Attributes #

Staff #

• Admission personnel: Trained staff to register patients and coordinate their access to required services. This may include receptionists, administrative assistants, and admission staff.

Material #

• Admission forms: Documents necessary to collect patient information, such as personal data, medical history, insurance information, and consents.
• Computers and software: Computer equipment and software systems to input and manage patient information efficiently

Method #

• Admission procedures: Established protocols to guide staff in the patient registration process, including steps to follow, necessary documentation, and quality controls.
• Internal communication: Internal communication channels to coordinate with other departments and ensure a smooth transition of patients from admission to medical care.

Machine #

• Office equipment: Printers, scanners, photocopiers, etc., for managing documents related to patient admission.
• Registration terminals: Electronic devices such as self-service kiosks or tablets for patients to complete admission forms digitally if necessary.

Usual Loops #

Downloads #

BPMN graphs #

Download the collapsed BPMN diagram.

Download the expanded BPMN diagram.

Download all the data.

Use Case #

In this use case, there may be some activity repetitions, such as Patient Registration, due to outdated software or inaccuracies in the patient’s information, including medical history and insurance coverage. In some instances, the notification of admission to the patient is unsuccessful, necessitating a second or even third notification. Once the patient is in the hospital for admission, additional activities may be repeated due to changes in the treating doctor (Pre-admission Assessment/Admission Interview). These issues can occur regardless of whether the patient has special needs. In some cases, these special needs are not covered by the insurance, thus not being fulfilled.

The recommended software is the Inverbis Healthcare platform. 

Download the use case data.

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